Changing Sales Orders

1. At the Customer field, enter the customer ID code for the order that needs to be changed.

If you are uncertain of the customer code, see Navigating Net Yield - Selecting a Customer ID Code.

A Select An Order window will appear listing sales orders in the system. Scroll to the order that needs to be changed and press Enter.

Note: This selection window displays all open, priced, ready, shipped or Invoiced orders in the system for the selected customer. Ready and invoiced orders may not be changed in this screen. Once a sales order has been entered, the customer cannot be changed. The order must be deleted and reentered. The selling price can be changed on a shipped order and the order has not been priced.

Note: If the sales order has already been printed, a warning will appear indicating the order was printed and any reprints will have a new reprint sequence if the printed warning options in Shipping Options are set to Y (Y=yes).

You may leave the Customer field blank and press Enter in the Customer field to display a Select A Sales Order Option window with the following options: EXIT, SELECT CUSTOMER, TRADING PARTNER TX (this option will only appear if EDI Processing has been enabled) and SELECTION BOX.

• EXIT – Select EXIT to exit the option and return to the main menu.
• SELECT CUSTOMER – Choose SELECT CUSTOMER to return to the Customer field where the customer ID code can be entered. (See above)
• TRADING PARTNER TX – Select TRADING PARTNER TX to view unprocessed EDI trading partner purchase orders and create sales orders from the processed purchase orders. See EDI Order Processing in Adding Sales Orders.
• SELECTION BOX – Select SELECTION BOX to display a Select An Order window listing all sales orders in the system. Select the sales order that needs to be changed.

Scroll to the order that is to be changed and press Enter to confirm your selection.

2. The sales order will display on the screen. If the customer failed the Credit Check based on the Check Customer Credit setting in Receivables Options. Press the space bar to continue making changes to the order. See Credit Check Function F4 in Adding Sales Orders for more information.

3. Edit the sales order header fields as necessary. If a one time customer ship-to address was entered a Change field will appear in red. Enter N (N=no) if you do not need to override the ship-to address. Enter Y (Y=yes) to override the ship-to address. A Select A Ship To Address window will appear with the following options:

• NO OVERRIDE – Select NO OVERRIDE if you do not need to override the ship-to address.
• One Time Address – Select One Time Address to enter a one time customer ship-to address. Scroll to One Time Address and press Enter to select.
• A One Time Address Entry window will appear. At the Name field, enter the customer ship-to name for the one time address and press Enter. The words One Time will appear in red under the Address field.
• (Optional) At the Address 1 field, enter address 1 for the one time customer ship-to; at the Address 2 field, enter address 2 for the one-time customer ship-to
• (Optional) Enter the city, state, zip code, and country for the one time customer ship-to.
• (Optional) Enter the phone number for the one time customer ship-to.
• (Optional) Enter the email address for the one time customer ship-to.
  • Command options will appear:
    • Exit – Select Exit to exit the One Time Address Entry window and move to the Ship On field.
    • Change – Select Change to make changes to the information entered in the One Time Address Entry window. Make the necessary changes. When finished, use the Tab, Page Down, Enter, or arrow keys to move through remaining fields. Command options will reappear.
    • Save One Time Address – Select Save One Time Address to save the one time customer ship-to address. After saving the one time customer ship-to address, and you have entered an email for the one time customer ship-to, you may select the Save Email Recipient to Customer to also save the customer as a recipient. See eContact for more information.
    • Save Email Recipient to Customer – Select Save Email Recipient to Customer to save the customer as a recipient. See eContact for more information. After saving the one time customer ship-to email, you may select Save One Time Address to also save the one time customer ship-to address.

Note: This Save Email Recipient to Customer option will only appear if an email was entered in the Email field.

• A list of previously defined alternate addresses – Scroll to the appropriate alternate address and press Enter to select.

See Adding Sales Orders for more information on header fields. or add the other fields as needed.

4. If the order selected has not been priced, the PRICE NOW or PRICE LATER window will display. If PRICE NOW is selected, the system will automatically price the entire order with the current selling prices. If PRICE LATER is selected, the order will remain un-priced. The user will be able to override the base selling price only if the Price Override setting for the customer is set to Y (Y=yes).

