2Sales Orders

This chapter contains the following:

Create and Manage

Sign Into Order Management

Sign into Order Management so you can create and manage sales orders.

  1. Get the details you need.

    • URL that provides access to Order Management.

    • User account and password you can use to access pages in Order Management. Your user account must reference a role that has the privileges you need to manage sales orders. For example, use the ORDER_ENTRY_SPEC role.

    For details, ask your order administrator.

  2. Use a Web browser, such as Internet Explorer, to navigate to the URL that your order administrator provides.

  3. On the Order Management sign in page, enter your user name and password, then press the Enter key.

    Order Management displays the Overview page. Use it to create new sales orders and manage existing ones.

Use the Create Order page in the Order Management work area to create a new sales order.

Assume you must create a sales order for customer Computer Service and Rentals, and for item AS54888 Standard Desktop.

This topic includes example values. You might use different values, depending on your business requirements.

Create a sales order.

  1. In the Navigator, click Order Management.

  2. On the Overview page, click Tasks > Create Order.

  3. On the Create Order page, complete the order header.

    • Enter a value in the Customer field, such as Computer Service and Rentals.

      Order Management makes other order head attributes available after you enter the value. If you can't locate the customer, then your order administrator must add the customer to Order Management. For details, ask your order administrator.

    • Optional. Set sales credits. For details, see the Manage Sales Credits topic.

    • Set values in other attributes in the header, as necessary. Order Management uses some of the values you set in the order header to set values in other parts of the sales order.

      For example, if you set the Payment Term to Net 10 on the order header, then Order Management sets the Payment Term on each order line you create to Net 10. You can modify these values on the order line.

  4. In the Order Lines area, in the Select Item attribute, enter text or a number that identifies the item your customer is ordering, press TAB on your keyboard, wait for Order Management to display item details, then click Add.

    Here's how you add the AS54888 item.

    how you add the AS54888 item.

    Use the catalog line to search the catalog for items you can add to the sales order.

    If you can't locate the item, then your order administrator must add it to Order Management.

    Tip: Click the magnifying glass to do an advanced search. In the Search and Select dialog, click Advanced, expand Advanced Search, then enter a value in an attribute. For example, in the Item attribute, enter Computer, then click Search. Order Management will display all items that begin with the word Computer.
  5. Repeat step 4, but add a different item. For example, enter Monitor - 19".

  6. Optional. Validate your sales order. For details, see the Validate Sales Orders topic.

  7. Click Submit.

  8. In the Warning dialog, click Yes.

  9. Notice that Order Management adds details at the top of the order header, such as Order: Computer Service and Rentals - 422080 - Processing.

    • Computer Service and Rentals is the customer name.

    • 422080 is the order number.

    • Processing is the order status.

    Order Management transforms your sales order and schedules it for fulfillment.

Your organization might use a processing constraint that prevents you from editing an attribute. Contact your order administrator for details.

Negative Values

A negative value usually means the sales order includes an item that someone returned. Here's what Order Management does when your sales order includes a return.

  • Displays the return in a separate order line on the Order page.

  • Displays the price of each returned item in red font.

  • Subtracts the value of each return from the order total.

  • If the values of the returns are greater than the value of the order lines that Order Management hasn't returned, then it uses red font to display the value in the Total attribute. Red font indicates the value is negative.

Copy Sales Orders

Save time. Copy a sales order that already exists.

  1. Search for and open the sales order.

  2. Click Actions > Copy.

  3. In the Copy dialog, select the data you want to copy.

    • If you add a check mark to the Freeze Pricing and Shipping Charges option, then the copy doesn't reprice the order. It uses pricing from the copied order, including any manual price adjustment you made in the copied order.

      The new order won't including price changes that have happened since you created the copied order, such as a price increase or decrease. To update pricing on the new order, you can click Actions > Reprice Order.

    • If you want to enable the Freeze Tax option, you must first enable Freeze Pricing and Shipping Charges.

    • If you don't select any options, the copy action will copy the order header values and the order lines.

  4. Click Create and Edit Order

Validate Sales Orders

Order Management automatically validates your sales order when you click Submit, but you can also manually validate it before you click Submit.

Validation examines your sales order for a variety of possible errors, such as errors related to constraints, pricing, configuration, or tax processing. It also makes sure you include a value for each required attribute.

  1. On the Overview page, click Create Order.

  2. On the Create Order page, finish the sales order, then click Actions > Validate.

  3. In the Warning dialog, click Yes.

  4. If the validation finishes.

    • Without error. In the Confirmation dialog, click OK. You can submit your sales order.

    • With error. Fix each error that the Error dialog displays, then click Validate again.

      Order Management adds an error or warning icon to the order header immediately to the left of the Total attribute, and to each order line that contains an error. It also keeps the sales order in Draft status. Click the warning icon to get details about the error.

Use the Sales Credits attribute on the order header of the Create Order page to assign the revenue percentage and nonrevenue percentage of the sales credit that each salesperson whose involved with the sales order receives.

Order Management distributes the credit according to how you set these percentages. You can also manage sales credits on the order line.

A sales credit is a percentage of the total revenue of a sales order that a salesperson receives as commission for the order. Use it to.

  • Report on salesperson performance.

  • Report on achieving quota.

  • Assist with calculating compensation.

  • Assist with forecasting according to territory.

Use the Manage Sales Credits dialog to set percentages.

Sales Credit Assignment Description

Revenue Percentage

Set the percentage of the total revenue that the salesperson receives as commission for work they do that's directly related to selling the sales order.

You must distribute exactly 100% of the total revenue of the sales order.

Assume the revenue for a sales order is $100 and you add two salespeople in the Manage Sales Credits dialog.

  • If you set the revenue percentage for one salesperson to 60, then you must set the revenue percentage for the other salesperson to 40.

  • If you add only one salesperson, then you must set the revenue percentage to 100.

Nonrevenue Percentage

Set the percentage of the total revenue that the salesperson receives as commission for work they do that isn't directly related to selling the sales order. For example, for revenue from a sales bonus.

You can specify a distribution of the percentage that's equal to any fraction of the total revenue of the sales order.

