Adding a Recipient Order in Order Entry

Purpose: Use this screen to send all or part of the order to another address.

In this chapter:

• About Gift Orders

- Alternating Display of Sold-to/Recipient Addresses

• Recipient Entry Methods

• Select Customer Sold To Pop-up Window

• Scan Types

- Alphabetic Scan

- Numeric Scan

- E-mail Address Scan

• Using the Scan Screen

• Copying the Sold To Customer Address

Recipient orders are secondary orders that you add to an order to ship to different customers or addresses. For example, you can place an order for yourself and a friend in a single phone call, on a single order.

The system assigns the first order an order number, you enter name, address, and item information, and then select Add Recipient to accept the current order and enter the next order.

Adding a ship-to suffix to the order number: When you enter the second order, the system views this as a recipient order, related to the initial order. The system assigns this order (and any subsequent recipient order) the same order number, but increments the shipping suffix by 1 for every additional recipient address on the order.

Adding a sold-to record: The system also assigns a sold to customer number to the person or company receiving each recipient order and creates a separate record for each recipient address in the Sold To Customer table. The system updates the recipient customer record with an R in the Original mail type field to indicate that the customer was added to the Customer Sold To table as a recipient. This code is used for historical purposes to trace how the customer was added to the system.

If the Update Original Source Code for Recipient Customers (F90) system control value is selected, the system writes the source code defined for the sold to customer to the Original source field for a recipient customer.

Recipient orders as separate orders: Although the buyer on the order (sold-to customer) and the order number are the same for a multi-recipient order, each recipient order is considered a separate order on the system. You must define name, address and item information for each order recipient, but define payment information only once.

Select Options to review the order totals across all recipients on the order. The Order Totals pop-up window summarizes the individual charges on each recipient order and displays balances for what the customer has purchased, paid and owes. See Displaying More Options in Order Entry.

The system does not capture sales history for any of the recipients.

Switching from one recipient to another: As you work with the order, you can switch from one recipient to another through the Display Order Summary screen. At the Display Order Summary screen, you can change recipient order information, such as item information, before you process the order.

You can advance to the Display Order Summary Screen by selecting Summary on the Work with Order Screen, Work with Order Lines Screen (Adding Items to the Order) or Work with Order/Recap Screen. At the Order Summary screen you can:

• Review all of the items ordered for the current order plus any recipient orders. The Order Summary screen lists each item ordered for each shipping address so you can verify the items ordered.

• Accept the order information for the recipient you are currently working with and switch to another recipient so you can work with the order information for that recipient.

• Copy an item from a recipient to the recipient you are currently working with. When you copy an item, the system adds an order line to the current order ship to for each item copied.

• Review the order totals in the customer's currency.

Email address and opt-in/out setting: The email address and opt-in/out setting are associated with the customer who places the order. When you enter a new email address, the system adds an email address for the customer placing the order; similarly, if you display the Select Customer Email Address Screen by prompting on the email address, the screen displays email address information for the customer placing the order. To review or work with the recipient’s email address or opt-in/out setting, you must advance to the Expand Name/Address Screen.

Van delivery processing when adding a recipient order: When you add a recipient order, the system evaluates the shipping address for the recipient order to determine if it qualifies for van delivery, and if it does, performs several updates to the order. See Determining if an Order Qualifies for Van Delivery and Van Delivery Processing for an overview.

Note: This option is not available for a store pickup order; see Store Pickup Orders for an overview.

Tax calculation: If the customer has a tax exemption at the state level, you need to clear the tax-related fields in order to prompt the system to recalculate the tax on the order based on the new shipping address. See Working with Customer Tax Status for an overview.

Oracle Retail Customer Engagement customer integration: When you use the Oracle Retail Customer Engagement customer integration, if you create a recipient customer in order entry, Order Management System sends the information about the recipient customer to Oracle Retail Customer Engagement so that the customer records in the two systems are synchronized. See the Customer Engagement Customer Integration for more information.

About Gift Orders

Another type of recipient order is a gift order. You identify an order as a gift order by selecting the Gift field. You can then select Sold To/Recip to enter the address where the gift will be shipped. The gift recipient's address is entered on the same screen you use to enter the address for a recipient order.

