Work with Order Lines Screen (Adding Items to the Order)
Purpose: Use this screen to identify the items being ordered.
The screen is divided into 5 parts:
• The top of the screen displays order and customer information that is updated by the system.
• The center of the screen displays the item entry fields where you enter the necessary information to add an item to the order.
• The upper right displays running order totals that change dynamically as items are added to or deleted from the order.
• The center of the screen also displays several options that allow you to work with the individual lines on an order.
• The bottom portion of the screen displays the last three items you have added to the order with a second line of information for each item. If you have added more than three items to the order, you can select Next or Prev to review additional order lines that you have entered.
The Order Information fields on the Work with Order Lines Screen (Adding Items to the Order) contain several system-updated fields unique to the current order. The order information fields are:
• Order#
• Sold To customer
• Ship to customer
This information appears in the Sold-to fields:
• The Company followed by the customer's Last Name, First Name, and Initial.
• The customer's Last Name, First Name, and Initial if no company is specified.
The system inserts ATTN: between the company name and the customer name; this screen does not display the value from the Attention field on the Work with Order Screen.
If you have specified an image of the item most recently added to the order, the screen displays this image between the Order Information Fields and the Order Totals.
If you click on the actual image:
• and you have set up item images on the CWSerenade application server, the system advances you to the Work with Item Information Screen (Customer Service Template).
• and you have set up item images on an external image hosting application, the system opens a web browser to the URL specified in the Information Link field for the item/SKU on the Item Image/Info Link Screen.
For more information: See:
• Setting Up Item Images for more information on setting up item images on the CWSerenade application server to display in order entry, order maintenance, and at the Work with Item Information screen.
• Item Image/Info Link Screen for more information on setting up item images on an external image hosting application to display in order entry, order maintenance, and at the Work with Item Information screen.
The system accumulates the current charges on the order in the Order Totals fields on the Work with Order Lines Screen (Adding Items to the Order):
• Freight: see Frt (Freight) for more information
• Freight +: see Frt+ (Additional freight charges) for more information
• Tax
• Handling: see Hnd (Handling charge) for more information
• Charges: see Chg (Additional charges) for more information
The individual charges on the order are summarized in the Total field, enabling you to determine quickly what the customer is charged for items ordered, tax, freight, and additional charges, either by charge type or as a grand total.
Initially, the Order Totals fields are blank; however, the system updates the Order Totals fields as you add items to the order or as you attach additional charges.
You cannot enter information in these fields.
Use the item entry fields to add items to the order. The item entry fields are:
• Item
• SKU
• Price
• Ovr (Price override reason code)
Entering items: The item entry fields, located in the center of the screen, are described below.
Field |
Description |
A code for the catalog, space or television advertisement from which you accept orders. Default offer Normally, the offer associated with the source code on the order header defaults here when you are using the line-format entry screen (see the description of the Position Cursor on Offer Field in OE/OM (F91) system control value). You can override this offer. |
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Position Cursor on Offer Field in OE/OM (F91) The Ofr field will be blank if this system control value is selected; also, the cursor positions to this field. You might select this system control value to require order entry operators to verify and enter the offer for each item. If this system control value is unselected, the offer from the source code on the order header defaults, but you can override it; also, the cursor positions in the Item field. Linked Offer You can link a main offer to a sub-offer in Work with Offers. If you enter an item that is not found in the offer defined on the order detail line, the system uses the price defined for the item in the sub-offer linked to the offer. If a sub-offer has not been defined for the offer, or a price has not been defined for the item in the sub-offer, the system uses the most current active offer to determine the item’s price. See Working with Offers (WOFR). Alphanumeric, 3 positions. |
A code for an existing unit of inventory. Item codes are defined in and validated against the Item table. Alias You can enter an alias for the item if the alias is defined for this item in the selected offer. Aliases are alternate names for items that you might use to track how presentation within an offer affects the item's sales performance. The alias you enter will display once you have entered the order detail line if the Display Item Alias (D56) system control value is selected. |
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Cross Reference Code You can enter a code that represents another system's item and SKU in this field, provided the code does not exceed 12 positions. When an operator enters a cross reference code in the Item field, the system searches the SKU Cross Reference table alphanumerically for a CWSerenade item that is associated with the cross reference code. If a CWSerenade item is associated with the cross reference code, the system defaults the CWSerenade item to the detail line. If a CWSerenade item is not associated with the cross reference code, the system displays an error message. See Maintaining SKU Cross Reference Codes (MSKR). It is possible to set up a SKU cross reference code that exceeds 12 positions for integration with another system, such as ChannelAdvisor; however, you cannot enter these longer cross reference codes in order entry. See ChannelAdvisor Integration Overview for background. |
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Membership item If you enter a membership item, you advance to the Enter Membership ID Window (Selecting a Membership Program). Restricted item If you enter an item which is restricted from being shipped to the address of the ship to customer, the item is highlighted and a message indicates: Item (XXXXX) cannot be shipped to (COUNTRY/STATE). You cannot enter an item on an order if it is restricted for the ship to address. See Entering Additional Item Information for an explanation of country/state restrictions for an item. |
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Zone Reservation Coded item If you enter a zone reservation coded (weather-sensitive) item, and you have set up the required supporting tables for zone reservation processing, you might advance to the Display Zone Reservation Dates Window or the Select Order Line Option Window, depending on the date of the order and the zone reservation dates you have specified for this item. Under zone reservation processing, an item is not reserved in order entry; instead, you can reserve the item during pick slip generation. Note: If you have not set up the required supporting tables, a zone reservation item is reserved under normal order entry processing except that if it is backordered, you cannot reserve the item through the Evaluate Backorders Periodic function; you can reserve it using the Interactive Reservations menu option. See Working with Interactive Reservation (MIRV). For more information: See Shipping Zone Reservation Overview for a complete discussion of zone reservation rules. |
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When you prompt on this field, you advance to: • the Item Selection screen if the Auto-Generate Item Keywords from Description (F79) system control value is unselected. Note: Items whose status match the Item Status for Suppressing Item During Item Selection (L21) are not listed at this screen. • the Keyword Selection Screen (Scanning for Items Using Item Keywords) if the Auto-Generate Item Keywords from Description (F79) system control value is selected. Alphanumeric, 12 positions; required. |
A code that further defines an item's color, size, width, or any other type of user-defined attribute. If you are unsure of the SKUs available for an item, you can enter the item code, press Enter, review the contents of the SKU Scan Screen, and select the desired SKU from the scan. Inventory levels on the system and in the warehouse are maintained at the SKU level if the item has SKUs. The SKU portion of the item number consists of three 4-position fields. For example, SIZE represents SKU element 1, CLR (color) represents SKU element 2, and STYL (style) represents SKU element 3. Note, however, that these are user-defined fields in the System Control table. These labels are for demonstration only. The first 14 positions of the SKU description from Work with Item/SKUs is indicated in place of the SKU elements of a SKUed item if the Display SKU Description in place of SKU Element (F25) system control value is selected. SKUs are defined in and validated against the SKU table. Alphanumeric, three 4-position fields; required if the item has SKUs. |
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The number of units of the item being ordered. May default from the Default Order Quantity (B30) system control value, but you can override it. The quantity ordered does not increase to reflect any sold out units. You can order up to 99,999 units of a single item on one order line. The Maximum Order Quantity (C60) system control value controls the maximum value you can enter in the Quantity field; additionally, the Allow Maximum Order Quantity Override (A70) secured feature controls whether individual users can exceed this maximum. See Maximum Order Line Quantity/Value. Note: If you enter a negative number, the system will process the transaction as a return of this number of units. See Posting a Return or Exchange Through Order Entry. Numeric, 5 positions; required. |
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F (Recalculate freight) |
Note: This field is available in Order Maintenance only. Controls whether the system recalculates freight for the item based on changes to its quantity or price in order maintenance. • Selected = The system recalculates freight for the item based on changes to its quantity or price in order maintenance. • Unselected = The system does not recalculate freight for the item based on changes to its quantity or price in order maintenance. The Recalculate Freight Default (F62) system control value controls the default setting of this field, but you can override this default. |
The system price of a single unit of the item. The price is assigned by the system when you press Enter, but you can override it. Price Overrides If you have the authority, you can override the price of an item. You must specify a price override reason code in the Ovr (Price override reason code) field. You can use the Price Override Limit Percent (E55) system control value to define a maximum override percentage for operators. The system uses the price defined in the item/offer to determine whether the price override exceeds the percentage. The override limit applies only to prices that are lower than the item/offer price. This check may be helpful in reducing fraud. Price Override Example The system uses this calculation to determine the percentage of the price override: (offer price - price override entered)/offer price * 100 = price override percentage |
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Example: price override percentage = 10% offer price = $40.00 price override = $35.00 (40.00 - 35.00) = 5.00 5.00/40.00 = .125 .125 * 100 = 12.50 (12.50 exceeds the 10% price override
The system displays a message if you enter a price that is lower than the minimum: Entered price exceeds the override limit. |
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The Override Price Override Limit (A64) secured feature controls the ability to override the percentage defined in the Price Override Limit Percent (E55) system control value. Pricing Hierarchy The system calculates the price of an item by taking into account any price breaks and source or order discounts, and uses the pricing routine (pricing hierarchy) in the Pricing Values (B31) system control value to determine the price of the item on the order line. However, if a customer price group is defined in the Customer Price Group Code for CPG Pricing Only (L58) system control value, the system always uses Customer Price Group Pricing. Entity-level override You can set up separate pricing hierarchies for each entity in your company to override the default pricing hierarchy defined in the Pricing Values (B31) system control value. See Working with Entities (WENT). |
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Reviewing the Order Line Price Method When you finish entering a line, you select Change for the line to advance to the Work with Order Line Screen (Changing/Adding an Item) to determine how the system priced the line. The pricing method used by the system appears in the upper right of the screen under the Price field. For example, *Offer Price may appear if the price was defined in the offer through which the item was ordered. This information is also available through standard Order Inquiry. VAT If you make any changes to the order that will result in changing whether the order is subject to VAT, the system will reprice each item accordingly and recalculate tax as well. However, this update does not take place for any line with a price override, whether the override was made by a user or by the system (for instance, for a price table premium). You must delete the line and reenter it to correct the price and tax information. |
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Override Price Table Maximum You can use the Price Table Level Override Code (E05) to apply the best possible price table pricing to an order line, even if it is beyond the maximum specified in the price table; however, to apply this pricing, you need to: 1. Enter the requested quantity of the item using the default pricing 2. Select Change for the item to advance to the Work with Order Line Screen (Changing/Adding an Item) 3. Complete this screen by entering the Price Table Level Override Code (E05), but no price for the item When you select Reprice or Accept, the system applies the best possible price table pricing. See Working with Price Tables (WPTB) and the Price Table Level Override Code (E05) system control value for more information. Manual Price Override Code You cannot use the Price Table Level Override Code (E05), Price Override Reason for Price Matrix Customer Specials (K42), or Price Override Reason for Promotions (K45) as a regular price override reason code when you manually enter a price override. |
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Negative Prices The Allow Negative Prices in Order Entry (E97) system control value controls whether you can enter a negative item price. If you enter a positive item quantity, a negative price produces a credit; with a negative quantity, a negative price produces an invoice. Maximum Value The Maximum Order Line Value (E98) system control value controls the maximum dollar value of a line you can enter; additionally, the Allow Maximum Order Line Value Override (A69) secured feature controls whether individual users can exceed this maximum. SeeMaximum Order Line Quantity/Value. Numeric, 7 positions with a 2-place decimal; required, calculated by the system. |
