3 Work with Interactive Sales Orders

This chapter contains these topics:

• Section 3.1, "Working with Interactive Sales Orders (ECS),"

• Section 3.2, "Entering Header Information (ECS),"

• Section 3.3, "Entering Detail Information (ECS),"

• Section 3.4, "Entering Additional Order Information (ECS),"

• Section 3.5, "Entering a Kit Item (ECS),"

• Section 3.6, "Entering an Order from a Template (ECS),"

• Section 3.7, "Entering Substitute and Associated Items (ECS)."

Navigation

From ECS Sales Order Management (G4910), choose ECS Sales Order Processing

From ECS Sales Order Processing (G491011), choose Enter Orders (Page Mode)

3.1 Working with Interactive Sales Orders (ECS)

You enter sales orders to record information about your customers and the items they have ordered. When you enter a sales order interactively, the system automatically enters pertinent information currently stored in the customer, item, preference, and pricing records. The system then processes the order as soon as you complete the order entry.

You can enter a sales order in one of two ways:

• Enter customer, order processing, invoice, accounts receivable, and shipping information on the order header. Header information relates to an entire order. The system maintains this information in the Sales Order Header table (F4201).

• Enter the detailed item, price, shipping, accounts receivable, and commission information for each sales order line. Detail information relates to individual lines in a sales order. The system maintains this information in the Sales Order Detail table (F4211).

When you complete the required fields, the system enters default information from the Sales Order Header (F4201), Item Master (F4101), Item Location (F41021), Address Book (F0101), and Customer Master (F0301) tables.

You can also enter kit items on a sales order. You use kit items to group related items so that you can enter less information on the order. The end product, or "parent" item, is not stocked as an inventory item. You enter kit items on a sales order in the same way you enter individual items.

You can simplify sales order entry by using order templates. A template is a system-generated "best guess" as to what your customer will order. A template includes your customer's most frequently ordered items.

As you are entering detail information, you can substitute items for backordered items. You can also identify cross-reference information for "associated" items. Associated items are commonly sold in conjunction with other items.

3.1.1 What You Should Know About

Topic	Description
Sold To and Ship To addresses	You can define a default address for a customer if the address to which you send the invoice (Sold To) is different from the address to which you send the shipment (Ship To). You can instruct the system to automatically fill in the Ship To address whenever you enter the Sold To address. See Section 33.4, "Defining Default Address Types (ECS)."
Canceling and deleting sales orders	If you have made an error or need to remove an order, you can: Cancel, but not delete, an entire order. All of the order lines on the Sales Order Entry form display "Closed" and have a next status of 999 (complete and ready to purge). Cancel individual order lines. The lines that you cancel display "Closed" and have a next status of 999. You must use a purge program to remove an order from the system. See Chapter 45, "Purge Data."
Locating an item	When entering a sales order, you can locate key item information, such as the item number and available quantities, in one of the following ways, depending on how you set the prompting control processing options for the Sales Order Entry program: You can search the Item Master table, choose a displayed item, and return its quantity to the sales order detail line. You can search the Item Location table, enter the quantity you want to order for any displayed item, and return it to the sales order detail line. You can perform a query search on all of the related tables, choose a displayed item, and return its quantity to the sales order detail line. This search method is useful if you know at least part of the description of an item. See Section 6.2, "Copying Item Information to Sales Orders (ECS)."
Duplicating an order	You can streamline sales order entry by duplicating sales orders. You set the processing options for order duplication default values to control order duplication. You can: Copy both the order header information and the detail order information Change the customer number in the Ship To or Sold To fields and duplicate only the detail order information Choose to omit specific lines from the duplicated order

3.2 Entering Header Information (ECS)

You enter header information that applies to the entire sales order, not just specific sales order lines. To enter header information, complete the following tasks:

• Enter order information

• Enter invoice information

• Enter accounts receivable information

• Enter shipping information

• Enter commission information

When you finish entering header information, you can enter detail information for each item on the sales order.

If you choose to enter only detail information, you must set the appropriate prompting control processing option to not display the order header. You can set the processing options to use default values for some header information.

