Sales Order Entry Features

sold-to: the customer's address. This is the customer that placed the sales order.
ship-to: the shipping address for the goods
bill-to: the address for statements.
invoice-to: the address for invoices (i.e. invoice goes to a leasing company)

This is the customer whose credit is affected by the order.

Accounts receivable checks for this order will come from this customer and will be applied to this customer's credit record.

This is the customer whose credit will be checked to determine if the order should be placed on hold. If the order is placed on hold, this is the customer that must be queried in program OEHR, Credit Hold Release, to remove the sales order from hold.

The invoice-to address is provided for "flooring," or third party financing, in which the invoice for an order is sent to a third party (for example, a bank or finance company). If the order is entered through program OQEM, Sales Order Quotation Entry/Maintenance, or program OEOE, Sales Order Entry Maintenance, it can be placed on flooring hold until the flooring company pays the bill; however, if the order is entered through program ARIE, One-Step Invoice Entry, the goods are shipped immediately to the customer. When the flooring company pays the invoice, it is credited to the sold to customer's Accounts Receivable account.

The country will only be included in the sales order addresses under the following circumstances:

The ship to country is different than the financial enterprise country.
There is only one address line in the ship to address field.

The tax code and rate are taken from the customer's ship to record. When the ship to record is changed, the tax code is updated from the new ship to record.

The [Ship To] $image\ebx_956889131.gif$ button brightens when there are multiple ship to codes for the customer. Press the button and a list of values is displayed from which the desired ship to code can be picked.

Address Attn and Phone Fields

The information in the Attn and Phone fields for the Ship To, Sold To, Invoice To, and Bill To addresses are derived as follows. The ship to Attn and Phone are selected differently than those for the other addresses.

1. The Get Sold To Contact, Get Ship To Contact, Get Invoice To Contact, and Get Bill To Contact flags must be set to on for the contact to be retrieved for the appropriate address. If the flag is set to off, no contact or phone number will be entered for the address.

2. For the ship to code, contacts are considered in the following order:

Ship to code (in conjunction with the SHIP_ATTN_DEFAULT parameter in program MURM, Initialization Parameter Maintenance.)
Recipient flag
Primary flag

If the ship to code is SAME or DROP or the SHIP_ATTN_DEFAULT parameter in program MURM, Initialization Parameter Maintenance is set to N, the ship attention line currently on the order is left in place. Otherwise, if the parameter does not exist or is set to something other than N, then the contacts for the entered ship to code will be considered first.
If the entered ship to code has a contact assigned to it with the Recipient flag set to on, that contact and the business phone number will be entered in the Attn fields for the addresses.
If there is no recipient designated for the ship to code, and an entry was made for the ship to address in program CMMM, Customer Master Maintenance, in the Attention field, that entry will be used.
If there is no entry in the Attention field for the ship to code, the contact assigned to the ship to code with the Primary flag set to on will be entered in the Attn field, and its business phone number will be entered in the Phone field.
If there is no primary contact designated for the ship to code, the first contact found for the ship to code will be used.
If the ship to code is SAME, the contact with the Recipient flag set to on that has not been assigned to a ship to code will be entered in the Attn field, and its business phone number will be entered in the Phone field.
If the ship to code is SAME, the contact with the Primary flag set to on that has not been assigned to a ship to code will be entered in the Attn field, and its business phone number will be entered in the Phone field,
If the ship to code is DROP, the contact will be dropped as well, and the desired contact must be selected or entered manually.
If a ship to code is changed a pop up message will appear notifying the user of the change.

3. For the Sold To, Invoice To, and Bill To addresses, the contact is determined as follows. If a contact is assigned a ship to code, the contact will not be considered for selection. Only contacts without ship to codes will be entered automatically for these addresses.

Recipient
Primary
Any Contact without a ship to code.

The contact for which there is no ship to code assigned, and the Recipient flag is set to on. The contact will be entered in the Attn field, and the business phone number will be entered in the Phone field.
If there is no recipient with no ship to code assigned, the contact for which no ship to code is assigned and the Primary flag is set to on will be entered. The contact will be entered in the Attn field, and the business phone number will be entered in the Phone field.
If there is no recipient or primary contact with no ship to code assigned, the first contact found for the customer will be entered. The contact will be entered in the Attn field, and the business phone number will be entered in the Phone field.
If there are no contacts for the customer that do not have a ship to code assigned, no contact will be entered for these addresses.

4. The information in the Attn field can be changed manually on the sales order Addresses Tab.

Automatic Contact and Mail To Address Creation

Automatic creation of contacts and mail to addresses from sales order entry is dependent on several settings for each sales location and address type.

ARLM, Location Maintenance: The following pop-lists and flag settings determine whether contacts and addresses will be created for a customer.

Sold To Auto Contacts pop-list: When this pop-list is set to Always or Exclude Drop Ships, and a new sold to address or contact is entered for a sales order, the contact will be created automatically. Depending on the AUTO_CREATE_SOLD_ADDR_LLL parameter for the sales location in program MURM, Initialization Parameter Maintenance, a mail to address may also be created.

Ship To Auto Contacts pop-list: When this pop-list is set to Always or Exclude Drop Ships, and a new ship to address or contact is entered for a sales order, the contact will be created automatically. Depending on the AUTO_CREATE_SHIP_ADDR_LLL parameter for the sales location in program MURM, Initialization Parameter Maintenance, a mail to address may also be created.

Invoice To Auto Contacts pop-list: When this pop-list is set to Always or Exclude Drop Ships, and a new invoice to address or contact is entered for a sales order, the contact will be created automatically. Depending on the AUTO_CREATE_INV_ADDR_LLL parameter for the sales location in program MURM, Initialization Parameter Maintenance, a mail to address may also be created.

Bill To Auto Contacts pop-list: When this pop-list is set to Always or Exclude Drop Ships, and a new bill to address or contact is entered for a sales order, the contact will be created automatically. Depending on the AUTO_CREATE_BILL_ADDR_LLL parameter for the sales location in program MURM, Initialization Parameter Maintenance, a mail to address may also be created.

MURM, Initialization Parameter Maintenance: The following parameter settings determine whether addresses will be created for a customer:

AUTO_CREATE_CUST_ADDR: Y or N. Y indicates that when a new customer is created, a mail to address record will be created in program MTMM, Mail To/Prospect Input for Catalogs, for the sold to address. N indicates that when a new customer is created, a mail to address will not be created automatically. This setting is completed separate from all contact/address type settings. This setting is only used when customers are created. The contact parameters and sales location settings are used to determine mail to address creation when contacts are created.

AUTO_CREATE_SOLD_ADDR_LLL: Y or N. (LLL = sales location code) When set to Y, and the Sold To Auto Contact pop-list is set to Always or Exclude Drop Ships and a new sold to address or contact is entered for a sales order, the contact and mail to address will be created automatically for the sold to address. When set to N, and the pop-list is set to Always or Exclude Drop Ships and a new sold to address is entered, a mail to address will not be created. However, if a new contact is entered, the contact record will still be created for the customer.

AUTO_CREATE_SHIP_ADDR_LLL: Y or N. (LLL = sales location code) When set to Y, and the Ship To Auto Contact pop-list is set to Always or Exclude Drop Ships and a new ship to address or contact is entered for a sales order, the contact and mail to address will be created automatically for the ship to address. When set to N, and the pop-list is set to Always or Exclude Drop Ships and a new ship to address is entered, a mail to address will not be created. However, if a new contact is entered, the contact record will still be created for the customer.

AUTO_CREATE_INV_ADDR_LLL: Y or N. (LLL = sales location code) When set to Y, and the Invoice To Auto Contact pop-list is set to Always or Exclude Drop Ships and a new invoice to address or contact is entered for a sales order, the contact and mail to address will be created automatically for the invoice to address. When set to N, and the pop-list is set to Always or Exclude Drop Ships and a new invoice to address is entered, a mail to address will not be created. However, if a new contact is entered, the contact record will still be created for the customer.

AUTO_CREATE_BILL_ADDR_LLL: Y or N. (LLL = sales location code) When set to Y, and the Bill To Auto Contact pop-list is set to Always or Exclude Drop Ships and a new bill to address or contact is entered for a sales order, the contact and mail to address will be created automatically for the bill to address. When set to N, and the pop-list is set to Always or Exclude Drop Ships and a new bill to address is entered, a mail to address will not be created. However, if a new contact is entered, the contact record will still be created for the customer.

AUTO_CONTACT_MAIL_ID: When set to N, the mail address pop-up window is displayed in program OEXP, Fast Order Entry, and can be used to override the standard logic as described below, and assign new contacts to a different mail to address. The [Mail Addresses] $image\ebx_-1733282301.gif$ button in program OEXP, Fast Order Entry, is only displayed when this parameter is set to N. For more information, see program OEXP, Fast Order Entry.

The address to which the contact is attached is determined by the following flag settings in program ARLM, Location Maintenance:

Soldto Contacts use Shipto Address: When set to on, and a new sold to contact has been entered for a sold to address, when the sold to contact is created, it is assigned to the mail to address for the ship to address. When determining if the contact should be created, the AUTO_CREATE_SHIP_ADDR_LLL is used. When set to off, and a new sold to contact has been entered for a sold to address, when the sold to contact is created, it is assigned to the mail address for the sold to address. When determining if the contact should be created, the AUTO_CREATE_SOLD_ADDR_LLL is used.