Determines whether the customer will be charged for this item on the order. Valid values are: • No Charge = Item is sold at no charge to the customer. • Priced = (Default): Customer will be charged a price for the item. If set to No Charge, the system does not: • add the price of the item to the order totals • print a charge on the pick slip for this item • charge the customer for this item Also, the system requires you to define a price override reason code in the Ovr (Price override reason code) field. If this field is unselected, the system calculates the price for the line and adds this charge to the order totals. |
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Tax? The system does not calculate tax on the merchandise value of the item sold at “no charge”; however, the system may tax freight or special handling. Freight? The system calculates freight (shipping) charges for the order regardless of whether the item is sold at no charge. You can, however, prevent the system from calculating freight for the entire order by selecting the Calc freight field on the previous screen. The system does not calculate freight for any other lines on the order, even those for which the customer will be charged. You cannot suppress freight charges at the line level. |
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Duty? The system adds duty for each unit of the item based on whether the harmonize code defined for the item or SKU matches a duty rate defined for the country where the order is shipping. If the item is entered for no charge, the system bases the duty on the item's offer price. See Working with Items on the Order for more information on duty. Special handling charge? The system adds the special handling charge for item personalization (such as monogramming, engraving, altering, etc.), if any, to the order totals, even if the item is sold at “no charge.” Gift wrapping charge? The system adds the gift wrapping charge, if any, to the item, even if the item is sold at no charge. |
A code that represents the reason for overriding the item price or selling the item no charge. The system uses this code as an audit trail that links the operator who performed the price override or who sold the item at no charge. Price override reason codes are defined in and validated against the Price Override Reason table. See Establishing Price Override Reason Codes (WPOR). Secured feature User and user class security control access to this field. See Setting Up Secured Features. Price Table Pricing If you use price table pricing, you can define a Price Table Level Override Code (E05). Use this code to override the maximum price break you have defined for an item in the price table. Customer Price Group Price Override Reason Code If you assign the price override reason code defined in the Price Override Reason Code for CPG Pricing (L59) system control value, the order line cannot be further discounted except by order-level coupons. |
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Quantity Price Matrix Customer Special If the order line is priced using a Quantity Price Matrix Customer Special, the system assigns the Price Override Reason for Price Matrix Customer Specials (K42) to the order line during repricing. When this price override reason code is defined for an order line, the system cannot apply any additional discounts, such as promotions, to the order line. However, the system can still apply a source % discount to the order line. In addition, the system prevents you from manually entering this price override reason code on an order line: Price override reason reserved and cannot be manually entered. See Order Repricing, Premiums, Discounts, and Promotions for more information about repricing and Working with Quantity Price Matrix (WQPM) for an overview on quantity price matrix pricing. Warranty Item If the Default Price Override Reason for Warranty Items (G01) system control value is set to a price override code, the system defaults the code to this field when an operator adds a warranty item to the order. Item Category or BOGO Promotion If the order line is discounted through an Item Category or BOGO (Buy One/Get One) promotion, or priced at “no charge” through a BOGO promotion, the system uses the Price Override Reason for Promotions (K45). This system control value prevents further discounting from applying to the order line. If this system control value is blank, the system uses the Default Price Override Reason (B35) for the “no charge” lines; however, the other lines discounted through these promotions will be subject to further discounting. See Working with Promotion Values (WPRO) for more information. You cannot manually enter the Price Override Reason for Promotions (K45) on an order detail line. Numeric, 1 position; required if performing a price override or selling item at no charge; otherwise, optional. |
A code that you can enter on several order detail lines to ensure that they ship together. The system will not create a pre-generated pick for items with the same coordinate group number unless inventory is available for all of the items; see Selecting Order Lines for Pick Slip Preparation. Some items will be coordinate grouped automatically by the system, by virtue of the way the items were set up. |
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Continuity items The continuity item and all components or the component at the current interval are coordinate grouped. Variable Set The variable set item and selected component items are coordinate grouped. Although the system automatically coordinate groups these items and related component items, you can remove this code if the customer requests that you ship items as they become available. Numeric, 3 positions; optional. See Working with Sets. |
A code that represents the type of personalization to be performed, such as monogramming, alterations, engraving, etc. Some items require special handling; this code may default from the S/H code (Special handling code) field for the Item/Offer or SKU/Offer. Special handling is optional for other items. When you prompt on this field, only the additional charge codes identified as special handling codes (by a value in the S/H fmt field for the Additional Charge) are listed. Special handling codes are defined in and validated against the Additional Charges table. See Establishing Additional Charge Codes (WADC). Special handling validation If you enter a special handling code, the system verifies that special handling has been defined for the item in the item/offer or SKU/offer and displays a message if special handling has not been defined: Special handling is not valid for this item in this offer. |
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The special handling instructions and special handling charge print on the pick slip. See Special Handling Overview. Alphanumeric, 2 positions; optional. |
The fields in the lower portion of the Work with Order Lines Screen (Adding Items to the Order) display the items you have already added to the order.
The system displays two lines of information for each item. Up to three items appear on the screen at once.
A Next>> button on the lower right of the screen indicates that there are additional item detail lines on the order beyond those currently displayed. Use this button to review or work with these items.
1st line of information: The first line of information for each item includes:
• Item
• SKU (if any)
• Price (if any)
• No charge (indicator) (if any)
• Ovr (Price override reason code) (if any)
• C/G (Coordinate group code) (if any)
• S/H (Special handling code) (if any)
• Extension (Unlabeled field to the right of the S/H field)
2nd line of information: The second line of information for each item includes:
• Line number (first unlabeled field, line 2)
• Item description (2nd unlabeled field, line 2)
• Rsv (Quantity reserved) (appears only if quantity actually reserved)
Field |
Description |
Item |
The code for an item. Note: An item alias is indicated if the customer ordered using an alias and the Display Alias Item (D56) system control value is selected. Alphanumeric, 12 positions; display-only. |
SKU |
The specific style of the item, such as its color and size. The SKU description of a SKUed item is provided in place of the SKU elements if the Display SKU Description in place of SKU Element (F25) system control value is selected. Alphanumeric, three 4-position fields; display-only. |
Qty |
The number of units of the item being ordered. Numeric, 5 positions; display-only. |
Price |
The price for a single unit of the item. The price will be highlighted if it is less than the regular offer price for the item, the Display Order Line Discount Messages (F01) system control value is selected, and you do not specify a price override reason code whose Override item offer price field is selected. The system displays a message at the bottom of the screen describing the discount; for example: Line 2: Offer = 10.00 Actual = 9.00 Discount = 1.00: 10.00% See Discount Calculation Messages. Numeric, 7 positions with a 2-place decimal; display-only, updated by the system. |
N/C |
Determines whether the customer will be charged for the item. • selected = Item is sold at no charge to the customer. • unselected (default) = Customer will be charged a price for the item. |
Ovr |
A reason code for overriding the item price or selling the item at “no charge.” Numeric, 1 position; display-only. |
C/G (Coordinate Group) |
A code you assigned to two or more items to guarantee that they ship together. Numeric, 3 positions; display-only. |
A code that indicates the type of personalization to be performed, such as monogramming, alterations, engraving, etc. See Special Handling Overview for more information. Alphanumeric, 2 positions; display-only. |
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The price at which the item is sold multiplied by the quantity ordered, minus any quantities returned or canceled on the same line. The total of the extended prices for each item detail line equals the value in the Merch (merchandise dollars) field. Does not include any other types of item charges, such as freight, tax, gift wrap, special handling, etc. Numeric, 11 positions with a 2-place decimal; display-only, calculated by the system. |
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The number of the item detail line. The item detail lines appear in descending line number sequence, so the most recent item added to the order appears underneath the item entry fields. The line numbers are resequenced if you delete any items from the order; the deleted item detail lines are removed entirely and the line number is reused. This sample shows the screen before and after you delete an item from the order: |
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Screen before you delete item:
SHIRT 16 WHTE OX 33.00 1 N 007 LONG SLEEVE BUTTON DOWN Avl: 0 Sts: S SHIRT 15 WHTE OX 1 33.00 1 N 33.00 006 LONG SLEEVE BUTTON DOWN Rsv: 1 Avl: 23 SHIRT 14 WHTE OX 1 33.00 1 N 33.00 005 LONG SLEEVE BUTTON DOWN Rsv: 1 Avl: 232 + |
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Screen after you delete the item:
SHIRT 16 WHTE OX 33.00 1 N 006 LONG SLEEVE BUTTON DOWN Avl: 0 Sts: S SHIRT 15 WHTE OX 1 33.00 1 N 33.00 005 LONG SLEEVE BUTTON DOWN Rsv: 1 Avl: 23 + |
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Example: Line number 001 is for item #1390, line number 002 is for item #0519, and line number 003 is for item #0503. If, however, you delete line 001 (item #1390) by selecting Delete, notice that the line numbers are resequenced and the deleted line is removed entirely. The before- and after-images in the sample screen show how the system renumbers the lines. Numeric, 3 positions; display-only. |
The description associated with the item. Alphanumeric, 25 positions; display-only. |
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The quantity reserved on the system for this order detail line. The system may reserve inventory from a single warehouse or over multiple warehouses, depending on whether a warehouse code is defined for the order line or order header and the values in the Ship Complete from 1 Warehouse (B16) system control value. |
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Reservation occurs only if: • The Immediate Reservation (A64) system control value is selected. • The order is not a future order -- the system- calculated date is less than or equal to today's date (see the Arrival date field). • The order is not a zone reservation order -- zone reservation is used for weather-sensitive items, which are not reserved until pick generation (see Shipping Zone Reservation Overview). • Both the customer and customer class are not flagged for Bypass reservation. • The quantity ordered of the item is not greater than or equal to the SKU Reserve quantity for the Item. • The Reservation freeze field for the Item/warehouse is not selected. • Reservation can be performed against the warehouse, meaning the warehouse is flagged as Allocatable. However, if the Reserve from Non-Allocatable Warehouse (J25) system control value is selected, the system allows you to reserve against a non-allocatable warehouse. • Inventory is available. |
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When the Item Cannot be Reserved If no quantity is available of the item, the Rsv field does not appear for the item detail line. The Avl field is updated by the quantity ordered; this value appears as a negative number. The system backorders the requested order quantity and updates the detail line with a backorder reason of No allocate and updates the backorder warehouse on the order detail line. When the Item is Partially Reserved If the entire quantity ordered is not available for the item, the quantity available is reserved (and is provided in the Rsv field) and the quantity unavailable is backordered (and is a negative number in the Avl field). The system updates the detail line with a backorder reason of Not enough avail in whse. |
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Using Interactive Reservation If you use Working with Interactive Reservation (MIRV), no inventory is reserved until you run the Interactive Reservation program to disperse inventory manually to preferred customers or customers who buy in high volume. Interactive Reservation can be used to reserve inventory for an item if the quantity ordered exceeds the Reserve qty (Reserve quantity limit) defined in the Item table. Display of this field: The Display Reserved and Exp Date in OEOM (J02) secured feature controls whether this screen displays the reserved quantity. Numeric, 5 positions; display-only. |
The quantity of the item that is available to sell across all shippable warehouses. Represents the quantity of the item available in the system that is not set aside for other orders or backorders, or that is not protected or included in an autostock replenishment between warehouses. The system reduces the quantity available and updates the quantity open by the quantity ordered each time you enter an item. Availability is reduced regardless of the type of reservation used (immediate or interactive). |
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Immediate Reservation The system uses this calculation to determine item availability in a single warehouse (Item/Warehouse level) when using Immediate Reservation: On hand - Protected - Reserved - Reserve Transfer - Backordered = Quantity Available With Immediate Reservation, inventory is reserved dynamically for items as they are entered. The Immediate Reservation (A64) and FIFO Flag (A03) system control values are selected. |
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Fields Used in the Availability Calculations • On hand: The quantity of this item currently in the warehouse. • Protected: The quantity of this item that the system cannot reserve for immediate reservation, as defined for the item. This inventory is reserved only during Interactive Reservation (used to disburse inventory manually to customers who bypass reservation because they buy in high volume). • Reserved: The quantity of this item already set aside for other orders. • Reserve transfer: The quantity of this item set to be transferred to another warehouse through the Warehouse Replenishment program. • Backorder: The quantity of this item unavailable for existing orders that must be fulfilled through PO receipts. • Projected return: The quantity of this item you expect to receive in customer returns and have available to fulfill backorders. You can set the Projected returns for each item. The system checks the projected return field only if the item has a soldout control status of 2 (include on-order quantity on purchase orders); see Working with Soldout Controls (WSLD). |
