Chapter 5: Entering Orders Using Header/Detail Format

Purpose: This chapter describes how you enter orders using the default header/detail format. Based on the setting of the Default Version for Order Entry (A71) system control value, this format uses the Work with Order/Detail Screen for Order Entry. Use this screen to enter or verify customer and order information in the fields at the top of the screen and add items to the order in the fields at the bottom of the screen.

Additionally, this chapter describes how to attach payment information to the order and how to end the order. When you finish this chapter, you will know how to enter a complete order on the system, including this information:

• Who is placing the order?

• What items are being ordered?

• What is the method of payment?

• What happens when you complete the order?

Once you use the steps outlined in this chapter, you will have an order on the system; you can enhance the order by selecting any of the options on the screen.

In this chapter:

Work with Order/Detail Screen

Order Summary and Customer Information

Adding Customer/Address Information

Reviewing Order Totals

Adding Order Information

Reviewing Order Totals

When You Complete this Part

When a Window Opens

Display Duplicate Sold To Window

Adding Items to the Order

Item Entry Fields

Order Detail Line Information

Screen Differences to Note When Using SKUs

Adding Different Types of Items to the Order

Entering a Subscription Item

Entering a Warranty Item

Entering Set Items

Entering Continuity Set Items

Entering Variable Set Items

Entering Pre-Billable Items

Select Variable Set Items Screen

Item Status Messages, Item Information, or Detail Line Options

Displaying the Detail Line Options

Miscellaneous Messages and Windows at Item Entry

Discount Calculation Messages

Maximum Order Line Quantity/Value

Work with Item/SKU Comments Window

Enter Add Reason Window

Item Coordinate Message

Ship Via Overrides for Item Window

Completing the Work with Order/Detail Screen

Work with Customer Profile

President’s Club Membership Window

Credit Card Application Request Window

Credit Card Application Approval Window

Credit Card Application Response Window

Determining Gross Profit

Determining Gross Profit using Tax Inclusive Pricing (VAT)

Default Paytype Pop-up Windows

Enter Cash Control For Window (Cash/Check Payment Type)

Enter Credit Card For Window (Credit Card Payment Type)

Enter Coupon/Credit For Window (Coupon/Credit Payment Type)

Missing Purchase Order Window (Accounts Receivable Payment Type)

Enter Direct Debit For Window (Direct Bank Disbursement Payment Type)

Enter European Direct Debit Window (European Direct Debit Payment Type)

Enter Payment Method Screen

Scan Credit Card Accounts Screen

Assigning a Payment Plan to the Order

Determining the Primary Payment Plan

Select Payment Plan Window

Display Payment Plan Summary Screen

Pay Type Editing

Rules for Pay Type Combinations

Determining the Charge Sequence

Select A/R Credit Open Item Window (Using A/R Credits as Payments)

Allocating Credits

Alternate Shipping Charges by Via Window

Store Recap Window

Work with Order/Recap Screen

Display Premium Screen

Contribution Pop-Up Window

Accepting or Rejecting the Order

Accepting the Order

Rejecting the Order

Confirm Invalid Expiration Date Screen

Order Entry Updates

Immediate Updates

Updates at Accept

Updates During Background Processing

General Ledger Postings

Work with Order/Detail Screen

Purpose: This screen is the first screen that appears when you use the default Header/Detail format for Order Entry.

Advantage of this format: This format is geared towards single-item orders, because you can perform all Order Entry on a single screen.

How to display this screen: Set or accept Order Entry defaults at the Request Order Batch screen and select the customer for Order Entry at the Select Customer Sold To For Order Screen or Customer Selection Screen.

OER0201 ENTER Work with Order/Detail 10/10/03 10:32:25

Enter EZK Mail Order A/R BAL: 562.58

Mer: 40.50

Order#: 7625 - 001 Order date: 101003 Batch#: Frt: 4.05

Sold To 317 Recip sts: Suspended Type P Disc% 10.00 Fr+: 1.23

Attention Mail N Rent Y Tax: 2.03

Name GLORIA MUNDI Hnd:

Company . COMMERCIALWARE M/F 2 Chg:

Street . 257 SAMPLE STREET Apt Tot: 47.81

Postal code 01602 City WORCESTER St MA Cntry USA Frt Y

Delivery R Day (508) 111-1111 Ext Fax Ext

Email + ekaplan@example.com Opt In O2 Class 01

Srce QSOURCE Sls# Via 1 Gift N Priority Whs Assoc N Hold

------------------------------------------------------------------------------

2=Chg 4=Dlt 5=POs 6=Avl 7=Pricing 8=S/H 9=Hold 10=Release 11=Info

13=S/O 14=Coordinates 15=Merch Locator 23=Msgs 97=Coupons

Opt Ofr Item COL SIZE WDTH Qty Price N/C Ovr C/G S/H Whs

ISQ 1

ISQ PEN23 BLUE 1 9.00

COMFORT-GRIP PEN Rsv: Avl: 2- Sts: Exp:

F2=Sold To/Recip F6=Bill To F7=Cust Ship To F8=Work w/detail F9=Accept

F10=Options F11=Reject F14=Order Ship To F15=Payments F24=More keys

Line 3: Offer = 10.00 Actual = 9.00 Discount = 1.00 : 10.00%

Step-by-step instructions:

• Complete the necessary customer, address, and order information.

• Add items to the order using the fields at the bottom of the screen.

• Optionally, select any detail line option listed above the item entry fields, or

• Optionally, select any function listed at the bottom of this screen, or

• Optionally, press F15 to add payment information to the order, and

• Press F9 to accept the order or F11 to reject the order.

Order Summary and Customer Information

Use the top half of the Work with Order/Detail Screen to enter or verify order and customer information.

Order Summary Information

The order information fields are:

Order#

Ship-to number (unlabeled field)

Order date

Batch #

Sold to or Ship to (Recipient customer)

Recip sts

Type (Order type)

Disc%

Frt (Calculate freight) flag

C (Currency)

Source

Sls# (Sales representative number)

Via

Gift flag

Priority

Whs (Warehouse)

System values: The system assigns values to several of the Order Summary and Customer Information fields, including:

• Order#

• Ship-to number

• Order date (today's date)

• Status

Batch #

• Sold-to customer number

Defaults: These fields in the Order and Customer Information part of the screen default, but can be overridden:

Order date defaults to today's date.

Order type defaults from the Request Order Batch screen.

Field

Description

Order#

A unique number assigned by the system to identify an order. Every order on the system is assigned an order number. This number is used throughout the system to access the order.

The starting order number and last order number assigned are defined in the Number Assignment file. See Installation Chapter 23: Setting Up the Number Assignment File (WNUM).

Numeric, 9 positions; display-only, assigned by the system.

Ship-to number (unlabeled field)

A hyphen (-) separates this field from the Order# field.

This value indicates the number of shipping addresses for the order. The system assigns a ship-to suffix of 1 to a single-recipient order.

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

Order date

The processing date for the order. This value defaults to the current date, but you can override it to date-stamp orders you received on an earlier date but did not enter. However, if you change the order date to a date which falls within a closed accounting period, an error message indicates: Order date falls within the closed accounting period.

The order date determines which orders the system reserves first, if Performing Batch Reservation or evaluating backorders. See System Operations Chapter 4: Working with the EBO_ASYNC Job.

Numeric, 6 positions (MMDDYY format); required.

Batch #

The number assigned to the order batch. Included only if you are using batch order entry.

Numeric, 5 positions; display-only.

Sold to

The sold-to customer who is placing the order, if different from the sold-to customer receiving the order. The sold-to customer’s name is to the right.

Numeric, 9 positions; display-only.

Ship to (Recipient customer)

The number identifying the sold-to customer to receive the order, if different from the sold-to customer placing the order. If there is not a separate recipient customer, the sold-to customer number displays here; see below.

Numeric, 9 positions; display-only.

Recip sts

The status of the recipient (ship-to) order on the system.

New orders

The system assigns a suspended status to all new orders during Order Entry. You can maintain these orders on the Display Order Summary Screen.

When you accept an order

Once you accept the entire order (by pressing F9), the system changes the status to open or held; however, when you batch orders, the individual orders in a batch remain in a suspended status until you accept the entire batch.

Other status codes include:

• Canceled, if all lines are canceled before you accept the order.

• Closed, if all lines are sold out before you accept the order.

See Customer Service Chapter 57: Reviewing Financial Information.

Alphanumeric, 9 positions; display-only, assigned by the system.

Type (Order type)

A code that indicates how the order was received.

Order types are defined in and validated against the Order Type file. See Customer Service Chapter 1: Establishing Order Types (WOTY). Common orders types include phone, fax, mail, retail or other.

The order type also groups orders on the system, monitors employee performance and accuracy, and controls the sort of several reports.

The order type also controls whether the Order Entry format is full-screen or line-by-line entry (with Header format only).

Note: Your System Administrator can define a default order type in the System Control file or you can define a default order type on the Request Order Batch screen.

Reserving against a non-allocatable warehouse: If the Reserve from Non-Allocatable Warehouse (J25) system control value is set to Y, the system allows you to reserve inventory against a non-allocatable warehouse. You can define a non-allocatable warehouse in the Retail warehouse field for the order type; any orders entered for this order type reserve against the non-allocatable warehouse. If the item is not in stock, the system backorders the item against the non-allocatable warehouse.

Your entry should not match the Order Type for Orders Brokered for Delivery (K91) or the Order Type for Orders Brokered for Retail Pickup (K92), or you will not be able to complete entry of the order.

Alphanumeric, 1 position; required.

Disc%

A flat discount percentage applied to discountable merchandise only (the Discountable field for the item is set to Y). As you enter each discountable item on the order, this discount percentage applies immediately. For example, if the discount percentage is 5%, and the regular offer price for an item is $10.00, the order line is added at $9.50.

Defaults: A discount percentage defaults here if there is one specified for the source code or a standard customer membership. Similarly, a loyalty discount percentage defaults here if the Apply Loyalty at the End of Order (J35) system control value is set to N.

Current shipping address only: The discount entered here applies only to the current shipping address on the order. You must reenter the discount for each recipient on the order.

Authority: The system checks the user's feature authority in the Discount percentage access field in the Secured Features file and issues a message if the user is not authorized to take discounts on orders: You are not authorized to use discount %.

The system also checks the Order Discount Percentage Limit (D16) system control value when you enter a discount here and issues a message if the discount exceeds this value: Discount % (xxx.xx) is greater than allowable limit.

The Confirm Price Reset window appears when you enter a discount:

 

Confirm Price Reset

Warning! All open order lines

will be repriced using the new

order discount percentage.

Press Enter to continue or F12

to cancel.

Enter=Reprice F12=Cancel

 

General ledger: The system posts the discount to the General Ledger account defined in the Discount field in the Division file. See Accounts Payable Chapter 3: Working with Divisions (WDIV).

Pre-discount price: The discount percentage here at the header level reduces the Pre-discount price for the order merchandise. As a result, the order total might not qualify for certain discounting methods that require a minimum order total. See the Apply Loyalty at the End of Order (J35) system control value for a discussion.

Numeric, 5 positions with a 2-place decimal; optional.

Adding Customer/Address Information

Use the customer and address fields in the center of the Work with Order/Detail Screen to enter or verify the name and address of the customer who is placing the order. The customer/address information fields are:

Attention

Mail and Rent flags

Customer name

Company

M/F (Male/Female code)

• Customer name, including Prefix, First Name, Initial, Last Name, and Suffix

Street and Apt

Postal code

City

St (State)

Country

Delivery

Telephone numbers

Email

OptIn

Class (customer class)

Assoc (Associate customer)

Attention

Mail

Rent

Customer name

Company

M/F (Male/Female code)

Street

Apt

Postal code

City

St (State)

Country

Frt (Calculate freight)

Defaults: These fields in the Customer/Address information part of the screen default, but you can override them:

Country defaults from the Request Order Batch screen.

Calc freight defaults to Y(es).

For an existing customer: The system places the cursor in the Source field when you select an existing customer for Order Entry. The source code may default, based on your system control values and the source code information retained in the Sold-to Customer file. You can also use the Source Code Auto Retrieval Value (H82) to retrieve the correct source code based on the most recent mailing to the customer, or to default a source code if the actual code is unknown.

Information for the customer appears in the customer name and address information fields. This information is kept on file for the Sold-to customer and is called each time you select this customer. See Creating and Updating Sold-to Customers (WCST).

Verify that the customer information is still accurate. If so, enter a source code in the Source field if it has not already defaulted, and enter other required order information. You can also use the Source Code Auto Retrieval Value (H82) to retrieve the correct source code based on the most recent mailing to the customer, or to default a source code if the actual code is unknown.

Step-by-step instructions: To update the customer and address information:

1. Position the cursor at the first customer field that needs to be updated.

2. Enter over the information in the field.

3. Enter the required information.

The system updates the Sold-to Customer automatically when you change any customer information on the Work with Order/Detail Screen.

Note: The Display/Update Bill To Window opens in Order Entry, Order Maintenance and in Work with Customers when you change the name or address of a Sold-to customer who is linked to a permanent Bill-to or Sold-to customer. The window allows you to apply the changes made to the Sold-to address to the Bill-to address.

For a new customer: The system places the cursor in the Customer name field when you press F6 on the Select Customer Sold To For Order Screen to enter an order for a new customer. The customer name and address fields are blank. The system assigns the next available customer number to the new customer and files the customer's name and address information under this number in the Sold-to Customer file.

Search information: If you searched on postal code, name, company, or any combination of these fields before pressing F6 to create a new customer, your most recent entry(ies) default into the appropriate fields. Additionally, if your search included the postal code, the related city, state, and country also default.

For a Prospect Finder number: The system places the cursor in the First Name field when you enter a prospect finder number in the Customer field on the Select Customer Sold To For Order Screen. Address information from the Prospect file appears in the customer address fields; the customer name, phone numbers, and source code may also default. This information is kept in the Prospect file and is called each time you select this prospect number. Enter the customer's name in the customer name fields, a source code in the Source field and any other required order information that did not default. See Marketing Chapter 41: Loading the Prospect Finder File (LPFF) for information on loading the Prospect Finder tape.

What to complete?

Customer name or Company

Street

Postal code

City

St (State)

Country

Making changes: If you change any of the shipping address information on the order after you have begun to enter additional information, including any items, the order may need to be repriced and the tax recalculated. This may be the case if you use tax-inclusive pricing and VAT, because a change in address may change whether the order is subject to VAT. In tax-inclusive pricing, you do not accumulate tax in the Tax bucket on the order, instead, you charge a higher price for the item and add VAT as a hidden tax on the order detail line.

Field

Description

Attention

The name of the person who should receive this order at the shipping destination.

Alphanumeric, 30 positions; optional.

Mail

This value indicates whether to send mailings to the customer. You can define a default value in the Default Mail Name (D10) system control value.

Y = Mail to this customer.

N = Do not mail to this customer.

If the Track Customer History at Entity Level (F89) system control value is set to Y, you can set this field separately for each entity.

Alphanumeric, 1 position; required.

Rent

This value indicates whether to include the customer's name in lists you sell to other companies. You can define a default value in the Default Rent Name (D11) system control value.

Y = Rent this customer's name.

N = Do not rent this customer's name.

Alphanumeric, 1 position; required.

Customer name

5 fields are available for you to enter the customer's full name:

Prefix

The customer's title, such as “Mrs.” or “Dr.”

If the Validate Prefix (I27) system control value is set to Y, your entry is validated against the Prefix file; see Working with Prefix Codes (WPFX).

Alphanumeric, 3 positions; optional.

First Name

The customer's first name.

Alphanumeric, 15 positions; optional.

Initial

The initial of the customer's middle name.

Alphanumeric, 1 position; optional.

Last Name

The customer's last name. If you entered a customer last name at a scan screen before pressing F6 to create a new customer, this information defaults; but you can override it.

Alphanumeric, 25 positions; required if you do not enter a Company.

Suffix

An addition to the customer's full name, such as “M.D.”, “Fr.”, or “III.”

Alphanumeric, 3 positions; optional.

Company

The name of the company placing the order. If you entered a company name at a scan screen before pressing F6 to create a new customer, this information defaults; but you can override it.

Alphanumeric, 30 positions; required if you do not enter a Last name.

M/F (Male/Female code)

A code that identifies the gender of the customer. You define these codes in the Profile Codes file. See Customer Service Chapter 16: Setting Up Customer Profiles (WPFL). You can define a default male/female profile code in the Default Male/Female Profile Code (C74) system control value.

Alphanumeric, 1 position; optional.

Street

The customer's street address. This is the primary delivery address.

Shipping to a Post Office Box

Enter PO Box or P.O. Box and the box number if the customer's address represents a post office box. The system validates that the carrier is authorized to ship to a post office box (as designated by a Y in the PO box delivery field for the Ship Via). Additionally, If you enter PO box or P.O. box in this field, the system selects the PO box field for the customer. If you remove PO box or P.O. box from this field, the system unselects the PO box field for the customer.

For example, enter P.O. Box 9999 in the Street field to indicate delivery to a post office box instead of a home or company address.

Expanded Address

A plus sign (+) appears next to the word Street if there is additional customer address information in address lines three and four. (Note: The plus sign does not appear if there is additional information in other address fields, such as address line two, but not lines three and four.)

Use the Expand Name/Address Screen to define 3 additional address fields; for example, to enter international addresses.

Alphanumeric, 32 positions; required.

Apt

The customer's apartment, suite, rural route or floor number.

Use this field to identify the address further. This information prints next to the primary street address on labels.

To enter an apartment or suite address:

• Enter APT to indicate an apartment or STE to indicate a suite.

• Insert a space.

• Enter the number of the apartment or suite, such as: APT 4 or STE 1164A.

Alphanumeric, 10 positions; optional.

Postal code

The postal code or zip code for this customer. If you entered a postal code at a scan screen before pressing F6 to create a new customer, this information defaults; but you can override it.

When the system control value Use Zip/City/State Defaulting? (B13) is set to Y, you can enter the postal code. The system displays the associated city and state if it exists in the Postal Code file. The Postal Code file contains the valid postal code/city/state combinations and tax rates. You can obtain a tape of the valid combinations from your post office, load the tape and populate the Postal Code file, or add each postal code/city/state manually. See Customer Service Chapter 15: Setting Up the Postal Code File (WZIP).

The system calls a user-defined program to validate postal code formats outside of CWDirect if you enter a Y in the External Postal Code Validation (E62) system control value.

Alphanumeric, 10 positions; required.

City

The city where the customer lives or receives mail or shipments. If you entered a postal code at a scan screen before pressing F6 to create a new customer, the related city defaults; but you can override it.

Alphanumeric, 25 positions; required.

St (State)

The state or province where the customer lives or receives mail or shipments. State codes are defined in and validated against the State file, which is accessible through the Work with Countries menu option. See Customer Service Chapter 14: Setting Up the Country File (WCTY).

If you entered a postal code at a scan screen before pressing F6 to create a new customer, the related state defaults; but you can override it.

The system validates that the state you enter is assigned to the SCF in the first three positions of the postal code.

Alphanumeric, 2 positions; required.

Country

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

You can define a default country in the Default Country for Customer Address (B17) system control value or at the Request Order Batch screen. If you entered a postal code at a scan screen before pressing F6 to create a new customer, the related country defaults; but you can override it.

Alphanumeric, 3 positions; required.

Frt (Calculate freight)

This value determines whether the system calculates and adds freight charges (and any C.O.D. charge) to the order.

Y = (Default): Freight is calculated based on the freight method defined for the source code. See Freight Charges for a discussion of each freight method.

N = Freight is not calculated.

Alphanumeric, 1 position; required.

Delivery

This value identifies a business (commercial) or residential address. This value is used by carriers who use separate business or consumer rate tables (such as UPS).

Valid values are:

B = Business rate table is used to determine shipping charges.

R = Residential rate table is used to determine shipping charges.

N = No distinction between business or residence (not valid for UPS shippers).

The system uses this logic to default a delivery code to a customer address on an order:

• The system defaults the delivery code defined for the postal code on the address. See Customer Service Chapter 15: Setting Up the Postal Code File (WZIP).

• If a delivery code has not been defined for the postal code on the address, the system defaults the delivery code defined for the Customer file. See Creating and Updating Sold-to Customers (WCST).

• If a delivery code has not been defined in the Customer file, the system defaults the delivery code defined in the Default Delivery Code for New Order Entry Customers (D13) system control value.

Alphanumeric, 1 position; optional.

Telephone numbers

There are 2 different sets of fields for the customer's daytime and evening or third (fax or mobile) phone numbers. These fields 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.

One, but not both, of these fields is a required field if you set the system control value Require Phone Number in Order Entry/Order Maintenance (H01) to Y.

Phone number format: You can define a telephone number format for each country to map to the phone numbers operators enter into the system. Telephone number formats are defined by arranging numbers and special characters such as hyphens and parenthesis in the same order and position as the numbers in a phone number would display. When an operator enters a phone number, the system compares the number of numeric characters in the phone number with the telephone number formats you have defined. In order to match a format, the phone number must have the same number of numeric positions as a telephone number format. If the system cannot find a match, the phone number does not map to a telephone number format and displays as it was entered by the operator.

 

Telephone Number Format Example:

An operator enters a phone number containing 10 numbers: 5084293197

The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 429-3197

When an operator enters a phone number containing 10 numbers (as in the example), the phone number displays so that the first 3 positions are in parenthesis and a hyphen is between the sixth and seventh numbers, regardless of how the operator entered it into the system.

 

If an operator enters a phone number containing 6 numbers, for example 4293197 and no format exists for 6 numbers, the phone number would display as it was entered (4293197).

See Customer Service Chapter 14: Setting Up the Country File (WCTY).

The system calls a user-defined program to validate phone numbers outside of CWDirect if you set the External Validation for Phone Number (E64) system control value to Y. The system provides a “hook” to the program when an operator presses Enter on a screen containing a phone number associated with a country. This program can be used to validate phone number rules for a specific country; for example, if a phone number for a country should contain only 6 numbers and you enter more than 6 numbers, an error message displays. Phone numbers that are not associated with a country, such as phone numbers in the Bank, Salesman, Warehouse and Ship Via files, are not validated. The program validates phone numbers based on these parameters:

• Company

• Country

• State

• City

• Phone Number

Numeric, 14 positions with a 4-position extension; one of the two fields is required if system control value Require Phone Number in Order Entry/Order Maintenance is set to Y; otherwise, optional.

C (Currency)

This value indicates the currency used on the order. The system displays this value once you enter a source code, based on the currency defined for the offer associated with the source code. This field displays only if the Multi Currency by Offer (E03) system control value is set to Y.

Alphanumeric, 3 positions; display-only.

Email

The email address for this order.

Order-level email address: The email address defaults from the individual placer on the order if the Default Individual Email Address (J17) system control value is set to Y; otherwise, it defaults from the customer’s primary email address. A plus sign (+) indicates that there are additional email addresses on record for the customer. When you press Enter, the system adds the order-level email address to the Customer Sold To Email Address file, if it is not already there. See Working with an Order-Level Email Address for more information.

Email format validation: See Email Address Validation for information on how the system verifies that your entry is formatted correctly.

Recipient or gift order: The email address is associated with the customer placing the order. To work with the email address for the order recipient, you must advance to the Expand Name/Address Screen.

Email notifications: This field must contain an email address for the system to send the customer automatic email notifications, such as backorder or soldout notifications. See When Does the System Generate an Email Notification?

Fraud checking: The order goes on EO hold if this email address matches an email address in the Miscellaneous Fraud file; see Working with Miscellaneous Frauds (WMFF).

Note: You can only prompt on this field if the Default Individual Email Address (J17) system control value is set to Y.

Alphanumeric, 50 positions; optional.

OptIn

Indicates the preferred method of correspondence. Valid values are:

O1 (Email): Email is the preferred method of correspondence.

O2 (Order-only email): Use email for order-related correspondence only; generate a spool file for other correspondence.

O3 (No email): Do not use email for any correspondence; generate a spool file instead.

O4 (Do not ask the customer): Do not ask the customer for his/her email address; the customer has already been asked and has declined to provide it. The system does not generate any email correspondence to the customer, even if an email address is specified.

Defaults:

• If the email address defaults from the individual placer, the opt-in/out setting also defaults from the individual

• If the email address defaults from the sold-to customer, the opt-in/out setting also defaults from the customer. Normally, the opt-in/out setting for the customer and the setting for the matching record in the Customer Sold To Email file are the same, but if they are not, the opt-in/out setting defaults from the Customer Sold To Email file.

• If no email address defaults, or for a new customer, this value defaults from the Default Opt In/Opt Out Flag (G97) system control value.

You can override the default.

Note: The above values use the letter O, not the number 0 (zero).

The system updates this field when you change the setting of the Opt in/Opt out value at any other screen, such as customer maintenance, order maintenance, or catalog requests.

 

When you update this setting: The opt-in/out setting is not stored on the order itself. When you change the opt-in/out setting here, the system updates the opt-in/out setting for the email address used on the order in the Customer Sold To Email Address file. If the order-level email address is also the customer’s primary email address, the system also updates the customer’s default opt-in/out setting. See Email Address Updates through Interactive Order Entry for more information.

Recipient or gift order: The opt-in/out setting is associated with the customer placing the order. To work with the opt-in/out setting for the order recipient, you must advance to the Expand Name/Address Screen.

Email notifications: See When Does the System Generate an Email Notification? for an overview.

Outbound email API: The opt in/opt out settings controls the generation of the Outbound Email XML Message (CWEmailOut) using the same logic as the generation of outbound emails. See Outbound Email API for an overview.

Alphanumeric, 2 positions; required.

Class (customer class)

A code that categorizes customers at a high level for reporting purposes. You can use customer class codes to:

• send offers to a limited group of customers

• restrict item sales to a group of customers

• bypass normal item reservation

• determine whether to prompt for user-defined fields in order entry

You can define a Default Customer Class in Order Entry (D63) to assign to all customers you create through order entry.

 

Required? The Require Customer Class in OE, WCAT, and WCST (H85) system control value defines whether this field is required.

Secured? The Maintenance of Customer Class Field (B07) secured feature defines whether you can enter or maintain the customer class field at this screen.

Note: If the Require Customer Class in OE, WCAT, and WCST (H85) is set to Y and the customer does not have a customer class code assigned, a user who does not have authority based on the Maintenance of Customer Class Field (B07) secured feature cannot enter an order.

See Customer Service Chapter 17: Setting Up the Customer Class File (WCCL) on working with customer classes.

Numeric, 2 positions; optional or required depending on system control value.

Source

A code that identifies a segment of your customer base or a rented list to whom you mail a catalog. The source code helps you to track the origin of the customer's order. The source code typically prints on the catalog mailing label.

Defaulting

The source code may default from the Current source field or from mail history for the Sold To Customer depending on the settings in the System Control file. If prospect information defaulted from the Prospect Finder file, a source code may also default from this file. See Marketing Chapter 41: Loading the Prospect Finder File (LPFF).

You can also use the Source Code Auto Retrieval Value (H82) to retrieve the correct source code based on the most recent mailing to the customer, or to default a source code if the actual code is unknown.

 

Default Unknown Source Code

If the order header source code matches the source code in the Default Unknown Source Code (I58) system control value, the system updates the source code on the order header to the source code associated with the offer on the first order detail line; see Default Unknown Source Code Logic.

You must enter a valid source code during Order Entry, either one that the customer provides (a “known” source code from a catalog mailing) or a generic source code when you cannot trace the origin of the order from a specific catalog mailing (an “unknown” source code).

The source code controls the calculation of shipping charges item pricing, and whether the order is eligible for any discounts.

Prompting for a source code

You can prompt the Source field to obtain a list of the current source codes. Only source codes with the Display in O/E field in the Source Code file set to Y are listed.

You can also use the Source Code Auto Retrieval Value (H82) to retrieve the correct source code based on the most recent mailing to the customer, or to default a source code if the actual code is unknown.

 

Alternate currency pricing

If you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is set to Y), the system uses the currency and conversion rate defined for the offer associated with the source code to determine the alternate (foreign) price. If a currency code and conversion rate are associated with the offer, the system updates the Currency code field and Conversion rate field in the Order Header Extended file. You cannot change the source code on the order to another source code that points to an offer with a different currency and conversion rate or an error message displays: Source code not associated with current currency code. Additionally, the system searches for an item/SKU price only among offers in the same currency. See Customer Service Chapter 12: Using Alternate Currency Pricing.

Restricted source codes

During Order Entry, you must use unrestricted source codes, which means that the Restricted field for the Source Code is set to Y.

You might flag a source code as “restricted” when:

• The source code is obsolete; no new orders can be assigned to the source code.

• The source code contains errors or was created by mistake.

Initially, all new source codes have an unrestricted status. During Offer Initialization, however, you can restrict all source codes associated with a particular offer.

 

Capturing the Source Code

The system writes the source code used by a new customer to the Original source field for the Customer.

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 code field for a recipient customer.

The system also writes the source code to the Current source code field for new and existing customers. The system updates this field each time the customer places a new order from a different source code.

Bypass Credit Checking

If the Bypass credit check field for the source code is set to Y, the system does not perform credit checking for this order and writes a message to order transaction history indicating credit checking was bypassed.

Entering Customer Warranty Information

If the Warranty required field for the source code is set to Y, the system automatically advances you to the Customer Warranty Information screen where you can enter warranty information for a warranty product on the order. See Customer Service Chapter 144: Displaying More Options.

Source codes are defined in and validated against the Source Code file. See Marketing Chapter 6: Working with Source Codes (WSRC).

Alphanumeric, 9 positions; required.

Sls# (Sales representative number)

The person who is credited for making the sale. This is the person who is responsible for obtaining the customer's order; this may not be the same person who enters the order on the system.

The salesrep# is used for sales and commission reporting. Sales representatives are defined in and validated against the Salesrep file. See Chapter 11: Working with Sales Representatives (WSLS).

