The advantage of the ingenious project workflow is for example that all project data needs to be entered only once and all related documents are generated of it.

This is done with the function “Convert” that is started with button of the icon bar.

 

If multiple projects are selected for converting, each will be converted to a single document of the selected type.

However, if several projects are to be combined into one collective document, the Combine Projects function should be selected instead.

 

Depending of the selected option for the old document the complete workflow can be comprehended at any time (with the options “Retain unchanged” and “Retain and archive”).

 

The following options are possible:

 

Convert to	Drop down with all available project types that are configured in the program settings. Always the next logical project type is preselected (Quotation -> order confirmation -> Invoice -> delivery note -> credit note), respectively this one that is defined in the project documents as ensuing document.
Keep document no.	The new document keeps the document number from the old one.
Keep header + footer texts	The new document keeps the header and footer text of the old document.
Keep payments	Payments that was entered for the original document will be transferred to the new document. That makes sense e.g. to take over a deposit payment from an order confirmation to the invoice to be created. But activating the checkbox is not recommended if the function “Convert project” is used to copy a document into another / different process with similar items to only save effort e.g. when a customer purchases the same products twice. If the payment is taken over in that case, demands can get lost, because an invoice with kept (full) payment is not recognized by the dunning run.
Retain unchanged	Defines by radio buttons, whether the old document should be kept as it is…
Retain and archive	… or the document should be kept but archived. In this case the flag “archived” is set and the document is displayed with grey color in list views. Archived documents can be faded in and out by status filters.
Don’t retain	If the option “Don’t retain” is selected, the original document will be deleted from database.

 

Convert a project document

 

The new project document usually contains the same items as the original document. Only alternative and optional items will not be taken over from a quotation to a higher project status.

The new document is generated depending on the project and item data and on the stored text template. Afterwards you can follow up on it.

 

Converted project document