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Open Order Field in Customer Master Record - Field 35
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The Open Order field (Field #35) in the A/R customer master record file can include Open Orders and Unposted Invoices. There is an optional field that can "track" the amount of unposted invoices for the customer.
The Open Order figure, which includes unposted invoices, comes from:
- O/E order entry & editing (Task 1 in Order Processing)
- O/E Invoiced order holding file (Task 2 in Order Processing)
- A/R Sales entry & editing (Task 1 in Accounts Receivable)
- A/R Cash/Receipts entry & editing (Task 2 in Accounts Receivable)
This figure is immediately updated as orders are created/modified as Sales in O/E and Cash/Receipts transactions in A/R are processed.
As A/R sales & cash are posted into the normal aging fields these dollar amounts will be backed out of the Open Order $ field.
The combination of the aging field and the open order $ field provides a total open balance for a customer, at any given time.
This may help better identify customers approaching their credit limit earlier and for unusual situations that are not necessarily reflected in a customers Accounts Receivable balance i.e. Multiple orders from a customer on the same day, when there is a delay in posting of orders/adjustments/payments, backorder situations, etc.
The switch to turn this tracking on/off and other associated options are located in:
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Accounts Receivable (Module 2)
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System Management Functions (Task 32)
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Modify parameter files (Sub-task 22)
- A/R - General (Selection 1)
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Modify parameter files (Sub-task 22)
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System Management Functions (Task 32)
Refer to section noted `Customer Open Order $' for these parameters: USE'OCR, INCLUDE'QUOTES, and LIMIT'OPEN. Be sure to save any changes made to the parameters with an "f" after pressing the Ecs key.
After activating this function or if the Open Order values need to be reset, perform the following function:
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Accounts Receivable (Module 2)
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System Management Functions (Task 32)
- Reset customer file open order $ (Sub-task 5)
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System Management Functions (Task 32)
This routine asks only one question after the introductory message: `Do you wish to continue?' ... answer `YES' to have the computer reset the open order figures.
To verify what the open order $ figure is comprised of you would need to check each of the following:
O/E order entry & editing
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Order Processing (Module 6)
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Order Entry & Editing (Task 1)
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Enter New/Change Existing Order (Sub-task 1)
- Function key search by customer or an open order status report by customer.
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Enter New/Change Existing Order (Sub-task 1)
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Order Entry & Editing (Task 1)
O/E Invoiced order holding file report by customer
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Accounts Receivable (Module 6)
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Invoiced Order Holding File (Task 2)
- Print Summary Order Edit List (Sub-task 2)
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Invoiced Order Holding File (Task 2)
A/R Sales entry & editing run an edit list by customer
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Accounts Receivable (Module 2)
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Sales Entry & Editing (Task 1)
- Print Selected Sales Records (Sub-task 4)
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Sales Entry & Editing (Task 1)
A/R Cash/Receipts entry & editing run an edit list by customer
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Accounts Receivable (Module 2)
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Cash/Receipts Entry and Editing (Task 2)
- Print Selected Cash Records (Sub-task 4)
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Cash/Receipts Entry and Editing (Task 2)