Program Description
This program (also called Order File Maintenance) can be found on the Order Entry Data Entry menu (OE-1-4) and the Tele-Sales Data Entry menu (TS-1-2). This program allows the user to edit or change an existing order. The user also has the ability to add or delete individual line items on an order. It is interfaced with the Accounts Receivable and Inventory modules.
Rev 15 Changes
There is a new global option in Global Record 2 to validate branch numbers in invoice entry, credit memo entry, order entry, order file maintenance, service invoicing, contract setup, contract changes and customer file maintenance. To be valid, branch numbers must match one of the ten branch numbers stored in Branch Global Record 5. Validation checks will occur at the branch number prompt in the invoice or order header and in the line items of the invoice or order if branch per line item is activated. The Global Option is in Billing Control Global Record 2, field 52. If this Global Option is set to Y for yes, a valid branch must be entered in at the branch prompts. If an N for no is entered in this Global Option, then branches that are not in Branch Global Record 5 can be entered at the branch prompts. If you are currently using more than 10 branches, you will need to set this Global Option to N for no since only ten branches are stored. All branches must still be between 1 and 255.
When the new global option is set to Y for yes and the branch does not match any of the branches in Branch Global Record 5, the message “Invalid Branch Number” will appear at the bottom of the screen. The original branch will be redisplayed, and user has the option to accept the original branch or enter a new branch. It is possible that the original branch is invalid, and therefore it must be changed before proceeding.
Example: Invalid Branch in Header in Order File Maintenance
A new Global option has been added to the Billing Control Record (Global Record 2). This is field number 53 (Display Ship-To/Bill-To Cust # During Alpha Search In Inv/Cash Posting (Y/N)). If this Global option is set to Y, a second line will display during Alpha Customer Name Search during Invoice Entry, Credit Memo Entry, Order Entry and Cash Posting that will display the Ship-To and Bill-To Customer Numbers. See Screen sample below:
Internal changes were made to the program to accommodate the new position of the Number Of Coupons field in the Coupon Header File (CINVHDRD). On Fixed Quantity Coupon Books, the Number Of Coupons field was enlarged from 4 digits to 6 digits. The position of the Coupon Quantity in the Order Line Item File was also moved to a new position and enlarged to accommodate a larger number. The program will also allow operator to enter up to 6 digits for number of coupons. There is one more additional check that has been added with Fixed Quantity coupons. Once the number of coupons field is entered, the program will check to see if the quantity entered times the cost and price on the individual items on the coupon book are going to be greater than the $200000.0000 limit of Business Basic. This is the limit on the largest number that can be stored in Business Basic files or calculated by Business Basic. This check will prevent the Extended Price and Extended Cost from being greater than that limit. If the number of coupons is too large, a message stating “The Qty Is Too Large When Calculating Extended Cost Or Price On The Coupon Line Items. Please Reduce The Quantity” will display on the screen and the operator will need to enter a lower quantity, and if necessary, split the coupon among multiple orders.
If the OEM Interface is activated, and the order is linked to a Ship-In Purchase Order, the Order File Maintenance Screen will display the message listed below in the screen sample. It is very important not to modify a ship-in custody order during the Ship-In Process. However, there are some instances where the operator may need to make manual corrections to the order. The program will ask the operator to enter a password. This password is given to the System Administrator when the OEM Interface is activated and can be distributed as he/she sees fit.
Rev 14 Changes
A new field was added to the Order Line Item File (OELID). This field is the Commission Cost Field. With Revision 14, dealerships can store a Commission Cost in the Special Price File (CONTPD). If the item being ordered is a special price item from the Special Price File (CONTPD), the Commission Cost from the Special Price File will be written into Order Line Item File. If the item being ordered is not in the Special Price File, or the Commission Cost in the Special Price File for that item is zero, the Commission Cost from the Item File (ITEM) will be written into the Order Line Item File. On predefined kit line items and coupon line items, the special pricing file is not used, so the Commission Cost from the Item File (ITEM) will be written into the Order Line Item File. When the order is released, the Commission Cost will then write into the Invoice Line Item File (INVLID) and the Sales Analysis File (SALID). End Of Day Processing will then write the Commission Cost into the Sales History File (SHHIST.DT) from the Sales Analysis File (SALID). The Commission Cost field is not used for any of the existing Commission Reports. However, you can use this field to write custom Commission Reports with Application Manager.
