Program Description
This program can be found on the Order Entry Data Entry menu (OE-1-1). The Order Entry program allows the user to create new orders by entry of line items. Orders are created for the shipping of supplies and other items. It is similar to the Invoice Entry program and the Credit Memo Entry program. This program 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 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 #2 in Line Item Split
The programs previously checked to see if a branch was between 1 and 255 but did not display a message if it was not in the range. A message that states Branch Number Must Be Between 1 And 255 has been added and will display when branch is not in the range. Original branch is redisplayed and cursor is placed for user to accept original branch or input a new branch.
Branch number is always checked to see if it is between 1 and 255 regardless of whether Global Record 2, field 52 is set to N for No or Y for Yes.
Example: Branch # 2 not between 1 and 255
The headings during the Coupon Inquiry during Invoice Entry, Credit Memo Entry, and Order Entry had the headings occasionally misaligned. This has been corrected. Also, there was a problem if the operator accessed an invoice, credit memo or order using Serial Number Access. If the machine had coupon books, the Coupon inquiry prompt would mention that the customer and the machine had coupon books. If the operator slashed out and then accessed a different customer number using customer access instead of Serial Number access, the coupon message would still mention that the machine had coupon books even though the operator had not entered a machine for the second customer. This has been corrected.
Internal changes were made to the program to accommodate the new position of the Number Of Coupons field in the Coupon Header File (CINVHDRD). The Number Of Coupons field on coupons with Fixed Quantity coupon types, 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.
A new enhancement has been added to Order Entry. It is the ability to have the creation of an order in Order Entry create a contact in Tele-Sales. There is a Global option in the Order Entry Global Record Number 1. Field number 19 is Add Tele-Sales Activity When Creating An Order Through Order Entry (Y/N). If this field is set to an N for no, nothing will change in Order Entry. If this field is set to Y for yes and the Dealership has Tele-Sales activated, the program will check to see if the customer number exists in the Tele-Sales Prospect File (TMPROS.DT). If it does, the program will create a Tele-Sales Activity for the Order and will update the Tele-Sales Prospect file with the Date Last Contact and Total Number Of Contacts.
The first comment on the Activity will say CREATED THROUGH ORDER ENTRY. The Items placed on the Order will be listed in the messages of the Tele-Sales Activity. The Unit Of Measure and Price of each item will also be displayed. If the item is on a kit, an * will display before the Item Number and Description. If the item is on a predefined kit that is on a freeflowing kit, an ** will display before the Item Number and Description. The Unit Of Measure and Price will not print on any kit line item. The Quantity is printed to the left of each item. See screen samples below.
Order Message Lines will not be copied to the Tele-Sales Activity Comments.
Order File Maintenance will NOT make any modifications to the Tele-Sales Activity comments.
If the customer is in the Tele-Sales Prospect file more than once, it will use the Prospect Number of the first Master Prospect that the program finds. If the customer is in the Tele-Sales Prospect file more than once and there is no Master Prospect, the program will use the first individual prospect that it finds.
Rev 14 Changes
When a customer (or machine) has coupon books, and the quantity left is 0, a message stating that the customer (or machine) has coupons but they are all redeemed is displayed. A change was made so that if the quantity left is negative, the operator will also get this message. Note: the quantity left should never be negative unless the coupon was modified through coupon file maintenance.
Adding, Changing, Deleting, and Inserting programs (OEDE001A, OEDE001B, OEDE001C, OEDE001E, OEDE001F, OEDE00J, OEDE001O, OEDE001R)
There was a stop that occurred occasionally when a serialized item was placed on a predefined kit and if the Machine Tracking Module was activated. This stop was Error In Index Files Or Index Parameters at line 4820 in program OEDE001Q. A change was required in the OEDE001A program to prevent this stop from occurring.
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, Dealerships can use this field to write custom Commission Reports with Application Manager.
A new global option was added to the Order Entry Control File (Global Record number 1). This field is number 17 Print Meter Info In Order Entry If CN Meter Is Due (Y/N)). This will work in conjunction with field number 18 Number Of Days Past Sys Date For Meter Info In Order Entry. If the order is linked to a machine using service plan linkage, and a meter reading is entered, this feature will print information about the machines meter readings if the meter has not been billed yet and is pastdue, or if the meter reading is due within so many days. If this Global field is set to Y for yes, order entry will perform some extra checks after the serial number has been entered for service plan linkage, and a meter reading has been entered. If the machine is on a contract, and if the metered Y/N field in the Serial File is set to Y, and the copy due date of the contract is not 0, the program will swap to a new program called SDDE004O. This new program will do checks on the machine to see if a meter reading is past due, or if it is close to being due.
