Placer

The first name, middle initial and last name of the individual within an organization who placed the order.

Depending on the settings of the Individuals Required in Order Entry (E01) and the Individual Position for Consumer Customers (G02) system control values, selection of a placer may be required. See Select Individuals for an Order Screen for more information on selecting individuals for an order.

You can also add, review, or change an individual order placer or originator at the Work with Order Ship to Properties Screen, which you can display by pressing F21.

First name: alphanumeric, 15 positions, display-only.

Middle initial: alphanumeric, 1 position, display-only.

Last name: alphanumeric, 25 positions, display-only.

Hold reason

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

Hold reason codes are defined in and validated against the Hold Reason file. See Customer Service 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 Releasing Held Orders.

Alphanumeric, 2 positions; optional.

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 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 using Batch Reservation or running the Evaluate Backorders program.

Numeric, 6 positions (MMDDYY format); required.

Calc freight (Calculate freight)

This value determines whether the system calculates and adds freight charges, additional freight charges, service charges by ship via, or C.O.D. charges to the order.

Y = (Default): The system calculates freight based on the freight method defined for the source code.

N = The system does not calculate freight.

Alphanumeric, 1 position; required.

Sold-to (Sold-to customer number)

A number assigned by the system to identify the customer who is placing the order.

The starting sold-to number and the last sold-to number are stored in the Number Assignment file.

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

Recip sts (Recipient status)

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 review or maintain the orders from 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 are:

• 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 Using the Order Inquiry Scan Screens (OIOM) for more information about these order status codes.

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. Common orders types include phone, fax, mail, retail or other. You use order type to group orders on the system, monitor employee performance and accuracy, and control the sort of several reports. See Customer Service Establishing Order Types (WOTY).

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

Note: You can select a default order type in the System Control file or at 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.

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 the customer mailings from your company. You can define a default value in the System Control file.

Y = Send mail to this customer.

N = Do not send 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. See Creating and Updating Sold-to Customers (WCST).

Alphanumeric, 1 position; required.

Rent

This value indicates whether to rent this customer's name to other companies.

Y = Rent this name.

N = Do not rent this name.

Alphanumeric, 1 position; required.

Order sts (Order status)

The status of the recipient order.

New orders

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

The order status is determined during the Credit Check process that runs when you accept the order.

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

Name

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

Prefix

A title that belongs before the customer's name, 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 Company has not been entered.

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 Last name is not entered.

M/F (Male/female)

This code indicates the customer's gender. Male/female codes are defined in the Profile Data file, which you use to define other demographic information as well. You can define a Default Male/Female Profile Code (C74) in the System Control file.

Alphanumeric, 1 position; optional.

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. Included 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. Included 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.

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 is a post office box. The system validates that the carrier can ship to a post office box (as defined in the Ship Via file).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.

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 information in the third or fourth address lines for the customer (however, the plus sign does not appear if there is an additional second address line only). Use the Expand Name/Address Screen to complete 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:

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

2. Insert a space.

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

Alphanumeric, 10 positions; optional.

Currency

The currency defined for the offer associated with the source code. The currency displays on the screen after you enter a source code on the order header.

Note: This field appears only if you have the Multi Currency by Offer (E03) field in the System Control file set to Y.

Alphanumeric, 3 positions; display-only.

Postal code

The postal or zip code for this customer. If you entered a postal at a scan screen before pressing F6 to create a new customer, this information defaults; but you can override it. The related city, state, and country default as well.

If the system control value Use Zip/City/State Defaulting? (B13) is set to Y, you can enter the postal code. The system displays the city and state associated with this postal code if it exists in the Postal Code file.

The system calls a user-defined program to validate postal codes if the External Postal Code Validation (E62) system control value set to Y.

The Postal Code file contains valid postal code/city/state combinations, and may also contain tax rates. You can purchase a tape of the valid combinations from your post office or you can enter each postal code/city/state combination manually.

