Order Entry (Module 6)
Order Enter & Editing (Task 1)
- Enter New/Change Existing Order (Sub-task 1)
- Order Enter & Editing (Task 1)
There are five screens that appear while entering an order: the Header Screen, the Line Item Detail Screen, the Collection Screen, and optionally the Shipping Screen and the Memo Note Screen.
- **********ORDER ENTRY HEADER SCREEN ******************
- ***********ORDER ENTRY LINE ITEM DETAIL SCREEN ***********
- ******** ORDER ENTRY COLLECTION SCREEN ***************
- SALE AMT
- ADDITIONALS column:
- PAY METHOD column:
- ACTION column:
- ADDITIONAL INFORMATION:
- ******ORDER ENTRY SHIPPING/CUSTOMER SCREEN **********
It is the first screen in a multi-screen module. (The fields -in bold - displayed on the screen are described below, followed by the number of characters per field)
The status of the order will be displayed at the very top of the screen. Example:
Order: 05624 Status: Sales / New M.V. Software Co.
___(6 digit, numeric) When entering into the "New/Change Order" screen, and whether getting ready to enter a new order or look up an existing order, a box appears on the right side of the screen that lists the options that may be selected.
These options include:
ENTER key - Open new order
Enter # - Change order
F1 key - Item # inquiry
F2 key - Item desc inquiry
F3 key - Owner inquiry
Find open orders by:
F4 key - Job #
F5 key - Serial
F6 key - Charge Acct #
F7 key - Charge Acct name
F8 key - P.O. / R.O.#
F9 key - Ship/Dept#
F10 key - Order date
F11 key - Ship to name
F12 key - Ship to phone #
SPACEBAR - Dept/Salesperson
A wide variety of information used in entering orders may be accessed using these options.
ENTER key - Open new order : begin a new order by pressing the ENTER key, the order number is assigned automatically. There are a few other ways of beginning a new order:
- Press the TAB key, the system then prompts for an Item inquiry. The cursor drops to the bottom of the screen, and "Item number:_________________" is displayed. Enter the item number. Then the description, price, other cost, units, quantity on hand, quantity on purchase orders and available, will display. The information comes from the inventory files. The advantage of using TAB or F1 option is that it eliminates the need to start a new order to find this information for the customer.
- The search can also me made by partial item numbers. By pressing ENTER when a partial description is entered, the system will display only those items that have inventory, however if the HOME key is pressed, the listing will include items available from suppliers as well.
Enter # - Change order: if an order needs to be changed and the order number is known, enter in the order number; if the order number is not known, use the Function keys 4 - 12 to find the order number.
F1 key - Item # inquiry: search by item number the price data about items, determining whether the item is in stock, or whether it is available from a supplier, can be accessed even before the order is entered.
F2 key - Item desc inquiry: same as above, but search by item description instead of item number
F3 key - Owner inquiry: for use with the Customer Service Module. Inquiry by owner/machine, serial number
F4 through F12: by pressing function keys 4 through 12, the cursor drops to the bottom of the screen that displays on the right, and the option is displayed. Enter the information (example: enter F7 - Charge Account Name. By entering the customer name, all open orders for that customer name will appear; enter F4 - Job #. By entering a job number, all open orders that have that job number will appear). When the correct order number is found, enter a "Y" or a "1" in front of it. That order will be brought up on the screen, making it available to change or add to.
SPACEBAR - Dept/Salesperson: by pressing the Spacebar, a salesperson can see all the open orders assigned to him/her.
___(6) The current date will be displayed automatically
___(6) This field is left blank until the order is completed and invoiced. At that time the date will be entered automatically.
- Invoice #: ___(6) The invoice # will be generated automatically when the order is invoiced. (The counter is maintained in System Management.) This field will be blank until the action, "invoice" on the collections screen has been selected.
___(5) If this customer is already in the A/R Customer Master file and their account # is known, then enter the number directly.
- If the customer number is not known, press the TAB key to search by the customer's name. A window will be displayed, with a line where the full or a portion of the customer's name (in Capital letters) is entered. The system will display all of the customer names that start with what was typed in. Find the customer that the order is for and type in a Y or 1 (for YES, this is the customer) next to the correct customer. The data for that customer will then be entered into the order automatically.
- If an * (asterisk) is entered, a list of all the customers from the customer master file, in alphabetical order, will appear. Find the correct customer, then use Y or 1 to select the customer.
If the customer is not already in the customer Master file, and you want to add a new customer to the master file, press the F1 key.
- Enter the new customer #. The system then prompts for the following information: name, address 1, address 2, city, state, zip code, country, phone #, salesperson #, customer type, route, and contact person. After you have entered all this information, this customer will be added to the Customer Master file in A/R. NOTE: the information just entered is not all the information that the Customer Master File normally has for each customer. Someone should still go into the Customer Master file (A/R Task #17) and answer the rest of the questions about the new customer, concerning things such as credit limit, billing terms, tax status, etc.
- The ORDENT.INI file can be set so that no one will be able to add new customers from order entry. In that case you will have to get out of O/E and go into A/R, Task #17, and enter the new customer.
- If the order is for a retail (cash) customer, then press RETURN, and a generic customer number will display. Retail customers are numbered between 99990 and 99999. This should have set up in Order Entry Initialization parameters file and the A/R Customer Master file.
__(4) Enter the salesperson number, or if the customer has a salesperson assigned to them on the Customer Master record the salesperson number will fill in automatically.
- The default salesperson number can be overridden. The change is only for the one order
- The salesperson number is used as a key for producing sales reports that are listed by salesperson.
- NOTE: If an error is discovered in the information for the customer, such as an invalid state abbreviation, press F3 to change the address and enter the corrected information. If changes need to be made on the shipping screen press F1 to change the information entered for this order. Press F4 to view contract pricing for this customer and press F12 to see customer notes.
_(1) See "***" below for an explanation of the sales types and how they are used. The alternatives are:
- The sale type will automatically default to 1.
