Order#

A unique number assigned by the system to identify an order. Every order on the system is assigned an order number. This number is used throughout the system to access the order.

The starting order number and last order number assigned are defined in the Number Assignment table. See Setting Up the Number Assignment Table (WNUM).

Numeric, 9 positions; display-only, assigned by the system.

Ship-to number (unlabeled field)

A hyphen (-) separates this field from the Order# field.

Indicates the number of shipping addresses for the order. The system assigns a ship-to suffix of 1 to a single recipient order.

Numeric, 3 positions; display-only, assigned by the system.

Recip sts (Recipient status)

The status of the recipient (ship-to) order on the system.

New orders

The system assigns a suspended status to all new orders during Order Entry. You can review or maintain the orders from the Display Order Summary Screen.

When you accept an order

Once you accept the entire order, the system changes the status to open or held; however, when you batch orders, the individual orders in a batch remain in a suspended status until you accept the entire batch.

Other status codes are:

• Canceled, if all lines are canceled before you accept the order.

• Closed, if all lines are sold out before you accept the order.

See Using the Order Inquiry Scan Screens (OIOM) for more information about these order status codes.

Alphanumeric, 9 positions; display-only, assigned by the system.

Sold-to (Sold-to customer number)

A number assigned by the system to identify the customer who is placing the order.

The starting sold-to number and the last sold-to number are stored in the Number Assignment table.

Numeric, 9 positions; display-only, assigned by the system.

Type (Order type)

A code that indicates how the order was received.

Order types are defined in and validated against the Order Type table. Common order types include phone, fax, mail, retail or other. You use order type to group orders on the system, monitor employee performance and accuracy, and control the sort of several reports. See Establishing Order Types (WOTY).

Note: You can select a default order type in the System Control table or at the Default Values for Orders screen.

Reserving Against a Non-Allocatable Warehouse

If the Reserve from Non-Allocatable Warehouse (J25) system control value is selected, the system allows you to reserve inventory against a non-allocatable warehouse. You can define a non-allocatable warehouse in the Retail warehouse field for the order type; any orders entered for this order type reserve against the non-allocatable warehouse. If the item is not in stock, the system backorders the item against the non-allocatable warehouse. See Non-Allocatable Warehouse Reservation Processing During Order Entry for more information.

Alphanumeric, 1 position; required.

Order date

The processing date for the order. Defaults to the current date, but you can override it to date-stamp orders you received on an earlier date but did not enter. However, if you change the order date to a date which falls within a closed accounting period, the following error message indicates:

Order date falls within the closed accounting period.

The order date determines which orders the system reserves first, if using Batch Reservation or running the Evaluate Backorders program.

Numeric, 6 positions (in user date format); required.

Calc freight (Calculate freight)

Determines whether the system calculates and adds freight charges and any service charges by ship via to the order.

• selected = (Default): The system calculates freight based on the freight method defined for the source code. You can also define a freight override for the order ship to at the Work with Order Ship to Properties Screen.

• unselected = The system does not calculate freight.

Name

5 fields are available for you to enter the customer's full name:

Prefix

A title that belongs before the customer's name, such as “Mrs.” or “Dr.”

Alphanumeric, 3 positions; optional.

First Name

The customer's first name.

Alphanumeric, 15 positions; optional.

Initial

The initial of the customer's middle name.

Alphanumeric, 1 position; optional.

Last Name

The customer's last name. If you entered a customer last name at a scan screen before selecting Create to create a new customer, this information defaults; but you can override it.

Alphanumeric, 25 positions; required if Company has not been entered.

Suffix

An addition to the customer's full name, such as “M.D.”, “Fr.”, or “III.”

Alphanumeric, 3 positions; optional.

Cmp (Company)

The name of the company placing the order. If you entered a company name at a scan screen before selecting Create to create a new customer, this information defaults; but you can override it.

Alphanumeric, 30 positions; required if Last name is not entered.

Attn (Attention)

The name of the person who should receive this order at the shipping destination.

Alphanumeric, 30 positions; optional.

Street

The customer's street address. This is the primary delivery address.

Shipping to a Post Office Box

To ship to a Post Office Box, enter POST OFFICE BOX, POST BOX, or any variation of PO BOX (with or without spaces or non-alphabet characters, such as P.O. BOX), and the box number in the customer’s street address. During order processing, the system validates that the carrier can ship to a post office box (as defined in the Ship Via table).

Example: Enter P.O. Box 9999 in the Street field to indicate delivery to a post office box instead of a home or company address.

Note: If you type POST OFFICE BOX, POST BOX, or any variation of PO BOX in the customer’s street address during order entry or through the Order API, the system automatically selects the PO box field for the customer. However, if you remove this text from the customer’s street address, the system does not automatically unselect the PO box flag.

Expanded Address

A plus sign (+) appears next to the word Street if there is additional information in the third or fourth address lines for the customer (however, the plus sign does not appear if there is an additional second address line only). Use the Expand Name/Address Screen to complete 3 additional address fields; for example, to enter international addresses.

Alphanumeric, 32 positions; required.

Apt

The customer's apartment, suite, rural route or floor number.

Use this field to identify the address further. This information prints next to the primary street address on labels.

To enter an apartment or suite address:

1. Enter APT to indicate an apartment or STE to indicate a suite.

2. Insert a space.

3. Enter the number of the apartment or suite, such as: APT 4 or STE 1164A.

Alphanumeric, 10 positions; optional.

M/F (Male/female)

This code indicates the customer's gender. Male/female codes are defined in the Profile Data table, which you use to define other demographic information as well. You can define a Default Male/Female Profile Code (C74) in the System Control table.

Alphanumeric, 1 position; optional.

Postal

The postal or zip code for this customer. If you entered a postal at a scan screen before selecting Create to create a new customer, this information defaults, but you can override it.

Required? A postal code is required only if the Require postal code? flag for the country is selected; see Setting Up the Country Table (WCTY).

