Changing Item Detail Line Information in Order Maintenance
Purpose: Use this screen to:
• review information about items on an order
• make changes and additions
• cancel a line
• process returns or exchanges
• review order line history
Restrictions on changing an order line: You cannot:
• Update an item in any way if a pick slip has been printed. You must void and reprint the pick; see Reprinting and Voiding Pick Slips (WVRP or WSVP).
• Change an item if shipments have been made against the line or the line has been canceled.
• Change, cancel, delete, or sell out a set component item if you do not have the required authority under the Set Component Maintenance (J01) secured feature. See that secured feature for more information.
• Change an item on a retail pickup or delivery order from the Order Broker. See the Retail Pickup or Delivery Orders for more information.
• Change the Drop ship setting for an existing order line.
See Working with Items on the Order for field descriptions.
Quote maintenance activities: See Maintaining Quotes in Order Maintenance for more information on the maintenance activities you can perform on a pre-order quote.
In this topic:
• Work with Order Lines Screen
• Discount Price Window (Applying a Discount to an Item)
• Differences Between Order Entry and Order Maintenance
• Maximum Order Line Quantity/Value
• Confirm Quantity/Line Value Window
How to display this screen: Select OK at the Work with Order Screen in Order Maintenance.
About this screen: See the Work with Order Lines Screen (Adding Items to the Order) for information about this screen, including field descriptions. See this table for options and directions on where to go for more information.
Screen Option |
Procedure |
Change a line |
Select Change for an item to advance to the Work with Order Line Screen, where you can change detail line information. This option is available only if the line is in open or held status and does not have a printed quantity. Note: Selecting Change for a set component item is controlled by the Set Component Maintenance (J01) secured feature. If you do not have the required authority, the system displays an error message: Not authorized to change, delete, cancel, or sell out a set component. |
Cancel a line |
Select Cancel for an item to advance to the Enter Cancel Reason Window. Note: Selecting Cancel for a set component item is controlled by the Set Component Maintenance (J01) secured feature. If you do not have the required authority, the system displays an error message: Not authorized to change, delete, cancel, or sell out a set component. |
Review open purchase orders |
Select POs for an item to advance to the Display Open Purchase Orders Screen. |
Review availability |
Select Availability for an item to advance to the Item Availability Screen. |
Review additional items coordinated with the item for cross-selling purposes |
Select Coordinates for the item to advance to the Display Coordinate Items Window if any coordinates are linked with the ordered item. |
Apply, delete, or review coupon discounts |
Select Coupons for an item to advance to the Coupon Discount Window. You can add or delete a coupon only if none of the items on the order have printed pick slips or are in closed status. |
Apply a discount to an item |
Select Discount for an item to display the Discount Price Window (Applying a Discount to an Item). You can use this window to apply a discount to an item in a dollar amount or discount percentage. Only shipped, unreturned items are eligible for these discounts. Note: To ensure the background async jobs update order related tables correctly, do not use this option against a shipped, unreturned order line in the same session that you add a new order line. |
Review item history |
Select History for an item to advance to the Display Order Line History Screen. |
Place the item on hold |
Select Hold for an item to place it on hold. Only open, unprinted order lines are eligible to be held. The line status changes to held (H) and the item will not be eligible for pick slip preparation until you release the line. Access to this option is controlled by the O/E Hold, Release Order Lines (A46) secured feature. |
Display item information |
Select Item Information for an item to advance to the Work with Item Information Screen (Customer Service Template). |
Search for the item across warehouses and stores in external systems |
Select Merchandise Locator for an item to advance to the Merchandise Locator Search Window (Searching for an Item). See Merchandise Locator Process Overview for more information. Note: This option is available only if the Use Merchandise Locator (I38) system control value is selected. Otherwise, the screen displays an error message: Merchandise Locator is not enabled. |
Work with order line messages |
Select Messages for an item to add, change or display order line messages. See Work with Order Line Messages Screen for more information. |
Review quantity pricing |
Select Pricing for an item to advance to the Display Quantity Pricing Window. |
Release a held item |
