Good Day Nazia

I have tested the scenario described and when linking the quotation to a sales order,the quote quantity is transferred to the new sales order. Can you kindly inform us of which version of Sage 200 you are using?

Thank you.

Hi Jose

Thanks for your reply.

Version 7.20.3.000

Yes, quotation does link to the sales order with the quantity, therefore the qty (on the customer enquiry screen grid, I have customized my grid to include “balance on order”

1. Sales order is correct to show the quantity as a “balance on order” on that order (as the order might not yet be delivered) 

2. The Quote that was linked to the sales order now becomes an archived quote, the problem comes in where the “archived quote” still shows the same quantity as a “balance on order” and keeps the quantity on the archived quote line, which shouldn’t be the case as the quote was converted to an actual sales order, thereby  the archived quote balance should no longer be a “balance on order” - it should be “zero’d” 

in other words, it creates a double “demand” of item ordered.  So if the quote was for 5000, it’s linked to the sales order as 5000.  Sales order “balance on order” is 5000.  But the “archived quote” still shows the balance on order as 5000.  Even when completing the sales order and delivering it, the sales order balance will be deducted (which is correct) - the archived quotation still shows still shows balance on order is 5000.

The complication we face with this is if a customer calls in to find out what is the “balance on order” I have to recalculate it manually to exclude the archived quotes. (It causes a time delay)

the same thing happens on a “quote” - it Shows the quantity as a “balance on order” (A quote is not an order yet, so it shouldn’t state it as a “balance on order”

the same thing happens on a cancelled order - the order is cancelled (therefore there is no balance on order) - the order is cancelled.

3. On this same screen, I can unselect “cancelled” orders but even if I unselect the “archived” selections, it still shows the “archived quotation” on the screen.

4. The only way to remove this is by physically deleting the archived quote (which isn’t ideal as we need the quote number for audit trail reference)

5. once a quote becomes an archived quote, the original quote number is deleted and replaced with the sales order number, so it basically keeps the half of the information (which is the quantity value) but loses the quote number and replaces it with the order number.  I have no traceability of which archived quote matches which sales order. (Audit trail and supporting doc information is not available, but the quantity section remains, therefore looking at it as basically a “false” demand on the quantity outstanding of the product.

Good Day Nazia

Thank you very much for the detailed explanation on your query.

The best way forward would be to contact our support line and arrange a remote session where you can show our consultants the exact situation within your dataset. This will assist the support consultant in resolving this issue or determining if a workaround is available.

Thank you.

I’ve contacted the support, they were unable to  assist with this, they rent me a request for that meeds Development to go through it and can’t give me a definitive answer.

Hello Nazia

Hello Nazia. Can you kindly send an email to support for my attention with the refererence number that you obtained when engaging with support so that I can follow up on this incident.

Hello Nazia. Can you kindly send an email to support for my attention with the refererence number that you obtained when engaging with support so that I can follow up on this incident.