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

The state or province where the customer resides or receives mail or shipments. State codes are defined in and validated against the State file, accessible through the Work with Countries menu option; see Customer Service 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.

You can define a Default Country for Customer Address (B17) in the System Control file or specify one at the Request Order Batch screen 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.

Delivery

This value identifies a business (commercial) or residential address. Carriers that use different business or consumer rate tables (such as UPS) use this value.

Valid values are:

B =Business rate table determines shipping charges.

R =Residential rate table determines shipping charges.

N = No distinction. This is not a valid value 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.

• If a delivery code has not been defined for the postal code on the address, the system defaults the delivery code defined in the Customer file.

• 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.

Phone numbers

There are 2 different sets of fields for the customer's daytime, 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.

You can define a telephone number format 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.

Example: Telephone Number Format

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 Setting Up the Country File (WCTY).

The system calls a user-defined program to validate phone numbers outside of CWDirect if you enter a Y in the External Validation for Phone Number (E64) system control value. 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 only contain 6 numbers and more than 6 numbers are entered, an error message displays. Phone numbers that are not associated with a country, for example, 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

Alphanumeric, one 14-position (phone number) and one 4-position (phone 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.

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.

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

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.

Note: Included only if individual information was received through the catalog request interface. If you do not have the Enable Catalog Request at Individual Level (H81) system control value set to Y, the system does not allow you to complete entry of an individual on this screen; however, the system does not prevent you from sending an individual as part of a catalog request through the e-commerce interface, and the catalog request (and individual, if new) is created if there are no errors.

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 is not able to enter an order.

See Customer Service 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 (if your company includes this information when you print labels).

Each order must include 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 (an “unknown” source code).

The source code controls how shipping is calculated and items are priced, and whether the order is eligible for any discounts.

Defaulting

The source code may default from the Current source field or from mail history for the Sold To Customer depending on the settings of the Use Default Current Source Code (C46) and Load Source from Mailing History (D20) system control values. If prospect information defaulted from the Prospect file, a source code may also default from this file; see Marketing Loading the Prospect Finder File (LPFF). You can also use the Source Code Auto Retrieval Value (H82) to automatically 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.

Prompting for a source code

You can prompt (F4) on this field to obtain a list of current source codes. Only source codes with a Y in the Display in O/E field in the Source Code file 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.

Currency of source code

If you take orders in multiple currencies (the Multi Currency by Offer (E03) system control value is set to Y), the currency defined for the offer associated with the source code will display in the Currency field after you enter the source code.

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 indicates: 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 Using Alternate Currency Pricing for an overview and required set up.

Restricted source codes

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

A source code might be flagged as “restricted” when:

• The source code is obsolete; no new orders can use 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 might 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 may also update the source code to the Current source code field for a new or existing customer, depending on the setting of the Update of Current Source Code in Customer File (D08) field in the System Control file.

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 Displaying More Options.

Entity History

The system captures entity-level history based on the source code on the order header if the Track Customer History at Entity Level (F89) system control value is set to Y.

More information on source codes: Source codes are defined in and validated against the Source Code file. See Marketing Working with Source Codes (WSRC).

Alphanumeric, 9 positions; required.

Salesrep#

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 Accounts Payable 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, again defaults.

Numeric, 7 positions; optional.

Ship via

A code for the shipper to deliver this order to the customer. A default value may load to this field, if you entered a default ship via on 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 Fulfillment 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 Fulfillment Working with SCF/Ship Via Values (WSHV).

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 Ship Via Overrides for Item Window opens, 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 ship via is designated by an E in the Billing code field for the shipper.

When you enter an express billed order, the Enter Location window opens 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 and defaults the location from the Auto restock location field for the warehouse that defaulted.

Note: You cannot express bill and order that contains an 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 (Y/N)

Whs/Location . . 1 C010102

Press Enter to continue

Serial Number Entry

If the item is flagged for serial number tracking, the Enter Serial Numbers Screen opens 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 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 hardcopy 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 an order to express bill by entering an express bill code in the Ship via field on the Work with Order Lines Screen (Adding Items to the Order). When you express bill an item, a pick slip does not print and no shipments occur.

