Converting a bid to a sales order prevents you from having to retype all of the order information. When converting a bid into an order, the order generation retains the print style that is initially assigned to the bid, instead of defaulting to the print style defined in the customer record. If you have access to the Award Date order entry view, you can see the date a line item on an order was converted from a bid.
Note: Use
the
The SOE.BID.PRC.EDIT authorization key allows access to change the price of a product on a sales order if, and only if, the order is a bid. If you change a price on a bid, pricing expires, see Bids with Expired Pricing Below. However, the SOE.OPEN.PRC.EDIT authorization key overrides this SOE.BID.PRC.EDIT authorization key. Additionally, the SOE.BID.PRC.OVRD.TO.OPEN authorization key allows users to convert a bid to an open order and maintain price overrides. Then, users are not required to have SOE.OPEN.PRC.EDIT.
To convert a bid with expired pricing, you must be assigned both the SOE.BID.APPRV.EXPIRED and the SOE.REPRICE.BID.SELL.PRC authorization keys in addition to the usual SOE.BID.COST.EDIT and SOE.COST.EDIT authorization keys. If you do not have these authorization keys and try to convert a bid with expired pricing, the system prompts you to select one of the following:
Abort Operation - Cancels the conversion completely.
Reprice Bid - Reprices both sell prices and COGS prices on the bid and creates an order with current pricing structures.
Authorize Use of Expired Pricing - Prompts for a user name and password of a user assigned the SOE.BID.APPRV.EXPIRED authorization key to continue, and then the system uses the expired pricing for all items and creates an order.
If you have the SOE.BID.COST.EDIT authorization key but not the SOE.COST.EDIT authorization key the system allows you to edit the cost on a bid, but you must have authorization to convert that bid to an actual order.
When converting a bid to a sales order, the system checks the credit limits prior to converting the order on the bid amount. If the user does not meet the credit limit parameters as defined in Credit Limit Settings in Customer Maintenance, the the system prompt the user for appropriate authorization. This check is also performed when converting a bid directly to an invoice prior to creating the invoice. For more information about credit holds, see Overriding Credit Holds or Denying Credit or Defining Temporary Credit Limit Exceptions.
To convert a bid into an order:
Open the bid, and enter any additional products needed.
Display the bid's Status tab.
In the Order Status field, enter the appropriate order status code for each order generation. For example, change the Bid order status to Ship When Available or Ship When Specified.
Return to the Body tab of the order. If you have the Award Date order entry view, select View > New View and select the Award Date view to view the date the line items on the order were converted to a bid. For more information about OE views, see Creating Custom OE View and Assigning Order Entry Views and Templates to Users.
Exit the window to process the converted order. You may be prompted to reprice items, depending on whether the bid's pricing has expired.
Note: Run the Unconverted Bids Report to list bids that have not been converted into orders. Use this report to identify old or "stale" bids that you may want to delete.
You can also convert a bid using the following methods:
Use the
On the order's Body tab, select an option from the Edit Order > Change Order Mode menu. For example, change the Bid to a Direct Shipment from Vendor. This method is used frequently when converting a lot item bid into an order.
See Also: