Working with Sales Order Information

This chapter provides an overview of sales order information and discusses how to work with billing information.

Country-specific functionality for sales order information exists for:

Chile
Peru
Poland
Russia

Understanding Sales Order Information

You review and analyze sales order information to track the status of sales orders and invoices and accurately plan for future needs. For example, you can monitor quantity information to identify how many items on a sales order are backordered. You can also review the present status of any order, including orders that are on hold.

When entering or reviewing a sales order, you can quickly access item information, such as item number, availability, quantity cost-breaks, and so on. This is helpful when you are working directly with the customer.

You can also access additional item information that helps you accurately plan for future needs, such as summary availability and supply and demand for an item. For example, you can locate information about how many items are on demand, available in supply, and available to be promised.

You can access information about customer accounts, including current (open) orders and past (closed) sales orders. You can use the Check Credit program (P42050) to compare a customer's total accounts receivable and open orders with their credit limit. You can also access and review sales history information.

You can review billing information that doesn't print on the invoice that the customer receives, such as the status of any related orders. This is helpful when you must provide information to a customer during order entry.

You can access this information in either of these ways:

From the Customer Service Inquiry form on the Sales Order Inquiries (G42112) menu.
From the Update Sales Order - Header First - Manage Existing Order form on the Sales Order Management (G4211) menu.

Note. The method that you use to inquire on a sales order might be dependent upon the country that is associated with the order. Countries such as Chile, Peru, and Russia have country-specific fields, forms, and programs that can be used to review sales order information.

Working with Billing Information

This section provides overviews of online invoices and order acknowledgement printing and discusses how to:

Set processing options for Online Invoice Inquiry (P42230).
Print order acknowledgements.
Set processing options for Print Invoices (R42565).

Country-specific functionality for billing information exists for:

Argentina
Chile
Peru

Understanding Online Invoices

You use the Online Invoice Inquiry program (P42230) to review invoice information about an order that has not been invoiced or that has been only partially invoiced. The program displays the same information that appears on a printed invoice.

You can also use Online Invoice Inquiry to:

Review open and closed invoice information.
Display the invoice with or without back ordered lines.
Review information about shipping conditions, discounts, payment terms, and taxes.
Review transaction dates of lines within the invoice.
Review commission accruals for a sales order.

You can set the processing options for the Online Invoice Inquiry program to display back ordered items in these ways:

Without quantity and extended price information.
With quantity information only.
With quantity and extended price information.

You can also display tax summary information based on one of these criteria:

Tax group - total taxable amount.
Tax area - tax rate area, such as a state.
Tax authority - tax authority with jurisdiction in the tax area, such as a county or city.

If the order has items that are taxed at different rates, the system calculates the taxes, but displays N/A (not applicable) instead of a tax rate.

Note. You cannot inquire on interbranch or intercompany orders until you have printed invoices for the orders.

Understanding Order Acknowledgement Printing

You print order acknowledgements to send to the customer to confirm that you are processing the order. You can include the same information that is on the sales invoice, such as:

Item quantities, including backordered or canceled items.
Total price, taxes, and discounts.
Delivery date.
Payment terms.
Associated text and print messages.
Charge references for detached adjustments and flat rates.

You usually print order acknowledgements for those order lines that are ready to print on a pick slip. You should set up a separate status code for printing order acknowledgements in the order activity rules. You do this to prevent the system from bypassing the status for printing pick slips.

When you print acknowledgements, the system uses a version of the Print Invoices program (R42565). You can specify whether the system assigns invoice numbers when you print invoices or order acknowledgements by setting the appropriate processing option for each version. You can run the proof version for other functions, such as invoice reprints.

Important! When you run a version of Print Invoices in proof mode, the system does not perform updates to status codes or tables. To properly process sales order acknowledgements, you must run version XJDE0005 or run a copy of this version.