Ship Contacts use Soldto Address: When set to on, and a new ship to contact has been entered for a ship to address, when the ship to contact is created, it is assigned to the mail to address for the sold to address. When determining if the contact should be created, the AUTO_CREATE_SOLD_ADDR_LLL is used. When set to off, and a new ship to contact has been entered for a ship to address, when the ship to contact is created, it is assigned to the mail address for the ship to address. When determining if the contact should be created, the AUTO_CREATE_SHIP_ADDR_LLL is used.

How creation works for addresses:

When the sales order is released (status changed to O - Complete), the programs will check to see if the addresses entered exist for the customer in program MTMM, Mail To/Prospect Input for Catalogs.

If the address does not exist as a mail to address, the system checks the setting of the pop-lists and flags in program ARLM, Location Maintenance, and the parameters in program MURM, Initialization Parameter Maintenance.

A mail to record may be created for the customer and address according to the settings.

For example, suppose that the Ship To Auto Contact flag is set to Always in program ARLM, Location Maintenance, and the AUTO_CREATE_SHIP_ADDR_LLL parameter in program MURM, Initialization Parameter Maintenance, is set to Y for the sales location.

The user enters a new ship to address in program OEXP, Fast Order Entry, for a customer. When the sales order is created as status O (Complete), the system sees that the ship to address does not exist for this customer.

It checks program ARLM, Location Maintenance, and sees that the Ship To Auto Contact flag is set to Always.

Finally, it checks program MURM, Initialization Parameter Maintenance, and sees that the AUTO_CREATE_SHIP_ADDR_LLL parameter is set to Y for the sales location.

At this point, it creates the mail to address in program MTMM, Mail To/Prospect Input for Catalogs, for the new ship to address.

Alternatively, if the AUTO_CREATE_SHIP_ADDR_LLL parameter in program MURM, Initialization Parameter Maintenance, was set to N, the mail to address would not be created.

How creation works for contacts:

When the sales order is released (status changed to O - Complete), the programs will check to see if the contacts entered in the address Attn fields exist. If the contact does not exist, the system checks the setting of the pop-lists and flags in program ARLM, Location Maintenance, and the parameters in program MURM, Initialization Parameter Maintenance.

A new contact record may be created, and the Mail To ID and possibly Ship To Code for the address is assigned to the contact record according to the settings.

If the Update Ship To for Contacts flag is also set to on in program ARLM, Location Maintenance, and the contact exists, then the ship to code assigned to the contact will be updated to the current ship to code.

For example, suppose that the Ship To Auto Contact flag is set to Always in program ARLM, Location Maintenance, and the AUTO_CREATE_SHIP_ADDR_LLL parameter in program MURM, Initialization Parameter Maintenance, is set to Y for the sales location.

The user enters a new ship to contact in program OEXP, Fast Order Entry, for a customer. When the sales order is created as status O (Complete), the system sees that the contact does not exist for this customer.

It checks program ARLM, Location Maintenance, and sees that the Ship To Auto Contact flag is set to Always.

At this point, it creates the contact and assigns it to the mail to address for the ship to address in program MTMM, Mail To/Prospect Input for Catalogs.

Alternatively, if the Ship Contacts use Soldto Address is set to on in program ARLM, Location Maintenance, the new contact would be assigned to the mail to address for the sold to address in program MTMM, Mail To/Prospect Input for Catalogs.

How creation works for customers:

When a customer is created, either in program CMMM, Customer Master Maintenance, or during sales order entry in program OEXP, Fast Order Entry, the program checks program MURM, Initialization Parameter Maintenance, for the parameter AUTO_CREATE_CUST_ADDR. If that parameter exists and is set to Y, a mail to address will be created for the customer. If that parameter does not exist or exists and is set to N, no mail address will be created.

The creation settings for customers are completely separate than those for contacts. The contact and sales location settings described above will determine whether a mail to address record will be created when a new contact is added during sales order entry.

Automatic Freight Credit (AFC)

The minimum order value for the automatic freight credit can be set up by location and by customer. To set up the minimum order value for the location, go to program ARLM, Location Maintenance. To set up the minimum order value for a customer, go to program CMCM, Customer Credit Maintenance.

If the gross order value of the sales order is equal to or more than the amount entered for the location or customer, the miscellaneous code assigned for the automatic freight credit will be applied to the sales order to reduce the freight amount.

The minimum order value for the customer overrides the minimum order value for the location, if the value for the customer is greater than zero.

The miscellaneous code for the automatic freight code is set up in program SPMC, Miscellaneous Code Maintenance. It can be set up in two ways, as a percentage of the freight charge, or as a percentage of the order total, with a negative sign in front of the percentage.

If you are charging freight according to freight codes in program SPFM, Freight Code Maintenance, you can set up the code as a percentage of the freight charge. For example, to give 100% discount on freight, you would set the value source as a percentage of freight, and enter -100 in the Pct Value field in program SPMC, Miscellaneous Code Maintenance.
If you are charging freight as a miscellaneous code, you can set up the code as a percentage of the order. For example, if the miscellaneous code for freight was set as 1% of the gross order total, you would set the value source as a percentage of the gross order total and enter -1 in the Pct Value field.

Custom code can be added to your procuser.sql file to allow you to override the AFC charge, based on user-defined variables. The procuser.sql code will delete the AFC charge from the sales order and not insert a new one when the sales order meets the defined variables.

Automatic Sales Order Merge

Sales orders can be merged automatically when sales order shipments are processed through program OESJ, Sales Order End of Day and Journals. The parent sales order is assigned to the secondary sales orders during sales order entry or shipping with the following programs.

OEXP, Fast Order Entry
OQEM, Sales Order Quotation Entry/Maintenance
OEOE, Sales Order Entry/Maintenance
OESC, Shipping Confirmation

The following specifications must be met for a secondary order to be merged into a parent order.

The Merge Order flag must be set to on for the secondary order.
The parent order and secondary order must have the same bill to code.
The parent order and secondary order must be status S - Confirmed Complete.
The parent order and secondary order must both have the Print Packing List flag set to off.
The parent order and secondary order must both be selected for processing with program OESJ, Sales Order End of Day and Journals.

Program OESJ, Sales Order End of Day and Journals, jobstream must be set up to run the oesj_pre_process as the first step in program MUJM, Menu and Job Parameter Maintenance.

Customer Deposits and Pre-payments

Customer pre-payments can be applied under the [Summary] button, reducing the amount carried into the accounts receivable open balances and reversing the deposit balances in the general ledger liability account and customer credit record.

Customer Part Numbers and Manufacturer Part Numbers on Sales Orders

When items are entered in on a sales order, the program will first look at the item master for the item information.

If the item is not found in the item master, the program will look for the customer part number in program ICCR, Customer / Item Cross Reference Maintenance, for the customer and entered item. If a customer/item cross reference is found for the entered item, the program will replace the customer part number with NDS item to which it is referenced. A line item comment will be entered containing the customer part number and the NDS item number, and the customer item number will be displayed in the Cust Item No field.

If an inventory item is entered, and a customer/item cross reference exists in program ICCR, Customer / Item Cross Reference Maintenance, for that item and customer, the program will automatically enter the first customer item number found for that inventory item and customer in the Cust Item No field. Multiple customer item numbers can be entered for an inventory item, and you can use the list of values to select the desired customer item number if the one that the system returns is not the one you need.

If the item is not found as a customer part number for the entered customer, the program will look at the manufacturer's part number entered in program ICMX, Manufacturer Item / NDS Item Cross Reference. If a manufacturer's item number is found that is the same as the entered item, the program will replace the manufacturer's item number with the NDS item number to which it is referenced. A line item comment will be entered containing the manufacturer's part number and the NDS item number.

If the referenced item for either the manufacturer's part number or the customer's part number is superseded by an item in program ICAM, Supersede/Substitute Maintenance, the sales order entry programs will replace the part number with the supersede item. A line item comment will be entered containing the originally entered item number and the supersede item number. The referenced NDS item number from program ICMX, Manufacturer Item / NDS Item Cross Reference, or program ICCR, Customer / Item Cross Reference Maintenance, will not be entered in the comments.

If the item is not a manufacturer's part number, then the program will mark the entered item as a non-stock item.

Adding Customer Items to the Cross Reference from Sales Order Entry

Customer items can be added to program ICCR, Customer / Item Cross Reference Maintenance, from the sales order entry programs.

Enter the item number.
In the Cust Item No field, enter the customer item number.
A cross reference record will be created in program ICCR, Customer / Item Cross Reference Maintenance for the inventory item and the customer item number.
The next time the customer item number is entered in the Item No field, the appropriate item number will be entered.
When model items are entered with string configurations, and a customer item number is entered in a sales order entry program, the cross reference record will be created with the string configuration recorded. When the customer item number is entered in a sales order entry program, the model item will be used and configured using the string configuration.
Customer item records will only be updated/created from sales order entry if the CREATE_CUST_ITEMS_ON_FLY parameter in program MURM, Initialization Parameter Maintenance, is set to Y or YES.

Customer/Sales Order Comments

Comments that have been set up with the target type of OE in program CMMM, Customer Master Maintenance, will be copied to sales orders entered in this program. Comments are accessed with the [Comments] $image\ebx_1202995823.gif$ button.

