Quotation Records to Invoice Records

[Spidey]

Hi,

I am new to database and I am doing one for my client. If my client wants to do a quotation to her customer and her customer approves it, is there an easy way to transfer the information from quotation to invoice tables? Thanks.

Kent

[VickyNesbitt]

Hi Kent

There's a number of ways you can do this, here's 2;

1. Write a script to import the relevant data from the quotation into the invoices table, so in your script you'd need to omit all other quotations records aside from the one you want to convert to an invoice (show all, omit record, show omitted will do this), go to the invoice table and perform an import script step matching the fields you want to pull across (once you're done make sure you switch the dialog off on the import as you don't want your users to see that bit).
   

I'd also recommend creating a foreign key for the quotation ID in the invoice table (this is a field that contains the unique ID of the quotation within the invoices table), you can then use this field to relate back to the quotation table.

If you have separate quotation lines and invoice lines you'll need to import these records across from quote lines table to invoice lines table as well, ensuring that you link the invoice lines to the new invoice record.

2. Firstly if they don't already exist create a field for the quotation foreign key in the invoice table, something like _fk_Quotation_ID or whatever format your system currently uses for naming fields. Then create a relationship between the invoices table and the quotations table between _fk_Quotation_ID in invoices and the unique ID in the quotations table.

Write a script which sets a variable for the unique ID of the quotation, goes to invoices, creates a new record and sets the _fk_Quotation_ID to the value of the variable we just set, then use the Commit Records script step. Now you can use the relationship to pull all the data from the quotations file to set all the relevant data in the invoices table.

Again you'll need to deal with your lines separately, however I'd recommend importing them and using replace field contents to link the lines to the invoice.

Let me know if that's at all helpful or just gibberish!

Vicky

[comment]

3. When a customer approves a quotation, mark it as approved - i.e. turn it into an invoice.

4. See:

http://fmforums.com/...376#entry370376

It's not the same thing, but very similar.