Entering Customer Memberships in Order Entry
Purpose: You can create a standard membership or a discount-only membership for a customer through order entry by adding an item flagged as a membership (the Membership field for the item = Selected) to an order.
Standard membership programs allow you to generate orders periodically. Each order can include the same item(s) or differing items; additionally, you can specify monthly shipments or a different interval. For example, you could set up a membership program that ships a pound of coffee each month, or a different food item each month for 12 months. Membership programs can also include a discount percentage, which applies to all orders placed by the customer. Alternatively, you can set up a membership that does not create orders and only applies the discount percentage to the customer’s orders.
Quotes: You can also create a standard customer membership in quote entry. The system performs the same updates as it would when you create a customer membership in order entry; however, the system creates the customer membership in an inactive status and does not update the status to active until you convert the quote to an order. See Entering Customer Memberships in Quote Entry for more information.
Identifying the standard membership program: When you enter a membership item in order entry, a window opens for you to specify the membership program the customer wants.
Simplify membership entry: You can simplify adding a customer membership in order entry by using the same name for the membership item and the membership program ID. For example, you can name both the membership program and name the membership item MEMB01; when an operator enter the item MEMB01 in order entry, the membership ID MEMB01 defaults in the pop-up window.
Overriding membership defaults: When you add a standard customer membership in order entry, you can accept the default settings from the membership program or override them. For example, a membership program might specify monthly shipments, but you can override this setting to generate orders every other month.
You can override the information that defaults from the membership program only if the membership type permits it.
Soldout membership: If the membership item is soldout, the system updates the status of the order line to S (Soldout) and does not display the Membership window. If the membership item is sold out, the system does not generate a customer membership.
Order message: If the Write Order Messages for Membership Rotation (K04) system control value is selected, the system writes an order message indicating the description of the membership program and the first date when it is eligible for order generation. This order message is flagged to print on the pick slip. See the system control value for more information.
Loyalty memberships: You cannot create a loyalty customer membership in order entry; instead, the background jobs create or deactivate loyalty memberships based on order activity. See Loyalty Memberships for an overview.
In this chapter:
• Enter Membership ID Window (Selecting a Membership Program)
• Customer Membership Details Screen (Overriding Customer Membership Defaults)
• Information that Defaults from the Order to the Customer Membership
• Discount Applied Window (Membership has a Discount Percentage)
• Order Total Window (Reviewing the First Order Total)
• Specifying a Cash Amount for the Membership
• Additional Information on Memberships in Order Entry
Enter Membership ID Window (Selecting a Membership Program)
Purpose: Use this window to select a standard membership program for the customer.
How to display this screen: Add a membership item to an order or quote at the Work with Order Lines Screen (Adding Items to the Order). A membership item is an item whose Membership field is selected. See Performing Initial Item Entry (MITM), for more information on setting up membership items.
Membership ID field: If the membership item you entered has the same name as a membership program ID, the matching membership ID defaults. Otherwise, you will need to enter or select a membership program ID. The membership ID is a 12-position, alphanumeric field; it is defined in and validated against the Membership Program table. See Working with Membership Programs (WWMP).
Instructions:
1. |
Enter the ID for the membership the customer is ordering, or override the default if desired. |
2. |
Select OK. The system validates your entry and highlights the Membership ID field if you need to correct it. Correct the field if necessary and select OK again. |
Note: You cannot enter a membership ID for a loyalty membership program. See Loyalty Memberships for an overview. |
|
3. |
To create a customer membership using all defaults from the membership program, select Accept. To override any of the defaults from the membership program, or to review the membership settings, select View/Edit. Otherwise, select Exit to cancel adding the membership to the order. |
The particular information that you can override depends on the membership program type. If the membership type prohibits overrides, you will be able to change only the payment and shipment information.
If you accept without overrides: The system adds the membership item to the order and creates the customer membership.
To make any changes to the membership, including canceling it:
• in quote or order entry: select Options to advance to the Display More Options screen, and select Customer Memberships. See Displaying More Options in OIOM.
• separate menu option: use the Work with Customer Memberships menu option. See Working with Customer Memberships (WWCM).
If you choose to override it: You advance to the Customer Membership Details Screen (Overriding Customer Membership Defaults). From this screen, you can:
• add or change items to include in the membership
• advance to the Customer Membership screen in Change mode, where you can work with shipment intervals, discounts, pay type information, shipping address, and other header-level settings.
The types of changes you can make are controlled by the membership program type. See Customer Membership Details Screen (Overriding Customer Membership Defaults).
If you select Exit: The system does not create the customer membership, and the membership item is not added to the order. You can select Delete for the membership item to delete it.
Customer Membership Details Screen (Overriding Customer Membership Defaults)
Purpose: Use this screen to change any items that have defaulted from the membership program to the customer membership, or to add items.
You can also advance from this screen to the Customer Membership screen in Change mode, where you can work with shipment intervals, discounts, pay type information, shipping address, and other header-level settings.
How to display this screen: Select View/Edit at the Enter Membership ID Window (Selecting a Membership Program).