3.2.1 Before You Begin

• Set the prompting control processing option to display the Enter Orders (Page Mode) form before the Sales Order Entry form

3.2.2 What You Should Know About

Topic	Description
Changing header default information	On the Header File Defaults window, you can specify the fields that you want to carry over from the Enter Orders (Page Mode) form to the Sales Order Entry form. You are limited to those fields that are common to both forms. You can also have any information that you change in the header automatically replace detail information.
Adding a message to a sales order	You access the Associated Text Window to attach a message to an entire sales order. You can add a message in any of the following ways: Create your own text Copy text from existing messages Use a predefined text message After you add the text message, "See Memo" appears in the sales order header. You can specify on which documents this message prints, such as pick slips and invoices.

Figure 3-1 Enter Orders (Page Mode) screen

Description of "Figure 3-1 Enter Orders (Page Mode) screen"

To enter order information

On Enter Orders (Page Mode)

1. Complete the following fields:

   • Branch/Plant

   • Sold To

   • Ship To

   • Mark-For (optional)

2. Review the following fields and make any necessary changes:

   • Order Date

   • Cancel Date

   • Order Number

   • Order Type

   • Hold Code

   • Requested

   • Customer PO

   • Price Pickslip

   • Ordered By

   • Taken By

Field	Explanation
Branch/Plant	Identifies a separate entity within a business for which you want to track costs. For example, a business unit might be a warehouse location, job, project, work center, or branch/plant. The Business Unit field is alphanumeric. You can assign a business unit to a voucher, invoice, fixed asset, and so on, for purposes of responsibility reporting. For example, the system provides reports of open A/P and A/R by business units, to track equipment by responsible department. Business unit security can prevent you from locating business units for which you have no authority. NOTE: The system uses this value for Journal Entries if a value is not entered in the AAI table. Form-specific information This is the branch/plant that originates the order.
Sold To	A number that identifies an entry in the Address Book system. Use this number to identify employees, applicants, participants, customers, suppliers, tenants, special mailing addresses, and so on.
Ship To	The address number of the location to which you want to ship this order. The address book provides default values for customer address, including street, city, state, zip code, and country.
Date - Order/Transaction	The date that an order was entered into the system. This date determines which effective level is used for inventory pricing.
Cancel Date	The date that the order should be canceled if the goods have not been sent to the customer or the goods have not been received from the supplier. This is a memo-only field and does not cause the system to perform any type of automatic processing.
Order Type	A user defined code (system 00/type DT) that identifies the type of document. This code also indicates the origin of the transaction. JD Edwards World has reserved document type codes 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 following document types are defined by JD Edwards World and should not be changed: P – Accounts Payable Documents R – Accounts Receivable Documents T – Payroll Documents I – Inventory Documents O – Order Processing Documents J – General Accounting/Joint Interest Billing Documents
Hold Code	User defined code (table 42/HC) that identifies why the order is on hold. Form-specific information A value in this field prevents the system from processing an order.
Date - Requested	The date that an item is to arrive or that an action is to be complete.
Customer P.O.	An alphanumeric value used as a cross-reference or secondary reference number. Typically, this is the customer number, supplier number, or job number.
Price Pickslip	Code that indicates whether price information will appear on the customer's pick list, purchase order, or sales order. Valid codes are: Y – Yes, which is the default N – No.
Ordered By	SALES ORDER SYSTEM: An optional entry field intended for the name of the customer placing the order. PURCHASING SYSTEM: The name of the person entering the order. If you do not enter anything in this field, the system enters the IBM User ID of the person who is signed on to the system.
Taken By	SALES ORDER ECS SYSTEM: The system uses the signon ID to identify the individual taking the customer's order.

To enter invoice information

On Enter Orders (Page Mode)

Complete the following fields:

• Invoice Copies

• Print Message

Field	Explanation
Invoice Copies	Number of invoice copies that the customer requires. The system will print the number of invoices specified in this field. The system always prints at least one invoice.
Print Message	A code that you assign to each print message. Examples of text messages are engineering specifications, hours of operation during holiday periods, and special delivery instructions.

