Creating and Updating Ship-to Customers (WCST)
Purpose: Ship to customers can be stored in the system as temporary or permanent records.
You can create a temporary ship to record through Order Entry when you select Order Ship To. You might create a temporary ship to record for a gift order. The system stores the temporary ship to record in the Order Ship To table.
The system stores permanent ship to records in the Customer table. Permanent ship to customers are those to whom a sold to customer regularly directs merchandise. You can create permanent ship to customers directly through Customer Maintenance. You can also create permanent ship to records through Order Entry by selecting Ship To’s.
The system retains mail, item, and order history for permanent ship to customers, and captures information on address changes.
In this chapter:
• Work with Customer Ship Tos Screen
• Create Ship-to Customer Screen
• Work with Ship To Phone Numbers Screen
• Create Ship To Phone Number Screen
• Work with Ticklers Screen (ship-to customer view)
Work with Customer Ship Tos Screen
Purpose: Use this screen to create a permanent ship-to customer, or to change, delete, or display customer ship-to information.
How to display this screen:
• select Ship To’s for a customer at a Work with Customer scan screen (see Selecting Customers)
• select Ship To’s at a Create, Change, or Display Customer screen in Work with Customers (see Creating and Updating Sold-to Customers (WCST)) or standard Order Inquiry (see Using the Order Inquiry Scan Screens (OIOM)
Field |
Description |
Last name |
The customer's last name. Enter a full or partial last name to list customers who match your entry alphanumerically. Alphanumeric, 25 positions; optional. |
First name |
The customer’s first name. Enter a full or partial last name to list customers whose names follow your entry alphanumerically. Enter a full or partial last name and first name to list customers with last names and first names that follow your entry alphanumerically. Alphanumeric, 15 positions; optional. |
St (State) |
The state or province where the customer lives, or receives mail or shipments. See Setting Up the Country Table (WCTY) for more information on state codes. Alphanumeric, 2 positions; optional. |
Zip |
The postal or zip code for this customer. Alphanumeric, 10 positions; optional. |
Ship To # |
A unique number assigned to the customer for identification purposes. Numeric, 9 digits; display-only. |
Company |
The name of the company placing the order. Alphanumeric, 30 positions; optional. |
Screen Option |
Procedure |
Create a permanent ship-to customer |
Select Create to advance to the Create Ship-to Customer Screen. |
Change ship-to customer information |
Select Change for a customer to advance to the Change Ship To Customer screen. You can change any information on this screen except the: • Sold-to customer number and name • Ship-to record number • Match code Customer Workflow Management window: You automatically advance to the Customer Workflow Management Window when you select Change for a ship-to customer if open or in use ticklers exist for the ship-to customer. Select Ticklers at this window to advance to the Work with Ticklers Screen (ship-to customer view) where you can review and work with ticklers associated with the sold to customer and the specific ship to customer. |
Delete a permanent ship-to customer |
Select Delete for the customer to delete it. If there is an unpurged order on the system for this ship-to customer, the system does not allow you to delete the record. Instead, a message displays: Record not deleted. Ship To 438-1 used on Order # 2664-1. |
Display a ship-to customer |
Select Display for a customer to advance to the Display Ship To screen. See Create Ship-to Customer Screen for field descriptions. You cannot change any information on this screen. |
Work with ship-to phone numbers |
Select Phone numbers for a customer to advance to the Work with Ship To Phone Numbers Screen. |
Review ship-to customer mail history |
Select Mail History for a customer to advance to the Display Ship To Mail History screen. See Display Customer Mail History Screen for field descriptions. |
Review ship-to customer item history |
Select Item History for a customer to advance to the Display Ship To Item History Screen. (Note: You can review ship-to item history only if the field for the sold-to customer is set to 3. |
Review ship-to order history |
Select Order History for a customer to advance to the Display Ship To Order History Screen. |
Review address changes |
Select Previous Addr for a customer to advance to the Display Address Changes Screen. |
Work with ticklers associated with the ship-to customer |
Select Ticklers for a customer to advance to the Work with Ticklers Screen (ship-to customer view). |
Review email correspondence history |
Select Email history for a customer to advance to the Work with Email by Customer Ship To Number Screen. |
Send customer letters |
This option is not currently supported. |
Create Ship-to Customer Screen
Create a ship-to customer: At the Work with Customer Ship Tos Screen, select Create to add a permanent ship-to customer.
