Maintaining Header and Line Information

Order

If you are using auto-numbering, the order number is assigned after you save the order.

Order Date

When you create a new order, the current date is the default order date. If you update an existing order, the order date is the initial date the order was created.

When the order is placed on hold, either manually or through the online or background process, ORDER HOLD appears to the right of the Order Date field. To see the reason for the hold, or to add or inactivate a hold, click Hold/Change Reasons link from the Header menu on the Order Entry Form page to access the Header Hold/Change Reasons page.

Order Group

Automatically populated by the preferences for the person entering the order (if one is defined on the User Preferences - Orders - Sales page). If an order group has not been defined previously, you must enter one.

Sold To

You cannot change the sold to customer ID after lines are associated with the order. If, after entering a sales order, you need to change the sold to customer ID, cancel the order and enter a new order for the correct sold to customer.

Keep in mind that changing the sold-to customer after entering the product and quantity can cause data integrity problems in a deferred processing environment.

Source

Indicates how an order was received (for example, by phone). Automatically populated by the order group or from preferences for the person entering the order.

You can enter or change the value here unless the order originates from PeopleSoft Contracts (indicated by a CA value) or is a replacement order for an PeopleSoft Contracts order (indicated by an RCA value).

Arbitration Plan

Displays the pricing arbitration plan associated with the sold to customer on the Sold To Options page. If the customer does not have an associated plan and is not part of a customer group with an associated plan, then the system uses the default arbitration plan set up on the Arbitration Plan page in PeopleSoft Enterprise Pricer.

Weight and Volume

Automatically populated by your selection on the Sold To Options page. If this field is blank, and the weight and volume pricing processing option is selected on the Order Entry Features page, then you can enter a weight and volume rule.

Select Weight & Volume Price Calc. in the Header Menu field on the Order Entry Form page to manually calculate the weight and volume pricing and open the Deliveries page to view how it was calculated.

Exclusive Pricing ID

This ID represents a pricing arbitration plan that has price rules directly attached to it. An exclusive pricing ID may appear by default from the order group, or you can select one. The exclusive pricing ID appears by default on the order line and schedule; you can change it in both places.

Pricing Date

The value is an alternative value for Order Date. If it is provided, it is used as the Order Date in the pricing calculation. Options are: Effective Date, Order Date, Requested Arrival Date, Schedule Ship Date, System Date. For example, use the System Date to replace the Order Date to price the order with the current pricing criteria if a line is added to an existing order.

Freight Charge Method

If you are calculating freight charges, select Quantity, Value, Volume, or Weight as a method.

Customer Channel

Use the customer channel to divide customers for reporting, trade spending, and integration with PeopleSoft Demand Planning.

Quotation Number

If you create the sales order from a quote, the number of the quote appears here. You can also enter a number to associate a quote with an order.

Allow Product Substitutions

Automatically populated based on your selection on the customer General Information - Sold To Options page. Choose an alternate product if one exists during order entry, or substitute an item during the picking process in PeopleSoft Inventory.

Payment Method

When you select Credit Card as the payment method, the Credit Card Data button is active.

Letter of Credit ID

If you have defined a letter of credit in PeopleSoft Treasury for the customer, then select a letter of credit ID.

Bill Type

Automatically populated by the Bill To Options page. If you have not set up a bill type at the customer level, the bill type identifier from the Accounting and Billing page on the Order Management business unit definition is the default. You can have only one bill type per order.

Freight Bill

Select or override to determine whether you want freight to be billed at order entry or shipping.

See Setting Up Basic Information for Freight Charges.

SubCustomer 1 and SubCustomer 2

If you are using subcustomers, they appear by default from the Miscellaneous General Info page for the customer.

Direct Invoicing

Select to have PeopleSoft Billing finalize and print an invoice for the order immediately after shipping.

Bill Only Sales Order

This option designates that the order is at the customer site and will be billed when it is sold as part of a supplier managed inventory.

Update Schedules

Click the link to access the Update Schedules page to make changes to the schedules in the order.

Partial Order

Indicates whether your customer accepts partial orders.

Single Ship Flag

Select Yes if the customer wants all the schedules that make up the order to be shipped together. All of the schedules must be on the same shipment.

VMI Ship To (supplier managed inventory ship to)

Provided by default from the VMI Options page in the customer component designating that the inventory on the order is managed at the customer site.

Exemption Certificate

Select a value or enter the certificate number that is supplied when placing the order. Define tax exemption certificates on the General Information - Tax Exempt Certificate Info page. Because a customer may have multiple exemption certificates for different types of purchases and for different jurisdictions, this field has no default.