- If the type is different, enter "6" at "Any change?" (at the bottom of the screen). The cursor will go up to line #6. Enter the number corresponding to the type of transaction being entered.
- NOTE: Once a line item has been entered on the order, you will not be allowed to go back and change the sale type. If the sale type must be changed, then it is necessary to delete all the line items first.
***For sales type 1:Sale: When items are placed on an order, the information goes into the Warehouse Master file as committed or customer B/O (back order).
***For sales type 2:Quote: The items on a quote are NOT included in committed, or in customer B/O in the warehouse master. A quote can be changed to a "sale". This is done on the "Action Screen", the options given are No action, Cancel, Estimate, or Chg-to-sale (Change to sale). By choosing the action Chg-to-sale (Change to sale), the items on the order will be included automatically in the committed and customer B/O in the Warehouse Master.
***For sales type 3:Credit: When the sale type credit is chosen, a box will appear on the screen with this advisory note: "If you are putting an item back in stock and it is defective: use the original item # with 899 in front of it." When using sales type 3, there is no need to enter negative numbers for quantities or dollars.
Two additional fields will appear on the header screen when #3 - credit is picked: #10- Apply to #, and #11- Skip qty adj,. These do not have to be filed in immediately by the person entering orders. The cursor will skip these new fields and drop down to "Any change ?". The choice may be made to go back up to each of these fields by entering the number either 10 or11.
Field #10: Apply to #: Enter the invoice # that this customer is going to apply this credit to when they take the credit on a check.
- The credit can only be applied to only one invoice.
- The invoice that the credit will be applied to must still be in the A/R Open Items file, and it must be unpaid.
- EXAMPLE: Suppose the customer bought an item three months ago, and paid for it two months ago, therefore the invoice is no longer in the A/R Open Items file. The customer then returns that item on this credit memo. The credit would NOT be applied to the original invoice where it was bought. Instead, it would be applied to an invoice that the customer still is going to pay. When the customer pays for that invoice by check, the credit will be taken then. If it is not known which invoice the customer is going to apply the credit to, then you leave field #10 blank.
Field #11: Skip Qty adj: This field defaults to N. Whenever an item is taken back on a credit memo, it will be added automatically to the on hand quantity in the Warehouse Master file, so the item is then free to sell to someone else.
- If the item being returned is damaged, and it will not be put it back into stock, then put a Y in field #11, therefore the quantity adjustment will be skipped.
- Field #10: Apply to #: Enter the invoice # that this customer is going to apply this credit to when they take the credit on a check.
***Sales type 4:Sale/Cost: This allows a change to the cost of the item for this order. It will NOT change the cost in the item master file.
- After the item # is entered, a prompt asks for "Item cost (stock-by):"
- Everything else is the same as a sales type 1:Sale
***Sales type 5:Payment: Use this sales type if a customer pays on their account and wants a receipt.
- This sales type will skip the line item screen.
- You can only apply a payment to one invoice in O/E. This is different from A/R, Cash/Receipts Entry & Editing, where the system allows a payment to be applied to many invoices.
__(2) The division will be displayed automatically for each terminal, however it can be changed. At this field, a box will appear which lists the alternatives that have been set up in the Available Warehouse/Dept combination table (in O/E System Management). If the table is longer than will fit in the box, press ENTER to scroll to the next page within the box. When the correct division # is found, press the Left Arrow key to exit from the table display box, and enter that number in field #7.
- Use the first two digits only. The second two digits correspond to the department.
- If the cursor stops at this field, and a "$$" appears for division #, then the operator required to enter a division number from the table.
- NOTE: Division # and warehouse # are the same thing. The program will look for the items that are being sold at this warehouse.
__(2) A box will appear which contains the numbers that are set up for departments, that go with the division you entered in field #7.
- If the cursor stops at this field, and a "$$" appears, this means that the operator is required to enter a department number from the table.
- If departments are being used, this field will default automatically to 01.
__(1) Y/N Will the customer pick up this order, then answer Y, if the order is to be delivered answer N. System parameters dictate whether Y, N or $ (for force a Y or N) will default. Also different minimum order amounts can be designated for Customer Pick-up orders.
__(6) This field will only appear if the sales type is a 3 - credit memo.
_(1) Y/N This field will only appear if the sales type is a 3 - credit memo.
Any change ?
If a change needs to be made in any of the fields above, enter the number of the field and press RETURN. Make the change and press RETURN. The cursor comes back to the "Any change ?" prompt again, and more changes can be made, if needed.
- When finished, press RETURN to go to the detail (line item) screen.
- If the shipping screen needs to be accessed before the detail screen, then press the F1 key.
The very top of the screen shows information relating to the order:
- Order: Gives the order number currently in use
- Status: Gives the "sales type" and status of the order. Example: Sales/New
- Cnt: Total number of lines that have been entered on the order
- Total: Total dollar value of line items on the order. As each new line item is added, the amount changes.
Directly beneath the above information is a line with the following information:
- Item: The item number with the description beneath it and towards the bottom of the screen.
- Quan: Quantity ordered for the item
- Ship: Quantity shipped for the item (if there is enough in stock, the number will repeat what was place in the quantity ordered field, if there is not enough the system will enter the amount that is "available" to sell.
- Bkor: Quantity that is backordered for the item
- Price: The price for the item. If the customer has contract pricing, the contract price will appear. If the customer gets a specified price level, the price on the correct level will appear.
- Other: (1) Other addition or subtraction from the price - this is "per quantity" - example the quantity 20 was being shipped and $.25 was added in the "Other" field, that would multiply out to $5.00. with the $5.00 being added to the normal quantity times price. (2) If there is an "other cost" in the Item Master file (Task 17 in the Inventory module), that cost will appear. (3) If the item is a labor item the customer's price will show up under other. (4) Also may use TAB to change the tax status.
- Disc: A discount for this item.
- TOTAL: The total for this item - including quantity times price, the "other" and "discount" amounts.