Comments can be set up in program CMMM, Customer Master Maintenance, so that they are always displayed when a sales order is entered for the customer in this program.

On the comments page in program CMMM, Customer Master Maintenance, there is a flag with three settings: Silent (Normal), Show Indicator, and User must read.

If the pop-list is set to Silent (Normal), the comment is written to the sales order as normal, but there is no indication to the user.
If the pop-list is set to Show Indicator, the comment is written to the sales order, and an indicator flag $image\ebx_-453272589.gif$ is displayed to the right of the [Comments] $image\ebx_1202995823.gif$ button to indicate that comments exist for the sales order.
If the pop-list is set to User must read, the comment is written to the sales order, the indicator $image\ebx_-453272589.gif$ is displayed, and when the header is committed, the program will display the comment page.

Discounts

For more information about pricing procedures, see the Pricing section.

Discount percentages are calculated and subtracted from the unit price at the end of the pricing calculation.

Discounts are entered automatically in the Disc % field when the order qualifies for special pricing existing in program CMPC, Price Matrix Maintenance. Special pricing includes enterprise special pricing, store special pricing, customer price group special pricing, and order level discounts.

Discounts can be manually entered in the Disc % field under the following conditions:

Manual discount entry is dependent upon the Enforce Discount LOV flag in program ARLM, Location Maintenance.

If the flag is set to off, discounts can be entered without restriction provided they meet the conditions below.

If the flag is set to on, discounts can be entered provided they meet conditions below, and the discount amount has been entered in program CMDM, Discount Level Maintenance, with the LOV flag set to on. Only discount percentages with the LOV flag set to on in program CMDM, Discount Level Maintenance, can be entered when the LOV flag is set to on.

The Discounts Allowed flag must be set to on for the customer in program CMMM, Customer Master Maintenance.
The order line item is not using firm contract pricing.
The override flag is set to off.

Discounts can be entered in the Flat Disc field at any time.

Flat discounts are subtracted from the extended price of the order line.
If the extended price is changed, the flat discount field will be entered as the difference between the calculated extended price and the entered extended price for the order line.
Flat discounts can be entered when the Override flag is set to on or off.
Flat discounts can be entered for contract prices.

Order Level Discounts

Order level discounts are treated differently from other discounts in the system. Order level discount records are entered in program CMDM, Discount Level Maintenance, for customers and customer price groups and items and item price groups. Each record is set up with a discount percentage that is applied to the order when the sales order total is greater than or equal to the value entered in the Min Order field in program CMDM, Discount Level Maintenance. Records can be entered for a specific customer, a specific customer price group, for all customer and price groups, for a specific item, for a specific item price group, or for all items and price groups.

If an order level discount is set up with items and item price groups, if an order is entered that contains items that are not included in the list of items and item price groups on the second page of program CMDM, Discount Level Maintenance, the order level discount for the customer/customer price group record will be applied to the lines that do not contain eligible items.

Order level discounts can be added to existing sales order line discounts or can overwrite them. Depending on the setting of the CMDM_DISC_OVERRIDES_LINE_DISC parameter in program MURM, Initialization Parameter Maintenance, when the order level discounts are initially applied, they will either be applied to all sales order lines or will only be applied to those without existing discounts.

If applied to all sales order lines automatically, they will either overwrite or add to existing discounts, depending on the order level discount's setting in program CMDM, Discount Level Maintenance. Otherwise the discount will only be applied to order lines for which another discount does not already exist. If another discount exists for the order line, that discount will be used. If you wish the order level discount to be applied to all sales order lines regardless of other discounts, you can press the [Calc Discount] button, and the order level discount will be applied to all sales order lines, either overwriting or adding to existing discounts, depending on the order level discount's setting in program CMDM, Discount Level Maintenance.

Warnings can be set up to be displayed to users when a sales order is nearing eligibility for an order level discounts, either by percentage or dollar amount. Eligibility is determined by the Min Order value in program CMDM, Discount Level Maintenance, but sales orders can have their order values calculated according to unit price or list price, according to the setting in program CMDM, Discount Level Maintenance.

According to the parameter in program CMDM, Discount Level Maintenance, once a sales order value has reached eligibility, either the discounts will be applied automatically, or the program will ask if you want to apply the discount to the order. You will have three choices, [Apply Now], [Notify Later], and [Cancel Msgs].

If you select [Apply Now], the order level discount will be written to the Summary screen and applied to all sales order lines for which no discount is currently entered. Additional order lines can also have the order level discount applied if no other discount is entered for the order line. You will be prompted for each line.
If you select [Notify Later,] each time you commit, or try to change blocks, the program will prompt you about the order level discount.
If you select [Cancel Msgs}, you will no longer be notified about the order level discount. If you decide later that you wish to apply the order level discount to the order, you must press the [Calc Discounts] button.

Parameters at the top of program CMDM, Discount Level Maintenance, correspond to parameters in program MURM, Initialization Parameter Maintenance.

Fax / Email Override

The customer fax and email information can be changed on the Address screen for a sales order entered in any of the following sales order entry programs. This information can be added to the customer master record from the sales order, if desired.

OQEM, Sales Order Quotation Entry/Maintenance
OEOE, Sales Order Entry Maintenance
ARIE, One Step Invoice Entry
OESC, Shipping Confirmation
OEDI, Sales Order Detail Inquiry

In the lower portion of the Addresses block, there is a section for faxing and emailing reports to customers. If the fax / email information for a report class differs for this sales order and customer, you can change it here.

In the Report Class field, enter the report class for which you are entering the fax or email information. You can select from this list of values. If an entry already exists for the customer in program CMMM, Customer Master Maintenance, you can query it here, and make changes for this sales order only.
In the Type pop-list, select E-mail if you are going to email reports for this report class. Select Fax if you are going to fax reports for this report class.
In the Show Mail Form field, if you are emailing reports for this report class, and you wish to view the email before sending it, set this flag to on. If you do not wish to view the report, set this flag to off. Faxed reports do not use this field.
In the Send To field, if you are emailing reports, enter the email address to which you are emailing the reports. If you are faxing reports, enter the fax telephone number to which you wish the report sent.
In the Copy To field, enter an additional email address, if you are emailing the reports to multiple people. If you are faxing reports, this field is not used. Multiple email addresses can be entered in this field, separated by commas ( , ) or semi-colons ( ; ).
Set the Add to Customer flag to off to only change the fax or email information for this sales order.

In program OEDI, Sales Order Detail Inquiry, the default value of this field is determined by the OEDI_SENDTO_CHECKBOX parameter in program MURM, Initialization Parameter Maintenance. The setting of the parameter also determines whether or not the user can set this field to on for existing records. If set to Y, then the user can enter new and update existing records for the customer.

If you wish to enter or change an existing fax or email entry for the customer, you can do it here.

In the Report Class field, enter the report class for which you are entering the fax or email information. You can select from this list of values. If an entry already exists for the customer in program CMMM, Customer Master Maintenance, it will be displayed when you move into the lower block of the Addresses screen.
In the Type pop-list, select E-mail if you are going to email reports for this report class. Select Fax if you are going to fax reports for this report class.
In the Show Mail Form field, if you are emailing reports for this report class, and you wish to view the email before sending it, set this flag to on. If you do not wish to view the report, set this flag to off. Faxed reports do not use this field.
In the Send To field, if you are emailing reports, enter the email address to which you are emailing the reports. If you are faxing reports, enter the fax telephone number to which you wish the report sent.
In the Copy To field, enter an additional email address, if you are emailing the reports to multiple people. If you are faxing reports, this field is not used.
Set the Add to Customer flag to on to only change the fax or email information for the customer. When you press [Commit], an entry will be made in program CMMM, Customer Master Maintenance, for the entered report class. If the report class already exists in program CMMM, Customer Master Maintenance, the record will be updated.

Fax Cover Comments for Sales Order Acknowledgements

Comments can be added from the sales order header to the email body or the fax cover sheet when sales order acknowledgements are emailed or faxed to the customer. The comment type for these comments must be defined in program MURM, Initialization Parameter Maintenance.

These comments will be included on the email body or fax cover sheet for any report that is assigned to the OEACK report class on the Job Definitions tab in program MUJM, Menu and Job Parameter Maintenance.

Hold Codes

Hold codes are entered and maintained in program CMHM, Hold Code Maintenance, and appear as defaults in sales order entry programs. Program OEOE, Sales Order Entry/Maintenance, and program ARIE, One Step Invoice Entry, place orders on hold automatically if the amount of the order exceeds the customer's credit limit or order limit. You can also place an order line on hold in this program with the Hold flag. Orders can be released from credit hold with program OEHR, Credit Hold Release.

Sales orders with the terms code COD will never be placed on credit or order limit hold. The messages will be displayed, but the sales order will not be placed on hold. If you wish a COD customer to be placed on hold, you must either manually place the order on hold on the sales order entry program, or enter a hold code in program CMCM, Customer Credit Maintenance, for the customer's credit record.
The Allow Release in Shipping flag in program CMHM, Hold Code Maintenance, determines whether customer orders that have been assigned a certain hold code can be taken off hold in program OESC, Shipping Confirmation. If the flag is set to on for a hold code, customer orders that are assigned that hold code can be taken off hold in program OESC, Shipping Confirmation.

When an order is placed on hold, the order value is subtracted from the open order balance for the customer and added to the hold order balance for the customer. Sales orders on hold cannot be shipped in program OESC, Shipping Confirmation.

