Working with an Order-Level Email Address
Purpose: The system stores an email address for each order you create. The order-level email address is separate from the email addresses maintained for the customer sold to, individual customer, permanent ship-to customer, or other email addresses in the system.
Important: B2B orders (created through Entering B2B Orders) do not have order-level email addresses. Also, tickler notification reports (see Working with Tickler Events (WTEV)) list the customer’s primary email address, not an order-level email address.
In this topic:
• Email Address Updates through Interactive Order Entry
• Email Address Updates through the Generic Order Interface
• Email Address Updates through Order Maintenance
• Email Address Assignment through Membership Generation
• Email Address Updates Summary
Email Address Updates through Interactive Order Entry
How the order-level email address defaults: The system uses the following hierarchy to default the order-level Email address in order entry:
• If there is an individual placer on the order with an email address, and the Default Individual Email Address (J17) system control value is selected, use that email address; otherwise,
• If the customer sold-to has a primary email address, use that email address; otherwise,
• No order-level email address defaults in order entry.
You can accept the default, enter a different email address, or clear the email address.
Note: If you clear the email address and the Suppress Email Address Search (J09) system control value is selected, the system does not generate order-related emails for the order. See that system control value for more information.
Accepting the order-level email address: When you click OK, the system:
• saves the Email address as the order-level email address
• if the customer sold-to does not already have a primary email address, saves the Email address as the primary email address; the Opt-in/opt-out value specified at the order entry screen defaults to the Opt-in/opt-out setting for the customer
• if the Email address is not already in the Customer Sold To Email Address table but the customer does have a primary email address, saves the new email address and the Opt-in/opt-out setting as an additional email address for the customer, but does not change the customer’s primary email address
The system does not update the individual email address or opt-in/out setting based on your entry; instead, if the individual’s email address defaulted, this email address is now added to the Customer Sold To Email Address table for the sold-to customer, along with the specified opt-in/out value. If you cleared the email address in order entry and the Suppress Email Address Search (J09) system control value is selected, the system does not update the Customer Sold To Email Address table or the sold-to customer; it simply does not store an email address at the order level.
Changing the primary email address: To change the sold-to customer’s primary email address, place the cursor in the Email address field and click on the arrow to display the Select Customer Email Address Screen. At this screen, you can flag an email address as the primary address or delete an outdated address. You can also advance to this screen by prompting on the Email field at the Expand Name/Address Screen.
Note: You cannot prompt on the Order email address field at the Work with Order Screen if the Default Individual Email Address (J17) system control value is unselected and there is an individual placer on the order.
Updating the opt-in/out setting: Unlike the email address, the opt-in/out setting is not stored on the order. When you update the OptIn setting in order entry, the system updates the email address for the customer that matches the email address on the order as follows:
• If the order-level email address is the same as the customer’s primary email address, or if there is no order-level email address, the system updates the Opt in/Opt out setting for the sold-to customer and the Opt in/out setting for the Customer Sold To Email Address record.
• Otherwise, the system updates just the Opt in/out setting for the matching Customer Sold To Email Address record.
Recipient or gift orders: The email address and opt-in/out setting are associated with the customer who places the order, not the recipient. When you enter a new email address, the system adds an email address for the customer placing the order; similarly, if you display the Select Customer Email Address Screen by prompting on the email address, the screen displays email address information for the customer placing the order. To review or work with the recipient’s email address or opt-in/out setting, you must advance to the Expand Name/Address Screen.
How to review? The order-level email address is available at the Work with Order Screen in order entry or maintenance.
Note: The order-level email address, which is stored in the Order Header Extended table, is not available for review through order inquiry.
For more information:
• on the Customer Sold To Email Address table and primary email address: Working with Customer Email Addresses
• on customer individuals: Creating and Updating Individuals
Email Address Updates through the Generic Order Interface
Selecting the order-level email address: The system uses the following hierarchy in updating the order-level email address when creating orders through the Generic Order Interface (Order API):
• If an order_email is specified in the Inbound Order Message, use that email address; otherwise,
• If there is an email address specified for the individual placer (either specified in the ind_email_address in the message, or an existing email address for the individual), and the Default Individual Email Address (J17) system control value is selected, use that email address; otherwise,
• If there is an email address specified for the sold-to customer (either specified in the sold_to_email in the message, or the current primary email address for the customer), use that email address; otherwise,
• Leave the order-level email address blank.