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Positive Quantity Available If the quantity available is a positive number, the system increments the quantity reserved (in the Rsv field) immediately (when using Immediate Reservation), so that the item is reserved for the current order and not for another person's order. |
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Negative Quantity Available If the quantity available is a negative number, the system: • Does not reserve the item in any warehouse (because there is none to reserve) • Displays a negative number in the Avl field equal to the quantity ordered (if the entire order quantity is backordered). Also, if the entire order quantity is sold out, no Qty is provided, and the order totals do not increase. |
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Partial Quantity Available If the system finds a portion of the order quantity available in the warehouse, it will reserve what it can and backorder or sell out the rest. The Rsv field displays the quantity reserved and the Avl field displays the quantity backordered as a negative number. Any quantity sold out does not appear in the Qty field and does not increase the order totals. The quantity available for each of these fields represents the quantity at the Item/Warehouse level, which may be: |
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• The warehouse list for the item, which is structured so that inventory will be reserved from the warehouse closest to the shipping destination. • Or, the warehouse defined at the item detail line level (this is an override to the warehouse defined for the order). • Or, the warehouse defined for the order. • Or, several different warehouses (if the quantity ordered of the item is not completely available in a single warehouse and you can ship from multiple warehouses, as defined in the Split Line Over Multi Whse (B19) system control value), • Or, a single warehouse (based on the value in the Split Line Over Multi Whse (B19) system control value). Display of this field: The Hide Item Availability in Order Entry (J66) system control value controls whether this screen displays the available quantity. Numeric, 7 positions; display-only, updated by the system. |
The current status of the order detail line. The status field is blank (Open) or is set to an S (soldout) during Order Entry: Open Status An item is assigned an open status when it is added to an order and it is currently “active” in your inventory. Sold Out Status The system changes the status of the item to S (Sold Out), based on one of these values in the S/O control field for the item: • 1 = Sell out item immediately, or • 2 = Sell out item when the quantity available plus the quantity on-order on purchase orders is exhausted. or • 3 = Sell out item when the quantity available is exhausted, |
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The system prints a Soldout Notification Card for mail order customers if a discontinued item is ordered; phone order customers are notified of the discontinued status while placing the order. These customers do not receive soldout notifications. If a partial quantity of the item is sold out on the order line, the order line status is still open. The order line and order totals reflect the line quantity that is reserved or backordered, but do not reflect the soldout quantity. You can select Change for the item to review the quantity of the order line that is reserved or sold out. |
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Soldout Controls for Non-Allocatable Warehouses If the Disregard Soldout Controls for Non-Allocatable Warehouses (J27) system control value is selected, the system disregards soldout control rules for inventory reserved against a non-allocatable warehouse. If the item cannot be reserved, the system backorders the item in the non-allocatable warehouse. You can reserve against a non-allocatable warehouse if the Reserve from Non-Allocatable Warehouse (J25) system control value is selected. |
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Other Status Codes There are several other order detail line status codes that are assigned by the system at other points during the life of an order detail line, including: • C = Canceled • X = Closed (item was shipped to customer) • E = Error (the item ordered through a phone service included data errors that you must correct) • B = Express bill (no pick slip produced for item, because item already removed from inventory; order moves directly to billing status) • H = Held • SP = The item is flagged for store pickup. See Store Pickup Orders for background. Alphanumeric, 1 position; display-only. |
The date on which a purchase order that can fulfill this order detail line is expected. The expected date is provided only if: • there are open (unreceived) purchase orders that can fulfill this item detail line. The expected receipt date is cleared once the purchase order is received through Purchase Order Receiving. • inventory that can fulfill this item detail line is located in a pending putaway warehouse. The expected receipt date is cleared once the inventory in the pending putaway warehouse is moved to the “final destination” warehouse. See Pending Putaway Overview. If you receive purchase orders into suspense, you must run Batch Purchase Order Layering in order to update this field. Once the suspended stock is placed through Suspense placement, you must run Batch Purchase Order Layering again in order to clear this field. See Purchase Order Layering and Backorder Notifications. |
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Finished goods: The system uses this field for finished good items that are created through the work order process to indicate the date the finished good item will be ready for sale if the Use Work Order Processing (E37) system control value is selected. The Expected due date for finished good items that is provided here is taken from the date entered on the work order header. See Finished Good Work Order Processing (WWOR). Drop ships: This date is included for drop ship items only if the Assign Drop Ship Expected Ship Date (I59) system control value is selected. See that system control value for more information. Display of this field: The Display Reserved and Exp Date in OEOM (J02) secured feature controls whether this screen displays the expected receipt date. Numeric, 6 positions; display-only. |
Note: If you receive an error such as Error occurred on call to program ILX0023 when adding an item to an order, it is possible that a flag has been set incorrectly in the IL Outbound Trigger Rules table. To prevent this message, query the IL Outbound Trigger Rules table in the database and confirm that there is not a trigger rule option with its flag set to Y even though you are not actually using that trigger rule for an integration layer process. See Defining Outbound Interface Trigger Rules for background on setting trigger rules.
Screen Differences to Note When Using SKUs
Purpose: Your screen may look different, depending on whether items have SKUs, how each SKU field was labeled and sequenced, and whether you use regular item entry or Page/Letter entry.
Using SKUs? One of the primary business decisions made by your company is whether items have SKUs.
SKUs are codes that further define items by virtue of color, size, width, or any other type of user-defined attribute. Usually, you define SKUs when the majority of your items have 2 or more identifying characteristics.
Inventory levels on the system and in the warehouse are maintained at the SKU level if you use SKUs.
Labeling the SKU elements: You can use three fields for entering item styles. These three fields are known as “SKU elements.” In the System Control table your System Administrator defines:
• Each SKU element (such as color, size, and width)
• The primary SKU element, the element for which you can define groups of characteristics (such as size: petite, small, medium, large, 5, 7, 9, 12, etc.). The primary SKU element is used in the SKU generator.
• The column headings for each SKU element; these are the labels that appear over each SKU field, such as COL, SZE, WTH.
Sequencing the SKU elements: Additionally, your System Administrator defines the sequence in which the SKU elements appear in Order Entry, such as SZE, COL, WTH. The sequence usually depends on how items are ordered, usually driven by the format of your order forms.
There may be a different sequence of the SKU fields for Inventory applications, depending on how the people who manage the inventory or how your merchandising staff would like to work with the product.
Purpose: Use this screen to select a style of the item to add to the order and, optionally, to specify the quantity being ordered. This screen also provides options for you to:
• Check on inventory availability
• Review any special pricing promotions
• Review the purchase order delivery schedule to determine when the SKU will be available for sale
• Obtain additional information about the item
System control value which affects this screen: If system control value Restrict SKU Scan by Offer (H34) is selected, the screen lists only SKUs included in the offer associated with the order line. If this value is unselected, this screen lists every SKU defined for the item in the SKU table. If you have not defined offers for the SKUs of an item at the SKU level, the system defaults the offer defined at the item level for each SKU.
Advantages: There are several advantages to the SKU Scan screen:
• The screen displays the range of styles available for the item
• You can cross-sell the customer to another, comparable style if the requested style is not immediately available for sale (out of stock)
Note: Restricted SKUs, identified by a selected Restrict field in the SKU table, do not appear on the SKU Scan screen.
Screen sort: 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.
How to display this screen:
• At the Work with Order Lines Screen (Adding Items to the Order) enter a code for an item that has SKUs but do not fully specify the SKU information before you select OK
• Prompt (click on the arrow in) the SKU field(s)
• Select an item with SKUs at the Select Incentive Item Screen or the Select Incentive Group Window
Field |
Description |
Item (Item code) |
The code of the item being ordered. Item codes are defined in and validated against the Item table. This is the base item code. The item alias is provided here if the customer ordered using an alias and the Display Item Alias (D56) field in the System Control table is selected. Alphanumeric, 12 positions; display-only. |
Order qty (Quantity ordered) |
The number of units being ordered. Brought forward from the previous screen if: • you entered a value in the Qty field • the value defaulted from the Default Order Quantity (B30) system control value No Order quantity is displayed if you: • advanced from the Select Incentive Group Window by selecting Incentive price for the item • did not enter a quantity on the Work with Order Lines screen In this situation, you can complete the Qty field, below. Numeric, 5 positions; display-only. |
Item description (Unlabeled field below Item field) |
The description associated with the item. Alphanumeric, 25 positions; display-only. |
SKU |
The specific style of the item, in terms of color, size, width, or some other identifying attribute that makes this item unique. Every SKU defined for the item appears in the SKU Scan window. SKUs sort on this screen alphanumerically by the SKU sort sequence number assigned to each SKU. SKUs that are not assigned a SKU sort sequence number display at the top of the list alphanumerically by SKU code. See SKU Sort Sequence Numbers for an overview. Alphanumeric, three 4-position fields; display-only. |
SKU description (Unlabeled field to the right of the SKU) |
The description associated with the SKU code, as defined in the SKU table. Alphanumeric, 25 positions; display-only. |
Sts (Status) |
A code that identifies the status of the SKU in your inventory. Set to selected if the item is flagged as a discontinued. • Selected = SKU is discontinued. • Unselected = SKU is not discontinued; it is an active unit of inventory. The system allows you to enter orders for discontinued items. The value in the S/O control field for the item, if any, determines whether the system changes the status of the discontinued item to “sold out”: • Immediately, or • When the quantity available is exhausted, or • When the quantity available plus the quantity on-order on purchase orders is exhausted. The system prints a Soldout Notification Card for mail order customers if a discontinued item is ordered; phone order customers are notified of the discontinued status while placing the order. These customers do not receive soldout notifications. |
Avail (Quantity available) |
This is the quantity of this item that is available to sell across all shippable warehouses. 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. Available only if you did not specify a quantity on the previous screen. Maximum quantity entry: • If you advanced from the Select Incentive Group Window by selecting Incentive price for the item, the system does not let you enter a quantity greater than the Qty limit specified for the promotional pricing. See Upselling with Promotional Pricing for an overview. • The Maximum Order Quantity (C60) system control value and the Allow Maximum Order Quantity Override (A70) secured feature control your ability to exceed a given order line quantity, while the Maximum Order Line Value (E98) system control value and Allow Maximum Order Line Value Override (A69) secured feature control your ability to exceed a given order line value. Numeric, 5 positions; optional or display-only. |
Expected date |
The date 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. Pending Putaway Warehouse An expected date also is provided for inventory located in a pending putaway warehouse. This date represents the date the inventory will be moved to its “final destination” warehouse. See Pending Putaway Overview. If you receive purchase orders into suspense, you must run Batch Purchase Order Layering in order to update this field. Once the suspended stock is placed through Suspense placement, you must run Batch Purchase Order Layering again in order to clear this field. See Purchase Order Layering and Backorder Notifications. |
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Finished goods: The system uses this field for finished good items that are created through the work order process to indicate the date the finished good item will be ready for sale if the Use Work Order Processing (E37) system control value is selected. The Expected due date for finished good items that is provided here is taken from the date entered on the work order header. See Finished Good Work Order Processing (WWOR). Drop ships: This date is included for drop ship items only if the Assign Drop Ship Expected Ship Date (I59) system control value is selected. See that system control value for more information. Numeric, 6 positions, MMDDYY format; display-only. |
Expected qty |
The number of units of the SKU ordered on the purchase order. The system obtains this information from Purchase Order Entry. Pending Putaway Warehouse The number of units of the SKU located in a pending putaway warehouse. See Pending Putaway Overview. Numeric, 7 positions; display-only. |
Completing this screen:
• Select the desired SKU, or
• Use the Select checkbox to select more than one SKU. Note: You can only select SKUs that display on the current screen; if you select SKUs on the first screen and then click Next to select additional SKUs, the system only creates order detail lines for the SKUs that you selected on the second screen.
