SocrateCloud offers two distinct processes that generate sales orders from projects. These are:
"Generate Order" - button from the "Project" window and
"Generate Order from Phase" - button from the tab "Phases" on a project
Both processes can be run manually using their corresponding menu entry, or automatically using the "Scheduler" functionality.
General rules for generating orders from projects:
the system will not generate orders from projects whose project category is "Project Services (expenses)"
The process "Generate Order" take the information from the project and from its details and uses them to generate a sales order with this rules:
the button is active when the project has:
the project is not a consolidating level and the level of detail is set at "Project",
invoice rule is different from "None" and no orders have been generated for the entire planned amount;
for the SocrateCloud Offers component, when using the No limit qty product invoicing rule, unlimited orders can be generated;
the following fields need to be completed: Customer, Address, Warehouse, Price List Version;
information on the order is given by:
organization from the project,
business partner, price list, representative, org.trx, activity and other master data are taken from the project,
payment rule is taken from the contract of the project, if any,
order type is determined as the default order type; if there are more is taken first document type found,
the current date.
information for details of order is given by:
only active details on project,
products from the details of the project - will be generated one order line for each line of the project,
ordered quantity is taken from the planned quantity from detail project (check that there is already a partially ordered, in which case the order will only difference),
price is taken from the planned price.
The process "Generate Order from Phase" takes information from:
phases or
subphases
phase lines - only if an Invoice Schedule has been selected on the project. Starting with v15.02 there are two options available:
using the quantity from the Planned Quantity field, or
using the quantity in the Movement Quantity field.
thus the process covers both the situation when invoicing is limited to planned quantities and the situation when extra quantities are invoiced;
and uses them to generate a sales order following the rules described below:
information on the order is given by:
the organization on the project phase,
the business partner, price list, representative, trx organization, activity and other master data are taken from the project,
the payment term is taken from the contract of the project, if any,
order type is determined as the default order type. If more than one is available, the first document type found will be used;
if the order type used is Credit Order, the system will also generate a shipment and invoice based on the order;
the invoice will be generated using the business partner currency, defined in the Customer tab! (v14.07)
the order date will be either the current date or the stop date for the corresponding project phase (the stop date will be used if it's before the current date);
the order document status is determined by the corresponding process parameter;
information on order lines is given by:
only active phases on project,
if the phase has a product specified
and invoice rule is "Product Quantity",
the product on the order line will be taken from the phase;
the price will be calculated as "planned amount / planned quantity";
in the phase does not have a product, the system will check at the subphase level:
and invoice rule is "Product Quantity",
the product on the order line will be taken from the subphase or else, an empty order line will be generated;
the price will be calculated as planned amount / planned quantity form subphase, or else 0.
if the phase does not have a product and there are no subphases, the products defined for phase lines will be used (14.07):
the project must have an Invoice Schedule!
the phase must have a start and stop date;
the invoicing rule should be one of the following:
Time&Material - the product quantity is totaled for all phase lines and the price is determined accordingly (standard or using quantity intervals);
Daily Average Quantity - the quantity is totaled and the divided by the number of working days for the respective month, to which the standard price is applied;
Progressive daily quantity - the quantity for each product is distributed daily based on quantity intervals and the corresponding prices are applied (15.07)
When generating the sales orders based on phase lines, the sales order lines will be obtained as described below:
grouped by product, with the total planned quantity and using the price as determined by the project price list and invoicing rule:
for Time&Material -> the price is taken from project lines (planned price). The project price can be updated using the Update Project - Planned Amount process
exception: if the Use Movement Qty parameter is checked, the price will be obtained directly on the order by applying the price list on sales order lines
For Daily Average Quantity -> the price is taken directly from phase lines;
For Progressive daily quantity -> the price is taken directly from phase lines (planned price) so that the customer may be able to verify the prices for each quantity intervall
if the prices do not exist on phase lines, they do they will be ignored;
only from phase lines not previously used to generate orders (the order line and phase line are linked. The link is deleted if the order is deleted, canceled or voided)
The order can be obtained from phase lines when:
the current date is equal to the date indicated on the Invoice Schedule;
the total amount on not invoice phase lines is greater than the project Threshold Amount;
All the processes used to generate orders from projects/phases will update the Ordered Quantity and Ordered Amount fields for all project levels: project, phase, subphase, lines.
The Invoice Amount And Invoice Quantity can only be updated using the Update Project - Invoiced Amounts process
Printing a project phase will result a "Quotation Work" type document, containing all the phase lines.