You cannot specify an originator through the generic order interface.
Updating the customer’s primary email address: The system updates the sold-to customer’s primary email address and opt-in/out setting only if:
• existing customers: the sold_to_email_update is selected and a sold_to_email is specified in the message
• new customers: a sold_to_email is specified in the message
This update occurs regardless of whether the sold-to customer’s email address is used as the order-level email address.
Updating the customer’s opt-in/out setting: The system always updates the customer’s opt-in/out setting if a sold_to_opt_in is specified in the message.
Updating the individual customer’s email address: The system updates an individual customer’s email address and/or opt-in setting if an ind_email_address and/or ind_opt_in are specified in the new order message.
Adding an individual customer’s email address to the Customer Sold To Email Address table: The system always adds the individual placer’s email address to the Customer Sold To Email Address table if this is the email address used on the order; otherwise, the individual’s email address is not added to the table. Similarly, if an ind_opt_in is specified in the message, the system updates the setting in the Customer Sold To Email Address table only if the individual’s email address is used on the order.
Email Address Updates through Order Maintenance
Adding an order-level email address: When you enter a new email address in order maintenance, this email address is used as the order-level email address and added to the Customer Sold To Email Address table. It also becomes the new primary email address for the customer if there is not already a primary.
Clearing the order-level email address: Clearing the email address in order maintenance removes the order-level email address from the order; however, the address remains in the Customer Sold To Email Address table unless you delete it. You can use the Work with Customer Email Address Screen or the Select Customer Email Address Screen.
Note: If you clear the email address and the Suppress Email Address Search (J09) system control value is selected, the system does not generate additional order--related emails for the order. See that system control value for more information.
Changing the opt-in/out setting: When you change the opt-in/out flag in order maintenance, the system updates the Opt in/out in the Customer Sold To Email Address table for the email address that matches the order-level email address. If the order-level email address is the same as the customer’s primary email address, the system also updates the Opt in/Opt out for the sold-to customer. If there is no order-level email address, the system updates the Opt-in/out setting for the customer’s primary email address, and the matching address in the Customer Sold To Email table.
The system does not update the individual’s opt-in/out flag in order maintenance, even if the order-level email address defaulted from the individual placer.
Recipient or gift orders: The email address and opt-in/out setting are associated with the customer who places the order. When you enter a new email address, the system creates a new email address for the customer placing the order; similarly, if you display the Select Customer Email Address Screen by prompting on the email address, the screen displays email address information for the customer placing the order. To review or work with the recipient’s email address or opt-in/out setting, you must advance to the Expand Name/Address Screen.
Email Address Assignment through Membership Generation
When you generate a membership order through Generating Membership Orders (EGMO), the customer’s primary email address, if any, is used as the order-level email address. If the customer does not have a primary email address. then no order-level email address is assigned.
The following table summarizes the various methods of specifying an email address for an order, and the related updates that take place. See the individual listings above for more detail.
Order Entry Method |
Defaulting Hierarchy |
Updates to: |
||
Primary Email Address? |
Customer Sold To Email Address table? |
Individual Email Address |
||
interactive |
• Individual placer if SCV J17 is selected • Customer sold-to primary email address |
Uses order-level email address if the customer does not already have a primary email address |
Adds order-level email address |
Does not update |
generic order interface |
• order_email from message • Individual placer’s email address if SCV J17 is selected • Customer sold-to primary email address |
Only if sold_to_email specified in message, and sold_to_email_update is selected |
Adds order-level email address, either order_email or ind_email_address |
Updates if an ind_email_address is provided |
order maintenance |
existing order-level email |
No |
Adds new order-level email address; updates primary if none exists |
Does not update |
membership generation |
existing customer sold-to primary email address |
No |
N/A |
N/A |