Your order administrator uses Trading Community Architecture to set up each salesperson as an internal resource when the salesperson is a member of a sales organization. Order Management displays the salespeople who are related to the business unit in the Manage Sales Credits dialog. Consult your company policies to determine the salespeople you must add and the percentages to enter.

Order Management sends the sales credit details you set to Oracle Fusion Receivables, which then sends details to Oracle Fusion Incentive Compensation so it can pay commission. For details about sales credits and percentages, ask your order administrator.

Approvals and Trade

Your order administrator might set up the Order Management work area so someone must approve your sales order before sending it to order fulfillment, according to an approval rule.

Here's an example that includes one Order Entry Specialist and three approvers.

an example flow of an approval that includes one
Order Entry Specialist and three approvers

Order Management can route the sales order to each approver and track approval status while each approver finishes approval.

How Approval Works

Assume the sales order total exceeds $10,000 and your order administrator set up an rule.

  • If the sales order total exceeds $10,000, then get approval.

  • Send the approval request to your manager.

Here's the flow that this example uses.

 the flow that this example uses

Note.

  1. You create a sales order in the Order Management work area, then click Submit.

  2. If your order administrator set up approvals, and if the sales order meets the approval rule, then Order Management sets the status to Approval Pending, locks the sales order so you can't edit it, adds a lock icon immediately to the right of the order status, then sends a notification to the approver.

    To get details about the current state of the approval process, in the order header, click View Approval Information.

  3. Order Management adds a notification to the banner in the approver's work area. The approver can click the request to get details about it, add a comment, then approve or reject the request.

  4. If the approver.

    • Approves. Order Management sets the order status to Processing and sends the sales order to order fulfillment.

    • Rejects. Order Management unlocks the sales order, sets the order status to Draft, allows the approver to add a comment, then sends the sales order back to you for rework.

  5. If the approver rejects the approval request, then Order Management displays a comment that the approver added. It displays the comment as a note in the Approval Notes tab of your sales order. You can now modify the sales order and resubmit it to restart the approval process.

    The approval rule in this topic is only one example. Your order administrator might set up a variety of approval rules and different approvers.

    • A rule might test for the value of other attributes, such as quantity, a price override, and so on.

    • Approvers might include more than one person, or a group of people, such as a Sales Manager and a Sales Director.

    • Approval Notes might display details about each approver.

    If your order administrator also sets up credit check, then the credit check occurs first, then approval. For details about credit check, see the Release Holds for Order Lines That Fail Credit Check topic.

    Ask your order administrator for details about how approvals work for you.

Approve Sales Orders

Approve or reject a sales order.

Assume you're an Order Manager and you must approve any sales order that exceeds a total of $10,000. You receive a request to approve sales order 258093, but it exceeds $10,000. Your company policy states to split each sales order that exceeds this amount into more than one order so no order exceeds this amount.

  1. On the banner, click Notifications.

  2. Examine the Pending Notifications list, then click the link that's requesting approval.

    For example, click Action Required: Approval Request for Order 258093.

  3. Use the Approval Request page to get details.

    Use the Approval Request page to get details.

    Note.

    • Click View Order Details to view the sales order.

    • Examine the History area. More complex approvals might include several approval levels. The history illustrates who, what, and when for the approval. Such as who requested it, and who has approved it so far.

  4. Add a comment.

    Split order into two orders so total is less than $10,000.
    

    The comment stays with the sales order regardless of the action you take. If you reject the approval, then approval sends the sales order and your comment back to the requester.

  5. Click Reject.

    Approval sets the sales order status to Draft, then sends it back to the requester with your comment.

Here are the actions you can take.

Action What Approval Does

Approve

Change the Order Status from Pending to Processing, then send the sales order to order fulfillment.

Reject

Change the Order Status from Pending to Draft, and send the sales order back to the requester.

Request Information

Add a comment to the request, then send the request to the requester or someone else who can provide the details you seek.

Assume the sales order exceeds $10,000 but you recall that your purchasing organization set up a special agreement some time during the fiscal year with your Computer Service and Rentals customer that approves sales orders up to $20,000. You use Request Information to specify the purchasing agent, and add a comment.

Please verify we have an agreement that approves sales order up to $20,000 for Computer Service and Rentals. Please reply with the agreement number.

You can send the request to an individual, group, or role.

You can specify whether approval sends the reply only to you, or also sends it to others in the approval flow so they can examine the request with the new details and redo their action, as necessary.

Reassign

Assign or delegate the approval request to someone else, a group, or a role.

Create Subtask

Add other approvers. Add another person, a group of people, or a chain of approvers.

A subtask is an approval within the existing approval. Set the priority to specify which subtask takes precedence in the parent approval, with priority 1 taking the highest precedence.

Assume you create subtask x with priority 1 and subtask y with priority 2. If the folks on approval flow x approve the request, and the folks on approval flow y reject the request, then approval considers the request approved, sets the status to Processing, and sends the sales order to fulfillment.

Escalate

Escalate the request to someone higher up in the approval hierarchy.

Suspend

Pause approval for the request. Approval won't assign the request to anyone else until you do another action.

Withdraw

Remove the approval request from the approval flow. You can only withdraw a request that you create.

Save

Save changes you made in the request, such as adding a comment or attaching a file, but don't take any other action.

Your order administrator determines the choices you can make for some actions, such as Reassign or Escalate. For example, the administrator might set up groups and roles you can reassign to, or managers you can escalate to. Ask your order administrator for details.

For details, see the Overview of Workflow Tasks topic.

Your order administrator might set up Order Management so it screens sales order for trade compliance. Use this topic to learn how to create a sales order that requires trade compliance.

If your order administrator hasn't set up trade compliance, then Order Management doesn't display some of the attributes that this topic describes.

Create a sales order that undergoes trade compliance screening.

  1. In the Order Management work area, on the Overview page, click Tasks > Create Order.

    For details, see the Create Sales Orders topic.

  2. On the Create Order page, complete the order header, add an order line, then click Submit.

    If Order Management screens sales order for trade compliance, then the order header displays a status of Trade Compliance Screening Is Pending and a lock icon.

    example of lock

    The lock icon indicates that Order Management is screening the sales order to determine whether it meets the trade compliance policies that your order administrator set up.

