Order #

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

The starting order number and last order number assigned are defined in the Order Header number assignment. See Installation Setting Up the Number Assignment File (WNUM).

Numeric, 9 positions; display-only.

Customer address fields:

Customer bill to (Customer bill to number)

The bill to customer assigned to the order. If you assign a bill to customer to the order, the system uses the customer's billing address when you specify an A/R or C.O.D. payment type on the order.

You can press F4 on this field to advance to the Select Customer Bill To Window if the Create/Assign Bill To Customers in Order Entry (A76) system control value is set to Y; otherwise this field is display-only. You can use the Select Customer Bill To window to create a new bill to customer or scan for an existing bill to customer to assign to the order. See Assigning a Billing Address.

Numeric, 7 positions; optional.

Customer sold to (Customer sold to number)

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

Enter an existing customer number in this field if you wish to place an order for an existing customer.

If you wish to create a new customer, you must enter the customer name and address information in the appropriate fields. Once you enter the new customer address information and press Enter, the system assigns the next available sold to customer number, based on the last number used in the Customer Sold To number assignment value. See Installation Setting Up the Number Assignment File (WNUM).

Pop-up window: The Display O/E Customer Notes window displays when you enter a customer who has a customer note if the note type is set to OE Message = Y. See Working with Customer Note Types (WNTY). Customer notes are entered at the Edit Customer Notes Screen, accessed through order entry or the Work with Customers menu option.

Numeric, 9 positions; optional.

Discount % (Price discount percent)

A discount percentage defined for this sold to customer in the Customer Sold To file that automatically applies to each order entered for this sold to customer.

Numeric, 5 positions with a 2-place decimal; display-only.

Name

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

Prefix

A title that belongs before the customer's name, such as "Mr." 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.

Alphanumeric, 25 positions; required if Company has not been entered.

Suffix

An addition to the customer's full name, such as "Jr." or "III."

Alphanumeric, 3 positions; optional.

Company

The name of the company placing the order.

Alphanumeric, 30 positions; required if Last name has not been entered.

Street

The customer's street address. This is the primary delivery address.

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.

Alphanumeric, 32 positions; required.

Apt/suite (Apartment or suite number)

The customer's apartment, suite, rural route, or floor number.

Alphanumeric, 10 positions; optional.

Postal code

The postal or zip code for this customer.

If the Use Zip/City/State Defaulting? (B13) system control value is set to Y, the system defaults the city and state associated with the postal code you enter in this field.

Postal codes are defined in and validated against the Zip/City/State file. See Customer Service Setting Up the Postal Code File (WZIP).

Alphanumeric, 10 positions; required.

City

The city where the customer lives or receives mail or shipments.

Alphanumeric, 25 positions; required.

St (State)

The state or province where the customer resides or receives mail or shipments.

State codes are defined in and validated against the State file. See Customer Service Setting Up the Country File (WCTY).

Alphanumeric, 2 positions; required.

Country

The code for the customer's country.

Country codes are defined in and validated against the Country file. See Customer Service Setting Up the Country File (WCTY).

If a country code has been defined in the Country field on the Request Order Batch screen, the system defaults the value in this field.

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 = This customer address is a business address and uses the business rate table to determine shipping charges.

R = This customer address is a residential address and uses the residential rate table to determine shipping charges.

N = This customer address is not defined as a business address or residential address. This is not a valid value for UPS shippers.

If a delivery code has been defined in the Customer file, the system defaults the code to this field.

Alphanumeric, 1 position; required.

Phone

There are 2 different sets of fields for the customer's phone numbers and extensions. The fields here 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.

Phone number: Alphanumeric, 14 positions; optional.

Extension: Alphanumeric, 4 positions; optional.

Order information fields:

Source code

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 track the origin of the customer's order.

You can prompt (F4) on the Source code field to obtain a list of current source codes. Only source codes with a Y in the Display in order entry field in the Source Code file are listed.

Note: Once you enter a source code, the system does not reprice any existing items on the order if you change the source code.

Capturing the Source Code

When you accept an order, the system writes the source code used by a new customer to the Original source field in the Customer Sold To file.

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

Alphanumeric, 9 positions; required.

Hold (Hold reason code)

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

Hold reason codes are defined in and validated against the Order Hold Reason file.

You must release orders on hold through Release Held Orders. See Customer Service Selecting Held Orders (ERHO).

Alphanumeric, 2 positions; optional.

Ship complete

This value indicates whether all items on the order, across all ship to customers, must ship together.

Valid values are:

Y = The 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 ship as they become available; or backordered and shipped at a later date.

The system defaults the value defined in the Default Ship Complete Flag (E09) system control value; otherwise this field displays blank.

Alphanumeric, 1 position; optional.

Arrival date

The date when the customer wants to receive this order.

If you leave this field blank, the system uses the current date as the arrival date; otherwise you can enter a future date to ship the order at a later 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 the following calculation: arrival date - reservation lead days = 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 system uses the value defined in the Reservation Lead Days (B27) system control value to determine whether inventory is reserved.

