Program Description
This program can be found on the Order Entry Data Entry menu (OE-1-2). It allows the user to release an order by line item or the whole order at once. Releasing an order creates an invoice and also reduces the on hand quantity in inventory.
Rev 15 Changes
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.
When an item on an order has a pack multiple greater than 1, and is originally released as a broken pack, the Order Release program changes the quantity ordered to reflect eaches. If the operator would go in to release the remaining quantity, and they tried to enter “E” and the quantity, the program would multiply the each quantity by the pack multiple a second time. The operator should enter the quantity without the “E” during the second release since the quantity was already converted to eaches. The program will now check for this, and if the operator tries to enter an “E” on a line that is already broken pack, it will display a message “Pack Already Broken For This Item” and return to the quantity prompt. An example of this is if the order has a quantity of 1 for Toner. Toner has a pack multiple of 4. When the operator releases 2 bottles of toner during the first Order Release, he/she would enter “E2” at the quantity field. This would change the quantity ordered field to 4 (1 X 4) and change the unit of measure to EA. When the operator goes in to release the remaining 2 bottles, he/she would accidentally enter “E2” to release 2 bottles. This would convert the quantity ordered to 16. With the change in Revision 15, the program will not allow the operator to do this and he/she would need to enter “2” at the quantity field.
There was a problem with serialized items on Freeflowing Kits. If the machine on the Freeflowing Kit has a cost of $0, the program would ask if it should use the Average Cost from the Item File instead. If the operator answered “N” to not use the Item’s Average Cost, the Sales Analysis File (SALID) and Sales History (SHHIST.DT) would be updated with the Item’s Average Cost instead of $0. This only occurred on FreeFlowing (or Predefined) Kits and only if the cost of the machine in the Serial File was set to 0 before being release on the order. This has been corrected.
Changes were made to Invoice Entry and Order Release when a serialized machine is placed at a customer site. Certain fields in the Serial file (Machine Placement) will be set automatically. The Phone Number, Phone Area Code, Fax Number and Fax Area Code will be set equal to the Customers phone numbers / fax numbers. The Field Service field will be set to Y for yes. The Service Plan will be set to CH for chargeable. The Line Protection Field will be set to Y for yes.
If the OEM Interface is activated, and the Ship-To Customer has the OEM Account field set to Y for yes in the Customer file, the program will ask an additional question on when billing out serialized machines. This is in Order Release and Invoice Entry. The question will appear after some of the Serial prompts are answered. The new question is “Is This An OEM Machine (N or #)”. The # (number) at this time can only be 1 for Lanier. As more manufactures are added to the OEM Interface, additional numbers will be added to the list. This number is called the “OEM ID”.
It is possible that one customer may have some machines that are OEM national account machines and some that are not. This is the reason we have this field at the Serial level.
If the OEM Interface is activated, and the order is linked to a Ship-In Purchase Order, the Order Release Screen will display the message listed below in the screen sample. It is very important not to modify or release a ship-in custody order during the Ship-In Process. However, there are some instances where the operator may need to release a Ship-In custody order manually because of an error. 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), Invoice Line Item File (INVLID), Sales Analysis File (SALID) and Sales History File (SHHIST.DT). 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 Order Line Item File. Order Release will use the Commission Cost from the Order Line Item File to write into the Invoice, and Sales Analysis Files when an invoice is generated. 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.
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. Order Release was changed to check this hold indicator and will display a message “Order Is On Credit Hold. Release Is Not Allowed” if the order is on hold status.
Order Release will now check the order number entered to see if all of the items on the order are shipped. If all items are shipped, a message stating “Order Has Been Fully Released” will display and the cursor will return to the customer number prompt. Previously, the Order Release program would allow an operator to release an order that was already shipped, however there would be nothing left to ship, so a $0 invoice would be created.
