Order number

A combination of order number and ship to record number. The system assigns a unique number to every order created through Order Entry.

To scan on this field, enter a valid order number and, optionally, a ship to number. You advance directly to Order Inquiry for this order.

If you return to the Order Inquiry Scan screen after reviewing the order, the order number you entered and the customer sold to number associated with the order displays on the screen.

Example: If you enter order number 5600 in the Order number field, the system advances you to the Order Inquiry Header screen where you can review the sold to customer on the order (in this example, sold to customer 6 is associated with the order). If you return to the Order Inquiry Scan screen, order number 5600 displays in the Order # field and customer sold to number 6 displays in the Sold to customer field.

Note: The system does not retrieve the sold to customer number for any other scan fields on this screen; for example if you scan for an order by order status, the system does not display the sold to customer number when you return to the Order Inquiry Scan screen. Additionally, the system retrieves the order number and sold to customer number only if you press F12 to return to the Order Inquiry Scan screen; if you press F3, the system does not display the order number and sold to customer number on the Order Inquiry Scan screen.

Order number: numeric, 8 positions; optional.

Ship-to number: numeric, 3 positions; optional.

Postal code

The customer's postal or zip code.

Enter a full or partial code to advance to the Scan Sold To by Postal Code/Company screen. This screen lists all customers by postal code in ascending (lowest to highest) numeric sequence, beginning with the code you entered.

Scan length: The Postal Code Scan Length (F61) system control value controls how many characters of the postal code to use when searching for a customer. See that system control value for a discussion.

If you enter a postal code, last name, and first name, you advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered.

See Customer Sold To Scan Screens.

You can scan for customers across companies with the postal code field if cross-company scanning is set up. See Cross-Company Scanning.

Alphanumeric, 10 positions; optional.

Country

The code for the customer's country. Country codes are defined in and validated against the Country file.

Enter a full or partial country code to advance to the Scan Customer Sold To by Country screen. This screen lists all customers associated with the country code you entered. See Customer Sold To Scan Screens.

Alphanumeric, 3 positions; optional.

Last name

The name of the customer who placed the order.

Enter a full or partial name to advance to a Scan Cust Sold To By Last Name screen, which lists all customers alphabetically beginning with the name you entered. You can also include a full or partial first name along with a full (not partial) last name to restrict the scan further. See Customer Sold To Scan Screens.

Alphanumeric, 25 positions; optional.

First name

The first name of the customer who placed the order.

Enter the last name, first name, and postal code to advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered. You can also enter just the full (not partial) last name and full or partial first name to advance to the Scan Cust Sold To By Last Name screen.

Note: First name must be used in conjunction with Postal code, Last name or with just Last name for scanning. You cannot scan on first name alone.

See Customer Sold To Scan Screens.

Alphanumeric, 15 positions; optional.

Company name

The name of the company associated with the order.

Enter a full or partial company name to advance to the Scan Cust Sold To By Company Name screen. This screen lists all customers alphabetically by company name, beginning with the name you entered. See Customer Sold To Scan Screens.

Alphanumeric, 30 positions; optional.

Phone number

The customer's daytime, evening, or third (fax or mobile) phone number.

Enter information in one or more of the phone number fields to advance to the Scan Cust Sold To by Phone # screen. This screen lists customers in ascending order by phone number, beginning with the phone number you entered. See Customer Sold To Scan Screens.

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

Note: Your entry should include any formatting specified by the telephone number format for the country; for example, if the telephone number format for the United States is (111) 111-111, your entry should include the parentheses and hyphen.

Alphanumeric, 14 positions; optional.

Ship via

The ship via code on the order ship to. Ship via codes are defined in and validated against the Ship Via file.

Enter a valid ship via code to advance to the Scan by Ship Via screen. This screen lists orders in descending order by ship via code, beginning with the ship via code you entered.

If you place your cursor in the Ship via scan field and do not enter a ship via code before pressing Enter, the system advances you to the Scan by Ship Via screen and displays all orders for all ship vias in descending ship via code, order number sequence.

