Program Description
This program can be found on the Billing File Maintenance File Set Up Global File Maintenance menu (BI-3-1-18-1). At the Global File Maintenance menu, enter C to change, then enter 1. The Order Entry global files store groups of records that control or define the operating parameters of the Order Entry module. These records are generally defined at the time of installation and rarely changed after that point.
Rev 15 Changes
A new field has been added to the Order Entry Control File (Global Record 1).
Field 19: Add Tele-Sales Activity When Creating An Order Through Order Entry (Y/N)
This is a new feature available in Order Entry. If the Tele-Sales Module is activated, the Dealership has the option to have activity created in Tele-Sales automatically when an order is entered in Order Entry. This will happen if this field is set to Y for yes. If this field is set to N for no, the program will work like it did prior to Revision 15 and no activity will be created. Please see the detailed documentation in Order Entry for further information.
Rev 14 Changes
New fields have been added (14, 15, 16, 17, 18):
Fields:
14. Place Incoming Orders On Hold If AR Balance + Open Order Amount + Amount Of Order Is Greater Than AR Limit (Y’es, N’o, P’er)
If this field is set to Y for yes, after an order is entered in Order Entry, the program will check to see if the Bill-To Customer’s AR Balance plus the total of all open orders plus the amount of the order just entered is greater than the AR Limit. If it is, the order will be added, but it will have a hold status. The order will not print during Order Printing and Back Order Printing unless it is printed specifically. Also, an order on hold can not be release in Order Release. A credit person will need to clear the hold indicator from the order through a special file maintenance program once the credit is approved. Once the hold indicator is cleared, the order can be printed and the order can be released. If this Global field is set to P for per, the Order Entry program will give the operator an option of putting the order on hold status if the AR Balance plus open order amount and amount of order is greater than the AR Limit. If this Global field is set to N for no, the Order Entry program will not do this check.
15. Display Order Inquiry By Item H’ighest Order Number First, L’owest Order Number First, Or P’er Inquiry
If this field is set to H, the Order Inquiry By Item Number will sort the orders in order number order highest to lowest. If this Global field is set to L, the inquiry will display the orders in order number order lowest to highest. This is the sort used prior to loading Revision 14. If this Global field is set to P, the program will prompt the operator how to sort the inquiry each time an item is accessed.
16. Display Order Inq By Customer H’ighest Order Number First, L’owest Order Number First, Or P’er Inquiry
If this field is set to H, the Order Inquiry By Customer Number will sort the orders in order number order highest to lowest. If this Global field is set to L, the inquiry will display the orders in order number order lowest to highest. This is the sort used prior to loading Revision 14. If this Global field is set to P, the program will prompt the operator how to sort the inquiry each time a customer is accessed.
17. Print Meter Info In Order Entry If CN Meter Is Due (Y/N)
During Order Entry, if the order is linked to a machine that is on a contract, and the contract meter reading for that machine is either past due or is close to being past due, there is now an option to have the machine information and meter reading print on a report during Order Entry. Contract administrators or contract entry operators can then use the printout to enter a meter reading on the machine. If this Global option is set to N, Order Entry will not print out a report if a contract meter is due to be entered. See documentation in Order Entry to see how the program determines if a contract meter reading is past due, or close to being due.
18. Number Of Days Past System Date For Meter Info In Order Entry
If field number 17 Print Meter Info In Order Entry If CN Meter Is Due (Y/N) is set to Y for yes, this field should contain the number of days to use to determine if the meter is close to being due. If the meter reading is due within this number of days from the system date the order is being entered on, the meter is close to being due. You could also enter the number of days that you bill meter readings in advance. For example, if you bill your meter readings 21 days in advance, you may want to have 21 in this field.