An error message indicates if try you 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 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 no shipment email confirmation is generated; 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).

This field may default to Y or N depending on the value in the Default “Gift Order” Flag (D14) field in the System Control file. If this field is set to default to Y and you press F19 to enter a recipient order, the Gift field is set to Y automatically 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.

The Auto Update Order Priority (G45) system control value controls 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 system control 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 system control value is set to N or blank, the system does not update the priority of the order when you enter an override to the Arrival date.

Immediate Reservation

If you use Immediate Reservation, this 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.

Batch Reservation

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

Valid values are numbers in the range of 0-9, where 0 is the lowest priority and 9 is the highest priority.

See Reviewing Reservation Types and Warehouse Backorder Processing.

Numeric, 1 position; optional.

Warehouse

The warehouse to ship the entire order. Leave this field blank if you want the system to determine which warehouse to use; otherwise, enter a warehouse code.

The warehouse code you enter here overrides all warehouse codes except those entered for an individual order line, using the Add Line option.

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

Warehouses are defined in and validated against the Warehouse file. See Warehousing 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 defaults the non-allocatable warehouse to the Warehouse field on the order and reserves 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.

Associate (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 for the Item/Offer or SKU/Offer.

This field defaults to Y if the customer is identified as an Associate customer.

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 receives the regular item 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, an error message indicates if you try to change the value: Not authorized to change Associate Customer.

Alphanumeric, 1 position; required.

Discount %

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 opens 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 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.

Est frt (Estimated freight charge)

Your “best guess” of the freight charges on the order. Only enter a value in this field if using the actual freight method.

You can tell the customer what the estimated freight charge for the order is; however, the true freight charge is based on the actual weight of items on the order.

Actual (billing amount) freight method

You can enter an estimated freight charge when using the actual freight method (as designated by an A in the Freight method field of the source code).

This is an order-level freight method that uses the total weight of all the items on the order to determine what the shipping charges are on the order.

The freight method being used on the order is transparent to your Order Entry operators; you must train your operators to enter estimated freight charges only for specific source codes.

The actual freight charge is determined during Confirmation or Billing by one of these methods:

• Weighing the package and using the system- calculated the freight charge

• Entering the freight charge manually

The estimated freight charge is not included in the order totals, so the Frt (freight) field is blank (unless there is a freight override) until you determine the actual freight charge.

Note: You can enter an estimated freight charge up to 99999.99. You must type the decimal point when entering the estimated freight.

Numeric, 7 positions with a 2-place decimal; optional.

Auto can B/O (Automatically cancel backorders)

This value indicates whether the system cancels any backordered lines automatically after the first shipment on the order. Unshipped lines are canceled during Confirmation.

Valid values are:

Y = Items cannot be backordered.

N (Default) = Items can be backordered.

If this field is set to Y, any open line on an order is canceled during Billing. The system assigns the cancel reason code defined in the System Control file to each line canceled through this program.

Alphanumeric, 1 position; required.

Cancel date

The last date when the customer will accept receipt of this order. Leave this field blank if there is no “deadline” for delivery.

The system uses this calculation:

Cancel date

-Lead days (System Control file)

- Transfer days (Warehouse/Drop Point file)

- Lead days (SCF/Ship Via file) _

Date to stop reserving stockn

Order Cancellation List

Any items that have not shipped before the cancellation date are printed on the Order Cancellation List along with the customer's name and phone number.

Customer Service uses this list to contact each customer to see if the deadline can be extended. If not, Customer Service must use Order Maintenance to cancel the order.

Numeric, 6 positions; optional.

Arrival date

The date when the customer wants to receive this order.

Initially, the arrival date is set to the current date; however, you can enter some future date to ship the order at a later date. Alternatively, you can leave this field blank and enter an arrival date for selected items.