This feature is the field that will use field number 18, Number Of Days Past Sys Date For Meter Info In Order Entry, in the Order Entry Control File, Global Record number 1. This number of days will be used to determine if a meter is close to being due. If the meter reading is due within this number of days from the system date, then a log will print indicating that the meter reading should be entered.
If the current meter reading (from the Contract Line Item File CNLI.DT) of the machine is greater than 0, and if the current meter date is on or later than the copy due date of the contract, then if the current meter date is equal to or prior to the system date, or if it is within the number of days (field 18 in Order Entry Control File), then a log will print. This will indicate that the meter readings were entered, however the contract was not billed and should be billed.
If the current meter reading (from the Contract Line Item File CNLI.DT) of the machine is 0, or if the Last Meter Date (in CNLI.DT) is before the Copy Due Date in the Contract Header File (CNHDR.DT), the program will check to see if the meter reading is past due or close to being due. It does this by checking to see if the Copy Due date is equal to or prior to the system date, or if it is within the number of days (field 18 in Order Entry Control File), the log will print. This will indicate that the meter reading is past due, or close to being due.
If the meter is past due or close to being due, the operator will receive a message on the screen stating Meter Billing Past Due. Meter Due Date: xx/xx/xx Do You Wish To Print (Y/N). If the operator answers Y for yes, the program will ask the operator to select a printer and will print the log. If the operator answers N for no, the program will continue on with the Order Entry. The log that prints will contain the Item Number, Serial Number, Contract Number, Order Entry Meter Reading Date, the Order Entry Transaction Date, Current Meter Reading and Date. The Copy Due Date, Ship-To Customer Name, Ship-To Customer Number, and the Company number (all from the Contract Header File CNHDR.DT) will also print on the log.
Since the same machine and meter reading could be entered on multiple lines on the order, the program will do this logic only on the first line item on the order, or when the serial number is entered (even If operator enters the same serial number as the default), or if the operator changes the meter reading. This will prevent the message from begin displayed on every line item on the order.
Example:
Sample log:
Read Security File For Cost Lockout (OEDE001R)
This program was created so that code could be taken out of the OEDE001A program. The 1A program was too large. This program will handle checking the Security Master File (SEMAS.DT) to see if the User has Cost Lockout set to Y for Yes, N for No or P for Partial. No operator changes were made.
File Updating Program (OEDE001F)
An enhancement has been added to Order Entry called Hold Status. There is a new global field in the Order Entry Control File (Global Record 1) that activates this feature. The field is field 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 or P for per order, when the operator ends out of entering an order in Order Entry, the program will compare the Bill-To Customer Numbers AR Balance plus dollar amount of open orders plus the dollar amount of the order that was just entered to see if it is greater than the AR Limit. If the customer is over the AR Limit, a message Customer Is Over Credit Limit. AR Balance = #####.## Open Order Amt = ######.## Credit Limit = ######.## will display. If the global option is set to Y for yes, the operator will be asked Order Will Be Put On Hold Status. Press Return To Continue. The operator must then press the return key and all of the normal files will be updated. However, the order will not be able to be printed unless printed specifically, and the order can not be released. If the global option is set to P for per order, the operator will be asked Do You Wish To Put The Order On Hold Status (Y/N). If the operator would like the order to be put on a hold status, they should enter Y for yes. A N for no should be entered if the order should not be put on a hold status.
Example:
See also:
Rev 13 Changes
When performing serial number searches in the header portion of Invoice Entry, Order Entry, and Credit Memo Entry, the ID Number from the Serial data file (SERIALD) will display.
Invoice Entry, Order Entry and Credit Memo Entry can now display inquiry tables for tax code 1, tax 2, and city tax code.
There is now the ability to suppress printing of invoices or orders in Invoice Entry, Credit Memo Entry, and Order Entry.
See also the following changes when creating purchase orders in Order Entry.
