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, permanent ship-to customer, or other email addresses in the system.

In this chapter:

• 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 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.

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: See Working with Customer Email Addresses for more information on the Customer Sold To Email Address table and primary email address.

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 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.

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.

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. In addition, if the previous email address that was defined on the order does not exist in the Customer Sold To Email Address table, the new email address also becomes the new primary email address for the customer if there is not already a primary defined.

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.

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.

Email Address Updates Summary

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?
interactive	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
generic order interface	• order_email from message • 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
order maintenance	existing order-level email	Only if the previous email address on the order does not exist in the Customer Sold To Email Address table and a primary is not defined	Adds new order-level email address
membership generation	existing customer sold-to primary email address	No	N/A