Customer Order Entry: Training Guide Release 5.4

Transcription

1 Customer Order Entry: Training Guide Release 5.4

2 Copyright 1996, 2002, 2004, 2008 by Business Property VORMITTAG ASSOCIATES, INC. Business Information/Authorized Use All rights reserved. is the sole owner of this manual. Information in this manual is subject to change without notice. No part of this publication may be reproduced in any form, by any means, electronic or mechanical, including photocopying, recording or by any other information storage and retrieval system, or distributed without prior written authorization of an executive officer of While every precaution has been taken in the preparation of this manual, assumes no responsibility for errors or omissions. This software is designed for use with the IBM i family operating system and the IBM Power Systems TM server. IBM i family operating system and IBM Power Systems TM are registered trademarks of International Business Machines Corporation (IBM ). Authorized Possession and Use 1. Who May Use - Only licensees and current employees of may possess and use this manual. 2. Purpose of Use - This manual may only be used in connection with or in support of licensees, authorized users, or the company's internal use. Penalties for Unauthorized Possession, Copying or Use Any person or organization possessing, copying, or using this manual in violation of the authorized possession and use provision above will be subject to civil and criminal prosecution. Credits Editor Elaine Cereola, Director of Documentation Services Technical Writers Elaine Cereola, Director of Documentation Services Al Sheremeta, Technical Writer Susan Licata, Technical Writer Richard Schreiber, Director of Quality/Training Manager Additional technical information provided by Larry Murphy Vice President of Research & Development, Gary Unger Development Engineer, Kevin Dick Development Engineer, Purnadip Mukherjee Programmer/Analyst (3 rd Party Integration), Rajeev Naidu Programmer/Analyst, Beth Steadman Administrations Manager: Help Desk Support, Richard Schreiber Director of Quality/Training Manager, Bob Moloney Programmer/Analyst (EDI Segment) and the Programming Staff of VAI. The Organization Robert Vormittag, President Russ Cereola, Vice President Robert Giustino, Vice President of Operations Larry Murphy, Vice President of Research & Development Joe Scioscia, Vice President of Marketing Publication Date 7/26/2012

3 About Documentation S2K Enterprise workbooks have been designed as a supplement to the training classes provided by VAI. They are not intended to show all of the features and options available in each module, but rather key items of interest. Geared to the end user, they provide the information needed to perform the day-to-day operational tasks of an organization. Our goal in creating workbooks is to take the user, step by step, through the processes that will make them successful S2K Enterprise users. S2K Enterprise documentation, including but not limited to, manuals, user guides, workbooks, online help text, installation guides, and documentation posted at is written in accordance with the S2K Enterprise Software base package. Custom modifications required for individual S2K Enterprise users will not be reflected in S2K Enterprise documentation unless the modification has been incorporated into the S2K Enterprise Management Software base package. Illustrations, screen captures, flowcharts, report samples, worksheets, etc. are for illustrative purposes only and may not reflect the software version currently in use by individual users. If you are unable to find the answers you need from this manual, feel free to call VAI technical support hotline at or VAI.4HELP.

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5 Table of Contents: S2K Enterprise Sales Order Entry Overview... 1 Section I: The Order Entry Process... 2 S2K Enterprise Customer Orders Daily Transaction Processing Order Entry Menu... 2 Order Entry... 3 Customer Order Entry (Order Header)... 3 Overview... 3 Entry... 6 Customer Order Entry (Order Detail) Customer Order Entry (Order Summary) Updating a Sales Order Deleting a Sales Order Program Functions Program Functions Available on the Order Entry/Update Header Window Program Functions Available on the Order Entry/Update Detail Window Program Functions Available on the Order Entry/Update Summary Window Rapid Entry Order Comments Customer Messages Customer Messages Item Internal Messages Customer Item Messages Size Run Insert Line Notes Message Lines Shopping List Filter Customer/Item Pricing Customer Inquiry Customer Item Search Item Inquiry **** Training Exercise I Section II: Additional Order Functions Copy Order Future Orders Future Order Header Comments Notes Customer Inquiry Future Order Detail Promotions Configurator Shopping List Filter Messages Customer/Item Pricing Ship Dates Customer Inquiry Item Inquiry Complementary Items I

6 Substitutions Customer Messages Item Internal Messages Customer Item Messages Insert Line Future Order Summary End Order Product Summary Confirmation Future Order Release Update Standing Orders Standing Order Header Standing Order Detail Promotions Shopping List Filter Messages Customer/Item Pricing Customer Inquiry Item Inquiry Complementary Items Substitutions Customer Messages Item Internal Messages Customer Item Messages Insert Line Standing Orders Summary Product Summary **** Training Exercise II Section III: Forms Printing From the Order Entry/Update Summary Window Confirmation Print Quote Print R/A Print Pick Ticket Pro-Forma Invoice S2K Enterprise Customer Orders Daily Transaction Processing Printing Menu Pick Tickets Quotation Forms Return Authorization Forms Shipping Labels Section IV: Shipping an Order Order Verification Order Verification Prompt Order Verification Detail Box Maintenance Comments Serial Numbers Select Lots Select Bins Order Verification Summary Additional Charges Bill of Lading II

7 Comments Shipment Notification Fax Section V: Invoicing a Sales Order Single Order Selection Order Entry/Update Header Multiple Order Selection Order Billing Selection Additional Charges Order Verification Serial Numbers Lots Bins Pre-Billing Report Invoice Printing Print/Update Invoices Invoicing Cycle Flowchart **** Training Exercise III Section VI: Direct Shipment Processing S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments Menu Direct Shipment Processing Overview Direct Ship Entire Order Direct Ship Individual Line Items Open Direct Shipments Un-Posted Direct Shipment Report Update Un-Posted Direct Shipments Direct Shipment Maintenance Direct Shipment Proof List Update Direct Shipments to Purchasing Direct Shipment Exception Report **** Training Exercise IV Section VII: The Backorder Process S2K Enterprise Customer Orders Daily Transaction Processing Backorders Menu Open Backorder Report Auto Backorder Fulfillment Backorder Maintenance Serial Numbers Lots Bins Re-Compute Backorder Fulfillment Backorder Release Report Backorder Release Update Print Backorder Pick Tickets Section VIII: Reprint Invoices Reprint Invoices Reprinting Invoices via Detail Sales Inquiry Reprint Invoices via the S2K Enterprise Customer Orders Daily Transaction Processing Confirmation Menu Section IX: Route Management S2K Enterprise Customer Orders Daily Transaction Processing Route Management Menu Route/Stop Entry Consolidated Pick Tickets Back Load Sheets Trip Sheet III

8 Index /20/ EMC COE_TG_54.doc IV

9 S2K Enterprise Sales Order Entry Overview The purpose of this training guide is to familiarize the user with some of the features offered in S2K Enterprise s Customer Orders module and to provide an opportunity for the trainee to experience these features hands-on by using the Practice Exercises. This guide is used as a supplement to the training classes provided by VAI. It is not intended to show all of the features and options available in the Customer Orders module, but rather key items of interest. The user can find additional features and options discussed in detail in the S2K Enterprise Customer Orders Manual: Volume I currently available on CD or by using your customer login and password at the VAI website, To receive a written copy of the S2K Enterprise Customer Orders Manual, contact VAI at Upon completion of this guide, the user will be familiar with: Basic Order Entry Copy Order Function Future Orders Standing Orders Forms Printing Order Verification Invoice Print and Reprint Features Direct Shipment Processing Backorder Processing Route Management 1

10 Section I: The Order Entry Process S2K Enterprise Customer Orders Daily Transaction Processing Order Entry Menu To begin the customer order entry process, select Order Entry from the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu, illustrated in Figure 1. FIGURE 1 S2K ENTERPRISE CUSTOMER ORDERS DAILY TRANSACTION PROCESSING ORDER ENTRY MENU 2

11 Order Entry Customer Order Entry (Order Header) Overview The S2K Enterprise Order Entry process is extremely flexible in the types of transactions that can be processed. Quotations, orders, credit memos and return authorizations can be handled simply by changing the Order Type code on the Order Entry/Update header 1 window. Order Type codes are preloaded in S2K Enterprise. Order Type codes are activated in the Order Type file when performing the Order Type search for the very first time, either in the Order Type file or from within the system; for instance, while entering an order, during Order Entry, for the first time in a newly created company. Summaries of Order Type functions are as follows. Quotations Quotes can be entered via the Order Entry/Update process by selecting QUOTATION from the Order Type drop down selection box on the Order Entry/Update header 1 window. Quotes are maintained in the Open Orders File until the number of days to maintain a quotation has been exceeded. The end-of-month procedure compares the quote date to the number of days to keep quotations (found in the Cross Applications Customer Orders Interface via the PURGE PARAMETERS button); this number is subtracted from the system date at the time the end-of-month procedure is run. If the quote date exceeds this value, the quote data is purged from the Open Orders File. Several functions available during regular order entry will not be performed during quote entry. Credit checking is not performed, nor will the system check for item availability. Additionally, several fields are not required for quotes, such as route/stop and shipping method. Pick tickets and invoices cannot be printed for quotations. S2K Enterprise does provide a quotation form, which can be sent to the customer as a confirmation of the merchandise requested along with the quoted price. The quotation form can be printed in one of two ways. Quotes can be printed by selecting the PRINT QUOTE button on the Order Entry/Update summary window. The display of this program function is dependent on selection of the Print Quotation Tickets check box, for the current user, via the C/O DEFAULTS button in the Cross Applications User Defaults Interface. Printing quotation forms from the Order Entry/Update summary window limits the user to printing the current individual quote. Printing quotation forms for a range of quotations can be processed from the S2K Enterprise Customer Orders Sales Order Printing menu by selecting the Quotation Forms option. Using this option, the user can print the quotation form for a single quote or for a range of quotes by entering selection criteria on the prompt window. Quotes can be converted to orders by changing the selection in the Order Type drop down selection box from QUOTATION to ORDER. Clicking on the ENTER icon, after making this change, instructs the system to perform credit checking and item availability and check all other required order fields for valid data. Quotes can be created for customers and prospects (accounts) only, quotes cannot be created for Leads. A Lead will need to be converted to a prospect (account) in order to create a quote. Converting a quote to an order for a prospect will be prohibited until the prospect has been converted to a customer. Leads can be converted to prospects, and prospects can be converted to customers in the Account Maintenance Master File. Orders Orders are easily entered via the S2K Enterprise Order Entry/Update process. The user begins by verifying that ORDER (system default) is selected from the Order Type drop down selection box at the top of the Order Entry/Update header 1 window. Most of the required information for the Order Entry/Update header 1 window will default to the appropriate fields from the Customer Master File, or the Ship-To Master File based on the Customer Number entered on the Order Entry/Update header 1 window. If no changes are necessary, clicking on the ENTER icon prompts the display of the Order Entry/Update detail window. It is here where the user can enter item quantities and item numbers for merchandise being purchased by the customer. If the item number is not available the user may enter the GTIN, UPC or EAN number for the item, as maintained in the Item Master File. Clicking on the ENTER icon instructs the system to return the S2K Enterprise item number to the Our Item Number field. The system will automatically determine item availability and the correct price; the user can override this price if required. After all items have been entered on the detail window, clicking on the END ORDER button will prompt the display of the Order Entry/Update summary 3

12 window totaling material price, sales tax, handling fees and discounts for the order. Clicking on the ENTER icon will end the order and permit the user to process additional orders. One of the features of order entry is its ability to perform credit checking as an order is entered. For this feature to be active, the Cross Applications Accounts Receivable Interface check box Credit System Processing required must be selected (checked) for YES. Additionally, customer orders are credit checked if the Credit Check check box in the Customer Master File, for the selected customer, is selected (checked) for YES. Credit checking takes two forms. The first is the comparison of the customer s credit limit, as found in the Credit Limit field in the Customer Master File via the CREDIT button, to the total of the customer s open accounts receivable plus the total of all existing open orders not yet billed. If this limit is exceeded prior to beginning the entry of the order, the user will receive a warning message Credit Limit Exceeded, Current Order Placed On Credit Hold. If the credit limit is exceeded after beginning the order, but before order completion, the user is permitted to continue entering the order. When the Order Entry/Update summary window displays, the user receives a warning message Current Order Has Been Placed On Credit Hold. The system will then automatically change the Print Code to HELD ORDER. Item commitment for the order may not be maintained for an order on credit hold. Held orders can be picked and shipped only after release of the order by a user with the appropriate authority. Backorder processing must be run to allocate available inventory to the released orders. The authority to release held orders is established in the Cross Applications User Defaults Interface by selecting (checking) the Authorization to Credit System check box for YES. Additionally, the Cross Applications User Defaults Interface check box Release orders from Hold, via the C/O DEFAULTS button, must be selected (checked) for YES. Credit managers can be ed if an order is placed on hold, based on the Hold Reason Code. The second method for credit checking involves the aging of the customer s open accounts receivable. The end-of-day procedure ages customer open balances daily. Additionally, during end-of-day, the date of the oldest open item for a customer is compared to the Cross Applications Accounts Receivable Interface field If Y How many Days Past Due to Hold Orders. For customers that have an account receivable balance that exceeds the allowable number of days, all new orders will be placed on credit hold. Direct shipment orders can be processed via the Order Entry/Update process. Direct shipments represent those orders for which shipment of the items ordered will not come from your warehouse, but rather from an outside vendor warehouse, i.e. the merchandise requested by the customer is sent directly from the vendor or supplier to the customer. The item may be a special order non-stock item or a custom enhancement to a stock item that is handled by the vendor. In the case of stock merchandise, direct shipping will save time and shipping fees if the item is sent from the vendor to the customer, avoiding the process of repacking and resending the merchandise to the customer. Direct shipments do not commit items in your inventory. They will update item sales in sales analysis and the customer s open accounts receivable when invoiced. Orders can also be created in the Open Orders File using Electronic Data Interchange (EDI). The use of EDI for order creation does not require any manual intervention for creating the order. Orders are received by the system using a mailbox on a service provider s network. The data is mapped from the transmission to the appropriate fields in the Open Orders File. Credit and item availability checks are performed automatically. To use EDI, software in addition to the S2K Enterprise software solution will be required. Note: For additional information on the use of EDI, please refer to the S2K Enterprise EDI Manual or contact the VAI help desk or your Project Leader at VAI. Orders can be created for customers only. Orders can only be created for a prospect once the prospect has been converted to a customer. Entering an order for a Lead is prohibited. Prospects can be converted to customers in the Account Maintenance Master File. Credit Memos By selecting CREDIT MEMO from the Order Type drop down selection box, on the Order Entry/Update header 1 window, the user can use the Order Entry/Update function to post a credit to the customer s account. Entering a credit memo in order entry will require the user to assign a credit reason code for each item on the order detail. These codes can be found in the Credit Reason Master File. This credit reason code instructs the system how to handle several functions. First, it determines whether or not the item should update inventory. Leaving the Update Inventory check box unselected (blank) for NO (via the Credit Reason Master File) instructs the system to bypass the update of on-hand counts for the item when the credit memo is invoiced. For instance, items that are returned as damaged or defective may not require updating to inventory. The second process involves the salesman s commission; S2K Enterprise automatically debits the salesman s commission, for the period, by the amount of 4

13 commission generated by the returned item. The last process involves the general ledger. The appropriate general ledger sales account to be credited for this return is maintained in the Credit Reason Master File. When a credit memo is being processed for Items that are serial number controlled, the SERIAL NUMBERS button will be available on the Order Entry/Update detail window providing the user the opportunity to lookup the serial number to attach to the credit. This function is available provided the credit reason entered, for the detail line item on the Order Entry/Update detail window, has an Update Inventory check box setting in the Credit Reason Master File of selected (checked) for YES. Upon completion of entry for a credit memo, the Print Code is automatically changed to READY TO BILL. When invoices are generated for orders ready to be billed, the user has the option of selecting invoices only; credit memos only, return authorizations only or all. The credit memo is formatted to print on the standard S2K Enterprise invoice form, so it can be easily mailed to customers. Depending on the entries made in the Override Invoice Number and Invoice Date fields, on the Order Entry/Update header 1 window, the credit memo may have its own invoice number, or may duplicate a previously issued invoice. If an existing invoice number and date are used for the credit memo, the credit memo is printed using this information. Additionally, an update to open accounts receivable is performed for the customer, using the override data. Credit memos can be created for customers only. Entry of a credit memo for a Prospect or Lead will be prohibited. Return Authorizations Return Authorizations are similar to credit memos differing only by the selection in the Print Code field. Return Authorizations will require the manual change of the Print Code status to READY TO BILL in order to generate the credit memo. Sales analysis is updated with the invoicing of a credit memo generated by return authorizations. This option may be used to track the reason for returns. Several reports are available that use the Credit Reason Code, entered on the Order Entry/Update detail window, to show the reason why goods have been returned. Using these reports will assist in determining what corrective actions may be taken to prevent further merchandise returns. In addition, by updating sales analysis with item returns, a more accurate accounting of net sales can be determined. When a return authorization is being processed for Items that are serial number controlled, the SERIAL NUMBERS button will be available on the Order Entry/Update detail window providing the user the opportunity to lookup the serial number to attach to the return authorization. This function is available provided the credit reason entered, for the detail line item on the Order Entry/Update detail window, has an Update Inventory check box setting in the Credit Reason Master File of selected (checked) for YES. S2K Enterprise will allow the use of a Credit Reason code with the Update Inventory check box unselected (blank) for NO provided the Return Authorization is being processed for a non-wms (Warehouse Management not in use) location. Open order amounts (Open Accounts Receivable) will reflect deductions due to return authorizations, processed through Order Entry/Update based on Customer Order Interface settings. Open Return Authorizations will be updated to the Open Order File during the End of Day procedure provided the Reduce customer open order amount by open R/A value check box in the Cross Applications Customer Orders Interface via the MISC button is selected (checked) for YES. S2K Enterprise provides a return authorization form, which can be sent to the warehouse acknowledging the authorization to accept the item returns from the customer, or, it can be sent to the customer, to be included in the return package, if necessary for a return. The return authorization form can be printed in one of two ways. Return authorizations can be printed by using the PRINT R/A FORM button on the Order Entry/Update summary window. The PRINT R/A FORM button will display provided the Print Return Auth. Forms check box is selected, (checked) for YES, in the Cross Applications User Defaults Interface via the C/O DEFAULTS button, for the current user. Clicking on PRINT R/A FORM button from the Order Entry/Update summary window will print the return authorization form for the current return only. Selecting R/A Forms from the S2K Enterprise Customer Orders Sales Order Printing menu enables the user to print forms for a range of return authorizations. Using this option, the user can print the return authorization form for a single return, or a range of returns using the available selection criteria on the prompt window. Return authorizations can be created for customers only. Entry of a return authorization for a Prospect or Lead will be prohibited. 5

