Adding Sales Orders

1. If the customer is in violation of the credit policies that have been established for the customer a credit check (WARNING) window will appear on the screen automatically if the Check Customer Credit setting in Receivables Options is set to Y (Y=Yes) or the customer has been placed on credit hold in Customer Credit. The credit check window displays:

• AR Balance – The total unpaid balance for the customer
• Priced Orders – The total dollar amount of all sales orders for the customer
• Credit Limit – The credit limit for the customer
• Credit Available – The available credit based on the Credit Limit - Total AR Balance - Priced Orders.
• Delinquent – The total dollar amount which is past due.

 

Press the space bar to continue past the credit check window.

 

2. The credit checking function can be configured in two ways:

• If the Prevent or Warning field in Receivables Options has been set to W (W=warn) a warning message will appear which has no effect on the status of the order.
• If the Prevent or Warning field has been set to P (P=prevent) in Receivables Options, a warning message will display and the order will automatically be placed on credit hold and will need to be released in Release Credit Hold before the sales order or shipping papers can be printed.

 

3. Credit checking logic is based on the Limit, Delinquency, or Both setting in Receivables Options.

• The customer's existing AR balance is aged. If any invoice is found beyond Terms+Grace Days (established in Customer Credit), the amount is considered delinquent. The message "Customer is delinquent!!!" will display on the message line.
• If the AR balance plus un-invoiced and unshipped orders amount exceeds the credit limit, the message "Customer has exceeded his credit limit!!!" will display on the message line.
• When the ship-to ID is linked to a bill-to ID, the bill-to ID is used in the Customer Information Window, the credit information displayed is for the designated bill-to code and not for the customer ship-to ID entered. The total open balance for the bill-to ID is included in the AR balance and all open orders for all related ship-to locations are included in the open order amounts.

 

4. The credit check (WARNING) window can be displayed manually by pressing the F4 key while in the sales order header.

Note: Orders on credit hold may not be printed or shipped and will not appear on pick lists, other shipping papers, or shipping labels until they are removed from credit hold status in the Release Credit Holds screen.

Note: If the customer’s status is defined as C=Cash Only in Customer, a "CASH ONLY" warning will appear in the middle of the screen for cash customers. Press the space bar to continue with the sales order. Credit checking is enabled only if a credit limit has been established for the customer.

Pressing the F5 key will bring up an Open Invoices window that displays the open invoices for the customer from the oldest to the newest. The following information is displayed:

• Days – The age of the invoice, in days
• TR – Transaction type:
  • IN – Invoice
  • CR – Credit invoice
• Date – The invoice or credit invoice date
• Open balance – The unpaid balance for the invoice or credit invoice.

 

Press F10 to exit.

Pressing the F6 key will bring up the Customer Information window. This window displays the customer contact and the fields below:

First page fields

• Sales rep (cannot be changed)
• Contact
• Ship-to address
• Bill-to customer ID if applicable (cannot be changed)
• Bill-to contact (cannot be changed)
• Bill-to address, if different than the ship-to address (cannot be changed)
• Price class (cannot be changed)
• Terms (cannot be changed)
• Sales contact
• Sales contact phone and fax number
• Sales notes
• Call time and days of the week.

 

Second page fields

 

• Phone number 1-6
• Fax number
• E-mail
• Ship note.

 

To use the Customer Information Window press F6. Command options will appear:

 

• Exit – Select Exit to exit the Customer Maintenance option.
• Next Page – Select Next Page to move to the second page of fields.
• Changes – Select Changes to make changes to the fields listed above.

 

After making the changes a second set of command options will appear:

 

• Update – Select Update to save changes and exit the option.
• Exit – Select Exit to exit without saving.

If the Delayed Pricing field in Sales Options has been set to Y (Y=Yes) a selection box with PRICE LATER or PRICE NOW will display when you finish entering information in the sales order header.

• PRICE LATER – Select PRICE LATER and the system will allow the order to be entered now, but priced at a future time before invoicing.
• PRICE NOW – Select PRICE NOW and the system will use the current base selling price for the item and customer, or the user can enter a selling price for each item on the order.

