Order #

A unique number assigned by the system to identify an order.

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

Ship-to number (Unlabeled field to the right of the order number)

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

This value indicates the number of shipping addresses for the order. The system assigns a sequential ship-to number to every order, even if the shipping address and the sold-to address are the same. The first ship-to address is assigned the number 1.

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

Order ship to weight

The total weight of the items (based on the value in the Sell weight field in the Item file).

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

Arrival date

The date when the customer wants to receive the item. The current date defaults, but you can override it and enter a future date.

Numeric, 6 positions (MMDDYY format); optional.

B/O priority (Backorder priority for reservation)

This value determines the sequence in which orders with backordered items reserve first, where:

• 0 =Lowest priority

• 9 =Highest priority

A value defaults to this field if a priority was entered in the B/O priority (Backorder priority) field for the source code; and the header-level value, in turn, defaults to the Priority field on the order detail line.

Priority for Immediate Reservation

Immediate Reservation runs during Order Entry and reserves inventory for orders as they are entered. The Evaluate Backorders program uses the backorder priority to determine which backordered items receive stock first.

Priority for Batch Reservation

Batch Reservation is a separate program that reserves inventory for orders, because inventory is not reserved during Order Entry when using Batch Reservation. The Backorder Priority determines which orders will receive inventory. All orders are considered by this program; however, the orders with the highest Backorder Priority receive inventory first.

Numeric, 1 position; optional.

Calculate freight

This value determines whether the system will calculate and add freight charges to the order.

Y (or blank) = Freight will be calculated.

N = Freight will not be calculated; the freight method for the source is ignored.

Alphanumeric, 1 position; required.

Gift

This value indicates whether this order is a gift order that will be shipped to a second party. If so, no pricing information prints on the pick slip and the buyer receives a gift acknowledgment card to confirm delivery of the gift if the buyer is not eligible to receive a shipment confirmation email; see Automatic Generation of Gift Acknowledgement (B92) for more information.

Also, the system does not print a SmartLabel if you are using SmartLabel returns processing (see Using SmartLabel Returns Processing).

Y = The order is a gift order.

N = The order is not a gift order.

Alphanumeric, 1 position; required.

E-mail gift certificate

This value indicates whether to email a gift certificate notice to the recipient, rather than printing a gift certificate, if the customer purchases a gift certificate on the order. Valid values are:

Y = Email the gift certificate.

N (or blank) = Print the gift certificate.

The system generates an email gift certificate only if the customer orders one, if there is an email specified for the recipient, and if the Gift Certificate E-Mail Program (H07) system control value specifies a valid email program. See that system control value for more information.

Alphanumeric, 1 position; optional.

Ship complete

This value indicates whether all items on the order must ship together.

When an order must be shipped complete

The system:

1. Reserves available inventory for the order (reserving a partial quantity for an item whenever possible).

2. Backorders the remaining inventory for the order; the item’s Reserved field is set to 0.

3. Reserves the remaining inventory as it is received on purchase orders; the system ensures that backordered items receive inventory before new orders.

4. Prints pick slips for the order when all items are available; the warehouse can now pick and ship the order.

5. Holds any reserved items until all items can be fulfilled.

When an order does not have to be shipped complete

The system:

1. Reserves available inventory for the order (reserving a partial quantity for an item whenever possible).

2. Prints pick slips for available items; the warehouse can pick and ship these items.

3. Backorders the remaining inventory for the order; the item’s Reserved field is set to 0.

4. Reserves the remaining inventory as it is received on purchase orders; the system ensures that backordered lines receive inventory before new orders.

5. Prints pick slips for the remaining items; the warehouse can now pick and ship these items.

The system repeats Steps 4-5 for each backordered item until the order has been completely shipped.

Valid values are:

Y = Order must ship complete; available items will be held until each item is available and the entire order can ship together.

N (or blank) = Items can be shipped as they become available, or backordered and shipped at a later date.

This field will default to Y if you have the Default Ship Complete Flag (E09) field in the System Control file set to Y; otherwise, this field will default to N.

Alphanumeric, 1 position; optional.

Auto can B/O (Automatically cancel backorders)

This value indicates whether the system will cancel any backordered items automatically for the first shipment on the order (during Confirmation, in which items are confirmed for shipment).

Y =Items cannot be backordered

N (or blank) =Items can be backordered

Alphanumeric, 1 position; required.

Cancel date

The date when the order will be canceled if all lines have not shipped.

The system will not reserve inventory one day prior to the order cancellation date, because the order would not reach the customer in time.

Order Cancellation List

Any items that have not shipped one day prior to the cancellation date appear on the Order Cancellation List.

Customer Service uses this list of pending order cancellations to contact each customer and request more time. If this is not possible, Customer Service must cancel the order manually through Order Maintenance.

Numeric, 6 positions (MMDDYY format); optional.