• Use the Qty field to enter the quantity desired of each SKU. You can only enter a quantity in the Qty field if no quantity was specified on the Work with Order Lines Screen (Adding Items to the Order). Note: The system creates an order detail line for each SKU for which you enter a quantity, even if you need to click Next to select additional SKUs.
Item status message: You advance to the Item Status Message Window if an item status message is defined for the status code associated with the item or SKU. Select OK on this window to continue.
Note: See Upselling with Promotional Pricing for more information on completing this screen if you advanced from the Select Incentive Group Window.
Select OK to create an order detail line for the SKU(s). The system creates one order detail line for each SKU you select.
Screen Option |
Procedure |
Review on-hand availability statistics for the SKU across all shippable warehouses |
Select Availability for an SKU to advance to the Item Availability Screen. |
Review any special pricing promotions for the SKU in the SKU/Offer table |
Select Pricing for an SKU to display the Quantity Pricing pop-up window. See Upselling the Customer in Order Entry. |
Review the PO delivery schedule for the SKU |
Select POs for an SKU to display the Display Open Purchase Orders Screen. |
Review Customer Service information for the item |
Select Item Information for an SKU to display the Work with Item Information Screen (Customer Service Template). |
Search for the item across warehouses and stores in external systems |
Select Merch Locator for an item to advance to the Merchandise Locator Search Window (Searching for an Item). You cannot perform a merchandise locator search for an item/SKU if: • the Use Merchandise Locator (I38) system control value is unselected. Otherwise, the system displays an error message: Merchandise Locator is not enabled. • you have already entered an Ord qty to add to the order. • the item is: • soldout, canceled or closed • included on a printed pick slip (however, if the pick slips have been voided, you can use the merchandise locator option) • a component of a set • a continuity item (rather than a component of a continuity item) • a membership item • a subscription item • not flagged as Locate eligible For more information: See Merchandise Locator API. |
Review the original offer price and the incentive price for the SKU |
Select Incentive price for the SKU to advance to the Incentive Price Window. This option is available only if you advanced to the SKU Scan screen from the Select Incentive Group Window. Note: If you advanced to the SKU Scan screen by selecting Incentive price for the item at the Select Incentive Group Window, you will need to select Options on/off before this option is available. |
Adding Different Types of Items to the Order
Purpose: You can add different types of items to the order at the Work with Order Lines Screen (Adding Items to the Order). The following are described below:
• Entering a Subscription Item
• Entering a Stored Value Card Item
• Entering Continuity Set Items
• Entering an Item Evaluated by the SKU Blocker Interface
• Entering Multiple Ship-Alone Units on a Ship-to-Store Order
For various other types of items, you advance to a pop-up window or to a different screen upon item entry. See:
• Select Variable Set Items Screen
• Entering Customer Memberships in Order Entry
• Upselling with Promotional Pricing
If the customer orders a subscription item, the system express bills the order detail line when you generate pick slips and:
• bills the customer for the entire amount of the subscription item
• closes the order detail line
• changes the status of the line automatically to X (shipped)
• does not reduce inventory
• creates a Customer Subscription record in the Sold To or Ship To (if recipient) Customer table (which defines the unique characteristics of the subscription)
• logs a message to Order History for the express-billed subscription item and each issue of the subscription; Order History is viewable from Order Maintenance and standard or streamlined Order Inquiry
For more information: See Working with Item Subscriptions (WISB).
If the customer orders a warranty item, the system:
• updates the Warranty item field on the order detail line to selected.
• updates the No charge field on the order detail line to selected.
• applies the Default Price Override Reason for Warranty Items (G01); otherwise, if this system control value is blank, the operator must enter a price override reason code.
• If you want to track the reason why the warranty item was added to the order, you can require the operator to enter an add reason code for the item. See Enter Add Reason Window.
• if the operator enters a price for the warranty item, the system displays an error message: Warranty item - price not allowed.
For more information: See Working with Customer Warranty Information (WCST).
Entering a Stored Value Card Item
If the customer orders a virtual stored value card item (the SVC type field for the item is V), the system requires you to define an email address in order to send a Stored Value Card Notification Email to the recipient of the virtual stored value card. An email address is required because the email notification is the only way the recipient of the virtual stored value card will receive the stored value card number associated with the order. If you order a virtual stored value card item and the customer is not assigned an email address or the opt in/out value is invalid, the screen displays an error indicating you cannot accept the order: Invalid e-mail address/opt in for order containing virtual SVC item.
For more information: See Stored Value Card Email Hierarchy for more information on the hierarchy the system uses to send a Stored Value Card Notification to the recipient of the stored value card.
Set items are groups of one or more items that you sell together as a unit. The items that make up a set are referred to as component items. The components can also be sold individually.
Set items are designated by an S in the Kit type field in the Item table. The individual components associated with the set are defined in the Set table. Each set component must exist in the Item table.
When you place an order for a set item, a detail line is created for the main set item along with each component item. The price of the set is located at the main set item level. Any changes you make to the main set item, for example, changing the order quantity or selling out the set, are also reflected in the component items. Notice that the system underlines the main set item.
Secured feature: The Set Component Maintenance (J01) secured feature controls the ability to change, delete, or sell out a set component in order entry. See that secured feature for more information.
Soldouts:
• Component items(s):
• If the Sell Out Set if Component is Sold Out (I05) system control value is selected: When any of the component items on a set are sold out based on the assigned soldout control code and the current inventory situation, the main set item and each of the component items are added to the order in a soldout status (S). For example, if the set includes five items, and one of the items is assigned a soldout control code indicating to sell the item out immediately, the main set item and all of the component items will be added to the order in a soldout status.
• If this system control value is unselected: In the example described above, just the sold out component item is added to the order in a soldout status.
• Main set item: If the main set item itself is assigned any soldout control code, the main set item and each of the component items are added to the order in a soldout status (S).
See Working with Soldout Controls (WSLD) for a discussion on how soldout controls indicate when an item is sold out.
For more information:
• creating a set item: Performing Initial Item Entry (MITM)
• adding components to a set item: Entering Set Information (WSET)
Continuity sets are a series of items that are sold together, but delivered at regular intervals, such as days or months.
Continuity sets are designated by a C in the Kit type field in the Item table. The individual components associated with the continuity set are defined in the Continuity Detail table. Each continuity component must exist in the Item table.
When you place an order for a continuity set, a detail line is created for the main set item along with each component item. The price for the continuity set is located at the main continuity item level. Any changes you make to the main continuity item, for example, changing the order quantity or selling out the set, are also reflected in the component items. Notice that the system underlines the main continuity item.
For more information:
• creating a continuity item: Performing Initial Item Entry (MITM)
• adding components to a continuity item: Entering Continuity Set Information (WCNT)
Entering an Item Evaluated by the SKU Blocker Interface
If the customer orders an item whose second compatibility code matches the code in the Second Compatibility Code used to Trigger SKU Blocking (K84) system control value, CWSerenade sends item and order information to an external system to determine whether the item/SKU is allowed on the order.
The system sends this information to the external system when you add the item to the order and during the final order accept.
If the external system allows the item on the order, CWSerenade continues with regular order processing; otherwise, the system prevents you from adding the item to the order and displays an error message similar to the following, where Error description is the description of the error provided by the external system: Item cannot be added - Error description.
During order accept, if more than one item on the order is prohibited, the system displays the error message for the first item in error. Once you correct the error and select order accept again, the system will display the error message for the next item in error until all of the prohibited items are corrected or removed from the order.
Items that are not evaluated: The system does not evaluate items that are soldout or are on order lines that are in a Closed status.
For more information: See the Second Compatibility Code used to Trigger SKU Blocking (K84) system control value for more information.
Entering Multiple Ship-Alone Units on a Ship-to-Store Order
When you enter a ship-to-store order, you cannot enter an order line with a quantity greater than one for an item that is flagged to ship alone. If the customer wants more than one unit of the item, you need to enter each unit as a separate order line.
See Ship-to-Store Orders for a discussion.
Select Variable Set Items Screen
Purpose: Use this screen for the customer to select a pre-defined number of items from each group to make up the set they want to purchase. A variable set, for example, may be a special promotion such as, “...Choose any 2 slacks, 1 jacket, and 1 belt from this page for only $200.00.”
Variable sets consist of several items that the customer can select to make up the desired set.
A variable set item is designated by a V in the Kit type field in the Item table. The individual components associated with the variable set item are defined in the Variable Sets table. Each variable set component item must exist in the Item table.
Each component item of a variable set is aligned to a group. For example, you may define a variable set group for slacks, another for jackets, and a third for belts. You then may define the component items for each variable set group and include a wide variety of colors and sizes for each group.
The customer must select the specific item(s) desired from each group at the Select Variable Set Items Screen to satisfy the requirements of the variable set (such as, 2 slacks, 1 jacket, and 1 belt). The system ensures that the customer orders the correct quantity from each variable set group by maintaining a counter of the number of items allowed as compared to the number of items ordered.
Detail lines will be added to the order for each variable set component item selected.
For more information:
• creating variable set items: Performing Initial Item Entry (MITM)
• adding components to a variable set item: Entering Variable Set Information (WVST)
How to display this screen: The customer orders a variable set item at the Work with Order Lines Screen (Adding Items to the Order).
Field |
Description |
Variable set (Variable set item description) |
Displays the description of the variable set, brought forward from the Description field in the Item table. Alphanumeric, 40 positions; display-only. |
Order # |
Displays the number assigned by the system to identify this order. This information is brought forward to this screen from the previous screen. Numeric, 9 positions; display-only, assigned by the system. |
Group |
Displays the number and description of the group of variable set component items, as defined in the Variable Set Groups table. See Entering Variable Set Information (WVST). Group number: Numeric, 3 positions; display-only. Group description: Alphanumeric, 30 positions; display-only. |
# of items allowed |
Displays the required quantity of this variable set component item, as defined in the # of items field in the Variable Set Groups table. The system validates that the customer orders this number of items from the variable set group. The value in the # selected field must equal this value. Numeric, 6 positions; display-only. |
# selected |
The quantity of the variable set component item ordered from the variable set group. The system updates this value as variable set component items are added to the order. The system validates that the customer selects the required number of component items from each group, as defined in the # of items allowed field. The system does not allow you to accept your entries unless the # selected value equal the # of items allowed value. Numeric, 6 positions; display-only. |
Qty |
The number of units of this variable set component item. This is the amount of the item being ordered. Numeric, 5 positions; display-only. |
Item |
The code for a variable set component item number, as defined in the Item table and assigned to the variable set in the Variable Set Components table. Alphanumeric, 12 positions; display-only. |
SKU |
The specific style of the item, in terms of color, size, width, or some other identifying attribute that makes this item unique. Alphanumeric, three 4-position fields; display-only. |
Description |
The description associated with the item. Alphanumeric, 25 positions; display-only. |
Selected |
The quantity of this variable set component item currently selected for the order. The system updates this number as this item is added to the order. Numeric, 7 positions; display-only, updated by the system. |
Offer price |
The price defined for this variable set component item. If selected, this item will be added to the order at the offer price. Numeric, 8 positions; display-only, updated by the system. |
Instructions:
1. Select the desired variable set component item(s) in each group, making sure that the number you select is the number allowed.
