Purpose: Use the Order Maintenance function to update an existing order by:
• Changing customer, order, item, or payment information
• Adding a recipient order
• Adding a payment type
• Adding an item
• Canceling an item
• Canceling an order
• Returning an item
• Returning an order
• Exchanging a line
• Holding a line
• Releasing a line
Additionally, you can select this option to review order history.
You can maintain orders only if they have been accepted (and processed).
Quotes: You use the same order maintenance screens to maintain a quote. However, the system displays the screens for a quote in Review mode. See Maintaining Quotes in Order Maintenance for more information on maintaining quotes.
Pick slip preparation: When you advance to order maintenance, the system removes any pick slip preparation that may exist for the order; see Removing Pick Slip Preparation from an Order.
In this chapter:
• Order Maintenance Restrictions
• Order Maintenance Processing
• Secured Features Controlling Access to Order Maintenance
Order Maintenance allows you to perform most Order Entry functions and offers these features:
• Uses a similar screen layout as Order Entry, and provides the function keys to cancel, return, review order history, etc.
• Enables you to accept or reject your changes to an order; if rejected, the system resets the order to the same condition prior to Order Maintenance
• User or user class security controls Order Maintenance access; see the Order Maintenance Access (A22) field in the Security table.
• Logs all order updates by date, time, maintenance activity, and user ID
• Lets you reopen a closed order by adding new items to the order
• Lets you perform a return on a shipped order line
• Lets you change the source code on the order only if the new source code uses the same freight and pricing methods as the original source code
• Prohibits more than one user from maintaining an order
• Lets you place an order on hold
• Automatically updates order status if the order becomes eligible for release or hold following maintenance
• Automatically generates a refund or credit if maintenance activity changes order totals appropriately
• Displays unresolved action messages for a customer
• Reprices items on the order if you use price table pricing (see Changing Item Detail Line Information in Order Maintenance)
• Advances automatically to the Work with Customer Profile Screen if you need to obtain mandatory demographic information for a customer, if the Prompt for Mandatory Demographics in Order Maintenance (E60) system control value is selected.
Order Maintenance Restrictions
Order Maintenance does not:
• Display Promotional pricing pop-up windows
• Perform end-of-order repricing unless you use price table pricing; see Changing Item Detail Line Information in Order Maintenance)
• Add free gifts (except through price tables; see Changing Item Detail Line Information in Order Maintenance)
• Perform promotional pricing to add incentive items or discounts to the order unless you use customer price group pricing
• Let you cancel a quantity of an item if a pick slip has been printed (you must select the Void/Reprint Pick Slips option; see Manually Confirming Shipments (MCON).
• Let you change an item detail line in any way if a pick slip has been printed (you must select the Void/Reprint Pick Slips option; see Manually Confirming Shipments (MCON).
• Let you change an item detail line if shipments have been made against the line or if the line has been canceled
• Let you change a payment method if it has been charged
• Let you change a source code to a source code for a different offer
• Let you change the source code on the order or the item detail line if shipments have been made for the order
• Let you change the customer sold-to or ship-to number
• Let you release an order except by applying a payment (see Releasing Held Orders)
• Let you maintain an order until the system has completed processing a return, exchange, cancellation or shipment (order is being billed). The system displays a message such as:
Order #xxx in use by RA/Billing.
For more information: See Secured Features Controlling Access to Order Maintenance for more information on the secured features that control order maintenance for different types of orders.
In general, after you maintain an order the system:
• recalculates the order totals and adjusts demand totals (number of orders) appropriately
• performs credit checking to place the maintained order on hold, if the maintenance results in some type of hold condition
• submits the order for credit card authorization if you change or add credit card pay type information; this ensures that the new order total is authorized
• submits any newly eligible backordered lines to the Order Broker for fulfillment; see Brokered Backorders for more information.
• submits an update message to the Order Broker if you sell out or cancel an item on a retail pickup or delivery order; see Retail Pickup (including Ship-for-Pickup) or Delivery Orders for more information.
• captures the date, time, maintenance activity, and user ID in the Order Transaction History table to keep an on-line history of all order updates; see Display Order History Screen.
• evaluates the order to determine if it qualifies for pick slip preparation; see Preparing Orders for Pick Slip Generation and Applying Pick Slip Preparation to an Order.
Secured Features Controlling Access to Order Maintenance
Overview: The following table lists the secured features that control access to maintenance or cancellation of orders, including those fulfilled through the Order Broker Integration:
Secured Feature |
Controls the Ability To: |
maintain any order, subject to the additional secured features listed below |
|
maintain an order, including a ship-for-pickup order or a brokered backorder, with a printed quantity on any order line Note: Does not control access to retail pickup or delivery orders or prevent you from canceling a store pickup order. |
|
maintain a retail pickup or delivery order Note: If you have authority, you can process a sellout or return, or add a payment method to a retail pickup or delivery order sent from the Order Broker. However, you cannot perform any other updates to a retail pickup or delivery order regardless of your authority. |
|
cancel a retail pickup, delivery, or store pickup order, or a brokered backorder |
The authority required to maintain or cancel different orders based on whether they are fulfilled through the Order Broker Integration is illustrated in the following flow charts.
Maintaining a regular or ship-for-pickup order: The following chart summarizes the authority required to maintain a regular or ship-for-pickup order:
Maintaining a retail pickup or delivery order: The following chart summarizes the authority required to maintain or cancel a retail pickup or delivery order:
Canceling a store pickup order: The only possible maintenance of a store pickup order is to cancel it. The following chart summarizes the required authority.
Maintaining an order that includes any brokered backorder lines: The following chart summarizes the authority required to maintain an order that includes any brokered backorder lines:
For more information: See:
• Setting Up Secured Features for information on additional secured features that control specific options within order maintenance
