6.5.54 - Ordering Parts Turns EST Into RO?

[rhillig]

Hi!

Recently our program updated to 6.5.54. Now when we order a part on a est - it automatically turns the est to an RO. I have poked around settings & do not see how to keep it from doing that.

We order parts ahead of times for jobs (sometimes a week or so) but I don't want the invoice # to be assigned to the RO that early - makes for a harder time filing the slips later because they come thru out of order. (I know - a little OCD, but since my office help (my daughter) has now got a "real" job, I want to make it as easy for me as possible)

[ricmorin]

It may be an intended process.

Try using Special Orders. That's what they are for.

[rhillig]

It has not done it in the past, just since the update.

[sbebenelli]

I PRAY this is not how it's going to be. This will not work for us at all. At times we order parts just in case. At that time we do not want the estimate to be turned into a RO. There are many other reasons this will not work for us, this is just one example.

[ricmorin]

Yes. I'm trying to find the documentation. I thought I read this somewhere.

[rhillig]

Yes. I'm trying to find the documentation. I thought I read this somewhere.

Must have been the last update they changed this:

V 6.5.52
Improved Purchase Orders Screen

Loading hundreds or thousands of P.O.s now takes seconds compared to minutes

Can now select multiple P.O.s and delete as many as are selected
'Delete' Button can be configured as a security area (password protected)

Vehicle Memo now saves to the current open order when checked

In Parts Entry dialog, turning off Display now hides Profit Margin field

F4 Invoice Search dialog now allows searching for large Invoice Numbers

Emailing from revision now changes subject, body and email attachment to reflect "Estimate" (no longer mentions Revised Order)

Purchase Order Worksheet & Parts Ordering dialog now show "Vendor Qty" instead of "Avail Qty" to clarify that this is the Qty the Vendor has

Follow Up Reports no longer include results from the next day when using Date Ranges

Counter Sale Invoice now displays Company Name

Fixed issue when transferring a revision to a new invoice with no line items. Now, depending on Setup option of convert Invoice to RO on change, you will either have an Invoice or Approved RO

RO w/Part Detail & Subtotals report now display Subtotal Details

Can we please have this be a user selected option?

[sbebenelli]

If this is the case I request that you DO NOT update us to this version. This needs to be user selectable. This will be the straw that breaks the camels back for us with Mitchell.

[ARS]

We will not be a fan of this either... We order parts sometimes a head of time also... & we change prices all of the time...

[ricmorin]

Special Order handles preordering of parts really well. We use it all the time.

[rhillig]

Special Order handles preordering of parts really well. We use it all the time.

I have poked around and do not see the Special Order....

[ricmorin]

specialorder.png (30.44 KiB) Viewed 12211 times

Once you start using it, you'll love it. And now you can distinguish between Estimates and Estimates with parts ordered.

[rhillig]

Ric,

Our scenario is this - customer calls or comes in. We have an estimate for them already, or anticipate what they might need & order the part. Look up the information under their name, transfer revision to WIP screen & order the part. The appointment may not be in the next couple of days, but I order the part so we don't forget. Looking at the Special Order, I would have to remember to go out of the screen I currently am in, go to the that tab to get to the Special Order screen (that doesn't have a one key shortcut to get to) & then order?

[ricmorin]

If you already have an Estimate, you click drag the lines (all if needed) to highlight, then go up to the Special Order pulldown and select. This moves the lines to the Special Order. Now you delete the Estimate.

[rhillig]

I think on this one, I'm in the "I like it the way it was camp". The Special Order option is not as seemless as selling the revision and it showing up on the WIP screen & then clicking order.

[ricmorin]

Historically with Manager, ordering parts at the Estimate stage has been problematic and discouraged. Sometimes when receiving, the part didn't connect. There were other issues as well. Best practices were always to order from the RO level(printed). We've never ordered at the Estimate level; always followed the intended program flow.

[sbebenelli]

Everyone does things differently and I'm sure the size of a shop might play a roll on how things are done. We are a 2 man shop and we order from an estimate all the time. This works for us and I have no intention of changing. In a years time there are many times we order something in advance that wasn't needed or ordered in advance because no one had it in stock and the customer ends up being a no show. I don't need an estimate converting to a RO unless I want it too. I should be the one to decide that, not Mitchell.

To make a change like this without making it an option is just crazy.

[Silky7]

Hi!

Recently our program updated to 6.5.54. Now when we order a part on a est - it automatically turns the est to an RO. I have poked around settings & do not see how to keep it from doing that.

We order parts ahead of times for jobs (sometimes a week or so) but I don't want the invoice # to be assigned to the RO that early - makes for a harder time filing the slips later because they come thru out of order. (I know - a little OCD, but since my office help (my daughter) has now got a "real" job, I want to make it as easy for me as possible)

Hello,

Can you tell me exactly how you're ordering parts? Are you going through the order Options > Pick List or Parts Ordering > Price Check > Order? And also which vendor catalog you're using (i.e., Activant, Nexpart, etc.)

[rhillig]

Hello,

Can you tell me exactly how you're ordering parts? Are you going through the order Options > Pick List or Parts Ordering > Price Check > Order? And also which vendor catalog you're using (i.e., Activant, Nexpart, etc.)

I'm most likely not doing it the "correct" way, because we are not using the purchase orders.

We go into the estimate or revision & look the parts of up on the different parts catalogs & transfer them to the estimate. When the customer ok's the work we go to the revision - and sell the revision. It goes onto the WIP screen (or is already on the WIP from looking up the parts) we then use the parts ordering button on the bottom of the estimate to select the vendor & order the parts.

Would you like screen captures?

Becky

[Silky7]

Thank you, Becky. No need for screenshots, as you covered the part of the equation that I was missing, which was Revisions.

If you begin an order as an estimate, with work already on it, it will not auto convert to an RO. But selling a Revision alone without first adding any other work indicates the work is authorized, thus the RO state.

[ricmorin]

I had an opportunity to test this as well. (live parts vendors don't like me testing things out and then cancelling the order)

I was able to create an Estimate, obtain a part from a catalog and the use the Order Parts button to order a part. It stayed an Estimate all the way through. For those who like this process, they can still do it as before. The trigger for conversion to an RO was the selling of a Revision. Omit that and you're good to go.