2. Select OK.
3. Select Change Qtys to change the quantity selected for a variable set component item (you can enter over the value that appears in the Qty field), or
4. Select Unselect All to change the quantity selected of all variable set component items to zero (erase all your selections), or
5. Select Accept Order to accept your entries and create detail lines on the order for these variable set component items, and
6. Return to the item entry screen; notice that the variable set component items have been added to the order in the specified quantity, at the offer price.
Screen Option |
Procedure |
Select a variable set component item |
Select an item. |
Remove a variable set component item from the order |
Select Unselect for an item. |
Display the SKU (Base Information) screen for the item |
Select SKU Info for an item. |
Display the base item information |
Select Item Info for an item. |
Miscellaneous Messages and Windows at Item Entry
Purpose: Depending on the type of item, how it is flagged, or the setting of various system control values, the system might display the following messages when you enter an item, or a window might open:
• Discount Calculation Messages
• Maximum Order Line Quantity/Value
• Work with Item/SKU Comments Window
• Ship Via Overrides for Item Window
Each is described below.
If the Display Order Line Discount Messages (F01) system control value is selected, each time you add an item to the order at a discounted price from the regular offer price for the item, the system:
• highlights the item price in a reverse color
• displays a message describing the amount and percentage discount represented by the item price.
Any price that is lower than the regular offer price for the item will be highlighted, and the discount calculation message will display. For example, if you override the price manually or use a pricing method such as price tables, telemarketing specials, quantity price matrix, or upsell promotions, the item is considered discounted.
BU001 CHOC LRGE 1 2.51 A 0 N 2.51 005 CHOCOLATE EASTER BUNNY Rsv: 1 Avl: 26 |
Discount calculation: A message displays for each discounted item: Line 1: Offer = 10.00 Actual = 9.00 Discount = 1.00: 10.00%
This message includes:
• the order line number of the discounted item
• the offer price
• the actual price (the discounted price the customer is paying)
• the dollar amount of the discount
• the discount percentage
When the message is not displayed: The system does not display the message or highlight price when you override the price on the order line, and:
• no item/SKU offer price exists, or
• the price override reason code’s Override item offer price is selected.
See Overriding the Item/SKU Offer Price for an overview.
Message displayed when? The discount calculation message is displayed when you first add the item to the order. In the case of price table repricing, the calculation message is displayed when you reprice the order.
To review messages for other items: A plus sign (+) in the message area of the order detail screen indicates that there are discount calculation messages related to additional items on the order; you can review these messages by positioning your cursor on the same line as the plus sign and pressing Page down. To cycle back up through the calculation messages for the items on the order, press Page up. You can review the calculation messages only for the items that are currently displaying on the order detail screen. Press Page down or Page up to display earlier or subsequent items on the order and/or their related discount calculation messages.
If you delete a discounted item, the plus sign may remain on the screen until you select refresh to refresh.
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) 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)
Pop-up window: If you have the proper authority, the Confirm Quantity/Line Value window opens when you exceed the maximum. Select Accept at this window to confirm the quantity and add the line to the order. If you cancel, an error message indicates an excess quantity: 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 window does not display. Only the error message is displayed, and you will not be able to override the maximum.
Work with Item/SKU Comments Window
This window opens after you add an item to the order if there are any item comments associated with the item or SKU. Comments must have the Print code set to Window for the window to open.
See Entering Additional Item Information on setting up item or SKU comments.
About this window: The window displays any comments entered at the SKU level for a SKUed item; if there are no SKU-level comments, the window displays item-level comments. If this is a SKUed item, the SKU is displayed only if the comments are associated with the SKU rather than the base item.
The window displays up to 10 lines. A plus sign (+) indicates that there are additional lines.
You advance to this window after an operator adds an item to the order if the Required reason code field for the item offer or SKU offer is selected. Enter the add reason code that describes your reason for adding this line to the order. The add reason code is a 5-position, alphanumeric field, defined in the Add Reason table, that defines the reason for adding an item to an order in order entry or order maintenance.
For more information: See Establishing Add Reason Codes (WADR).
When you enter an order for an item that is associated with any item coordinates:
• If the Automatically Display Coordinate Items in Order Entry (I53) system control value is selected, the system automatically displays the Display Coordinate Items Window when you add an item associated with coordinate items to an order.
• If the Automatically Display Coordinate Items in Order Entry (I53) system control value is unselected, a coordinate message indicates when you add an item associated with coordinate items to an order: Coordinate items exist for base item entered. You select Coordinates for the primary item to advance to the Display Coordinate Items Window.
The system cross-sells coordinates even if the primary item is soldout, on backorder, is a drop ship item, non-inventory item, set master item, or continuity master item. Additionally, the system cross-sells coordinates that are a drop ship item, non-inventory item, set master item, or continuity master item.
When the system does not cross-sell coordinates: The system does not cross-sell coordinates for the primary item (by displaying the coordinate message or automatically advancing to the Display Coordinate Items window) if:
• The Upsell windows field for the order type on the order is unselected (neither). In this case, the system will not automatically display the Display Coordinate Items window, but will display the message Coordinate items exist for base item entered. You must select Coordinates for the primary item to advance to the Display Coordinate Items Window.
• All coordinate items are backordered or soldout and the Display Backordered Coordinate Sale Items (F41) system control value is unselected. Note: The system will cross-sell coordinates that are a drop ship item, non-inventory item, set master item, or continuity master item, regardless of the setting of the Display Backordered Coordinate Sale Items (F41) system control value.
• None of the coordinate items are included in the same offer as the primary item.
• The primary item is added to the order:
• as a result of a promotion; however, the system will cross-sell coordinates if the primary item is the item that prompts the promotion.
• as a result of an upsell; however, the system will cross-sell coordinates if the primary item is the item being upsold.
• as a coordinate item of another primary item.
• as an accompanying item; however, the system will cross-sell coordinates if the primary item is the item that prompts the accompanying item.
• as a component of a set item.
• You add the primary item to the order in order maintenance.
You can still select Coordinates for the primary item to advance to the Display Coordinate Items Window; however, if all of the coordinates are on backorder or soldout or are not included in the same offer as the primary item, there are no coordinates available to select.
Ship Via Overrides for Item Window
Item ship via overrides indicate the shippers the system can use to deliver a particular item to its destination. When you add an item to an order, the system looks at the Item Ship Via Override table to see if the ship via on the order header is an eligible shipper for the item.
The system first checks the order detail line to see if a ship via code is assigned at this level; otherwise, it checks the ship via for the order ship-to. Normally, the ship via field on the order line is blank unless there is an override.
• If the ship via on the order line (if one is assigned) or the order header is an eligible shipper for the item, the system uses that shipper to ship the item to its destination.
• If the ship via on the order line (if one is assigned) or the order header is not an eligible shipper for the item, you advance to the Ship Via Overrides for Item window, requesting you to select an eligible shipper for the item on the order line.
Note: If there are no records in the Item Ship Via Override table for an item, all shippers are eligible to ship the item and the Ship Via Overrides for Item window does not open when you add the item to an order.
This window opens if the ship via on the order line (if one is defined) or the ship via on the order header is not eligible to ship the item, and you:
• select OK to add the item to the order.
• select OK to accept any changes you made to the order line at the Work with Order Line screen.
• select Accept or Add Recipient to accept the order if the order is eligible for other ship via overrides or you have changed the ship via on the order header since adding the item to the order.
Select the shipper you wish to use to ship the item to its destination and select OK. The system assigns the selected shipper to the Ship via field on the order line; however, the system does not override the existing shipper on the order header.
For more information: See Working with Item Ship Via Overrides.
This window displays after you add an item to the order if an item status message is defined for the status code associated with the item or SKU.
The item status message defined for the item status at the SKU level overrides the item status message defined for the item status at the item level.
To create an item status code: Use the Working with Item Status (WIST) menu option to create an item status. The text you enter in the O/E message 1 and O/E message 2 fields displays in the Item Status Message window.
To assign an item status code to an item/SKU:
• Use the Status field on the first Create Item Screen or Change Item screen to assign a status code to an item.
• Use the Status field on the Create SKU 2 of 2 (With Overrides) Screen or Change SKU 2 of 2 (With Overrides) screen to assign a status code to a SKU.
About this window: The window displays any item status messages entered at the SKU level; if there are no SKU-level item status messages, the window displays item-level messages. If this is a SKUed item, the SKU is displayed only if the comments are associated with the SKU rather than the base item.
After you have reviewed the item status message lines, select OK to add the item to the order.
Future order item status: You can default a future ship arrival date to an item defined with a future ship status on an order by entering the status code in the Future Orders Item Status (E52) system control value. The future arrival date that defaults for this item is taken from the date defined in the Default Future Orders Arrival Date (E53) system control value. In this situation, you might use the Item status message fields as a reminder to your operators when an item with this status is ordered, that it is a future ship item.
Duplicate Item for Customer Window
If the Duplicate Item Check (C09) system control value is selected, this window opens when you enter an item that has already been included on an order for the customer within the specified Duplicate Item Days (C58). This window lists:
• the item you just entered
• the number of days specified in the Duplicate Item Days (C58) system control value
To add the item to the order, click OK or press Enter.
To cancel entry of the item, click Exit or press F12.
Set items: This window opens when you enter a set item if the set master or any of its components has been included on an order for the customer within the Duplicate Item Days (C58). Similarly, this window opens if you enter an item that is a component of a set and the set has been included on an order within the Duplicate Item Days (C58).
Example: Set item SET123 includes items COMP123, COMP456, and COMP789. If you have previously entered an order for SET123 and you enter an order for COMP123 within the Duplicate Item Days (C58), the Duplicate Item for Customer window opens. Similarly, if you have previously entered an order for COMP123 and you enter an order for SET123 within the Duplicate Item Days (C58), the Duplicate Item for Customer window opens.
For more information: See Duplicate Item Check (C09) and Duplicate Item Days (C58).
Displaying the Detail Line Options
The detail line options are available for you to work with items you have already added to the order.