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 the following 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 timeframe.

The system considers the following 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 in the Warehouse Drop Point record? 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 in the SCF/Ship Via record?

This value represents the number of days it takes a shipper to deliver the order to its destination. When you run the Pick Slip Generation program, the system evaluates the arrival dates on all orders to determine when a pick slip can be printed.

Numeric, 6 positions; required.

Ship via

A code for the shipper to deliver this order to the customer. The system defaults a code to this field if you entered a default ship via on the Request Order Batch screen or one is specified 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. 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.

Numeric, 2 positions; required.

Master carton

This value determines whether the system prints a master pick slip for the order. A master pick slip is a "dummy" pick slip that displays the sold to customer's name and address and the order totals across all ship to customers. You can use a master pick slip if you want all of the items to ship to the sold to customer and then the sold to customers distributes the items to each ship to customer on the order.

Valid values are:

Y = The system prints a master pick slip for the order.

N or blank = The system does not print a master pick slip for the order.

You can use the master pick slip to confirm all of the pick slips associated with the order at one time if the Hold Invoices for Multi-Recipient Orders (G07) system control value is set to Y.

See Fulfillment Working with Pick Slip Generation (WPSG) for more information on printing master pick slips.

Alphanumeric, 1 position; optional.

PO

The customer's purchase order number, normally used for A/R customers.

Alphanumeric, 15 positions; optional.

Mail

This code controls whether the customer receives future catalogs.

If you are creating a new customer, the system defaults the value defined in the Default Mail Name (D10) system control value; if a value has not been defined, this field displays blank.

If you are using an existing customer, the system updates this field with the mail code defined for the customer in the Customer Sold To file.

Valid values are:

Y = Mail catalogs to the customer.

N or blank = Do not mail catalogs to the customer.

Alphanumeric, 1 position; optional.

Rent

This code controls whether to include the customer's name in lists you sell to other companies for their own catalog mailings.

If you are creating a new customer, the system defaults the value defined in the Default Rent Name (D11) system control value; otherwise, this field displays blank.

If you are using an existing customer, the system updates this field with the rent code defined for the customer in the Customer Sold To file.

Valid values are:

Y = Sell the customer's name to another company.

N = Do not sell the customer's name to another company.

Alphanumeric, 1 position; optional.

Order type

A code that you can use to:

• group orders on the system, for example all business to business orders or all credit card orders

• trace how orders were received, for example phone order or mail order

• monitor employee performance and accuracy

If an order type code has been defined in the Order type field on the Request Order Batch screen, the system defaults the code to this field.

Order type codes are defined in and validated against the Order Type file. See Customer Service Establishing Order Types (WOTY).

Alphanumeric, 1 position; optional.

Order #

The unique number assigned to this order.

Numeric, 9 positions; display-only.

Company/name (Unlabeled field to the right of Order #)

The name of the company and customer placing the order.

Alphanumeric, 50 positions; display-only.

Item entry fields:

Item

A code for an existing unit of inventory. You can press F4 on this field to advance to the Item Selection screen. At this screen, you can scan for an existing item.

Variable and Membership Items

An error message similar to the following displays if you try to add a variable set item or membership item to the order: Cannot add variable set or membership in Business to Business order entry.

Item with Special Handling

In order to define special handling or custom special handling for an item, you must enter the special handling information in order maintenance.

Set and Continuity Items

When you add a set or continuity item to the order, the system does not explode the component items to the order. You can view the component items in order maintenance.

SKU Cross References

You can add an item by entering a SKU cross reference code rather than the actual item code if the cross reference code’s type is flagged not to restrict search (the Restrict search flag for the SKU cross reference type is set to N). See SKU Cross Reference Codes in Order Entry for more information.

Pre-Billable items

You cannot complete entry of a pre-billable order in business to business order entry. Although the Pre Billed Amount Item (J72) will be added to the order, the system does not complete order acceptance steps.

Item codes are defined in and validated against the Item file. See Merchandising Performing Initial Item Entry (MITM).

Note: Alias entry is not supported in Business to Business order entry.

Alphanumeric, 12 positions.

Display screen; required.

Change screen: display-only.

SKU

A code that further defines an item, such as color, style, or size.

If you are unsure of the SKUs available for an item, you can enter the item code. If the item contains SKUs, the system automatically advances you to the SKU Scan screen where you can select the SKU for the item you wish to order.

Inventory levels on the system and in the warehouse are maintained at the SKU level if the item has SKUs.

The Split SKU Inventory (A26) system control value controls whether the SKU code is a one 14-position field or is split into three 4-position fields.

SKU codes are defined in and validated against the SKU file.

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

Display screen: required if the item contains SKUs.

Change screen: display-only.

Qty dist (Quantity to distribute)

The total quantity of the item you wish to distribute across ship to customers.

You can order up to 9,999,999 units of a single item to distribute across ship to customers.

You can define the range of ship to customers and the quantity to distribute to each ship to customer on the Work with Items to Distribute Screen.