Buying Agreement ID

Automatically populated by the sold-to customer or from the customer group associated with the sold-to customer if the buying agreements is defined as the default. You can change this value.

Standard Discount

Displays the discount applied to each sales order line, in addition to any price rule adjustments.

PO Number (purchase order number)

If you indicated on the General Information - Bill To Options page that this bill to customer requires a purchase order on all orders, then you must enter a value in the PO Number field if a blanket PO number does not automatically appear.

If you enter a purchase order number that is already in use by another order, a message appears asking if you want to view the other orders that reference the purchase order number.

Confirming PO Received (confirming purchase order received)

Automatically selected if you have received a copy of the purchase order.

Payment Terms ID

The value appears by default from the Bill to Options page for the customer. The terms can by changed here.

Order Owner

Defaults from user preferences and defines the owner for the order. The value prints on the goods receipt and it used for pegging notifications.

Revision

The revision field has no processing associated with it at this time.

Product ID

Click a product ID to copy lines to this order from purchase history. The product ID, quantity, and unit of measure are copied. The remaining fields are automatically populated as if the order line was entered manually.

Line

The automatic increment for this field is controlled at the business unit level on the Order Management Definition - Order Management Setup page.

Status

Select the status of the order line. The default is the order header status.

Hold

The line is on hold if an L appears in the column. To view the hold code reason, select the Holds/Change Reasons link from the More list box. If any of a line's schedules are on hold, then an S appears. If there are line and schedule holds, then L/S appears.

Product ID

Select a product ID, based on the product catalogs available to the customer, or manually enter an ID. If you have not assigned product catalogs to the customer, all products in your system are available.

If you are using the Lookup Product ID prompt for an UPC or UPN Product Source and multiple product IDs are assigned to the UPC or UPN code, use the Select Product page determine which one to use.

Quantity

Enter an order quantity in the increment required for the unit of measure. Valid increments are set up on the Product Attributes by UOM page and apply only to the line, not the schedule.

UOM (unit of measure)

Establish the default ordering UOM for the product on the Product Attributes by UOM page. If other valid UOMs exist for the product, you can change the value.

Pick-Up

Designates that the customer will be taking the products with them. If a load or route is present, the option cannot be selected.

See Understanding Counter Sales.

Unit Price

This value appears after you enter a Quantity and UOM and click Calculate Price. Manually enter or change the price per unit if the line quantity will be sent out in one shipment; however, if multiple shipment schedules exist, you will receive a message instructing you to make the price change on each shipment schedule.

If you change the price, you must select a price adjustment reason. You can establish defaults for user preferences or the Order Management Business Unit.

Extended Amount

Appears when you click Calculate Price. The currency from the header is used by default.

Ship From

Automatically populated by the ship from warehouse for the PeopleSoft Inventory business unit. The default value depends on certain business unit and customer conditions that are detailed in the Source of Ship From Inventory Business Unit section. If the Ship From field does not display a value, the product is a service.

Use the Look Up Ship From button to view quantities available from different warehouses.

Click the button to display the Supply Source Detail page. This button appears if the line has been pegged to a purchase order, requisition, interunit transfer (MSR), or Production order.

Click the button to display the Alternate Sources of Supply page. The button appears if Manual or Automatic is selected as the Availability Option on the Order Entry Features page of the Order Management Business Unit.

Quantity Available

Displays the quantity available in the ship from PeopleSoft Inventory business unit either specified from the customer Distribution Network, alternate sourcing, the Inventory Business Unit defined on the Order Management Business Unit Shipping and Returns page or the Distribution Network defined on the Order Management Business Unit Shipping and Returns page.

Quantity Reserved

The value represents the quantity that has been reserved by the Material Reservations process either by selecting the Reserve Order or Reserve Line option on the Order Entry Form page or at Save time.

Quantity Shipped

Displays the quantity that has shipped.

Number of Schedules

If the order line has more than one schedule, the number of schedules appears as the last column in the display grid.

Click the Kit Component Detail button to view the components of the nonconfigured kit on the Kit Component Qty Detail page.

Order Group

Automatically populated from the header. You can change it here.

Customer Item Number

If the product source is not Customer, then the customer ID corresponding to the product source and product ID appears.

System Product ID

If the product source is not System, then the system product ID corresponding to the product source and product ID appears.

The prompt for product ID displays the description from the product alias along with the systems product description.

