Status of Quotes and Orders feedback

I am starting a new topic on this as I feel that various other topics have grown too long.

I have been testing the new system and come across a few points. I realise that the module is a work in progress as we have not linked up purchase invoices and goods receipts yet etc.

Sales orders defaults to a reference number based on date. I did change it to automatic so the numbering starts at 1,2,3 etc. I think having reference numbers based on dates may not be a good idea as presumably one does more than one order a day?

Quotes and Invoice have the status field at the end. Whereas Orders the status field is 4th column from the right. I think it should be at the end.

Invoices (and other parts of the program) have grey for inactive, green for completed, red for overdue and orange for current. I feel that quotes and (orders) should have the same colours for consistency. I don’t like grey for accepted and cancelled as it’s a very different result for each quote. Could we have the same consistent colours as in invoices. In addition, the whole row looks greyed out for accepted as if it was inactive instead of completed like invoices.

I also feel that cancelled should be at the bottom (like inactive in other areas of the program), then accepted, then active, then overdue. At the moment, cancelled and accepted are shown in date order. I often clone quotes. I have never cloned an unsuccessful quote. It has always been an annual quote that is accepted. So the current status filter does not work on a number of levels. It is inconsistent with invoices tab and for cloning makes it harder to clone old accepted quotes as they all look inactive.

Clicking on Status filter column does not seem to do anything unlike the other columns where it re-orders.

Note that there is a difference between the Issue date and the Reference. The date is when the sales order was created. Having multiple created on the same day is perfectly fine.

If you don’t make the reference generate automatically, it assumes that you want to manually enter one. If you leave it blank and do not enter one, there is no reference number at all on the printed document.

So I suspect that in this case there is a misunderstanding? Rather than something that needs to be changed in the app, it may just be that you’re not aware of how it’s intended to be used :slightly_smiling_face: Also possible that I’ve completely misunderstood what you are saying.

Additional Notes:

In many parts of your message, it is unclear what you are referring to. Perhaps it’s worth clarifying?

For example:

It’s likely worthwhile linking to some of these other topics, so we have that added context?

What do you mean by “new system”? Did you recently update to the latest version?

Which module?

Which are we talking about now, is it Quotes, Invoices, Orders, or something else? :thinking:

Having some trouble keeping track :grinning_face_with_smiling_eyes:

Also not clear here which ‘module’ you are referring to? :confused:

From my point of view, reading your post without any knowledge of what you’re thinking, I am personally finding parts of it hard to follow. After re-reading a few times, I’m still not entirely clear on it.

If you are able to clarify any of the above, it may help others that want to reply.

I just looked at the sales order number again. You are correct that sales orders shows sales order number as blank. However if you copy that order to a sales invoice, the sales invoice displays the order number as 20210523.

If you do another sales order and leave the order number blank and copy that to a sales invoice, it also shows the sales order as 20210523.

You cannot have two sales orders with the same number. @lubos could you address that bug.

The reason that I am starting a new topic is because there has been a lot of discussion over the last couple of months relating to the new status of quotes and orders that has been implemented in the last few weeks. I don’t feel that linking to those topics will provide any more useful information. I pointedly created a new topic to prevent old discussions from distracting the focus of these questions.

By the new system/module I am referring to all the changes in the quotes and orders tabs where we now have statuses and some aspect of a progress flow.

Cancelled quotes are grey and presumably orders would be grey when the status field is implemented.

The status column in quotes does not change the order of transactions when you click on it, unlike other column headers.

The reason why you may be struggling to follow is you perhaps have not been reading the various topics about status of quotes and orders, tracking deliveries per order etc.

All the points I have raised are issues that I would like fixed in the program and @lubos is the person responsibile for updating the program and he will have no problem following what I am talking about as he has been working on the status of quotes and orders quite recently.

I will again confirm that I believe the order number showing on sales invoices is a bug when there is no order number on the actual order.

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I have just noticed, you can copy a quote to a sales order, then invoice that order and do a delivery receipt for that order. Which is as expected. But then you can go back to that original sales quote and tick the cancelled box. You should not be able to cancel the quote if it’s been copied to a sales order.

Copying a quote to a sales order in no way means the quote is still active. You might copy a quote because it is the closest thing you have to what you want to create. Suppose you quote a standard service to Customer A. Then Customer B calls without ever having received a quote and orders the same thing. So you copy Customer A’s sales quote to a sales order, then edit the customer to be Customer B. Customer A then rejects your offer, so you cancel the sales quote. Cancellation for Customer A is a reasonable and valid action, unconnected to the fact that you once copied the quote to a sales order. I can easily think of other scenarios, too.

There are limits to how much the program can do.

In the same way, in order to facilitate status tracking, the program needs some way of connecting quotes and orders. If you apply unique reference numbers, that is easy. If you don’t, the program still needs a way to attempt the connection. It is currently using the date. That is a reasonable guess, since most customers will not receive multiple quotes or order again on the same day. But it is not foolproof. The only truly foolproof method would be to force unique reference numbers on you.

We could argue about the correct process. To me I would clone the quote and issue the second client with that cloned quote. I highly doubt that I would copy a quote to a second sales order and change the customer details. In fact Lubos did say in one of his posts that there should only be one quote to one sales order. Otherwise there is no point in linking the quote to sales order if you end up with multiple sales orders with the same quote number but linking to only one client whoever was originally quoted.

I think this is an unintended side result of the new status of quotes. I have just tested your process now and have two sales orders with the same quote number reference but the client is relevant for only the first sales order. The second client was never issued with a sales quote.

I am not sure that Lubos intended that you can use the same quote for multiple sales orders as it creates incorrect records regarding sales quotes and secondly you could end up with 4 sales quotes accepted and one sales quote as cancelled if you cancel one order.

Anyway I have raised it and the developer can see what he thinks. I personally think allowing a sales quote to be used in multiple sales orders is going to cause problems.

Capabilities are provided. What you do with them is up to you.