Management of a Temporary item during the quotation phase, pending the coding of a customized item tailored for the customer.

Module Description

This app allows to manage temporary items within sales quote. They can be used for quotations in which the customer requests a completely customized product that needs to be studied specifically.

When the customer confirms the design and, consequently, the order, the item can be encoded and replaced in the sales line without losing price details, discounts, and delivery dates.

Setup

Item Masterdata

Temporary items are coded as a regular item, but they must be marked with a specific field.

These items can only be inserted into a sales quote. 
In case an attempt is made to use these items in BOM (production and/or assembly), purchase documents and/or production documents, item and warehouse journal, or any sales document other than the sales quote, the system will display the following error: 

Feature

Sales Quote

The creation of a sales quote for a temporary item is standard. After entering the customer or contact and the necessary header information (shipping address, delivery dates, etc.), you can specify the item within the line by selecting it from the list. 

Within the line, all the necessary information can then be edited: 

• Description
• Quantity
• Unit price
• % discount
• Delivery dates 

Additional comment lines can also be added in the body of the quotation and/or other item lines. 

Creation of Sales Order 

Once the customer confirms the quotation, it will be necessary to encode the definitive and customized item so that any purchases or production can be managed thereafter. 

Creating an order from the sales quote can be done as standard using the "Create Order" functionality found in the sales offer header. 

This function will report an error if you are trying to convert an offer that contains dummy items:

ReplacingTemporary Item 

Replacing the item within the sales line using standard methods would result in the loss of some data.  
Therefore, by selecting the new definitive item from the standard list in the "No." field, the validation will overwrite the description, taking it from the item masterdata, the location and dates, from the sales quote header, as well as prices and discounts that will be recalculated. 

To avoid losing this data, you can use the function available at the sales line, "Replace Dummy Item": 

This function acts only on the selected line at the moment it is activated.  
If it contains an item not marked as a dummy, the action will result in the following error: 

If successful, a list of all items, not marked as temporary and having the same sales unit of measure as indicated on the quotation line selected, will be displayed. 

From here, you can select the item, and by clicking OK, the function will replace it in the sales line while retaining the manually set data: 

The only modified field is the "No." field. 
After replacing the temporary item with the definitive one, you can proceed with the order creation.