UPC Code

If the product source is not UPC, then the UPC code corresponding to the product source and product ID appears.

Universal

If the product source is not Universal, then the UPN code corresponding to the product source and product ID appears.

Pricing UOM (pricing unit of measure)

You can price in a different UOM than the ordering UOM. The value appears by default from the Product Attributes by UOM page.

Quantity Backordered

Displays the unshipped quantity, if the line is partially shipped.

Quantity Promised

If using ATP (available to promise), the value represents the quantity that has been promised for the line.

Skip Promising

If you do not want the line to be promised for an ATP item, select the option. Otherwise it will be automatically promised when the order is saved.

Skip Lot Allocation

Select this option to bypass lot allocation. Otherwise it will be lot allocated when you save the order as long as it is a lot allocated item and you selected the Lot Allocate at Save option on the Order Entry Feature page for the business unit.

Benefit Identification

A value is required if the transaction is identified as an Indian sale. The tax transaction types are valid for export sales:

DEB (direct export with bond)

DEWB (direct export without bond)

LEB (local export with bond)

LEWB (local export without bond)

Intrastat

If you are operating in a country that requires Intrastat reporting and this order line or schedule is an Intrastat transaction, select this check box. If it is, make a selection from the Replacement list box. Intrastat reporting distinguishes between original shipments, shipments that are a replacement for products that were previously shipped and returned, and shipments that are a replacement for products that were previously shipped and must be replaced but were not returned.

Replacement

If Intrastat is selected, select Not Applicable, Replace Goods Not Returned, or Replacement of Returned Goods.

Direct Ship from Supplier

Select this option if the product is shipped directly from a supplier to your customer. Enter this information on the Product Definition - Options 2 page. You can also use direct ship to ship a product directly from the supplier when that product is normally stocked in PeopleSoft Inventory. Selecting direct ship will assign a source type of requisition or purchase order and a disposition of direct ship to the order schedule.

Reason

Displays tax reason codes for Italian regulations.

Load ID

Enter a load ID to include this order line on a preestablished load in PeopleSoft Inventory. The load's carrier ID, ship via information, and scheduled ship date (if applicable) are displayed, overwriting defaults that may have come from the buying agreement, customer, or header. These fields are not available for data entry.

Route

When you save the order, the system assigns a route code if the ship from inventory business unit is set up for routes and the line qualifies to be added to the route. The system searches the routes to find a match by inventory business unit, customer, ship-to customer, address, and ship via value. If the system finds a match, it adds a route code. If you know the route code, you can enter it while you complete the line information.

The Route Stop Number appears for the route.

See Routes.

Claimback Contract ID

If you are using claimbacks and the Automatically Apply option in the Claimback SetID Options is set to either First to Expire or Largest Claimback Amount, click the Calculate Price button to have the system apply a claimback to the sales order. Once the claimback has been added, you can choose another claimback from the available options.

When you click the find button to the right of the Claimback Contract ID field, a custom search page appears. It enables you to select a claimback contract to apply to the sales order line or schedule. It limits the displayed claimback contracts to only those contracts that are valid based on Order Management Business Unit, (Sold -To) Customer ID or Customer Group, Product ID or Product Group, and valid start and end dates. Also included in the search list is the claimback contract description, supplier, start and end dates, claimback amount, claimback percent, and Cost Fixed from Contract flag.

Buying Agreement ID

Displays the buying agreement ID associated with this line. The default value comes from the order header.

Buying Agreement Line

Displays the line number of the buying agreement line associated with this order line. This number is assigned if the price is derived from the buying agreement.

Customer PO (customer purchase order)

Displays the customer purchase order ID associated with this line. The default value comes from the order header.

Customer PO Line (customer purchase order line)

If the order line references a particular line on the purchase order, indicate it here. You can enter a different PO number for each order line.

Find Alternate Supply Sources

Click the link to perform alternate sourcing on each line in the grid. Each line is sourced independently. The highest priority sourcing option is assigned to the line. The button displays if Manual or Automatic is selected as the Availability Option on the Order Entry Features page of the Order Management Business Unit. If you selected Manual, you need to click the button to initiate advanced sourcing. This button will perform alternate sourcing on all the order lines currently in the sales order line grid.

Calculate Price

Click the button to calculate the price for the order. Pricing occurs when the button is clicked or when the order is saved.

Product Add

When you price the line it hits a Product Add price formula, a window displays the products eligible to add without charge or at a discount. Once you select the products to add, you can click the Product Add link to go back and review or re-select the products.