To enter accounts receivable information

On Enter Orders (Page Mode)

Complete the following fields:

• Trade Discount

• Payment Terms

• Payment Instrument

• Tax Code

• Tax Area

• Account Number

• Tax Certificate Number

• Expiration Date

• Authorization Number

Field	Explanation
Trade Discount	Percentage by which the system reduces the price of each item. This is the only discount that will be applied. You can override it if you enter a price. Enter the percentage as a whole number (that is, 5 for 5%).
Payment Terms	A code that specifies the terms of payment, including the percentage of discount available if the invoice is paid within a certain amount of time. A blank code usually indicates the most frequently used payment term. You define the specifications for each type of payment term using the Payment Terms Revisions program (P0014). For example: blank – Net 15 1 – 1/10 net 30 2 – 2/10 net 30 N – Net 30 P – Prox 25th Z – Net 90 This code prints on customer invoices. Form-specific information These terms originate from the customer information for the sold to address.
Payment Instrument	The user defined code (system 00, type PY) that specifies how payments are made by the customer. For example: C – Check D – Draft T – Electronic funds transfer
Tax Expl Code 1	A user defined code (00/EX) that controls how a tax is assessed and distributed to the general ledger revenue and expense accounts. You assign this code to a customer or supplier to set up a default code for their transactions. Do not confuse this with the taxable, non-taxable code. A single invoice can have both taxable and non-taxable items. The entire invoice, however, must have one tax explanation code.
Tax Rate/Area	A code that identifies a tax or geographic area that has common tax rates and tax distribution. The tax rate/area must be defined to include the tax authorities (for example, state, county, city, rapid transit district, or province), and their rates. To be valid, a code must be set up in the Tax Rate/Area table (F4008). Typically, U.S. sales and use taxes require multiple tax authorities per tax rate/area, whereas VAT requires only one simple rate. The system uses this code to properly calculate the tax amount. If you use Vertex, the GeoCode appears in this field. The system retrieves the GeoCode based on the customer's city, state, and zip code.
Account Number	The first of three fields available to record credit card transactions. This field allows you to record the customer's account number with the credit card company or bank.
Tax Certificate Number	A number that identifies a license or certificate that tax authorities issue to tax-exempt individuals and companies.
Expiration Date	This field is to record the account number and expiration date of credit cards used by your customers who make purchases from you. It is for information purposes only.
Authorization Number	This field lets you record the authorization number provided by the credit card company or bank which issued the card.

To enter shipping information

On Enter Orders (Page Mode)

Complete the following fields:

• Carrier Number

• Route

• Stop

• Zone

Field	Explanation
Carrier Number	The address number for the preferred carrier of the item. The customer or your organization might prefer a certain carrier due to route or special handling requirements. Form-specific information For ECS Sales Order Management The Confirm Bulk Load and Confirm Packaged Load programs in Load and Delivery Management override the preferred carrier with the owner of the vehicle.
Route	The route field is a user defined code (system 42, type RT) that represents the delivery route on which the customer resides. This field is one of several factors used by the freight summary facility to calculate potential freight charges for an order. For picking, use the route code with the stop and zone codes to group all of the items that are to be loaded onto a delivery vehicle for a specific route. You set up a default for each of these fields on the Customer Billing Instruction form. Form-specific information For ECS Sales Order Management The Load and Delivery Management system does not use the Route field to calculate billable or payable freight. The system can use the Zone field for this calculation.
Stop	The stop code is a user defined code (system 42, type SP) that represents the stop on a delivery route. This field is one of several factors used by the freight summary facility to calculate potential freight charges for an order. For picking, you can use the stop code with the route and zone codes to group all items that are to be loaded onto a delivery vehicle for a specific route. You set up the default for each of these fields on the Customer Billing Instructions form. Form-specific information For ECS Sales Order Management The Load and Delivery Management system does not use the Stop field to calculate billable or payable freight. The system can use the Zone field for this calculation.
Zone	The zone field is a user defined code (system 40, type ZN) that represents the delivery area in which the customer resides. This field is one of several factors used by freight summary facility to calculate potential freight charges for an order. For picking you can use the zone code with the route and stop codes to group all item that are to be loaded onto a delivery vehicle for a specific route. You set up the default for each of these fields on the Customer Billing Instructions form. Form-specific information For ECS Sales Order Management The Load and Delivery Management system does not use the Route and Stop fields to calculate billable or payable freight. The system can use the Zone field for this calculation.

To enter commission information

On Enter Orders (Page Mode)

Complete the following fields:

• Commission Code 1

• Commission Rate 1

• Commission Code 2

• Commission Rate 2

Field	Explanation
Commission Code 1	The first of two eight-character codes used to designate the salespeople who should receive credit for a sale to the customer. This code is first created in either the Address Book or through the Related Salespersons program. Form-specific information You set up the default on the Customer Billing Instructions form.
Rate - Commission 1	The first of two percentages to be applied to either the gross sales amount or the gross margin for an order or order line in computing your commission liability. This percent can default from Billing Instructions or be entered directly to the order.
Commission Code 2	The second of two eight-character codes used to designate the salespeople who should receive credit for a sale to the customer. This code is first created in either the Address Book or through the Related Salespersons program.
Rate - Commission 2	The second of two commission percentages to be applied to either the gross sales amount or the gross margin for an order or order line in computing your commission liability. This percent can come in from the Billing Instructions or be entered in the sales order.

