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 deselect 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.

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, the sold-to customer information is cleared after you enter the source code for the order. Also, you can 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, 13 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, 20 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, 20 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, 20 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, 20 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, 20 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 Sample Shippers. Usually, Sample 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 Sample 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, 20 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, 20 positions with a 2-place decimal; display-only, updated by the system.

Accept, validate, and process the order.

Select Accept Order; see Accepting or Rejecting the Order.

Reject (cancel) the order

Select Reject Order; see Accepting or Rejecting the Order.

Enter a recipient order

Select Add Recipient; see Adding a Recipient Order in Order Entry.

Note:  

•         You will first advance to the Work with Order/Recap Screen if the Display Order Recap (A75) system control value is selected.

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

Add additional charges to the order

Select Additional Charges; see Adding Miscellaneous Charges or Credits in Order Entry.

Enter or confirm the shipping address (permanent record).

Select Address Book; see Using a Permanent Shipping Address in Order Entry.

Enter or confirm the billing address for this order only.

Select Bill To; see Assigning a Billing Address in Order Entry.

Identify the items being ordered.

Select Detail; see Work with Order Lines Screen (Adding Items to the Order).

Enter or verify additional address information

Select Expanded Address or click the plus sign (+) next to the Street; see Expanding the Address in Order Entry.

Enter or verify order messages

Select Messages; see Adding Order Messages.

Display additional options

Select More Options; see Displaying More Options in Order Entry.

Enter or confirm the shipping address (this order only) or select a store location for a ship-for-pickup order

Select One Time Ship To; see Assigning an Order Shipping Address.

Add payment information to the order.

Select Pay Methods; see Enter Payment Method Screen.

Work with additional order properties

Select Properties; see Defining Order Properties.

Enter the address of the gift recipient.

Select Sold To/Recipient; see Adding a Recipient Order in Order Entry.

Work with the order summary information for each recipient on the order

Select Summary; see Working with Order Summary Information.

Ofr (Offer)

A code for the catalog, space or television advertisement from which you accept orders.

Default offer

Normally, the offer associated with the source code on the order header defaults here when you are using the line-format entry screen (see the description of the Position Cursor on Offer Field in OE/OM (F91) system control value). You can override this offer.

Position Cursor on Offer Field in OE/OM (F91)

The Ofr field will be blank if this system control value is selected; also, the cursor positions to this field. You might select this system control value to require order entry operators to verify and enter the offer for each item. If this system control value is unselected, the offer from the source code on the order header defaults, but you can override it; also, the cursor positions in the Item field.

Linked Offer

You can link a main offer to a sub-offer in Work with Offers. If you enter an item that is not found in the offer defined on the order detail line, the system uses the price defined for the item in the sub-offer linked to the offer. If a sub-offer has not been defined for the offer, or a price has not been defined for the item in the sub-offer, the system uses the most current active offer to determine the item’s price.

See Working with Offers (WOFR).

Alphanumeric, 3 positions.

Item

A code for an existing unit of inventory. Item codes are defined in and validated against the Item table.

Alias

You can enter an alias for the item if the alias is defined for this item in the selected offer. Aliases are alternate names for items that you might use to track how presentation within an offer affects the item's sales performance. The alias you enter will display once you have entered the order detail line if the Display Item Alias (D56) system control value is selected.

Cross Reference Code

You can enter a code that represents another system's item and SKU in this field, provided the code does not exceed 12 positions. When an operator enters a cross reference code in the Item field, the system searches the SKU Cross Reference table alphanumerically for a Order Management System item that is associated with the cross reference code. If a Order Management System item is associated with the cross reference code, the system defaults the Order Management System item to the detail line. If a Order Management System item is not associated with the cross reference code, the system displays an error message. See Maintaining SKU Cross Reference Codes (MSKR).

It is possible to set up a SKU cross reference code that exceeds 12 positions for integration with another system, such as ChannelAdvisor; however, you cannot enter these longer cross reference codes in order entry. See ChannelAdvisor Integration Overview for background.

Membership item

If you enter a membership item, you advance to the Enter Membership ID Window (Selecting a Membership Program).

Restricted item

If you enter an item which is restricted from being shipped to the address of the ship to customer, the item is highlighted and a message indicates: Item (XXXXX) cannot be shipped to (COUNTRY/STATE).

You cannot enter an item on an order if it is restricted for the ship to address. See Entering Additional Item Information for an explanation of country/state restrictions for an item.

Zone Reservation Coded item

If you enter a zone reservation coded (weather-sensitive) item, and you have set up the required supporting tables for zone reservation processing, you might advance to the Display Zone Reservation Dates Window or the Select Order Line Option Window, depending on the date of the order and the zone reservation dates you have specified for this item. Under zone reservation processing, an item is not reserved in order entry; instead, you can reserve the item during pick slip generation.

Note:  If you have not set up the required supporting tables, a zone reservation item is reserved under normal order entry processing except that if it is backordered, you cannot reserve the item through the Evaluate Backorders Periodic function; you can reserve it using the Interactive Reservations menu option. See Working with Interactive Reservation (MIRV).

See Shipping Zone Reservation Overview for a complete discussion of zone reservation rules.

Scanning for Items

When you prompt on this field, you advance to:

•         the Item Selection screen if the Auto-Generate Item Keywords from Description (F79) system control value is unselected. Note: Items whose status match the Item Status for Suppressing Item During Item Selection (L21) are not listed at this screen.

•         the Keyword Selection Screen (Scanning for Items Using Item Keywords) if the Auto-Generate Item Keywords from Description (F79) system control value is selected.

Alphanumeric, 12 positions; required.

SKU

A code that further defines an item's color, size, width, or any other type of user-defined attribute.

If you are unsure of the SKUs available for an item, you can enter the item code, press Enter, review the contents of the SKU Scan Screen, and select the desired SKU from the scan.

Inventory levels on the system and in the warehouse are maintained at the SKU level if the item has SKUs.

The SKU portion of the item number consists of three 4-position fields. For example, SIZE represents SKU element 1, CLR (color) represents SKU element 2, and STYL (style) represents SKU element 3. Note, however, that these are user-defined fields in the System Control table. These labels are for demonstration only.

The first 14 positions of the SKU description from Work with Item/SKUs is indicated in place of the SKU elements of a SKUed item if the Display SKU Description in place of SKU Element (F25) system control value is selected.

SKUs are defined in and validated against the SKU table.

Alphanumeric, three 4-position fields; required if the item has SKUs.

Qty (Quantity ordered)

The number of units of the item being ordered. May default from the Default Order Quantity (B30) system control value, but you can override it. The quantity ordered does not increase to reflect any sold out units.

You can order up to 99,999 units of a single item on one order line.

The Maximum Order Quantity (C60) system control value controls the maximum value you can enter in the Quantity field; additionally, the Allow Maximum Order Quantity Override (A70) secured feature controls whether individual users can exceed this maximum. See Maximum Order Line Quantity/Value.

Note:  If you enter a negative number, the system will process the transaction as a return of this number of units. See Posting a Return or Exchange Through Order Entry.

Numeric, 5 positions; required.

F (Recalculate freight)

Note:  This field is available in Order Maintenance only.

Controls whether the system recalculates freight for the item based on changes to its quantity or price in order maintenance.

•         Selected = The system recalculates freight for the item based on changes to its quantity or price in order maintenance.

•         Unselected = The system does not recalculate freight for the item based on changes to its quantity or price in order maintenance.

The Recalculate Freight Default (F62) system control value controls the default setting of this field, but you can override this default.

Price

The system price of a single unit of the item. The price is assigned by the system when you press Enter, but you can override it.

Price Overrides

If you have the authority, you can override the price of an item. You must specify a price override reason code in the Ovr (Price override reason code) field.

You can use the Price Override Limit Percent (E55) system control value to define a maximum override percentage for operators. The system uses the price defined in the item/offer to determine whether the price override exceeds the percentage. The override limit applies only to prices that are lower than the item/offer price. This check may be helpful in reducing fraud.

Price Override Example

The system uses this calculation to determine the percentage of the price override: (offer price - price override entered)/offer price * 100 = price override percentage

Example:  

price override percentage = 10%

offer price = $40.00

price override = $35.00

(40.00 - 35.00) = 5.00

5.00/40.00 = .125

.125 * 100 = 12.50 (12.50 exceeds the 10% price override

The system displays a message if you enter a price that is lower than the minimum: Entered price exceeds the override limit.

The Override Price Override Limit (A64) secured feature controls the ability to override the percentage defined in the Price Override Limit Percent (E55) system control value.

Pricing Hierarchy

The system calculates the price of an item by taking into account any price breaks and source or order discounts, and uses the pricing routine (pricing hierarchy) in the Pricing Values (B31) system control value to determine the price of the item on the order line. However, if a customer price group is defined in the Customer Price Group Code for CPG Pricing Only (L58) system control value, the system always uses Customer Price Group Pricing.

Entity-level override

You can set up separate pricing hierarchies for each entity in your company to override the default pricing hierarchy defined in the Pricing Values (B31) system control value. See Working with Entities (WENT).

Reviewing the Order Line Price Method

When you finish entering a line, you select Change for the line to advance to the Work with Order Line Screen (Changing/Adding an Item) to determine how the system priced the line. The pricing method used by the system appears in the upper right of the screen under the Price field. For example, *Offer Price may appear if the price was defined in the offer through which the item was ordered. This information is also available through standard Order Inquiry.