14 Entry Select Order Entry from the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu to begin the Order Entry process. The following Order Entry/Update customer number prompt window will display. Enter a customer number or click on the 'SEARCH' icon to display the Customer Search window. With proper authority the user may add or edit a customer; position the cursor in the Customer field and click on the ADD/UPD CUST button. Selecting a Ship-To Number from the Ship-To Search window will return Customer Information to the Order Entry/Update header window. FIGURE 2 ORDER ENTRY/UPDATE CUSTOMER NUMBER PROMPT WINDOW The system uses a default Order Type of ORDER, which represents a regular standard sales order. Position the cursor in the Customer field and enter a valid customer number or click on the 'SEARCH' icon to locate a customer number. Additionally, Selecting a Ship-To Number from the Ship-To Search window will return customer information, as maintained in the Customer Master File, to the Order Entry/Update header 1 window. Field Descriptions and Specifications Company 3.0 Numeric Represents the code assigned to the company for which the order is being placed. The default is based on the current user s S2K Enterprise User Profile and can be changed as required, provided the user has authority to change company number. If the company number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Order Number/Backorder Sequence 9.0 Numeric/3.0 Numeric The Order Number is used by S2K Enterprise to uniquely identify the customer s order in the data files. When adding a new order, the system will generate a unique number that will be attached to the order. This number is sequential, and is maintained in the S2K Enterprise Constants File. When recalling a previously entered order, enter the customer's unique order number to retrieve that order. If the order number for an existing order is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Customer 7 Alphanumeric Entry in this field will be validated against the Customer Master File. If a customer number is entered for an inactive or deleted customer, an error message will display. The customer number entered must be an active customer. Upon entry of the customer number, and clicking on the ENTER icon, all required defaults from the Customer Master File will populate the fields displayed in the window. If the customer number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer, by clicking on the SEARCH icon. 6

15 Selecting or entering a customer number for which open orders exist will prompt the display of the Existing Open Orders window (Figure 3), from which the user may select an existing open order by positioning the cursor on the order line and clicking on the ENTER icon. This feature is available if the Display Existing Open Orders Before Starting New Order check box is selected (checked) for YES in the Cross Applications Customer Orders Interface via the MISC button. Additionally, held orders will display in the Existing Open Orders window provided the If Y Display held orders check box is selected (checked) for YES in the Cross Applications Customer Orders Interface via the MISC button. Held orders will display with a Prt Sts of H for HELD. FIGURE 3 EXISTING OPEN ORDERS WINDOW Selecting an existing open order from the Existing Open Orders window and clicking on the ENTER icon redisplays the Order Entry/Update header 1 window. The Consolidated Location, Distribution Center (EDI Orders) and Ship To fields on the Order Entry/Update header 1 window are optional. If a Ship-To code is not entered, upon clicking on the ENTER icon the system will automatically default the billing address from the Customer Master File to be displayed in the Ship-to field. After entering or selecting a customer and/or order number and clicking on the ENTER icon the Order Entry Internal Message window (Figure 4) will automatically display, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages During Order Entry, is selected (checked) for YES. FIGURE 4 ORDER ENTRY INTERNAL MESSAGES This window will display messages previously established via the Customer Messages Master File and/or the Customer Master File for the customer selected. Global customer messages display first, followed by customer specific messages. Additionally, the user has the option to redisplay this window at anytime during the Order Entry process by clicking on the CUST. MSGS program function from the Order Entry/Update header 1 or 2 windows or from the Order Entry/Update summary window. 7

16 Click on the ENTER icon from the Order Entry Internal Messages window to continue. When entering a new order (one not selected from the Existing Open Order window) the system is instructed to assign a unique order number to the order and automatically retrieve information from the Customer Master File based on the customer number entered. This information can be edited as required. Mandatory fields that have been improperly completed or overlooked will be highlighted upon clicking on the ENTER icon. Additionally, a message will display indicating the error. The user will be prohibited from continuing until all required fields are properly completed. Most fields require information that is contained in a predefined table. Positioning the cursor within a field and clicking on the SEARCH icon can assist in acquiring the proper information. FIGURE 5 ORDER ENTRY/UPDATE HEADER 1 WINDOW Clicking on the ENTER icon after completing entry in the fields on the Order Entry/Update header 1 window will highlight any fields that require mandatory entry if they have been improperly completed or overlooked. Additionally, a message will display indicating the error. The user will be prohibited from continuing until all required fields are successfully completed. The information on the Order Entry/Update header 1 window can be changed as necessary. Additional field and program functions descriptions for the Order Entry/Update header 1 window are as follows. Field Descriptions and Specifications Bill-To Name and Address s These fields display the customer's name and address, including city, state and zip, as well as the Country Code for the Customer number selected. Information, as it is maintained in the Customer Master File, for the customer number entered, will display in the Bill-To field. The data displayed in these fields cannot be changed. Consolidated Loc 7 Alphanumeric This field will display provided the Will you be using Consolidated Locations? check box is selected (checked) for YES in the Cross Applications EDI Interface. Entry in this field will be validated against the Ship-To Master File. Represents the consolidated location to which this order will be shipped. The name and address of the consolidated location will be used as the ship-to address for the current order. An entry in this field will override the shipping address of the distribution center entered in the Distribution Center field and the ship-to address entered in the Ship-To field, if applicable. If the Consolidated Location code is NOT known, it can be located in the Consolidated Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Consolidated Location, by clicking on the SEARCH icon. The hierarchy the system uses to determine the shipping address is as follows: Consolidated Location Address Distribution Center Address Ship-To Address Customer Address 8

17 Distribution Center 7 Alphanumeric This field will display provided the Will you be using Distribution Centers? check box is selected (checked) for YES in the Cross Applications EDI Interface. Entry in this field will be validated against the Ship-To Master File. Represents the distribution center to which this order will be shipped. The name and address of the distribution center will be used as the ship-to address for the current order provided a consolidated location has not been entered in the Consolidated Loc field. If the Distribution Center code is NOT known, it can be located in the Distribution Center Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Distribution Center, by clicking on the SEARCH icon. The hierarchy the system uses to determine the shipping address is as follows: Consolidated Location Address Distribution Center Address Ship-To Address Customer Address Ship-To 7 Alphanumeric Entry in this field will be validated against the Ship-To Master File. Defaults to default ship-to number from the Customer Master File for the customer number entered in the Customer field. Represents the code assigned to the customer location to which this order will be shipped. If a ship-to code is not entered, the ship-to name and address will default to the customer's name and address as maintained in the Customer Master File record. However, entry of a Consolidated Location or a Distribution Center will override the ship-to address. If the ship-to number differs from the default for this order, the user can enter a ship-to number. If the Ship-To number is NOT known, it can be located in the Ship-To Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer Ship-To Location, by clicking on the SEARCH icon. The hierarchy the system uses to determine the shipping address is as follows: Consolidated Location Address Distribution Center Address Ship-To Address Customer Address Order Type Drop Down Selection Box The selection in this field indicates the type of order being generated. Valid selections are ORDER, CREDIT MEMO, RETURN AUTHORIZATION and QUOTATION. The system default is ORDER. The only valid order type for a Prospect is QUOTE. A Prospect will need to be converted to a Customer in order to convert a quote to an order. All order types will be prohibited for a Lead. Order Type codes are preloaded in S2K Enterprise. Order Type codes are activated in the Order Type file when performing the Order Type search for the very first time, either in the Order Type file or from within the system; for instance, while entering an order, during Order Entry, for the first time in a newly created company. If the Order Number Type is NOT known, it can be located in the Customer Order Type Search window by clicking on the SEARCH icon. Note: The only order type permitted in the Service Billing module is ORDER. An error message will display when attempting to select any other order type. Ship-To Name 30 Alphanumeric This field displays the ship-to name, as maintained in the Ship-To Master File, for the ship-to number entered. If a ship-to number was not entered, this field will display the customer name, as maintained in the Customer Master File, for the customer number entered. If this order will be shipped to a one-time only location, the ship-to name can be entered manually. Ship-To Address 30 Alphanumeric This field displays the ship-to address, as maintained in the Ship-To Master File for the ship-to number entered. If a ship-to number was not entered, this field will display the customer s address as maintained in the Customer Master File for the customer number entered. If this order will be shipped to a one-time only location, the ship-to address can be entered manually. 9

18 City/State/Zip Three fields (explained below) used for the ship-to City, State, and Zip Code. City 17 Alphanumeric Entry in this field is conditional and is used to enter free-form text indicating the ship-to City or Town. Entry in this field is required if the City/State/Zip Required check box is selected (checked) for YES in the Country Master File; for the country entered in the Country Code field. State 2 Alphanumeric Required field used for the ship-to State Code. This code is validated against the pre-loaded State Master File. If the state code is NOT known, it can be located in the State Search window by clicking on the SEARCH icon. Additionally, with proper authority the user may ADD, EDIT, mark INACTIVE or REACTIVATE a state record by clicking on the SEARCH icon. Zip 15 Alphanumeric Entry in this field is conditional and is used for the entry of the ship-to Zip Code. This field was set up to store the basic 5 character postal zip code plus the 4-character zip code suffix. Canadian and other foreign postal code designations may be entered in this field. Entry in this field is required if the City/State/Zip Required check box is selected (checked) for YES in the Country Master File; for the country entered in the Ship To Country field. If the zip code is NOT known, it can be located in the Zip Code Search window by clicking on the SEARCH icon. Additionally, with proper authority the user may ADD, EDIT, mark INACTIVE or REACTIVATE a zip code record by clicking on the SEARCH icon. Ship To Country Code 3 Alphanumeric This field displays the ship-to country code, as maintained in the Ship-To Master File for the ship-to number entered. If a ship-to number was not entered, this field will display the customer s country code as maintained in the Customer Master File for the customer number entered. Header 1 Information: Print Code Drop Down Selection Box The print code is an important part of an order s current status and how it is affected by processing done for open orders. The available codes, their meaning, and effect on the order s status, are as follows: OPEN ORDER (Default) (A). This is the default print code as an order is added to the system. It does not matter what the order type is. A status of OPEN ORDER indicates the initial entry of an order that will be credit checked, item availability checked and inventory committed as appropriate. When pick tickets are generated for an order, they are only run for orders with a status of OPEN ORDER. BILL (During next Invoice Cycle) (B). After an order has been picked and shipped, the order must be prepared for billing. The user would perform this function by accessing the order, selecting BILL from the Print Code drop down selection box, and making any other required changes to the order. INVOICE PRINTED - NO UPDATES (E). A status of INVOICE PRINTED - NO UPDATES is assigned to an order when an invoice has been generated from the Order Entry/Update or Order Verification summary windows using the PRINT INVOICE button. Using this feature, a printed invoice is generated, however the Accounts Receivable and Sales Analysis files are not updated and inventory is not relieved until the end-of-day procedure is run. Once an order has been invoiced it can no longer be updated. However, the Customer Order Header for orders in an INVOICE PRINTED - NO UPDATES status can be edited for the following: Customer Purchase Order Number, Order Taker and Order Source. All other fields will be protected for orders in an INVOICE PRINTED - NO UPDATES status. If an order has a print code of INVOICE PRINTED - NO UPDATES, no further changes can occur to the order detail. ORDER ON HOLD (H). The print code is changed to ORDER ON HOLD when an order does not pass credit checking, or, manually by a user, placing an order on hold. No processing will occur for an order on hold. Only users with the appropriate authority can release orders. To release an order from hold, the user must manually change the print code to an OPEN ORDER (provided the user has authority) or, orders may be released from hold via the A/R Manager. Additional information on releasing orders on hold can be found in the S2K Enterprise Accounts Receivable Manual. To receive a written copy of this manual, contact VAI at

19 Attempting to place a customer order on hold, that is part of a Warehouse batch, will prompt the display of one of the following messages indicating the user must take other actions prior to placing the order hold. If the RF Picking flag, in the Warehouse Management Interface, is unselected (blank) for NO the message Order must be removed from WMS batch prior to placing on hold will display on the Order Entry/Update header 1 window. If the RF Picking flag, in the Warehouse Management Interface, is selected (checked) for YES the message Batch number assigned via Order Manager, cannot change print code will display on the Order Entry/Update header 1 window. INVOICE PRINTED (I). Once the invoice cycle is complete, the print code for an order is changed to INVOICE PRINTED. No changes are permitted to an order which has been invoiced. Orders that have been invoiced can be reviewed by accessing the order in the Detail Sales Inquiry. PICK TICKET PRINTED (P). A print code of PICK TICKET PRINTED indicates that the appropriate form based on order type has been printed. For orders, the form is a pick ticket. For quotations, the form is a quotation form and for return authorizations an RMA is generated. Changing the print code from OPEN ORDER to PICK TICKET PRINTED eliminates the possibility of printing duplicate forms for an order. If a form must be reprinted, the user must manually change the print code to OPEN ORDER and reprint the appropriate form using the buttons on the Order Entry/Update summary window, or via menu options. BACKORDER READY TO SHIP (R). After running backorder processing, if an order has merchandise that is eligible to be shipped based upon availability; the backorder update will amend the print code to BACKORDER READY TO SHIP. In order to generate the appropriate pick tickets, the user must select the Print Backorder Pick Tickets option from the S2K Enterprise Customer Orders Backorder Processing menu. The standard pick ticket program will not print pick tickets for backorders ready to ship. After backorder pick tickets have been printed, the print code is changed to PICK TICKET PRINTED, and the same as for standard pick tickets. SCANNING COMPLETE (S). Once the entire order has been verified using the Order Verification programs, the print code for the order is changed to an SCANNING COMPLETE. At this time, no changes to the Order Entry/Update detail window are permitted. Users can change only the Order Entry/Update header or Order Entry/Update summary window information. SCANNING IN PROGRESS (T). If the Order Verification programs are used for order verification, once an order has been selected for shipment, the print code for the order is changed to a SCANNING IN PROGRESS. At this time, no changes to the order detail are permitted. Users can change only the Order Entry/Update header or Order Entry/Update summary window information. INVOICE CYCLE IN PROGRESS (U). All orders with a print code of BILL are changed to INVOICE CYCLE IN PROGRESS at the start of the invoice program, if the order is within the range selected for invoicing. It is at this point that no further changes can be made to an order. ORDER READY TO BE PURGED (X). The end-of-month procedure determines those orders ready to be purged from the Open Orders File based upon the Cross Applications Customer Orders Interface field Number of Days to Keep Completed Orders. The end-of-day procedure compares the order date to the number of days found in this field subtracted from the system date at the time the end-of-day procedure is run. If the order date is older than this, the order data is purged from the Open Orders File. No order detail is lost by this procedure. Orders are only eligible to be purged if the order status is ORDER INVOICED. At the time the order was invoiced, order data was updated to the Sales Analysis Files. Note: Orders that have been selected for a batch and released to the warehouse via the Warehouse Management Order Manager cannot be changed. If a user selects an order that is currently being processed through the Order Manager the message Batch Number assigned via Order Manager, cannot change order will display on the Order Entry/Update header 1 window. Note: Please refer to the appropriate sections of this manual for additional information on pick tickets, backorder processing and the invoicing cycle. 11