Note: If an item on the sales order has an Off-Invoice Price Exception, the off-invoice item will not be added to a price later order. See Price Exceptions for more information on off-invoice price exceptions.

1. Enter the entire item or a mask in the Item field to get a search based on the entered item mask. See Navigating Net Yield - Selecting an Item Code for directions on how to enter an item code.

You may also enter "///" to enter a line of text on the sales order. See Entering Text on an order (below) for more text details.

The content of the columns of information displayed in the Select An Item window that displays when items are chosen are controlled by the Window Columns Expand field and the seven fields that follow it in the User Options screen. This allows different users to customize their item selection window. Choose between normal and expandable window views. Expanded viewable options include on-hand quantity, available quantity, selling price or historic price (last selling price), actual cost or standard cost, and country of origin ID (COOL Identity).The item selection box include the following fields

• Item ID
• Item Name 
• COOL control level
  • L– Loose
  • S – Strict
• The default COOL identify for the item
• The on-hand in the invoicing unit of measure for the item
• The available balance in the invoicing unit of measure based on the inventory availability settings in Sales Options.
• Price – The current selling price for the customer. See Pricing Setup and Set Selling Prices for more information.
• The current weighed average cost for the item. The actual cost applied to the sales order will be based on the costing method of the item and the cost of the item when the shipped sales order is costed in Cost of Goods Sold.

 

If no line items have yet been entered and you pressed Enter, command options will display: Add, Header, History, and Exit.

• Add – Select Add to return to the order line and enter an item.
• Header – Select Header to return to the order header.
• Order Guide – If an order guide is defined for this customer, the Guide command options will appear. Select Guide to view/select items from the order guide. See Entering Orders from the Order Guide or more information.
• History – Select History to add items to the order utilizing the available sales history. See Entering Items from a Customer's Sales Ordering History for more information. If there is no ordering history for the selected customer, the following message will appear: "Customer has ordered all items!!! Space bar to continue."
• Exit – Select Exit to exit out of the sales order and return to the Customer field.

 

If the sales order item line text was previously entered for the item, a window will display the previously entered text and present the option to “Include text? No/Yes."

• Select Yes to include the previously entered text. Changes can be made to the text before it is added to the sales order. An asterisk (“*”) will appear next to the item name to indicate the sales order line previously had order line item text.
• Select No to exclude the text.

Note: You can change the way items are entered onto the screen by changing the values in the User Options menu. Set the Window Item Selection setting to Y (Y=use the item group/F3 window method) or N (N=entering the entire item ID). If you elect to use the item ID, the next User Option setting, Code for Item Selection, can be set to determine whether to use the system's item IDs, or your old item IDs (if defined). When entering an item on the sales order you will have the option to enter the item code or press the F5 key to toggle back to the item group.

Note: The same item can be entered on multiple lines, if the system is so configured. This is often desired when the same item code is sold in multiple pack configurations or at a different selling price. As you enter each line, the available inventory is adjusted. You can control the behavior of this action (allow or disallow multiple lines of same items) by setting the Warn on Duplicate Items to field to Y (Y=warn) in Sales Options.

Note: If an item has an off-invoice price exception, the off-invoice item will automatically be added to the sales order with the ordered quantity equal to the amount of the item order times -1 (if 10 ordered, off-invoice = -10) and the selling price is equal to the price exception rate for the customer and item set up in Price Exceptions.

3. Enter the desired COOL identity for this item or press Enter to accept the item default COOL identity or customer's COOL override defined in Item Alias or Item Alias Group. You may also press F4 to select a COOL identity from a list of COOL identities defined in the system. If the customer is defined to be "strict COOL", all items that are defined as "Loose COOL" or "Strict COOL" must have a COOL identity assigned to either the sales order line or the lots selected. See COOL Rules for more information on how COOL identifiers are assigned to sales orders.

Note: If the item has been designated as "loose COOL", the word "Loose" shows under the COOL entry field in red to remind you that this is a loose COOL item and that you need to select a COOL identity, if required by the customer. The word Strict will appear in red in the COOL column if a COOL identity has not been assigned to the sales order line. The COOL identity for the sales order line default from the item default or the customer’s primary COOL identity defined in item alias or item alias group. If the customer has additional item alias COOLs the F6 selection box will be limited to those assigned to the customer.  