  3. Click Refresh.

    Notice that the sales order status is Processing, which indicates the sale order passed trade compliance screening and Order Management released it to order fulfillment.

    example of unlocked

    Note.

    • Order Management usually finishes screening without delay. However, some screening might require up to several minutes or more to finish.

    • If necessary, click Refresh until the status changes.

    • If the sales order doesn't move to order fulfillment, then you can cancel the submit for a locked sales order that Order Management is processing. Click Actions > Revert to Draft. Order Management will set the order status to Draft and stop screening.

  4. Notice the value of the Trade Compliance Status attribute.

    Here's the colors that Order Management uses to indicate trade compliance status.

    Color Status Description

    Green

    Passed

    The sales order passed trade compliance screening.

    Red

    Failed

    The sales order failed trade compliance screening because it doesn't comply with one or more trade compliance policies.

    Yellow

    Under Review

    A compliance manager is examining the sales order.

  5. Click View Details next to Trade Compliance Status.

    Use View Details to determine the type of trade compliance and the status for the type that Order Management screened, such as Restricted Party passed, or Trade Control passed.

    This example indicates that Sentinel Desktop passed trade control policy, but failed screening for restricted party and sanctioned country.

    details that indicate that Sentinel Desktop passed
the trade control policy, but failed screening for restricted party
and sanctioned country

    Slimline Tablet is a configured item. If your sales order includes a configured item, then click Component Details to get details about each component that the configured item contains. The status of a configured item represents the status for the entire configuration.

  6. Click View Details next to Sanctioned Country or Territory.

  7. Examine the details that display.

    The details in this example indicate the type of trade control that caused screening to fail, such as Anti-Terrorism, and details about the type, such as Atomic Energy Act.

    details that indicate the type of trade control
that caused screening to fail, such as Anti-Terrorism, and details
about the type, such as Atomic Energy Act

Monitor Trade Compliance

  1. On the Overview page, click Advanced.

  2. On the Manage Orders page, click Add Fields, then click Trade Compliance Status.

  3. Set the Trade Compliance Status to a value, such as Under Review, then click Search.

  4. Move the Trade Compliance Status attribute into the visible area.

    • In the Search Results, click View > Columns, then click Manage Columns.

    • In the Manage Columns dialog, move Trade Compliance Status to the Visible Columns window.

    • In the Visible Columns window, click Trade Compliance Status, move it to the top of the list, then click OK.

  5. In the Search Results, click the link in the Order column for the sales order you must monitor.

Monitor Trade Compliance in Fulfillment Lines

  1. On the Overview page, click Tasks > Manage Fulfillment Lines.

  2. On the Manage Fulfillment Lines page, click Add Fields > Trade Compliance Status.

  3. Set the Trade Compliance Status to a value, such as Under Review, then click Search.

  4. Move the Trade Compliance Status attribute into the visible area in the same way you did in the section earlier in this topic.

  5. In the Fulfillment Line Details area, click Trade Compliance.

  6. Examine the line status. If a policy fails, then the Trade Compliance tab displays View Details that you can click to get details.

  7. Click View Details next to a red or yellow trade compliance status.

Monitor Trade Compliance in Fulfillment Line Exceptions

  1. On the Overview page, click Tasks > Manage Fulfillment Line Exceptions.

  2. Move the Trade Compliance Status attribute into the visible area in the same way you did in the section earlier in this topic.

  3. Click a row that displays a yellow or red Trade Compliance Status.

  4. In the Fulfillment Line details area, click Trade Compliance > View Details, next to a red or yellow trade compliance status.

  5. Examine details for the fulfillment line exceptions.

Agreements

Add a sales agreement that applies pricing terms to your sales order when a customer frequently buys from your company, such as offering a reduced price when buying an agreed-to quantity of an item over time.

A contract is a written document between buyer and seller. It specifies terms that apply for your customer. It allows the customer to receive a favorable price and for you to improve your future cash flow predictions.

Order Management can automatically apply contract terms to each sales order to achieve benefits.

  • Reduce processing time.

  • Reduce error.

  • Avoid negotiating contract terms for each sales order.

  • Avoid manually entering contract terms.

For example.

Example contract header and agreement lines

Each contract contains a header that specifies your business unit, such as Vision Operations, your customer who purchases the item, such as Computer Service and Rentals, and a number that identifies the contract, such as 101.

Each contract contains one or more agreement lines. Each agreement line contains attributes.

Attribute Description

Name

Identifies the item.

Each agreement line applies to one item, such as AS54888 Desktop Computer.

If the contract doesn't include an item, you can still add it to the sales order, but the order won't apply an adjustment.

List Price

Starting price for the item.

Adjustment Type

  • Discount Percent.

  • Discount Amount.

  • Markup Percent.

  • Markup Amount.

Adjustment

Numeric value of the adjustment.

Start Date

Date when the agreement goes into effect.

End Date

Date when the agreement expires.

Assume List Price for item AS54888 is $1,000 and the adjustment is a 10% discount. If your customer buys 80 laptops on order line 1 in sales order 75839, then the sales order calculates the remaining amount that's available for purchase in the agreement.

Calculation Description

$1,000 list price minus $100 discount.

Price after discount for quantity of one: $900.

$900 discounted price multiplied by quantity 80.

Net price on order line: $72,000.

Note.

  • The sales order only displays the agreement when the current date occurs on or after Start Date, and on or before End Date. If the current date doesn't occur in this date range, then the sales order doesn't display the agreement.

    If End Date is empty, then the agreement never expires.

  • Your order administrator sets up agreements and contracts. For details about them, including the ones you can choose, quantities available, discounts that apply, and so on, contact your order administrator.

Add Sales Agreements to Sales Orders

Create a sales order that includes a sales agreement.

Assume your order administrator set up this agreement, and that today is 9/11/19.

Attribute Value

Customer

Computer Service and Rentals

Business Unit

Vision Operations

Sales Agreement

101

Item

AS54888

Adjustment

10% discount

Start Date

1/1/19

End Date

12/31/19

You will create this order.

Setting sales agreement attributes on the Create
Order page

Note.

  • You can set the agreement on the order header and on the order line.

  • In order line 1, the agreement is available for item AS54888, its applied, and the amount is $900.