If the gift recipient is not already a customer of your company, the system assigns a sold-to customer number to the recipient of the gift order, creates a separate sold-to customer record under this number and updates the original mail type field with an R (recipient) to track how the order was received on the system. This makes the gift recipient eligible for future mailings because the customer is already familiar with your product.

A gift order differs from a recipient order because:

• pricing information may not print on the pick slip, depending on your pick slip printing program

• a gift acknowledgment card prints for the customer who placed the order (sold-to customer) to confirm that the gift has been shipped

The system performs the same updates as with recipient orders.

The system does not capture sales history for the gift recipient.

Van delivery processing for gift orders: When you add a gift recipient to an order, the system reevaluates the order to determine if it qualifies for van delivery and performs several updates if the order’s van delivery eligibility changes. See Changing the Shipping Address on an Order that Qualifies for Van Delivery and Van Delivery Processing for an overview.

Alternating Display of Sold-to/Recipient Addresses

Select Sold To/Recip at the Work with Order Screen to review or enter the buyers (sold-to) address or recipient's address. Notice that the addresses of the customer who placed the order (sold to customer) and the customer who will receive the order alternate each time you select Sold To/Recip.

Recipient Entry Methods

Purpose: You can enter a recipient order in two ways:

• Select Accept/Add Rcp on the Work with Order Screen, Work with Order/Recap Screen or Select Order Recipient Screen.

• Select Sold To/Recip on the Work with Order Screen if the recipient is a gift order.

Confirm Missing Recipient Window

This window opens if you select Accept/Add Rcp or Sold To/Recip to add a recipient and then select Accept/Add Rcp or Sold To/Recip again without entering a recipient address:

The system is looking for a recipient address. Select OK to override this message and use the sold to address or select Exit to enter a recipient address.

When you select Accept/Add Rcp or Sold To/Recip to add a recipient to the order, the system advances you to the Work with Order Screen. On this screen, the customer address lines default in blank. Here you can:

• Enter in the recipient's address information. The system advances you to the Display Duplicate Sold To window if the system finds a match to the address you entered; otherwise the system creates a new sold to customer record for the address.

• Click on the arrow in the name or company name fields to advance to the Select Customer Sold To Pop-up Window where you can scan for an existing customer.

• Select Cancel to default the sold to customer's name and address information in the recipient's address lines. You would use this option if you are shipping to the same address but to a different person. For example, a daughter is ordering a gift for her mother and they live in the same house.

Select Customer Sold To Pop-up Window

Purpose: Use this window to scan for an existing customer to update the recipient address lines.

A message indicates when you select an existing customer address to default into the recipient address fields on the Work with Order Screen:

 

Customer (46) has been updated with changes!

 

This message indicates that the order has been updated with the recipient address.

Oracle Retail Customer Engagement customer integration: If the ORCE Customer Integration (L37) system control value is set to INTERACT, you advance instead to the Customer Scan Screen. See the Customer Engagement Customer Integration for an overview.

How to display this screen: Prompt on the First name, Middle initial, Last name or Company fields of the recipient address on the Work with Order Screen.

