Chapter 1: Introducing Order Entry
Purpose: This introductory chapter 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:
• Available Order Entry Screen Formats
• Details using Line-by-Line Format
• Details using Full Screen Format
• Work with Order Lines (Adding a Line)
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 files 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."
Individual customers are people within an organization that place or approve orders. On an individual order, an individual can serve as “placer” or “originator.” Each sold to customer can have a listing of individuals who place or approve orders.
See Customer Service Part C: 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, credit card, COD, A/R, or coupon/credit).
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 pressing F15 to bring up the Payments screen
• On the Order Recap screen that appears automatically when you exit Order Entry (if defined in the System Control file)
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:
• Press F9 to accept the order if the information entered is accurate and valid
• Press F11 to reject the order if you make a keying error or if the customer cancels the order.
Available Order Entry Screen Formats
Several different screen formats are available during Order Entry so that you can control the method of entering orders. Three formats are available:
• Default Header or Header/Detail format
• Format based on Order Type
• On-demand reformatting
Default Header or Header/Detail format: Your system administrator sets the default Order Entry screen format to Header or Header/Detail in the System Control file during system installation. This system-level decision determines how the Order Entry screen always appears.
• Header format consists of two screens. You enter name, address, and order information on the first screen and item information on the second screen.
• Header/Detail format consists of one combination screen. You enter name, address, and order information on the top ¾ of the screen and one item detail line at the bottom of the screen.
Format based on order type: The order type (a code for the type of orders you are entering, such as mail orders, phone orders, fax orders, etc.) controls the appearance of the detail screen when you use Header format only. This is a useful feature because you have different requirements of the Order Entry detail screen when you enter a phone order for a customer versus when you enter an order from an order form.
On-demand reformatting: You can change the format of the Order Entry screens at any point by pressing a function key at the bottom of the Order Entry screens.
For example, press one function key to change the format of the detail screen and list up to 8 item detail lines; press a different function key to review or update the details behind a single order line.
Purpose: When you use the default Header format, you must identify who is placing the order and supply some basic order information on the first screen (Work with Order Screen).
The format of the second Order Entry screen (Work with Order Lines Screen (Line-by-Line Format) or Work with Order Lines Screen (Full-Screen Format)) depends on the order type. The order type is a code that indicates how the order was received, such as a code for mail orders, phone orders, fax orders, and retail orders.
Use the Order Type file to add order type codes and identify the desired Order Entry detail screen format for each code, either:
• Line-by-line format
• Full-screen format
Note: Order type controls the format of the second screen when using Header format only. Order Type has no effect on the Order Entry screen when using Header/Detail format.
Header screen layout: Customer name and address information appears in the fields located in the top half of the screen if you select an existing customer for Order Entry; however, these fields are blank if you pressed F6 on the Select Customer Sold To For Order Screen to add a new customer to the system.
The lower half of this screen (underneath the dashed line) is where you define some basic order information and review order totals updated by the system. Again, some fields contain information when you select an existing customer for Order Entry, but are blank for a new customer.
Details using Line-by-Line Format
You add one line at a time on the Work with Order Lines Screen (Line-by-Line Format) when you use an order type code with a line format. As you add each item detail line, the system validates the information on the line and issues an error message at the bottom of the screen if the item (or SKU) is invalid; otherwise, the system responds with statistics for the item, including:
• Item description
• Quantity reserved
• Quantity available
With line format,
• You add an item using the input fields at the top of the screen.
• The lower half of the screen lists lines in descending order.
• A single screen lists up to 3 item detail lines with 2 lines of information; the second line contains the item description and statistics for item reservation and availability.
Why use this format? Use an order type with a line-by-line format for phone orders because,
1. The customer adds one item to the order at a time.
2. The system processes one line at a time.
3. You can provide immediate feedback to the customer for the current order line.
Details using Full Screen Format
You add all items on an order without validating any information at the Work with Order Lines Screen (Full-Screen Format) when you use an order type with a full screen format.
With full screen entry, a single screen contains 4 order detail line entry fields so you may add one item after another without stopping to process and validate each item. No item statistics appear for each item because the majority of this screen is used for item entry.