Forms Used to Work with Billing Information

Form Name	FormID	Navigation	Usage
Work With Online Invoice	W42230A	Sales Order Inquiries (G42112), Online Invoice	Review invoice information about an order that has not been invoiced or that has been only partially invoiced.
Dates	W42045G	Select a detail line and then select Order Dates from the Row menu on Work With Online Invoice.	Review dates for a detail line.
Sales Order Line Detail	W42045A	Select a detail line and then select Order Detail from the Row menu on Work With Online Invoice.	Review the detail information for the order line that you select.
Price History	W4074C	Select a detail line and then select Pricing History from the Row menu on Work With Online Invoice.	Review the price history for the item.

Setting Processing Options for Online Invoice Inquiry (P42230)

Processing options enable you to specify the default processing for programs and reports.

For programs, you can specify options, such as the default values for specific transactions, whether fields appear on a form, and the version of the program that you want to run.

For reports, processing options enable you to specify the information that appears on reports. For example, you set a processing option to include the fiscal year or the number of aging days on a report.

Do not modify JD Edwards EnterpriseOne demo versions, which are identified by ZJDE or XJDE prefixes. Copy these versions or create new versions to change any values, including the version number, version title, prompting options, security, and processing options.

Defaults

Although processing options are set up during system implementation, you can change processing options each time that you run a program.

1. Order Type	Enter a user-defined code (UDC) (00/DT) that identifies the type of document. This code also indicates the origin of the transaction. Document type codes are reserved for vouchers, invoices, receipts, and time sheets, which create automatic offset entries during the post program. (These entries are not self-balancing when you originally enter them.) The document types listed are predefined and should not be changed: P: Accounts Payable documents. R: Accounts Receivable documents. T: Payroll documents. I: Inventory documents. O: Purchase Order Processing documents. J: General Accounting/Joint Interest Billing documents. S: Sales Order Processing documents.
2. Status Code From	Enter a code (UDC 40/AT), indicating the next step in the order flow of the line type.
3. Status Code Thru	Enter a code (UDC 40/AT) that specifies what the next standard step is in the processing cycle for this order type. You set up the steps for the processing cycle on the Order Activity Rules form.
4. Based on Status	Enter 1 for the last status. Leave this field blank for the next status.
5. Backorders	Enter 1 to exclude backorders, enter 2 to include backorders, quantities only or enter 3 to include backorders, quantities and prices.
6. Customer Self Service Functionality	Specify whether the system activates the customer self-service functionality for use in JAVA/HTML. Values are: Blank: Bypass customer self service. 1: Activate customer self-service functionality for use in JAVA/HTML.

Freight

Although processing options are set up during system implementation, you can change processing options each time that you run a program.

1. Process Freight Estimate

Specify whether the system displays the freight estimate. Values are:

Blank: Do not display the freight estimate.

1: Display the freight estimate.

Versions

Although processing options are set up during system implementation, you can change processing options each time that you run a program.

1. Enter version for Print Invoices

(Future use.) Enter a version for print invoices. A version identifies a specific set of data selection and sequencing settings for the application. Versions may be named using any combination of alpha and numeric characters.

Commissions

Although processing options are set up during system implementation, you can change processing options each time that you run a program.

1. Bypass Commission Processing

Specify whether the system processes commissions. Values are:

Blank: Process commissions.

1: Do not process commissions.

Printing Order Acknowledgements

Select Sales Order Reports (G42111), Print Acknowledgements.

Setting Processing Options for Print Invoices (R42565)

Processing options enable you to specify the default processing for programs and reports.

For programs, you can specify options, such as the default values for specific transactions, whether fields appear on a form, and the version of the program that you want to run.

Default

Use these processing options to specify the default values that the system uses.