Default city and state? If the system control value Use Zip/City/State Defaulting? (B13) is selected, you can enter just the postal code to have the system default the associated city and state.

Postal code validation: If a postal code is required, it is validated against the Zip/City/State (Postal Code) table; see Setting Up the Zip/City/State (Postal Code) Table (WZIP).

External validation: The system calls a user-defined program to validate postal codes if the External Postal Code Validation (E62) system control value selected.

Tax rates: The Postal Code table includes valid postal code/city/state combinations, and may also contain tax rates. You can purchase a listing of the valid combinations from your post office or you can enter each postal code/city/state combination manually.

SCF/ship via validation: If you enter a postal code and the Perform ship via edit? flag for the country is selected, the system validates the SCF/ship via combination against the SCF Ship Via table when you complete the order; see Working with SCF/Ship Via Values (WSHV).

Alphanumeric, 10 positions; required or optional based on country.

City

The city where the customer lives or receives mail or shipments. If you entered a postal code at a scan screen before selecting Create to create a new customer, the related city defaults; but you can override it.

Alphanumeric, 25 positions; required.

State

The state or province where the customer resides or receives mail or shipments. If you entered a postal code at a scan screen before selecting Create to create a new customer, the related state defaults; but you can override it.

Defined where? State codes are defined in and validated against the State table, accessible through the Work with Countries menu option; see Setting Up the Country Table (WCTY).

Required? A state is required only if the Require state? flag for country is selected. See Setting Up the Country Table (WCTY).

SCF validation: If the Require postal? flag for the country is selected, the system validates that the state you enter is assigned to the SCF associated with the postal code. See Working with SCF Codes (WSCF) for background.

Alphanumeric, 2 positions; required or optional based on country.

Cnty (Country)

The code for the customer's country. Country codes are defined in and validated against the Country table.

You can define a Default Country for Customer Address (B17) in the System Control table or specify one at the Default Values for Orders screen screen. If you entered a postal code at a scan screen before selecting Create to create a new customer, the related country defaults; but you can override it.

Alphanumeric, 3 positions; required.

Email

The email address for this order.

Order-level email address: The email address defaults from the customer’s primary email address. A plus sign (+) indicates that there are additional email addresses on record for the customer. When you press Enter, the system adds the order-level email address to the Customer Sold To Email Address table, if it is not already there. See Working with an Order-Level Email Address for more information.

Recipient or gift order: The email address is associated with the customer placing the order. To work with the email address for the order recipient, you must advance to the Expand Name/Address Screen.

Email format validation: See Email Address Validation for information on how the system verifies that your entry is formatted correctly.

Email notifications: This field must contain an email address for the system to send the customer automatic email notifications, such as backorder or soldout notifications. See When Does the System Generate an Email Notification?

Fraud checking: The order goes on EO hold if this email address matches an email address in the Miscellaneous Fraud table; see Working with Miscellaneous Frauds (WMFF).

Alphanumeric, 50 positions; optional.

OptIn

Indicates the preferred method of correspondence.

Valid values are:

• O1 (All) = Email is the preferred method of correspondence.

• O2 (Order) = Use email for order-related correspondence only; generate a document for other correspondence.

• O3 (None) = Do not use email for any correspondence; generate a document instead.

• O4 (Don’t Ask) = Do not ask the customer for his/her email address; the customer has already been asked and has declined to provide it. The system does not generate any email correspondence to the customer, even if an email address is specified.

Defaults:

• If the email address defaults from the sold-to customer, the opt-in/out setting also defaults from the customer. Normally, the opt-in/out setting for the customer and the setting for the matching record in the Customer Sold To Email table are the same, but if they are not, the opt-in/out setting defaults from the Customer Sold To Email table.

• If no email address defaults, or if this is a new customer, this value defaults from the Default Opt In/Opt Out Flag (G97) system control value.

You can override the default.

Note: The above values use the letter O, not the number 0 (zero).

The system updates this field when you change the setting of the Opt in/Opt out value at any other screen, such as customer maintenance, order maintenance, or catalog requests.

When you update this setting: The opt-in/out setting is not stored on the order itself. When you change the opt-in/out setting here, the system updates the opt-in/out setting for the email address used on the order in the Customer Sold To Email Address table. If the order-level email address is also the customer’s primary email address, the system also updates the customer’s default opt-in/out setting. See Email Address Updates through Interactive Order Entry for more information.

Recipient or gift order: The opt-in/out setting is associated with the customer placing the order. To work with the opt-in/out setting for the order recipient, you must advance to the Expand Name/Address Screen.

Email notifications: See When Does the System Generate an Email Notification? for an overview.

Outbound email API: The opt in/opt out settings controls the generation of the Outbound Email XML Message (CWEmailOut) using the same logic as the generation of outbound emails. See Outbound Email API for an overview.

Required.

Phone numbers

There are 2 different sets of fields for the customer's daytime and evening or third (fax or mobile) phone numbers. These fields are based on the following system control values:

• The Phone Numbers (D15) system control value determines whether the third phone number (fax or mobile) or the evening phone number is listed after the day phone number.

• If the Phone Numbers (D15) system control value is set to DAY/FAX, the Third Phone Number Type (L53) system control value determines whether the third phone number is labeled the Fax or Mobile number.

See the Phone Numbers (D15) and Third Phone Number Type (L53) system control values for more information.

One, but not both, of these fields is a required field if you set the system control value Require Phone Number in Order Entry/Order Maintenance (H01) to Y.

Phone number format: You can define a telephone number format to map to the phone numbers operators enter into the system. Telephone number formats are defined by arranging numbers and special characters such as hyphens and parenthesis in the same order and position as the numbers in a phone number would display. When an operator enters a phone number, the system compares the number of numeric characters in the phone number with the telephone number formats you have defined. In order to match a format, the phone number must have the same number of numeric positions as a telephone number format. If the system cannot find a match, the phone number does not map to a telephone number format and is displayed as it was entered by the operator.

