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  13. Book quotation lines from...

Book quotation lines from an item assortment

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An assortment is a group of items classified under an assortment ID. You define Assortment ID’s in the Assortment file and can then assign items to these ID’s. (See Set up an item assortment for instructions). Note: An item assortment should not be confused with an order structure.

You can retrieve an assortment of items and selectively book them into a quotation.

Ways to access
There are three ways to access the Assortment panel. The first two are described for informational purposes. The third way is what will be described in this document. Note: The Smart quotation entry, Assort panel prompts with Assortment group/ID loaded, if found.

  1. The assortment panel could be the first panel accessed after the Work with sales quotations panel if an Assortment group and ID exists for the customer in the Business partner file. See How the search works below for that information.
  2. Enter an Assortment ID on the Work with sales quotation lines panel and click OK. See How the search works below for that information. On the Work with sales quotation lines panel you must know and enter the exact Assortment ID code. If you do not then the system will not prompt the Smart quotation entry, Assort panel. When you prompt the Item/Assortment field (by clicking F4) you will be not be able to search for the Assortment from the Select item panel.

    3. How the search works
    The search for the assortment group/ID works as follows:

    • The system first searches for this assortment assigned to this customer. If one is not found, then
    • The system searches for a global assortment (meaning no assigned customer).
  3. On the Work with sales quotation lines panel, click the Smart entry function key and then the Assort tab.

    4. How to access
    To access the Assortment panel when in the Smart quotation entry session, do as follows:

    1. Select the Work with sales quotations menu item, highlight the applicable sales quotation and select the Lines option.
    2. On the Work with sales quotation lines panel, click the Smart entry function key.
    3. On the Smart quotation entry panel, click the Assort tab.
    4. You access the Smart quotation entry, Assortment panel. Enter information in the following fields:
      5. Group
      Enter an assortment group for the customer.
      Assortment
      Enter an assortment ID.

      Click OK.

      All assortment lines for this Assortment group/id are displayed:

      View different information
      You can also click the Shift info function key to toggle different sets of information for the order line:

      • In default mode: Item, Unit, Available quantity, Order quantity and Warehouse.
      • After clicking Shift info once: Item description, Current selling price (excluding discount), Price unit, Profit margin (of the current price), Order quantity and Warehouse.

      Change info
      You can change information in the following fields:

      Order qty
      Enter the quantity you want to book for the line.
      Whs
      Enter the warehouse from which the item will be picked and shipped. Tip: If you to want to ship all lines from an alternate warehouse, enter the warehouse code in the Whs field at the bottom right-hand corner of the panel. Click OK. Each line will be assigned to this warehouse.

      Click OK once you have made your changes.

    Book lines
    When you are ready to book you have two options:

    1. Select the quotation order line(s) you want to book and click Acc mark to accept all marked lines, or
    2. Do not select any lines and click Acc all to accept all lines. This will automatically book all of the quotation lines displayed on your panel.

    Note: If errors occur while booking the line(s), the system first displays the Work with sales quotation lines, Line details panel and highlights the error. After correcting the error, you will return to the Smart quotation entry session where processing of the order line(s) can continue. If there are no errors, the system updates the lines on the Work with sales quotation lines panel, but you remain in the Smart quotation entry session.

    Click Back to exit the Smart quotation entry session. You will see the lines that you just booked on the Work with sales quotation lines panel. You can now continue processing order lines as usual. See About sales quotations.

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