Sales Quote Line Item Cancellation

I recently took a training for users on GP SOP. Training was a success. There were couple of users who are already into GP for quite sometime now (4 years precisely).

Interestingly, when I was explaining about Quantity Quoted Vs. Quantity To Order Vs. Quantity Cancelled, one user said they had never used Quantity Cancelled at all to record any line item cancellation. That was quite a surprise to me.

Consider this scenario: A customer enquires about couple of products and we prepare a quote and send it to them. Out of two products, they confirm only one and we are to transfer this quote with only product. There are three ways we can adapt:

1. Delete that unwanted product line on the quote and transfer this quote to an order (Bad Approach).
2. Transfer the quote in totality and from Sales Order delete that unwanted product line. (Bad Approach).

Above two approaches do not give us the fair picture on quote conversion. Considering the fact that GP SOP do not maintain a revision history of each document, it's not advisable to follow above steps.

3. Cancel the quantity, by removing "Quantity To Order" and entering "Quantity Cancelled". Transferring this quote will not transfer unwanted product to Sales Order.

By doing this you are retaining originally quoted products list and transferring only those which your customer wanted, also for your self-assessment on how you have performed in winning the quotations. Most recommended approach.

Of course, we would be forced to add/remove product lines from Sales Order for some reasons. But at least, quote conversion would give us facts at the time when we won the quote for that particular customer.

UPDATE: Siva has written a post which expands my post into different modules and how we can maintain records for better and painless auditing.

VAIDY

Auto Assign Serial / Lot Numbers on SOP Document

When do we select this option in SOP Setup? Is there any valid requirement that would arise so we setup SOP that on a Sales Document, Serial/Lot numbers automatically get assigned?

I am talking about *Auto-Assign Serial Numbers* and *Auto-Assign Lot Numbers* options in Sales Order Processing Options Setup window.

As a normal practice, I would always keep it unselected. I would like to make sure that I handpick items with specific serial numbers so I won't let the system pick recent ones first and retain old ones.

Simply speaking, I would always want to sell old items first to make sure that I don't leave it in my stock as unsold. Like a FIFO.

There are prominently two queries that arise on my mind:

1. How GP automatically takes Serial/Lot numbers for a particular item, if we select the above options? Does it follow FIFO approach or does it randomly pick some serial/lot number?

2. Is there a practical scenario where we require these options selected?

I would be grateful to receive your inputs as comments.

Thanks in advance.

VAIDY

Sales Document Copy Feature

Consider this scenario: You have a sales quotation with nearly 100 line items prepared for a customer/prospect. Another customer/prospect inquires about same set of items. Are you going to enter that 100 line items again on the new quotation? If your answer is YES, then you are seriously wasting time.

Sales Document Copy feature is a boon for those who deal with sales documents with more than 25 line items (or even 10 that matters) on a daily basis. Below is the Sales Document Copy window:

This is not a new feature and is existing for long time now. So I am not going to explain anything new obviously.

I just thought, for those who have not used this feature or not knowing about it till now, it's a great one to be availed.

Just make sure that you read all options out there and select only relevant options for you. For instance, you may not want to *Copy Markdowns* from source document to target document. You may have given a discount to previous customer which you may not want to expose it to new customer.

Trust me, this feature saves immense data entry time and eases out sales document preparation.

VAIDY

Item Qty Allocated, Oh But Actually Not...! - Issue & Fix

This took my life past 2 days and yesterday I was so relieved to have to fixed.

Issue: For a specific set of Inventory Items, Item Stock information was showing up incorrectly. The Qty Allocated is showing some units, but the user swore on everything in this world that it's not possible. Well he had a point to substantiate his argument. Upon drilling down from Qty Allocated in Item Qty/Site Maintenance (or Inquiry), nothing showed up.

Troubleshooting Steps:

Void OR Return? - Belinda's Advise

Belinda advises on what needs to be done when we want to reverse a wrong SOP Invoice. Read it here: Void an Invoice or enter a Return.

Now, let me add to that advise. As she has pointed out, if you have posted an SOP Invoice and if it involves an Inventory Item, it's a thumb rule that we must pass a Return.

Return does the following:

1. Returns Inventory Items to our Stock.
2. Returns Serial / Lot Numbers for the respective Item as well.
3. Reduces also the Customer Receivables.
4. Passes a reverse GL.

So your Inventory is correct, Receivables is correct & is your GL.

VAIDY

Why Extender Information does not get transferred?

I have been getting this query on WHY EXTENDER INFORMATION ON A SOP QUOTATION DOES NOT GET TRANSFERRED TO THE CORRESPONDING ORDER?

Well, there is obviously no logical reason behind it. Given the fact that SOP User Defined values are getting transferred from Quote to Order to Invoice, we expect the same thing from Extender Information also. Point substantiated.