Sales Order Entry, Header Entry Field Definitions

This article describes the fields that are entered on the header entry screen. More information specific to each type of order is described in each order type's associated Header Entry article of this manual:

SMAN

Displays the salesperson code associated with the order as entered at the order initialization screen. See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS for information on changing the salesperson code on an order.

ORDER# (ORDER NUMBER)

Displays the automatically generated order number. If the order is in history, the order register batch number that the order was updated through is displayed in brackets to the right of the order number. Invoice numbers are in the format SSDNNNNNN where:

SS = store code

D = document code

NNNNNN = number

Your system can be configured to generate invoice numbers in the format: YY-NNNNNN, where:

YY = yard or store code

NNNNNN = number

DOCUM (DOCUMENT TYPE)

Displays the order's "document type":

Sale (With Payment) = CASH SALE

Refund = CASH REFUND

On-Account Sale = ON-ACCOUNT SALE

On-Account Credit = ON-ACCOUNT CREDIT

Transfer Sale = TRANSFER SALE

Transfer Credit = TRANSFER CREDIT

Quotation = QUOTATION

TYPE (ORDER TYPE)

Displays whether the order is a CASH type order or an ON-ACCOUNT type order as well as whether or not the order is current or is in history. CASH type orders are orders which have the BILL-TO code set to CASHSALE. These are typically orders for which payment will be received from or given to the customer at the point of sale.

CASH type documents:

Sale (With Payment)

Refund

Quotation (if the BILL-TO code equals CASHSALE)

ON-ACCOUNT type orders are orders which do not have the BILL-TO code set to CASHSALE. These are typically orders which will affect a customer A/R balance (except for in the case of transfers).

ON-ACCOUNT type documents:

On-Account Sale

On-Account Credit

Transfer Sale

Transfer Credit

Quotation (if the BILL-TO code does not equal CASHSALE)

A sale is current if it has not been processed through the Order Register & Update program at which point it is moved to history.

ORDERED DATE

This is the date when the order was originally created. Entry in this field is only applicable when modifying an order header.

ENTER FIELD

Enter date in MM/DD/YY format and advance to next field.

[Enter] to accept default date and advance to next field.

[F2] to set to current system date and advance to next field.

[F3] to return to SELECT OPTION field of initialization screen.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS.

For sales order entry, the ordered date defaults to the current system date when creating an order. For batch order entry, you are prompted to enter the date which should be the date the order was originally created.

>> WARNING: DATE NOT WITHIN I/V PERIOD OF '0709'. ACCEPT ANYWAYS? (Y/N):

This warning is applicable to batch order entry only and indicates that the date entered is not within the current A/R period.

"Y" to accept date and continue.

"N" to return to ORDERED DATE field.

>> DATE IS NOT IN CURRENT YEAR. ENTER PASSWORD OR PRESS F3 TO BYPASS:

This prompt indicates that the date entered is not within the same year as the current date. A password must be entered to override.

ENTER PASSWORD

Enter applicable password.

[F3] to return to ORDERED DATE field.

TO-SHIP DATE

This is the date the order is to be shipped. Entry in this field is only applicable when modifying an order header.

ENTER FIELD

Enter date in MM/DD/YY format and advance to next field.

[Enter] to accept default date and advance to next field.

[F2] to set date to 00/00/00 and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

For sales order entry, the ordered date defaults to the current system date when creating an order. However, you are prompted for the date upon exiting the detail screen if any detail lines were flagged for delivery and more shipping information must be entered. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURES - General Shipping Procedures. For batch order entry, you are prompted to enter the date and the date should be the date the order was originally created.

SHIPPED DATE

This is the date that the order was actually shipped.

ENTER FIELD

Enter date in MM/DD/YY format and advance to next field.

[Enter] to accept default date and advance to next field.

[F2] to set date to 00/00/00 and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

For sales order entry, the shipped date defaults to 00/00/00. It must be changed to an actual date as follows:

For a delivery, set the date manually.
For a non-delivery, the date is automatically set to the TO-SHIP DATE upon exiting the detail screen.

For batch order entry, you are prompted for a date and should enter the date the order was actually shipped.

The order will not be complete until the SHIPPED DATE is set to an actual date. See 31563 - SALES ORDER ENTRY, ORDER COMPLETION.

>> NOT PERMITTED. THERE ARE UN-PRINTED OR UN-TRANSFERRED DETAILS. PRESS CR:
DATE SHIPPED CANNOT BE SET UNTIL FULLY PRINTED/TRANSFERRED.

If your system is configured accordingly, this prompt indicates that the SHIPPED DATE cannot be set until all of the order's detail lines have been printed on a picking slip.

[Enter] to clear prompt and return to SHIPPED DATE field.

** ENTER PASSWORD TO CHANGE SHIPPED DATE OR PRESS F3 TO BACKUP:

If your system is configured accordingly, you must enter an appropriate password in order to change the SHIPPED DATE.

Enter applicable password.

[F3] to re-enter date.