Rev 13 Changes
New fields were added to this control file which are described below:
8. Create PO's In OE Using 1) Method 1, 2) Method 2, Or 3) Don't Create
This field is used during Order Entry. Method 1 will create a received purchase order for every line item on an order with a warehouse greater than one. This method requires that the vendor number for the purchase order equals the warehouse number. It will combine all items on an order with like warehouse numbers on a single purchase order, however different warehouse numbers will be created on separate purchase orders since the vendor number will be different. Method 2 will create a batch purchase order for any lines on an order in which the available either goes below 0 or goes below one (based on field 9 below). This method will create the purchase order to the primary vendor number. It will combine several orders on one batch purchase order. At the end of the day, the user can review the batch and generate a purchase order from the batch. Enter 3 at this global field to not have purchase orders created in Order Entry.
9. If Method 2, Create PO If Available Is Equal To 0 (Y/N)
If method 2 was chosen in field 8, this field will be used to determine if the item should have a purchase order created if the available equals 0, or if the available must be less than 0. Enter Y to have a purchase order created if available is less than or equal to 0. Enter N to have a purchase order created if available is less than 0. If method 2 is not being used, it does not matter if Y or N is entered in this field, since it is not used.
10. If Method 2, Use Non-Stock Indicator From I'tem File Only, Or B'oth Item And Item Warehouse File
If method 2 was chosen in field 8, the program will not create a purchase order for items that are non-stock items (Non-Stock = Y). This field determines which file should be looked at to see if the item is non-stock. Enter I if the program should only look in the Item (ITEM) file to see if the item is non-stock. Enter B to look in both the Item (ITEM) and Item warehouse (ITEMWHD) files to see if the item is non-stock. Besides being used for non-stock items, it is also used in conjunction with field 41. Allow Ordering Of Dead Stock Items (Y/N) in Purchase Order Control File Maintenance. If field 41 is set to N, then the program will either look in the Item (ITEM) file or both the Item and Item Warehouse (ITEMWHD) file to see if the non-stock indicator is set to D for dead stock.
11. If Method 2, Automatically Take Discounts (Y/N)
If method 2 was chosen in field 8, the Order Entry program will automatically take any vendor discounts that apply when the batch purchase order is created. The vendor discount percent is set up in the Vendor Item File (VITEM.DT) per vendor and per item number.
12. Check Model Assoc File For Being Under Copy Yield In OE Even If Enter Meter Reading Per Line Item Is Not Activated (Y/N)
In Order Entry and Order File Maintenance, if the order is linked to a serial number and a meter reading is entered, the program will look at Sales History (SHHIST.DT) to find the last time that the customer purchased that item. It will then check the Model Association Table file (MAT.DT) to find the copy yield of the item on that particular machine. Prior to Revision 13, a warning appeared if the copy yield (difference between meter reading entered and meter reading in sales history on last sale of item) was under the copy yield in the Model Association Table file. This logic did not work if a meter reading was not entered.
This new global option was added to perform this check even if a meter reading is not entered. If this field is set to Y, the order line item is linked to a machine with SP Linkage and a meter reading is not entered, the Order Entry and Order File Maintenance programs use the highest meter reading in the Serial File (SERIALD) and compare that meter to the meter reading at the time of last sale (SHHIST.DT). If this field is set to N, the program will not perform a check if a meter is not entered.
Important: If you never enter meter readings in Invoice Entry, Credit Memo Entry, or Order Entry, the last sales history record may have a 0 meter reading. In that case, the check will not occur. If the last sales history record happens to be from a service invoice, the meter reading at the time of the service call is written to the Sales History record, allowing the check to be done.
This enhancement will be expanded in a future revision so that it will take that highest meter reading in the Serial file (SERIALD) plus the number of copies estimated to be made from the date of that meter reading until the system date. This will be done by calculating a copies per day (average monthly volume in the Serial file divided by 30), then multiplying the copies per day times number of days from the highest meter reading to the system date. This number will then added to the highest meter reading to arrive at an estimated meter reading. This estimated meter reading will then be written into the Aales Analysis file (SALID) and Sales History file (SHHIST.DT).
13. Problem Code For Machine Tracking In Order Entry
This global option is only used if field 40. Create Service Calls For Machine Tracking (Y/N) in Service Call Control File Maintenance is set to Y for yes. Order Entry will now create machine tracking records when a machine is placed on custody to an order. This global option specifies what the problem code is for these machine tracking records.