Basic Sequence:
- Add Part per the Part and BOM how to Document
- Add Quote
- Convert Quote to Sales Order
- Ship, Post and Invoice per the Sales Order and Invoicing How to Document
- Note: Any document can be emailed by selecting the Export function after you do the printing function in the upper left hand corner of the Window when printing reports in MAX. Thus you can print and email Quotes and Sales Orders easily.
Procedure
1) Add a Part in the Max Bills of Materials Module.
a. When a part does not exist and this is a custom job to be done. Use a logical insignificant part numbering system i.e AR0001. Then add a description for the Part. If the shop will require additional instructions the part not can be added. However, there are other options.
2) Log into the Sales Order Processing Module
3) Go to the Batch Menu
4) Select Update Part Sales and add the Part you added to the Part Sales table by selecting it specifically.
5) Select Activity – Quoting
6) Select Quote > New to add the new quote
7) Select you customer and fill in the quote.
8) Once the line item is added go back the Description field and double click. You can now add both part and order specific note to put in addition data about the quote for this part.
9) Additionally, double click the line item number on the left to access the detail for the line item.
10) Select the Estimating Button
a. You can now import a spreadsheet detailing the estimate. The MAX Sample database has sample estimate sheets for you to view and is available to you as a template.
11) Complete your estimate if you would like to use this functionality.
12) Close the windows and save your line item
13) From the Quote menu select – Convert Quote to convert the Quote to a live Sales Order
14) Next – you can ship and invoice – follow the remaining steps to ship and invoice.
15) Open the Sales Order Processing from the MAX System Manager
16) Select Activity from the menu and then select Shipping
17) Double Click the order number field and search for the order that you want to ship.
18) Enter the ship quantity for all the lines you want to ship.
19) You can also select to ship the order complete and there is a log that will warn you if there is insufficient inventory. If that is the case then you will need to receive your shop order or adjust your stock as needed.
20) From the menu you can select Shipping and select to do partial or complete for the order as well.
21) Once the shipment is done then go to the Reports menu and select Packing List. Print all packing list for all the shipments.
22) Open the Financial Integration Module
23) From the Acitivity – Post – Sales Orders
24) In the Posting screen select all – this will get all shipment just done and post and lock in the orders for invoicing.
25) From the Reports menu select Print Invoice.
26) Select all invoices that you want to print and print them.