VAT

If you make any changes to the order that will result in changing whether the order is subject to VAT, the system will reprice each item accordingly and recalculate tax as well. However, this update does not take place for any line with a price override, whether the override was made by a user or by the system (for instance, for a price table premium). You must delete the line and reenter it to correct the price and tax information.

Override Price Table Maximum

You can use the Price Table Level Override Code (E05) to apply the best possible price table pricing to an order line, even if it is beyond the maximum specified in the price table; however, to apply this pricing, you need to:

1. Enter the requested quantity of the item using the default pricing

2. Select Change for the item to advance to the Work with Order Line Screen (Changing/Adding an Item)

3. Complete this screen by entering the Price Table Level Override Code (E05), but no price for the item

When you select Reprice or Accept, the system applies the best possible price table pricing. See Working with Price Tables (WPTB) and the Price Table Level Override Code (E05) system control value for more information.

Manual Price Override Code

You cannot use the Price Table Level Override Code (E05), Price Override Reason for Price Matrix Customer Specials (K42), or Price Override Reason for Promotions (K45) as a regular price override reason code when you manually enter a price override.

Negative Prices

The Allow Negative Prices in Order Entry (E97) system control value controls whether you can enter a negative item price. If you enter a positive item quantity, a negative price produces a credit; with a negative quantity, a negative price produces an invoice.

Maximum Value

The Maximum Order Line Value (E98) system control value controls the maximum dollar value of a line you can enter; additionally, the Allow Maximum Order Line Value Override (A69) secured feature controls whether individual users can exceed this maximum. SeeMaximum Order Line Quantity/Value.

Numeric, 13 positions with a 2-place decimal; required, calculated by the system.

No charge (indicator)

Determines whether the customer will be charged for this item on the order.

Valid values are:

•         No Charge = Item is sold at no charge to the customer.

•         Priced = (Default): Customer will be charged a price for the item.

If set to No Charge, the system does not:

•         add the price of the item to the order totals

•         print a charge on the pick slip for this item

•         charge the customer for this item

Also, the system requires you to define a price override reason code in the Ovr (Price override reason code) field.

If this field is unselected, the system calculates the price for the line and adds this charge to the order totals.

Tax?

The system does not calculate tax on the merchandise value of the item sold at “no charge”; however, the system may tax freight or special handling.

Freight?

The system calculates freight (shipping) charges for the order regardless of whether the item is sold at no charge.

You can, however, prevent the system from calculating freight for the entire order by selecting the Calc freight field on the previous screen. The system does not calculate freight for any other lines on the order, even those for which the customer will be charged.

You cannot suppress freight charges at the line level.

Duty?

The system adds duty for each unit of the item based on whether the harmonize code defined for the item or SKU matches a duty rate defined for the country where the order is shipping. If the item is entered for no charge, the system bases the duty on the item's offer price. See Working with Items on the Order for more information on duty.

Special handling charge?

The system adds the special handling charge for item personalization (such as monogramming, engraving, altering, etc.), if any, to the order totals, even if the item is sold at “no charge.”

Gift wrapping charge?

The system adds the gift wrapping charge, if any, to the item, even if the item is sold at no charge.

Ovr (Price override reason code)

A code that represents the reason for overriding the item price or selling the item no charge. The system uses this code as an audit trail that links the operator who performed the price override or who sold the item at no charge.

Price override reason codes are defined in and validated against the Price Override Reason table. See Establishing Price Override Reason Codes (WPOR).

Secured feature

User and user class security control access to this field. See Setting Up Secured Features.

Price Table Pricing

If you use price table pricing, you can define a Price Table Level Override Code (E05). Use this code to override the maximum price break you have defined for an item in the price table.

Customer Price Group Price Override Reason Code

If you assign the price override reason code defined in the Price Override Reason Code for CPG Pricing (L59) system control value, the order line cannot be further discounted except by order-level coupons.

Quantity Price Matrix Customer Special

If the order line is priced using a Quantity Price Matrix Customer Special, the system assigns the Price Override Reason for Price Matrix Customer Specials (K42) to the order line during repricing. When this price override reason code is defined for an order line, the system cannot apply any additional discounts, such as promotions, to the order line. However, the system can still apply a source % discount to the order line.

In addition, the system prevents you from manually entering this price override reason code on an order line: Price override reason reserved and cannot be manually entered.

See Order Repricing, Premiums, Discounts, and Promotions for more information about repricing and Working with Quantity Price Matrix (WQPM) for an overview on quantity price matrix pricing.

Warranty Item

If the Default Price Override Reason for Warranty Items (G01) system control value is set to a price override code, the system defaults the code to this field when an operator adds a warranty item to the order.

Item Category or BOGO Promotion

If the order line is discounted through an Item Category or BOGO (Buy One/Get One) promotion, or priced at “no charge” through a BOGO promotion, the system uses the Price Override Reason for Promotions (K45). This system control value prevents further discounting from applying to the order line. If this system control value is blank, the system uses the Default Price Override Reason (B35) for the “no charge” lines; however, the other lines discounted through these promotions will be subject to further discounting. See Working with Promotions (WPRO) for more information.

You cannot manually enter the Price Override Reason for Promotions (K45) on an order detail line.

Numeric, 1 position; required if performing a price override or selling item at no charge; otherwise, optional.

S/H (Special handling code)

A code that represents the type of personalization to be performed, such as monogramming, alterations, engraving, etc.

Some items require special handling; this code may default from the S/H code (Special handling code) field for the Item/Offer or SKU/Offer.

Special handling is optional for other items. When you prompt on this field, only the additional charge codes identified as special handling codes (by a value in the S/H fmt field for the Additional Charge) are listed. Special handling codes are defined in and validated against the Additional Charges table. See Establishing Additional Charge Codes (WADC).

Special handling validation

If you enter a special handling code, the system verifies that special handling has been defined for the item in the item/offer or SKU/offer and displays a message if special handling has not been defined: Special handling is not valid for this item in this offer.

The special handling instructions and special handling charge print on the pick slip.

See Special Handling Overview.

Alphanumeric, 2 positions; optional.

Item

The code for an item.

Note:  An item alias is indicated if the customer ordered using an alias and the Display Alias Item (D56) system control value is selected.

Alphanumeric, 12 positions; display-only.

SKU

The specific style of the item, such as its color and size.

The SKU description of a SKUed item is provided in place of the SKU elements if the Display SKU Description in place of SKU Element (F25) system control value is selected.

Alphanumeric, three 4-position fields; display-only.

Qty

The number of units of the item being ordered.

Numeric, 5 positions; display-only.

Price

The price for a single unit of the item. The price will be highlighted if it is less than the regular offer price for the item, the Display Order Line Discount Messages (F01) system control value is selected, and you do not specify a price override reason code whose Override item offer price field is selected. The system displays a message at the bottom of the screen describing the discount; for example: Line 2: Offer = 10.00 Actual = 9.00 Discount = 1.00: 10.00% 

See Discount Calculation Messages.

Numeric, 13 positions with a 2-place decimal; display-only, updated by the system.

N/C

Determines whether the customer will be charged for the item.

•         selected = Item is sold at no charge to the customer.

•         unselected (default) = Customer will be charged a price for the item.

Ovr

A reason code for overriding the item price or selling the item at “no charge.”

Numeric, 1 position; display-only.

C/G (Coordinate Group)

A code you assigned to two or more items to guarantee that they ship together.

Numeric, 3 positions; display-only.

S/H (Special handling code)

A code that indicates the type of personalization to be performed, such as monogramming, alterations, engraving, etc. See Special Handling Overview for more information.

Alphanumeric, 2 positions; display-only.

Extension

The price at which the item is sold multiplied by the quantity ordered, minus any quantities returned or canceled on the same line.

The total of the extended prices for each item detail line equals the value in the Merch (merchandise dollars) field. Does not include any other types of item charges, such as freight, tax, gift wrap, special handling, etc.

Numeric, 20 positions with a 2-place decimal; display-only, calculated by the system.

Line number

The number of the item detail line. The item detail lines appear in descending line number sequence, so the most recent item added to the order appears underneath the item entry fields.

The line numbers are resequenced if you delete any items from the order; the deleted item detail lines are removed entirely and the line number is reused.

This sample shows the screen before and after you delete an item from the order:

Screen before you delete item:

    SHIRT        16   WHTE OX                  33.00       1   N               

007 LONG SLEEVE BUTTON DOWN                Avl:       0  Sts: S                

     SHIRT        15   WHTE OX           1      33.00       1   N        33.00  

006 LONG SLEEVE BUTTON DOWN    Rsv:     1  Avl:      23                        

     SHIRT        14   WHTE OX           1      33.00       1   N        33.00  

005 LONG SLEEVE BUTTON DOWN    Rsv:     1  Avl:     232                      +

Screen after you delete the item:

     SHIRT        16   WHTE OX                  33.00       1   N               

006 LONG SLEEVE BUTTON DOWN                Avl:       0  Sts: S                

     SHIRT        15   WHTE OX           1      33.00       1   N        33.00  

005 LONG SLEEVE BUTTON DOWN    Rsv:     1  Avl:      23                      +

Example:  Line number 001 is for item #1390, line number 002 is for item #0519, and line number 003 is for item #0503.

If, however, you delete line 001 (item #1390) by selecting Delete, notice that the line numbers are resequenced and the deleted line is removed entirely. The before- and after-images in the sample screen show how the system renumbers the lines.

Numeric, 3 positions; display-only.

Item description

The description associated with the item.

Alphanumeric, 120 positions; display-only.

Rsv (Quantity reserved)

The quantity reserved on the system for this order detail line.