Enter line item detail
__(18) Enter the complete item number and press RETURN. Below are other ways to find an item:
- To enter the item by description, press the TAB key. A window appears, with the cursor at the bottom of the screen at the prompt: Description_________________________. Enter all or part of the description. Use HOME for items that are in-stock only, or ENTER to see all items. (This can also be changed to allow the ENTER key to display in stock only and the HOME key to display all items.) Choose the correct item and enter a Y or 1 to bring the item onto the detail screen
- Enter part of the item number and the HOME key and a list with all items starting with that number will appear. Choose the correct item and enter a Y or 1 to bring the item onto the detail screen
- F7 to look for past orders for the customer
Towards the bottom of the screen (beneath the line) the following information appears:
- Description: The description of the item being entered.
- Price: The price of the item for the customer - could be 1 of 9 levels or contracting pricing. All 9 pricing levels can be shown on the screen. The decision to show all 9 prices on the screen is determined by a question in the ORDENT initialization parameter file. (O/E #32, #22, O/E - General; See DISPLAY'9'PRICES.)
- Seq. #:The "Picking Sequence" number. Comes from field 7 in the Warehouse Master file (Task 19)
- Units: The "Master Unit" number. Comes from field 6 in the Item Master File (Task 17)
- Onhand: The quantity of the item that is on-hand at that moment
- On/ord: The quantity of the item that is On Order (on "issued" PO's) from the vendor
- Aval: The quantity of the item that is available to sell to the customer. (On-hand minus committed minus backorders. This is determined by the ORDENT initialization parameter file (O/E #32, #22, O/E - General; see BKO'QTY'AVAL).
Type in an Y or 1 if this is the item that will be sold to the customer.
__(6) Enter the quantity of the item wanted, up to six digits. In brackets below the ordering line, the selling unit is displayed. This is the quantity unit being sold. Example: <each> or <case>
- The item can be sold in "sell by" or "Stock by" units. What the sell by and stock by units will be, are set up in the Inventory master file (Inventory module, Task 17; see lines 4 and 5.)
- By pressing the TAB key, the system will toggle between the "sell by" and "stock by" units. Note that this only affects the current line item you are entering.
- If a switch is made from sell by to stock by, then the pricing displayed will also be changed to reflect the unit on which the pricing is based.
- The quantity may be entered in whole numbers or with decimal places (depending on how the item is set up in the Item Master file.) This way you can enter a decimal portion of an hour for labor charges, etc.
- NOTE: At the bottom of the screen there could be the message, "F1 (warehouse inquiry)". If there is more than one warehouse, by pressing the F1 key the system displays the quantities in the other warehouses. The "W" flag must be included at the top of your "Program code inclusion table" (Software Maintenance module, System Management - Task 32, Sub-task 2) for alternate warehouse quantities to appear.
__(6) Quantity Shipped. The "Aval" at the bottom of the screen indicates how many of this item can be shipped to this customer. The available amount represents the quantity in stock, less the committed and backorders to customers. The backorders can be included or excluded from this amount, depending on a parameter setting, see BKO'QTY'AVAL in the "O/E -General" parameter file (O/E module. Task 32, Sub-task 22, Option 1).
If there is enough "Aval" to ship the customer the total quantity ordered, the total amount will be entered automatically in the Ship column, a zero will be entered automatically in the Bkor (backorder) column, and the cursor may skip to the next field (price). If there is a price set up for this item in the item master file, then the cursor will automatically skip over the price, other, and discount columns digits. If there is a need to change any of the preceding fields, including any that may have been skipped over previously, press the Left Arrow key until you come to the desired field. Each time the Left Arrow key is pressed, the cursor will move back one field at a time.
Next, the cursor will go down to the bottom of the screen, by the prompt, "Modify last item? (Y/N):
- At this point, if an item memo notes needs to be added, press the TAB key. The item memo box will appear. The memo has 10 lines with up to 78 characters per line. When the memo is finished, press the ESC key and the system will return to the order entry screen at the Modify last item? (Y/N): prompt.
- If YES is answered to modify last item, the cursor will go back to the line item just entered, with the cursor at the item # field. Press the ENTER key to advance field by field, the values previously entered in each field will reappear at each field. Changes can be made, or press ENTER to leave it unchanged.
__(6) Quantity that is backordered for the customer. See preceding discussion, plus there is a whole lot more that pertains to the Bkor field. Please see the discussion below>
- There is an Item Want List Master file in the P/O module. This item want list lets the purchasing people know what needs to be ordered from suppliers to fill orders for customers. When an action is taken on an order, the backordered items may then be added to the want list master automatically. The item want list keeps track of the order #, customer #, order date, promise date, quantity, and whether it is a rush order.
- NOTE: In the O/E - General parameter file (O/E Module, Task 32, Sub-task 22, Option 1) there is a variable named ADD'IWL'FLAG. This variable serves as a flag that determines whether backordered items should be added to the want list. There are four possible answers:
- Y (Yes, add items to Item Want List (IWL) if the quantity backordered on the order cannot be filled by the quantity available),
- N (No, not using IWL file at all, so never add anything to it),
- A (Always add all backordered items to IWL regardless of whether there is enough quantity on hand to fill the order),
- C (Conditionally, ask if this is a special order if an item is backordered despite there being sufficient quantity on hand to fill the order).
After an action is selected on the collection screen and the system has gone past the collection screen and memo notes, a special display of each line item that has a backordered amount will appear, along with a prompt that asks: "Should this item be SPECIAL ORDERED for this customer (Y/N):"
- The special display and selection prompt described above will not appear unless the Net Qty (net quantity) is under the on or off season minimum quantity (whichever applies). Subtracting the committed and the customer backordered amount from the Qty On Hand, then adding the on-order amount determine the Net Qty.
- If the Net Qty IS NOT under the minimum, then the program assumes there is enough already on order to fill this backorder, so it will not be placed on the want list.
- If the Net Quantity IS under the minimum, then a display with the following information for each item appears: Item #, warehouse #, Qty on hand, committed, customer BKO, and the on order. You will also be told the backorder quantity for this line item. Then a prompt asks "Should this item be SPECIAL ORDERED for this customer? (Y/N). If Yes is answered, the item will be put on the want list.