20 Order Source 1 Alphanumeric The default value in this field is based on the Default Order Source Code maintained in the Cross Applications Customer Orders Interface and can be changed as necessary. Entry in the Order Source field is validated against the Order Source Master File and can be used to represent the origin of this order. Required entry is E for electronic data interchange (EDI) if this order was received through EDI processing. If this is not an EDI order, entry in this field is not required. S2K Enterprise is preloaded with several common order source codes. If the Order Source code is NOT known, it can be located in the Order Source Code Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Order Source code, by clicking on the SEARCH icon. Hold Reason Code 4 Alphanumeric Entry in this field is validated against the Hold Reason Code Master File and indicates the reason for placing this order on hold. Entry in this field will be required if ORDER ON HOLD is selected from the Print Code drop down selection box. Additional processing of orders placed on hold cannot be performed until they are released from hold. Orders that are on hold can be displayed and released from the Credit Inquiry located in the Accounts Receivable module. In addition, inventory for the order will be de-allocated provided the De-allocate Inventory check box is selected (checked) for YES in the Hold Reason Code Master File for the code selected here. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Hold Reason code, by clicking on the SEARCH icon. Order Taker 3 Alphanumeric The default value in this field is based on the order taker code to which the current user s S2K User Profile has been assigned, and can be changed as necessary. User profiles are assigned to the order taker code in the Order Taker Master File. Entry in this field is required and will be validated against the Order Taker Master File. The entry in this field indicates the User ID of the individual entering the order. If the Order Taker code is NOT known, it can be located in the Order Taker Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Order Taker code, by clicking on the SEARCH icon. Customer P.O. Number 20 Alphanumeric Entry in this field represents the customer s purchase order number for this order. Required if the PO Mandatory check box in the Customer Master File for this customer is selected (checked) for YES. If a duplicate purchase order number is entered for this customer, the system will issue an error message indicating the duplication of purchase order numbers. This is just a warning; it will not prevent the user from entering the order. Terms 2.0 Numeric Represents the payment terms the customer will receive when this order is invoiced; term codes are used to determine invoice due dates and discount eligibility. Entry in this field is validated against the Terms Master File. The default value in this field is based on the terms code found in the Terms field in the Customer Master File for the customer number entered. If the Override Terms in O/E check box in the Cross Applications User Defaults Interface via the C/O DEFAULTS button is unselected (blank) for NO the Terms field on the Order Entry/Update header window will be protected and the user will not be able to change the terms code on the order. If the Override Terms in O/E check box is selected (checked) for YES the Terms field will be active on the Order Entry/Update header window and the user will have authority to override the terms code on the order. If the Terms code is NOT known, it can be located in the Terms Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Terms code, by clicking on the SEARCH icon. Date Info: Order Date 6.0 Numeric Represents the entry date for the current order, this value defaults to the current system date and can be changed if required. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date may be selected by clicking on the CALENDAR icon. Default Req. Ship Date 6.0 Numeric Entry in this field is conditional and represents the date on which the customer requests the order to be shipped. The date entered here can be used for the selection of pick tickets to be printed. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. If the Requested Ship Date is Mandatory check box, in the Cross Applications Customer Orders Interface, is selected (checked) for YES, entry in this field will be mandatory. A date may be selected by clicking on the CALENDAR icon. The date entered in this field cannot fall on the calendar before the date entered in the Order Date field. 12

21 Lowest If Requested Ship Date Processing is being utilized, as determined by the setting in the Requested Ship Date Process check box in the Location Master File, for the location entered on the Order Entry/Update header window, then the value displayed in this field will indicate the lowest possible requested ship date for detail line items, as they are entered on the Order Entry/Update detail window. If Requested Ship Date Processing is not being utilized, the value in this field will default to the date as entered in the preceding Default Req. Ship Date field. Default Cancel Date 6.0 Numeric This field is informational only. It identifies when this order should be cancelled, if it has not yet shipped. The date entered here will default as the cancel date for line items on the Order Entry/Update detail window. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date may be selected by clicking on the CALENDAR icon. The date entered in this field cannot fall on the calendar before the date entered in the Default Req. Ship Date field. Ship Date 6.0 Numeric Represents the date the order was actually shipped to the customer. This date is informational only and can be used for common carrier tracking purposes. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date may be selected by clicking on the CALENDAR icon. Shipping Info: Ship Via 4 Alphanumeric Entry in this field indicates the shipping method for the customer order. Entry in this field is validated against the Ship Via Master File. Defaults to the ship via code found in the Ship Via field in the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the ship via differs from the customer ship via, the code will default to the entry found in the Ship Via field in the Ship-To Master File. If the ship via code differs from the default for this order, the user can change the ship via code. A ship via code of TRCK must be entered in this field in order to properly process the order using the Enhanced Truck Routing system. The use of Enhanced Truck Routing is determined by the entry in Are you using Truck Routing field in the Cross Applications Customer Orders Interface via the TRUCK ROUTE function. If the Ship Via code is NOT known, it can be located in the Ship Via Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship Via code, by clicking on the SEARCH icon. Shipping Terms 15 Alphanumeric Defaults based on entry in the Shipping Terms field found in the Customer Master File for the customer number entered. If a shipto number was entered for the order, and the entry in the Shipping Terms field in the Ship-To Master File differs from the customer shipping terms, the shipping terms will default to the entry found in the Ship-To Master File. If no shipping terms entry is found in the Ship-To file, the shipping terms will again default based on the entry in the Shipping Terms field in the Customer Master File. If the Shipping Terms differ from the default for this order, the user can change the shipping terms. Shipping Terms displayed in this field will print on the order confirmation and/or pro forma invoice and are used by Varsity Shipper to define billing information. If the Shipping Terms code is NOT known, it can be located in the Shipping Terms Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Shipping Terms code, by clicking on the SEARCH icon. FOB Point 15 Alphanumeric Represents the place where the customer will take ownership of the goods being shipped. Defaults based on entry in the FOB Point field found in the Customer Master File for the customer number entered. If a ship-to number was entered for the order, and the entry in the FOB field in the Ship-To Master File differs from the customer FOB Point, the FOB Point will default to the entry found in the Ship-To Master File. If no FOB entry is found in the Ship-To file, the FOB will again default based on the entry in the FOB Point field in the Customer Master File. If the FOB Point differs from the default for this order, the user can change the FOB Point. Entry in this field is informational only and will be used for EDI customer invoices. 13

22 Route 4 Alphanumeric The Route field will only display if Basic or Enhanced Truck Routing is in use based on settings in the Cross Applications Customer Orders Interface via the TRUCK ROUTE function. Entry in this field is validated against the Route Master File. Represents the code assigned to the truck routing system for this order. The default value in this field is based on the route and stop, as maintained in the Customer Master File via the ROUTING button, for the selected customer, and can be changed as required if Basic Truck Routing is in use. If a backorder is created for the current order the route and stop entered here will default to the backorder regardless of the settings in the Customer Master File. If Enhanced Truck Routing is in use the Route field will be protected and entry will be prohibited. If the order meets the cut off time, minimum shippable dollar value, delivery day, A or B week and all other conditions required by the system the order will be placed in a truck route batch, this information will display on the Truck Route Assignment window upon pressing ENTER from the Order Entry/Update summary window. If the order does not meet the Truck Routing criteria, it will be placed in an unassigned status until all required conditions are met. If the order is unassigned the text *UNA will display in the Route field. If the Route code is NOT known, it can be located in the Route Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Route code, by clicking on the SEARCH icon. Stop 3.0 Numeric The Stop field will only display if Basic or Enhanced Truck Routing is in use based on settings in the Cross Applications Customer Orders Interface via the TRUCK ROUTE function. Entry in this field is validated against the stop number maintained in the Customer Master File via the ROUTING button. Represents the stop on this route where the customer is located; can be changed if required. The default value in this field is based on the route and stop, as maintained in the Customer Master File via the ROUTING button, for the selected customer, and can be changed as required if Basic Truck Routing is in use. If a backorder is created for the current order the route and stop entered here will default to the backorder regardless of the settings in the Customer Master File. If Enhanced Truck Routing is in use the Stop field will be protected and entry will be prohibited. If the order meets the cut off time, minimum shippable dollar value, delivery day, A or B week and all other conditions required by the system the order will be placed in a truck route batch, this information will display on the Truck Route Assignment window upon pressing ENTER from the Order Entry/Update summary window. If the order does not meet the Truck Routing criteria, it will be placed in an unassigned status until all required conditions are met. If the order is unassigned the text *UNA will display in the Route field. Location 4 Alphanumeric Entry in this field is required and indicates the location that will initially be checked to determine item availability for shipment of goods. Entry in this field is validated against the Location Master File. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. The default value for this field can be predetermined based on the following conditions. If CUSTOMER was selected from the Order Entry: Use Location from Customer or User Default drop down selection box in the Cross Applications Customer Orders Interface via the MISC button, then the value in this field will default from the Customer Master File based on the customer number entered. However, if a ship-to number was entered for this order, and the default location for that ship-to differs from the customer default location, the location found in the Default Location field in the Ship-To Master File based on the customer ship-to number entered will take precedence. Note: The default location in the Customer Master File may have been predetermined via the Customer/Ship-To Defaults option on the Cross Applications Interfaces Template Master File Defaults menu. If USER DEFAULT was selected from the Order Entry: Use Location from Customer or User Default drop down selection box in the Cross Applications Customer Orders Interface via the MISC button, then the value in this field will default to the location maintained in the Default Inventory Location field in the Cross Applications User Defaults Interface, for the current user. The user default location will override any location established in the Customer or Customer Ship-To Master File. If the location from which inventory should be shipped differs from the current user s default location, the user can change the location code provided they have the authority to change location code, as determined in the Cross Applications User Defaults Interface. 14

23 Order Placed By 30 Alphanumeric Entry in this field is conditional based on settings in the Cross Applications Customer Orders Interface via the MISC function. If the Order Entry: Order Requested By check box is unselected (blank) for NO, entry in this field will be optional. If the Order Entry: Order Requested By check box is selected (checked) for YES, in the Interface, entry in this field will be mandatory. Entry in this field is informational and allows your order taker to record the name of the person that has called, ed, etc. to request the order. The name entered in this field will display on the Order/Invoice Inquiry header window when accessing the order in the Detail Sales Inquiry. Credit Memo or Return Information: Credit Reason 3 Alphanumeric Entry in this field will be validated against the Credit Reason Master File. Entry is required and only permitted if the Order Type is CREDIT MEMO or RETURN AUTHORIZATION. The code entered in this field indicates to the system how to handle the return of a specific item. Entry in this field will set this credit reason as the default for each line item entered on the Order Entry/Update detail window. However, the credit reason code can be overridden on the Order Entry/Update detail window for individual line items as required. The system will check the setting in the Update Inventory check box in the Credit Reason Master File to determine whether or not inventory will be updated for the line items entered on the Order Entry/Update detail window. When processing a CREDIT MEMO, the setting in the Update Inventory check box, in the Credit Reason Master File, overrides the Update Inventory flag in the Item Master File, for those items entered on the Order Entry/Update detail window. When processing a RETURN AUTHORIZATION, the Update Inventory check box, in the Credit Reason Master File, must be selected (checked) for YES when processing the return for a WMS (Warehouse Management) location. If it is not an error message will display and the user will need to select a Credit Reason Code with the appropriate Update Inventory setting before processing may continue. S2K Enterprise will allow the use of a Credit Reason Code with the Update Inventory check box unselected (blank) for NO provided the Return Authorization is being processed for a non-wms (Warehouse Management not in use) location. If the Credit Reason code is NOT known, it can be located in the Credit Reason Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Credit Reason code, by clicking on the SEARCH icon. Credit Cause 3 Alphanumeric Entry in this field is required if the order type code is CREDIT MEMO or RETURN AUTHORIZATION. The entry in this field indicates the reason for entering a credit order for the customer. Entry in this field will be validated against the Credit Cause Master File. Displays if the Cross Applications User Defaults Interface, via the C/O DEFAULTS button, check box Display Credit Cause/Person is selected (checked) for YES, for the current user. If the Credit Cause code is NOT known, it can be located in the Credit Cause Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Credit Cause code, by clicking on the SEARCH icon. Credit Person 3 Alphanumeric Entry in this field is required if the order type code is CREDIT MEMO or RETURN AUTHORIZATION. The entry in this field indicates the person authorizing the entry of a credit order for the customer. Entry in this field will be validated against the Credit Person Master File. Displays if the Cross Applications User Defaults Interface, via the C/O DEFAULTS button, check box Display Credit Cause/Person is selected (checked) for YES, for the current user. If the Credit Person code is NOT known, it can be located in the Credit Person Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Credit Person code, by clicking on the SEARCH icon. 15

24 To continue with Order Entry/Update header information click on the Additional Information tab. Salesperson/Commission: FIGURE 6 ORDER ENTRY/UPDATE ADDITIONAL INFORMATION WINDOW Salesman Numeric The entry in this field identifies the first salesman on the order. Entry in this field is validated against the Salesman Master File. Defaults to Salesman 1 from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the salesman code differs from the customer salesman code, the code will default to the entry found in Salesman 1 in the Ship-To Master File. If the salesman 1 code differs from the default for this order, the user can change the salesman 1 code. If detail lines are added to the order from a Future Order or from a Standing Order the Salesman and Commission rate from the Standing or Future Order will populate the Salesman 1, Salesman 2, Commission Rate 1 and Commission Rate 2 fields and can be changed as required. This field will be protected if the current user does not have authority to override the salesman code during the Order Entry process, as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If the Salesman 1 code is NOT known, it can be located in the Salesman Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman code, by clicking on the SEARCH icon. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Commission Rate Numeric The value in this field indicates the commission percentage for the first salesman on the order. This field will only display if the Cross Applications User Defaults Interface check box Display Commissions is selected (checked) for YES. Defaults to commission rate one from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the commission rate one differs from the customer commission rate one, the rate will default to the entry found in commission rate one in the Ship-To Master File. If the commission rate one differs from the default for this order, the user can change the commission rate. If detail lines are added to the order from a Future Order or from a Standing Order the Salesman and Commission rate from the Standing or Future Order will populate the Salesman 1, Salesman 2, Commission Rate 1 and Commission Rate 2 fields and can be changed as required. Note: The rate of commission payable to a salesman can be changed for a single line item on the Order Entry/Update detail window. 16

25 Salesman Numeric The entry in this field identifies the second salesman on the order. Entry in this field is validated against the Salesman Master File. Defaults to Salesman 2 from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the salesman code differs from the customer salesman code, the code will default to the entry found in Salesman 2 in the Ship-To Master File. If the salesman 2 code differs from the default for this order, the user can change the salesman 2 code. If detail lines are added to the order from a Future Order or from a Standing Order the Salesman and Commission rate from the Standing or Future Order will populate the Salesman 1, Salesman 2, Commission Rate 1 and Commission Rate 2 fields and can be changed as required. This field will be protected if the current user does not have authority to override the salesman code during the Order Entry process, as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If the Salesman 2 code is NOT known, it can be located in the Salesman Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman code, by clicking on the SEARCH icon. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Commission Rate Numeric The value in this field indicates the commission percentage for the second salesman on the order. This field will only display if the Cross Applications User Defaults Interface check box Display Commissions is selected (checked) for YES. Defaults to commission rate two from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the commission rate two differs from the customer commission rate two, the rate will default to the entry found in commission rate two in the Ship-To Master File. If the commission rate two differs from the default for this order, the user can change the commission rate. If detail lines are added to the order from a Future Order or from a Standing Order the Salesman and Commission rate from the Standing or Future Order will populate the Salesman 1, Salesman 2, Commission Rate 1 and Commission Rate 2 fields and can be changed as required. Note: The rate of commission payable to a salesman can be changed for a single line item on the Order Entry/Update detail window. Tier Order Discounts: Discount Numeric The value in the field represents the first order discount to be applied to the material total for this order. If the customer has been assigned to a price group the value in this field will default to the discount maintained in the Discount field in the Price Group Master File. However, if a discount has been entered in the Order Discount field in the Customer Master File, for the customer number entered, it will override the discount maintained in the Price Group Master File. Similarly, if a Ship-to was selected for the current order, the discount maintained in the Order Discount field in the Ship-To Master File will override both the customer price group or order discount values. The user can override any default values in this field if necessary. A discount of 10% would be entered as 10. Discount Numeric The value in the field represents the second order discount to be applied to this order. Order discount two is applied to the material total of the order after order discount one has been applied. A discount of 10%, for example, would be entered as 10. Discount Numeric The value in the field represents the third order discount to be applied to this order. Order discount three is applied to the material total of the order after order discount two has been applied. A discount of 10%, for example, would be entered as