The system may reserve inventory from a single warehouse or over multiple warehouses, depending on whether a warehouse code is defined for the order line or order header and the values in the Ship Complete from 1 Warehouse (B16) system control value.

Influences on Reservation

Reservation occurs only if:

•         The Immediate Reservation (A64) system control value is selected.

•         The Use OROB for Fulfillment Assignment (M31) system control value is unselected.

•         The order is not a future order -- the system- calculated date is less than or equal to today's date (see the Arrival date field).

•         The order is not a zone reservation order -- zone reservation is used for weather-sensitive items, which are not reserved until pick generation (see Shipping Zone Reservation Overview).

•         Both the customer and customer class are not flagged for Bypass reservation.

•         The quantity ordered of the item is not greater than or equal to the SKU Reserve quantity for the Item.

•         The Reservation freeze field for the Item/warehouse is not selected.

•         Reservation can be performed against the warehouse, meaning the warehouse is flagged as Allocatable. However, if the Reserve from Non-Allocatable Warehouse (J25) system control value is selected, the system allows you to reserve against a non-allocatable warehouse.

•         Inventory is available.

When the Item Cannot be Reserved

If no quantity is available of the item, the Rsv field does not appear for the item detail line. The Avl field is updated by the quantity ordered; this value appears as a negative number. The system backorders the requested order quantity and updates the detail line with a backorder reason of No allocate and updates the backorder warehouse on the order detail line.

When the Item is Partially Reserved

If the entire quantity ordered is not available for the item, the quantity available is reserved (and is provided in the Rsv field) and the quantity unavailable is backordered (and is a negative number in the Avl field). The system updates the detail line with a backorder reason of Not enough avail in whse.

Using Interactive Reservation

If you use Working with Interactive Reservation (MIRV), no inventory is reserved until you run the Interactive Reservation program to disperse inventory manually to preferred customers or customers who buy in high volume. Interactive Reservation can be used to reserve inventory for an item if the quantity ordered exceeds the Reserve qty (Reserve quantity limit) defined in the Item table.

Display of this field: The Display Reserved and Exp Date in OEOM (J02) secured feature controls whether this screen displays the reserved quantity.

Numeric, 5 positions; display-only.

Avl (Quantity available)

The quantity of the item that is available to sell across all shippable warehouses.

Represents the quantity of the item available in the system that is not set aside for other orders or backorders.

The system reduces the quantity available and updates the quantity open by the quantity ordered each time you enter an item. Availability is reduced regardless of the type of reservation used (immediate or interactive).

Immediate Reservation

The system uses this calculation to determine item availability in a single warehouse (Item/Warehouse level) when using Immediate Reservation: On hand - Protected - Reserved - Reserve Transfer - Backordered = Quantity Available 

With Immediate Reservation, inventory is reserved dynamically for items as they are entered. The Immediate Reservation (A64) and FIFO Flag (A03) system control values are selected.

Fields Used in the Availability Calculations

•         On hand: The quantity of this item currently in the warehouse.

•         Protected: The quantity of this item that the system cannot reserve for immediate reservation, as defined for the item. This inventory is reserved only during Interactive Reservation (used to disburse inventory manually to customers who bypass reservation because they buy in high volume).

•         Reserved: The quantity of this item already set aside for other orders.

•         Reserve transfer: The quantity of this item set to be transferred to another warehouse.

•         Backorder: The quantity of this item unavailable for existing orders that must be fulfilled through PO receipts.

•         Projected return: The quantity of this item you expect to receive in customer returns and have available to fulfill backorders. You can set the Projected returns for each item. The system checks the projected return field only if the item has a soldout control status of 2 (include on-order quantity on purchase orders); see Working with Soldout Controls (WSLD).

Positive Quantity Available

If the quantity available is a positive number, the system increments the quantity reserved (in the Rsv field) immediately (when using Immediate Reservation), so that the item is reserved for the current order and not for another person's order.

Negative Quantity Available

If the quantity available is a negative number, the system:

•         Does not reserve the item in any warehouse (because there is none to reserve)

•         Displays a negative number in the Avl field equal to the quantity ordered (if the entire order quantity is backordered). Also, if the entire order quantity is sold out, no Qty is provided, and the order totals do not increase.

Partial Quantity Available

If the system finds a portion of the order quantity available in the warehouse, it will reserve what it can and backorder or sell out the rest. The Rsv field displays the quantity reserved and the Avl field displays the quantity backordered as a negative number. Any quantity sold out does not appear in the Qty field and does not increase the order totals.

The quantity available for each of these fields represents the quantity at the Item/Warehouse level, which may be:

•         The warehouse list for the item, which is structured so that inventory will be reserved from the warehouse closest to the shipping destination.

•         Or, the warehouse defined at the item detail line level (this is an override to the warehouse defined for the order).

•         Or, the warehouse defined for the order.

•         Or, several different warehouses (if the quantity ordered of the item is not completely available in a single warehouse and you can ship from multiple warehouses, as defined in the Split Line Over Multi Whse (B19) system control value),

•         Or, a single warehouse (based on the value in the Split Line Over Multi Whse (B19) system control value).

Display of this field: The Hide Item Availability in Order Entry (J66) system control value controls whether this screen displays the available quantity.

Numeric, 7 positions; display-only, updated by the system.

Sts (Status)

The current status of the order detail line. The status field is blank (Open) or is set to an S (soldout) during Order Entry:

Open Status

An item is assigned an open status when it is added to an order and it is currently “active” in your inventory.

Sold Out Status

The system changes the status of the item to S (Sold Out), based on one of these values in the S/O control field for the item:

•         1 = Sell out item immediately, or

•         2 = Sell out item when the quantity available plus the quantity on-order on purchase orders is exhausted. or

•         3 = Sell out item when the quantity available is exhausted,

The system prints a Soldout Notification Card for mail order customers if a discontinued item is ordered; phone order customers are notified of the discontinued status while placing the order. These customers do not receive soldout notifications.

If a partial quantity of the item is sold out on the order line, the order line status is still open. The order line and order totals reflect the line quantity that is reserved or backordered, but do not reflect the soldout quantity. You can select Change for the item to review the quantity of the order line that is reserved or sold out.

Soldout Controls for Non-Allocatable Warehouses

If the Disregard Soldout Controls for Non-Allocatable Warehouses (J27) system control value is selected, the system disregards soldout control rules for inventory reserved against a non-allocatable warehouse. If the item cannot be reserved, the system backorders the item in the non-allocatable warehouse.

You can reserve against a non-allocatable warehouse if the Reserve from Non-Allocatable Warehouse (J25) system control value is selected.

Other Status Codes

There are several other order detail line status codes that are assigned by the system at other points during the life of an order detail line, including:

•         C = Canceled

•         X = Closed (item was shipped to customer)

•         E = Error (the item ordered through a phone service included data errors that you must correct)

•         B = Express bill (no pick slip produced for item, because item already removed from inventory; order moves directly to billing status)

•         H = Held

•         SP = The item is flagged for store pickup. See Store Pickup Orders for background.

Alphanumeric, 1 position; display-only.

Exp (Expected receipt date)

The date on which a purchase order that can fulfill this order detail line is expected. The expected date is provided only if:

•         there are open (unreceived) purchase orders that can fulfill this item detail line. The expected receipt date is cleared once the purchase order is received through Purchase Order Receiving.

•         inventory that can fulfill this item detail line is located in a pending putaway warehouse. The expected receipt date is cleared once the inventory in the pending putaway warehouse is moved to the “final destination” warehouse. See Pending Putaway Overview.

Finished goods: The system uses this field for finished good items that are created through the work order process to indicate the date the finished good item will be ready for sale if the Use Work Order Processing (E37) system control value is selected. The Expected due date for finished good items that is provided here is taken from the date entered on the work order header. See Finished Good Work Order Processing (WWOR).

Drop ships: This date is included for drop ship items only if the Assign Drop Ship Expected Ship Date (I59) system control value is selected. See that system control value for more information.

Display of this field: The Display Reserved and Exp Date in OEOM (J02) secured feature controls whether this screen displays the expected receipt date.

Numeric, 6 positions; display-only.

Item (Item code)

The code of the item being ordered. Item codes are defined in and validated against the Item table. This is the base item code.

The item alias is provided here if the customer ordered using an alias and the Display Item Alias (D56) field in the System Control table is selected.

Alphanumeric, 12 positions; display-only.

Order qty (Quantity ordered)

The number of units being ordered. Brought forward from the previous screen if:

•         you entered a value in the Qty field

•         the value defaulted from the Default Order Quantity (B30) system control value

No Order quantity is displayed if you:

•         advanced from the Select Incentive Group Window by selecting Incentive price for the item

•         did not enter a quantity on the Work with Order Lines screen

In this situation, you can complete the Qty field, below.

Numeric, 5 positions; display-only.

Item description (Unlabeled field below Item field)

The description associated with the item.

Alphanumeric, 120 positions; display-only.

SKU

The specific style of the item, in terms of color, size, width, or some other identifying attribute that makes this item unique.

Every SKU defined for the item appears in the SKU Scan window.

SKUs sort on this screen alphanumerically by the SKU sort sequence number assigned to each SKU. SKUs that are not assigned a SKU sort sequence number display at the top of the list alphanumerically by SKU code. See SKU Sort Sequence Numbers for an overview.

Alphanumeric, three 4-position fields; display-only.

SKU description (Unlabeled field to the right of the SKU)

The description associated with the SKU code, as defined in the SKU table.