You can change information on this screen only if the membership program's type allows changes; otherwise, each field is display-only. See Working with Membership Programs (WWMP).
About this screen: See Working with Customer Memberships (WWCM) for more information on this screen and on changing customer memberships.
Information that Defaults from the Order to the Customer Membership
Paytype: The paytype from the order defaults to the customer membership. This default occurs after you accept the order.
A cash or check pay type will default to the customer membership only if there is not a “catch-all” pay type on the order as well; in any other situation, the “catch-all” will always default to the membership.
If you enter paytype information for the customer membership, the paytype from the order does not override it.
If there is more than one membership on the order, the pay type information defaults to the first membership only. You will not be able to generate any orders for the second membership unless you update the membership directly.
Recipient: If you enter a recipient address by selecting Sold To/Recip or Accept/Add Rcp in order entry, the system defaults the recipient customer's number to the customer membership. However, if you also enter an alternate address for the customer membership, the system uses this address.
If you enter multiple recipients using Accept/Add Rcp, and order a membership item for each recipient, the system creates a separate customer membership for each. However, if you do not enter payment information before pressing Accept/Add Rcp to advance to the next recipient, the payment method will apply to the first membership you create only.
You cannot select a ship-to address for a recipient customer in order entry.
Alternate address, no default: If you enter an alternate address by selecting Order Ship To in order entry, this address does NOT default to the customer membership; this is an order-level address only. You need to enter any alternate address on the membership itself.
Customer ship-to: If you select Cust Ship To to select a ship-to customer in order entry, this ship-to number defaults to the customer membership. When you review the customer membership, you will see that the sold-to customer number appears in the Recipient # field, because the ship-to number on a customer membership refers to the recipient customer number (unlike order entry). The system ensures that the correct ship-to number is assigned to the customer membership by defaulting the sold-to customer number in the membership Recipient # field.
Even if there is a recipient for the membership, any discount defined for the membership applies to the customer who places the order.
Ship via: If there is no Ship via specified for the membership program at the Membership Program Screen, the system defaults the current ship via on the order header to the customer membership. If you subsequently change the ship via on the order header, or if the system overrides the ship via for the order automatically, it does not automatically change the ship via on the customer membership. See Ship Via Override Hierarchy for more information on how the system might override the ship via on the order header.
See Working with Customer Memberships (WWCM).
Discount Applied Window (Membership has a Discount Percentage)
Purpose: If you enter a membership that includes a discount percentage, that percentage defaults to the order header whenever the customer places an order, including the current order in which you are entering the membership itself. As a result, the system displays a window immediately after you enter the membership:
If more than one membership discount: If you enter more than one membership that includes a discount on the same order, the discount percentage from the first membership you enter defaults to the order header and applies to the current order. The second (or subsequent) membership discount for the sold-to customer does not apply to the order on which you enter it; however, on any subsequent orders, the system selects the highest membership discount percentage to default onto the order header.
Example: You enter an order for membership MEMB01, which includes a 10% discount, and membership MEMB02, which includes a 15% discount. Since you enter MEMB01 first, a 10% discount applies to the current order. However, when you enter any subsequent orders for the sold-to customer, a 15% discount defaults to the order header as long as the MEMB02 is active.
Additional repricing and discounts may also apply, depending on the pricing values and special offers you have set up in your company.
Applies to sold-to customer only: Any discount percentage applies only to the customer who places the order, not the recipient of the order and membership.
Order Total Window (Reviewing the First Order Total)
Purpose: Use this window to review the estimated dollar total of the first order you will generate for the membership.
How to display this screen: Select Accept to accept the order if the Display First Membership Order Total (G14) system control value is selected. If the order was prepaid, this window opens after you have entered a cash amount for the membership. For quotes, this window does not display until you convert the quote to an order and select Accept to accept the order.
Quotes: This window does not display until you convert a quote to an order and select Accept.
About this window: This window indicates the next rotation eligible for order generation. When you review this window in order entry, the rotation will always be 1.
Order total an estimate: The order total that appears in this window includes merchandise and tax. It also includes projected freight charges if the ship via on the order does not match the Best Way Ship Via for Auto-Assignment (J67). This order total is an estimate only. The actual order total when you generate the first order may vary, depending on changes to pricing, using various freight methods, including special charges, and so on.
Specifying a Cash Amount for the Membership
Purpose: When you create a customer membership by entering a prepaid order, you can specify the amount of the prepayment to apply to orders you will generate for the membership. Only cash or checks (payment category 1) can apply to memberships. See Working with Pay Types (WPAY).
When you first enter a prepayment amount that is greater than the current order total, the system displays a message:
Order total not equal to paid amount.
Select OK to confirm the prepayment amount.
Cash Amount for Membership Window
Allocate cash for membership: When you accept the order, the system displays this window for you to specify the amount of the prepayment to apply to orders you will generate for the customer membership, rather than the current order:
The amount of the prepayment defaults. Enter the amount that should apply toward orders generated for the membership; the remaining amount will be available to pay for the current order.
For example, the customer sent a check for $50.00, and the current order total is $20.00. You would enter $30.00 in the window to apply $30.00 to the membership, and leave $20.00 to apply to the current order.