Example: Telephone Number Format

An operator enters a phone number containing 10 numbers: 5085550100

The telephone number format used in the United States to represent an area code, local exchange and local phone number is: (508) 555-0100. When an operator enters a phone number containing 10 numbers (as in the example), the phone number is displayed so that the first 3 positions are in parenthesis and a hyphen is between the sixth and seventh numbers, regardless of how the operator entered it into the system. If an operator enters a phone number containing 6 numbers, for example 5550100 and no format exists for 6 numbers, the phone number would display as it was entered (5550100). See Setting Up the Country Table (WCTY).

The system calls a user-defined program to validate phone numbers outside of Order Management System if you select the External Validation for Phone Number (E64) system control value. The system provides a “hook” to the program when an operator presses Enter on a screen containing a phone number associated with a country. You can use this program to validate phone number rules for a specific country: for example, if a phone number for a country should only contain 6 numbers and the operator enters more than 6, the screen displays an error message. Phone numbers that are not associated with a country, for example, phone numbers in the Bank, Salesman, Warehouse and Ship Via tables, are not validated. The program validates phone numbers based on these parameters:

• Company

• Country

• State

• City

• Phone Number

Alphanumeric, one 14-position (phone number) and one 4-position (phone extension); one of the two fields is required if system control value Require Phone Number in Order Entry/Order Maintenance is selected; otherwise, optional.

Delivery

Identifies a business (commercial) or residential address. Carriers that use different business or consumer rate tables (such as UPS) use this value.

Valid values are:

• Business = Business rate table determines shipping charges.

• Residential = Residential rate table determines shipping charges.

• No Distinction = This is not a valid value for UPS shippers.

The system uses this logic to default a delivery code to a customer address on an order:

• The system defaults the delivery code defined for the postal code on the address.

• If a delivery code has not been defined for the postal code on the address, the system defaults the delivery code defined in the Customer table.

• If a delivery code has not been defined in the Customer table, the system defaults the delivery code defined in the Default Delivery Code for New Order Entry Customers (D13) system control value.

Required.

Class (customer class)

A code that categorizes customers at a high level for reporting purposes. You can use customer class codes to:

• send offers to a limited group of customers

• restrict item sales to a group of customers

• bypass normal item reservation

• determine whether to prompt for user-defined fields in order entry

You can define a Default Customer Class in Order Entry (D63) to assign to all customers you create through order entry.

Required? The Require Customer Class in OE, WCAT, and WCST (H85) system control value defines whether this field is required.

Secured? The Maintenance of Customer Class Field (B07) secured feature defines whether you can enter or maintain the customer class field at this screen.

Note: If the Require Customer Class in OE, WCAT, and WCST (H85) is selected and the customer does not have a customer class code assigned, a user who does not have authority based on the Maintenance of Customer Class Field (B07) secured feature will not be able to enter an order.

See Setting Up the Customer Class Table (WCCL) on working with customer classes.

Numeric, 2 positions; optional or required depending on system control value.

Rent

Indicates whether to rent this customer's name to other companies.

• selected = Rent this name.

• unselected = Do not rent this name.

Mail

Indicates whether to send the customer mailings from your company. You can define a default value in the System Control table.

• selected = Send mail to this customer.

• unselected = Do not send mail to this customer.

Currency

The currency defined for the offer associated with the source code. The currency is included on the screen after you enter a source code on the order header.

Note: Displayed only if you have the Multi Currency by Offer (E03) field in the System Control table selected.

Alphanumeric, 3 positions; display-only.

Associate (Associate customer)

Indicates whether the customer is eligible for associate pricing. The associate price is a discounted price for an item, as defined in the Associate price field for the Item/Offer or SKU/Offer.

Defaults to selected if the customer is identified as an associate customer.

The system updates the customer automatically if you change this setting.

Valid values are:

• selected = The customer receives the associate price for each item ordered.

• unselected (Default) = The customer is not an associate customer and receives the regular item price for each item ordered.

Secured Feature

The Change Associate Customer Flag (B10) secured feature controls whether you can change this setting; if you prohibit access to this feature, an error message indicates if you try to change the value: Not authorized to change Associate Customer.

Source

A code that identifies a segment of your customer base or a rented list to whom you mail a catalog. The source code helps you to track the origin of the customer's order. The source code typically prints on the catalog mailing label (if your company includes this information when you print labels).

Each order must include a valid source code during Order Entry, either one that the customer provides (a “known” source code from a catalog mailing) or a generic source code when you cannot trace the origin of the order from a specific catalog (an “unknown” source code).

The source code controls how shipping is calculated and items are priced, and whether the order is eligible for any discounts.

Defaulting

• The source code may default from the Current source field or from mail history for the Sold To Customer depending on the settings of the Use Default Current Source Code (C46) and Load Source from Mailing History (D20) system control values.

• You can use the Source Code Auto Retrieval Value (H82) to automatically retrieve the correct source code based on the most recent mailing to the customer, or to default a source code if the actual code is unknown.

• If you enter a source code at the Select Customer Sold To For Order Screen, the system defaults this source code to the order.

Default Unknown Source Code

If the order header source code matches the source code in the Default Unknown Source Code (I58) system control value, the system updates the source code on the order header to the source code associated with the offer on the first order detail line; see Default Unknown Source Code Logic.

Prompting for a source code

You can prompt on this field to obtain a list of current source codes. Only source codes with a Y in the Display in O/E field in the Source Code table are listed.

You can also use the Source Code Auto Retrieval Value (H82) to retrieve the correct source code based on the most recent mailing to the customer, or to default a source code if the actual code is unknown.

Currency of source code

If you take orders in multiple currencies (the Multi Currency by Offer (E03) system control value is selected), the currency defined for the offer associated with the source code will display in the Currency field after you enter the source code.