See also:
Rev 13 Changes
If there is a machine on custody and the machine’s serial number is changed or removed, the program now returns that serialized item to the warehouse specified in the order line rather than to warehouse one.
Prior to Revision 13, a profit margin message displayed on the screen during Invoice Entry, Credit Memo Entry, Order Entry, Order Release and Order File Maintenance when the profit margin was below 20%. This number can now be any number that is needed since it was added to field 40. % For Profit Margin In Invoicing (0=No Profit Msg Will Display) in Billing Control File Maintenance. If this number is 0, the profit margin check will not be performed.
Note: The profit margin will not be checked on kit items if the global percentage is set to 0, if the extended net price is less than 0, or the cost lockout is set to Y.
Profit margin is calculated in the following way: (Cost X 100 / (100 - Global Percentage)
For example: Cost = 12.25 Percentage = 15%
(12.25 X 100) / (100-15) = 14.4117
Since the original cost does not have a 3rd or 4th decimal position, the cost with profit margin is rounded to 14.41
Example 2:
Cost = 11.1234 Percentage = 15%
(11.1234 X 100) / (100-15) = 13.08635
Since there is a 3rd and 4th decimal position, the cost with profit margin is rounded to 13.0864
Field 38. Skip Disc % Field In Inv Entry And Order Entry (Y/N) has been added to Billing Control File Maintenance. If this field is set to Y, the Invoice Entry, Credit Memo Entry, Order Entry, and Order File Maintenance programs will skip over the discount percentage field during entry of the line items. If a discount is entered in the overrides of the invoice or order, or if the line has contract pricing or quantity breaks with a percentage discount, the discount will be taken. This cannot be overridden.
Field number 39. Skip Comm Penalty In Invoice Entry And Order Entry (Y/N) has been added to Billing Control File Maintenance. If this field is set to Y, the Invoice Entry, Credit Memo Entry, Order Entry, and Order File Maintenance programs will not ask for a commission penalty amount when the price is 0. The program will assume a $0 Commission Penalty amount.
The Sales Order Number field was enlarged from 6 characters to 8 characters in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, Service Invoicing and Contract Billing. This field is stored in the Invoice Header File (INVHDRD) and the Order Header File (OEHDRD).
The ability to have Cost Lockout Per Security User ID and the ability to have Partial Cost Lockout has been added. If Cost Lockout is set to Y, that means that the operators can not see the cost or change the cost in Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, Order Release, Service Invoicing, Machine Inquiry By Item Number, Detailed Machine Inquiry, Item Inquiry By Warehouse, Stock Status Inquiry, and the Summary Sales History Inquiry within the Stock Status Inquiry. If the Cost Lockout is set to N, the cost can be seen or changed in the above locations. This global field has been changed to Cost Lockout Y'es, N'o, P'artial. Partial implies that the cost can be seen in the above locations, but can not be changed. If the Security Module is activated, this can set per Security ID. This is done in Security Master File Maintenance. If this field is left blank in the Security ID or the Security module is not activated, the programs will look to the Cost Lockout global field set up as a default.
In Invoice Entry, Order Entry, Order Release, and Order File Maintenance, there was a problem if a negative each quantity was entered. The quantity changed to 65000. This has been corrected.
