Chapter 38: Introducing Business to Business Order Entry
Purpose: You can use business to business order entry to create an order for a sold to customer who wishes to distribute merchandise to a range of ship to customers. This would be helpful, for example, if the sold to customer wishes to distribute merchandise to a large volume of ship to customers and wants a fast way to add an item to an order and distribute the item to multiple ship to customers.
For example, the sold to customer for the Tea and Coffee Company, can request an order for 150 packages of chai tea and ship 6 units of the tea to 25 separate ship to customers.
Differences from regular order entry: Entering a business to business order is similar to regular order entry except that:
• You need to distribute each item you order to a ship to customer or range of ship to customers associated with sold to customer. If you want to ship merchandise to the sold to customer, you need to create a ship to customer that represents the sold to customer. You can create a ship to customer for a sold to customer in Work with Customers (see Creating and Updating Sold-to Customers (WCST)) or during business to business order entry.
• The system does not reserve inventory until the order is processed through the phone interface. When you add an item to the order, the system displays the item's available quantity, however, this quantity does not include the quantity you have just ordered.
• The system does not support all interactive functionality, such as promotional pop-up windows and upsell. The only pop-up windows the system displays during business to business order entry are:
• customer action notes
• customer messages
• display/update bill to
• You cannot add certain items to a business to business order:
• The system displays an error message if you try to add a membership or variable set item to the order.
• If you order a special handling or custom special handling item, you cannot enter the special handling information during business to business order entry. You need to add the special handling information in order maintenance.
• If you order a set or continuity item, the system does not explode the components to the business to business order. You need to go into order maintenance to view the component items associated with the master item.
• You cannot complete entry of a pre-billable order in business to business order entry. Although the Pre Billed Amount Item (J72) will be added to the order, the system does not complete order acceptance steps.
• The system does not validate all of the information on a business to business order until you accept the order. When you accept the order, the system validates and processes the order through the phone interface.
• If the order does not contain any errors, the order is available on the system like any other order.
• If the order contains errors, the system prints a report that displays all of the errors that occurred for the business to business order. You can correct the errors in Batch Order Entry.
Basic order entry steps: To enter a business to business order, you must perform the following steps:
• Select the business to business order entry format on the Request Order Batch screen.
• Identify who is placing the order.
• Identify order information.
• Add the items to the order.
• Distribute the items to a range of ship to customers.
• Enter payment information.
• Review the order information.
• Accept or reject the order.
Each step is explained in this chapter.
Work files: As you enter the order, the system stores the business to business order information in a series of work files:
• Business to Business Order Header file
• Business to Business Order Detail file
• Business to Business Distribution file
• Business to Business Distribution Details file
• Business to Business Override file
• Business to Business Override Messages file
The business to business order information remains in the work files until the order is accepted and processed through the phone interface.
Note: Business to business orders do not store an order-level email address, as described under Working with an Order-Level Email Address.
In this chapter:
• Selecting Business to Business Order Entry
• Identify Who is Placing the Order
• Distribute the Items to a Range of Ship To Customers
• Review the Order Information
• Accept a Business to Business Order
• Generating Pick Slips for a Business to Business Order
Selecting Business to Business Order Entry
Purpose: In order to advance to business to business order entry, you must enter Y in the Business to business format field on the Request Order Batch screen.
Note: The Business to business format field does not display if you do not have authority to the Business to Business Order Entry Format (A89) secured feature.
How to display this screen: Enter OEOM in the Fast path field at the top of any menu or select Order Entry/Maintenance from a menu.
OER0143 ENTER Request Order Batch 3/24/99 13:38:28 KAL Co.
Are the orders batched? . . . . . . N (Y,N) Business to Business format . . . . Y (Y/N)
--------------- Default Values --------------- Order type . . . . . . . . . . . . . . . . P Payment type . . . . . . . . . . . . . . Salesrep # . . . . . . . . . . . . . 5555555 Ship via . . . . . . . . . . . . . . . . 1 Country . . . . . . . . . . . . . . . . USA
F3=Exit F7=Maintain orders F12=Cancel F22=User defined option |
When you enter Y in the Business to business format field, the system advances you to Business to Business Order Entry. At this point, you can enter a business to business order.
Identify Who is Placing the Order
You can select an existing sold to customer, scan for an existing sold to customer, or create a new sold to customer for a business to business order. Once you select a sold to customer, you can then:
• Review existing customer notes.
• Review the ship to customers assigned to the sold to customer. If the sold to customer you selected is not associated with any ship to customers, you must create a ship to customer. In order to distribute items to a range of ship to customers, the sold to customer needs to be associated with at least one ship to customer.
• Review existing customer action notes for the ship to customer, or create a new one.
• Review or change the sold to customer's expanded address
Once you identify the sold to customer, you can define order information for the business to business order. You are required to define the following order information for a business to business order:
• the source code used to place the order.
• The order's arrival date. You can create a future ship order by entering an arrival date that is greater than today's date.
• The shipper used to ship the items on the order. The ship via applies to every ship to customer on the order unless you override it. You can override the ship via for a specific ship to customer, or range of ship to customers or you can override the ship via for a specific item on the order.
• Whether a master pick slip should print for this order. A master pick slip is a dummy pick slip that contains the sold to customer's name and address and the order totals across all ship to customers. If you confirm the master pick slip, the system submits all of the pick slips associated with the master pick slip to Billing.
• The order type assigned to the order. You can create an order type that represents business to business orders.
Optionally, you can define the following order information for a business to business order:
• The hold reason code to place the order on hold.
• Whether the order should ship complete across all ship to customers.
• The order's purchase order number.
• an order message for all of the ship to customers on the order or for a specific range of ship to customers on the order.