Creating Purchase Orders From Order Entry
There are now two methods available when creating purchase orders from order entry, which are described below:
Method 1:
This method allows the user to create a received purchase order for any item on an order with a warehouse greater than 1. The vendor number for the purchase order is equal to the warehouse number. If that number does not exist in the Vendor File (VENDOR), a default of 9999 will be used for the vendor number. If 9999 is also not in the Vendor File, then the purchase order will not be created.
Note: This method would be useful if normally all items are shipped out of warehouse one, and if the warehouse is not one, the items are dropped shipped from the vendor to the customer.
All items on an order with like warehouse numbers (vendor numbers are the same) are placed on a single purchase order. There could be multiple purchase orders created from a single order if multiple warehouse numbers are used. The received purchase order has a requisition date equal to the order number.
The ship-to address information is the customer's information. A receipt record (type 7) is created in the Inventory Transaction file (IMWACTD) for every item on the purchase order. These Inventory Transaction records have a document number equal to AUTO and then the order number. They will appear on the Stock Activity Inventory Report. The MTD and YTD invoiced quantities in the Vendor file are updated. The PO Pending File (POPEND.DT) will also be updated, causing the item to appear on the Pending Invoice Report.
The Order Entry Line Item File (OELID) has a new field called PO Number which is also updated. All messages on the order are placed on the end of the purchase order. An AP invoice will need to be posted against the purchase order to close out the purchase order. This would usually happen after the invoice has been received from the vendor.
In the Purchase Order Header data file (POHDRD), the Delivery Instructions, Order Type, and Ship Via will all default to 1. The Order Date and Due Date will default to the transaction date. The Branch in the Purchase Order Header file will default to Branch 1 on the Order Header file (OEHDRD). The quoted cost of the item will be the cost that is entered on the order.
If the vendor pack multiple is not equal to the item pack multiple, the quantity ordered on the PO is calculated by taking the quantity on the order divided by pack multiple times vendor pack multiple. The cost is also adjusted using this method.
Any changes made to the order through Order File Maintenance will not effect the purchase order. Changes to the purchase order will need to be made through Purchase Order File Maintenance.
In order to invoke this method, field 8 in Order Entry Control File Maintenance needs to be set to 1. Also, all warehouses numbers greater than one need to exist in the Vendor file as valid vendors.
Note: A few of the new Revision 13 enhancements have not been coded into this method. This includes the Number Of PO Lines Limit enhancement, the Trinidad currency enhancement, the ability to not allow dead stock items to be ordered (dead stock items will be ordered automatically), and it does not take any PO Discounts.
Method 2:
This method will create a line item on a batch purchase order for every item on the order that has an available quantity (Quantity On Hand plus Quantity On Order (in PO) minus Quantity Back Ordered (in OE) minus Quantity Allocated (in OE)) less than zero or less than and equal to zero (based on field 9 in Order Entry Control File Maintenance). This method will post the purchase order to the primary vendor (in the Item file). It will group all items on orders generated during the day in one Batch PO. The Batch PO filename is TPOHD, and TPOLD (with no task numbers). Normal Batch Worksheet files have a task number in the filename. Each vendor will have it's own Batch PO Number.
The Order Entry program will skip non-stock items. Non-stock items have a Non-Stock indicator equal to Y. The program will either check the Item file, or both the Item and Item warehouse file to see if an item is non-stock. This is based on field 10 in Order Entry Control File Maintenance.
The program will check items on a free-flowing kit to see if they should be ordered. It will not try to order the kit master item.
The program will also have an option to skip dead stock items. These are items with Non-Stock indicator equal to D. If field 41 in Purchase Order Control File Maintenance is set to N, dead stock items will not be added to the purchase order. The program will either check the Item file, or both the Item and Item warehouse file to see if an item is dead stock. This is based on field 10 in Order Entry Control File Maintenance.
If the item is non-serialized, a message line will be created on the order under the item that has BATCH PO #: xxxxxxxx Cust #: xxxxxxxxx. If the item is serialized, this message is added after the serial number line.
If the primary vendor is 0, the program will use a default vendor number of 999999. If 999999 is not a valid vendor, the batch po will be created to that number. The comment field in the Line Item File (TPOLD) will be Order # xxxxxx. In the header, the Delivery Instructions, Order Type, and Ship Via will all default to 1. The Due Date will default to the system date plus 1 day. The Branch in the Purchase Order Header file will default to the branch 1 on the Order Header file (OEHDRD).