The Non-Chargeable Consumable File (NONCHG.DT) has been created. This file stores Product Classes and/or Item Numbers that should be non-chargeable by Service Plan. For example, a Service Plan of TI may imply that toner is included. TI should be added to the Non-Chargeable file with either the Toner Product Class(es) or the Toner Item Numbers. Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, and Service Invoicing have been changed to look at this file. In order for this enhancement to work, access the customer by serial number/machine ID and make sure that service plan linkage is activated. The service plan of the machine entered will be used in the line item portion to determine if the consumable is non-chargeable or chargeable. After an item is entered, the normal price will display on the screen. Once the quantity is entered, the program will check to see if the Service Plan/Item Number or Service Plan/Product Class of the item number are in the Non-Chargeable Consumable file. If so, a message stating Non-Chargeable Consumable- Service Plan = XX will be displayed and the price will default to 0. There is the option to override the price. If Shift 6 (^) is entered to go back to the quantity field, the price will go back to the normal price. If it is a non-chargeable consumable, the discount % will change to 0 and the quantity break and contract pricing checks will not be done. Also, the message stating Item Has No Unit Price-Please Enter will not be displayed. Items on predefined kits do not use this logic, but items on free-flowing kits use this logic.
Prior to Revision 13, if a predefined kit was changed and an item description was entered that is too long, a Divide By Zero stop at line 5752 displayed. This has been corrected.
A new global option has been added to Order Entry Control File Maintenance. This is field 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).
The following field was added in Order Entry Control File Maintenance: 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). If this global 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 global field is set to N, the program will not perform a check if a meter is not entered. Note: If meter readings are not entered 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 into the sales history record, therefore the check will be performed.
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 in which the customer purchased that item. It will then check the model association file (MAT.DT) to find the copy yield of that item on the machine. A warning displays if the copy yield (difference between meter reading entered and meter reading in sales history on last sale of item) is under the copy yield in the model association file. This program logic did not work if a meter reading was not entered. This has been corrected.
When doing the inquiry option, the screen will display the highest meter reading and date found in the serial file. This is only if field 12 in Order Entry Control File Maintenance is set to Y and enter meter reading was not activated, or a 0 meter reading was entered.)
In a future revision, this enhancement will be expanded upon so that it will take that highest meter reading in the serial file plus the number of copies estimated to be made from the date of that meter reading until the system date. It will do this by calculating a copies per day (average monthly volume in serial file divided by 30), and then multiplying the copies per day times number of days from the highest meter reading to the system date. This number is then added to the highest meter reading to come up with an estimated meter reading. This estimated meter reading will then be written into the sales analysis (SALID) and sales history file (SHHIST.DT).
An enhancement was added that allows the option to do a sales rep split that is not 50% / 50%. This is for Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, and Service Invoicing.
Enter S at the sales rep field, and sales rep 1, sales rep 1 percentage, and sales rep 2 will be displayed at the bottom of the screen.
Enter a valid sales rep number 1.
At the percentage field, enter a percentage between 1 and 100. The default for the sales rep 1 percentage field will be 50 %. If 100 is entered, the program will assume no split is being done, and will not prompt for sales rep 2. If a number less than 100 is entered at the sales rep 1 percentage, a prompt for sales rep 2 will display. The percentage for sales rep 2 is not prompted. The programs will assume that the percentage will be 100 minus the sales rep 1 percentage. Sales rep 1 and sales rep 2 can not be the same number. If this is attempted, a message will be displayed and a prompt for sales rep 2 will display again.
Currently, this percentage split will only be used by the three commission reports on the Sales Reports Menu in Billing. The sales rep 1 percentage is a new field. It will be stored in the Invoice Header file (INVHDRD), Order Header File (OEHDRD), Invoice Line Item File (INVLID), Order Line Item File (OELID), Sales Analysis File (SALID), and Sales History File (SHHIST.DT).
Note: Contract Billing will not do a sales rep split. It will assume the sales rep 1 percentage is 100 and sales rep 2 is 0. Also, it is recommended that the sales rep with the larger percentage is placed in the sales rep 1 field. This is because many reports will still use the sales rep 1 field.
If sales rep 1 is changed, sales rep 1 percentage or sales rep 2 in the header of the order, and sales rep per line item is not activated. The sales rep numbers and percentage will be changed in all of the line items automatically.