Once the item is on the want list, a message will appear under the line item that indicates what has been done with it on the want list.
- When the item is first on the want list, but no decision has been made on which vendor the item is going to be bought from, the message under the item will say, "WL<No action>". This means that the item is on the want list, but nothing has been done with it.
- After a vendor is selected, the message under the line item will say "WL<Vendor selected>".
- When the purchasing department enters the item on the P.O. and the cursor is at Quantity, they can press the TAB key to remove the item from the want list. Then on the P.O. a message will appear under the item that says, "WL<not found>".
- When the item is on a P.O. but the P.O. has not been issued, a message the item has been assigned, and the P.O. number and date. Example: "WL<Assigned> 001489 (PO#) 11/14/99
- When the P.O. is issued, the following message appears : "WL<Ordered>001489 11/17/99".
- When the item has been received and committed, the following message appears: "WL<Received>001489 11/28/99".
- If the item was backordered by the vendor, the message will state: "WL<Backordered>001489 11/28/99".
- If the P.O. was received but 0 were received and 0 were backordered, then the item can be cancelled off of the P.O., the message will then state: "WL<Cancelled>Unavailable 11/28/99".
- If a customer orders something and a zero is entered in the quantity Ship and a zero in the quantity Bkor, a message will ask, "Lost sale, Quote or None(L/Q/N)?_".
- If L for lost sale is chosen, the system prompts: "Please enter reason for lost sale:" A table will appear on the screen, select an option from the table. (No stock, high price, no reason.)
o This table is maintained and may be modified in O/E Module, System Management (Task 32): Modify Application tables (Sub-task 17): Lost Sale Types.
o There is a variable flag in the O/E - General parameter file, LST'AUD'REA, [found in O/E module, System Management (Task 32), Modify Parameter Files (Sub-task 22), O/E General (Option 1)] that determines whether lost sales data will be posted to the Lost Sales file (O/E Task #23). Anything other than leaving a blank after the parameter will be taken as equivalent to Yes. The lost sales file enables you to review quickly how many and why sales are being lost, to help detect any pattern or common factor that you might be able to do something about, to reduce or prevent lost sales in the future.
2. If Q for quote is chosen then <quote> will be put under the item on the screen. This is used if this is an order for a customer which includes one or more items for which they merely want a quote. You might not want to open a whole new order just to give a quote for one or two items.
o A quoted item will print on the document.
o When the invoice is transferred to the Invoiced Order Holding File Task 2 in O/E), then the quoted item will be deleted automatically.
o The quoted items are not included in the committed or customer backordered.
3. If N for None is chosen, then the item will be deleted from the order.
When the cursor is at the "Bkor" field the message "Use TAB key to change RUSH status" will be at the bottom of the screen.
- If a customer does not want to wait the regular length of time it takes to get the backordered items, then a "RUSH" status can be placed on the item.
- The word "<RUSH>" will appear under the line item on the screen.
- A percent increase in price can be added to a "RUSH" item. The percent is determined in the O/E - General Parameter file (O/E #32, #22, #1), by the variable, DFLT'RUSH'PCT. If the parameter =10, then the price increase will be ten percent.
- These rush items go on a separate list on the want list. Then every day someone can go into the P/O module and order the items on the rush list. Maybe for the items on the rush list they would not wait to fill the vendor minimums.
___(6) This will be the price that the customer is set up to get, based on the price levels in the Item Master (I/C Task 17). Items in the Item master may have up to nine price levels.
- If the prices are already set up for the customers, then the cursor will not even stop at the price column.
- If a change needs to be made on any of the pricing that has been set up already, this can be done by advancing until the cursor is at the bottom of the screen, to the "Modify last item?prompt. Type Y or 1 and press ENTER. The cursor will go back up to the line item, go over to the price column and change the price.
- If the prices are NOT already set up, then the cursor WILL stop at the price column, and a price must be typed in.
- If the customer has special contract pricing set up, the contract price will automatically come up. It will say "contract price" at the bottom of the screen.
- There are quantity discount tables that can be set up in the Inventory Control module. If a quantity discount table applies to this item, the table will display at the bottom of the screen. This can be used to suggest to the customer the quantity needed to receive a discount. When you type in the quantity, the computer will automatically give the appropriate discount.
- Group discounts tables can also be used. The table allows a group of items on an invoice to get a discount. The items can be grouped by the report class.
NOTE: When the cursor is at price, the message at the bottom of the screen read: "Use TAB key to change tax status".
- Each line item is set up with a tax status in the Item Master file.
By pressing the TAB key the tax status table will appear on the screen and the cursor will go to the end of the line "TX:_". If a tax status change is made for this line item, it is only for this order. The possible Tax Status choices are listed below:
Tax status table:
I: Ind Proc
__(6) If the Item Master file has an "other" amount, it will be passed on to the customer. Some customers use this for federal excise tax.
- The price for any labor item automatically shows up under "other".
- The may change the tax status on this column also.
__(5) This is the discount given to the customer on this line item. Type in the percent as a whole number times 100 (for 5% type in 500) and the amount will be calculated automatically.
- NOTE: If the item is "Net Priced", a discount can not be entered.
- No discount allowed labor items either.
__(6) This is the extended total of this line. Backordered items are not included in the extended total.
- Above all the line items and above the word "TOTAL" is a $ total. This is the total of the whole order, if everything was shipped. This total does not include discounts.
When each line is finished, the cursor goes down to the bottom of the screen to the prompt that says, "Modify last item? Y/N. Press the TAB key if you want to enter a memo note for the line item."
- If Yes is answered to Modify Last Item?, the cursor goes back up to the line just entered and changes may be made to any column.
- The computer will default to No at Modify Last Item? Press the ENTEP and the cursor will go to the next line item.
- Press the TAB key to enter memo notes. Up to 10 lines can be entered in the memo area. This will print on the invoice under the line.
If there are memo notes in the Item Master file for this item, they will be in this memo area. Changes can be made to the memo notes already there, or they can be deleted. This will not affect the memo in the item master file.