ORIG ORD# (ORIGINAL ORDER NUMBER)

Displays the number of the original order for which the refund is being issued. This field is applicable only for REFUNDS and CREDIT NOTES. If a valid current order is specified, you have the option of automatically generating the refund detail lines based on the original order's detail lines. See 31567 - SALES ORDER ENTRY MISC. REFUND, PAYMENT TRANSFER.

ENTER FIELD

Enter full 9 character order number and advance to next field.

[Enter] to set order number to "01CNONE" and advance to next field.

Select this option to indicate that the original order number is not known.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

[F5] to access order inquiry.

You can select an order from within the inquiry program and return with it to the sales order entry program for processing.

** NOTE: INVOICE NOT ON FILE; PRESS CR:

This prompt indicates that the original order number specified is not in the system.

[Enter] to continue anyway.

[F3] to re-enter original order number.

The following are potential message prompts indicating why an original order specified can not have a refund applied against it.

>> INVOICE IS CANCELLED - CANNOT REFUND; PRESS CR:
>> NO PAYMENTS MADE ON INVOICE - CANNOT REFUND; PRESS CR:
>> BEING PROCESSED ON T? - CANNOT REFUND; PRESS CR:
>> THIS INVOICE IS A REFUND - CANNOT REFUND; PRESS CR:
>> INVOICE BEING REFUNDED (SEE 01C-000001) - CANNOT REFUND; PRESS CR:
>> CENTRAL DELIVERY (TERMINATE DELIVERY!) - CANNOT REFUND; PRESS CR:

[Enter] to return to ORIG ORD# field.

DATE (ORIGINAL ORDER DATE)

This field is applicable only for REFUNDS and CREDIT NOTES. This field displays the date of the original order for which the refund is being issued. If an existing order was specified at the ORIG ORD# field, the original order date will automatically be displayed here.

ENTER FIELD

Enter date in MM/DD/YY format and advance to next field.

[Enter] to accept default date and advance to next field.

[F2] to set date to current system date and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

PAYMT (ORIGINAL ORDER PAYMENT METHOD)

This field is applicable only for REFUNDS and CREDIT NOTES. This field displays the payment method of the original order for which the refund is being issued. If an existing order was specified at the ORIG ORD# field, the payment method will automatically be displayed here.

ENTER FIELD

[Enter] to accept default payment method and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

"1" to specify CASH payment method.

"2" to specify CHEQUE payment method.

"3" to specify VISA payment method.

"4" to specify MASTERCARD payment method.

REF METHOD (REFUND PAYMENT METHOD)

This field is applicable only for REFUNDS and CREDIT NOTES. This field displays the refund method (method of payment for the refund). When the refund is processed through the cash till sales entry program (see 31561 - SALES ORDER ENTRY, PAYMENT PROCESSING), the program will default to the payment method specified here.

ENTER FIELD

[Enter] to accept default payment method and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

"1" to specify CASH payment method.

"2" to specify HEAD OFFICE CHEQUE payment method.

This option indicates that the refund will be sent to the head office where a refund cheque will be issued.

"3" to specify VISA payment method.

"4" to specify MASTERCARD payment method.

REF REASON (REFUND REASON)

This field is applicable only for REFUNDS and CREDIT NOTES.

ENTER CODE

Enter a two character refund reason code and advance to next field.

See 31610 - SALES MAINTENANCE, REASON CODES.

[Enter] or [F2] to enter reason code manually.

ENTER REFUND REASON DESCRIPTION OR PRESS F3 FOR REASON CODE ENTRY.
ENTER DESCRIPTION

Enter a 15 character description for refund and advance to next field.

[Enter] to accept default reason code and advance to next field.

[F3] to return to REF REASON field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

[F5] to access reason codes inquiry for selection.

The program defaults to refund method code PT (payment transfer) in certain circumstances. See 31567 - SALES ORDER ENTRY MISC. REFUND, PAYMENT TRANSFER.

>> REASON CODE 'PT' NOT APPLICABLE FOR INVOICE '01-C000001', PRESS CR:

This promt indicates that the PT (payment transfer) reason code is not applicable to the original order number that was specified. See 31567 - SALES ORDER ENTRY, MISC. REFUND, PAYMENT TRANSFER.

[Enter] to return to REF REASON field.

BILL-TO

A customer code is typically entered for ON-ACCOUNT and QUOTATION type orders only. For CASH type orders, the BILL-TO code defaults to CASHSALE. When an order is created, the order total is added to the BILL-TO customer's COMMITTED BALANCE which affects the customer's remaining credit. See 25651 - A/R MAINTENANCE, CUSTOMER MASTER. When an order is updated through the order register & update program, the order total is updated to the BILL-TO customer's A/R CURRENT BALANCE and A/R Ledger. For Cash type orders that require name and address information to be entered, this information would be entered via the SHIP-TO field entry.

ENTER CODE

Enter customer code to charge order and advance to next field.