  • In order line 2, the agreement is available, but not applied, and the amount is $1,000.

  • In order line 3, no agreement is available because the order administrator didn't define one for item AS92888.

Add a sales agreement to a sales order.

  1. Create a sales order.

  2. Set the Customer attribute to Computer Service and Rentals.

  3. Set the Sales Agreement attribute on the order header to 101.

  4. Add an item.

    • Search for item AS54888 on the catalog line.

      Order Management prices the item depending on whether the agreement.

      • Is available. Prices the item according to the agreement. An agreement is available only if the order administrator defined an agreement for the item, customer, and business unit, the agreement isn't expired, and it doesn't exceed the commitment amount.

      • Isn't available. Prices the item in the same way it prices an item that doesn't include an agreement.

    • Notice that the catalog line displays a price of $900, which is $1,000 minus 10%.

    • Click Add.

    • In the Order Lines area, notice the attributes.

      Attribute Description

      Amount

      $900. The amount includes the discount.

      Sales Agreement

      If an agreement is available for the item, then you can use the sales order to set the agreement for each order line.

      Sales Agreement Line

      Sales Agreement Version

      A contract can include one or more agreement lines, and one or more versions of the contract can exist. Your order administrator uses these attributes to help manage the agreement.

      Contract Start Date

      Contract End Date

      These attributes apply only to a service contract, not a sales agreement, so leave them empty.

  5. Normally, you now click Submit. For this example, so you can experience the functionality that's available, instead, remove the value from the Sales Agreement attribute on the order header.

    In the dialog that displays, choose a value. This feature is most useful when several agreements are available and your order includes several order lines.

    Value Description

    Lines That Contain Original Value

    Remove the discount only from order lines that contain agreement 101.

    For this example, choose Lines That Contain Original Value, and notice that the sales order removed the discount from Amount on the order line, which is now $1,000.

    All Lines

    Remove the discount from all order lines.

    For example.

    Using feature Lines That Contain Original Value

    Note.

    • Assume the original value for the Sales Agreement attribute on the order header is 101 and you change it to 102.

    • Assume only order line 1 contains 101 in the Sales Agreement attribute on the order line.

    • If you click.

      • Lines That Contain Original Value. Order Management applies the change only to order line 1.

      • All Lines. Order Management applies the change to order lines 1, 2, and 3.

  6. Add an item when the agreement on the order header is empty.

    • Search for item AS54888 on the catalog line.

    • Notice that the catalog line displays a price of $1,000, which is the full price without the discount, then click Add.

    • On the order line, notice that Amount is $1,000, and Sales Agreement is empty.

    • On the order line you just added, set Sales Agreement to 101, then notice that the order line changes Amount to $900. It applied the discount to the line.

  7. Add an item that doesn't have an agreement.

    • Search for item AS92888 on the catalog line, then click Add. Assume no agreement is defined for AS92888.

    • On the order line, notice that Amount is $1,000, and Sales Agreement is empty.

Revise and Copy

If you submit the sales order and then, at some later time must change the sales agreement on the order header or order line, then create a revision first, then change the agreement. The original agreement might or might not be available. For example, the original agreement might have expired or someone might have revised it.

If you copy a sales order that includes an agreement, then the copy will also include the agreement. You can change the agreement on the copy, as necessary.

Return Items

If you reference the original return when your create a return order.

  • Order Management copies the sales agreement to the return order header, and you can modify it. You can create a return that includes return lines and ship lines.

    If you change the agreement on the order header, then Order Management applies your change to new lines that you add to the return, but doesn't apply your change to return lines that already include an agreement.

  • Order Management doesn't allow you to change the order line agreement that it copies from the original order.

If you don't reference the original return when you create a return order, then Order Management applies the same behavior it applies for agreements when you create a new sales order that isn't a return.

Projects

Add Project Details to Sales Orders

Project details include project number, task number, expenditure organization, and so on. You can add them on each order line to reduce order processing time and improve the accuracy of tracking cost, revenue, and profitability.

This topic includes example values. You might use different values, depending on your business requirements.

Try it.

  1. Create a sales order, then choose a value in the Customer attribute and Business Unit attribute.

    The customer, business unit, and item determines the projects you can choose on the order line, depending on how your order administrator sets up Order Management. For details, contact your order administrator.

  2. Search for an item on the catalog line, then add it to the order.

  3. On the order line, in the Project Details column, click Edit Project Details.

  4. In the dialog that displays, set values.

    For example.

    Add project details to your sales order to help
process the sales order through the supply chain.
  5. Click Submit.

Note.

  • You can add project details to an item that isn't configured, to a configured item, a subscription, or coverage.

  • Use the Project attribute and Task attribute when you search for orders on the Manage Orders, Manage Fulfillment Lines, or Manage Return Fulfillment Lines page.

  • Use project attributes in your Oracle Transaction Business Intelligence (OTBI) reports, such as Project, Task, Expenditure Organization, Expenditure Type, and so on.

  • If you submit an order, and if Order Management.

    Shipping Status Revisions You Can Do

    Hasn't sent the order line to shipping.

    You can add, modify, or remove project details on the order line.

    Already sent the order line to shipping.

    You can't modify project attributes on the order line, but you can modify attributes that aren't project attributes, such as Quantity, Payment Terms, Ship-to Address, Warehouse, and so on.

    You can add a new line with or without project details.

    You can cancel a line that does or doesn't contain project details.

  • You can't.

    • Change the project on an order line you already submitted. Instead, revise the order, delete the line, and create a new line.

    • Add project details to a child configure option, but you can add project details to the parent configured item. If you add project details to the parent, then the sales order also adds them to each child.

    • Use the Copy Order action to copy project attributes into a new sales order.

    • Search on or create a report according to a project attribute.

    • Add project details to a return order, even if the original order line contains project details.

Monitor Project Details in Sales Orders

Monitor project details through the order fulfillment lifecycle.

Examine Inventory

  1. Sign into Oracle Fusion Applications with a privilege you can use to access Inventory Management.

  2. In the Navigator, click Inventory Management.

  3. On the Inventory Management page, click Tasks > Show Tasks > Shipments > Manage Shipment Lines.

  4. On the Manage Shipment Lines page, query the Order attribute for the sales order you created in Order Management, such as 509396, then examine the results.

