Introducing Order Entry

Purpose: This introductory topic describes different methods of entering an order, from straightforward Order Entry, in which you enter the most basic information to create an order, to full-fledged Order Entry, in which you may fine-tune order, item, or customer information.

In this chapter:

• What's Required?

• On Demand Reformatting

- Scan Order Lines Screen

- Work with Order Lines (Adding a Line)

What's Required?

To complete an order you must define the customer placing the order, the customer receiving the merchandise, the merchandise being ordered, and how the customer is paying for the order.

Who is the customer?

Sold to customers are people placing orders. The system tables the customer's name and address and other basic information so that a customer master record is available for future use.

Ship-to customers are people receiving the merchandise. This may be the sold-to customer, the recipient of a gift, the address of a business or an address used for this order only.

Bill-to customers are people or businesses that are billed for the order. This type of customer exists when a business order is placed that will be paid “on-account.”

See Creating and Updating Customers for more information on each type of customer.

What is the customer buying? This refers to the items purchased by the customer. Each item purchased represents an “order detail line.”

How is the customer paying for the order? This refers to the method(s) by which the customer will pay for the order. The customer may pay by one or several payment methods (cash/check and/or credit card).

You can enter customer, item, and payment information at any point during the Order Entry process. For example, you can enter payment information:

• On the pop-up window for the payment type default

• On demand by selecting Payments to bring up the Payments screen

• On the Order Recap screen that opens automatically when you exit Order Entry (if defined in the System Control table)

You can select other functions during Order Entry to define the order further. For example, instead of entering an order in a straightforward fashion, you can select any of the functions at the bottom of the screen to add more information to the order.

Completing the order: Finally, you can take two different paths when you finish entering the order:

• Select Accept to accept the order if the information entered is accurate and valid

• Select Reject to reject the order if you make a keying error or if the customer cancels the order.

On Demand Reformatting

Purpose: Several commands are available during Order Entry that you can select at any point to use a different format, including:

• Scan order lines, which lists a single line of information for up to 8 items ordered.

• Add lines, which you use to add an item to the order and display additional fields to override standard information for the item.

Scan Order Lines Screen

Use this screen to display up to 8 lines on the order with a single line of information for each item. No item description or availability information is provided.

This format allows you to quickly review the items ordered. Select Next to review additional items on the order, as needed.

How to display this screen: Select Scan order lines at the Work with Order Lines Screen (Adding Items to the Order).

To return to the Work with Order Lines screen, select Detail. See the Work with Order Lines Screen (Adding Items to the Order) for descriptions of fields and additional options at the Scan Order Lines screen.

Work with Order Lines (Adding a Line)

Add item: Select Add line at the Work with Order Lines Screen (Adding Items to the Order) to use the Add a Line function. The Work with Order Line Screen (Changing/Adding an Item) opens for you to add an item to the order while overriding standard item information.

Override order defaults: The order detail line information you enter on this screen overrides the defaults established for the order on the Work with Order Screen. For example, you can override:

• Freight

• Future Order

• Arrival Date

• Source

• Ship Via

• Warehouse

Override item defaults: Additionally, the information you enter in these fields overrides defaults established for the item:

• Ofr (offer)

• C/G (coordinate group)

• S/H Code (special handling code)

• S/H Charge (special handling charge)

• Affect Inv (affect inventory)

• Drop Ship

• Priority

• G/W (gift wrap)

• Bypass Rsv (bypass reservation)

• Cost Override

Totals fields: Finally, the totals fields at the bottom of the screen show the quantities reserved, canceled, and soldout for the current item.

Note: The totals in the Printed (on pick slips), Shipped, and Returned fields are updated after the order is accepted and can be reviewed through Order Maintenance or standard or streamlined Order Inquiry.