4. Enter the selling unit of measure, or press Enter to accept the item default or customer override defined in the item alias or item alias group for the customer. You can also press F6 to display a Select A Pack For (item name) window which lists the description of all item pack configurations that are associated with this item. If used, the pack description will print on the pick lists, pick tickets, sales orders, and invoices. If you enter pounds instead of a pack, the "packed" field will be blank. See Item Alias Group or Item Alias to customize or change the default selling pack by customer.

5. In the Ordered field the system provides many ways to enter the quantity of items sold, based on the type of item. The quantity field uses "Slash.Dot" notation – allowing you to enter weight-based items in pounds (ex. 12.250) or, if the unit of measure is a pack configuration in Case/Breaks (ex. 5/4 for 5 cases and 4 inner boxes) or decimals based on the Preferred Notation setting for the item pack.

If you have selected a unlotted item in a sales order, the message line at the bottom of the screen reads “Press F10 for more detail”. The Detail window that appears lists the current on-hand balance for the item, the available balance for the item and a detailed list of transactions for the item based on the Inventory Availability settings in Sales Options. If you select F10 the following information appears:

• On Hand – The current on-hand balance for the item
• Total Available – The available balance for the item based on the inventory available settings for unlotted items
• Transactions – Lists the customer ID and sales order number for all unshipped sales orders, the vendor ID, and purchase order number on all open purchase orders, the planned transfer reference number, and the work order reference number
• Date – The ship, received, or expected completed date of the transaction.
• Quantity – The current on-hand balance and available balance for the item and the quantity on each transaction.
• Unit – The stocking unit of measure.

 

Enter the total pounds sold with up to four decimal places, the total number of packs or "eaches" sold, or if the pack has breaks, the case count followed by the "/" and the number of breaks or partial units sold. If the preferred notation for the item pack is decimal enter the decimal equivalent for the partials case amount.

Tally weight products: If an item has been designated as using tally (or catch) weights (flagged as Y in Item), enter the number of units or pounds (LB) ordered in the Ordered Quantity field. A separate tally weights window can be invoked for items ordered by the pound (LB) by pressing the F9 key in the ordered quantity field. Use the tally weight window to enter the ordered weight of each tally or catch weight unit ordered. Enter as many quantities for this item as needed, pressing enter after each one. A running count and total is displayed below the window. When finished, press Enter on a blank quantity field. The tally weight window cannot be invoked if the ordered unit is an EA (each) or pack unit. Command options will appear: Add, Change, Delete, and Exit.

• Add – Select Add to add additional quantities to the listing.
• Change – Select Change to edit a quantity already entered in the tally weights window. Highlight the desired entry and enter the correct quantity, or press Enter to leave as is.
• Delete – Select Delete to delete a quantity already entered. Highlight the desired entry and press Enter. If a quantity is deleted in error, select Add and re-enter.
• Exit – Select Exit to exit the tally weights window. The total of all quantities entered will display in the Ordered column of the order.

 

Entering 0 in the ordered column will blank out the line and return the cursor to the Item field.

The shipped quantity will be updated to show the ordered quantity as Open.

Lotted items are items which are stored in a specific location as a group, such as "lot 12345", all of which perhaps was received on the same truck from the same purchase order. The system also provides a further designation of "slots", which refer to the physical location in the warehouse [aisle 4, bin 13] where a product is stored.

Enter the quantity ordered or press F10 to enter the lot selection box. See Using the Selection Box (below) and Selecting Lots for more information.

A location can be marked as saleable or non-salable. Inventory lots in a non-salable lot location cannot be viewed from Sales Orders. Lots can be tagged or assigned to orders only if the Sales Can Tag Lots setting in Location is set to Y (Y=Yes).

Note: When you are entering an order, you may enter the quantity amount of the order without selecting a lot. By doing so, the "Shipped" column field will show the quantity ordered as "Open". You may finish the order if lots have not been tagged. It is possible to tag some of the inventory and have the remainder in an unspecified or opened status. However, shipping an order with lotted items that are not tagged will leave that item in an unspecified or open status. You can also select the F3 key to commit the line item to a specific location but not select a lot if the location's Ship Unspecified field is set to Y (Y=Yes).