Once a day (or however often is needed), the batch PO will need to be reviewed through the Generate P.O. From Worksheet program. Make any modifications that need to be made, and then generate the purchase order from the worksheet. This will create a purchase order that will be sent to the vendor. Once the PO is generated from the Batch PO, all appropriate files are updated (the same as if a PO was generated from a PO Worksheet Batch PO). When the Generate P.O. From Worksheet program is selected, and if there are any Batch PO's created from Order Entry, there will be a task 0 (Port No.) with a comment Batch PO From Order Entry. See below:
When task (port) 0 is chosen, the Batch POs will display and the user can select which one to work on:
Summary
Any changes made to the order through Order File Maintenance will not effect the Batch Purchase Order. Changes to the purchase order will need to be made through Generate P.O. From Worksheet. If the purchase order has been generated from the worksheet, the changes will need to be made in Purchase Order File Maintenance.
In order to invoke this method, field 8 in Order Entry Control File Maintenance needs to be set to 2. Fields 9 and 10 in this control file will also need to be set appropriately. Also, the error vendor number of 999999 needs to be set up in Vendor File Maintenance.
In cases where Method 1 does not have some of the new Revision 13 enhancements, Method 2 does. This is because a batch po is created rather than a normal purchase order. The Generate P.O. From Worksheet program has these enhancements already. This includes the Number Of PO Lines Limit enhancement, the ability to override the item description and the Trinidad currency enhancement. This method also has the ability to not allow dead stock items to be ordered. It will take the PO Discounts if field 11 in Order Entry Control File Maintenance is set to Y.
Note: The following enhancements below were originally developed at a customer site and a few features are missing that are found in the Purchase Order module. The following features below will be added in a future revision. Please be aware of this before deciding to activate this enhancement.
The quoted cost for the item is the cost the operator entered on the order. If Cost Lockout is activated, or the operator did not enter a cost, it will default to either the Average Cost or Last Cost in the Item File (ITEM), depending on field 3 is set up in Billing Control File Maintenance. A normal purchase order will use the cost from the Vendor Item File (VITEM.DT) if there is one. This is the last cost when that item was purchased from that vendor.
The Pack Multiple and Unit of Measure will be the pack multiple and unit of measure from the Item File (ITEM). A normal purchase order uses the vendor's pack multiple and unit of measure. Since it uses the dealer's packing scheme, the cost is associated with that pack multiple, not the vendor's pack multiple.
The General Ledger Account Number that is used when the AP invoice to the purchase order is entered is from the Vendor File (VENDOR). A normal purchase order takes the general ledger account number from either the Vendor Item File (VITEM.DT), Product Class Association file (PCASSTB.DT), or the Vendor File (VENDOR), depending on the branch number.
The new Trinidad currency enhancement that was added in Revision 13 is not coded into this method.
After ending out of an order, the sales rep prompt is displayed. This sales rep will update the order header (OEHDRD). It will also update the order line item (OELID) if the order does not have the sales rep per line item field activated. Prior to Revision 13, a sales rep split could not be performed at this prompt. This has been changed. If the order header was set to have a sales rep split, the two sales rep numbers and the sales rep 1 percentage will appear. Press return to accept them or override. If the global field (default branch from customer or sales rep file) is set to sales rep, and the branch per line item field is not activated, any changes made to the sales rep numbers will have an effect on the branch numbers in the line items. If branch per line item is not activated, a change in sale rep(s) will only effect the branch in the order header file.
By entering S at this prompt, the user can enter sale rep 1, sales rep 1 percentage, and sales rep 2. See sample screen below:
See also:
Rev 12 Documentation
Order Entry is found on the Order Entry Data Entry menu, 1-1.
Internal changes were made to incorporate the file expansion of the Item and Serial File and Invoice Line Item and Invoice Header Files.
All of the price and cost fields in the Item File can have 4 digits after the decimal point. This is useful for costs and prices for cabling and corona wire. As an example the cost or price could be .0123 or 1.0123. Because of this ability, the costs and prices always display with 4 numbers after the decimal point. Extended price and cost is always rounded to two decimals. This applies to all inputs of unit price and cost in the Invoice Entry program. One exception is the Serial File cost. This is only two decimals. Details of the operation is found on pages 46 - 52 in the section on Invoice Entry.