Field |
Description |
Customer |
A number to identify the sold-to customer. Numeric, 9 positions; display-only, assigned by the system. |
Name |
The following 5 fields are available for you to enter the customer's full name: Prefix A title that belongs before the customer's name (such as “Mrs.” or “Dr.”). The prefix value will print on labels, reports, etc. If the Validate Prefix (I27) system control value is selected, your entry is validated against the Prefix table; see Working with Prefix Codes (WPFX). Alphanumeric, 3 positions; optional. First Name The customer's first name. Alphanumeric, 15 positions; optional. Initial The customer's middle initial. Alphanumeric, 1 position; optional. Last Name The customer's last name. Alphanumeric, 25 positions; required if Company name is blank. Suffix An addition to the customer's full name, such as (“M.D.”, “Fr.”, or “III”). Alphanumeric, 3 positions, optional. |
Company |
The name of the company placing the order. Alphanumeric, 30 positions; required if you do not enter a last name. |
Street |
The customer's street address. This is the primary delivery address. The United States Postal Service requires a street address for delivery. Shipping to a Post Office Box To ship to a Post Office Box, enter POST OFFICE BOX, POST BOX, or any variation of PO BOX (with or without spaces or non-alphabet characters, such as P.O. BOX), and the box number in the customer’s street address. During order processing, the system validates that the carrier can ship to a post office box (as defined in the Ship Via table). Example: Enter P.O. Box 9999 in the Street field to indicate delivery to a post office box instead of a home or company address. Note: If you type POST OFFICE BOX, POST BOX, or any variation of PO BOX in the customer’s street address during order entry or through the Order API, the system automatically selects the PO box field for the customer. However, if you remove this text from the customer’s street address, the system does not automatically unselect the PO box flag. Note: When you create a customer outside of order processing, you need to select the PO box field manually. Alphanumeric, 32 positions; required. |
Apt./suite |
The apartment number or suite number of the delivery address. To enter an apartment or suite address: Enter APT to indicate an apartment or STE to indicate a suite. Insert a space and type the number of the apartment or suite, for example: APT 4 or STE 116. Field contents must conform to United States Parcel Service (USPS) address formatting standards. Always precede the apartment or suite number with the applicable abbreviation (e.g., APT or STE), to meet USPS regulations and correctly identify this information on labels or reports. Alphanumeric, 10 positions; optional. |
Address |
Three additional lines for the customer's delivery address. Field contents must conform to United States Postal Service (USPS) formatting standards. If the address represents a post office box, you must type P.O. Box on this line to meet USPS regulations and correctly identify this information on labels or reports. Alphanumeric, three 32-position fields; optional. |
Postal code |
The postal or zip code for this customer. This code represents a delivery area. Required only if the Require postal code? flag is selected for the country; see Setting Up the Country Table (WCTY). If a postal code is required, it is validated against the Zip/City/State (Postal Code) table; see Setting Up the Zip/City/State (Postal Code) Table (WZIP). The system calls a user-defined program to validate postal code formats outside the Order Management System environment if you set the External Postal Code Validation (E62) system control value to Y. Note: The system fills in the City and State fields appropriately if you set up the Postal Code/City/State table and you enter a valid postal code. Alphanumeric, 10 positions; required or optional based on country. |
City |
The city where the customer lives, or receives mail or shipments. The system completes this field for you when you enter a valid zip code. Alphanumeric, 25 positions; required. |
St (State) |
The state or province where the customer lives or receives mail or shipments. State codes are defined in and validated against the State table, accessible through the Work with Countries menu option; see Setting Up the Country Table (WCTY). Required only if the Require state? flag is selected for the country. The system validates that the state you enter is assigned to the SCF for the postal code. Alphanumeric, 2 positions; required or optional based on country. |
Country |
The code for the customer's country. The system defines and validates this code against the Country table. Defaults from the Default Country for Customer Address (B17) system control value. Alphanumeric, 3 positions; required. |
Delivery code |
Identifies a business (commercial) or residential address. The value is a shipping rate indicator that applies when you ship an order by a carrier that uses or consumer rate tables (such as United Parcel Service). This code defaults from the Default Delivery Code for New Order Entry Customers (D13) system control value, but you can override it. Valid values: • Business = Business rate table determines shipping charges. • Residential = Residential rate table determines shipping charges. • No Distinction = No distinction between residential and business address. (This is not a valid delivery code for a U.P.S. shipper, as defined in the Ship Via table. See Working with SCF/Ship Via Values (WSHV).) Required. |
PO box |