    On the Manage Shipment Lines page, query the Order
attribute for your sales order number, such as 509396, then examine
the results.

    Note.

    • Use View > Columns to display the columns you need.

    • Examine the Project Sales Order attribute to identify lines that are part of the project. Project Sales Order indicates that the shipment line is part of the project. Shipping gets project cost details from the sales order and sends them to Cost Management to include these costs on the inventory transaction.

    • Examine the Order attribute to identify the sales order and the Order Line attribute to identify the sales order line that the shipment line references.

  5. Click Cancel, then, on the Inventory Management page, click Tasks > Show Tasks > Inventory > Review Completed Transactions.

  6. Search the Source Reference attribute for the sales order number, then examine project details in the Project and Task area.

    Search the Source Reference for the sales order
number, then examine project details.

    Note.

    • Inventory Management processes the issue inventory transaction for the sales order, then sends project cost details to Cost Management.

    • Cost Management charges the project for the shipped items.

    • Notice the value in the Transaction attribute is 22603862. You will use it next.

Examine Accounting

Use the Cost Accounting work area to examine accounting for your project.

Use the Cost Accounting work area to examine accounting
for your project.
  1. Sign in with a privilege you can use to access Cost Accounting.

  2. In the Navigator, click Cost Accounting.

  3. On the Cost Accounting page, click Tasks > Review Cost Accounting Distributions.

  4. On the Review Cost Accounting Distributions page, click Advanced, then query the Transaction Number attribute for 22603862, which is the value you noted earlier.

  5. In the search results, click the icon in the Project Details column, then review your details.

  6. Scroll down to the Depletion Layer area, then click Cost Distributions.

  7. Examine the attribute.

    Attribute Value

    Accounting Line Type

    Project Clearing

    Cost Accounting sets the Accounting Line Type attribute to Project Clearing so it can send project cost details to Project Costing.

    Project Costing charges the project for the shipped items.

  8. Examine values on the Project Clearing rows, such as.

    • Transaction Debt

    • Transaction Credit

    • Accounted Debt

    • Accounted Credit

    • Cost Element Type

Coverage and Subscription

Add a coverage item, such as a warranty, or a subscription, such as a monthly wireless calling plan, to a sales order.

Consider these concepts.

Concept Description

Covered item

An item that a coverage item covers.

For example, a six month warranty is a coverage item for a laptop computer, and the laptop computer is the covered item.

Coverage item

An item that adds value by providing coverage for another item.

Extended Warranty, Service Level Agreement, and Software Maintenance are each an example of a coverage.

Coverage

A contract that adds value to an item by providing support, service, repair, replacement, and so on.

For example, your customer might purchase a laptop computer and different types of coverage for the laptop and the software it contains.

your customer might purchase a laptop computer,
and different types of coverage for the laptop and the software it
contains.

Note.

Covered Item Coverage Item

Sentinel Software Suite

30 Day Online Phone Support

Sentinel Hard Drive

One Year Parts Warranty, with on site service

For another example, your customer might purchase a five year service agreement as the coverage item for a refrigerator, and the refrigerator is the covered item. You ship the covered item, then a field service technician provides service on the refrigerator, as needed.

Here's how you can manage a coverage item.

  • Add coverage to a covered item that's in the same sales order.

  • Add coverage to a covered item that's in a different, closed sales order.

  • Add more than one coverage item to one covered item. For example, add one coverage item that covers parts for a laptop computer, then add another coverage item that covers service for the same laptop computer.

  • Modify a coverage item, including billing frequency.

  • Cancel a coverage item that Order Management hasn't sent to order fulfillment.

  • Return a coverage item that Order Management already fulfilled.

If the status of the covered order line is Shipped, Invoiced, or Delivered, then you can't revise the coverage line that covers the covered line.

Coverages You Can and Can't Add

Here are the types of coverage you can add.

  • Extended Warranty

  • Software Maintenance

  • Service Level Agreement

  • Preventive Maintenance

You can't add these coverages.

  • Coverage for an item you can't cover. For example, you can't add preventive maintenance to an extended warranty.

  • Coverage for a service that doesn't recur, for installation, or for training.

  • Coverage for only part of the quantity on the order line.

  • Pricing according to the number of service request calls.

  • Order line that includes a coverage item that covers more than one covered item. A coverage line can cover only one covered item.

  • Coverage item that covers only part of the coverage duration.

  • Coverage item that covers another coverage item.

  • Coverage item that's also a configured item.

  • Coverage for a configure option when another coverage item already covers the configured item.

  • Coverage item that isn't enabled for contract coverage. Your order administrator enables contract coverage.

Set the Date and Time

You can set the time stamp for the contract start date or end date. The time stamp includes the date and time of day.

.

Attribute You Set Description

Contract Start Date

Specify when to start the coverage or subscription.

If you set the start time stamp, duration, and period, then Order Management automatically sets the end time stamp for you.

Contract End Date

Specify when to end the coverage or subscription.

If you set the end time stamp, then Order Management recalculates the duration and period and displays their revised values.

Note.

  • If you set the start time stamp and the end time stamp, then Order Management automatically sets the duration and period.

  • If the duration is.

    • Fixed. You can't set the end time stamp. Order Management calculates it for you.

    • Variable. You can set the end time stamp.

    Your order administrator determines whether the duration is fixed or variable.

Add Coverage to Sales Orders

Add a coverage item for a covered item in the same sales order, or in a different sales order.

You can add coverage to a new sales order, or to a sales order you already submitted to order fulfillment.

In this example, you add covered item PTO54222 - Sentinel Personal Desktop Computer to a sales order, then add coverage item Variable Extended Warranty for Sentinel Desktop in the same sales order.

This topic includes example values. You might use different values, depending on your business requirements.

Add coverage to a sales order.

  1. On the Overview page, click Tasks > Create Order.

  2. On the Create Order page, complete the order header.

  3. In the Order Lines area, search for the item, then click Add.

    Item Description

    PTO54222

    PTO54222 - Sentinel Personal Desktop Computer

    The PTO54222 - Sentinel Personal Desktop Computer is the covered item. You must add the covered item before you add the coverage item.