Also changed is the expansion of the line number field from 2 to 3 characters. Along with this change and the display of four decimals, the amount of characters displayed in the items description has been reduced from 17 to 14. This is necessary because of space limitations on the screen.
Warehouse can now be any valid warehouse from 1 to 9999. This includes adding, changing, delete/insert, kits and coupon invoices.
The ship to name and address can be changed per order. This is accomplished by selecting the ship to name and address on the overrides screen, when creating the invoice header. Each line of the original name and address will now remain on the screen as a default. A carriage return will accept the default or the name or address can be overridden. Any overrides only affect the current order. Details of the operation is found on page 45 on the section on Invoice Entry.
An exempt status has been added to the customer credit alert feature. Details of this is found on page 94.
The Model Association feature is available in Order Entry. Operation is the same as that described for Invoice Entry. See pages 64 - 89.
Introduction (Contd)
An additional override field has been added. This allows an additional chance to change the bill to customer number.
When an item is accessed in the change mode the list price from the Item File will always redisplay, even if the price has been overridden during the add. If there is a contract price or quantity break or overall header discount, these are recalculated returning the price to the discounted price.
There is a feature during the entry of an item to enter INQ and view a brief inventory status inquiry. From this inquiry, an option to enter the Stock Status Inquiry is now available. This is the same Stock Status Inquiry that is available on the Inquiry menus. After exiting the Stock Status Inquiry the item that was being entered is returned to and the entry of the item can continue if desired. This is available in the add and change and delete/insert mode. The INQ feature is not available on predefined or free flowing kits.
In Revision 12, multiple contract discounts for an item or product class can now be provided to a customer through the use of multiple buying groups, which are assigned to the customer in Customer File Maintenance. When a customer is assigned to multiple buying groups and contract pricing is created for an item or product class, the system uses the lowest available value to price the item(s) on the customers order, invoice, service ticket, or credit memo. Also, if a customer is assigned to multiple buying groups, the system looks at the effective dates of each contract discount. If a contract discount is not effective, it is not used to price the item(s). If the customer is not assigned to multiple buying groups, contract pricing remains unchanged.
Introduction (Contd)
Many service contracts include supplies in the price of the service contract. Thus when the customer orders the included supplies they are billed at no charge. These items on the order can be linked to the machine that is on the contract. When this linkage, called service plan linkage, is done the cost of the supplies are stored in the Sales History, Shhist.dt File. This produces the cost for the Contract Profit and Loss report to analyze the profitability of the contracts. The current meter reading can also be entered during the linkage of the consumable item to the machine.
To further analyze the profitability of the contracts, when the customer orders the supplies there is a need to know how many copies have been made on the machine since the last time the supply was purchased and linked to the specific serial number. Thus is the customer using more toner than what is covered under the current service contract.
To achieve this, a copy yield can be stored in the Model Association Table. The Model Association Table provides a linkage of the consumable items that are associated with the machines. The Model Association Table can be accessed in Item File Maintenance or through the Inventory module, 3-8. As an example, a case of a specific item of toner should last 25000 copies for a specific model number of a copier. A Model Association Table is created for the copier. The item number for the toner used on that copier is entered on the Model Association record for the copier. On the toner item number the 25000 copies is stored as the copy yield for that model of copier. Thus toner is the item that is associated with the machine and the copy yield of toner is stored for that machine item number. Note the copy yield corresponds with the unit of measure for the consumable item and a quantity of 1.
Introduction (Contd)
When the item toner is entered on an order and it is linked to a specific machine a meter reading can be entered. The serial number and meter reading is stored under the item toner in the Sales History File, Shhist.File. When item toner is entered on another order and the item is linked to the same machine and a meter reading is input, the Model Association, Mat.dt File is searched for that machine item number assigned the consumable item with a defined copy yield. If the item and associated item match and there is a defined copy yield found in the Model Association Table, the Sales History File is searched for that customer, serial # and item #. If records are found the most current record found is used and a calculation is made. The calculation made is to take the quantity sold in sales history times the copy yield plus the meter reading stored in that sales history record. If the quantity sold is a broken pack the quantity times the copy yield is divided by the current pack multiple in the Item File. This equals the estimated meter reading when the consumable item needs to be reordered. The estimated reorder meter reading is than compared to the current meter reading being entered on the order. If the current meter reading is less than the calculated estimated meter to reorder, a message appears to alert the operator. The operator may than cancel entering the item, or continue the entry or view the sales history record that was used in the copy yield calculation.