A flag that identifies the customer's address as a post office box. Whenever an address represents a post office box, orders must ship by Parcel Post. Commercial carriers cannot deliver to Post Office boxes. Valid values are: • Selected = The address is a post office box. • Unselected = The address is not a post office box. Shipping to a Post Office Box To ship to a Post Office Box, enter POST OFFICE BOX, POST BOX, or any variation of PO BOX (with or without spaces or non-alphabet characters, such as P.O. BOX), and the box number in the customer’s street address. During order processing, the system validates that the carrier can ship to a post office box (as defined in the Ship Via table). Example: Enter P.O. Box 9999 in the Street field to indicate delivery to a post office box instead of a home or company address. Note: If you type POST OFFICE BOX, POST BOX, or any variation of PO BOX in the customer’s street address during order entry or through the Order API, the system automatically selects the PO box field for the customer. However, if you remove this text from the customer’s street address, the system does not automatically unselect the PO box flag. Note: When you create a customer outside of order processing, you need to select the PO box field manually. |
Rent |
This flag identifies whether to include the customer's name on a mailing list that you rent. Valid values are: • Selected = Rent the customer's name. • Unselected = Do not rent the customer's name. Defaults from the Default Rent Name (D11) system control value. |
Mail code |
Defines when, and under what circumstances, you will send mail to the customer. Mail codes are defined in and validated against the Mail/Call Code table; see Working with Mail/Call Codes (WMCC). Not to be confused with the Mail flag. Defaults from the Mail code specified for the sold-to customer. Alphanumeric, 3 positions; optional. |
Call code |
Defines when, and under what circumstances, you will call the customer. Call codes are defined in and validated against the Mail/Call Code table; see Working with Mail/Call Codes (WMCC). Alphanumeric, 3 positions; optional. |
Language code |
This field is not currently implemented. Alphanumeric, 3 positions; optional. |
The customer's email address. See Email Address Validation for information on how the system verifies that your entry is formatted correctly. Fraud checking: An order goes on ES hold if this email address matches an email address in the Miscellaneous Fraud table; see Working with Miscellaneous Frauds (WMFF). Alphanumeric, 50 positions; optional. |
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Reserve Warehouse |
The warehouse code to default to the Order Header for new orders created for this customer. In this situation, the system reserves inventory for the order from this warehouse only. The warehouse you specify must be an allocatable warehouse (the Allocatable flag for the warehouse is selected). Warehouse codes are defined in and validated against the Warehouse table. See Creating and Maintaining Warehouses (WWHS). Numeric, 3 positions; optional. |
Van Route |
The van route assigned to the ship to customer, indicating the customer qualifies for van delivery on orders that contain the Reserve warehouse. See Van Delivery Processing for an overview. The van route you specify must be a valid van route for the Reserve warehouse. You cannot enter a van route if a Reserve warehouse is not specified. Van routes are defined in and validated against the Warehouse Van Route table. See Work with Van Routes Screen. Alphanumeric, 4 positions; optional. |
Van Sequence # |
The sequence number assigned to the van route in order to route the van deliveries. You cannot enter a van sequence number if a Van route is not specified. This field is informational only. Numeric, 4 positions; optional. |
Phone numbers |
The customer's day, evening and third (fax or mobile) phone numbers. Note: The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number. You can define a telephone number format to map to the phone numbers operators enter into the system. Telephone number formats are defined by arranging numbers and special characters such as hyphens and parenthesis in the same order and position as the numbers in a phone number would display. When an operator enters a phone number, the system compares the number of numeric characters in the phone number with the telephone number formats you have defined. In order to match a format, the phone number must have the same number of numeric positions as a telephone number format. If the system cannot find a match, the phone number does not map to a telephone number format and displays as it was entered by the operator. |
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Telephone Number Format Examples An operator enters a phone number containing 10 numbers: 5085550100 The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 555-0100 When an operator enters a phone number containing 10 numbers (as in the example), the phone number displays so that the first 3 positions are in parenthesis and a hyphen is between the sixth and seventh numbers, regardless of how the operator entered it into the system. If an operator enters a phone number containing 6 numbers, for example 5550100, and no format exists for 6 numbers, the phone number would display as it was entered (5550100). See Work with Telephone Number Format Screen form more information. The system calls a user-defined program to validate phone numbers outside of Order Management System if you set the External Validation for Phone Number (E64) system control value to Y. |
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The system provides a “hook” to the program when an operator selects a phone number associated with a country. You can use this program to validate country phone number rules for a specific country: for example, if a phone number for a country should only contain 6 numbers and the operator enters more than 6, the screen displays an error message. Phone numbers that are not associated with a country, for example, phone numbers in the Bank, Salesman, Warehouse and Ship Via tables, are not validated. The program validates phone numbers based on the following parameters: • Company • Country • State • City • Phone Number Alphanumeric, 14 positions (phone number) and 4 positions (phone extension); optional. |
Work with Ship To Phone Numbers Screen
Purpose: Use this screen to add, change, delete, or display ship-to customer phone numbers quickly. You can also work with phone numbers through the Create Ship-to Customer Screen and the Change Ship To Customer screen.