Alphanumeric, 25 positions; display-only.

Sts (Status)

A code that identifies the status of the SKU in your inventory. Set to selected if the item is flagged as a discontinued.

•         Selected = SKU is discontinued.

•         Unselected = SKU is not discontinued; it is an active unit of inventory.

The system allows you to enter orders for discontinued items. The value in the S/O control field for the item, if any, determines whether the system changes the status of the discontinued item to “sold out”:

•         Immediately, or

•         When the quantity available is exhausted, or

•         When the quantity available plus the quantity on-order on purchase orders is exhausted.

The system prints a Soldout Notification Card for mail order customers if a discontinued item is ordered; phone order customers are notified of the discontinued status while placing the order. These customers do not receive soldout notifications.

Avail (Quantity available)

This is the quantity of this item that is available to sell across all shippable warehouses. A negative quantity indicates that the SKU is unavailable in your inventory and is backordered.

Numeric, 7 positions; display-only, updated by the system.

Qty

The number of units of this SKU being ordered. Available only if you did not specify a quantity on the previous screen.

Maximum quantity entry:

•         If you advanced from the Select Incentive Group Window by selecting Incentive price for the item, the system does not let you enter a quantity greater than the Qty limit specified for the promotional pricing. See Upselling with Promotional Pricing for an overview.

•         The Maximum Order Quantity (C60) system control value and the Allow Maximum Order Quantity Override (A70) secured feature control your ability to exceed a given order line quantity, while the Maximum Order Line Value (E98) system control value and Allow Maximum Order Line Value Override (A69) secured feature control your ability to exceed a given order line value.

Numeric, 5 positions; optional or display-only.

Expected date

The date on which the next purchase order for this SKU is due. The expected date is cleared once the purchase order is received through Purchase Order Receiving.

Pending Putaway Warehouse

An expected date also is provided for inventory located in a pending putaway warehouse. This date represents the date the inventory will be moved to its “final destination” warehouse. See Pending Putaway Overview.

Finished goods: The system uses this field for finished good items that are created through the work order process to indicate the date the finished good item will be ready for sale if the Use Work Order Processing (E37) system control value is selected. The Expected due date for finished good items that is provided here is taken from the date entered on the work order header. See Finished Good Work Order Processing (WWOR).

Drop ships: This date is included for drop ship items only if the Assign Drop Ship Expected Ship Date (I59) system control value is selected. See that system control value for more information.

Numeric, 6 positions, in user date format; display-only.

Expected qty

The number of units of the SKU ordered on the purchase order.

Pending Putaway Warehouse

The number of units of the SKU located in a pending putaway warehouse. See Pending Putaway Overview.

Numeric, 7 positions; display-only.

Review on-hand availability statistics for the SKU across all shippable warehouses

Select Availability for a SKU to advance to the Item Availability Screen.

Review any special pricing promotions for the SKU in the SKU/Offer table

Select Prices for a SKU to display the Quantity Pricing pop-up window. See Upselling the Customer in Order Entry.

Review the PO delivery schedule for the SKU

Select POs for an SKU to display the Display Open Purchase Orders Screen.

Search for the item across warehouses and stores in external systems

Select Merch Locator for an item to advance to the Merchandise Locator Search Window (Searching for an Item). You cannot perform a merchandise locator search for an item/SKU if:

•         the Use Merchandise Locator (I38) system control value is unselected. Otherwise, the system displays an error message: Merchandise Locator is not enabled.

•         you have already entered an Ord qty to add to the order.

•         the item is:

•         soldout, canceled or closed

•         included on a printed pick slip (however, if the pick slips have been voided, you can use the merchandise locator option)

•         a component of a set

•         a membership item

•         a subscription item

•         not flagged as OROB eligible

See Merchandise Locator API.

Review the original offer price and the incentive price for the SKU

Select Incentive price for the SKU to advance to the Incentive Price Window. This option is available only if you advanced to the SKU Scan screen from the Select Incentive Group Window.

Note:  If you advanced to the SKU Scan screen by selecting Incentive price for the item at the Select Incentive Group Window, you will need to select Options on/off before this option is available.

Variable set (Variable set item description)

Displays the description of the variable set, brought forward from the Description field in the Item table.

Alphanumeric, 120 positions; display-only.

Order #

Displays the number assigned by the system to identify this order. This information is brought forward to this screen from the previous screen.

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

Group

Displays the number and description of the group of variable set component items, as defined in the Variable Set Groups table. See Entering Variable Set Information (WVST).

Group number: Numeric, 3 positions; display-only.

Group description: Alphanumeric, 30 positions; display-only.

# of items allowed

Displays the required quantity of this variable set component item, as defined in the # of items field in the Variable Set Groups table.

The system validates that the customer orders this number of items from the variable set group. The value in the # selected field must equal this value.

Numeric, 6 positions; display-only.

# selected

The quantity of the variable set component item ordered from the variable set group. The system updates this value as variable set component items are added to the order.

The system validates that the customer selects the required number of component items from each group, as defined in the # of items allowed field. The system does not allow you to accept your entries unless the # selected value equal the # of items allowed value.

Numeric, 6 positions; display-only.

Qty

The number of units of this variable set component item. This is the amount of the item being ordered.

Numeric, 5 positions; display-only.

Item

The code for a variable set component item number, as defined in the Item table and assigned to the variable set in the Variable Set Components table.

Alphanumeric, 12 positions; display-only.

SKU

The specific style of the item, in terms of color, size, width, or some other identifying attribute that makes this item unique.

Alphanumeric, three 4-position fields; display-only.

Description

The description associated with the item.

Alphanumeric, 25 positions; display-only.

Selected

The quantity of this variable set component item currently selected for the order.

The system updates this number as this item is added to the order.

Numeric, 7 positions; display-only, updated by the system.

Offer price

The price defined for this variable set component item.

If selected, this item will be added to the order at the offer price.

Numeric, 8 positions; display-only, updated by the system.

Select a variable set component item

Select an item.

Remove a variable set component item from the order

Select Unselect for an item.

     BU001           CHOC LRGE          1      2.51    A   0    N         2.51

005 CHOCOLATE EASTER BUNNY     Rsv:     1  Avl:      26                      

Update any information for the item, review how the system priced the item, and review the quantity and date the inventory was reserved by the system

Select Change for the item to advance to the Work with Order Line Screen (Changing/Adding an Item).

Note:  This option is controlled by the Set Component Maintenance (J01) secured feature for set component items. If you do not have the required authority, the system displays an error message: Not authorized to change, delete, cancel, or sell out a set component.

Remove the item from the order immediately

Select Delete for the item to delete it. The lines are resequenced, reusing the line number of the deleted line.

Note:  This option is controlled by the Set Component Maintenance (J01) secured feature for set component items. If you do not have the required authority, the system displays an error message: Not authorized to change, delete, cancel, or sell out a set component.

Review the pending deliveries of this item on purchase orders placed with your suppliers

Select POs for the item to advance to the Display Open Purchase Orders Screen.

Review the availability of an item across all shippable warehouses

Select Availability for the item to advance to the Item Availability Screen.

Review additional items coordinated with the item for cross-selling purposes

Select Coordinates for the item to advance to the Display Coordinate Items Window if any coordinates are linked with the ordered item.

Enter a coupon to apply to the order or item

Select Coupons for the item to advance to the Coupon Discount Window.

Search for the item across warehouses and stores in external systems

Select Merchandise Locator for an item to advance to the Merchandise Locator Search Window (Searching for an Item). You cannot perform a merchandise locator search for an item/SKU if:

•         the Use Merchandise Locator (I38) system control value is unselected. Otherwise, the system displays an error message: Merchandise Locator is not enabled.

•         you have already entered an Ord qty to add to the order.

•         the item is:

•         soldout, canceled or closed

•         included on a printed pick slip (however, if the pick slips have been voided, you can use the merchandise locator option)

•         a component of a set

•         a membership item

•         a subscription item

•         not flagged as OROB eligible

See Merchandise Locator API.

Attach messages behind the item detail line that optionally print on the pick slip and/or invoice or are used for internal reference

Select Messages for the item to advance to the Work with Order Line Messages Screen.

Review the quantity break prices for the item (as defined for the Item/Offer) to upsell the customer

Select Prices for the item to review the Display Quantity Pricing pop-up window. See Upselling the Customer in Order Entry.

Sell out an item

Select Sell Out to put the order line in sold out status and recalculate tax.

Note:  This option is controlled by the Set Component Maintenance (J01) secured feature for set component items. If you do not have the required authority, the system displays an error message: Not authorized to change, delete, cancel, or sell out a set component.

Modify the special handling instructions and charges (for engraving, monogramming, altering, etc.) of an item eligible for special handling, as defined for the Item/Offer

Select Special Handling for the item to advance to Work with Special Handling Screen or Work with Custom Special Handling Screen.

Note:  This option is not available if the additional charge code used for the special handling format applied to the item is suppressed; see Special Handling Overview for a discussion.

Review additional order detail lines on the order

Select the Next or Prev button; this button displays on the lower right of the screen if additional order detail lines exist on the order beyond those currently displayed. Use this button to review or work with these items.

Accept, validate, and process the order.

Select Accept Order; see Accepting or Rejecting the Order.

Reject (cancel) the order

Select Reject Order; see Accepting or Rejecting the Order.

Enter a recipient order

Select Add Recipient; see Adding a Recipient Order in Order Entry.

Note:  

•         You will first advance to the Work with Order/Recap Screen if the Display Order Recap (A75) system control value is selected.

