Field

Description

Entity

The entity associated with the source code on the order header displays in reverse video if the Display Entity Description (F84) system control value is set to Y. If this system control value is set to N or is blank, the entity does not display.

A source code is associated with an entity through its division. Each division is associated with an entity. You might use entities to identify different catalogs or groups of catalogs within your company.

See Accounts Payable Chapter 3: Working with Divisions (WDIV) for more information on setting up divisions and entities.

Alphanumeric, 20 positions; display-only.

Placer

The first name, middle initial, and last name of the individual within an organization who placed the order. See Chapter 38: Creating and Updating Individuals.

First name: alphanumeric, 15 positions; display-only.

Middle initial: alphanumeric, 1 position; display-only.

Last name: alphanumeric, 25 positions; display-only.

Multi-pay

This field appears when there is more than one pay type on the order. When this field appears, you can check all pay types by pressing F15. See Display Order Payment Methods Screen for details. If there is only one pay type on the order, the Pay type field appears instead.

Alphanumeric, 9 positions; display-only.

Order

A unique number the system assigns to identify an order.

Numeric, 8 positions; display-only, assigned by the system.

Ship-to (Unlabeled field to the right of the order number)

A sequential, numeric value the system assigns to each shipping address on an order. The ship-to number appears as a suffix to the order number separated by a hyphen (-).

Numeric, 3 positions; display-only, assigned by the system.

Number of shipments (Unlabeled field to the right of the ship-to number)

This value indicates the number of shipments made to each ship-to address. A number appears in this field only if items on the order have been picked and billed; no number appears for express billed orders. This number appears as a suffix to the ship-to number separated by a hyphen (-).

Numeric, 3 positions; display-only, assigned by the system.

Date

The date when the order was created.

Numeric, 6 positions (MMDDYY format); display-only.

Payment plan type (Unlabeled field to the right of the Date field)

Informational text indicating whether a deferred or installment payment plan has been assigned to this order. DEFERRED displays if the order contains a deferred payment plan; INSTALLMENT displays if the order contains an installment payment plan.

Alphanumeric, 12 positions; display-only.

Status

A code that indicates the current state of an order. The order status is open (i.e., active) unless the status field contains one of the following values:

H = Held

X = Closed

C = Canceled

S = Suspended

Alphanumeric, 1 position; display-only.

Status description (Unlabeled field to the right of the Status field)

A description of the status code. Valid values include:

Open (' ')

An order that is not on hold, closed, canceled, or suspended.

Held (H)

An order is held when the system applies some type of hold on the order or the order entry operator places an order on hold by typing a user-defined hold reason code in the Hold reason field in Order Entry. The hold reason code and description appear beneath the status when the order is on hold. See the Hold rsn (Hold reason) field.

Closed (X)

An order is closed when all the items on the order are shipped or canceled.

Canceled (C)

An order is canceled when you have canceled each item individually or the entire order.

Express bill (B)

An order is express billed when it bypasses reservation and pick slip generation, going directly from the point of entry to the point of billing. Express billing enables you to post a sale when a customer picks up merchandise at the warehouse.

Suspended (S)

An order is suspended during Order Entry while it is being entered on the system.

Alphanumeric, 12 positions; display-only.

Type (Order type)

A code that identifies how the order was received, such as over the telephone, through the mail (a mail order) by fax, etc.

Order types are defined in and validated against the Order Type file. See Chapter 2: Establishing Price Override Reason Codes (WPOR).

Alphanumeric, 1 position; display-only.

Pay type

A code for the form of payment used on the order.

Pay types are defined in and validated against the Pay Type file. See Accounts Payable Chapter 5: Working with Pay Types (WPAY).

Numeric, 2 positions; display-only.

Hold rsn (Hold reason)

The reason the order is on hold. Either the system or a user can place an order on hold. You can create user hold reason codes; see Chapter 4: Establishing Order Hold Reason Codes (WOHR).