Numeric, 7 positions; required.

Distrib (Quantity distributed)

The total quantity of the item that has been already been distributed across ship to customers. You can compare the quantity distributed against the quantity to distribute to determine whether there is a remaining quantity to still distribute to ship to customers.

Numeric, 7 positions; display-only.

Price

The system price of a single unit of the item. The system assigns a price to the item when you press Enter, but you can override it. However, if you enter a price override, you must enter a reason code in the Price override reason code field.

Price Override Authority

An error message similar to the following displays if you enter a price override and you do not have authority to the Price Overrides (A23) secured feature: Not authorized to override price.

Pricing Hierarchy

The system calculates the price of an item by taking into account any price breaks and source or order discounts. The price is calculated by the pricing routine (pricing hierarchy) in the System Control file. See the order entry area in Installation Setting Up Order Entry Values.

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

N/C (No charge indicator)

This value indicates whether the customer will be charged for this item on the order.

Valid values are:

Y = The item is sold at no charge to the customer.

blank = The customer will be charged a price for the item.

If you enter Y in this field, the system does not:

• add the price of the item to the order totals

• print a charge on the pick slip for the item

• charge the customer for the item

Also, when you enter Y in this field, the system requires you to define a reason code in the Price override reason code field.

If you leave this field blank, the system calculates a price for the item and adds the amount to the order totals.

Alphanumeric, 1 position; required if performing a price override or selling an item at no charge.

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.

The Price Overrides (A23) secured feature controls whether you can enter a price override reason code. If you do not have authority to this secured feature, the system displays a message similar to the following:

Not authorized to override price.

Price override reason codes are defined in and validated against the Price Override Reason file.

Numeric, 1 position; required if performing a price override or selling item at no charge.

Extension

The price at which the item is sold multiplied by the quantity ordered. 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.

Avail (Quantity available)

The quantity of the item that is available to sell across shippable warehouses. A negative quantity indicates that the item is on backorder.

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. See Item Availability Calculation to review the calculation the system uses to determine item availability.

Note: The quantity available may not be accurate for business to business orders since reservation does not take place until the order is processed through the phone interface.

Numeric, 7 positions; display-only.

Status

The current status of the item 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 the following values in the S/O control field in the Item record:

1 = Sell out item immediately

2 = Sell out item when the quantity available plus the quantity on-order on purchase orders is exhausted

3 = Sell out item when the quantity available is exhausted

Note: The system only displays items in a sold out status of 1 (sell out immediately) since reservation does not take place in business to business order entry.

The system prints a soldout notification 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.

Item

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

Alphanumeric, 12 positions; display-only.

Order (Order number)

The unique number assigned to this order.

Numeric, 8 positions; display-only.

Item description (Unlabeled field below Order field)

The description associated with the item.

Alphanumeric, 25 positions; display-only.

Qty (Quantity ordered)

The number of units being ordered. This value is brought forward from the previous screen if you entered a value in the Quantity distributed field.

Numeric, 5 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.

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 and are sorted 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.

Description

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. The system displays Y if the item is identified as a discontinued item in the Item record.

Valid values are:

Y = SKU is discontinued.

blank = 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 in the Item record, if any, determines whether the system changes the status of the discontinued item to "sold out":

• Immediately

• When the quantity available is exhausted

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

The system prints a soldout notification 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)

This is the quantity of this item that is available to sell across shippable warehouses.

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. See Item Availability Calculation to review the calculation the system uses to determine item availability.

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. If you did not specify a quantity on the previous screen, you can enter the quantity to distribute in this field next to the SKU you wish to order.

Numeric, 5 positions; display-only.

Expected date

The date on which the next purchase order for this SKU is due. The system obtains this information from Purchase Order Entry. The expected date is cleared once the purchase order is received through Purchase Order Receiving.

See Determining the Expected Ship Date for more information on how the system determines which purchase orders can fulfill the order line.

If you receive purchase orders into suspense, you must run Batch Purchase Order Layering in order to update this field. Once the suspended stock is placed through Suspense placement, you must run Batch Purchase Order Layering again in order to clear this field. See Customer Service Purchase Order Layering and Backorder Notifications.

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.

No expected ship date is indicated for backordered items that are not on open purchase orders, regardless of the setting of the Calculate Expected Date in OE if No PO (J61) system control value.

Numeric, 6 positions, MMDDYY format; display-only.

Expected qty (Expected quantity)

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

Numeric, 7 positions; display-only.

Distribution information fields:

Order

The unique number assigned to this order

Numeric, 8 positions; display-only.

Item

The item you would like to distribute to a range of ship to customers.

Alphanumeric, 12 positions; display-only.

Qty to distribute (Quantity to distribute)

The total quantity of the item you wish to distribute across ship to customers. This is the quantity you entered on the Work with B2B Order Detail Screen (Adding Items to a Business to Business Order).

Numeric, 7 positions; display-only.

Distributed (Quantity distributed)

The total quantity of the item that has already been distributed to a range of ship to customers.