Field	Description
Match code	A code the system assembles in the format you define through the Match Code function. The match code contains elements of the customer's name and address. The system assigns a match code to every customer on the system to identify duplicate customers and to detect fraudulent addresses. Enter a full or partial match code to advance to the Scan Customer by Match Code screen. Alphanumeric, 15 positions; optional.
Postal code	A postal delivery area. See Setting Up the Zip/City/State (Postal Code) Table (WZIP). Enter a full or partial code to advance to the Scan Sold To by Postal Code/Company screen. This screen lists all customers by postal code in ascending (lowest to highest) numeric sequence, beginning with the code you entered. If you enter a postal code, last name, and first name, you advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered. Alphanumeric, 10 positions; optional.
Last name	The sold to customer's last name. Enter a full or partial name to advance to a Scan Cust Sold To By Last Name screen, which lists all customers alphabetically beginning with the name you entered. You can also include a full or partial first name along with a full (not partial) last name to restrict the scan further. Numeric, 25 positions; optional.
First name	The sold-to customer’s first name. Enter the last name, first name, and postal code to advance to the Scan Customer Sold To by Postal Code screen, which lists all customers alphabetically beginning with the postal code you entered. You can also enter just the full (not partial) last name and full or partial first name to advance to the Scan Cust Sold To By Last Name screen. Note: First name must be used in conjunction with Postal code, Last name or with just Last name for scanning. You cannot scan on first name alone. See Scan Types. Alphanumeric, 25 positions; optional.
Company	The sold to customer's company name. Enter a full or partial company name to advance to the Scan Customer by Company Name screen. Alphanumeric, 30 positions; optional.
Telephone #	The daytime, evening or third (fax or mobile) telephone number of the sold to customer. The Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number. You can define a telephone number format for each country to map to the phone numbers operators enter into the system. See Setting Up the Country Table (WCTY). Note: Your entry should include any formatting specified by the telephone number format for the country; for example, if the telephone number format for the United States is (111) 111-111, your entry should include the parentheses and hyphen. Enter a full or partial phone number to advance to the Scan Customer by Phone Number screen. Alphanumeric, 14 positions; optional.
Alt cust # (Alternate customer number)	An additional number to identify the sold to customer on the system. This can be a customer number from another system. Enter a full or partial alternate customer number to advance to the Scan Customer by Alternate Customer Number screen. Alternate Customer Number Label Description The field label name that is on this screen is based on the name you enter in the Alternate Customer Number Label Description (H95) system control value; if you do not enter a name in this system control value, the field label is Alt cust. Example: If you enter the field label name MEMBER# in the system control value, the field label name that is on this screen is MEMBER# instead of Alt cust #. Alphanumeric, 15 positions; optional.
E-mail Address	The customer's email address. Not case sensitive; an email address of abc@commercialware.com matches an entry of ABC@COMMERCIALWARE.COM, and vice versa. Alphanumeric, 30 positions; optional.
Customer (Sold to customer number)	A number assigned by the system to identify the customer. Enter a valid customer number in this field to default the address information to the recipient address fields on the Work with Order Screen. Alphanumeric, 9 positions; optional.

Scan Types

Purpose: Enter any combination of customer information in the scan fields. You advance to a scan screen that lists the customers who closely match the information you entered. Each scan screen (except the Scan Customer by Phone Number screen) includes the customer number, street address, city, state and postal code.

The types of scans that are available from the Select Customer Sold To pop-up window are:

• Match Code

• Postal Code/Last Name

• Postal Code/Last Name/First Name

• Postal Code/Company Name

• Last Name

• Company Name

• Phone Number

• Alternate Customer Number

• E-mail Address

How to scan? You can enter partial or full information into any of the scan fields. For example, you can enter M or Mae in the Last name field to located Mary Mae.

When you select OK on the Select Customer Sold To Pop-up Window, the system advances you to a scan screen that lists customers who closely match the information you entered. The customers are listed alphabetically or numerically from the first record that matches the scan information until the end of the table.

Alphabetic Scan

Example: You receive this type of scan if you enter M in the Last name field:

MAE

MALLEY

MAX

 

Example: However, you receive this type of scan if you enter MAX in the Last name field:

MAX

MAXFIELD

MAXWELL

Numeric Scan

Example: You receive this type of scan if you enter a 0 in the Postal code field:

01007

01040

01128

 

Example: However, you receive this type of scan if you enter 017 in the Postal code field:

01701

01742

01746

E-mail Address Scan

This scan is not case sensitive; an email address of abc@commercialware.com matches an entry of ABC@COMMERCIALWARE.COM, and vice versa.

Using the Scan Screen

Purpose: There are several ways to select a customer for a recipient address from the scan screen, depending on whether the customer is listed.

If the customer is listed: Select the customer number to select the customer for the recipient address.

If you are not sure if this is the correct customer: Select Display for a customer number to review more information about the customer, such as telephone number. If the customer is correct, select OK the customer number.

If the customer is not listed: Continue your search by scrolling through customer records by selecting Next. More customer records are available if a + sign is indicated in the lower right of the screen. If you still cannot find the customer, return to the recipient address on the Work with Order screen and enter a new customer.

Note: If you scan on the Postal code, Last name or Company fields on this screen and then select Create to create a new customer as an order recipient, the scan information you had entered defaults onto the related fields on the order. If your scan included a postal code, the related city, state and country also default.

Copying the Sold To Customer Address

Purpose: Select Copy Sold to default the sold to customer's address into the recipient address fields.

Copying the sold to customer address into the recipient address fields is helpful if the recipient customer has an address similar to the sold to customer's address. For example, if a daughter is ordering a gift for her mother and they live at the same address, you can select Copy Sold to default the sold to address into the recipient address fields and then override the Name field to enter the recipient's name.

