Automatically convert Sales Quotes to Sales Orders while ensuring Items are linked to needed Contract, Location, Warehouse, etc.
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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts | Webinar
Overview
Overview
Typically, when someone orders toner via e-info, there are a lot of steps that must be manually completed to convert it to an order - ensure the correct contract linked, the correct warehouse, sales person, ship method, order type, whether it goes on hold or not, etc. All manual steps that this process will automate.
This also works for drop ship orders that Clover will ship for you. Let us know if you think we should also create the PO or leave that to the ILC. We suggest you have additional versions (clones) of this process depending on the source, so one for e-info, one for Clover, etc.
You can also choose to have certain orders placed on a specific hold status. For example, if they are using double the toner they should be and the contract profit is less than 20%.
You can test this process by choosing a specific CreaterID (yourself) and set an On Hold code so it does not process.
Run Schedule: Every 15-Minutes
Type of Output: Data Push with Email
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Sample
Sample
**COMING SOON**
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Variables
Variables
Only Variable12 is required, all the remaining variables are optional for you to use based on your business process.
Your Variables are like filter "and" statements which means a given Sales Quote must be meet all variable filter options you set. So only set those that apply.
Variable 1: Enter Warehouse Number to be used instead of default per Item Record set in Bin Default / Sales Order Fulfillment
Variable 2: Enter CreatorID to identify the entity creating the Sales Quote. (i.e. e-Info, Clover), separate multiple with comma.
Our team can help you identify the different CreatorID's feeding quotes into your eAuto. The main reason to specify the creator is you may, for example, want e-Info Sales Quotes to use the branch warehouse/fulfillment bin for the items , but if the creator was 'Clover', then you may want the conversion to flip the warehouse to your Clover drop-ship warehouse.
Variable 3: Enter the On Hold Code to set on all Sales Quotes converted to Sales Orders, if you wish to review them (i.e. Needs Approval)
Variable 4: Enter Order Type we should assign to Sales Order converted from Sales Quote
Variable 5: To override Sales Rep, enter Employee Number of Sales Rep to be listed on Sales Order. If left blank, we will use Sales Rep assigned on Customer Record
Employee Number:
Sales Rep on Customer Record:
Variable 6: Enter the Ship Method to be used on Sales Orders. If left blank, we will use Sales Rep assigned on Customer Record
Ship Methods:
Ship Method on Customer Record:
Variable 7: Enter Flat Rate freight charge (with decimals - 10.00) to assess on billable orders, leave blank for no charge
Variable 8: Enter Flat Rate Freight Charge (with decimals - 10.00) to assess on NON-billable orders, leave blank for no charge
Variable 9: IF you select to charge freight on billable and/or non-billable orders (via Variables 7 and 8), enter Custom Property name used to override assessing charges. See THIS LINK on how to build this Custom Property.
Custom Property values:
NO = Do not bill Customer for freight
YES = Bill Customer for freight
MUST be set on Main Customer Record (highlighted in screenshot below), will NOT consider Parent/Location relationships
Variable 10: Select the quote source(s) that you wish this iteration of ID742 to convert to an order. The quote sources are set by us for the appropriate vendor coming in thru our DCA integrations .
Variable 11: If you have ship-out equipment reporting back to your DCA , those machines will be sending in Toner replenishment alerts that are not fulfilled by you , but are instead fulfilled by the servicing dealer or it might be 'ship-in' customers. In either case, you are not sending the supplies for those devices at that customer location. To help prevent accidental shipping of to these accounts, many dealers set the default shipmethod on that customer location to a special ship method so that any quotes / orders default to that shipmethod, and then their team knows that if an order for supplies comes in for that location then the order needs to be canceled or handled manually.
If you do not want this process to convert quotes with specified shipmethods, enter those shipmethod codes here (separate multiple shipmethods with a comma).
Variable 12: REQUIRED - this is the ONLY required. Enter Ship Method assigned to Sales Quote if it fails any of the process (i.e. item selected on quote is not found as a related item on the equipment item_. This will flag the quote for you and we will not convert as it will require manual intervention.