See 25651 - A/R MAINTENANCE, CUSTOMER MASTER. For a TRANSFER SALE or TRANSFER CREDIT, the customer code will have "*" as the first character of the code, see 31651 - SALES ORDER ENTRY, HEADER ENTRY TRANSFER SALE. For a CREDIT TO PURCHASE order, the customer code will have "$" as the first character of the code, see 31600 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE SALE.

>> THIS CUSTOMER HAS BEEN DELETED. PRESS CR TO CONTINUE:

This prompt indicates that the customer has been deleted and cannot be used for order entry.

[Enter] to return to BILL-TO field.

** DO YOU WANT TO MODIFY THE BILL-TO NAME/ADDRESS? (Y/N):

Your system can be configured so that you have the option of modifying the bill-to name and address information on an order. After the bill-to code is entered and the bill-to name and address information is displayed this prompt appears to give you have the option of changing the name and address information.

"N" to continue with order.

"Y" to step through each name and address field to modify.

>> THIS CUSTOMER'S USUAL STORE IS 'XX' - ACCEPT ANYWAY? (Y/N):

This prompt indicates that the customer's usual store code (see 25651 - A/R MAINTENANCE, CUSTOMER MASTER) is not the same as the store for which this order is being created.

"Y" to continue with order.

"N" to return to BILL-TO field.

>> THIS CUSTOMER HAS CURRENT NOTES ON FILE - CR TO CONTINUE OR F5 TO VIEW:

This prompt indicates that the customer has current notes on file. Your system can be configured such that the program automatically displays the customer notes screen when appropriate priority notes exist.

[Enter] to bypass customer notes and advance to next field.

[F5] to access customer's notes screen.

See 25652 - A/R MAINTENANCE, CUSTOMER NOTES.

>> THIS CUSTOMER'S CREDIT IS ON HOLD. PRESS CR TO CONTINUE:

This prompt indicates that the customer's credit has been put on hold and that orders cannot be processed for the customer.

[Enter] to return to BILL-TO field.

>> WARNING: CUSTOMER IS OVER CREDIT LIMIT BY $#,###.##; PRESS CR:

This prompt indicates that the customer is over his/her credit limit by the amount indicated. The amount that a customer is over his/her credit limit equals: CURRENT BALANCE + COMMITTED BALANCE - CREDIT LIMIT.

[Enter] to advance to next field.

>> THIS SALE WILL BE A CHARGE SALE - PRESS F3 TO BACKUP OR CR TO CONTINUE:

This prompt indicates that the order is a CASH type order and a BILL-TO CODE other than CASHSALE has been entered.

[Enter] to convert CASH type order to ON-ACCOUNT type order.

[F3] to not convert order type and return to BILL-TO field.

>> AMOUNT PAID ON INVOICE - CANNOT CHANGE BILL-TO CODE - PRESS CR:

This prompt indicates that the order is a CASH type order with an AMOUNT PAID not equal to zero and a BILL-TO CODE other than CASHSALE has been entered. You can not convert such an order unless you first void the payment amount.

[Enter] to clear prompt and return to BILL-TO field.

[Enter] to accept default BILL TO CODE and advance to next field.

[F1] to convert ON-ACCOUNT type order to CASH type order.

This option is applicable only when modifying a ON-ACCOUNT type order. See 31565 - SALES ORDER ENTRY, MISC. CONVERT ORDER.

>> THIS SALE WILL BE A CASH SALE - PRESS F3 TO BACKUP OR CR TO CONTINUE:

[Enter] to convert ON-ACCOUNT type order to CASH type order.

[F3] to not convert order type and return to BILL-TO field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

[F5] to access customer inquiry.

See 25647 - A/R INQUIRY, CUSTOMER. You can also indicate a starting pointer by entering part of the code followed by [F5].

[F9] to access customer maintenance.

"$" to create a CREDIT TO PURCHASE customer.

This option is applicable only when creating an on-account credit. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

>>YOU ARE ABOUT TO CREATE A NEW CUSTOMER CODE, CR=CONTINUE OR F3=BACK-UP:

This prompt indicates that you are about to create a new credit to purchase customer code.

[Enter] to continue with creation of credit to purchase customer.

The cursor is positioned in the BILL-TO NAME field.

** ENTER CREDIT TO PURCHASE CREATION PASSWORD OR PRESS F3 TO BACKUP:

If your system is configured accordingly, you will be required to enter a password before a credit to purchase customer can be created.

Enter password and advance to BILL-TO NAME field.

[F3] to return to BILL TO field.

[F3] to return to previous field.

SORT

Displays the sort code used to find orders through the order inquiry program. See 31586 - ORDER INQUIRY. For ON-ACCOUNT type sales, the SORT code equals the BILL-TO code. For CASH type sales, the SORT code is derived from the name entered in the SHIP-TO NAME field.

BILL-TO NAME

Displays the BILL-TO customer name. This field is a duplicate display of the CUSTOMER NAME field of the customer master maintenance program. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE. When the BILL-TO NAME is entered, the SORT code is generated automatically. The sort code also becomes the new credit to purchase customer code. A "$" is automatically inserted as the code prefix.

