Copy lines from Sales Quote to Purchase Quote

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Posted on by Steven O'Neill

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Hi guys

Hopefully this is an easy one and I'm simply missing this. We need to be able to copy the item lines from a Sales Quote to a Purchase Quote but I don't seem to see a method for accomplishing this. I can see how this is done later in the process (Sales order/Purchase order, etc.) but not for Sales Quote.

The business does not have any stock and as such use Drop Shipments entirely. So every Sales Quote needs to have a Purchase Quote raised so we can get a valid price for the items but it looks to me as though we'd need to create the Sales Quote (header and lines, etc.) and then create a separate Purchase Quote with the same lines as we have in the Sales Order and that just seems a little bizarre to me...why would we need to double key the jobs?

Are we missing something simple here? If there is an extension requirement then we're UK based so it would need to be available in the UK.

Thanx in advance for any advice.

Steven

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Dynamics 365 Business Central

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Anshulkte 35 on at

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correct that converting a Quote to an Order will do all lines in standard NAV. You can use Copy Document from a blank Sales Order, that would copy all the lines but leave the Quote intact so you can delete the lines you don't want and copy them to a different Sales Order at another time if needed.

Alternatively you can look at Blanket Sales Orders. Create a blank one, use Copy Document to get a copy of the Sales Quote. Then you Make Order(s) from the Blanket Order but you specify the lines and even the quantities of each line that you want each time (by setting the appropriate qty in the Qty. to Ship column. If your Quote and therefore Blanket Order for one line is for a quantity of say 5 then NAV will only let you put a total of 5 on to Sales Orders so you could create an order for 3 then a second order for 2 but if you tried to make the second 3 also it would prevent you doing so unless you changed the overall quantity on that line to 6 first. Note your Sales Quote would remain in place because you copied it rather than converted it to a sales order, so you could create a second and subsequent Blanket Sales Order(s). That's either a good thing or bad thing depending on your business needs.

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Steven O'Neill 575 on at

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Thanx Anshul. Not sure if I've caused confusion here but all that I'm asking about it the ability to copy lines from a Sales Quote into a Purchase Quote...I'm not seeing any functionality for this and not sure if I'm missing something simple.

The business has no stock and needs to raise a Purchase Quote to find out the price from their suppliers (they don't use standard price lists). I'm merely trying to find out how they can "quickly" copy the lines from the Sales Quote they are working on into a Purchase Quote.

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Steven O'Neill 575 on at

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Does anyone else have any suggestions about this? Is this functionality not available at all (copying lines from a Sales Quote into a Purchase Quote)?

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keoma 32,729 on at

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because this is no standard business process, there is no function in BC for that.

if you really need such a functionality and cannot work with orders, then a quite small customization could be the way to solve that issue: create a simple custom processing only report, which creates a purchase quote from a sales quote. add a new action button in sales quote card, which calls that new report.

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Steven O'Neill 575 on at

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Thanx for the response Franz (very helpful). If this is not a standard business process then what would be for a business that does not have stock and needs to find out a price every time they need to generate a quote?

Essentially they need to create a Sales Quote and may have an idea of the price but need to have this verified by the Vendor. So they need to raise a Purchase Quote with the Vendor to get the actual costs before updating the Sales Quote and sending that off to the Customer.

So they need to use Sales and Purchase Quotes (in my opinion) but is there a better way they could be working instead?

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keoma 32,729 on at

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sounds that you only work with quotes and not with orders, right? or do you need the quote printouts (or pdfs)?

are the items created as non-stock-items? if so, you could also work with orders instead of quotes, use the standard mechanism, get a purchase order from a sales order or vice versa to get the correct unit price and cost in the lines.

if you use orders, do you post the orders?

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Steven O'Neill 575 on at

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Hi Franz

Again thanx for the response. We're still very new to Business Central (we work more with Dynamics 365 CE, Sales, etc.) so this is a different learning curve for us.

I was under the impression that we would need to do the following:

Create a Sales Quote with whatever the Customer is after (basically potential sales come from Portal reviewing or perhaps an email from a previous customer - they are all business to business). Since there is no Price Lists being used (as we won't know the prices) we need to raise a Purchase Quote and send this to the Vendor asking them what the cost of the items from the Sales Quote would be.

After we receive the Purchase Quote details back, we can update the Sales Quote and get that off to the Customer. If that is accepted we then convert to a Sales Order (for the Customer) and a Purchase Order (for the Vendor) and following this, we're creating Sales Invoices and Purchase Invoices (I'm compressing this I know but don't want to overburden the response).

The items are created as non-stock items as there is no stock held by us and all items are marked as Drop Shipments.

I think you're right that we may simply want to use Sales/Purchase Orders and Sales/Purchase Invoices but not sure if that is the correct process but guess every business is a little different.

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jerome77 on at

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Hi

I see your pont here, I don't believe we have a way to deal with this in standard. Sales / purchase standard process seems best option. Or customization as shared previously…

You can create purchase order from a sales order, checking this link… It does not mean you can create a purchase quote, but maybe this process could be a starting point for you if you need to customize…

docs.microsoft.com/.../purchasing-how-purchase-products-sale

Also you were referring to drop shipment at the beginning… If you create a sales order and set it as drop shipment, you may then use requisition worksheet to generate the purchase side. Here you will get purchase order generated, there is no option to request a purchase quote related to drop shipment.

Hope this is helpful

Kind regards

Jerome

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keoma 32,729 on at

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hi,

to avoid to much customization i suggest following process:

to add drop shipment at quote level and creation of a purchase quote out from the sales order incl. correct connection between them and the then created orders would be a greater change. drop shipment at quote level makes no sense anyway.

so better you start in general at order level to stay nearer at the standard, means:

* create sales orders instead of sales quotes.

drop shipment is available at order level, you can create a purchase order directly from a sales order.

additional orders can also be deleted like quotes, if there were no posting actions. so if an order is not accepted or needed, then simply remove it.

* so how to get the needed quote reports?

create report "sales quote custom", which uses the data from the sales order. copy the layout from the standard "sales quote" report. send that report as pdf to the customer.

create a report "purchase quote custom", which uses the data of the then created purchase order (on base of the sales order with direct shipment). use the layout of the standard "purch. quote" report.

* add a new status value e.g. "Offered" to the sales order. the status is the field with values open, released, etc. this status should be set, if the sales quote custom report is printed/sent. if the ok comes back from the customer, the status should then be set to released. then and only then a sales order can be posted -> sales invoice/shipment.

do the same on purchase order side.

* i suggest you talk with your vendors about electronic delivery of the price data using webservices or EDI. that would optimize your price finding processes tremendously.

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Steven O'Neill 575 on at

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Thanx Franz, that sounds like a plan. Only issue is, I'm still new to programming in AL so is there somewhere that I can find out how I go about this? Just looking to see how I'd go about adding to the Status field and the creating of reports (I did use the example from the MS documentation but something more robust would be ideal).

Doing such changes in D365CE, etc. is a lot easier but guess this is something I need to learn if I'm looking to support BC.

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