Occasionally, an approved sales contract must be ratified. Following is an explanation of the WMS process for ratifying approved sales contracts.
When a contract that deletes a formerly approved contract is retrieved, users are prompted through multiple windows in order to configure the deletion data. The appropriate accounting and purchase order offsets are generated.
If a sales configuration changes from sale to spec, or from spec to sale, or from buyer to buyer, the deletions and additions are sent together from the sales center. The import process recognizes when nothing has changed except the buyer and options, and only those changes are processed (i.e., only data that needs to be added or deleted appears), rather than deleting the old configuration altogether and adding a whole new configuration containing all of the information. The process is as follows:
A configuration comes down from the sales center marked for deletion. WMS looks at the next configuration in the file to see if it is marked as an "add" for the same job (therefore indicating the change in status).
If the configurations are for the same job, the set of configurations are considered a replacement pair, where the first is replaced by the second.
The data is stored and presented to the user to accept or reject.
If rejected, the pair is no longer treated as a single transaction.
If accepted, all options and all estimates in the first configuration are consolidated. The first configuration absorbs the second configuration's properties. Also, if necessary, the first configuration's original estimate is changed ("refreshed"). Any changes between the configurations are applied (options, option quantities, and option prices).
When a sale is ratified, options that have changed are called out as follows:
Indicates that some, but not all items have changed within the option. Expand the tree for further details.
Indicates that the item/option has been removed.
When an approved contract is ratified, all options/items in the original sale are compared with the ratified sale. Any discrepancies between the original contract and the ratified contract are examined and offset.
Purchase orders that were issued on sales that have been ratified after contract approval remain intact when the ratified sale is retrieved. Changes are handled with offset debit, or credit purchase orders. For example, if the original sale included "1 additional room @ $16,000," and the ratified sale does not include the additional room, an offset purchase order will be generated as "-1 additional room @ -$16,000."
When options exist within the ratified contract that did not exist within the original contract, appropriate additions and purchase orders are generated.