You can use the Sts (order ship to status) and Order date (order entry date) fields on the Scan by Ship Via screen to further narrow down the orders to review.

Examples: Use the Scan by Ship Via screen to review:

• all orders for a specified ship via.

• cancelled orders for a specified ship via.

• held orders for a specified ship via.

• suspended orders for a specified ship via.

• closed (shipped) orders for a specified ship via.

• all orders for a specified ship via and order date.

• all closed orders for a specified ship via and order date to verify that they have shipped.

Enter 1 next to an order on this screen to advance to the Order Inquiry Header screen. If the order you select has more than one shipping address, you advance directly to the recipient order. See Reviewing the Order Inquiry Header Screen.

Note:

• The ship via code scan field does not work in combination with any other scan field on the Order Inquiry Scan screen.

• Because blank (no entry) in the Status field indicates an open order, you cannot use the Status field on the Scan by Ship Via screen to review only open orders.

Numeric, 2 positions; optional.

Credit card number

The credit card number the customer used on the order.

Enter a full or partial credit card number to advance to the Scan Orders By Credit Card screen. See Order Scan Screens.

Note:

• If you do not have authority to the Display Full Credit Card Number (B14) secured feature, credit card numbers on the scan screen display in the default format specified at the Credit Card Number Layout Screen. For example, ************2443 may display instead of the entire credit card number.

• If you have credit card encryption enabled, the system will not find a credit card number match unless you enter the full credit card number in the scan field. The credit card number you entered in the scan field is display-only at the top of the screen. See Using Credit Card Encryption and Data Security for an overview.

• If you use Credit Card Tokenization, you will not be able to scan on the credit card number since the credit card number has been replaced with a token; you can use the Bin/Last 4 field to scan for a credit card number.

• You cannot scan for archived orders through this field.

If the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature, this field does not display.

• Depending on the user’s authority to credit card information, the system writes a record to the Credit Card Audit file when you scan on credit card number. See Logging Credit Card Data Access for more information.

Alphanumeric, 20 positions; optional.

Bin/Last 4

The first 6 positions and the last 4 positions of the credit card number the customer used on the order.

Enter a full credit card bin number and last 4 number to advance to the Scan By Partial Card Number screen. See Order Scan Screens.

Note:

• In order to scan for a credit card number using the Bin and Last 4 fields, you must enter both fields.

• The Bin/Last 4 scan does not work with any other scan fields on this screen.

Bin: Numeric, 6 positions; optional.

Last 4: Numeric, 4 positions; optional.

Sold to customer

A unique number that identifies the customer who placed the order.

Enter a valid customer number to advance to the Scan Orders by Customer screen. If there is only one order for this customer, you advance directly to Order Inquiry for the order. See Order Scan Screens.

If you scan for an order by entering an order number in the Order # field and then return to the Order Inquiry Scan screen after reviewing the order, the order number you entered and the customer sold to number associated with the order displays on the screen.

Example: If you enter order number 5600 in the Order number field, the system advances you to the Order Inquiry Header screen where you can review the sold to customer on the order (in this example, sold to customer 6 is associated with the order). If you return to the Order Inquiry Scan screen, order number 5600 displays in the Order # field and customer sold to number 6 displays in the Sold to customer field.

Note: The system does not retrieve the sold to customer number for any other scan fields on this screen; for example if you scan for an order by order status, the system does not display the sold to customer number when you return to the Order Inquiry Scan screen. Additionally, the system retrieves the order number and sold to customer number only if you press F12 to return to the Order Inquiry Scan screen; if you press F3, the system does not display the order number and sold to customer number on the Order Inquiry Scan screen.

Ghost customers: If you enter the customer number of a ghost customer, the scan screen does not display any orders; this is because a merge/purge has assigned any orders using that customer number to the “target” customer. You can identify a ghost customer by the setting of the Ghost flag.

Numeric, 9 positions, assigned by the system; optional.

Sales rep # (Sales representative number)

A code that identifies your company's sales representative credited for the order.