For items that are not normally carried in-stock. Some companies use one special item prefix for all the non-stock items. For instance, if all non-stock items had the prefix 800, then an Activity Summary Report can be printed for all items that start with 800.
See the document Non-Stock Items for a description of the window that pops up when a non-stock item number is entered.
Set the document Trade-ins for handling trade-ins.
At the very bottom of the screen, in a contrasting color, the system prompts "Use F1-F6 for Memo Notes" and "F7 Done-by's". If there is a "note" that is to be added to the item (for example: item 1, the note needs to state: Processed on Monday, excess material to be returned to customer.), press the F key that corresponds to the line item. For line 1, use F1. For line 5, use F5. If there was a "done-by" on the order, it can be accessed through F7 key.
After finishing with the Line item screen, the system moves to the collection screen. The top left part of the screen displays the following information:
Taxable amt: the total of all the taxable items shipped is displayed.
Trade amt: the total of all items used for trade-in are displayed and subtracted from the order.
Non-tax amt: the total of all the non-taxable items (labor, wholesale items) are displayed.
Sub total: displays the net amount of the taxable amount, the non-taxable amount, less the trade amount.
The top right part of the screen displays the following information:
BACKORDERS (the backorder information only appears IF there is a backordered item on the order)
B/O amt: displays the total amount of all the items on backorder.
B/O tax: displays the amount of tax on backorders.
Sub Total: the total amount of the backorder and the backordered tax amount are displayed.
Total Order: the total amount of the entire order. This amount includes the taxable amount, trade amount, non-taxable amount, discounts, freight, handling, taxes, backordered amount and backordered taxes.
Beneath this information, there are three columns: ADDITIONALS, PAY METHOD & ACTION. Each column and fields are explained.
enter the percent of discount from the total order. Example: Total order is $100.00, disc 2.00 %, Current owed $98.00.
- "Distribute discount to line items? (Y/N)" displays after entering the percent of discount.
- Enter Y and the discount is calculated for each line item. The discount will print on the invoice separately for each line item.
- Enter N and the discount will print with the totals on the invoice.
- The general ledger number will be displayed automatically in line #4. This is set by a parameter in the O/E Initialization parameter file. See O/E, Task 32, Sub-task 22, Option 1 -O/E - General, and the parameter called: DFLT'ORD'DISC'ACT.
enter a flat dollar amount to subtract from the total order amount. The option of distributing the discount to the line items is the same as above. The GL # will automatically be displayed in Line 4.
Enter the amount of freight to charge for shipping to the customer. If shipping U.P.S. and the U.P.S. manifest programs is used, the computer could automatically calculate and enter the freight amount. The amount will be distributed to the G/L account # in the A/R Automatic Interface.
Enter any additional charges for handling. This is added to the freight amount on all O/E reports once it is posted to A/R.
The computer will calculate the state sales tax amount and enter it here.
- There is a table in O/E, System Management Functions (Task 32), Modify Application Tables (Sub-task 17), that is called "Sales tax rates". All the states that sale tax will be collected for, have to entered into this table.
- If the customer's state is in the table and if the customer is a Taxable customer, then state sales tax will be calculate be calculated on only the taxable items.
- The tax amount can be changed. Enter the F1 key to force the tax for a non-taxable customer. Enter the TAB for no tax. When overriding the tax to zero, or forcing tax for a normally non-taxable customer, this message appears at the bottom of the screen: "Please enter reason for state tax exemption". The state tax code table will be displayed on the screen.
- If overriding the default tax, also change the tax status for this invoice. Doing so will not change the default tax status that has been set up in the A/R Customer Master file for this customer.
- Trade-ins may or may not be included in the tax amount. This is determined by a parameter. See O/E, Task 32, Sub-task 22, Option 1 O/E - General, parameter name: TRADE'TAX'FLAG.
This is for city, county, or parish sales tax. The computer will calculate this tax.
- The tax zones must already be set up in the A/R module, Tax zones - Task 23. Below are the fields in the Tax Zone setup.
01. Zone # : user-defined up to 5 numbers, can be any number except 11111
02. Division # : which division this tax zone applies to,
03. Search key : This is used for TAB search of tax zones.
04. Description : Used for display and printout of tax zone information on reports.
05. G/L account : This will be distributed to this # on the A/R to G/L interface.
06. Tax rate : Enter WITH decimal point as needed (i.e. 2 for 2%, 5.5 for 5 and 1/2%)
07. Tax basis : Tax should be applied to T(axable), N(on-taxable) or B(oth taxable and non-taxable) items.
08. Tax frt/hnd : Should rate be applied to:
- In A/R the customer master file, three different tax zones can be entered for each customer. When the customer places an order, each tax zone will be calculated, and the amount put into the Tax zone field.
- A tax zone can be changed in O/E. In the "collection screen", go to #7 Zone tax: a window will appear on the screen. This window will display the three tax zones, and you will be able to change them.
The amount of deposit is a percent of the backordered amount.
- The percentage amount is controlled by a parameter. See O/E, Task 32, Sub-task 22, Option 1 -O/E - General, parameter named: DFLT'DP'PCT. If the flag is set to 200, that means the percentage required for down payment is 20%.
- The amount can be changed. "TAB to recalculate deposit required" is displayed at the bottom of the screen. Enter TAB if the percentage amount was just changed. Any amount can be overridden. There has to be a backordered amount on the order to be able to use deposit required.
Current Owed: This amount is displayed for: total taxable amount, trade amount, non-taxable amount, discounts, taxes, freight, handling and any required deposit on backorders. This is NOT the total of the order (the total order includes the total backordered amount). This field will be the amount collected from the customer.
The selections for pay method are:
14. Crd card
There is a flag in the O/E - General parameter file that determines whether to allow customers to charge deposits. (See O/E, Task 32, Sub-task 22, Option 1, O/E General - "RET'CHG'FLAG".)
- If the flag is set to "Y", and if the individual customer is allowed to charge, then input into this field will be allowed.
