45 Work with Preferences

This chapter contains these topics:

• Section 45.1, "Activating Preferences,"

• Section 45.2, "Running Preferences in Batch,"

• Section 45.3, "Locating Preferences."

You can activate each preference to use during order processing. With interactive processing, you activate each preference within a Preference Processing version. This version contains a list on which you activate or deactivate each preference for processing by the system.

You can use batch processing of preferences as an alternative to interactive processing during sales order entry. You can run preference batch processing after you have entered orders. Batch processing preferences can speed sales order entry because the system does not have to search for and apply each preference as you enter each order.

You can locate a specific preference to view how the preference has been defined. You can also locate preferences to determine if preferences exist for a customer and item combination before creating a new preference.

45.1 Activating Preferences

Navigation

From Sales Order Management (G42), choose hidden selection 27

From Sales Order Advanced & Technical Operations (G4231), choose Preference Selection

You must activate each preference that you want the system to use during processing. Preferences are activated within a version for the Preference Selection program. The prompts contain a list on which you activate or deactivate each preference for processing by the system.

You must set the processing options for Preference Profile Processing for all of the versions of order entry programs to which you want to apply preferences.

To activate preferences

On Preference Selection

Figure 45-1 Preference Selection screen

Description of "Figure 45-1 Preference Selection screen"

1. Choose the option to change the Preference Processing version that you want to use.

2. To display the Processing Options Revisions form, choose Processing Option value(s).

   Figure 45-2 Processing Options Revisions screen

   
   Description of "Figure 45-2 Processing Options Revisions screen"
   
   

3. On Processing Options Revisions, choose each of the preferences you want to activate.

A variety of programs have the facility to activate and call a version of Preference Profiles (P40400) via the processing options. The most common program to use preferences is the Sales Order Entry program (P4211). The relevant processing options are:

• Option 58 where you define the version of Preference Processing (P40400) that is to be called.

• Option 73 determines whether preference profile defaults are to be used.

• Option 74 determines whether to use the Inventory Commitment preference to source from multiple branches or to view grade or potent items in the commitment window.

45.1.1 What You Should Know About

Topic	Description
Preference status	To determine whether a preference is active, see the Preference Status field on the preference inquiry or revision forms that are specific to the preference you are reviewing.
Restrictions for batch processing	You cannot use batch processing for the Inventory Commitment, Product Allocation or Delivery Date preference.
Using processing options with preferences	The processing options that you choose affect the values that the system uses to process the batch.
Overriding preferences	Values that you enter manually on the sales order line item override preference values.
Overriding default values	Preference values override default values that the system uses from the Item Master, Item Branch/Plant Information, Customer Master Information, or data dictionary tables.
Deactivating preferences	If you do not activate preferences in the sales order program or in the preference profile program, the system uses normal default values.
Running preferences multiple times	Once preferences have been run from the Sales Order Detail program they can only be run again via Preference Batch Processing (P40840).

Note:

The Print Messages, Cycle Billing, and Inventory Commitment preferences do not require Preference Selection. See Chapter 44, "Set Up Preferences" for more information and Work with Invoice Cycles for specific details on cycle billing.

45.2 Running Preferences in Batch

Navigation

From Sales Order Management (G42), choose hidden selection 27

From Sales Order Advanced & Technical Ops (G4231), choose Preference Batch Processing

You can use batch processing of preferences as an alternative to interactive processing during sales order entry.

You can run preference batch processing after you have entered orders. Processing preferences in batch will update the sales order files with preference values and will speed sales order entry because the system does not search for and apply each preference as you enter an order.

45.2.1 Before You Begin

• Create preferences by entering standard and specific information

• Enter sales orders for the customers and item combinations that you defined when creating preferences

To run preferences in batch

On Preference Batch Processing

Figure 45-3 Preference Batch Processing screen

Description of "Figure 45-3 Preference Batch Processing screen"

Choose the option to run the Preference Batch Processing version you want to use.

45.2.2 Processing Options

See Section 69.1, "Preference Batch Processing (P40840)."

45.3 Locating Preferences

Navigation

From Sales Order Management (G42), choose hidden selection 27

From Sales Order Advanced & Technical Ops (G4231), choose Preference Profiles

You can locate a specific preference to view how the preference has been defined. You can also locate preferences to determine if preferences exist for a customer and item combination before creating a new preference.

Note:

If preferences already exist for the customer and item combination, you should determine the strategy of their use before creating another preference that might conflict with existing preferences.

To locate preferences

On Preference Profiles

1. Choose the preference that you want to locate.

2. Access the Preference Inquiry form.

3. Complete one of the following fields or leave both fields blank to locate a preference that applies to all customers:

   • Customer Number

   • Customer Group

4. Complete one of the following fields or leave both fields blank to locate a preference that applies to all items:

   • Item Number

   • Item Group

5. Choose the preference with which you want to work.