The salesrep number defaults from:

• the customer file, if you have entered a valid value in the Salesrep # (Sales representative number) field in the customer file, or, if no Salesrep# is associated with the customer,

• the Request Order Batch screen, if the Salesrep# field on the Order Batch screen is populated (See Setting a Default Salesrep Number); this value on the Request Order Batch screen may default from system control value Default Salesrep Number (E86).

Note: If you override the Salesrep number on the Work with Order screen, and then update customer information, the salesrep number associated with the customer, if the customer has an associated salesrep number, defaults again.

Numeric, 7 positions; optional.

Via

A code for the shipper to deliver this order to the customer. You can define a default shipper at the Request Order Batch screen or in the Default Ship Via (A77) system control value. See Ship Via Override Hierarchy for a list of ways the system can override the shipper specified on the order with another shipper and the hierarchy in which the ship via overrides take precedence.

Ship via codes are defined in and validated against the Ship Via file. See Chapter 30: Working with Ship Via Codes (WVIA). Additionally, ship via codes are validated against the SCF/Ship Via file, which ties together shippers and geographic locations. You need to set up valid carriers for each SCF prior to Order Entry. See Chapter 32: Working with SCF/Ship Via Values (WSHV) and Chapter 31: Working with SCF Codes (WSCF).

Item Ship Via Overrides

If ship via overrides exist in the Item Ship Via Override file for an item on the order, the system evaluates the ship via on the order header to determine if the ship via is eligible to ship the item.

If the ship via on the order header is not defined in the Item Ship Via Override file for the item on the order, the system displays the Ship Via Overrides for Item Window, requesting you to select an eligible shipper to assign to the item on the order line. See Working with Item Ship Via Overrides for more information on defining eligible shippers for an item.

Express-bill ship vias

You can use an express-bill shipper for orders in which an item has already been taken from the warehouse without first entering an order. An express-bill ship via is designated by an E in the Billing code field for the shipper.

 

When you enter an express-billed order, a window appears after you enter the item. Here, you must identify the warehouse and location from which the item was removed. The system defaults the warehouse and primary location defined in the Item file, however, if the Retail Order Defaults (F59) system control value is set to Y, the system defaults the warehouse from the Retail warehouse field in the Order Type file (see Customer Service Chapter 1: Establishing Order Types (WOTY)) and defaults the location from the Auto restock location field for the warehouse that defaulted. See Fulfillment Chapter 41: Creating and Maintaining Warehouses (WWHS).

Note: You cannot express bill an order that contains a Bill Me Later pay type; see Working with Pay Types (WPAY).

 

Enter Location

 

Type choices. Press Enter.

 

Order # . : 278 - 1

Item . . . : 1511 BLUE

 

Affect Inventory . Y

Whs/Location . . 1 C010202

 

Press Enter to continue.

 

Serial number entry

If the item is flagged for serial number tracking, the Enter Serial Numbers Screen displays automatically on an express-billed order. Use this screen to enter the serial number for each unit of the item on the order. The system validates that each serial number you enter exists and is on-hand in the warehouse; however, you can create a new serial number when you express-bill an order if you have proper authority.

See Merchandising Chapter 29: Entering Additional Item Information for an overview of how serial numbers are tracked in the system.

When you express-bill an order:

• An inventory transaction is performed to reduce the quantity on-hand in the location

• No pick slip prints for the item so that you do not reduce inventory twice

• No shipments occur

• A hard copy invoice is generated if this is an order being paid on-account (A/R)

Note: It is possible to exceed the entire available quantity of an item when you express-bill an order if you enter more than one order line for the same item. To avoid this problem, enter only one order line for each item on an express-billed order.

You can change an item on a non-express bill order to an express-bill by entering a valid express-bill ship via code in the Ship via field on the Work with Order/Detail Screen. An error message displays if you try to change an item on an express-bill order to a regular ship via: Ship Via must be an Express Bill.

Numeric, 2 positions; required.

Gift

This value indicates whether the order is a gift order.

Valid values are:

Y = The order is a gift order.

N = The order is not a gift order.

If the order is a gift order,

• You can press F2 to enter the recipient's shipping address; see Chapter 11: Adding a Recipient Order.

• No pricing information prints on the pick slip.

• The buyer receives a gift acknowledgment card to confirm delivery of the gift if the buyer is not eligible to receive a shipment confirmation email; see Automatic Generation of Gift Acknowledgement (B92) for more information.

• The SmartLabel is suppressed from printing on the pick slip if you use SmartLabel returns processing (see Using SmartLabel Returns Processing).

You can define a default value in the Default “Gift Order” Flag (D14) system control value. If you press F19 to enter a recipient order, the Gift field is automatically set to Y for each recipient (but can be overridden).

Alphanumeric, 1 position; required.

Priority

This value is used by the Evaluate Backorders program to match items to backorders or the Batch Reservation program to reserve inventory after Order Entry. A value defaults to this field if a priority was entered in the B/O priority (Backorder priority) field for the source code; and the header-level value, in turn, defaults to the Priority field on the order detail line.

Auto Update Priority

The Auto Update Order Priority (G45) system control value determines whether the system automatically updates the priority of the order to 9 (highest priority) when you enter an override to the default Arrival date in order entry or order maintenance.

If this value is set to Y, the system automatically updates the priority to 9 when you enter an override to the Arrival date on the order header or order detail screen.

If this value is set to N, the system does not update the priority of the order when you enter an override to the Arrival date.

Immediate Reservation

If using Immediate Reservation, the Priority value determines the sequence in which orders with backordered items receive inventory. The Evaluate Backorders program uses the priority to determine which backorders receive stock first. See System Operations Chapter 4: Working with the EBO_ASYNC Job.

 

Batch Reservation

If Performing Batch Reservation, the priority determines the sequence in which orders receive inventory. The orders with the highest priority receive inventory first.

Valid values include numbers in the range of 0-9, where:

0 = Lowest priority.

9 = Highest priority.

Numeric, 1 position; optional.

Whs (Warehouse)

The warehouse to ship the entire order. Enter a value in this field only if you want to override the system's warehouse assignment.

The warehouse code you enter here overrides all warehouse codes except those entered for an individual order line, using the Add Line option. See Reserve Warehouse Hierarchy for more information on the hierarchy the system uses to assign a warehouse to an order line.

Warehouses are defined in and validated against the Warehouse file. See Warehousing Chapter 41: Creating and Maintaining Warehouses (WWHS).

Reserving against a non-allocatable warehouse: If the Reserve from Non-Allocatable Warehouse (J25) system control value is set to Y, the system allows you to reserve inventory against a non-allocatable warehouse. You can define a non-allocatable warehouse in the Retail warehouse field for the order type; any orders entered for this order type default the non-allocatable warehouse to the Warehouse field on the order and do reserve against the non-allocatable warehouse. If the item is not in stock, the system backorders the item against the non-allocatable warehouse.

Numeric, 3 positions; optional.

Assoc (Associate customer)

This value indicates whether the customer is eligible for associate pricing. The associate price is a discounted price for an item, as defined in the Associate price field in the Item/Offer or SKU/Offer.

This field defaults to Y if the customer’s Associate field is set to Y.

The system updates the customer automatically if you enter a value or change the value in this field.

Valid values are:

Y = The customer receives the associate price for each item ordered.

N (default) = The customer is not an associate customer and is charged the regular price for each item ordered.

Secured Feature

The Change Associate Customer Flag (B10) secured feature controls whether you can change the value in this field; if you prohibit access to this feature, the system displays an error message if you try to change the value: Not authorized to change Associate Customer.

Alphanumeric, 1 position; required.

Hold

A code to place an order on hold for any reason.

Hold reason codes are defined in and validated against the Hold Reason file. See Customer Service Chapter 4: Establishing Order Hold Reason Codes (WOHR).

With Immediate Reservation

The system reserves inventory for orders with a hold reason code; however, no pick slips are printed.

With Batch Reservation

The system does not reserve inventory for orders with a hold reason code when you run the Batch Reservation program.

You must release orders on any type of hold through the Release Held Orders program. See Customer Service Chapter 79: Introducing Order Hold Reason Codes.

Alphanumeric, 2 positions; optional.

Adding Order Information

What to complete? At minimum, you must complete only the Source code on the Work with Order/Detail Screen for a new order, assuming that several fields already contain default values or are filled with information on file for the customer. You can also use the Source Code Auto Retrieval Value (H82) to retrieve the correct source code based on the most recent mailing to the customer, or to default a source code if the actual code is unknown.

Defaults: These fields in the Order Information part of the screen default, but can be overridden:

Ship via defaults from the Request Order Batch screen.

Sls# (sales representative number) defaults from the Request Order Batch screen.

Calc freight defaults to Y(es).

Order type defaults from the Request Order Batch screen.

Order date defaults to today's date.

Note: Each of these fields is described above.

Reviewing Order Totals

The system accumulates the current charges on the order in the Order Totals fields on the Work with Order/Detail Screen. The order totals fields are the fields in the top right of the screen:

A/R CR (Accounts receivable credits) or A/R balance

Mer (Merchandise)

Frt (Freight)

Fr+ (Additional freight charges)

Tax

Hnd (Handling charge)

Chg (Additional charges)

Tot

The individual charges on the order are summarized in the Total field. This allows you to determine quickly what the customer is charged for items ordered, tax, freight, and additional charges, either by charge type or as a grand total.

Initially, the Order Totals fields are blank; however, the system updates the Order Totals fields as you add items to the order or as you attach additional charges.

You cannot enter information in these fields.

How do order totals relate to the current order? The Order Totals at the top of the screen relate to the current order only. This means that, although the customer may have placed several orders at the same time that ship to different addresses, the Order Totals shown relate just to one order.

Some charges, such as any C.O.D. charge which is included in the Fr+ field, are not visible in the order totals until you enter additional information or accept the order.

Press F17 to review the Order Totals across all recipient orders related to this order. These totals represent a summary of all charges for all shipping addresses; this is the amount that the customer owes for the initial order and all additional recipient orders. A recipient order is an order that is placed by and paid by a customer, but ships to another address.

Alternate currency order totals: You can review the order totals in the alternate currency (the Use Alternate Currency Pricing (H89) system control value is set to Y) at the Alternate Currency View Screen.

Field

Description

A/R CR (Accounts receivable credits)

The total amount of any A/R credit or on-account open items available to be applied as payment against the order. This field displays only if the Allow A/R Credits as Payments (E81) system control value is set to Y, and the Display A/R Balance in OEOM (H98) is set to N. This total excludes any credit open items that are allocated toward orders (the status is A), or any credits of the Default Check Credit Open Item Type (E82) or the Default Credit Card Credit Open Item Type (E83).

When Allow A/R Credits as Payments (E81) is set to Y, you also have the option of working with A/R open items through the Display More Options Screen in order entry.

See the Enter Payment Method Screen for information on applying an A/R credit to an order as payment.

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

A/R balance

The total A/R balance for the associated bill-to customer. This field displays only if both the Allow A/R Credits as Payments (E81) and the Display A/R Balance in OEOM (H98) system control values are set to Y, and is calculated as the total balance of open invoice open items, less the total balance of open credit open items (including disputed credit open items). Any credit open items that are allocated toward orders (the status is A) are not subtracted from the open invoice total; also, any credits of the Default Check Credit Open Item Type (E82) or the Default Credit Card Credit Open Item Type (E83) are not subtracted from the invoice total. See Display A/R Balance in OEOM (H98) for an example.

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

Mer (Merchandise)

The total value of merchandise on this order. This does not include freight, additional charges, tax (except for hidden tax; see the Tax field), duty, or handling. The value in the Mer field is the grand total of the item price on the line multiplied by the quantity ordered, excluding sold out items.

Order-level discounts

When you finish entering the order, they system calculates any end-of-order pricing discounts, including promotional pricing. The merchandise total recalculates, as well as freight, additional freight, charges, tax, and duty, if applicable.

Line-level discounts

The system calculates any line-level discounts (such as the order discount %) line-by-line, as you enter each item.

Numeric, 9 positions with a 2-place decimal; display-only, updated by the system.

Frt (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 also includes:

• any service charges by ship via and order weight charges by ship via

• if a ship via is flagged as Add'l freight only, then ship via service and weight 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 Fr+ (Additional freight charges) field for these totals)

• any service charges by source code or offer or guaranteed service charge by offer (see the Chg (Additional charges) field for these totals)

No freight? The Frt field is blank if the Frt (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, updated by the system.

Fr+ (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.

No freight? This field is blank if the Frt (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, updated by the system.

Tax

The total sales tax on the current order.

The value in the Tax field is based on the value of merchandise on the order; however, tax can be calculated on freight and special handling as well if the Tax on Freight (B14) and Tax on Handling (B15) fields in the System Control file are set to Y, and the corresponding fields in the SCF or Postal Code files are also set to Y.

How is tax calculated?

The system calculates sales tax for the order by multiplying the taxable amount on the order (merchandise and, potentially, freight and handling) by the tax rate for the shipping destination. You can set up tax rate information for a postal code, an SCF, or in the Vat % field for a country. The way in which the system determines which tax rate applies varies, depending on how the Tax Included in Price (E70) field in the System Control file is set.

Additionally, if this system control value is set to Y, certain orders may be subject to VAT rather than conventional tax. On such orders, the customer pays a higher, tax-inclusive price for items, and the VAT is included in the order detail line as a hidden tax, rather than accumulating in the Tax field.

The GST and PST are taxes that may apply to shipments in Canada. You can define GST and PST rates, as well as specific calculation methods, in the SCF or Postal Code files. See Fulfillment Chapter 31: Working with SCF Codes (WSCF), and Customer Service Chapter 15: Setting Up the Postal Code File (WZIP).

 

When is tax not calculated?

The Tax field is blank if any of these conditions exist:

• The order is subject to VAT (however, it is still possible to calculate tax on freight and handling only).

• The customer is a reseller or a tax-exempt customer (the Tax code field contains an R or E and the Rsl/Ex# field contains a tax exempt certificate number).

• The tax rate for the ship-to address is equal to zero (0).

All items on the order are non-taxable and there is no tax on freight or handling.

If at any point the order status changes from VAT exempt to subject to VAT, or vice versa, a window displays:

 

Confirm Price Reset

Warning! All open order lines

will be repriced using the new

order discount percentage.

Press Enter to continue or F12

to cancel.

Enter=Reprice F12=Cancel

 

Using the Vertex Interface

Vertex, not the system, determines the tax amount on the order when you use the Vertex Sales Tax Compliance System. Vertex is an interface that calculates tax information on your orders and passes this information back to the system at strategic points in the system, such as Order Entry, Order Maintenance and Confirmation. See Order Entry Chapter 44: CWDirect/Vertex Interface.

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

Hnd (Handling charge)

The total charge for special handling, gift wrapping, or duty. The handling value in the Hnd field is the grand total of the handling charges for each item on the order multiplied by the quantity ordered (if the Evaluate Special Handling Charges by Order Line (D67) system control value is set to Y), plus an duty charges for the item.

This field also includes any duty charges on the order. You can review the duty charge for an individual item by entering 2 next to an item on this screen.

What is special handling?

Special handling is any type of item personalization, such as monogramming, alterations, engraving, etc. See Special Handling Overview for more information.

Can any item be gift wrapped?

The Item/Offer or SKU/Offer controls whether an item can be gift wrapped and defines the gift wrapping charge if gift wrapping is allowed. You can specify that an item requires gift wrapping in the Item/Offer or SKU/Offer. The system adds the special handling charge to the handling totals for each gift wrapped item.

This field is blank if none of the items on the order are personalized or gift wrapped.

See Merchandising Chapter 24: Performing Initial Item Entry (MITM) for information on setting up Item/Offers or SKU/Offers.

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

Chg (Additional 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.

Tot

(Order total)

The sum of all charges on the order, including: merchandise, freight, additional freight, tax, handling, and additional charges.

Numeric, 11 positions with a 2-place decimal; display-only, updated by the system.

When You Complete this Part

Press Enter when you complete the top half of the Work with Order/Detail Screen. The system validates your entries and highlights any fields with errors. You must correct any errors before you can continue entering the order.

So far, you have identified the person who is placing the order. Several different things can happen when you press Enter and all your information is valid:

• A customer action pop-up window appears if the customer placing the order has unresolved customer action messages (see Customer Service Chapter 144: Displaying More Options).

• A default payment type pop-up window appears if you specified a default payment type on the Request Order Batch screen.

• The Enter User Fields Screen appears for you to capture information for the new customer.

• The Customer Warranty Information screen displays if the Warranty required field for the source code on the order header is set to Y. You can use this screen to enter warranty information for a product on the order. See Customer Service Chapter 144: Displaying More Options.

• The system places the cursor in the Item field; this allows you to:

• Select any of the function keys listed at the bottom of the screen, or

Start adding items to the order (see Adding Items to the Order).

When a Window Opens

When a default payment type, customer actions, or upsell window opens, you must complete entry of the window before you can select other functions or identify the items being ordered.

Default Payment Type: Default Paytype Pop-up Windows open if you define a default payment type on the Request Order Batch screen or in the System Control file. You must provide some basic payment information on the pop-up payment window before you can continue entering the order.

Customer Actions: A window opens automatically on this screen if the customer has an unresolved customer action issue. This may be something that you need to speak with the customer about or it may be an open issue that needs to be resolved. See Customer Service Chapter 144: Displaying More Options.

Upsell Promotions: A window opens automatically when a special upsell item promotion is available to the customer, based on the:

• Source code

• Customer class

• Home state

• Payment type

• Item class

The upsell window lists specially priced items that you can offer to the customer so that the customer buys more and, optionally, you move certain items.

You can add these items directly to the order by specifying the item and quantity desired. See Chapter 7: Upselling the Customer.

Note: You cannot add an upsell item to an order if it is restricted from being shipped to the country or state of the ship to address. This message displays when you select a restricted upsell item: Item (XXXXX) cannot be shipped to (COUNTRY/STATE).

See Merchandising Chapter 29: Entering Additional Item Information for an explanation of country/state restrictions for an item.

Promotion message: A window opens automatically if there is a message associated with the promotion code defined for the source code on the order header. See Marketing Chapter 6: Working with Source Codes (WSRC) for more information on assigning promotions to source codes.

Credit card application promotional message: A window opens automatically if there is a message associated with the credit card application service defined for the order and the customer is a current card holder of the credit card. See Credit Card Applications Overview and Setup and Credit Card Application Process for Current Card Holders for more information on the credit card application process.

Display Duplicate Sold To Window

Duplicate addresses: This window opens if you enter a customer's name and address that matches another customer already on the system. The system determines this by assembling a match code for each customer address on the system. A match code is made up of parts of the customers name, address, and zip code. The match code is a user-defined code defined in the Match Code file; see Customer Service Chapter 19: Setting Up Match Codes (MMCH).

Note: If you do not set up a match code in the Match Code file, the system displays the first sold to customer, based on sold to customer number, as a duplicate each time you enter a new address.

This window displays the new customer's name and address and the matching customer on the system. You can:

• Enter 5 next to the matching customer to review additional name and address information to determine whether you should use the existing customer or create a new customer, or

• Enter 1 next to the matching customer to use this customer name and address for the new order, or

Press F9 to use the new address and create a new Sold To Customer

Display Duplicate Sold To

New Address (duplicate)

BERNADETTE T MIRANDA

11 SANDORD STREET FRONT

MEDWAY MA 02053

Type option, press Enter.

1=Select existing address 5=Display

Existing Address

Customer#: 12541

BERNA T MIRANDA

PAWS AND CLAWS SUPPLIES

11 EXAMPLE STREET FRONT

MEDWAY MA 02053

F9=Accept new address (duplicate)

Adding Items to the Order

Use the fields at the bottom of the Work with Order/Detail Screen to identify the items being ordered. The item fields are:

Ofr (Offer code)

Item (Item code)

SKU

Qty (Quantity ordered)

Price

N/C (“No charge” indicator)

Ovr (Price override reason code)

C/G (Coordinate group code)

S/H (Special handling code)

Defaulted field: These fields may contain defaults entered in the System Control file by your System Administrator. These defaults are established to save you keystrokes; however, you can override the values for:

Qty (order quantity)

Ofr (offer)

If you process orders in multiple currencies (the Multi Currency by Offer (E03) field in the System Control file is set to Y), the system does not allow you to override the offer for a detail line to one that uses a different currency.

Screen format:

• The center of the screen contains the item entry fields where you enter the necessary information to add an item to the order.

• The center of the screen also displays either:

• Several options that allow you to work with the individual lines on an order.

• The first two lines of item information from the Customer Service item information template.

• The bottom portion of the screen displays only the most recent item that you added to the order and the item's description.

Important notes:

• This format displays only the most recent item you added to the order.

• No line number displays for each item added to the order.

• A + symbol does not appear if additional items exist on the order.

• You cannot press Shift/Roll or Page Down on the Work with Order/Detail Screen to review the items on the order.

• You must press F8 to display the Work with Order Lines screen to review up to 3 items on the order, then press Shift/Roll or Page Down to review additional item detail lines.

Advantage of this format:

• The majority of the screen is devoted to customer and order information.

• The system validates and processes each item as you enter it and displays the item description on the second line.

• You can override the offer number or warehouse assignment on an item-by-item basis as you enter each item.

• You use only one screen to enter an order.

• The entry screen is streamlined and uncluttered for you to enter orders in a straightforward, efficient manner.

• The cursor moves to the Item field automatically when you press Enter after completing the top half of the screen.

Item Entry Fields

Use the following fields to enter each item to the order:

Field

Description

Ofr (Offer code)

A code for the catalog, space advertisement, or television commercial from which you accept orders.

The value that defaults to this field is controlled by the source code on the order, but can be overridden.

The Offer for an item/SKU may define the item's:

• Price

• Associate price

• Special handling charge, if any

• Gift wrap charge, if any

• Freight charge, if any

• Hidden (“buried”) freight charge, if any

• Coupon discount, if any

• Special price breaks, if any

• Accompanying item(s), if any

Many different source codes may point to the same offer. A source code is a code that represents the origin of an order, such as a mailing list targeted to a certain segment of the population.

One item may be available in several different offers, but may have different prices in each offer.

Offer codes are defined in and validated against the Offer file; you make the connection between an item and an offer in the Item/Offer file. See Marketing Chapter 2: Working with Offers (WOFR) and Merchandising Chapter 27: Assigning Items/SKUs to Offers.

 

The offer itself can define:

• Free gifts

• Charges and credits based on merchandise dollars for:

• Freight

• Service

• Dollar discounts

• Telemarketing specials

• Order currency, if you process orders in multiple currencies

Any item pointing to a particular offer is eligible for any of these charges, credits, and specials.

Linked Offer

You can link a main offer to a sub-offer in Work with Offers. If you enter an item that is not found in the offer defined on the order detail line, the system uses the price defined for the item in the sub-offer linked to the offer. If a sub-offer has not been defined for the offer, or a price has not been defined for the item in the sub-offer, the system uses the most current active offer to determine the item’s price. See Marketing Chapter 2: Working with Offers (WOFR), for more information on linking a main offer to a sub-offer.

Alphanumeric, 3 positions.

Item (Item code)

A code for an existing unit of inventory. Item codes are defined in and validated against the Item file.

Cross Reference or Alias Codes

You can enter a cross reference code that represents another system's item and SKU, or an alias that identifies the item/SKU in a particular offer.When an operator enters such an alternate code in the Item field, the system searches:

• the Page Letter Alias file for an alias for the item/SKU in the selected offer (if the Search Offers for Alias (J68) system control value is set to N) or all active offers (if the Search Offers for Alias (J68) system control value is set to Y). Aliases are alternate names for items that you might use to track how presentation within an offer affects the item's sales performance. the SKU Cross Reference/JCP file alphanumerically for a CWDirect item that is associated with the cross reference code. See Maintaining SKU Cross Reference/JCP Codes (MSKR).

• the SKU Cross Reference file alphanumerically for a CWDirect item that is associated with the cross reference code, provided the SKU cross reference code’s type is not flagged to Restrict search. See SKU Cross Reference Codes in Order Entry.

Once you select an item using a cross reference code or an alias, the system adds the associated item to the order provided it finds a current price. If you select an item with the alias and the Display Item Alias (D56) system control value is set to Y, the alias code is indicated on the order detail line; otherwise, the cross reference code or alias is not retained.

If the system does not find an item using the above hierarchy, it displays an error message, such as Base item (ABC1234F) is missing or invalid.

 

Membership item

If you enter a membership item, you advance to the Enter Membership ID Window (Selecting a Membership Program).

PartSmart item

Press F5 to advance to the Display Selected Items (PartSmart) Window where you can add items from the PartSmart system to the order. In order to display this window, the Use PartSmart Interface (G69) system control value must be set to Y.

Restricted item

If you enter an item which is restricted from being shipped to the address of the ship to customer, the item is highlighted and a message indicates: Item (XXXXX) cannot be shipped to (COUNTRY/STATE).

You cannot enter an item on an order if it is restricted for the ship to address. See Merchandising Chapter 29: Entering Additional Item Information for an explanation of country/state restrictions for an item.

 

Prompting for an Item

You can prompt (press F4) in the Item or SKU fields to advance to an additional screen where you can display a list of items and search in different ways depending on your system configuration:

Alias? If the Display Item Alias (D56) system control value is set to Y, you advance to the Alias Selection Screen, which displays any item aliases set up for the offer associated with the source code on the order header. See Ordering Items by Alias in Order Entry for more information.

SKU cross reference? If the Display Item Alias (D56) system control value is set to N and the Search SKU Cross Reference (J56) system control value is set to Y, you advance to the SKU Cross Reference Selection Screen, which displays all SKU cross reference codes in your company in alphanumeric order. See SKU Cross Reference Codes in Order Entry for more information.

Item selection? Otherwise, you advance to the Item Selection screen, which displays all item codes in your company in alphanumeric order.

 

Zone Reservation Coded item

If you enter a zone reservation coded (weather-sensitive) item, and you have set up the required supporting files for zone reservation processing, you might advance to the Display Zone Reservation Dates Window or the Select Order Line Option Window, depending on the date of the order and the zone reservation dates you have specified for this item. Under zone reservation processing, an item is not reserved in order entry; instead, you can reserve the item during pick slip generation.

Note: If you have not set up the required supporting files, a zone reservation item is reserved under normal order entry processing except that if it is backordered, you cannot reserve the item through the Evaluate Backorders Periodic function; you can reserve it using the Interactive Reservations menu option. See Fulfillment Chapter 3: Working with Interactive Reservation (MIRV).

See Shipping Zone Reservation Overview for a complete discussion of zone reservation rules.

Alphanumeric, 12 positions; required.

SKU

A code that further defines an item's color, size, width, or any other type of user-defined attribute.

If you are unsure of the SKUs available for an item, you can enter the item number to display a SKU Scan Screen where you can select the desired SKU from the scan.

Inventory levels on the system and in the warehouse are maintained at the SKU level if the item has SKUs.

The SKU portion of the item number may consist of three 4-position fields (“split” SKU) or one 14 position field (non-split SKU).

In the sample screen, SIZE represents SKU element 1, CLR (color) represents SKU element 2, and WTH (width) represents SKU element 3. Note, however, that these are user-defined fields in the System Control file (WSYS). These labels are used for sample purposes only.

The first 14 positions of the SKU description defined at the Create SKU 1 of 2 (With Overrides) Screen displays in place of the SKU elements if the Display SKU Description in place of SKU Element (F25) system control value is set to Y.

SKUs are defined in and validated against the SKU file.

Alphanumeric, one 14-position field or three 4-position fields; required (depending on item entered).

Qty (Quantity ordered)

The number of units of the item being ordered. This value may default from Default Order Quantity (B30) system control value, but you can override it. The quantity ordered does not increase for any units sold out.

You can order up to 99,999 units of a single item on one order line.

The Maximum Order Quantity (C60) field in the System Control file controls the maximum value you can enter in the Quantity field; additionally, the Allow Maximum Order Quantity Override (A70) secured feature controls whether individual users can exceed this maximum. See Maximum Order Line Quantity/Value.

Note: If you enter a negative number, the system processes the transaction as a return of this number of units. See Posting a Return or Exchange Through Order Entry.

Numeric, 5 positions; required.

Price

The system price of a single unit of the item. The price is assigned by the system when you press Enter, but you can override it.

Price Overrides

With user or user class authority, you can override the price of an item, but you must specify a price override reason code in the OV field on this screen.

You can define a maximum percentage operators can discount an item by entering a percentage in the Price Override Limit Percent (E55) system control value. The system uses the price defined in the item/offer to determine whether the price override exceeds the percentage. The override limit applies only to prices that are lower than the item/offer price. This is helpful in reducing the possibility of fraud by order entry operators. See Merchandising Chapter 27: Assigning Items/SKUs to Offers.

 

Example: The system uses this calculation to determine the percentage of the price override: (offer price - price override entered)/offer price * 100 = price override percentage

 

price override percentage = 10%

offer price = $40.00

price override = $35.00

(40.00 - 35.00) = 5.00

5.00/40.00 = .125

.125 * 100 = 12.50 (12.50 exceeds the 10% price override)

 

A message indicates if an operator enters a price that is less than the percentage allowed: Entered price exceeds override limit.

The Override Price Override Limit (A64) secured feature controls the ability for operators to override the percentage defined in the Price Override Limit Percent (E55) system control value.

Pricing Hierarchy

The system calculates the price of an item by taking into account any price breaks and source or order discounts, and uses the pricing routine (pricing hierarchy) in the System Control file.

Entity-level override

You can set up separate pricing hierarchies for each entity in your company to override the default from the System Control file. See Accounts Payable Chapter 1: Working with Entities (WENT).

 

How the System Prices an Item

When you finish entering a line, you can enter 2 next to the line to advance to the Work with Order Line Screen (Changing/Adding an Item) to determine how the system priced the line. The pricing method used by the system appears in the upper right of the screen under the Price field. For example, *Offer Price may appear if the price was defined in the offer through which the item was ordered.

