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Sales > Quote > Order > Purchase Order

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Posted on by Paul Deemer

I'm trying to understand if it's possible for our workflow to fit into D365 Field Service, where we usually order materials/products upon the order being accepted to enable the installation/work order to commence.

A brief example of our workflow would be:

1. Quote accepted

2. Contract raised/signed

3. Invoice for the deposit raised

4. Order raised from the quote for the goods

5. Purchase orders created for goods, which have to be ordered from VARIOUS suppliers in order for the work order to be started as we will be installing the non-stock products.

6. Work order to carry out the installation of the goods, that will end up becoming assets.

7. Contract creation and servicing of the assets.

8. Final invoice

The biggest gap, which I'm struggling to get an answer for is step 3 to 5. There is no native relation it seems in the system between "order > purchase orders". It seems to just go straight through to work orders.

Can anyone please provide any insight as to how we would achieve this kind of workflow with D365 Field Service? We don't invoice everything once the work order is completed, we take deposits and order equipment before attending site.

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Fannie30 2,990 Moderator on at

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RE: Sales > Quote > Order > Purchase Order

Can you provide your definition of a contract? The typical flow for Sales is: Quote --> Order --> Invoice. Your step 2 to 3 is confusing.

You are correct that there is no native relation between order and sales order. They accomplish two different functions in the system. However, there is nothing indicating you could not create the relationship yourself.

In order NOT to invoice at Work Order Completion, you need to change the field service setting: Work order Invoice Creation to NEVER

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Paul Deemer 70 on at

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RE: Sales > Quote > Order > Purchase Order

Contract = service agreement for routine preventative maintenance in our industry.

The process of actually ordering the equipment FOR a work or sales order, does this process exist?

Opportunity > Converts into a work order > Products in the Opportunity convert into assets (upon being set as used).

But how are the products intended to be acquired and purchased in the process of them getting to the work order? The whole field service looks to assume everything is either in-stock and controlled via a warehouse/van?

Non-stock items that need to be purchased from our suppliers don't appear to fit into any workflow from what I can see?

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Gene Glenn 125 on at

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RE: Sales > Quote > Order > Purchase Order

Paul,

Trying to follow, so this may be completely obvious to you.

A Product will be initially created to be used on Work Order, Quote, PO, etc. No stock or non-stock at this point.

The addition of the Product to the WO, would produce a -1 "Quantity on Hand" if it was a stocked (or non stock???) item., shown by view/report.

At this point "Purchasing Agent" would create PO for "needed" product (s). Quantity On Order = 1..

You can then associate the PO to the WO.

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Gabriel Dias Junckes 2,428 on at

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RE: Sales > Quote > Order > Purchase Order

Hi Paul.

There is no functionality to copy the products from the opportunity/quote to the work order. You might need to use a Flow for it. You can add a comment to this idea: experience.dynamics.com/.../

5. Once the work order is created, you will need to create the purchase orders. The products will be automatically added to the work order when you received the PO. You will need one PO per supplier.

6. There is a flag on the product record to convert the product into an asset once is used.

7. You will need to create an Agreement for those products. It can be configured on the quote but I think it is too much time up-front and the quote might not even go ahead. I suggest you create a work order substatus on the completion of it to configure the agreement.

8. Upfront payment will need to have an invoice from the quote. The work order will also create an invoice at the end of it. If you don't need the invoice in this scenario, you can create an entitlement to set the sales price discount to %100 so the customer won't be charged.

In the agreement, you can configure your recurrence invoices.

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Paul Deemer 70 on at

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RE: Sales > Quote > Order > Purchase Order

Hi Gene,

Thanks for your input here.

For example: If 10 non-stock products are added to the work order from the opportunity, which are part of the installation work.

Where exactly within the WO are you expected to see the 'Quantity on Hand' field within the work order, without generating a report or checking the warehouses?

Wouldn't the quantity on hand only be maintained through the individuals warehouse/vehicle?

I'm trying to figure out a process to track and ensure all products within that work order have been ordered and received, in somewhat of a smart way that's not all report generating/manual. If I had a job with 200 products (combination of stock, consumables, non-stock), then it's important that I can track the ordering of all them parts/consumables/cable etc.

Thanks,

Paul

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Paul Deemer 70 on at

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RE: Sales > Quote > Order > Purchase Order

"5. Once the work order is created, you will need to create the purchase orders. The products will be automatically added to the work order when you received the PO. You will need one PO per supplier."

This one is interesting and might form part of the answer that I'm looking for.

So when creating a purchase order and relating it to a work order, does this natively add the products into the WO automatically? And if so, is this only once receipted? This could potentially form part of my workflow in which I change the flow from opportunity > WO > PO > PO Receipt > Back to WO.

Thanks,

Paul

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Gene Glenn 125 on at

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RE: Sales > Quote > Order > Purchase Order

Concerning the Quantity Ordered, On-Hand, etc.

This is our tweeked WO form that has the Products(Supplies) listed, seems you could just add the appropriate columns Quantity Ordered/On-Hand, etc. to that view/form.

I'm not sure about the auto addition of Products to WO (From WO reference field in PO) that Gabrial suggested.

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Gabriel Dias Junckes 2,428 on at

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RE: Sales > Quote > Order > Purchase Order

Hi.

"So when creating a purchase order and relating it to a work order, does this natively add the products into the WO automatically? And if so, is this only once receipted?"

There is a relationship between the WO to the PO. All the products received in the PO will be added to the WO or Warehouse.

It can have multiple receipts and it will add only the received products to the WO.

"This could potentially form part of my workflow in which I change the flow from opportunity > WO > PO > PO Receipt > Back to WO."

Yes, you could add some WO Substatus to help you to control this workflow.

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