Overview
When a customer accepts a Unit Deal quotation that was built on a temporary unit, you have two options for converting that quotation into a sale. This article walks through both options and then covers the steps to finalize the Unit Deal through to checkout.
Option 1 — Swap the temporary unit for a stocked unit or an existing on order unit
Option 2 — Convert the temporary unit into an on order unit, making it a special order unit
If you still need to prepare the original Unit Deal quotation, see How to Process a Unit Deal Quote for a Temporary Unit (no longer available) before continuing.
Option 1: Swap the Temporary Unit for a Stocked or On Order Unit
Use this option when the unit the customer is purchasing has already been stocked into Blackpurl, or when an on order unit has been ordered to replace the temporary unit on the quotation.
1. Recall the Customer Order Unit Deal quotation that the customer is accepting.
2. In the Temporary Unit section, click Replace unit to search for a replacement.
3. Search for the stocked unit using keywords (for example, a model name or stock number), or search for the on order unit using keywords. When the unit appears in the results, click it to replace the temporary unit.
The Unit section will update with the details of the replacement stocked or on order unit. Continue with Step 4: Change the Unit Deal Status to In Progress.
Option 2: Convert the Temporary Unit into a Special Order Unit
Use this option when the unit the customer is purchasing will be a special ordered unit. You will change the temporary unit's status to Required, which marks it as a unit that needs to be ordered specifically for this Customer Order.
1. Recall the Customer Order Unit Deal quotation that the customer is accepting.
2. In the unit section, click the Temporary status tag.
3. In the dialog that appears, change the status to Required and click Confirm.
The unit's status will now show as Required.
4. To ensure the unit is ordered specifically for this Customer Order, follow the steps in How to Turn a Temporary Unit on a Unit Deal into an On Order Unit (Special Order Unit) (no longer available).
Continue with Step 4: Change the Unit Deal Status to In Progress.
Step 4: Change the Unit Deal Status to In Progress
With the unit confirmed — whether swapped or converted to a special order — the next step is to move the Unit Deal to In Progress status.
1. Click the action buttons row on the Unit Deal and select the option to change the status to In Progress.
2. Review all figures and sections, including Options and Fees, and edit pricing as required.
3. If you need to add additional sections, click the relevant item in the Job Action section.
4. Click SAVE when you are done reviewing.
Step 5: Commit and Install Options
Committing and installing options processes the deal's accessories and services into their respective sections.
1. In the Deal Action section, click Commit and install options.
This action creates the following sections on the Unit Deal:
Deal Service 1 — for any options being sold with the unit and installed
Deal Merchandise — for any options that are not being installed
Parts Picklist — shows the list of options, indicating whether each is in stock or required
Step 6: Finalize the Unit Deal
Finalizing the Unit Deal requires completing each active section before the deal can be approved and checked out.
Special Ordered Parts
If any parts were special ordered, complete the following before proceeding:
Complete the special order process by ordering the parts and receipting them when received. See How to Create A Vendor Order for a Customer Special Order (Parts and Sublets) (no longer available).
Once all special order items have been received, you can finalize the Deal Merchandise and Deal Service 1 sections.
On Order Units / Special Order Unit
The special ordered or on order unit will need to be received before the deal can be finalized.
Deal Service 1
The service department manages the Deal Service 1 section. Once all work is completed:
The service department should change the status of Deal Service 1 to Ready to invoice, then click Finalize Job.
The service department should also finalize the Deal Service 1 section using the Invoice to Deal option in the Job Action section.
Deal Merchandise
To finalize the Deal Merchandise section, click Invoice to Deal. You will be asked to confirm the action.
Deal Financing (if applicable)
Finalize the Deal Financing section. If completed, submitted, and approved, change the Deal Financing status to APPROVED.
If you want to show full profitability on the Unit Deal, enter the Participation / Commission. Note that this figure does not integrate to your accounting package.
Unit Deal
Before finalizing the Unit Deal, check the following:
Have you noted the Salesperson and Commission Earned? This allows full profitability to be shown on the Unit Deal. Note that this figure does not integrate to your accounting package. See Setup Customer Order Unit Deal - Salesperson (for commission) (no longer available).
Trade-In (if applicable) — Have you entered the Agreed Value / ACV and finalized the Approval section?
Once all checks are complete, change the status of the Unit Deal to APPROVED. You will need to confirm the status change and then click CHECKOUT.
Step 7: Finalize Checkout
Once all sections have been fulfilled and the Unit Deal status is APPROVED, finalize the Unit Deal by clicking FINALIZE CHECKOUT.
The checkout process has three steps:
1. Select what you want to checkout — untick any units you do not want to checkout at this time.
2. Choose a payment method — including finance if applicable.
3. Type in the amount being paid by that payment method. Repeat steps 2 and 3 for multiple payment methods.
Once the checkout total turns green, click FINALIZE CHECKOUT. You will have the option to Print Invoice or Email Invoice to Customer.
Tip: You can backdate a payment or invoice date if needed. See Backdate Customer Order Deposits, Payments, and Invoices.
Step 8: Invoice History and Closing the Customer Order
After checkout, an Invoice History section is added to the Customer Order. If all Unit Deals on the Customer Order have been finalized, the Customer Order status changes to closed and no further changes can be made.