Note: The option is available to tag inventory against an open purchase order if the Commit PO from Sales Order flag is set to Y (Y=Yes) for the location. The inventory will then be committed to the sales order and would be able to be shipped when the product is received.

For lotted items where the shipping lot has been designated, the quantity entered may not exceed the available balance in the selected lot. If the quantity entered is larger than the available balance, the message line displays “Invalid Input!!! Press Space Bar". You must enter a smaller quantity to finish this line item. If the item is defined in Item by the number of boxes in a case, a message will warn users that uneven units cannot be entered for this item.

If the Lots Tagged Automatically field is set to Y (Y=Yes) or F (F=finish) in Sales Options, and the Auto Tag Lots (Y/N) field for Location is set to Y (Y=Yes), lot numbers will be assigned as the order is entered. See Lot Assignment for information on lot assignment.

Note: Only one location can be tagged for each line item; the system will not allow you to tag lots from multiple locations. If lots with different COOL identities are tagged, the following warning message will appear: "Multiple Cool Tagged !!! Continue anyway? No/Yes". Select No to select lots that have the same COOL identity. Select to continue processing the order.

Enter the quantity ordered or press F10 to enter the lot selection box. See Using the Selection Box (below) and Selecting Lots for more information.

When you enter into the Ordered field, pressing F10 brings up a selection box that allows the exact inventory which can be used to fill the order to be specified. This box is basically the same for lotted, or individually lotted items, with the exception that lotted item has a Location column. Previously selected lots will appear on top then the remaining available lots, sorted by location, date, and lot. See Selecting Lots for more information.

About the Selection Box

• The title bar of the window indicates the item being ordered, and shows a number of keys that can be used in the screen.
• To use these keys, scroll to the line for the lot to assign to the sales order or Open to leave the quantity ordered as open or unassigned to a lot and press:
• F3 – Press F3 (available on lotted items only) to assign a location on the Open line but not specify the lots until they are shipped. The orders can only be assigned to locations defined as Ship Unspecified = Y (Y=Yes). Scroll to the location and press Enter. An asterisk (*) will appear confirming your selection. UNSPECIFIED may also be selected if you do not need to specify a location at this time. Press F10 to exit.
• F4 – Press F4 to assign the entire available quantity of the lot to this line item on the order.
• F5 – Press F5 to take the entire required quantity for this line item from that lot.
• F9 – Press F9 to view commitments on the lot. See the F9 Committed Window for more information.
• F10 – Press F10 to open or close the selection box.

See Selecting Lots for more information.

• If you click into the first line of the selection box and press Enter, the window will close (or, you can press the F10 button). If there are multiple line items, the next item's selection box appears.
• Slots will only show up if any of the locations for lots you are using on this order have slots. See Selecting Lots for more information.

 

At the Ordered column

 

• If selecting specific lots does not matter at the time the sales order is created, or if the lots will be assigned from the Shipping or Order Control you do not need to use the selection box - just type in the quantity desired on the order, or enter the quantity ordered on the Open line and press F10 to exit.
• If the Use Requests setting in Purchasing Options is set to Y (Y=Yes) see the Request Production and Purchases (below).
• To specify which lot or lots to ship the item from use the arrow keys to highlight or "tag" the lot(s) that are to be used and enter the amount(s) to be shipped from the lot(s) in the quantity column. To "unselect" a lot, highlight it and press the Delete key. You may wish to use the "F" keys listed above for dealing with the total lot quantity. Multiple lots can be tagged if needed as long as they are from the same location. See Selecting Lots for more information.
• The quantities that are typed in the selection box will adjust themselves based on the amounts you have selected (or from Open), and the order quantity, if previously entered.

 

For instance, if you had originally selected 50 lbs from the Open line, and then typed in 50 lbs on a specific lot line, then the open amount would disappear. Similarly, if items are taken from other lots, the values will compare the total selected to the total originally ordered, showing any variance with the original quantity on the bottom line of the order form, below the F10 window. If you were to remove specific lot amounts, note that the Open line increases.