26 Miscellaneous: Job Number 6 Alphanumeric Entry in this field represents the customer s job number for this order. Displayed if the Cross Applications Accounts Payable Interface flag Interface to Job Cost is selected (checked) for YES. Entry in this field will be validated against the Job Number Master File. If the Job Number is NOT known, it can be located in the Job Number Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Job Number, by clicking on the SEARCH icon. Override Invoice Date 6.0 Numeric By entering an invoice date in the Override Invoice Date field, the invoice program will use this as the invoice date in lieu of the system date. If the Override Invoice Info in O/E check box in the Cross Applications User Defaults Interface via the C/O DEFAULTS button is unselected (blank) for NO the Override Invoice Date field on the Order Entry/Update header (Additional Info) window will be protected and the user will not be able to change the invoice date on the order. If the Override Invoice Info in O/E check box is selected (checked) for YES the Override Invoice Date field will be active on the Order Entry/Update header (Additional Info) window and the user will have authority to override the invoice date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. If the invoice date entered refers to a prior accounts receivable period and that period has not yet been closed, the system will post the invoice to that period. If the date entered is in a prior period and the period has been closed, the invoice will be posted to the current open period. Override Invoice Number 9.0 Numeric By entering an invoice number in the Override Invoice# field, the invoice program will use this number to identify the invoice in lieu of generating a new invoice number for the transaction. If the Override Invoice Info in O/E check box in the Cross Applications User Defaults Interface via the C/O DEFAULTS button is unselected (blank) for NO the Override Invoice Number field on the Order Entry/Update header (Additional Info) window will be protected and the user will not be able to change the invoice number on the order. If the Override Invoice Info in O/E check box is selected (checked) for YES the Override Invoice Number field will be active on the Order Entry/Update header (Additional Info) window and the user will have authority to override the invoice number. For credit memos and return authorizations, if an existing order invoice number is used, the accounts receivable system will apply the credit to the existing invoice, provided the item is still open on the customer s account. Sales Tax: County Tax 4.0 Numeric Represents the county jurisdiction for which sales tax is to be collected. Entry in this field will be validated against the County Tax Code Master File. Defaults to the county tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the county tax code differs from the customer county tax code, the code will default to the entry found in the county tax code in the Ship-To Master File. If the county tax code differs from the default for this order, the user can change the county tax code. If the County Tax code is NOT known, it can be located in the County Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a County Tax code, by clicking on the SEARCH icon. Note: If the selected Customer or Ship-to is flagged as Taxable unselected (blank) for NO in the Customer Master File tax will not be calculated on this order regardless of the entry here, the system will however track the non-taxable sales. Local 1 Tax 4.0 Numeric Represents the first local jurisdiction for which sales tax is to be collected. Entry in this field will be validated against the Local 1 Tax Code Master File. Defaults to the local 1 tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the local 1 tax code differs from the customer local 1 tax code, the code will default to the entry found in the local 1 tax code in the Ship-To Master File. If the local 1 tax code differs from the default for this order, the user can change the local 1 tax code. If the Local 1 code is NOT known, it can be located in the Local 1 Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Local 1 Tax code, by clicking on the SEARCH icon. Note: If the selected Customer or Ship-to is flagged as Taxable unselected (blank) for NO in the Customer Master File tax will not be calculated on this order regardless of the entry here, the system will however track the non-taxable sales. 18

27 Local 2 Tax 4.0 Numeric Represents the second local jurisdiction for which sales tax is to be collected. Entry in this field will be validated against the Local 2 Tax Code Master File. Defaults to the local 2 tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the local 2 tax code differs from the customer local 2 tax code, the code will default to the entry found in the local 2 tax code in the Ship-To Master File. If the local 2 tax code differs from the default for this order, the user can change the local 2 tax code. If the Local 2 code is NOT known, it can be located in the Local 2 Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Local 2 Tax code, by clicking on the SEARCH icon. Note: If the selected Customer or Ship-to is flagged as Taxable unselected (blank) for NO in the Customer Master File tax will not be calculated on this order regardless of the entry here, the system will however track the non-taxable sales. To continue with Order Entry/Update header information click on the Header 2 tab. FIGURE 7 ORDER ENTRY/UPDATE HEADER 2 WINDOW Status Drop Down Selection Box Valid selections are ACTIVE and CANCELLED. The system default is ACTIVE. To cancel an order, select CANCELLED from the Status drop down selection box. The following Confirm Cancel window will display. Click on the CONFIRM button to confirm the cancellation of the order. Clicking on the CANCEL button terminates the cancellation request. FIGURE 8 CONFIRM CANCEL WINDOW B/O Priority 1 Alphanumeric Represents the backorder priority to be assigned to this order, should all requested items not be available at this time. Valid entries are 1 (highest priority) to 5 (lowest priority). Defaults from entry in the backorder priority field in the Customer Master File for the customer number entered. If the backorder priority differs from the default for this order, the user can change the priority code. Note: Please refer to the S2K Enterprise Customer Orders Daily Transaction Processing Backorders menu on page 250, for information on backorder processing. Allow Backorders Check Box Will backorders for this Order be permitted? If yes, select (check), the Allow Backorders check box. If backorders will be prohibited deselect (blank) the Allow Backorders check box. Note: S2K Enterprise does not allow backorders for Intercompany Processing between companies of different currencies due to potential currency rate changes. The Allow Backorders check box on the Order Entry/Update header 2 window must be unselected (blank) for NO when processing Intercompany orders. 19

28 Update Inventory Check Box Selecting (checking) the Update Inventory check box instructs the system as to whether or not inventory on-hand values are to be adjusted for items entered on this order. This setting can be overridden for any line item on the Order Entry/Update detail window. When processing a credit memo, individual line items with the Update Inventory check box unselected (blank) for NO will print on the Pre-Billing Report with a zero cost. Ship Complete Check Box Will shipment of this Order be permitted only if the order is complete? If yes, select (check) the Ship Complete check box. If partial shipments are permitted the Ship Complete check box can be unselected (blank) for NO. Direct Ship Check Box If the Direct Shipments check box in the Customer Master File, for the selected customer, is selected (checked) for YES, the user may change this check box to selected (checked) for YES to indicate that the entire order is to be shipped directly to the customer from the vendor. If the Direct Shipments check box in the Customer Master File is unselected (blank) for NO, the user will receive an error message when attempting to change this check box to selected (checked) for YES. Order processing cannot continue until this check box is unselected (blank) for NO. For customers that are able to receive direct shipments, the direct ship flag can be set for any individual item on the order. Deallocate Inventory Check Box If the Deallocate Inventory check box is selected for YES, inventory, in all bins and lots selected for this order, will be uncommitted, as if a pick ticket had not printed. Additionally, the print code is changed back to an A. Sales Tax: Charge State Tax Check Box Defaults based on the Charge State Tax check box as defined in the Customer Master File for the customer number entered or the Ship-To Master File if a ship-to number was entered. Changing this check box will override the default for this order. State tax will be charged based on the percentage as maintained in the State Master File. Note: If the selected Customer or Ship-to is flagged as Taxable unselected (blank) for NO in the Customer Master File tax will not be calculated on this order regardless of the entry here, the system will however track the non-taxable sales. Charge County Tax Check Box Defaults based on the Charge County Tax check box as defined in the Customer Master File for the customer number entered or the Ship-To Master File if a ship-to number was entered. Changing this check box will override the default for this order. If selecting (checking) the Charge County Tax check box for YES, a county tax code must be entered on the Order Entry/Update header 1 window. County tax will be charged based on the percentage as maintained in the County Master File. Note: If the selected Customer or Ship-to is flagged as Taxable unselected (blank) for NO in the Customer Master File tax will not be calculated on this order regardless of the entry here, the system will however track the non-taxable sales. Charge Local 1 Tax Check Box Defaults based on the Charge Local 1 Tax check box as defined in the Customer Master File for the customer number entered or the Ship-To Master File if a ship-to number was entered. Changing this check box will override the default for this order. If selecting (checking) the Charge County Tax check box for YES, a local 1 tax code must be entered on the Order Entry/Update header 1 window. Local1 tax will be charged based on the percentage as maintained in the Local 1 Master File. Note: If the selected Customer or Ship-to is flagged as Taxable unselected (blank) for NO in the Customer Master File tax will not be calculated on this order regardless of the entry here, the system will however track the non-taxable sales. Charge Local 2 Tax Check Box Defaults based on the Charge Local 2 Tax check box as defined in the Customer Master File for the customer number entered or the Ship-To Master File if a ship-to number was entered. Changing this check box will override the default for this order. If selecting (checking) the Charge County Tax check box for YES, a local 2 tax code must be entered on the Order Entry/Update header 1 window. Local 2 tax will be charged based on the percentage as maintained in the Local 2 Master File. Note: If the selected Customer or Ship-to is flagged as Taxable unselected (blank) for NO in the Customer Master File tax will not be calculated on this order regardless of the entry here, the system will however track the non-taxable sales. 20

29 To continue with Order Entry/Update header information click on the EDI Tab or click on the EDI INFORMATION button. The Order Entry/Update EDI window permits the user to view data associated with the electronic data interchange (EDI) processing of this order. This folder tab/button is active only if the order was received via EDI transmission. FIGURE 9 ORDER ENTRY/UPDATE EDI WINDOW PO Date 6.0 Numeric Information will display in this field if the order has been received using Electronic Data Interchange (EDI). A user should not make an entry in this field. Req. Delivery Date 6.0 Numeric Information will display in this field if the order has been received using Electronic Data Interchange (EDI). A user should not make an entry in this field. Release Number 9 Alphanumeric The release number can be used to identify the order by the trading partner. Information will display in this field if the order has been received using Electronic Data Interchange (EDI). This field should not be entered by a user. Department Number 9 Alphanumeric Used to represent the trading partner s designation for the division placing the order. Information will display in this field if the order has been received using Electronic Data Interchange (EDI). This field should not be entered by a user. 21

30 Customer Order Entry (Order Detail) Clicking on the ENTER icon, after completion of the Order Entry/Update header 1 window, will prompt the display of the Order Entry/Update detail window. It is on this window that the items the customer wishes to order are entered. Stock availability, item price inquiries can be performed. Additionally, requests for non-stock items can be processed and manufacturing work orders, stock transfers and purchase orders can be created. Based on the following two settings, and the customer number entered on the Order Entry/Update header 1 window, clicking on the ENTER icon after completion of the Order Entry/Update header 1 window will prompt the display of the Current Promotions window allowing the user to select promotional items to be entered on the current order. Items can be selected by item number or by division and class. This function is dependent on 1) the selection in the Promotional check box in the Customer Master File for the selected customer and 2) the selection of the Display Current Promotions check box in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The following illustrations show the Order Entry/Update detail window with domestic currency values and foreign currency values respectively. If a foreign customer; i.e., a customer with a currency code other than the domestic currency as established for the selected company, was entered on the Order Entry/Update header window, the DOMESTIC/FOREIGN button will be available on the Order entry/update detail window. Figure 10 illustrates the Order Entry/Update detail window with the Cost, Gross Profit, and Gross Profit percentage fields displayed and a screen literal label of (Domestic), indicating all values are displayed in the currency established for the selected company. Clicking on the column heading toggles the display to show Our Item Number or Customer Item Number. FIGURE 10 ORDER ENTRY/UPDATE DETAIL WINDOW (DOMESTIC CURRENCY VALUES DISPLAYED) Cost, Gross Profit, and GP% display in Domestic Currency only. 22

31 Figure 11 illustrates the Order Entry/Update detail window with the Cost, Gross Profit, and Gross Profit percentage fields suppressed. These values will only display in the domestic currency established for the selected company. A screen literal label of (XXXXX) will display, with XXXXXX representing the currency code established for the selected customer. FIGURE 11 ORDER ENTRY/UPDATE DETAIL WINDOW (FOREIGN CURRENCY VALUES DISPLAYED) Foreign currency code, as established for the selected customer. The Company Number, Customer Number and Description and Order Number default from the Order Entry/Update header 1 window. The bottom portion of the Order Entry/Update detail window allows for the entry of line item information including the item number, quantity, price code, customer item number, update inventory, direct ship item, etc. These fields are described in detail on the following pages. The top portion of the Order Entry/Update detail window displays summarized line item information as it is entered from the bottom portion of the window. Additionally, clicking on the ENTER icon as items are entered subtotals the order and displays the subtotal on the top portion of the window. Column headings defined in BLUE on the top portion of window denote toggle or sort capable columns. Caution: The user must click on the ENTER icon after entering each line prior to ending the order for entries on the order to be saved. Icons and buttons available on the Order Entry/Update detail window may or may not display depending on the item being entered, the customer selected, whether or not future or standing orders exist, etc. 23

32 Field Descriptions and Specifications: Top Portion of Order Entry/Update Detail Window Company The company number defaults based on the company selected on the Order Entry/Update header 1 window. Order Number System generated display field representing the unique order number assigned to the current order; defaults from the Order Entry/Update header 1 window. Customer Number/Name Display field representing the customer number and name for which the current order is being placed; defaults from the Order Entry/Update header 1 window. Line Display field representing the line number to reference for the item entered. System-generated as items are entered on the bottom portion of the Order Entry/Update detail window. S Display field representing the type of transaction generated by entry of the line item on the bottom portion of the Order Entry/Update detail window, i.e., blank Active, C Cancelled, T Transfer, D Direct Ship, M Manufacturing Order, P Purchase Order. CD Display field representing the price code entered for the line item on the bottom portion of the Order Entry/Update detail window, i.e. OP Override Price, LS Lost Sale, NS Non Stock Item, Price Level. If a message was added to the order by clicking on the MESSAGES button, an M will display in this field indicating a message line. Order Qty Display field representing the item quantity entered for the line item on the bottom portion of the Order Entry/Update detail window. Ship Qty Display field representing the item quantity to be shipped to the customer as entered for the line item on the bottom portion of the Order Entry/Update detail window. Order quantity less backorder quantity equals ship quantity. B/O Qty Display field representing the item quantity backordered as generated due to out of stock conditions for the line item entered on the bottom portion of the Order Entry/Update detail window. Our Item/Customer Item Number Toggle Display field representing the internal item number or customer item number entered for the line item on the bottom portion of the Order Entry/Update detail window. This column can be toggled to display either Our Item or Customer Item Number by clicking on the UP/DOWN karat icon. U/M Display field representing the default selling unit of measure as found in the Item Master File for the item number entered on the bottom portion of the Order Entry/Update detail window. Loc Display field representing the location from which the items ordered are shipped. Defaults based on the line item entered on the bottom portion of the Order Entry/Update detail window. Item Description Display field representing the Line 1 item description as maintained in the Item Master File. Defaults based on the line item entered on the bottom portion of the Order Entry/Update detail window. Disc Display field representing the discount percentage taken for the line item entered on the bottom portion of the Order Entry/Update detail window. 24

33 Unit Price Display field representing the price for each unit requested for shipment to the customer for the line item entered on the bottom portion of the Order Entry/Update detail window. Extension Display field representing the Unit Price * Quantity - Line Discounts for the line item entered on the bottom portion of the Order Entry/Update detail window. Subtotal Display field representing the subtotal of all line items entered. Updates by clicking on the ENTER icon as items are entered on the bottom portion of the window. Field Descriptions and Specifications: Bottom of Order Entry/Update detail window Line 4.0 Numeric The line number is a system-generated identifier for each line item entered on the order. Line numbers are numbered sequentially within each order, beginning with 1 and are used to identify the item when the order is stored in the Open Order Detail File and the Sales Analysis Detail File. Additionally, entering a line number in this field and clicking on the ENTER icon redisplays item information for the selected line on the Order Entry/Update detail window allowing the user to enter/update line item information; when a line is selected for updating this field will not be available for entry. Status Drop Down Selection Box The value in this field indicates the status of the current line. The default is ACTIVE for the line currently being entered. To cancel the entries for a line, enter the line number in the Line field and select CANCEL from the Status drop down selection box. Clicking on the ENTER icon will delete the line item information for the selected line. Cancelled lines may not be edited. Note: When canceling a direct ship line attached to a Manufacturing Order/Purchase Order, the user will receive a warning, Warning PO/MO has been created, enter again to confirm delete. When the product ordered on the PO or MO is received into inventory the order will not be updated and stock status will not be updated. CD (Price Code) 2 Alphanumeric Enter the Price Code for the selected line item. Price levels of default based on the pricing for which the selected customer qualifies. The value in this field defaults from the Customer Master File for the selected customer. The price level can be changed as required by the user to an alternate price level. If the Price Code is NOT known, it can be located in the CD Search window by clicking on the 'SEARCH' icon. Valid entries/selections are: NS LS OP Non Stock Item. If the current user does not have authority to add non-stock items during Order Entry, as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button, the message Not allowed to add items will display when attempting to add a non-stock item by selecting the NS code. Lost Sales. Override Price. When the order has been created by using the Standing Order or Future Order features or has been copied from Sales History, a print code of OP can be used Price Level Note: For additional information on the use of the Price Code field please refer to the detail information located in the Customer Order Entry Detail Overview section beginning on page 3. 25