Screen Option |
Procedure |
Update any information for the item, review how the system priced the item, and review the quantity and date the inventory was reserved by the system |
Select Change for the item to advance to the Work with Order Line Screen (Changing/Adding an Item). Note: This option is controlled by the Set Component Maintenance (J01) secured feature for set component items. 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. |
Remove the item from the order immediately |
Select Delete for the item to delete it. The lines are resequenced, reusing the line number of the deleted line. Note: This option is controlled by the Set Component Maintenance (J01) secured feature for set component items. 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 the pending deliveries of this item on purchase orders placed with your suppliers |
Select POs for the item to advance to the Display Open Purchase Orders Screen. |
Review the availability of an item across all shippable warehouses |
Select Availability for the 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. |
Enter a coupon to apply to the order or item |
Select Coupons for the item to advance to the Coupon Discount Window. |
Review important information about the item to relate to the customer |
Select Item Information for the 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). You cannot perform a merchandise locator search for an item/SKU if: • the Use Merchandise Locator (I38) system control value is unselected. Otherwise, the system displays an error message: Merchandise Locator is not enabled. • you have already entered an Ord qty to add to the order. • the item is: • soldout, canceled or closed • included on a printed pick slip (however, if the pick slips have been voided, you can use the merchandise locator option) • a component of a set • a continuity item (rather than a component of a continuity item) • a membership item • a subscription item • not flagged as Locate eligible For more information: See Merchandise Locator API. |
Attach messages behind the item detail line that optionally print on the pick slip and/or invoice or are used for internal reference |
Select Messages for the item to advance to the Work with Order Line Messages Screen. |
Review the quantity break prices for the item (as defined for the Item/Offer) to upsell the customer |
Select Pricing for the item to review the Display Quantity Pricing pop-up window. See Upselling the Customer in Order Entry. |
Sell out an item |
Select Sell Out to put the order line in sold out status and recalculate tax. Note: This option is controlled by the Set Component Maintenance (J01) secured feature for set component items. 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. |
Modify the special handling instructions and charges (for engraving, monogramming, altering, etc.) of an item eligible for special handling, as defined for the Item/Offer |
Select Special Handling for the item to advance to Work with Special Handling Screen or Work with Custom Special Handling Screen. Note: This option is not available if the additional charge code used for the special handling format applied to the item is suppressed; see Special Handling Overview for a discussion. |
Review additional order detail lines on the order |
Select the Next or Prev button; this button displays on the lower right of the screen if additional order detail lines exist on the order beyond those currently displayed. Use this button to review or work with these items. |
Completing the Work with Order Lines Screen
Purpose: Now you are at the point where you have successfully entered all the items being ordered on the Work with Order Lines Screen (Adding Items to the Order). Before you can accept the order on the system, you must provide some payment information on the:
• Default Paytype Pop-up Windows
• Work with Order/Recap Screen
Note: Additionally, the Telemarketing Specials Window opens if the Display Telemarketing Window in Order Entry (H02) system control value is selected. This window opens after the default pay type pop-up windows.
Screen Option |
Procedure |
Accept, validate, and process the order. |
Select Accept Order; see Accepting or Rejecting the Order. |
Reject (cancel) the order |
Select Reject Order; see Accepting or Rejecting the Order. |
Enter a recipient order |
Select Accept/Add Recip; see Adding a Recipient Order in Order Entry. Note: • You will first advance to the Work with Order/Recap Screen if the Display Order Recap (A75) system control value is selected. • This option is not available for a store pickup order; see Store Pickup Orders for an overview. |
Add an item to the order while defining line overrides at any level, such as offer, source code, warehouse, etc. |
Select Add Line to advance to the Work with Order Line Screen (Changing/Adding an Item). |
Add additional charges to the order |
Select Additional Charges to advance to the Enter Additional Charges Window. |
Enter or verify order messages. |
Select Messages to advance to the Work with Order Messages Screen. |
Display additional options |
Select More Options to advance to the Display More Options Screen. |
Return to the Work with Order screen |
Select Order Header. |
Add payment information to the order. |
Select Pay Methods; see Enter Payment Method Screen. |
Obtain information about compatible items. |
Select Relationships to advance to the Select Item Relationships Window. |
Apply or review order-level coupons, apply any order-level discounts to the order totals or review any promotions that currently apply to the order |
Select Reprice. See Order Repricing, Premiums, Discounts, and Promotions. |
Work with order information for each recipient order. |
Select Summary to advance to the Display Order Summary Screen. |
Review items on the order. |
Select Scan Order Lines to advance to the Scan Order Lines Screen. |
Find a store location where the items are available so the customer can pick up the order at the store |
Select Store Pickup to advance to the Merchandise Locator Search Window (Store Pickup). Note: • This option is available only if the Use Merchandise Locator (I38) system control value is selected and the Store Pickup Order Type (L33) system control value specifies an order type. Also, this option is available in order entry only, and not in order maintenance. • You cannot select the Store Pickup option if the order includes any items that: • are not flagged Locate eligible • have special handling instructions or have the Gift wrap flag selected • are held Also, the order must: • not include more than one ship-to • include at least one item that is not sold out • not be a ship-to-store order For more information: See Store Pickup Orders for an overview and more background. |
Order Repricing, Premiums, Discounts, and Promotions
Purpose: Repricing allows the system to reprice the order based on any discounts, premiums, and promotions that are applied to the order.
• Types of Discounts and Promotions Applied During Repricing
• Applying Order Audit Discounts during Repricing
• Order Audit Discounts during Repricing Process Flow
• Display Premiums Screen (Price Table Premiums)
• Enter Coupon Discount Amount Window
Types of Discounts and Promotions Applied During Repricing
The system allows you to:
• Perform Customer Price Group Price Code Pricing if a customer price group is defined in the Customer Price Group Code for CPG Pricing Only (L58) system control value and the Price Codes (D93) system control value is selected.
• Apply discounts such as free gifts based on the offer or source code, additional charge dollar discounts based on the offer or source code, or package inserts.
• Enter a coupon promotion, as defined in Working with Coupon Promotions (WCPR).
• Review any price table premiums that may apply to the order, adding or deleting them if desired, as defined in Working with Price Tables (WPTB).
• Apply a promotion to the order, if the Allow Manual Entry of Promotion Code (I63) system control value is selected.
• Review any promotions set up through Working with Promotion Values (WPRO) that currently apply to the order, if the Allow Manual Entry of Promotion Code (I63) system control value is unselected.
• Enter a coupon discount amount, if the Prorate Dollar Discounts and Coupons (D90) system control value is selected.
• Perform End of Order Quantity Price Matrix Pricing if the Quantity Price Matrix Pricing (K41) system control value is selected.
• Enter a Relate award amount on the Enter Loyalty Award Discount Window to apply as a pro-rated merchandise discount to the order lines on the order if the Use Relate Loyalty (M06) and Prorate Dollar Discounts and Coupons (D90) system control values are selected; see Applying and Redeeming Relate Awards during Order Processing.
• Apply authorized certificates on the Rewards Certificates Screen as a pro-rated merchandise discount to the order lines on the order if the Rewards Certificates Pay Type (L54) system control value is blank; see Applying Rewards Certificates to an Order.
• Calculate freight if the freight method is Freight by Order Weight; see Freight by Order Weight Calculation Logic and Examples.
The system reprices an order when the Price method for the source code on the order header is set to Reg Plus Reprice and you:
• Select Reprice at the Work with Order Lines Screen (Adding Items to the Order).
• Select Accept or Exit at the Coupon Discount Window if the Automatically Reprice Coupon (K02) system control value is selected.
• Select Accept Order on the Work with Order Lines screen if you are using the Work with Order Recap screen (the Display Order Recap (A75) system control value is selected).
• Select Pay Methods on the Work with Order Lines screen to advance to the Enter Payment Method Screen.
• Select Accept Order or Add Recip to perform the final order accept.
• Accept the order by selecting Accept.
Final reprice: The system will reprice the items after you accept the order. For example, you might delete or cancel an item on the order, reducing the merchandise total below the minimum required for the coupon. However, the changes in price after you accept the order will not be visible and you will not be able to inform the customer of the repricing unless the Display Order Recap (A75) system control value is selected; in this case, you can review the repriced order totals at the Order Recap screen.
If you do not use repricing: If you do not use promotions set up through the Working with Promotion Values (WPRO) menu option, you can set the Price method for your source codes in the Working with Source Codes (WSRC) menu option to Regular Hierarchy so that the system does not reprice the order. An error message indicates that repricing is not available if you select Reprice: Repricing is not valid with current source price method. By setting the Price method to Regular Hierarchy, you can eliminate repricing processing during order entry and improve order entry performance.
Applying Order Audit Discounts during Repricing
The system applies discounts that are not related to payment method during repricing and the initial order accept in addition to the final order accept. Applying discounts to the order at repricing and the initial order accept enables you to:
• provide an accurate order total to the customer before order payment has been processed.
• ensure the correct discounts have been applied to the order. The discounts are applied after the order has passed all edits, including payment, and can no longer be interactively changed.
Each time you reprice the order, the system adds the available discounts to the Order Discount Audit Table (OEODIS) in order to keep track of which discounts have been applied.
The following order audit discounts are eligible to apply to an order during repricing, the initial order accept, and the final order accept.
Discount |
Associated Menu Option |
ship via override on freight (order audit discount type FV) |
|
ship via override on additional freight (order audit discount type AV) |
|
ship via override on order promotion (order audit discount type OV) |
|
free freight (order audit discount type FF) |
|
freight override (order audit discount type FO) |
|
additional charge discount for additional freight promotion (order audit discoun‘vtt type AA) |
|
additional charge discount for freight promotion (order audit discount type FA) |
|
additional charge discount for order promotion (order audit discount type OA) Note: If you specify an additional charge code for the promotion, the discount will appear on the order as a credit additional charge and will be included in the Order Discount Audit table. If you do not specify an additional charge code for the promotion, the discount amount is prorated against the items on the order and will not be included in the Order Discount Audit table. |
|
additional charge discount for tiered promotion (order audit discount type TA) |
|
free gift for tiered promotion (order audit discount type TG) |
|
free gift added for BOGO (Buy One/Get One Free) promotion (order audit discount type FB) Note: No record is created for an order line that discounted or changed to “no charge” through a BOGO promotion, but not added automatically through the promotion. |
|
price table premiums (order audit discount type PT) |
|
free gift by source or offer (order audit discount type FG) Note: Free gifts set up for the source code override free gifts set up for the offer. If an order would qualify for both the offer and source code free gifts, only the source code's free gift is added to the order. |
Working with Source Codes (WSRC) or Working with Offers (WOFR) |
additional charge discount based on offer (order audit discount type RA) Note: If the Prorate Dollar Discounts and Coupons (D90) system control value is unselected, the system adds these discounts to the order as a negative additional charge, or credit. However, if this system control value is selected, the dollar discount is applied on a pro-rata basis to each item on the order and is reflected in the selling price. |
|
additional charge discount based on source (order audit discount type SA) Note: If the Prorate Dollar Discounts and Coupons (D90) system control value is unselected, the system adds these discounts to the order as a negative additional charge, or credit. However, if this system control value is selected, the dollar discount is applied on a pro-rata basis to each item on the order and is reflected in the selling price. |
|
package inserts (order audit discount type PI) Note: The system adds package insert items to the order only if the Evaluate Promotional Items/Inserts in Order Entry/Maintenance (E48) system control value is selected. |
|
Note: The order discount audit discounts do not change the price of an existing order line. |
|
Order Audit Discounts during Repricing Process Flow
During repricing and the initial order accept, the system performs the following steps.
1. Uses the Order Discount Audit Table (OEODIS) to remove any discounts that have previously been applied to the order.
2. Clears the records in the Order Discount Audit Table (OEODIS) that are associated with the ship to order.
3. Reprices the order.
4. Processes discounts that apply to the order that do not use a pay type as the qualifier.
5. Creates a record in the Order Discount Audit Table (OEODIS) for the discounts that have been applied to the order during repricing.
During the final order accept, the system:
1. Uses the Order Discount Audit Table (OEODIS) to remove any discounts that were applied to the order during repricing.
2. Clears the records in the Order Discount Audit Table (OEODIS) that are associated with the ship to order.
3. Applies any discounts and promotions, including discounts that use a pay type qualifier, to the order.
4. Creates a record in the Order Discount Audit Table (OEODIS) for the discounts that have been applied to the order during the final order accept.
5. Clears the records in the Order Discount Audit Table (OEODIS) that are associated with the order once the order has been accepted.
Order Discount Audit Table (OEODIS)
When the system adds discounts to an order during repricing and the initial order accept, the system creates a record in the Order Discount Audit table (OEODIS) in order to keep track on which discounts have been assigned to the order. Once the order is accepted, the system removes the records associated with the order from this table. For an order batch, the system removes the records associated with the orders in the batch once the order batch is accepted.
Note: The system does not store all discounts that apply to the order in the Order Discount Audit table. This table keeps track of the end-of-order type discounts that apply to the order so that they can be removed and reapplied if the order changes before the final order accept.