Note: The selection box interactively changes the message line at the bottom of the order form to indicate the amount ordered, the quantity committed, and the quantity short or over.

Other

• If you have selected specific lots to fill the order (instead of just Open), the selection box will pop open automatically the next time you try to change the quantity of that line item.
• The column next to the quantity column will show residual, or "left over" weight from any items where the pack configuration cannot be evenly shown (i.e. there is left-over weight). You cannot modify that residual in this screen.

Note: An "EA" pack configuration cannot be split.

• The items you select in the selection box will be reflected in the "Shipped" column of the sales order.
• If you have multiple lines in the order, you can enter the quantities for one line item, then use the up arrow to move to the top line and press Enter. The selection box for the next line item automatically appears.

1. Press F9 to view cost information on the item. A secondary price distribution screen appears and displays:

• Item – The item name
• Department – The department assigned to the item
• Picking Info – The type of shipping papers and format available for the department. See Department for more information.
• Gross Profit – Based on User Security, the estimated gross profit percentage based on the selling price, the current cost, and costing method for the item. This may not be the actual cost assigned to the sales order at the time the order is costed during Cost of Goods Sold.
• Wgt Cost – The current weighted average cost for the item
• Cost 1-3 – The item's last three costs used in Cost of Goods Sold
• Last PO – The last completed purchase order cost for the item, purchase order number, and date.
• Next PO – The cost on the next open purchase order cost for the item, purchase order number, and expected receiving date
• Standard Cost – The current standard cost assigned to the item.

 

Note: F9 option will not be available if the order guide is being used to add items. The F9 option will only be available if items which are not on the order guide are being added to the sales order or if changes are being made to the item price.

2. Enter the price of the item in the Price field.

 

3. The Cost Information window will display the product price per unit and a list of any pricing exceptions or cost buckets that have been assigned to the item and customer. The F10 option allows you to:

• Exit – Select Exit to exit the Price Distribution window and return to the sales order line.
• Add Bucket – Select Add Bucket to add a new price exception or cost bucket to the order. A Select A Cost Type window will appear with a list of sales type cost adjustment types.
  • Scroll to select the cost bucket to add and press Enter.
  • Enter the per pound rate to allocate from the selling price. The product price and gross profit percentage will be adjusted for any cost buckets added to the order line. Press F10 to exit and return to the price distribution command line.
• Chg Bucket – Select Chg Bucket to change an existing price exception or cost bucket.
  • Scroll down the Price Distribution window to select the price exception or cost bucket to change.
  • Enter the new amount. The product price and gross profit percentage will be adjusted for any cost buckets added to the order line. Press F10 to exit and return to the price distribution command line.
• Department – Select Department to change the default item department for this order. A Select A Department window appears with a list of defined departments.
  • Scroll to the new department for the sales order and press Enter. This sales order line will now appear on the shipping papers for the new department assigned and not the department assigned to the item.
• The invoicing unit of measure is displayed next to the quantity.

When entering an order you may want to sell the item from a new production run, or a new purchase – whether you have the item in available inventory or not. When entering a line item for a lotted item on a sales order the system will allow the user to request a work order or request purchase order if a specific lot is not assigned to the order.

There are two ways to activate the "request" function. First, enter the quantity directly into the Ordered field and press Enter. A Select An Option window will appear with the three "Request' options. Second, if you enter a quantity in the OPEN line of the lot selection window the Select An Option window will appear after you close the lot selection window.

Notes: To enable the "request" functionality, the Use Requests field within Purchasing Options must be set to Y (Y=Yes). The request function is only available on lotted items. Users must have the security ability to tag lots to use this feature.

Request a Work Order – A work order request creates production requests which are used to notify the production department that production of a finished goods item is needed for a specific sales order. The details of the production request can be included on the Production Planning Report. When entering a sales order, the system will allow the user to request that this item be produced from another item. The raw material desired to produce the order, along with any text, can be referenced with the request. You can request a work order as long as the quantity of the item has not been assigned to a specific location/lot, lot, or open purchase order.