If you are using a repricing method such as price codes or quantity break by item, the system automatically reprices eligible items when you accept the order. If you use coupon discounts or price tables, you can display repricing by pressing F21 at the Work with Order/Detail Screen.

This information is also available through Order Inquiry.

If you make any changes to the order that result in changing whether the order is subject to VAT, the system reprices each item accordingly and recalculate tax as well. However, this update does not take place for any line with a price override, whether the override was made by a user or by the system (for instance, for a price table premium). You must delete the line and reenter it to correct the price and tax information.

Negative Prices

The Allow Negative Prices in Order Entry (E97) system control value controls whether you can enter a negative item price. If you enter a positive item quantity, a negative price produces a credit; with a negative quantity, a negative price produces an invoice.

 

Maximum Value

The Maximum Order Line Value (E98) field in the System Control value controls the maximum dollar value of a line you can enter; additionally, the Allow Maximum Order Line Value Override (A69) secured feature controls whether individual users can exceed this maximum. See Maximum Order Line Quantity/Value.

Numeric, 7 positions with a 2-place decimal; required, calculated by the system.

N/C (“No charge” indicator)

This value determines whether the customer is charged for this item on the order.

Valid values are:

Y = Item is sold at no charge to the customer.

blank or N (default) = Customer is charged a price for the item.

If Y, the system:

• Does not add the price of the item to the order totals

• Does not print a charge on the pick slip for this item

• Does not charge the customer for this item

• Requires you to define a price override reason code in the Ovr (price override) field

If blank or N, the system calculates the price for the line and adds this charge to the order totals.

Tax?

The system does not calculate tax on the merchandise value of the item sold at no charge; however, the system may tax freight or special handling.

 

Freight?

The system calculates freight (shipping) charges for the order regardless of whether the item is sold at no charge.

You can, however, prevent the system from calculating freight for the entire order by entering N in the Calc freight field on the previous screen. The system does not calculate freight for any other lines on the order, even those for which the customer is charged.

You cannot suppress freight charges at the line level.

Special handling charge?

The system adds the special handling charge for item personalization (such as monogramming, engraving, altering, etc.), if any, to the order totals, even if the item is sold at no charge.

Gift wrapping charge?

The system adds the gift wrapping charge, if any, to the item, even if the item is sold at no charge.

Alphanumeric, 1 position; required.

Ovr (Price override reason code)

A code that represents the reason for overriding the item price or selling the item no charge. The system uses this code for an audit trail that links the operator who performed the price override or who sold the item at no charge to the order.

User and user class security control access to this field.

Override reason codes are defined in and validated against the Price Override Reason file.

If the Default Price Override Reason for Warranty Items (G01) system control value contains a price override code, the system defaults this code to this field when an operator enters a warranty item.

Numeric, 1 position; required if performing a price override or selling item at “no charge;” otherwise, optional.

C/G (Coordinate group code)

A code that you can enter on several order detail lines to ensure that they ship together. The system does not print pick slips for items with the same coordinate group number unless inventory is available for all of the items.

Some items are coordinate grouped automatically by the system, by virtue of the way the items were set up.

Set items

The set item and all component items are coordinate grouped.

Continuity items

The continuity item and all components or the component at the current interval are coordinate grouped.

Variable Set

The variable set item and selected component items are coordinate grouped.

Although the system automatically coordinate groups these items and related component items, you can remove this code if the customer requests that you ship items as they become available.

 

Coordinate Group 999

This number is reserved for the accessory coordinate group. Coordinate group 999:

• Does not coordinate group items that are assigned to coordinate group number 999 on the same order together. Example: If an order contains an in stock item assigned to coordinate group 999, an out of stock item assigned to coordinate group 999, and another in stock item that is not assigned to a coordinate group, the system will print a pick slip for the two items that are in stock instead of holding the item assigned to coordinate group 999 until the other item assigned to coordinate group 999 is available.

• Prints a pick slip for items assigned to coordinate group 999 only if there are other shippable items on the order. However, if the items assigned to coordinate group 999 are the only items on the order remaining to ship, the system will print a pick slip for the items. Example: If an order contains an in stock item assigned to coordinate group 999, another in stock item assigned to coordinate group 999, and an out of stock item that is not assigned to a coordinate group, the system will not print a pick slip for the in stock items until the out of stock item is available.

Numeric, 3 positions; optional.

S/H (Special handling code)

A code that represents the type of personalization to be performed, such as monogramming, alterations, engraving, etc.

The Work with Special Handling Screen or Work with Custom Special Handling Screen appears when a valid special handling code is present in this field. Use the data entry fields on this screen to define the charge for the extra work on the item and to define exactly what kind of work is performed on the item.

See Special Handling Overview for more information.

Special handling validation

If you enter a special handling code, the system verifies that special handling has been defined for the item in the item/offer or SKU/offer and displays a message if special handling has not been defined: Special handling is not valid for this item in this offer.

The special handling instructions and special handling charge print on the pick slip.

Alphanumeric, 2 positions; optional.

Whs (Warehouse code)

The code for the warehouse to ship this item.

The warehouse you enter in this field overrides:

• the warehouse defined on the order header

• the warehouse defined for the warehouse list associated with the SCF of the order ship to

• the primary warehouse defined for the item in the Item file

See Warehouse Reservation Hierarchy for more information on the hierarchy the system uses to determine the warehouse assigned to an order line.

Warehouses are defined in and validated against the Warehouse file. See Warehousing Chapter 41: Creating and Maintaining Warehouses (WWHS).

Reserving against a non-allocatable warehouse: If the Reserve from Non-Allocatable Warehouse (J25) system control value is set to Y, the system allows you to reserve inventory against a non-allocatable warehouse. You can define a non-allocatable warehouse in the Retail warehouse field for the order type; any orders entered for this order type default the non-allocatable warehouse to the Warehouse field on the order/order lines and reserve against the non-allocatable warehouse. If the item is not in stock, the system backorders the item against the non-allocatable warehouse.

Numeric, 3 positions; optional.

Order Detail Line Information

Once you have added an item to the order, the system displays the item at the bottom of the screen, including the additional information presented below:

Field

Description

Description (Unlabeled field below Item field)

The description associated with the item.

Alphanumeric, 25 positions; display-only.

Rsv (Quantity reserved)

The quantity reserved on the system for this order detail line.

The system may reserve inventory from a single warehouse or over multiple warehouses, depending on the setting of the Split Line Over Multiple Warehouses (B19) system control value.

Influences on Reservation

Reservation occurs only if:

• The Immediate Reservation (A64) system control value is set to Y.

• The order is not a future order -- the system- calculated date is less than or equal to today's date (see the Arrival date field).

• The order is not a zone reservation order -- zone reservation is used for weather-sensitive items, which are not reserved until pick generation (see Fulfillment Chapter 53: Shipping Zone Reservation Overview).

• The customer or customer class is not flagged for Bypass reservation.

• The quantity ordered of the item is not greater than or equal to the value in the SKU Reserve quantity field for the Item.

• The Reservation freeze field for the Item/warehouse is not set to Y.

• Reservation can be performed against the warehouse, meaning the warehouse is flagged as Allocatable. However, the system allows you to reserve against a non-allocatable warehouse if the Reserve from Non-Allocatable Warehouse (J25) system control value is set to Y.

• Inventory is available.

 

When the item cannot be reserved...

If no quantity is available of the item, the Rsv field does not appear for the item detail line. The Avl field is updated by the quantity ordered; this value appears as a negative number. The system backorders the requested order quantity and updates the detail line with a backorder reason of No allocate and updates the backorder warehouse on the order detail line.

Assign to Order Broker?

If the order line is fully backordered, it may be eligible for fulfillment through the Order Broker. See Order Broker Integration for more information.

When the item is partially reserved...

If the entire quantity ordered is not available for the item, the quantity available is reserved (and listed in the Rsv field) and the quantity unavailable is backordered (and is a negative number in the Avl field). The system updates the detail line with a backorder reason of Not enough avail in whse.

Using Batch Reservation

If the Immediate Reservation (A64) system control value is set to N, no inventory is reserved until you run the Batch Reservation program, in which the system determines which orders receive inventory based on order date, reservation priority, etc.

The Batch Reservation program runs before the picks are printed when you select the Pick Slip Generation program.

 

Using Interactive Reservation

If you use Working with Interactive Reservation (MIRV), no inventory is reserved until you run the Interactive Reservation program to disperse inventory manually to preferred customers or customer who buy in high volume. The Interactive Reservation option can be used with the Immediate Reservation or Batch Reservation program, which skips customers who bypass reservation (the customer's Hold/bypass/fraud field is set to B).

Interactive Reservation can be used to reserve inventory for an item if the quantity ordered exceeds the Reserve qty (Reserve quantity limit) defined in the Item file.

Numeric, 5 positions; display-only.

Avl (Quantity available)

The quantity of the item that is available to sell; this value represents the quantity of the item available in the system that is not set aside for other orders or backorders, or that is not protected or included in an autostock replenishment between warehouses. The system reduces the quantity available and updates the quantity open by the quantity ordered each time you add an item to an order. Availability is reduced regardless of the type of reservation used (immediate, batch or interactive).

See Item Availability Calculation to review the calculation the system uses to determine item availability.

When using Immediate Reservation, the system limits the quantity available to the quantity of the item that is available to sell in the eligible warehouse(s) in order to represent the true availability of the item based on where the item may actually ship.

• If you define a warehouse override for the order or order line, the system limits the quantity available to the quantity of the item that is available to sell in that warehouse.

• If a warehouse list is associated with the SCF for the order ship to, the system limits the quantity available to the quantity of the item that is available to sell in the warehouses for the selected warehouse list. In addition, if the Evaluate Warehouses in Warehouse List Only (J47) system control value is set to Y, the system includes the quantity of the item that is available in the item’s primary warehouse.

• If a warehouse override has not been defined and the SCF for the order ship to is not associated with a warehouse list, the item availability represents the quantity of the item that is available to sell across all shippable warehouses.

See Determining Item Availability for more information on how the system determines the available quantity of an item.

 

When Item Availability is a Positive Quantity: If the quantity available is a positive number, the system increments the quantity reserved for the order line (in the Rsv field) immediately (when using Immediate Reservation), so that the item is reserved for the current order and not for another person's order.

When Item Availability is a Negative Quantity: If the quantity available is a negative number, the system:

• Does not reserve the item in any warehouse (because there is none to reserve)

• Displays a negative number for the order line in the Avl field equal to the quantity ordered (if the entire order quantity is backordered). Also, if the entire order quantity is sold out, no Qty displays, and the order totals do not increase.

When Item Availability is only Partially Available: If the system finds a portion of the order quantity available in the warehouse, it reserves what it can and backorders or sells out the rest. The Rsv field for the order line indicates the quantity reserved and the Avl field indicates the quantity backordered as a negative number. Any quantity sold out does not appear in the Qty field and does not increase the order totals.

Numeric, 7 positions; display-only, updated by the system.

Sts (Status)

The current status of the order detail line. The status field is blank (Open) or contains an S (soldout) during Order Entry:

Open Status

An item is assigned an open status when it is added to an order and it is currently “active” in your inventory.

Sold Out Status

The system changes the status of the item to S (Sold Out), based on one of these values in the S/O control field for the item:

1 = Sell out item immediately, or

2 = Sell out item when the quantity available plus the quantity on-order on purchase orders is exhausted. or

3 = Sell out item when the quantity available is exhausted.

The system prints a Soldout Notification Card for mail order customers if a discontinued item is ordered; phone order customers are notified of the discontinued status while placing the order. These customers do not receive soldout notifications.

If a partial quantity of the item is sold out on the order line, the order line status is still open. The order line and order totals reflect the line quantity that is reserved or backordered, but do not reflect the soldout quantity. You can enter 2 next to the item to review the quantity of the order line that is reserved or sold out.

Soldout controls for non-allocatable warehouses: If the Disregard Soldout Controls for Non-Allocatable Warehouses (J27) system control value is set to Y, the system disregards soldout control rules for inventory reserved against a non-allocatable warehouse. If the item cannot be reserved, the system backorders the item in the non-allocatable warehouse.

 

You can reserve against a non-allocatable warehouse if the Reserve from Non-Allocatable Warehouse (J25) system control value is set to Y.

Other Status Codes

There are several other order detail line status codes that are assigned by the system at other points during the processing of an order detail line, including:

C = Canceled

X = Closed (item was shipped to customer)

E = Error (the item ordered through a phone service contained data errors that you must correct)

B = Express bill (no pick slip produced for item, because item already removed from inventory; order moves directly to billing status)

H = Held

SP = The item is flagged for store pickup. The order line is deleted and a store pickup request message generated when you accept the order. See Merchandise Locator and Store Fulfillment API through .NET for more information.

SS = The item is flagged for store shipment. The order line is deleted and a store shipment request message generated when you accept the order. See Merchandise Locator and Store Fulfillment API through .NET for more information.

Alphanumeric, 1 position; display-only.

Exp (Expected receipt date)

The date when a purchase order that can fulfill the order line is expected. See Determining the Expected Ship Date for more information on how the system determines which purchase orders can fulfill the order line.

System calculated date? The system calculates the expected ship date for backordered items that are not on any open purchase orders if the Calculate Expected Date in OE if No PO (J61) system control value is set to Y. The calculation updates the order detail record by adding the FTC -- # of Days for Items without Expected Ship Date (C71) system control value when you first add the item to the order, and again each time you run batch PO layering. See the Calculate Expected Date in OE if No PO (J61) system control value for a discussion.

If the Calculate Expected Date in OE if No PO (J61) system control value is set to N, the expected date is indicated only if:

• there are open (unreceived) purchase orders that can fulfill the order line. The system clears the expected receipt date once you receive the purchase order.

• inventory that can fulfill the order line is located in a pending putaway warehouse. The system clears the expected receipt date once you move the inventory from the pending putaway warehouse to the “final destination” warehouse. See Pending Putaway Overview.

If you receive purchase orders into suspense, run Batch Purchase Order Layering to update this field. Once you place the suspended stock, run Batch Purchase Order Layering again in order to clear this field. See Customer Service Chapter 116: Purchase Order Layering and Backorder Notifications.

 

Finished goods: This is the date entered on the work order header for a finished good item created through the work order process, which indicates when the finished good will be ready for sale. See Warehousing Finished Good Work Order Processing (WWOR).

Drop ships: This date is included for drop ship items only if the Assign Drop Ship Expected Ship Date (I59) system control value is set to Y. See that system control value for more information.

Numeric, 6 positions; display-only.

Screen Differences to Note When Using SKUs

Purpose: Your Work with Order/Detail Screen may look different, depending on whether items have SKUs, whether you use split SKUs, how each SKU field was labeled and sequenced, and whether you use regular item entry or Page/Letter entry.

Using SKUs? One of the primary business decisions made by your company is whether items have SKUs.

SKUs are codes that further define an item by virtue of color, size, width, or any other type of user-defined attribute. Usually, you define SKUs when the majority of your items have 2 or more identifying characteristics.

Inventory levels on the system and in the warehouse are maintained at the SKU level if you use SKUs.

A SKU can be represented in one of two ways:

• Split SKU, which consists of three 4-position fields, and is used when the majority of your items have two or more identifying characteristics.

• Full SKU, which consists of one 14-position field.

Split SKUs: A Y value in the Split SKU Inventory (A26) field of the System Control file determines that the SKU field is three 4-position fields, otherwise known as the “split” SKU. Your System Administrator defines this value.

Ofr Item SIZE CLR STYL Qty Price N/C Ovr C/G S/H Whs

RRB 1

Full SKU: An N value in the Split SKU Inventory (A26) field of the System Control file determines that the SKU field is one 14-position field, otherwise known as a “full” SKU. Your System Administrator defines this value.

Ofr Item SKU Qty Price N/C Ovr C/G S/H Whs

RRB _ _ 1

Labeling the SKU elements: When using split SKUs, you can use three fields for entering item styles. These three fields are known as “SKU elements.” Using system control values, your System Administrator defines:

• Each SKU element (such as color, size, and width)

• The primary SKU element, the element for which you can define groups of characteristics (such as size: petite, small, medium, large, 5, 7, 9, 12, etc.). The primary SKU element is used in the SKU generator.

• The column headings for each SKU element; these are the labels that appear over each SKU field, such as COL, SZE, WTH.

Sequencing the SKU elements: Additionally, your System Administrator defines the sequence in which the SKU elements appear in Order Entry, such as SZE, COL, WTH. The sequence usually depends on how items are ordered, usually driven by the format of your order forms.

There may be a different sequence of the SKU fields for Inventory applications, depending on how the people who manage the inventory or how your merchandising staff would like to work with the product.

Adding Different Types of Items to the Order

Purpose: You can add different types of items to the order at the Work with Order/Detail Screen.

Entering a Subscription Item

If the customer orders a subscription item, the system:

• express bills the order detail line

• bills the customer for the entire amount of the subscription item

• closes the order detail line

• changes the status of the line automatically to X (shipped)

• does not reduce inventory

• creates a Customer Subscription record in the Sold To or Ship To (if recipient) Customer file (which defines the unique characteristics of the subscription)

• logs a message to Order History for the express-billed subscription item and each issue of the subscription; Order History is viewable from Order Inquiry or Order Maintenance

Entering a Warranty Item

If the customer orders a warranty item, the system:

• updates the Warranty item field on the order detail line to Y.

• updates the No charge field on the order detail line to Y.

• if the Default Price Override Reason for Warranty Items (G01) system control value contains a price override code, the system defaults this code to the Price override field on the order detail line; otherwise the operator must enter a price override reason code.

• if you want to track the reason why the warranty item was added to the order, you can require the operator to enter an add reason code for the item. See Enter Add Reason Window.

• if the operator entered a price for the warranty item, the system displays a message: Warranty Item - price not allowed

For more information: See Customer Service Chapter 43: Working with Customer Warranty Information (WCST) for more information on warranty items.

Entering a Stored Value Card

If the customer orders a virtual stored value card item (the SVC type field for the item is V), the system requires you to define an email address in order to send a Stored Value Card Notification Email to the recipient of the virtual stored value card. An email address is required because the email notification is the only way the recipient of the virtual stored value card receives the stored value card number associated with the order. If you order a virtual stored value card item and an email address is not defined or the opt in/out value is invalid, the system displays an error and does not allow you to accept the order: Invalid e-mail address/opt in for order containing virtual SVC item.

For more information: See Stored Value Card Email Hierarchy for more information on the hierarchy the system uses to send a Stored Value Card Notification to the recipient of the stored value card.

Entering Set Items

Set items are groups of one or more items that you sell together as a unit. The items that make up a set are referred to as component items. The components can also be sold individually.

Set items are designated by an S in the Kit type field in the Item file. The individual components associated with the set are defined in the Set file. Each set component must exist in the Item file.

When you place an order for a set item, a detail line is created for the main set item along with each component item. Any changes you make to the main set item, for example, changing the order quantity or selling out the set, are also reflected in the component items. Notice that the system underlines the main set item.

Pricing: The price of the set is located at the main set item level if the set’s Pricing type is set to 1 = Price at set master, and each component is added at “no charge.” If the Pricing type is set to 2 = Price at component, the system calculates the price of each component based on its specified percentage of the total set price, and the set master item is added at “no charge.” See Component Pricing Calculation for Sets for a discussion and examples of different pricing and discounting scenarios.

Soldouts:

Component item(s):

• If the Sell Out Set if Component is Sold Out (I05) system control value is set to Y: When any of the component items on a set are sold out based on the assigned soldout control code and the current inventory situation, the main set item and each of the component items are added to the order in a soldout status (S). For example, if the set includes five items, and one of the items is assigned a soldout control code indicating to sell the item out immediately, the main set item and all of the component items are added to the order in a soldout status.

• If this system control value is set to N: In the example described above, just the sold out component item is added to the order in a soldout status.

Main set item: If the main set item itself is assigned any soldout control code, the main set item and each of the component items are added to the order in a soldout status (S).

See Working with Soldout Controls (WSLD) for a discussion on how soldout controls indicate when an item is sold out.

Special handling: If the Copy Set Master Special Handling to Set Components (J39) system control value is set to Y, then the system copies special handling instructions entered for the set master item to each component item that is eligible for the same type of special handling, and the system does not prompt you to enter special handling instructions for the components. If this system control value is set to N, then you need to enter and apply special handling separately for each component item. See that system control value for a complete discussion.

For more information:

• creating a set item: Performing Initial Item Entry (MITM)

• defining a set as drop ship: Defining Sets as Drop Ship

• adding components to a set item: Entering Set Information (WSET)

Entering Continuity Set Items

Continuity sets are series of items that are sold together, but delivered at regular intervals, such as days or months.

Continuity sets are designated by a C in the Kit type field in the Item file. The individual components associated with the continuity set are defined in the Continuity Detail file. Each continuity component must exist in the Item file.

When you place an order for a continuity set, a detail line is created for the main set item along with each component item. The price for the continuity set is located at the main continuity item level. Any changes you make to the main continuity item, for example, changing the order quantity or selling out the set, are also reflected in the component items. Notice that the system underlines the main continuity item.

For more information:

• creating a continuity item: Performing Initial Item Entry (MITM)

• adding components to a continuity item: Entering Continuity Set Information (WCNT)

Entering Variable Set Items

Variable sets consists of several items that the customer can select to make up the desired set.

A variable set item is designated by a V in the Kit type field in the Item file. The individual components associated with the variable set item are defined in the Variable Sets file. Each variable set component item must exist in the Item file.

Each component item of a variable set is aligned to a group. For example, you can define a variable set group for slacks, another for jackets, and a third for belts. You then can define the component items for each variable set group and include a wide variety of colors and sizes for each group.

The customer must select the specific item(s) desired from each group at the Select Variable Set Items Screen to satisfy the requirements of the variable set (such as, 2 slacks, 1 jacket, and 1 belt). The system ensures that the customer orders the correct quantity from each variable set group by maintaining a counter of the number of items allowed as compared to the number of items ordered.

Detail lines are added to the order for each variable set component item selected.

For more information:

• creating variable set items: Merchandising Chapter 24: Performing Initial Item Entry (MITM)

• adding components to a variable set item: Merchandising Chapter 47: Entering Variable Set Information (WVST)

Entering Pre-Billable Items

Pre-billable items are items assigned to an item category that is flagged to fully or partially pre-bill before shipment of the item. For example, you might set up an item as pre-billable if it is considered “special order” because it requires custom assembly and prefer to charge the customer before shipment.

Applying a pre-billable percentage: When you add a pre-billable item to an order, the system automatically adds the Pre Billed Amount Item (J72) at the same time. The pre-billed amount item does not represent a unit of inventory that you sell; it is a means to charge the customer for the pre-bill percentage. The pre-bill amount item is added at “no charge,” but when you generate pick slips, the system bills the pre-bill amount item for the pre-bill percentage specified for the item category assigned to the pre-billable item.

When you add a pre-billable item to an order, the pre-bill amount item is always added to the order with a quantity of 1, regardless of the quantity of the pre-billable item. The total percentage to pre-bill is calculated based on the extended price of the pre-billable item; so, for example, if the customer orders 2 units of a $100.00 pre-billable item and the pre-bill percentage defined for the item category is 25%, the system pre-bills 25% of the extended price of $200.00, or $50.00. However, if you add more than one pre-billable item to the order, the system adds the pre-bill amount item to the order once for each separate pre-billable item.

Message indicates pre-billable amount: The system displays a message when you add a pre-billable item to the order, indicating the pre-billable item category, the pre-bill percentage, and the projected pre-bill amount. For example, when you add an item priced at $100.00 to an order and the pre-bill percentage is 50%, the message indicates:

Category A Item will be pre-billed at 50.00% for $50.00.

If you change the quantity of the pre-billable item, the system displays another message indicating the new pre-billable amount. For example, if you change the quantity of a $100.00 item from 1 to 2:

Category A Item will be pre-billed at 50.00% for $100.00.

However, if the price of the pre-billable item changes, this information is not reflected in an onscreen message. For example, a price might change because the system applies a promotion discount at order acceptance, or you might enter a price override in order entry.

Note: The pre-bill amount item is not included in the order quantity when evaluating whether the order qualifies for a promotion, since the pre-bill amount item is added at “no charge.”

Deleting the pre-billable item: If you delete the pre-billable item from the order in order entry (or at any time before the pre-billing takes place), the system deletes the pre-bill amount item automatically.

Deleting the pre-bill amount item: If you delete the pre-bill amount item, pre-billing does not take place during pick slip generation. The Maintenance of Pre Billed Amount Item (B18) secured feature controls the ability to delete the pre-billed amount item.

Note: Adding the pre-bill amount item manually does not cause an item on an order to pre-bill. Pre-billing occurs only when the system adds the pre-bill amount item automatically.

Drop-ship: If the Restrict Pre Billed Amounts to Drop Ship Items Only (J76) system control value is set to Y, the pre-billed amount item is added to the order automatically only when the pre-billable item is flagged for drop shipment.

Payment method edit: You cannot use a non-credit card payment method on an order that includes a pre-billable item. The system prevents you from adding a non-credit card payment method if the order includes a pre-billable item; similarly, the system prevents you from adding a pre-billable item to an order that includes a non-credit card payment method.

For more information: See Pre Billed Amount Item (J72) for a general discussion, including related system control values, general ledger postings, and implications of canceling or returning pre-billable items.

Select Variable Set Items Screen

Purpose: Use this screen for the customer to select a pre-defined number of items from each group to make up the set they want to purchase. A variable set, for example, may be a special promotion such as, “...Choose any 2 slacks, 1 jacket, and 1 belt from this page for only $200.00.”

How to display this screen: The customer orders a variable set item at the Work with Order/Detail Screen.

OER0326 DISPLAY Select Variable Set Items 3/09/98 16:07:21

Variable set : Order # : 1029

Group . . . : 1 VARIABLE BEACH TOYS # items allowed : 6

# selected . . : 0

Opt Qty Item Description

1=Sel 6=Unsel 8=SKU info 11=Item Information

1 BEACH BALL PLASTIC BEACH BALL

Selected : 0 Offer price: 2.00

1 SUNGLASSES BLUE FRAME CITY STYLE SUNGLASSES

Selected : 0 Offer price: 45.00

1 FLIP FLOPS BLCK SMLL FLIP FLOP SANDALS

Selected : 0 Offer price: 8.00

1 FLIP FLOPS BLCK MEDM FLIP FLOP SANDALS

Selected : 0 Offer price: 8.00

1 FLIP FLOPS BLCK LRGE FLIP FLOP SANDALS

Selected : 0 Offer price: 8.00 +

F3=Exit F8=Change qtys F9=Accept F11=Unselect all

Field

Description

Variable set (Variable set item description)

The description of the variable set.

Alphanumeric, 40 positions; display-only.

Order # (Order number)

The number assigned by the system to identify this order. This information is brought forward to this screen from the previous screen.

Numeric, 9 positions; display-only, assigned by the system.

Group (Variable set group)

The number and description of the group of variable set component items, as defined in the Variable Set Groups file.

Group number: Numeric, 3 positions; display-only.

Group description: Alphanumeric, 30 positions; display-only.

# of items allowed

The required quantity of this variable set component item, as defined in the # of items field in the Variable Set Groups file.

The system validates that the customer orders this number of items from the variable set group. The value in the # selected field must equal this value.

Numeric, 6 positions; display-only.

# selected

The quantity of the variable set component item ordered from the variable set group. The system updates this value as variable set component items are added to the order.

The system validates that the customer selects the required number of component items from each group, as defined in the # of items allowed field. The system does not allow you to accept your entries unless the # selected value equal the # of items allowed value.

Numeric, 6 positions; display-only.

Qty

The number of units of this variable set component item. This is the amount of the item being ordered.

Numeric, 5 positions; display-only.

Item

The code for a variable set component item number, as defined in the Item file and assigned to the variable set in the Variable Set Components file.

Alphanumeric, 12 positions; display-only.

SKU

The specific style of the item, in terms of color, size, width, or some other identifying attribute that makes this item unique.

Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); display-only.

Description

The description associated with the item.

Alphanumeric, 25 positions; display-only.

Selected

The quantity of this variable set component item currently selected for the order.

The system updates this number as this item is added to the order.

Numeric, 7 positions; display-only, updated by the system.

Offer price

The price defined for this variable set component item for the Item/Offer.

If selected, this item is added to the order at the offer price.

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

Step-by-step instructions:

1. Enter 1 next to the desired variable set component item(s) in each group, making sure that the number you select is the number allowed.

2. Press Enter.

3. Press F8 to change the quantity selected for a variable set component item (you can enter over the value that appears in the Qty field), or

4. Press F11 to change the quantity selected of all variable set component items to zero (erase all your selections), or

5. Press F9 to accept your entries and create detail lines on the order for these variable set component items, and

6. Return to the item entry screen; notice that the variable set component items have been added to the order in the specified quantity, at the offer price.

Screen Option

Procedure

Select a variable set component item

Enter 1 next to the item.

Remove a variable set component item from the order

Enter 6 next to the item.

Display the SKU (Base Information) screen for the item to review item information

Enter 8 next to the item.

Display the Item screen

Enter 11 next to the item.

Item Status Messages, Item Information, or Detail Line Options

Purpose: At the Work with Order/Detail Screen two lines are available below the customer address information fields. These lines display:

• any message lines associated with the status of the item you just entered, or

• the first two lines of item information defined in the Customer Service item class template for that item. (If you have entered both types of messages for an item, only the item status message displays.)

• If no item status messages or item information relate to the item, the options available for the existing detail lines display.

The system removes the item status messages or item information text when you press Enter, and replaces it with the detail line options. If you added more than one item to the order through the item availability option, only the message or information for the last item displays.

Note: You can default a future ship arrival date to an item defined with a future ship status on an order by entering the status code in the Future Orders Item Status (E52) field in the System Control file. The future arrival date that defaults for this item is taken from the date defined in the Default Future Orders Arrival Date (E53)field in the System Control file. In this situation, you might use the Item status message fields as a reminder to your operators when an item with this status is ordered, that it is a future ship item.