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

Add an item to the order while defining line overrides at any level, such as offer, source code, warehouse, etc.

Select Add Line to advance to the Work with Order Line Screen (Changing/Adding an Item).

Add additional charges to the order

Select Additional Charges to advance to the Enter Additional Charges Window.

Enter or verify order messages.

Select Messages to advance to the Work with Order Messages Screen.

Display additional options

Select More Options to advance to the Display More Options Screen.

Return to the Work with Order screen

Select Order Header.

Add payment information to the order.

Select Pay Methods; see Enter Payment Method Screen.

Obtain information about compatible items.

Select Relationships to advance to the Select Item Relationships Window.

Apply or review order-level coupons, apply any order-level discounts to the order totals or review any promotions that currently apply to the order

Select Reprice. See Order Repricing, Premiums, Discounts, and Promotions.

Work with order information for each recipient order.

Select Summary to advance to the Display Order Summary Screen.

Review items on the order.

Select Scan Order Lines to advance to the Scan Order Lines Screen.

Find a store location where the items are available so the customer can pick up the order at the store

Select Store Pickup to advance to the Merchandise Locator Search Window (Store Pickup).

Note:  

•         This option is available only if the Use Merchandise Locator (I38) system control value is selected and the Store Pickup Order Type (L33) system control value specifies an order type. Also, this option is available in order entry only, and not in order maintenance.

•         You cannot select the Store Pickup option if the order includes any items that:

-      are not flagged OROB eligible

-      have special handling instructions or have the Gift wrap flag selected

-      are held

Also, the order must:

-      not include more than one ship-to

-      include at least one item that is not sold out

-      not be a ship-for-pickup order

See Store Pickup Orders for an overview and more background.

ship via override on freight (order audit discount type FV)

Working with Promotions (WPRO)

ship via override on additional freight (order audit discount type AV)

ship via override on order promotion (order audit discount type OV)

free freight (order audit discount type FF)

freight override (order audit discount type FO)

additional charge discount for additional freight promotion (order audit discount type AA)

additional charge discount for freight promotion (order audit discount type FA)

additional charge discount for order promotion (order audit discount type OA)

Note:  If you specify an additional charge code for the promotion, the discount will appear on the order as a credit additional charge and will be included in the Order Discount Audit table. If you do not specify an additional charge code for the promotion, the discount amount is prorated against the items on the order and will not be included in the Order Discount Audit table.

additional charge discount for tiered promotion (order audit discount type TA)

free gift for tiered promotion (order audit discount type TG)

free gift added for BOGO (Buy One/Get One Free) promotion (order audit discount type FB)

Note:  No record is created for an order line that discounted or changed to “no charge” through a BOGO promotion, but not added automatically through the promotion.

price table premiums (order audit discount type PT)

Working with Price Tables (WPTB)

free gift by source or offer (order audit discount type FG)

Note:  Free gifts set up for the source code override free gifts set up for the offer. If an order would qualify for both the offer and source code free gifts, only the source code's free gift is added to the order.

Working with Source Codes (WSRC) or Working with Offers (WOFR)

additional charge discount based on offer (order audit discount type RA)

Note:  If the Prorate Dollar Discounts and Coupons (D90) system control value is unselected, the system adds these discounts to the order as a negative additional charge, or credit. However, if this system control value is selected, the dollar discount is applied on a pro-rata basis to each item on the order and is reflected in the selling price.

Working with Offers (WOFR)

additional charge discount based on source (order audit discount type SA)

Note:  If the Prorate Dollar Discounts and Coupons (D90) system control value is unselected, the system adds these discounts to the order as a negative additional charge, or credit. However, if this system control value is selected, the dollar discount is applied on a pro-rata basis to each item on the order and is reflected in the selling price.

Working with Source Codes (WSRC)

package inserts (order audit discount type PI)

Note:  The system adds package insert items to the order only if the Evaluate Promotional Items/Inserts in Order Entry/Maintenance (E48) system control value is selected.

Package Insert Processing (WPIP)

Note:  The order discount audit discounts do not change the price of an existing order line.

Company

The company where the order is located.

Numeric, 3 positions.

Order #

The order number associated with the discounts.

Numeric, 8 positions.

Ship to #

The ship to number associated with the discounts.

Numeric, 3 positions.

Seq #

The sequence in which the discounts have been applied to the order.

Numeric, 5 positions.

Type

The type of order audit discount.

Valid values:

•         AA = additional charge discount for additional freight promotion

•         AV = ship via override on additional freight

•         FA = additional charge discount for freight promotion

•         FB = free gift added for BOGO (Buy One/Get One Free) promotion

•         FF = free freight

•         FG = free gift by source or offer

•         FO = freight override

•         FV = ship via override on freight

•         OA = additional charge discount for order promotion

•         OV = ship via override on order promotion

•         PI = package inserts

•         PT = price table premiums

•         RA = additional charge discount based on offer

•         SA = additional charge discount based on source (discount type

•         TA = additional charge discount for tiered promotion

•         TG = free gift for tiered promotion

See Order Audit Discounts for more information.

Alphanumeric, 2 positions.

Original freight amt

The amount of freight applied to the order before the discount was applied to the order.

Numeric, 13 positions with a 2-place decimal.

Promotion freight amt

The amount of freight applied to the order after the discount was applied to the order.

Numeric, 13 positions with a 2-place decimal.

Additional chg seq #

The sequence in which the additional charge code associated with the discount was applied to the order.

Numeric, 2 positions.

Additional chg amt

The amount defined for the additional charge code that was applied to the order. This amount represents the discount amount.

Numeric, 13 positions with a 2-place decimal.

Original ship via

The ship via assigned to the order before the discount was applied to the order.

Numeric, 2 positions.

Promotion ship via

The ship via assigned to the order after the discount was applied to the order.

Numeric, 2 positions.

ODT seq #

The order detail line sequence number associated with the discount, if any, including a free gift added through a BOGO (Buy One/Get One Free) promotion.

See Sequence of Order Line Numbers in the Order Discount Audit for more information.

Numeric, 5 positions.

1

1

AB10

28.00

Original order line on the order.

2

2

BC10

0.00

Free gift for source code because the merchandise total is greater than $25.00. (discount type FG)

1

1

AB10

28.00

Original order line on the order.

2

2

BC10

0.00

Free gift for source code because the merchandise total is greater than $25.00. (discount type FG)

3

3

CD10

20.00

Last item added to the order.

1

1

AB10

28.00

Original order line on the order.

2

3

CD10

20.00

Last item added to the order.

3

4

BC10

0.00

Free gift for source code because the merchandise total is greater than $25.00. (discount type FG)

4

5

EF

0.00

Package insert item added for item CD10. (discount type PI)

Notice the order line sequence number assigned to each order line.

•         order line 1 = order line sequence number 1

•         order line 2 = order line sequence number 3

•         order line 3 = order line sequence number 4

•         order line 4 = order line sequence number 5

This is because each time the system reevaluates the order for order audit discounts, the system first removes the order audit discounts that previously applied to the order (in this example, the free gift on line 2) and then applies the order audit discounts that currently apply to the order.

1.

Coupon Discount Window

You have set up any coupon promotions in Working with Coupon Promotions (WCPR)

2.

Display Premiums Screen (Price Table Premiums)

You use Working with Price Tables (WPTB) to apply price tables, and the order qualifies for a premium item.

3.

Enter Promotion Code Screen

The Allow Manual Entry of Promotion Code (I63) and the Prorate Dollar Discounts and Coupons (D90) system control value are selected.

4.

Enter Coupon Discount Amount Window

The Prorate Dollar Discounts and Coupons (D90) system control value is selected and the Automatically Reprice Coupon (K02) system control value is unselected.

5.

Enter Loyalty Award Discount Window

The Use ORCE Loyalty (M06) and Prorate Dollar Discounts and Coupons (D90) system control values are selected, the sold to customer on the order is assigned to a loyalty card in Oracle Retail Customer Engagement, and there are current awards associated with the customer’s loyalty account that are available for redemption.

Item

The premium item, specified in the price table, that the order qualifies for. Eligibility for premium items can be based on unit quantity or total dollars of a particular item or a group of items, or both. See Working with Price Tables (WPTB) for information on working with premium items and price tables.

Item codes are defined in and validated against the Item table.

Alphanumeric, 12 positions; display-only.

SKU

The premium item's unique characteristics, such as its color and size.

Alphanumeric, three 4-position fields; display-only.

Description

The description associated with the premium item.

Alphanumeric, 20 positions; display-only.

Quantity

The quantity of the premium item earned by the order. The quantity may be a flat amount for each qualifying order, or a multiple of each qualifying amount. For example, if the customer earns a single premium item for each $50.00 merchandise total for a group of items, and the premium item is set up as a multiple, the customer would earn a quantity of 2 premium items for a $100.00 merchandise total.

Numeric, 5 positions; display-only.

Price

The dollar amount to charge for the premium items.

Numeric, 13 positions with a 2-place decimal; display-only.

Add

Indicates whether to add the premium item to the order. Valid values are:

•         Y = Add the premium item to the order. If the premium item is a “no charge” item (the Price displayed is .00), this flag defaults to Y.

•         N = Do not add the premium item to the order. If there is a charge associated with the premium item, this flag defaults to N.

Promotion code

Enter a promotion code to apply that promotion to the order.

