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Work with sales quotations, Copy (DMR48001)

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This panel is accessed from the initial Work with sales quotations panel. On this panel you enter the copy from/to parameters for the quotation/sales order (e.g. copy quotation to quotation; copy quotation to sales order) you are creating by copying the quotation. Checks are performed during the copy process. If there are any errors in the source being copied, the quotation/order itself will be created but you must correct the error to be able to continue processing. From the Header view you can toggle the following two modes:

  • Quotations not in error = all quotations that do not contain errors.
  • Quotations in error = Displays all quotations containing errors. The errors could exist on Line, Header and/or Address level for the sales quotation. The level on which the error was found is outlined with the applicable Error code. In this mode you also have the option to drill down to the applicable level to view the error and also make the necessary corrections.

Note: If the CR-QT (Credit control, quotation) function is activated in the Function control file, the system will check the credit limit of the customer when quotations are entered, maintained or copied. If the current quotation value exceeds the credit limit, a warning will be issued. This can be bypassed but if the CR-SO (Credit control, order entry) function is activated in the Function control file, it will be flagged during the copy process to a sales order. In addition, if the LSTSL-QT (Lost sales tracking, quotation) function is activated in the Function control file, and a quotation is copied to a sales order where the Copy WON only field is set to YES, only the won lines will be totalled and added to the quotation value.

Copy from database

In the fields below you enter information concerning the document from which you wish to copy.

Quotation number
Enter the sales quotation or service quotation number of the sales quotation/service quotation for which you wish to copy information into a new sales quotation or service quotation or sales order.
Order number
Enter the order number/service order number for which you wish to copy information into a new sales quotation/service quotation.
Doc type/inv ref
Enter the document type from the Document type table, followed by invoice number/service invoice number that you wish to copy to a new sales quotation/service quotation. The document type is connected to the document number series for the invoice related document. Merged invoices cannot be copied.
Invoice date
Enter the date of the invoice/service invoice being copied. Valid formats are:

  • Year, month, day
  • Month, day, year
  • Day, month, year

Copy from data interchange

In the fields below you enter information concerning the documents from the Data Interchange data base, (e.g., request for quote received via DI, hand terminals etc.), from which you wish to copy.

Customer number
This field is relevant when copying from the Data Interchange data base. Enter the customer number for which you want to copy information into a new quotation.
Customer quote no
This field is relevant when copying from the Data Interchange data base. Enter the customer quotation number for which you want to copy information into a new quotation.

Copy to

In the fields below you enter information concerning the quotation, order or contract to which you wish to copy.

Quotation
Set this flag to YES if you want to copy a quotation, order or invoice into a new quotation.
New version
Set this flag to YES if you want to create a new version of the quotation that you are copying into a new quotation.
Quotation type
Enter the type of the new quotation (i.e. contract, order, service quotation). If the field is blank, the new quotation will have the same quotation type as the quotation being copied.
Expiry date
Enter the expiry date for the new quotation. If the field is blank, the new quotation will have the same expiry date as the quotation being copied.
Valid from/to
If a quotation of type 2 (contract) is created by copy, valid from-to dates must be entered. If the new quotation is created by copying a quotation of type 2, these fields can be blank. In that case the new quotation will have the same valid from-to dates as the quotation being copied.
Contract base
If a quotation of type 2 (contract) is created by copy, a contract base must be entered. If the new quotation is created by copying a quotation of type 2, this field can be blank. In that case the new quotation will have the same contract base as the quotation being copied.
Order
Set this flag to YES if you want to copy a quotation into a new sales order.
Close quotation
Set this flag to YES if the quotation being copied shall be closed, i.e. header status is set to 60.
Copy WON only
Only displayed if the LSTSL-QT (Lost sales tracking, Quotation) function is activated in the Function control file. Indicate if you only want to copy won quotation lines. Note: If set to YES, only one of the Close other versions and Close corresp lines fields can be set to yes.
Close other versions
Only displayed if the LSTSL-QT (Lost sales tracking, Quotation) function is activated in the Function control file. Indicate if you want to close all lines of other versions of the quotation being copied.
Close corresp lines
Only displayed if the LSTSL-QT (Lost sales tracking, Quotation) function is activated in the Function control file. Indicate if you want to close only corresponding lines of other versions of the quotation being copied.
Contract
Set this flag to YES if you want to copy a quotation of type 2 into a new quotation. All discounts that are copied will be transformed into line discounts. If all discounts that are copied are set up as discount % then the discount amount will be set to zero during this copy. If there is a mixture of discount % and discount amount or only discount amount then the discount % will be set to zero during this copy.
Parent level
Set this flag to YES if the contract is for a customer structure.
Description
Enter a description for the contract.

Work with sales quotations, Copy (DMR48002)

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Copy to

Handler
Enter a code from the Signature table indicating the handler of this sales quotation/order. If nothing is entered, the handler from the source being copied is retrieved.
Quote/order number
Normally this field is left blank to let the system pick the next available quotation/order number from the Number series table. If you enter a quotation/order number manually, the number has to be a number outside the range of the number series.
Customer number
Enter the complete customer number, or alias. If nothing is entered, the customer number from the source being copied is retrieved.
Order type
This field is mandatory if copying from an invoice/service invoice or a quotation/service quotation. Enter a code from the Sales order type table indicating the order type of this sales quotation or order. Note: If copying to an order, an order type that is defined as a claim sales order type (i.e. the Claim order field is set to YES) is not allowed.