The system allows you to enter any amount, as long as it is not more than the payment method amount. However, when you generate the first order for the membership, it will go on hold because of a balance due if the cash amount is insufficient.
Amount remaining toward current order: Any amount you do not apply to the customer membership is applied to the current order. If this amount is less than the current order total (and if there is not another, sufficient payment method on the order) the order will go on hold. If this amount is more than the current order total, the system will generate a refund.
If more than one prepayment method: When entering more than one prepayment method on the order, you should enter the prepayment method that should apply to the membership first. If there is more than one prepayment method on the order, the amount of the first prepayment defaults in the window. You will not be able to enter an amount greater than this first prepayment method.
For example, a customer sends a check for $10.00 and a check for $60.00. The order total is $20.00. When you are entering the payment information on the current order, you should enter the $60.00 check first, so that the Cash Amount for Membership window defaults to $60.00; this way, you can apply $50.00 to the membership and leave $20.00 for the current order. If you entered the $10.00 check first, then $10.00 would default in the window, and you would not be able to enter an amount greater than $10.00; the system would create a refund for the remaining $40.00 from the $60.00 check as an overpayment.
Review payment in order inquiry: When you review payment information for the order in standard or streamlined order inquiry, the amount of the payment method will equal the difference between the original prepayment amount and the amount applied to the membership.
For example, if the customer sent a check for $100.00, and you applied $80.00 to the membership, the payment amount on the order appears in order inquiry as $20.00.
You can review payment information in standard or streamlined order inquiry by selecting Payments. See Reviewing Financial Information on an Order.
Order history message: The system writes a message to Order History when you apply a prepayment amount to a customer membership.
3/30/06 M Cash applied to membership(MEMB01) 10.00 EROOSEVELT
The membership ID appears in parentheses.
You can review this message in standard order inquiry by selecting Order History and in streamlined order inquiry by selecting History. See Display Order History Screen.
If more than one membership on the order: If you enter a prepaid order that includes more than one membership, the cash amount posts to the first membership on the order only.
Additional Information on Memberships in Order Entry
Please note these guidelines regarding creating customer memberships through order entry:
Deleting/rejecting the membership:
• Deleting the membership item from a quote also deletes the customer membership. When you select Delete for a membership item to delete it during quote entry, the system will not create the customer membership. When you select Delete for a membership item to delete it during quote maintenance, the system deletes the customer membership. See Entering Customer Memberships in Quote Entry.
• Deleting the membership item from an order does not cancel the customer membership. If you select Delete for a membership item to delete it, the customer membership will still exist, and will generate orders to the customer. To delete or cancel the membership:
- Use the Work with Customer Memberships menu option (fast path = WWCM), or
- Select Options in order entry to advance to the Display More Options screen, and select Customer Membership.
To delete immediately: If you select View/Edit at the Enter Membership ID Window (Selecting a Membership Program), you can then select Header at the Customer Membership Details Screen (Overriding Customer Membership Defaults), and finally, select Reject at the Customer Membership screen to delete the membership. However, you can only follow these steps while you are first entering the membership item.
Rejecting the order deletes the customer membership. If you reject the entire order or quote, the system deletes the customer membership as well.
Entering multiple memberships: When entering the membership item, do not use a quantity greater than one. Each time you enter a membership item, you can create only one customer membership, regardless of the item quantity you enter. To create two memberships with different recipients or shipping addresses, enter the same membership item twice.
If you enter more than one membership on an order, the pay type from the order defaults to the first membership only. You must enter pay type information for the second membership.
Additional considerations:
• Pay type default: The Default Previous Pay Type in Order Entry (D64) system control value does not control how pay type information defaults to a membership. If you do not enter an override for the membership, the payment information defaults from the order payment method.
• Changing a customer membership: A membership can be assigned to a type that does not permit changes. If a membership program's type prohibits changes, you will not be able to override any of the settings that default from the program for an individual customer membership. For example, you will not be able to add or change any items, or change the shipment intervals.
• Discount applied to membership item? If the membership includes a discount, the price of the membership itself will be discounted unless you flag the item. You should unselect the Discountable field for the item to prevent the price of the membership from being discounted.
• If the membership item is the only item on the order: In this situation, the order will be closed the next time you generate pick slips (provided the credit card on the order, if any, passes authorization).
• Working with a membership during order entry but after adding it to the order: To work with the membership during order entry, but after you have selected Accept to add it, select Options to advance to the Display More Options Screen. and select Customer Memberships.
• “Best way” ship via override: If the ship via for the membership matches the Best Way Ship Via for Auto-Assignment (J67), the system automatically assigns the “best way” ship via with the lowest overall shipping charges when generating a membership order. See that system control value for more information.
• Order message: If the customer membership is not discount-only (that is, if there are items specified to include on generated orders) and if the Write Order Messages for Membership Rotation (K04) system control value is selected, the system writes an order message indicating the description of the membership program and the first date when it is eligible for order generation. This order message is flagged to print on the pick slip. See that system control value for more information.