  4. In the Order Lines area, click Search (the magnifying glass).

  5. In the Search and Select dialog, enter the value, then click Search.

    Attribute Value

    Description

    Warranty

  6. Choose the warranty you require, Variable Extended Warranty for Sentinel Desktop, then click OK.

  7. Click Select Covered Item.

    The Order Lines area displays Select Covered Item only if your search returns a coverage item. If the search doesn't return the coverage item you require, then contact your order administrator.

  8. In the Select Covered Item dialog, choose Current Order, set values, then click Add.

    Attribute Description

    Order Line

    Choose PTO54222 - Sentinel Personal Desktop Computer.

    Contract Start Date

    Specify when to start coverage. For this example, accept the current date, which is the default value.

    You order lines should look like these lines.

    order line that includes coverage
  9. Click Submit, then, in the Confirmation dialog, click OK.

  10. Click Actions > Switch to Fulfillment View.

  11. On the Order page, click Fulfillment Lines.

    Note.

    • The Fulfillment Lines tab displays one fulfillment line for the covered item and one fulfillment line for the coverage item, and includes attributes that are specific to the coverage item, such as Duration, Period, Contract Start Date, Contract End Date, and Sales Product Type.

    • The Associated Order Line link navigates you to the item that the coverage item covers.

  12. In the fulfillment line for the coverage item, in the Orchestration Process Number column, click the link.

  13. On the Orchestration Process page, on the Orchestration Plan tab, notice that the Status for each shipping task, such as Schedule, Reserve, or Ship, is Not Applicable.

    page Orchestration Process, on tab Orchestration
Plan

    A warranty isn't a shippable item, so the orchestration process doesn't attempt to ship it.

How Order Management Calculates Amounts for Coverage Items

Order Management automatically sets the quantity of the coverage line to the quantity of the covered line. It then multiples the quantity by the price on the covered line. In this example, the calculation is Quantity of 2 multiplied by price of 100 equals an Amount of 200.

example where calculation is Quantity of 2 multiplied
by price of 100 equals an Amount of 200

Set the Duration and Period

Some coverage items might allow you to modify the Duration and Duration Period, depending on how your order administrator sets them up. Assume your customer requests to purchase only one month of Variable Extended Warranty for Sentinel Desktop instead of the default 5 years. Here's how you do it on the order line.

example where your customer requests to purchase
only one month of Variable Extended Warranty for Sentinel Desktop
instead of the default 5 years

Add Coverage to Sales Orders You Already Submitted

Add coverage item Gold Extended Warranty to an order line on sales order 123456, which is a sales order you already submitted.

Create the sales order.

  1. On the Overview page, click Tasks > Create Order.

  2. On the Create Order page, complete the order header.

  3. In the Order Lines area, click Search (the magnifying glass).

  4. In the Search and Select dialog, enter the value, then click Search.

    Attribute Value

    Description

    Warranty

  5. In the search results, choose Gold Extended Warranty, then click OK.

  6. Click Select Covered Item.

    The Order Lines area displays Select Covered Item only if your search returns a coverage item. If the search doesn't return the coverage item you require, then contact your order administrator.

  7. In the Select Covered Item dialog, choose Previous Order.

  8. In the Order Line list, click the down arrow, then click Search.

  9. In the Search and Select dialog, enter the value, then click Search.

    Attribute Value

    Order

    123456

  10. Notice that the search results displays details about the order lines you can cover in sales order 123456. Click one of these lines, then click OK.

  11. In the Select Covered Item dialog, click Add.

  12. In area Order Lines, notice that the order line includes a reference to the covered item and the number of the sales order that contains the covered item.

    area Order Lines where the order line includes
a reference to the covered item and the number of the sales order
that contains the covered item
  13. On the Create Order page, click Submit.

Monitor fulfillment.

  1. On the Create Order page, click Submit.

  2. Click Actions > Switch to Fulfillment View.

  3. On the Order page, click Fulfillment Lines.

  4. On the Fulfillment Lines tab, in the 1-1 row, notice the value.

    Attribute Value

    Order

    123456

  5. In the 1-1 row, in the Orchestration Process Number column, click the link.

  6. On the Orchestration Process page, notice that the Status for the Schedule, Reserve, and Ship tasks is Not Applicable.

    A warranty isn't a physical item, the warehouse doesn't hold physical inventory for it, so it isn't necessary to schedule, reserve, or ship it.

Modify Coverage for Sales Orders

Modify some parts of a coverage item in a sales order.

If you modify the quantity of the covered order line, then Order Management automatically modifies the quantity of the coverage line.

Assume an order line for the Sentinel Desktop computer includes a quantity of 2, and coverage line 12345 that covers the computer also includes a quantity of 2 because a separate warranty is required to cover each of the two Sentinel Desktop computers. If you modify the quantity on the order line for the Sentinel Desktop from 2 to 1, then Order Management will modify the quantity on coverage line 12345 from 2 to 1.

Split Fulfillment Lines

If you split a fulfillment line that includes a covered item, then Order Management also splits the coverage item.

Assume you create an order line for the Sentinel Desktop that includes a quantity of 2, then add one coverage line that includes an Extended Warranty, also with a quantity of 2. If you split the fulfillment line for the Sentinel Desktop into two separate lines, each with a quantity of 1, then Order Management also splits the coverage line into two fulfillment lines, one each with a quantity of 1.

If Order Management splits the covered line during fulfillment, then it can add a new coverage item to each of the covered lines that result from the split.

An order import can't add a new coverage to the entire sales order. Assume a sales order includes 10 units of a laptop on a single order line. Order Management splits the fulfillment line into fulfillment line x with a quantity of six, and fulfillment line y with a quantity of four. Order import can't add an extended warranty for 10 units. However, you can split fulfillment line x in Order Management, then add six units of the extended warranty.

Cancel Coverage for Sales Orders

You can cancel coverage for a sales order that's in Processing status.

  • If the sales order is in Closed status or Partially Closed status, then you must return it.

  • You can cancel coverage but not return the covered item. For example, a customer might decide to cancel a six month warranty for a laptop computer during the third month of the warranty period, but keep the laptop computer, which is the covered item.