Select Release for an item to release it from hold. Only held items (status = H) are eligible to be released. The line status changes to open (blank) and the item is now eligible for pick slip preparation. If the item was placed on hold through Processing Auto Soldout Cancellations (MASO), the system deletes the item record from the Order Hold Detail table; see Working with Held Detail Lines (WOHD). Access to this option is controlled by the O/E Hold, Release Order Lines (A46) secured feature. Note: Order lines can also be put in hold status because of a special handling format. See Putting a Line on Hold through a Special Handling Format for a discussion. |
Return an item |
Select Return for a shipped item to return or exchange it. See Returning and Exchanging Items in Order Maintenance. |
Sell out an item |
Select Sell Out for an item to sell it out. The status of the line changes to S and the system recalculates the tax on the order. Only open or held, unreserved lines are eligible to be soldout. Note: Selecting Sell Out for a set component item is controlled by the Set Component Maintenance (J01) secured feature. If you do not have the required authority, the system displays an error message: Not authorized to change, delete, cancel, or sell out a set component. |
Add or change special handling information |
Select Special Handling for an item to advance to the Work with Special Handling Screen or Work with Custom Special Handling Screen. This option is available only for open or held items without a printed quantity Note: • This option is not available if the additional charge code used for the special handling format is suppressed; see Special Handling Overview for a discussion. • If you add a special handling format flagged to hold the order line, the system changes the order line status to held; similarly, if you remove a special handling format flagged for hold, the system releases the order line from hold. See Putting a Line on Hold through a Special Handling Format for more information. |
Accept the changes to the order |
Select Accept Order. See Order Maintenance Processing for information on the updates the system performs when you select Accept. |
Reject the changes to the order |
Select Reject Order. When you reject an order, the system evaluates the order to determine if it qualifies for pick slip preparation; see Preparing Orders for Pick Slip Generation and Applying Pick Slip Preparation to an Order. |
Accept the order and add a recipient |
Select Accept/Add Recip. See Entering Orders. |
Add an item |
Select Add Line to advance to the Work with Order Line Screen to add an item. You can also add an item by entering the item information in the empty order line. See Adding an Item in Order Maintenance. |
Add or change additional charges |
Select Additional Charges to display the Enter Additional Charges Window. |
Cancel the order |
Select Cancel Order. See Canceling an Order through Order Maintenance. |
Enter or work with messages about the order detail line to optionally print on the pick slip and/or invoice or use for internal reference |
Select Messages for the item to advance to the Work with Order Line Messages Screen. |
Display additional options |
Select More Options to advance to the Display More Options Screen. |
View or work with order header information |
Select Order Header to return to the Work with Order Screen in Order Maintenance. |
Review order history |
Select Order History to advance to the Display Order History Screen. |
Work with payment information |
Select Pay Methods to advance to the Enter Payment Methods Screen in Order Maintenance. |
Review item relationships |
Select Relationships. See Working with Items on the Order. |
Reprice the order and review premium items |
Select Reprice. This option is available: • If you are maintaining a quote; see Maintaining Quotes in Order Maintenance. Otherwise, an error message displays when you select Reprice: Selected function is not valid for current processing mode (Maintain). |
Process returns |
Select Return Order to advance to the Return/Exchange Item screen. See Starting the Return Process. |
Scan order lines |
Select Scan Order Lines to advance to the Scan Order Lines Screen. |
Purpose: Use this screen to review or change detail information about an item on an order, including pricing and status.
How to display this screen: Select Change for an item at the Work with Order Lines Screen. This option is available only for open or held order lines without a printed quantity.
Note: Selecting Change for a set component item is controlled by the Set Component Maintenance (J01) secured feature. If you do not have the required authority, the system displays an error message: Not authorized to change, delete, cancel, or sell out a set component.
See Adding Different Types of Items to the Order for more information on the processing the system performs for different types of items.
Field updates: This table identifies the fields on the Work with Order Line screen that you can change, and discusses the conditions and restrictions for updating these fields, if any.
A restriction is an action that the program allows or does not allow. A condition is a situation under which a certain action is allowed. The condition or restriction column is blank for a field if you can update the field under any condition.