This feature will only provide accurate information if accurate meter readings are entered during Order Entry and if the correct machines are linked to the consumable items. If a customer has more than one machine that uses the same toner than it is highly unlikely that the toner usage on each individual machine can ever be gauged accurately. Also if more than one item number is used for the toner used in the same machine, such as a substitute item, a Sales History record wont be found.
The copy yield comparison is done through the add, change and delete/insert mode during Order Entry. It is not available during the entry of the items on a free flowing or predefined kit or coupon redemption. It is also available in Order File Maintenance when adding, changing or delete/insert mode.
Enter Data
Copy Yield Comparison
The feature is only activated if the item that is being ordered is linked to a machine and a meter reading is input. A Model Association File must be found for the machine item number that is being linked to the consumable item. Within this Model Association record, the consumable item must be stored as an associated item to the machine and have a defined copy yield.
After inputting the current meter reading, if the current meter reading is less than the calculated estimated meter to reorder, the following message displays.
Customer Should Not Need To Order This Item Until A Meter Reading Of #####
Last Order Qty: # Date: MM/DD/YY Meter: ##### Copy Yield: #####
Do You Wish To Continue (Y'es, N'o, I'nquiry)
OE Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Ord.No.
Hdr 5552222 1 5/08/97 1 10 10 14 4940
----- S o l d T o --------------- S h i p T o -------------------------------
MISSISSIPPI BOAT SERVICES THE SLEEP INN MOTEL S/Via
E. WISCONSIN ST. 54 HOWARD ST From
P.O. BOX 345 P.O. BOX 1235 Spec
PORTAGE WI 539012222LA CROSSE WI 546032222 A/R# 7856200 Co 1
-------------- P.O. Required -------------------------- Order Entry ----Br 2
Ln Item No. UM Description Ord Avail O/H Disc% Price Extend
1 TONER CT BLACK TONER 2 639 699 40.1234 80.25
Enter Serial Number, I'nquiry Or N'one BR85
Customer Should Not Need To Order This Item Until A Meter Reading Of 28250
Last Order Qty: 1 Date: 4/02/97 Meter: 22000 Copy Yield: 25000
Do You Wish To Continue (Y'es, N'o, I'nquiry)
Entering a Y continues with the adding of the item to the order. Entering an N for no cancels the adding of the item on the order. During the change mode, entering an N for no cancels the change command. Any other changes made on that item prior to reaching this prompt are not made. The item remains on the order with the original inputted information. Entering an N for no during the delete/insert mode cancels the adding of the item and the cursor returns to the Item No. prompt for re-entry of an item.
Enter Data (Contd)
Customer Should Not Need To Order This Item Until A Meter Reading Of #####
Last Order Qty: # Date: MM/DD/YY Meter: ##### Copy Yield: ######
Do You Wish To Continue (Y'es, N'o, I'nquiry)
Entering an I produces a display of all of the Sales History records for the ordered item that are assigned to the customer and have the serial number stored. Thus these are all off the sales history records of the ordered item that were linked to the serialized machine that is currently linked on the order. The record that is used in the copy yield comparison is the first record that is displayed. The cursor is at the following prompt.
Do You Wish To Continue (Yes, No)
OE Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Ord.No.
Hdr 5552222 1 5/08/97 1 10 10 14 4940
----- S o l d T o --------------- S h i p T o -------------------------------
MISSISSIPPI BOAT SERVICES THE SLEEP INN MOTEL S/Via
E. WISCONSIN ST. 54 HOWARD ST From
P.O. BOX 345 P.O. BOX 1235 Spec
PORTAGE WI 539012222LA CROSSE WI 546032222 A/R# 7856200 Co 1
-------------- P.O. Required -------------------------- Order Entry ----Br 2
Item: TONER Machine Serial #: BR85
Tran Date Quantity PM Meter Rdg Invoice No
4/21/97 1 4 22000 94944 * Void *
4/02/97 1 BP 4 22000 94836
3/28/97 1 4 22000 94818 * Void *
3/06/97 1 4 21000 94628
Display N'ext, Or E'nd: N
A Y for yes continues with the adding of the item. Entering an N for no cancels the adding of the item on the order. During the change mode, entering an N for no cancels the change command. Any other changes made on that item prior to reaching this prompt are not made. The item remains on the order with the original inputted information. Entering an N for no during the delete/insert mode cancels the adding of the item and cursor returns to the Item No. prompt for re-entry of an item.