  • If you cancel only the coverage item, and don't return the covered item, then Order Management sets the return quantity of the coverage item to the returnable quantity. You can't change this value.

  • If Order Management already fulfilled the coverage item, then you must create a separate return order to return it.

In this example, you cancel the coverage item but don't return the covered item.

This topic includes example values. You might use different values, depending on your business requirements.

Cancel coverage for a sales order:

  1. On the Overview page, click Tasks > Manage Orders.

  2. On the Manage Orders page, search for the sales order that includes the coverage you must cancel.

  3. In the Search Results, in the Order column, click the link to the sales order that contains the coverage you must cancel.

  4. On the Order page, click Actions > Create Revision.

  5. In the Order Lines area, in the row that includes the coverage item you must cancel, click the down arrow at the far right of the line, and then click Cancel Line.

  6. In the Cancel Line dialog, choose a reason, then click OK.

  7. On the Order page, click Submit.

    Order Management cancels the coverage line, then prorates the portion of the coverage item that the customer didn't use as a credit memo.

    Assume the customer purchased a coverage item for a 12 month warranty for $120. Each month costs $10. The customer cancels the warranty in the middle of the sixth month of the warranty period. Order Management fulfilled six months of the warranty, so Order Management creates a credit memo in the amount of $60.

Return Covered Items

If the sales order is in Closed status or Partially Closed status, then you can return a covered item that the sales order references.

You return a covered item in the same way you return an item that isn't covered. For details, see the Return Sales Orders topic.

Here's what Order Management does when you return a covered item.

  • Cancels all coverage items for the covered item, even if the coverage items are on different sales orders.

  • Sets the return quantity of the coverage item to the same value as the return quantity of the covered item.

  • If you change the return quantity of the covered item, then Order Management also changes the return quantity of the coverage item.

  • Refunds the account when it receives the returned item.

    • Order Management uses a credit memo to prorate the portion of the coverage item that the customer didn't use.

    • If the coverage item includes recurring charges, then accounts receivables prorates and credits the remaining amount for the current period, then cancels future invoices according to the coverage end date.

Make Complex Cancellations and Returns

You might need to cancel or return more than one coverage item for the same covered item.

Assume the Sentinel Desktop Computer includes two coverage items.

Sales Order Order Line Item Quantity Associated Order Line

00001

1

Sentinel Desktop Computer

10

Not Applicable

00001

1:1

Service Warranty

10

Order 1, line 1

00002

1

Parts Warranty

10

Order 1, line 1

Assume you added the service warranty when you created sales order 00001, but you added the parts warranty sometime later in a separate sales order after Order Management fulfilled the Sentinel Desktop Computer.

Return Some of the Covered Items

Assume you return a quantity of 2 of the Sentinel Desktop Computer. The Associated Order Line references the return order so Order Management can process the covered item and the coverage items together.

Return Order Order Line Item Quantity Associated Order Line Original Order

00003

1

Sentinel Desktop Computer

2

Not applicable

Order 1, line 1

00003

2

Service Warranty

2

Order 3 line 1

Order 1, line 1.1

00003

3

Parts Warranty

2

Order 3, line 1

Order 2, line 1

Return the Remaining Part of the Parts Warranty

Some time later, you must return the remaining part of the Parts Warranty coverage. You can use the Order Page to locate sales order 00002, then return only order line 1 of sales order 00002.

Item Quantity to Return Returnable Quantity Associated Order Line Original Order

Parts Warranty

8

8

Order 1, line 1

2

You can't change the quantity to return. You must return the remaining quantity that you haven't already returned.

Here's what the resulting return sales order will look like.

Return Order Order Line Item Quantity Associated Order Line Original Order

00004

1

Parts Warranty

8

Order 1, line 1

Order 2, line 1

Associated Order Line references the sales order that originally contained the covered item because sales order 00004 doesn't contain the covered item.

Return More Covered Items

Assume some time later you start a return for a quantity of one more Sentinel Desktop Computer, and encounter these values in a dialog.

Item Quantity to Return Returnable Quantity Associated Order Line Original Order

AS54888

1

8

Not applicable

1

Service Warranty Covers line 1

Read only

8

Order 1, line 1

1

The dialog doesn't display details about Parts Warranty because you already returned the entire quantity for Parts Warranty.

Here's what the return order will look like.

Return Order Order Line Item Quantity Associated Order Line Original Order

00005

1

Sentinel Desktop Computer

1

Not applicable

Order 1, line 1

00005

2

Service Warranty

2

Order 5, line 1

Order 1, line 1.1

Associated Order Line references the return order so Order Management can process the covered item and the coverage item together.

Coverage for Configured Items

Add a coverage item to a configured item.

  • Add coverage to a configured item in the same way you add coverage to a nonconfigured item. For details, see the Add Coverage to Sales Orders topic.

  • Add coverage to each configure option, depending on how your order administrator sets up coverage for the item.

  • If you change coverage for a configured item, then Order Management applies the change to each configure option that the coverage can cover.

  • If you delete a configure option, and if a coverage item covers the configure option, then Order Management also deletes the coverage item.

  • If you reconfigure a configured item, then Order Management reapplies the coverage. For example, if you add configure option blue and delete option red, then Order Management adds coverage to blue and deletes coverage from red.

  • If you return a configured item, and if a coverage item covers the configured item, then Order Management cancels the coverage item that covers the configured item, and also cancels any coverage items that cover the configure options.

  • You can cancel coverage for a configured item but not return the configured item.

Change Quantity

If you change quantity on the covered order line, then Order Management automatically changes quantity of the coverage line.

Assume an order line for the Sentinel desktop computer includes a quantity of 2, and coverage line 12345 that covers the computer also includes a quantity of 2 because each of the computers require a separate warranty. If you change the quantity on the Sentinel Desktop order line from 2 to 1, then Order Management will change the quantity on coverage line 12345 from 2 to 1.

Add Subscription to Sales Orders

Add a subscription to a sales order.

  • A subscription is an item that provides a product or service that recurs.

    A subscription is an item that provides a product
or service that recurs.

    For example, a one year subscription to a magazine that recurs each week, a 90 day subscription for cell phone service, and a six month subscription for software usage are each an example of a subscription.

  • A subscription includes a charge that recurs.