ENTER NAME FOLLOWED BY CR

Enter customer name for new credit to purchase customer.

Select this option when creating an individual credit to purchase customer. The program creates the SORT code based on the 1st 3 characters of the 2nd word entered plus the 1st 3 characters of the 1st word entered. Initials are ignored.

For example: JOHN HARRIS becomes $HARJOH.

If there is an existing credit to purchase customer in the system using the same code, the program automatically appends the new code with the next sequential number.

For example, the second JOHN HARRIS becomes $HARJOH1.

ENTER NAME FOLLOWED BY F9

Enter customer name + [F9] to create a new company credit to purchase customer.

Select this option when creating a company credit to purchase customer. The program creates the SORT code based on the 1st 3 characters of the 1st word entered plus the 1st 3 characters of the 2nd word entered. Initials are ignored.

For example: TRIDENT CONSTRUCTION becomes $TRICON.

If there is an existing credit to purchase customer in the system using the same code, the program automatically appends the new code with the next sequential number.

For example, the second TRIDENT CONSTRUCTIONS becomes $TRICON1.

OTHER OPTIONS

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

[F6] to clear BILL-TO name and address fields.

Select this to enter completely new name and address information.

BILL-TO ADDR1 (ADDRESS LINE #1)

Displays the BILL-TO customer address line 1. This field is a duplicate display of the ADDRESS LINE 1 field of the customer master maintenance program. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter address and advance to next field.

[Enter] to accept default address and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

BILL-TO ADDR2 (ADDRESS LINE #2)

Displays the BILL-TO customer address line 2. This field is a duplicate display of the ADDRESS LINE 2 field of the customer master maintenance program. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter address and advance to next field.

[Enter] to accept default address and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

BILL-TO CITY

Displays the first word from the BILL-TO customer ADDRESS LINE 3 field of the customer master maintenanceprogram. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter city and advance to next field.

[Enter] to accept address and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

BILL-TO AREA

This field is currently unused for regular on-account customers. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter area and advance to next field.

[Enter] to accept default area and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

BILL-TO PROV (PROVINCE)

Displays the second word from the BILL-TO customer ADDRESS LINE 3 field of the customer master maintenanceprogram. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter province and advance to next field.

[Enter] to accept default province and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

BILL-TO PS CD (POSTAL CODE)

Displays the BILL-TO customer postal code. This field is a duplicate display of the POSTAL CODE field of the customer master maintenance program. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter postal code and advance to next field.

[Enter] to accept default postal code and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

BILL-TO PH# (TELEPHONE NUMBER)

Displays the BILL-TO customer telephone #1. This field is a duplicate display of the TELEPHONE #1 field of the customer master maintenance program. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter telephone number and advance to next field.

[Enter] to accept default number and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

BILL-TO FAX#

Displays the BILL-TO customer fax number. This field is a duplicate display of the FAX# field of the customer master maintenance program. Entry in this field is only required when adding a credit to purchase customer. See 31601 - SALES ORDER ENTRY, HEADER ENTRY CREDIT TO PURCHASE ISSUE.

ENTER FIELD

Enter fax number and advance to next field.

[Enter] to accept default number and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

SHIP-TO

When an order is updated through the order register & update program, the order statistics are updated to the SHIP-TO customer's statistics 1n the customer master file. See 25651 - A/R CUSTOMER MASTER MAINTENANCE, Customer Balances. In most cases the SHIP-TO code equals the BILL-TO code. The single exception to this is when processing a CASH type order for a customer who has an account in the customer master file. In this case, if you want the order's statistics to be updated to the customer's statistics on the customer master file, the BILL-TO code would equal CASHSALE and the SHIP-TO code would equal the customer code.

After the SHIP-TO code is entered, the displayed SHIP-TO name and address information is the delivery address information. This information will be printed on various shipping documents. This information can be modified manually or by selecting a contract defined in the contract pricing file. See 31006 - CONTRACT PRICING MAINTENANCE.

The SHIP-TO name and address field entry is also used for CASH type orders that require the entry of name and address information. Select F6 = MODIFY NAME/ADDRESS to do so. See F6 = MODIFY NAME/ADDRESS option. If your system is configured accordingly, CASH type orders can automatically set the SHIP-TO code to CASHSALE and advance to the SHIP-TO NAME field for entry.

After the SHIP-TO code is entered, the program automatically determines if any pricing contracts exist for the customer and allows you to select a contract if desired. Therefore in most cases you can simply press [Enter] at the SHIP-TO field and know that you will have the opportunity to select a contract if one exists for the customer.

CR ONLY='SAME AS BILL-TO'

[Enter] to set SHIP-TO code to BILL-TO code.

Select this option to set the SHIP-TO name and address information equal to the BILL-TO name and address information. The program then performs automatic contract verification logic to determine whether there are any pricing contracts for the customer. If you want the SHIP-TO code to equal the BILL-TO code but also want to modify the SHIP-TO name and address information, press [F6]. See F6 = MODIFY NAME/ADDRESS option.

