In NetSuite, estimate statuses reflect the relationship between a company and the customer for whom the estimate was created.
One of our clients had a workflow in which employees would filter quotes by status in order to find records that were ready to be transformed into sales orders. Estimates suddenly started getting created in the Processed status - even before they had any related transactions - which caused them to drop off of the lists that employees referenced.
What Caused this Estimate 'Processed' Status Issue In NetSuite
There are a number of ways that an estimate can be set to processed:
- There is a sales order linked to the Estimate (found under the Related Records tab of the estimate record).
- The estimate is set to a probability of 100%. If the status of the estimate correlates to a probability of 100%, the estimate will also be set to processed; you can view statuses + their correlating probabilities at Setup > Sales > Customer Statuses
- The estimate was created from an opportunity with 100% probability. Information flows from the opportunity record to all linked estimate records, this accounts for multiple estimate versions and allows for users to more easily keep all related records up to date. The estimate’s probability will not necessarily match the opportunity, but the status will still say Processed. Again, this allows for the differentiation between estimates for a single opportunity while allowing for tracking of the overall relationship status (represented by the Processed status)
How We Resolved the Estimate Status Issue for Our Client
In this particular situation, the client was creating estimate records for recurring projects from a single opportunity record. However, the new estimate records are linked to the opportunity they were created from and cannot be unlinked. The result is that creating new estimates from a closed won opportunity will always set the new estimate to Processed.
- Creating a copy of an estimate will avoid this issue. However, the estimate will not be linked to any opportunity. You cannot link an estimate to an opportunity record that is in the Closed Won status.
- If the opportunity link is important, you will need to make a copy of the Closed Won opportunity record and ensure that the status is not Closed Won. Then, you can create a new estimate record from the new opportunity record and update the statuses at the appropriate time.
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