Numeric, 7 positions; display-only.

Remaining (Quantity remaining)

The remaining quantity to distribute to a range of ship to customers. The system uses the following calculation to determine the remaining quantity to distribute:

quantity to distribute - quantity distributed = remaining quantity to distribute

An error message similar to the following displays in the remaining quantity is a negative number:

Quantity distributed exceeds quantity to distribute.

Numeric, 7 positions; display-only.

Distribution entry fields:

Ship to range (Ship to customer number range)

This field identifies the starting ship to customer and the ending ship to customer you wish to receive a quantity of this item.

When you enter a range of ship to customers, the system assigns the ship to customers associated with this sold to customer to the order. For example, if you enter ship to customer range 4 - 6, the system assigns ship to customer 4, ship to customer 5, and ship to customer 6 associated with this sold to customer to the order.

If the sold to customer is not associated with the ship to customer range you define, the system displays an error message similar to the following:

Ship To #226 is higher than highest defined ship to for customer 133.

If the sold to customer defined for this order is not associated with a ship to customer, the system displays an error message similar to the following:

No ship-tos defined for customer. Cannot distribute.

You can create a ship to customer that is associated with the sold to customer on the order by pressing F7 on the Work with B2B Order Screen. See Customer Service Creating and Updating Ship-to Customers (WCST).

An error message similar to the following displays if you enter a ship to customer number range that overlaps a range you already entered:

Ship to range overlaps another distribution.

Starting ship to customer number: Numeric, 3 positions; required.

Ending ship to customer number: Numeric, 3 positions; required.

Qty per ship to (Quantity distributed per ship to customer)

The quantity you wish to distribute to each ship to customer in the ship to customer range you entered.

Numeric, 5 positions; required.

Ship via override

A code for the shipper to deliver this item to each ship to customer in the range. If you leave this field blank, the system uses the ship via code defined on the Work with B2B Order Screen.

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 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 Ship Via Codes (WVIA).

Numeric, 2 positions; optional.

Order

The unique number assigned to this order.

Numeric, 8 positions; display-only.

Item

The code and description for the item assigned to each ship to customer.

Alphanumeric, 12 positions; display-only.

Total quantity (Total quantity distributed)

The total quantity of the item that has been distributed across ship to customers.

Numeric, 7 positions; display-only.

Last name

The last name of the ship to customer that is receiving a quantity of this item.

Alphanumeric, 25 positions; optional.

Company

The name of the company for the ship to customer that is receiving a quantity of this item.

Alphanumeric, 30 positions; optional.

St# (Customer ship to number)

A number that identifies a ship to customer assigned to the sold to customer on the order. For example, if the sold to customer on the order is 133, the first ship to customer assigned to the sold to customer would be 133-1.

Numeric, 3 positions; display-only.

Name/address (Ship to customer name and address)

The ship to customer name and address information. The system displays the following information so that you can identify a ship to customer:

• company name

• last name

• first name

• street address

• city

• state

• postal code

Company/Name information: Alphanumeric, 50 positions; display-only.

Street address: Alphanumeric, 32 positions; display-only.

City/State/Zip information: Alphanumeric, 40 positions; display-only.

Qty (Quantity distributed)

The quantity of the item that has been distributed to a specific ship to customer.

Numeric, 7 positions; display-only.

Ord #

A unique number to identify the order.

Numeric, 8 positions; display-only.

Sld to (Company/Sold to customer name)

The name of the company and customer placing the order.

Alphanumeric, 41 positions; display-only.

WO$ (Write-off dollars)

The accumulated amount of write-offs (overpayments minus underpayments) for this customer that can be used as payment on the current order when you press F7.

This field displays whether the customer's write-off balance is positive or negative.

The system issues a message if you press F7 when the write-off balance is 0 or negative:

Cannot use as payment; write-off amount is zero or negative.

Applying Write-off Dollars as an Order Payment

If the resulting refund/balance due write-off value is positive, the WO$ field displays on this screen and contains a value that the customer can use as payment on the order.

Press F7 for the system to apply the entire amount of the refund/balance due write-off as payment on the order. The system adds an order payment method on the Payment Method screen using the payment type defined in the Default Cash Pay Type (C07) field in the System Control file.

The system issues a refund check for the customer if the addition of the write-off dollars to the order results in an overpayment.

Applying Write-off Dollars as Additional Charges

If the resulting refund/balance due write-off value is negative, the WO$ field displays on this screen and contains a value that you can apply to the order as an additional charge.

Press F8 for the system to apply the entire amount of the refund/balance due write-off as an additional charge on the order. The system will use the additional charge code from the Default Additional Charge Code (C45) field in the System Control file. This amount will be added to the amount the customer owes for the current order. The system will add an additional charge to the Enter Additional Charges Window; the system will convert the negative balance due amount to a positive charge on the order.

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

Pay type

A user-defined code for a method of payment on the order.

Pay type codes are defined in and validated against the Pay Type file.