ENTER SHIP-TO CODE

Enter customer code.

Once the SHIP-TO customer code is entered, the customer name and address information are displayed. This would typically be done for a CASH type order when you want the order to use an existing customer shipping address or contract pricing information.

If you attempt to enter a credit to purchase customer code the following prompt displays.

>> CREDIT TO PURCHASE CUSTOMERS NOT ALLOWED FOR A 'CASHSALE', CR TO CONTINUE:

[Enter] to clear prompt and return to SHIP-TO field.

When modifying an order header, the following prompt displays when the SHIP-TO code is changed to verify whether or not the SHIP-TO information should also be changed.

** DO YOU WANT THE SHIP-TO INFORMATION TO CHANGE? (Y/N):

"Y" to modify SHIP-TO name and address information.

Select this option to change the name and address information to that of the new SHIP-TO code.

"N" to not modify SHIP-TO name and address information.

The following prompt indicates that the SHIP-TO customer has multiple contracts and gives you the option of choosing one of them.

>> CUSTOMER 'DIVCON' HAS 4 CONTRACT(S) - SPECIFY A CONTRACT? (Y/N):

"Y" to set CUSTOMER CONTRACT CODE to SHIP-TO code.

The cursor advances to the CONTRACT field. See CONTRACT field.

"N" to not select any customer contacts.

The following prompt indicates that the SHIP-TO customer has only one contract and gives you the option to associate the contract with the invoice.

>> CUSTOMER 'DIVCON' HAS 1 CONTRACT(S) - USE THIS CONTRACT? (Y/N):

"Y" to set CONTRACT to customer's contract code.

See CONTRACT field.

"N" to not select CONTRACT.

F2=CLEAR NAME/ADDRESS

[F2] to clear SHIP-TO name and address information.

Select this option typically before pressing [F6] to modify the name and address information. You can accomplish the same thing by pressing [F6] twice which you might find more convenient. See F6=MODIFY NAME/ADDRESS and SHIP-TO NAME options.

BACKUP

[F3] to return to previous field.

BACKUP TO HEADER

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

F5=CONTRACT INQUIRY

[F5] to access contract pricing inquiry.

You can also indicate a starting pointer by entering part of the code followed by [F5]. If you select a contract from within the inquiry, the SHIP-TO code will be set equal to the BILL-TO code and the CONTRACT code will be set to the contract code selected. See CONTRACT field.

F6=MODIFY NAME/ADDRESS

[F6] to modify SHIP-TO name and address information.

The SHIP-TO code will be set to the BILL-TO code and the cursor will move to the SHIP-TO NAME field.

Select this option typically in the following circumstances:

The order is a delivery and the SHIP-TO name and address information must be modified to reflect the proper shipping name and address. This implies that the customer does not have a contract setup to reflect different job site addresses, which can be setup in the contract pricing maintenance program. See 31006 - CONTRACT PRICING MAINTENANCE.
The order is a CASH type order which requires the entry of name and address information.

For deliveries, if the SHIP-TO name and address information is not modified when the order is first created, the program lets you easily modify this information after the detail lines have been flagged for delivery. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURES, General Shipping Procedures.

F7=ENTER CONTRACT CODE

[F7] to select contract pricing code.

See 31006 - CONTRACT PRICING MAINTENANCE. The cursor moves to the CONTRACT field.

Select this option typically to select contract pricing that exists for a customer that is different than the SHIP-TO customer. For example, if you use contract pricing to maintain pricing structures for different categories of customers (such as "renovators", "painters" etc), then you would press [F7] and then enter in the appropriate contract code.

ACCESS CUSTOMER MAINTENANCE

[F9] to access customer maintenance program.

CONTRACT

This field enables you to enter a predefined contract code. The contract is composed of the CONTRACT CUSTOMER CODE and CONTRACT CODE. The cursor advances to CONTRACT CUSTOMER CODE field entry.

Contracts are used to maintain product pricing structures and/or to maintain different shipping addresses. Therefore, a contract would be associated with an order for the following reasons:

To affect the order's default product pricing.
To affect the order's SHIP-TO name and address information.

CONTRACT CUSTOMER CODE

This field enables you to enter the customer code portion of the pre-defined contract.

Enter contract customer code.

The cursor advances to the CONTRACT CODE field. If the customer has only one contract, the CONTRACT CODE will be automatically set. If there are no existing contracts the following prompt displays.

>> NO CONTRACT PRICING IN EFFECT - PRESS CR:

[Enter] to clear prompt and return to SHIP-TO field.

[Enter] to set CONTRACT CUSTOMER CODE to SHIP-TO code.

The cursor advances to the CONTRACT CODE field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

[F5] to access contract pricing inquiry.

CONTRACT CODE

This field enables you to enter the contract code portion of the pre-defined contract.

Enter customer's contract code.