A new global field has been added to Billing Control File Maintenance, which is field 42. Assign Default Branch From C'ustomer, Or S'ales Rep # 1. If this field is set to C, the program will work the same as prior to Revision 13. The branch will default to the branch in the Customer File (CUSTD). If this field is set to S for sales rep, the branch will default to the branch stored in the Sales Rep File (SLMD) instead of the Customer file (CUSTD). If the sales rep is overridden, the branch number default will change automatically. If a sales rep split is performed, the program will check the branch number for both sales reps. If they are different, a branch split will be performed with a branch 1 percentage of 50. This can then be overridden when the program reaches the branch prompt in the header of the invoice or order. If a sales rep split is performed and the branch for both sales reps are the same, the program will assume no branch split is taking place and will set branch 1 percentage to 100 and branch 2 to 0.
In the header of the order, the branch was split by entering S at the branch number. If the order originally had a branch split and it was changed to one branch, enter 100 at the branch 1 percentage. This indicates that there should no longer be a branch split and branch 2 will be set to 0. If branch per line item was not activated, and the branch numbers or percentage is changed, the program will change the branch numbers and percentage in the line items. After the branch is entered in the header of the order, and if the global field is set to P for branch per line item is per invoice /order, the program will prompt an override branch per line item. If the order was originally created with branch per line item activated, this prompt will default to Y and the option to press enter past it is allowed. It can not be changed to N for no. If the order was originally entered with branch per line item not activated, it can be change to Y for branch per line item.
In Invoice Entry, Credit Memo Entry, Order Entry, Order File Maintenance, and Service Invoicing, there is the option to do sales rep splits that are not a 50% /50% split. If sales rep per line item is activated, the program will default to the sales rep(s) and sales rep 1 percentage entered in the header of the invoice or order (see the screen sample below). There is the option to override them or return to accept the default. If the sales rep is split and a line item should not have a split, enter 100 at the sales rep 1 percentage. The program will then assume no split should be done on the line and sales rep 2 will default to 0.
If branch per line item was activated in the header, the branch numbers will be prompted after the sales rep numbers. The option to do branch splits was also added (see the sample below). If there is a branch split and it should not be on a line item, enter 100 at the branch 1 percentage and the program will assume that branch 2 should be 0 and no split will be done.
If sales rep per line item is activated on a predefined and free-flowing kit, the program will prompt if the sales rep should be overridden per line item. If Y is entered, the program will allow the sales rep to be entered per line item on the kit.
If branch per line item is activated on a predefined and free-flowing kit, the program will prompt if the branch should be overridden per line item. If Y is entered, the program will allow the branch to be entered per line item on the kit.
See sample below:
Program logic was added so that a Variable Quantity coupon book can not be redeemed through Order Entry. This type of coupon can only be redeemed through Service Invoicing. If a coupon is entered that is a Variable Quantity type, the following message will display: Coupon Is A Variable Qty Cpn Book. Must Be Redeemed Through Svc Invoicing, and a prompt for another coupon book number will appear. Internal program changes were made when redeeming Fixed Quantity coupon books in Order Entry to update the Coupon Header file (CINVHDRD) with the new field positions.
Also in coupon inquiries, the Number
Of Coupons Left will display with three decimal positions if the
coupon is a Variable Quantity
coupon.
Click on the book to learn more about the Coupon system.
If the Create Service Machine Tracking field is set to Y in Service Call Control File Maintenance, Order Entry will now create a machine tracking record when a serial number is put on custody to an order through Order Entry. This is available in Order Entry, Order File Maintenance, Order Void and Order Release. These machine tracking records write to the Service History File (DISP.DT) with a CU call type, and the Service Message File (SDMSG.DT). It will use the next call number available in Service Call Control File Maintenance. The problem code of the call is stored in a new global field Problem Code For Machine Tracking In Order Entry in Order Entry Control File Maintenance. Depending on if the program is placing the machine on custody or taking it off custody, the remarks of the call are either OE FM - CUSTODY ENTRY, or OE FM - CUSTODY DELETE. The customer name, address, start date, expiration date, location 1, location 2, and comment are all in the message lines of the machine tracking record. The order number is also listed.