Field |
Description |
Company |
The company where the order is located. Numeric, 3 positions. |
Order # |
The order number associated with the discounts. Numeric, 8 positions. |
Ship to # |
The ship to number associated with the discounts. Numeric, 3 positions. |
Seq # |
The sequence in which the discounts have been applied to the order. Numeric, 5 positions. |
Type |
The type of order audit discount. Valid values: • AA = additional charge discount for additional freight promotion • AV = ship via override on additional freight • FA = additional charge discount for freight promotion • FB = free gift added for BOGO (Buy One/Get One Free) promotion • FF = free freight • FG = free gift by source or offer • FO = freight override • FV = ship via override on freight • OA = additional charge discount for order promotion • OV = ship via override on order promotion • PI = package inserts • PT = price table premiums • RA = additional charge discount based on offer • SA = additional charge discount based on source (discount type • TA = additional charge discount for tiered promotion • TG = free gift for tiered promotion See Order Audit Discounts for more information. Alphanumeric, 2 positions. |
Original freight amt |
The amount of freight applied to the order before the discount was applied to the order. Numeric, 7 positions with a 2-place decimal. |
Promotion freight amt |
The amount of freight applied to the order after the discount was applied to the order. Numeric, 7 positions with a 2-place decimal. |
Additional chg seq # |
The sequence in which the additional charge code associated with the discount was applied to the order. Numeric, 2 positions. |
Additional chg amt |
The amount defined for the additional charge code that was applied to the order. This amount represents the discount amount. Numeric, 7 positions with a 2-place decimal. |
Original ship via |
The ship via assigned to the order before the discount was applied to the order. Numeric, 2 positions. |
Promotion ship via |
The ship via assigned to the order after the discount was applied to the order. Numeric, 2 positions. |
ODT seq # |
The order detail line sequence number associated with the discount, if any, including a free gift added through a BOGO (Buy One/Get One Free) promotion. See Sequence of Order Line Numbers in the Order Discount Audit for more information. Numeric, 5 positions. |
Sequence of Order Line Numbers in the Order Discount Audit
Each time discounts are evaluated (during repricing, initial order accept, and final order accept), the system first removes the discounts that previously applied to the order and then applies the discounts that currently apply to the order. Because the system first removes the discounts that previously applied to the order, gaps may exist in the order line sequence number associated with each order line on the order, based on which discounts and promotions currently qualify for the order.
Example: You add item AB10 to an order for $28.00 and then reprice the order. The system adds the following to the order.
Line # |
Seq # |
Item |
Price |
Comments |
1 |
1 |
AB10 |
28.00 |
Original order line on the order. |
2 |
2 |
BC10 |
0.00 |
Free gift for source code because the merchandise total is greater than $25.00. (discount type FG) |
Before accepting the order, you add item CD10 to the order for $20.00, bringing the merchandise total to $45.00.
Line # |
Seq # |
Item |
Price |
Comments |
1 |
1 |
AB10 |
28.00 |
Original order line on the order. |
2 |
2 |
BC10 |
0.00 |
Free gift for source code because the merchandise total is greater than $25.00. (discount type FG) |
3 |
3 |
CD10 |
20.00 |
Last item added to the order. |
When you perform the initial order accept, the system reevaluates the order audit discounts that apply to the order.
Line # |
Seq # |
Item |
Price |
Comments |
1 |
1 |
AB10 |
28.00 |
Original order line on the order. |
2 |
3 |
CD10 |
20.00 |
Last item added to the order. |
3 |
4 |
BC10 |
0.00 |
Free gift for source code because the merchandise total is greater than $25.00. (discount type FG) |
4 |
5 |
EF |
0.00 |
Package insert item added for item CD10. (discount type PI) |
Notice the order line sequence number assigned to each order line. • order line 1 = order line sequence number 1 • order line 2 = order line sequence number 3 • order line 3 = order line sequence number 4 • order line 4 = order line sequence number 5 This is because each time the system reevaluates the order for order audit discounts, the system first removes the order audit discounts that previously applied to the order (in this example, the free gift on line 2) and then applies the order audit discounts that currently apply to the order. |
||||
Canceling free gifts, premiums, and package inserts: If you delete a free gift, premium item, or package insert that was added to the order, the system reapplies the item to the order during repricing, initial order accept, or the final order accept as long as the order still qualifies for the item. In order to remove the item from the order, you need to cancel the item in order maintenance.
Premiums offered at a discounted price: The system automatically adds premium items that are offered as a free item to the order. However, if the premium item is offered at a discounted price, instead of offered as a free item, the system does not automatically add the premium item to the order. Instead, you must select Add to Order for the premium item at the Display Premiums Screen (Price Table Premiums) in order to add the premium item to the order.
Free gift for tiered promotion: If the order qualifies for a free gift for tiered promotion (order audit discount type TG), but also qualifies for other promotions which bring the merchandise total below the amount required for the free gift, the system still applies the free gift to the order.
Free gift by source or offer: If the order qualifies for a free gift by source or offer (order audit discount type FG), but also qualifies for other promotions which bring the merchandise total below the amount required for the free gift, the system removes the free gift from the order.
Special handling: If a package insert item or free gift contains special handling, the special handling window opens during repricing, initial order accept, and the final order accept. You need to reenter any special handling that you may have defined earlier. The system redisplays the special handling window because the system reevaluates the order to see if it still qualifies for the item, and if it does, the system adds the item back to the order.
There are several different windows and screens that might open when you reprice an order in order entry, depending on the system control value settings and other values in your company:
|
Screen or Window |
Opens If: |
1. |
You have set up any coupon promotions in Working with Coupon Promotions (WCPR) |
|
2. |
You use Working with Price Tables (WPTB) to apply price tables, and the order qualifies for a premium item. |
|
3. |
The Allow Manual Entry of Promotion Code (I63) and the Prorate Dollar Discounts and Coupons (D90) system control value are selected. |
|
4. |
The Prorate Dollar Discounts and Coupons (D90) and Prompt for Coupon Amount (M12) system control values are selected, and the Automatically Reprice Coupon (K02) system control value is unselected. |
|
5. |
The Use Relate Loyalty (M06) and Prorate Dollar Discounts and Coupons (D90) system control values are selected, the sold to customer on the order is assigned to a loyalty card in Relate, and there are current awards associated with the customer’s loyalty account that are available for redemption. |
The system applies any repricing to the order based on price tables when you select Reprice or Accept Order. This repricing occurs regardless of whether the order qualifies for price table premium items.
If you use price table pricing, items on the order may qualify for reduced pricing based on the quantity of a particular item, the quantity of a group of items, or the merchandise total of a group of items. The order might also qualify for one or more premium items, as described below. See Working with Price Tables (WPTB) for complete information on setting up price table pricing and examples.
Also, if you use price table pricing, the order will be eligible for repricing in both Order Entry and Order Maintenance. Other pricing methods apply in Order Entry only.
You can override the maximum price break set up for an item by using the price override reason code defined in the system control table for price table level override. By entering this code, you “unlock” any additional price breaks defined for the item but not ordinarily offered.
Display Premiums Screen (Price Table Premiums)
Use this window if you use price table pricing to review, accept, or reject premium items that the customer can earn through orders of certain items or groups of items. You use Working with Price Tables (WPTB) to set up price tables and price table premiums.
How to display this screen: If the order qualifies for one or more premium items, this screen opens automatically when you:
• select Accept Order or Reprice at the Work with Order Lines Screen (Adding Items to the Order).
• Select Accept or Exit at the Coupon Discount Window if the Automatically Reprice Coupon (K02) system control value is selected.
Field |
Description |
Item |
The premium item, specified in the price table, that the order qualifies for. Eligibility for premium items can be based on unit quantity or total dollars of a particular item or a group of items, or both. See Working with Price Tables (WPTB) for information on working with premium items and price tables. Item codes are defined in and validated against the Item table. Alphanumeric, 12 positions; display-only. |
SKU |
The premium item's unique characteristics, such as its color and size. Alphanumeric, three 4-position fields; display-only. |
Description |
The description associated with the premium item. Alphanumeric, 20 positions; display-only. |
Quantity |
The quantity of the premium item earned by the order. The quantity may be a flat amount for each qualifying order, or a multiple of each qualifying amount. For example, if the customer earns a single premium item for each $50.00 merchandise total for a group of items, and the premium item is set up as a multiple, the customer would earn a quantity of 2 premium items for a $100.00 merchandise total. Numeric, 5 positions; display-only. |
Price |
The dollar amount to charge for the premium items. Numeric, 7 positions with a 2-place decimal; display-only. |
Add |
Indicates whether to add the premium item to the order. Valid values are: • Y = Add the premium item to the order. If the premium item is a “no charge” item (the Price displayed is .00), this flag defaults to Y. • N = Do not add the premium item to the order. If there is a charge associated with the premium item, this flag defaults to N. |
Instructions:
1. Select Add to Order for any premium item whose Add flag is currently N to add this premium item to the order.
2. Select Remove from Order for any premium item whose Add flag is currently Y to omit this premium item from the order.
3. If each premium item has the Add flag set correctly, select Exit to exit the screen. The system adds the premium items indicated to the order after you accept it.
Use this screen to specify one or more promotion codes to apply to the order ship-to.
How to display this screen: This screen opens automatically when you select Reprice at the Work with Order Lines Screen (Adding Items to the Order) or select Accept or Exit at the Coupon Discount Window or Display Premiums Screen (Price Table Premiums) if the Prorate Dollar Discounts and Coupons (D90) system control value is selected.
In order to have a promotion whose Required entry flag is selected apply to the order, you must enter it at this screen. The system automatically applies promotions whose Required entry flag is unselected if the order qualifies. An order can qualify for multiple BOGO and Item category promotion; however, only one promotion of each additional type (order or tiered, freight, or additional freight) can apply to an order. See the discussion of Promotion Logic and Processing for more information.
Note: If the Allow Manual Entry of Promotion Code (I63) system control value is unselected, this screen does not open. The system automatically applies eligible promotions whose Required entry flag is unselected if the order qualifies.
Specifying promotion codes: Enter a promotion code to apply that promotion to the order. You can prompt on the Promotion code field to advance to the Select Promotion window. The setting of the Search Promotions by Start Date in Order Entry (M27) system control value defines how promotions sort on the Select Promotion window:
• If selected, the Select Promotion window sorts active promotions in ascending start date sequence. You can use the Start Date, Promotion, Description, and Type fields to search for a specific promotion.
• If unselected, the Select Promotion window sorts active promotions in ascending promotion code sequence. You can use the Promotion and Description fields to search for a specific promotion.
You can select multiple promotion codes of each type, and the system determines which promotion(s) to apply to the order based on your setup. See Working with Promotion Values (WPRO) for setup information and an overview on promotions.
Verifying that the order qualifies for entered promotions: The system verifies that each entry represents a valid promotion code and that the promotion is active. Additionally, the system verifies that the order is currently eligible for the promotion based on certain basic criteria at the time of entry, although the order might not ultimately be eligible for each promotion entered.
One-time-use promotions: When the promotion’s Use once flag is selected and the promotion has already been applied to an order for the customer:
• If you have authority under the Override One Time Use Promotion (J08) secured feature, a window opens for you to confirm whether to apply the promotion to the current order.
• If you do not have authority under the Override One Time Use Promotion (J08) secured feature, you cannot apply the promotion to the order.
See Cautions for One-Time-Use Promotions for more information.
Free freight? If the customer is eligible for free freight through a loyalty program, you cannot apply a promotion that includes free freight. See Loyalty Memberships for background.
What if the order’s eligibility for the promotion changes? If you make changes to the order, such as removing an item, adding a payment method, or changing the ship via, the order may no longer be eligible for an entered promotion, or may be eligible for additional promotions.
