Creating Orders or Quotes

• Enter the name of the customer.

• Click to access the Company - Summary page to view information about the customer. Order Capture opens a new window to access the Customer Data Model.

You can create a new customer directly from the Entry Form page using the Quick Create functionality. To create a new customer:

1. Enter a customer name.

2. Click Search to access the Search For Sold To Customer page.

3. From the Select Action field, select one of the following:

   • Create Company.

   • Create Company With Contact.

   • Create Company With Site.

   • Create Consumer.

   • Create Consumer With Contact.

4. Click Go to access the page that you selected.

5. Populate all fields associated with a customer from on the Quick Create page.

6. Click Save to save the information for the new customer.

See Understanding Delivered System Data for BO Search and Quick Create.

The primary Sold To contact defaults here. You can change the contact to any valid Sold To contact associated with this customer for this transaction by selecting from the prompt.

Click to access the Search For Contact Of [company] page to view, select, or add contacts for the company.

If you wish to select a new customer and contact, click the Search Again link that is available. The current customer information will be erased from the order.

Select a business unit to use for this order or quote.

Based on the tableset control setup, this field may appear as a read only field with one designated business unit, or a drop-down list box where users can select a business unit from the list for the order or quote. The system locates the default business unit (by taking the Order Capture unit that is specified on the User Preferences page for the user who logged on, or by identifying the default business unit that is specified in the Order Capture Definition component if the former is unavailable). If more than one business unit in the system have their RO_01 (order capture setup tables) record group associated with the same setID as the default business unit, all these business units are then listed in this field. Otherwise, only the default business unit appears in this field and it is not editable.

See Understanding Business Units in PeopleSoft CRM.

Displays the status of the order or quote.

Common statuses are:

• Open: the order is still being created.

• Submitted: the order has been submitted.

• On Hold: there was a problem when the order was submitted.

• In Fulfillment: the order is being processed.

• Complete: the order is finished (fulfilled).

Select a code that uniquely identifies the promotional offer, if applicable. Products assigned to this promotion will then display a promotional price, rather than their regular price.

See Understanding Campaigns and Activities.

Priorities appear by default from the Order Capture Business Unit. You can change the priority for the order or quote to Urgent, High, Medium, or Low.

Enter the date that the order needs to be fulfilled. This field is empty by default and a value is optional as long as the order is not yet submitted. The Fulfill By date will automatically be populated by the order upon submittal. By default, it's the same as the Earliest date that is calculated by the system and it can be updated manually.

An order is referred to as a future dated order if its fulfill by date is a date in the future. A future dated order would be queued until the date when the order should be fulfilled.

Displays the date that the order can be fulfilled at the earliest.

This field will appear if any of the products on the order has a defined lead time on its product definition. The system uses this formula to calculate the earliest fulfillment date:

Order created date + Product lead time

Click to view or hide additional details about the order.

Enter a description for the order if needed.

Identify the source of the order or quote as either CTI, Fax, Phone, Self Service, or Supply Chain.

Select the sub source of the order to indicate the origin from where the order is created. Available sub source values are based on the selected source. The default value of this field is specified in the definition of the associated order capture business unit.

Sub sources are established in the Order Capture Workbench.

(Optional) Enter the order date that Enterprise Pricer will use in the pricing process.

If a date is specified as the price as of date, it is used to match the start and end dates of price lists and price rules for retrieving list prices as well as price adjustments.

The system populates the date when the order is created.

You can enter a date in the future or in the past.

Select the currency to use for the order or quote. This defaults based on the business unit.

Indicates the total price of the order as it stands with the currently added products and the discounts applied.

Enter the date due for the quote. Due Date can be used if the customer has requested pricing information by a certain date, or if the quote is part of a request for quote (RFQ) that is due by a certain time. A default date may populate this field if specified during business unit setup.

Enter the expiration date for the quote. A default date may populate this field if specified during business unit setup.

Displays the total number of times the quote has been revised.

Order Capture provides this field so that PeopleSoft Sales can populate its relevant data in the quote. The value amount is transferred from an opportunity if populated on the opportunity.