Rev 13 Changes
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
Global option 37. Rounding Of Sales Tax O'ff To Nearest Cent, Always U'p, A'lways Down was added to Billing Control File Maintenance. It allows the rounding of sales tax to the nearest cent, always round sales tax up, or always round sales tax down. In any sort of billing (Invoice Entry, Order Release, Credit Memo Entry, Service Invoicing, Contract Billing), the sales tax used to round off to the nearest cent. If the amount is .5 of a cent or higher, it is rounded up to one cent. For example, a sales tax of 10.256 is rounded up to 10.26. A sales tax of 10.254 is rounded down to 10.25. If this happens on a regular basis, enter O in this field to always round off to the nearest cent. Enter U to always round up. For example, a sales tax of 10.251 is rounded up to 10.26. To always round down, enter D. For example, a sales tax of 10.259 is rounded down to 10.25. This is also for the City Tax amount.
The City Tax Percentage that is written into the Tax Register File (TAX2.DT) was not correct. The tax was calculated correctly, however the percentage when written into that file needed to be multiplied by 100 to have 5 decimal positions instead of 3. For example 2.125 would print on the Tax Register as .02125. This has been corrected in Invoice Entry, Credit Memo Entry, Order Release, and Service Invoicing.
There was a problem with City Tax logic in Invoice Entry, Credit Memo Entry, Order Release and Service Invoicing. If the item is tax exempt, but a taxable tax code was entered on the item when the invoice is entered, that amount was excluded from the city tax calculation and it was included in non-taxable amount in the AR File (ARECD). This has been corrected to include Tax Exempt items if a taxable tax code is entered.
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.
When releasing an order that has a message line on a predefined kit, the message line did not go to the invoice. This has been corrected.
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.
See the sample below:
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 the sample below:
Internal changes were added to write new fields from the Order Header (OEHDRD) and Order Line Item file (OELID) into the Invoice Header (INVHDRD), Invoice Line Item (INVLID), Sales Analysis (SALID) and Sales History Files (SHHIST.DT). These fields are Branch 2, Branch 1 Percentage, and Sales Rep 1 Percentage.
If the Create Service Machine Tracking field in Service Call Control File Maintenance is set to Y, Order Entry will now create a machine tracking record whenever 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 the new global field Problem Code For Machine Tracking In Order Entry in Order Entry Control File Maintenance. Records will be created when Order Release places a machine at a site (call remarks: OE REL-MACHINE PLACEMENT), place a machine on custody (call remarks: OE REL - CUSTODY ENTRY), remove a machine from custody (call remarks: OE REL - CUSTODY DELETE), and remove a machine from a site (call remarks: MACHINE REMOVAL). On the Custody Entry and Custody Delete records, the customer name, address, start date, expiration date, location 1, location 2, comment, order number and invoice number are all in the message lines of the machine tracking record. On Machine Placement and Machine Removal records, the customer name, address, order number and invoice number are listed in the message lines of the machine tracking record.
Sample Machine Placement record:
Sample of custody delete record:
Almost all of the files are updated in Order Entry after an a user ends out of the order. 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 removed from the site and placed back on custody, and the serial number needs to be entered a second time. Each of these processes will write a record into the machine tracking file.
Rev 12 Documentation
Internal changes were made to incorporate the file expansion of the Item and Serial File and Invoice Line Item and Invoice Header Files.
There is a new enhancement included with Revision 12 that produces a linkage between the Fixed Asset module and machines on Rental contracts. This is a Global File option. With the feature activated, additional prompts and changes to the internal updating appear in Order Release, when a machine is sold that is found in a Fixed Asset record. For details on this feature, please see pages 682 - 697.
When a serial numbered item is sold on an order the serial number that is assigned on the invoice will now write into the Sales Analysis, Salid File. Only the serial number is written. This will occur automatically and is not a global option. There is no prompt involved. Whether the service plan linkage is activated or not has no bearing on this feature. The storing of the serial number in the Salid File is transferred to the Sales History, Shhist.dt File. By storing the serial number on the invoice, that the record was sold on, this begins the process of building a complete history record for the machine.
There is a feature during the release 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 mode. Operation is the same as described on pages 377 - 378 for the program Order Entry.
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 Order Release 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.