For more information:

• defining item status messages: Merchandising Chapter 7: Working with Item Status (WIST)

• defining item information: Merchandising Chapter 24: Performing Initial Item Entry (MITM)

Displaying the Detail Line Options

The detail line options are available for you to work with items you have already added to the order.

Screen option

Procedure

Update any information for the item, review how the system priced the item, and review the quantity and date the inventory was reserved by the system.

Enter 2 next to the item to advance to the Work with Order Line Screen (Changing/Adding an Item).

Review the pending deliveries of this item on purchase orders placed with your suppliers.

Enter 5 next to the item to advance to the Display Open Purchase Orders Screen.

Review the availability of an item across all shippable warehouses.

Enter 6 next to the item to advance to the Item Availability Screen.

Review the quantity break prices for the item (as defined for the Item/Offer) to upsell the customer.

Enter 7 next to the item to review the Display Quantity Pricing pop-up window. See Chapter 7: Upselling the Customer.

Modify the special handling instructions and charges (for engraving, monogramming, altering, etc.) of an item eligible for special handling, as defined for the Item/Offer.

Enter 8 next to the item to advance to Work with Special Handling Screen or Work with Custom Special Handling Screen.

Note: This option is not available if the additional charge code used for the special handling format applied to the item is suppressed; see Special Handling Overview for a discussion.

Place an item on hold

Enter 9 next to the item to place the item on hold. Only open lines are eligible to be held. The order line status changes to held (H) and the item does not print on a pick slip until you release the line. Access to this option is controlled by the secured feature O/E Hold, Release Order Lines (A46).

Release a held item

Enter 10 next to an item to release it from hold. Only held items (status = H) are eligible to be released. The line status changes to open (blank) and the item is now eligible for printing on a pick slip. Access to this option is controlled by the O/E Hold, Release Order Lines (A46) secured feature.

Display important information about the item

Enter 11 next to the item to display the Work with Item Information Screen (Customer Service Template).

Review additional items coordinated with the item for cross-selling purposes.

Enter 14 next to the item to advance to the Display Coordinate Items Window.

Enter a message about the item

Enter 23 next to the item to display the Work with Order Line Messages Screen.

Enter or work with coupon discounts

Enter 97 next to an item to advance to the Coupon Discount Window. See Entering Coupon Promotions on an Order for more information, and Working with Coupon Promotions (WCPR) for an overview on coupon promotion discounts.

Miscellaneous Messages and Windows at Item Entry

Purpose: Depending on the type of item, how it is flagged, or the setting of various system control values, the system might display the following messages when you enter an item, or a window might open:

Discount Calculation Messages

Maximum Order Line Quantity/Value

Work with Item/SKU Comments Window

Enter Add Reason Window

Item Coordinate Message

Ship Via Overrides for Item Window

Each is described below.

Discount Calculation Messages

If the Display Order Line Discount Messages (F01) field in the System Control file is set to Y, each time you add an item to the order at a discounted price, the system:

• highlights the item price in a reverse color

• displays a message describing the amount and percentage discount represented by the item price.

Any price that is lower than the regular offer price for the item is highlighted, and the discount calculation message displays. For example, if you override the price manually or use a pricing method such as price tables, telemarketing specials, or upsell promotions, the item is considered discounted.

 

BU001 CHOC LRGE 1 2.51 A 0 N 2.51

005 CHOCOLATE EASTER BUNNY Rsv: 1 Avl: 26

Discount calculation: A message indicates for each discounted item: Line 1: Offer = 10.00 Actual = 9.00 Discount = 1.00: 10.00%

This message includes:

• the order line number of the discounted item

• the offer price

• the actual price (the discounted price the customer is paying)

• the dollar amount of the discount

• the discount percentage

When the message is not displayed: The system does not display the message or highlight price when you override the price on the order line, and:

• no item/SKU offer price exists, or

• the price override reason code’s Override item offer price is set to Y.

See Overriding the Item/SKU Offer Price for an overview.

Message displayed when? The discount calculation message displays when you first add the item to the order. In the case of price table repricing, the calculation message displays when you press F21.

To review messages for other items: A plus sign (+) in the message area of the order detail screen indicates that there are discount calculation messages related to additional items on the order; you can review these messages by positioning your cursor on the same line as the plus sign and pressing Page down. To cycle back up through the calculation messages for the items on the order, press Page up. You can review the calculation messages only for the items that are currently displaying on the order detail screen. Press Page down or Page up to display earlier or subsequent items on the order and/or their related discount calculation messages.

If you delete a discounted item, the plus sign may remain on the screen until you press F5 to refresh.

Maximum Order Line Quantity/Value

You can define a maximum quantity or dollar total for individual order lines using these system control values:

Maximum Order Quantity (C60)

Maximum Order Line Value (E98)

For example, if you set the Maximum Order Quantity (C60) field to 10, the system would validate that you do not enter a single order line with a greater quantity. This might help prevent inaccurate orders due to user error, such as entering 100 instead of 10.

If you set either of these values to 0, the system does not validate whether order lines exceed the maximum.

Secured features: These secured features control the ability to exceed these limits:

Allow Maximum Order Line Value Override (A69)

Allow Maximum Order Quantity Override (A70)

Pop-up window: If you have the proper authority, a window opens when you exceed the maximum:

Confirm Quantity/Line Value

The Order Line Quantity has been exceeded.

Press F9 to confirm the Dollar/Quantity.

F3=Exit F9=Accept F12=Cancel

Press F9 at this window to confirm the quantity and add the line to the order. If you cancel, an error message indicates: Order Qty of 50 exceeds the maximum allowed in SCV C60.

An error message indicates an excess order line total dollar value: Order line value of 1000.00 exceeds maximum allowed in SCV E98.

If you do not have the proper authority, the window does not open. The screen displays an error message, and you cannot override the maximum.

Work with Item/SKU Comments Window

This window opens after you add an item to the order if there are any item comments associated with the item or SKU. Comments must be flagged with a W (for window) to display.

See Merchandising Chapter 29: Entering Additional Item Information manual on setting up item or SKU comments.

Work with Item/SKU Comments

EZK Mail Order

Item : BU001 CHOCOLATE EASTER BUNNY.

Comments

SOLID WHITE CHOCOLATE RABBIT, 7 OZ NET WGT

F3=Exit F12=Cancel

About this window: Any comments entered at the SKU level display for a SKUed item; if there are no SKU-level comments, the item-level comments display. If this is a SKUed item, the SKU is listed only if the comments are associated with the SKU rather than the base item.

Up to 10 lines display in the window; a plus sign (+) indicates that there are additional lines.

Enter Add Reason Window

This window opens after an operator adds an item to the order if the Required reason code field for the item offer or SKU offer is set to Y.

Enter Add Reason

Reason . :

Enter to Continue

Enter the add reason code that describes your reason for adding this line to the order. The add reason code is a 5-position, alphanumeric field, defined in the Add Reason file, that defines the reason for adding an item to an order in order entry or order maintenance.

For more information: See Customer Service Chapter 10: Establishing Add Reason Codes (WADR).

Item Coordinate Message

When you enter an order for an item that is associated with any item coordinates:

• If the Automatically Display Coordinate Items in Order Entry (I53) system control value is set to Y, the Display Coordinate Items Window opens when you add an item associated with coordinate items to an order.

• If the Automatically Display Coordinate Items in Order Entry (I53) system control value is set to N or blank, a coordinate message indicates when you add an item associated with coordinate items to an order: Coordinate items exist for base item entered. You enter 14 next to the primary item to advance to the Display Coordinate Items Window.

The system cross-sells coordinates even if the primary item is soldout, on backorder, is a drop ship item, non-inventory item, set master item, or continuity master item. Additionally, the system cross-sells coordinates that are a drop ship item, non-inventory item, set master item, or continuity master item.

When the system does not cross-sell coordinates: The system does not cross-sell coordinates for the primary item (by displaying the coordinate message or automatically advancing to the Display Coordinate Items window) if:

• The Upsell windows field for the order type on the order is set to N (neither). In this case, the Display Coordinate Items window does not open automatically; instead, a message indicates: Coordinate items exist for base item entered. You must enter 14 next to the primary item to advance to the Display Coordinate Items Window.

• All coordinate items are backordered or soldout and the Display Backordered Coordinate Sale Items (F41) system control value is set to N. Note: The system cross-sells coordinates that are a drop ship item, non-inventory item, set master item, or continuity master item, regardless of the setting of the Display Backordered Coordinate Sale Items (F41) system control value.

• None of the coordinate items are included in the same offer as the primary item.

• The primary item is added to the order:

• as a result of a promotion; however, the system cross-sells coordinates if the primary item is the item that prompts the promotion.

• as a result of an upsell; however, the system cross-sells coordinates if the primary item is the item being upsold.

• as a coordinate item of another primary item.

• as an accompanying item; however, the system cross-sells coordinates if the primary item is the item that prompts the accompanying item.

• as a component of a set item.

• You add the primary item to the order in order maintenance.

You can still enter 14 next to the primary item to advance to the Display Coordinate Items Window; however, if all of the coordinates are on backorder or soldout or are not included in the same offer as the primary item, there are no coordinates available to select.

Ship Via Overrides for Item Window

Item ship via overrides are the shippers the system can use to deliver an item to its destination. When you add an item to an order the system looks at the Item Ship Via Override file to determine if the ship via on the order header is an eligible shipper for the item.

• If the ship via on the order line (if one is defined) or the order header is an eligible shipper for the item, the system uses that shipper to ship the item to its destination.

• If the ship via on the order line (if one is defined) or the order header is not an eligible shipper for the item, the Ship Via Overrides for Item pop-up window opens, requesting you to select an eligible shipper for the item on the order line.

Note: If records do not exist in the Item Ship Via Override file for an item, all shippers are eligible to ship the item and the Ship Via Overrides for Item window does not open when you add that item to an order.

This window opens if the ship via on the order line (if one is defined) or the ship via on the order header is not eligible to ship the item, and you:

• press Enter to add the item to the order.

• press Enter to accept any changes you made to the order line at the Work with Order Line screen.

• press F9 or F19 to accept the order if the order is eligible for other ship via overrides or you have changed the ship via on the order header since adding the item to the order.

Ship Via Overrides for Item

Ship via 4 is not valid with item 2003ITEM2 .

Please select one of the following Ship Via codes.

Opt Code Description

1=Select

1 UPS GROUND

3 FEDERAL EXPRESS

F3=Exit F12=Cancel

Enter 1 next to the shipper you wish to use to ship the item to its destination and press Enter. The system assigns the selected shipper to the Ship via field on the order line; however, the system does not override the existing shipper on the order header.

Canceling out of this window: If you press F12 at this screen, the system does not add the item to the order and displays the following error message indicating a valid shipper has not been defined for the item:

Ship Via not valid for the entered item

If the system displays this window for a set component item and you select to cancel out of this window without selecting a valid shipper for the component, the system adds the set master item and the component items that have a valid shipper defined, but does not add the component items that do not have a valid shipper defined. You will need to delete the set master item from the order and reenter it, selecting a valid shipper for each component item.

For more information: See Working with Item Ship Via Overrides.

Completing the Work with Order/Detail Screen

Purpose: Now you are at the point where you have successfully entered all the items being ordered on the Work with Order/Detail Screen. Before you can accept the order on the system, you can select any of the options listed at the bottom of this screen or you can define payment information on the:

Default Paytype Pop-up Windows

Enter Payment Method Screen

Work with Order/Recap Screen

 

Note: Additionally, the Telemarketing Specials Window appears if the Display Telemarketing Window in Order Entry (H02) system control value is selected. This window appears after the default pay type pop-up windows.

Work with Customer Profile

You advance to the Work with Customer Profile screen when you press F9 or F19 if you need to collect mandatory demographic information for the customer. See Chapter 16: Displaying More Options.

President’s Club Membership Window

If the customer is eligible to join the President’s Club or renew an existing membership, the President’s Club Membership Window opens. See Customer Service Chapter 45: President’s Club Memberships for an overview and required setup.

Credit Card Application Request Window

If the customer is eligible to apply for a credit card being offered, the Credit Card Application Request Window displays. In order to apply for the credit card; the customer must provide her social security number, date of birth, and home/evening phone number. See Credit Card Applications Overview and Setup and Credit Card Application - Pre-Approval Phase for more information.

Credit Card Application Approval Window

If the customer applied for the credit card being offered and the credit card service approved the customer for the card, the Credit Card Application Approval Window displays. This window displays the customer’s credit limit and new credit card number. The customer has the option to use the new credit card as payment on the order. If the customer decides to use the credit card as payment on the order, the system defaults the pay type and credit card number to the payment screen. See Credit Card Applications Overview and Setup and Credit Card Application - Credit Decision Phase for more information.

Credit Card Application Response Window

If the customer applied for the credit card being offered, but the credit card service did not approve the customer for the card, the Credit Card Application Response Window displays. The window indicates the reason why the customer was not approved for the credit card. See Credit Card Applications Overview and Setup and Credit Card Application - Credit Decision Phase for more information.

Screen option

Procedure

Enter the address of the gift recipient.

Press F2; see Chapter 11: Adding a Recipient Order.

Enter or confirm the billing address for this order only.

Press F6; see Chapter 12: Assigning a Billing Address.

Enter or confirm the shipping address (permanent record).

Press F7; see Chapter 9: Using a Permanent Shipping Address.

Advance to the Work with Order Lines screen to enter items one line at a time and display up to three items on one screen.

Press F8 to advance to the Work with Order Lines Screen (Adding Items to the Order).

Accept, validate, and process the order.

Press F9; see Accepting or Rejecting the Order.

Display more options

Press F10; see Chapter 16: Displaying More Options.

Reject (cancel) the order

Press F11; see Accepting or Rejecting the Order.

Enter or confirm the shipping address (this order only)

Press F14; see Chapter 10: Assigning an Order Shipping Address.

Add payment information to the order.

Press F15; see Enter Payment Method Screen.

Add additional charges to the order

Press F16; see Chapter 15: Adding Miscellaneous Charges or Credits.

Review the order totals for the current order and all ship-to addresses on the order.

Press F17; see Chapter 16: Displaying More Options.

Enter or verify additional address information.

Press F18; see Chapter 8: Expanding the Address.

Add a recipient shipping address

Press F19; see Chapter 11: Adding a Recipient Order.

Note: You first advance to the Work with Order/Recap Screen if the Display Order Recap (A75) system control value is set to Y.

Note: You cannot enter a recipient order if all of the items on the current order are flagged for store fulfillment. Instead, the system displays an error message: Cannot add recipient for store fulfillment order. See Merchandise Locator and Store Fulfillment API through .NET for more information.

Prevent any updates to the customer name and address fields by locking the top half of the screen.

Press F20.

Access additional fields to further define the order.

Press F21; see Chapter 13: Defining Order Properties.

Determining Gross Profit

Purpose: When you add an item to the order at the Work with Order/Detail Screen, you can determine the item’s gross profit.

Gross margins are used to determine the profit of an item on an order based on the item's selling price, or to determine the profit of an entire order. This is helpful if your operators are allowed to negotiate prices and work on a commission basis.

You can also include the estimated freight charges for an item when you determine the gross profit. Including estimated freight charges is helpful if you sell merchandise before the actual freight charges are known. See Merchandising Chapter 5: Working with Item Classes (WICL) for more information on how to set up estimated freight charges for a class of items.

The system calculates and displays gross profit only if the Display Gross Margin (A65) secured feature is set to *ALLOW.

Note: If you are using multi-currency by offer (the Multi Currency by Offer (E03) system control value is set to Y), the system converts the item's price to your local currency before calculating the gross profit. Likewise, if you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is set to Y), the gross profit amount is in the local currency.

The system uses these calculations to determine gross profit:

Calculating Gross Profit Margin:

item(s) price - (item(s) cost + total estimated freight) = gross profit margin

 

Example:

Item A:

cost = 10.00

extended price = 25.00

 

Item B:

cost = 14.00

estimated freight = 5.00

extended price = 32.00

 

To calculate each item:

25.00 - 10.00 = 15.00 (g/m for item A)

32.00 - (14.00 + 5.00) = 13.00 (g/m for item B)

 

To calculate entire order:

(25.00 + 32.00) - [(10.00 + 14.00) + 5.00]

57.00 - (24.00 + 5.00)

57.00 - 29.00 = 28.00 (g/m for entire order)

 

Calculating Gross Profit Margin Percentage:

item(s) price - (item(s) cost + total estimated freight)/item(s) price x 100 = gross profit margin percentage

 

Example:

Item A:

cost = 10.00

extended price = 25.00

 

Item B:

cost = 14.00

estimated freight = 5.00

extended price = 32.00

 

To calculate each item:

25.00 - 10.00/25.00 x 100

15.00/25.00 = .6

.6 x 100 = 60% (g/m% for item A)

 

32.00 - (14.00 + 5.00)/32.00 x 100

13.00/32.00 = .4062

.4062 x 100 = 40.62% (g/m% for item B)

 

To calculate entire order:

(25.00 + 32.00) - [(10.00 + 14.00) + 5.00]/(25.00 + 32.00) x 100

57.00 - (24.00 + 5.00)/57.00 x 100

57.00 - 29.00 = 28.00

28.00/57.00 = .4912

.4912 x 100 = 49.12 (g/m% for entire order)

 

Determining Gross Profit using Tax Inclusive Pricing (VAT)

The system uses these calculations to determine gross profit if you process orders to countries that are subject to Value Added Tax (VAT). On orders subject to VAT, tax does not accumulate in the Tax field; instead, the customer pays a tax-inclusive price for each item and the tax is “hidden” on the order detail line in the Hidden tax field.

Calculating Gross Profit Margin:

(item(s) price - hidden tax) - (item(s) cost + total estimated freight) = gross profit margin

 

Calculating Gross Profit Margin Percentage:

(item(s) price - hidden tax) - (item(s) cost + total estimated freight)/(item(s) price - hidden tax) x 100 = gross profit margin percentage

 

Default Paytype Pop-up Windows

Purpose: Use this window to enter the payment information.

Why opens? This windows opens when you press F9 or F19 at the Work with Order/Detail Screen only if you defined a default payment method on the Request Order Batch screen or in the Default Previous Pay Type in Order Entry (D64) system control value:

• Cash/check

• Credit card

• Coupon/credit

• Accounts receivable

• Direct bank disbursement

C.O.D. orders: No default payment type window opens for a C.O.D. payment method (pay category 4). The system does not require any additional information for C.O.D. payment methods, and you cannot enter a payment amount for this pay type. However, the system does create a bill-to customer (using the sold-to customer information) for C.O.D. orders; this is because C.O.D. resembles an A/R payment type in that the order payment is an open receivable until you receive payment.

If you have defined a C.O.D. charge amount in the System Control file, the system adds this charge to the order in the additional freight field.

If there is a pre-billable item on the order: The window does not open if there is a pre-billable item on the order and the default payment method is not a credit card. See Pre Billed Amount Item (J72) for a discussion of pre-billing.

Entry of the Payment Type for Orders Brokered for Fulfillment (K98) is prohibited.

Enter Cash Control For Window (Cash/Check Payment Type)

This window opens only for a default cash/check payment type:

Enter Cash Control for:

Pay type 1

CASH/CHECK

Cash control# . . . . . .

Amount . . . . . . .

Routing # . . . . . .

Account # .

Check # . . . . . . . . .

Charge sequence . . . . . . . 1

F10=AC override F12=Cancel

If there is a pre-billable item on the order: The window does not open if there is a pre-billable item on the order. See Pre Billed Amount Item (J72) for a discussion of pre-billing.

Field

Description

Pay type

A user-defined code that represents the method of payment on the order.

Valid pay types are defined in and validated against the Pay Type file.

The paytype that appears at the top of this pop-up window represents a cash/check paytype.

Online Cash Pay Type

The online cash pay type (the pay type defined in the Pay Type for Payment Processing (K16) system control value) allows a customer to pay with cash for an order using funds from his bank account. The online bill pay system notifies the customer when the online cash payment is ready to pay; the customer pay’s for the online cash payment using funds from his bank account. The online bill pay system notifies CWDirect that the customer has paid for the online cash payment so that CWDirect can fulfill and ship the order.

When you add an online cash pay type to an order, the system:

• validates that the online cash pay type is the only pay type on the order. Because the online cash pay type can be the only pay type on the order, leave the Amount field blank; the amount to charge the online cash pay type always matches the order total.

• validates the an email address is defined for the order. Typically, this is the primary email address defined for the sold to customer. The online bill pay service sends the electronic invoice (eBill) to the customer using this email address in order to notify the customer that the order is ready to be paid.

See Processing Online Cash Payments for more information.

Entry of the Payment Type for Orders Brokered for Fulfillment (K98) is prohibited.

Numeric, 2 positions; display-only, updated by the system.

Description (unlabeled field below the Pay type field)

A description associated with this payment method. For example, this field may contain the description CASH/CHECK when using a cash/check payment type to prepay the order.

Alphanumeric, 30 positions; display-only, updated by the system.

Cash control #

The control number assigned to the check and corresponding mail or fax order. You or your Accounting department stamp this number on the check and the order form to establish a link between the payment received and the order placed.

In Batch Order Entry, the cash control number is used as a control mechanism to ensure that the order entered equals the amount tendered on the check.

The cash control number allows you to track the check and the order through the system to ensure that:

• There is a permanent record of the check.

• There is a link between the order form and the prepayment method.

• The amount drafted on the check equals the order totals on the system.

 

System Control Value

The Allow Dynamic Creation of Cash Control Numbers (B20) system control value determines whether you can define a cash control number for a check payment type during Order Entry. If Y, you can enter the cash control number and the amount of the check.

If N, you must enter the cash control number. The system validates your entry and displays the associated check amount if it is valid; otherwise, the system issues an error message.

Numeric, 5 positions; required.

Amount

The total dollar value of the cash or check pay type.

System Control Value

The Allow Dynamic Creation of Cash Control Numbers (B20) system control value determines whether the amount of the check appears automatically when you enter a valid cash control number or whether you must provide this information during Order Entry.

Alternate currency pricing

You can enter or review the cash/check amount in the alternate currency by pressing F10 if the order is associated with an alternate currency; see Using Alternate Currency Pricing.

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

Routing #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a routing number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Routing Number is required for check interface payment types.

Alphanumeric, 9 positions; optional.

Account # (Checking account number)

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Checking account number is required for check interface payment types.

Alphanumeric, 20 positions; optional.

Check #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A check number is required for check interface payment types.

Numeric, 6 positions; optional.

Charge sequence

The order in which the system should charge each pay type when the customer uses several payment types. This value defaults to one.

Numeric, 2 positions; required.

Step-by-step instructions:

1. Enter the cash control number in the Cash control# field.

2. Press Enter if Accounting enters this information; the amount of the check and other check information appears in the Amount field.

3. Enter the amount of the check in the Amount field if you can create cash control numbers in Order Entry.

4. Press Enter to attach this payment information to the order.

Screen Option

Procedure

Enter or review the cash/check amount in the alternate currency

Press F10 to advance to the Alternate Currency Override window if you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is set to Y). At this window you can enter or review the cash/check amount in the alternate currency.

If you press F10 and the order is not associated with an alternate currency (the offer associated with the source code on the order header is in the local currency), an error message indicates Alternate Currency Prompt not valid.

See Customer Service Chapter 12: Using Alternate Currency Pricing.

Enter Credit Card For Window (Credit Card Payment Type)

This window opens automatically only for a default credit card payment type if it is not associated with an authorization service whose Use Tokenization field is Y.

You can also display this window by entering 2 next to a credit card payment method at the Enter Payment Method Screen, or by entering a Bill Me Later or debit card payment method at the Work with Order/Recap Screen.

Enter Credit Card for:

Pay type 18 BILL ME LATER

CC Last 4 1443

SS# ___ - - Date of birth 0

Credit card # . . .

Expiration date . . . . . . . . . .

Amount . . . . . . . . . . .

Authorization # . . . .

Authorization date . . . . . . . .

Authorization amount (manual)

Card Security Value . . . . . . . .

Card Security Presence . . . . . . . .

Issue # . . . . . . . . . . . . . . .

Start date . . . . . . . . . . . . .

Charge sequence . . . . . . . . . . . 2

Pay plan . . . . . . . .

F10=AC override F12=Cancel F14=Bal Inq

Field

Description

Pay type

A user-defined code that represents the method of payment on the order. If the credit card number has been replaced with a token, this field is display-only.

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

Selecting a different pay type: The paytype that appears at the top of this pop-up window represents a credit card pay type, such as:

• regular credit card, such as Mastercard or VISA

• stored value card

• debit card, such as a Switch card

• Bill Me Later

Each of these examples represents a Card type. You can change the pay type code to another card, if needed. However, to change the pay type to a different Card type, you should press F12 and enter a the new payment method at the Enter Payment Method Screen or the Work with Order/Recap Screen. For example, you can use this window to switch from a VISA card to American Express, since they are both regular credit cards; however, you should not use this window to switch from a VISA card to Bill Me Later, or vice versa, as each card has different entry requirements. See Types of Credit Cards for more information.

 

Auto-assign pay type: If the Allow Auto-Assign field for a pay category 2 pay type is set to Y, the system defaults the pay category 2 pay type to the order whose leading digits match the leading digits you enter in the Credit card number field for an order. See Allow Auto-Assignment of Pay Category 2 Pay Type for additional processing information.

 

Electronic Gift Certificate Paytype

If the credit card pay type matches the pay type defined in the Electronic Gift Certificate Pay Type (G72) system control value, the credit card pay type represents an electronic gift certificate.

Enter the gift certificate number in the Credit card number field. The system validates the number you enter in this field against a gift certificate number in the Electronic Gift Certificate file.

• If the number you enter matches a gift certificate number in the Electronic Gift Certificate file, the Display Electronic Gift Certificate window opens, indicating the dollar amount remaining for the electronic gift certificate that you can apply to the order. At this window you can:

• press F7 to default the remaining dollar amount of the gift certificate to the Amount field on the order.

• exit the window and manually enter the gift certificate dollar amount you wish to apply to the order.

• leave the amount field blank to apply the remaining dollar amount to the order.

• If the number you enter does not match a gift certificate number in the Electronic Gift Certificate file, a message indicates: Warning - No remaining $$ exist for this g/c number.

 

You can still use the electronic gift certificate as payment for the order even though the gift certificate number is invalid. Also, the system accepts the electronic gift certificate as payment even if you enter a dollar amount to apply to the gift certificate that exceeds the remaining dollar amount.

See Customer Service Chapter 122: Working with Gift Certificates for more information on setting up electronic gift certificates and a sample of the Display Electronic Gift Certificate window.

Entry of the Payment Type for Orders Brokered for Fulfillment (K98) is prohibited.

Numeric, 2 positions; display-only, updated by the system.

Description (unlabeled field)

A description associated with this payment method. For example, this field may contain the description CREDIT CARD when using a credit card payment type to charge the order.

Alphanumeric, 30 positions; display-only, updated by the system.

CC Last 4

The last four positions of the credit card number. Stored in the CC Last 4 field in the Order Payment Method file.

This field displays only if you are changing an existing credit card payment.

If you use credit card encryption, the system does not encrypt the value in this field.

Alphanumeric, 4 positions; display-only.

SS # (social security number)

The customer’s social security number. This field does not display unless the pay type is Bill Me Later; in this case, both this field and the date of birth are required entry for every order using this pay type.

What is Bill Me Later? Bill Me Later is a payment method in which the customer can apply for an account with the issuer during order creation by providing date of birth and full or partial social security number. The customer then pays Bill Me Later for the purchase using this account, according to the terms and conditions provided by Bill Me Later. When the customer first applies for the account, you need to disclose these payment terms and conditions to the customer.

Full social security number required? The BML threshold specifies the total order value that requires the customer to provide the full 9 positions of the social security number, rather than just the last 4 positions, when a Bill Me Later account number has not already been established. If the customer has a Bill Me Later account number, or if the total order value is below the threshold, only the last four positions of the social security number are required.

 

Bill Me Later transaction limit: When the customer is first establishing the Bill Me Later account, the total order value for an order created through interactive order entry cannot exceed the BML trans limit. For example, if this limit is set to $500.00, the customer cannot use Bill Me Later as a payment method for an order whose total dollar value is $500.00 or more.

For more information: See Bill Me Later Processing for an overview.

Alphanumeric, 4 or 9 positions, depending on the total order value and the BML threshold; required for a Bill Me Later payment method.

Date of birth

The customer’s date of birth. This field does not display unless the pay type is Bill Me Later; in this case, both this field and full or partial social security number are required entry for every order using this pay type.

Note: Enter the full four positions of the year for the date of birth. For example, if the date of birth is August 25, 1953, enter 08251953 rather than 082553. The system does not validate the customer’s age based on the date of birth.

For more information: See Bill Me Later Processing.

Numeric, 8 positions (MMDDYYYY format); required for a Bill Me Later payment method.

Credit card #

The number of the credit card or stored value card used on the order. This number is a token instead of the actual credit card number if the Tokenized field for the Order Payment Method record is Y; in this situation the credit card number is display-only.

All cards must be authorized, either manually or by a credit card authorization service.

Defaults? The system defaults the customer's credit card number and expiration date if you are using the Default Previous Pay Type in Order Entry (D64) system control value and the Prevent Storing the Customer’s Last CC# and Exp Date (J86) system control value is set to N or blank. If the Prevent Storing the Customer’s Last CC# and Exp Date (J86) system control value is set to Y, the system only defaults the pay type associated with the last credit card the customer used on an order.

Credit card number format: If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number is in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Bin number validation: If bin numbers are defined for the pay type, the system validates that the card number begins with a valid bin number; see Work with Bin Numbers Screen. The system stores the first six digits of the actual credit card number in the Bin field in the Order Payment Method file in order to perform Level II and III Discounting on the card during deposit processing.

 

Display-only? This field is display-only (for Bill Me Later) or blank (for other credit card types) if the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature. A message indicates if the operator tries to enter a credit card number: Cursor in protected area of display. However, if a valid credit card number has already been entered, the system does not indicate an error for the payment method.

