Chapter 72: Adding a Recipient Order

Purpose: Select this option during order maintenance to add a recipient order for a different address to an existing order.

How to display this screen: Press F19 on any of these screens to add a recipient order during order maintenance:

• Work with Order Screen

• Work with Order Lines Screen

• Enter Payment Method Screen

Recipient orders are secondary orders that you add to an order to ship to a different address. For example, you can place an order for yourself and a friend in a single phone call, on a single order. The system assigns the first order an order number, you enter name, address, item, and payment information for this order, and then press F19 to accept the current order and add a recipient order.

Restrictions: You cannot add a recipient order to an order during order maintenance if:

• the order type matches the Amazon Order Type (I22) system control value. See Amazon Order Feed for an overview.

• the Restrict Additional Lines (AL) maintenance restriction for the order type on the order is selected. You can still add a gift recipient to the order.

In this chapter:

• Adding a Ship-to Suffix to the Order Number

• Adding a Sold-to Record

• Linking Orders

• About Gift Orders

• Alternating Display of Sold-to/Recipient Addresses

• Confirm Missing Recipient Window

• Select Customer Sold To Window

• Entering a Customer Number

• Scanning for a Customer Number

• Scan Types

• Alphabetic Scan

• Numeric Scan

• Entering a Recipient Customer

Adding a Ship-to Suffix to the Order Number

When you enter the second order, the system views this as a recipient order, related to the initial order. The system assigns this order (and any subsequent recipient order) the same order number, but increments the shipping suffix by 1 for every additional recipient address on the order.

Adding a Sold-to Record

The system also assigns a sold to customer number to the person or company receiving each recipient order and creates a separate record for each recipient address in the Sold To Customer file. The system updates the recipient customer record with an R in the Original mail type field to indicate that the customer was added to the Customer Sold To file as a recipient customer; see Chapter 28: Creating and Updating Sold-to Customers (WCST). This code is used for historical purposes to trace how the customer was added to the system. An advantage of adding a separate record to the Sold-to Customer file for the recipient is that, through Work with House List Segments Screen, you can target this customer for future mailings because the customer is already familiar with your products.

If the Update Original Source Code for Recipient Customers (F90) system control value is set to Y, the system writes the source code defined for the sold to customer to the Original source field for a recipient customer.

Linking Orders

The system links the Sold To customer's order and any recipient orders by the order number and payment information. You only need to enter payment information for one of the related orders, this information applies to all recipient orders and displays at the Enter Payment Method Screen.

Press F17 to review the order totals across all recipients on the order. The Order Totals pop-up window summarizes the individual charges on each recipient order and displays balances for what the customer has purchased, paid and owes. See Order Entry Chapter 11: Adding a Recipient Order.

The system does not capture sales history for any of the recipients.

About Gift Orders

Another type of recipient order is a gift order. You identify an order as a gift order by entering Y in the Gift field. You can then press F2 and enter the address where the gift will be shipped. The gift recipient's address is entered on the same screen you use to enter the address for a recipient order.

As with recipient orders, the system adds a ship-to suffix to the order number to indicate an alternate address. Additionally, the system assigns a sold to customer number to the recipient of the gift order, creates a separate sold-to customer record under this number and updates the Original mail type field with an R (recipient) to track how the order was received on the system; see Chapter 28: Creating and Updating Sold-to Customers (WCST). If the Update Original Source Code for Recipient Customers (F90) system control value is set to Y, the system writes the source code defined for the sold to customer to the Original source field for a recipient customer.

This makes the gift recipient eligible for future mailings because the customer is already familiar with your product.

A gift order differs from a recipient order because:

• pricing information may not print on the pick slip, depending on your pick slip printing program

• the system does not print a SmartLabel on the pick slip if you use SmartLabel returns processing; see Using SmartLabel Returns Processing

• a gift acknowledgment card prints for the customer who placed the order (sold to customer) to confirm that the gift has been shipped if the buyer is not eligible to receive a shipment confirmation email; see Automatic Generation of Gift Acknowledgement (B92) for more information

The system performs the same updates as with recipient orders. The system does not capture sales history for the gift recipient.

Alternating Display of Sold-to/Recipient Addresses

Press F2 on the Work with Order Screen to review or enter the buyers (sold to) address or recipient's address. Notice that the addresses of the customer who placed the order (sold to customer) and the customer who will receive the order alternate each time you press F2

Recipient entry methods: You can enter a recipient order in two ways:

• Press F19 on the Work with Order Screen or Work with Order Lines Screen.

• Press F2 on the Work with Order Screen if the recipient is a gift order.