Alternate currency pricing

If you use alternate currency pricing (the Use Alternate Currency Pricing (H89) system control value is selected), the system uses the currency and conversion rate defined for the offer associated with the source code to determine the alternate (foreign) price. If a currency code and conversion rate are associated with the offer, the system updates the Currency code field and Conversion rate field in the Order Header Extended table. You cannot change the source code on the order to another source code that points to an offer with a different currency and conversion rate or an error message indicates: Source code not associated with current currency code. Additionally, the system searches for an item/SKU price only among offers in the same currency. See Using Alternate Currency Pricing for an overview and required setup.

Restricted source codes

During Order Entry, you must use unrestricted source codes, which means that the Restricted field in the Source Code is unselected.

A source code might be flagged as “restricted” when:

• The source code is obsolete; no new orders can use the source code.

• The source code includes errors or was created by mistake.

Initially, all new source codes have an unrestricted status. During Offer Initialization, however, you might restrict all source codes associated with a particular offer.

Capturing the Source Code

The system writes the source code used by a new customer to the Original source field for the customer.

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 code field for a recipient customer.

The system may also update the source code to the Current source code field for a new or existing customer, depending on the setting of the Update of Current Source Code in Customer File (D08) field in the System Control table.

Bypass Credit Checking

If the Bypass credit check field for the source code is selected, the system does not perform credit checking for this order and writes a message to order transaction history indicating credit checking was bypassed.

Entering Customer Warranty Information

If the Warranty required field for the source code is selected, the system automatically advances you to the Customer Warranty Information screen where you can enter warranty information for a warranty product on the order. See Displaying More Options in OIOM.

Entity History

The system captures entity-level history based on the source code on the order header if the Track Customer History at Entity Level (F89) system control value is selected.

More information on source codes: Source codes are defined in and validated against the Source Code table. See Working with Source Codes (WSRC).

Alphanumeric, 9 positions; required.

Via

A code for the shipper to deliver this order to the customer.

Ship via codes are defined in and validated against the Ship Via table; see Working with Ship Via Codes (WVIA). Additionally, ship via codes are validated against the SCF/Ship Via table, which ties together shippers and geographic locations. You need to set up valid carriers for each SCF prior to Order Entry. See Working with SCF/Ship Via Values (WSHV).

Ship Via Defaults

A default value is loaded in this field if you entered a default on the Default Values for Orders screen or in the Default Ship Via (A77) system control value. In addition, there are several ways the system can override the shipper specified on the order with another shipper; see Ship Via Override Hierarchy for a complete list and the hierarchy in which the ship via overrides take precedence.

Reviewing eligible ship vias and optionally selecting an override

You can prompt on this field to advance to the Valid Ship Vias for Window, where you can review valid ship vias for the order, including their overall shipping charges and expected delivery dates; optionally, you can select an override ship via.

Prompting and validation for countries where postal code is optional:

• If the customer’s address does not include a postal code (possible if the country’s Require postal code? flag is unselected), the Valid Ship Vias for Window displays all valid SCF/ship via combinations based on the default SCF of #. Setting up SCF/ship via records using the default of # enables you to specify valid ship vias for an address without a postal code.

• If the country’s Perform ship via edit? flag is selected, then the system validates the ship via against the SCF/ship via table. To perform this validation for an address that does not include a postal code, the system uses the default SCF of #.

See Setting Up the Country Table (WCTY).

Item Ship Via Overrides

If ship via overrides exist in the Item Ship Via Override table for an item on the order, the system evaluates the ship via on the order header to determine if the ship via is eligible to ship the item.

If the ship via on the order header is not defined in the Item Ship Via Override table for the item on the order, you advance to the Ship Via Overrides for Item Window, requesting you to select an eligible shipper to assign to the item on the order line. See Working with Item Ship Via Overrides for more information on defining eligible shippers for an item.

Default Van Delivery Ship Via

If the ship via code matches the ship via code defined in the Default Van Delivery Ship Via (L07) system control value, the system verifies that the order qualifies for van delivery. See Van Delivery Processing and Determining if an Order Qualifies for Van Delivery for an overview and more information on the requirements that must be met.

Express Bill Ship Vias

You can use an express bill shipper for orders in which an item has already been taken from the warehouse without first entering an order. An express ship via is designated by an Express Bill in the Billing code field for the shipper.

When you enter an express billed order, the Enter Location pop-up window opens after you enter the item. Here, you must identify the warehouse and location from which the item was removed. The system defaults the warehouse and primary location defined in the Item table, however, if the Retail Order Defaults (F59) system control value is selected, the system defaults the warehouse from the Retail warehouse field in the Order Type table and defaults the location from the Auto restock location field for the warehouse that defaulted.

When you express-bill an order:

• The system performs an inventory transaction to reduce the quantity on-hand in the location.

• The system does not create a pre-generated pick for the item so that you do not reduce inventory twice.

• No shipments occur.

• If you enter a credit card payment method, you must manually authorize the card (enter an authorization number and authorization date for the payment method) or the order must be eligible for online authorization; see Performing Online Credit Card Authorizations. If the order is not eligible for online authorization and you do not enter an authorization number and authorization date, the screen displays an error message when you try to accept the order: Auth # & Date required for credit card on express order. Click on pay methods tab & enter.

Note: It is possible to exceed the entire available quantity of an item when you express-bill an order if you enter more than one order line for the same item. To avoid this situation, enter only one order line for each item on an express-billed order.

You can change an item on an order to express bill by entering an express bill code in the Ship via field on the Work with Order Lines Screen (Adding Items to the Order). When you express bill an item, the system does not create a pre-generated pick and no shipments occur.

An error message indicates if you try to change an item on an express bill order to a regular ship via:

Ship Via must be an Express Bill.

Numeric, 2 positions; required.

Disc %

A flat discount percentage applied to discountable merchandise only (the Discountable field for the item is selected). A discount percentage defaults here if there is one specified for the source code or a standard or loyalty customer membership.

The discount entered here applies only to the current shipping address on the order. You must reenter the discount for each recipient on the order.

The system checks the user's feature authority in the Discount percentage access field in the Secured Features table and issues a message if the user is not authorized to take discounts on orders: You are not authorized to use discount %.