5. Command options will appear. Select the appropriate command option(s) to make the necessary changes. Press Enter, Tab, or Page Down until command options appear once again.

• Add – Select Add to add additional line items to this sales order. See Adding Sales Orders for more information.
• Change – Select Change to change a line item already entered on this order.
  • Select the line to change and press Enter.
  • Change the field(s) as necessary. See the Entering Quantities for unlotted items, lotted items, and individually lot-costed items section in Adding Sales Orders for more information.

  • Note: The ordered quantity cannot be changed in Sales Orders when the sales order line has been included on a pick list if the Pick List Change Control field is set to Y (Y=yes) in Shipping Options. The following message will appear: "Printed on Pick List ( pick list number(s) listed) !!! Quantity change not allowed.” !!! Space Bar to Continue" To change the quantity, the line must be deleted and re-entered on the sales order so that the old ordered quantity is removed from the original pick list and the new quantity added to a new pick list for the department.

• Delete – Select Delete to delete a line item already entered on this order.

  • Note: If there is only one line on the Sales Order, The line cannot be deleted . The following warning message will appear:"Delete not allowed for the only line on an order, use Void instead. Press Space Bar !!! Space Bar to Continue". To delete the line press the space bar and select void See Voiding a Sales Order for more information. You can also add a new item to the sales order by selecting Add and then delete the first line on the sales order.

• Text – Select Text to add description text to a line item. Highlight the line you want to add description text to and press Enter. Type in the appropriate information and press Enter. The item name will reappear with an asterisk (*) indicating that text has been entered for this item. Both the item name and text entered will print on the order or invoice if the default settings in Shipping Options are turned on.

  • Note: The Text line cannot be changed in Sales Orders when the sales order line has been included on a pick list if the Pick List Change Control field is set to Y (Y=yes) in Shipping Options. The following message will appear: "Pick List has been printed. No Changes Allowed !!! Space Bar to Continue" To change the Text Line, the order line must be deleted and re-entered on the sales order so that the Text Line is removed from the original pick list and the new Text Line to a new pick list for the department.

• Header – Select Header to return you to the order header where changes can be made as necessary.
• Lot – Select Lot to transfer a lotted item to the customer's account if using non-owned inventory. See Transferring Lotted Items to Customer Non-Owned Inventory Lots for more information.
• Guide – Select Guide to use the order guide to add items to the sales order. See Using the Order Guide (below).
• Cartonize – Select Cartonize to assign order lines to cartons and add carton items to the sales order. See Cartonizing for more information.
• History – Select History to add items to the order using the available sales history feature. See Entering Items from a Customer's Sales Ordering History (below).
• Messages – Select Messages to add or change order and/or invoice messages.
• Finish (X) – Select Finish(X) to finish the sales order. See Finishing a Sales Order for more information.
• Void – Select Void to void the sales order. See Voiding Sales Orders for more information.
• Exit – Select Exit to exit the sales order. The message line displays "Order was Changed!! Exit Anyway? No/Yes.”
  • If you select No, the system will abort exiting this sales order.
  • If you select Yes, the system will exit without adding this sales order to the system.

6. Select Finish(X) to complete and save the changes to the sales order. See Finishing a Sales Order for more information.

7. If the Check Customer Credit setting in Receivables Options is set to Y (Y=yes) the system will perform a credit check after changes have been made to see if the sales order will cause the customer to be in violation of credit policies. If the system is in warning mode, and the customer is in violation of the credit policies, the following message will appear: "WARNING: Customer has exceeded his credit limit!!! Space bar to continue." If the system is in prevent mode and the customer is in violation of credit policies, the following message will appear: "Credit Hold: Customer has exceeded his credit limit. Space bar to continue."

Sales orders on credit hold cannot be shipped or printed and will not be included in the Shipping Papers unit the order is released in Release Credit Holds.

Select Finish to complete entering the sales order. See Finishing a Sales Order for more information.

Refer to Using Sales Orders for instructions about changing, and voiding sales orders.

For more information on the Sales Orders option see Sales Orders.

Security Required : Sales - Sales Orders