The system can be set up so that sales orders will be taken off credit hold automatically when the customer's available credit becomes enough to cover the sales order amount.

In program SPMM, System Parameters/Default Maintenance, when the Automatic Credit Hold Release flag is set to on, and a customer has sales orders on credit hold, if the customer's available credit becomes enough to cover the sales order, the sales order will be taken off hold automatically.
When this flag is set to off, a user must take the sales order off hold manually.

When a sales order line is placed on hold, when the [Ship Order] button is pressed in program OESC, Shipping Confirmation, the sales order line will be backordered automatically, instead of being shipped automatically.

Customer payments on the summary screen of the sales order can also remove sales orders from credit hold or order limit hold.

If the sales order is put on credit hold, and the payment made on the summary screen reduces the total order amount so that it no longer exceeds the customer credit limit, the sales order will automatically be removed from credit hold.

For example, if the customer has $300 dollars of credit available, and the sales order is for 400, the order will be placed on hold. If at that point, a payment is entered on the summary screen for the sales order for 100.01 or more, the sales order will be taken off hold.

If the sales order is put on order limit hold, and the payment made on the summary screen reduces the total order amount so that it no longer exceeds the customer order limit, the sales order will automatically be removed from credit hold.

For example, if the customer has a $1200 dollar order limit, and the sales order is for 1300, the order will be placed on hold. If at that point, a payment is entered on the summary screen for the sales order for 100.01 or more, the sales order will be taken off hold.

When a sales order entered in program OEOE, Sales Order Entry Maintenance, is released from credit hold, in program OEHR, Credit Hold Release, the Do Not Hold Order flag is set to on in the sales order header. This indicates that the order has been approved, even though it exceeds the credit limit or order limit. Additional lines that are entered for the order will not put the order on hold.

This flag can be set to on or off manually by the user on the Order Codes screen in program OEOE, Sales Order Entry Maintenance.

The CUST_ORDER_AUTO_HOLD parameter in program MURM, Initialization Parameter Maintenance, determines whether when a customer has a hold order balance in program CMCM, Customer Credit Maintenance, all sales orders for that customer will be placed on hold using the R - Management Review hold code. Only sales orders with the Do No Hold Order flag set to on in the sales order header will not be placed on hold when the parameter is set to Y.

Will my order be placed on hold?

Current Hold Cd	CMCM Hold Cd	Do Not Hold Flag	Terms Code	Order Limit	Credit Limit	Net Order Value	SPMM Auto Release Flag	New Hold Code
Null	Null	N	COD	1000	1000	> order/credit limit	n/a	Null
Null	Null	N	Not COD	1000	1000	> order/credit limit	n/a	C or O
Null	Not null	N	n/a	1000	1000	> order/credit limit	n/a	CMCM Hold Code
C/O	Null	N	COD	1000	1000	> order/credit limit	n/a	null
C/O	Not null	N	COD	1000	1000	> order/credit limit	n/a	CMCM Hold Code
C/O	n/a	N	Not COD	1000	1000	> order/credit limit	n/a	Current hold code
Null	C/O	N	n/a	1000	1000	< = order/credit limit	N	CMCM Hold Code
n/a	Null	N	Not COD	1000	1000	< = order/credit limit	N	Current hold code
Null	C, O, null	N	COD	1000	1000	< = order/credit limit	N	Null
Not C/O	Null	N	COD	1000	1000	< = order/credit limit	N	Current hold code
Null, C, O	C, O, null	N	n/a	1000	1000	< = order/credit limit	Y	Null
Null, C, O	Not C/O	N	n/a	1000	1000	< = order/credit limit	Y	CMCM Hold Code
Null	Not C/O	N	n/a	1000	1000	< = order/credit limit	n/a	CMCM Hold Code
Not C/O	n/a	N	n/a	1000	1000	n/a	n/a	Current hold
n/a	n/a	Y	n/a	n/a	n/a	n/a	n/a	null

Item/Sales Order Comments

Comments for items can be set up so that an indication that the comment exists is displayed when a sales order line is entered for the item. Comments must be entered for the item with type OE in program ICMM, Inventory Master Maintenance. On the comments page, there is a flag with three settings: Silent (Normal), Show Indicator, and User must read.

If the pop-list is set to Silent (Normal), the comment is written to the sales order as normal, but there is no indication to the user.
If the pop-list is set to Show Indicator, the comment is written to the sales order, and an indicator flag $image\ebx_-453272589.gif$ is displayed to the right of the [Comments] button to indicate that comments exist for the sales order.
For sales order comments with the pop-list set to User must read, the comment is written to the sales order, and the indicator $image\ebx_-453272589.gif$ is displayed. However, comments will not be displayed automatically.

If the Item Comment Warning flag is set to on in program ARLM, Location Maintenance, for the sales location, a message will be displayed that there are mandatory comments for the item.

If the Item Comment Warning flag is set to off in program ARLM, Location Maintenance, for the sales location, only the indicator $image\ebx_-453272589.gif$ will be displayed.

Item Description Colors on Sales Order Lines

Items entered on sales order lines will have different color descriptions based on the type of item entered.

Red: kit items
Green: model items
Brick Red: non-maintain on hand items
Blue: non stock items
Black: all other item types

Large Quantity Pricing Warning

If the quantity entered exceeds the maximum quantity for the customer/item combination in program CMPC, Price Matrix Maintenance, and the Indicate SO Price Restrictions flag is set to on in program ARLM, Location Maintenance, the message Special Large Quantity Pricing Required will be displayed and a workflow will be sent to the buyer assigned to the item in the item planning programs.

Minimum Order Value for Sales Orders

The minimum order value for sales orders can be set up by location and by customer. To set up the minimum order value for the location, go to program ARLM, Location Maintenance. To set up the minimum order value for a customer, go to program CMMM, Customer Master Maintenance.

If the gross order value of the sales order is equal to or less than the amount entered for the location or customer, the miscellaneous code assigned will be applied to the sales order. The minimum order value for the customer overrides the minimum order value for the location, if the value for the customer is greater than zero.

Miscellaneous Codes

Miscellaneous codes are applied to sales order from the customer credit record, customer ship to code, ship via code, zip code, and payment type.

If the ship to code is changed after the sales order header is entered and committed, the miscellaneous codes for that ship to code will not be removed. The user must remove them manually.

Modular Items

When modular items are selected for sale in sales order entry, they must be configured for the customer. To configure the modular item, press the [Configure] button. This will bring up program MOCF, Modular Bill Configuration, with the item ready to be configured.

When a purchase order or work order has been created for the sales order line, pressing the [Configure] button will display the model configuration tree for the model item in a query-only version of program MOCF, Modular Bill Configuration.

Allocations and Shipping of Model Items

Model on sales orders are allocated according to the Treat Model as Kit flag for the model in program MOTM, Modular Bill Maintenance.

When this flag is set to off, the model is treated normally, and sales allocations are created for the model. When the work order for the modular item is completed and received, the item can be shipped with program OESC, Shipping Confirmation. Work orders can be created for a modular item after the order is created and exists in program OEOE, Sales Order Entry Maintenance, or program OQEM, Sales Order Quotation Entry/Maintenance.
When this flag is set to on, the mode is treated as a kit for sales allocations and shipping.

For more information, see Model Treatment for Allocations and Shipping

Kit items cannot be configured. Kits are not allocated to sales. Instead, the kit components are allocated to sales, and the components are shipped in program OESC, Shipping Confirmation.

Model Components

Once a modular item has been configured, you can view the modular item components with the [Model Details] button. Included in the model details is the quantity available for each component item.

Kit component quantities can be maintained with the [Model Details] button. To change the kit component quantity per, enter the new quantity per in the Qty Per field.
The quantity available for kit component items is the quantity on hand in the stockroom, not including floorstock. The quantity displayed here is in stock units of measure. If the on hand quantity is negative, the number will be displayed in red.

The quantity displayed in this field is determined by the Available To Promise Method pop-list in program SPMM, System Parameters/Default Maintenance.

If the pop-list is set to Projected on Hand, the program will calculate the projected on hand quantity for the line item due date. It is the system total stockroom and floorstock on hand quantity plus the on order quantity less the total quantity already allocated, less the quantity in reserve.

If the pop-list is set to Current on Hand, the displayed on hand quantity is the current on hand quantity for the line item.

The quantity available for model component items is also dependent upon work orders released for the model item.

If no work order has been released for the model item, the component quantity available is calculated the same as kit component items, minus the work order requirement for the component on this sales order line item.

If all work orders have been released for the model item, the component quantity available is calculated the same as kit component items.

If the model item is a serial item and multiple work orders were created for the model item, the component quantity available is calculated the same as kit component items, minus the work order requirements for the component on the work orders that have not yet been released for this sales order line item.

For example, if there are six work orders for the model item on this sales order line item, and 2 have been released, but 4 have not, the component availability is displayed minus the requirements for the 4 work orders that have not been released.

If multiple work orders have been created for a serial controlled model item, and one of the components is a fixed quantity component, the quantity available displayed here will not be correct according to the parameters described above. Instead, the quantity available displayed here is the fixed quantity divided by the quantity ordered, which is not correct for multiple serial controlled work orders.