1. Status Code - From	Enter the beginning status code range that the system uses to select orders for printing invoices. You must use a status that has been set up in the UDC table (40/AT) of the order activity rules. The combination of Status Code - From and Status Code - To must be a valid combination of last status and next status in the Order Activity Rule table for the order type and the line type that you are processing.
2. Status Code - To	Enter the status code range that the system uses to select orders for printing invoices. You must use a status that has been set up in the UDC table (40/AT) of the order activity rules. The combination of Status Code - From and Status Code - To must be a valid last status/next status combination in the Order Activity Rule table for the order type and the line type that you are processing.
3. Based On Status	Specify whether the system selects the Sales Order Detail File table (F4211) according to the last status or next status. Values are: 1: Select according to last status. 2: Select according to next status.
4. Override Next Status Code	Enter the next step in the order process. The code that you specify (UDC 40/AT) must have been set up in the Order Activity Rules based on the order type and the line type that you are using. The override status is another allowed step in the invoicing process and is optional. The combination of the beginning status and the override next status must be a valid last status/next status combination in the Order Activity Rules table.
5. Prevent Next Status Update	Specify whether to prevent the system from updating the next status from the Order Activity Rules. The code that you specify (UDC 40/AT) must have been set up in the Order Activity Rules based on the order type and the line type that you are using. Values are: Blank: Update the next status. 1: Prevent the next status update. If you leave this processing option blank, the system updates the next status according to the existing order activity rules.
6. Prevent A/R Number Assignment	Specify whether the system is prevented from assigning an AR number to the transaction when running an invoice in proof mode. Values are: Blank: Do not prevent AR number assignment. 1: Prevent AR number assignment. When you run this program in proof mode, set this processing option to 1.
7. Assign A/R Next Number	Enter the index number that the system uses when assigning an AR next number. You can select from 10 different sequencing buckets for AR next number assignments. If you leave this option blank, the system assigns 01.
8. Invoice Document Type	Enter the document type that the system assigns to the invoice. You must use a document type that has been set up in the UDC table 00/DT. If you leave this option blank, the system uses document type RI.

Use these processing options to specify the data that the system prints.

1. Invoice Date	Enter the date that appears on the invoice. If you leave this processing option blank, the system date prints.
2. Print Backordered/Canceled Lines	Specify whether the system prints backordered lines or canceled lines or both on the invoice. Values are: 1: Print backordered lines. 2: Print canceled lines. 3: Print both backordered and canceled lines. 4: Do not print backordered or canceled lines.
3. Extend Price on Backordered Lines	Specify whether the system prints the extended price of backordered items. Values are: Blank: Do not print the extended price of backordered items. 1: Print the extended price of backordered items.
4. Print Backordered Lines Once Only	Specify whether the system prints backordered and canceled lines one time or multiple times. Values are: Blank: Print backordered lines multiple times. 1: Print backordered lines one time only.
5. Print Extended Cost	Specify whether the system prints the extended cost and profit margin. Values are: Blank: Do not print the extended cost and profit margin. 1: Print the extended cost and profit margin. If you have set this processing option to 1, you must print in landscape format to view the extended cost.
6. Print Available Discount	Specify whether the system prints discounts available to a customer. Values are: Blank: Do not print available discounts. 1: Print available discounts.
7. Print Kit Component Lines	Specify whether the system prints kit component lines. Values are: Blank: Do not print kit component lines. 1: Print kit component lines. If you are using JD Edwards EnterpriseOne Configurator from Oracle, set this option to 1.
8. Print Future Committed Lines	Specify whether the system prints future committed lines. Values are: Blank: Do not print future committed lines. 1: Print future committed lines.
9. Print Item Number	Specify whether the system prints the customer's item numbers along with the internal item numbers. Values are: Blank or 1: Print internal item numbers only. 2: Print internal and the customer's item numbers.
10. Customer Cross Reference	Enter the cross-reference code that identifies the customer item number, if you want to print the customer item number on the invoice. You must enter a value from the UDC table (41/DT).
11. Item Summary	Specify whether the system prints summaries of multiple line items for the same item if the item number, cost, and price of each line item are identical. For example, if you ship the same item to multiple locations, you might want to summarize line items for the invoice that is sent to the bill to location. Values are: 1: Print summaries of items only. 2: Print summaries of items split by commitments. If you set this option to 1, the summarization is based on these fields: 2nd Item Number, Unit Price, Unit of Measure, Line Type, Pricing Unit of Measure, Document Number, Document Type, and Document Company. If you set this option to 2, the summarization is based on these fields: Order Number, Order Type, Order Company, Line Number, Unit Price, Unit of Measure, Line Type, and Pricing Unit of Measure. When working with kits, set this option to 1.
12. Print Serial Numbers	Specify whether the system will print serial numbers on the invoice. Values are: Blank: Do not print serial numbers. 1: Print serial numbers.
13. Print in Foreign Currency	Specify whether the system prints foreign currency. Values are: Blank: Do not print foreign currency. 1: Print foreign currency.
14. Print Tax Summary	Specify whether the system prints tax summary information on an invoice. The system summarizes the tax information according to how you have set this option. Values are: Blank: Do not print tax summary information. 1: Print tax summary information by group. 2: Print tax summary information by area. 3: Print tax summary information by authority.
15. Global Print Message	Enter a UDC (40/PM) to specify the global print message that the system prints on each invoice.
16. Print Associated Text	Specify whether the system prints sales order associated text on an invoice. Values are: Blank: Do not print associated text. 1: Print associated text. If you set this option to 1, the system prints the associated text for both the sales order header and the sales order detail.
17. Print Drafts	Specify whether the system prints drafts. Values are: Blank: Do not print drafts. 1: Print drafts.
18. Draft Origination	Specify the city name from where the draft originates. If you enter a city name here, it appears on the draft.
19. Print Message Preference	Specify whether the system prints a user-defined print message preference for the item number or customer number that appeared in the sales order. Print message preferences are set up for an item number, customer number, item group, customer group, or a combination of these selections. Values are: Blank: Do not print user-defined print message preference. 1: Print a user-defined print message preference.
20. As If Currency Code	Specify an as-if currency in which to print net, sales tax, and total order amounts on the invoice. The Print Invoice program uses as-if currency processing to calculate and print amounts as if they were entered in a currency other than the domestic or foreign currency.
21. As If Print Tax Summary	Specify whether the system prints the tax summary amounts in an as-if currency. Values are: Blank: Do not print tax summary information in an as-if currency. 1: Print tax summary information in an as-if currency. The program uses the currency code specified in the As If Currency processing option and the format specified in the Print Tax Summary processing option.
22. Print Additional Header Text	Specify whether to print the additional header text on the page header of the report. The additional header text identifies the document as an original or a reprint. Values are: Blank: Do not print additional header text. 1: Print additional header text to indicate that the document is original. 2: Print additional header text to indicate that the document is a reprint.
23. Print copy for Forwarded To address	Specify whether to print a copy of the invoice for the Forward To address.