System holds include:

Header level system holds

AT: Declined Credit Card Authorization

AV: Address Verification

BD: Balance Due

BF: Bill To Fraud

BU: Bill To Unconditional Hold

DH: Dollar Hold

EB: Bill-to Email Address

EC: Sold-to Customer Email Address

EH: E-Commerce Dollar Hold

EI: Individual Customer Email Address

EO: Order Email Address

PT: Pay Type

SF: Sold To Fraud

SH: Ship To Hold

SM: Ship To Mismatch

SU: Sold To Unconditional

UB: Unreferenced Bill To

VD: Pick Was Voided through Void All/Hold Order)

ZB: Bill To Zip Fraud

ZS: Sold To Zip Code Fraud

Ship to holds

ES: Ship-to Email Address

HF: Ship To Fraud

HS: Ship To/Sold To Fraud

ZH: Ship To Zip Fraud

Pay type holds

TM: Time Hold

KF: Check Fraud

CF: Credit Card Fraud

CW: Waiting for Credit Card Authorization

PV: Pay Plan Velocity Hold

P$: Pay Plan Dollar Threshold

Accounts Receivable Holds

CL: Over Credit Limit

OB: Outstanding Balance

See Introducing Order Hold Reason Codes for a discussion of each system-assigned hold reason code.

Alphanumeric, 2 positions; display-only.

Ship via

The code for the shipper who delivers the merchandise to your customer.

Ship via codes are defined in and validated against the Ship Via file. See Fulfillment Chapter 30: Working with Ship Via Codes (WVIA).

Numeric, 2 positions; display-only.

Sold to number

A unique number to identify the customer who placed the order.

Numeric, 9 positions; display-only.

Emails

Indicates whether there is any correspondence history related to the order:

Y = There is correspondence history related to the order

N = There is no correspondence history related to the order; however, it is possible that there is correspondence history related to the customer

You can review correspondence history for an order at the Work with Email by Order Number Screen. See Email Repository Overview for more information.

Refunds

This value indicates whether a refund record exists for this order, regardless of the refund status. If a refund record exists, you can view the refund record and refund status by pressing F17. See Display Refunds for Order Screen.

Valid values are:

Y = Refunds exist for this order.

N = No refunds exist for this order.

Alphanumeric, 1 position; display-only.

Msgs (Messages)

This value indicates whether there are order messages. You can view order messages by pressing F23. See Work with Order Messages Screen.

Valid values are:

Y = Messages exist for this order.

N = No messages exist for this order.

Alphanumeric, 1 position; display-only.

Recips (Recipients)

The total number of shipping addresses for the order. An order may have up to 999 recipients. If there is more than one recipient, you can display additional recipients by pressing F19. See Chapter 83: Displaying Order Hold Information.

Numeric, 3 positions; display-only.

Tickler

Indicates whether open or in use ticklers exist that are associated with the order or customer on the order. You can view the ticklers by selecting the Ticklers option at the Displaying More Options screen.

Y = Open ticklers exist for the order or customer on the order.

N = Open ticklers do not exist for the order or customer on the order.

See Workflow Management Overview and Setup for an overview on workflow management processing.

Alphanumeric, 1 position; display-only.

Sold-to/ship-to

The name and address of the buyer (Sold To customer) and the recipient (Ship To Customer):

Name

The customer's name in last name, first name order.

Company

The name of the company.

Note: A plus sign (+) appears next to the company name if the complete customer record includes additional address information in the third or fourth address lines. However, the plus sign does not display if there is additional address information in other fields, such as a third phone number.

Street

The customer's primary delivery address.

Apt./Suite

The apartment or suite number.

Expanded address

Additional lines containing additional address information, such as the post office box or special delivery information such as “Deliver to 7th floor” or “Contact customer before delivery.”

City

The city in which the customer receives mail or shipments.

St

The state or province in which the customer receives mail or shipments. See Chapter 14: Setting Up the Country File (WCTY).

Country

The code for the customer's country. Country codes are defined in and validated against the Country file. See Chapter 14: Setting Up the Country File (WCTY).

Phone

The daytime and evening or third (fax or mobile) phone numbers and extensions for the sold-to and ship-to customers. The fields here are based on the following system control values:

• The Phone Numbers (D15) system control value determines whether the third phone number (fax or mobile) or the evening phone number is listed after the day phone number.

• If the Phone Numbers (D15) system control value is set to DAY/FAX, the Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number.

See the Phone Numbers (D15) and Third Phone Number Type (L53) system control values for more information.