How to display this screen: Select Phone numbers for a customer at the Work with Customer Ship Tos Screen.
Field |
Description |
Type |
The type of phone number. You can define only one number of each type. Valid values are: • Day = Day/business • Evening = Evening/home • Fax/Mobile = The ship-to customer’s third phone number Note: The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number on screens and reports. Optional. |
See Create Ship-to Customer Screen for descriptions of the remaining fields. |
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Screen Option |
Procedure |
Create a new phone number |
Select Create to advance to the Create Ship To Phone Number Screen. |
Change a phone number |
Select Change for a phone number to change it. You can change the area code, number, and extension. See Create Ship To Phone Number Screen for field descriptions. |
Delete a phone number |
Select Delete for a phone number to delete it. |
Create Ship To Phone Number Screen
Purpose: Use this screen to create a new day, evening, or fax phone number for a ship-to customer.
See Create Ship-to Customer Screen for more information on phone number formats and validation.
How to display this screen: Select Create at the Work with Ship To Phone Numbers Screen.
About this screen: See Create Ship-to Customer Screen and Work with Ship To Phone Numbers Screen for field descriptions.
Work with Ticklers Screen (ship-to customer view)
Purpose: Use this screen to review, work with, and resolve ticklers associated with a ship-to customer.
Secured feature: If you do not have authority to the Update All Ticklers (B09) secured feature, you cannot update a tickler that is not assigned to you or your tickler groups or an error message indicates: Not authorized to change.
This secured feature controls updating a tickler by:
• selecting Change for a tickler to change it.
• selecting Delete for a tickler to delete it.
• selecting In process for a tickler to assign the tickler to yourself.
• selecting Resolve for a tickler to resolve it.
If you do not have access to this feature, you can update only ticklers assigned to you or your tickler groups. However, you can still release an order associated with the tickler from hold.
See Workflow Management Overview and Setup for an overview and required setup for workflow management processing.
How to display this screen:
• select Ticklers for a ship-to customer at the Work with Customer Ship Tos Screen.
• select Ticklers at the Customer Workflow Management Window (which displays when you advance to the Change Ship To Customer screen.).
Field |
Description |
Sold to |
The number and description of the sold to customer associated with the ship to customer. Sold to number: Numeric, 9 positions; display-only. Sold to description: Alphanumeric, 40 positions; display-only. |
Ship to |
The number and description of the ship to customer associated with the ticklers on this screen. Ship to number: Numeric, 9 positions; display-only. Ship to description: Alphanumeric, 40 positions; display-only. |
S (tickler status) |
The status of the tickler. Valid values: • Open = Open; the tickler is open and is available to work on in the assigned tickler work queue. • In Process = In process; the tickler is currently being worked on by the assigned user. • Resolved = Resolved; the tickler has been resolved. Optional. |
P (tickler priority) |
The priority of the tickler, indicating how important the issue associated with the tickler is to resolve (1 is the lowest priority and 9 is the highest priority). Numeric, 1 position; optional. |
Assigned (assign date) |
The date the tickler was assigned to the user or tickler user group. Numeric, 7 positions (in user date format); optional. |
Ev (tickler event code) |
The code for the tickler event that created the tickler. Valid values: • BO = Backorders • CO = Cancelled orders • HO = Held orders • MN = Manually created • NO = New orders • OO = Aged open orders • SO = Sold out orders • UP = Unconfirmed pick tickets • VP = Voided pick tickets • WF = Remote workflow See System Delivered Tickler Events. Alphanumeric, 2 positions; optional. |
Cat (tickler category) |
The tickler category assigned to the tickler. Tickler categories are defined in and validated against the Tickler Category table; see Working with Tickler Category (WTCT). Alphanumeric, 3 positions; optional. |
Tickler# |
The tickler number assigned to the tickler, from the Tickler Number number assignment record. Numeric, 9 positions; optional. |
User group |
The group ID code for the tickler user group assigned to the tickler. Tickler user groups are defined in and validated against the Tickler User Group table; see Working with Tickler User Groups (WTUG). Tickler group ID: Alphanumeric, 10 positions; display-only. |
