Converting a Proposal

This Help File Page was last Modified on 05/30/2019

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Converting a Proposal

This Help File Page was last Modified on 05/30/2019

Converting a Subscriber's Proposal:  A Proposal may be converted to an Installation Order, an Invoice or a Job.

Convert - The Convert option is located at the top of the Proposal Form in the Ribbon Menu

Clicking the down arrow on the right of Convert button displays a list of options:

 

HelpFilesSubscriberProposalConvertButton

Proposal Form - Conversion options

 

 

Convert to Installation Order - The result of this type of conversion is the creation of a Work Order record with the previously defined Proposal Items moved to the Installation List tab (which has a Print Installation Order button and will include these Proposal Items in the Installation Order) of that Service Request record.

Select this Convert to Installation Order option to convert the Proposal to an Installation Order.

 

HelpFilesProposalConvertToInstallationOrder

Proposal Conversion (Installation Order) dialog

 

The Proposal Conversion (Installation Order) dialog will be displayed.

Service Type - Using the Drop-Down Selection List provided, Choose the appropriate Service Type from the list presented.

Add Comments - Check this box to include the Proposal's Comments information on the Installation Order.

Select All - Check the Select All box on the Proposal Conversion (Installation Order) dialog to select all Installation Items.

Select Installation Items - Identify the items to be included in the Installation Order conversion:

oConvert? - Check each of the Proposal Items that are to be included in the Installation Order.

Convert - Click the Convert Icon (see the mouse pointer in the illustration above) to create the Installation Order.

 

HelpFilesConvertToInstallationOrder

Convert proposal to Installation Order?

 

Answer Yes to execute the Installation Order conversion process, or No to abort the procedure.

 

HelpFilesProposalConversionSuccessful

Proposal Conversion Successful!

 

Answer Yes to Display the Work Order which will be pre-populated for the Installation Order for this Proposal.

 

HelpFilesDisplayWorkOrder

Display Work Order?

 

The Work Order Form is opened with the basic information inserted.

Update the Work Order Form with additional information (see the Entering a Work Order chapter for more information), as appropriate.

 

HelpFilesServiceRequestInstallationOrder-PartsListTab

Work Order Form - Parts List tab

 

Select the Parts List tab to view the selected Proposal Items.

 

HelpFilesServiceRequestInstallationListPrintPartsList

Work Order Form - Parts List tab - Print button

 

Click the Print (Parts List) button to view/print this Parts List.

 

HelpFilesInstallationOrderPartsList

 

The Converted Check box on the Proposal Form will be Checked automatically.

oOnce Converted, a Proposal can not be converted again.

 

The Proposal Form from which this Work Order was created will have that Work Order's Number inserted in the Proposal Form's WO Number field (as illustrated below).

 

HelpFilesProposalFormWithWONumberInserted

Proposal Form - Converted to Installation type of Work Order - WO Number field

 

When a Work Order which originated from a Proposal is converted to an Installation Order:

All of the Proposal Detail Line Items will be included in the Parts List tab of that Installation Order.

When finished, that Installation Order (Work Order) is Completed and an Invoice is Generated

All of the Note entries from the Detail Line Items of the original Proposal will be included in the corresponding Note entries for the Detail Line Items of that Invoice.

 

Convert to an Invoice - Select this option to convert the Proposal to an Invoice.

Confirm this Proposal to Invoice Conversion request.

 

HelpFilesProposalInvoiceConversionQuestion

Are you sure you want to convert this proposal to an invoice?

 

Answer Yes to execute the Proposal to Invoice Conversion process, or No to abort the procedure.

Note: If using the Commission Tracking System, and the Proposal contains Sale-Purchase Items and or a Proposal Package either of which is Commission Eligible, all of the associated Commission information is transferred into the Invoice automatically when the Proposal is converted.

 

Review Data? - If one or more Recurring Revenue items have been defined on the Recurring Items Tab of the Proposal Form, a Review Data Query may be presented if the system believes there may be missing, or incorrect data entered for one or more of those Recurring Revenue items

 

HelpFilesReviewRecurringRevenueData

Would you like to review recurring before converting?

 

Answer Yes if you are not certain that what was entered for Recurring Revenue was correct.

Display the Recurring Items Tab of the Proposal Form

Correct the Recurring Revenue item(s), if required.

Then, Choose the Convert option, again.

 

Understanding the Proposal Conversion Information dialog:

This Proposal Conversion Information dialog allows the User to identify - at the time of Conversion - the following information:

a)The Warehouse from which Parts will be drawn

b)The Technician who will perform the Installation

c)Specify the appropriate Labor Sales category Code

d)Specify:

i.Whether to Convert Recurring Revenue information

ii.Whether to Convert Recurring Service information

iii.Whether to add specified Inventory Items to the Subscribers Installed Equipment table

 

Proceeding with the Conversion:

Proposal Conversion Information - Certain information relating to the Proposal Items within the Proposal are required

 

HelpFilesProposalConversionInformationDialog

Proposal Conversion Information dialog

 

Please select a warehouse - If any Inventory Items are included on the Proposal, using the Drop-Down Selection List provided, Choose the Warehouse from which the Inventory item(s) will be withdrawn.

Please select a technician - Because this Proposal will require an Installation by a Technician, using the Drop-Down Selection List provided, Choose the Technician who will be assigned to be the Lead Technician for this Installation (which may be changed, if required, at a later time).

Select Item for Labor - If any Inventory Item(s) on the Proposal have a predefined Labor Rate and the number of Labor Hours required to complete the installation of the Item(s), using the Drop-Down Selection List provided, Choose the appropriate Sale-Purchase Item to which this labor charge is to be posted.