When does the system apply the promotion discount? The system updates the order with eligible promotions immediately. The promotions applied might be ones you have entered at this screen, or assigned by the system. In addition, the system reevaluates the order for eligible promotions when you accept the order.
If the order does not qualify for the promotion at order acceptance, the system does not apply the promotion discount and does not display an error message.
For more information: See Working with Promotion Values (WPRO) for an overview on promotions, including types of promotions, how an order qualifies for each, and setup instructions.
Field |
Description |
Promotion code |
Enter a promotion code to apply that promotion to the order. You can prompt on the Promotion code field to advance to the Select Promotion window. The setting of the Search Promotions by Start Date in Order Entry (M27) system control value defines how promotions sort on the Select Promotion window: • If selected, the Select Promotion window sorts active promotions in ascending start date sequence. You can use the Start Date, Promotion, Description, and Type fields to search for a specific promotion. • If unselected, the Select Promotion window sorts active promotions in ascending promotion code sequence. You can use the Promotion and Description fields to search for a specific promotion. Promotion codes are defined in and validated against the Promotion table. You can enter multiple promotion codes of each type, and the system determines which promotion(s) to apply to the order based on your setup. See Working with Promotion Values (WPRO) for setup information and an overview on promotions. Alphanumeric, 7 positions; Optional. |
For each promotion selected for the order: The system verifies that each entry represents a valid promotion code and that the promotion is active. Additionally, the system verifies that the order is currently eligible for the promotion based on certain basic criteria at the time of entry, although the order might not ultimately be eligible for each promotion entered. |
|
Promotion |
The promotion code selected for the order. Alphanumeric, 7 positions; display-only. |
Description |
A description of the promotion. Alphanumeric, 30 positions; display-only. |
Start Date |
The date when the promotion first becomes effective. Numeric, 6 positions; display-only. |
End Date |
The last date when the promotion is effective. Numeric, 6 positions; display-only. |
Type |
The type of promotion. Valid values are: • Additional freight • BOGO • Freight • Item Category • Order • Tiered discount • blank = Messaging or reporting promotion Alphanumeric, 30 positions; display-only. |
Enter Coupon Discount Amount Window
Use this window to specify a coupon amount to prorate against the items on the order.
How to display this screen: This window opens automatically when you select Reprice at the Work with Order Lines Screen (Adding Items to the Order) or select Accept or Exit at the Coupon Discount Window, Display Premiums Screen (Price Table Premiums), or Enter Promotion Code Screen if the Prorate Dollar Discounts and Coupons (D90) and Prompt for Coupon Amount (M12) system control values are selected and the Automatically Reprice Coupon (K02) system control value is unselected.
Only one coupon amount can apply to an order. If you select Reprice more than once while entering an order, the window opens again with the coupon amount you previously entered defaulted in the Coupon amount field. You can select OK to retain the coupon amount, enter a new amount, or remove the coupon amount from the order.
If you do not select Reprice at the order detail screen in Order Entry, the system still prorates any source code or offer dollar discount to the order; however, you do not have the opportunity to enter a coupon amount.
Field |
Description |
Coupon amount |
The amount of the coupon the system applies to the order. An error message indicates if you enter a coupon amount that is greater than the Maximum Coupon Amount (D91): Amount exceeds allowable $20.00. The system applies any coupon amount you enter across all items on the order on a pro-rata basis. If any dollar discounts by source code or offer apply, the system applies them as well, along with any other end-of-order repricing or discounting you have defined. Numeric, 9 positions with a 2-place decimal; optional. |
G/M (Gross profit margin) |
The unit amount of the order's merchandise that exceeds the cost of all of the item's on the order. You can use gross margin to determine the profit of an order based on each item's selling price. See Determining Gross Profit for more information on the calculations the system performs to determine gross margin and gross margin percentage. The Display Gross Margin (A65) secured feature controls whether this field is provided in order entry, maintenance, inquiry and item availability. Numeric, 5 positions with a 2-place decimal; optional. |
G/M% (Gross profit margin percent) |
The percentage of the order's merchandise that exceeds the cost of all of the items on the order. You can use gross margin to determine the profit of an order based on each item's selling price. See Determining Gross Profit for the calculations the system performs to determine gross margin and gross margin percentage. The Display Gross Margin (A65) secured feature controls whether this field is provided in order entry, maintenance, inquiry and item availability. Numeric, 7 positions with a 2-place decimal; optional. |
After you select the Reprice option and complete any pop-up windows, the system adds free gifts to the order based on the source code and total merchandise dollars on the order. This window lists the items that will be added to the order and provides you with an opportunity to tell the customer that the order qualified for free gifts.
Setting up free gifts: You set up free gifts for a source code at the Work with Source Free Gifts Screen, or for an offer at the Work with Offer Free Gifts Screen. You need to specify the required merchandise dollar value for an order to qualify for a gift, the quantity of the free gift item to add, and whether an order can qualify for multiple free gifts.
Things to note: The following factors influence how the system adds free gifts to the order:
• Offer price or selling price? To evaluate whether an order qualifies for a free gift, the system compares the total merchandise dollar value after applying any discounts or repricing (that is, the extended selling price of all items) with the $ required specified for the free gift.
• Multiple gifts?
• If the Allow multiple gifts flag is selected, the system adds the free gift defined for each dollar threshold met by the order total. For example, if a free gift is defined for an order total of $10.00, $15.00, and $20.00 and the customer orders $30.00 worth of merchandise, the system will add the free gifts for a $10.00, $15.00, and $20.00 order.
• If the Allow multiple gifts flag is unselected, the system adds the free gift defined for the highest dollar threshold met by the order total. For example, if a free gift is defined for an order total of $10.00, $15.00, and $20.00 and the customer orders $17.50 worth of merchandise, the system will add the free gift defined for a $20.00 order, because this is the highest level for which the order qualifies.
• Source vs. offer free gifts: Free gifts set up for the source code override free gifts set up for the offer. If an order would qualify for both the offer and source code free gifts, only the source code's free gift is added to the order.
Purpose: When you add an item to an order at the Work with Order Lines Screen (Adding Items to the Order), you can determine the item’s gross profit based on the item’s extended selling price and extended cost.
Gross profit margin is used to determine the profit of an item on an order based on the item's selling price, or to determine the profit of an entire order. This calculation is helpful if your operators are allowed to negotiate prices and work on a commission basis.
Estimated freight? You can also include the estimated freight charges for a class of items when you determine the gross profit in order entry, item availability, and when Printing the Order Demand/Sales Reports (PSSR). Including estimated freight charges is helpful if you sell merchandise before the actual freight charges are known. See Working with Item Classes (WICL) for more information on how to set up estimated freight charges for a class of items.
Note: The estimated freight is not included in the calculation for the G/M and G/M % at the Display Invoice Header Screen screen in order inquiry or the Gross profit listed on the sales journal reports.
Where are gross profit margin and gross profit margin percentage displayed? The gross profit margin and gross profit margin percentages for individual orders or order lines are listed on the screens and reports below.
• Screens:
• Work with Order Line Screen (Changing/Adding an Item) in order entry and order maintenance
• Work with Order/Recap Screen in order entry
• Display Invoice Header Screen in order inquiry
• Display Item/Offer Prices Screen, available from the Display Item Availability Screen
• Reports:
Note: The following reports list gross profit totals across multiple orders:
• Sales Journal Summary by Period
• Sales Journal Summary by Offer
• Sales Journal Summary by Descending Dollars
• Sales Journal Summary by Invoice Date
• Sales Journal Summary by Entity/Offer
The Display Gross Margin (A65) secured feature controls the display of the gross profit margin and gross profit margin percentage fields on screens.
Note: If you are using multi-currency by offer (the Multi Currency by Offer (E03) system control value is selected), the system converts the item's price to your local currency before calculating the gross profit. Likewise, if you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is selected, the gross profit amount is indicated in the local currency.
Variations in calculation: The gross profit margin or gross profit margin percentage indicated for shipments might differ from those displayed in order entry if the item cost changes. Also, a rounding discrepancy of a cent is possible between the calculations on different screens and reports.
Calculating Gross Profit Margin and Gross Profit Percentage
The calculation of gross profit margin is described below.
Note: Estimated freight is included in the gross profit margin calculation only in order entry, item availability, and when Printing the Order Demand/Sales Reports (PSSR).
(item(s) selling price) - (item(s) cost + total estimated freight for the item class) = gross profit margin
Example:
Item A:
cost = 10.00
extended selling price = 20.00
Item B:
cost = 14.00
estimated freight = 5.00
extended selling price = 27.00
For each item:
20.00 - 10.00 = 10.00 (g/m for item A)
27.00 - (14.00 + 5.00) = 8.00 (g/m for item B)
For the entire order:
(20.00 + 27.00) - [(10.00 + 14.00) + 5.00]
47.00 - (24.00 + 5.00)
47.00 - 29.00 = 18.00 (g/m for entire order)
The calculation of gross profit margin percentage:
(extended selling prices) - (item(s) cost + total estimated freight for item item)/(item(s) price x 100 = gross profit margin percentage
Example:
Item A:
cost = 10.00
extended selling price = 20.00
Item B:
cost = 14.00
estimated freight = 5.00
extended price = 27.00
For each item:
20.00 - 10.00 / 20.00 x 100
10.00 / 20.00 = .5
.5 x 100 = 50% (g/m% for item A)
27.00 - (14.00 + 5.00) / 27.00 x 100
8.00/27.00 = .2962
.2962 x 100 = 29.62% (g/m% for item B)
For the entire order:
(20.00 + 27.00) - [(10.00 + 14.00) + 5.00]/(20.00 + 27.00) x 100
47.00 - (24.00 + 5.00)/ 47.00 x 100
47.00 - 29.00 = 18.00
18.00 / 47.00 = .3829
.3829 x 100 = 38.29 (g/m% for entire order)
Calculating Gross Profit Margin and Percentage using Tax Inclusive Pricing (VAT)
In calculating gross profit margin and gross profit margin percentage on all screens and reports except for order entry, the system subtracts the hidden tax from the extended selling price on orders to countries that are subject to Value Added Tax (VAT). On orders subject to VAT, tax does not accumulate in the Tax field; instead, the customer pays a tax-inclusive price for each item and the tax is “hidden” on the order detail line in the Hidden tax field.
Order entry does not include hidden tax when calculating gross profit margin or gross profit margin percentage. See Calculating Gross Profit Margin and Gross Profit Percentage for the standard calculations used in order entry and on all other screens and reports for orders that are not subject to VAT.
The calculation of gross profit margin using tax-inclusive pricing on all screens and reports except for order entry:
(extended item(s) selling price - hidden tax) - (extended item(s) cost + total estimated freight) = gross profit margin
The calculation of gross profit margin percentage using tax-inclusive pricing except for order entry:
(extended item(s) selling price - hidden tax) - (extended item(s) cost + total estimated freight)/(extended item(s) selling price - hidden tax) x 100 = gross profit margin percentage
Note: Estimated freight is included in the gross profit margin calculation only in order entry, item availability, and when Printing the Order Demand/Sales Reports (PSSR).
You advance to the Work with Customer Profile Screen when you select Accept Order or Accept/Add Rcp if you need to collect demographic information for the customer in a category flagged as mandatory.
Note: If the Alternate ID Required for Displaying Customer Profile (K87) system control value is selected, you advance automatically to the Work with Customer Profile screen only when the sold-to customer has an Alternate customer number.
| Work with Order Screen | Contents | SCVs | Search | Glossary | Reports | Solutions | XML | Index | Applying Payment to the Order |
OE01_04 OROMS 5.0 2018 OTN