Cost/Price Update

Use these processing options to specify how the system processes cost and to specify the version of the cost program to use.

1. Update Cost

Specify whether the system updates costs prior to printing an invoice. The system updates all selected sales orders with current costs, exchange rates, and prices. To ensure that the system accurately calculates the profit margins, you can run a sales cost update. Run this update if the purchasing or manufacturing costs change frequently, or if orders have been in the system for an extended period before being updated. Values are:

Blank: Do not update costs for the item.

1: Update costs with the Sales Order Batch Price/Cost Update program (R42950).

2. Sales Price/ Cost Update Version (R42950)

Specify the version of Sales Order Batch Price/Cost Update (R42950) that the system uses to update costs prior to printing invoices. If you leave this option blank, the system uses version ZJDE0001.

For interbranch orders, you must set the processing options in R42950 to update the price information, and specify the exchange rate for the branch/plants that are involved in the transaction.

Prepayment

Use this processing option to specify whether the system displays prepayments.

1. Display Prepayments on Invoice

Specify whether the system displays prepayment information on an invoice. Values are:

Blank: Do not display prepayment information.

1: Display prepayment information.

Process

Use these processing options to specify how the system processes the next order status.

1. Enable Next Order Status Preference

Specify whether to enable advance preferences for all sales order detail records that the system processes when printing invoices. Values are:

Blank: Do not use Next Order Status Preference.

1: Use Next Order Status Preference.

2. Printing Invoice Selection

Specify whether the system prints invoices. Values are:

Blank: Print invoices.

1: Do not print invoices.

EDI

Use these processing options to specify how the system processes edit information.