Confirm Missing Recipient Window

This pop-up window displays if you press F19 or F2 to add a recipient and then press F19 or F2 again without entering a recipient address:

Confirm Missing Recipient Warning! Neither a recipient or alternate ship to address has been defined. Press the Enter key to confirm or F12 to return to the current order. F12=Cancel

The system is looking for a recipient address. Press Enter to override this message and use the sold to address or press F12 to enter a recipient address.

When you press F19 or F2 to add a recipient order, you advance to the Work with Order Screen. On this screen, the customer address lines default blank. Here you can:

• Enter the recipient's address information. You advance to the Display Duplicate Sold To pop-up window if the system finds a match to the address you entered (see Order Entry Chapter 11: Adding a Recipient Order); otherwise, the system creates a new sold to customer record for the address.

• Press F4 on the name or company name fields to advance to the Select Customer Sold To Window, where you can scan for an existing customer.

Select Customer Sold To Window

Purpose: Use this pop-up window to scan for an existing customer to update the recipient address lines; see Adding a Recipient Order.

How to display this screen: Press F4 on the First name, Middle initial, Last name or Company fields of the recipient address on the Work with Order Screen.

Select Customer Sold To EZK Mail Order Customer . . . . . Match code . . . . Postal code . . . Last name . . First name . . Company . . . Telephone # . . . (Day,Eve,Fax) Alt cust # . . . . E-mail Address . . F3=Exit F12=Cancel

Field	Description
Customer (Sold to customer number)	A number assigned by the system to identify the customer. Enter a valid customer number in this field to default the address information to the recipient address fields on the Work with Order Screen. See Entering a Customer Number. Alphanumeric, 9 positions; optional.
Match code	A code the system assembles in the format you define through the Match Code function. The match code contains elements of the customer's name and address. The system assigns a match code to every customer on the system to identify duplicate customers and to detect fraudulent addresses. Enter a full or partial match code to advance to the Scan Customer by Match Code screen. See Scanning for a Customer Number. Alphanumeric, 15 positions; optional.
Postal code	A postal delivery area. See Chapter 15: Setting Up the Postal Code File (WZIP). Enter a full or partial code to advance to the Scan Sold To by Postal Code/Company screen. This screen lists all customers by postal code in ascending (lowest to highest) numeric sequence, beginning with the code you entered. If you enter a postal code, last name, and first name, you advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered. See Scanning for a Customer Number. Alphanumeric, 10 positions; optional.
Last name	The sold to customer's last name. Enter a full or partial name to advance to a Scan Cust Sold To By Last Name screen, which lists all customers alphabetically beginning with the name you entered. You can also include a full or partial first name along with a full (not partial) last name to restrict the scan further. See Scanning for a Customer Number. Alphanumeric, 25 positions; optional.
First name	The sold to customer’s first name. Enter the last name, first name, and postal code to advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered. You can also enter just the full (not partial) last name and full or partial first name to advance to the Scan Cust Sold To By Last Name screen. Note: First name must be used in conjunction with Postal code, Last name or with just Last name for scanning. You cannot scan on first name alone. Alphanumeric, 15 positions; optional.
Company	The sold to customer's company name. Enter a full or partial company name to advance to the Scan Customer by Company Name screen. See Scanning for a Customer Number. Alphanumeric, 30 positions; optional.
Telephone #	The daytime, evening or facsimile (fax) telephone number of the sold to customer. You can define a telephone number format for each country to map to the phone numbers operators enter into the system. See Work with Telephone Number Format Screen. Note: Your entry should include any formatting specified by the telephone number format for the country; for example, if the telephone number format for the United States is (111) 111-111, your entry should include the parentheses and hyphen. Enter a full or partial phone number to advance to the Scan Customer by Phone Number screen. See Scanning for a Customer Number. Alphanumeric, 14 positions; optional.
Telephone type	Valid values are: D = Daytime/business telephone number E = Evening/home telephone number F = Fax machine telephone number Enter a telephone type to advance to the Scan Customer by Phone Number screen. See Scanning for a Customer Number. Alphanumeric, 1 position; optional.
Alt cust # (Alternate customer number)	An additional number to identify the sold to customer on the system. This can be a serial number or a customer number from another system. Type a full or partial alternate customer number to advance to the Scan Customer by Alternate Customer Number screen. See Scanning for a Customer Number. Alternate Customer Number Label Description The field label name that displays on this screen is based on the name you enter in the Alternate Customer Number Label Description (H95) system control value; if you do not enter a name in this system control value, the field label is Alt cust #. Example: If you enter the field label name PC MEMBER# in the system control value, the field label name that displays on this screen is PC MEMBER#. Alphanumeric, 15 positions; optional.

Entering a Customer Number

At the Select Customer Sold To Window, enter a customer number in the Customer field and press Enter to select the recipient customer for the order. The address information for the customer defaults in the recipient address lines, but can be updated.

