Quote Processing: To Create and Process a Quote

This activity will walk you through the process of creating and confirming a quote in MYOB Acumatica, and then converting the quote to a service order.

Attention: This activity is based on the U100 dataset. If you are using another dataset, or if any system settings have been changed in U100, these changes can affect the workflow of the activity and the results of the processing. To avoid any issues, restore the U100 dataset to its initial state.

Story

Suppose that the COFFEESHOP - FourStar Coffee & Sweets Shop customer has requested particular services from the SweetLife Service and Equipment Sales Center. Acting as a service manager (Maia Davis) of the company, you will create a quote in the MYOB Acumatica. Then you will generate the quote and review a printable version of it. Finally, after the customer has approved the quote, you will confirm the quote in the system and convert it to a service order.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

  • The minimum system configuration, which is described in Company with Branches that Do Not Require Balancing: General Information, has been performed.
  • The SWEETLIFE company has been created on the Companies (CS101500) form. This company has multiple branches created on the Branches (CS102000) form, including SWEETEQUIP (Service and Equipment Sales Center).
  • On the Service Management Preferences (FS100100) form, the minimum settings have been specified, including specifying the numbering sequences and work calendar, for the service management functionality to be used.
  • On the Users (SM201010) form, the davis account has been created. For the davis user account, in the Linked Entity box of the Summary area of the form, the Maia Davis employee account has been specified.
  • On the Branch Locations (FS202500) form, the WEST BRIGHTON branch location of the SWEETEQUIP (Service and Equipment Sales Center) branch has been created.
  • On the User Profile (SM203010) form, for the davis user, WEST BRIGHTON has been specified as the default branch location.
  • On the Service Order Types (FS202300) form, the QTE service order type has been created.
  • On the Customers (AR303000) form, the COFFEESHOP - FourStar Coffee & Sweets Shop customer has been created.
  • On the Non-Stock Items (IN202000) form, for the TRAINING non-stock item, the Service type has been selected, and the Time billing rule has been specified.
  • On the Stock Items (IN202500) form, the JUICER15 and BLADE20 items have been created.

Process Overview

On the Service Orders (FS300100) form, you will create a quote for a one-hour repair service by creating a service order of the QTE type. You will also add to the quote the inventory items needed by the customer and see how the order total is updated. You will review the print-friendly form of the quote. On the Service Orders form, you will then copy the service order of the type with the Quote behavior to a regular service order.

System Preparation

Before you begin performing the steps of this activity, do the following:

  1. Launch the MYOB Acumatica website, and sign in to a company with the U100 dataset preloaded. You should sign in as a service manager by using the davis username and the 123 password.
  2. As a prerequisite activity, in the company to which you are signed in, be sure that you have enabled the Service Management feature on the Enable/Disable Features (CS100000) form.
  3. In the info area, in the upper-right corner of the top pane of the MYOB Acumatica screen, make sure that the business date in your system is set to 1/30/2024. If a different date is displayed, click the Business Date menu button, and select 1/30/2024 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.

Step 1: Creating and Reviewing the Quote

You will create a quote for the cost of the service and generate a print-friendly version of the quote for the customer's review. Do the following:

  1. On the Service Orders (FS300100) form, add a new record.
  2. In the Summary area of the form, specify the following settings:
    • Service Order Type: QTE
    • Customer: COFFEESHOP - FourStar Coffee & Sweets Shop
  3. On the Details tab, add a row, and specify the following settings in the row:
    • Line Type: Service
    • Inventory ID: REPAIR

      As soon as you select the service, the system inserts the default billing rule (which you will change), price, and duration information that have been specified for the service.

    • Billing Rule: Flat Rate
  4. Add another row, and specify the following settings in the row:
    • Line Type: Inventory Item
    • Inventory ID: JUICER15

    As soon as you select the inventory ID, the system inserts the stock item's unit price from its settings.

  5. Add a row, and specify the following settings in the row for the inventory item:
    • Line Type: Inventory Item
    • Inventory ID: BLADE20

    The system again inserts the stock item's unit prices from its settings.

  6. On the form toolbar, click Save.
  7. In the row with the BLADE20 inventory item, change Unit Price to 500.0000.
  8. On the form toolbar, click Save.
  9. Verify that the service order total in the Estimated Billable Total box in the Summary area is $3,080.00.00 (see Item 1 in the following screenshot).

    This total is the sum of the unit prices of all lines of the Details tab (Item 2): $80.00 (1h of the service) + $2500.00 (commercial juicer) + $500.00 (blade holder).

    Figure 1. The service order total


  10. On the More menu (under Printing and Emailing), click Print Service Order.

    A print-friendly version of the service quote is opened in a new window, as shown in the following screenshot, and you can print it, if needed. You can also convert the quote to PDF or XLS format, or send it to the customer via email for review.

    Figure 2. The print-friendly quote


Step 2: Confirming the Quote

When the customer has agreed to have the services at the quoted costs, you confirm the quote in the system by doing the following:

  1. Return to the quote on the Service Orders (FS300100) form.
  2. On the form toolbar, click Confirm.

Notice that the status of the service order changed to Confirmed.

Step 3: Copying the Quote to a Service Order

Once the quote is confirmed, you should convert it to a regular service order (that is, copy the quote to a service order). Do the following:

  1. On the Service Orders (FS300100) form, open the quote.
  2. On the form toolbar, click Copy.
  3. In the Select the New Service Order Type dialog box, select MRO, and click Proceed.

    The system opens the Service Orders form displaying the service order being created. The service order inherits the service and inventory lines from the quote.

  4. On the form toolbar, click Save; then verify that the service order has been assigned the Open status, as shown in the following screenshot.
    Figure 3. The service order based on the quote


  5. On the Other tab, verify that the quote number has been inserted in the Reference Nbr. box as the source of this service order.
  6. Click the link in the Reference Nbr. box.

    The original quote service order is displayed on the Service Orders form, which opens in a new window.

  7. On the Related Documents tab, make sure that the service order you created based on this quote is listed.
Note: Multiple service orders can be listed on this tab. A quote can be copied to any number of service orders, and they can have different service order types.