The system also checks the Order Discount Percentage Limit (D16) system control value when you enter a discount here and issues a message if the discount exceeds this value: Discount % (xxx.xx) is greater than allowable limit.

Numeric, 5 positions with a 2-place decimal; optional.

Salesrep

The person who is credited for making the sale. This is the person who is responsible for obtaining the customer's order; this may not be the same person who enters the order on the system.

The salesrep# is used for sales and commission reporting.

Sales representatives are defined in and validated against the Salesman table. See Working with Sales Representatives (WSLS). The system validates that the Active flag for the salesman on the order is selected; otherwise, an error message displays: Salesman is not active.

The salesrep number defaults from:

• the customer table, if you have entered a valid value in the Salesrep # (Sales representative number) field in the customer table, or, if no Salesrep# is associated with the customer,

• the Default Values for Orders screen, if the Salesrep# field on the screen is populated (See Setting a Default Salesrep Number); this value on the Default Values for Orders screen may default from system control value Default Salesrep Number (E86).

If you prompt on this 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.

Note:

• If you override the Salesrep number on the Work with Order screen, and then update customer information, the salesrep number associated with the customer, if the customer has an associated salesrep number, will again default.

• If a Home Store is defined for the salesrep number, the system does NOT default this store to the Sales Rep Store field on the Work with Order Ship to Properties Screen.

Numeric, 7 positions; optional.

Pty (Priority)

Used by the Evaluate Backorders program to match items to backorders. A value defaults to this field if a priority was entered in the B/O priority (Backorder priority) field for the source code; and the header-level value, in turn, defaults to the Priority field on the order detail line.

The Auto Update Order Priority (G45) system control value controls whether the system automatically updates the priority of the order to 9 (highest priority) when you enter an override to the default Arrival date in order entry or order maintenance. If this system control value is selected, the system automatically updates the priority to 9 when you enter an override to the Arrival date on the order header or order detail screen. If this system control value is unselected, the system does not update the priority of the order when you enter an override to the Arrival date.

Immediate Reservation

If you use Immediate Reservation, this value determines the sequence in which orders with backordered items receive inventory. The Evaluate Backorders program uses the priority to determine which backorders receive stock first.

Numeric, 1 position; optional.

Hld Rsn

A code to place an order on hold for any user- defined reason.

Hold reason codes are defined in and validated against the Hold Reason table. See Establishing Order Hold Reason Codes (WOHR).

The system reserves inventory for orders with a hold reason code; however, the order is not eligible for pick slip preparation.

You must release orders on any type of hold through Releasing Held Orders.

Alphanumeric, 2 positions; optional.

Arrival date

The date when the customer wants to receive this order.

Initially, the arrival date is set to the current date; however, you can enter some future date to ship the order at a later date. Alternatively, you can leave this field blank and enter an arrival date for selected items.

Note: This screen prevents you from entering an arrival date earlier than the order date; however, the system does not prevent you from setting the arrival date earlier than the order date when you create the order through the order API or submit the order to the batch edit. Also, the system does not prevent you from entering an arrival date for an order line that is earlier than the order date.

The Auto Update Order Priority (G45) system control value controls whether entering an override to the Arrival date in order entry or order maintenance updates the priority of the order to 9 (highest priority).

• If this system control value is selected, the system automatically updates the priority to 9 when you enter an override to the Arrival date on the order header or order detail screen.

• If this system control value is unselected, the system does not update the priority of the order when you enter an override to the Arrival date.

The arrival date controls:

• Inventory reservation.

• Pick slip preparation; see Selecting Order Lines for Pick Slip Preparation.

Influence on Reservation

The arrival date on the order controls whether inventory is reserved for each order detail line. The system uses this calculation:

arrival date - reservation lead days (B27) = reservation date

The system will not reserve inventory if the system-calculated date is greater than today's date. This is considered a future order. The system identifies each item on the order as a future order and assigns a backorder status to each item.

You can run the Evaluate Future Orders periodic function each evening to evaluate each item marked as a “future order.” The system reruns the arrival date calculation. The system reserves the required inventory based on the order date if the system-calculated date is less than or equal to today's date.

Influence on Pre-Generated Picks

The arrival date on the order controls whether the system creates pre-generated picks for the order. The system uses this calculation:

Arrival Date from Order Line (or Order Ship To) - (Pick Processing Days (B37) + Ship Via Lead Days in WSHV) < or = Today's Date

The system creates a pre-generated pick for the order line if this system-calculated date is less than or equal to today's date; otherwise, the system does not create a pre-generated pick for the order line until the date is within the allotted time frame. See Selecting Order Lines for Pick Slip Preparation.

Numeric, 6 positions; required.

Cancel date

The last date on which the customer will accept receipt of this order. Leave this field blank if there is no “deadline” for delivery.

The system uses this calculation:

Cancel date

-Lead days (System Control table)

- Transfer days (Warehouse/Drop Point table)

- Lead days (SCF/Ship Via table) _

Date to stop reserving stock

Order Cancellation List

Any items that have not shipped before the cancellation date are printed on the Order Cancellation List along with the customer's name and phone number.

Customer Service uses this list to contact each customer to see if the deadline can be extended. If not, Customer Service must use Order Maintenance to cancel the order.

Influence on Pre-Generated Picks

The cancel date on the order controls whether the system creates pre-generated picks for the order. The system uses this calculation:

Cancel Date > Today’s Date + Pick Processing Days (B37) + Ship Via Lead Days in WSHV

The system creates a pre-generated pick for the order line if the cancel date is greater than this system-calculated date; otherwise, the system does not create a pre-generated pick for the order line. See Selecting Order Lines for Pick Slip Preparation.

Numeric, 6 positions; optional.

Canc B/O (Automatically cancel backorders)

Indicates whether the system will cancel any backordered lines automatically after the first shipment on the order. Unshipped lines are canceled during Confirmation.

Valid values are:

• selected = Items cannot be backordered.

• unselected (Default) = Items can be backordered.