Scanning for a Customer Number

Enter information in any of the scan fields at the Select Customer Sold To Window to locate a customer for the recipient address if you do not know the customer number.

Sample screen:

Select Customer Sold To The KL Mail Order Company Customer . . . . . Match code . . . . Postal code . . . Last name . . Company . . . Telephone # . . . (Day,Eve,Fax) Alt cust # . . . . F3=Exit F12=Cancel

A message displays when you select an existing customer address to default into the recipient address fields on the Work with Order Screen:

 

Customer (46) has been updated with changes!

 

This message indicates that the order has been updated with the recipient address.

Scan Types

Purpose: Enter any combination of customer information in the scan fields at the Select Customer Sold To Window to advance to a scan screen that lists the customers who closely match the information you entered. Each scan screen (except the Scan Customer by Phone Number screen) includes the customer number, street address, city, state and postal code.

The types of scans that are available are:

• match code

• postal code

• postal code/name

• last name

• last name/first name

• company name

• telephone number

• alternate customer number

How to scan? You can enter partial or full information into any of the scan fields. For example, you can type M or Mae in the Last name field to locate Mary Mae.

When you complete this pop-up window, you advance to a scan screen that lists customers who closely match the information you entered. The customers are listed alphabetically or numerically from the first record that matches the scan information until the end of the file.

Alphabetic Scan

For example, you receive this type of scan if you enter M in the Last name field:

MAE

MALLEY

MAX

However, you receive this type of scan if you enter MAX in the Last name field:

MAX

MAXFIELD

MAXWELL

Numeric Scan

You receive this type of scan if you enter a 0 in the Postal code field:

01007

01040

01128

However, you receive this type of scan if you enter 017 in the Postal code field:

01701

01742

01746

Using the scan screen: There are several ways to select a customer for a recipient address from the scan screen, depending on whether the customer is listed.

If the customer is listed: Enter 1 next to the customer number to select the customer for the recipient address.

If you are not sure if this is the correct customer: Enter 5 next to a customer number to review more information about the customer, such as telephone number. If the customer is correct, enter 1 next to the customer number.

If the customer is not listed: Continue your search by scrolling through the customer records using Shift/Roll or Page Down. More customer records are available if a + sign displays in the lower right of the screen. If you still cannot find the customer, return to the recipient address on the Work with Order screen and enter a new customer.

Note: If you scan on the Postal code, Last name or Company fields on this screen and then press F6 to create a new customer as an order recipient, the scan information you had entered defaults onto the related fields on the order. If your scan included a postal code, the related city, state and country also default.

Entering a Recipient Customer

Purpose: You can enter the recipient's address information in the address fields on the Work with Order screen for the recipient order.

How to display this screen: Press F2 at the Work with Order Screen to enter a gift recipient's address, or press F19 to enter a recipient order shipping to a different address

OER0332 ENTER Work with Order 4/20/02 14:17:26 Maintain The KL Mail Order Company Sold To: 26 MIRANDA, BERNADETTE T Hold reason Order#: 2613 - 5 Order date: 41498 Calc freight Y Ship To 0 Recip sts: Suspended Type P PHONE ORDERS Attention Mail Y Rent Y Order sts: Open Name Company . M/F Street . Apt Postal code City St Country Delivery R (B,R) Day Ext Eve Ext ------------------------------------------------------------------------------ Source . . . MAW Salesrep# . . 18812 Ship via . . . . 1 Gift . . . . N (Y,N) Priority . . . . . Warehouse . . . Associate . . N (Y,N) Discount % . . Est frt . Auto can B/O N (Y,N) Cancel date . Arrival date 42098 Tax code . . N (E,G,...) Rsl/Ex# PO# Merch Frt Frt+ Tax Hnd Chg Total F2=Sold To/Recip F4=Prompt F6=Bill To F7=Cust Ship To F8=Work w/detail F9=Accept F11=Reject F14=Order Ship To F15=Payments F24=More keys

How to complete this screen: To complete the recipient address information, you can:

• Type the recipient's information in the address fields.

• If the recipient customer is an existing customer, you can press F4 on the recipient address fields to select the customer from one of the Select Customer Sold To scan screens. See Select Customer Sold To Window.

See Work with Order Screen for field descriptions and options.

The system verifies that the ship via (carrier) used on the previous order is still valid for the recipient address.

Entering changes for a recipient: You can change any order information for a recipient order. For example, you can select a different shipping service. Any other recipient orders are not updated.

For a multi-recipient order (entering an order for a customer and a friend), the updates you make affect only the current recipient order. Additionally, you update the recipient customer when you update any of the customer-specific fields on the recipient screen.