If a change has been made in program MOTM, Modular Bill Maintenance, to an item that has been configured, and the [Configure] button is pressed for that item after the change, the program will return the following prompt:

A newer release for this model ECL is available for this model. Do you wish to migrate configuration to the new ECL release?
If you wish to update the configuration to the current release number from program MOTM, Modular Bill Maintenance, press the [Upgrade to Current Version] button. Make any necessary changes to the configuration for the new release.
If you do not wish to update the configuration, press the [Keep existing model] button.

When a purchase order or work order has been created for the sales order line, pressing the [Configure] button will display the model configuration tree for the model item in a query-only version of program MOCF, Modular Bill Configuration.

See the information on program MOCF, Modular Bill Configuration for more instruction.

For more information about creating modular items, see the Modular Bill manual.

For more information about model and component pricing, see Modular Pricing and Setting up Component Pricing

String Configuration Feature

Model codes are used in sales order entry as a way to configure models without entering program MOCF, Modular Bill Configuration. In order to use model codes to configure a model, a model code separator must be entered in program MOPM, Modular Parameter Maintenance, and model codes must be assigned to the model and model component in program MOTM, Modular Bill Maintenance.

The model code separator cannot be the same as any characters that are used in the model item number itself. For example, if you have model item numbers with - in them, you should not use the - as the model code separator.

To configure models using the model codes, you enter the model item on the sales order line, followed by the model code separator and the desired model code. If multiple model codes are being entered, the model separator must be entered before each code.

For example, suppose the model separator is - and the following model codes have been set up for the model item - 64MB and STD. The model item number is PC200. On the sales order line, the user would enter PC200-64MB-STD and then go to the next field.
As soon as the cursor leaves the item number field, the configuration that was entered in the item number field updates the configuration for the item.
This configuration information can be viewed in program MOCF, Modular Bill Configuration, and using the Model Details button in the sales order entry program.

Standard configuration rules apply, however. This means that if the configuration is not valid with the entered model codes, the program will inform the user and more information will have to be entered in program MOCF, Modular Bill Configuration, before the model item can be manufactured or shipped.

Model Quantities

You can also enter quantities on the sales order line to be applied to the components of the model code. In order to use model quantities, a model quantity separator must be entered in program MOPM, Modular Parameter Maintenance.

The model quantity separator cannot be the same as any characters that are used in the model item number itself. For example, if you have model item numbers with - in them, you should not use the - as the model quantity separator.

To assign component quantities, enter the model item on the sales order line, followed by the model code separator, then the model code, then the model quantity separator, then the desired quantity.

When the model is entered followed by model codes and quantities, the quantity is assigned to the components selected with the model code. Multiple model codes and quantities can be entered to configure the model item.

For example,

Item number: MO-1001

Model code separator: /

Model code: RED

Model quantity separator: ,

On the sales order line, MO-1001/RED,5/BLUE,10 would assign a quantity of 5 to components with model code RED and a quantity of 10 to components with model code BLUE.

It is not mandatory to enter a mode quantity for a model code. If no quantity is entered, the initial quantity is used from the model code. If the initial quantity is 0, the minimum quantity for the component item will be used.

If the user entered MO-1001/RED/BLUE ,10, the components for model code RED would be assigned the initial quantity entered for the model code. The components for model code BLUE would be assigned a quantity of 10.

If the quantity entered is outside the quantity range entered for the component item, the quantity will be adjusted to fit in the range. The user will not be notified that this has occurred.

If the quantity is less than the minimum quantity, the quantity assigned to the component will be the minimum quantity. For example, if the minimum quantity for the component item on the model is 3, and the user entered a 1 on the sales order line, the component will be assigned a quantity per of 3.
If the quantity is greater than the maximum quantity, the quantity assigned to the component will be the maximum quantity. For example. if the maximum quantity for the component item on the model is 10, and the user entered a 15 on the sales order line, the component will be assigned a quantity per of 10.

For more information, see Model Quantities.

Default Model Codes

Default model codes can be added to prompts for string configurations. When a string configuration is entered, if no item was selected for the prompt from the string configuration, the default model code will be used to make a selection for that prompt.

For information on setting up default model codes, see Default Model Codes.
In a sales order entry program, enter the model item and at least one model code in the string configuration.

If you do not enter a model code, the default model codes assigned to the prompts will not be activated.

The model code does not have to be a valid model code.

The program uses the model codes entered in the string configuration and selects all components to which the model codes apply. The program will then look at each prompt for which a selection was not made to find default model codes. If the prompt has a default model code, the program selects the appropriate components for the model code and prompt.

For information about the model string configurator, see Model String Configuration, Model Codes, and Named Properties.

Non-stocked items

If an item is entered that does not exist in the item master, "Non-Stocked Item" is displayed in the description field. This can be changed.

You can only enter non-stocked items if the Non-Stock pop-list in program ARLM, Location Maintenance, is set to Allowed or Ask Operator.

For non-stocked items, the list price is zero, and you must enter the list price. If the list price for an item is zero, no postings will be made to the Trade Discount posting type and general ledger account in program GPTM, Posting Template Maintenance. If the list price is anything but zero and there is a difference between it and the unit price, the difference will be posted to the Trade Discount posting type and general ledger account.

If the Set List Price Equal to Unit Price flag is set to on in program ARLM, Location Maintenance, the list price will be set automatically to the calculated unit price for the sales order line, and no differences will be posted to the Trade Discount posting type.

Non stocked items will have the taxable flag set according to the Non-stock is Taxable flag setting in program SPMM, System Parameters/Default Maintenance.

When this flag is set to on, the taxable flag will be set to on automatically for non stocked items in sales order entry.
When this flag is set to off, the taxable flag will be set to off automatically for non stocked items in sales order entry.

On Hand Quantities for Line Items

The on hand quantity displayed for each line item in the Qty Available field is determined by the Available To Promise Method pop-list in program SPMM, System Parameters/Default Maintenance.

If the pop-list is set to Projected on Hand, the program will calculate the projected on hand quantity for the line item due date.
If the pop-list is set to Current on Hand, the displayed on hand quantity is the current available quantity for the line item.

PPH Charges

Freight charges can be calculated by sales order gross high. When a sales order's gross amount exceeds an amount entered in program SPPH, PPH Charge Maintenance, the miscellaneous code assigned to the gross high entered in program SPPH, PPH Charge Maintenance, will be entered on the sales order.

When sales order quantities are changed or sales order lines are removed, the sales order gross value is recalculated and the miscellaneous code used is updated so that the correct charge is used for the sales order gross amount.
PPH charges can be set up according to Catalog ID.

You can also set up parameters so that no charge will be issued when a sales order reaches a certain gross amount.

An example of this might be:

0.00 to 100.99 = freight charge of 10.00

101.00 to 200.99 = freight charge of 7.50

201.00 to 500.99 = freight charge of 5.00

501.00 and above -= no charge for freight

To create a negative PPH charge for a credit memo, set up a negative gross order amount (e.g. -9999999) along with a negative miscellaneous value for the desired catalog ID. Be sure that there is a gross amount record for the same catalog ID and miscellaneous code so that positive invoices will not be assigned the negative charge.

For information on setting up PPH charges, see program SPPH, PPH Charge Maintenance.

Miscellaneous codes are set up in program SPMC, Miscellaneous Code Maintenance.

Printing Order Acknowledgments Automatically

The system can be set up so that when a sales order is opened (changed to status O - Complete) a sales order acknowledgment prints automatically from program OEOE, Sales Order Entry/Maintenance, program OEXP, Fast Order Entry, or program OQEM, Sales Order Quotation Entry/Maintenance. The following set up is required.

In program MURM, Initialization Parameter Maintenance, set up two parameters for the desired application log in, Oracle User ID, or for the COMMON user.

Key Value

AUTO_ACK Y

AUTO_ACK_PROG choose OEAPT or OEAPX

AUTO_ACK_OQEM Y

For each program, set up drill down records for the reports as follows:

OEOE, Sales Order Entry/Maintenance

To Program   OEAPT
To Program Mode Report
Key1   C.ORDER_NO
Key2   C.ORDER_SUFFIX
Key4   'C'
Key5   C.CUST_NO

To Program   OEAPX
To Program Mode Transmit
Key1   C.ORDER_NO
Key2   C.ORDER_SUFFIX
Key4   'O'
Key5   C.CUST_NO

OQEM, Sales Order Quotation Entry/Maintenance

If Keep Quotes as Won is set to off in ARLM, Location Maintenance:

To Program   OEAPT
To Program Mode Report
Key1   C.ORDER_NO
Key2   C.ORDER_SUFFIX
Key4   'C'
Key5   C.CUST_NO

To Program   OEAPX
To Program Mode Transmit
Key1   C.ORDER_NO
Key2   C.ORDER_SUFFIX
Key4   'O'
Key5   C.CUST_NO

If Keep Quotes as Won is set to on in ARLM, Location Maintenance:

To Program   OEAPT
To Program Mode Report
Key1   CONTROL.NEW_ORDER
Key2   CONTROL.NEW_SUFFIX
Key4   'C'
Key5   C.CUST_NO

To Program   OEAPX
To Program Mode Transmit
Key1   CONTROL.NEW_ORDER
Key2   CONTROL.NEW_SUFFIX
Key4   'O'
Key5   C.CUST_NO

OEXP, Fast Order Entry

To Program   OEAPT
To Program Mode Report
Key1   CONTROL.NEW_ORDER
Key2   CONTROL.NEW_SUFFIX
Key4   'C'
Key5   C.CUST_NO

To Program   OEAPX
To Program Mode Transmit
Key1   CONTROL.NEW_ORDER
Key2   CONTROL.NEW_SUFFIX
Key4   'O'
Key5   C.CUST_NO

Printing Quotations Automatically

The system can be set up so that when a sales quotation is created from program OEXP, Fast Order Entry, a sales order quotation prints automatically. The following set up is required.

