Load Orders from AQ
- Stephen Juliano (Unlicensed)
- Colleen Juliano
- Stephen Juliano
Overview
The single biggest time saver in TRX is the ability to load orders and projects directly from Auto Quotes Files. TRX will allow you to import quotes from Auto Quotes directly into the new order entry screen much the same way we allow you to enter projects. This eliminates re-typing time and human errors.
The process allows you to use AQ to quote and make changes. Once you finalize the order, export the Project out of AQ and Import directly into sales orders and projects.
TRX will create new items on the fly based on the AQ information, allow you to set attributes, and create the order for approval before processing.
Detail
Load Orders Screen
The Load orders from AQ screen looks and acts like the load projects screen. This screen will still use project files exported from Auto quotes and stored on your server or local machine. This screen will also check the order for items that are not in your database and create them before the order is created. Once all items are checked and created, and you process the import, the order will be displayed in the "New Order Entry" screen for editing. It will not be a real order until it is processed.
Import Into – This should automatically default to sales order and you should not choose any other option in this screen
Source File – Much like projects, pressing the Browse Icon will open a window file search screen that will allow you to find where you stored the file from AQ.
Customer – Choose the customer for the order or press F9 for a list of options. The rest of the information will populate in with the customers defaults for AR customer setup. They can be changed as needed.
Warehouse – The warehouse the order is being shipped from. If the order is connected to a PO through Drop Ship or Gen PO, this will be the warehouse the item is being received into.
Salesperson – The salesperson for the sales order. This will default to the customer's default but can be changed.
Order Type – You can import the order as a Drop Ship or a Regular order by choosing from the drop down here.
Ship To – The Ship To address that the customer's order is being shipped to.
Bill To – The contact number that is listed as the customer's Bill To contact
Tax Authority – The customer's default tax authority for the Ship To address.
Once you have entered all this information, you can click the Lightning bolt to process the import. TRX will look through the file and verify that all items are already created in the database. If they are not, the program will stop the import and create them. You will get a popup screen allowing you to edit important setup information including the item's stock ability (Tangible), if it is Special Order/Custom (Obsolete When Out of Stock), and its serialization.
Any item on the order that was not previously in the database will be available for editing. You will see the item number that was created, the AQ category, description, price, and cost.
Category – The items category can be changes on sales orders when creating an item. This will set the Item's Attributes and default GL accounts.
Class – There will not be a default class but you can add one to the item if you would like to.
Manufacturer – The item's manufacturer can also be edited from this screen.
Tangible – The Tangible attribute refers to items tangibility. If the item is tangible and could physically be placed an inventory shelf at some point, then it should be checked as stocked. Examples of items that might not be checked are: labor, freight, and warranties.
Obsolete When Out – this is short for "obsolete when out of stock", it is an item attribute that will set the items Status to obsolete when all items are out of inventory. This is for items that are custom. Custom items are one of a kind. Once they are out of inventory, they will most likely not come back in. We set them as obsolete so they do not print on any inventory reports, but if you import another AQ file with the item on it, we will mark the Item as active again until you receive and ship out the item.
TRX will assign a unique item to any AQ item that is imported with "CUSTOM" in the manufacturer's items field. We will use the manufacturers four-digit prefix followed by the order or project number and a followed by a number. This keeps all custom items unique and does not mix their inventory costs.
Serialize – Check this box to turn on the item's serialization attribute.
At Receipt – This will require the user to enter the Serial number at the point of Receipt.
At Ship – This will require the user to enter the Serial number at the point of Shipment. If Receipt is off, then this will be the time you create the record. If Receipt is on, then you would need to choose from the existing numbers (you can use F9 in this case).
Once you have finished setting up the new items, press F10 or the save icon and leave the screen. At this point TRX has stopped importing the order and you must start the process again by clicking the Lightning Bolt icon.
Once the order is imported you will be asked if you would like to view it in enter new sales orders. This is recommended as, at this point, it is not a processed sales order and can be edited before you process it.
Importing AQ Project Into Existing Order
Once the Order is processed, you can import another file into the Order.
Open Order in Order Query Change
ORD>Order Query/Change
Hit “Import ADD From AQ”
Select the File Type
TRX File - Will have .txt extension
JSON File - Will have .JSON extension
Select Your File
The file will import. Any new items will be created in the popup. When you Save & Exit, the file will load (it will take longer for larger files).
Create New Items Screen
Items Loaded into Order