Converting a Subscriber Proposal
This Help File Page was last Modified on 12/31/2013
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Converting a Subscriber Proposal This Help File Page was last Modified on 12/31/2013 |
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Converting a Subscriber Proposal This Help File Page was last Modified on 12/31/2013 |
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| □ | Converting a Subscriber's Proposal: The Proposal created for a Subscriber may be converted to an Installation Order, Invoice or Job. |
| • | Convert - The Convert button is located at the bottom of the Proposal Form. |
| • | Clicking the down arrow ‚ on the right of Convert button displays a list of options: |
Conversion options for this Proposal
| ◆ | Convert to Installation Order - The result of this type of conversion is the creation of a Service Request 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. |
Convert Proposal (Installation Order) dialog
| • | The Proposal Conversion (Installation) dialog will be displayed. |
| ▪ | Select All - Check the Select All box at the top of the Proposal Conversion (Installation) dialog to select all of the listed Select Installation Items. |
| ▪ | 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. |
| ◆ | Based on how the DeferRecurringRevenue option is set in the Company Settings Form, these additional Check Boxes may also be presented: |
| o | Convert Rec Service? - Check this box to include the conversion of the Recurring Services specified on the Recurring Items tab on the Proposal Form. |
| o | Convert Rec Revenue? - Check this box to include the conversion of the Recurring Revenues specified on the Recurring Items tab on the Proposal Form. |
| ► | Note: To eliminate the Request to ask whether or not to convert these Recurring Items so the conversion will be performed automatically, set the DeferRecurringRevenue option in the Company Settings Form to True ("T"). |
| ▪ | Select Installation Items - Identify the items to be included in the Installation Order conversion: |
| o | Convert? - Check each of the Proposal Items that are to be included in the Installation Order. |
| o | Select All - Optionally, Check the Select All box at the top of the Proposal Conversion (Installation) dialog to select all of the items. |
| ▪ | Convert - Click the Convert Icon (see the mouse pointer in the illustration above) to create the Installation Order. |
Convert proposal to Installation Order?
| ▪ | Answer Yes to execute the Installation Order conversion process, or No to abort the procedure. |
Display Work Order?
| ▪ | Answer Yes to Display the Work Order which will be pre-populated for the Installation Order for this Proposal. |
| ▪ | The Service Request Form is opened with the required information inserted. |
Installation List tab on the Service Request Form
| ▪ | Select the Installation List tab to view the selected Proposal Items. |
Service Request Form - Installation List tab - Print Parts List button
| ▪ | Click the Print Parts List button to view/print this Parts List. |
| ▪ | The Converted box on the Proposal Form will be automatically Checked. |
| o | Once Converted, a Proposal can not be converted again. |
| ◆ | Convert to an Invoice - Select this option to convert the Proposal to an Invoice. |
Are you sure you want to convert this proposal to an invoice?
| • | Answer Yes to execute the 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. |
| • | If proceeding with the Conversion: |
| ▪ | Proposal Conversion Information - Certain information relating to the Proposal Items within the Proposal are required |
Proposal Conversion Information dialog
| o | 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. |
| o | 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). |
| o | 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. |
| o | Based on how the DeferRecurringRevenue 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 (thereby automatically making the conversion) to ask whether or not to convert these Recurring Items so the conversion of Recurring Items will be performed automatically, set the DeferRecurringRevenue option in the Company Settings Form to True ("T"). |
Proposal Conversion Information dialog - No Recurring Items
| o | The Comment |
| ▪ | 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. |
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. |
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 it for historical purposes, and for its use as a Template. |
| • | The Converted box on the Proposal Form will be automatically Checked 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. |
| • | If needed, Click Yes to Display the Invoice that was just Converted. |
Display Invoice?
| ▪ | Proposal Number - When the Invoice is created by this conversion process, the Proposal Number field on the Invoice Header is populated automatically. |
| ▪ | The Invoice that is created by Converting the Proposal may be modified (e.g., adding a Purchase Order Number, Entering a Note for a specific Detail Line Item, adding another Sale-Purchase Item, etc.), 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. |
Convert this proposal to a job?
| • | Confirm - Answer Yes to execute the Job Conversion process, or No to abort the procedure. |
Display Job?
| • | Confirm - Answer Yes to display the Job Conversion. |
| ▪ | A Job Costing record (with Estimate versus Actual information) will be created and displayed. |
Sample 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. |
Sample Job Task tab with record inserted
| ▪ | The Converted box on the Proposal Form will be Checked automatically. |
Proposal that has been converted to a Job Costing record
| ▪ | The newly assigned Job Number will be shown in the Proposal Form's header section (see mouse pointer in the illustration above). |
| o | Click the Circled Arrow within the Job Number field to display that Job Costing record. |
| ▪ | Once Converted, a Proposal can not be converted again. |