If this field is selected, any open line on an order will be canceled during billing using the Auto Soldout Cancel Reason (C20), provided this system control value specifies a valid cancel reason code.

Gift

Indicates whether the order is a gift order.

Valid values are:

• selected = The order is a gift order.

• unselected = The order is not a gift order.

If the order is a gift order:

• You can select Sold To/Recipient to enter the recipient's shipping address; see Adding a Recipient Order in Order Entry.

• No pricing information prints on the pick slip.

• The buyer receives a gift acknowledgment card to confirm delivery of the gift.

May default to Y or N depending on the value in the Default “Gift Order” Flag (D14) system control value. If this field is set to default to Y and you select Accept/Add Recip to enter a recipient order, the Gift field will be selected automatically for each recipient (but can be overridden).

PO#

The customer's purchase order number.

Alphanumeric, 15 positions; optional.

Tax code

This code determines whether the customer's purchases are taxed, and if so, how to calculate the tax. Defaults to the tax status previously defined for an existing customer and defaults to N for a new customer. When you enter the customer's name and address, the system changes the tax code to T if the customer is subject to tax.

Note: The system ignores the tax code if you use an external tax system to calculate tax.

The system uses these sources to calculate tax on an order:

• Tax Included in Price (E70) system control value and other system control values

• Country table (see Setting Up the Country Table (WCTY))

• SCF table (see Working with SCF/Ship Via Values (WSHV))

• Postal Code table (see Setting Up the Zip/City/State (Postal Code) Table (WZIP))

• Customer Sold To table and Customer Tax table (see Working with Customer Tax Status)

• Item and SKU tables; Item Tax Exemption table and GST Tax Exemption Status table (see Working with Item Tax Exemptions (WITX) and Working with GST Tax Exemption Status (MGTX))

• Additional Charge Code table (see Establishing Additional Charge Codes (WADC))

The information that the system gathers for tax calculation purposes includes tax rates, calculation methods for the Canadian GST and PST taxes, and whether to tax freight and/or handling.

You can set up a tax exemption as a default for a customer, or exemptions in particular states or provinces.

If you change the shipping address: Whenever you make any change to the shipping address on the order, you should clear the Tax code field and the Resale/Exempt# field. Clearing these fields allows the correct information to default into these fields based on the new destination address. See Working with Customer Tax Status for a discussion of how a customer's tax information defaults in order entry.

Valid values are:

• Taxable = Indicates that the customer is subject to all regular taxes. If the customer resides in Canada, the customer is subject to both GST and PST.

• Non-Taxable = The system determines the customer’s tax status in order entry based on whether you enter a Resale/Exempt # and on the shipping address. See Working with Customer Tax Status for an overview.

• Resale = Indicates that the customer is a reseller. A reseller is a person or company who purchases goods to sell to someone else. A reseller certificate number is required in the Tax identification field. The system does not calculate standard tax (in the Tax bucket) or VAT, if applicable, on the order.

• Exempt = Indicates that the customer is considered tax-exempt. A tax-exempt certificate number is required in the Tax identification field. The system does not calculate standard tax (in the Tax bucket) or VAT, if applicable, on the order.

• GST Only = Indicates that the customer is a Canadian customer who is subject to the Goods and Services tax (GST) on purchases only. GST is a federal tax. The System Control table defines the default GST rate; however, an override GST rate might exist for the postal code or SCF.

• PST Only = Indicates that the customer is a Canadian customer who is subject to the Provincial Services tax (PST) on purchases only.

The Tax identification is required for a tax code of Resale or Exempt.

Required.

Tax identification

The customer’s tax identification code, typically the resale or exempt certificate number assigned to a customer who is identified as tax exempt (E) or as a reseller (R); otherwise, the tax identification number does not control taxability. Any combination of letters, numbers, or special characters is accepted.

The tax identification code entered here is saved on the order, but does not update the customer record.

If a customer has a VAT exemption number, the tax code will default to Exempt and the words VAT EXEMPT will default in this field for any order subject to VAT. You cannot override a VAT exemption and make the order taxable. See Working with Customer Tax Status for a discussion of how tax information defaults in order entry.

Alphanumeric, 30 positions; required if customer is defined as tax exempt or as a reseller; otherwise, optional.

Whs (Warehouse)

The warehouse used to ship the order. Leave this field blank if you want the system to determine which warehouse to use; otherwise, enter a warehouse code.

The warehouse code you enter here overrides all warehouse codes except those entered for an individual order line, using the Add Line option.

Warehouse codes are defined in and validated against the Warehouse table. See Creating and Maintaining Warehouses (WWHS).

Warehouse Defaults

The system uses the following hierarchy to default a warehouse to the order header.

1. Default the Reserve warehouse defined for the shipping address on the order if it qualifies for van delivery.

- This is the Reserve warehouse defined for the permanent ship to customer on the order.

- If a permanent ship to customer does not exist on the order, this is the Reserve warehouse defined for the recipient sold to customer on the order.

- If a recipient sold to customer does not exist on the order, this is the Reserve warehouse defined for the sold to customer on the order.

See Van Delivery Processing for an overview and Determining if an Order Qualifies for Van Delivery for more information on when an order qualifies for van delivery.

2. If the shipping address on the order does not qualify for van delivery and the Reserve from Non-Allocatable Warehouse (J25) system control value is selected, default the non-allocatable warehouse defined for the order type on the order. See Non-Allocatable Warehouse Reservation Processing During Order Entry for an overview. Note: If you change the order type on the order, the system defaults the non-allocatable warehouse defined for the new order type. If a non-allocatable warehouse is not defined for the new order type, the system removes the warehouse from the order header.

3. If the Reserve from Non-Allocatable Warehouse (J25) system control value is unselected or a non-allocatable warehouse is not defined for the order type on the order, leave the Warehouse field on the order header blank. Note: If you change the order type on the order, the system defaults the non-allocatable warehouse defined for the new order type. If a non-allocatable warehouse is not defined for the new order type, the system retains the warehouse default that currently exists on the order header.