You can define a telephone number format for each country to map to the phone numbers operators enter into the system. See Chapter 14: Setting Up the Country File (WCTY).

Alphanumeric, 14 positions; display-only.

Merch (Merchandise)

The total value of the items on the order, excluding freight, additional charges, service charges, tax (but including hidden tax; see the Tax field), handling, and duty. The merchandise total does not include items that are canceled, soldout, or returned.

Numeric, 9 positions with a 2-place decimal; display-only.

Freight

The total charge for shipping this order. The system performs this calculation based on the freight method defined for the source code on the order. This total may depend on the quantity or weight of items ordered or on the dollar value of the order as a whole.

See Freight Charges for a discussion of each freight method.

Includes: The Freight bucket includes any service charges by ship via or order weight charges by ship via. If a ship via is flagged as Add'l freight only, then ship via service charges apply only if the Incl wgt/svc chrgs if add’l frt only flag is set to Y. See Work with Dollar Chart by Ship Via Screen (Ship Via Service Charges) and Work with Weight Charges by Ship Via Screen for background on setting up these charges.

Does not include: The Freight bucket does not include any additional charges associated with shipping this item, such as shipper/item charges or an additional freight charge specified for the ship via (see the Add'l freight (Additional freight charges) field for these totals). Also, this field does not include any service charges by source code or offer, or guaranteed service charges by offer (see the Add'l charges field for these totals).

No freight? The Frt field is blank if the Calculate freight field is set to N to indicate that freight is not calculated for this order.

Numeric, 7 positions with a 2-place decimal; display-only.

Add'l freight (Additional freight charges)

The total dollar amount of the Add'l freight charge on the order above the regular shipping charges. For example, the shipper may charge a premium for overnight shipments. The system adds the additional shipping charge to an order only when the merchandise amount is less than or equal to the value in the $ Limit field for the shipper.

Also includes: This field also includes any shipper/item charges set up for the ship via and the items on the order; see Work with Shipper/Item Screen for background. If there is a C.O.D. charge on the order, it is included in this field as well.

Additional freight only? An order can include both regular freight (in the Freight bucket) as well as additional freight (in this bucket), depending on the setting of the Add'l freight only field for the ship via. Even if a ship via is flagged for additional freight only, you can use the Incl wgt/svc chrgs if add’l frt only flag to indicate that orders are still eligible for weight or service charges set up for the ship via; see that flag for a discussion.

Numeric, 7 positions with a 2-place decimal; display-only.

Tax

The total sales tax for the order, based on the value of the merchandise and, optionally, freight and special handling charges. If the order is subject to VAT, tax will generally be included in the item prices rather than in the Tax field; in this case, you can review the hidden tax for an item by entering 5 next to the item. See Chapter 55: Reviewing Order Details.

Numeric, 7 positions with a 2-place decimal; display-only.

Handling (Handling charge)

The cost of any special handling on the order, such as personalizing, monogramming, or engraving, and any gift wrapping charges.

If there are any duty charges on the order, they are included in the Handling total. See Work with Duty Rates Screen.

You can review the handling and detail charges for each item on the Display Order Detail Screen (Reviewing Order Line Detail).

Numeric, 7 positions with a 2-place decimal; display-only.

Add'l charges

The total extra charges added to the current order, including:

• An additional service charge defined for the source code, based on the dollar value of merchandise on the order. See Marketing Chapter 8: Working with Dollar Chart by Source Code (WDCS).

• An additional service charge defined for the offer, also based on the dollar value of merchandise on the order; applies only if no service charges are set up for the source code. See Marketing Chapter 7: Working with Dollar Chart by Offer (WDCO).

• A Guaranteed order chg defined for the offer, provided the Exclude serv chg (Exclude service charges) field for the source code is set to N. Typically, this charge guarantees that, if the order does not arrive, you ship a replacement order immediately while investigating the whereabouts of the original shipment. Unlike the service charges described above, the guaranteed service charge is a flat fee and does not vary based on merchandise total.

• A Default charge amount, if you specify a Check Interface Additional Charge Code (G27), and one of the pay types on the order matches the Check Interface Payment Type (G26). If the order includes more than one ship-to customer, the additional charge applies to the first ship-to customer.