Based on how the AddRecurringOnComplete option is set in the Company Settings Form, these additional Check Boxes may also be presented:

1.Convert Rec Revenue? - Check this box to have any Recurring Items identified as Recurring Revenue converted to Auto Billing entry(s).

2.Convert Rec Service? - Check this box to have any Recurring Items identified as Recurring Service converted to Auto Service entry(s).

 

To eliminate the Request to ask whether or not to convert these Recurring Items so the conversion of Recurring Items will be performed automatically (thereby automatically making the Recurring Items conversion), set the AddRecurringOnComplete option in the Company Settings Form to True ("T").

 

3.Add Inventory To Installed Equipment? - Check this box to import the Inventory Items on this Proposal into the Subscriber's Installed Equipment record.

 

Click the OK button to save this Proposal Conversion Information.

 

Assign Contract - If, and only if, the Contracts Tracking System is activated by setting the AssignInvoiceToContract option to True ("T") in the Company Settings Form, the Assign Contract Form will be displayed.

 

HelpFilesAssignContracts

Assign Contract Form

 

If this Subscriber has (or should have) a Contract defined, complete the information as required.

 

The Proposal Deletion dialog will be displayed.

 

HelpFilesProposalDeleteMessage

Would you like to delete this proposal?

 

Click Yes to indicate that you Would you like to delete this proposal? - or No if that is not what you want to do at this time.

You do not have to Delete the Proposal when converting it to an Invoice.

In fact, you may want to save the Proposal record for historical and reference purposes, and for its use as a Proposal Template (see the "Copy From Template" discussion in the Proposals chapter).

Regardless of your answer, a confirmation message will be displayed.

 

HelpFilesProposalConversionSuccessful

Proposal Conversion Successful!

 

Click the OK button to complete this Proposal Conversion process.

 

The Converted Check-box on the Proposal Form will be Checked automatically if the Proposal is not deleted.

Once Converted, a Proposal can not be converted again.

The Comments entered on the Proposal will be converted and inserted in the Comments field on the Invoice Form, and so they will appear on the Invoice when it is printed.

 

The Invoice created from the Proposal will be displayed.

 

HelpFilesInvoiceFromConvertedProposal

Invoice record that was created from the Proposal

 

Proposal # - When the Invoice is created by this conversion process, the Proposal # field on the Invoice Header is populated automatically.

 

HelpFilesInvoiceWithProposalNumberFromConvertedProposal

 

The Invoice that is created by Converting the Proposal may be modified (e.g., adding a Purchase Order Number, selecting a different Department, entering a Note for a specific Detail Line Item, adding another Sale-Purchase Item, etc.) as, and if necessary.

 

Convert to a Job - Select this option to create a Job Costing record for this Proposal and convert the Proposal to a Job Task within a Job Costing Form.

 

HelpFilesProposalToBeConvertedToJob

 

Confirm this Proposal to Job Conversion request.

 

HelpFilesConvertProposalToJob

Convert this Proposal to a job?

 

Review Data? - If one or more Recurring Revenue items have been defined on the Recurring Items Tab of the Proposal Form, a Review Data Query may be presented if the system believes there may be missing, or incorrect data entered for one or more of those Recurring Revenue items

 

HelpFilesReviewRecurringRevenueData

Would you like to review recurring before converting?

 

Answer Yes if you are not certain that what was entered for Recurring Revenue was correct.

Display the Recurring Items Tab of the Proposal Form

Correct the Recurring Revenue item(s), if required.

Then, Choose the Convert option, again.

 

Proceeding with the Conversion:

Proposal Conversion Information - Confirm what Recurring Revenue and/or Recurring Service information on the Proposal will be converted

 

HelpFilesProposalRecurringItemsConversionDialog

Proposal Conversion Information

 

Then the Job conversion process is executed.

 

HelpFilesProposalConversionSuccessful

 

Click the OK button to complete this Proposal Conversion process.

 

Confirm - Answer Yes to display the Job Costing record, or No to ignore this request.

 

HelpFilesDisplayJob

 Display Job?

 

Confirm - Answer Yes to display the Job Conversion.

A Job Costing record (with Estimate versus Actual information) will be created and displayed.

 

HelpFilesProposalToJobCosting-EstimateVsActual

Proposal to Job Costing record with Estimate vs Actual tab displayed

 

Select the Job Task tab to see that Job Task record which will include the Amount of the Proposal, excluding any Sales Tax.

 

HelpFilesJobTaskRecord

Proposal to Job Costing record -  Job Task tab with record inserted

 

Select the Inventory tab to confirm that the Proposal Items have been inserted into the Item List sub-tab.

 

HelpFilesInventoryTab-ProposalItemsInsertedIntoItemList

 

The Converted Check box on the Proposal Form will be Checked automatically.

The newly assigned Job Number will be shown in the Proposal Form's header section

 

HelpFilesProposalConvertedToJobHasJobNumber

 

Once Converted, a Proposal can not be converted again.

 

When a Work Order - which originated from a Proposal - is converted to a Job Costing record:

When this Proposal is converted to a Job, any Job Tasks defined on that Proposal, will be inserted in the Job Tasks tab on the Job Costing Form.

All of the Proposal Detail Line Items will be included in the Item List sub-tab of the Inventory tab of that Job Costing record.

When a Work Order is created for the Job Tasks, the Parts List may Pick (import) the Inventory (defined in the Proposal) that was automatically inserted into the Item List sub-tab of the Inventory tab of that Job Costing record.

When the Job is finished, the Job Costing record is Completed and an Invoice is Generated for the Work Order created for this Job Task.

All of the Note entries from the Detail Line Items of the original Proposal will be included in the corresponding Note entries for the Detail Line Items of that Invoice.