How to Track Sales Order Quote History with Custom Lookups in Sage 100

In Sales Order entry, you have the ability to enter Quotes and Standard Orders. This is to discuss how to track when a Sales Order Quote was turned into a Standard Order, using custom lookups.

Track when a Sales Order Quote was turned into a Standard Order

1. First, you need to ensure that you have enabled the ability to retain Sales Order Quote history in Sales Order > Setup > Sales Order Options 

   • On the #7 History tab:
     • Select the check box to enable “Retain Sales Order/Quote History.”
     • Choose “YES” to the prompt “Retain Deleted Orders/Quotes.”
     • Choose “YES” to the prompt “Retain Deleted Lines for Orders/Quotes.”
       
       
     
     

2. Next, Quotes are entered into Sales Order entry. When appropriate, they can be turned into Standard Orders.

   

   
   

3. To find if a Quote was entered and turned into a Standard Order or Deleted, you can find some of this information by going to:

   • Sales Order Inquiries > Sales Order and Quote History Inquiry to view.

   You will find that the “Standard” view shows “Deleted” quotes and orders, but not the history of when the Quote was turned into a Standard Order. Standard Orders have the “Order Status of “Active” and the date is the “Order Date."

   

4. To find the date when a Quote was turned into a Standard Order, you can create a Custom Lookup in Sales Order Inquiries > Sales Order and Quote History Inquiry

   • Click the lookup and click the “Custom” button at the bottom left corner.
     
     
5. Go through the Wizard to add the fields needed for the custom lookup 

   (In this case, we need to add the “Promoted Date” field)

   • Enter a description for the Custom Lookup
   • Decide if you want it to be your default view and if so, click the box
   • Click "Next"
6. Find the needed field in the left column and add it to the existing data in the right column. You can move it up or down, depending on where you want it displayed.
   
   • Click "Finish"
     
     
     
     

7. Your Look Up Window now has a new “VIEW” drop-down that includes your new custom look-up. Click the down arrow and choose your new view.

   

You can now see that the new column with the “Promoted Date” exists to show when the Quote was turned into a Standard Order. You can export this information to Excel by using the Excel icon at the lower right corner of the screen.

Please reach out to RKL eSolutions support for further assistance.