Warehouse Reservation Hierarchy

The system uses the following hierarchy to determine the warehouse where an order will ship from.

1. Warehouse Defined on Order Line: If you have defined a warehouse code for an individual order line, the system reserves the item from this warehouse.

2. Warehouse Defined on Order Header: If you have defined a warehouse code on the order header, the system reserves the items on the order from this warehouse, unless a different warehouse is defined for an individual order line.

3. Warehouse List: If you have not entered a warehouse code for an individual order line or a warehouse code on the order header, the system will look for a warehouse list for the SCF of the order ship to address, if the Ship Complete from 1 Warehouse (B16) system control value is selected.

4. Item’s Primary Warehouse: If no reserve warehouse can be assigned based on individual order lines, a warehouse code entered on the order header, or a warehouse list, the system will reserve the item in the warehouse defined for the item in the Item table.

Updating the Warehouse Defined for the Order

If you update the warehouse defined on the order header, the system:

• Removes any existing inventory reservations for the order lines on the order.

• Attempts to reserve the items on the order in the new warehouse specified. If the item is not available in the warehouse specified, the system assigns this warehouse as the backorder warehouse for the unreserved quantity of the item on the order line.

Van Delivery Reserve Warehouse

If a Reserve warehouse is defined for the shipping address on the order, the system defaults this warehouse code to the order header. If a Van route is also defined for the shipping address on the order, the system also defaults the ship via code defined in the Default Van Delivery Ship Via (L07) system control value to the order header, indicating the order qualifies for van delivery. See Determining if an Order Qualifies for Van Delivery for additional information. Note: If you remove the Reserve warehouse defined for the shipping address from the order header, you must also remove the Default Van Delivery Ship Via (L07) from the order header or an error message will display: Van delivery ship via not allowed. See Van Delivery Processing for an overview.

Reserving Against a Non-Allocatable Warehouse

If the Reserve from Non-Allocatable Warehouse (J25) system control value is selected, the system allows you to reserve inventory against a non-allocatable warehouse. You can define a non-allocatable warehouse in the Reserve warehouse field for the order type; any orders entered for this order type default the non-allocatable warehouse to the Warehouse field on the order and reserves against the non-allocatable warehouse. If the item is not in stock, the system backorders the item against the non-allocatable warehouse. See Non-Allocatable Warehouse Reservation Processing During Order Entry for more information.

Numeric, 3 positions; optional.

Est frt (Estimated freight charge)

Your “best guess” of the freight charges on the order. Only enter a value here if using the actual freight method.

You can tell the customer what the estimated freight charge for the order is; however, the true freight charge will be based on the actual weight of items on the order.

Actual (billing amount) freight method

You can enter an estimated freight charge when using the actual freight method (as designated by an Actual Bill Amt in the Freight method field of the source code).

This is an order-level freight method that uses the total weight of all the items on the order to determine what the shipping charges will be on the order.

The freight method being used on the order is transparent to your Order Entry operators; you must train your operators to enter estimated freight charges only for specific source codes.

The actual freight charge is determined during Confirmation or Billing by one of these methods:

• Weighing the package and using the system- calculated the freight charge

• Entering the freight charge manually

The estimated freight charge is not included in the order totals, so the Frt (freight) field will be blank (unless there is a freight override) until you determine the actual freight charge.

Note: You can enter an estimated freight charge up to 99999.99. You must type the decimal point when entering the estimated freight.

Numeric, 7 positions with a 2-place decimal; optional.

Merch (Merchandise)

The total value of merchandise on this order. This does not include freight, additional charges, tax (except for hidden tax; see the Tax field), duty, handling, or sold out items. The value in the Merch field is the grand total of the item price on the line multiplied by the quantity ordered.

Order-level discounts

Select Reprice when you finish entering the order to calculate any end-of-order pricing discounts, including promotional pricing.

Line-level discounts

The system calculates any line-level discounts (such as the Disc %) line-by-line, as you enter each item.

Numeric, 9 positions with a 2-place decimal; display-only, updated by the system.

Frt (Freight)

The total charge for shipping this order. The system performs this calculation based on the freight method defined for the source code on the order. This total may depend on the quantity or weight of items ordered or on the dollar value of the order as a whole. If the system calculates freight as a percentage of the merchandise charges, there might be a penny variation in total freight amount due to rounding differences.

You can also define a freight override for the order ship to on the Work with Order Ship to Properties Screen.

Freight Methods

Working with Source Codes (WSRC) discusses each freight method and freight calculation.

Additional Charges

Does not include any additional charges associated with shipping this item (see the Frt+ (Additional freight charges) field for these totals).

Service and Weight Charges by Ship Via

Includes any service charges by ship via or order weight charges by ship via. See Working with Ship Via Codes (WVIA).

When the Freight Field is Blank

• The Frt field is blank if the Calc freight (Calculate freight) field is unselected to indicate that freight will not be calculated for this order.

• The system calculates freight by order weight during repricing, the initial and final order accept, and when you select to change the last line on the order if you do not change its order quantity. The Freight field on the order does not include order weight freight charges as you add lines to the order; however, the system does display ship via service charges and ship via weight charges immediately. When the system calculates freight by order weight, the system updates the Freight field for the order with the complete freight amount. See Freight by Order Weight Calculation Logic and Examples.

Numeric, 7 positions with a 2-place decimal; display-only, updated by the system.

Frt+ (Additional freight charges)

The total dollar amount for additional freight charges on the order, above regular shipping charges.

The value in the Frt+ field includes the additional freight charges defined for the shipper(s) on the order. For example, the shipper may charge a premium (additional shipping charges) for overnight shipments or Federal Express deliveries.

Depending on how the shipper is defined, the customer may be charged additional shipping charges (in the Frt+ field) and system-calculated shipping charges (in the Frt field) or just the additional shipping charges. The Add'l freight charge field for the Ship Via defines the additional freight charge.

The system adds the additional shipping charge to an order only when the merchandise amount is less than or equal to the value in the $Limit field for the shipper.

