This guide will cover the steps to convert any quote to an order.
In Appliance.io, orders are created by collecting full payment for items listed in a quote. Financing agreements are treated as full payments and meet this requirement.
The only exception is a credit line, which can be established by management for specific clients. This balance can be used to convert outstanding quotes into orders, with the client paying off the credit line at their convenience. Details on setting up and managing credit lines are available in a separate guide.
For more information on processing payments, refer to the dedicated payment guide.
Start by locating the quote that needs to be converted into an order.
Navigate to the quote's details page by either searching for it or selecting it from a recent activity or customer profile.
Scroll through the quote to confirm product details, prices, and any additional charges (such as delivery fees, protection plans, etc.).
Verify the fulfillment type and any extra services like haul-away or protection plans that have been added to the quote.
Ensure that the notes section is accurate if any have been added, as these will be visible and relevant in the order.
Scroll down to the total section. This will display the total cost of the product(s), delivery charges, protection plans, and sales tax.
Confirm the balance due is accurate and matches the customer's expectations. If any instant rebates or promo codes need to be applied, enter them at this stage before moving on. To proceed with the conversion of a quote into an order, payment in full must be collected.
Select the “Add Payment +” button at the bottom right of the quote page to open the payment processing window.
In the payment processing window, various payment options will be listed on the left side, such as Credit Card, Financing, Manual Entry, or Credit Line.
Select the appropriate payment method that the customer will use. The current balance due will be shown at the top right of this window.
Depending on the payment method selected, fill in the required details:
For Credit Card payments, select the terminal, confirm the date, and input the payment amount.
For Financing, confirm the financing details as arranged with the customer.
For Manual Entry, choose the type (Check, Cash, Bank Transfer), and input the necessary approval codes or reference numbers.
For Credit Line payments, the system will automatically fill the amount up to the available credit line.
The example for this one is using Manual Entry - Cash.
Date: The date field is automatically filled with today’s date. Adjust the date only if cash was received on a different day.
Amount: Enter the total cash amount received from the customer. The balance due amount will be displayed as the maximum payment allowed for this transaction.
Notes (Optional): Add any relevant notes about the payment, such as the purpose of the cash transaction or specific details that may be needed for record-keeping. This step is optional but can be helpful for future reference.
If the balance is paid in full, the quote will be automatically converted into an order.
Once all details are entered, click "Apply Deposit/Payment" to finalize the payment process.
After the payment is processed, verify that the balance due now displays as $0. The order is now created and ready for the next steps in the workflow, such as inventory claim or delivery scheduling.