34 Quantities: Ordered (Return Qty when processing an R/A or Credit) 9.2 Numeric The value entered in this field indicates the requested item quantity for this order. When processing a Return Authorization or Credit the value entered in this field represents the return quantity or the quantity for which a credit will be issued. Note: For additional information on item allocation, please refer to the Customer Order Entry Detail Overview section beginning on page 3. Note: If the Override Out of Stock Condition in O/E check box in the Cross Applications Customer Orders Interface is selected (checked) for YES, the system is directed to accept the quantity for the item entered on the Order Entry/Update detail window, even if the item Stock Availability window shows that an insufficient quantity is available. If this box is selected (checked), when entering a quantity in the Ordered Quantities field on the Order Entry/Update detail window and clicking on the ENTER icon, the quantity will be backordered. Reenter the value again on the quantity line and the system will override the backorder. If this check box is unselected (blank) for NO, the system is directed to always backorder the quantity entered if the Stock Availability window shows an insufficient amount to fill the order. Committed 9.2 Numeric Represents the total number, of the selected item, currently committed to customer orders (backorders not included). Quantity is increased by orders, and reduced when the item is invoiced or during end-of-day for point-of-sale invoices. Finished assemblies that are not pre-assembled do not affect the value displayed here. Note: For additional information on item allocation, please refer to the Customer Order Entry Detail Overview section beginning on page 3. Backordered 9.2 Numeric The value in this field represents the current unavailable quantity for this item. Available quantity is determined as follows: On hand less committed available. If the requested ship quantity exceeds the available quantity, the difference between requested ship quantity and available quantity is placed in the Backordered field. Item Numbers: Note: For additional information on item allocation, please refer to the Customer Order Entry Detail Overview section beginning on page 3. Our # 20 Alphanumeric Enter the item number; entry in this field will be validated against the Item Master File. Identifies the code assigned to the merchandise the customer is ordering. If the item number is not available the user may enter the GTIN, UPC or EAN number for the item, as maintained in the Item Master File. Additionally, when utilizing Size Run Processing, entering a PID code (Product ID) and clicking on the ENTER icon will automatically prompt the display of the Size Entry/Update window. For additional information on Size Run Processing refer to Size Run on page 53. Note: Size Run Processing is in use if the Size Run Processing required check box in the Cross Applications Customer Orders Interface is selected (checked) for YES. Clicking on the ENTER icon instructs the system to return the S2K Enterprise item number to the Internal (Our Item) field. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Item record, by clicking on the SEARCH icon. Note: For information on how to order merchandise not currently in the Item Master File, please refer to the non-stock item information located in the Customer Order Entry Detail Overview section beginning on page 3. Once the item number has been entered or selected from the Item Search window, clicking on the ENTER icon instructs the system to automatically retrieve all other information (item description, price, cost, etc.) from the Customer and Item Master Files and will display the information in the appropriate fields. 26

35 Note: The following message window will display, during the Order Entry Process, if the item number entered on the Order Entry/Update detail window has been marked as INACTIVE (in the Item Master File) and a replacement item exists. Replacement items can be entered on Orders and Quotes. However, in the Customer Orders module only, entry of a replacement item is prohibited on Return Authorizations and Credit Memos. FIGURE 12 REPLACEMENT ITEM MESSAGE WINDOW Cust # 20 Alphanumeric Optional field used for entering the Customer Item Number relative to the internal item numbers as maintained by your organization. Entering a customer item number in this field and clicking on the ENTER icon returns your item information to the Order Entry/Update detail window. The Internal field will be populated with the corresponding item number as maintained by your organization. Information on Customer Item Numbers is maintained in the Customer Item Number Master File. If the Customer Item Number is NOT known, it can be located in the Customer Item Search window by clicking on the 'SEARCH' icon. This field will automatically be populated by the system if the user enters an, Our Item Number, which has an existing corresponding Customer Item Number. Ven # 20 Alphanumeric Optional field used for entering the Vendor s Number relative to the internal item numbers as maintained by your organization. Entering a Vendor Item Number in this field and clicking on the ENTER icon returns your item information to the Order Entry/Update detail window. The Internal field will be populated with the corresponding item number as maintained by your organization. Information on Vendor Item Numbers is maintained in the Item Master File via the VENDOR button. If the Vendor Item Number is NOT known, it can be located in the Vendor Item Number Search window by clicking on the 'SEARCH' icon. U/M 3 Alphanumeric Defaults to the selling unit of measure as found in the Item Master File for the item number entered. The unit of measure can be changed if required, during ENTRY mode, to any valid unit of measure for this item. However, in UPDATE mode, the Unit of Measure field cannot be edited. Upon changing the unit of measure, the system will re-price the item based upon the conversion equivalent for the new unit of measure entered. When creating a non-stock item the user will be permitted to enter the desired unit of measure. If the Unit of Measure code is NOT known, it can be located in the Unit of Measure Search window by clicking on the SEARCH icon. Loc 4 Alphanumeric Entry in this field indicates the location that should be used initially when determining item availability. Additionally, the location entered here will be the location from which the items ordered are shipped. Defaults from entry on the Order Entry/Update header 1 window and can be changed, in ENTRY mode, provided the current user has authority to change location code. However, in UPDATE mode the Location field cannot be edited. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. Descriptions: Item Description 1 30 Alphanumeric Defaults from the Item Description 1 field in the Item Master File based upon the item number entered and can be overridden if required. Item Description 2 30 Alphanumeric Defaults from the Item Description 2 field in the Item Master File based upon the item number entered and can be overridden if required. 27

36 Reason Code 3 Alphanumeric This field will display when processing a Return Authorization or a Credit. Entry in this field is required. The default value is based on the Reason Code entered on the Order Entry/Update header 1 window and can be changed here at the line item level. Represents the code that best describes why the item is being returned/credited. Entries will be validated against the Reason Code Master File. If the Reason Code is NOT known it can be located in the Reason Code Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Reason code, by clicking on the SEARCH icon. When processing a RETURN AUTHORIZATION, the Update Inventory check box, in the Credit Reason Master File, must be selected (checked) for YES when processing the return for a WMS (Warehouse Management) location. If it is not an error message will display and the user will need to select a Credit Reason Code with the appropriate Update Inventory setting before processing may continue. S2K Enterprise will allow the use of a Credit Reason Code with the Update Inventory check box unselected (blank) for NO provided the Return Authorization is being processed for a non-wms (Warehouse Management not in use) location. Order Number 9.0 Numeric This field will display when processing a Return Authorization or a Credit. Conditional entry field used to identify the order number on which this item was originally purchased. Entry in this field will be mandatory if the Return/Credit must have invoice check box is selected (checked) for YES in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. Entering the order number and item line number, from the original order, and clicking on the ENTER icon will return line item information to the Credit or R/A Entry/Update detail window. If the Order Number is NOT known, it can be located in the Sales History Order Search Selection window by clicking on the SEARCH icon or by clicking on the SALES HISTORY button. Orders previously generated for the selected customer will display in the Sales History Order Search Selection window once they have been processed through the invoicing cycle. Once a Return Authorization or Credit has been linked to the original customer order the CREDITS/RETURNS ISSUED button will be available on the Additional Information window by selecting the ADDITIONAL INFO button from the Order/Invoice Inquiry detail window, during Detail Sales Inquiry. Note: The basic order number consists of 9 digits, plus a dash number which identifies backorders or a partial shipment, consisting of 3 digits. Line Number 4.0 Numeric This field will display when processing a Return Authorization or a Credit. Entry in this field is optional and represents the detail line number from the original order on which this item was purchased. Invoice This field will display when processing a Return Authorization or a Credit. When the original customer order was billed an invoice number was generated; this display field represents the invoice number generated during the invoicing cycle. This field is populated based on the order number entered in the Order Number field. Disc % 3.1 Numeric The discount percentage in this field defaults from the Promotional Pricing by Item, Price by Item, Promotional Pricing by Division/Class, Price by Division/Class, Promotional Price by Preferred Vendor, or Price by Preferred Vendor Master Files. This value may also default from the Item Balance Master File. The discount will be based on the quantity purchased and can be overridden as required which will allow the user to enter any percentage as a discount. Format for entry in this field is 00, where 00 represents the discount percentage. For example, 10 represents a 10% discount. Negative values are not permitted in this field. Note: For additional information on item discounts, please refer to the Customer Order Entry Detail Overview section beginning on page 3. Disc Amount 11.2 Numeric The discount amount displays based on the percentage entered in the preceding Disc % field. Entering a discount percentage in the preceding field and clicking on the ENTER icon instructs the system to calculate the dollar value of the discount based on the discount percentage off the unit price. 28

37 Price 11.4 Numeric Represents the price for each unit requested for shipment to the customer. The value in this field defaults from either the Promotional Pricing by Item, Price by Item, Promotional Pricing by Division/Class, Price by Division/Class, Promotional Price by Preferred Vendor, or Price by Preferred Vendor files. This value may also default from the Item Balance File. The price can be overridden to any price. The unit price displayed does not reflect any order or line item discounts for which the item may qualify. The price that displays will display in the currency as maintained in the Customer Master File for the customer number selected here. When changing the price, enter it in the currency based on this customer number, i.e., If Canadian Dollar displays at the top of the window any pricing changes should be entered in Canadian dollars. The currency will display at the top of the Order Entry/Update detail window. Net Price 11.2 Numeric The net price is calculated by the system and displays based on the unit price entered less any discounts taken. Cost The item cost displayed can be last, average, other or standard based upon settings in the Cross Applications Customer Orders and Inventory Interfaces. The currency in which the cost displays is the domestic currency relative to the company number selected on the Order Entry/Update header 1 window. This field will be suppressed when foreign values are displayed by clicking on the FOREIGN button. Note: The cost for line items, tagged as Direct Ship, is retrieved from the Item Vendor File. If no cost is found in the Item Vendor File the system will use the average or current cost from the Item Balance File. Gross Profit % 5.2 Numeric The default value in this field indicates the total gross profit percentage for this line item in domestic currency. The calculation used to determine gross profit percentage is: (Unit Price - Line Discount) - Cost (Unit Price - Line Discount) Changing the default value in this field and clicking on the ENTER icon instructs the system to recalculate the selling price of the item. Price, net price, and gross profit values will be adjusted based on the percentage entered. Changing the gross profit percentage for a detail line item writes a Detail Price record to the Order Entry Changes Inquiry. Accessing the Order Entry Changes Inquiry on the S2K Enterprise Customer Orders Inquiry menu will display the Detail Price change record on the Customer Order Change Inquiry window. If the gross profit percentage for the line item entered exceeds the values established in the Cross Applications Customer Orders Interface in the Gross Profit % Warning Message if the Line Item Gross Profit % is Less Than or Greater Than field, the following warning message will display, Warming: Item Gross Profit is out of Acceptable Range, this is only a warning message. Click on the ENTER icon to continue. This field will be suppressed when foreign values are displayed by clicking on the FOREIGN button. Gross Profit Amount This value represents the total gross profit amount for this line item in domestic currency. The calculation used to determine gross profit amount is: (Unit Price - Line Discount) - Cost This field will be suppressed when foreign values are displayed by clicking on the FOREIGN button. Extension Display field calculated as follows: Unit Price * Quantity - Line Discounts. Request Return Date 6.0 Numeric This field will display when processing a Return Authorization or a Credit. Required field representing the date on which the selected customer requested a return/credit. Defaults to the current system date and can be changed as required. The date can be selected for entry by clicking on the 'CALENDAR' icon. 29

38 Weight 11.2 Numeric Defaults from the Weight field in the Item Master File, based on the item number entered. This value represents the weight for a single purchasing unit of the item. The total weight for the order will display on the Order Entry/Update summary window. Requested Ship Date 6.0 Numeric Entry in this field is optional and indicates the date on which this detail line item is requested for shipment to the customer. This field is available for entry provided the Requested Ship Date Process check box, in the Location Master File, for the Location entered on the Order Entry/Update header window, is selected (checked) for YES. The system will determine the lowest possible requested ship date, based on date entries made in this field, and populate the Lowest display field on both the Order Entry/Update header and summary windows. This field will be unavailable for entry if the Requested Ship Date Process check box, in the Location Master File, for the Location entered on the Order Entry/Update header window, is unselected (blank) for NO. Cancel Date 6.0 Numeric Optional field representing the date on which this line item will no longer be valid, this field is informational only. It identifies when this line item on the selected order should be cancelled, if it has not yet shipped. The system default is blank, provided a cancel date was not entered on the Order Entry/Update header window, and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date may be selected by clicking on the CALENDAR icon. Mfg Due Date 6.0 Numeric Entry in this field is optional and indicates the date on which this detail line is scheduled for manufacturing completion, if applicable. The value in this field defaults from the Default Req. Ship Date field entered on the Order Entry/Update header window. Vendor 6 Alphanumeric Represents the code assigned to the supplier of this item, entry in this field will be validated against the Vendor Master File. If a code already displays in this field, it is the result of an entry in the Preferred Vendor field in the Item Balance Master File. Required entry if the Direct Ship or Create PO check boxes are selected (checked) for YES. If the Vendor code is NOT known it can be located in the Vendor Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor code, by clicking on the SEARCH icon. Create Usage Adjustment Check Box Whether or not this field displays is based on settings for the current user in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. Selecting this check box for YES flags the detail line on the customer order to create an automatic usage adjustment. Usage data is used in Suggested Purchasing calculations to determine item Reorder Rank, Seasonality, Average Daily Usage, and Abnormal Usage. Once the detail line is selected for a usage adjustment a record is written to the Order Detail File (VCODETL) to hold the setting of the flag and the user ID of the person that created the adjustment. When the order is invoiced the Create Usage Adjustment check box on the Order Entry/Update detail window will be protected and the user will no longer be able to change this setting. During the invoicing process (COUPSH), an automatic usage adjustment record is written to the Usage File (VINUSGE), for the amount of the transaction, for the period in which the order was invoiced. As mentioned, once the order has been invoiced, the user will no longer be able to change the setting in the Create Usage Adjustment check box on the Order Entry/Update detail window. If it is necessary to reverse the entry it will have to be done manually via the Item Usage option on the S2K Enterprise Inventory Management File Maintenance menu. Note: The Usage History File (VINUSGE) includes direct ship items; therefore, if you do not want the usage for a direct shipment item included in the Usage History File the Create Usage Adjustment check box should be selected (checked) for YES. 30

39 Create PO/MO Check Box Selection of this check box indicates whether or not a purchase order should be created, in the Purchase Orders module, to request this item for the customer. The user will be able to create the purchase order by clicking on the CREATE PO button on the Order Entry/Update summary window or by running the List/Create PO from Open Orders option on the S2K Enterprise Purchasing Daily Transaction Processing Purchase Orders menu. The purchase order created will be tagged with this customer and order number. When received into inventory, the merchandise will be automatically committed to this order. For direct shipments, this flag does not have to be selected (checked) for YES. Direct shipment processing will automatically create the required purchase order. If the item is a Manufactured Item and is not preassembled this flag will automatically be selected (checked) for YES if there is a quantity backorder. If the item is preassembled this check box will be unselected (blank) for NO but may be selected (checked) for YES if required. The user will be able to create a manufacturing work order by clicking on the CRT MO button on the Order Entry/Update summary window. If a non-stock item is created on-the-fly or if an existing non-stock item (as maintained in the Item Master File) is backordered, the system will automatically select this check box to create a purchase order for the non-stock item. Important Note for Intercompany Processing Users: If a purchase order is linked to a customer order the customer order must be invoiced prior to the receipt of the purchase order to ensure the proper recording of the transaction to the intercompany ledger accounts assigned in the Intercompany G/L Accounts Master File. PO/MO# If, during Order Entry, an out of stock condition was encountered and the Create PO/MO check box is selected for YES the system is instructed to create a Purchase Order or Manufacturing Order for the item number entered when Manufacturing Orders are created via the option to List/Create M/O From Open Orders on the S2K Enterprise Manufacturing Work Orders Daily Transaction Processing menu or when Purchase Orders are created via the option to List/Create P/O From Open Orders on the S2K Enterprise Purchasing Daily Transaction Process Purchase Orders menu. Returning to the selected order (and appropriate line) after these functions have been processed will display the Purchase Order or Manufacturing Number created in the PO/MO# field. Direct Ship Check Box If the Direct Ship check box is selected (checked) for YES as the default when processing begins on the Order Entry/Update detail window this indicates that the Direct Ship check box on the Order Entry/Update header 2 window has been selected (checked) for YES. This indicates that all merchandise on the order will be sent directly to the customer from the vendor or supplier. If the Direct Ship check box is unselected (blank) for NO as the default when processing begins on the Order Entry/Update detail window the user may select (check) this box on a line by line basis provided the Direct Ship check box in the Customer Master File, for the selected customer is selected (checked) for YES. The user may change the Direct Ship check box to selected (checked) for YES, on a line by line basis, to indicate that the selected item is to be shipped directly to the customer from the vendor or supplier. If the entry in the Direct Ship check box in the Customer Master File is unselected (blank) for NO, the user will receive an error message if they attempt to select (check) this Direct Ship check box. If this occurs, order processing cannot continue until this check box is unselected (blank) for NO. Additionally, the Direct Ship check box default will be selected (checked) for YES if a drop ship only item, as specified in the Item Balance Master File, is entered on the Order Entry/Update detail window during the Order Entry Process, the user will be prohibited from changing this setting. In this instance the Direct Ship check box in the Customer Master File, for the selected customer, must be selected (checked) for YES or this item must be removed from the order. Note: The cost for line items, tagged as Direct Ship, is retrieved from the Item Vendor File. If no cost is found in the Item Vendor File the system will use the average or current cost from the Item Balance File. Taxable Check Box The status of this check box, (selected or blank), defaults based on the Taxable check box in the Item Master File. If this check box is selected (checked) for YES, sales tax will be calculated on the total price of the item, provided the customer is not taxexempt. 31