Assigning a Customer Bill To

The system creates a bill-to automatically for the order and uses the customer's name and address as the billing address when:

• You specify an A/R or C.O.D. payment type on the order.

• A billing account does not exist for the customer.

You can also define a bill to customer for the order on the Work with B2B Order Screen.

Check Interface Pay Type

You can send check information to an outside service for verification by defining a check pay type in the Check Interface Payment Type (G26) system control value.

When you add the check interface payment method to an order, the system:

• requires entry of the Routing #, Account # (Checking account number), and Check # fields.

• does not allow you to define a dollar amount for the payment method. If you try to enter a dollar amount, the system displays an error message:

A check amount cannot be entered prior to check interface download processing.

• does not allow you to enter a credit card, C.O.D., or A/R payment method to the order since you cannot define two payment methods on the order that have a blank dollar amount. If you try to add one of these payment methods to the order the system displays an error message similar to the following:

Only one catch-all pay type may be entered.

• places the order on CI (check interface) hold.

• adds an additional charge to the order if an additional charge code has been defined in the Check Interface Additional Charge Code (G27) system control value.

Electronic Gift Certificate Pay Type

If the credit card pay type you enter matches the pay type defined in the Electronic Gift Certificate Pay Type (G72) system control value, the credit card pay type represents an electronic gift certificate.

Enter the gift certificate number in the Credit card # field. The system validates the number you enter in this field against a gift certificate number in the Electronic Gift Certificate file.

• If the number you enter matches a gift certificate number in the Electronic Gift Certificate file, the system displays the Display Electronic Gift Certificate window which indicates the dollar amount remaining for the electronic gift certificate that you can apply to the order. At this window you can:

• Press F7 to default the remaining dollar amount of the gift certificate to the Amount field on the order.

• exit the window and manually enter the gift certificate dollar amount you wish to apply to the order.

• leave the amount field blank to apply the remaining dollar amount to the order.

• If the number you enter does not match a gift certificate number in the Electronic Gift Certificate file, the system displays a message:

Warning - No remaining $$ exist for this g/c number.

You can still use the electronic gift certificate as payment for the order even though the gift certificate number is invalid. Also, the system accepts the electronic gift certificate as payment even if you enter a dollar amount to apply to the gift certificate that exceeds the remaining dollar amount.

See Customer Service Working with Gift Certificates for more information on setting up electronic gift certificates and a sample of the Display Electronic Gift Certificate window.

Auto-assign pay type: If the Allow Auto-Assign field for a pay category 2 pay type is set to Y, the system defaults the pay category 2 pay type to the order whose leading digits match the leading digits you enter in the Credit card number field for an order. See Allow Auto-Assignment of Pay Category 2 Pay Type for additional processing information.

Numeric, 2 positions; display-only, required.

Credit card #

The number of the credit card used on the order.

All credit cards must be authorized manually or by a credit card authorization service.

The Scan Credit Card Accounts Screen displays if you press F4 on this field and you have defined the credit card pay type associated with the tape loaded from GECC in the Pay type field. This screen allows you to scan for the credit card number of the customer placing the order.

The credit card number displays on the bottom half of the screen for credit card payment types that have already been added to the order unless the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature.

Credit card number format: If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number displays in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Bill Me Later: When the customer uses Bill Me Later, a credit card number is not relevant, so the system defaults the Description of the Bill Me Later pay type. See Bill Me Later Processing for an overview.

Direct Bank Disbursement: When the customer uses Direct Bank Disbursement, a credit card number is not relevant, so the system defaults the Description of the Direct Bank Disbursement pay type. See Processing Direct Bank Disbursements/Electronic Checks for an overview.

Tokenization: If the Use Tokenization field for the authorization service defined for the credit card pay type is Y, the system sends a Register Token Request XML Message to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is set to Y and a token is not returned in the Register Token Response XML Message, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted. See Credit Card Tokenization for more information.

Last four: The system stores the last four digits of the actual credit card number in the Last 4 field in the Order Payment Method file in order to verify the card with the customer.

Alphanumeric, 20 positions; required.

Expiration date

The date (in MMYY format) up until which a credit card is valid. For example, enter 1206 if the credit card expires in December of 2006.

The Require expiration date flag for the pay type controls whether this field is a required entry.

The expiration date displays on the bottom half of the screen for credit card payment types that have already been added to the order unless the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature.

Numeric, 4 positions; required or optional, based on the Require expiration date flag for the pay type.

Issue #

An incremental issue number which some banks assign when they replace a credit card, such as a debit card, because it is lost or stolen. It is important to enter the issue number exactly as it appears on the card. For example, an issue number of 0 is different from an issue number of 00, and an issue number of 1 is different from an issue number of 01.

Required? An issue number may be required for a credit card or debit card, based on the setting of the Require issue # field for the pay type. If it is required and you do not enter an issue number, the system displays an error message:

Credit card issue# () is not valid.

Note: An entry of 00 (two zeros) is not considered a valid issue number.

The issue number is a valid entry only for a credit card payment method, such as a debit card.