You can prompt on the Promotion code field to advance to the Select Promotion window. The setting of the Search Promotions by Start Date in Order Entry (M27) system control value defines how promotions sort on the Select Promotion window:

•         If selected, the Select Promotion window sorts active promotions in ascending start date sequence. You can use the Start Date, Promotion, Description, and Type fields to search for a specific promotion.

•         If unselected, the Select Promotion window sorts active promotions in ascending promotion code sequence. You can use the Promotion and Description fields to search for a specific promotion.

Promotion codes are defined in and validated against the Promotion table. You can enter multiple promotion codes of each type, and the system determines which promotion(s) to apply to the order based on your setup.

See Working with Promotions (WPRO) for setup information and an overview on promotions.

Alphanumeric, 7 positions; Optional.

For each promotion selected for the order:

The system verifies that each entry represents a valid promotion code and that the promotion is active. Additionally, the system verifies that the order is currently eligible for the promotion based on certain basic criteria at the time of entry, although the order might not ultimately be eligible for each promotion entered.

Promotion

The promotion code selected for the order.

Alphanumeric, 7 positions; display-only.

Description

A description of the promotion.

Alphanumeric, 30 positions; display-only.

Start Date

The date when the promotion first becomes effective.

Numeric, 6 positions; display-only.

End Date

The last date when the promotion is effective.

Numeric, 6 positions; display-only.

Type

The type of promotion.

Valid values are:

•         Additional freight

•         BOGO

•         Freight

•         Item Category

•         Order

•         Tiered discount

•         blank = Messaging or reporting promotion

Alphanumeric, 30 positions; display-only.

Coupon amount

The amount of the coupon the system applies to the order.

The system applies any coupon amount you enter across all items on the order on a pro-rata basis. If any dollar discounts by source code or offer apply, the system applies them as well, along with any other end-of-order repricing or discounting you have defined.

Numeric, 13 positions with a 2-place decimal; optional.

G/M (Gross profit margin)

The unit amount of the order's merchandise that exceeds the cost of all of the item's on the order. You can use gross margin to determine the profit of an order based on each item's selling price. See Determining Gross Profit for more information on the calculations the system performs to determine gross margin and gross margin percentage.

The Display Gross Margin (A65) secured feature controls whether this field is provided in order entry, maintenance, inquiry and item availability.

Numeric, 13 positions with a 2-place decimal; optional.

G/M% (Gross profit margin percent)

The percentage of the order's merchandise that exceeds the cost of all of the items on the order. You can use gross margin to determine the profit of an order based on each item's selling price. See Determining Gross Profit for the calculations the system performs to determine gross margin and gross margin percentage.

The Display Gross Margin (A65) secured feature controls whether this field is provided in order entry, maintenance, inquiry and item availability.

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

Pay type

A user-defined code that represents the method of payment on the order.

Valid pay types are defined in and validated against the Pay Type table. See Working with Pay Types (WPAY).

The pay type that appears at the top of this pop-up window represents a cash/check pay type.

Numeric, 2 positions; display-only, updated by the system.

Description (unlabeled field below the Pay type field)

A description associated with this payment method. For example, this field may contain the description CASH/CHECK when using a cash/check payment type to prepay the order.

Alphanumeric, 30 positions; display-only, updated by the system.

Amount

The total dollar value of the cash or check paytype.

Numeric, 13 positions with a 2-place decimal; required.

Routing #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a routing number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value:

A Routing Number is required for check interface payment types.

Alphanumeric, 9 positions; optional.

Account # (Checking account number)

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value:

A Checking account number is required for check interface payment types.

Alphanumeric, 20 positions; optional.

Check #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26)e system control value:

A check number is required for check interface payment types.

Numeric, 6 positions; optional.

Charge sequence

The order in which the system should charge each pay type when the customer uses several payment types. Defaults to 1. See Enter Payment Method Screen.

Numeric, 2 positions; required.

Pay type

A user-defined code that represents the method of payment on the order. If the credit card number has been replaced with a token, this field is display-only.

Valid pay types are defined in and validated against the Pay Type table. See Working with Pay Types (WPAY).

Selecting a Different Pay Type: The pay type listed on this window is a credit card pay type, such as:

•         regular credit card, such as Mastercard or VISA

•         stored value card

•         debit card

Each of these examples represents a Card type. You can change the pay type code to another card, if needed. For example, you can use this window to switch from a VISA card to American Express, since they are both regular credit cards; however, you should not use this window to switch from a VISA card to stored value card, or vice versa, as each card type has different entry requirements.

To Change the Pay Type to a Different Card Type: To change the pay type to a different Card type, you should select Exit and enter the new payment method at the Enter Payment Method Screen or the Work with Order/Recap Screen.

See Types of Credit Cards for more information.

Numeric, 2 positions; display-only, updated by the system.

Description (unlabeled field)

A description associated with this payment method. For example, this field may contain the description CREDIT CARD when using a credit card payment type to charge the order.

Alphanumeric, 30 positions; display-only, updated by the system.

Credit card #

The number of the credit card payment method used on the order. This number is a token instead of the actual credit card number if the Tokenized field for the Order Payment Method record is Y; in this situation, the credit card number is display-only.

All cards must be authorized, either manually or by a credit card authorization service.

Credit card number format: If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number is in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Display-only? This field is display-only (for a tokenized credit card) or blank (for other credit card types) if the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature. A message indicates if the operator tries to enter a credit card number: Cursor in protected area of display. However, if a valid credit card number has already been entered, the system does not indicate an error for the payment method.

Tokenization: If the Request token field for the authorization service defined for the credit card pay type is selected, the system sends a Token Request to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is selected and a token is not returned in the Token Response, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted. See the Data Security and Encryption Guide on My Oracle Support (1988467.1) for more information.

Last four: The system stores the last four digits of the actual credit card number in the CC Last 4 field in the Order Payment Method table in order to verify the card with the customer.

Changing: If you change the credit card number in order maintenance or through Resubmitting Rejected Deposits (SRDP), the system writes an order payment history record indicating that the credit card number has been changed. See the Display Order Payment History Screen for more information.

Alphanumeric, 20 positions; required.

Expiration date

The date (in MMYY format) up until which the credit card is valid. For example, enter 1206 if the credit card expires in December of 2006.

The Require expiration date flag for the pay type controls whether this field is a required entry.

This field is blank if the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature. A message indicates if the operator tries to enter an expiration date: Cursor in protected area of display. However, if a valid expiration date has already been entered, the system does not indicate an error for the payment method.

Numeric, 4 positions; required or optional, based on the Require expiration date flag for the pay type.

SVC ID #

The ID number for the stored value card payment. Define an ID number only if your stored value card processor supports it. Order Management System stores the ID number in the OPM SVC ID Storage field in the Order Payment Method table and includes it in the authorization request and deposit request sent for the stored value card payment.

Numeric, 9 positions; optional.

Amount

The total dollar value to charge to this paytype.

Leave this field blank if:

•         the customer is using just this card to pay for the order; the system charges this card the total amount due on the order; or,

•         this is the “catch-all” payment method; the system uses this card to charge the total balance remaining on the order after any other payment method has been charged.

The system issues a message for you to delete this amount if:

•         The customer is using only this card to pay for the order

•         You accept the order by selecting Accept or Accept/Add Rcp

•         The dollar amount you specified is insufficient to cover the order.

After you delete the amount, the system charges the card the entire amount of the order and you avoid a balance-due situation.

See Enter Payment Method Screen for more information about multi-pay type orders.

Numeric, 13 positions with a 2-place decimal; optional.

Authorization #

A code that indicates that the amount to charge for this card has been authorized manually or through an authorization service.

You can pre-authorize a credit card by entering an authorization number in the Authorization # field; however, you must also enter a value in the Amount field.

Enter a code in this field to pre-authorize the credit card when you do not use an authorization service to evaluate and approve your credit card orders. You can enter an authorization number in upper and lower case.

Note:  If you manually authorize a credit card, the credit card will not go out for online or batch authorization.

Secured feature: The ability of a user or user class to enter an authorization code manually for an order is controlled by the secured feature C/C Authorization Field Access (A25).

If you use an authorization service, the system updates this field when an authorization is received.

Alphanumeric, 16 positions; optional.

Authorization date

The date when this payment method was authorized manually or by an authorization service.

You must enter an authorization date if you entered an authorization number in the Authorization# field.

If you use an authorization service, the system updates this field when an authorization is received.

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

Card security value

The credit card’s security value.

American Express: The card security value, or CID (card identification number), is a 4-digit number imprinted, not embossed, on an American Express credit card. The card security value is displayed above and to the right of the imprinted credit card number on the front of the card.

Discover: The card security value, or CID (card identification number), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

VISA: The card security value, or CVV2 (card verification value), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

MasterCard: The card security value, or CVC2 (card validation code), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

Reducing fraud: Authorization services use card security identification to help reduce fraud by verifying that the credit card is present at the point of sale and to ensure that the credit card data from the transaction matches the data stored by the authorization service for that card.

The card security value and card security presence are used for the processing of VISA, Discover, Master Card, and AMEX online authorization transactions only; the card security value and presence are informational-only for every other credit card transaction. The card security response received for the authorization is stored in the Vendor response 2 field in the Authorization History table.

Note:  The system removes the card security value from an order when the order is accepted, even if an approved online authorization has not been received on the order; no message is written to Order History. Card security processing is not available during batch authorization or deposit processing.

See Credit Card Security Service (CID, CVV2, CVC2).

Numeric, 4 positions; optional.

Card security presence

Indicates to the authorization service whether a card security value (CID, CVV, CVC) is present on the credit card. If a card security presence exists for the credit card payment method, the authorization service performs card security identification.