Note: The arrival date cannot be earlier than the current date.

The system control value Auto Update Order Priority (G45) controls whether entering an override to the Arrival date in order entry or order maintenance updates the priority of the order to 9 (highest priority).

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

The arrival date controls:

• Inventory reservation

• Pick slips printing

Influence on Reservation

The arrival date on the order controls whether inventory is reserved for each order detail line. The system uses this calculation: arrival date - reservation lead days = reservation date

The system does not reserve inventory if the system-calculated date is greater than today's date. This is considered a future order. The system identifies each item on the order as a future order and assigns this backorder status to each item.

The Reservation Lead Days (B27) value in the calculation is defined in the System Control file.

You can run the Evaluate Future Orders program each evening during a periodic process to evaluate each item marked as a “future order.” The system reruns the arrival date calculation. The system reserves the required inventory based on the order date if the system-calculated date is less than or equal to today's date.

Influence on Pick Slip Generation

The arrival date on the order also controls whether pick slips are printed. The system uses this calculation: arrival date - (pick processing days + transfer lead days + lead days) = date

The system generates pick slips if the system- calculated date is less than or equal to today's date; otherwise, the system holds the printing of the pick slips until the date is within the allotted time frame.

The system considers this information:

What are the Pick Processing Days (B37) in the System Control file? This value indicates how many days, on average, it takes your company to print a pick for an order. This is your internal lead time.

What are the Transfer days for the Warehouse Drop Point? This value represents the number of days it takes to ship the order from the drop point. This may be a centralized warehouse (in which you must ship from one warehouse to another) or a drop point (which is a place where another shipper picks up the package and delivers it to its destination to save shipping charges).

What are the Shipping lead days for the SCF/Ship Via? This value represents the number of days it takes a shipper to deliver the order to its destination.

When you generate pick slips, the system evaluates the arrival dates on all orders to determine when a pick slip can be printed. See Fulfillment Reserving Inventory and Generating Pick Slips.

Numeric, 6 positions; required.

Tax code

This code determines whether the customer's purchases are taxed, and if so, how to calculate the tax. This field defaults to the tax status previously defined for an existing customer and defaults to N for a new customer. When you enter the customer's name and address, the system changes to the tax code to T if the customer is subject to tax.

Note: The system ignores the tax code if you use the Vertex interface to calculate tax.

The system uses these sources to calculate tax on an order:

• Tax Included in Price (E70) system control value and other system control values

• Country file (see Customer Service Setting Up the Country File (WCTY))

• SCF file (see Fulfillment Working with SCF/Ship Via Values (WSHV))

• Postal Code file (see Customer Service Setting Up the Postal Code File (WZIP))

• Customer Sold To file and Customer Tax file (see Customer Service Working with Customer Tax Status)

• Item and SKU files; Item Tax Exemption file and GST Tax Exemption Status file (see Merchandising Working with Item Tax Exemptions (WITX) and Working with GST Tax Exemption Status (MGTX))

• Additional Charge Code file (see Customer Service Establishing Additional Charge Codes (WADC))

The information that the system gathers for tax calculation purposes includes tax rates, calculation methods for the Canadian GST and PST taxes, and whether to tax freight and/or handling.

You can set up a tax exemption as a default for a customer, or exemptions in particular states or provinces. Whenever you make any change to the shipping address on the order, you should clear the Tax code field and the Rsl/ex# field. Clearing these fields allows the correct information to default into these fields based on the new destination address. See Working with Customer Tax Status for a discussion of how a customer's tax information defaults in order entry.

Valid values are:

• T (Taxable): Indicates that the customer is subject to all regular taxes. If the customer resides in Canada, the customer is subject to both GST and PST.

• N (Nontaxable): Indicates that the customer's purchases are not taxed. The system sets this flag after determining the customer’s tax status based on the shipping address. See Working with Customer Tax Status for an overview.

