Microsoft Dynamics® CRM Training
Creating an Order
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Creating an Order
Hi, and welcome to the Success Portal by xRM.com.
This video is a prerequisite for the “Creating an Invoice” video and refers to records created in the “Creating a Quote” video and “Product Catalog” series.
In CRM Online, an Order is a request for delivery of a product or service to a customer. Typically, an Order is created from a Quote that has been accepted by a customer. However, it is not required that Orders be created from Quotes. Once an Order has been fulfilled, an Invoice record can be created from it, thus completing the sales process.
Quotes, Orders, and Invoices are all part of a unified process and therefore hold similar information. Before you can use these entities, you must create your Product Catalog. It is important to understand that Quotes, Orders, and Invoices are records of the documents sent to customers, not the documents themselves.
In this tutorial, we will demonstrate how to create an Order that does not originate from a Quote, and how to create one that does.
This task requires privileges that are found in all default Security Roles.
We begin by navigating to Sales > Orders. In the ribbon, click New.
The Order form opens with the temporary name of “New”. From here, we could fill out the form with the necessary information such as Name, Customer, and Total Amount. However, it is best practice to create an Order from a Quote, which is what we will do. Close the Order form, and then navigate to Sales > Quotes.
We’ll open the Quote called “Customer wants to order 5 cases of Blue Pens”, which we created from an Opportunity record in the video “Creating a Quote”.
The Quote form then opens. A Quote must be active before it can be converted into an Order. Since this is an active Quote, we can click Create Order in the ribbon.
The Create Order dialog opens. The Status Reason and Date Won fields are auto-populated with values from the original Opportunity. We could enter a summary of the Order in the Description field. Below, the Close Opportunity option is selected by default. This saves you from manually having to close the Opportunity record that generated the subsequent Quote and Order. We could select Don’t update opportunity, but we won’t.
Since we’re opting to close the Opportunity, we have the option to enter the revenue generated from the customer manually in the Actual revenue is field. However, let’s select Calculates from quotes to ensure that the records are consistent.
Now, click the OK button, thus closing the dialog.
The Order form then opens with the same title as the proceeding Opportunity and Quote, “Customer wants to order 5 cases of Blue Pens”.
As you can see, an Order ID has already been generated for this Order, and all of the data from the Opportunity and Quote records have been carried over.
We can still add Products to the Order at this point in the sales process if necessary. Navigate to Common > Products in the left navigation pane.
We now see the Order Product Associated View. If we wanted to add Products to the Order, we would click Add New Order Product in the ribbon. Instead, let’s navigate back to the General tab.
At this point, the Order can be cancelled or fulfilled. Let’s say that the customer wants to finalize the Order and we’re ready to deliver our Product. In the ribbon, click Fulfill Order.
The Fulfill Order dialog opens. In the Status Reason field, we can select Complete or Partial. Let’s select Complete and click OK, thus closing the dialog.
The Order then refreshes, and all fields are grayed out. We have now successfully created and fulfilled an Order. The next step of the sales process is creating an Invoice. Please watch the tutorial “Creating an Invoice” for more information.
Thanks for watching.