Create a Customer Order From a Quote

System Location: Data Entry > Orders > Orders

This topic provides details on how to create an order for customer releases from a quote, covers the basics of editing information on a job, and shows how to process an order.

For more information see Order Entry.

  1. Go to the blue Data Entry tab, open the Orders dropdown menu, and select Orders.
  2. Click New (located at the top of the page.)

ClosedSelect Quote

General Section
  1. Verify / set the Default Line Item Due Date
    • Individual Due Dates can be changed
  2. Select the quote to pull information from.
    1. Click Search.
    2. Select the desired quote from the (Quote) Line Item Selection screen.
      • Use the search options provided if the quote is not displayed
    3. Click OK.
    4. Select the parts from the quote that should be placed on the order and assigned job numbers.
      • All items are selected by default, but the selection can be changed.
    5. Click OK.
  3. Verify / provide information for the following fields:
    • Order Number
    • Customer Code
      • Selecting the customer populates the Customer Name and multiple fields in the Header Section
    • Order Date
    • P.O. Number: Enter the customer's P.O. number for reference
Line Items Section
  1. Verify / provide information for the following fields for each line item present:
    • Part Number
      • If a part was selected by accident, it can be deleted
    • Quantity Ordered: Enter the quantity ordered by the customer
      • Can be entered directly in grid since job number is not yet assigned
      • Unit Price updates automatically based on values on quote
    • Due Date
      • Can be edited per job as needed
    • Work Code and Product Code: Having these values present provides useful ways to filter reports related to jobs
    • Comm Pct (Commission Percent): Used to calculate sales commissions

    ClosedEdit Line Item Details

    Changes for specific jobs can be made in the line item details.

    1. Select the line item / part that needs to be edited.
    2. Click Details.
    3. Edit information as needed. Common edits include the following:
      • Adding / editing releases (Releases Section)

        Clicking the Calculate Releases button launches a utility that can be used to create multiple releases at one time by populating the following fields and clicking OK.

        Release Calculator

        Release Type

        This option Indicates the destination for the associated quantity of the part.

        • Customer - Items will be shipped to customer
        • Stock - Items will be placed into inventory

        Release Start Date

        This determines the shipping date of the first release created.

        Release Quantity

        This represents the number of parts that are expected to be shipped for each release created.

        • Assumes the same quantity will be shipped each time, but the values can be edited afterward

        Number of Copies

        This determines how many releases will be created by the utility.

        Recurrence Unit

        This setting works in conjunction with the selected Interval (immediately below) to determine how frequently the items will be shipped. Options include:

        • Daily
        • Weekly
        • Monthly
        • Quarterly
        • Yearly

        Interval

        This value determines how far apart items will be shipped in terms of the Recurrence Unit selected. For example, a Recurrence Unit of "Weekly" with an Interval of "3" would create releases three weeks apart.

        • Releases can be entered and edited individually as well
        • If more parts will be made than the customer ordered, the additional units can be entered as a Stock Release and placed into inventory when completed.
        • For additional details on entering releases, see the Releases Section of Order Entry.
      • Entering / editing Job Notes (Job Notes Section)
        • Job Notes print on job travelers
      • Adding / editing routing information (Routing Section)
        • Use the Add Row button to enter a new routing step
        • Entering a number on the new step that falls between existing ones will cause it to be ordered accordingly
        • Click the Details button for a specific step to edit work center or vendor related details depending on Step Type
      • Adding / editing job requirements (Job Requirements Section - Processed Jobs ONLY)
        • Job requirements are not available for editing until a Job Number has been assigned
        • Material requirements are calculated during job processing, but they can be edited afterward
      • Adding / editing Miscellaneous Tooling Charge (Line Item Details Section)
    4. Click OK to return to the main order screen.
Header Section

Information in this section is applied to all jobs present on the order.

  1. Verify / provide information for the following fields:
    • Sales ID
    • Terms Code
    • Tax Code

Terms Code and Tax Code is optional on the order but are required on customer invoices.

ClosedProcess the Order

When line items are added to an order, clicking the Process button calculates job requirements for each one and makes them available for production within JobBOSS2.

For additional details on processing and unprocessing an order, see Order Processing.

For more detailed step by step instructions on processing, see Process the Order.

Production related work cannot begin on a line item in JobBOSS2 until it has been processed and received a Job Number.

The following scenario assumes the Automatically Post Material option is selected in Company Maintenance.

  1. Click Process.
  2. Determine whether parts can / should be posted from inventory. (Displayed under the Quantity Section)
  3. Determine whether parts can / should be re-directed (also referred to as being "robbed") from an existing stock run. (Displayed under the Quantity Section)
  4. Determine whether material requirements can / should be posted from inventory. (Displayed under the Material Section)
  5. Determine whether to review posting assumptions for any additional jobs that will be processed or not.
    • Job processing will continue if there are additional line items on the order that have not been reviewed or if there is a need to create a subassembly job as a result of the material calculations in step 4.
    • The user has two options on how to proceed with processing: OK or OK All (buttons located at the top of the screen).
      • Clicking OK closes the Line Item Quantity Specification screen for the current part listed on the order and displays the same options for the next part (if there is one.)
        • The user will have the ability to make the same decisions as listed above and would go through the same steps for each part so long as they click OK and there are more line items to process.
      • Clicking OK All closes the Line Item Quantity Specification screen for the current part listed on the order and automatically decides how material will be posted for any remaining items.
        • The user will not have the ability to decide whether material should be posted or not or to edit where it comes from for any remaining line items.
    • Once all line items have been dealt with the system closes the order form and displays the Order Navigator screen.

Once started, job processing cannot be canceled or stopped.

 

Back to Order Entry