5 Enter User Defined Data for Sales Orders

This chapter contains these topics:

• Section 5.1, "About Entering User Defined Data for Sales Orders,"

• Section 5.2, "Entering User Defined Data for Sales Orders,"

• Section 5.3, "Processing Options."

5.1 About Entering User Defined Data for Sales Orders

You can enter user defined data for both the sales order header and sales order detail lines. This allows you to store additional information about the sales order that might not be in either the Sales Order Header File (F4201) or the Sales Order Detail File (F4211) tables. You might use this as supplemental information that is always unique to the order, to bring attention to additional customer or item information relevant to the order, or for custom processing of your sales orders.

You enter user defined sales order data only through the corresponding order entry programs. The Sales Order Header User-Defined Data program (P42016) is accessible through only the Sales Order Heading Information (P4210) program and the Sales Order Detail User-Defined Data program (P42116) is accessible through only the Sales Order Entry - Detail program (P4211).

Use the User Defined Data processing options for Sales Order Entry (P4211) to designate whether user defined data:

• Is accessible

• Displays in the entry programs at the header and detail level when you add an order

• Is accessible in entry programs via a function exit from the header screen or an option exit from the detail screen.

You can also enter the DREAM Writer version you want to use for both header and detail information in the DREAM Writer processing option.

If you set the processing options to access the user defined data via a function exit or option exit, you can use one of the following to display the corresponding user defined data:

• Exit to S.O. Header - User Defined Data (F19) from P4210 for the order header

• Enter 17 in the Option field (Exit to S.O. Header - User Defined Data) from P4211 for the detail level

You cannot access the sales order header user defined data from the Sales Order Detail program (P4211).

Additionally, you can set the Sales Order Header User-Defined Data program (P42016) and S.O. Detail-User Defined Data (P42116) processing options. These allow the system to enter a default value in the Data Type field on the screen and also prevent users from changing the data type. You can also set the S.O. Detail-User Defined Data processing options to preload user defined data from the original sales order line. This can be helpful when you are duplicating an order or releasing a sales order line from a blanket or quote order. The processing options allow you to choose which data types to preload or you can select all. If you do not set the Order Duplication or Blanket/Quote Release processing options, the system does not retain user defined data from the original order for a new sales order line.

In both user defined data programs, the following function exits are available:

• User Data Type Selection (F2) to access the User Data Type Selection window (P4056W) and choose a data type.

• Text Entry for Header User Defined Data (F14) to access the Associated Text-User Data window (P4315W) and add textual information about the user defined data.

When you use the function exit or enter a value in the Option field to access the user defined data for an existing sales order and multiple data types exist, the User Data Type Selection window displays with a list of existing data types. When you choose a data type, the system enters it in the user defined data program.

The transaction tables store the pertinent information for sales orders. You can maintain user defined data at both the header level and detail level for orders. You use the following programs to store data in the accompanying tables:

• S.O. Header-User Defined Data (P42016), S.O. Header - User Defined (F42016)

• S.O. Detail-User Defined Data (P42116), S.O. Detail - User Defined (F42116)

Note:

When you set the Prompt to Accept the Order processing option, the system does not save the data that you enter in S.O. Detail-User Defined Data in the table until you accept the order. You can continue to access the user defined data for a detail line and make changes before you accept the order by entering 17 in the Option field for the detail line. Once you accept the order, the system saves the changes in the table.

5.1.1 Default Values

You can use User Defined Data Defaults (P40062) to have the system retrieve default values for designated fields.

Note:

The system does not enter default values from a user defined field at the header level for the same field and data type to the detail level. For example, if you enter a value in the Date1 field on S.O. Header-User Defined for the INT data type, the system does not enter that value into the Date1 field on S.O. Detail-User Defined for the same data type. You must set up all default values in User Defined Data Defaults program.

5.1.2 Multi-Currency

After you activate Multi-Currency for your system, the Currency Code field displays with the user defined data.

Note:

If you are using extended amounts for some data types but not others, you can use the User Data Field Control program (P40060) to set the Currency field to an inactive status for a specific data type. This hides the Currency Code field for only that data type.

The system uses the customer's currency on the sales order, but you can change this to any currency. However, once you enter amounts, you cannot change the currency without first clearing the amounts.

Unlike the sales order, the system stores amounts in only one currency, there are not separate amounts for domestic and foreign currency.

If you hide the Currency Code field, the program stores all amounts you enter using the display decimals for the field from the data dictionary.

5.1.3 What You Should Know About

Topic	Description
Split Order Detail Lines	If the system splits the sales order detail line when you run the Inventory Availability/Commitment program (P42997), the program copies the user defined data for the line to the new line.
Accessing User Defined Data	When you confirm shipments from the Ship Confirmation program (P4205) you can choose Exit to S.O. Header-User Defined Data (F19) to access the S.O. Header - User Defined Data program (P42016) or enter 17 in the Option field to access S.O. Detail - User Defined Data program (P42116).

5.1.4 Before You Begin

• Set the S.O. Header - User Defined Data (P42016) and S.O. Detail-User Defined Data (P42116) processing options and the User Defined Data processing options for Sales Order Entry (P4211).

5.2 Entering User Defined Data for Sales Orders

Navigation

From Sales Order Management (G42), chooser Sales Order Processing

From Sales Order Processing (G4211), choose Enter Orders (Page Mode)

To enter user defined data for sales orders

1. On Enter Order (Page Mode) enter a sales order.

   Figure 5-1 Enter Orders (Page Mode) screen

   
   Description of "Figure 5-1 Enter Orders (Page Mode) screen"
   
   

2. On Enter Order (Page Mode), perform one of the following to access user defined data:

   • Click Enter if you set the User Defined Data processing options for Sales Order Entry.

   • Choose Exit to S.O. Header - User Defined Data (F19).

3. On S.O. Header-User Defined Data, complete the appropriate fields and click Add.

   Figure 5-2 S.O. Header User Defined Data screen

   
   Description of "Figure 5-2 S.O. Header User Defined Data screen"
   
   

4. On Enter Order (Page Mode), choose Exit to Order Detail (F12) to access the order detail.

5. On Sales Order Entry, enter 17 in the Option field to access user defined data.

   Figure 5-3 Sales Order Entry screen

   
   Description of "Figure 5-3 Sales Order Entry screen"
   
   

6. On S.O. Detail-User Defined Data, complete the appropriate fields and click Add.

Figure 5-4 S.O. Detail User Defined Data screen

Description of "Figure 5-4 S.O. Detail User Defined Data screen"

5.3 Processing Options

See Section 10.5, "Sales Order Entry (P4211)."

See Section 10.6, "S.O. Header-User Defined Data (P42016)."

See Section 10.7, "S.O. Detail-User Defined Data (P42116)."