Program Description
The Order Header program is used in conjunction with the Order Entry program (OE-1-1). It displays various information pertaining to items, item descriptions, quantities, and coupons associated with orders to customers.
Rev 13 Changes
1. 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
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. The Purchase History Inquiry during order entry was improved. When entering a period and a generic name, the purchase history is displayed. If the global file was set to show the last sale only, the inquiry still displayed everything. This has been fixed.
8. In Order Entry Control File Maintenance, the following field was added: 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).
9. 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 file (MAT.DT) to find the copy yield of that item on the machine. The program gave a warning 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 file. This logic did not work if a meter reading was not entered. Field 12 in Order Entry Control File Maintenance was added to do 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 check will not be performed if a meter is not entered. Note: If you never enter meter readings in Invoice Entry, Credit Memo Entry, or Order Entry, the last sales history record could have a 0 meter reading in it. 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 was written into the sales history record, therefore the check will be performed.
10. When selecting the inquiry option, the screen will display the highest meter reading and date that if found in the serial file. This is only if field 12 is set to Y and enter meter reading was not activated or a 0 meter reading was entered.
11. 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).
12. 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.
13. 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.
14. 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.
See sample below:
15. 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:
16. Program logic was added so that a Variable Quantity coupon book cannot be redeemed through Order Entry. This type of coupon can only be redeemed through Service Invoicing. If a coupon entered 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 will appear for another coupon book number. Internal changes were also made when redeeming Fixed Quantity coupon books in Order Entry to update the Coupon Header file (CINVHDRD) with the new field positions.
17. 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.
18. If the Create Service Machine Tracking field is set to Y for yes 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. The remark on the call is OE - CUSTODY ENTRY. 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.
19. If the machine was previously on custody before being entered on the order, a machine tracking record is created with 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 date, location 1, location 2 and comment. The remark for this type of machine tracking record is OE - CUSTODY DELETE.
Sample with machine previously on custody to a customer:
20. Almost all files are updated in Order Entry after an order is placed and the user ends out of the program. The Serial File (SERIALD) is however updated immediately when the serial number is entered. The machine tracking record is also created immediately. If a serialized item line is changed, the machine is taken off custody and the serial number needs to entered a second time. If the same serial number is entered on a change of a serialized item line, the machine tracking for the machine will show the original custody entry, the delete of the custody record, then the second custody entry.