Enter a valid sales representative number to advance to the Scan Orders by Sales Rep screen. This screen lists orders in ascending (lowest to highest) sequence by sales rep number, then by order number and date, beginning with the number you entered. See Order Scan Screens.

Numeric, 7 positions; optional.

Alt cust #

The alternate customer number defined for the customer who placed the order. Alternate customer number is an additional number to identify the customer on the system, such as a serial number or a customer number carried over from a system conversion.

Enter an alternate customer number to advance to a subsequent scan screen that lists customers by alternate customer number. See Display Alternate Customer Cross Reference Window (I84) for more information.

Alternate Customer Number Label Description

The field label name that displays on this screen is based on the name you enter in the Alternate Customer Number Label Description (H95) system control value; if you do not enter a name in this system control value, the field label is Alt cust #.

Example: If you enter the field label name PC MEMBER# in the system control value, the field label name that displays on this screen is PC MEMBER#.

President’s Club memberships

If the Use President’s Club Membership (H94) system control value is set to Y, the alternate customer number identifies a customer as a member of the President’s Club. If you enter an invalid membership number in this field, an error message displays: No President’s Club Membership Number Found.

Note: Scanning by the alternate customer number of a ghost customer is not currently implemented if the Display Alternate Customer Cross Reference Window (I84) system control value is set to Y.

Alphanumeric, 15 positions; optional.

Cash control #

The control number, usually the check number, entered on a prepaid mail order.

Enter a full or partial cash control number to advance to the Orders by Cash Control Number screen. This screen lists orders in ascending (lowest to highest) numeric sequence by cash control number, beginning with the number you entered. See Order Scan Screens.

Numeric, 5 positions; optional.

Recipient

The last name of the customer who receives a gift order. This scan includes customers you add to an order using F2, not shipping addresses that you add to an order using F7 or F14.

Enter a full or partial name to advance to the Scan Orders For Recipients screen. This screen lists all customers in the Customer file, beginning with the name you have entered. Enter 1 next to a customer to find orders for which this customer was a recipient. See Customer Sold To Scan Screens.

Note: You cannot scan for archived orders through this field.

Alphanumeric, 25 positions; optional.

Batch #

A number that identifies a group of mail orders.

Enter a batch number to advance to a Scan Orders by Batch # screen. This screen lists orders in ascending (lowest to highest) sequence by batch number, beginning with the number you entered. See Order Scan Screens.

Numeric, 5 positions; optional.

It is common to use the Item, Order status, and Order date fields together when searching for an order. For example, you may want a listing of open orders entered prior to a specific date that contain a specific item.

Order status

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

C = Canceled

H = Held

S = Suspended

X = Closed

A = Archived to optical disk

E = In error

Enter a valid status code to advance to the Scan Orders by Order Status screen. This screen displays orders of the selected status in ascending (lowest to highest) order number sequence. See Order Scan Screens.

Note: You cannot enter O as a valid order status code for scanning. Instead, place the cursor in this field and press Enter to scan for all open orders.

Alphanumeric, 1 position; display-only.

Invoice #

A number assigned to each shipment on an order.

Enter an invoice number to advance to Order Inquiry for the order.

Select Invoice window: When you search by invoice number, if the system finds more than one order associated with the same invoice number, the system displays the Select Invoice window, where you can review and select the order associated with the invoice that you wish to review or update. An invoice number may be associated with more than one order number if the number wheel for the Invoice Number number assignment value rolled back to the first number.

Numeric, 7 positions; optional.

Order date

The date the order was entered.

Enter a date to advance to the Scan Orders by Date screen. This screen lists orders in descending sequence (newest to oldest orders), beginning with the date you entered. See Order Scan Screens.

Numeric, 6 positions (MMDDYY format); optional.

Coupon #

The number of the coupon redeemed on the order.