In program MURM, Initialization Parameter Maintenance, set up two parameters for the desired application log in, Oracle user ID, or for the COMMON user

Key Value

AUTO_QUOTE_PRINT YES

AUTO_QUOTE_PRINT_PROG OQQPX

For program OEXP, Fast Order Entry, set up drill down records for the reports as follows:

OEXP, Fast Order Entry

To Program   OQQPX
To Program Mode Report
Key1   CONTROL.NEW_ORDER
Key2   CONTROL.NEW_SUFFIX
Key4   'O'
Key5   C.CUST_NO

Required Margin Warning

The system can be set up so that when a sales order line item is entered, and its actual margin is lower than a specified margin, a warning is displayed in the sales order entry program. The feature is set up by sales location using the OE_REQ_MARGIN_LLL parameter in program MURM, Initialization Parameter Maintenance, where LLL is the sales location code. When the sales order line item's margin percentage falls below the margin assigned to the parameter, the warning is displayed.

Sales Order Allocation and Commitment Rules

Sales allocations are calculated using the following rules:

The quantity ordered, quantity backordered, and qty shipped are multiplied by the sales unit of measure conversion factor to calculate the stock units, rounded to three decimals.
The plant in which the allocation is recorded is the plant entered for the sales order line.
Allocations are created for items entered directly on the sales order line, including lines entered for on hold sales orders, and sales order lines that are on hold themselves.
Allocations are created for kit components, but not kit items.
Allocations are created for model items as described in the Allocations and Shipping of Model Items section.
Drop ship items are not included in sales allocations unless the SALES_ALLOC_INCL_DROP_SHIP parameter in program MURM, Initialization Parameter Maintenance, is set to Y.

Sales commitments are calculated using the following rules:

If the order status is O - Complete, sales commitment is the quantity ordered.
If the order status is J - Confirmed Incomplete, or S - Confirmed Complete, the commitment is the quantity backordered.
For kit and model components, the following rules apply:

If the component's selection flag is set to on during configuration, that component is included for commitment calculation.

If the fixed quantity flag is set to on, do not multiply the component quantity per by the order quantity.

For kits, if the quantity per is changed on the Model Details screen, that quantity per is the quantity per unit on the sales order line, unless the fixed quantity flag is set to on.

The Auto Backorder flag in the sales order header can be set to on to retain sales order commitments on shipped sales orders. When shipping is initialized, the ordered amounts will be defaulted into the Backorder field for the sales order line. This retains sales allocations for the sales order line until shipping is completed. If the customer does not allow backorders, the Remove Backorders flag will be set to on automatically as well, so that the backorders are removed automatically when shipping is complete.
The default value for this flag is determined by the OESHIP_AUTO_BACKORDER parameter in program MURM, Initialization Parameter Maintenance.

Sales Order Status for New Sales Orders

The Initial Order Status pop-list in program ARLM, Location Maintenance, determines the status of new sales orders created in program OEOE, Sales Order Entry Maintenance.

When this pop-list is set to Incomplete, new orders will be created as status I - Incomplete orders. The [Open Order] button in the sales order header must be pressed before the status will be changed to O - Complete. Incomplete sales orders cannot be shipped in program OESC, Shipping Confirmation or staged with program OSEM, Stage Sales Order for Shipping.
When this pop-list is set to Open, new orders will be created as status O - Complete orders. Open orders can be shipped in program OESC, Shipping Confirmation, and staged in program OSEM, Stage Sales Order for Shipping.
Sales orders created in program ARIE, One Step Invoice Entry, will be created initially as status S - Confirmed Complete, regardless of the setting of this pop-list.
The status of sales orders created from program OQEM, Sales Order Quotation Entry/Maintenance, is determined by the OQEM_USES_ARLM_STATUS parameter in program MURM, Initialization Parameter Maintenance. When this parameter is set to Y, the status is determined by this pop-list. When the parameter is set to N, the status will always be O - Complete, regardless of the setting of this pop-list.

Sales Promotions

Sales promotions can be set up in program OEPM, Sales Promotion Master Maintenance. When a sales order is entered for a customer that is eligible for a promotion and for an item for which promotional items have been set up, the promotional items are automatically linked to the sales order and can be viewed with the [Promotions] button.

When a promotion is automatically linked to the sales order, the words Promotional Items Attached will appear in blue below the Qty Available field.

Promotional items can not be maintained in sales order entry programs. Promotional items are shipped with the rest of the order in program OESC, Shipping Confirmation.

If a promotional item is backordered, its link to the original item will be removed and on the backorder, it will appear as a normal line item. This is to handle instances where the line item is shipped, but the promotional item is backordered.

Promotional items should not be added to backorders created through OESJ, Sales Order End of Day Journals. A user can add promotional misc codes that attach items to a back order manually after OESJ has created the back order.
For more information on promotional items, see program OEPM, Sales Promotion Master Maintenance.

Ship Complete Only

The ship complete only flag on the Order Codes screen of program OEOE, Sales Order Entry Maintenance, and program OQEM, Sales Order Quotation Entry/Maintenance, has two uses.

When batch shipping an item with program OESB, Batch Shipping, the ship complete only flag setting overrides the setting of the Mode of Operation pop-list in program ILPM, Plant Code Maintenance. When this flag is set to on, and all lines on the sales order cannot be shipped fully (where the quantity shipped = quantity ordered), the order will not be shipped.

For normal shipping processes using program OESC, Shipping Confirmation, when this flag is set to on, the sales order cannot be changed from status O - Complete or status J - Confirmed Incomplete, to status S - Confirmed Complete, until all sales order lines have been fully shipped (quantity shipped = quantity ordered). When the [Order Complete] button is pressed in program OESC, Shipping Confirmation, for an order that has not been fully shipped, the program will display a warning message, and the status will not change until the order has been fully shipped.

In addition, there is a B/O Ship Complete flag in the sales order entry programs. The default setting for this flag comes from the Make BO Ship Complete flag setting for the sales location record in program ARLM, Location Maintenance, but it can be overridden at the sales order level.

When the B/O Ship Complete flag is set to on for a sales order, the backorder for the sales order will have the Ship Complete flag set to on automatically when it is generated during sales order processing with program OESJ, Sales Order End of Day Journals.

Promotional items should not be added to backorders created through OESJ, Sales Order End of Day Journals. A user can add promotional misc codes that attach items to a back order manually after OESJ has created the back order.

Ship To Code Updates

Ship to codes for customers can be entered and updated from the Addresses screen in sales order entry programs. Once the new ship to address has been entered, press the [Save New Ship To] $image\ebx_527884913.gif$ button, and the ship to code will be updated in the customer master. If the entered ship to code does not exist, it will be created.

If the OE_ALLOW_SHIPTO_CREATE parameter in program MURM, Initialization Parameter Maintenance, is set to N, then new ship to addresses cannot be created and existing ship to addresses cannot be modified in program ARIE, One-Step Invoice Entry, program OQEM, Sales Order Quotation Entry/Maintenance, and program OEOE, Sales Order Entry/Maintenance.

1. On the Addresses screen in a sales order entry program, enter the ship to code that you are creating or updating.

If the ship to code does not exist, the program will verify that you are creating a new ship to code before it allows you to continue.
You can have your ship to codes auto-numbered. To do this, leave the ship to code as SAME, DROP, or blank while you are entering your new address.

2. Enter the ship to address. In the last line of the address, the city, state, and zip code should be entered in the following format: City, ST Zip.

The state code must exist in program SPSM, State/Province Code Maintenance.

3. Enter the contact in the Attn field.

4. When you have completed entering the address, press [Commit], and then press the [Save New Ship To] $image\ebx_527884913.gif$ button to update the customer master record with the new ship to address.

If you are using auto numbering, the SAME, DROP, or blank ship to code will be changed to the auto-number ship to code that is created.

Substituted and Superseded Items

Substituted and superseded items are set up in program ICAM, Supersede/Substitute Maintenance. Line item comments are entered when items are superseded or substituted. The entered comment will contain both the superseded/substituted item and the item that was originally entered.

Substituted Items: If the substitute flag is set to on in program ICAM, Supersede/Substitute Maintenance, then the item is being substituted for another item, also entered in program ICAM, Supersede/Substitute Maintenance. An item can be substituted by more than one item. In the sales order entry programs, if you choose to substitute one item for another, you press the [Substitutes] button and you are given a choice of items to substitute. Once a substituted item is selected and committed, the item can not be changed. You must delete the item and re-enter it.

Superseded Items: For an item entered in program ICAM, Supersede/Substitute Maintenance, if the substitute flag is off, the item is superseded by another item, also entered in program ICAM. A single item can not be superseded by more than one other item. Items are superseded automatically by the system. When a superseded item number is entered in the sales order entry programs, the program will display a message informing you that the item you have entered is superseded by another item. The item number in the line item field will change to the new item number. In the line item comments, the program will put a message that the original item ordered was superseded by another item, depending on the OE_ADD_SUPERSEDE_COMMENTS parameter in program MURM, Initialization Parameter Maintenance. Once a superseded item is committed, the item can not be changed. You must delete the item and re-enter it.