Bill Me Later: When the customer uses Bill Me Later, a credit card number is not relevant, so the system defaults the Description of the Bill Me Later pay type. See Bill Me Later Processing for an overview.

Tokenization: If the Use Tokenization field for the authorization service defined for the credit card pay type is Y, the system sends an XML message to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is set to Y and a token is not returned in the response message, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted.

Last four: The system stores the last four digits of the actual credit card number in the Last 4 field in the Order Payment Method file in order to verify the card with the customer.

Alphanumeric, 20 positions; required.

Expiration date

The date (in MMYY format) up until which the credit card is valid. For example, enter 1206 if the credit card expires in December of 2006.

The Require expiration date flag for the pay type controls whether this field is a required entry.

The system defaults the customer's credit card number and expiration date if you are using the Default Previous Pay Type in Order Entry (D64) system control value and the Prevent Storing the Customer’s Last CC# and Exp Date (J86) system control value is set to N or blank. If the Prevent Storing the Customer’s Last CC# and Exp Date (J86) system control value is set to Y, the system only defaults the pay type associated with the last credit card the customer used on an order.

This field is blank if the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature. A message indicates if the operator tries to enter an expiration date: Cursor in protected area of display. However, if a valid expiration date has already been entered, the system does not indicate an error for the payment method.

Numeric, 4 positions; required or optional, based on the Require expiration date flag for the pay type.

Amount

The total dollar value to charge to this paytype.

Leave this field blank if:

• the customer is using just this card to pay for the order; the system charges this card the total amount due on the order; or,

• this is the “catch-all” payment method; the system uses this card to charge the total balance remaining on the order after any other payment method, such as a gift certificate or coupon, has been charged.

The system issues a message for you to delete the value in this field if:

• The customer is using only this card to pay for the order

• You accept the order by pressing F9 or F19

• The dollar amount you specified is insufficient to cover the order.

After you delete the amount, the system charges the card the entire amount of the order and you avoid a balance-due situation.

See the Enter Payment Method Screen for more information about multi-pay type orders.

Alternate currency pricing

You can enter or review the card amount in the alternate currency by pressing F10 if the order is associated with an alternate currency; see Customer Service Chapter 12: Using Alternate Currency Pricing.

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

Authorization #

A code that indicates that the amount to charge for this card has been authorized manually or through an authorization service.

You can pre-authorize a credit card by entering an authorization number in the Authorization # field; however, you must also enter a value in the Amount field.

Enter a code in this field to pre-authorize the credit card when you do not use an authorization service to evaluate and approve your credit card orders

Secured feature:

The ability of a user or user class to enter an authorization code manually for an order is controlled by the secured feature C/C Authorization Field Access (A25).

If you use an authorization service, the system updates this field when an authorization is received.

Alphanumeric, 16 positions; optional.

Authorization date

The date when this payment method was authorized manually or by an authorization service.

You must enter an authorization date if you entered an authorization number in the Authorization# field.

If you use an authorization service, the system updates this field when an authorization is received.

Numeric, 6 positions (MMDDYY format); optional.

Card security value

The credit card’s security value. Authorization services use card security identification to help reduce fraud by verifying that the credit card is present at the point of sale and to ensure that the credit card data from the transaction matches the data stored by the authorization service for that card.

The card security value and card security presence are used for the processing of Paymentech’s VISA, Discover, MasterCard, and AMEX online authorization transactions only; the card security value and presence are informational-only for every other credit card transaction. The card security response received for the Paymentech authorization is stored in the Vendor response 2 field in the Authorization History file. Note: The system removes the card security value from an order when the order is accepted, even if an approved online authorization has not been received on the order. Card security processing is not available during batch authorization or deposit processing.

American Express: The card security value, or CID (card identification number), is a 4-digit number imprinted, not embossed, on an American Express credit card. The card security value is above and to the right of the imprinted credit card number on the front of the card.

Discover: The card security value, or CID (card identification number), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

VISA: The card security value, or CVV2 (card verification value), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

MasterCard: The card security value, or CVC2 (card validation code), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

 

Requiring a card security value: The system looks at the CC Deposit Level II Bin file (CCBINR) to determine whether a card requires a card security value.

If the card number falls within a card number range in the CC Deposit Level II Bin file, the system looks at the setting of the Require card security field for the card range.

• If the Require card security field for the card range is N or blank, the system does not require a card security value and defaults 9 (Value not on card) to the Card security presence field.

• If the Require card security field for the card range is Y, the system requires a card security value.

• If you enter a card security value, the system defaults 1 (Value is present) to the Card security presence field.

• If you do not enter a card security value, the system displays an error message: Card security value is required. This error message continues to display until you enter a card security value or enter 2 (Value on card, illegible) in the Card security presence field.

If the card number does not fall within a card number range in the CC Deposit Level II Bin file, the system does not require a Card security value and does not default any number to the Card security presence field.

For more information: See Credit Card Security Service (CID, CVV2, CVC2).

Numeric, 4 positions; optional.

Card security presence

Indicates to the authorization service whether a card security value (CID, CVV, CVC) is present on the credit card. If a card security presence exists for the credit card payment method, the authorization service performs card security identification.

Valid values:

1 Value is present = card security value is present on the credit card.

2 Value on card, illegible = card security value is present on the credit card, but is illegible.

9 Value not on card = card security value is not present on the credit card.

If you enter 1 in this field and do not enter a number in the Card security value field, an error message indicates: Card security value is required.

If you enter 2 or 9 in this field and a number is defined in the Card security value field, an error message indicates: Card security value must be blank.

See Credit Card Security Service (CID, CVV2, CVC2).

Alphanumeric, 1 position; optional.

Issue #

An incremental issue number which some banks assign when they replace a card, such as a debit card, because it is lost or stolen. It is important to enter the issue number exactly as it appears on the card. For example, an issue number of 0 is different from an issue number of 00, and an issue number of 1 is different from an issue number of 01.

Required? An issue number may be required, based on the setting of the Require issue # field for the pay type. If it is required and you do not enter an issue number, an error message indicates:

Credit card issue# () is not valid.

Note: An entry of 00 (two zeros) is not considered a valid issue number.

Alphanumeric, 2 positions; required or optional based on the Require issue # flag for the pay type.

Start date

The month and year when the card becomes effective.

Required? The Require start date flag for the pay type controls whether the start date is required for the pay type. If the start date is required but not entered, an error message indicates:

Credit card start date (0) is not valid.

Even if you require a start date for a pay type, the system does not validate that the start date is on or before the current date. Typically, if your authorization service requires a start date for this pay type, the service would validate that the start date has passed.

Numeric, 4 positions (MMYY format): required or optional based on the Require start date flag for the pay type.

Charge sequence

The order in which the system should charge each pay type when the customer uses more than one payment method. This value defaults to 2 for a stored value card, or 3 for any other type of credit card. See Determining the Charge Sequence for more information.

Numeric, 2 positions; required.

Pay plan (Deferred or installment payment plan)

A code representing a deferred or installment payment plan. Only credit cards whose Card type is C card are eligible for payment plans.

If the operator does not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only.

See Assigning a Payment Plan to the Order for more information on how the system determines the payment plan to assign to an order.

Payment plans are defined in and validated against the Flexible Payment Option file. See System Operations Chapter 67: Working with Flexible Payment Options (WFPO).

Alphanumeric, 5 positions; optional.

Step-by-step instructions:

1. Enter the credit card number in the Credit card # field.

2. Enter the date the credit card expires in the Expiration date field, using MMYY format.

3. Leave the Amount field blank if the credit card is the only payment method on the order or if the credit card serves as the “catch-all” pay type on a multi-pay type order.

4. Optionally, enter an authorization code in the Authorization # field to pre-authorize (manually authorize) the credit card. You must enter an associated dollar amount to authorize in the Amount field. The system updates this field if you use an authorization service to authorize this credit card.

5. If you entered an authorization number, enter the date (in MMDDYY format) when you authorized the credit card manually. The system updates this field if you use an authorization service to authorize this credit card.

6. Optionally, override the Charge sequence.

7. Optionally, enter the card security value and presence for the credit card if you wish to perform credit card security identification.

8. Press Enter to attach this payment information to the order. If the Use Tokenization field for the authorization service defined for the credit card pay type is Y, the system sends an XML message to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is set to Y and a token is not returned in the response message, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted.

Screen Option

Procedure

Enter or review the credit card amount in the alternate currency

Press F10 to advance to the Alternate Currency Override window if you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is set to Y). At this window you can enter or review the credit card amount in the alternate currency.

If you press F10 and the order is not associated with an alternate currency (the offer associated with the source code on the order header is in the local currency), an error message indicates: Alternate Currency Prompt not valid.

See Customer Service Chapter 12: Using Alternate Currency Pricing.

Perform an interactive balance inquiry against a stored value card payment method

Press F14.

The system interactively performs a stored value card balance inquiry; see Stored Value Card Balance Inquiry.

Iff you have not yet created the stored value card payment method on the order, an error message indicates: Must create pay method before Balance Inquiry.

If you select this option for a payment method other than stored value card, an error message indicates: Pay type not eligible for balance inquiry.

Enter Coupon/Credit For Window (Coupon/Credit Payment Type)

This window appears only for a default coupon or credit payment type:

Enter Coupon/Credit for:

Pay type . . . . : 12

COUPON

Coupon/credit# . .

Amount . . . .

Charge sequence . . . . 1

F10=AC override F12=Cancel

If there is a pre-billable item on the order: The window does not open if there is a pre-billable item on the order. See Pre Billed Amount Item (J72) for a discussion of pre-billing.

Field

Description

Pay type

A user-defined code that represents the method of payment on the order. Valid pay types are defined in and validated against the Pay Type file.

The paytype that appears at the top of this pop-up window represents a coupon or credit paytype.

Numeric, 2 positions; display-only, updated by the system.

Description (unlabeled field below the Pay type field)

A description associated with this payment method. For example, this field may contain the description COUPON/CREDIT when using a coupon payment type to charge the order.

Alphanumeric, 30 positions; display-only, updated by the system.

Coupon/credit#

The number assigned to the coupon or credit the customer is using as payment on the order.

You can leave this field blank when creating a coupon or credit for the customer on demand if the Dynamic Creation of Coupons (B21) system control value is set to Y.

Numeric, 5 positions; optional.

Amount

The total dollar value of the credit or coupon.

Alternate currency pricing

You can enter or review the coupon/credit amount in the alternate currency by pressing F10 if the order is associated with an alternate currency; see Using Alternate Currency Pricing.

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

Charge sequence

The order in which the system should charge each pay type when the customer uses several payment types. This value defaults to one.

Numeric, 2 positions; required.

Step-by-step instructions:

1. Optionally, enter the coupon or credit number in the Coupon/ Credit# field.

2. Enter the amount of the coupon or credit in the Amount field.

3. Optionally, override the Charge sequence field.

4. Press Enter to attach this payment information to the order; otherwise, press F12 to cancel this action. You return to the previous screen.

Screen Option

Procedure

Enter or review the coupon/credit amount in the alternate currency

Press F10 to advance to the Alternate Currency Override window if you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is set to Y). At this window you can enter or review the coupon/credit amount in the alternate currency.

If you press F10 and the order is not associated with an alternate currency (the offer associated with the source code on the order header is in the local currency), an error message indicates: Alternate Currency Prompt not valid.

See Customer Service Chapter 12: Using Alternate Currency Pricing.

Missing Purchase Order Window (Accounts Receivable Payment Type)

This window appears only for a default accounts receivable payment type:

Missing Purchase Order!

Order # . : 2386 - 001

PO# . . . .

A purchase order# is required

on all A/R pay type orders.

F3=Exit (no update)

Purchase order number: Each order with an accounts receivable payment type requires a purchase order number if the PO Required for A/R Orders (D79) field in the System Control file is set to Y. The purchase order number is an alphanumeric, 15-position field.

To complete this window, enter a purchase order number. The system verifies that this customer has not used this purchase order number already if the Verify Duplicate PO Numbers for A/R Orders (D80) field in the System Control file is set to Y.

Note: This window does not display if the PO Required for A/R Orders (D79) field in the System Control file is set to N.

Enter Direct Debit For Window (Direct Bank Disbursement Payment Type)

This window appears only for a default direct bank disbursement payment type. You can also display this window by entering 2 next to a direct bank disbursement payment method at the Enter Payment Method Screen, or by entering a direct bank disbursement payment method at the Work with Order/Recap Screen.

What is direct bank disbursement? Direct Bank Disbursement is a payment method in which the customer can pay for a purchase directly out of his or her bank account. When you add a direct bank disbursement payment method to an order, the system requires you to define the customer’s bank routing number and account number. The service bureau uses the bank routing number and account number to access the customer’s bank account in order to withdraw funds for payment of the order. A credit card number is not relevant for a Direct Bank Disbursement pay type, so the system defaults the Description of the Direct Bank Disbursement pay type to the Credit card number field.

Enter Direct Debit for:

Pay type 8

DIRECT BANK DISBURSEMENT

Routing # . . .

Account # . . .

Account type . . (C,S,X)

F12=Cancel

Field

Description

Pay type

A user-defined code that represents the method of payment on the order.

Valid pay types are defined in and validated against the Pay Type file.

See Accounts Payable Chapter 5: Working with Pay Types (WPAY).

The paytype that appears at the top of this pop-up window represents a direct bank disbursement pay type.

Numeric, 2 positions; display-only, updated by the system.

Routing #

The customer’s bank routing number, required to withdraw funds from the customer’s bank account.

An error message indicates if you do not define a routing number: Routing# is required for Direct Debit pay type.

An error message displays if the routing number length does not match the Card card length for the Direct Bank Disbursement pay type: Routing number length is not valid.

Numeric, 9 positions; required.

Account #

The customer’s bank account number, required to withdraw funds from the customer’s bank account.

An error message indicates if you do not define an account number: Account# is required for Direct Debit pay type.

Alphanumeric, 20 positions; required.

Account type

Identifies the type of bank account the customer’s funds are electronically withdrawn from when paying for an order using a direct bank disbursement pay type.

Valid values are:

C = Personal Checking

S = Personal Savings

X = Corporate Checking

The Require account type field for the pay type determines whether you must enter a value in this field.

• If the Require account type field for the pay type is set to Y, you must enter an account type.

• If the Require account type field for the pay type is set to N, the Account type field does not display on the Enter Direct Debit For window.

Note: If you are processing direct bank disbursements through Paymentech, you must define an account type.

Alphanumeric, 1 position; required if Require account type for pay type is selected.

For more information: See Processing Direct Bank Disbursements/Electronic Checks for an overview of direct bank disbursement and required setup.

Enter European Direct Debit Window (European Direct Debit Payment Type)

This window opens only for a valid European Direct Debit (Card type E) payment type. You can also display this window by entering 2 next to a European Direct Debit payment method at the Enter Payment Method Screen, or by entering a European Direct Debit payment method at the Work with Order/Recap Screen.

What is European Direct Debit? European Direct Debit is a payment method in which the customer can pay for a purchase directly out of his or her bank account. When you add a European Direct Debit payment method to an order, the system requires you to define the customer’s bank account number, bank sort number, and RIB number. The service bureau uses this information to access the customer’s bank account in order to withdraw funds for payment of the order. A credit card number is not relevant for a European Direct Debit pay type, so the system defaults the Account # to the Credit card number field.

Enter European Direct Debit

Pay type 18 ORBITAL EUROPEAN DIRECT DEBIT

Account #

Bank Sort:

RIB #

F12=Cancel

Field

Description

Pay type

A user-defined code that represents the method of payment on the order.

Valid pay types are defined in and validated against the Pay Type file.

See Working with Pay Types (WPAY).

The pay type listed at the top of this pop-up window represents a European Direct Debit pay type.

Numeric, 2 positions; display-only, updated by the system.

Account #

The customer’s bank account number, required to withdraw funds from the customer’s bank account.

An error message displays if you do not define an account number: Account# required.

Updates CC Account # in the Order Payment Method file.

Alphanumeric, 20 positions; required.

Bank Sort

The customer’s bank sort number. The Bank Sort Required? field on the Work with Pay Type Countries Screen determines whether a bank sort number is required for the country defined for the bill to address (or sold to address if a bill to is not defined) on the order.

An error message displays if a bank sort number is required for the bill to/sold to country: Bank Sort # required for pay type.

Updates Bank sort in the Order Payment Method file.

Alphanumeric, 10 positions; required based on Pay Type Country record.

RIB #

The customer’s RIB number, required to withdraw funds from the customer’s bank account.

An error message displays if a RIB number is required for the bill to/sold to country: RIB Code required for pay type.

Updates RIB Code in the Order Payment Method file.

Alphanumeric, 2 positions; required based on Pay Type Country record.

Telemarketing Specials Window

Purpose: If the Display Telemarketing Window in Order Entry (H02) system control value is selected, a telemarketing specials window opens when you press F9 after entering items at the Work with Order/Detail Screen. See Working with Telemarketing Specials for complete information on the windows you use to work with telemarketing specials in order entry.

If any of the Default Paytype Pop-up Windows open, the Telemarketing Specials window opens afterward.

This window does not open if you, for example, advance from the Work with Order/Detail screen to the Enter Payment Method Screen, and press F9 at this screen to accept the order.

Enter Payment Method Screen

Purpose: Use this screen at any time to enter the payment information.

Screen structure:

• The top of the screen displays the order number, the name of the customer who is placing the order, and the write-off amount that the customer has overpaid on previous orders that can be applied to the current order.

• The center of the screen displays the accumulated order total across all recipient orders and contains fields for you to specify payment information for any type of payment method, namely:

• Cash/check

• Credit card (including other card types)

• Coupon/credit

• A/R

• C.O.D.

• The bottom half of the screen displays the payment methods already attached on the order (either from entries to this screen or from entries to a default payment type pop-up window). You can change or delete any existing payment information on this screen.

How to display this screen: Press F15 on the Work with Order/Detail Screen or the Work with Order Lines Screen (Adding Items to the Order).

Note: This screen is also available when you enter orders in header format, and in order maintenance.

OER0574 DISPLAY Enter Payment Method 8/18/03 15:52:20

OE/OM KAB Co.

Ord#: 6685 Sld to: MIRANDA, BERNADETTE T WO$ 1221.05

------------------------------------------------------------------------------

Pay type: CC#: Exp date: Iss# Str date:

Auth #: Authorization date: Plan:

Ord Total Auth amt . . . : CSV : CSP :

30.00 Amount . . . . : Charge sequence . :

Pay bal Cash control # : Gift cert/coupon. :

30.00 Routing#/acct# : /

Check # . . . : Account type. . . : (C,S,X)

Non-alloc. bal : 30.00

------------------------------------------------------------------------------

Opt Type Description Amount Last4 Rsn Plan Chg Seq

2=Chg 4=Dlt 6=Auth on-line 7=Deact 8=Plan summary 14=Bal Inq 24=History

3 PAYMENTECH VISA .00 1443 CW 2

Card#: ************1443 Expires: 1212

F3=Exit F7=Conv w/o$ to pmt F8=Conv w/o$ to chrg F10=AC override F9=Accept

F11=Reject F12=Cancel F19=Acpt/add recipient F20=A/R CR pyment F22=Usr def opt

Field

Description

WO$ (Write-off dollars)

The accumulated amount of write-offs (overpayments minus underpayments) for this customer that can be used as payment on the current order when you press F7.

Displayed whether the customer's write-off balance is positive or negative.

The system issues a message if you press F7 when the write-off balance is 0 or negative: Cannot use as payment; write-off amount is zero or negative.

 

Applying Write-off Dollars as an Order Payment

If the resulting refund/balance due write-off value is positive, the WO$ field is on this screen and indicates the value that the customer can use as payment on the order.

Press F7 for the system to apply the entire amount of the refund/balance due write-off as payment on the order. The system adds an order payment method on the Payment Method screen using the payment type defined in the Default Cash Pay Type (C07) field in the System Control file.

The system issues a refund check for the customer if the addition of the write-off dollars to the order results in an overpayment.

 

Applying Write-off Dollars as Additional Charges

If the resulting refund/balance due write-off value is negative, the WO$ field is on this screen and indicates the value that you can apply to the order as an additional charge.

Press F8 for the system to apply the entire amount of the refund/balance due write-off as an additional charge on the order. The system uses the additional charge code from the Default Additional Charge Code (C45) field in the System Control file. This amount is added to the amount the customer owes for the current order. The system adds an additional charge to the Enter Additional Charges Window; the system converts the negative balance due amount to a positive charge on the order.

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

Pay type

A user-defined code for a method of payment on the order. Valid payment types are defined in and validated against the Pay Type file. See Accounts Payable Chapter 5: Working with Pay Types (WPAY).

The pay type code and description display on the lower portion of the screen for payment methods that you have already entered.

Assigning a Customer Bill To

The system creates a bill-to automatically for the order and uses the customer's name and address as the billing address when:

• You specify an A/R or C.O.D. payment type on the order.

• A billing account does not exist for the customer.

The bill-to created by the system is attached to the current order only. For A/R payment types, the system may create the bill-to customer with default values in the Credit limit and Terms fields, depending on the values in the Default Credit Limit for A/R Customers (D82) and Default A/R Payment Terms (D83) fields in the System Control file, while the value in the Allow Order for New Bill-to Without Order Hold (D84) controls whether the order goes on hold automatically.

Auto-Assign Pay Type

If the Allow Auto-Assign field for a pay category 2 pay type is set to Y, the system defaults the pay category 2 pay type to the order whose leading digits match the leading digits you enter in the Credit card number field for an order. See Allow Auto-Assignment of Pay Category 2 Pay Type for additional processing information.

Check Interface Pay Type

You can send check information to an outside service for verification by defining a check pay type in the Check Interface Payment Type (G26) system control value.

 

When you add the check interface payment method to an order, the system:

• requires entry of the Routing number, Checking account number, and Check number fields on this screen or the Enter Cash Control For Window (Cash/Check Payment Type).

• does not allow you to define a dollar amount for the payment method. If you try to enter a dollar amount, an error message indicates: A check amount cannot be entered prior to check interface download processing.

• does not allow you to enter a credit card, C.O.D., or A/R payment method to the order since you cannot define two payment methods on the order that have a blank dollar amount. If you try to add a C.O.D. or A/R payment method to the order, an error message indicates: The A/R or COD Pay type must be the only pay type with a blank amount.

• places the order on CI (check interface) hold.

• adds an additional charge to the order if an additional charge code has been defined in the Check Interface Additional Charge Code (G27) system control value.

Electronic Gift Certificate Paytype

If the credit card pay type you enter matches the pay type defined in the Electronic Gift Certificate Pay Type (G72) system control value, the credit card pay type represents an electronic gift certificate.

Enter the gift certificate number in the Credit card number field. The system validates the number you enter in this field against a gift certificate number in the Electronic Gift Certificate file.

 

• If the number you enter matches a gift certificate number in the Electronic Gift Certificate file, the Display Electronic Gift Certificate window opens, indicating the dollar amount remaining for the electronic gift certificate that you can apply to the order. At this window you can:

• press F7 to default the remaining dollar amount of the gift certificate to the Amount field on the order.

• exit the window and manually enter the gift certificate dollar amount you wish to apply to the order.

• leave the amount field blank to apply the remaining dollar amount to the order.

• If the number you enter does not match a gift certificate number in the Electronic Gift Certificate file, an error message indicates: Warning - No remaining $$ exist for this g/c number.

You can still use the electronic gift certificate as payment for the order even though the gift certificate number is invalid. Also, the system accepts the electronic gift certificate as payment even if you enter a dollar amount to apply to the gift certificate that exceeds the remaining dollar amount.

See Customer Service Chapter 124: Working with Electronic Gift Certificates (WEGC) for more information on setting up electronic gift certificates and a sample of the Display Electronic Gift Certificate window.

 

Online Cash Pay Type

The online cash pay type (the pay type defined in the Pay Type for Payment Processing (K16) system control value) allows a customer to pay with cash for an order using funds from his bank account. The online bill pay system notifies the customer when the online cash payment is ready to pay; the customer pay’s for the online cash payment using funds from his bank account. The online bill pay system notifies CWDirect that the customer has paid for the online cash payment so that CWDirect can fulfill and ship the order.

When you add an online cash pay type to an order, the system:

• validates that the online cash pay type is the only pay type on the order. Because the online cash pay type can be the only pay type on the order, leave the Amount field blank; the amount to charge the online cash pay type always matches the order total.

• validates the an email address is defined for the order. Typically, this is the primary email address defined for the sold to customer. The online bill pay service sends the electronic invoice (eBill) to the customer using this email address in order to notify the customer that the order is ready to be paid.

See Processing Online Cash Payments for more information.

 

European Direct Debit Pay Type

If the payment method you enter is European Direct Debit (a credit card pay type with the Card type set to E), the system validates that the country code on the bill to address (sold to address if a bill to is not defined) is a valid country for the pay type. An error message displays if the bill to/sold to country is not valid for the European Direct Debit pay type: Sold To Country not valid for European Direct Debit pay type. You can define the countries that are valid for a European Direct Debit pay type on the Work with Pay Type Countries Screen in Working with Pay Types (WPAY).

When you enter a valid European Direct Debit payment method, the system advances you to the Enter European Direct Debit Window (European Direct Debit Payment Type), where you can enter the customer’s bank account number, bank sort number, and RIB number.

Numeric, 2 positions; display-only, required.

Credit card #

The number of the credit card or stored value card used on the order.

All cards must be authorized, either manually or by a credit card authorization service.

The Scan Credit Card Accounts Screen opens if you press F4 on this field and you have defined the credit card pay type associated with the tape loaded from GECC in the Pay type field. This screen allows you to scan for the credit card number of the customer placing the order.

The credit card number is on the bottom half of the screen for credit card payment types that have already been added to the order unless the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature.

Credit card number format: If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number is in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Bin number validation: If bin numbers are defined for the pay type, the system validates that the card number begins with a valid bin number; see Work with Bin Numbers Screen. The system stores the first six digits of the actual credit card number in the Bin field in the Order Payment Method file in order to perform Level II and III Discounting on the card during deposit processing.

Bill Me Later: When the customer uses Bill Me Later, a credit card number is not relevant, so the system defaults the Description of the Bill Me Later pay type. See Bill Me Later Processing for an overview.

 

Direct Bank Disbursement: When the customer uses Direct Bank Disbursement, a credit card number is not relevant, so the system defaults the Description of the Direct Bank Disbursement pay type. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

Tokenization: If the Use Tokenization field for the authorization service defined for the credit card pay type is Y, the system sends an XML message to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is set to Y and a token is not returned in the response message, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted.

Last four: The system stores the last four digits of the actual credit card number in the Last 4 field in the Order Payment Method file in order to verify the card with the customer.

Alphanumeric, 20 positions; required.

Expiration date

The date (in MMYY format) up until which a credit card is valid. For example, enter 1206 if the credit card expires in December of 2006.

The Require expiration date flag for the pay type controls whether this field is a required entry.

The expiration date is on the bottom half of the screen for credit card payment types that have already been added to the order unless the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature.

Numeric, 4 positions; required or optional, based on the Require expiration date flag for the pay type.

Issue #

An incremental issue number which some banks assign when they replace a credit card, such as a debit card, because it is lost or stolen. It is important to enter the issue number exactly as it appears on the card. For example, an issue number of 0 is different from an issue number of 00, and an issue number of 1 is different from an issue number of 01.

Required? An issue number may be required for a credit card or debit card, based on the setting of the Require issue # field for the pay type. If it is required and you do not enter an issue number, an error message indicates: Credit card issue# () is not valid.

Note: An entry of 00 (two zeros) is not considered a valid issue number.

The issue number is a valid entry only for a credit card payment method, such as a debit card.

Alphanumeric, 2 positions; required or optional based on the Require issue # flag for the pay type.

Start date

The month and year when a credit or debit card becomes effective.

Required? The Require start date flag for the pay type controls whether the start date is required for a credit card pay type. If the start date is required but not entered, an error message indicates:

Credit card start date (0) is not valid.

The start date is a valid entry only for a credit card payment method, such as a debit card.

Even if you require a start date for a pay type, the system does not validate that the start date is on or before the current date. Typically, if your authorization service requires a start date for this pay type, the service would validate that the start date has passed.

Numeric, 4 positions (MMYY format): required or optional based on the Require start date flag for the pay type.

Pay plan code (Deferred or installment payment plan code)

A code that represents the deferred or installment payment plan you wish to assign to this order. An order is eligible for a payment plan only if it uses a credit card whose Card type is C (credit card) rather than, for example, a stored value card. See Types of Credit Cards for more information.

Displayed only if the Deferred and Installment Billing (F51) system control value is set to Y.

If an operator does not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only.

An error message indicates if an operator enters a payment plan code and the order is not eligible.

See Assigning a Payment Plan to the Order on how the system determines the payment plan to assign to the order.

Payment plans are defined in and validated against the Flexible Payment Option file. See System Operations Chapter 67: Working with Flexible Payment Options (WFPO).

Alphanumeric, 5 positions; optional.

Authorization #

A code that indicates that the amount to charge for this credit card payment type has been authorized manually or through a credit card authorization service.

You can preauthorize a credit card by entering an authorization number in the Authorization # field; however, you must also enter a value in the Amount field.

Enter a code in this field to preauthorize the credit card when you do not use an authorization service to evaluate and approve your credit card orders

Secured feature

The ability of a user or user class to enter an authorization code manually for an order is controlled by the secured feature C/C Authorization Field Access (A25).

If you use an authorization service, the system updates this field when an authorization is received.

Alphanumeric, 16 positions; optional.

Authorization date

The date when this payment method received an authorization manually or by an authorization service.

You must enter an authorization date if you entered an authorization number in the Authorization# field.

If you use an authorization service, the system updates this field when an authorization is received.

Numeric, 6 positions (MMDDYY format); optional.

