Setting Defaults in Order Entry
Purpose: You can set defaults for several order entry fields on the Default Values for Orders screen.
A default is a valid code (value) for a field that will be used for each new order, until you override it manually. You can predefine values for these fields used in order entry:
• order type
• payment type
• salesrep number
• ship via
• country
In this chapter:
• Default Values for Orders screen
- Setting a Default Order Type
- Setting a Default Payment Type
- Setting a Default Salesrep Number
Why set defaults? One real advantage of defining defaults for these fields is that you will not have to reenter the same information for each new order that uses the same default. For example, if you are entering orders that will be delivered by Acme Shipping, you can enter the code for Acme Shipping in the Ship via field. All orders will be delivered by Acme Shipping until:
• You override the default in the Ship via field for an order.
• You reset the Ship via default to ship all orders by another shipper.
The defaults you set for order entry are used until you override them for an order or you specify different defaults on this screen.
What if defaults exist? The Order type, Salesrep number, Ship via and Country fields may already contain default codes when you first enter the Default Values for Orders screen if defaults have been predefined in system control values related to these fields.
The defaults you set on this screen override the values defined in the related system control values; however, order entry uses the Order type, Salesrep number, Ship via and Country defaults from the System Control table if you do not define defaults for these fields on the Default Values for Orders screen.
Default Values for Orders screen
Purpose: Use this screen to define defaults for fields used in order entry.
How to display this screen: Enter OEOM in the Fast path field at the top of a menu or select Enter/Maintain Orders from a menu.
Error order batches: Select the Error order batches field to switch the order entry mode to batch order entry. See Working with Error Order Batches.
You use the order type code to:
• Group orders on the system, for example, phone orders
• Trace how orders were received
• Monitor employee performance and accuracy
• Determine the sorting sequence of some reports
• Control the format of the order entry detail screen when using Header format only
You can create an order type for any category of orders, but some common order types are mail, phone, fax, retail, and e-commerce.
Effect on detail screen: The format of the order entry screen (when using default Header format only) can be line-by-line entry or full screen entry, based on the code in the Order type field.
Example: Phone orders use line-by-line entry because you need to process each line and provide immediate feedback to the customer. Alternatively, mail orders use full screen entry because you work directly off an order form and you need to enter order lines as quickly as possible.
You must enter an order type code sometime during order entry; however, you are not required to define a default order type.
For more information: See Establishing Order Types (WOTY) for more information on order types.
Setting a Default Payment Type
Payment types used on orders fall into these categories:
• Cash/Check (prepaid)
• Credit Card
When to define this default? You might want to define a default payment type for entering mail or fax orders if you sort these orders by payment method before entry.
You can also use the System Control table to define whether to default in the pay type used on the customer's previous order. You can define a particular pay type to default, or all pay types. If you use the System Control table to specify defaulting the previous pay type, and if the pay type is a credit card, the system will provide the customer's credit card number and expiration date as well. If you use the Default Values for Orders screen to define a default pay type, however, it will override any default pay type defined in the System Control table.
For more information: See Working with Pay Types (WPAY) for a complete discussion of payment types.
Setting a Default Salesrep Number
The salesrep number is a code for the person who is credited for making the sale on a new order. When you enter a sales representative number on an order, you link the order to this person for sales and commission reports.
Note: The salesrep number can be different from the person who entered the order in order entry.
You can enter a salesrep number during order entry; however, a salesrep number can default from:
• the Customer Sold-to record
• the value defined in the Default Salesrep Number (E86) system control value
If you prompt on the Salesrep# field, the system displays the Select Salesrep window where you can review and select a valid salesrep. The window indicates whether the salesrep is active and if a home store has been assigned to the salesrep.
For more information: See Working with Sales Representatives (WSLS).
The ship via is a code that represents a carrier or service that will deliver the order. It is useful to define a default ship via when:
• The majority of your orders ship by one carrier, such as UPS.
• You are entering "rush" orders for a particular shipper, such as Federal Express.
You must enter a ship via code during order entry; however, you are not required to enter a default ship via.
For more information: See Working with Ship Via Codes (WVIA) for more information on ship via, including other situations when a ship via may default on an order.
The country is a code for the country to which orders will be delivered. It is useful to define a default country if the majority of your orders ship to the same country.
You must enter a country code during order entry; however, you are not required to define a default country.
For more information: See Setting Up the Country Table (WCTY).
Screen Option |
Procedure |
Accept the defaults and advance to the Select Customer Sold To For Order Screen or the Customer Scan Screen |
Select OK. |
Switch to order maintenance so that you can update an existing order or quote |
Select Maintain Orders. See Introducing Order Maintenance for standard order maintenance or Maintaining Quotes in Order Maintenance for quote maintenance. |