Field Update |
Result |
Condition or Restriction |
Offer |
When you update the offer, the system may reprice the item, determine whether the item is eligible for special handling or gift wrapping, validate the type of special handling, and update the special handling and gift wrapping charges, if any. The system ensures that the source code assigned to the item is valid for the new offer. |
Conditions: You cannot change the offer if any shipments have been made on the line. Restrictions: The offer override at the line level must use the same freight and pricing methods. |
Qty |
Increases or decreases the number of units ordered. |
Condition: The system displays a pop-up window for you to enter a cancel reason code if you decrease the quantity ordered of an item. Additionally, you must specify whether to recalculate freight and refund the customer the freight difference resulting from the refund. You cannot change a positive quantity to a negative quantity on this screen, or vice versa. See Increasing the Quantity Ordered in Order Maintenance, and Canceling an Item in Order Maintenance. |
Price |
An update to this field results in a price override to the item. If the Display Order Line Discount Messages (F01) system control value is selected, a message displays describing the discount for each item sold at less than the offer price, and the price itself is highlighted in reverse color. Any type of price override or repricing method that produces a price lower than the regular offer price is considered a discount. |
Restriction: The Price Overrides (A23) secured feature controls whether you can update the price defined for the order line; if you do not have authority to this secured feature, the Price field is display-only. User and user class security determine whether you can perform a price override. You can also define a maximum percentage operators can discount an item by entering a percentage in the Price Override Limit Percent (E55) system control value. The Allow Negative Prices in Order Entry (E97) system control value controls whether you can enter a negative item price in order maintenance as well. |
|
Alternate currency pricing You can enter or review the price in the alternate currency by selecting AC override if the order is associated with an alternate currency and the Use Alternate Currency Pricing (H89) system control value is selected. See Using Alternate Currency Pricing for an overview and required setup. |
Condition: You must enter a price override reason code in the Ovr field if you override the price of an item. The Override Price Override Limit (A64) secured feature controls the ability for operators to override the Price Override Limit Percent (E55). |
N/C |
The system does not charge for this item when you select this field. |
Restriction: The Price Overrides (A23) secured feature controls whether you can update the no charge flag for the order line; if you do not have authority to this secured feature, the No charge field is display-only. User and user class security determine whether you can sell an item at “no charge.” Condition: You must enter a price override reason code in the Ovr field if you give the item to the customer at no charge. |
Ovr |
The system tracks who performed the price override or who sold the item at "no charge" when you enter an override reason code. The system posts the item discount to the General Ledger number for discounts from the Division table; see Working with Divisions (WDIV). |
Restriction: The Price Overrides (A23) secured feature controls whether you can override the item price; if you do not have authority to this secured feature, the Price override reason code field is display-only. |
Cpn |
The system applies the coupon as payment on the order when you select this field. |
Restriction: The value in the Dynamic Creation of Coupons (B21) system control value determines whether you can enter an unnumbered coupon that has not been issued previously by the system. |
Coupon amt |
The system applies the coupon as payment on the order. |
Restriction: The value in the Dynamic Creation of Coupons (B21) system control value determines whether you may enter an unnumbered coupon that has not been issued previously by the system. |
Frt |
Controls whether the system recalculates freight for the item based on changes to its quantity or price. |
Condition: The Recalculate Freight Default (F62) system control value controls the default setting of this field, but you can override this default. |
Offer price |
The price of the item in the catalog, before applying any additional discounts or repricing. If the order was subject to VAT and tax-inclusive pricing, in which any tax is included in the Hidden tax field rather than the Tax bucket on the order, the offer price presented here is the tax-inclusive offer price. Updating this field does not change the selling price of the item. |
Restriction: The Price Overrides (A23) secured feature controls whether you can update the offer price for the order line; if you do not have authority to this secured feature, the Offer price field is display-only. |
Ship via |
The item will ship by the new shipper. |
Conditions: You can change an item on an order to express bill by entering an express bill ship via code. When you express bill an item, the item immediately goes through billing. A pick slip does not print and no shipments occur for the item. Restrictions: An error message indicates if you change an item on an express bill order to a non-express bill shipper:
Ship Via must be an Express Bill. An error message displays if you change the ship via code to the Default Van Delivery Ship Via (L07) and the order line does not qualify for van delivery: Van delivery ship via not allowed. See Van Delivery Processing for an overview. |
Arr date |
This is the date when the customer wants to receive the order. |
|
Source |
The system deletes the dollars and number of units posted to the original source code and books this information to the new source code. |
