This document walks you through a scenario where an office wants your help replacing several laptops, which you'll need to procure. You'll learn how to create an estimate for the purchase, take a deposit, order and receive the equipment, work a related ticket, then invoice for the balance due.

Read on, or watch this short video to see how its done:

 

Prerequisites

This example assumes you've done (or will do) the following:

• Enabled the “Back Order” and “Deposit” features in Admin > Products & Services - Preferences. (See Products & Services Settings Reference.) 
• Set up one or more Vendors in Admin > Products & Services - Vendors.
• Created one or more Products (e.g. the new laptops) with the “Maintain Stock” box checked and Quantity=0. (This is to enable the PO functionality described.)
• Created one or more Deposits (as dollar amounts or percentages).

Get an Estimate Approved by Your Customer

1. Create a new Estimate for the Customer Organization.
2. Add your Products (e.g., the laptops) as line items as described in Estimate Line Items.
3. Send the Estimate your customer (Actions > Email) so they can view and approve it. 
4. When you hear back from them, go back to the Estimate and Process it as Approved using the Actions menu.

Note: The Products available as line items are the ones you created in the Prerequisites, but you can always manually add some.

Start the Work & Take a Deposit

1. From the Estimate, click Create New Ticket.
2. From the Ticket, Take a Deposit (Actions > Take Deposit).

Notes: 

• The Estimate you created the Ticket from, as well as the Invoice for the Deposit, will be linked in the Ticket Info section on the left.  
• The deposit options shown here are the Deposits you created in the Prerequisites.

Order & Receive the Equipment Using a PO

1. Still on the Ticket, click Add/View Charges. 
2. In the resulting Ticket Line Items pop-up window, click the "Pending" link for the items.
   1. On the resulting Pending Orders page, find your item(s) and check the box at the right. 
   2. Click +Add to PO, then New.
   3. After verifying that the Purchase Order has the right cost, vendor, etc., click Email to Vendor then change PO Status to Ordered.  
3. When the equipment arrives, come back to the PO and:
   1. Change the Status to Check In. 
   2. Click the Receive button next to your item(s) in the table. 
   3. In the pop-up window, check the Fulfill box next to the corresponding ticket, then click Fulfill.

Note: Fulfilling will automatically change the PO Status to Finished and remove the Pending link from the Ticket's Line Items pop-up window.

Invoice Your Client for the Balance

1. Navigate back to the Ticket and after adding any other charges (e.g., for labor), click Add View Charges. 
2. When you're finished with the work, click Make Invoice. The new invoice will have all of the laptops and the deposit, showing the balance due. 
3. Take an Invoice Payment as usual.
4. Finally, you can mark the Ticket as Resolved.