Alphanumeric, 2 positions; required or optional based on the Require issue # flag for the pay type.

Start date

The month and year when a credit or debit card becomes effective.

Required? The Require start date flag for the pay type controls whether the start date is required for a credit card pay type. If the start date is required but not entered, the system displays an error message:

Credit card start date (0) is not valid.

The start date is a valid entry only for a credit card payment method, such as a debit card.

Even if you require a start date for a pay type, the system does not validate that the start date is on or before the current date. Typically, if your authorization service requires a start date for this pay type, the service would validate that the start date has passed.

Numeric, 4 positions (MMYY format): required or optional based on the Require start date flag for the pay type.

Pay plan code (Deferred or installment payment plan code)

A code that represents the deferred or installment payment plan you wish to assign to this order. An order is eligible for a payment plan only if it uses a credit card whose Card type is C (credit card) rather than, for example, a stored value card. See Types of Credit Cards for more information.

This field displays only if the Deferred and Installment Billing (F51) system control value is set to Y.

If an operator does not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only.

An error message displays if an operator enters a payment plan code and the order is not eligible.

See Assigning a Payment Plan to the Order on how the system determines the payment plan to assign to the order.

Payment plans are defined in and validated against the Flexible Payment Option file. See System Operations Working with Flexible Payment Options (WFPO).

Alphanumeric, 5 positions; optional.

Authorization # (Authorization number)

A code that indicates that the amount to charge for this credit card payment type has been authorized manually or through a credit card authorization service. You can preauthorize a credit card by entering an authorization number in the Authorization # field; however, you must also enter a value in the Amount field.

Enter a code in this field to preauthorize the credit card when you do not use an authorization service to evaluate and approve your credit card orders

Secured feature: The ability of a user or user class to enter an authorization code manually for an order is controlled by the secured feature C/C Authorization Field Access (A25).

If you use an authorization service, the system updates this field when an authorization is received.

Alphanumeric, 16 positions; optional.

Authorization date

The date when this payment method received an authorization manually or by an authorization service.

You must enter an authorization date if you entered an authorization number in the Authorization# field.

If you use an authorization service, the system updates this field when an authorization is received.

Numeric, 6 positions (MMDDYY format); optional.

Ord total

The sum of all charges on the order, including: merchandise, freight, additional freight, tax, handling and additional charges.

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

Auth amt (Authorization amount)

The amount you wish to manually authorize for this credit card.

Numeric, 10 positions with a 2-place decimal; required.

CSV (Card security value)

The credit card’s security value.

American Express: The card security value, or CID (card identification number), is a 4-digit number imprinted, not embossed, on an American Express credit card. The card security value displays above and to the right of the imprinted credit card number on the front of the card.

Discover: The card security value, or CID (card identification number), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

VISA: The card security value, or CVV2 (card verification value), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

MasterCard: The card security value, or CVC2 (card validation code), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

Reducing fraud: Authorization services use card security identification to help reduce fraud by verifying that the credit card is present at the point of sale and to ensure that the credit card data from the transaction matches the data stored by the authorization service for that card.

The card security value and presence are used for the processing of Paymentech’s VISA, Discover, MasterCard, and American Express online authorization transactions only; the card security value and presence are informational-only for every other credit card transaction. The card security response received for the Paymentech authorization is stored in the Vendor response 2 field in the Authorization History file.

Note: The system removes the card security value from an order when the order is accepted, even if an approved online authorization has not been received on the order. Card security processing is not available during batch authorization or deposit processing.

See Credit Card Security Service (CID, CVV2, CVC2).

Numeric, 4 positions; optional.

CSP (Card security presence)

Indicates to the authorization service whether a card security value (CID, CVV, CVC) is present on the credit card. If a card security presence exists for the credit card payment method, the authorization service performs card security identification.

Valid values:

1 = card security value is present on the credit card.

2 = card security value is present on the credit card, but is illegible.

9 = card security value is not present on the credit card.

If you enter 1 in this field and do not enter a number in the Card security value field, an error message displays: Card security value is required.

If you enter 2 or 9 in this field and a number is defined in the Card security value field, an error message displays: Card security value must be blank.

See Credit Card Security Service (CID, CVV2, CVC2).

Alphanumeric, 1 position; optional.

Amount

The total dollar value of this payment type.

When to enter an amount?

Enter a value in this field for cash/check and coupon/credit payment types. If the amount you enter is less than the order total, the system displays the following message:

Order total not equal to paid amount.

Enter a value in this field if using a credit card that is not the only form of payment on the order and another payment type is used as the “catch- all” payment type. See Pay Type Editing for more information.

When to leave this field blank?

Leave this field blank:

• when entering an A/R or C.O.D. payment type.

• when entering a check interface payment type.

• when the customer is using only this credit card to pay for the order (the system charges this credit card the total amount due on the order).

• for one credit card payment type if the customer is using multiple payment methods on the order (the system charges the credit card the outstanding balance that is not charged to other payment types).