Conditions: You cannot change the source code if any shipments have been made on the item. Restrictions: The source code override at the line level does not affect the freight and pricing methods, which are defined by the original source code. |
C/G |
The system does not perform pick slip preparation for items on the order with the same coordinate group number unless inventory is available for all of the items. |
|
Freight |
The system uses this freight charge for the item. Alternate currency pricing You can enter or review the freight amount in the alternate currency by selecting AC override if the order is associated with an alternate currency and the Use Alternate Currency Pricing (H89) system control value is selected. See Using Alternate Currency Pricing for an overview and required setup. |
Conditions: The system allows you to perform a freight override for the item only if the source code for the item uses a line level freight method of: Flat Rate/Item, Flat Rate/Quantity, Flat Rate/Item, or Weight. |
G/W |
Selected indicates that the item should be gift wrapped. |
Condition: The item/offer or SKU/offer record determines whether the item is eligible for gift wrapping. |
S/H code |
This code determines the type of personalization that must be performed on the item, such as monogramming, engraving, altering, etc. See Special Handling Overview for more information. |
Condition: The item/offer or SKU/offer record determines whether the item is eligible for special handling. Adding special handling for an existing order line: You advance to the Work with Special Handling Screen or the Work with Custom Special Handling Screen if you add a special handling code unless the display of the special handling screen is suppressed, based on the setting of the Suppress S/H window for the additional charge code. Adding special handling also puts the order line on hold if the special handling format is flagged to do so. Changing the special handling for an existing order line: Enter a different special handling code to advance to the Work with Special Handling Screen or the Work with Custom Special Handling Screen, where you enter the new special handling instructions. If the new code is flagged to hold the order line, this puts the order line on hold; similarly, if the previous code was flagged to hold the order line but the new code is not, this releases the line from hold. |
|
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Removing special handling from an existing order line: Select Special Handling to advance to the Work with Special Handling Screen or the Work with Custom Special Handling Screen, where you can select Delete All to remove the special handling from the order line. Note: If the line is currently held because of the special handling format, using the steps described above does not release the line from hold. You must use the Special Handling option from the Work with Order Lines Screen to remove the hold. For more information: See Putting a Line on Hold through a Special Handling Format for background. |
This is the price for the special handling. Alternate currency pricing You can enter or review the special handling charge in the alternate currency by selecting AC override if the order is associated with an alternate currency and the Use Alternate Currency Pricing (H89) system control value is selected. See Using Alternate Currency Pricing for an overview and required setup. |
Restriction: If you are adding special handling to an order line, you advance to the related special handling screen as described above. The special handling charge is specified there, either by default from the item/SKU offer or special handling format, or through your entry if you have the required authority. If display of the special handling screen is suppressed as described above, a default special handling charge is added to the order automatically. This field is display-only if there is already special handling assigned to the order line, unless the special handling is standard format and you have authority under the Enter or Override S/H Price (B12) secured feature. |
|
Warehouse |
The item will ship from this warehouse. |
When you update the warehouse defined for an order line, the system: • Removes any existing inventory reservations for the order line. • Attempts to reserve the item on the order line in the new warehouse specified. If the item is not available in the warehouse specified, the system assigns this warehouse as the backorder warehouse for the unreserved quantity of the item on the order line. |
Cancel date |
The date when the item will be canceled if it has not shipped. |
|
Affect inv |
Determines whether the system reduces inventory for the item during order entry and when you ship the item. |
Condition: The Non/inv (Non inventory) field in the Item table determines which value defaults in this field. Note: If this field is unselected, the system will not perform pick slip preparation for the item if all other items on the order are backordered; when one or more backordered items are available, the system will perform pick slip preparation for the non-inventory item as well as for the available item(s). Restriction: You cannot change the Affect inventory flag to N for a drop ship item: Affect Inventory flag must be Y for Drop Ship Items. |
Priority |
Controls the priority of this item for backorder or order reservation. |
Condition: The reservation priority is used only by the Batch Reservation or Evaluate Backorders programs and does not affect the Immediate Reservation program. |
Cost override |
Represents an override to the base cost of the item from the Item record. This override ensures that your gross margin is accurate when you place a special order from your vendor for the customer. |
Condition: You cannot enter a cost override if you use FIFO costing. See FIFO Costing Overview. |
Discount Price Window (Applying a Discount to an Item)
Purpose: Use this window to apply a discount dollar amount or a discount percentage to a shipped item.