The information displayed, on the Sales History records includes the transaction or invoice date, the quantity sold, the current pack multiple from the Item File, the meter reading entered, and the invoice number. A BP for broken pack displays if the record was sold as a broken pack quantity. All records found in the Sales History File assigned to that customer for the item ordered and with the serial number stored in the record are displayed. Voided records are not used.
Enter Data (Contd)
The calculation for the estimated reorder meter is as follows.
Item was sold as a full pack.
(Quantity sold in Sales History, Shhist.dt, File X Copy Yield in Model Association, Mat.dt File) + Meter Reading in Sales History = Estimated Reorder Meter
Item was sold as a broken pack.
[Quantity sold in Sales History, Shhist.dt, File X (Copy Yield in Model Association, Mat.dt File)/Current Pack Multiple In Item File)] + Meter Reading in Sales History = Estimated Reorder Meter
As an example, a current meter reading is entered of 27000. The quantity on the last sales history record is 1 EA as a broken pack was sold. 1 X the defined copy yield of 25000 = 25000/ PM of 4 = 6250. 6250 + Meter Reading From Sales History 22000 = 28250. 27000 is less than 28250 thus the message appears.
OE Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Ord.No.
Hdr 5552222 1 5/08/97 1 10 10 14 4940
----- S o l d T o --------------- S h i p T o -------------------------------
MISSISSIPPI BOAT SERVICES THE SLEEP INN MOTEL S/Via
E. WISCONSIN ST. 54 HOWARD ST From
P.O. BOX 345 P.O. BOX 1235 Spec
PORTAGE WI 539012222LA CROSSE WI 546032222 A/R# 7856200 Co 1
-------------- P.O. Required -------------------------- Order Entry ----Br 2
Ln Item No. UM Description Ord Avail O/H Disc% Price Extend
1 TONER CT BLACK TONER 2 639 699 40.1234 80.25
Enter Serial Number, I'nquiry Or N'one BR85
Customer Should Not Need To Order This Item Until A Meter Reading Of 28250
Last Order Qty: 1 Date: 4/02/97 Meter: 22000 Copy Yield: 25000
Do You Wish To Continue (Y'es, N'o, I'nquiry)
Enter Data (Contd)
Contract Pricing
Multiple contract discounts can now be provided to a customer through the use of multiple buying groups, which are assigned to the customer in Customer File Maintenance found in Order File Maintenance, Billing File Maintenance, and Accounts Receivable File Maintenance. Contract discount prices can be assigned to an individual item or product class(es) in the Contract Pricing File Maintenance program found in Billing File Maintenance. This can be by price or percentage discount. Contract discount prices can be specifically provided to the customer for an item or product class using the customer number or more generally provided by assigning the customer to one or more buying groups. If the customer has an individual contract discount and a buying group contract discount, contract pricing remains unchanged. The individual contract discount is used to price the item because it is customer-specific. If the customer has an individual contract discount and more than one buying group contract discount, the system looks at the items list price and all of the contract discounts to find the lowest value to price the item. If the customer has more than one buying group, the effective period of a contract discount can be determined by inputting a start and expiration date for the contract discount. If the customer has only an individual contract discount and/or one buying groups, the start and expiration dates of the contract pricing is for informational purposes.
To assign a customer to multiple buying groups, see Customer File Maintenance, Adding A Customer on page 137 or Changing A Customer on page 139 in the File Maintenance section of the Billing section.
To create contract discount pricing for an item or product class, see Contract Pricing File Maintenance on page 166 in the File Maintenance section of the Billing section.
The order entry process in relation to contract pricing is similar to that described for invoice entry. See Contract Pricing on page 55 in the Invoice Entry section of the Billing section for details.
Enter Data (Contd)
INQ And Accessing Stock Status Inquiry
There is a feature during the entry of an item to enter INQ and view a brief inventory status inquiry. From this inquiry, an option to enter the Stock Status Inquiry is now available. This is the same Stock Status Inquiry that is available on the Inquiry menus. After exiting the Stock Status Inquiry the item that was being entered is returned to and the entry of the item can continue if desired. This is available in the add and change and delete/insert mode. The INQ feature is not available on predefined or free flowing kits.