Valid values:

•         Value Present = card security value is present on the credit card.

•         Value Illegible = card security value is present on the credit card, but is illegible.

•         No Value = card security value is not present on the credit card.

If you select Value Present and do not enter a number in the Card security value field, an error message indicates: Card security value is required.

If you select Value Illegible or No Value and a number is defined in the Card security value field, an error message indicates: Card security value must be blank.

See Credit Card Security Service (CID, CVV2, CVC2).

Optional.

Issue #

An incremental issue number which some banks assign when they replace a card, such as a debit card, because it is lost or stolen. It is important to enter the issue number exactly as it appears on the card. For example, an issue number of 0 is different from an issue number of 00, and an issue number of 1 is different from an issue number of 01.

Required? An issue number may be required, based on the setting of the Require issue # field for the pay type. If it is required and you do not enter an issue number, the system displays an error message:

Credit card issue# () is not valid.

Note:  An entry of 00 (two zeros) is not considered a valid issue number.

Alphanumeric, 2 positions; required or optional based on the Require issue # flag for the pay type.

Start date

The month and year when the card becomes effective.

Required? The Require start date flag for the pay type controls whether the start date is required for the pay type. If the start date is required but not entered, the system displays an error message:

Credit card start date (0) is not valid.

Even if you require a start date for a pay type, the system does not validate that the start date is on or before the current date. Typically, if your authorization service requires a start date for this pay type, the service would validate that the start date has passed.

Numeric, 4 positions (MMYY format): required or optional based on the Require start date flag for the pay type.

Charge sequence

The order in which the system should charge each pay type when the customer uses more than one payment method. Defaults to 2 for a stored value card, or 3 for any other type of credit card. See Determining the Charge Sequence for more information.

Numeric, 2 positions; required.

Pay plan (Deferred or installment payment plan)

A code representing a deferred or installment payment plan. Only credit cards whose Card type is Credit card are eligible for payment plans.

If the operator does not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only.

See Assigning a Payment Plan to the Order for more information on how the system determines the payment plan to assign to an order.

Payment plans are defined in and validated against the Flexible Payment Option table. See Working with Flexible Payment Options (WFPO).

Alphanumeric, 5 positions; optional.

1.

Enter the credit card number in the Credit card # field.

Note:  To change the pay type to a different Card type, you should select Exit and enter the new payment method at the Enter Payment Method Screen or the Work with Order/Recap Screen. See Types of Credit Cards for more information.

2.

Enter the date the credit card expires in the Expiration date field, using MMYY format.

3.

Leave the Amount field blank if the credit card is the only payment method on the order or if the credit card will serve as the “catch-all” pay type on a multi-pay type order.

4.

Optionally, enter an authorization code in the Authorization # field to preauthorize (manually authorize) the credit card. You must enter an associated dollar amount to authorize in the Amount field. The system updates this field if you use an authorization service to authorize this credit card. You can enter an authorization number in upper and lower case.

5.

If you entered an authorization number, enter the date on which you authorized the credit card manually. The system updates this field if you use an authorization service to authorize this credit card.

6.

Optionally, enter the CID number defined for the credit card and the CID indicator if you wish to use credit card identification verification.

7.

Select OK to attach this payment information to the order. If the Request token field for the authorization service defined for the credit card pay type is selected, the system sends a Token Request to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is selected and a token is not returned in the Token Response, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted. See the Data Security and Encryption Guide on My Oracle Support (1988467.1) for more information.

Perform an interactive balance inquiry against a stored value card payment method

Select Balance Inquiry.

The system interactively performs a stored value card balance inquiry; see Stored Value Card Balance Inquiry (MSVB).

An error message indicates if you have not yet created the stored value card payment method on the order: Must create pay method before Balance Inquiry.

An error message indicates if you select this option for a payment method other than stored value card: Pay type not eligible for balance inquiry.

WO$ (Write-off dollars)

The accumulated amount of write-offs (overpayments minus underpayments) for this customer that can be used as payment on the current order when you select Conv w/o $ to pmt.

Indicates whether the customer's write-off balance is positive or negative.

The system issues a message if you select Conv w/o $ to pmt when the write-off balance is 0 or negative:

Cannot use as payment; write-off amount is zero or negative.

Applying Write-off Dollars as an Order Payment: If the resulting refund/balance due write-off value is positive, the WO$ field is provided on this screen and displays a value that the customer can use as payment on the order.

Select Conv w/o $ to pmt for the system to apply the entire amount of the refund/balance due write-off as payment on the order. The system adds an order payment method on the Payment Method screen using the payment type defined in the Default Cash Pay Type (C07) field in the System Control table.

The system issues a refund check for the customer if the addition of the write-off dollars to the order results in an overpayment.

Applying Write-off Dollars as Additional Charges: If the resulting refund/balance due write-off value is negative, the WO$ field is provided on this screen and displays a value that you can apply to the order as an additional charge.

Select Conv w/o $ to chrg for the system to apply the entire amount of the refund/balance due write-off as an additional charge on the order. The system will use the additional charge code from the Default Additional Charge Code (C45) field in the System Control table. This amount will be added to the amount the customer owes for the current order. The system will add an additional charge to the Enter Additional Charges Window; the system will convert the negative balance due amount to a positive charge on the order.

Numeric, 20 positions with a 2-place decimal; display-only, updated by the system.

Pay type

A user-defined code for a method of payment on the order. Valid payment types are defined in and validated against the Pay Type table. See Working with Pay Types (WPAY).

The pay type code and description display on the lower portion of the screen for payment methods that you have already entered.

Assigning a Customer Bill To: The system creates a bill-to automatically for the order and uses the customer's name and address as the billing address when a billing account does not exist for the customer.

The bill-to created by the system is attached to the current order only.

Check Interface Pay Type: You can send check information to an outside service for verification by defining a check pay type in the Check Interface Payment Type (G26) system control value.

When you add the check interface payment method to an order, the system:

•         requires entry of the Routing number, Checking account number, and Check number fields on this screen or the Enter Cash Control For Window (Cash/Check Payment Type).

•         does not allow you to define a dollar amount for the payment method. If you try to enter a dollar amount, the system displays an error message: A check amount cannot be entered prior to check interface download processing.

•         does not allow you to enter a credit card payment method to the order since you cannot define two payment methods on the order that have a blank dollar amount.

•         places the order on CI (check interface) hold.

•         adds an additional charge to the order if an additional charge code has been defined in the Check Interface Additional Charge Code (G27) system control value.

Restricted payment method: You cannot apply the Order Broker Payment Type (K98) to an order; instead, the screen displays an error, such as Pay type (06-BROKER PAY TYPE ) is restricted. 

Numeric, 2 positions; display-only, required.

CC #

The number of the credit card or stored value card used on the order. The Scan Credit Card Accounts Screen displays if you prompt on this field and you have defined the credit card pay type associated with the data loaded from GECC in the Pay type field. This screen allows you to scan for the credit card number of the customer placing the order.

All cards must be authorized, either manually or by a credit card authorization service.

The credit card number is indicated on the bottom half of the screen for credit card payment types that have already been added to the order.

Credit card number format: If you do not have authority to the Display Full Credit Card Number (B14) secured feature, the credit card number is in the format specified at the Credit Card Number Layout Screen for the associated pay type. For example, ************1443 may display instead of the entire credit card number. See Credit Card Number Format for an overview.

Note:  The credit card number does not display on the screen if the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature.

Tokenization: If the Request token field for the authorization service defined for the credit card pay type is selected, the system sends a Token Request to the authorization service to replace the credit card number with a token. If the Require Credit Card Token (L40) system control value is selected and a token is not returned in the Token Response, the system displays the Tokenization Warning window and requires you to enter a different form of payment on the order before it can be accepted. See the Data Security and Encryption Guide on My Oracle Support (1988467.1) for more information.

Last four: The system stores the last four digits of the actual credit card number in the CC Last 4 field in the Order Payment Method table in order to verify the card with the customer.

Alphanumeric, 20 positions; required.

Exp date

The date (in MMYY format) up until which a credit card is valid. For example, enter 1206 if the credit card expires in December of 2006.

The Require expiration date flag for the pay type controls whether this field is a required entry.

The expiration date is on the bottom half of the screen for credit card payment types that have already been added to the order unless the operator does not have authority to the Restrict Access to Credit Card Numbers in OI and OM (A88) secured feature.

Numeric, 4 positions; required or optional, based on the Require expiration date flag for the pay type.

Issue #

An incremental issue number which some banks assign when they replace a credit card, such as a debit card, because it is lost or stolen. It is important to enter the issue number exactly as it appears on the card. For example, an issue number of 0 is different from an issue number of 00, and an issue number of 1 is different from an issue number of 01.

Required? An issue number may be required for a credit card or debit card, based on the setting of the Require issue # field for the pay type. If it is required and you do not enter an issue number, the system displays an error message: Credit card issue# () is not valid.

Note:  An entry of 00 (two zeros) is not considered a valid issue number.

The issue number is a valid entry only for a credit card payment method, such as a debit card.

Alphanumeric, 2 positions; required or optional based on the Require issue # flag for the pay type.

Start date

The month and year when a credit or debit card becomes effective.

Required? The Require start date flag for the pay type controls whether the start date is required for a credit card pay type. If the start date is required but not entered, the system displays an error message: Credit card start date (0) is not valid.

The start date is a valid entry only for a credit card payment method, such as a debit card.