• Scroll to the Work Order option within the Select An Option window and press Enter. An asterisk (*) will appear confirming your selection. Select EXIT to continue.
• The Work Order Production Request window will appear.
  • Raw material – Enter the raw material needed to satisfy the sales order (optional).
  • Note 1-3 – Enter any text you want to associate with the raw material. The text will appear on the Production Planning Report.

After entering all required information, command options will appear:

 

• Change RM – Select Change RM to change the raw material entered.
• Exit – Select Exit to close the Work Order Production Request window.

 

A "W" will display beside the sales order line associated with the request.

Request Purchase: A purchase request is used to notify the buyer that an item needs to be purchased to fill a sales order. The purchase order created is linked to the sale and the amount purchased can be for more or less than the quantity ordered. The lots will be assigned to the sales order once the purchase order is received. The item will cost based on the assigned costing method for the item.

If Purchase is selected, the system will enable the user to request the purchase order for the item on the sales order. The user can create a purchase order in Purchase Orders by selecting REQUESTED Purchases from the Select A Purchase Order Option window which appears when you first enter Purchase Orders.

• Scroll to the Purchase option within the Select An Option window and press Enter. An asterisk (*) will appear confirming your selection. Select EXIT to continue. A "P" will appear at the beginning of the order line to denote it is on a purchase order request.

The sales order history window provides a fast way of building sales orders based on the items the customer has purchased that are included in the customer's ordering history. This option displays the items not on the current order, but ordered by this customer in previous sales orders. The retention of history for all customers within this option is defined by the Ordering History field in the Retention Options window. The method that is used to sort the data shown (by item vs. date), as well as whether sales reps are allowed to see standard costs, are controlled in Sales Options.

1. To enter an item from history, enter all necessary header information and press Enter in the Item field.

2. Command options will appear: select History. A Select An Option window will appear and display the following information:

• The last ship date for the item
• Item – The item ID and item name
• Unit – The default item pack unit and description of the customer item pack unit and description as assigned to the customer in item alias or item alias group
• Shipped – The last shipped quantity
• STD Cost – The current standard cost for the item
• Price – The current suggested selling price and invoicing unit for the item based on the base selling price and pricing exceptions for the customer.

 

An asterisk (*) will appear of the item has item line text used on a previous order. This text can be added to the item when selected.

A "H" will appear if the item is set to use the Historical Selling price in Item Quick Maintenance.

3. Scroll to the item to be added to the order and press Enter to select.

4. The selected item will now appear on the sales order. Complete the remaining line item fields as described in Steps 1 - 7 by entering the COOL identity, unit (see Item Packs), quantity ordered, and selling price.

5. The Select An Option window will reappear if there are more items left in the customer's history (less the item that was just added to the order). Highlight the next item to be added, or select Exit to return to the first page of the sales order. If all items have been selected from the customer's ordering history the following message will appear: "Customer has ordered all items in history!!! Space Bar to Continue."  Press the space bar to continue.

Notes: The number of sales orders displayed in the history is dictated by the Ordering History field in Retention Options. Up to 99 orders may be included in the customer's ordering history. Items can be removed from the ordering history using the Remove From Ordering History option.

Note: The maximum number of items that may appear in the Customer Ordering History window is 250. An asterisk(*) designates whether item text lines exist for that particular item. When selecting an asterisked item from the sales history option, the historical text may be rolled onto the new order.

6. Command options will appear. See the command options in Step #8 for more information.

Items can also be added to sales orders by using an order guide. Orders can be built very quickly by using the order guide to add items to the order. The order guide uses the price sheet or the item alias or item alias group for the customer to build the guide. The order guide is setup for each customer and uses either the item code or the item alias code.  

The order guide will appear automatically when the sales order line items are entered only if the customer has a price sheet and the order guide is set to A (A=item alias order guide), P (P=price list order guide for the customer) or the Order Guide Used in Sales Orders field in Customer Defaults is set to Y (Y=Yes). A specific customer setting will override the system setting.

Important: Customer settings take precedence over System settings!

The type of order guide presented (alias vs. price list) and the functionality of the order guide is dependent on these settings in Customer Defaults or the settings for a specific customer in Customer.