The system issues a message for you to delete the value in this field if:

• The customer is using only this credit card to pay for the order, and

• You accept the order by pressing F9 or F19, and

• The dollar amount is insufficient to cover the order.

When this value defaults

The amount associated with a cash/check payment type appears automatically when you enter a valid cash control number and the Allow Dynamic Creation of Cash Control Numbers (B20) system control value is set to Y.

"Catch-all" payment types

A "catch-all" payment type is a payment type that will be charged the outstanding balance on an order when the customer is using several payment methods on the order. You can identify a payment type as the "catch-all" payment type by leaving the Amount field blank.

You can use these payment methods as the "catch-all" payment type:

• Credit card

• C.O.D.

• A/R

• the check pay type defined in the Check Interface Payment Type (G26) system control value.

You can identify only one payment type on the order as the "catch-all" payment type.

The system always uses the C.O.D. or A/R payment type as the "catch-all" payment type when it is present on the order. You must enter a value in the Amount field for every other payment type on the order except the C.O.D. or A/R payment type.

You cannot identify a cash/check or a coupon/ credit payment type as the "catch-all" payment type, because the customer drafts the check or the system issues a coupon or merchandise credit for a specific amount. A "catch-all" payment type, however, will be charged whatever amount is not charged to other payment types on the order. This is an open- ended payment type that will "catch" the customer underpayment, charge the balance, and avoid a balance due situation.

Alternate currency pricing

You can enter the pay type amount in the alternate currency by pressing F10 if the order is associated with an alternate currency; see Customer Service Using Alternate Currency Pricing.

Numeric, 9 positions with a 2-place decimal; entry requirements depend on payment type.

Chg seq (Charge sequence)

The order in which the system should charge each pay type when the customer uses several payment types. This value defines when each payment type will be billed by the system as merchandise is shipped. See Determining the Charge Sequence for more information.

The charge sequence displays for each entered payment method on the lower portion of the screen, and is enterable.

Numeric, 2 positions; optional.

Pay bal (Payment balance)

This field is not currently implemented for Business to Business Order Entry.

Numeric, 9 positions with a 2-place decimal; display-only.

Cash control #

The control number assigned to a cash/check payment type and corresponding mail or fax order. You or your Accounting department stamp this number on the check and the order form to establish a link between the payment received and the order placed.

The cash control number allows you to track the check and the order through the system to ensure that:

• There is a permanent record of the check.

• There is a link between the order form and the prepayment method.

• The amount drafted on the check equals the order totals on the system.

System Control Value

The Allow Dynamic Creation of Cash Control Numbers (B20) system control value determines whether you can define a cash control number for a check payment type during Order Entry. If this value is set to Y, you can enter the cash control number and the amount of the check.

If this value is set to N, you must enter the cash control number. The system validates your entry and displays the associated check amount if it is valid; otherwise, the system issues an error message.

The cash control number is displayed on the lower portion of the screen for cash/check payment methods that you have already entered.

Numeric, 5 positions; required.

Gift cert/coupon

The number assigned to the coupon or credit payment type that is being redeemed by the customer as payment on an order.

You can leave this field blank when creating a coupon or credit for the customer on-demand if the System Control value, Dynamic Creation of Coupons (B21) is set to Y, unless the system control value Require Gift Certificate/Coupon Number (G75) is also set to Y.

The gift certificate or coupon number displays on the lower portion of the screen for coupon or credit payment methods that you have already entered.

Numeric, 5 positions; optional.

Routing #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message displays if you do not enter a routing number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value:

A Routing Number is required for check interface payment types.

An error message displays if you enter a routing number for a pay type that does not represent pay category 1 (cash/check):

A routing number cannot be entered for this pay type.

Alphanumeric, 9 positions; optional.

Account # (Checking account number)

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message displays if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value:

A Checking account number is required for check interface payment types.

An error message displays if you enter a routing number for a pay type that does not represent pay category 1 (cash/check):

A routing number cannot be entered for this pay type.

Alphanumeric, 20 positions; optional.

Check #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message displays if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value:

A check number is required for check interface payment types.

An error message displays if you enter a routing number for a pay type that does not represent pay category 1 (cash/check):

A routing number cannot be entered for this pay type.

Numeric, 6 positions; optional.

Account type

Identifies the type of bank account the customer’s funds are electronically withdrawn from when paying for an order using a direct bank disbursement pay type.

Valid values are:

• C = Personal Checking

• S = Personal Savings

• X = Corporate Checking

The Require account type field for the pay type determines whether you must enter a value in this field.

• If the Require account type field for the pay type is set to Y, you must enter an account type.

• If the Require account type field for the pay type is set to N, the Account type field is optional.

Note: If you are processing direct bank disbursements through Paymentech, you must define an account type.

Alphanumeric, 1 position; required if Require account type for pay type is selected.

Non-alloc bal (Non-allocated balance)

This field is not implemented for Business to Business Order Entry.

Numeric, 9 positions with a 2-place decimal; display-only.

Ord discount (Order discount)

This field is not implemented for Business to Business Order Entry.