3.3 Entering Detail Information (ECS)

After you enter header information, you enter detail information that applies to individual sales order lines, such as items, quantities, and prices. Some of the detail information carries over from the heading information, including the following:

• Customer and shipping address numbers

• Branch/plant and order information, such as order number and order date

• Requested date and customer purchase order number

If you choose not to use the order header, you can enter all of the necessary information for the sales order on the Sales Order Entry form. You must set the appropriate prompting control processing option for the Sales Order Entry program to display only the Sales Order Entry form. You can also set the processing options to use default values for some header information.

To enter detail information

On Enter Orders (Page Mode)

1. Access Sales Order Entry.

   Figure 3-2 Sales Order Entry screen

   
   Description of "Figure 3-2 Sales Order Entry screen"
   
   

2. On Sales Order Entry, complete the following fields to enter item information:

   • Detail Branch/Plant

   • Quantity

   • Item

3. Complete the following fields to enter item information or leave blank to accept default values:

   • Unit of Measure

   • Unit Price

   • Pricing Unit of Measure

   • Mode of Transport

   • Duty Status

   • Line of Business

   • Requested

   • Promised

4. Access the fold area.

   Figure 3-3 Sales Order Entry (Fold Area) screen

   
   Description of "Figure 3-3 Sales Order Entry (Fold Area) screen"
   
   

5. Complete the following fields to enter item information for each branch/plant in which the item is stored or leave blank to accept default values:

   • Branch/Plant

   • Accounting Branch/Plant

   • Location

   • Lot

   • Description 1

6. Complete the following fields to enter price information for each sales order line or leave blank to accept default values:

   • Extended Price

   • Taxable

   • Price Codes

7. Complete the following fields to enter detail order information for each sales order line or leave blank to accept default values:

   • Last Status

   • Next Status

   • Print Message

8. Complete the following fields to enter date information for each sales order line or leave blank to accept default values:

   • Requested Date

   • Load Date

   • Promised Date

   • Cancel

9. Complete the following fields to enter quantity information for each sales order line or leave blank to accept default values:

   • S (Scheduled to Ship)

   • B (Backordered)

   • C (Cancelled)