Ord total

The sum of all charges on the order, including: merchandise, freight, additional freight, tax, handling and additional charges.

Numeric, 11 positions with a 2-place decimal; display-only, updated by the system.

Auth amt

The amount you wish to manually authorize for this credit card.

Numeric, 10 positions with a 2-place decimal; required.

CSV (card security value)

The credit card’s security value. Authorization services use card security identification to help reduce fraud by verifying that the credit card is present at the point of sale and to ensure that the credit card data from the transaction matches the data stored by the authorization service for that card.

The card security value and card security presence are used for the processing of Paymentech’s VISA, Discover, MasterCard, and American Express online authorization transactions only; the card security value and presence are informational-only for every other credit card transaction. The card security response received for the Paymentech authorization is stored in the Vendor response 2 field in the Authorization History file. Note: The system removes the card security value from an order when the order is accepted, even if an approved online authorization has not been received on the order. Card security processing is not available during batch authorization or deposit processing.

American Express: The card security value, or CID (card identification number), is a 4-digit number imprinted, not embossed, on an American Express credit card. The card security value is above and to the right of the imprinted credit card number on the front of the card.

Discover: The card security value, or CID (card identification number), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

VISA: The card security value, or CVV2 (card verification value), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

MasterCard: The card security value, or CVC2 (card validation code), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

 

Requiring a card security value: The system looks at the CC Deposit Level II Bin file (CCBINR) to determine whether a card requires a card security value.

If the card number falls within a card number range in the CC Deposit Level II Bin file, the system looks at the setting of the Require card security field for the card range.

• If the Require card security field for the card range is N or blank, the system does not require a card security value and defaults 9 (Value not on card) to the Card security presence field.

• If the Require card security field for the card range is Y, the system requires a card security value.

• If you enter a card security value, the system defaults 1 (Value is present) to the Card security presence field.

• If you do not enter a card security value, the system displays an error message: Card security value is required. This error message continues to display until you enter a card security value or enter 2 (Value on card, illegible) in the Card security presence field.

If the card number does not fall within a card number range in the CC Deposit Level II Bin file, the system does not require a Card security value and does not default any number to the Card security presence field.

For more information: See Credit Card Security Service (CID, CVV2, CVC2).

Numeric, 4 positions; optional.

CSP (card security presence)

Indicates to the authorization service whether a card security value (CID, CVV, CVC) is present on the credit card. If a card security presence exists for the credit card payment method, the authorization service performs card security identification.

Valid values:

1 Value is present = card security value is present on the credit card.

2 Value on card, illegible = card security value is present on the credit card, but is illegible.

9 Value not on card = card security value is not present on the credit card.

If you enter 1 in this field and do not enter a number in the Card security value field, an error message indicates: Card security value is required.

If you enter 2 or 9 in this field and a number is defined in the Card security value field, an error message indicates: Card security value must be blank.

See Credit Card Security Service (CID, CVV2, CVC2).

Alphanumeric, 1 position; optional.

Amount

The total dollar value of this payment type.

When to enter an amount?

Enter a value in this field for cash/check and coupon/credit payment types. If the amount you enter is less than the order total, an error message indicates: Order total not equal to paid amount.

Enter a value in this field if using a credit card that is not the only form of payment on the order and another payment type is used as the “catch- all” payment type. See Pay Type Editing for more information.

 

When to leave this field blank?

Leave this field blank:

• when entering an A/R or C.O.D. payment type.

• when entering a check interface payment type.

• when the customer is using only this credit card (including other card types) to pay for the order (the system charges this credit card the total amount due on the order).

• for one credit card payment type if the customer is using multiple payment methods on the order (the system charges the credit card the outstanding balance that is not charged to other payment types).

The system issues a message for you to delete the value in this field if:

• The customer is using only this credit card to pay for the order, and

• You accept the order by pressing F9 or F19, and

• The dollar amount is insufficient to cover the order.

When this value defaults

The amount associated with a cash/check payment type appears automatically when you enter a valid cash control number and the Allow Dynamic Creation of Cash Control Numbers (B20) system control value is set to Y.

“Catch-all” payment types

A “catch-all” payment type is a payment type that is charged the outstanding balance on an order when the customer is using several payment methods on the order. You can identify a payment type as the “catch-all” payment type by leaving the Amount field blank.

 

You can use these payment methods as the “catch-all” payment type:

• Credit card (including other card types)

• C.O.D.

• A/R

• the check pay type defined in the Check Interface Payment Type (G26) system control value.

You can identify only one payment type on the order as the “catch-all” payment type.

The system always uses the C.O.D. or A/R payment type as the “catch-all” payment type when it is present on the order. You must enter a value in the Amount field for every other payment type on the order except the C.O.D. or A/R payment type.

You cannot identify a cash/check or a coupon/ credit payment type as the “catch-all” payment type, because the customer drafts the check or the system issues a coupon or merchandise credit for a specific amount. A “catch-all” payment type, however, is charged whatever amount is not charged to other payment types on the order. This is an open- ended payment type to “catch” the customer underpayment, charge the balance, and avoid a balance due situation.

Alternate currency pricing

You can enter the pay type amount in the alternate currency by pressing F10 if the order is associated with an alternate currency; see Customer Service Chapter 12: Using Alternate Currency Pricing.

Numeric, 9 positions with a 2-place decimal; entry requirements depend on payment type.

Chg seq (Charge sequence)

The order in which the system should charge each pay type when the customer uses several payment types. This value defines when each payment type is billed by the system as merchandise is shipped. See Determining the Charge Sequence for more information.

The lower portion of the screen displays the charge sequence for each entered payment method on the lower portion of the screen.

Numeric, 2 positions; required.

Pay bal (Payment balance)

The amount remaining to charge on an order. The system uses this calculation to determine the payment balance: order total - total order payments = payment balance

This field represents the amount charged to the catch all pay type on a multi-paytype order.

Example:

The order total = 100.00

Pay type 1 = 45.00

Pay type 2 = 15.00

Pay type 3 (catch all) = 0.00

100.00 - 60.00 = 40.00 (this is the amount charged to the catch all pay type).

This amount is a negative value if the customer overpays or a return or exchange is performed.

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

Cash control #

The control number assigned to a cash/check payment type and corresponding mail or fax order. You or your Accounting department stamp this number on the check and the order form to establish a link between the payment received and the order placed.

In Batch Order Entry, the cash control number is used as a control mechanism to ensure that the order entered equals the amount tendered on the check. See Part B: Entering Batched Orders.

The cash control number allows you to track the check and the order through the system to ensure that:

• There is a permanent record of the check.

• There is a link between the order form and the prepayment method.

• The amount drafted on the check equals the order totals on the system.

System Control Value

The Allow Dynamic Creation of Cash Control Numbers (B20) system control value determines whether you can define a cash control number for a check payment type during Order Entry. If this value is set to Y, you can enter the cash control number and the amount of the check.

If this value is set to N, you must enter the cash control number. The system validates your entry and displays the associated check amount if it is valid; otherwise, the system issues an error message.

The cash control number is displayed on the lower portion of the screen for cash/check payment methods that you have already entered.

Numeric, 5 positions; required.

Gift cert/coupon

The number assigned to the coupon or credit payment type that is being redeemed by the customer as payment on an order.

You can leave this field blank when creating a coupon or credit for the customer on-demand if the System Control value, Dynamic Creation of Coupons (B21) is set to Y, unless the system control value Require Gift Certificate/Coupon Number (G75) is also set to Y.

The gift certificate or coupon number is on the lower portion of the screen for coupon or credit payment methods that you have already entered.

Numeric, 5 positions; optional.

Routing #

Check Interface payment: An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a routing number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Routing Number is required for check interface payment types.

Direct Bank Disbursement payment: The customer’s bank routing number, required to withdraw funds from the customer’s bank account to pay for the purchase.

• An error message indicates if you do not define a routing number for a Direct Bank Disbursement pay type: A Routing Number is required for Direct Disbursement card type.

• An error message indicates if the routing number length does not match the Card card length defined for the Direct Bank Disbursement pay type: Routing number length is not valid.

See Processing Direct Bank Disbursements/Electronic Checks for an overview.

An error message indicates if you enter a routing number for a pay type that does not represent pay category 1 (cash/check): A routing number cannot be entered for this pay type.

Alphanumeric, 9 positions; optional.

Account #

Check Interface payment: An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Checking account number is required for check interface payment types.

Direct Bank Disbursement payment: The customer’s bank account number, required to withdraw funds from the customer’s bank account to pay for the purchase. An error message indicates if you do not define a bank account number for a Direct Bank Disbursement pay type: Account Number is required for Direct Disbursement card type. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

An error message indicates if you enter an account number for a pay type that does not represent pay category 1 (cash/check) or Direct Bank Disbursement: A checking account number cannot be entered for this pay type.

Alphanumeric, 20 positions; optional.

Check #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A check number is required for check interface payment types.

An error message indicates if you enter a routing number for a pay type that does not represent pay category 1 (cash/check): A routing number cannot be entered for this pay type.

Numeric, 6 positions; optional.

Account type

Identifies the type of bank account the customer’s funds are electronically withdrawn from when paying for an order using a direct bank disbursement pay type.

Valid values are:

• C = Personal Checking

• S = Personal Savings

• X = Corporate Checking

The Require account type field for the pay type determines whether you must enter a value in this field.

• If the Require account type field for the pay type is set to Y, you must enter an account type.

• If the Require account type field for the pay type is set to N, the Account type field is not included on the Enter Direct Debit For Window (Direct Bank Disbursement Payment Type).

Note: If you are processing direct bank disbursements through Paymentech, you must define an account type.

Alphanumeric, 1 position; required if Require account type for pay type is selected.

Non-alloc. bal (Non-allocated balance)

The balance of the order total that does not currently have an A/R credit balance flagged to apply as payment.

A figure appears here only if:

• the Allow A/R Credits as Payments (E81) system control value is set to Y,

•the sold-to customer is associated with a bill-to customer,

• there are credit open items available to the bill-to customer account; and

• there is not a credit balance on the current order.

Why is this balance listed?

In this situation, you have the option of selecting open A/R credit open items to apply as payment against the order. The non-allocated balance on the order is calculated as: Order total - Total amount of A/R credit open items allocated as payment on the order

The non-allocated balance does not reflect the amount of any other payment method being applied against the order. For example, if you entered a check in the amount of $20.00 as a payment method, the non-allocated balance would not be reduced by $20.00.

How to use A/R credits as payment?

You use the Select A/R Credit Open Item Window (Using A/R Credits as Payments) to select A/R credits to allocate as payment against the order.

 

Note: This balance is negative if the total amount of allocated credits is greater than the order total. The system does not prevent you from “overallocating” for the order; however, the entire dollar total of all allocated credits is unavailable for allocation to other orders until the order in which they are allocated is billed or canceled.

How might you use this information?

If a customer would like to allocate any available A/R credits toward the order and use a credit card for the balance, you could refer to this field to determine the payment amount to apply to the credit card.

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

Ord discount (Order discount)

The total discount applied to the order across all ship to customers. 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: Included only if the Display Discount on Order Recap Screen (D38) system control value is set to Y.

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

Last4

The last four positions of the credit card number. Stored in the CC Last 4 field in the Order Payment Method file.

If you use credit card encryption, the system does not encrypt the value in this field.

Alphanumeric, 4 positions; display-only.

When you complete this screen: When you complete the Enter Payment Method Screen, you have identified how the customer pays for the order, either by using a single payment type or by using a valid combination of payment types.

At this point, you can:

• Press F3 or F12 to return to the previous screen to review the order or add additional item, customer or order information, or

• Press F9 to accept the order or F19 to accept the order and add a recipient order if you have added all items to the order

• Press F11 to reject the order.

Screen Option

Procedure

Change a payment method

Enter 2 next to the payment method to change it. See Rules for Pay Type Combinations.

Delete a payment method

Enter 4 next to the payment method to delete it. See Rules for Pay Type Combinations.

Deactivate a credit card payment method

Enter 7 next to the credit card payment method to deactivate it. See Rules for Pay Type Combinations.

Perform online credit card authorization against a credit card payment method

If the order is eligible for online authorization, the system automatically performs online credit card authorization when you accept the order; see Accepting or Rejecting the Order for more information on performing online credit card authorization during order entry.

You receive an error message if you enter 6 next to the payment method during order entry: Option is valid only in Order Maintenance.

Review the payment plan assigned to the order

Enter 8 next to a credit card payment method to advance to the Display Payment Plan Summary Screen.

Review order payment history for this order

Enter 24 next to the payment method to advance to the Display Order Payment History Screen.

Apply the positive write-off balance in the WO$ field as payment to the order, using the value in the Default Cash Pay Type (C07) field in the System Control file.

Press F7.

Apply the negative write-off balance in the WO$ field as an additional charge on the order, using the value in the Default Additional Charge Code (C45) field in the System Control file.

Press F8.

Accept, validate, and process the order.

Press F9; see Accepting or Rejecting the Order.

Enter the pay type amount in the alternate currency

Press F10 to advance to the Alternate Currency Override window if you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is set to Y). At this window you can enter the pay type amount in the alternate currency. The calculated local amount is in the Amount field.

An error message indicates if you press F10 and the order is not associated with an alternate currency (the offer associated with the source code on the order header is in the local currency): Alternate Currency Prompt not valid. See Customer Service Chapter 12: Using Alternate Currency Pricing.

Reject (cancel) the order

Press F11; see Accepting or Rejecting the Order.

Add a recipient order

Press F19; see Chapter 11: Adding a Recipient Order.

Note: You first advance to the Work with Order/Recap Screen if the Display Order Recap (A75) system control value is set to Y.

Note: You cannot enter a recipient order if all of the items on the current order are flagged for store fulfillment. Instead, an error message indicates: Cannot add recipient for store fulfillment order. See Merchandise Locator and Store Fulfillment API through .NET for more information.

Advance to the Select A/R Credit Open Item pop-up window

Press F20 to advance to the Select A/R Credit Open Item Window (Using A/R Credits as Payments).

Scan Credit Card Accounts Screen

Purpose: Use this screen to scan for the credit card account the customer wishes to use as payment for the order. This screen contains credit card information for customers with a specific pay type credit card account, such as a house charge account. This screen is helpful if a customer wishes to use the credit card to pay for the order but does not know the credit card number.

In order to view credit card accounts on the Scan Credit Card Accounts screen, you must first:

• Load a tape provided by GECC containing the credit card accounts onto your system

• Associate a credit card pay type with the Credit Card Account file.

See Accounts Payable Chapter 12: Loading the Credit Card Account File (LCCA) for more information on loading the credit card accounts and defining the pay type associated with the Credit Card Account file.

Credit card number format: If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number is in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Note: Depending on the user’s authority to credit card information, the system writes a record to the Credit Card Audit file when this screen is displayed.

How to display this screen: Enter the pay type associated with the Credit Card Account file in the Pay type field and pressing F4 on the Credit card number field on the:

Work with Order/Recap Screen

Enter Payment Method Screen

An error message indicates if you press F4 on the Credit card number field and a pay type associated with the house charge has not been defined in the Pay type field: Prompt not valid for this field.

.

OER0986 DISPLAY Scan Credit Card Accounts 3/09/98 11:32:42

The KL Mail Order Company

Opt Postal Code Name Address CC Account No.

********

Type options, press Enter.

1=Select 5=Display

01581 BREW 1 PINE JAMES BREWSTER ************1443

1 PINECREST DR WESTBORO MA

34110 BRID UNIT 1 J BRIDGERS ************1554

UNIT 1001 445 DOCKSIDE DR NAPLES FL

44111 BRIG 16525 WILLIAM BRIGGS ************4487

16525 PILGRIM AVE CLEVELAND OH

10017 BROO 346 MA M&S BROOKS BROS ************1332

346 MADISON AVE NEW YORK NY

21201 BROS 8 CHAR CAROLE BROSSO ************1567

8 CHARLES PLZ BALTIMORE MD +

F3=Exit F12=Cancel

Field

Description

Postal code

The postal code or zip code for a customer with this credit card account. Credit card accounts for customers living in foreign countries contain a postal code of 00000.

Alphanumeric, 10 positions; optional.

Name

The first 4 positions of the customer's last name. Enter a full or partial last name to display credit card accounts containing last names starting with your entry.

Alphanumeric, 4 positions; optional.

Address

The first 6 positions of the customer's street address.

Alphanumeric, 6 positions; optional.

CC account no.

The credit card number of a customer's account.

If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number is in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Numeric, 20 positions; display-only.

Screen Option

Procedure

Select a credit card account

Enter 1 next to a credit card account.

Display a credit card account

Enter 5 next to a credit card account to display it.

Assigning a Payment Plan to the Order

Purpose: A payment plan allows you to pay for the order at a later date.

There are 2 types of payment plans:

• deferred

• installment

Deferred payment plans are payment plans that allow a customer to pay at a late date, for example, Payment due on January 1st or can be a rolling date, for example, Payment due in 30 days.

Installment payment plans are payment plans that allow a customer to pay a specific amount of the payment each month. The date the payment is due can be a fixed day of the month, for example, Installments due on the 25th of each month, or based on a specific interval, for example, Installments due in 30 day intervals.

Determining eligible orders: The system determines whether an order is eligible for a deferred or installment payment plan based on this information:

• The Deferred and Installment Billing (F51) system control value is set to Y.

• The order date is within the starting date and ending date defined for the payment plan. For example, if the starting date for the payment plan is 09/01/98 and the ending date is 09/30/98, the order date must be within the month of September.

• The order does not contain an item that is excluded from deferred and installment payment plans (the Exclude FPO field for the item is set to Y). For example, if the Exclude FPO field for the item BX984 is set to Y, and the order contains this item, the entire order is excluded from deferred and installment payment plans.

• The source code on the order header is excluded from deferred and installment payment plans (the Exclude FPO field for the source code is set to Y). For example, if the Exclude FPO field for the source code A102 is set to Y and this source code is defined on the order header, the entire order is excluded from deferred and installment payment plans.

• The order meets the minimum dollar amount requirement defined for the payment plan. For example, if the Minimum amount field for the payment plan is set to $50.00, the order total must be equal or greater than $50.00 in order to be eligible for this payment plan.

• The order meets the pay type requirement defined for the payment plan. For example, if the Pay type field for the payment plan is set to 04 (VISA), the method of payment on the order must be a VISA credit card in order to be eligible for this payment plan.

Note: Only credit cards whose Card type is C(credit card) are eligible for payment plans. For example, you cannot apply a payment plan to a stored value card or Bill Me Later pay type.

Setting up a payment plan: These fields in the Flexible Payment Option file determine how an eligible payment plan is assigned to an order.

Is the payment plan automatically applied to the order? If the Auto apply field for the payment plan is set to:

1 (auto apply), the system automatically applies the most eligible payment plan to the order.

2 (no auto apply), the system does not automatically apply a payment plan to the order. You can apply a payment plan to the order by entering Y in the Pay plan field on the Work with Order/Recap Screen, entering a payment plan code in the Pay plan field on the Enter Payment Method Screen, or by selecting a payment plan from the Select Payment Plan Window.

3 (prompt), the system advances you to the Select Payment Plan Window where you can select a payment plan to apply to the order.

 

Note: In order to make payment plan selection easier, each payment plan should have the same Auto apply setting.

Is the payment plan viewable in order entry and order maintenance? If the View in oe/om field for the payment plan is set to Y, the plan is indicated in the Select Payment Plan Window. If this field is set to N, the plan is not indicated in the Select Payment Plan pop-up window; however, you can still apply this plan to the order by entering the code in the Pay plan field. The system also displays the primary payment plan in this window regardless of the setting of this field.

Do you advance to the Display Payment Plan Summary Screen? If the Display summary field for the payment plan is set to Y, the system advances you to the Display Payment Plan Summary when a payment plan is assigned to the order. If this field is set to N, the system does not advance you to the Display Payment Plan Summary Screen, but you can display this screen upon request by using option 8 on the Enter Payment Method Screen.

For more information: See System Operations Chapter 65: Deferred/Installment Billing Overview for an overview on deferred and installment payment plans and how to set up payment plans.

Payment plan processing:

Determining the Primary Payment Plan

Once the system determines which payment plans are eligible to assign to the order, the system must then determine the primary payment plan for the order. The primary payment plan is the plan that is most appropriate for the order based on the information defined for the payment plan and the information defined for the order.

The system uses this hierarchy to determine the primary payment plan for the order:

The payment plan is set to automatically apply to the order. The system automatically applies a payment plan to the order if the Auto apply field in the Flexible Payment Options file is set to 1 (automatically apply). If more than one payment plan is set to automatically apply, the system uses this hierarchy to determine the primary payment plan.

The payment plan is assigned to a source code. A payment plan is defined in the Flexible payment code field for the source code defined on the order.

An item on the order is defined for the payment plan and the order meets the dollar amount required. An item is defined in the Item field in the Flexible Payment Option file and the order meets the minimum dollar amount defined in the Minimum amount field in the Flexible Payment Option file.

An item on the order is defined for the payment plan. An item is defined in the Item field in the Flexible Payment Option file.

The offer on the order is defined for the payment plan and the order meets the dollar amount required. The offer associated with the source code on the order header is defined in the Offer field in the Flexible Payment Option file and the order meets the minimum dollar amount defined in the Minimum amount field in the Flexible Payment Option file.

The offer on the order is defined for the payment plan. The offer associated with the source code on the order is defined in the Offer field in the Flexible Payment Option file.

The pay type on the order is defined for the payment plan and the order meets the dollar amount required. The pay type defined on the order is defined in the Pay type field in the Flexible Payment Option file and the order meets the minimum dollar amount defined in the Minimum amount field in the Flexible Payment Option file.

The pay type on the order is defined for the payment plan. The pay type defined on the order is defined in the Pay type field in the Flexible Payment Option file.

The dollar amount on the order meets the minimum dollar amount required. The total dollar amount on the order is equal to or greater than the dollar amount defined in the Minimum amount field in the Flexible Payment Option file.

If more than one payment plan meets the same qualifications, the system then determines which payment plan is the primary plan based on:

The payment plan is the first eligible plan in descending starting date sequence.

The payment plan is the first alphanumerically.

Select Payment Plan Window

Purpose: Use this window to assign a payment plan to the order. This window lists all payment plans that are eligible for this order and are set up to:

• prompt in order entry (the Auto apply field in the Flexible Payment Option file is set to 3) and as viewable in order entry (the View in oe/om field in the Flexible Payment Option file is set to Y).

• not automatically apply in order entry (the Auto apply field in the Flexible Payment Option file is set to 2) and as viewable in order entry (the View in oe/om field in the Flexible Payment Option file is set to Y).

 

Note: The primary payment plan is indicated in this window regardless of the value defined in the View in oe/om field.

How to display this screen:

• enter a credit card payment type for the order on the Enter Payment Method Screen or Work with Order/Recap Screen if the Auto apply field for the payment plan is set to prompt.

• press F4 on the Pay plan field on the Enter Payment Method Screen or Work with Order/Recap Screen

Select Payment Plan

Opt Plan Description D/I

1=Select

Primary Plan

DBBQ DEFERRED 30 DAYS FOR OFFER BBQ D

Other Qualifying Plans

D3898 DEFERRED BILLING FOR 30 DAYS D

D0199 DEFERRED BILLING UNTIL JANUARY 1999 D

I2330 2 INSTALLMENTS IN 60 DAY INTERVALS I

I3330 3 INSTALLMENTS IN 30 DAY INTERVALS I

F3=Exit

Field

Description

Plan (Payment plan)

The code for a payment plan that is eligible for this order.

Payment plans are defined in and validates against the Flexible Payment Option file.

Alphanumeric, 5 positions; display-only.

Description

The description of the payment plan.

Alphanumeric, 40 positions; display-only.

D/I (Deferred or installment payment plan)

A code that indicates whether this payment plan is a deferred payment plan or an installment payment plan.

Valid values are:

D = This is a deferred payment plan.

I = This is an installment payment plan.

Alphanumeric, 1 position; display-only.

Primary plan

The most appropriate payment plan for this order. The system determines the primary payment plan based on this hierarchy:

• payment plan is set to automatically apply

• source code

• item and dollar amount

• item

• offer

• offer and dollar amount

• offer

• pay type and dollar amount

• pay type

• dollar amount

• descending starting date sequence

• alphanumerically by payment plan code

See Assigning a Payment Plan to the Order for more information on how the system determines which payment plan is the most appropriate for the order.

Primary payment plan code: Alphanumeric, 5 positions; display-only.

Primary payment plan description: Alphanumeric, 40 positions; display-only.

Other qualifying plans

The payment plans that are eligible for this order, but are not the primary payment plan. The system lists the other qualifying payment plans is alphanumeric order.

An error message indicates if you select a payment plan other than the primary payment plan and you are not authorized to the Override Deferred and Installment Billing Options (A81) secured feature:

 

Not authorized to override payment plan.

 

Qualifying payment plan code: Alphanumeric, 5 positions; display-only.

Qualifying payment plan description: Alphanumeric, 40 positions; display-only.

Display Payment Plan Summary Screen

Purpose: Use this screen to review information related to the payment schedule, such as the billing date if the plan is deferred or the amount due at each installment if the plan is an installment, for the payment plan assigned to the order.

How to display this screen:

• the payment plan assigned to the order is set up as Display summary = Y.

• the operator enters 8 next to a payment method on the Enter Payment Method Screen. An error message indicates if you enter 8 next to a payment method and a payment plan has not been assigned to the order:

 

Pay method is not associated with any payment plan.

OER1055 DISPLAY Display Payment Plan Summary 8/06/98 15:46:25

The KL Mail Order Company

Order# . . . . . . : 2851

Pay type . . . . . . . . : 4 VISA

Payment plan . . . . . : I1330 INSTALLMENT 3 PAYMENTS IN 30 INTERVALS

Sold to . . . . . . . . . . : MIRANDA, BERNADETTE T

# Days for deferral . . : 0

Deferred bill date :

Fix date for deferral :

Order total . . : 30.00

Installment amount: 10.00

# of installments . . . : 3

Installment interval . . : 30

Installment dates : 8/04/98 9/03/98 10/03/98

Fixed installment day . : 0

Expiration Date . . : 10/01/98

F3=Exit F12=Cancel

Field

Description

Order #

The order number associated with this payment plan.

Numeric, 8 position; display-only.

Pay type

The pay type code and description associated with the payment plan and order. You can only assign a payment plan to an order containing a credit card as the method of payment. See Assigning a Payment Plan to the Order.

Pay types are defined in and validated against the Pay Type file.

Pay type code: Numeric, 2 positions; display-only.

Pay type description: Alphanumeric, 30 positions; display-only.

Payment plan

The payment plan code and description assigned to this order.

Payment plan codes are defined in and validated against the Flexible Payment Option file. See System Operations Chapter 67: Working with Flexible Payment Options (WFPO).

Payment plan code: Alphanumeric, 5 position; display-only.

Payment plan description: Alphanumeric, 40 positions; display-only.

Sold to

The last, first and middle initial of the sold to customer associated with this order.

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

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

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

Fields associated with a deferred payment plan:

# of days for deferral

The number of days the customer can defer paying this order.

Example: payment due in 30 days.

Numeric, 3 positions; display-only.

Deferred bill date

The billing date when the payment for this order is due. The system uses this calculation to determine the deferred bill date:

 

order date + # of days for deferral = deferred bill date

 

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

Fix date for deferral

The fixed billing date when the payment for this order is due.

Example: payment due on January 1st.

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

Order total

The sum of all charges on the order, including merchandise, freight, additional freight, tax, handling, and additional charges across all recipients on this order.

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

Fields associated with an installment payment plan

Installment amount

The amount due at each installment. The system uses this calculation to determine the amount due at each installment:

 

(order total - prepaid/coupon amount - A/R amount) / # of intervals = installment amount

 

Example:

order total = 45.00

prepaid amount = 15.00

number of installments = 3

(45.00 - 15.00) / 3 = 10.00 (installment amount)

 

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

# of installments

The total number of installments assigned to this payment plan. This is the number of times the customer must pay an installment amount.

Example: if the order total is 30.00 and the number of installments is 3, the customer would pay 10.00 at each deposit installment date.

Numeric, 2 positions; display-only.

Installment interval

The number of days between each installment deposit date. This number cannot be less than 30 since the billing cycle for a credit card is 30 days.

Example:

order total = 30.00

installment amount = 10.00

number of installments = 3

installment interval = 30

 

In this situation, the customer must pay an installment amount of 10.00 during 3 separate times in 30 day intervals (a payment is due each month).

Numeric, 3 positions; display-only.

Installment dates

The dates when each installment amount is due.

Installment based on fixed date:

• If the current date is less than the fixed day, the system uses this month for the first installment.

Example:

fixed installment day = 25th

current day = 9/10

first installment date = 9/25

 

• If the current date is equal to or greater than the fixed day, the system uses the next month for the first installment.

Example:

fixed installment day = 25th

current day = 9/28

first installment date = 10/25

 

Installment based on specific interval:

To calculate the first installment date:

 

order date = first installment date

 

To calculate the second installment date:

 

order date + installment interval = second installment date

 

To calculate additional installment dates:

 

previous installment date + installment interval = additional installment date

Example:

order date = 08/04/98

installment interval = 30

number of installments = 3

first installment date: 08/04/98

second installment date: 08/04/98 + 30 = 09/03/98

third installment date: 09/03/98 + 30 = 10/03/98

 

Note: The system calculates the installment dates assuming the order ships on the current date.

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

Fixed installment day

The day of the month when each installment amount is due.

Example: payments due on the 1st of the month.

Numeric, 2 positions; display-only.

Expiration date

The date when this payment plan will no longer apply to new invoices.

For deferred payment plans, the Number of days for deferral is added to the invoice date.

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

Pay Type Editing

Pay Type Entry Requirements and Options: This table lists each payment method and identifies the required (R), optional (O), defaulted value (D) and invalid (I) entry fields.

