Quotations > Sales Orders > Purchase Orders >Consignment > Asset Track > Billing
NetHelpDesk has the ability to raise quotations for your end-users for Items you sell, whether physical or service based, raise Sales Orders for the Customer, convert to a Purchase Order to receive item in from Third Party Supplier, and consign the item to the order, track the item as an asset of that Customer, and bill the Customer for their purchase.
We will run through a test example, to help understand the process flow within NetHelpDesk. You can use any part of these features, depending on your internal process. This flow is to get a basic high-level understanding of the features.
Customer requests a new PC for a new Starter.
Against the Request, click the Quotation tab to begin raising a quotation.
The Add New Quotation screen appears.
The Quotation Reference is the Request Number, then a hyphen, then a number to represent the quotations against that request. So here, the quotation is 59-1, as it is the first quotation raised for request ID 59.
Quotation Date and Expiry Dates can be altered from the defaults.
General Quotation Notes can be added.
Click OK, and the Quotation will be created and added to the Quote/Estimates reference grid.
Once the Quotation itself is created, the items for the quote now need to be added to it.
There are two ways of going into the quotation:
Double click on the line entry, or
Highlight quote line and click Edit.
Once inside the quotation, you will want to add items. These can be added ad hoc, or you can select from the list of Items in your Items area, used for quotations, sales orders and so on, and stock control.
Click the Add button to add miscellaneous or ad hoc items.
Click Add Item from List to add from your Items List.
If adding items from the Items List, you can use the “Scroll to Top Level” drop down to jump the list, if you have lots of items.
Remember that these items can be physical and/or service items. What is added is not restricted by NetHelpDesk.
Add the quantity you wish to quote for, and click OK when finished adding.
Once done, the items individual entries from the Item list will open with the defaults.
Here you can alter any of the available fields as relevant for what you are selling, current part numbers and descriptions, the costs, gross profit % and Sales Price.
If adding Items ad hoc using the “Add” button on the Quotation Details screen, this same item details box will open, but instead of being populated, it will be blank for you to populate manually yourself.The idea is that the items you sell regularly are added to your Item List, and anything ad hoc added manually as you move forward. These ad hoc items are not automatically added to your Items List.
Add general item notes, and include as part of a group if you wish to group items together. The Supplier will be automatically populated from the Item entry.
Click Save to complete the quotation. You can then view the PDF quotation, and save manually if you wish to send it outside NetHelpDesk, or e-mail it to the end-user using NetHelpDesk and a designated action button, such as the default “Email End User”.
To edit the Quotation layout, please see the Report Layouts section of this guide.
When the Customer replies accepting the quotation, open the line entry of the quotation and click Create a Sales Order.
NetHelpDesk will then move all the items on the quotation to the Sales Order section for you automatically, so you don’t have to re-key the items in.
The tabs, when they have items added to them, will indicate that something has been populated with a green tick from the main request details view.
If you have created the Sales Order from the Quotation as detailed before, the Sales Order will be completed for you, and no further action necessary.
If you have quoted for multiple items, and the Customer has selected only a few, the quotation creates all entries on the Sales Order.
To remove an item, all that is needed is the check box in column “Sel” is checked, and the “Remove Item” button is used.
If this item is in stock, you can move straight to Consignment.
If you need to order the item in from your Third Party Supplier, either to replace the stock you are about to take, or the item is not in your Stock Items, then you can create a Purchase Order from the Sales Order in the same way you created a Sales Order from a quotation earlier.
Make sure to check the column “Sel” for the items you wish to create a Purchase Order for.
Click Create Purchase Order button, where you will be given a choice to create a PO for just this order, or for any other sales orders pending for this Supplier. Select as required for your internal processes.
If you have not needed to raise a Purchase Order, as you are simply using one from stock, you can skip the Purchase Order section, straight to consigning the item to the order.
If you have created the Purchase Order from the Sales Order as detailed before, the Purchase Order will be completed for you, and no further action necessary.
If you need to add more items to the Purchase Order that are not specifically related to this or other requests, you can use the Add and Add Items from list buttons.
The ability to initiate approval processes is possible here too, to keep trails for auditing of sign off for purchase.
You can edit the purchase order, and also the details of the items you are ordering after they have been added, should there be any changes before ordering.
As with Quotations, you can send the Third Party Supplier the PO straight from the request.
To edit the Purchase Order, you can use the Report Layouts as detailed in this guide.
You can track communications with the Supplier and the status of the PO, and so on, directly in the ticket actions screen, as you would any other process associated with a request.
Go to Tool on the main screen ribbon, and select Receive Items Into Stock.
To use a Purchase Order to select the item that has come into stock, click the “Use Purchase Order” button.
Select a Stock Location for the item to go into. Adjust quantity as needed.
The “Create Asset” screen will appear, so that you can create the entry as an Asset of your business, which can be assigned to your location, This way you can add details about the item to track later, should the item order be subsequently cancelled, for example.
For further Asset Management details, see the relevant area of this guide.
Whether you create an Asset from the item or not, the item will be received, and notification of success will be shown on the screen.
Once the item is in stock, or if the item is already in stock, you will need to consign the item to the Sales Order for the Sales Order to be completed, and processed for billing to the Customer.
In the Sales Order, click on the Consignments Tab.
Click Add to display the consignment details, such as Delivery Address and so on.
If the item was added as an Asset when received into Stock, you can use the next Asset screen to select the item from your Asset pool, to move the item as an asset of your business, to an asset tracked for the Customer/End-user of the Sales Order.
To do so, Select an existing Asset in Stock button will allow you to select the item from the stock location pool.
Click OK and the item will now be consigned to the Sales Order ready for billing.
Once the item is consigned to the order, the item(s) can be dispatched to the End-user, as necessary. The item, once dispatched or installed, will be billable.
The item will automatically queue with all other billing elements, such as labour, other material and services on this and other requests, recurring and/or contractual costs for that Customer.
If you wish to create an invoice immediately, click on the Invoices Tab, and click Create Invoice
NetHelpDesk will then bill the invoice straight away using your Billing routine.
NetHelpDesk is available on a range of devices with industry-leading functionality available throughout.