How to display this screen: Select Discount for an item at the Work with Order Lines Screen.
A message displays if the item is not eligible for a discount:
Line cannot be discounted -- not shipped or already returned
.
Note: To ensure the background async jobs update order related tables correctly, do not a discount against a shipped, unreturned order line in the same session that you add a new order line.
Field |
Description |
Order # |
The number assigned by the system to identify this order. Numeric, 9 positions; display-only. |
Ln # (Line number) |
The detail line where the item you are applying the discount to is located. Numeric, 3 positions; display-only. |
Sts (Status) |
The status of the order. Alphanumeric, 9 positions; display-only. |
Item and SKU |
The name of the item and its associated SKU code. Item: Alphanumeric, 12 positions; display-only. SKU: Alphanumeric, three 4-position fields; display-only. |
Quantity (Quantity ordered) |
The number of units of the item being ordered. Numeric, 5 positions; display-only. |
Extension (Extended price) |
The total unit price for this order line. The system uses this calculation to determine the extended price:
unit price x quantity ordered - (units returned + units canceled) = extended price
The extended price reflects the price of the order line in merchandise dollars before any charges, such as freight, have been applied. Numeric, 11 positions with a 2-place decimal; display-only. |
Price |
The price of a single unit of the item. The selling price of this item defaults. Enter a different price in this field to apply a price override. Numeric, 7 positions with a 2-place decimal; optional. |
Discount % (Discount percent off price) |
The discount percentage you are applying to this item. Enter a percentage in this field to apply a percent discount. The percent discount is taken from the dollar amount in the Price field. Numeric, 5 positions with a 2-place decimal; optional. |
N/C ("No charge" indicator) |
Indicates whether the customer will be charged for this item. Valid values are: • No Charge = Item is sold at no charge to the customer. • Priced = (Default): Customer will be charged for the item. Optional. |
Ovr (Price override reason code) |
Represents the reason for overriding the item price or selling the item at 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 to the order. Secured feature: User and user class security control access to this field. Override reason codes are defined in and validated against the Price Override Reason table. See Establishing Price Override Reason Codes (WPOR). Numeric, 1 position; required if performing a price override or selling item at no charge; otherwise, optional. |
Instructions:
1. Optionally, enter a dollar amount in the Price field to change the price of the item.
2. Optionally, enter a percentage in the Discount percent field to apply a discount percentage to the price of the item. The discount percentage is applied to the dollar amount from the Price field.
3. Optionally, select No Charge in the No charge field to sell this item at no charge.
4. Enter a price override reason code in the Override field if you have changed the price of the item, applied a discount percentage or are selling the item at no charge.
5. Select OK. You return to the Work with Order Lines Screen with any changes you have entered applied to the item.
The system reduces the order total based on the discount amount applied. In addition, if a tax override exists, the system uses the tax override rate (the Tax override % field on the Display Order Detail screen to calculate the tax credit amount.