The following prompt indicates that the contract select has expired.

>> CONTRACT PRICING NOT IN EFFECT - USE ANYWAYS? (Y/N):
EFFECTIVE DATE: MM/DD/YY, EXPIRY DATE: MM/DD/YY

"Y" to use contract anyway.

"N" to not use contract and return to SHIP-TO field.

Once a contract has been selected, the SHIP-TO name and address information is set to the contract's name and address information and is then displayed. The following prompt allows you to modify this information if required.

** DO YOU WANT TO EDIT THE SHIP-TO INFORMATION? (Y/N):

"Y" to modify SHIP-TO name and address information.

The cursor advances to the SHIP-TO NAME field.

"N" to not modify information.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

[F5] to access contract pricing inquiry.

SHIP-TO NAME

Displays either the ship-to or contract name. This field is a duplicate display of the SHIP-TO or the CONTRACT NAME field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information. When the SHIP-TO NAME is modified for a CASH type order, the SORT code used for displaying orders in the order inquiry is also modified.

ENTER NAME FOLLOWED BY CR

Enter customer name for individual and advance to next field.

Applicable only if the order is an ON-ACCOUNT type order, or the order is a CASH type order and you are entering a person's name. For cash sales the program creates the SORT code based on the 1st 4 characters of the 2nd word plus the 1st 3 characters of the 1st word. Initials are ignored.

For example: JOHN HARRIS = HARRJOH.

Altenatively, your system can be configured to create a cash sale SORT code based on the 1st 3 characters of the last word plus the 1st 3 characters of the first word.

For example: JOHN HARRIS = HARJOH.

ENTER NAME FOLLOWED BY F9

Enter customer name + [F9] for company and advance to next field.

Applicable only if the order is a CASH type order and you are entering a company name. The program creates the SORT code based on the 1st 4 characters of the 1st word plus the 1st 3 characters of the 2nd word. Initials are ignored.

For example: TRIDENT CONSTRUCTION = TRIDCON.

OTHER OPTIONS

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

F6 TO CLEAR NAME/ADDRESS

[F6] to clear all SHIP-TO name and address fields.

Select this option to enter new name and address information.

SHIP-TO ADDR1 (ADDRESS 1)

Displays either the ship-to or contract address line 1. This field is a duplicate display of the SHIP-TO or CONTRACT ADDRESS LINE 1 field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter address line 1 and go advance to next field.

[Enter] to accept default address and advance to next field.

[F2] to clear field.

If you enter new data the field will automatically clear after your first keystroke.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP-TO ADDR2 (ADDRESS LINE 2)

Displays either the ship-to or contract address line 2. This field is a duplicate display of the SHIP-TO or CONTRACT ADDRESS LINE 2 field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter address line 2 and advance to next field.

[Enter] to accept default address and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP-TO CITY

Displays the first word from either the ship-to or contract address line 3. This field is a duplicate display of the SHIP-TO or CONTRACT ADDRESS LINE 3 field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter city and advance to next field.

[Enter] to accept default city and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP-TO AREA

Entry in this field is only required when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter ship-to area and advance to next field.

[Enter] to accept default area and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP-TO PROV (PROVINCE)

Displays the second word from either the ship-to or contract address line 3. This field is a duplicate display of the SHIP-TO or CONTRACT ADDRESS LINE 3 field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter province and advance to next field.

[Enter] to accept default province and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP-TO PS CD (POSTAL CODE)

Displays either the ship-to or contract postal code. This field is a duplicate display of the SHIP-TO or CONTRACT POSTAL CODE field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter postal code and advance to next field.

[Enter] to accept default postal code and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP-TO PH# (TELEPHONE NUMBER)

Displays either the ship-to or contract phone number. This field is a duplicate display of the SHIP-TO or CONTRACT TELEPHONE NUMBER field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter phone number and advance to next field.

[Enter] to accept default phone number and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP-TO FAX#

Displays either the ship-to or contract fax number. This field is a duplicate display of the SHIP-TO or CONTRACT FAX# field of the customer master maintenance or contract master maintenance program. You can enter field data when modifying the SHIP-TO name and address information.

ENTER FIELD

Enter fax number and advance to next field.

[Enter] to accept default fax number and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

When modifying the SHIP-TO name and address information for a CASH type order, and your system is configured accordingly, the following prompt displays, giving you the option of adding a new customer to your A/R master file.

OPER (OPERATOR)

Displays the OPERATOR code associated with the terminal.

LEV (PRICING LEVEL)

Displays the pricing level that will be the default for product pricing during product detail entry. See 31020 - PRICING MAINTENANCE and 31558 - SALES ORDER ENTRY, DETAIL ENTRY. The pricing level is derived from the SHIP-TO customer's pricing level. However, if a CONTRACT is specified and the CONTRACT pricing level is higher than the SHIP-TO customer's pricing level, the pricing level is set to the CONTRACT pricing level.

