Confirm Estimates and Orders

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Estimate(s) and Order(s) may also be confirmed on the context menu of the Document entry (list screen). Right-click and select - Documents → Confirm estimates and orders.

Once the customer accepts the Estimate, it can then be confirmed and converted to an Invoice. Once a estimate is confirmed and converted to an invoice, you may need to edit the Invoice, before you update (post) the invoice to the ledger.

If you did not edit the Invoice (converted Estimate), you will then need to process a Credit note to correct the Invoice updated (posted) with the incorrect amounts and / or quantities.

The customer may, when accepting the Estimate, not accept all the items on the Estimate, or may add some more items on the Estimate. In this case, you may edit the Estimate (Action → Documents), before you confirm the Estimate and convert it to an Invoice.

If you have already confirmed a Estimate and converted it to an Invoice, and there are still any discrepancies in the Estimate, for example the correct quantities of goods accepted, you may edit the Invoice (Action → Documents), before you update (post) the Invoice to the ledger.

If you did not edit the Invoice (converted Estimate), you will then need to process a Credit note to correct the Invoice updated (posted) with the incorrect amounts and quantities.

To confirm and convert a Estimate to an Invoice:

1.On the Action ribbon, select Input → Confirm (Shift + F3).

2.Select Estimates in the Document type field, if not already selected. The screen will change to reflect Estimates, Invoices and Customers, and the list of all your Estimates will be displayed.

By default, only the open and unconfirmed estimates will be listed. To list the confirmed (estimates already confirmed and converted to invoices) select (tick) the Show posted field.

3.Select the applicable Estimate for the Customer, and click on the Add Sel. (Add Selected) button. The Estimate for the selected Customer will be transferred to the Estimate to Convert to Invoice section of the screen.

4.Enter or select the Date on which the Estimate was accepted, if necessary.

By default, the system date is displayed. You may select (tick) the Use Document date option. The estimates will be converted to  invoices) using the original document date.

5.Click on the Convert button. An confirmation message "Do you wish to delete all Estimates?" will be displayed.

6.Click on the Yes button to convert the Estimate to an Invoice and to delete the Estimate.

If you click on the No button, you may delete the Estimate manually in Action → Edit → Delete → Documents.

7.The Estimate will be removed from the Estimate to Convert to Invoice list, and will be ready to be edited in the Invoices list.

8.Click on the Cancel button, or press the Esc key on your keyboard, to close or exit this screen.

You may also search for a specific Estimate by entering the Estimate number, and clicking on the Search button.

You may also select a range of Customer accounts or search for a specific Customer by clicking on the Select Customer button. The screen will change to list all the available Estimates for the selected Customer accounts.

Select the Customer account and click on the OK button. The screen will change to the normal screen and only the available Estimates for the Customer will be displayed.

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