Sales handoff

Sales handoff

A sales handoff is the sales-job work where you confirm the commercial order, activate it, prepare its shipment, and record delivery. The completion stage follows the delivery work. The order panel owns confirmation, activation, shipment readiness, delivery, and corrections; the operational area owns the detailed receiving, inspection, stock, and delivery-note work that follows.

mermaid
stateDiagram-v2
    Record --> Confirmation: Send confirmation
    Confirmation --> Active: Activate
    Active --> Shipment: Prepare shipment
    Active --> Complete: Deliver
    Shipment --> Complete: Deliver
    Complete --> Active: Reverse delivery

Use this page when you already have a saved order and need to move it through the order-owned handoff. Use Sales jobs lifecycle for the wider sales-job journey, and Warehouse fulfillment flow when the detailed Warehouse work begins.

Before you start

Note: A field marked configurable is required only where your company configuration makes it mandatory.

Prerequisites

• You have a saved sales job with an Order.
• You can edit the sales job and the Order is new or has unsaved changes when you need to use Save.
• You have the customer and supplier references needed for the Order fields.
• You know the Order's current stage. Request Pricing Confirmation is available for a Draft Order that has not already been released or requested. Activate Order is available at Awaiting Activation or Consider As Awaiting Activation.
• The shipment path depends on the supplier relationship. Ready for shipment is available for the supplier route at Valid; Deliver Order is available for a non-supplier Valid Order or a supplier Ready for Shipment Order.

Find and open the Order

The Orders list is the working list for sales jobs at the Order stage. Use it to identify the record, then open the record before you change the Order panel.

Prerequisites

• You can access Sales jobs and know which saved Order you need.

Steps

1. In the application menu, select Sales.

2. Select Sales jobs.

3. Select Orders.

4. Open /sales/list/orders/view.

5. Select the list tab that matches the work you need to locate.

   If you need to…	Select
   Work with current Order records	Orders
   Search across sales-job work	All
   Review earlier sales stages	Potentials, Inquiries, or Offers
   Find finished or left-route work	Archived
   Review jobs missing a customer survey	Job Missing Customer Survey

6. Identify the row from Job No., File No., Sales responsible, Vendor, Client, Job title, Order date, and Forecasted Delivery Date.

7. Select the row to open the sales-job record.

Result: The sales-job record opens with the Order panel available when the job is at the Order stage.

Select the client, vendor, or stage title bar to expand the collapsed Order panel before using its menu or panel Save.

Understand the Order panel

The Order panel is the part of the sales-job record where you maintain order references, dates, delivery terms, payment information, and order items. The record also shows the current Order stage and its available actions.

The panel fields are:

The item grid contains Item Description, Unit, Qty, Unit Price, Item Price, Currency, Discount limit (%), Discount (%), and Tax (%). Enter a quantity with its unit: the Order can show One or more items has ZERO quantity or One or more items has no unit when an item row is incomplete.

Order confirmation validates Client, Vendor, at least one item, item descriptions, quantities, prices, discounts, tax, and the form.

The record header shows Client and Vendor. The Order menu contains Order amendment and Enable Editing when their stage and permission conditions are met. An order with invoices cannot add an item and locks Qty, Item Price, Discount (%), and Tax (%). The screen can display Can not be done.. this order has outstanding invoice(s)..

Confirm and activate the Order

After the Order fields and items are ready, move the Order from pricing or approval into activation.

Prerequisites

• The Order panel is open.
• The Order is saved before you use actions that require an existing Order.
• The Order has at least one item with a quantity and unit.

Steps

1. Complete the configured Order fields and item rows.
2. Select Save when the Order is new or has unsaved changes.
3. If the Order is Draft and pricing has not been released or requested, select Request Pricing Confirmation.
4. If your process uses a pricing calculation, select Calculation Sheet.
5. If approval is required, select Request approval.
6. If you are an approver, select Approve.
7. Select Consider Order As Confirmed To Client when the Order is ready for client confirmation.
8. When the Order stage is Awaiting Activation or Consider As Awaiting Activation, select Activate Order.

Selecting Consider Order As Confirmed To Client displays Order Submitted to Client. Selecting Activate Order opens Confirm activation date, where you enter Order Activation Date. The date cannot be earlier than Order Date. After a valid activation date, the dialog closes and the order updates to its next applicable activation state.

If a save or action is refused, use the exact message in Correct the Order and handle problems. A successful save can show Custom fields saved successfully, Job updated successfully, or Your request was completed successfully.

Result: The Order remains on the record with its updated fields, and an activation-ready Order presents Activate Order when its stage permits activation.

Prepare shipment and deliver the Order

Shipment readiness is the branch between an activated Order and delivery. A supplier Order uses Ready for shipment before Deliver Order; a non-supplier Valid Order can use Deliver Order directly.

The delivery scenario covers thirty-eight actuators first, followed by two replacements.

Prerequisites

• The Order is saved and has no unsaved Order changes.
• The Order is Valid for the direct-delivery route or Ready for Shipment for the supplier route.
• You are allowed to edit the sales job and the Order belongs to the permitted branch.

Steps

1. Choose the shipment path for the Order.

   If the Order is…	Select
   A supplier Order at Valid	Ready for shipment
   A non-supplier Order at Valid	Deliver Order
   An own-company supplier Order at Ready For Shipment	Deliver Order

2. Select Ready for shipment for the own-company supplier route.

3. Select Deliver Order when the delivery action is available.

4. In Delivering this order, enter Delivered On.

5. Select OK to confirm the delivery.

The opened Order record displays Deliver Order when the Order is Valid on the non-supplier route or Ready for Shipment on the supplier route. The delivery action is controlled by the supplier branch and the Order stage.

Delivered On is required and cannot be later than today. Delivery also requires that you belong to the job branch and that delivery is allowed.

Selecting Ready for shipment does not open a date dialog.

External-supplier delivery displays Order updated successfully. A draft invoice was created. Check the Invoices tab for details. Partial delivery leaves the job short of completion; the job reaches completion only when completed orders equal active orders.

Result: The order reaches completion when all active orders are complete, or remains short of completion when delivery is partial.

Correct the Order and handle problems

Use the correction actions when an Order needs editing, must be moved back from a later stage, or stops with a validation or permission message.

Steps

1. Open the Order action menu.

2. Select the correction that matches the Order's current stage.

   If the Order is…	Select
   An editable order that is not rejected or cancelled	Enable Editing
   Valid or Ready for Shipment	Order amendment
   Valid after activation	Not activated yet
   Ready for Shipment on the supplier route	Not ready for shipment yet

3. Select Not delivered yet when delivery must be reversed.

Use the message table to decide what to correct:

The delivery action can also show This action is only allowed if you belong to that branch. or Cannot be converted to delivered because the PM process is ongoing.. The first means the job belongs to another branch; the second means the delivery check declined the action.

Result: The Order is edited, amended, reversed, or ready for the next permitted action.

Out of scope

The message Please enter action for each milstone is outside this handoff.

Continue after delivery

The completed-delivery view contains completed delivery work. The operational area handles receiving, inspection, stock, issue, and delivery-note work after the sales-order handoff.

Steps

1. Open the sales-job list view that contains the completed work.
2. Select Delivered.
3. Use the visible list headers to locate the completed Order.
4. Open Warehouse fulfillment flow for receiving, inspection, and stock work.
5. Open Delivery notes for the Warehouse delivery-note procedure.

The list routes open their corresponding views. The available columns depend on the saved list layout, so use the headers shown in your view.

Result: The completed-delivery view is open, and you know whether to continue in the sales-job record or in the operational delivery workflow.