Field	Explanation
Quantity	The quantity of units affected by this transaction. Form-specific information For credit orders, the quantity changes to a negative amount once the order is accepted.
Item	A number that the system assigns to an item. It can be in short, long, or 3rd item number format.
Unit of Measure	A user defined code (system 00/ type UM) that indicates in what quantity an inventory item is expressed; for example, CS (case) or BX (box). Form-specific information If you leave this field blank, the system uses the default unit of measure from the Basic Item Master Data form. For bulk items, all weights must have a conversion to kilograms, and all volumes must have a conversion to M3. In addition, all weight and volume units of measure must be identified with a W or V in the Special Handling Code of the Sales Order/Unit of Measure user defined codes.
Unit Price	The list or base price to be charged for one unit of this item. In sales order entry, all prices must be set up in the Base Price table (F4106). Form-specific information If this item is not set up on the Basic Item Master Data form, you must type a price in this field. This price overrides all other prices. NOTE: If you enter the extended price, the system can calculate the unit price.
Pricing Unit of Measure	A code (system 00/type UM) that indicates the unit of measure in which you usually price the item.
Mode of Transport	A user defined code (system 00, type TM) describing the nature of the carrier being used to transport goods to the customer, for example, by rail, by road, and so on.
Duty Status	A user defined code (system 40, type DS) identifying the duty status of an order line. You should only specify this value for duty reporting. The system supplies a default value based on the End Use preference. You can override this value at order entry.
Line of Business	A user defined code (system 40, type LB) identifying a customer's line of business.
Date - Promised Shipment	The promised shipment date for either a sales order or purchase order. The Supply and Demand Programs use this date to calculate Available to Promise information. This value can be automatically calculated during sales order entry. This date represents the day that the item can be shipped from the warehouse.
Accounting Branch/Plant	A business unit is an accounting entity required for management reporting. It can be a profit center, department, warehouse location, job, project, work center, branch/plant, and so forth. This business unit is from the business unit entered on the header of a sales/purchase order for reporting purposes. This data is always right justified on entry (for example, CO123 would appear as _______CO123). A security mechanism has been provided to inhibit users from entering or locating business units outside the scope of their authority.
Location	A code that identifies inventory locations in a branch/plant. You define the format of the location identifier by branch/plant (P410012).
Lot	A number that identifies a lot or a serial number. A lot is a group of items with similar characteristics. Form-specific information If you use lot processing, the system uses the default from the branch/plant item information or you can enter a lot code.
Description 1	A brief description of an item, a remark, or an explanation. Form-specific information Once you enter the item number, the description defaults from the Item Master file. If you enter a non-stock item in the Item field, you must enter the description or the system uses the default line type description.
Amount - Extended Price	The number of units multiplied by the unit price.
Taxable	A code that indicates whether the item is subject to sales tax when you sell it. The system calculates tax on the item only if the customer is also taxable.
Price Code 1	User defined code (system 40, type P1) you can use to control pricing adjustments. You can associate this code with a preference profile. When you specify a price code 1 in the preference, it fills or overrides this field in the sales order detail.
Last Status	A code (system 40/type AT) specifying the last step in the processing cycle that this order line has successfully completed.
Next Status	A user defined code (system 40/type AT) indicating the next step in the order flow of the line type.
Load Date	The date that the product from an order line is loaded onto a vehicle for delivery.
S - Quantity Shipped	The number of units committed for shipment in Sales Order Entry, using either the entered or the primary unit of measure defined for this item. In the Manufacturing system and Work Order Time Entry, this field can indicate completed or scrapped quantities. The quantity type is determined by the type code entered.
B - Units - Qty Backordered/Held	The number of units backordered in Sales Order Management or in Work Order Processing, using either the entered or the primary unit of measure defined for this item. Form-specific information The branch/plant information, branch/plant constants, and billing instructions that allow backorders must be set to Y (Yes). If no backorders are allowed, the system cancels orders without sufficient quantity. You can enter a number in this field.
C - Units - Qty Canceled/Scrapped	The number of units canceled in Sales Order or Work Order Processing, using either the entered or the primary unit of measure defined for this item. In manufacturing, this can also be the number of units scrapped to date. Form-specific information A number that indicates the quantity canceled if backorders are not allowed or the Partial Shipments field is set to N (No) on the Customer Billing Instructions form. You can enter a number in this field.

3.3.1 What You Should Know About

Topic	Description
Adding a message to an order line	You access the Associated Text Window to attach a message to a detail sales order line. You can specify on which documents this message prints, such as pick slips and invoices. You can also add a message by accessing the Text Line Entry window and entering a line type for the text message.
Viewing item flash messages	Flash messages for order lines contain information, such as engineering change orders, that people need to know when selling an item. If a flash message exists for an order line, the system highlights the Quantity and Item fields. You can choose an option in either of these fields to view the flash message.
Reviewing quantity information	When you order items that are not available in the quantity that you need on the promised date, the Supply/Demand Inquiry form might display, depending on how you set the processing options. You can also display this form manually. See Section 6.6, "Reviewing Supply and Demand Information (ECS)."
Reviewing price information	You can access and review price information on the Check Price and Availability form before selecting a price for an item. See Section 6.3, "Reviewing Price and Availability Information (ECS)."
Entering Mark-For addresses	You can set the Mark-For Address processing options in Sales Order Entry ECS - Detail to display the Mark-For Address. You use the Mark-For address to specify the location of the final destination of the order. In the retail industry, you can use this address to distinguish from the Ship To address, which can often represent a Distribution Center rather than a retail outlet. You can only enter customers that you have set up in the Address Book Master and Customer Billing Instructions. If you enter a Mark-For address, the system assesses the tax based on the information that you set up in the Customer Billing Instructions for the Mark-For address instead of the Sold To address.
Service Warranty Management	A processing option determines if service warranties are assigned to sales lines by batch. The DREAM writer version can be specified. See Work with Service and Warranty Management information in the JD Edwards World Sales Order Management Guide.

3.4 Entering Additional Order Information (ECS)

After you have entered header and detail information, you can enter additional order information for each individual sales order line, if necessary. You can enter the following additional information:

• Accounts receivable and price information

• Shipping information

• Code and order information

• Sales and commission information

• Item information

The system automatically enters most of the information on the Order Detail Information form. You can review this information and make changes or additions as necessary.