Shipment Schedules

Click the link to access the Shipment Schedules page.

Number of Lines to Copy

Enter the number and click the Copy Order Line button to copy the lines to a new or existing order.

Pricing Data

Click the link to access the Line Pricing Data page.

Gross Order Total

The list price for all schedules of the order.

Line Adjustments

Adjustments for list price for all schedules.

Order Adjustment

The amount of the adjustments to the entire order.

Total Net Price

The Gross Order Total minus the Line Adjustments and Order Adjustment.

Freight Amount

Freight charges summed for all deliveries.

Freight Tax

Freight taxes summed for all deliveries with schedules.

Freight VAT Amount and Extended VAT Amount

Appears if it is a order with VAT (value-added tax).

See Understanding How VAT is Used with Sales Orders.

Tax Amount

Sales tax summed for schedules.

Net Order Total

The Total Net Price plus VAT Amount plus Freight Charge Amount plus Freight Tax plus Tax Amount.

Total Payment Received

The total money received from the customer for the order. This amount includes all deposits and payments.

Payment Applied

The payment that has been applied, used, or refunded. It is calculated as the difference between the Total Payment Received and the Order Deposit Balance.

Order Deposit Balance

The balance of the total deposits made against the sales order minus any previously applied deposits or refund activity.

Deposit Required Basis

Displays the sum of the unfulfilled schedules that have not already had a deposit placed for them. This basis amount will be used to calculate the amount of a deposit that is to be collected for an order.

Deposit Percent

Displays the amount of the deposit to be used against the current order transaction. This amount will be automatically calculated. When calculating this amount, the system will leave enough of the deposit to cover any existing backorders. The system-generated amount can be overridden from the Record Payment page. The deposit percent appears by default from the bill-to customer and then the Order Entry Feature page for the Order Management Business Unit.

Deposit Required Amount

System-calculated amount representing the deposit amount to be collected from the customer for the current transaction. Calculated by multiplying the Deposit Required Basis times the Deposit Percent. The amount can be overridden from the Record Payment page.

Deposit Applied

Displays the current refund amount available to offset the pick up amount, any remaining monies are used to offset the Deposit Required Basis.

For example, suppose an order is completed and payment is taken for an order line that has not been shipped or picked up. Then, the order line is canceled and a new order line is added to the sales order. The system uses the refund amount available for the canceled order line as a credit to offset the pick-up amount first and the required deposit basis second.

Total Due

Displays the amount of the order that is due for the current order transaction.

Refund Due

Refund Amount displays the refund due to the customer. It is calculated as the current order deposit balance, minus the amount withheld for the backorder goods and any offset for the current transaction's pickup amount and basis for required deposit. It appears only if a refund is due.

*Payment Required

This message appears if the customer is required to make a payment at the time the order is placed. For example, if a total is due on the order and if the customer is marked as an Immediate Payment customer, then they will be required to pay in full for all items they are taking with them at the time of the order. If the customer is marked as requiring a deposit, then they will be required to pay the deposit amount at the time of the order for any items that they are not taking with them, for example, backordered or special ordered items.

See Adding General Customer Information.

*Payment Not Required

This message appears if the customer is not required to make a payment at the time the order is placed. For example, if a total is due on the order and if the customer is not marked as an Immediate Payment customer, then the customer has the option to either pay in full, pay in part, or pay later for the items they are taking with them at the time of the order. If the customer is not marked as requiring a deposit, then they will not be required to pay a deposit for any items that they are not taking with them.

Record Deposit

Click the link to access the Record Payment page to add a deposit if required.

Currency Detail

Click the link to access the Currency Data page.

Authorize Credit Card

If the payment method is credit card, click the button to authorize the credit card.

Automated Reporting Program

The automated exporter reporting program (assigned by the Bureau of Census in the U.S.) is automatically populated from the General Information - Additional Ship To Options page.

Canadian Customs Invoice

Invoice that must accompany shipments from the U.S. to Canada.

Shippers Export Declaration

U.S. Department of Commerce document describing all freight moving from the U.S. to other countries.

Certificate of Origin

U.S. certificate that guarantees that the goods are of U.S. origin (purchase or manufacture).

Price List ID

Displays the corresponding ID associated with the list price amount.

Standard Discount

Displays the standard discount, which is derived from the order group established on the Order Groups page.

List Price

Displays the base price for the UOM on the schedule. The list price comes from the price lists defined in pricing, or it is based on the price of the product in the designated ship from warehouse. If the line was created from a buying agreement, the list price that you defined for the buying agreement line appears.