• Order Guide Used in Sales Orders
  • If set to N (N=No) the order guide is not used.
  • If set to A (A=item alias order guide) the order guide will use the customer item alias as found in the item alias or item alias group assigned to the customer.
  • If set to P (P=price list order guide), the order guide will use the item code for the item.
• Order Guide Price Override
  • If set to N (N=not using) the user cannot override the base selling price for the customer.
  • If set to Y (Y=using) the user can override the base selling price.
• Order Guide Item Override
  • If set to L (L=loose control) the user can add items to the order that are not on the price sheet or order guide.
  • If set to S (S=strict control) only the items on the price sheet can be added to the order.
• Order Guide Default Sort
  • If set to I (I=item order) the order guide will sort based on the item ID.
  • If set to A (A=item alias order) the order guide will be sorted based on the item alias.

 

Once the order guide appears the following information displays:

 

• Item – The item code or the customer item alias code. Use the F4 key to toggle sort order using the UPC code of the item code. The default sort order and display is based on the customer's setting.
• Item Name – The item name or item alias name.

 

The following columns follow the Item and Item Name columns and up to five columns of information can be shown and are dependent upon the settings within User Options.  

Order Guide:

• Cool – The country of origin identity (COOL identity)
• On-hand – The current on-hand balance for the item
• Avail – The current available balance for the item
• Cost – Either the current weighted average cost or the standard cost for the item
• Price – Either the current base selling price for the item for the customer or the last selling price for the item for the customer
• Un – The invoicing unit of measure
• Order Qty – Enter the quantity ordered in this column
• Un – The default item selling pack unit of the customer default item alias pack unit
• Un Desc – The unit description

 

To add items to the sales order using the order guide:

• Enter the quantity ordered in the Order Qty column based on the default item pack or customer item pack. When you are done entering the order quantities press F10 and the sales order line detail will display. Lots will be assigned based on the settings in Sales Options and Locations.

 

Function keys are available:

• F4 – Press F4 to toggle the sort order between the item code and the customer's item alias UPC code.
• F5 – If the Order Guide Price Override is set to Y (Y=using) select F5 to override the base selling price of the item. Enter the selling price in the pop-up window.
• F6 – Press F6 to select a different unit of measure for the item. An item packs window will appear with a list of all item packs for the item. Scroll to the item pack and press Enter to assign a different item pack to the order.
• F9 – Press F9 to display the following information for the item:
  • Item – The item ID
  • Item Name – The item name
  • Lbs per EA – The stocking unit of measure conversion factor
  • Cost – The current weighted average cost for the item
  • Cost 1-3 – The cost assigned to the item each of the last three times cost of goods sold was run for the item
  • Base Price 1 – The current base price 1 for the item
  • Price – The current customer selling price after applying all price exceptions to the item.

  Select the Continue button that displays in order to exit from the item information display.

 

Note: If the Order Guide settings selected do not allow sales reps to change prices, then the price column will be inaccessible to them.

Notes: Item code field on sales orders: If you select (S)trict in the Order Guide field for the items in the guide for a customer, the normal item code entry field on the sales order changes to a longer field to allow the direct entry of the item code. If you enter the item group, only the items on the order guide or price sheet will appear in the Select An Item window. Items not on the order cannot be added to the order.

Note: Entering from History: If you select S (S=Strict) in the order guide for the items in the guide for the customer, the History option to add items will be filtered to show only those items on the customer's item alias list. By default, all customers are set at "Loose" control if only the Order Control system default is set. You must set specific customers to be (S)trictly controlled.

 

Set up the EDI Processing as found in the EDI section of this manual. Once an incoming purchase order from your trading partner has been processed in EDI Inbox Processing, it can be converted to a sales order.