• An additional charge entered manually at the Enter Additional Charges Window, available by selecting F16 (Charges). Examples of additional charges or credits are a charge for store-restocking or import duties, or a credit for long-distance telephone charges or postage. See Customer Service Chapter 3: Establishing Additional Charge Codes (WADC).

• A source code or offer dollar discount based on the merchandise total. Included in the Charges bucket rather than applied to the order detail lines if the Prorate Dollar Discounts and Coupons (D90) system control value is set to Y.

You can limit the total amount of negative additional charges applied to an order through the Negative Additional Charge Limit (E49) system control value. An operator cannot override this dollar limit without the required authority.

This field is blank if no additional charges or credits are applied to the order.

Numeric, 7 positions with a 2-place decimal; display-only, updated by the system.

Total (Order total)

The total amount the customer owes for the order, including:

• Merchandise

• Freight

• Additional freight and C.O.D. charges

• Taxes

• Handling

• Duty

• Additional charges

The total does not include charges for canceled, returned or sold out items.

Note: If you apply a negative additional charge to an order as a means to refund a customer for a pre-billed amount, the amount of the negative additional charge is indicated as the order total in this field. For example, a customer orders a pre-billable item for $500.00 and you pre-bill $200.00. He then cancels the item before you ship it. If you then apply a negative additional charge for $200.00 to refund the pre-billed deposit, the order total is listed as -200.00, even though you are not actually crediting the customer more than the pre-bill deposit amount. See Pre Billed Amount Item (J72) for an overview.

Numeric, 11 positions with a 2-place decimal; display-only.

Total cash paid

The amount of money the customer has paid you on the order to date with all prepaid and check pay types.

Numeric, 11 positions with a 2-place decimal; display-only.

Balance open

The portion of the order dollar total that you have not shipped to the customer or billed. Billing occurs after shipment confirmation.

Numeric, 11 positions with a 2-place decimal; display-only.

Total coupon paid

The amount of money the customer has paid you on the order to date with all coupon, credit or gift certificate pay types.

Numeric, 11 positions with a 2-place decimal; display-only.

Ref/balance due (Refund or balance due)

The customer's overpayment or underpayment on a single pay type order.

Overpayments occur when the customer's payment exceeds the balance owed on the order. A positive number in this field reflects an overpayment (the amount you owe the customer).

Underpayments occur when the customer's payment is less than the outstanding balance of the order. A negative number in this field reflects an underpayment (The amount the customer still owes to you).

Numeric, 11 positions with a 2-place decimal.

Cash refunded

The total amount returned to the customer in the form of a refund check.

Numeric, 11 positions with a 2-place decimal; display-only.

Discount

The total discount applied to the order shipping address. The total discount is calculated by comparing the selling price with the item/SKU offer price. If you use a price override on any of the order lines:

• If the price override reason code’s Override item offer price field is set to Y, the Ord discount includes any discounts that reduce the selling price from the price override amount you entered for the order line.

• If the price override reason code’s Override item offer price field is set to N, and:

• you override an existing item/SKU offer price for the item: the Ord discount includes the difference between the original item/SKU offer price and the final selling price, including the price override and any other discounts.

• there is no item/SKU offer price for the item: the order detail line does not affect the Ord discount total.

Note: The setting of the Override item offer price field has no effect on orders you receive through the e-commerce interface. If there is a price override reason code in the new order message, the system always processes these orders as if the field is set to N.

See Overriding the Item/SKU Offer Price for an overview of the Override item offer price field.

Note: This field displays only if the Display Discount on Order Recap Screen (D38) system control value is set to Y.

Any dollar discounts by source code or offer will appear as a negative additional charge if the Prorate Dollar Discounts and Coupons (D90) system control value is set to Y.

Numeric, 11 positions with a 2-place decimal; display-only.

Coupon refunded

The dollar amount refunded to the customer in the form of a coupon, merchandise credit, gift certificate, or bonus credit.

Numeric, 11 positions with a 2 place decimal; display-only.

Currency

The currency used on the order. Currency codes are defined in and validated against the Currency file. See Accounts Payable Chapter 10: Working with Currency (WCUR).

Note: This field appears only if the Multi Currency by Offer (E03) system control value is set to Y.

Alphanumeric, 3 positions; display-only.