If you scan for an existing customer by clicking on the arrow in the First name, Middle name, Last name or Company name fields, select a customer to default to the recipient address fields and then select Copy Sold to copy the sold to customer address, an error message indicates:

WARNING: Customer 26 is about to be changed.

If you then select OK, the system overrides the address for the customer you selected from the Select Customer Scan screens with the address of the sold to customer. If you do not want the system to override the selected customer with the sold to customer address, you must select Exit.

The system overrides this address information when you select an existing customer for the recipient address and then select Copy Sold to default the sold to customer in the recipient address fields:

• first name, middle initial and last name

• company name

• street address

• apartment/suite number

• address lines 1, 2 and 3

• postal code

• city

• state

• country

• day/business phone number

• evening/home phone number

• third (fax or mobile) phone number

Entering a Recipient Customer: You can enter the recipient's address information in the address fields on the Work with Order Screen for the recipient order.

You advance to the Work with Order Screen for a recipient order by:

• Selecting Sold To/Recip to enter the gift recipient's address, or

• Selecting Accept/Add Rcp to enter a recipient order shipping to a different address

How to complete this screen: To complete the recipient address information at the Work with Order Screen, you have several options. You can:

• Enter the recipient's information in the address fields.

• If the recipient customer has an address similar to the sold-to customer's address (for example, a daughter is ordering a gift for her mother and they live at the same address), you can select Copy Sold to default the sold-to customer's address into the recipient address fields. See Copying the Sold To Customer Address.

• If the recipient customer is an existing customer, you can click on the arrow in the recipient address fields to select the customer from one of the Select Customer Sold To Pop-up Window.

Select OK after you enter the recipient's address information.

The system validates you entries and highlights any fields you need to correct. Correct any fields and select OK again.

The system verifies that the ship via (carrier) used on the previous order is still valid for the recipient address.

You can change any order information for a recipient order. For example, you can select a different shipping service. Any other recipient orders are not updated.

For a multi-recipient order (entering an order for the customer and a friend), the updates you make affect only the current recipient order. Additionally, you update the recipient customer when you update any of the customer-specific fields on the recipient screen.

Note: If you have already entered the order, and one or more items on the order are restricted from being shipped to the state or country of the ship to address you have selected, you cannot attach the new address to the order and a message will display when you select OK:

One or more items on the order line are restricted to the new Shipping country/state.

 

See Entering Additional Item Information, for information on item/state restrictions.

Screen Option	Procedure
Display the address of the buyer (Sold To Customer) or the recipient (Ship To Customer)	Select Sold To/Recipient.
Select an existing customer to default to the recipient address fields.	Click on the arrow in the recipient address field. SeeSelect Customer Sold To Pop-up Window.
Enter or confirm the billing address	Select Bill To. See Assigning a Billing Address in Order Entry.
Enter or confirm the shipping address kept on file for the customer	Select Customer Ship To. See Using a Permanent Shipping Address in Order Entry. Note: You cannot select Customer Ship To and select a permanent shipping address for the order if you entered an address for a gift recipient (with Sold To/Recipient) or you are sending part of the order to another recipient address (with Add Recipient); otherwise, the system issues a message: A permanent ship to cannot be assigned - recipient present.
Enter the items for the order	Select Work w/detail. See Entering Orders.
Accept, validate and process the new order	Select Accept Order. See Entering Orders.
Reject (cancel) the new order	Select Reject Order. See Entering Orders.
Enter payment information for the order	Select Payments. See Entering Orders.
Enter a credit or add a miscellaneous charge to the order	Select Charges. See Adding Miscellaneous Charges or Credits in Order Entry.
Review the totals for the current order plus any other related (recipient) orders	Select Summary. See Displaying More Options in Order Entry.
Enter or verify the complete address	Select Expand Address. See Expanding the Address in Order Entry.
Enter a recipient address	Select Add Recipient.
Copy the sold to customer's information to the recipient address lines.	Select Copy Sold. See Copying the Sold To Customer Address.
Enter or change additional order information regarding shipping and delivery	Select Properties. See Defining Order Properties.
Enter messages for the order, such as a birthday message or delivery instructions	Select Messages. See Adding Order Messages.