• a ship via override for a range of ship to customers that will apply to each item the ship to customer is expecting to receive, or you can create a ship via override for a specific item on the order. This item will ship to every ship to customer that is expecting to receive this item using the ship via override.
Once you define the sold to customer placing the order and the order information, you can add the items to the order one at a time.
When you add the items to the order, you need to define the total quantity of the item that you wish to distribute to a ship to customer or a range of ship to customers. For example, if you add coffee mugs to the order, you need to specify how many coffee mugs you wish to order. The system uses the order quantity you define as the total quantity you wish to order. You can then divide the quantity you have ordered to a range of ship to customers. For example, if you ordered 50 coffee mugs, you can distribute 15 mugs to ship to customer 1 and 5 mugs each to ship to customers 6-12.
Item reservation: Once you add the item to the order, the system creates an order detail line and indicates the quantity available and whether the item is associated with a sold out status of 1 (sell out immediately). The system does not reserve the item for a business to business order until the order is processed through the phone interface, so while the item may indicate an available quantity on the order, the item may be on backorder by the time the item is processed through the phone interface.
Determining the price of an item: The system uses the regular pricing hierarchy to determine the price of an item. Most interactive processing does not work in business to business order entry, so the system does not display any promotional pricing pop-up windows or accompanying item pop-up windows.
If you do not want the system to reprice each item when the order is processed through the phone interface, you can default a price override reason code to each order detail line by entering a value in the Price Override Reason for Business to Business Orders (G08) system control value.
Distribute the Items to a Range of Ship To Customers
You can distribute an item to a range of ship to customers right after you add the item to the order, or you can first add all of the items to the order and then distribute each item.
In order to distribute an item, the sold to customer must be associated with a ship to customer. If the sold to customer is not associated with a ship to customer, you can create a ship to customer during business to business order entry.
To distribute an item to a ship to customer or range of ship to customers, you must define the ship to customer range. If you wish to ship all of the items to one ship to customer, you can specify the ship to customer's number as the starting number and the ending number for the range.
The system uses the quantity you defined for the item when you added the item to the order as the total quantity you need to distribute. As you distribute the item to ship to customers, you need to make sure the quantity that you distribute matches the order quantity that you had previously entered.
For each ship to customer range, you must define the starting ship to customer number, the ending ship to customer number, the quantity each ship to customer should receive, and whether this item should ship using a shipper other than the one defined for the order.
Once you enter all of the items you wish to add to the order and have distributed the items to a range of ship to customers, you can define how you wish to pay for the order.
Since a business to business order is not processed until it is generated through the phone interface, you can only view the merchandise totals for the order. The system does not include the tax and freight amounts for the order until the order is processed through the phone interface. You can then view the final order totals in order maintenance or order inquiry.
Because the final order totals are not viewable in business to business order entry, you should add a catch-all payment type to the order, such as a credit card, C.O.D., or A/R payment type. The catch-all payment type is the payment type that will be charged the outstanding balance on the order. Once the order is processed through the phone interface, the system adds the tax and freight amounts to the catch-all payment method.
Before you determine whether you should accept or reject the order, you can review:
• the ship to customers expecting to receive a specific item on the order and the quantity each ship to customer is assigned to receive.
• the total units ordered
• the gross merchandise total across all ship to customers
• the discount amount across all ship to customers
• the net merchandise total across all ship to customers
• ship to customer information, such as:
• the ship to customer number
• the name, company, and address of the ship to customer
• whether the ship via assigned to a ship to customer is different from the ship via assigned to the order
• the quantity of items shipping to this customer
• the total merchandise amount
• whether an order message has been created for the ship to customer
• each item assigned to the customer, the quantity of each item, the unit price for each item, the merchandise total for each item, and any ship via overrides for each item.
Accept a Business to Business Order
Once you review the business to business order, you can then decide whether to accept or reject the order.
If you reject the order, the system clears the information from the system and the order number is deleted.
If you accept a business to business order, the system processes and validates the order through the phone interface, using the B2B_GEN batch job.
• If the order contains any errors, the system prints the Business to Business Order Error Listing and places the order in an order batch so that you can correct the errors in batch order entry. The system places business to business orders that contain errors in the order batch number defined in the Batch for Business to Business Orders in Error (G09) system control value.
• If the order does not contain any errors, the order is available in the system. You can make changes to the order in order maintenance, print pick slips, and confirm the order.
You can define the job description the system uses to process the B2B_GEN batch job in the Job Description for Business to Business Order Generation (G13) system control value if you wish business to business orders to process using a job description other than the one used for your daily processing.
Generating Pick Slips for a Business to Business Order
You can print a master pick slip for a business to business order if:
• the Master carton field for the order is set to Y, and
• you generate pick slips for master label orders only (the Master label orders only pick slip generation option is set to Y).
In this situation, the system prints a master pick slip that displays the sold to customer's name and address and the order totals across all ship to customers.
You can use the master pick slip to confirm all of the pick slips associated with the business to business order at one time if the Hold Invoices for Multi-Recipient Orders (G07) system control value is set to Y.
When you confirm the pick control number that represents the master pick slip, the system:
• submits each pick slip associated with the master pick slip to Billing.
• creates an invoice for each pick slip.
• closes the order.
If you confirm a pick control number that does not represent the master pick slip for the order, the system:
• places the pick slip in a billing pending status.
• does not create an invoice.
• keeps the order in an open status.
• writes an order transaction history message indicating that the pick slip has been confirmed.
See Fulfillment Chapter 4: Introducing Pick Slip Generation.
| Part D: Entering B2B Orders | Contents | SCVs | Search | Glossary | Reports | XML | Index | Chapter 39: Entering a Business to Business Order |
OE04_01 CWDirect 18.0 August 2015 OTN