40 Update Inventory Check Box Defaults based on the Update Inventory check box on the Order Entry/Update header 2 window. Selection in this check box indicates whether or not inventory on-hand values are to be adjusted for this item. When processing a credit memo, if the Update Inventory check box is unselected (blank) for NO the item will print on the Pre-Billing Report with a zero cost. Transfer # Transfers during the Order Entry process are permitted for the current user provided the Cross Applications User Defaults Interface check box, Allow Transfer from O/E is selected (checked) for YES, via the C/O DEFAULTS button. During the Order Entry process when an out of stock condition is encountered, for the item and quantity entered on the Order Entry/Update detail window, the Stock Availability window will display. From the Stock Availability window the user can create a transfer by clicking on the CREATE TRANSFER button. Transfer numbers created using this process will display in the Transfer # field. Salesman 1/% 5.0 Numeric/7.4 Numeric The value in this field defaults from the Order Entry/Update header window Additional Info folder tab and identifies the salesman 1 code for commissions calculated on the selected line item. The default value in this field may be overridden as required provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The salesman code entered in this field will be validated against the Salesman Master File. If the Salesman code is NOT known it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a salesman record, by clicking on the SEARCH icon. Commission percentage values are displayed provided the Display Commissions check box, in the Cross Applications User Defaults Interface (for the current user), via the C/O DEFAULTS button, is selected (checked) for YES. The default value in this field is based on the commission rate maintained in the Salesman Master File. However, if a record exists in the Salesman/Customer/Item Commissions file, for the selected customer and line item, that commission rate will default to this field and can be overridden if necessary. Commission rates in the Salesman/Customer/Item Commissions file override commission rates maintained in the Salesman Master File for items at the detail line level. The commission percentage at the line item level will be used in determining salesman commissions when processing the By Item option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. To amend the commission rate for the entire order, the user should amend the commission rate one and/or commission rate two fields on the Order Entry/Update header window Additional Info folder tab. The commission percentage at the order header level will be used in determining salesman commissions when processing the By Invoice option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Salesman 2/% 5.0 Numeric/7.4 Numeric The value in this field defaults from the Order Entry/Update header window Additional Info folder tab and identifies the salesman 2 code for commissions calculated on the selected line item. The default value in this field may be overridden as required provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The salesman code entered in this field will be validated against the Salesman Master File. If the Salesman code is NOT known it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a salesman record, by clicking on the SEARCH icon. Commission percentage values are displayed provided the Display Commissions check box, in the Cross Applications User Defaults Interface (for the current user), via the C/O DEFAULTS button, is selected (checked) for YES. The default value in this field is based on the commission rate maintained in the Salesman Master File. However, if a record exists in the Salesman/Customer/Item Commissions file, for the selected customer and line item, that commission rate will default to this field and can be overridden if necessary. Commission rates in the Salesman/Customer/Item Commissions file override commission rates maintained in the Salesman Master File for items at the detail line level. The commission percentage at the line item level will be used in determining salesman commissions when processing the By Item option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. To amend the commission rate for the entire order, the user should amend the commission rate one and/or commission rate two fields on the Order Entry/Update header window Additional Info folder tab. The commission percentage at the order header level 32

41 will be used in determining salesman commissions when processing the By Invoice option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Division 4.0 Numeric Defaults from the Item Master File based on the item number entered. Entry in this field is validated against the Division Master File. Represents the inventory division to which this item has been assigned. If the Division code is NOT known it can be located in the Division Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Division code, by clicking on the SEARCH icon. Class 4.0 Numeric Defaults from the Item Master File based on the item number entered. Entry in this field is validated against the Division/Class Master File. Represents the inventory classification to which this item has been assigned. If the Class code is NOT known it can be located in the Division/Class Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Class code, by clicking on the SEARCH icon. Tax Class Code 2 Alphanumeric Standardized tax classification codes may be used to classify or categorize an item for tax reporting purposes. Currently, entry in this field is informational only and is not used for reporting purposes. Currency Display Literal Display literal indicating the currency in which the selected customer was established, as determined in the Customer Master File. This indicator displays by clicking on the FOREIGN button. The FOREIGN/DOMESTIC button is available provided a foreign customer i.e., a customer with a currency code other than the domestic currency as established for the selected company, was entered on the Order Entry/Update header window. When a foreign currency is displayed the Gross Profit %, Gross Profit Amount and Cost fields will be suppressed on the Order Entry/Update detail window. 33

42 Customer Order Entry (Order Summary) When the entire customer order has been entered, the user can click on END ORDER button from the Order Entry/Update detail window to prompt the display of the Order Entry/Update summary window. The END ORDER button is available on the Order Entry/Update detail window and the Order Entry/Update header window. The Order Entry/Update summary window provides information, in summary form, on the total dollar value of the order, breaking out the amount of order discounts, handling, freight and miscellaneous charges, along with any deposits taken on the order. If the user has the appropriate authority, current open accounts receivable information can also be displayed. Enter any additional charges to be applied to the order, Handling, Freight, etc. and customer deposit information on the summary window. FIGURE 13 ORDER ENTRY/UPDATE SUMMARY WINDOW Company Number, Customer Number, Description and Address, Order Number, Ship-to Number, Description and Address default from the Order Entry/Update header 1 window. From the summary window, a customer deposit can be entered and other charges can be added provided the current user has been granted authority for deposit entry. Additional field and program function descriptions available on the Order Entry/Update summary window are as follows. 34

43 Field Descriptions and Specifications Material The value in this field represents the total material for this order less line item discounts. The material amount for the order represents the total extended price for all items ordered, regardless of how many items are shipped or backordered (except where the billing code is a 'B' or an 'E'). Less Disc (1) The value in this field represents the amount of the first order discount to be applied to this order. The percentage defaults from entry in the Order Discount 1 field (OADSC1) on the Order Entry/Update header window. Less Disc (2) The value in this field represents the second order discount to be applied to this order. Order discount two is applied to the material total of the order after order discount one has been applied. The percentage defaults from entry in the Order Discount 2 field on the Order Entry/Update header window. Less Disc (3) The value in this field represents the third order discount to be applied to this order. Order discount three is applied to the material total of the order after order discounts one and two have been applied. The percentage defaults from entry in the Order Discount 3 field on the Order Entry/Update header window. Subtotal The value in this field represents the total material sales less all order discounts. Freight Charge 11.2 Numeric The value in this field represents the amount of any freight fees to be added to the order. This field is user-defined; the system will not automatically calculate any freight charges. Handling Charge 11.2 Numeric Handling charges will be automatically calculated for an order based on the following criteria. First, the Allow Handling Charge check box in the Customer Master File must be selected (checked) for YES. Second, the subtotal of the order must be less than the value in the Cross Applications Customer Orders Interface field For Order Under. The amount of the handling charge to be automatically applied is found in the Cross Applications Customer Orders Interface field Default Handling Charge. In addition, the user can manually apply a handling charge to any order, as long as the Allow Handling Charge check box in the Customer Master File must be selected (checked) for YES. The system will calculate the handling charge for foreign currency customers using either the conversion rate or the currency code based on the selection from the Foreign Currency drop down selection box in the Cross Applications Company Setup Interface via the INTERFACES button. Addtl Charge 11.2 Numeric Additional charges are maintained in the Cross Applications Customer Orders Interface via the CHARGES button. Additionally, whether or not the entry of additional charges is required is determined in the Cross Applications Customer Orders Interface via the CHARGES button. To enter additional charges, click on the ADDTL CHARGES button. The value in this field represents the total of all additional charges entered on the Add Additional Charges window. Tax Represents the amount of sales tax to be added to the order, based upon the tax percentage for the ship-to location s tax jurisdictions, the subtotal of the order, and whether or not miscellaneous, handling and freight charges are taxable for the tax jurisdictions involved. The text *MULTI* will display if the Use Multiple Tax Rates per State check box is selected (checked) for YES in the Cross Applications Accounts Receivable Interface indicating the use of multiple tax rates per state in the State, County, Local 1 and Local 2 Master Files. Total Invoice The value in this field represents the subtotal plus handling, miscellaneous and freight charges, plus sales tax amount. 35

44 Deposit Amount 11.2 Numeric If the user has the appropriate authority, they will be able to take a deposit on a customer order. This authority is granted if the Deposit Entry check box is selected (checked) for YES in the Cross Applications User Defaults Interface for the current user. The user would enter the total dollar value of the deposit in the Deposit Amount field. The system would then require entry of a payment type, and an authorization number if the Payment Type Master File requires one. When the invoice procedure is run, the amount of the deposit is added to the customer s year-to-date deposits for this order. This occurs whether or not the actual order has been invoiced. When the order is invoiced, the amounts of the year-to-date deposits are applied as a payment on the resulting invoice. If the deposit amount equals the invoice total, the item is marked in the open accounts receivable file as paid-in-full. If the deposit amount is less than the invoice total, the remaining portion of the invoice is recorded in the open accounts receivable file as a balance due. The invoice that prints for the customer in either case will properly record the amount of the deposit. Note: Clicking on DEPOSITS button prompts the display of the Deposit History window in which the user can view prior deposit history for this invoice. Y-T-D Deposits The value in this field represents the total dollar value of all previously entered deposits for this order. Balance Due The value in this field represents the total amount due on the order after deducting the amount of year-to-date deposits. The value in this field represents the invoice total for the order, less the year-to-date deposit amount. Dft Rq Ship 6.0 Numeric Conditional field representing the date the customer requested delivery. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. An entry in this field is required if the check box Requested Ship Date is mandatory, in the Cross Applications Customer Orders Interface, is selected (checked) for YES. However, this field will be protected if the Requested Ship Date Process check box, in the Location Master File, for the Location entered on the Order Entry/Update header window, is selected (checked) for YES. Lowest Rq Ship The system will determine the lowest possible requested ship date, based on date entries made in the Requested Ship Date field on the Order Entry/Update detail window, and populate the Lowest Rq Ship display field on the Order Entry/Update summary window. Ship Via 20 Alphanumeric The value in this field indicates the shipping method for the customer s order. Entry in this field is validated against the Ship Via Master File. Defaults to the ship via code found in the Ship Via field in the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the ship via differs from the customer ship via, the rate will default to the entry found in ship via in the Ship-To Master File. If the ship via code differs from the default for this order, the user can change the ship via code. If the Ship Via is NOT known, it can be located in the Ship Via Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship Via code, by clicking on the SEARCH icon. Shipping Terms 15 Alphanumeric If a Shipping Terms code was entered on the Order Entry/Update header 1 window, the terms entered will default to this field and can be changed as required. Entry in this field will be validated against the Customer Master File Shipping Terms field, for this customer. If a ship-to number has been entered, on the Order Entry/Update header 1 window, entry in this field will be validated against the Ship-To Master File Shipping Terms field. If the Shipping Terms code is NOT known, it can be located in the Shipping Terms Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Shipping Terms code, by clicking on the SEARCH icon. Total Lines (Total Order / Avail to Ship) Represents the total number of line items on this order and the total lines that are available for shipment (line items may be backordered and unavailable for shipment). This total will include the number of all message lines, in addition to inventory items added to the order. 36

45 Total Qty (Total Order / Avail to Ship) The value in this field represents the total quantity of all the line items on this order and the total quantity available for shipment. Total Weight (Total Order / Avail to Ship) Represents the sum of the individual weights, in pounds, for all items to be shipped on this order and the total weight of all items available for shipment (total weight backordered item weight = weight available for shipment). Item weight is maintained in the Weight field in the Item Master File. Total Cubes (Total Order / Avail to Ship) Represents the sum of the individual cubic measures for all items to be shipped on this order and the total cubic measurement of all items available for shipment (total cubic measurement backordered cubic measurement = cubic measurement available for shipment). Item cubic measurement is maintained in the Cubic Measure field in the Item Master File. Cost (Domestic) The value in this field represents the sum of the individual item costs for all items to be shipped on this order. The item cost that is used (last, average, other or FIFO) is based upon settings found in the customer orders and inventory interfaces. G/P Percent (Domestic) The value in this field represents the total gross profit percentage for this order. The calculation used to determine gross profit percentage is: (Sales Price - Line Discount - Order Discount) - Cost (Sales Price - Line Discount - Order Discount) Cost as used in this formula represents the total cost of goods sold for all items on the order. If the gross profit percentage exceeds the available field size the percentage will display as when the gross profit percentage is higher than or when the gross profit percentage is lower. G/P Amount The value in this field represents the total gross profit amount for this order. The calculation used to determine gross profit amount is: (Sales Price - Line Discount - Order Discount) - Cost Cost as used in this formula represents the total cost of goods sold for all items on the order. Currency displays in the domestic currency for the company number selected on the Order Entry/Update header 1 window. Future The value in this field defaults based on settings maintained in the Cross Applications Accounts Receivable Interface via the USER DEFINED AGING button. The system default is for this bucket to represent items that are not yet due, or FUTURE. Current The value in this field defaults based on settings maintained in the Cross Applications Accounts Receivable Interface via the USER DEFINED AGING button. The system default is for this bucket to represent items which are between 1 and 30 days past due or CURRENT. 30 Days The value in this field defaults based on settings maintained in the Cross Applications Accounts Receivable Interface via the USER DEFINED AGING button. The system default is for this bucket to represent items that are 31 or more days past due. 60 Days The value in this field defaults based on settings maintained in the Cross Applications Accounts Receivable Interface via the USER DEFINED AGING button. The system default is for this bucket to represent items that are 61 or more days past due. 90 Days The value in this field defaults based on settings maintained in the Cross Applications Accounts Receivable Interface via the USER DEFINED AGING button. The system default is for this bucket to represent items that are 91 or more days past due. 120 Days The value in this field defaults based on settings maintained in the Cross Applications Accounts Receivable Interface via the USER DEFINED AGING button. The system default is for this bucket to represent items that are 121 or more days past due. 37

46 Total A/R The value in this field represents the total outstanding accounts receivable value for this company, as stored in the Total Accounts Receivable field in the Customer Master File. Open Orders The value in this field represents the total dollar value of all orders taken but not yet shipped for this customer, as stored in the Open Order field in the Customer Master File. Grand Total The value in this field represents the total dollar value of the Total Accounts Receivable field and the Total Open Orders field as stored in the Customer Master File. Credit Line Represents the total dollar value that the customer s open accounts receivable and open orders may not exceed. Defaults from entry in the Credit Line field in the Customer Master File. Remaining Credit The value in this field represents the difference between the customer s credit line as found in the Customer Master File, and the grand total of the open accounts receivable and the open orders value. However, if the Credit Check check box is unselected (blank) for NO and a credit limit has not been entered in the Customer Master File via the CREDIT button, the text ** No Limit ** will display in this field. Payment 6 Alphanumeric This field will display if the Deposit Entry check box is selected (checked) for YES in the Cross Applications User Defaults Interface for the current user. Entry is required if the user has entered a deposit amount for this order. Entry in this field will be validated against the Payment Type Master File. Entry in this field represents the method of payment for the deposit being recorded on the order. If the Payment Type is NOT known, it can be located in the Payment Type Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Payment Type code, by clicking on the SEARCH icon. Selection of certain payment types will prompt the display of an Authorization Required for Payment Type message during processing. This message will display if the Authorization Required field in the Payment Type Master File is selected (checked) for YES, for the payment type selected. For most payment types this is only a warning message and can be bypassed by clicking on the ENTER icon. However, if the payment type selected is a credit card, and the Authorization Required field in the Payment Type Master File is selected (checked) for YES, then entry will be required in the Authorization field before the user can end the order. Additionally, the system will validate the credit card to insure that the payment type selected matches the credit card number being used provided the Validate Credit Card check box is selected (checked) for YES in the Payment Type Master File. CC#/Ck 25 Alphanumeric This field will display if the Deposit Entry check box is selected (checked) for YES in the Cross Applications User Defaults Interface for the current user. Entry in this field represents the customer s check number or credit card number that was used for the deposit on this order. Note: Credit Card payments are not permitted for customers that have been established as foreign currency customers in the Customer Master File. Exp 4.0 Numeric This field will display if the Deposit Entry check box is selected (checked) for YES in the Cross Applications User Defaults Interface for the current user. Represents the date the customer s credit card expires. Format is MMYY. Auth 8 Alphanumeric This field will display if the Deposit Entry check box is selected (checked) for YES in the Cross Applications User Defaults Interface for the current user. May be required if the Authorization Required check box in the Payment Type Master File is selected (checked) for YES. Note: For additional information on processing credit card payments refer to the S2K Enterprise Credit Card Processing User Guide. This guide can be accessed by using your customer login and password at the VAI website, To receive a written copy of this guide, contact VAI at

