Order scans

Order #

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

You advance directly to the Work with Order Screen if you enter a valid order number. The system, however, displays a message if you enter a nonexistent order number:

Order Ship-to not found

Numeric, 8 positions; optional.

Sold-to customer

A system-assigned code that identifies the customer who placed the order. Use this field to advance to the Scan Orders by Customer screen. See Order 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; optional.

Recipient customer

A system-assigned code that identifies the customer who receives the order. This number consists of the 9-digit sold-to customer number and the 3-digit ship-to suffix. Use this field to advance to the Scan Orders by Customer Ship To screen. See Order Scan Screen.

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

Recipient customer number: numeric, 9 positions; optional.

Recipient customer ship-to number: numeric, 3 positions; optional.

Item/SKU

A code representing a unit of inventory.

SKU code (separated from the item code by a slash): The item's unique characteristics, such as its size, color, and width.

Use these fields to advance to the Scan Orders by Item screen. See Order Scan Screen.

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

Item code: alphanumeric, 12 positions; optional (required if you also enter SKU information).

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

Order status

A code that indicates the condition of the order on the system. The order status is open (active) unless the status field contains one of the following values: Use this field to advance to the Scan Orders by Order Status screen. See Order Scan Screen.

Do not enter O (open) in this field; instead, place the cursor in this field and press Enter.

blank = open

C = Canceled

H = Held

S = Suspended

X = Closed

A = Archived to optical disk. If you are Archiving Orders to Optical Disk (AOPT), you can retrieve and maintain them through Order Maintenance. Archived orders have a status of A. When you select an archived order for maintenance, the system copies the order back to main storage and deletes it from the optical disk. If you exit the order by pressing F11, the order remains on your system until the next time you purge orders.

Alphanumeric, 1 position; optional.

Order date

The date that the order was entered on the system. Use this field to advance to the Scan Orders by Date screen. See Order Scan Screen.

Numeric, 8 positions (MMDDYY format); optional.

Alternate customer #

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 #.

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.

Purchase order #

The customer's purchase order number. Use this field to advance to the Scan Orders by Purchase Order Number screen. See Order Scan Screen.

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

Alphanumeric, 15 positions; optional.

Credit card number

The number of the credit card the customer used on the order. Use this field to advance to the Scan Orders by Credit Card screen. See Order Scan Screen.

Note:

• If you do not have authority to the Display Full Credit Card Number (B14) secured feature, credit card numbers that display on the bottom half of the scan screen display in the default format specified at the Credit Card Number Layout Screen. For example, ************ 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 cannot scan for archived orders through this field.

• If you do not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature, this field is display-only.

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

Alphanumeric, 20 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 Screen.

Alphanumeric, 30 positions; 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 Screen.

If your entry is an exact match to a web order number for a single order, you advance directly to the order; however, the search is case-sensitive, and since entry of lowercase characters in this field is not supported, you do not advance directly to an order whose web order number uses any lowercase characters.

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

Alphanumeric, 30 positions; optional.

Customer scans

Match code

A code the system assigns to each customer, based on elements of the customer's name and address. The system uses the match code to identify duplicate or fraud customers on the system. Use this field to advance to the Scan Orders by Match Code screen. See Order Scan Screen.

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.

Postal code

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

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

See Customer Scan Screen.

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.

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.

Last name

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

Alphanumeric, 25 positions; optional.

First name

The sold-to customer’s first name.

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

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

Alphanumeric, 25 positions.

Company name

The name of the company placing the order. Use this field to advance to the Scan Customer Sold To by Company Name screen. See Customer Scan Screen.

Alphanumeric, 30 positions; optional.

Phone number

The customer's daytime, evening, or third (fax or mobile) phone number. Use these fields to advance to the Scan Customer Sold To by Phone Number screen. Customer Scan Screen.

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.

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 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 Scan Screen.

Alphanumeric, 30 positions; optional.

Other scans

Salesrep # (Sales representative number)

A code that identifies a sales representative from your company who entered or obtained the order.

Numeric, 7 positions; optional.

Cash control #

A number used to connect the check and the corresponding order. Use this field to advance to the Orders by Cash Control Number screen. Order Scan Screen.

Numeric, 5 positions; optional.

Batch #

A number that identifies a group of orders within an order batch. The batch number is used as a control for the group of mail orders to ensure that the orders, units and dollars actually entered on the system are accurate.

Use this field to advance to the Scan Orders by Batch Number screen. Order Scan Screen.

Numeric, 5 positions; optional.

Invoice #

The number assigned by the system to the customer's bill. Use this field to advance directly to the Work with Order Screen.

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.

Coupon #

The number of the coupon used by the customer as payment on the order. Use this field to advance to the Scan Orders by Coupon Number screen. See Order Scan Screen.

You cannot scan for archived orders through this field.

Numeric, 7 positions; optional.

Country

The code representing the customer's country. Country codes are defined in and validated against the Country file; see Setting Up the Country File (WCTY).

Use this field to advance to the Scan Customer Sold To by Country screen. See Customer Scan Screen.

Alphanumeric, 3 positions; optional.