To enter additional order information

On Sales Order Entry

1. Access Order Detail Information for the order detail line that you want to change.

   Figure 3-4 Order Detail Information screen

   
   Description of "Figure 3-4 Order Detail Information screen"
   
   

2. On Order Detail Information, review or complete the following fields for shipping information:

   • Ship To

   • Shipping Commodity

   • Shipping Condition

   • Carrier Number

   • Apply Freight

   • Rate Code

   • Route

   • Stop

   • Zone

   • MOT

3. Review or complete the following fields for accounts receivable and price information:

   • Cash Discount %

   • G/L Offset

   • Subledger

   • Subledger Type

4. Review or complete the following fields for code and order information:

   • Priority Code

   • Reason Code

   • Original Order

   • Original Order Type

   • Original Order Line Number

   • Related Order

   • Related Order Type

   • Related Order Line Number

5. Review or complete the following fields for sales and commission information:

   • Sales Catalog Sections

   • Family

   • Sales Category

   • Apply Commission

   • Salesperson Code 1

   • Salesperson Code 1 Commission Rate

   • Salesperson Code 2

   • Salesperson Code 2 Commission Rate

6. Review or complete the following fields for item information:

   • Extended Weight

   • Weight Unit of Measure

   • Extended Volume

   • Volume Unit of Measure

Field	Explanation
Shipping Commodity	A user defined code (system 41/type E) that represents an item property type or classification, such as international shipment handling. The system uses this code to sort and process like items. This field is one of three classification categories available primarily for inventory and shipping purposes.
Shipping Condition	A code (table 41/C) that represents an item property type or classification, such as special shipping conditions. The system uses this code to sort and process like items. This field is one of three classification categories available primarily for inventory and shipping purposes.
Rate Code	The user defined code (system 41/type RT) for freight rate. This designates the amount that the customer is charged for postage, freight, or other miscellaneous expenses for an order. Form-specific information For ECS Sales Order Management The Load and Delivery Management system does not use this field to calculate billable or payable freight.
Mode of Transport	A user defined code (system 00, type TM) describing the nature of the carrier being used to transport goods to the customer, for example, by rail, by road, and so on.
Cash Discount %	A discount which is passed forward from the manufacturer or mill to the customer based upon the payment terms of the supplier. Enter 10 percent as 10.00
G/L Offset	A code that identifies the general ledger class that you want the system to use when it searches for the account to which it will post the transaction. If you do not want to specify a class code, you can enter **** (four asterisks) in this field. The table of Automatic Accounting Instructions (AAIs) allows you to predefine classes of automatic offset accounts for the Inventory, Purchasing, and Sales Order Management systems. G/L categories might be assigned as follows: IN20 – Direct Ship Orders IN60 – Transfer Orders IN80 – Stock Sales The system can generate accounting entries based upon a single transaction. As an example, a single sale of a stock item can trigger the generation of accounting entries similar to these: Sales-Stock (Debit) xxxxx.xx A/R Stock Sales (Credit) xxxxx.xx Posting Category: IN80 Stock Inventory (Debit) xxxxx.xx Stock COGS (Credit) xxxxx.xx Although this field is four characters, only the last two characters of the Category and the last character of the Document Type are used to find the AAI.
Subledger - G/L	A code that identifies a detailed auxiliary account within a general ledger account. A subledger can be an equipment item number, an address book number, and so forth. If you enter a subledger, you must also specify the subledger type.
Subledger Type	A user defined code (00/ST) that is used with the Subledger field to identify the subledger type and subledger editing. On the User Defined Codes form, the second line of the description controls how the system performs editing. This is either hard-coded (as shown in the second line of description) or can be user defined. For example: A – Alphanumeric field, do not edit N – Numeric field, right justify and zero fill C – Alphanumeric field, right justify and blank fill
Priority Code	A code that tells the system to handle this customer's orders on a priority basis. Use this value to set up print pick slips so you can choose to print them on a priority basis. This code is assigned from the Customer Billing Instructions. This field is informational only and can be used in DREAM Writer selection to expedite order lines. In addition, the backorder print report and automatic batch release program can be sequenced by this code to release those orders with the highest priority first.
Reason Code	A user defined code (system 42/type RC) that explains the purpose for a transaction. For example, you can use a code to indicate a transaction that involves returned items, such as goods that were damaged in shipment or the overshipment of goods.