The sales order entry program can be configured to take flyer pricing into account for cash sales only or cash and charge sales. Flyer pricing on any specific product will normally override any pricing level set for a customer, but your system can be configured to set the pricing that takes precedent to either the flyer price or the contract price.

ENTER FIELD

[Enter] to accept default level and advance to next field.

[F3] to return to previous field.

[F4] to return to the UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

"R" for retail pricing level.

"1" for pricing level 1.

"2" for pricing level 2.

"3" for pricing level 3.

PST (PROVINCIAL SALES TAX)

Displays whether or not provincial sales tax will be charged for the order. The PST flag is initially derived from the PST CODE field of the BILL-TO customer master maintenance program. If the customer's PST CODE is blank, the order PST flag is set to Y and PST will be charged. If the customer's PST CODE is not blank, the order PST flag is set to N and PST will not be charged. For PST to be charged on a detail line, other conditions must exist. See 31558 - SALES ORDER ENTRY, DETAIL ENTRY.

ENTER FIELD

[Enter] to accept default value and advance to next field.

"Y" to flag order to charge PST where appropriate.

"N" to flag order not to charge PST.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

GST (GOODS & SERVICES TAX)

Displays whether or not GST will be charged for the order. The GST flag is initially derived from the GST CODE field of the BILL-TO customer master maintenance program. If the customer's GST CODE is Y, GST will be charge. If the GST flag is N, GST will not be charged. For GST to be charged on a detail line, other conditions must exist. See 31558 - SALES ORDER ENTRY, DETAIL ENTRY.

ENTER FIELD

[Enter] to accept default value and advance to next field.

"Y" to flag order to charge GST where appropriate.

"N" to flag order not to charge GST.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

PST CODE (PROVINCIAL SALES TAX CODE)

Displays the BILL-TO customer's PST CODE. This field is a duplicate display of the PST CODE field of the customer master maintenance program.

ENTER FIELD

Enter PST code and advance to next field.

[Enter] to accept default code and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

CONT (CONTACT PERSON)

This is the name of the customer contact.

ENTER FIELD

Enter name and advance to next field.

[Enter] to accept default name or bypass and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

PO# (PURCHASE ORDER NUMBER)

Your system can be configured so that when no purchase order number is entered in a sale to a customer for whom you require a purchase order number, the sale is placed on hold and can not be taken off hold until the purchase order number is entered. The following warning prompt appears.

>> WARNING: P.O. NUMBER MANDATORY - SALE WILL BE PLACED ON HOLD - PRESS CR/F3:

[Enter] to continue to process order.

[F3] to clear warning and return to PO# field.

ENTER FIELD

Enter PO# and advance to next field.

[Enter] to accept default PO# or bypass and advance to next field.

[F2] to clear field and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIP (SHIPPING METHOD)

Displays the order's shipping method. The shipping method can either be specified from within the SHIPPING INFO window or can be specified from the SHIP/PRINT OPTIONS prompt. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURES - Ship/Print Options. The possible shipping methods are PICK UP, LOAD CAR, DELIVERY, DIRECT SHIP, COURIER, or as entered.

SHIPPING INFO

Indicates whether or not shipping information exists in the SHIPPING INFO window and allows you to access the SHIPPING INFO window. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURES.

ENTER FLAG

"Y" to enter shipping information in SHIPPING INFO window.

The SHIPPING INFO window can also be displayed from the SELECT MAIN OPTION prompt of the header entry screen as well as from the header display screen from within the order inquiry porogram.

"N" if no shipping information is to be entered.

[Enter] to accept default value and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SHIPPING INFORMATION WINDOW DISPLAY

â”Œâ”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”
â”‚                         < SHIPPING INFORMATION >                         â”‚
â”‚                                                                          â”‚
â”‚                                                                          â”‚
â”‚    <--------SHIPPING INFO-------->     <----------MISC INFO---------->   â”‚
â”‚ 01 SHIP TYPE       PICK UP             DELIVERY         Y                â”‚
â”‚ 02 TO-SHIP DATE    Nov05/99            DLY DOC PRINTED  Y (03)           â”‚
â”‚ 03 TO-SHIP TIME                        ExTRA COSTS        1,200.00       â”‚
â”‚ 04 SHIPPED DATE    Nov06/99            DLY TRSF COST           .00       â”‚
â”‚ 05 SHIPPING INSTR                      DELIVERY CHARGE         .00       â”‚
â”‚ 06 UNLOAD METHOD                       DEPOSIT REQ'D           .00       â”‚
â”‚ 07 TRUCKER                             AMOUNT PAID             .00       â”‚
â”‚ 08 PACKING SLIP                        AMT OWING          4,873.50       â”‚
â”‚ 09 CONTACT                             TERMS            NA  NET          â”‚
â”‚ 10 COD METHOD                          PAYMENT DISC            .00       â”‚
â”‚                                                                          â”‚
â”‚                                                                          â”‚
â”‚                                                                          â”‚
â”‚** FIELD NUMBER (CR TO CONTINUE): __                                      â”‚
â””â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”€â”˜

** FIELD NUMBER (CR TO CONTINUE):

Once the SHIPPING INFO window displays, you can modify any of the numbered fields in the window or to exit the window.

