Function #37: Create a Purchase Order from a Quote

Function #37: Create a Purchase Order from a Quote



Welcome back everyone!

Last week, we learnt how to calculate the total number of activities for a lead and further take note of the activity count for particular dates. For instance, from the period of Demo to Negotiation. This week, let's look at a function that lets you create a Purchase Order instantly from a Quote.

Business scenario:

In any form of business, one of the most important things to do is to document the transactions. Naturally, negotiation, signing an agreement, placing an order, the actual transaction, transaction confirmation, etc also need to be documented. Zoho CRM provides you different modules specific to the business process. For instance, Deals module is for Negotiation, Quotes is for finalizing an agreement, Purchase Order is for customers to place orders for procurement of products or services and Sales Order is for confirmation of the transaction.

Going by the usual business process, negotiation comes first, followed by setting up an agreement and then the customer placing an order. In other words, you need to create a deal, quote and then a purchase order. Repeating the same procedure for many leads takes up a lot of your time.

What if you can save that time by making the record creation automated? Of course, you can still have a certain degree of control. For example, you can set a button to create a Purchase Order with information from a quote. Wouldn't that make your life simpler and save time?

Getting started with the custom function:
  1. Go to Setup > Customization > Modules > Deals > Links and buttons > Create new button.
  2. Provide a name for the button. For example: "PO from Quote". Add a description(optional).
  3. Select the placement of the button as View page.
  4. Select the action to be performed as "Writing function".
  5. Copy the code given below.
  6. Click “Edit arguments”.
  7. Enter the name as “quote” and select the value as “Quote Id”.
  8. Click Save&Execute Script.
  9. Save the script.
  10. Select the profiles who can view this button.
  11. Click Save.
The Code:

respMap = zoho.crm._getRecordById("Quotes", input.quoteId.toLong());
productDet=ifnull(respMap.get("product"),"");
productList=productDet.toJSONList();
pdlist=List();
for each eachProd in productList
{
eachProdDet=eachProd.toMap();
productDesc=ifnull(eachProdDet.get("Product Description"),"");
quantity=ifnull(eachProdDet.get("Quantity"),"0");
listPrice=(ifnull(eachProdDet.get("List Price"),"0.0")).toDecimal();
netTotal=(ifnull(eachProdDet.get("Net Total"),"0.0")).toDecimal();
linediscount=(ifnull(eachProdDet.get(("Discount")),"0.0")).toDecimal();
total=(ifnull(eachProdDet.get("Total"),"0.0")).toDecimal();
productId=ifnull(eachProdDet.get("Product Id"),"");
linetax=(ifnull(eachProdDet.get("Tax"),"")).toDecimal();
mp=map();
mp.put("Product Id",productId);
mp.put("Quantity",quantity);
mp.put("List Price",listPrice);
mp.put(("Discount"),linediscount);
mp.put("Total",total);
mp.put("Tax",linetax);
mp.put("Net Total",netTotal);
pdlist.add(mp);
}
paramap=map();
paramap.put("Products",pdlist);
paramap.put("Subject",ifnull(respMap.get("Subject"),""));
paramap.put("CONTACTID",ifnull(respMap.get("CONTACTID"),""));
paramap.put("Terms and Conditions",ifnull(respMap.get("Terms and Conditions"),""));
paramap.put("Description",ifnull(respMap.get("Description"),""));
paramap.put("Tax",(ifnull(respMap.get("Tax"),"0.0")).toDecimal());
paramap.put("Adjustment",(ifnull(respMap.get("Adjustment"),"0.0")).toDecimal());
paramap.put(("Discount"),(ifnull(respMap.get(("Discount")),"0.0")).toDecimal());
paramap.put("Sub Total",(ifnull(respMap.get("Sub Total"),"0.0")).toDecimal());
paramap.put("Grand Total",(ifnull(respMap.get("Grand Total"),"0.0")).toDecimal());
createResp = zoho.crm._create("PurchaseOrders", paramap);
return "PO created successfully";

Note:
  • The code is zoho.crm._getRelatedRecords for Version 1.0 of APIs.
Found this useful? Try it out and let me know how it works! If you have questions, do not hesitate to ask! Share this with your team if you find it useful. Do check out other custom functions shared in this series here.

See you all next week with another interesting custom function. Ciao!

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