Original Order	The original document number. This can be a voucher, an invoice, unapplied cash, a journal entry number, and so on Matching document numbers are also used to identify related documents in the Accounts Receivable and Accounts Payable systems. The document number (DOC) is always the original document number. The matching document number (DOCM) is the check, adjustment, or credit to be applied against the original document. Form-specific information The original document number for the release of a blanket order.
Original Order Type	This code defines the order type. It is verified in user defined codes (system 40, type OT). Reserved document types have been defined for voucher entry, invoice entry, receipts entry, and time sheet entry. Because the offsetting entries for document types are created automatically during the post program, they will not be self-balancing on original entry. The reserved document types are: PR – Purchase Requisition Orders PQ – Purchase Quote PO – Purchase Order PD – Purchase Order - Direct Ship PB – Purchase Order - Blanket SQ – Sales Quote SO – Sales Order SD – Sales Order - Direct Ship SB – Sales Order - Blanket
Original Order Line Number	A number identifying which line on the original order that the current line matches. Form-specific information The system assigns decimal values to kits and text.
Related Order	A number that identifies a secondary purchase order, sales order, or work order associated with the original order. This is for information only.
Related Order Type	A user defined code (system 00, type DT) that indicates the document type of the secondary or related order. For example, a purchase order might be document type OP and might have been created to fill a related work order with document type WO.
Related Order Line Number	A number of the detail line on the related order for which the current order was created. For example, on a purchase order created to fill open sales orders, this is the line number of the sales order on which the item you are ordering appears. Form-specific information The system assigns decimal values to kits and text.
Sales Catalog Section	One of ten category codes to be used for sales coding purposes. These codes can represent such things as color, material content, or use.
Apply Commission (Y/N)	Used to indicate whether the sales value or gross margin earned in this order detail line should be included in the calculation of commission for the salesperson(s) responsible for this order.
Salesperson Code 1	The first of two salespeople who have responsibility for or can receive a commission on sales to this customer. You create this code by using the Address Book system or the Related Salesperson form.
Salesperson Code 1 Commission Rate	The percentage commission rate that the system uses in computing commission liability on sales made by salesperson 01. Form-specific information The percentage commission rate that the system applies to the gross sales amount or the gross margin for an order. The system uses this value to compute commission liability. You set up the default on the Customer Billing Instructions form.
Salesperson Code 2	The second of two salespeople who have responsibility for or can receive a commission on sales to this customer. You create this code by using the Address Book system or the Related Salespersons form.
Salesperson Code 2 Commission Rate	The percentage commission rate that the system uses in computing commission liability on sales made by salesperson 02. Form-specific information The percentage commission rate that the system applies to the gross sales amount or the gross margin for an order. The system uses this value to compute commission liability. You set up the default on the Customer Billing Instructions form.
Extended Weight	The weight of one unit in the primary unit of measure.
Weight Unit of Measure	The unit of measure that indicates the weight of an individual item. Typical weight units of measure are: GM – Gram OZ – Ounce LB – Pound KG – Kilogram CW – Hundredweight TN – Ton KG – Kilogram CW – Hundredweight TN – Ton
Extended Volume	The cubic units occupied by one inventory item. The definition of the unit itself (cubic feet, yards, meters, and so on) is defined in the volume unit of measure.
Volume Unit of Measure	The unit of measure for the cubic space occupied by an inventory item. Typical volume unit of measures are: ML – Milliliter OZ – Fluid Ounce PT – Pint LT – Liter CF – Cubic Foot CM – Cubic Meter CY – Cubic Yard CF – Cubic Foot CY – Cubic Yard CM – Cubic Meter

3.5 Entering a Kit Item (ECS)

You use kit items to package items together or to create an end item that has been assembled from multiple inventory items. This allows you to enter less information on the sales order. You enter kit items on a sales order in the same way you enter individual items.

Kit items are comprised of two or more component items attached to a "parent" item number. The parent item is not stocked as an inventory item. For example, you might combine the two component items, unleaded gas and additive A, to create the parent item, super unleaded octane 97, which is not stocked as an inventory item.

When you enter an item number for a kit on a sales order, the Kit Window form displays. You can review the pre-selected items and quantities that make up the kit. You can also select any optional items that you want to include on the sales order.