Even if you require a start date for a pay type, the system does not validate that the start date is on or before the current date. Typically, if your authorization service requires a start date for this pay type, the service would validate that the start date has passed.

Numeric, 4 positions (MMYY format): required or optional based on the Require start date flag for the pay type.

Plan (Deferred or installment payment plan code)

A code that represents the deferred or installment payment plan you wish to assign to this order. An order is eligible for a payment plan only if it uses a credit card whose Card type is Credit Card) rather than, for example, a stored value card. See Types of Credit Cards for more information.

Included only if the Deferred and Installment Billing (F51) system control value is selected.

If an operator does not have authority to the Override Deferred and Installment Billing Options (A81) secured feature, this field is display-only.

An error message indicates if an operator enters a payment plan code and the order is not eligible.

See Assigning a Payment Plan to the Order on how the system determines the payment plan to assign to the order.

Payment plans are defined in and validated against the Flexible Payment Option table. See Working with Flexible Payment Options (WFPO).

Alphanumeric, 5 positions; optional.

Auth #

A code that indicates that the amount to charge for this credit card payment type has been authorized manually or through a credit card authorization service.

You can preauthorize a credit card by entering an authorization number in the Authorization # field; however, you must also enter a value in the Amount field.

Enter a code in this field to preauthorize the credit card when you do not use an authorization service to evaluate and approve your credit card orders. You can enter an authorization number in upper and lower case.

Secured feature: The ability of a user or user class to enter an authorization code manually for an order is controlled by the secured feature C/C Authorization Field Access (A25).

If you use an authorization service, the system updates this field when an authorization is received.

Alphanumeric, 16 positions; optional.

Authorization date

The date when this payment method received an authorization manually or by an authorization service.

You must enter an authorization date if you entered an authorization number in the Authorization# field.

If you use an authorization service, the system updates this field when an authorization is received.

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

Ord total

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

Numeric, 20 positions with a 2-place decimal; display-only, updated by the system.

Auth amt

The amount you wish to manually authorize for this credit card.

Numeric, 13 positions with a 2-place decimal; required.

CSV (card security value)

The credit card’s security value.

American Express: The card security value, or CID (card identification number), is a 4-digit number imprinted, not embossed, on an American Express credit card. The card security value is above and to the right of the imprinted credit card number on the front of the card.

Discover: The card security value, or CID (card identification number), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

VISA: The card security value, or CVV2 (card verification value), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

MasterCard: The card security value, or CVC2 (card validation code), is a 3-digit number in reverse indent printing located on the signature panel on the reverse side of the credit card following the account number.

Reducing fraud: Authorization services use card security identification to help reduce fraud by verifying that the credit card is present at the point of sale and to ensure that the credit card data from the transaction matches the data stored by the authorization service for that card.

The card security value and card security presence are used for the processing of VISA, Discover, Master Card, and American Express online authorization transactions only; the card security value and presence are informational-only for every other credit card transaction. The card security response received for the authorization is stored in the Vendor response 2 field in the Authorization History table.

Note:  The system removes the card security value from an order when the order is accepted, even if an approved online authorization has not been received on the order; no message is written to Order History. Card security processing is not available during batch authorization or deposit processing.

See Credit Card Security Service (CID, CVV2, CVC2).

Numeric, 4 positions; optional.

CSP (card security presence)

Indicates to the authorization service whether a card security value (CID, CVV, CVC) is present on the credit card. If a card security presence exists for the credit card payment method, the authorization service performs card security identification.

Valid values:

Valid values:

•         Value Present = card security value is present on the credit card.

•         Value Illegible = card security value is present on the credit card, but is illegible.

•         No Value = card security value is not present on the credit card.

•         If you select Value Present and do not enter a number in the Card security value field, an error message indicates: Card security value is required.

If you select Value Illegible or No Value and a number is defined in the Card security value field, an error message indicates: Card security value must be blank.

See Credit Card Security Service (CID, CVV2, CVC2).

Optional.

Amount

The total dollar value of this payment type.

When to enter an amount? Enter an amount for cash/check payment types. If the amount you enter is less than the order total, the system displays the following message: Order total not equal to paid amount.

Enter an amount if using a credit card that is not the only form of payment on the order and another payment type is used as the “catch- all” payment type. See Pay Type Editing for more information.

When to leave this field blank? Leave this field blank:

•         when entering a check interface payment type.

•         when the customer is using only this credit card to pay for the order (the system charges this credit card the total amount due on the order).

•         for one credit card payment type if the customer is using multiple payment methods on the order (the system charges the credit card the outstanding balance that is not charged to other payment types).

The system issues a message for you to delete this amount if:

•         The customer is using only this credit card to pay for the order, and

•         You accept the order, and

•         The dollar amount is insufficient to cover the order.

Catch-all payment types: A catch-all payment type is a payment type that will be charged the outstanding balance on an order when the customer is using several payment methods on the order. You can identify a payment type as the catch-all payment type by leaving the Amount field blank.

You can use these payment methods as the catch-all payment type:

•         Credit card (including other card types)

•         the check pay type defined in the Check Interface Payment Type (G26) system control value.

You can identify only one payment type on the order as the catch-all payment type.

You cannot identify a cash/check payment type as the “catch-all” payment type, because the customer drafts the check for a specific amount. A “catch-all” payment type, however, will be charged whatever amount is not charged to other payment types on the order. This is an open- ended payment type that will “catch” the customer underpayment, charge the balance, and avoid a balance due situation.

Numeric, 13 positions with a 2-place decimal; entry requirements depend on payment type.

Charge sequence

The order in which the system should charge each pay type when the customer uses several payment types. Indicates when each payment type will be billed by the system as merchandise is shipped. See Determining the Charge Sequence for more information.

The charge sequence is provided for each entered payment method on the lower portion of the screen, and is enterable.

Numeric, 2 positions; optional.

SVC ID #

The ID number for the stored value card payment. Define an ID number only if your stored value card processor supports it. Order Management System stores the ID number in the OPM SVC ID Storage field in the Order Payment Method table and includes it in the authorization request and deposit request sent for the stored value card payment.

Numeric, 9 positions; optional.

Pay bal (Payment balance)

The amount remaining to charge on an order. The system uses this calculation to determine the payment balance: order total - total order payments = payment balance

Represents the amount charged to the catch all pay type on a multi-pay type order.

Example:  

The order total = 100.00

Pay type 1 = 45.00

Pay type 2 = 15.00

Pay type 3 (catch all) = 0.00

100.00 - 60.00 = 40.00 (this is the amount charged to the catch all pay type).

This amount is a negative value if the customer overpays or a return or exchange is performed.

Numeric, 20 positions with a 2-place decimal; display-only.

Routing

Check Interface payment: An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value. An error message indicates if you do not enter a routing number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Routing Number is required for check interface payment types.

An error message indicates if you enter a routing number for a pay type that does not represent pay category Cash/Check: A routing number cannot be entered for this pay type.

Alphanumeric, 9 positions; optional.

Acct (Account #)

Check Interface payment: An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value. An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A Checking account number is required for check interface payment types.

An error message indicates if you enter a routing number for a pay type that does not represent pay category Cash/Check: A routing number cannot be entered for this pay type.

Alphanumeric, 20 positions; optional.

Check #

An informational field that is required if the pay type you define equals the pay type defined in the Check Interface Payment Type (G26) system control value.

An error message indicates if you do not enter a checking account number and the pay type you defined equals the pay type defined in the Check Interface Payment Type (G26) system control value: A check number is required for check interface payment types.

An error message indicates if you enter a check number for a pay type that does not represent pay category Cash/Check: A check number cannot be entered for this pay type.

Numeric, 6 positions; optional.

Ord discount (Order discount)

The total discount applied to the order across all ship to customers. The total discount is calculated by comparing the selling price with the item/SKU offer price. If you use a price override on any of the order lines, or if it defaults from the Default Price Override Reason (B35) system control value:

•         If the price override reason code’s Override item offer price field is selected, the Ord discount includes any discounts that reduce the selling price from the price override amount you entered for the order line; however, it does not include the amount of the price override itself. For example, if an accompanying item normally priced at $2.00 is added to the order at no charge, the $2.00 is not included in the order discount amount.

•         If the price override reason code’s Override item offer price field is unselected, and:

-      you override an existing item/SKU offer price for the item: the Ord discount includes the difference between the original item/SKU offer price and the final selling price, including the price override and any other discounts.

-      there is no item/SKU offer price for the item: the order detail line does not affect the Ord discount total.

Note:  Provided only if the Display Discount on Order Recap Screen (D38) system control value is selected.

Numeric, 20 positions with a 2-place decimal; display-only.

CC Last 4

The last four positions of the credit card number. Updates the CC Last 4 field in the Order Payment Method table.

If you use credit card encryption, the system does not encrypt the value in this field.

Alphanumeric, 4 positions; display-only.

Change a payment method.

Select Change for the payment method to change it. See Rules for Pay Type Combinations.

Delete a payment method.

Select Delete for the payment method to delete it.

See Rules for Pay Type Combinations.

Perform online credit card authorization against a credit card payment method.

This option is not available in order entry. 

An error message indicates: Option is valid only in Order Maintenance

See Accepting or Rejecting the Order for more information on performing online credit card authorization during order entry.

Perform an interactive balance inquiry against a stored value card payment method

Select Balance Inquiry for a stored value card payment method.

The system interactively performs a stored value card balance inquiry; see Stored Value Card Balance Inquiry (MSVB).

An error message indicates if you enter this option for a payment method other than stored value card: Pay type not eligible for balance inquiry.