Numeric, 9 positions with a 2-place decimal; display-only.

Last4

The last four positions of the credit card number. Stored in the CC Last 4 field in the Order Payment Method file.

If you use credit card encryption, the system does not encrypt the value in this field.

Alphanumeric, 4 positions; display-only.

Postal code

The postal code or zip code for a customer with this credit card account. Credit card accounts for customers living in foreign countries contain a postal code of 00000.

Alphanumeric, 10 positions; optional.

Name

The first 4 positions of the customer's last name.

Alphanumeric, 4 positions; optional.

Address

The first 6 positions of the customer's street address.

Alphanumeric, 6 positions; optional

CC account no.

The credit card number of a customer's account.

If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number displays in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Numeric, 16 positions; display-only.

Order #

The unique number assigned to this order.

Numeric, 8 positions; display-only.

Disc % (Price discount percent)

A discount percentage defined for this sold to customer in the Customer Sold To file that automatically applies to each order entered for this sold to customer.

Numeric, 5 positions with a 2-place decimal; display-only.

Total units

The total number of units ordered on this order. The system sums the quantity defined in the Quantity to distribute field for each order line. This is the total units ordered; the system does not consider whether the units have been distributed to a ship to customer.

Numeric, 6 positions; display-only.

Gross merch (Gross merchandise amount)

The total dollar amount for the merchandise, before applying any discounts.

Numeric, 9 positions with a 2-place decimal; display-only.

Disc (Discount amount)

The total dollar amount of the discount applied to this order.

The discount amount includes order discounts, such as the customer price discount percent, and any line level discounts, such as price overrides.

Numeric, 9 positions with a 2-place decimal; display-only.

Net merch (Net merchandise amount)

The total dollar amount for the merchandise minus the discount amount.

Numeric, 9 positions with a 2-place decimal; display-only.

St# (customer ship to number)

A sequential number that identifies the ship-to address for a customer. The ship to number is suffixed to the related sold to customer in order to link this ship to customer to the sold to customer.

Numeric, 3 positions; display-only.

Name/address

Two lines are available to display the ship to customer's name and address information.

The system displays the ship to customer's name on the first line; if a company name has been defined for the ship to customer, the company name displays instead.

The ship to customer's street address displays on the second line.

Name: Alphanumeric, 40 positions; display-only.

Address: Alphanumeric, 40 positions; display-only.

Via (Ship via code)

A code for the shipper to deliver this order to the customer.

A ship via code only displays in this field if you entered a ship via override for this ship to customer; otherwise this field displays 0 to indicate the ship to customer is assigned to the ship via defined on the order header. 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. 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.

Numeric, 2 positions; required.

Qty (Quantity distributed)

The total quantity of the item that has been distributed to this ship to customer.

Numeric, 7 positions; display-only.

Total (Merchandise total)

The total merchandise amount for this ship to customer.

Numeric, 11 positions with a 2-place decimal; display-only.

Msg ovr (Message override?)

This value indicates whether an order message has been defined for this ship to customer.

Valid values are:

Y = A message has been defined for this ship to customer.

N = A message has not been defined for this ship to customer.

Alphanumeric, 1 position; display-only.

Order #

The unique number assigned to this order.

Numeric, 8 positions; display-only

Ship to #

The unique number assigned to this ship to customer that is associated with the sold to customer on the order.

The ship to customer's name or company name and street address information displays to the right of the ship to customer number.

Ship to number: Numeric, 3 positions; display-only.

Name: Alphanumeric, 40 positions; display-only.

Address: Alphanumeric, 40 positions; display-only.

Item

A code for the unit of inventory this ship to customer is expecting to receive.

Item codes are defined in and validated against the Item file.

Alphanumeric, 12 positions; required.

SKU

A code that further defines an item, such as color, style, or size.

The Split SKU Inventory (A26) system control value controls whether the SKU code is a one 14-position field or is split into three 4-position fields.

SKU codes are defined in and validated against the SKU file.

Alphanumeric, one 14-position field (full SKU) or three 4-position fields (split SKU); required if the item contains SKUs.

Qty (Quantity distributed)

The quantity of the item that has already been distributed to this ship to customer.

Numeric, 7 positions; display-only.

Price

The system price of a single unit of the item.

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

Total (Extended dollars total)

The price at which the item is sold multiplied by the quantity ordered for this ship to customer. This value does not include any other types of item charges, such as freight, tax, gift wrap, special handling, etc.

Numeric, 9 positions with a 2-place decimal; display-only.

Via (Ship via code)

A code for the shipper to deliver this order to the customer.

A ship via code only displays in this field if you entered a ship via override for this ship to customer; otherwise this field displays 0 to indicate the ship to customer is assigned to the ship via defined on the order header. 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. 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.

Numeric, 2 positions; display-only.

Item description (Unlabeled field below the Item field)

The description of the item.

Alphanumeric, 40 positions; display-only.

SKU description (Unlabeled field below the Price field)

The description of the SKU.

Alphanumeric, 40 positions; display-only.