INQ
OE Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Ord.No
Hdr 6666000 1 3/28/97 1 10 10 14 4766
----- S o l d T o --------------- S h i p T o -------------------------------
THE WORLD INC THE WORLD INC S/Via
3568 ROADE ST. 3568 ROADE ST. From
P.O. BOX 86 P.O. BOX 86 Spec SPEC INST
LA CROSSE WI 546014522LA CROSSE WI 546014522 A/R# 6666000 Co 1
--------------P.O. Required----------------------------Order Entry------Br 2
Ln Item No. UM Description Ord Avail O/H Disc% Price Extend
1 TONER CT BLACK TONER INQ -918 223 55.0000
Warehouse 1 Portion Of Pack: 1
O/H 223 O/O 186 B/O 25 Alloc 1116 R/P 25 * Avail -918
UMTD 3 UYTD 3 SYTD 108.12 CYTD 120.99 LCost 36.0000 PC 6525
Enter 'S' For Stock Status Inquiry, Or Press 'CR' To Continue
INQ is entered at the Ord prompt. A brief summary displays. The information is all from the warehouse the item was assigned to during the input. The cursor is at the following prompt.
Enter 'S' For Stock Status Inquiry, Or Press 'CR' To Continue
A carriage return exits the Inventory Status inquiry and returns the cursor to the Ord prompt. Entering an S accesses the Stock Status Inquiry. The Stock Status Inquiry provides greater detail and access to other inquiries.
Enter Data (Contd)
INQ And Accessing Stock Status Inquiry (Contd)
Enter 'S' For Stock Status Inquiry, Or Press 'CR' To Continue
Enter S to access the Stock Status Inquiry. Upon entry to Stock Status Inquiry the printer selection screen appears to select a printer to use if the Stock Status Inquiry is printed. The item that is being input on the order automatically appears as the item in Stock Status Inquiry.
3/28/97 Stock Status Inquiry 9:43
Item No. TONER D'etail Or S'ummary S
Enter 'END' To Return To Order Entry
Notes: ^ = Go Back 1 Space / = Cancel
The cursor is at the Detail Or Summary prompt. Operation within the Stock Status Inquiry is the same as when accessing the inquiry from the menu. When you are ready to exit Stock Status Inquiry type in END at Item No. and the cursor returns to the Ord prompt of the item being entered.
Enter Data (Contd)
Bill To Override Field
While creating the order header the cursor stops at the A/R #, Bill to customer number, prompt. An additional override field has been added. This allows another chance to change the bill to customer number. The new override field is as follows.
16' Change AR Customer Number
OE Cust.No. Cust.PO./Refer Class Date Disc Terms Tax1 Tax2 Slm Ord.No
Hdr 6666000 1 5/02/97 1 10 10 14
----- S o l d T o --------------- S h i p T o -------------------------------
THE WORLD INC THE WORLD INC S/Via
From
P.O. BOX 86 P.O. BOX 86 Spec SPEC INST
LA CROSSE WI 546014522LA CROSSE WI 546014522 A/R# 6666000 Co 1
-------------- P.O. Required -------------------------- Order Entry ----Br 2
Fld 16 *** Please Enter Overrides ***
E' End Of Overrides
1' Shipping No/Sales Order No 14' Link To Svc Contract (Y/N/I)
2' Audit Total 15' Create Custody Records (Y/N) Y
3' Ship To Address 16' Change AR Customer Number
4' Ship Via
5' Special Instruct
6' Shipped From
7' Terms Code
8' Tax Code #1
9' Tax Code #2
10' City Tax Code 43
11' Discount %(XX.X)
12' Sales Rep
13' Shipping Date(MMDDYY)
Selecting field 16 places the cursor at the A/R # prompt. A carriage return leaves the displayed customer number. The cursor returns to the Fld prompt. Entering an invalid customer number produces the prompt Invalid Customer Number. The cursor returns to the Fld prompt. A valid customer may be entered. Entering a customer number that is defined in the Customer, Custd File as a ship to customer number and not a bill to produces the prompt This Is Not A Bill-To Customer Number. The number is accepted. This is a warning to alert the operator that they are assigning Accounts Receivable to a ship to account. The warning also appears when a ship to account is entered when the cursor stops at the A/R # prompt during the creation of the order header.
When the bill to customer number is changed the bill to address is automatically updated with the customers address from the Customer, Custd File.