Freight override

Order level/all ship to's

A flat freight fee for the current order and all secondary (ship-to) orders associated with the primary order. This fee will be used as the shipping charge on the order, regardless of any system-calculated freight charges.

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

Current ship-to only

A flat freight fee for the current order only. This fee will be used as the shipping charge on the current order, regardless of any system-calculated freight charges.

Alternate currency pricing

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

Numeric, 7 positions with a 2-place decimal.

Estimated freight

Your “best guess” of the freight charges on the current order. The true freight charge will be 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). A freight method is a means of calculating shipping charges for an order. 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 will be.

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 will be blank (unless there is a freight override) until you determine the actual freight charge.

Alternate currency pricing

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

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

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 defined in the Sold To Customer record 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.

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

The system uses these values 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 Codes (WSCF))

• 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 GST Tax Exemption Status (MGTX) and Working with Item Tax Exemptions (WITX))

• 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 an 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 Customer Service 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 will reset the field to T when you press Enter.

• 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 will 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 will 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 (A90); 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.

Tax Codes and their meaning

Consult this table for a quick reference of each tax code, its tax status, and whether merchandise will be taxed on the order:

Code Status Tax? Certificate #?

T Taxable yes no

N Nontaxable no no

R Reseller no yes

E Exempt no yes

G GST yes no

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 in the customer record 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 will default to E and the words VAT EXEMPT will 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).

Federal express #

The customer's Federal Express account number that will be billed when the order ships by Federal Express. The customer will not receive a bill directly for the order shipping charges; the Federal Express delivery service will be billed for the shipment (and, in turn, bill your account).

The system validates that the order is shipping by Federal Express (as designated by the value in the Type field of the Ship Via record) when you enter a Federal Express account number on the Order Properties screen. The system issues an error message if you are shipping by another service.

Alphanumeric, 10 positions; optional.

PO#

The customer's own purchase order number.

For example, several departments within a company are requisitioning supplies. Each departmental manager creates a purchase order for these supplies, has it approved, and gives the purchase order to the office manager. The office manager places one order, with different ship-to addresses for each purchase order.

Each purchase order represents a ship-to customer on the system, because, although the sold-to customer is the company placing the order, the recipient of each order differs by department (and purchase order number).

The department manager may inquire into the status of his or her order by the purchase order number.

Alphanumeric, 15 positions; optional.

These three fields enable you to track the individuals who place or originate orders within an organization. Tracking individuals may be useful to you if you frequently sell to large organizations who may authorize various staff members in different departments to place orders.

In general, if the Individuals Required in Order Entry (E01) field in the System Control file is set to Y, the Select Individuals for Order screen appears automatically when you enter an order, and you will not be able to continue entering the order without specifying the individual order placer (and, optionally, the order originator); however, there are exceptions. If this system control value is set to N or blank, you can still specify an order placer and originator through the Work with Order Ship To Properties screen. The system may still require you to specify a placer if there are any individual customer records for the sold to customer.

You can create, change, display or delete individual customers by pressing F8. See Customer Service Creating and Updating Individuals.

Placer

This number represents the individual that placed the order. If you specified a placer at the Select Individuals for an Order screen, the placer number defaults here and the name of the placer appears to the right.

If you enter a placer, you must enter an originator in the Originator field or enter Y in the Originator unknown field.

Numeric, 3 positions; optional (required if the Individuals required in order entry system control value is set to Y).

Placer name (Unlabeled field to the right of the placer number)

The first 40 characters of the placer's name.

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

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

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

Originator

This number represents the individual who approved or originated the order. Your entry at the Select Individuals for an Order screen, if any, will default here, and the name displays to the right.

If you define an originator, you must enter N in the Originator unknown field; if you do not define an originator, you must enter Y in the Originator unknown field.

Numeric, 3 positions; optional.

Originator name (Unlabeled field to the right of the originator number)

The first 40 characters of the originator's name.

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

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

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

Originator unknown

This field indicates whether the individual who originated the order is unknown. If the Individuals Required in Order Entry (E01) field is set to Y, your entry at the Select Individuals for an Order screen defaults here.

Valid values are:

Y or (blank) = The originator is unknown. You cannot enter Y here if you specify an originator.

N = The originator is known. You cannot enter N if the Originator field is blank.

Alphanumeric, 1 position; required if a placer is defined.

Store restock order

This field indicates whether the order is a store restock order.

You can create a store restock order:

• in Working with Retail Store Restock (WRSR)

• by entering an order whose order type matches Default Order Type for Store Restock Orders (G23) system control value and whose customer has a Warehouse specified at the Second Create Customer Sold To Screen

Valid values are:

Y = This order is a retail store restock order.

blank = This order is not a retail store restock order.

See Understanding Store Restock for an overview.

Note: This flag is not set until you accept entry of the order. As a result, this flag is never set to Y in order entry, although it might be set to Y in order maintenance.

Alphanumeric, 1 position; display-only.