If copying from an order/service order or a credit note, and nothing is entered in this field, the order types from the source being copied are retrieved.

Note: If you copy from a BtB order/invoice and you enter another order type than the order type on the source being copied, the system will update the Purchase order type, Transit and Direct fields (displayed on the sales order line) according to the order type entered here, and not from the source being copied.

Dispatch date
Enter the date that the goods will be dispatched to your customer. If a value is not entered, the dispatch date from the source being copied will be used if that dispatch date is greater than, or equal to, today’s date. If the dispatch date on the source being copied is less than today’s date, today’s date will be used if this field is left blank.
Currency
Enter a code from the Currency table indicating the currency to be used on the new sales quotation/order. If nothing is entered, the currency code from the source being copied is retrieved. An exchange rate for the period and level specified in the DIS control file must, however, exist in the Exchange rate table. Otherwise a message will be displayed.
Cost centre
This field is only displayed if the cost centre account part (in IBS Financials) is activated. The cost centre handling is only used for external orders. There are two pre-defined values that can be defaulted to this field:

  • If a cost centre has been defined in the Signature table (for the user that is about to copy a quotation) it will be defaulted to this field.
  • If a cost centre has been defined for the customer in the Business partner file (A/R basic data panel) it will be defaulted to this field.

Note: If a cost centre has been defined in both the Signature table and the Business partner file the default value will be retrieved from the Signature table. If no value is defaulted, enter a cost centre to be used on the new sales quotation/order. Note: A security check will be performed to verify if the user is authorized to enter the cost centre.

Get new prices
The field is set to NO by default. Set it to YES if new prices and discounts should be retrieved. If the Customer number or Currency was entered, this field must be set to YES.
Pricing date
This field can only be completed if Get new prices is set to YES. Indicate the date used to price the sales quotation/sales order lines.
Sales promotion
This field is only displayed if the APH (DC1 Advanced Promotion Handling) application is not activated, and at least one open sales promotion exists that is flagged for promotion pricing. It can only be completed if the Get new prices field is set to YES. Enter the Sales promotion. When you enter a promotion, the sales quotation/order header is flagged as being promotion priced, and the entered promotion is used to price the lines on the new sales quotation/order.
Promotion code
This field is only displayed if the APH (DC1 Advanced Promotion Handling) application is activated. Enter a promotion code if the new quotation/order should be promotion priced.
Copy text
Indicate if you want to copy any existing text from the source quotation/order.
Retrieve notes
Indicate if you want to copy notes from the Work with notes file which will become order text for the quotation/order.
Warehouse
This field can only be completed if the Use sourcing policy field is set to NO. If you enter a code from the Warehouse table in this field, this code will be used on all new sales quotation/sales order lines. If no value is entered, the value in the Use sourcing policy field decides what warehouse will be used on the new sales quotation/sales order lines.
Calculate disp date
This field is not applicable if copying to a quotation. Indicate if dispatch date should be calculated if the quantity is not available for the specified dispatch date. This field is used for items which are specified as having Time axis control.
Use sourcing policy
This field is not applicable if copying to a quotation. Set this field to YES or NO to determine what warehouse the system should use on the new order lines to which you are copying. This field is set to NO by default, meaning that you want to use the warehouse entered on the quotation lines, instead of taking advantage of the sourcing policy functionality.

Use curr clause

If this field is set to YES, and a currency clause is defined on the source being copied, it will be copied to the new quotation/order.

Note: The currency clause will be copied even if it is not valid or applicable to the new sales order, i.e. the date has expired or it applies to a different currency. To ensure that a valid currency clause is copied over, set this field to NO and the New curr clause field to YES.

If this field is set to NO, the Curr clause field in the order header will be set to NO and the result would be that the system will not adjust the sales prices according to exchange rate fluctuations

If this field is set to YES, the New curr clause and Use adjusted price fields must be set to NO.

Maintain new quote/ord
This field is set to YES by default. Leave the YES setting if you want the Quotation lines/Sales order lines panel to prompt immediately after the copy is complete.
New curr clause
Indicate if a new currency clause, used for recalculating the sales prices, should be automatically retrieved by the system (from the Currency clause code table) for the sales order you are copying to.

If this field is set to YES, the system will search for a valid currency clause that matches all of the above stated prerequisites, the currency clause code will then be retrieved to the sales order line and the sales prices adjusted accordingly.

If set to YES, the Use curr clause and Use adjusted price fields must be set to NO.

Use adjusted price
Indicate if the new sales price, that is recalculated according to the currency clause, should replace the original sales order line price.

Work with sales quotations, Copy, Select invoice (DMR48003)

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When copying from an invoice without specifying Invoice date, this panel is prompted displaying all invoices with the same invoice number, but different invoice dates if more than one invoice exists. Select the invoice you wish to copy.

Doc type
Displays the document type of the invoice
Invoice no
Displays the invoice number.
Date
Displays the invoice date.
Type
Displays the invoice type.
Customer
Displays the customer number on the invoice.
Name
Displays the name of the customer.

Work with sales quotations, Copy, Select request for quote (DMR48006)

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When copying from the Data Interchange database and only the customer number was specified for which more than one quote exists, this panel is prompted displaying all received quotations with the same customer number. Select the request for quote you wish to copy.

Customer quote number
Displays the customer quote number.
Method
Displays the DI method.
Subtype
Displays the DI method subtype.
Crt date
Displays the creation date.
Crt time
Displays the creation time.