• R (Reseller): Indicates that the customer is a reseller. A reseller is a person or company who purchases goods to sell to someone else. A reseller certificate number is required in the Rsl/Ex# field. The system does not calculate standard tax (in the Tax bucket) or VAT, if applicable, on the order.

• E (Exempt): Indicates that the customer is considered tax-exempt. A tax-exempt certificate number is required in the Rsl/Ex# field. The system does not calculate standard tax (in the Tax bucket) or VAT, if applicable, on the order.

• G (Goods and Services Tax): Indicates that the customer is a Canadian customer who is subject to the Goods and Services tax (GST) on purchases only. GST is a federal tax. The System Control file defines the default GST rate; however, an override GST rate may exist for the postal code or SCF.

• P (Provincial Services Tax): Indicates that the customer is a Canadian customer who is subject to the Provincial Services tax (PST) on purchases only.

Valid Tax Code + Rsl/Ex# Combinations

T (taxable) + Rsl/Ex# = blank

N (nontaxable) + Rsl/Ex# = blank

R (reseller) + Rsl/Ex# = required

E (exempt) + Rsl/Ex# = required

G (GST) + Rsl/Ex# = blank

P (PST) + Rsl/Ex# = blank

Alphanumeric, 1 position; required.

Rsl/Ex# (Reseller/Exempt Certificate Number)

A certificate number that identifies this customer as a reseller or tax-exempt customer who is not charged sales tax. A reseller/exempt# is required if the Tax code is R or E.

The Exempt cert field for the customer contains the customer's reseller or tax-exempt certificate number. This number defaults to the Rsl/Ex# field in order entry for each new order placed by an existing customer. A new customer must provide a certificate number during order entry to avoid paying sales tax.

If a customer has a VAT exemption number, the tax code defaults to E and the words VAT EXEMPT default in this field for any order subject to VAT. You cannot override a VAT exemption and make the order taxable. See Customer Service Working with Customer Tax Status for a discussion of how tax information defaults in order entry.

Alphanumeric, 15 positions; required when the customer's Tax code is R (reseller) or E (exempt).

PO#

The customer's purchase order number, normally used for accounts receivable customers. The system ensures that you do not enter a duplicate purchase order number for the same customer if the Verify Duplicate PO Numbers for A/R Orders (D80) system control value is set to Y. A purchase order is required for A/R orders (payment category = 3) if the PO Required for A/R Orders (D79) field in the System Control file is set to Y.

Alphanumeric, 15 positions; optional.

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

Press F21 when you finish entering the order to calculate any end-of-order pricing discounts, including promotional pricing.

Line-level discounts

The system calculates any line-level discounts (such as the 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 merchandise 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 Frt+ (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 Calc freight (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.

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.

No freight? This field is blank if the Calc freight (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.

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).

• 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, the Confirm Price Reset window opens, requiring you to confirm the price reset.

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. See 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 total in the Hnd field is the grand total of the handling charges for each item on the order. This total is multiplied by the quantity ordered of each item if the Evaluate Special Handling Charges by Order Line (D67) system control value is set to N.

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 the Work with Order Lines Screen (Adding Items to the Order). See Special Handling Overview for more information.

Can any item be gift wrapped?

The Gift wrap and G/W price (Gift wrap price) fields for the Item/Offer or SKU/Offer control whether an item may be gift wrapped and defines the gift wrapping charge if gift wrapping is allowed. 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.

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 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 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 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, duty, and additional charges.

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

Ofr (Offer)

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

Default offer

Normally, the offer associated with the source code on the order header defaults here when you are using the line-format entry screen (see the description of the Position Cursor on Offer Field in OE/OM (F91) system control value). You can override this offer. The offer does not default when you are using full-screen format.

Related system control values:

Enter Offer After Item (D19): The Ofr field is before the Item field when this system control value is set to N. Otherwise, the Ofr field is after the Item field.