Click to view an up-sell or cross-sell opportunity. The up-sell alert appears on the order line if there is an upsell or cross-sell opportunity associated with the product.

Click to transfer to a modal page and configure the product package using Lightly Configurator. If the product package has already been configured, the name of the link is changed to Reconfigure Package.

See Configuring Products.

Click to add product attributes to an order or quote line on a modal page that appears. Always specify the attribute value for products with required attributes.

See Product Definition - Attributes Page.

Displays the list price of the product as defined in the matching price list or the Product Price component (if matching price list is unavailable), which is the default option for displaying initial product list prices on orders that is set at the business unit level. It is the base price that the system uses for calculating price adjustments and the total price of the order line.

Displays the net price of the product, which can be the same as the list price, or different from the list price in the case when price adjustments are applied (manually by CSRs or by price rules).

Product Unit Price = Product List Price + (applicable price adjustments)

This value is modifiable. If you want to override the list price in the order line, specify the new price in the Unit Price field.

Displays the subtotal of the corresponding order line.

Total Price = Unit Price x Order Quantity

Displays, if available, the last available discount amount that has applied to the product list price of the corresponding order line.

Select a promotion code for the line. If you add a product to the order line using the promotion code, the associated promotion code populates this field.

If an activity is direct with an Order Capture integration, the Offer/Promotion Code of the activity will default to both the Order Details Promotion Code and the Line Detail Pricing Adjustment Promotion Code.

If you have a promotion code, you must use capture level pricing instead of line level pricing.

Enter the amount of the adjustment you want to apply to this order line. You can choose to enter either a percentage or an actual currency amount. Select Percent or Amount in the next field to decide whether the number you enter here will be a percentage of the price, or a static currency adjustment.

Identifies the adjustment field as an exact Amount or a Percentage.

Select whether the price adjustment is a Discount or a Surcharge.

Click to apply the discount or surcharge to the order line. The system updates the Total Price and Discount fields of the order line.

Click to access the Price Adjustments page to view the price adjustments that have been applied to the order line currently (both manual and price rule adjustments). You have the choice to delete pricing adjustments if the order has not been submitted.

Click the Check Availability link to conduct a real-time availability check. An integration with the PeopleSoft SCM or a third-party inventory system should be up and running for this link to be operative.

If successful, the process returns a numerical count of the remaining number of products in stock for those products that you have selected. If the response fails to return (for example, integration issue or system down, this link is renamed to Availability Check Failed.

This link is applicable to tangible products.

Select to allow partial shipment of the order line.

This option is applicable to tangible products.

Enter the product ID or a description to search for a product or product package. The system retrieves all the products that you have requested and enters each product on a new line. You can enter more than one product at a time by separating the product IDs or descriptions with semicolons. Be sure to leave no spaces between the IDs or descriptions. This field contains processing logic so that you do not need to enter exact information. Partial matches retrieve the Product Search Results Page, which lists all of the closest matches.

Click to view catalogs that are associated with this business unit. You can make selections from available catalogs and compare products. You can then add product selections directly to the order form.

Select to access the Products Promotions page to view the promotions that are defined in Marketing for the customer.

If the customer only qualifies for one offer, then the order is populated with that offer code. If the customer qualifies for multiple offers, the offer codes are available in a pull-down in the Order so that the user can select the appropriate one.

Displays the customer who the order will be shipped to. Click to access the Company page in the Customer Data Model.

Click to select a different ship to customer.

Select a shipping contact for the customer.

Select a shipping address for the customer.

Select a carrier service. Applicable carriers that are to be used by the system are set up in CARRIER_TBL.

See Setting Up Freight Integration.

Select the requested arrival date for the product(s) being shipped. If the order is a future dated order, the shipping Arrival Date must be after the Fulfill By date, otherwise the order will go on hold.

Enter any additional information about the shipment.

Select if the shipment is exempt from taxes. If selected, Order Capture displays the Exemption Certificate field where you select a tax exemption certificate.

Click to select the site and address or to add a site address. After you select a site, Order Capture displays the site name, which you can then click on to access the Site page in the Customer Data Model.

See Defining Creation and Update Rules for Installed Products.

Select a site contact for the customer.

