ERP User GuideMicrosoft Dynamics 365 for Finance and Operations

Microsoft Dynamics 365 for Finance and Operations

Order Processing



Quotations and sales orders are all part of the sales process. Sana supports all Microsoft Dynamics 365 for Finance and Operations sales documents. Customers can create orders and quotations as well as convert quotations into sales orders directly from a Sana webshop. A customer can convert quotations into sales orders from the sales quotation details page in the Sana webshop which can be accessed from the quotations history. 

Sana is very flexible and supports a lot of different scenarios of how your customers can create and pay their orders, sales managers and accountants process them.

To set up the checkout process and all its features the way that meets your requirements, you will need to configure the ordering settings in Sana Admin and in Microsoft Dynamics 365 for Finance and Operations.

We recommend to read the following articles to learn more about ordering settings supported by Sana:

Set up order processing settings

In Microsoft Dynamics 365 for Finance and Operations click: Webshop > CommonWebshops.

The table below provides description of the order processing settings in Dynamics 365 for Finance and Operations.

Field Description
Order type Select the order type. It can be a regular order, a quotation or a journal. The selected order type defines the final sales document which will be created in Dynamics 365 for Finance and Operations when the order is placed from the Sana webshop.
Synchronized basket type This setting is used only with the order processing strategy that is optimized for large orders. This is the sales document (sales order, quotation or journal) which is used to calculate basket and during the checkout process until the order is submitted by the customer. The final sales document type that will be created in Microsoft Dynamics 365 for Finance and Operations after submitting the order by the customer is set in the Order type field.

For more information, see "Order Processing".
Quotation promotable by default Use this option to allow or deny conversion of a quotation into a sales order without approval.

If this option is enabled and the ordering process uses quotations which can be converted into sales orders, a customer can create a quotation and convert it to a sales order directly from the Sana webshop. For such quotations the Quotation promotable checkbox is selected by default on the E-Commerce FastTab.

If this option is disabled, a customer can convert a quotation into a sales order only when it is approved. When the quotation is created in the Sana webshop, it should be checked by the sales manager in Dynamics 365 for Finance and Operations. After this it can be approved by selecting the Quotation promotable checkbox on the E-Commerce FastTab. When the quotation is checked and approved, a customer can convert it to the sales order in the Sana webshop.

If a customer edits a quotation in the Sana webshop which has been already approved by the sales manager in Microsoft Dynamics 365 for Finance and Operations, a customer will be able to convert this quotation to the order only after it is approved again. This means that editing the approved quotation requires a sales manager to approve it again in Dynamics 365 for Finance and Operations, and only after it the customer will be able to convert this quotation to the order.

In case the Quotation promotable by default option is enabled for the Sana webshop in Microsoft Dynamics 365 for Finance and Operations, a customer can edit and convert quotations without approval. It is also not required to approve the quotation again, if it has been changed by a sales agent.

In Dynamics 365 for Finance and Operations, a sales quotation has an Expiration date. You can see it on the General FastTab of the sales quotation header. It is calculated based on two settings of the sales quotations - Days campaign expires and Days before follow-up. To configure these settings, click: Accounts receivable > Setup > Accounts receivable parameters. In the Account receivable parameters window, on the General tab, the Sales FastTab, you can see the Sales quotations settings.

If the value of the setting Days campaign expires is not set in the Account receivable parameters, the current date will be used as the expiration date of the quotation. If the quotation is not processed within the expiration period, it will expire, meaning that a customer will not be able to convert it into a sales order.

If a customer applies the Sana discount code to the quotation, and it has the End date which expires earlier than the date calculated based on the settings in the Account receivable parameters window in Dynamics 365 for Finance and Operations, the end date of the Sana discount code will be used as the expiration date of the quotation.

Hide internal auto charges You may use some charges only for internal purposes without any extra cost in Dynamics 365 for Finance and Operations. If you don't want your customers to see such charges (with a zero value) in the shopping cart of a Sana webshop and in the sales documents, you can hide them. They will be still recorded in the sales order in Dynamics 365 for Finance and Operations, but not shown to the customers in the Sana webshop.

In Microsoft Dynamics 365 for Finance and Operations a sales manager can cancel either the whole sales order or any of its sales lines.

Those sales order lines which are canceled in Microsoft Dynamics 365 for Finance and Operations are crossed out on the order details page in the Sana webshop. The order total does not include the price of the canceled sales order lines.

Cancel a sales order

In Dynamics 365 for Finance and Operations a sales manager can cancel either the entire sales order or any of its sales lines.

Those sales order lines which are canceled in Dynamics 365 for Finance and Operations are crossed out on the order details page in the Sana webshop. The order total does not include the price of the canceled sales order lines.

See also:
Order Processing
Ordering & Checkout

ERP User GuideMicrosoft Dynamics 365 for Finance and Operations