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

RF 1

Position cursor on offer field in OE/OM

The Ofr field is blank if this system control value is set to Y; also, the cursor positions to this field. You might set this system control value to Y to require order entry operators to verify and enter the offer for each item. If this system control value is set to N or is blank, the offer from the source code on the order header defaults, but you can override it; also, the cursor positions in the Item field.

Note: These system control values apply only to the HEADER version of Order Entry.

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 Working with Offers (WOFR).

Alphanumeric, 3 positions.

Item

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 can find a 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 open this window, you must have the Use PartSmart Interface (G69) system control value set to Y.

Restricted item

If you enter an item that 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 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 Working with Interactive Reservation (MIRV).

For more information: 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 code, press Enter, review the contents of the SKU Scan Screen, and 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 (full SKU).

For example, SIZE represents SKU element 1, CLR (color) represents SKU element 2, and STYL (style) represents SKU element 3. Note, however, that these are user-defined fields in the System Control file. These labels are for demonstration 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 if the item has SKUs.

Qty (Quantity ordered)

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

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

The Maximum Order Quantity (C60) system control value 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. SeeMaximum 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

If you have the authority, you can override the price of an item. You must specify a price override reason code in the Ovr (Price override reason code) field.

You can use the Price Override Limit Percent (E55) system control value to define a maximum override percentage for operators. 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 check may be helpful in reducing fraud.

Price Override 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

Example:

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 you enter a price that is lower than the minimum: Entered price exceeds the override limit.

The Override Price Override Limit (A64) secured feature controls the ability 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.

The pricing system control values are described in Setting Up Order Entry Values.

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 Working with Entities (WENT).

Note: 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.

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. SeeMaximum 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

• print a charge on the pick slip for this item

• charge the customer for this item

Also, the system requires you to define a price override reason code in the Ovr (Price override reason code) field.

If this field is 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 typing an 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.

Duty?

The system adds duty for each unit of the item based on whether the harmonize code defined for the item or SKU matches a duty rate defined for the country where the order is shipping. If the item is entered for no charge, the system bases the duty on the item's offer price. See Working with Items on the Order for more information on duty.

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.

Secured feature

User and user class security control access to this field. See Installation Setting Up Secured Features.

Override reason codes are defined in and validated against the Price Override Reason file. See Customer Service Establishing Price Override Reason Codes (WPOR).

If you use price table pricing, you can define a Price Table Level Override Code (E05) in the System Control file. Use this code to override the maximum price break you have defined for an item in the price table.

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

If your entry matches the Order API/No Reprice Price Override Reason (L96), the order line is not included when qualifying for or applying a promotion to the order.

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.

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.

See Merchandising Working with Sets.

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.

Some items require special handling; the value in this field may default from the S/H code (Special handling code) field for the Item/Offer or SKU/Offer.

Special handling is optional for other items. When you prompt on this field (F4), only the additional charge codes identified as special handling codes (by a value in the S/H fmt field for the Additional Charge) are listed. Special handling codes are defined in and validated against the Additional Charges file. See Establishing Additional Charge Codes (WADC).

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.

See Special Handling Overview.

Alphanumeric, 2 positions; optional.

Item

The code for an item.

Note: An item alias displays if the customer ordered using an alias and the Display Item Alias field in the System Control file is set to Y.

Alphanumeric, 12 positions; display-only.

SKU

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

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.

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

Qty

The number of units of the item being ordered.

Numeric, 5 positions; display-only.

Price

The price for a single unit of the item. The price is highlighted if it is less than the regular offer price for the item, the Display Order Line Discount Messages (F01) system control value is set to Y, and you do not specify a price override reason code whose Override item offer price field is set to Y. The system displays a message at the bottom of the screen describing the discount; for example: Line 2: Offer = 10.00 Actual = 9.00 Discount = 1.00: 10.00%

SeeDiscount Calculation Messages.

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

N/C

This value determines whether the customer is charged for the item.