User |
The user ID of the user assigned to the tickler. Users are defined in and validated against the User table; see Working with User Records (WUSR). User ID: Alphanumeric, 10 positions; display-only. |
Sts (order status) |
The status of the order associated with the tickler. Valid values: • blank = Open. • A = Archived to optical disk. This option is not currently implemented. • C = Cancelled. • H = Held. Note: The system highlights the held status in a different color (for example fuchsia) if the sold to customer is a new customer, based on purchase history. A new customer has placed an order, but no orders have shipped (# orders LTD is equal to or greater than 1 and # sales LTD is equal to 0 in the Customer Sold To Order History table). • P = Purged. • S = Suspended. • X = Closed. Alphanumeric, 1 position; display-only. |
Order # |
The order associated with the tickler. Numeric, 9 positions; display-only. |
Bill to |
The bill to customer associated with the tickler. Numeric, 9 positions; display-only. |
Screen Option |
Procedure |
Change a tickler |
Select Change for a tickler to advance to the Change Tickler Screen. |
Delete a tickler |
Select Delete for a tickler to delete it. You can only delete MN (manually created) ticklers. |
Display a tickler |
Select Display for a tickler to advance to the Display Tickler Screen. See the Change Tickler Screen for field descriptions. |
Release the order associated with the tickler from hold |
Select Release for a tickler to advance to the Release Reason Prompt Pop-Up Window (order header hold), Release Recipient Hold Reason Pop-Up Window (recipient hold), and/or Release Order Payment Method Window (paytype hold). If you release an order from hold for an HO (held order) tickler, the system automatically resolves the tickler. Also, the system evaluates any other ticklers associated with the order to determine if they can be resolved. |
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If you select Release for a tickler not associated with a held order, an error message indicates: Order not on hold. If you select Release for a tickler not associated with an order, an error message indicates: Tickler not eligible for this option. Note: You must have authority to the Release Held Orders (ERHO) menu option to release the order from hold. |
Select a tickler to work on |
Select In process for a tickler to change the status of the tickler from open to in process. You can only select to work with a tickler that is in an open status; if you select In process for a tickler that is in an in process or resolved status, an error message indicates: Tickler status cannot be changed - resolved or already in process. Selecting this option automatically assigns the tickler to the user and creates a tickler history record. |
Enter or review tickler work notes |
Select Notes for a tickler to advance to the work notes screen, based on the note type defined for the tickler. Note type A advances you to the Edit Customer Actions Window. Note type B advances you to the Work with Bill To Notes Screen. Note type O advances you to the Work with Order Messages Screen. Note type S advances you to the Edit Customer Notes Screen. Note type T advances you to the Work with Tickler Notes Screen. |
Review the tickler source |
Select Detail for a tickler to advance to the source screen, based on the tickler event associated with the tickler. BO, CO, HO, NO, OO, SO, UP, VP, and WF ticklers advance you to the Order Inquiry Header Screen. You cannot view the source for MN ticklers: Requested tickler has no source reference. |
Review tickler history |
Select History for a tickler to advance to the Work with Tickler History Screen. |
Resolve a tickler |
Select Resolve for a tickler to advance to the Resolve Tickler Window. |
Review procedures for a tickler |
Select Procedure for a tickler to advance to the Work with Tickler Event Rule Procedure Screen. You cannot add or change tickler procedures when you advance from the Work with Ticklers screen. You cannot review procedures for MN ticklers. |
Create a tickler for the MN (manually created) tickler event |
Select Create to advance to the Create Tickler Screen. Note: To create a MN tickler, you must have authority to the Create Manual Tickler (B13) secured feature. |
Review the number of ticklers in the work queue, based on the selection criteria you have defined |
Select Count to advance to the Current Tickler Count Window. |
Toggle between displaying open and in use ticklers or resolved ticklers |
Select Open/Resolved. The system toggles between displaying: • ticklers in an open or in process status. • tickler in a resolved status. |