- Otherwise, the cursor will be allowed to go to line 10, however, a message will appear at the bottom of the screen: "RETAIL CUSTOMER charge not allowed....PRESS CR TO CONTINUE". When CR (Enter) is pressed the cursor will go to line 11 - Cash.
- If the order is a normal order for a Charge customer, and the ACTION (see below for description of ACTION column choices) picked by the OE operator is: 22 - Invoice, 27 - Accounting or 28 - Deposit the system will automatically go to #10 - Charge field (RET'CHG'FLAG must be Yes for Deposits)
- Use TAB to enter "remaining balance" (which is all "additionals" minus the "deposit")
If the customer is going to pay with cash, check, credit card or some other form of payment, enter the amount in the appropriate field (use TAB to accept the "remaining balance")
- Ck #: If payment is made by check, enter the check number.
- Bill-to $: If the customer who places the order has another customer who will pay for the invoice (the customer who will have the invoice sent to them must have a "Customer Type" of "bill-to" on the Customer Master record - field #12), enter the amount the "bill-to" customer will pay (TAB to accept the remaining balance). The system will then prompt for the Bill-to #in field 17 - enter the customer number who will be getting and paying the invoice.
Collected: The total amount of the PAY METHOD column.
There are two groups of actions.
The wholesale (allowed to "charge" an order) customers have these actions: No Action; Cancel; Invoice; Lost sale; Shop; Warehouse; Shipping; Accounting; Deposit; Refund D/P
The customers that are strictly retail (cash customers - walk-ins) have these actions: No Action; Cancel; Print; Invoice; Lay-away; Refund D/P; Lost Sale; Pick ticket
the order will remain as an edit copy status in the open order file, the order can be added to or any other modification.
- This action is automatically selected.
- No invoicing or printing is performed.
- The shipped items on this order will be added to the committed field in the Warehouse Master file.
- The backordered items on this order will be added to the backordered field in the Warehouse Master file.
Select this action if the entire order should be cancelled.
- The system prompts "Cancel This Order Y/N?".
- Common reasons for canceling an order include: customer changes their mind and wrong customer number is entered on the order.
- The items will be subtracted from the committed or the backordered fields in the Warehouse Master file.
- A password may be required to cancel any orders. The password is controlled by a parameter flag in O/E., Task 32, Sub-task 22, Option 1 O/E - General, parameter name DFLT'PASS.
- The order is deleted from the system. The order # is gone.
Select this action to print an invoice. The invoice number is generated.
- The invoice number is printed on the invoice form and inserted on the Order Header screen (the first screen) under the invoice date. The invoice date defaults to the day the order was actually invoiced.
- The invoice number cannot be changed. The date can be changed.
- The line items on the invoice CANNOT be changed until the order is moved to the Invoiced Order Holding file (Task 2) - NOTE: yes, line items can be changed, however, extreme caution should be used. The Pay Method must also be changed.
- Once an order is invoiced, nothing on it can be added to, changed or deleted in Order Entry and Editing (Task 1).
- Once the order is invoiced, the items on it are taken out of committed, and subtracted from the on hand quantity in the Warehouse Master file.
- Once the order is invoiced, the items on it are taken out of committed, and subtracted from the on hand quantity in the Warehouse Master file.
- All invoices printed will be moved to Invoiced Order Holding file (Task 2), during the backup process at night. (If the invoices need to be moved during the day, use Move Invoiced Orders (Task 25). Note: All other users must be out of Order Entry while invoiced orders are being moved.)
Only the following actions will be listed for an order that was already invoiced:
- No action: will hold the invoice in the file.
- Re-invoice: will reprint the invoice.
- Void-inv: will cancel the invoice and put all the items back into the "on hand" in the Warehouse Master. It will add the quantities into the "on hand" in the Warehouse Master. It will subtract the amounts from the MTD Qty sold, MTD Sales $, and MTD cost in the Warehouse Master. The cancelled invoice will have all zero amounts and the items will be gone. The invoice # stays intact with a Void status.
Select this action when a customer wants to cancel the order. This means the sale was lost.
- A selection of reasons is displayed with a list of reasons there were set up in a table (see O/E, Task 32, Sub-task 17, "Lost sales types"). Enter the number of the appropriate reason.
- Reasons for lost sale:
1: No stock
2: High price
3: No reason
4: ?Check stock
- The order will be deleted from Order Entry.
- Each item on the order will be added to Lost Sales Maintenance file (Task 23). The information about the order is stored for reporting and lost sales analysis. There is a parameter that controls whether the lost sales information should be collected. (See O/E, Task 32, Sub-task 22, Option 1 "O/E - General", parameter: LST'AUD'REA. If flag is non-blank, then reasons for lost sales will be posted to Lost Sales.)
Select this action to print a WORKORDER. All items ordered will print.
- If Bill-of-Materials is used, explosion for each item can be programmed to print. Workorders are normally printed in the area where the shop could produce these items.
- Prices are not printed on a workorder.
- The order will not be moved to the Finished order holding file until it has been invoiced.
Once the action of SHOP is picked, the following actions will display on that order:
- No action: will hold the order.
- Cancel: will delete the order.
- Invoice: changes workorder to invoice.
- Lost sale: see above for explanation.
- Reprint W/O: reprint workorder.
- Warehouse: see below for explanation.
- Shipping: see below for explanation.
- Accounting: see below for explanation.
Select this action to print a PICKING TICKET.
- Items can be printed in picking sequence order or item number order. The Picking Ticket is normally printed in the warehouse.
- After the items are "pulled", the quantities marked on the Picking Ticket & the order is updated to reflect the quantities shipped and backordered, then the ACTION of Shipping or Invoice can be selected.
- Prices don't print on a picking ticket.
- This order will not be moved to the Finished order holding file until it has been invoiced and printed
When changing the warehouse order the actions are changed to the following:
- No action: will hold the order
- Cancel: will delete the order.
- Invoice: see above for an explanation.
- Lost sale: see above for an explanation.
- Reprint P/T: reprint picking ticket.
- Shipping: see below for an explanation
- Accounting: see below for an explanation.