3.5.1 Before You Begin

• Verify that kit items have been set up. See Entering Item Master Records for Kits in the JD Edwards World Inventory Management Guide.

• Verify that a bill of material has been set up for each parent item. See Entering a Bill of Material in the JD Edwards World Inventory Management Guide.

• Verify that the kit processing options are set to display the kit component items on the sales order.

To enter a kit item

On Sales Order Entry

1. Complete the following fields for the parent item:

   • Quantity

   • Item

   The Kit Window appears with the associated component items selected.

   Figure 3-5 Kit Window screen

   
   Description of "Figure 3-5 Kit Window screen"
   
   

2. On the Kit Window, select any optional components that you want to add to the order.

3.5.2 What You Should Know About

Topic	Description
Changing kit orders	You can change quantity and price information for both parent and component items on the kit order. The system recalculates kit pricing. Any price changes affect only the current order. You make permanent price changes in the branch/plant record.

3.6 Entering an Order from a Template (ECS)

To save time and eliminate repetition in order entry, you can enter an order from a template that contains frequently ordered items. Templates can be standard or customer-specific.

You enter information from a template in two ways:

• Copy all of the items and quantities from the customer's template onto a new sales order

• Manually override a customer's default template by adding, deleting, or changing item or quantity information

3.6.1 Before You Begin

• Verify that templates have been created and assigned. See Chapter 28, "Work with Order Templates."

• Verify that the order template processing option is set to permit order template processing for either the Sold To customer number or the Ship To customer number.

To enter an order from a template

On Sales Order Entry

1. Complete the following fields:

   • Branch/Plant

   • Sold To

   • Ship To

   Alternatively, you can complete these same fields on the Enter Orders (Page Mode) form.

   If one or more default templates are assigned to the customer, the Order Template window appears.

   Figure 3-6 Order Template screen

   
   Description of "Figure 3-6 Order Template screen"
   
   

2. On the Order Template window, choose all of the item information on the template.

3. Accept the item information.

   The system returns the item information to the sales order.

4. For each of the items now listed on the sales order, complete the following field or leave blank for any item that you do not want to include:

   • Quantity

5. Enter additional items and quantities on the sales order, if needed.

3.6.2 What You Should Know About

Topic	Description
Using additional templates	If you have not assigned a default template to your customer or you want to use a different template, you can access the Valid Order Templates window from the Sales Order Entry form. Then, follow the normal procedure for entering an order from a template.

3.7 Entering Substitute and Associated Items (ECS)

As you are entering detail information, you can substitute items for backordered items, if the customer accepts substitute items. Substituting an item on a sales order cancels any quantities for the original item that are on backorder. After you add a substitute item, the original order line displays a "Canceled by Substitution" status, and the new order line displays a "Sold as a substitute" status. Order lines show the split between the original and the substituted items.

If your company normally sells certain items in conjunction with each other, you can enter "associated" items on your sales order. You can set up the system to prompt you to ask the customer whether they want to add the associated items when you enter the original item. For example, if a customer regularly orders 10W30 oil in conjunction with 20W40 oil, you can set up the system to display the Substitute/Associated Items window when this customer orders one of these two items.

3.7.1 Before You Begin

• Verify that the cross-reference table for substitute and associated items has been set up. See Setting Up Item Cross-References in the JD Edwards World Inventory Management Guide.

• Verify that the cross-reference information processing options have been set for substitute and associated items.

• Verify that the customer has been set up to accept substitute items in the customer billing instructions. See Chapter 41, "Set Up Commission Information."

To enter substitute and associated items

On Sales Order Entry

1. Complete the following fields to enter an item:

   • Quantity

   • Item

2. Access the Substitute/Associated Item window.

   Figure 3-7 Substitute/Associated Items screen

   
   Description of "Figure 3-7 Substitute/Associated Items screen"
   
   

3. On the Substitute/Associated Item window, complete the following fields for each substitute and associated item:

   • Quantity

   • Price

3.7.2 What You Should Know About

Topic	Description
Reviewing commitment information	If the quantity that you need for a sales order line is committed across several branch plants, you can review the following information on Inventory Commitment: Soft-committed quantities display branch/plant information only. Hard-committed quantities display branch/plant and location information.
Substituting partial quantities on sales orders	If there is only partial availability for an item, you can use a substitute item to provide the quantity that you need to complete an order. Order lines show the split between the original and substituted items.

3.7.3 Processing Options

See Section 47.1, "Sales Order Entry (P4211)."