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

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

Alphanumeric, 1 position; display-only.

Ovr

A reason code for overriding the item price or selling the item at “no charge.”

Numeric, 1 position; display-only.

C/G (Coordinate Group)

A code you assigned to two or more items to guarantee that they ship together.

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; display-only.

S/H (Special handling code)

A code that indicates the type of personalization to be performed, such as monogramming, alterations, engraving, etc. See Special Handling Overview for more information.

Alphanumeric, 2 positions; display-only.

Extension

The price at which the item is sold multiplied by the quantity ordered, minus any quantities returned or canceled on the same line.

The total of the extended prices for each item detail line equals the value in the Merch (merchandise dollars) field. This value does not include any other types of item charges, such as freight, tax, gift wrap, special handling, etc.

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

Line number

The number of the item detail line. The item detail lines are in descending line number sequence, so the most recent item added to the order is underneath the item entry fields.

The line numbers are resequenced if you delete any items from the order; the deleted item detail lines are removed entirely and the line number is reused.

This sample shows the screen before and after you delete an item from the order:

Screen before you delete item:

SHIRT 16 WHTE OX 33.00 1 N

007 LONG SLEEVE BUTTON DOWN Avl: 0 Sts: S

SHIRT 15 WHTE OX 1 33.00 1 N 33.00

006 LONG SLEEVE BUTTON DOWN Rsv: 1 Avl: 23

SHIRT 14 WHTE OX 1 33.00 1 N 33.00

005 LONG SLEEVE BUTTON DOWN Rsv: 1 Avl: 232 +

Screen after you delete the item:

SHIRT 16 WHTE OX 33.00 1 N

006 LONG SLEEVE BUTTON DOWN Avl: 0 Sts: S

SHIRT 15 WHTE OX 1 33.00 1 N 33.00

005 LONG SLEEVE BUTTON DOWN Rsv: 1 Avl: 23 +

Example: Line number 001 is for item #1390, line number 002 is for item #0519, and line number 003 is for item #0503.

If, however, you delete line 001 (item #1390) by entering 4 next to this item number, notice that the line numbers are resequenced and the deleted line is removed entirely. The before- and after-images in the sample screen show how the system renumbers the lines.

Numeric, 3 positions; display-only.

Item description

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. See Warehouse Reservation Processing for more information.

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

• 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 displays 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 N, 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 is indicated, 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 backorder or sell out the rest. The Rsv field for the order line indicates the quantity reserved and the Avl field displays 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 life 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, an expected date is indicated only if:

• there are open (unreceived) purchase orders that can fulfill the order line. The background jobs clear 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 expected receipt date is cleared 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 Purchase Order Layering and Backorder Notifications.

Finished goods: This field indicates the date a finished good items created through the work order process will be ready for sale. The Expected due date for finished good items indicated here is from the date you entered on the work order header. 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.

Item (Item code)

The code of the item being ordered. Item codes are defined in and validated against the Item file. This is the base item code.

The item alias displays here if the customer ordered using an alias and the Display Item Alias (D56) field in the System Control file is set to Y.

Alphanumeric, 12 positions; display-only.

Order qty (Quantity ordered)

The number of units being ordered. This value, if any, is brought forward from the previous screen if:

• you entered a value in the Qty field

• the value defaulted from the Default Order Quantity (B30) in the System Control file

No Order quantity is displayed if you:

• advanced from the Select Incentive Group Window by entering 12 next to the item

• did not enter a quantity on the Work with Order Lines screen

In this situation, you can complete the Qty field, below.

Numeric, 5 positions; display-only.

Item description (Unlabeled field below Item field)

The description associated with the item.

Alphanumeric, 25 positions; display-only.

Item information (Unlabeled fields below the Item and Order qty fields)

The first two lines of order information for the base item.

Alphanumeric, 25 positions each line; 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.

Every SKU defined for the item appears in the SKU Scan window.