Example: An order is received through the Order API with the following item:
• item quantity = 2
• actual price = 15.00
• extended price = 30.00
• price override = Y
• tax override = Y
• tax amount = 2.00
• GST amount = .50
• PST amount = 1.50
When the order is received, the system calculates the Tax override rate, GST tax override rate, and PST tax override rate in the Order Detail table using the following calculation:
(tax amount / extended amount) x 100 = tax override rate
tax override rate: (tax amount 2.00 / 30.00 extended amount) x 100 = 6.67 tax override rate; this rate displays in the Tax override % field on the Display Order Detail screen in Order Inquiry
GST tax override rate: (GST tax amount .50 / 30.00 extended amount) x 100 = 1.67 GST tax override rate
PST tax override rate: (PST tax amount 1.50 / 30.00 extended amount) x 100 = 5 PST tax override rate
In Order Maintenance, you apply a 10% discount to the order line using the Discount Price window after the item has already shipped to the customer. The system calculates the new item totals.
• new price = original price 15.00 - 10% discount = 13.50 new price
• new extended price = new price 13.50 x 2 quantity = 27.00 new extended price
• new tax amount = new extended price 27.00 - 6.67% tax override rate= 1.80 new tax amount
• new GST amount = new extended price 27.00 - 1.67% GST tax override rate = .45 new GST tax amount
• new PST amount = new extended price 27.00 - 5% PST tax override rate = 1.35 new PST tax amount
Billing creates the credit invoice using the new tax amounts. In this example, the credit invoice includes the following tax credits:
• tax credit = .20
• GST tax credit = .05
• PST tax credit = .15
Purpose: Unlike other pricing methods, price table repricing is effective in Order Maintenance as well as Order Entry. As a result, if you add, cancel, or change the quantity of an item in Order Maintenance, items on the order may be eligible for repricing, or there may be a change in the premium items earned by the order.
Note: If you have printed a pick slip for any items on the order, the order is no longer eligible for any repricing or additional premium items.
Setting up price breaks for items or groups of items is described in Working with Price Tables (WPTB). The Display Premium screen opens in Order Entry or Order Maintenance if the order qualifies for one or more premiums.
Differences Between Order Entry and Order Maintenance
Price table repricing and premium items function differently in Order Maintenance from Order Entry in these respects:
Adding premium items: The system does not increase the quantity of a premium item in Order Maintenance, although it does add new premium items if they are earned by a different item or group of items. For example, if the order formerly qualified for a premium of two of item AB100 because of a group dollar total of $200 (in which you add one item for each $100 ordered from the group), and you add group items to the order in Order Maintenance to bring that total to $300, the system will not add an additional AB100 to the order. However, the system will add item CC200 if this is a premium earned by a different group of items.
You should select Premium Items to review any changes to premium items in Order Maintenance. If the order is no longer eligible for one or more premium items as a result of changes you have just entered, a pop-up window displays the related item(s).
The reason you should select Premium Items rather than Accept when you use price table pricing is so that you will have the opportunity to remove the premium item from the order, if necessary, before you accept it.
Maximum Order Line Quantity/Value
You can define a maximum quantity or dollar total for individual order lines using these system control values:
• Maximum Order Quantity (C60)
• Maximum Order Line Value (E98)
For example, if you set the Maximum Order Quantity (C60) system control value to 10, the system would validate that you do not enter a single order line with a greater quantity. This might help prevent inaccurate orders due to user error, such as entering 100 instead of 10.
If you set either of these values to 0, the system does not validate whether order lines exceed the maximum.
Secured features: These secured features control the ability to exceed these limits:
• Allow Maximum Order Line Value Override (A69)
• Allow Maximum Order Quantity Override (A70)
Confirm Quantity/Line Value Window
If you have the proper authority, a pop-up window indicates that you have exceeded the maximum quantity or dollar value, and prompts you to accept or cancel.
Select Accept at this window to confirm the quantity and add the line to the order or process the change; otherwise, select Exit to cancel. If you cancel, the screen displays an error message:
Order Qty of 50 exceeds the maximum allowed in SCV C60.
An error message indicates an excess order line total dollar value:
Order line value of 1000.00 exceeds maximum allowed in SCV E98.
If you do not have the proper authority, the pop-up window does not open and you will not be able to override the maximum.
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CS05_04 OROMS 5.0 2018 OTN