Enter field number to modify.

The cursor advances to the selected field. See SHIPPING INFO WINDOW FIELDS.

[Enter] to exit SHIPPING INFO window.

SHIPDOC PRT'D

Indicates whether or not any of the shipping type documents have been printed for the order. The shipping type documents are the PICKING LIST - DELIVERY and the SHIPPING DOCUMENT. See 31562 - SALES ORDER ENTRY, DOCUMENT PRINTING. The possible values are:

Y indicates one shipping type document has been printed.

N indicates no shipping type documents have been printed.

C indicates that order detail lines have been modified since

a shipping type document was last printed.

INVOICE PRT'D

Indicates whether or not any of the invoice type documents have been printed for the order. The invoice type documents are the SALES ORDER, INVOICE and PICKING LIST - REGULAR. See 31562 - SALES ORDER ENTRY, DOCUMENT PRINTING. The possible values are:

Y indicates one of the invoice type documents has been printed.

N indicates no invoice type documents have been printed.

C indicates that order detail lines have been modified since

an invoice type document was last printed.

COMPLETE

Indicates whether or not the order is complete. If an order is not complete, it is not selectable for processing through the order register & update program. See 31563 - SALES ORDER ENTRY, ORDER COMPLETION.

CASH TOTAL

Displays the cash total amount of the order. Applicable to CASH type orders only.

AMT PAID (AMOUNT PAID)

Displays the amount that has been paid towards the order through the cash till sales entry program. Applicable to CASH type orders only. See 31561 - SALES ORDER ENTRY, PAYMENT PROCESSING.

AMT OWING (AMOUNT OWING)

Displays the amount still owing on the order. Applicable to CASH type orders only. The AMT OWING = CASH TOTAL - AMT PAID.

DEP REQ'D (DEPOSIT REQUIRED)

An optional field that is automatically prompted for during shipping processing. Applicable to CASH type orders only. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURE - General Shipping Procedures.

ENTER FIELD

Enter amount and advance to next field.

[Enter] to accept default value and advance to next field.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

COD METHOD (CASH ON DELIVERY PAYMENT METHOD)

Indicates which payment method the customer will be using when paying for the order at the time of delivery. Applicable for delivery CASH type orders only. The COD METHOD is automatically prompted during shipping processing. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURES - General Shipping Procedures.

ENTER FIELD

[Enter] to accept default method and advance to next field.

"1" for CASH.

"2" for CHEQUE.

"3" for VISA.

"4" for CLIENT CARD.

"5" for MASTERCARD.

"6" for NONE.

[F3] to return to previous field.

[F4] to return to UPDATE HEADER prompt.

See 31557 - SALES ORDER ENTRY, HEADER MODIFICATIONS. This option is only applicable when modifying an order header.

SUB-TOT (SUB-TOTAL AMOUNT)

Displays the order's sub-total. The SUB-TOT equals: TOTAL - DELIVERY - PST AMOUNT - GST AMOUNT.

P.S.T. (PROVINCIAL SALES TAX AMOUNT)

Displays the order's Provincial Sales Tax amount.

G.S.T. (GOODS AND SERVICES TAX AMOUNT)

Displays the order's Goods & Service Tax amount.

DLVRY (DELIVERY CHARGE AMOUNT)

Displays the order's delivery charge amount. The delivery charge amount is derived from the CI (Cartage Inside) type line that exists in the order. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURES.

TOTAL

Displays the order's total amount.

SHIP TO:

Displays the SHIP-TO NAME field.

SHIP TYPE (DEFAULT SHIP TYPE)

The default shipping type is the usual shipping method and is pre-set. When lines are flagged for shipping, the default shipping method for each line is set to the default shipping type. See 31560 - SALES ORDER ENTRY, SHIPPING PROCEDURES.

ENTER FIELD

[Enter] to accept default value and advance to the next field.

"C" for COURIER.

The product is to be shipped to the customer via courier service.

"D" for DELIVERY.

The product is to be delivered to the customer address.

"D""S" for DIRECT SHIPMENT.

The product is to be drop shipped from the supplier to the customer address.

"L""C" for LOAD CAR.

The product is to be prepared for loading into the customer vehicle.

"O" for OTHER.

The product is to be shipped to the customer via other means.

[F2] for PICKUP.

The product is to be picked up at the warehouse or yard by the customer.

[F3] to return to previous field.

[F4] to exit SHIPPING INFO window.

IdealWare Online Users Manual

SP2-06-04-02 S/P PROCESSING
31595 Sales Order Entry, Header Entry Field Definitions

IdealWare Online Users Manual

SP2-06-04-02 S/P PROCESSING31595 Sales Order Entry, Header Entry Field Definitions

SP2-06-04-02 S/P PROCESSING
31595 Sales Order Entry, Header Entry Field Definitions