Units of Measure

A primary sales unit of measure, rather than the inventory stock unit of measure, can be used for sales orders. The sales unit of measure and conversion factor must first be established with program ICSM, Inventory Sales Data Maintenance. The system will automatically use this unit for sales orders and convert it to stock units for inventory records such as allocations and shipments. Program ICQI, Inventory On Hand Inquiry, will display inventory 'what-ifs' showing a record for existing inventory using each sales unit of measure and the converted amount that the existing inventory would provide in that sales unit of measure.

There is also the alternate unit of measure set up in program ICMM, Inventory Master Maintenance, and program ICSM, Inventory Sales Data Maintenance, which allows you to change the unit of measure for the item.

Unit Price Calculation using the List Price Rounding Feature

The List Price Rounding feature allows the list price to be rounded to a certain value to determine the unit price during sales order entry. The list price is first calculated using the price matrix, and then that price is rounded using the entered Rounding Method and Round to Nearest value. The unit price calculated from the entered Base List Price, Rounding Method, and Round to Nearest value is displayed in this program.

This means that after the list price is calculated according to the rules of the price matrix, it will be rounded to obtain the unit price. For example, if the list price is a contract price, the contract price will be rounded according to the rules entered program ICSM, Inventory Sales Data Maintenance.
For more information on the pricing matrix, see the Pricing section.
For more information on rounding, see the List Price Rounding section.

Other Sales Order Features

The following features are available in only program OEOE, Sales Order Entry Maintenance and program OQEM, Sales Order Quotation Entry/Maintenance. Work orders/production schedules can also be created from program OEXP, Fast Order Entry.

Purchasing Model Components for Model Work Orders

Receipts for Sales Orders

Work Orders and Production Schedules

Cascading Work Orders

Work Order Creation for Serial Controlled Items

Automatic Work Order Creation for Model Items

Purchase Orders

Drop Ship Orders

Control Number Reservation and Shipment in Drop Ship Orders

Sales Allocations and Inventory for Drop Ship Orders

Receiving and Closing the Drop Ship Purchase Order

Work Orders and Production Schedules

You can create a work order or a production schedule from the sales order by using the [Work Orders/PO's] or [Write WO] button. The Manufacturing Method pop-list in program ICPM, Inventory Planning Data Maintenance, determines whether a work order or a production schedule will be created when the [Create WO/PO] or [Write WO] button is pressed.

The work order or production order will be created in the default manufacturing plant entered for the item in program ICEM, Item/Plant Maintenance.

If the Mfg Plant Override in Order Entry flag is set to on in program SPMM, System Parameters/Default Maintenance, the work order will be created in the default plant entered for the item in this program.

The production due date of the work order or production schedule is determined by the order line due date and the production delay days entered in program SPMM, System Parameters/Default Maintenance. The production due date will be calculated as the sales order line due date minus the production delay days.

If the order line due date is changed, the production due date for the production schedule or work order is also updated, provided the work order has not been picked. However, if cascade work orders exist, the due dates will not be updated for the cascade work orders.
If multiple serial item work orders or production schedules exist for the item on the order line, all will be updated with the new due date.

If the sales order quantity is changed for a sales order line item for which a work order exists, and that work order has not been released, or if the work order has been released but not picked, the work order quantity will be updated to match the sales order line quantity.

If cascade work orders exist, and the sales order line quantity is changed, none of the work orders will be updated. You will receive a message stating 'Multiple Work Orders exist, update not completed.'

Comments assigned type WO for the sales order line or for the model configuration will be copied to the work order or production schedule. Additional comments with the comment type code assigned to the OEWO_COMMENT_COPY parameter in program MURM, Initialization Parameter Maintenance, will also be copied.

Work orders created from program OEXP, Fast Order Entry, have the following exceptions to the standard rules:

The user will not be warned that the item does not have a bill of material or routing.
If the item is a serial controlled item, one order will be created for the sales order line quantity rather than one work order for each serial number. The user will not be prompted to choose.
If the item is set up in item planning with the Make/Buy flag set to Purchased, a work order will not be created.

Work orders and production schedules will be created for inventory items on sales order lines only if a purchase order has not been created for the line item.

Work orders and production schedules will be created for parent level model items on sales order lines if a purchase order has not been created for the parent model item, or if purchase orders have been created, they were created for the model item's components.

If the sales order line item has the Direct flag set to on, a warning will be displayed and the work order or production schedule will not be created.

Work orders created for sales order lines are created in the format SO#-Suffix-Line. If a work order number cannot be created from these values, it will be created using the Next Released Order Number in program SPMM, System Parameters/Default Maintenance.

Cascading Work Orders

You can set up the system to create work orders for the line item on the sales order and all of its components when the [Create WO/PO] or [Write WO] button is pressed. The Cascade WO Release in OE flag in program ICPM, Inventory Planning Data Maintenance, must be set to on for the line item.

When this flag is set to on, when the button is pressed for the item, the work orders for the item and all of the components of the item are created.
When this flag is set to off, the work order is created for only the ordered item, and not its components.
The work order cascade does not look at the available to promise inventory. If the button is pressed, the work orders are created for the ordered item and for the components of the order item regardless of the available to promise inventory.

If the flag is also set to on for the line item's component items, work orders will be created for the component items' component items as well. This allows work orders to be created for items from the lowest level to the highest level of the line item's routing.

For example, you have an order line for item A. Item A has two components, B and C. Item B has two components, D and E.
All of these items have the Cascade WO Release in OE flag set to on.
Items A, B, C, and D have the Make or Buy pop-list set to Manufactured.
Item E has the Make/Buy pop-list set to Purchased.
Items C, D, and E do not have bills of material.
The [Create WO/PO] button is pressed for item A on the sales order line.
A work order for A is created. The Cascade WO Release in OE flag is set to on for A, so work orders are also created for items B and C. This occurs even though item C has no bill of material because the Make or Buy pop-list for C is set to Manufactured.
The Cascade WO Release in OE flag is set to on for item B, so a work order is created for D. This occurs even though item D has bill of material because the Make or Buy pop-list for D is set to Manufactured.
No work order is created for item E because the Make or Buy pop-list is set to Purchased.
There are no components for item C, so no work orders are created.
There are no components for item D, so no work orders are created.

Work Order Creation for Serial Controlled Items

When the [Write WO] button is pressed for serial controlled items, the program will return an alert box with the following message:

$image\ebx_1113661474.gif$

If you select 'One Order for each Serial No', for each serial item that will be created, a single work order or production schedule will be written. If the Cascade WO Release in OE flag is set to on, orders will also be created separately for the item's component items. This only applies to the ordered serial number. Any serial items included in the order will have one order for the entire quantity per assembly on the bill of material.

If you select 'A Single Order for all Serial Nos', a single work order or production schedule will be created for the entire ordered quantity. If the Cascade WO Release in OE flag is set to on, each component item will also have a single order for the entire quantity needed for the work order.

For example, suppose your bill of material for serial item A was two serial items B, one lot item C, and one non-controlled item D and that the quantity ordered was 4 on sales order 5400:

One Order for each Serial No A Single Order for all Serial Nos

A WO 540001 Qty 1 WO 540001 Qty 4

WO 4 Qty1

WO 8 Qty 1

WO 12 Qty 1

B WO 1 Qty 2 1 Qty 8

WO 5 Qty 2

WO 9 Qty 2

WO 13 Qty 2

C WO 2 Qty 1 2 Qty 4

WO 6 Qty 1

WO 10 Qty 1

WO 13 Qty1

D WO 3 Qty 1 3 Qty 4

WO 7 Qty 1

WO 11 Qty 1

WO 14 Qty 1

Work orders created in program OEXP, Fast Order Entry, work a little differently. If the item is a serial controlled item, one order will be created for the sales order line quantity rather than one work order for each serial number. The user will not be prompted to choose.

Automatic Work Order Creation for Model Items

The system can be set up so that when a model item is entered in one of the sales order entry programs, the Create WO flag is set to on. When the sales order is created, a work order will be created automatically for the model item, provided it has a valid configuration.

Sales order entry programs include program OEOE, Sales Order Entry/Maintenance, program OQEM, Sales Order Quotation Entry/Maintenance, and program OEXP, Fast Order Entry.
Kit items are not included in this feature.
Some setup in program MURM, Initialization Parameter Maintenance, is required for the COMMON user.

Key Value

AUTO_CREATE_MODULAR_WO Y

In program OEXP, Fast Order Entry, for model items, the Create WO flag will be set to on on the Items Tab. If the user does not set the flag to off, and the model item has a valid configuration, the work order will be created when the sales order is created. If a quote is created, the value of the Create WO flag will be carried to program OQEM, Sales Order Quotation Entry/Maintenance, with the quote, to be handled at order creation time from that program. The following modifications to the standard work order creation process exist for work orders created from this program.

The user will not be warned that the item does not have a bill of material or routing.
If the item is a serial controlled item, one order will be created for the sales order line quantity rather than one work order for each serial number. The user will not be prompted to choose.
If the model is set up in item planning with the Make/Buy flag set to Purchased, a work order will not be created.