Select this action to print a shipper.
- Pricing information can be shown on the document. "Show price info (Y/N)?" displays. Enter Y to show pricing information. Be careful using this. A customer may walk out with a shipper, thinking it is an invoice. We suggest that the comment "THIS IS NOT AN INVOICE" print on the document.
- This order will not be moved to the Finished order holding file until it has been invoiced.
When changing the shipper, the following actions will be listed:
- No action: will hold the order.
- Cancel: will delete the order.
- Invoice: see above for an explanation.
- Reprint S/D: reprint the shipping document.
- Accounting: see below for an explanation.
This action is the same as invoicing, except that it will not print an invoice instantly. The invoices remain in the file to be batch printed later or use the "re-print invoice"action on the order.
- The action "accounting" is often used because the printer is shared with other employees.
- Another situation used for the action "accounting" is for orders (from wholesale/charge customers) that are calling or faxed in that don't need an immediate invoice. This way all of the wholesale invoices can be printed at the same time, at a later time.
To batch print invoices, Order Entry & Editing (Task 1), Print Open Order Documents (Sub-task 4). The options are: 1. Order Documents; 2. Warehouse address labels; 3. Warehouse item labels; 4. Route itinerary; 5. Route load sheet; 6. Route bulk load sheet
- Select option #1. Order Documents to batch print the accounting documents.
The printer screen appears to select which printer will be used to print the invoices. The next screen has the following information:
- Please enter - starting department #: - ending department #:
- 1. Sales
- 2. Sales
- 3. Shop
- 4. Warehouse
- 5. Shipping
- Select the department #6. Accounting for starting and ending.
- The system then prompts for additional information, answer the prompts accordingly. Then the following prompt appears: Reprint previously printed documents?
- If some of the "ACCOUNTING" invoices have already been printed, they can be reprinted or not.
- The system then prompts "Number of documents:__" which will be printed.
- AFTER the "Accounting" invoices are printed, they will be moved automatically to the Holding File (Task 2)during backup. Invoices may be moved to the Holding File manually, use Move Invoiced Orders (1->2) - Task 25.
- Another way to print an invoice is to pick the action "re-invoice" on the collection screen
NOTE: Remember an "Accounting" invoice is the same as the action "Invoice", except that an "Accounting" invoice does not instantly print, and it will not be moved to the Invoiced Order Holding File (Task 2) until it has been printed.
If Deposit was selected for the action, then whatever is typed in the cash, check, or credit card fields, is the deposit. For example, if the total of the order were $100.00 and the customer gives $10.00 cash as a deposit, then type in $10.00 next to cash. The $10.00 is recognized by the system as the deposit.
After a "Deposit" is taken, the amount of the deposit is displayed under the "Sub Total:" on the order. It is labeled "Previous deposit: 10.00-". The previous deposit is subtracted from the Current Owed.
A deposit document will be printed immediately, as soon as the collection screen is finished.
No invoice number is generated. The deposit is tracked by the order number.
Any orders that have previous deposits on them can not be cancelled. In order to cancel/finish the order, either invoice the order or refund the deposit - use field 28 Refund D/P.
Under the Open Order Reports (Task 9), print an order deposit list by order number or salesman number (Sub-tasks 10 & 11). It is very important to balance the total with the open deposits in A/R.
There is a task in System Management of O/E (Reset Open Order dep/cust/totals) that allows a change to open deposits. Be VERY CAREFUL when using this. The task in System Management that changes the O/E deposits, does nothing to A/R. It also does not print anything. There is no record of ever going in and changing the deposit.
Example of how problems could arise when using this option:
- A person comes in and pays a deposit on an order that totals $200.00, and the customer put a $100.00 deposit on it.
- The computer operator keys in a deposit of $10.00 by mistake.
- The mistake is not caught until 2 weeks later, when the customer comes in and checks on the balance of his order and the computer says it is $190.00. (When the deposit was originally taken, the cash drawer should have been over by $90.00.)
- When the deposit was posted from the Invoiced Order Holding file (Sub-task 4 under Task 2 in O/E) to A/R, a payment of $10.00 would have been posted to the A/R account. If it was the only thing on the customer's A/R account, then it would have a balance of -$10.00.
- Now the computer operator goes into System Management, to the task that changes open order deposits, and changes the deposit from $10.00 to $100.00. The order has the correct balance of $100.00 on it.
- The customer then pays the remaining balance and takes the merchandise with him. The computer operator ships the items (if necessary), invoices the order, and collects the remaining $100.00.
- What is moved over to the Invoiced Order Holding file and posted to A/R is an invoice for $200.00 and a payment for $100.00.
- In A/R the customer record shows the original deposit for $10.00, an invoice for $200.00 and the final payment for $100.00. The A/R account has a balance of $90.00.
- If there are a lot of deposits taken by your company, this could become a nightmare to track.
THE CORRECT WAY TO CORRECT A MIS-ENTERED DEPOSIT AMOUNT, instead of changing the deposit in system management, would be to enter another deposit for the difference of $90.00 when the mistake was discovered. This will keep everything in balance, while maintaining a clear accounting trail.
- When the first deposit of $10.00 was posted to A/R the drawer should have been over by $90.00. By correcting the mistake using the method just described, you are saying that the customer is paying $90.00 today, when actually he is not. The cash drawer should be short $90.00. But the earlier overage and present shortage will cancel each other out.
When a deposit is taken in O/E, the computer will print a document showing the amount collected. If the customer comes in another time to make another deposit, bring the order up and make the additional deposit. The computer will print another deposit document.
- There should be a payment in A/R for each of the deposit. The payments in A/R will have the order # on them.
Select this action to refund a deposit. This selection can only be used when a previous deposit is displayed on the order.
- If an order with a previous deposit on it is to be cancelled, either invoice it or refund the deposit. The program will not allow an order to be cancelled with a previous deposit on it.
- Refund the TOTAL amount of the deposit.
When the cursor is at "Action or Change#?", and the action "Refund D/P" is selected, a message will then appear at the bottom of the screen, "Amount of refund will be $10.00 CR TO CONTINUE". The $ amount is the previous deposit.
