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January 16 2013
eNews #12
SO2PO
TransActPOS has many systems in place that track a lot of information. Wouldn't it be great to create a quote for a customer, let them take it home and think about it, and turn that quote into a sales order a month later? TransActPOS allows you to do this very easily and even turn the resulting sales order into a purchase order with all information carried over. In this newsletter, you will learn the process we call SO2PO or Sales Order to Purchase Order.
Creating a Quote
The easiest way to create a quote is to go to SO | Create Quote on the main menu. Select the customer you wish to create a quote for and begin entering items. Any edits (like item notes, invoice comment, etc) carry over throughout the process, so if the customer wants the product customized in any way you can make a note of it. Click Save Quote to save it into your system.

You can also create quotes/sales orders from the POS | Ring Sale screen by changing an option withinSystem | Company Setup | Properties | Sales Order 2 and select the option you want under "Ring Sale (F2) allow creating:" Once this option is changed, there will be a button at the End Sale payment selection screen for Quotes and Sales Orders.
Converting the Quote
Go to SO | Modify Order and locate the quote you created. This can be done in multiple ways (entering the order number, customer ID on the quote, or search all quotes in the system by selecting "Quotes Only.") Once the quote is located and opened, click on the Options 2 tab in the lower left corner and click the "Convert Quote" button. The system will ask if you wish to convert the quote opened into a sales order. If you answer Yes, the prompt will disappear and the order will remain open, but will no longer be a quote. From here, you can alter the order as needed. Once the edits have been made, make sure to Save the order.
Sales Order to Purchase Order
Once the order is complete and ready to put on a purchase order, you can convert it in one of two ways. The first way is to open the sales order via Modify Order, click on the Options 2 tab, and click "Create POs." From here, you can check the items you wish to put on the purchase order. If a "Ship To" address was entered on the Sales Order, you can select specific items to be drop shipped directly to the customer. Once the items you want on the order are selected, click Proceed. This will allow you to print/display the purchase order listing. Clicking Cancel will exit out and the purchase order will be created.

Another way to do this is to click PO | Create PO on the main menu. Find and Select the Vendor you wish to create the PO for. Click on the Details tab and click the Import SO button. The benefit to converting this way is that you can select multiple sales orders to put on one purchase order. Once the sales orders have been selected, click OK. The next screen will display the line items on the selected sales orders that can be placed on this purchase order for the selected vendor. Select the items and click Import. Once the items are imported, you can edit the details if needed. Once completed, click Save PO. 

To learn more about this process, click the WebHelp link and search for "SO2PO."

If you have any suggestions for future newsletters and/or feedback, please feel free to email me. Your feedback is what helps us grow and assist you as your Point of Sale software provider!

Your TransActPOS Team

Profile Systems Design Group, Inc. | 270-821-0720 | http://www.transactpos.com/
47 West North Street
Madisonville, KY 42431
  
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