In program OQEM, Sales Order Quotation Entry/Maintenance, the Create WO flag will be set to on on the Create Order screen. When the [Create Order] button is pressed on that screen, you must press the [WO/PO/SO] button for the work order to be created when the sales order is created. The model item must have a valid configuration in order for the work order to be created.

In program OEOE, Sales Order Entry/Maintenance, the Create WO flag will be set to on when the model item is entered. You must have the Initial Order Status pop-list in program ARLM, Location Maintenance, set to Incomplete for the feature to work in this program. When the [Open Order] button is pressed in the header, the work order will be created when the sales order status changes to status O - Complete. The model item must have a valid configuration in order for the work order to be created.

Work orders are created in program WOEM, Work Order Entry/Maintenance, with the status set according to the AUTO_RELEASE_MODULAR_WO parameter in program MURM, Initialization Parameter Maintenance. When set to Y, the status will be Open. When set to N, the status will be Pending.

Purchase Orders

To create a purchase order, set the direct flag to the desired setting and entering the vendor information under [Other Details]. Then, a purchase order can be generated from the sales order. When the purchase order is created, it becomes possible for you to view the purchase order in program POEM, Purchase Order Entry/Maintenance. The sales order number will be displayed on the screen.

If the sales order is a direct order, the items on the purchase order will be shipped directly to the customer's ship to address.
If the sales order is not a direct order, the program checks program POSM, P.O. Ship-To Maintenance, for a ship to address for the sales location entered in the header.

If an address exists that matches the sales location, the items on the purchase order are sent to that address.

If only one address exists in program POSM, P.O. Ship-To Maintenance, the items on the purchase order will be sent to that address, regardless of the sales location.

If multiple addresses exist in program POSM, P.O. Ship-To Maintenance, but none match the sales location, the program will ship the items to the remit to address for the sales location from program ARLM, Location Maintenance.

When the Direct flag is set to on for a sales order line item, the quantity ordered will not be included in the sales allocations for that item unless the SALES_ALLOC_INCL_DROP_SHIP parameter in program MURM, Initialization Parameter Maintenance, is set to Y.

The purchase order number will also be displayed on the sales order. You must create a purchase order for each line item in the sales order separately.

Requests for vendor quotes can be printed for open sales order line items using program VERQ, Request for Quote from OE.

Purchase orders will be created in the currency assigned to the vendor in program VEMM, Vendor Master Maintenance.

Sales order line comments of the type defined by the OEPO_COMMENT_COPY parameter in program MURM, Initialization Parameter Maintenance will be copied to the purchase order.

All comments containing the type entered in the parameter will be copied. For example, if the type entered is PO, comments with PO, POR, POQ, QAPO, etc will be copied.

Purchase orders can be created for modular items and kits. When the purchase order is created, the purchase order line will be created for the top-level modular item as a non-stocked item. A comment will be added to the purchase order line containing the components of the modular item.

Model items and inventory items will be included in the comment, but prompts will not.

Purchase orders will be created for inventory items and parent level model items on sales order lines only if a work order or production schedule has not been created for the line item.

Drop Ship Orders

Purchase orders can be written for drop ship sales orders. These drop ship sales orders are then sent directly from the vendor on the purchase order to the customer ship to address on the purchase order.

This address is written to the purchase order from the ship to address on the sales order when the purchase order is created.
Purchase order ship to codes that match the sales location codes should be entered in program POSM, P.O. Ship-To Maintenance. Because the sales location is entered as the ship to code in program POEM, P.O. Entry/Maintenance, if no ship to code exists with the same code as the sales location code, you will receive the message "Invalid ship-to code. List of Values is available" when you query the purchase order.

For example, if the sales location code is 10 in program ARLM, Location Maintenance, a ship to location code of 10 should be entered in program POSM, P.O. Ship-To Maintenance.

Drop ship orders are treated differently by the system than normal sales orders in the areas of control number reservation, control number shipment, and inventory.

For information on creating a purchase order from a sales order, see Creating Purchase Orders from a Sales Order
For information on creating a purchase order from a sales quotation, see Creating Purchase Orders from a Quote

Sales locations can be set up so that when a drop ship sales order line is entered, the vendor and buyer must be entered on the sales order line.

The Drop Ship Vendor Mandatory flag in program ARLM, Location Maintenance, determines whether a vendor must be entered when a drop ship sales order line is entered.
The Drop Ship Buyer Mandatory flag in program ARLM, Location Maintenance, determines whether a buyer must be entered when a drop ship sales order line is entered.

Vendors and inventory items can be set up so that they are always drop shipped.

When a sales order line is entered for a drop ship only item, the program will display a notification message for the sales order entry operator, and the Direct flag will be set to on automatically for the sales order line. This flag cannot be set to off for drop ship only items.

Inventory items have the Drop Ship Only flag set to on in program ICMM, Inventory Master Maintenance.

When a drop ship only vendor is entered for a sales order line, the Direct flag will be set to on automatically, but no notification will be displayed. This flag cannot be set to off for sales order line that have been assigned a drop ship only vendor.

Vendors have the Drop Ship Only flag set to on in program VEMM, Vendor Master Maintenance.

Kit items and modular items cannot be drop ship items.

Drop ship sales order lines cannot be shipped with program OESB, Sales Order Batch Shipping.

Purchase orders will be created in the currency assigned to the vendor in program VEMM, Vendor Master Maintenance.

Control Number Reservation and Shipment in Drop Ship Orders - (only OEOE, Sales Order Entry Maintenance)

Control numbers for drop ship lot and serial control items can be reserved, even if the control number does not yet exist in the system. Program OEOE, Sales Order Entry Maintenance, will create the control number according to the generation rule entered for the item in program ICEM, Item/Plant Maintenance, or will create any control number that you manually enter.

If the control numbers were not reserved for the controlled items when the sales order and purchase order were created, you can manually enter non-existing control numbers for the item on the Ship Details screen of program OESC, Shipping Confirmation.

Reserved control numbers entered in program OEOE, Sales Order Entry Maintenance, will write to the purchase order regardless of whether the control numbers were entered before or after the purchase order was created.

If the control number is for a serial item, the program will write the first control number in the range of control numbers entered.
If the control number is for a lot controlled item, the program will write the first lot control number entered to the purchase order.

If a control number is entered in program POEM, P.O. Entry/Maintenance, for a drop ship item, the program will write the control number to the sales order reservations.

If the sales order already has reservations for the item, the control number from the purchase order will replace the existing reservations.
If the reservation is changed at a later date on the sales order, the program will not write the new control number to the purchase order.
If the reservation is changed at a later date on the purchase order, program POEM, P.O. Entry/Maintenance, will write the new control number to the sales order reservations.
If multiple control number reservations are entered in program OEOE, Sales Order Entry Maintenance, and the control number that is copied to program POEM, P.O. Entry/Maintenance, is changed, the new control number will replaced the existing control number with a quantity of the ordered quantity - reserved quantity.

For example, three control numbers are entered, one for 10, one for 15, and one for 20. The control number that was entered first (for 10) was copied to program POEM, P.O. Entry/Maintenance. It is replaced in POEM. The new control number replaces the old control number and calculates the quantity for itself as 35 - 25 = 10.

Whether reserved control numbers will be shipped automatically in program OESC, Shipping Confirmation, depends upon two things:

The setting of the Auto Ship Reservations with Manual Ship Option flag in program SPMM, System Parameters/Default Maintenance.
Whether the [Ship Order] or [Manually Ship Order] button is pressed in program OESC, Shipping Confirmation, for the order.

If the [Ship Order] button is pressed, reserved control numbers will be entered in the ship details for the item in program OESC, Shipping Confirmation, regardless of whether they are in the wrong plant, in a unshippable location, or with insufficient on hand inventory. Warnings will be displayed, and the ship details can be changed.

If the [Manually Ship Order] button is pressed and the Auto Ship Reservations with Manual Ship Option flag is set to on, reserved control numbers will be entered in the ship details for the item in program OESC, Shipping Confirmation, regardless of whether they are in the wrong plant, in a unshippable location, or with insufficient on hand inventory. Warnings will be displayed, and the ship details can be changed.

If the [Manually Ship Order] button is pressed and the Auto Ship Reservations with Manual Ship Option flag is set to off, reserved control numbers will not be entered in the ship details. In order to ship reservations for items in this scenario, the [Ship Reserved] button must be pressed on the Ship Details screen.

Sales Allocations and Inventory for Drop Ship Orders

Drop ship items are not included in sales allocations unless the SALES_ALLOC_INCL_DROP_SHIP parameter in program MURM, Initialization Parameter Maintenance, is set to Y.

When the drop ship sales order is entered, the sales allocation for the item is incremented by the quantity ordered in program OESC, Shipping Confirmation.
When the drop ship sales order is shipped in program OESC, Shipping Confirmation, the sales order allocation is reduced by the quantity ordered. If any backorder is entered, the sales allocation will be increased by that amount.

When the drop ship items are shipped, the on hand quantity for the items is not reduced.

Receiving and Closing the Drop Ship Purchase Order

When the order is shipped in program OESC, Shipping Confirmation, the quantity shipped is recorded as received for the purchase order. This information can be viewed in program PODI, Purchase Order Detail Inquiry.

When the entire order is shipped, the purchase order will be closed. Otherwise, a warning will be displayed that the purchase order cannot be closed at the time.