47 Updating a Sales Order To modify or update an existing open order, the user must return to the order as if entering a new order. This can be done at any time prior to printing out the invoice for an order. Once an order has been invoiced, the order is placed into history by the system and cannot be changed. It can, however, be reviewed by using the Detail Sales Inquiry. Once in the Order Entry/Update header window, any field can be changed, with the exception of customer number or item number. To modify an order select Order Entry from the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu. On the Order Entry/Update header window, enter the Order Number to be updated in the Order Number field or click on the 'SEARCH' icon to locate the order. Clicking on the 'SEARCH' icon will display the Open Order Search window listing all open orders. If the customer number is known, enter it before performing the search on the Order Number, this will limit the search to open orders for that customer only. Selecting the Order Number will display the header details, click on the ENTER icon to prompt the display of the following Order Entry/Update detail window. Clicking on the column heading toggles the display to show Our Item Number or Customer Item Number. FIGURE 14 ORDER ENTRY/UPDATE WINDOW (UPDATE MODE) Cost, Gross Profit, and GP% display in Domestic Currency only. To update a previously entered line, position the cursor on the appropriate line and double click, or enter the system-generated line number in the Line field on the bottom of the window and click on the ENTER icon. All line item information will be returned to the data entry fields on the bottom portion of the window. Available buttons relative to the line item will display on the bottom of the window. Make any required changes and click on the ENTER icon to update the order. Click on the END ORDER button to end the order and display the Order Entry/Update summary window. 39

48 Deleting a Sales Order A sales order can be deleted provided the user has been given access or authority to the appropriate window. Once a customer order has been deleted, all items on the order will be de-allocated and will be made available again as inventory. Once an order is deleted it cannot be modified. To delete an order, select Order Entry from the S2K Enterprise Customer Order Daily Transaction Processing Order Entry menu. Enter the order number to be deleted or click on the 'SEARCH' icon to locate the necessary order number. The Order Entry/Update header 1 window will display. Selecting the Header 2 folder tab will display to the Order Entry/Update header 2 window (Figure 15). Select CANCELLED from the Status drop down selection box to delete an order. FIGURE 15 ORDER ENTRY/UPDATE HEADER 2 WINDOW (ORDER CANCELED) To cancel an order, select CANCELLED from the Status drop down selection box. The following Confirm Cancel window will display. Click on the CONFIRM button to confirm the cancellation of the order. Clicking on the CANCEL button terminates the cancellation request. FIGURE 16 CONFIRM CANCEL WINDOW Clicking on the CONFIRM button deletes the order and displays a message confirming that the order was cancelled. Click on the OK button to continue processing additional orders. FIGURE 17 ORDER CANCELLED CONFIRMATION WINDOW 40

49 Program Functions As mentioned in the overview, there are many options and features to choose from when entering an order in S2K Enterprise. Many of these options and features can be utilized by selecting the appropriate buttons. Buttons located on the Order Entry/Update header, detail and summary window may vary depending on what window or menu the user is currently accessing. The following provides a brief explanation of the button functions as they pertain to the Customer Order Entry process. The buttons listed below are categorized by the window on which they can be found. Program Functions Available on the Order Entry/Update Header Window Clicking on the REFRESH button clears entry fields and refreshes or clears the window; it does not delete the order. Clicking on the COMMENTS button allows the user to enter special instructions and general order comments. See Order Comments on page 50for additional information. Clicking on the END ORDER button closes or ends the order, and prompts the display of the Order Entry/Update summary window. Clicking on the ADD/UPD CUST button prompts the display of the Customer File Maintenance detail window which enables the user to add a new customer to the Customer Master File or, update existing customer information for the customer number entered in the Customer field on the Order Entry/Update customer number prompt window. The availability of this function is based on search security settings established for the selected user in the Cross Applications User Defaults Interface via the SEARCH SECURITY button. Whether or not the user has been granted ADD or EDIT authority, or both will determine which functionality will be available via this function. If the user only has ADD authority, the ADD CUSTOMER button will display. If the user only has EDIT authority, the UPD CUSTOMER button will display. If the user has authority to both ADD and EDIT the ADD/UPD CUST button will display on the Order Entry/Update customer number prompt window. Additionally, if the current user has EDIT authority, the UPD CUSTOMER button will be available on the Order Entry/Update header window, once a customer has been selected, which will provide access to the Customer File Maintenance window enabling the user to update information for the selected customer. Clicking on the INQUIRY button permits the navigation of the Customer Inquiry for the selected customer, provided appropriate authority has been granted to the current user. See Customer Inquiry on page 67 for additional information. Clicking on the EDI INFORMATION button or the EDI folder tab prompts the display of the Order Entry/Update EDI window. The Order Entry/Update EDI window permits the user to view data associated with the electronic data interchange (EDI) processing of this order. This button/ folder tab is active only if the order was received via EDI transmission. Clicking on the NOTES button allows for the user to add internal notes to an order. Notes entered via this function will display in chronological order and will not print on any forms. A highlighted (yellow) NOTES button indicates notes have previously been entered in reference to the selected order. See Notes on page 56 for additional information. Clicking on the SERVICE HEADER button prompts the display of the Service Call Maintenance detail window allowing the user to enter/update a service call for the selected customer. The selected order must be a Service Order when accessing this function. Clicking on the CUSTOMER MESSAGES button from the Order Entry/Update header 1 or 2 windows or from the Order Entry/Update summary window prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages During Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. See Customer Messages on page 50 for additional information. Clicking on the ORDER HISTORY button prompts the display of the Order Processing History window in which information on the tracking of changes/updates to the order are maintained. The date, time, type of action and the User ID of the person who performed the action will display in the window. Clicking on the UDF MAINTENANCE button prompts the display of the UDF Data Maintenance window. This window displays all fields that have been established for the Customer Order Header via the Cross Applications Interface User Defined Field Maintenance option. 41

50 Clicking on the EQUIPMENT HEADER button prompts the display of the Service Call Item/Equipment Selection window allowing the user to add/update equipment for service for the selected customer. The selected order must be a Service Order when accessing this function. Clicking on the STANDING ORDERS prompts the display of the Standing Order Search Selection window; this initial window allows the user to select an order and drill down to the order detail to select items from a standing order to place in the current order. Clicking on the FUTURE ORDERS prompts the display of the Future Order Search Selection window; this initial window allows the user to select an order and drill down to the order detail to select items from a future order to place in the current order. 42

51 Program Functions Available on the Order Entry/Update Detail Window The following describes icons and buttons available on the Order Entry/Update detail window. These functions may or may not display depending on the item being entered, the customer selected, whether or not future or standing orders exist, etc. Clicking on the OPEN FOLDER icon opens a folder into which documents related to the selected record can be placed. Access to these documents can be shared by multiple users provided the Root folder was created in a shared directory in the Integrated File System. To place documents in the folder, simply click on the OPEN FOLDER icon, a folder is opened (or created if necessary) with the current customer order number, select the document(s) from their current location (e.g., desktop, my documents, etc.) and drag them into the folder. For additional information on the Integrated File System refer to the S2K Enterprise System Setup & Maintenance User Guide. This guide can be accessed by using your customer login and password at the VAI website, To receive a written copy of this guide, contact VAI at Clicking on the FOREIGN/DOMESTIC button toggles the display to show foreign/domestic values. If FOREIGN is selected Cost, Gross Profit, and Gross Profit percentage fields are suppressed. These values will only display in the domestic currency established for the selected company. Clicking on the RESET button clears data entry fields on the bottom of the Order Entry/Update detail window. If ENTER was not pressed prior to selecting the RESET button the information will not be saved on the order. Clicking on the SHOPPING LIST button prompts the display of a Shopping List Window, which lists all items, previously ordered by the customer number selected. Enables the user to select items to be added to the current order. See Shopping List on page 59 for additional information. Clicking on the MESSAGES button from the Order Entry/Update detail window prompts the display of the Line Item Messages window allowing the user to enter messages, for the current line item, that can be printed on pick tickets, order acknowledgements, manufacturing work orders, invoices or purchase orders. Additionally, messages can be coded as internal messages only and will not print on any forms. See Message Lines on page 57 for additional information. Clicking on the RESET button clears any entries in the line item entry fields on the bottom portion of the Order Entry/Update detail window. Clicking on the CUST/ITEM PRICING button prompts the display of the Customer/Item Pricing Inquiry window in which item prices can be looked up. See Customer/Item Pricing on page 63 for additional information. Clicking on the END ORDER button closes or ends the order, and prompts the display of the Order Entry/Update summary window. Clicking on the PROMOTIONS button prompts the display of the Current Promotions window allowing the user to select promotional items to be entered on the current order. Items can be selected by item number or by division and class. This function is dependent on the selection in the Promo Pricing check box in the Customer Master File for the selected customer. Clicking on the CUSTOMER INQUIRY button prompts the display of the Customer Inquiry window, available for making inquiries on open invoices and current open orders, provided the current user has been granted the appropriate authority. See Customer Inquiry on page 67 for additional information. Clicking on the INQUIRY button prompts the display of the Item Inquiry window; this function provides for the navigation of the Item Inquiry system for the selected item and can be used to check item information such as on-hand balances, provided the current user has been granted the appropriate authority. See Item Inquiry on page 69 for additional information. Clicking on the COMPLEMENTARY ITEMS button prompts the display of the Complementary Link window, which lists complementary items (for the item number selected) that may be selected for entry into the current order. Additionally, the user can access Item Inquiry from the Complementary Link window by clicking on the INQUIRY button. Clicking on the SALES HISTORY button prompts the display of the Sales History Order Search Selection window in which all orders previously entered for the customer number selected will display. The user may drill down to the order details to select items for the current order or may select the full order to be entered on the current order by clicking the SELECT FULL ORDER icon. Availability of this function is dependent on the current user s S2K Enterprise User Profile. The Cross Applications User Defaults Interface check box Allow Sales History Inquiry must be selected (checked) for YES via the C/O DEFAULTS button. 43

52 Clicking on the SUBSTITUTIONS button prompts the display of the Item Substitution window in which the user can select from alternate items available for the item number selected. Item substitutions are only permitted in ENTRY mode. Once the line item has been processed, and moved to the top of the Order Entry/Update detail window, substitutions are no longer permitted and the SUBSTITUTIONS button is suppressed. Clicking on the CUST. MSGS button from the Order Entry/Update header 1 or 2 windows or from the Order Entry/Update detail or summary windows prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. See Customer Messages on page 50 for additional information. Clicking on the SERIAL NUMBER button allows for the selection of a serial number(s) to be attached to the item number selected, this function is available provided a detail line for a serial numbered item, as determined in the Item Master File, has been entered. Clicking on the LOTS button prompts the display of the Lot Entry/Update window allowing the user to select a lot to pick the item from. Entry on this window will be required for Lot Controlled Items, as determined in the Item Master File. Clicking on the BINS button prompts the display of the Bin Selection window allowing the user to select a bin to pick the item from. This function is available provided multiple bin processing is being used at the location from which the inventory items will be selected for shipment to the customer (i.e., the location entered on the Order Entry/Update header window). Clicking on the ASSEMBLY button will display the Bill of Material Component Maintenance window when an item entered on the Order Entry/Update detail window is an assembled item and the Pre-Assembly flag in the Item Balance Master File is set to NO. Clicking on the ASSEMBLY button will display of the Finished Assembly Component Inquiry window when an item entered on the Order Entry/Update detail window is an assembled item and the Pre-Assembly flag in the Item Balance Master File is set to YES. Clicking on the UDF MAINTENANCE button prompts the display of the UDF Data Maintenance window containing all User Defined fields set up via the Customer Order Detail option on the Cross Applications User Defined Field Maintenance menu. Note: When processing an order type of CREDIT MEMO or RETURN AUTHORIZATION the UDF Data Maintenance window will display all User Defined fields set up via the Customer Order Detail/Credits or Customer Order Detail/Returns options on the Cross Applications User Defined Field Maintenance menu. Clicking on the SIZE RUN button, or entering a Product ID code in the Internal Item Number field, and clicking on the ENTER icon prompts the display of the Size Entry/Update window. Size Run processing allows for the selection of various size and/or colors available for the Product ID code entered. Product ID codes are assigned to items in the Item Master File. Entry in the Item Master File allows for the setup of multiple items each with the same product ID code. These multiple item numbers are used to distinguish the various sizes and/or colors associated with a specific item. The SIZE RUN button is available on the Order Entry/Update detail window provided the Size Run Processing required check box is selected (checked) for YES in the Cross Applications Customer Orders Interface. Clicking on the INSERT LINE button from the Order Entry/Update detail window allows the user to insert detail or messages lines between existing lines during Sales Order Entry. See Insert Line on page 55 for additional information. Clicking on the STANDING ORDERS button prompts the display of the Standing Order Search Selection window; this initial window allows the user to select an order and drill down to the order detail to select items from a standing order to place in the current order. Clicking on the FUTURE ORDERS button prompts the display of the Future Order Search Selection window; this initial window allows the user to select an order and drill down to the order detail to select items from a future order to place in the current order. Clicking on the RAPID ENTRY button prompts the display of the Rapid Order Entry window; this window allows the user to enter multiple line items at once. Entering multiple line items on the Rapid Order Entry window and clicking on the END RAPID ENTRY button will return all items entered to the Order Entry/Update detail window. See Rapid Entry on page 48 for additional information. 44

53 Program Functions Available on the Order Entry/Update Summary Window Clicking on CREDIT button, from the Order Entry/Update summary window, prompts the display of the Credit Card Processing Log Inquiry window which displays all credit card deposits taken for this order. The CREDIT button will only display if Credit Card Processing has been established via the Cross Applications Customer Orders Interface. Clicking on the COMMENTS button allows the user to enter special instructions and general order comments. Clicking on the ADDTL CHARGES button, from the Order Entry/Update summary window, prompts the display of the Add Additional Charges window. Additional charge descriptions, previously defined in the Cross Applications Customer Orders Interface via the CHARGES button, will display. Clicking on the DEPOSITS button allows the user to view prior deposit history for this order. Clicking on the PRINT INV/CR button may call the Order Verification program if line item errors are encountered. Clicking on the PRINT INV/CR button is available for invoices/credit memos only (displays based on selection made in the Order Type field on the header window). Clicking on the PRINT INV/CR button displays the message Select Print again to Confirm Printing of Invoice. Click on the PRINT INV/CR button again to prompt the display of the Options window. This window permits the user to select whether to print, fax or the invoice/credit memo. Clicking on the ENTER icon will prompt the Print Inv/Crd, Fax Information or Information window based on the selection made on the Options window. The Print Inv/Crd window allows the user to print the invoice/credit memo. Entering *VIEW in the Output Queue field on the Print Inv/Crd window and clicking on the ENTER icon will launch Adobe Reader and display the invoice/credit memo as a PDF image (provided this application is available on the current user s PC). Printing the invoice or credit memo does not update sales analysis or accounts receivable. The Fax Information window allows the user to fax the invoice/credit memo. Information regarding the person to whom the invoice/credit memo should be faxed and the fax number to send it to will display based on the primary contact for the Accounts Receivable module, this information can be changed as necessary. The Information window allows the user to the invoice/credit memo. Information regarding the person to whom the invoice/credit memo should be ed and the address to send it to will display based on the primary contact for the Accounts Receivable module, this information can be changed as necessary. Clicking on the PRODUCT SUMMARY button prompts the display of the Order Summary by Division window which provides a summary of items entered on the order by Division. This window can be broken down to shown Division, Division/Class and Item detail. Additionally, this window details item totals, including the number of line items entered within the division and division class, quantity ordered, dollar value, weight and cubic measurement. Clicking on the SPLIT TERMS button prompts the display of the Split Terms window. If split terms were selected in the Terms field on the Order Entry/Update header 1 window the SPLIT TERMS program function will be available on the Order Entry/Update summary window. Clicking on SPLIT TERMS from the Order Entry/Update summary window allows the user to view multiple due dates for an invoice. Clicking on the PRINT QUOTE button is available for quotations only (displays based on selection made in the Order Type field on the header window). Clicking on the PRINT QUOTE button displays the message Select Print again to Confirm Printing of Quote. Click on the PRINT QUOTE button again to prompt the display of the Options window. This window permits the user to select whether to print, fax or the quote. Clicking on the ENTER icon will prompt the Print Quote, Fax Information or Information window based on the selection made on the Options window. The Print Quote window allows the user to print the quote. Entering *VIEW in the Output Queue field on the Print Quote window and clicking on the ENTER icon will launch Adobe Reader and display the quote as a PDF image (provided this application is available on the current user s PC). The Fax Information window allows the user to fax the quote. Information regarding the person to whom the quote should be faxed and the fax number to send it to will display based on the primary contact for the Accounts Receivable module, this information can be changed as necessary. The Information window allows the user to the quote. Information regarding the person to whom the quote should be ed and the address to send it to will display based on the primary contact for the Accounts Receivable module, this information can be changed as necessary. Clicking on the PRINT R/A button is available for return authorizations only (displays based on selection made in the Order Type field on the header window). Click on the PRINT R/A button again to prompt the display of the Options window. This window permits the user to select whether to print, fax or the return authorization. Clicking on the ENTER icon will prompt the Print R/A, Fax Information or Information window based on the selection made on the Options window. The Print R/A window allows the user to print the return authorization. Entering *VIEW in the Output Queue field on the Print R/A window and clicking on the ENTER icon will launch Adobe Reader and display the return authorization as a PDF image 45

