Background: EDI Order/Sales Quote Maintenance

Use the EDI/Sales Quote Maintenance (QOE) program to enter a sales quotation and correct errors in imported orders. See Road Map for work flow.

This topic has these subtopics:

Sales Quotes
Imported Orders
System Options
System Created Orders
Create Customer and Contract Prices
Audit Trail

Sales Quotes

You can enter a sales quotation for any item you sell. If the customer requests changes, you can use the EDI/Sales Quote Maintenance program to make them.

When the customer agrees to the quantity and price, click the Transfer button or run the Quote-to-Order Transfer (EPIB) program to create a sales order. After you transfer the quote, you must use the Sales Order Maintenance (OE) program to maintain the order.

Imported Orders

Some of your customers may use Electronic Data Interchange (EDI) to send you orders. Import these orders with the Order Import (EPI) program.

Some orders may be placed on hold because they contain data errors. The Transfer button or the Quote-to-Order Transfer (EPIB) program will not process orders that have been placed on hold. Therefore, you must run EDI/Sales Quote Maintenance to resolve the errors and release the order from hold.

EDI/Sales Quote Maintenance displays the imported data as well as data from the customer's record in the Customer Maintenance (CM) program. If the imported data includes a ship-to address, shipping data comes from the customer's ship-to record in the Customer Ship-to Maintenance (CSM) program.

While a function of EDI/Sales Quote Maintenance is to correct invalid imported data, the program provides comprehensive maintenance functions. You can:

  • Change any header or line field.

  • Add, change, or delete lines.

  • Enter, change, or delete header or line notes.

You cannot obligate items, create a shipment, or cancel an order because the order is still in a temporary work file and not yet a sales order.

After you transfer an imported order with the Quote-to-Order Transfer program, you can no longer display or change it with EDI/Sales Quote Maintenance. If you need to maintain the sales order, use the Sales Order Maintenance (OE) program.

System Options

  • View margin in sales quotes?
    If this option is active you can view sales margin-related data when displaying a line item.

  • Place new sales quotes on hold?
    If this XM option is active, the system puts all new quotes on hold and uses the default reason code selected for the Quote hold reason code.

  • Quote hold reason code
    If you opt to have all new sales quotes on hold, the system uses this selection as the default reason code.

System Created Orders

The system can create two different types orders that you can maintain with the EDI/Sales Quote Maintenance program.

Project System

You can rapidly develop a sales quotation for a make-to-order item with the Project Maintenance (PSM) program. You define a new item, its bill of material, routings, and customer prices based on material, labor, and overhead costs for quoted quantities.

When the customer signs off on a quantity and price, all data is transferred to your database so that the item becomes an active item, with a bill of materials, routings, and standard costs. The system creates a sales quote for the quantity the customer agreed to. You may need to use EDI/Sales Quote Maintenance to change the expected ship date or other factors.

Repetitive Billing

You can set up recurring billing contracts for your customers. The system generates an invoices at regular intervals based on the contract. If the contract involves additional product purchases, you can click a button after you run the Repetitive Billing Report (RBIC) to generate orders for these products. You can display and maintain these orders with the EDI/Sales Quote Maintenance program, if necessary.

Create Customer and Contract Prices

You can created a customer, along with contract prices based on quotation lines. The contract has no limits or expiration date. A Contract button is available if the quotation is not on hold.

Audit Trail

To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.

  • O1SD: Sales Order Deposit Dtl

  • O6A: EDI Order Header

  • O6B: EDI Order Header File (Misc, Address)

  • O6L: EDI Order Line Item

These files do not include orders created when the Project Maintenance (PSM) program transfers a customer project to your database.