Quote-to-Order Conversion
Quote-to-order conversion is the process of turning an accepted quote into a confirmed sales order. QOM supports this transition while keeping quotes and orders as separate commercial documents. This page explains the differences between them and how information maps from one to the other.
Why quotes and orders are separate
QOM separates quotes and orders for several reasons:
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Different party models — Quotes reference parties (from PRM) because quotes may be issued to prospects who are not yet customers. Orders reference customers (from FAR) because only registered customers can place orders. Converting a quote to an order requires the party to have been converted to a customer first.
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Different detail structures — Quotes have a three-level hierarchy (header, version, lines) to support pricing revisions. Orders have a two-level hierarchy (header, lines) because once confirmed, the pricing is fixed.
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Different tracking requirements — Order lines carry fulfilment details, such as fulfilled quantity, shipped quantity, actual ship date, and cancelled quantity, that are not relevant during the quoting phase.
How data maps across
Header-level mapping
| Quote field | Order field | Notes |
|---|---|---|
| Quote code | — | Not carried; orders get their own auto-generated code |
| Quote type | Order type | May change (e.g. "quotation" becomes "sales order") |
| Currency code | Currency code | Carried over directly |
| Quote status | Order status | Reset to the initial order status |
| Sold-to party | Sold-to customer | Requires party-to-customer resolution in FAR |
| Ship-to party | Ship-to customer | Same party-to-customer resolution |
| Payment term | Payment term | Carried over directly |
| Payment method | Payment method | Carried over directly |
| — | Price list version | Taken from the accepted quote version |
Line-level mapping
| Quote line field | Order line field | Notes |
|---|---|---|
| Quoted item | Item | The resolved item (not the original requested item) |
| Line description | Line description | Carried over |
| Quoted quantity | Ordered quantity | Carried over |
| Quoted UOM | Ordered UOM | Carried over |
| Unit quoted price | Unit selling price | The agreed price becomes the selling price |
| Unit list price | Unit list price | Carried over for reference |
| — | Fulfilled/shipped quantity | Initialised to zero or null |
| — | Cancelled quantity | Initialised to null |
What QOM leaves to the conversion workflow
The conversion workflow is responsible for several business decisions:
- Traceability — recording how the new order relates back to the accepted quote.
- Order creation — creating the order with the correct customer, shipping, pricing, and line details.
- Quote status — closing or marking the quote as converted after the order is created.
Price list continuity
The accepted quote version's price list version should be carried to the order header to ensure the order is priced from the same list that the customer agreed to during quoting.