Using Order Control

In order for the Order Control option to function effectively, it must be configured to work the way you want it to work by setting the various system attributes and flags in the following setup options:

Sales Options – The sales options control the inventory availability calculations, the use of the required or expected date fields, and whether PPC (Prepaid and billed to the customer as a line item on the sales order based on the freight-type cost adjustment) freight items can be added to the sales order.

Shipping Options – The OC or Order Control settings in Shipping Options assign which features will be used during the Order Control process and which optional fields print on the unshipped sales order, the shipped sales order, the bill of lading (BOL), and invoice. The types of shipping forms to be used are controlled in the Forms designer. Customized shipping labeling can be entered system-wide or for each customer or item and generated from Order Control or from Shipping Papers. The use of shipping and invoicing approvals is set in Shipping Options. Sales orders are approved for shipping and invoicing in Order Control if approvals are required. Sales Orders that are not approved to ship or invoice cannot be shipped or invoiced until approved in Order Control. Sales orders can be cartonized in Order Control.

User Options control which shipping and dispatching functions will be used for each user during the sales order process. These settings override the system setting for all options that are set to Y (Y=Yes) in Shipping Options. By limiting each user to certain features, time and effort can be reduced. The shipping paperwork and labels needed to prepare the sales order for shipment is controlled by the person who is responsible for them.

User Printing controls which printer prompts are assigned to the user. User Printing can be used to set up default printers for the various sales order forms and labels.

User Security controls which sales order, shipping, dispatching, invoicing, price setting, and sales reports and inquiries the user can access.

If you try to add a product-type item the following message will appear: “Only Other Type Items may be added here !!! Space bar to continue.” Product type items must be added in Sales Orders. If the order status is Shipped or Ready, product-type items must be added in Shipping.

• At the Item field, enter the item group for the other type item.
• Select the other type item from the Select An Item window.

If you are uncertain of the item code, see Navigating Net Yield - Selecting an Item Code.

• At the Ordered column, enter the quantity of the other-type item to be added.
• At the Price column, enter the selling price per unit for the other-type item.

1. Scroll to the line item to change and press Enter.

2. A Select An Option window displays the following options:

• Item Characteristics – Select Item Characteristics to change or add cost buckets or price exceptions/allocations to the item or view costing and margin information for the item or change the department assigned to the item for this sales order only. See Adding Sales Orders - Cost Information/Price Distribution Window for more information. If the selling price equals zero, the Item Characteristics option is replaced with the Department option so that changes can be made to the department for the item only.
• Lots – Select Lots to assign or view the location and lots assigned to lotted and individually lot-costed items. If the sales order is shipped or ready the lots cannot be changed or viewed. If the sales order is open or priced, the total quantity assigned to the lots, left open, or unspecified must equal the ordered quantity. If the order was shipped or invoiced with unspecified lots, the total assigned to the lots must equal the unspecified amount. The total unspecified amount must be specified to make the sales order ready and allow the invoice to post to receivables. See the Shipped Unspecified inquiry for a list of sales orders and items shipped unspecified. See Selecting Lots for more information.

Scroll to the line item that needs to be deleted and press Enter.

Use the arrow keys to navigate between fields and make changes. When you are finished, press the Enter, Tab, or Page Down keys to return to the command options. See Sales Orders for more information about sales order header fields. The fields available to change are based on the Sales Order header field settings in User Options. The Ship Date, Tax, Expected Date, and Route fields cannot be changed on shipped, ready or invoiced sales orders. Also, the terms cannot be changed on invoiced sales orders.

The amount entered will be allocated to all items on the sales order. A freight window will open with the following command options:

• Change – Select Change to enter or change the freight charge, freight type, and how to allocate the charges to the sales order lines. The following fields will display:
  • Total Prod Pounds – The total net weight of all product-type items. This field cannot be changed.
  • Total Freight – The total freight charge. Enter the total amount. If a total charge is entered, the system will calculate the per pound rate. If the per pound rate is entered, the system will calculate the total amount.
  • Freight per Lb – The per pound freight. Enter the per pound freight charge based on the net weight for the order. If the per pound rate is entered, the system will calculate the total amount.
  • Freight Type – The freight type assigned to the order will default in the Freight Type field. Select Exit to accept the default freight type or scroll down the list of freight-type cost adjustments to select a different freight type.
  • Add Freight to Price – Enter N (N=No) to make the freight per pound a cost allocation and not change the selling price. Enter Y (Y=Yes) to add the freight per pound to the selling price.
• Allocate to Order – Select Allocate to Order to allocate the freight charge to the order or add the per pound freight to the selling price.
• Exit – Select Exit to exit the freight option without making any changes.

Changes can be made to the total allocation amount by scrolling to the sales type cost adjustment type and entering a new total amount. The new amount will be redistributed to each item based on the price exception allocation method used to calculate the cost bucket.

If you select one of the cost adjustment types and press F9, a secondary window displays the following for each item:

• Type – The sales type cost adjustment ID
• Item – The item name
• Ship Qty – The quantity ordered/shipped
• Un – All cost allocations are reported per pound
• Per Un Adj – The per unit cost adjustment rate. A new rate can be entered to change a cost allocation for a single item.
• Extended – The total cost adjustment for the item
• Press F10 to exit the window.

A new rate can be added to a specific item. Enter the new rate per unit for the item.

This information appears in red in the header, on the left, and for each item in the following columns:

• GP$ – The estimate gross profit dollars for the item
• GP % – The estimated gross profit percentage for the item
• Unit Cost – The cost of the item if the sales order has been costed through Cost of Goods Sold or the current weighted average cost for the item if there is a cost for the item. The historical cost is used if the on-hand balance or current cost is zero. The historical cost is the average of the last three times cost of goods sold has run for the item. If the item is individually lot-costed, the cost of the lot or lots assigned to the sales order is used as the cost. If the lots selected have no cost or if lots were not selected it uses the historical cost of the item.
• Price – The net selling price for the item.

See the Credit Check Function in Adding Sales Orders for more information. The screen will display the following fields:

• 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.

The default label quantities will appear, but you may override the quantity field. Press F10 to exit the window. Command options will appear allowing you to print or choose from a set of other print options for the labels.

See Cartonizing for more information.

Command options will appear: Change, Exit.

• Change – Select Change to enter the order or invoice message and change the Approved to Ship or Approved to Invoice setting for the sales order.
• Exit – Select Exit to exit the messages/approvals.

Based on the Shipping Options and User Options settings, options to print the sales order and warehouse release will appear. See Printing Order Control for more information.

In addition to the form printing option, the system will perform a COOL validation check to determine if all loose and strict COOL controlled items have been assigned a COOL identity at either the sales order line level or lot level. It will also check to see that the COOL identities assigned to the sales order at the lot level match the item alias or additional item alias for the customer.

A Customer Requires COOL validation box appears if the validation fails. The validation box lists the reason why the COOL validation failed and the item that failed the validation. Press F10 to exit the validation box.

The following message will display: “Cool will be missing on shipping paperwork. Continue Anyway? No/Yes."

• Select No to correct the COOL validation issues.
• Select Yes to continue processing the sales order with the required COOL information on the shipping paperwork.

Once you have selected Exit, you will return to the Select An Order window.