SKUs sort on this screen alphanumerically by the SKU sort sequence number assigned to each SKU. SKUs that are not assigned a SKU sort sequence number display at the top of the list alphanumerically by SKU code. See SKU Sort Sequence Numbers for an overview.

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

SKU description (Unlabeled field to the right of the SKU)

The description associated with the SKU code, as defined in the SKU file.

Alphanumeric, 15 positions; display-only.

Sts (Status)

A code that identifies the status of the SKU in your inventory. Set to Y if the item is flagged as a discontinued.

Y = SKU is discontinued.

N = SKU is not discontinued; it is an active unit of inventory.

The system allows you to enter orders for discontinued items. The value in the S/O control field for the item, if any, determines whether the system changes the status of the discontinued item to “sold out”:

• Immediately, or

• When the quantity available is exhausted, or

• When the quantity available plus the quantity on-order on purchase orders 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.

Alphanumeric, 1 position; display-only.

Avail (Quantity available)

The quantity of the SKU that is available to sell; 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 SKU that is available to sell in the eligible warehouse(s) in order to represent the true availability of the SKU based on where the SKU 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 SKU 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 SKU 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 selected, the system includes the quantity of the SKU that is available in the SKU’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 SKU 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 a SKU.

A negative quantity indicates that the SKU is unavailable in your inventory and is backordered.

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

Qty

The number of units of this SKU being ordered. This field is available only if you did not specify a quantity on the previous screen.

Maximum quantity entry:

• If you advanced from the Select Incentive Group Window by entering 12 next to the item, the system does not let you enter a quantity greater than the Qty limit specified for the promotional pricing. See Upselling with Promotional Pricing for an overview.

• The Maximum Order Quantity (C60) system control value and the Allow Maximum Order Quantity Override (A70) secured feature control your ability to exceed a given order line quantity, while the Maximum Order Line Value (E98) system control value and Allow Maximum Order Line Value Override (A69) secured feature control your ability to exceed a given order line value.

Numeric, 5 positions; optional or display-only.

Expected date

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

The expected date is indicated only if:

• there is an open (unreceived) purchase order that can fulfill the order line. The background jobs clear the expected receipt date once the purchase order is received through Purchase Order Receiving.

• inventory that can fulfill the order line is located in a pending putaway warehouse. The system clears 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, you must run Batch Purchase Order Layering in order to update this field. Once you place the suspended stock, the Batch Purchase Order Layering program clears this field the next time you run it. See Customer Service Purchase Order Layering and Backorder Notifications.

If an open PO does not exist:

• If the Include Projected Returns in Available Quantity for OE (L68) system control value is set to Y, the system calculates an expected date by adding the FTC -- # of Days for Items without Expected Ship Date (C71) to the current date.

• If the Include Projected Returns in Available Quantity for OE (L68) system control value is set to N, this screen does not display an expected date for items that are not on any open purchase orders, regardless of the setting of the Calculate Expected Date in OE if No PO (J61) system control value.

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

Drop ships: This date is indicated 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, MMDDYY format; display-only.

Expected qty

The number of units of the SKU ordered on the purchase order. The system obtains this information from Purchase Order Entry.

If the Include Projected Returns in Available Quantity for OE (L68) system control value is set to Y, the system includes an item’s Projected return quantity in the next expected quantity. An asterisk (*) displays if the Expected qty represents the projected return quantity only and not any quantity on an open PO. Example: If the open PO quantity is 100 and the projected return quantity is 10, 110 displays as the next expected quantity.

Pending Putaway Warehouse

The number of units of the SKU located in a pending putaway warehouse. See Pending Putaway Overview.

Numeric, 7 positions; display-only.

Variable set (Variable set item description)

The description of the variable set, brought forward from the Description field in the Item file.

Alphanumeric, 40 positions; display-only.

Order #

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

The number and description of the group of variable set component items, as defined in the Variable Set Groups file. See Merchandising Entering Variable Set Information (WVST).

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.

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

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