Enter a full or partial coupon number to advance to the Scan Orders by Coupon Number screen. This screen lists coupons in ascending (lowest to highest) numeric sequence, beginning with the number you entered. At this screen, you can:

• Scan further by Coupon #, Type, or Amount fields, where type is a code that represents a regular coupon (code = C), gift certificate (code = G), or bonus (code = B)

• Select a record by entering 1 next to it. You can select coupons by either Date issued or Date redeemed.

See Order Scan Screens.

Note: You cannot scan for archived orders through this field.

Numeric, 7 positions; optional.

Purchase order #

The purchase order number associated with the customer's order.

Enter a full or partial purchase order number to advance to a Scan Orders by Purchase Order Number screen. This screen lists purchase orders in ascending (lowest to highest) numeric sequence by order number. See Order Scan Screens.

Note: You cannot scan for archived orders through this field.

Alphanumeric, 15 positions; optional.

Order type

A code that identifies how an order was received, such as by telephone, mail, facsimile, or other methods.

Enter a valid order type to advance to the Orders by Order Type screen. See Order Scan Screens.

Alphanumeric, 1 position; optional.

Item/SKU

The code for the item and style of the item.

Item code

A code that represents a unit of inventory.

Enter a valid item code to advance to the Scan Orders by Item screen, which lists all orders that contain the item you entered. See Order Scan Screens.

Alphanumeric, 12 positions; optional (required if scanning on SKU information).

SKU (stock keeping unit)

The style of the item, such as its color and size.

Enter a valid SKU to advance to the Scan Orders by Item screen, which lists all orders that contain the item and SKU you entered. See Order Scan Screens.

Note: You cannot scan for archived orders through this field.

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

Order cross ref #

The web order number associated with the customer's order, as defined in the E-Commerce order number field in the Order Header Extended file. An order is associated with a web order number if it is passed through the E-Commerce Interface.

Enter a full or partial web order number to advance to a Scan Orders by Cross Reference Number screen. This screen lists orders in ascending (lowest to highest) alphanumeric sequence by web order number. See Order Scan Screens.

If your entry is an exact match to a web order number for a single order, you advance directly to the order.

Note: The Order cross reference number field does not work in conjunction with any other scan field on this screen.

Alphanumeric, 30 positions; optional.

Match code

A code comprised of elements of the customer's name and address, which is used to detect duplicate and fraud customers.

Enter a full or partial match code to advance to the Scan Sold To Customer by Match Code screen. This screen lists customers alphabetically by match code, beginning with the code you entered. See Customer Sold To Scan Screens.

You can scan for customers across companies with the match code field if cross-company scanning is set up. See Cross-Company Scanning.

Alphanumeric, 15 positions; optional.

Pick control #

A code the system assigns to each batch of pick slips.

Enter a pick control number to advance to the Scan Orders By Pick Control # screen. From this screen you can also use options to display the Invoice Detail and Invoice Detail Pay Methods screens. See Reviewing Financial Information.

Note: You cannot scan for archived orders through this field.

Numeric, 7 positions; optional.

E-mail address

An email address for the customer.

When you enter a full or partial email address, you advance to the Scan Customer by E-mail Address screen, where you can scan by any email address on file for a sold to customer. This field is not case sensitive; an email address of abc@commercialware.com matches an entry of ABC@COMMERCIALWARE.COM, and vice versa. See Customer Sold To Scan Screens.

Alphanumeric, 30 positions; optional.

Membership ID

A code identifying a membership program you use to generate periodic orders to a customer.

Enter a full or partial membership ID to advance to the Orders by Membership ID screen, which lists orders that were generated through membership programs. See Order Scan Screens and Membership Overview.

Alphanumeric, 12 positions; optional.

Tracking#

The number assigned by the shipper to track the shipment. This number is stored in the Manifest Upload Audit file if you use PC manifesting to ship an order.

Enter a full or partial tracking number to advance to the Scan by Tracking # screen. If your entry is an exact match to a tracking number for an order, you advance directly to the order. If the exact match exists on more than one order, the system advances you to the first order it finds. See Order Scan Screens.

Alphanumeric, 30 positions; optional.