Price Rule Price

Displays the price calculated after the system applies the price formulas.

Net Unit Price

Displays the price after the system has applied the standard discount and all price rule adjustments, or, if the line has been created from a buying agreement, the net unit price defined for the buying agreement line. If you change the value, enter a reason code for the change.

Price Protected

Automatically selected for order lines created from quotations. If deselected, the price on the line can change as subsequent order lines are added, and the Order Repricing process recalculates the price if needed.

For order lines created from quotations, the system automatically selects the Price Protected check box.

If the line is created from a buying agreement and you did not select Price Can Be Changed on Order for the buying agreement, then the Price Protected check box is selected and you cannot change it. If you did select Price Can be Changed on Order, the Price Protected check box is selected but you can deselect it.

The system automatically selects the Price Protectedcheck box when you make manual adjustments to prevent the adjustments from being overwritten by the Order Repricing process.

Exclusive Pricing ID

May be automatically populated by the header or order group, but you can override the value. You can see a list of all the price adjustments invoked by the exclusive pricing ID unless the order line was created from a buying agreement.

Extended List Price

Displays the quantity ordered multiplied by the list price.

Extended Net Price

Displays the quantity ordered multiplied by the net unit price.

Unit Cost

Automatically populated for stocked products and cannot be changed unless your CSRs can make margin adjustments. Establish the unit cost for stocked products when you define them in PeopleSoft Inventory.

For non-stocked and products sourced from a purchase order, the purchase order price will be displayed as the cost.

For stocked products, the cost defined by the default costing method of the item is displayed. If the cost is not defined or the costing method is Actual, then it will display No Cost/Actual.

The unit cost appears for a non-stock product if you defined the cost on the Product Price page, but you can change it.

If the unit cost for a non-stock product changes on an order-to-order basis, manually enter a value in this field.

Alt Unit Cost (alternate unit cost)

If you are using alternate costs, the value will appear. If you are not using alternate costs, the value will be the same as the unit cost. This field can only be changed if you have enabled security for margin adjustments and have enabled the margin adjustment option on the Order Entry Features page. Alternate cost is defined on the Product Definition - Options page and the Product Groups Table page.

Margin Amount, Margin Percent

The margin appears as both an amount and a percent for the unit and alternate unit cost.

Change Currency Display

Click to toggle between the transaction currency and the business unit base currency.

Reason

Select a reason code for the adjustment.

Discount

Select to enter a manual discount adjustment.

Surcharge

Select to enter a manual surcharge adjustment.

Adjustment Amount

Enter the discount or surcharge adjustment amount.

Adjustment % (adjustment percentage)

Enter a percentage, and the system calculates the discount or surcharge adjustment amount.

Price Override

Enter a completely new price.

If you are changing the price for the line and the line has already been invoiced, the new price applies only to additional quantities for the line and new schedules created from the increase. The updated price does not apply to lines that have already been invoiced. Check to see if the line has an associated invoice ID by looking at the Order Tracking - Results page.

Promotion Code

If you have PeopleSoft Promotion Management installed, you can select a promotion code in addition to a discount, surcharge, or price override. The system passes the promotion code, along with the manual adjustment, to the ORD_PRICE_ADJST table. If you select a promotion code for the adjustment only, the system finds the price formulas associated with the promotion.

Calculate Adjustment

Click to have the system adjust the price for the manual adjustment.

Buying Agreement ID

Automatically populated by the order header but can be changed.

Buying Agreement Line

If the price is assigned from the buying agreement line, select the buying agreement line number.

Buying Agreement Schedule

If this order line was created from a buying agreement release, displays the release number.

Payment Method

Displayed from the order header.

Payment Terms

Automatically populated from the order header and can be changed here.

Price Rule

Displays adjustments made to the list price that are determined by the price rule.

Action Type

The price rule action type.

Adjustment Method

Displays how the adjustment was applied.

Reason

Displays the adjustment reason if this was a manual price adjustment.

Adjustment Flag

Defines an Amount, Percent, or replacement price.

Adjustment Amount

Displays the adjustment amount from the price formula (if any).

Adjustment % (adjustment percentage)

Displays the adjustment percentage from the price formula (if any).

Amount

Displays the adjustment amount that is sent to PeopleSoft Billing.

Currency

Displays the currency of the adjustment amount.

Adjustment Type

Displays either Off-Invc (off-invoice) or Billback.