Example of Custody Entry machine tracking record:
Example of Custody Delete machine tracking record:
If the machine being added to the order was previously on custody, a machine tracking record is created showing the custody delete, as well as a record to show the custody entry. The custody delete will show either the sales rep or customer number that the machine was on custody to previously, along with the start date, expiration dates, location 1, location 2 and comment. The remarks for this type of machine tracking record is OE FM - CUSTODY DELETE. Likewise, if the machine was previously on custody to a customer or sales rep before being put on the order, and the machine is now being deleted off the order, the operator is given the opportunity to put the machine back on custody to the original customer or sales rep. This will create a machine tracking record showing the custody entry to the original customer or sales rep, along with the custody delete from the order. See the sample below:
Sample with a machine being taken off of the order and being place back on custody to the original customer number:
All of the files in Order Entry are updated immediately, including the machine tracking record. If a serialized item line is changed, the machine is taken off custody and the the serial number must be entered a second time. If the same serial number is changed on a serialized item line, the machine tracking for the machine will show the original custody entry, the delete of the custody record, and then the second custody entry.
The option to change the ship to customer number was added. The order can not have any releases against it, and there can not be any coupons redeemed on the order. If the order has had releases against it, a message stating Release(s) Made From This Order - Ship To # May Not Be Changed is displayed. If the order has a coupon book released on it, a message stating This Order Has Coupon(s) Redeemed On It - Ship To # May Not Be Changed is displayed. In order to change the ship to customer number, the override number 15. Change Ship-To Customer Number needs to be changed. Then, enter a valid customer number at the Customer Number prompt in the top left corner of the screen. See sample below:
If the Service Plan Linkage is activated, a message stating Warning: The Service Plan Linkage Is Activated. Each Line Will Need To Have Its Service Plan Linkage Serial Number Changed To One Placed At New Customer will be displayed. When the order was entered, Service Plan Linkage required the entry of a serial number placed at the old customer site. If the ship-to customer number is changed, that serial number is no longer placed at the ship-to customer site. Therefore, it will need to be changed manually for each item on the order.
Once a valid customer number is entered, the program will change the ship to name and address fields to be those of the new customer number. The files are not updated until the Y is entered in the Header Data Correct prompt. This differs from changing the AR Customer Number, which does not update until the user ends out of the order. This is because when the ship-to customer number is changed, it may need to deal with changing custody of serial numbers on the order.
The program will then change the ship-to customer number, name and address in the Order Header File (OEHDRD) and it will change the ship-to customer number and name in the open order indices (CUSHDRX and OEXBILL). It will also update the ship-to customer number in the Order Line Item File (OELID) and change the ship-to customer number in the open order index (OEXCUST). The total amount of the order is subtracted from the Open Order Amount in the old customer's customer record (CUSTD) and it is added to the new customer's Open Order Amount.
If there are serial numbers on custody to the order, the machines will be removed from custody from the old customer number and placed back on custody to the new customer number. The Start Date, Expiration Date, Location 1, Location 2, and Comment fields will remain intact. If the Create Machine Tracking field is activated in Service Call Control File Maintenance, two machine tracking records will be created. One record will show the removing from custody from the old customer number with a remark of OE FM - CUSTODY DELETE. The other record will show the placing back on custody to the new customer number and a remark of OE FM - CUSTODY ENTRY.
This procedure will also set the Contract Pricing Y/N and Buying Group fields to the new customer number. Therefore, any items added to the order will be added using the pricing of the new customer number. However, the program will not go back to the existing line items and change the pricing to reflect the pricing of the new customer. Also, the tax code and sales rep number will not change to the new customer's tax codes and sales rep number.