1. EDI Processing Selection	Specify the method of processing that the system uses for electronic data interchange (EDI) transactions. Values are: Blank: Use Invoice Print processing only. 1: Use EDI and Invoice Print processing. 2: Use EDI processing only.
2. EDI Transaction Type	Specify the EDI transaction type. Values are: 1: Invoice. 2: Purchase order acknowledgement. 3: Request for quotation.
3. EDI Document Type	Specify the document type for EDI transactions. You must use a document type that has been set up in the UDC table 00/DT.
4. EDI Transaction Set Number	Specify the transaction set number in EDI processes. You must use a transaction set number that has been set up in the UDC table 40/ST.
5. EDI Translation Format	Specify the translation format for EDI transactions.
6. Trading Partner ID	Specify the identification number of the EDI trading partner.
7. Transaction Set Purpose	Specify the transaction set purpose for the EDI transactions. You must use a transaction set purpose that has been set up in the UDC table 47/PU.
8. Extended EDI Invoice Processing	Specify that the system should populate the EDI Invoice Expanded Header (F470462) and EDI Invoice Expanded Detail (F470472) tables when printing invoices. Values are: Blank: Do not populate the tables. 1: Populate the tables.
9. Reference Qualifier 1	Enter a UDC (41/X6) to apply the reference qualifier that the system uses to locate the corresponding shipment reference number.
10. Reference Qualifier 2	Enter a UDC (41/X6) to apply the reference qualifier that the system uses to locate the corresponding shipment reference number.
11. Reference Qualifier 3	Enter a UDC (41/X6) to apply the reference qualifier that the system uses to locate the corresponding shipment reference number.
12. Reference Qualifier 4	Enter a UDC (41/X6) to apply the reference qualifier that the system uses to locate the corresponding shipment reference number.
13. Reference Qualifier 5	Enter a UDC (41/X6) to apply the reference qualifier that the system uses to locate the corresponding shipment reference number.

Demand Scheduling

Use these processing options to specify how the system processes demand scheduling.

1. Party Type 1	Specify the party type qualifier for retrieving the values for the party type name and ID number. The system populates the EDI Invoice Expanded Header (Sales) table (F470462) with the party type name and ID number if you enable the EDI Extended EDI Invoice Processing field on the EDI tab.
2. Party Type 2	Specify the party type qualifier for retrieving the values for the party type name and ID number. The system populates the EDI Invoice Expanded Header (Sales) table (F470462) with the party type name and ID number if you enable the EDI Extended EDI Invoice Processing field on the EDI tab.
3. Party Type 3	Specify the party type qualifier for retrieving the values for the party type name and ID number. The system populates the EDI Invoice Expanded Header (Sales) table (F470462) with the party type name and ID number if you enable the EDI Extended EDI Invoice Processing field on the EDI tab.
4. Party Type 4	Specify the party type qualifier for retrieving the values for the party type name and ID number. The system populates the EDI Invoice Expanded Header (Sales) table (F470462) with the party type name and ID number if you enable the EDI Extended EDI Invoice Processing field on the EDI tab.
5. Party Type 5	Specify the party type qualifier for retrieving the values for the party type name and ID number. The system populates the EDI Invoice Expanded Header (Sales) table (F470462) with the party type name and ID number if you enable the EDI Extended EDI Invoice Processing field on the EDI tab.

E-mail

Use these processing options to specify how the system processes emails.

1. E-mail Acknowledgement Selection	Specify whether system sends email acknowledgements when you run the Print Invoices program (R42565). Values are: Blank: Do not send email acknowledgements. 1: Send email acknowledgements.
2. Electronic Address Type	Enter the code that the system uses when creating and defining the email address from the Who's Who contact information. The system then uses the email address for acknowledgements. If you leave this processing option blank, the system uses a default value of E.
3. Include Amounts on E-mail	Specify whether the system prints line amounts and totals (such as total order amount, price, extended amount, and tax) on the email acknowledgement. Values are: Blank: Do not print all line amounts and totals. 1: Print all line amounts and totals.
4. E-mail Heading Message	Enter a UDC (40/PM) to define which global print message that the system includes on the email acknowledgement. If you leave this processing option blank, the system does not include a global print message.
5. E-mail Subject Line	Enter a UDC (40/PM) to define the text that the system prints in the subject line when sending an email acknowledgement. If you leave this processing option blank, the system leaves the subject line blank.
6. E-mail Sender Address Number	Enter the address number that specifies the name and email address of the sender of the email acknowledgement.