- When the ENTER (CR) key is pressed, the cursor will go back to "Action or Change#?".
- The amount of the refund is automatically put under "Pay method" next to "Cash".
- A "Refund" document is generated. The items that were on this order do not print on the document.
- The items, prior to the refund of the deposit, would be included in either the backordered or committed fields in the Warehouse Master. When the deposit is refunded, it subtracts the quantities from the appropriate fields.
If the operator goes back into the order where a refund was given:
The ACTIONS available will be:
- No action - nothing happens
- Re-print - just reprints the refund document.
- The system changes the sale type on the header screen (first screen) to a 3 credit memo.
- The amount of the refund appears next to cash. If someone tried to change the cash amount or anything on this screen, this message appears: "No changes allowed ... CR TO CONTINUE".
- The ACTIONS available will be:
- The refund will move to the Invoiced Order Holding file. The amount of the refund will be subtracted from the cash amount on the invoiced order edit list and posting list.
- This is how the system reacts when a deposit refund is given in A/R.
(1) Sales Entry & Editing (Task 1 in OE module) will show a debit memo for a zero amount. The document # of the debit memo is computer generated and comes from an automatic counter. Usually this document # starts with a 5. The debit memo will have the order # on it.
(2) In Cash/Receipts Entry & Editing (Task 2 in AR module) there will be a negative cash transaction. This transaction will automatically be applied to the zero debit memo in Sales Entry & Editing. The cash transaction will have the order # on it.
(3) After both Sales Entry & Editing and Cash/Receipts entry & Editing are posted to A/R, the customer's account will look like this, assuming that the deposit is $10.00 on order 1234:
Original Deposit: 11-10-99(Date), #2000001(Document #), -10.00(Amount), 0 (Apply to #) 1234 (Order #)
Debit Memo: 12-01-99(Date), #5000001(Doc #), 0.00(Amount), 5000001(Apply to#), 1234 (Order #)
Refund: 12-01-99(Date), 2000075(Doc #), $10.00 (Amount), 5000001(Apply to #), 1234 (Order #)
The customers account balance is zero.
However, the person in charge of the A/R module will have to run Change Adv Collect to Payments (Task 6 in the AR module). One of the system prompts asks if step 2 should be skipped, answer No. This will scan the A/R open items looking for unapplied payments. When it finds one (like the above deposit) it then looks for an invoice or debit memo with the same order #. When it finds the debit memo it will apply the deposit to the debit memo.
The next time the program Clear Paid Invoices from A/R Open Items (in AR module, Task 32, Sub-task 4)these three transactions will clear away.
O/E - General parameter file (Task 32, Sub-task 22, O/E General Option 1) has the following parameters:
RET'CHG'FLAG=Y or N ;Allow retail sales to charge?
- A RETAIL sale in this case means any customer # between 99990 and 99999. If NO is answered to this question in the initialization file the cursor will automatically skip the first pay method, "Charge:". It will go directly to the second pay method, "Cash:"
COD'CHG'FLAG=Y or N ;Allow COD to charge?
- If set to Yes, then the Customer Master file will be checked to see what the credit limit is. If the credit limit is 0, (zero), and the flag is set to No, then no matter what the customer #, the cursor will automatically skip the first pay method, "Charge:", and go directly to the second pay method, "Cash:".
Much of the information on this screen defaults in automatically from the first screen and the third screen of the Customer Master file (Task 17, in the AR module). IF the customer has more than one ship-to address, these must be setup in:
Order Processing (Module 6)
Alternate Ship-to File (Task 19
- Enter New Ship Name Record (Sub-task 1)
- Alternate Ship-to File (Task 19
When multiple ship-to's are set up for a customer, upon beginning a new order a screen appears with all the ship-tos listed. The information from the ship-to that is selected will appear on this screen.
1. P.O./R.O.#______(20) The purchase order number that is given to the sales entry clerk by the customer. A customer can be setup so a Purchase Order number is required. The operator cannot leave the shipping screen until something in returned.
2.Ship/Dept#:_____(20). The customer department that the order was placed for - example: Accounting.
3.Shipto phone#:______(10). The telephone number for the ship-to address. Automatically pulls from ship-to information
4.Name:__________________(25). Ship-to name. Automatically pulls from ship-to information
5.Address 1:_______________(25) Ship-to address. Automatically pulls from ship-to information
6.Address 2:_______________(25) Ship-to second address - suite #, box #, etc. Automatically pulls from ship-to information
7.City________________(15) City of ship-to. Automatically pulls from ship-to information
8.State:__(2) State of ship-to, Automatically pulls from ship-to information
9.Zip:__________(9) Zip code of ship-to, Automatically pulls from ship-to information
10.Country:___(3) Country of ship-to. Automatically pulls from ship-to information
11.Type Code:______(8) This field is related to the Customer Service module, the Owner Types.
12.Freight terms:_(1) Automatically pulls from ship-to information
13.Ship-via:_(1) Automatically pulls from ship-to information
14.Billing Terms:_(1) Automatically pulls from ship-to information
15.Weight:_______(8) Weight of the order - used to determine freight charges
16.Prom date:_____(6) Date that order is promised for delivery
17.Ship Date:______(6) Date that order will ship
18.# Payments_____( ) Number of payments that the order will be paid in. If terms are "Net 30", then one payment is due, if terms are "30, 60, 90" then the number of payments would be three. Prior to invoicing it could have a "00" in the field and any number can be entered into field #18, however once the screen is exited the field reverts back to what was in the field originally.
19. Due Date:______(6) Automatically fills in the due date, if terms are, for example "30, 60, 90" the first due date fills in.
20 - 25 Vary depending on system defaults.
At the very bottom of the screen, there may be multiple "F" keys to use.
F1 - Owner Inquiry: Machines that are owned by a customer. Set up through Customer Service module
F2 - Alternate Ship-to Inquiry: Change the ship-to for the order. Tab to scroll through the alternate ship-to names/numbers if the number is not known.