  • A coverage item can cover a subscription.

  • You can order some subscriptions without including a coverage item that covers the subscription. For example, a coverage item doesn't typically cover a simple weekly magazine subscription.

  • You can order some subscriptions as a covered item, then add a coverage item that covers some aspect of the subscription. For example, a subscription to a cloud application is the covered item, and up time is the coverage item.

  • You can change, cancel, or return some subscriptions.

Here's an example.

  • Your customer needs five subscriptions of the same magazine, one subscription for each person in their department.

  • The subscription period lasts for one week and recurs 52 times, resulting in a subscription that lasts for one year.

  • The subscription uses a weekly period so the customer can cancel at any time and incur a bill only for the weeks they received the magazine.

This topic includes example values. You might use different values, depending on your business requirements.

Add a subscription to a sales order.

  1. On the Overview page, click Tasks > Create Order.

  2. On the Create Order page, complete the order header.

  3. On the catalog line, search for the item, then click Add.

    Attribute Value

    Select Item

    Subscription to Visions Magazine

  4. Set values.

    Attribute Description

    Quantity

    Set to 5.

    Note.

    • This values sets the number of subscriptions.

    • If you set Quantity to 5, then you're selling five subscriptions to Visions Magazine.

    • Quantity doesn't affect UOM. For example, if you set Quantity to 5, and if UOM is Week, then you aren't specifying 5 weeks.

    UOM

    Set the time period. The values you can choose depends on how your order administrator sets up the subscription. This example uses a Fixed subscription, so you can't change the UOM.

    Contract Start Date

    Choose when to start the subscription.

    Contract End Date

    As an option, choose when to end the subscription.

    Billing Frequency

    A subscription can bill one time or it can recur.

    Assume your customer orders a subscription for one software license for 100 users with a three year duration. You can bill the customer one time for the entire purchase, depending on how your order administrator sets up the subscription.

    Make sure your order line attributes contain these values.

    Make sure your order line attributes contain these
values.

    Here's how Order Management calculates the subscription.

    • Quantity of 5 multiplied by Your Price of 5 multiplied by Duration of 52 equals $1300.

  5. Click Submit > OK.

  6. Click Actions > Switch to Fulfillment View.

  7. On the Order page, click Fulfillment Lines.

    • The Fulfillment Lines tab displays one fulfillment line for the covered item and one fulfillment line for the coverage item, and includes attributes that are specific to the coverage item, such as Duration, Period, Contract Start Date, Contract End Date, and Sales Product Type.

    • Fulfillment for a subscription can recur. For example, a weekly magazine fulfills one time each week.

    • Associated Order Line links to the item that the coverage item covers.

Import

Some organizations import source orders from another order management system into the Order Management work area. You can manage these imported orders in the same way you manage a sales order that you create in Order Management.

  • Order Management handles an imported order in the same way it handles an order you create in the Order Management work area.

  • You can edit an imported order, then submit it.

  • You can't export a sales order to the source system.

  • Order Management doesn't update the source system with modifications it makes to the sales order. However, the source system can request details about order status.

  • If you import a revision, and if the revision contains a new value for an attribute, then the import replaces the old value with the new value. For example, if the original order contains a Quantity of 5 and the import contains a Quantity of 6, then the import replaces 5 with 6.

The order title displays details about the source order. For example.

  • Source Order BAT-ALOP-0005-1418288641111- LEG | Currency = US Dollar

where

  • BAT-ALOP-0005-1418288641111 is the source order number.

  • LEG is the name of the source system. For example, LEG is an abbreviation for the term legacy. Some organizations use the phrase legacy system to describe an older order management system that they're replacing with a newer one.

  • Currency = US Dollar identifies the currency that the source order uses. Order Management uses currency so it can interpret pricing values.

  • If the source order includes a revision number, then Order Management also displays it.

You can identify the source system for a sales order.

  1. On the Overview page, enter the order number in the Search field, then press ENTER on your keyboard.

  2. On the Manage Orders page, in the Order column, click the order number.

  3. On the Order page, click Actions > Switch to Fulfillment View.

  4. Examine attributes that contain details about the source system, such as Source Order System.

More Details and FAQs

Other Attributes on Sales Orders

Get details about actions and order attributes that aren't described elsewhere in Using Order Management.

Edit Currency Details

Use the Edit Currency Details action to override the currency for the sales order and to set the conversion to use for accounting.

  • Order Management comes predefined to use US Dollar as the currency, by default. If you modify this value, then Order Management will use the currency you set when it prices the sales order.

  • If you modify the currency, then the currency that Oracle Accounting uses in the ledger might be different from the currency that your sales order uses. You can set the type, rate, and date that Oracle Accounting uses when it converts the sales order currency to the ledger currency.

  • Your order administrator determines the values you can set when you edit currency details.

Selling Profit Center

Your order administrator might set up the Order Management work area so you can set the Selling Profit Center attribute on a sales order line that's different from the business unit on the order header.

  • Sell items that belong to more than one profit center in a single sales order.

  • You have more than one tax registration across regions, such as across states in the United States. Your order administrator might set up taxing according to the Selling Profit Center. Ask your order administrator for details.

How come the status icon doesn't match the item I searched?

If you query the user request number and status to get the results of a mass action, then the results might be different than what you expect because Order Management might not have completed the mass action for every fulfillment line.

For example, if you search for user request number 123 and user request status Completed, then the search results display the completed fulfillment lines, but Order Management might display the Processing status icon on some of the fulfillment lines because its processing some other user request for these lines.

Items might be hidden based on your Watchlist preferences. These preferences also apply to saved searches that you're using as Watchlist items. To review your preferences, select your user name or image in the global header, and go to Personalization > Set Preferences > Watchlist.

Other possibilities could be that:

  • You deselected saved searches in the Manage Watchlist dialog box, so they're no longer used as Watchlist items.

  • You deleted saved searches that were used as Watchlist items.

  • Your administrator disabled specific predefined Watchlist items or categories for all users.

  • Your administrator disabled using saved searches (from specific pages) as Watchlist items.

  • Your administrator revoked access to tasks or pages that used to be available to you.

In these cases, you can no longer see the corresponding Watchlist items in your Watchlist and in your Watchlist preferences.