Field

credit card

cash/ check

coupon/ credit

COD

A/R

Bill Me Later

stored value card

debit card

direct bank disburse

amount

O

R

R

I

I

O

O

O

O

charge sequence

D

D

D

D

D

D

D

D

D

cash control #

I

R

I

I

I

I

I

I

I

Gift cert/ coupon #

I

I

O

I

I

I

I

I

I

Credit card #

R

I

I

I

I

D

R

R

D

Exp date

R

I

I

I

I

I

O

R

I

Issue #

O

I

I

I

I

I

I

O

I

Start date

O

I

I

I

I

I

I

O

I

Auth #/ date

O

I

I

I

I

O

O

O

I

Pay plan

O

I

I

I

I

I

I

I

I

CSV and CSP

O

I

I

I

I

I

I

I

I

routing #/ account #

I

O

I

I

I

I

I

I

R

check #

I

O

I

I

I

I

I

I

I

Note: See Enter Payment Method Screen for more information about how the system validates your pay type entries.

Rules for Pay Type Combinations

The system allows only these payment type combinations:

• Do not enter C.O.D. and A/R payment types on the same order. Either one, if used, must be the “catch-all” payment method.

• Enter a value in the Amount field for a credit card payment type (including other card types) only if:

• you use more than one credit card on the order, and the other card is the “catch-all,” or

• you also enter a C.O.D. payment type on the order, or

• you also enter an A/R payment type on the order

• Enter a value in the Amount field for all other payment types when you use a C.O.D. or A/R payment type in conjunction with any other payment type.

• Leave the Amount field for the credit card blank if you use a single credit card on an order with a cash or coupon/credit payment type; otherwise, the system does not allow you to accept the order and displays a message: At least one 'catch-all' payment method must be defined.

• Enter an A/R or C.O.D. payment type only once on an order; however, you can enter other payment types multiple times, if necessary.

To change: Enter 2 next to a payment type at the Enter Payment Method Screen or Work with Order/Recap Screen to change existing payment information. A window appears automatically for the selected payment type; you can change any information on this window. You can press F10 on this window if you wish to enter or review the pay type amount in the alternate currency; see Using Alternate Currency Pricing.

No pop-up window appears for a C.O.D. or A/R payment type.

To delete: Enter 4 next to the payment type you want to remove from the order.

To deactivate: Enter 7 next to an authorized or billed credit card payment type that you want to disable from further billing only. This allows you to stop any further billing against a stolen credit card.

You receive a message if you attempt to deactivate a credit card that has not been authorized or billed: Pay method has no activity -- delete instead.

If the credit card is eligible for deactivation, a pop-up window appears on the Enter Payment Method Screen when you press Enter.

 

Confirm Deactivation

Press Enter to confirm deactivate.

F12=Cancel

 

When you press Enter, the system:

• updates the Chg seq (charge sequence) field with a value of 99; you cannot change or reactivate the deactivated payment type.

• displays a message if you deactivate the payment type on a single paytype order. The only pay method on the order has been deactivated.

• instructs you to define an alternate method of payment. You must also update another payment type if you are deactivating the “catch-all” payment type on the order.

• reimburses the stored value card payment the charged amount if an open, unused authorization exists; see Stored Value Card Authorization Reversal.

Card security value: When you deactivate a credit card that has a card security value and card security presence defined, the system clears the card security value and card security presence from the Order Payment Method file (and Online Authorization file if you performed online credit card authorizations). Otherwise, the system removes the card security value from the order when you accept an order, even if the order has not received an approved online authorization. See Credit Card Security Service (CID, CVV2, CVC2) for more information on card security processing.

You cannot deactivate a credit card with a refund due; instead, you must use the Work With Refunds option to cancel the refund for the order or change the refund type.

Determining the Charge Sequence

Purpose: You can use the charge sequence field to indicate the order in which the system should charge payment methods on an order with multiple pay types. A lower charge sequence indicates to charge that payment method first. For example, you enter an order with a gift certificate and a credit card: the gift certificate has a charge sequence of 1, indicating to charge it first, and then the credit card. The payment method with the highest charge sequence must be the “catch-all,” as described above under Pay Type Editing.

The system automatically assigns charge sequences to different payment categories as follows:

Payment Method

Pay Category

Default Charge Sequence

Cash or check

1

1

Gift certificate, coupon or merchandise credit

5

1

Stored value card

2

2

Credit card (any Card type besides a stored value card)

2

3

Accounts receivable

3

4

C.O.D.

4

4

Reassigning charge sequences: You can assign a different charge sequence to a payment method in order entry. If the payment method is not the “catch-all,” the system then reassigns the charge sequence for the “catch-all” so that it is higher. For example, if you change the charge sequence for a gift certificate to 10, the system automatically changes the charge sequence for the credit card on the order to 11 (provided the credit card is the “catch-all”).

In the above example, if you changed the charge sequence of the gift certificate to 98, you would not be able to accept the order. Instead, an error message indicates: At least one ’catch-all’ pay method must be defined.

The reason the system displays this message is that a charge sequence of 99 indicates to deactivate the payment method, and you cannot deactivate the “catch-all.” Instead, use the Enter Payment Method Screen to reassign the charge sequences so that the “catch-all” has the highest charge sequence, but it is lower than 99.

Select A/R Credit Open Item Window (Using A/R Credits as Payments)

Purpose: Use this window to select A/R credits to apply as payment on the order.

How to display this screen: Enter an accounts receivable payment method at the Enter Payment Method Screen or Work with Order/Recap Screen, and:

• the Allow A/R Credits as Payments (E81) system control value is set to Y;

• there are open (unallocated) A/R credit open items, including on-account open items, available to the customer through the associated bill-to customer; and,

• there is not a credit balance on the order.

You can also display this window by pressing F20, if:

• the Allow A/R Credits as Payments (E81) system control value is set to Y; and,

• there is an active A/R payment method on the order.

You might use F20 to advance to the window when you add items after entering an A/R payment method, because in this situation the window does not open automatically.

Note: You can advance to the window by pressing F20 even if there are no open A/R credit open items available to the customer.

Which open items appear? An A/R credit or on-account open item must be:

• in an open (O) status, and not flagged as a check or credit card credit. To be in an open status, the open item cannot be even partially in dispute (which changes the status to D) or allocated to a different order (which changes the status to A); or,

• already allocated to the current order. Open items that are already allocated to the current order are indicated by an asterisk (*).

Additionally, all available credit open items for the bill-to associated with the order are listed in the window; they are not restricted to the customer sold-to on the order.

Select A/R Credit Open Item

EZK Mail Order

Cust: 188 ACME UNITED

JOHN PICARD

Opt S Invoice# TC Order# Inv Date Balance

Type options, press Enter.

7=Select 8=Select/Rfnd Bal 9=Deselect

2630 CR 3900 2/18/98 121.00

0 ON 0 2/19/98 27.90

F3=Exit F7=Toggle All/Allocated F9=Accept F12=Cancel

Field

Description

Cust (Bill-to customer)

The number identifying the bill-to customer associated with the order, and the customer's name and company name.

All available credit open items associated with this bill-to customer are listed at this pop-up window, regardless of the sold-to customer who placed the original order and produced the credit.

Customer number: numeric, 9 positions; display-only.

Customer company: alphanumeric, 30 positions; display-only.

Customer name: alphanumeric, 30 positions; display-only.

S (Status)

This field indicates whether the credit open item is allocated to the current order. Valid values are:

* = This credit open item is allocated to the current order.

blank = This credit open item is not allocated to the current order.

Alphanumeric, 1 position; display-only.

Invoice #

The invoice number of the credit that produced the credit open item (for example, through a return). On-account open items are not associated with an invoice.

Numeric, 7 positions; display-only.

TC (A/R type code)

The open item's A/R type code. This code indicates whether the open item is a regular credit open item or an on-account open item. A/R type codes are defined in and validated against the A/R Type file; see Accounts Payable Chapter 1: Establishing Accounts Receivable Types (WART).

Alphanumeric, 2 positions; display-only.

Order #

The number of the order that produced the credit open item. On-account open items are not associated with an order.

Numeric, 8 positions; display-only.

Inv date (Invoice date)

The date that the open item was generated.

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

Amount

The total amount of the credit open item available for allocation to the current order.

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

Screen Option

Procedure

Select a credit open item to allocate toward the order; leave any unused balance as a credit open item

Enter 7 next to the open item. An asterisk (*) appears in the Status column next to the open item. See Allocating Credits.

Select a credit open item to allocate toward the order; create a refund check for any unused balance

Enter 8 next to the open item. An asterisk (*) appears in the Status column next to the open item. See Allocating Credits.

Deselect a credit open item that has been allocated toward the order

Enter 9 next to the open item. The asterisk (*) in the Status column next to the open item disappears. See Allocating Credits.

Switch between displaying all open items and only allocated open items

Press F7. If all available open items (the default) were previously displayed, the window changes to display only open items allocated to the current order. If only allocated open items were previously displayed, the window changes to display all available open items.

Accept your entries

Press F9. See Allocating Credits on the updates the system makes.

Allocating Credits

Based on your entries at the Select A/R Credit Open Item Window (Using A/R Credits as Payments), the system performs these updates:

For any open items that you have selected by typing 7 (Select):

• change the status of the open item to A (allocated)

• update the Allocated to order number field with the current order number.

Once you have billed or canceled the order, any unused balance of the credit is available for allocation to another order, and the open item status changes back to O (open).

For any open items that you have selected by typing 8 (Select/refund balance):

• change the status of the open item to A (allocated)

• update the Allocated to order number field with the current order number

• change the open item type to the value defined in the Default Credit Open Item Type (C12) field in the System Control file

Once you have billed or canceled the order, any unused balance of the credit is open (O) and is available to produce a refund check. You use Processing A/R Refunds (MARC) to produce these checks.

Note: If you allocate an open item using option 8, but the current order exhausts the balance on the open item, the open item is in a processed status and of the type defined in the Default Check Credit Open Item Type (E82) system control value; however, in this situation, no refund check was actually sent to the customer.

Rejecting your entries: If you reject your entries at this window, the system returns the open item to an open (O) status and resets any other affected values as well. You can reject by:

• deselecting (entering 9 next to an open item)

• canceling (F12)

• rejecting the entire order (F11Reject at any order entry screen)

Alternate Shipping Charges by Via Window

Purpose: Use this window to review additional ship via choices with the customer, and allow the customer to select a different ship via based on total freight charges or delivery date.

Ship via overrides: There are several ways the system can override the shipper specified on the order with another shipper. See Ship Via Override Hierarchy for a list of ways the system can override the shipper specified on the order with another shipper and the hierarchy in which the ship via overrides take precedence.

How to display this window: This window opens automatically if there are any ship vias identified with a Type of O in the Best Way Ship Via file and there is at least one reserved item on the order. See Working with Best Way Shippers for an overview and setup instructions.

This window also opens automatically in order maintenance if the Display Alternate Shipping Charges by Via Window in OM (I02) system control value is set to Y and if no items on the order are printed or shipped.

Alternate Shipping Charges by Via

EZK Mail Order

Current Ship Via Current Charges Exp Delivery

Date

1 Large Thumb Inc. 11.23 8/06/02

Opt Via Description

1=Select

2 BLUE MOON SHIPPERS 13.00 8/06/02

3 STANDARD SHIPPING SERVICE 11.00 8/02/02

8 EAST COAST EXPRESS 10.00 8/06/02

F3=Exit F12=Cancel

Field

Description

Ship via

The shipper to deliver the order. The current ship via on the order is listed at the top of the window, with each of the possible alternate shippers below.

Code: numeric, 3 positions; display-only.

Description: alphanumeric, 30 positions; display-only.

Charges

The total freight charges on the order for this ship via, including:

Add'l freight charge

• shipper/item charges (see Work with Shipper/Item Screen)

• service charges (see Work with Dollar Chart by Ship Via Screen (Ship Via Service Charges)

• weight charges (see Work with Weight Charges by Ship Via Screen)

The charges also include any special handling charges on the order if the system control value Include Special Handling in Alternate Shipping Charges by Via (I03) system control value is set to Y.

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

Expected delivery date

The date when the customer can expect to receive the shipment using this ship via, calculated as follows:

• If the Arrival date on the order is later than the Order date, then the expected delivery date = the Arrival date; otherwise,

• the Order date + the Shipping lead days for the SCF/ship via + number of days specified in the Pick Processing Days (B37) system control value

If the Shipping lead days for the SCF/ship via is blank, then no expected delivery date displays for the ship via.

Numeric, 6 positions (MM/DD/YY format); display-only.

Completing this window: Enter 1 next to select next to a ship via to replace the current ship via on the order, or press F12 to retain the current shipper.

Store Recap Window

Purpose: Use this window to review the items that have been flagged for store pickup or shipment (store fulfillment). When you flag an item for store fulfillment, the system generates a fulfillment request to the selected store and deletes the item from the order. See Merchandise Locator and Store Fulfillment API through .NET for an overview.

How to display this window: This window opens when you accept an order if you have flagged any order lines for store fulfillment.

Store Recap

Pickup . : 18.00

Ship . . : 36.00 Store ship locations: 2

Tot frt . : 10.50 Freight . . . . 5.25

Total . . : 64.50

Type Item COLR SIZE OTHR Qty Price

SP KABNOSKU 1 18.00

MATHATHON CD-ROM GAME

Location: CommercialWare Boston

SS KABSKU1 GRN 1 18.00

MP3 PLAYER

Location: Outlet Store +

F3=Exit F12=Cancel

Field

Description

Pickup

The total merchandise value of all items on the order selected for store pickup.

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

Ship

The total merchandise value of all items on the order selected for store shipment.

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

Tot frt (Total freight)

The total freight charges for the order, calculated by multiplying the Store ship locations * Freight. If you change the Freight amount, the system recalculates the total freight.

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

Total

The total merchandise value of:

• items selected for store pickup

• items selected for store shipment

• freight charges for store shipment

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

Store ship locations

The number of different store locations selected for store shipment. For example, if you selected two items for store shipment from your Natick store, the number of store ship locations is 1; if you select an item for store shipment from your Natick store and another item for store shipment from your New York store, the number is store ship locations is 2.

Numeric, 5 positions; display-only.

Freight

The freight charge to specify for each store shipment request. This charge, which is included in the Merchandise Locator Request XML Message (CWMerchLocRequest) (.NET) for a store shipment, defaults from the Store Shipment Freight Charge (J03) system control value, but you can override it. If you enter a different freight amount here, the system automatically recalculates the Tot frt field.

You cannot enter a negative freight amount, but you can enter zero to indicate not to charge any freight.

Displayed only if there is a store shipment request on the order.

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

Item

The item selected for store fulfillment.

Alphanumeric, 12 positions; display-only.

SKU

The item’s special characteristics, such as its color and size.

Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); display-only.

Qty

The quantity of the item to be picked up at or shipped from the store.

Numeric, 5 positions; display-only.

Price

The unit price of the item, after applying any discounts or overrides.

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

Location

The description of the location where the store fulfillment request is being sent.

Alphanumeric, 40 positions; display-only.

To accept the store fulfillment request(s): Press F12 to exit this window and generate the store fulfillment requests, as described under Merchandise Locator and Store Fulfillment API through .NET.

If you want to cancel the store fulfillment request(s): To cancel a single store fulfillment request, return to the Work with Order Lines Screen (Adding Items to the Order) and delete the order line that is flagged for store fulfillment. Otherwise, or if there are no items on the order not flagged for store fulfillment, you can reject the entire order by pressing F11.

Work with Order/Recap Screen

Purpose: Use this screen to enter the payment information. You can specify any manner of payment on this screen; however, this screen is best suited to orders being purchased with a combination of credit cards and merchandise credits or coupons.

Screen structure:

• The top of the screen displays customer and address information for the customer who is placing the order (sold-to customer) and the customer who is receiving the order (recipient customer or “ship-to” customer). Also this part of the screen contains several order-related fields that you can update before ending the order.

This information is repeated on this screen so that you can reiterate this information to the customer. This allows you one last chance to change this information before you accept the order.

• The center of the screen contains fields for you to specify payment information for any type of payment method, namely:

• Cash/check

• Credit card (including other card types)

• Coupon/credit

• A/R

• C.O.D.

• The bottom portion of the screen displays the value of the order in the Total field; the individual charges on the order are in these fields:

• Merchandise

• Freight

• Additional freight

• Tax

• Handling and duty

• Additional charges

This screen contains entry fields for credit card and merchandise credit/coupon payment types. You can, however, enter any payment type in the unlabeled entry field at the bottom of the paytype area on the screen.

Additionally, this screen displays any payment information you have entered at a default payment type pop-up window or on the Enter Payment Method Screen.

You can enter up to 4 payment types on this screen.

Note: This screen does not provide a means to delete a payment type from the order, change the charge sequence, or enter an issue number or start date for any payment method that is not a debit card. You must press F15 to access the Enter Payment Method Screen and enter 4 next to the payment type you wish to remove.

Sample fields: These fields are where you define payment information on the Work with Order/Recap Screen and identifies the field in which you can add an alternate payment type.

P CC# Exp Pay plan N Auth# CSV

a Credit/Coupon# . . . Credit/Coupon$ . .

y Credit/Coupon# . . . Credit/Coupon$ . .

Amount . . . . . :

Adding an alternate pay type: Use the alternate pay type field at the bottom of the Pay Type area of this screen to add any additional payment method to the order. A window appears for the specified payment type which you must complete to add the payment method to the order. Refer to the field descriptions for the Enter Payment Method Screen for further details.

No pop-up window appears for a C.O.D. payment type.

How to display this screen:

• You press F9 to accept the order, and

• The system control value, Display Order Recap (A75), is set to Y.

OER0269 ENTER Work with Order/Recap 8/19/03 15:26:21

Enter KAB Co.

Hold

Order#: 6690 - 001 Type: P PHONE ORDERS

Sold To: 6 Ship To: Wgt: .000

BERNADETTE MIRANDA (+) BERNADETTE MIRANDA (+)

109 SAMPLE LANE 109 SAMPLE LANE

TEMPLETON MA USA TEMPLETON MA USA

01468 Delivery R (B,R) 01468 Delivery R (B,R)

Via 5 Priority Arrival date 81903 Source 2003 PO#

------------------------------------------------------------------------------

P 04 CC# 4788********1443**** Exp 0904 Pay plan N Auth# CSV 5522 1

a Credit/Coupon# . . . Credit/Coupon$ . .

y Credit/Coupon# . . . Credit/Coupon$ . .

Amount . . . . . :

------------------------------------------------------------------------------

Merch Frt Frt+ Tax Hnd Chg Total

25.00 25.00

G/M 25.00 G/M% 100.00

F2=Sold To/Recip F6=Bill To F7=Cust Ship To F8=Work w/detail F9=Accept

F10=Options F11=Reject F14=Order Ship To F15=Payments F24=More keys

Field

Description

Alt cust #

The alternate customer number defined for the sold to customer; this field is included only if the Use President’s Club Membership (H94) system control value is set to Y.

The alternate customer number indicates the customer is a member of the President’s Club and receives special discounts and promotions; see Customer Service Chapter 45: President’s Club Memberships for an overview and required setup.

Alternate Customer Number Label Description

The field label name displayed 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 displayed on this screen is PC MEMBER#.

Alphanumeric, 15 positions; display-only.

Placer

The individual within an organization who placed the order. The placer name displays only if the Individuals Required in Order Entry (E01) field in the System Control file is set to Y. See Chapter 3: Selecting Customers for more information on individual customers.

Numeric, 3 positions; display-only.

Hold (Hold reason)

A code to place an order on hold for any reason. See the description of the hold reason field on the Work with Order/Detail Screen for a complete description.

If you have already entered a hold reason, it is listed here; however, you can also enter or change a hold reason code on the recap screen.

Alphanumeric, 2 positions; optional.

Sold-to # (Sold-to customer number)

Displays the number assigned by the system to identify the customer who is placing the order.

Numeric, 9 positions; display-only, assigned by the system.

Sold-to name (Sold-to customer name and address)

Displays the name, or company name, and address of the customer placing the order. A plus sign (+) indicates that there is additional address information in lines 3 or 4 of the address; see Chapter 8: Expanding the Address.

Alphanumeric, 30 positions.

Delivery

Displays the type of delivery address. Valid values are:

B = a business (commercial) address

R = a residential address

N = no distinction between business and residence

Note: Only B and R are valid values for U.P.S. The system defines the shipper on an order as U.P.S. if the Type field in the Ship Via file = U; see Fulfillment Chapter 30: Working with Ship Via Codes (WVIA).

Alphanumeric, 1 position; display-only.

Ship-to

Displays the name, or company name, and address of the customer to receive the order. If there is extended ship-to customer address information not displayed on this screen, this is indicated by a plus sign: (+).

Alphanumeric, 30 positions.

Wgt (weight)

The total Sell wgt. (Selling weight) of the items on the order.

Numeric, 7 positions with a 3-place decimal.

Via

A code for the shipper to deliver this order to the customer. The system may have changed the ship via based on a ship via override that applied to this order; see Ship Via Override Hierarchy.

Numeric, 2 positions; required.

Priority (Reservation priority)

A number in the range of 0-9 that designates the priority for backorder or order fulfillment, where

0 = Lowest priority

9 = Highest priority

A value defaults to this field if a priority was entered in the B/O priority (Backorder priority) field for the source code; and the header-level value, in turn, defaults to the Priority field on the order detail line.

Numeric, 1 position; optional.

Arrival date

The date when the customer wants to receive this order. The default value is the current date. If you enter an override to the arrival date, the system automatically updates the order Priority to 9 (Highest priority) if the Auto Update Order Priority (G45) system control value is set to Y.

Numeric, 6 positions (MMDDYY format); required.

Source

A code that:

• Traces the origin of the customer's order

• Determines the freight and pricing methods and discounts available on the order.

Alphanumeric, 9 positions; display-only.

PO#

The customer's purchase order number. The purchase order number is required for accounts receivable orders (payment category = 3) if the PO Required for A/R Orders (D79) field in the System Control file is set to Y. The system does not allow you to enter a duplicate purchase order number for this customer if the Verify Duplicate PO Numbers for A/R Orders (D80) field in the System Control file is set to Y.

Alphanumeric, 15 positions; optional (may be required for A/R pay types).

Payment type (Unlabeled entry field)

Enter a user-defined code for a credit card payment type.

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

Issue number and/or start date

If the payment method you enter is a debit card (a credit card pay type with the Card type set to D), you advance automatically to the Enter Credit Card For Window (Credit Card Payment Type), where you can enter the issue number and/or start date. However, you cannot enter the issue number or start date for any other payment method from this screen, regardless of the settings of the Require start date or Require issue # for the pay type; you need to use the Enter Payment Method Screen instead.

Bill Me Later

If the payment method you enter is Bill Me Later (a credit card pay type with the Card type set to B), you advance automatically to the Enter Credit Card For Window (Credit Card Payment Type), where you need to enter the social security number and date of birth. See Bill Me Later Processing for an overview.

Direct Bank Disbursement

If the payment method you enter is Direct Bank Disbursement (a credit card pay type with the Card type set to I), you advance automatically to the Enter Direct Debit For Window (Direct Bank Disbursement Payment Type), where you need to enter the customer’s bank routing number and account number. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

 

Auto-assign pay type

If the Allow Auto-Assign field for a pay category 2 pay type is set to Y, the system defaults the pay category 2 pay type to the order whose leading digits match the leading digits you enter in the Credit card number field for an order. In addition, when you first advance to the Work with Order/Recap screen, the system positions the cursor in the Credit card number field instead of the Pay type field. See Allow Auto-Assignment of Pay Category 2 Pay Type for additional processing information.

Electronic Gift Certificate Paytype

If the credit card pay type you enter matches the pay type defined in the Electronic Gift Certificate Pay Type (G72) system control value, the credit card pay type represents an electronic gift certificate.

• Enter the gift certificate number in the Credit card number field. The system validates the number you enter in this field against a gift certificate number in the Electronic Gift Certificate file.

• If the number you enter matches a gift certificate number in the Electronic Gift Certificate file, the Display Electronic Gift Certificate window opens, indicating the dollar amount remaining for the electronic gift certificate that you can apply to the order. At this window you can:

• press F7 to default the remaining dollar amount of the gift certificate to the Amount field on the order.

• exit the window and manually enter the gift certificate dollar amount you wish to apply to the order.

• leave the amount field blank to apply the remaining dollar amount to the order.

 

• If the number you enter does not match a gift certificate number in the Electronic Gift Certificate file, an error message indicates: Warning - No remaining $$ exist for this g/c number.

You can still use the electronic gift certificate as payment for the order even though the gift certificate number is invalid. Also, the system accepts the electronic gift certificate as payment even if you enter a dollar amount to apply to the gift certificate that exceeds the remaining dollar amount.

See Customer Service Chapter 124: Working with Electronic Gift Certificates (WEGC) for more information on setting up electronic gift certificates and a sample of the Display Electronic Gift Certificate window.

 

Online Cash Pay Type

The online cash pay type (the pay type defined in the Pay Type for Payment Processing (K16) system control value) allows a customer to pay with cash for an order using funds from his bank account. The online bill pay system notifies the customer when the online cash payment is ready to pay; the customer pay’s for the online cash payment using funds from his bank account. The online bill pay system notifies CWDirect that the customer has paid for the online cash payment so that CWDirect can fulfill and ship the order.

When you add an online cash pay type to an order, the system:

• validates that the online cash pay type is the only pay type on the order. Because the online cash pay type can be the only pay type on the order, leave the Amount field blank; the amount to charge the online cash pay type always matches the order total.

• validates the an email address is defined for the order. Typically, this is the primary email address defined for the sold to customer. The online bill pay service sends the electronic invoice (eBill) to the customer using this email address in order to notify the customer that the order is ready to be paid.

See Processing Online Cash Payments for more information.

 

European Direct Debit Pay Type

If the payment method you enter is European Direct Debit (a credit card pay type with the Card type set to E), the system validates that the country code on the bill to address (sold to address if a bill to is not defined) is a valid country for the pay type. An error message displays if the bill to/sold to country is not valid for the European Direct Debit pay type: Sold To Country not valid for European Direct Debit pay type. You can define the countries that are valid for a European Direct Debit pay type on the Work with Pay Type Countries Screen in Working with Pay Types (WPAY).

When you enter a valid European Direct Debit payment method, the system advances you to the Enter European Direct Debit Window (European Direct Debit Payment Type), where you can enter the customer’s bank account number, bank sort number, and RIB number.

Numeric, 2 positions; display-only.

CC# (Credit card number)

The number of the credit card used on the order.

If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number is in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Bin number validation: If bin numbers are defined for the pay type, the system validates that the card number begins with a valid bin number; see Work with Bin Numbers Screen. The system stores the first six digits of the actual credit card number in the Bin field in the Order Payment Method file in order to perform Level II and III Discounting on the card during deposit processing.

Bill Me Later: When the customer uses Bill Me Later, a credit card number is not relevant, so the system defaults the Description of the Bill Me Later pay type. See Bill Me Later Processing for an overview.

Direct Bank Disbursement: When the customer uses Direct Bank Disbursement, a credit card number is not relevant, so the system defaults the Description of the Direct Bank Disbursement pay type. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

Tokenization: If the Use Tokenization field for the authorization service defined for the credit card pay type is Y, the system sends an XML message to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is set to Y and a token is not returned in the response message, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted.

 

Last four: The system stores the last four digits of the actual credit card number in the Last 4 field in the Order Payment Method file in order to verify the card with the customer.

Alphanumeric, 20 positions; required.

Exp (Expiration date)

The date (in MMYY format) up until which a credit card is valid. For example, enter 1206 if the credit card expires in December of 2006.

The Require expiration date flag for the pay type controls whether this field is a required entry.

Numeric, 4 positions; required or optional, based on the Require expiration date flag for the pay type.

Pay plan (Deferred or installment payment plan code)

A code that represents the deferred or installment payment plan you wish to assign to this order. Only credit cards whose Card type is C are eligible for payment plans.

Included only if the Deferred and Installment Billing (F51) system control value is set to Y.

If an operator does not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only.

An error message indicates if an operator enters Y in this field and the order is not eligible.

See Assigning a Payment Plan to the Order on how the system determines the payment plan to assign to the order.

Payment plans are defined in and validated against the Flexible Payment Option file. See System Operations Chapter 67: Working with Flexible Payment Options (WFPO).

Alphanumeric, 5 positions; optional.

Auth# (Authorization number)

A code that indicates that the amount to charge for this credit card payment type has been authorized manually or through a credit card authorization service.

You can pre-authorize a credit card by entering an authorization number in the Authorization # field; however, you must also enter a value in the Amount field.

Enter a code in this field to pre-authorize the credit card when you do not use an authorization service to evaluate and approve your credit card orders

Secured feature

The ability of a user or user class to enter an authorization code manually for an order is controlled by the secured feature C/C Authorization Field Access (A25).

If you use an authorization service, the system updates this field when an authorization is received.

Note: Only the first 7 positions of this field are included on the Work with Order/Recap screen.

Alphanumeric, 16 positions; optional.

CSV (card security value)

The credit card’s security value. Authorization services use card security identification to help reduce fraud by verifying that the credit card is present at the point of sale and to ensure that the credit card data from the transaction matches the data stored by the authorization service for that card.

The card security value and card security presence are used for the processing of Paymentech’s VISA, Discover, MasterCard, and American Express online authorization transactions only; the card security value and presence are informational-only for every other credit card transaction. The card security response received for the Paymentech authorization is stored in the Vendor response 2 field in the Authorization History file. Note: The system removes the card security value from an order when the order is accepted, even if an approved online authorization has not been received on the order. Card security processing is not available during batch authorization or deposit processing.

American Express: The card security value, or CID (card identification number), is a 4-digit number imprinted, not embossed, on an American Express credit card. The card security value is above and to the right of the imprinted credit card number on the front of the card.

Discover: The card security value, or CID (card identification number), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

VISA: The card security value, or CVV2 (card verification value), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

MasterCard: The card security value, or CVC2 (card validation code), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

 

Requiring a card security value: The system looks at the CC Deposit Level II Bin file (CCBINR) to determine whether a card requires a card security value.