Entry process: This format enables you to enter the entire contents of the order form in one process:
1. Enter only the information required for the item.
2. Enter information for the next item.
3. Repeat Steps 1-2 until you complete the necessary fields on this screen.
4. Press Shift/Roll or Page Down to display additional entry fields, if needed.
5. Add more items until you enter the order completely.
Press Enter only after you enter all the items written on the order on the order form or fax. Only then will the system validate your entries.
Why use this format? Use an order type with a full-screen format for mail or fax orders, because,
1. You know the items are being ordered in advance because they are listed on the order form or fax.
2. You know the SKU for each item.
3. You do not have to provide immediate feedback to the customer.
4. You can perform "heads-down" Order Entry because you have all order information at your fingertips.
Purpose: When you use the default Header/Detail format, you enter customer information and add items to the order on one combination screen (Work with Order/Detail Screen).
Note: Order type has no effect on the format of the Header/Detail screen.
Header/Detail screen layout: You enter most customer and order information in the top ¾ of this screen. Customer name and address information appears in these fields if you select an existing customer for Order Entry. These fields are blank, however, if you pressed F6 on the Customer Sold-to screen to enter an order for a new customer.
The lower ¼ of the screen contains one item entry field. Additionally, the last item entered displays beneath the item entry field. (You can use Shift/Roll or Page Down to review other items, as needed).
Two different order detail line formats are available, depending on when you want to identify the offer from which the item is being ordered. An offer is the catalog, space or television advertisement in which the item is sold.
The placement of the Ofr (Offer) field is determined by the value in the Enter Offer After Item (D19) field in the System Control file. Your System Administrator sets this value during system installation.
Sample of the item entry fields when the item is entered before the offer:
Item Ofr SIZE CLR STYL Qty Price N/C Ovr C/G S/H Exten BELT RRB 1 |
Sample of the item entry fields when the offer is entered before the item:
Ofr Item SIZE CLR STYL Qty Price N/C Ovr C/G S/H Exten RRB BELT 1 |
Purpose: Several command keys are available during Order Entry that you can select at any point to use a different format, including:
• F8, which lists a single line of information for up to 8 items ordered.
• F6, which you use to add an item to the order and display additional fields to override standard information for the item.
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 displays.
This format allows you to quickly review the items ordered. Use Shift/Roll or Page Down to review additional items on the order, as needed.
Display SKU code or SKU description: If the Display SKU Description in place of SKU Element (F25) system control value or Display SKU Description on Scan Order Detail Screens (J90) system control value is set to Y, the system displays the first 14 positions of the SKU description in place of the SKU code on the Scan Order Lines screen.
How to display this screen: Press F8 at the Work with Order Lines Screen (Adding Items to the Order).
OER0274 DISPLAY Scan Order Lines 10/30/03 10:42:01 Enter EZK Mail Order
Order#: 9531 - 1 Status: Suspended Weight: .450 S Opt Ln# Item COL SIZE WDTH Ord Rsvd Price C/G H Extension
Type options, press Enter 2=Chg 4=Dlt 5=POs 6=Avl 7=Pricing 8=S/H 9=Hold 10=Release 11=Item info 13=Sell out 14=Coordinates 15=Merch Locator 23=Messages 97=Coupons
1 PEN23 BLK 1 1 9.00 0 9.00 2 PEN23 BLUE 1 1 9.00 0 9.00 3 BP101 1 1 9.00 0 9.00
F2=Full/Line F6=Add line F7=Name/Address F8=Scan order lines F9=Accept F10=Options F11=Reject F14=Relationships F24=More keys |
Work with Order Lines (Adding a Line)
Add item: Press F6 at the Work with Order Lines Screen (Line-by-Line Format) to use the Add a Line function. The Work with Order Line Screen (Changing/Adding an Item) appears 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 or Work with Order/Detail 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 Order Inquiry.
Display SKU code or SKU description: If the Display SKU Description in place of SKU Element (F25) system control value is set to Y, the system displays the first 14 positions of the SKU description in place of the SKU code on the Work with Order Lines screen.
| Part A: Entering Orders | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 2: Setting Defaults |
OE01_01 CWDirect 18.0 August 2015 OTN