1. Leave the Customer field blank and press Enter. This will open a Select An Option window with the following options:

• SELECT CUSTOMER
• TRADING PARTNER TX
• SELECTION BOX

Select TRADING PARTNER TX to bring up a Select An Inbound Trading Partner Order window. The following options are available from this window:

• EDI Files – Select this option to display an Unprocessed EDI/XML Files window listing all transactions that are in the EDI inbox that have not been processed. The display is for informational purposes only. The files cannot be processed from this screen. They must be processed using the EDI Inbox Processing option. The display includes the following information:
  • File – The file name
  • ID – The trading partner ID for the unprocessed transaction
  • Partner name – The name of the trading partner
  • UCC Code – The trading partner's UCC, DUNS, or other identifier
  • Date:Time – The date and time the file was received.
• A list which includes all EDI files that have been processed and are waiting to be converted into sales orders. Selecting one of these files will begin the process of creating a sales order. The list includes the following information about the trading partner transaction:
  • Ship-to customer ID
  • The date and time the order transaction was processed in the EDI Inbox Processing
  • The transaction file name from the trading partner
  • The ship date for the sales order

 

2. After selecting an EDI file to process, a screen will be displayed showing the EDI trading partner information on the left and the system information about the specific trading partner on the right. Use the information on this screen to confirm the trading partner transaction is for the correct customer. Select Next Page to continue.

A Select An Order Text window will appear displaying any order line text that will be added to the sales order based on the message included on the EDI trading partner purchase order. By default, EDI will create a text line indicating the name of the buyer associated with the order. Simply tab through this screen by pressing Enter.

3. A Select A Trading Partner Item window listing the items on the order will appear. If item aliases have been established for this customer, then the corresponding system item code will be displayed in the far right hand column. The display includes the following information:

• Partner ID – The item alias or UPC code assigned to the item by the trading partner
• Partner Item – The trading partner item name
• Partner Qty – The ordered quantity
• Un – The unit of measure for the ordered item
• Item – Your item ID
• A – Indicates whether or not the system is to create an item alias for this customer, if not previously defined.

 

4. If you have not established an item alias for the customer, enter the item group for the item. Press Enter and select the item to fill the order with from the Select An Item window. After selecting the item, use the F8 key to add an item alias for this item for the customer. The last column, titled "A", indicates whether or not the system is to create an item alias for the customer. In most cases, you will want to select Y (Y=Yes). If you do not, each time this customer orders this particular item the item will have to be selected manually. The item alias field toggles between Y (Y=Yes) and N (N=No). Pressing F8 will toggle the field.

 

The F9 option will display the following information about the item:

• Item – The item ID
• Item Name – The item name
• Lbs per EA – The stocking unit of measure conversion factor
• Cost – The current weighted average cost for the item
• Cost 1-3 – The cost assigned to the item each of the last three times cost of goods sold was run for the item.
• Base Price 1 – The current base price 1 for the item
• Price – The current customer selling price after applying all price exceptions to the item.

 

Select Continue to exit from the item information display.

5. Press the F10 key to complete the item selection process.

Command options appear with the following options:

• 1st Pg (F) – Select 1st Pg (F) to return to the customer profile screen and view the EDI partner to system customer relationship used for this transaction.
• Item (I) – Select Item (I) to return to the item alias selection window.
• Open Order – Select Open Order to create a sales order based upon the information provided by the EDI Transaction and your EDI Partner item alias. It can then be processed just as any other order that was created in the system.
• Print – Select Print to print a copy of the EDI file, but not create an open order.
• Delete EDI (D) – Select Delete to delete the EDI transaction.
• Exit – Select Exit to returns to the open order entry screen without processing the EDI transaction.

1. If you entered "///" in the item group field of an order, you will have access to a thirty character text line. You can utilize this for free text. If more space is needed for text, enter "///" in the next item group field.

2. To the right of the text field, there will be a single character field: If you type O, the free text will print on the order. If you type I, the free text will print on the invoice. If you type B, the free text will print on both the order and invoice. If you type R, the free text will print on the order and the warehouse release. If you type L, the free text will print on the Bill of Lading, while V will print on the invoice and Bill of Lading.

3. Up to five messages may be predefined for printing on a customer’s sales orders or invoices on the Shipping Options page.

Saved messages can be rolled onto the sales order when the order is finished based on the messages saved for the customer and the Messages setting in User Options. See Finishing a Sales Order for more information.

See the Text command option to enter text for a specific item on the sales order.