Numeric, 7 positions with a 2-place decimal; display-only, updated by the system.

Tax

The total sales tax on the current order.

The value in the Tax field is based on the value of merchandise on the order; however, tax can be calculated on freight and special handling as well if the Tax on Freight (B14) and Tax on Handling (B15) fields in the System Control table are selected, and the corresponding fields in the SCF or Postal Code tables are also selected.

How is tax calculated?

The system calculates sales tax for the order by multiplying the taxable amount on the order (merchandise and, potentially, freight and handling) by the tax rate for the shipping destination. You can set up tax rate information for a postal code, an SCF, or in the Vat % field for a country.

The way in which the system determines which tax rate applies varies, depending on how the Tax Included in Price (E70) field in the System Control table is set. Additionally, if this system control value is selected, certain orders may be subject to VAT rather than conventional tax. On such orders, the customer pays a higher, tax-inclusive price for items, and the VAT is included in the order detail line as a hidden tax, rather than accumulating in the Tax field.

The GST and PST are taxes that may apply to shipments in Canada. You can define GST and PST rates, as well as specific calculation methods, in the SCF or Postal Code tables.

When is tax not calculated?

The Tax field will be blank if any of these conditions exist:

• The order is subject to VAT (however, it is still possible to calculate tax on freight and handling).

• The customer is a reseller or a tax-exempt customer (the Tax code field is set to an R or E and the Rsl/Ex# field indicates a tax exempt identification number).

• The tax rate for the ship-to address is equal to zero (0).

• All items on the order are non-taxable and there is no tax on freight or handling.

Using an External Tax System (Vertex or AvaTax)

The tax system, not Order Management System, determines the tax amount on the order when you use an external tax system. The Vertex Interface or Avalara AvaTax Interface calculates tax information on your orders and passes this information back to the system.

Numeric, 7 positions with a 2-place decimal; display-only, updated by the system.

Hnd (Handling charge)

The total charge for special handling, gift wrapping or duty.

The handling total in the Hnd field is the grand total of the handling charges for each item on the order multiplied by the quantity ordered.

Also includes any duty charges on the order. You can review the duty charge for an individual item by selecting Change for an item on the Work with Order Lines Screen (Adding Items to the Order). See Special Handling Overview for more information.

Can any item be gift wrapped?

The Gift wrap and G/W price (Gift wrap price) fields for the Item/Offer or SKU/Offer control whether an item may be gift wrapped and defines the gift wrapping charge if gift wrapping is allowed. The system adds the special handling charge to the handling totals for each gift wrapped item.

Blank if none of the items on the order are personalized or gift wrapped.

Numeric, 7 positions with a 2-place decimal; display-only, updated by the system.

Chg (Additional charges)

The total extra charges added to the current order.

Types of Additional Charges

The value in the Chg field is the sum of the additional charges on the order, namely:

• An additional service charge defined for the source code, based on the dollar value of merchandise on the order.

• An additional service charge defined for the offer, based on the dollar value of merchandise on the order.

• An additional shipping charge defined for the Shipper/Item.

• A guaranteed service charge defined in the offer.

• An additional charge defined in the Check Interface Additional Charge Code (G27) system control value.

• An additional charge entered manually through Charges.

Source code additional charges

The system adds an additional charge to the order automatically when service charges exist for the source code. The amount of the additional charge is based on the total merchandise dollar value. See Working with Dollar Chart by Source Code (WDCS).

Offer additional charges

The system adds an additional charge to the order when service charges exist for the offer, but not for the source code. The amount of the additional charge is based on the total merchandise dollar value. See Working with Dollar Chart by Offer (WDCO).

Shipper/item additional charges

An additional charge may be defined for an item, depending on the shipper you select to deliver the item.

Example: You might set up a special shipper/item for a desk when it will be delivered by Acme Shippers. Usually, Acme Shippers charges $8.50 to deliver most items, but, because the desk is oversized and heavy, the customer will be charged an extra $25.00 for delivery.

The $25.00 additional shipping charge will be added to the order automatically in the Chg field when the customer orders the desk and requests delivery through Acme Shippers.

See Working with Ship Via Codes (WVIA).

Guaranteed service charge

A guaranteed service charge will be added automatically to the order when a value exists in the Guaranteed order charge field in the offer and the Excl serv chg (Exclude service charges) field for the source code is unselected. This is a charge required to guarantee that, if the order does not arrive, a replacement order will be shipped immediately while your company investigates the whereabouts of the original shipment.

Check Interface additional charge

The system adds an additional charge to an order if an additional charge code has been defined in the Check Interface Additional Charge Code (G27) system control value and one of the pay types on the order equals the pay type defined in the Check Interface Payment Type (G26) system control value. The system uses the dollar amount defined in the Default charge field for the additional charge code to apply to the order. If the order includes more than one ship to customer, the system applies the additional charge code to the first ship to customer.

Manually-entered additional charges

You can add any type of additional charge to the order by selecting Charges. The Enter Additional Charges Window opens for you to select an additional charge code and specify the additional charge. This allows you to add additional charges to an order at any time.

The system displays the additional charge on this window using the value from the applicable Additional charge code field for the Offer.

Additional charges and credits are defined in and validated against the Additional Charges table. You can define additional charge or credit codes for any reason, such as a charge for store-restocking or import duties or a credit for long-distance telephone charges or postage, etc. See Establishing Additional Charge Codes (WADC).

You can limit the total amount of negative additional charges applied to an order by entering a dollar value in the Negative Additional Charge Limit (E49) system control value. You cannot override this dollar limit unless you have authority.

Select Charges to review the additional charges on the order.

Blank if no additional charges or credits are applied to the order.

Numeric, 7 positions with a 2-place decimal; display-only, updated by the system.

Total (Order total)

The sum of all charges on the order, including: merchandise, freight, additional freight, tax, handling, duty, and additional charges.

Numeric, 11 positions with a 2-place decimal; display-only, updated by the system.