If the card number falls within a card number range in the CC Deposit Level II Bin file, the system looks at the setting of the Require card security field for the card range.

• If the Require card security field for the card range is N or blank, the system does not require a card security value and defaults 9 (Value not on card) to the Card security presence field.

• If the Require card security field for the card range is Y, the system requires a card security value.

• If you enter a card security value, the system defaults 1 (Value is present) to the Card security presence field.

• If you do not enter a card security value, the system displays an error message: Card security value is required. This error message continues to display until you enter a card security value or enter 2 (Value on card, illegible) in the Card security presence field.

Note: If the card number does not fall within a card number range in the CC Deposit Level II Bin file, the system does not require a Card security value and does not default any number to the Card security presence field.

For more information: See Credit Card Security Service (CID, CVV2, CVC2).

Numeric, 4 positions; optional.

Card security presence

Indicates to the authorization service whether a card security value (CID, CVV, CVC) is present on the credit card. If a card security presence exists for the credit card payment method, the authorization service performs card security identification.

Valid values:

1 Value is present = card security value is present on the credit card.

2 Value on card, illegible = card security value is present on the credit card, but is illegible.

9 Value not on card = card security value is not present on the credit card.

If you enter 1 in this field and do not enter a number in the Card security value field, an error message indicates: Card security value is required.

If you enter 2 or 9 in this field and a number is defined in the Card security value field, an error message indicates: Card security value must be blank.

See Credit Card Security Service (CID, CVV2, CVC2).

Alphanumeric, 1 position; optional.

Payment type (Unlabeled entry field)

Enter a user-defined code for a merchandise credit or coupon payment type.

Valid pay types are defined in and validated against the Pay Type file.

Numeric, 2 positions; display-only.

Credit/coupon#

The number assigned to the coupon or merchandise credit payment type that is being redeemed by the customer as payment on an order.

You can leave this field blank when creating a coupon or credit for the customer on-demand if the System Control value, Dynamic Creation of Coupons (B21), is set to Y.

Numeric, 5 positions; optional.

Credit/coupon$

The total dollar value of the merchandise credit. You can leave this field blank when creating a coupon or credit for the customer on-demand if Dynamic Creation of Coupons (B21) is set to Y.

Numeric, 9 positions with a 2-place decimal; entry requirements depend on payment type.

Alt. payment type (Unlabeled field)

Enter the code for any payment type you want to add to the order.

Pay types are defined in and validated against the Pay Type file.

Numeric, 2 positions; display-only.

Description (Unlabeled field)

Displays the description associated with this payment method, as defined in the Pay Type file.

Alphanumeric, 30 positions; display-only, updated by the system.

Amount

Displays the total dollar value of the alternate payment type, as defined on the pop-up window.

Numeric, 9 positions with a 2-place decimal; entry requirements depend on payment type.

Merch (Merchandise)

The total value of merchandise on this order. This does not include freight, additional charges, tax (except for hidden tax; see the Tax field), duty, handling, or sold out items. The value in the Merch field is the grand total of the item price on the line multiplied by the quantity ordered.

Order-level discounts

When you finish entering the order, the system calculates any end-of-order pricing discounts, including promotional pricing.

Line-level discounts

The system calculates any line-level discounts (such as the Disc%) line-by-line, as you enter each item.

Numeric, 9 positions with a 2-place decimal; display-only, updated by the system.

Frt (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 Fr+ (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 Chg (Additional charges) field for these totals).

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

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

Frt+ (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, updated by the system.

See the field description under Reviewing Order Totals for more information on the Tax, Hnd, Chg, and Total fields.

Tax

The total sales tax on the current order.

The value in the Tax field is based on the value of merchandise on the order plus any taxable freight and special handling charges. Tax does not accumulate in this field on orders subject to VAT.

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

Hnd (Handling charge)

The total charge for special handling or gift wrapping. This field also includes any duty charges on the order.

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

Chg (Additional 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 sum of all charges on the order, including: merchandise, freight, additional freight, tax, handling, and additional charges.

Numeric, 11 positions with a 2-place decimal; display-only, updated by the system.

Discount

The total discount applied to the order across all ship to customers. 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: Included only if the Display Discount on Order Recap Screen (D38) system control value is set to Y.

Numeric, 11 positions with a 2-place decimal; display-only, updated by the system.

G/M (Gross profit margin)

The unit amount of the order's merchandise that exceeds the cost of all of the item's on the order. You can use gross margin to determine the profit of an order based on each item's selling price. See Determining Gross Profit for more information on the calculations the system performs to determine gross margin and gross margin percentage.

The Display Gross Margin (A65) secured feature controls whether this field displays in order entry, maintenance, inquiry and item availability.

Numeric, 5 positions with a 2-place decimal; optional.

G/M% (Gross profit margin percent)

The percentage of the order's merchandise that exceeds the cost of all of the item's on the order. You can use gross margin to determine the profit of an order based on each item's selling price. See Determining Gross Profit for more information on the calculations the system performs to determine gross margin and gross margin percentage.

The Display Gross Margin (A65) secured feature controls whether this field displays in order entry, maintenance, inquiry and item availability.

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

When you complete this screen: When you complete this screen, you have identified how the customer pays for the order, either by using a combination of credit card, coupon, and merchandise credit payment types or any alternate payment type.

You have also identified who is placing the order and the items being bought. This is the only information required to add an order to the system.

At this point, you can:

• Select any of the function keys listed at the bottom of the screen, or

• Press F9 to accept the order or F19 to add a recipient order, or

• Press F11 to reject the order.

Note: You cannot enter a recipient order if all of the items on the current order are flagged for store fulfillment. Instead, an error message indicates: Cannot add recipient for store fulfillment order. See Merchandise Locator and Store Fulfillment API through .NET for more information.

Display Premium Screen

The Display Premiums Screen (Price Table Premiums) opens when you press F9 after completing all header, detail, and payment information only if you are using price table pricing and the order qualifies for one or more premium items. Additionally, if the Apply End of Order Discounts during Repricing (J37) system control value is set to Y, the Display Premiums screen opens during repricing (F21) and the initial order accept (F9) and, if you select the premium item, immediately adds the item to the order.

Contribution Pop-Up Window

The window displays the dollar value of the total order, the amount the customer has prepaid, the value of any soldout merchandise (this amount is automatically refunded to the customer), and the amount of overpayment eligible for either refund or contribution, computed as: (Amount paid - order total) - value of soldout item(s) = Overpayment

How to display this screen: This window opens when you press F9 to accept an order, if:

• the customer uses cash or a check to pay for the order (payment category 1; see Enter Payment Method Screen);

• there is an overpayment on the order not caused by a soldout item;

• the Method for Processing Overpayments in Order Entry (D70) field in the System Control file is set to OE PROMPT

:

Overpayment exists!

Order Total : 15.00

Amount Paid : 20.00

Soldout Merchandise : .00

Amount Overpaid : 5.00

F7=Apply as contribution

F10=Process as refund

Press F7 to apply the overpayment as a contribution, or press F10 to refund this amount to the customer.

If the Method for Processing Overpayments in Order Entry (D70) field in the System Control file is set to AUTO/REFND, no pop-up window appears; the system automatically creates a refund. Similarly, if the field is set to AUTO/CONTR, the system automatically applies the overpayment as a contribution.

Screen Option

Procedure

Work with customer bill-to information

Press F6 to advance to the Change Customer Bill To Screen (Selecting, Changing, or Excluding a Billing Account).

Work with customer ship-to information

Press F7 to advance to the Select Ship To Window.

Return to the Work with Order Lines screen

Press F8 to advance to the Work with Order Lines Screen (Adding Items to the Order).

Accept the order

Press F9. See Accepting or Rejecting the Order.

Display more options

Press F10 to advance to the Display More Options Screen.

Reject the order

Press F11. See Accepting or Rejecting the Order.

Work with order ship-to information

Press F14 to advance to the Create Order Ship to Address Screen.

Advance to the Enter Payment Method screen

Press F15 to advance to the Enter Payment Method Screen.

Work with additional charges on the order

Press F16 to advance to the Enter Additional Charges Window.

Advance to the Display Order Summary screen

Press F17 to advance to the Display Order Summary Screen.

Work with the extended address for the sold-to customer

Press F18 to advance to the Expand Name/Address Screen.

Add a recipient

Press F19.

Note: You first advance to the Work with Order/Recap Screen if the Display Order Recap (A75) system control value is set to Y.

Note: You cannot enter a recipient order if all of the items on the current order are flagged for store fulfillment. Instead, an error message indicates: Cannot add recipient for store fulfillment order. See Merchandise Locator and Store Fulfillment API through .NET for more information.

Advance to the Order Header/Detail screen

Press F20 to advance to the Work with Order/Detail Screen.

Advance to the Work with Order Ship To Properties screen

Press F21 to advance to the Work with Order Ship to Properties Screen.

Work with order messages

Press F23 to advance to the Work with Order Messages Screen.

Accepting or Rejecting the Order

Accepting the Order

Rejecting the Order

Accepting the Order

When you press F9 to accept an order:

1. The system verifies the accuracy of all order information and ensures that you have defined some method of payment.

2. The system adds the new order immediately to the Order files; it becomes available for Order Maintenance or Order Inquiry.

3. The system sends the credit card payment method on the order to the authorization service if you are set up to perform online credit card authorizations; see Performing Online Credit Card Authorizations.

4. Several updates occur; see Order Entry Updates.

5. You return to the Select Customer Sold To screen to enter another order or to end the Order Entry function.

Payment plan error message: An error message indicates if you press F9 to accept an order associated with a payment plan and the order contains more than one credit card: Multiple credit cards not allowed with payment plan.

See System Operations Chapter 67: Working with Flexible Payment Options (WFPO) for more information on deferred and installment payment plans.

Bill Me Later error message: If the customer is applying for a Bill Me Later account, and the order total exceeds the BML trans limit, you cannot complete entry of the order. Instead, an error message indicates:

Order total exceeds Bill Me Later transaction limit for first time customer.

You need to select a different payment method or reduce the order total.

See Bill Me Later Processing for an overview.

Contribution window: The Contribution pop-up window might open when you press F9, depending on your settings in the System Control file. Also, the Display Ship To Totals window opens at this time if any discounts or overrides apply through a promotion.

Performing Online Credit Card Authorizations

Online credit card authorization allows you to send and receive electronically the information required to authorize a credit card at the time the order is placed instead of at the time the pick slip is generated for the order.

The system performs online authorization when you press F9 to accept an order after determining if the order should go on hold.

If the order is eligible to receive a credit card authorization during order entry, the system sends the amount requiring authorization to the authorization service and waits for a response.

There are 3 types of responses you can receive from the authorization service.

R = an authorization response was received, such as declined or approved.

T = the program timed out before an authorization response was received.

U = an undefined response was received.

Additionally, the authorization service sends back a response code, authorization code, AVS response (if you are performing address verification, CID response (if you are performing credit card identification verification), and date.

If a pop up window message has been defined for the vendor response received, the Select Authorization Response Option Window opens. Also, if a hold reason code has been defined for the vendor response received, the system places the order on hold.

Note: The Select Authorization Response Option window only opens once for each authorization transaction; if you receive an authorization response, AVS response, and card security response from the authorization service, the first response (in the order listed) with an authorization pop up window message defined is listed in the window.

Relate stored value cards: When using the Relate Stored Value Card Integration, if the Relate stored value card is the only payment on the order and the amount authorized for the card is less than the order total, the system updates the amount for the card with the amount authorized and displays the message Insufficient balance on card - please add another payment. In order to accept the order, you must add another payment to the order to cover the amount of the order that is not covered by the Relate stored value card. Example: If the order total is 500.00 and the amount authorized for the Relate stored value card is 236.20, the system updates the amount for the card to 236.20 and requires another form of payment to cover the remaining 289.55 balance on the order.

Performing Online Verification Only: If the Online Auth Verification Only (I96) system control value is set to Y, the system processes online authorizations for $1.00 for the purpose of validating the card. During batch authorizations, the system authorizes the card for the shippable dollar amount and voids the online authorization for $1.00.

Credit cards requiring authorizations less than the automatic authorization dollar threshold: When you perform online authorization, the system determines if the authorization amount qualifies for automatic authorization.

• If the credit card amount to authorize is less than the dollar amount defined in the $ Threshold for Automatic Authorization # Assignment (K36) system control value and you have defined an authorization number in the Authorization Number for Authorizations Under $ Threshold (K37) system control value, the system does not send the credit card to the service bureau for authorization and instead assigns the authorization number defined in the Authorization Number for Authorizations Under $ Threshold (K37) to the credit card.

• If the $ Threshold for Automatic Authorization # Assignment (K36) or Authorization Number for Authorizations Under $ Threshold (K37) system control value is blank, the credit card amount to authorize is less than $1.00, and you have defined an authorization number in the Authorization Number for Authorizations Under $1.00 (I08) system control value, the system does not send the credit card to the service bureau for authorization and instead assigns the authorization number defined in the Authorization Number for Authorizations Under $1.00 (I08) system control value to the credit card.

Credit cards requiring authorizations less than the reserve dollar threshold: If the Authorize Full Amount During Order Entry (G99) system control value is set to N and the authorization amount does not qualify for automatic authorization (see above), the system determines if the authorization amount meets the reserve dollar threshold.

• If the credit card amount to authorize is less than the amount defined in the Online Auth Reserve $ Threshold (L74) system control value and part of the order is not shippable, the system does not send the credit card to the service bureau for authorization. The system will send the credit card to the service bureau during batch authorization.

• If the credit card amount to authorize is less than the amount defined in the Online Auth Reserve $ Threshold (L74) system control value and all of the order is shippable, the system sends the credit card to the service bureau for authorization.

• If the credit card amount to authorize is equal to or greater than the amount defined in the Online Auth Reserve $ Threshold (L74) system control value, the system sends the credit card to the service bureau for authorization.

Bill Me Later orders: When you process an online authorization for an order containing a Bill Me Later pay type, the system always authorizes the pay types on the order for the full amount, regardless of the setting of the Authorize Full Amount During Order Entry (G99) system control value and Online Auth Verification Only (I96) system control value; see Performing Online Authorization for a Bill Me Later Order.

For more information: See Chapter 49: Performing Online Credit Card Authorizations for an overview of the online credit card authorization process and the required setup.

Online Cash Payment Processing

The online cash pay type (the pay type defined in the Pay Type for Payment Processing (K16) system control value) allows a customer to pay with cash for an order using funds from his bank account. The online bill pay system notifies the customer when the online cash payment is ready to pay; the customer pay’s for the online cash payment using funds from his bank account. The online bill pay system notifies CWDirect that the customer has paid for the online cash payment so that CWDirect can fulfill and ship the order.

When you add an online cash pay type to an order, the system:

• validates that the online cash pay type is the only pay type on the order. Because the online cash pay type can be the only pay type on the order, leave the Amount field blank; the amount to charge the online cash pay type always matches the order total.

• validates the an email address is defined for the order. Typically, this is the primary email address defined for the sold to customer. The online bill pay service sends the electronic invoice (eBill) to the customer using this email address in order to notify the customer that the order is ready to be paid.

The system sends an online cash payment approval request to the online bill pay service when you press F9 to accept an order.

The online bill pay service determines if the sold to customer on the order is eligible to pay for the order using funds from his bank account and sends an online cash payment approval response back to CWDirect.

CWDirect displays the Payment Approval Confirmation Window for the order, indicating if the customer has been approved or declined for the online cash payment.

• If a timeout occurred, indicating CWDirect could not establish a connection with the online bill pay system, the Payment Approval Confirmation window displays a message similar to the following: Payment Approval could not be processed. Use alternate payment method. In this situation, the system requires the customer to use a different form of payment for the order.

• If the customer is not approved for the online cash payment, the system requires the customer to use a different form of payment for the order before the order can be accepted.

• If the customer is approved for the online cash payment, you can accept the order.

When you accept an order with an online cash payment, the system:

• Places the order on hold using the order hold reason defined in the Hold Reason for Payment Approval (K17) system control value. The order should remain on hold until CWDirect receives a payment confirmation for the order, indicating the customer has paid for the order; see Applying Payment to an Online Cash Order.

At this point, the online cash payment is on the order, but the customer has not yet paid for the order.

For more information: See Online Cash Payment Overview and Setup for an overview of the online cash payment process and the required setup.

Rejecting the Order

When you press F11 to reject an order:

1. A pop-up window displays a delete-confirmation message.

2. You must press Enter to reject the order or F12 to cancel this action.

3. The order is removed entirely from the system if you choose to reject.

4. The order number assigned to the deleted order is “retired”; the system assigns the next available order number to the next order.

5. The customer retains any updates to any customer- related fields (such as a change of address or the addition of a permanent shipping address).

6. If you created the customer while entering this order, the customer's current and original mail types are set to S (suspect).

 

Note: You cannot reject an order that contains multiple recipients. When you press F11 to reject the order, the system advances you to the Select Order Recipient Screen where you can select an existing recipient or create a new recipient.

Confirm Invalid Expiration Date Screen

This screen opens if the expiration date for the credit card expires before the credit card payment method assigned to the order has been paid in full, for example, the credit card expiration date is 10/98 and an installment payment plan is assigned to the credit card payment method with installment dates of 9/8/98, 10/8/98 and 11/8/98.

CSR0506 ENTER Confirm Invalid Expiration Date 9/08/98 8:59:51

The KL Mail Order Company

Correct Expiration/Start Date . Y (Y/N)

Errors exist on the credit card expiration or start date.

To return to Order Maintenance, press enter.

To accept the order without correcting the error,

enter "N" and press the enter key.

Field

Description

Correct exp date

This value defines whether you wish to change the expiration date for the credit card or change the payment method assigned to the order.

Valid values are:

Y = Correct the expiration date or change the payment method assigned to the order.

N = Do not correct the expiration date or change the payment method assigned to the order.

Alphanumeric, 1 position; required.

Step-by-step instructions: To correct the credit card expiration date.

1. Enter Y in the Correct expiration date field if you wish to change the credit card expiration date or the credit card payment method assigned to the order, or

2. Enter N in the Correct expiration date field if you do not wish to change the credit card expiration date or the credit card payment method assigned to the order.

3. Press Enter. The system validates your entry and highlights the field if you need to correct it. Correct any errors and press Enter again.

4. The system returns you to the previous screen.

Note: If you entered Y in the Correct expiration date field, you must change the expiration date or payment method assigned to the order or you advance to this screen again when you press F9.

Rejecting the order:

1. A pop-up window displays a delete confirmation message.

2. You must press Enter to reject the order or F12 to cancel this action.

3. The order is removed entirely from the system if you choose to reject.

4. The order number assigned to the deleted order is “retired”; the system assigns the next available order number to the next order.

5. The customer retains any updates to any customer- related fields (such as a change of address or the addition of a permanent shipping address).

6. If you created the customer while entering this order, the customer's current and original mail types are set to S (suspect).

Note: You cannot reject an order if it contains multiple recipients. When you press F11 to reject the order, you advance to the Select Order Recipient Screen where you can select an existing recipient or create a new recipient.

Order Entry Updates

Purpose: The system performs updates to a number of files to reflect the addition of a new order to the system. The updates occur:

• Immediately (interactively), as you enter an order.

• When you press F9 to accept the order

• During a background processing job (Order ASYNC)

See System Operations Chapter 5: Working with the ORDR_ASYNC Job for more information about which fields are updated in each file.

Immediate Updates

The system updates the SKU and Item/Warehouse files immediately (interactively) as you enter a new order.

Process

File

Field

Update the Item/Warehouse record for each item ordered

Item/Warehouse

On-hand quantity (if express- billed order)

Item/warehouse backorder quantity

Reserve quantity

Special handling reserve quantity

Item/warehouse on-order quantity

Update the SKU record for each item ordered

SKU

Orders availability pick generation

Open quantity

On-hold quantity

Additionally, the system updates these files as you enter a new order:

• Alternate Customer # Cross Reference (if you are creating a new customer, and the Assign Alternate Customer # (I88) system control value is set to Y)

• Customer Sold To

• Customer Sold To BML

• Customer Sold To Extended Address

• Customer Sold To Phone #

• Customer Bill To

• Customer Bill To Extended Address

• Customer Bill To Phone #

• Customer Ship To

• Customer Ship To Extended

• Customer Ship To Phone #

• Customer Action Notes

• Order Additional Charges

• Order Batch

• Order Coupon Discount

• Order Detail

• Order Detail Coupon

• Order Detail Data Queue

• Order Free Gift

• Order Header

• Order I/T Lines

• Order Information

• Order Line History

• Order Line Message

• Order Message

• Order Payment Method

• Order Pending Checks

• Order Selected Item

• Order Ship To

• Order Ship To Address

• Order Ship To Data Queue

• Order Special Format

• Order Special Handling

• Order Transaction History

• Reserved Order Lines

• if using President’s Club Memberships:

• President’s Club Pre-Accounts File

• President’s Club Account Number File

• President’s Club Membership File

Updates at Accept

The system performs these file updates when you press F9 to accept the order. See Customer Service Chapter 84: Performing the Release and Chapter 79: Introducing Order Hold Reason Codes for more information about the credit check process that evaluates customers, orders, and payment types and performs record updates if any condition on the order fails a credit check.

Process

File

Field

Reprice order if the Price method field for the Source Code is set to D (Regular Item Pricing + Repricing)

Order Detail

Order detail price

Evaluate free gift eligibility, based on the source code or offer; create order detail records for free gift, if applicable

Order Detail

All fields

Calculate the $Discount, based on Source or Offer; add a record to the Order Additional Charges file

Order Additional Charges

All fields

Credit check: sold-to customer unconditional hold

Order Header

SKU

Order header/order hold reason system hold reason

On-hold quantity

Credit check: sold-to customer fraud

Order Header

Order Header

SKU

Order header order status

Order header/order hold reason system hold reason

On hold qty

Credit check: sold-to customer zip code fraud

Order Header

Order Header

SKU

Order header order status

Order header/order hold reason system hold reason

On-hold quantity

Credit check: bill-to customer unconditional hold

Order Header

SKU

Order header/order hold reason system hold reason

On-hold quantity

Credit check: bill-to customer zip code fraud

Order Header

SKU

Order header/order hold reason system hold reason

On-hold quantity

Credit check: ship-to/ sold-to customer fraud

Order Ship To

Order Header

Order Ship To

SKU

Order ship to/order hold reason hold reason

Order header/order hold reason system hold reason

Order ship to order status

On-hold quantity

Credit check: ship-to/ sold-to customer zip code fraud

Order Ship To

Order Header

SKU

Order ship to order status

Order header/order hold reason system hold reason

On-hold quantity

Credit check: ship-to customer fraud

Order Ship To

Order Header

SKU

Order ship to order status

Order header/order hold reason system hold reason

On-hold quantity

Credit check: ship-to customer zip code fraud

Order Ship To

Order Header

SKU

Order ship to order status

Order header/order hold reason system hold reason

On-hold quantity

Credit check: dollar hold

Order Header

SKU

Order header/order hold reason system hold reason

On-hold quantity

Credit check: time hold

Pay Type

Order Header

SKU

Order header hold reason

Order header/order hold reason system hold reason

On-hold quantity

Credit check: check fraud

Pay Type

Order Header

SKU

Order header hold reason

Order header/order hold reason system hold reason

On-hold quantity

Credit check: check interface hold

Pay Type

Order Header

Order header hold reason

Order header/order hold reason

system hold reason

Credit check: balance due exceeds the $amount

Order Header

SKU

Order header/order hold reason system hold reason

On hold qty

Credit check: pay types

Order Header

SKU

Order header/order hold reason system hold reason

On-hold quantity

Credit check: credit card fraud

Pay Type

Order Header

SKU

Order header hold reason

Order header/order hold reason system hold reason

On-hold quantity

Credit check: ship to mismatch hold

Evaluated only if the order contains a Credit Card pay category payment method, there is an order ship to or recipient address on the order, and:

• the order total is greater than the Maximum Order Amount for Fraud Checking (D24), and

• the ship via priority for the ship via on the order header matches the Ship Via Priority for Ship To Mismatch (L71), and

• the number of times shipped to the address is less than the # of Times Shipped to Same Address (D25) OR the number of days since the last shipment to the address is less than the # of Days Since Last Order (D26).

Order Header

Order Ship To

Ship Via

Order ship to order status

Order header/order hold reason system hold reason

On-hold quantity

Ship via priority

Credit check: email address fraud

Order Header

Order Ship To

SKU

OHR Hold reason

OHD OHR Sys hold reason

SKU On hold qty

Credit check: gift card hold

Evaluated only if the Use Gift Card Fraud Checking (L72) system control value is selected.

Order Payment Method

Order Detail

Item

Order Header

Pay type

Order header hold reason

ITM Number

ITM SVC Type

Order header/order hold reason system hold reason

Credit check: credit card authorization pending status

Pay Type

Order Header

SKU

Order header hold reason

Order header/order hold reason system hold reason

On-hold quantity

Credit check: credit limit exceeds open A/R

Pay Type

Order Header

SKU

Order header hold reason

Order header/order hold reason system hold reason

On-hold quantity

Credit check: outstanding balance due

Pay Type

Order Header

SKU

Order header hold reason

Order header/order hold reason system hold reason

On hold quantity

Order Broker assignment: if an order line qualifies for Order Broker fulfillment, creates an Order Broker trigger record and an Order Broker record and puts the order line in printed status; see Order Broker Integration

Order Broker

IL Outbound Trigger

Order Detail

Order Detail: printed quantity

Other files: all fields

Evaluate order for refunds or contributions; create refund records for overpayments or balance dues, or contribution records for contributions

Refunds

Order Contributions

All fields

Update the Flash Report

Order Control Summary

Dollars of orders entered to-date

Orders entered to-date

Orders entered month-to-date

Dollars of orders entered month-to-date

Orders entered year-to-date

Dollars of orders entered year-to-date

Orders open, reserved

Dollars of orders open, reserved

Orders held, reserved

Dollars of orders held, reserved

Total orders reserved/ unprinted

Update order header and order ship-to status to match status of detail lines if all lines canceled.

Order Header

Order Ship To

Order header order status

Order ship to order status

Update customer bill-to record if A/R order

Customer Bill To

Customer bill to dollars on order

Creates store fulfillment trigger record and supporting files if any order lines are flagged for store fulfillment

Store Pickup Header

Store Ship To

Store Pickup Payment

Store Pickup Detail

Store Pickup Detail Message

IL Outbound Trigger

All fields

Creates customer membership record if customer qualifies based on the merchandise on the current order and the Evaluate Loyalty Eligibility within Qualifying Order (J34) system control value is set to Y

Note: If the Evaluate Loyalty Eligibility within Qualifying Order (J34) system control value is set to Y, the background processing job (ORDR_ASYNC) performs this update

Customer Membership

All fields

Sends balance of updates to background processing job (O/P ASYNC)

 

 

Approved online credit card authorization: Create an online authorization record, authorization history record, and void authorization record if you performed online credit card authorization for a credit card payment method on the order

Online Authorization

Authorization History

Void Authorization

Online Authorization:

company

order #

seq #

auth amount

vendor response 1 (auth response)

vendor response 2 (CID response)

auth #

auth date

status: *UPDT

trans seq #

credit card #

terminal #

AVS result

card security value

ASV auth service

Authorization History:

All fields except Amount Deposited

Void Authorization:

All fields

Declined online credit card authorization: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order

Online Authorization

Authorization History

Online Authorization:

company

order #

seq #

auth amount

vendor response

status: *SENT

trans seq #

credit card #

terminal #

ASV auth service

Authorization History:

All fields except Amount Deposited, Auth Date, and Auth #

Undefined online credit card authorization response: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order

Online Authorization

Authorization History

Online Authorization:

company

order #

seq #

auth amount

vendor response

auth #

auth date

status: *UPDT

trans seq #

credit card #

terminal #

ASV auth service

Authorization History:

All fields except Amount Deposited

Online credit card authorization communication failure: Create an online authorization record and authorization history record if you performed online credit card authorization for a credit card payment method on the order

Online Authorization

Authorization History

Online Authorization:

company

order #

seq #

auth amount

auth #

auth date

status: *UPDT

trans seq #

credit card #

terminal #

ASV auth service

Authorization History:

All fields except Amount Deposited, Auth Date, Auth #, and Vendor Response

Updates During Background Processing

The system performs the balance of the field and file updates during a background processing job (Order ASYNC) that runs after you accept the order. See Updates During Background Processing for a detailed listing.

Tax-inclusive pricing: Each of the updates made for an item sold at the tax-inclusive price (in which VAT is added to the Hidden tax field on the order detail line, rather than accumulating tax in the Tax bucket on the order) are made using the tax-inclusive price minus the hidden tax. For example, if you sell an item at a tax-inclusive price of $10.00, but hidden tax of $1.50 was included on the order detail line, each of the dollar updates is in the amount of $8.50.

General Ledger Postings

During background processing, the system automatically posts these entries to the General Ledger Interface file if the Deferred Liability Cash Post Method (C48) field in the System Control file is set to ORDER. See Accounts Payable Chapter 41: Displaying the General Ledger Interface (DGLI) for more information on displaying the G/L Interface.

Transaction

Journal Source

General Ledger Account

debit

Cash/Accounts Receivable

Cash A/R # for the bank from the Default Bank for Cash Posting from Order Entry (D17) field in the System Control file

credit

Cash/Deferred Liability

Sale G/L # from the Pay Type file (for prepaid or coupon pay types only)

credit

Cash/Deferred Liability

Contribution G/L # from Pay Type file (for prepaid pay types only)1

debit

Coupon/Deferred Liability

Refund G/L # from Pay Type file (for coupon pay types only)

1When you convert a contribution to a refund, the system debits the Contribution G/L # and credits the Sale G/L # from the Pay Type file.

OE01_05 CWDirect 18.0 August 2015 OTN