Variable W: Do not convert quote if the same item for the same equipment has been on a sales order in the last # of days specified here. We will then flag with Variable12 Ship Method.
Variable X: Customer Custom Property to exclude Customer from this process
See THIS LINK on how to build this Custom Property.
Custom Property values:
NO = Do not bill Customer for freight
YES = Bill Customer for freight
MUST be set on Main Customer Record (highlighted in screenshot below), will NOT consider Parent/Location relationships
Variable Y: Indicate (Yes/No) to convert quotes with comments/remarks on the quote or not
This is primarily for e-info quotes where your customer has put comments in the e-info supply request they created.
NO = we will not convert the Sales Quote to a Sales Order and will instead assign Ship Method you've listed in Variable12, so you can review manually.
YES = we will convert the Sales Quote to a Sales Order regardless of comments
Variable Z:Customer Custom Property to override Ship To by using address from Customer instead of Equipment
Variable Hidden2: Indicate (Yes/No) to override ShipTo Location with Equipment Record Installed Location
Variable Hidden3: This process will use the Quote# as the SO# when the order is created. Specify here if you want to 'Prepend' the quote# with a character string to use as the SO# .
Variable Hidden4: Customer Custom Property to direct us to use Customer On-Site Warehouse in place of default warehouse
See THIS LINK on how to build this Custom Property.
Custom Property values:
NO = Do not use Customer On-Site Warehouse
YES = Use Customer On-Site Warehouse
MUST be set on Main Customer Record (highlighted in screenshot below), will NOT consider Parent/Location relationships
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Alert Functionality
Alert Functionality
1. Reviews Sales Quotes meeting variable filters you've set and converts to Sales Order while ensuring the order is checked for needed shipping address, link to contract #, etc.
2. Requires you also subscribe to ID634/Sales Order Import Utility as ID742 feeds the quote into ID634. Be sure to subscribe to ID634 and enter needed variables.
3. Our first developments for this process were to include DCA's in this ID process. But this will be wrapped into ID634 instead. As of Nov 2023, this works for: FMAudit, Printanista, Sharp's MICAS, MPS Monitor, HP, KPAX & Supplies Network.
4. We will update any fields available via variable filters. If more options are needed, then you will need to use ID815/IFTT Workflow process.
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Best Practices & Tips
Best Practices & Tips
1. Workflow (also available as PDF below):
2. How to create a Custom Properties listed in your Variables
Custom Property Set Up
Variable9: Override Freight Charge:
You can create any Custom Property name and description, just be sure it is set with Data Type of Yes/No and is listed in Variable9
Step 1: Create New Attribute
Must be Data Type of Yes/No
Step 2: Add Attribute to your Customer Configuration with default of YES. Be sure to select Quick Add, then OK to save.
VariableX: Exclude from Process
You can create any Custom Property name and description, just be sure it is set with Data Type of Yes/No and is listed in Variable9
Step 1: Create New Attribute
Must be Data Type of Yes/No
Step 2: Add Attribute to your Customer Configuration with default of YES. Be sure to select Quick Add, then OK to save.
VariableZ: Override ShipTo
You can create any Custom Property name and description, just be sure to follow these instructions and is listed in VariableZ
Step 1: Create New Attribute
Must be Data Type of Lookup
Lookup MUST point to AR_CUSTOMER_NUMBER
Step 2: Add Attribute to your Customer Configuration with no default. Be sure to select Quick Add, then OK to save.
VariableHidden4: Use Customer Warehouse
You can create any Custom Property name and description, just be sure it is set with Data Type of Yes/No and is listed in VariableHidden4
Step 1: Create New Attribute
Must be Data Type of Yes/No
Step 2: Add Attribute to your Customer Configuration with default of YES or NO depending on what the majority setting should be. Be sure to select Quick Add, then OK to save.
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Related Alerts
Related Alerts
ID634 - Sales Import Utility
ID652 - DCA Direct Order Enhancement
ID815 - Workflow Process "If This, Then That" (IFTT)
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Webinar
Webinar
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Webinar (Recorded 8/16/22)
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