The primary address associated with the site appears here.

See How Installed Products Are Created and Updated.

Select a line to split the order into multiple shipment.

After you select a line, click to split a line to create multiple shipments.

Click to combine the shipment with the previous shipment. This button appears after you split a shipment

Click to view or hide details about the shipment.

Click to select the site and address or to add a site address. After you select a site, Order Capture displays the site name, which you can then click on to access the Site page in the Customer Data Model.

See Defining Creation and Update Rules for Installed Products.

Select a site contact for the customer.

Displays the primary address associated with the site appears here.

See How Installed Products Are Created and Updated.

Click to view the Lines for this Destination section under the Advanced Shipping section.

Both the Shipping Summary and Installation Site (if available) sections are combined and renamed the Advanced Shipping section. CSRs choose to work with the advanced mode of the form typically when there is a need to split shipments, in which case the installation sites would likely to be different for each shipment.

The Lines for this Destination section shows all products tied to the shipment. You can split a shipment so that certain lines are:

• Shipped to a different address.

• Shipped using a different shipping method.

• Assigned to a different site.

• Assigned a different requested date.

Displays the customer who the order will be billed to. Click the link to access the Company page in the Customer Data Model to view customer detail.

Click to select a different bill-to customer, if available. The system displays additional companies that are specified in the Send Bills To section of on the Company - Summary: Purchasing Info page. These companies have a Billed To relationship with the sold-to customer, which is either the one that appears on the order header, or the one that is currently selected in the Related Customer section of the order (in case of a convergent order that can include more than one customer for package migration purposes).

See Purchasing Info Page.

Select a billing contact for the customer.

Select a billing address for the customer.

Enter the purchase order number, if one exists for the customer.

Select this check box if a purchase order has been received.

Select this payment option if you want to issue an invoice to the customer.

Select terms of payment if Invoice is selected as the payment method. This field is unavailable for edit if invoice is not the selected payment method.

Select this payment option if you want to charge the customer using a credit card.

Select an existing credit card from available values or add a new credit card.

Click to access the Edit Credit Card page (RO_CREDITCARD_SEC) to add new or edit existing credit card information for the customer.

Enter the card verification code of the selected credit card (a 3-digit or 4-digit number). After you enter the number for the first time and tab out of this field, the system masks the entered number automatically and displays it in the form of XXX.

This field becomes required if the Credit Card Verification Number Required option is selected on the General Options page.

The system deletes the verification number permanently from the database after the order is submitted and the credit card authorization process is completed (whether passed or failed), or if the order is being canceled.

For future dated orders, their verification numbers are stored in the database, and will be removed when the fulfill by date is reached AND the orders are submitted.

Lists the total one-time charges of the order.

Displays the order-level pricing adjustments.

Order Capture integrates with Taxware, Vertex, and WorldTax to calculate VAT and other taxes.

Make sure that your tax integration options for Order Capture are set up on the Business Unit Definition page and tax provider page prior to using the functionality at runtime.

Click to manually invoke the pricing engine and any third-party calculations such as VAT, taxes, and shipping, and update the total amount charged to this order or quote. This is then reflected in Total One Time Charges.

Enter the amount of the adjustment you want to apply to this order line. You can choose to enter either a percentage discount or an actual currency discount. Select Percent or Amount in the Pct/Amt field to decide whether the number you enter here will be a percentage of the price, or a static currency adjustment.

Identifies the adjustment field as an exact Amount or a Percentage.

Cascade Manual Adjustment adds this price adjustment to all existing adjustments, whereas Replace Manual Adjustments replaces any manual adjustments with the current discount being applied.

Displays One-time Charges, which is the default charge type to which the manual adjustment applies.

Select Discount or Surcharge.

You can target the discount for the current line that you are looking at, in which case you select Apply to this order line, or you can apply the discount to the whole order, by choosing Apply to entire order.

Click to apply the manual price adjustment to the order line. The system updates values of the Total Price, Unit Price and Discount fields accordingly.

Click to add the corresponding product to the order.

Click to replace the ordered product of this line detail with the product corresponding to this icon.

Click to view the comparison between the ordered product of this line detail and the product corresponding to this icon.