54 (provided this application is available on the current user s PC). The Fax Information window allows the user to fax the return authorization. Information regarding the person to whom the return authorization should be faxed and the fax number to send it to will display based on the primary contact for the Accounts Receivable module, this information can be changed as necessary. The Information window allows the user to the return authorization. Information regarding the person to whom the return authorization should be ed and the address to send it to will display based on the primary contact for the Accounts Receivable module, this information can be changed as necessary. Clicking on the CREATE PO button permits the user to create a Purchase Order for items on the selected order. Clicking on the CRT MO button permits the user to automatically link all manufacturing items to a work order provided the Create P.O./M.O. check box is selected (checked) for YES on the Order Entry/Update detail window. The CRT MO button is only available for an Order Type of ORDER. This button will only display if items selected on the order are manufactured items. Additionally, four Interface settings should be considered: 1) The Cross Applications Customer Orders Interface check box Manufacturing Orders required should be selected (checked) for YES. 2) The Create Manufacturing Orders check box in the Cross Applications User Defaults Interface via the C/O DEFAULTS button should be selected (checked) for YES. 3) The Cross Applications Manufacturing Interface check box Auto Link Customer Orders to Manufacturing Orders should be selected (checked) for YES. 4) A selection should be made in the Cross Applications Manufacturing Interface Create one Mfg Order for each Customer Order check box, if selected (checked) for YES One MO Per CO will be created or, if unselected (blank) for NO One MO Per Mfg. Item will be created. Additional settings can be maintained via the Cross Applications Manufacturing Interface for printing manufacturing orders created during the Order Entry process. Clicking on the I/C PO LINK button prompts the display of the Inter-Company PO Selection window. This program function is available provided the intercompany customer number, as maintained in the Intercompany G/L Accounts Master File in the I/C Customer field, was entered on the Order Entry/Update header 1 window. This window allows the user to link the intercompany purchase order to the invoicing company. The purchase order must be attached to the intercompany customer before the order can be invoiced. Clicking on the PRINT P/T button is only available for regular orders with an Order Type of ORDER selected on the Order Entry/Update header 1 window. Prints the pick ticket so the order can be prepared for delivery to the customer. If the RF Picking check box is selected (checked) for YES in the Warehouse Management Interface the PRINT P/T program function will not be available, during the Order Entry Process, on the Order Entry/Update summary window. Clicking on the CONFIRMATION button prompts the display of the Fax/ /Print Order Confirmation window allowing the user to fax, or print an order confirmation by selecting the appropriate function from the Source drop down selection box. When printing a confirmation, entering *VIEW in the Output Queue field, on the Fax/ /Print Order Confirmation window, and clicking on the ENTER icon will launch Adobe Reader and display the confirmation as a PDF image (provided this application is available on the current user s PC). Clicking on the FOLLOW-UP button prompts the display of the Telemarketing Follow-Up entry window. Clicking on the UDF MAINTENANCE button prompts all user-defined fields as established for the Customer Order Header via the Cross Applications Interfaces User Defined Field Maintenance option. Clicking on the RATE SHOP button allows the user to shop for the best rate for each carrier, based on the number of containers and weight entered. This program function will display provided the Cross Applications Varsity Rate Interface check box Are you running Varsity Shipper is selected (checked) for YES and the Cross Applications User Defaults Interface, via the C/O DEFAULTS button. Selecting this function prompts the display of third party software. Consult your Varsity Shipper documentation for additional information. Clicking on the TAX BREAKDOWN button allows the user to view the Taxing Jurisdictions along with tax percentages and amounts, per item, that make up the sales tax for the selected order provided the items being sold have multiple tax rates established per state, and the Use Multiple Sales Tax Rates per State check box in the Cross Applications Accounts Receivable Interface is selected (checked) for YES. Clicking on the PRO-FORMA INVOICE button prompts the display of the Fax/ /Print Pro Forma Invoice window allowing the user to fax, or print a Pro Forma Invoice by selecting the appropriate function from the Source drop down selection box. This program function is not available if the order has been placed on hold. 46

55 Clicking on the CUSTOMER MESSAGES button from the Order Entry/Update header 1 or 2 windows or from the Order Entry/Update summary window prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. See Customer Messages on page 51 for additional information. 47

56 Rapid Entry Clicking on the RAPID ENTRY button, from the Order Entry/Update detail window, prompts the display of the Rapid Order Entry window; this window allows the user to enter multiple line items at once. Entering multiple line items on the Rapid Order Entry window and clicking on the END RAPID ENTRY button will return all items entered to the Order Entry/Update detail window. FIGURE 18 RAPID ORDER ENTRY WINDOW Enter the item quantity and the item(s) to be included on the current order. Click on the ENTER icon to update the line; the item description, quantity to ship, price, extended amount (quantity * price), price source and location are updated. Continue entering items as required, when finished, click on the END RAPID ENTRY button to return all items entered to the Order Entry/Update detail window. Field Descriptions and Specifications Company The company number defaults based on the company selected on the Order Entry/Update header 1 window. Location Display field indicating the location that will initially be checked to determine item availability for shipment of goods; defaults from the Order Entry/Update header 1 window. Order No/Backorder Sequence System generated display field indicating the unique order number assigned to the current order and backorder sequence (if applicable); defaults from the Order Entry/Update header 1 window. Customer Display field indicating the customer number and name for which the current order is being placed; defaults from the Order Entry/Update header 1 window. Total Ordered (Quantity / Value / Weight) Display fields indicating the running total (Quantity, Value and Weight) of items ordered, as entered on the Rapid Order Entry window; this total includes any item quantities already entered on the Order Entry/Update detail window. These totals also reflect any items that are out of stock and have been placed on backorder. Note: Any items previously entered on the Order Entry/update detail window will also display on the Rapid Order Entry window in the appropriate line number sequence. 48

57 Total Ship (Quantity / Value / Weight) Display fields indicating the running total (Quantity, Value and Weight) of items available for shipment; this total includes any item quantities already entered on the Order Entry/Update detail window. These totals will not reflect any items that are out of stock and not available for shipment. Note: Any items previously entered on the Order Entry/update detail window will also display on the Rapid Order Entry window in the appropriate line number sequence. Line The line number is a system-generated identifier for each line item entered on the order. Line numbers are numbered sequentially within each order, beginning with 1 and are used to identify the item when the order is stored in the Open Order Detail File and the Sales Analysis Detail File. Note: Any items previously entered on the Order Entry/update detail window will also display on the Rapid Order Entry window in the appropriate line number sequence. Quantity Ordered 9.2 Numeric The value entered in this field indicates the requested item quantity for this order. Item Number 20 Alphanumeric Enter the item number; entry in this field will be validated against the Item Master File. Identifies the code assigned to the merchandise the customer is ordering. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Item record, by clicking on the SEARCH icon. Once the item number has been entered or selected from the Item Search window, clicking on the ENTER icon instructs the system to automatically retrieve the item description, price, extended amount (quantity * price), price source, and location. Description Item description, defaulting from the Item Description 1 field in the Item Master File. Quantity Ship Display field indicating the quantity ordered that is available for shipment. Price Display field indicating the price for each unit requested for shipment to the customer. The method or source used to determine the price is displayed in the Price Source field. Extended Amount Display field calculated as follows: Unit Price * Quantity. Price Source Display field indicating the source the system used when determining the price of the item. S2K Enterprise provides the ability to establish prices using various methods including price levels, non-promotional pricing, promotional pricing, best pricing, price groups, pricing matrix, etc. Location Display field indicating the location from which the item will be shipped. Messages Display field used to indicate any messages based on the item selected; for instance if the item selected is out of stock the message Out of stock will display. Program Functions Clicking on the END RAPID ENTRY button ends Rapid Entry and returns all items entered to the Order Entry/Update detail window. 49

58 Order Comments Clicking on the COMMENTS button from the Order Entry/Update header window accesses the Special Instructions window. The comments entered here will print on the pick ticket and invoice for this order only. The user also has the ability to enter text labeled Special Instructions, which will print in a special area on the pick ticket. FIGURE 19 SPECIAL INSTRUCTIONS WINDOW One line of 60 characters for special instructions, and three lines, of 50 characters each, for order comments are available on the Special Instructions window. Upon completion of entering comments, the user must click on the ENTER icon for the text to be stored for the order. After clicking on the ENTER icon to save the comments, click on the PREVIOUS icon to return to the order and continue processing. 50

59 Customer Messages Clicking on the CUSTOMER MESSAGES button, from the Order Entry/Update header window, or from the Order Entry/Update detail or summary windows prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. FIGURE 20 ORDER ENTRY INTERNAL MESSAGES Customer Messages Clicking on the CUST. MSGS button, from the Order Entry/Update detail window, prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. FIGURE 21 ORDER ENTRY INTERNAL MESSAGES WINDOW 51

60 Item Internal Messages During the Order Entry process the Item Internal Messages window will display from the Order Entry/Update detail window provided Item Messages have been established for the detail line item in the Item Master File via the MESSAGES button on the Item File Maintenance detail window or via the Messages option on the S2K Enterprise Inventory Management File Maintenance menu. Click on the ENTER icon to bypass messages and continue processing the order. FIGURE 22 ITEM INTERNAL MESSAGES WINDOW Customer Item Messages During the Order Entry process the Customer Item Messages window will display from the Order Entry/Update detail window provided Customer/Item Messages have been established for the detail line item via the MESSAGES button accessed via the Customer Item Number option on the S2K Enterprise Customer Orders File Maintenance menu. Click on the ENTER icon to bypass messages and continue processing the order. FIGURE 23 CUSTOMER ITEM MESSAGES WINDOW 52

61 Size Run Clicking on the SIZE RUN button, or entering a Product ID Code in the Our # field on the Order Entry/Update detail window, and clicking on the ENTER icon prompts the display of the Size Entry/Update window. Size Run processing allows for the selection of various size and/or colors available for the Product ID Code entered. Product ID Codes are assigned to items in the Item Master File. Entry in the Item Master File allows for the setup of multiple items each with the same product ID code. These multiple item numbers are used to distinguish the various sizes and/or colors associated with a specific item. When utilizing Size Run Processing, setup is required in the Inventory Management module via the S2K Enterprise Inventory Management File Maintenance menu. Setup should be considered in the Item, Color, Size, Selection, Size Run/Ratios, and Product ID Code Master Files. Note: The SIZE RUN button is available on the Order Entry/Update detail window provided the Size Run Processing required check box is selected (checked) for YES in the Cross Applications Customer Orders Interface. FIGURE 24 SIZE ENTRY/UPDATE WINDOW (QUANTITY AVAILABLE) Company number, customer number, order number and backorder sequence default from the Order Entry/Update detail window. A Product ID Code (PID) can be entered in the Product ID Code field, or will default from the entry made in the Internal Item Number field on the Order Entry/Update detail window. The value in the Size Run field defaults based on the Product ID Code entered. The user can choose to limit entry to one color by entering a valid color in the Color field. Leaving the Color field blank will display all valid colors (for the PID code entered) in the Clr column. Enter the quantities required for each size and color. Available quantity totals display by clicking on the QTY AVAILABLE button. Clicking on the UPDATE button creates the detail lines on the Order Entry/Update detail window. Additional field descriptions are as follows. Field Descriptions and Specifications Company Display field indicating the company for which the order is being placed, defaults from the Order Entry/Update header window. Customer Display field indicating the customer for which the order is being placed, defaults from the Order Entry/Update header window. Order Number/Backorder Sequence Display fields indicating the customer order number and backorder sequence (if applicable), defaults from the Order Entry/Update header window. 53

62 Size Run The value in the Size Run field defaults based on the Product ID Code entered on the Order Entry/Update detail window or in the Product ID Code field. Size Run codes are established in the Size Run/Ratios Master File and assigned to Product ID Codes in the Product ID Code Master File. Color 20 Alphanumeric The user can choose to limit entry to one color by entering a valid color in the Color field. Leaving the Color field blank will display all valid colors (for the PID code entered) in the Clr column. Entry in this field is validated against the Color Master File. Color codes are assigned to items, with the specified Product ID Code, in the Item Master File. If the color code is NOT known, it can be located in the Color Code Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Color code record, by clicking on the SEARCH icon. Product ID/Description 20 Alphanumeric The value in this field will default based on the Product ID Code entered in the Internal Item Number field on the Order Entry/Update detail window. However, if a Product ID Code was not entered, and the SIZE RUN button was selected on the Order Entry/Update detail window, this field will be blank. The user can enter the Product ID Code for which detail lines will be created. Entry in this field is validated against the Product ID Code Master File. If the Product ID Code is NOT known, it can be located in the Product Code ID Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Product ID Code record, by clicking on the SEARCH icon. The description, as maintained in the Product ID Code Master File, for the code entered, will also display. Bottom of Display Window: Clr Display field indicating the available colors for the PID code entered. The values display in this field may be limited by the entry in the Color field. Leaving the Color field blank will display all valid colors (for the PID code entered) in the Clr column. Color codes are assigned to items, with the specified Product ID Code, in the Item Master File. Avail Display field indicating the quantity of the items available in inventory, that have been assigned to the selected PID code, and the quantity available for each of the size codes displayed. Quantity totals display by clicking on the QTY AVAILABLE button. Size Codes Size codes are user defined in the Size Master File and are assigned to items, with the specified Product ID Code, in the Item Master File. The sequence or order in which the sizes displays is determined in the Size Run/Ratios Master File. Enter the quantity of each size required to fulfill the needs of the selected order. Clicking on the UPDATE button creates the detail lines on the Order Entry/Update detail window. Program Functions Clicking on the RESET button clears all entry fields and returns the display to its default values. Clicking on the UPDATE button, once quantities have been entered for the required size and colors, creates the detail lines on the Order Entry/Update detail window. Clicking on the QTY AVAILABLE button displays the quantity of the items available in inventory, that have been assigned to the selected PID code, and the quantity available for each of the size codes displayed. 54

63 Insert Line S2K Enterprise s Order Entry program allows the user to insert detail or messages lines between existing lines during Sales Order Entry. To insert a detail or message line, click on the INSERT LINE button on the Order Entry/Update detail window. The following CO Line Insertion Selection window will display. FIGURE 25 CO LINE INSERTION SELECTION WINDOW Enter the line number, before which the new line will be inserted, in the Insert Before Line field. Click on the ENTER icon to continue. An additional field will display from which the user can select whether to add a DETAIL line or a MESSAGE LINE. FIGURE 26 CO LINE INSERTION SELECTION WINDOW Select the required line type and click on the ENTER icon to continue. The Select Insert Line to add line message will display. FIGURE 27 CO LINE INSERTION SELECTION WINDOW Click on the INSERT LINE button to add the detail or message line. If a DETAIL line was selected the display will return to the Order Entry/Update detail window. Enter line item information as required. Clicking on the ENTER icon will then insert the line item information at the requested insertion point. If a MESSAGE LINE was selected clicking on the ENTER icon will display the Line Item Messages window. Enter line item message information as required. Clicking on the ENTER icon will then insert the message at the requested insertion point. For additional information on line item messages refer to Messages on page

64 Notes Clicking on the NOTES button from the Order Entry/Update header window displays the Internal Customer Order Notes window. Users have the ability to add order specific comments. Comments are date, time and User ID stamped. Notes are informational only; they do not printed on any forms. They are available for inquiry throughout the order s history. FIGURE 28 INTERNAL CUSTOMER ORDERS NOTES WINDOW Company number, order number and customer number and name default from the Order Entry/Update header 1 window. Enter the comments as necessary for the customer selected, click on the ENTER icon to save the data and provide additional lines for entering additional comments. Additionally, clicking on the ENTER icon displays the system-generated date, time and User ID stamp. Click on the PREVIOUS icon to return to the Order Entry/Update header 1 window. Additional field for the Internal Customer Orders Notes window are as follows. Field Descriptions and Specifications Del 1 Alphanumeric Enter a D for DELETE and click on the ENTER icon to remove this comment from the order. Date 6.0 Numeric System generated date, representing the date the notes were entered. Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. Notes 75 Alphanumeric Unlimited number of lines used to record quote statistics, phone conversations, customer notes, etc. Comments entered here are free form in nature and are informational only; they will not print on any forms. They are available throughout the order history for inquiry. Entered By/On/At s Display fields representing the date and time the comments were entered and the S2K Enterprise User Profile ID of the person that entered the comments. 56

65 Message Lines Clicking on the MESSAGES button, from the Order Entry/Update detail window, prompts the display of the Line Item Messages window allowing the user to enter messages, for the current line item, that can be printed on pick tickets, order confirmations, proforma invoices, manufacturing work orders, invoices or purchase orders. Additionally, messages can be coded as internal messages only and will not print on any forms. Field Descriptions and Specifications FIGURE 29 LINE ITEM MESSAGES WINDOW Line Display field representing the current line for which the message is being entered. Defaults from the Order Entry/Update detail window. Status 1 Alphanumeric Represents the status of the current line comment. The default is A ACTIVE for the line comment currently being entered. To cancel the entries for a line, enter the line number in the Line field on the Order Entry/Update detail window and click on the ENTER icon to redisplay the Line Item Messages window. Enter a C CANCEL in the Status field. Clicking on the ENTER icon will delete the line message information for the selected line. CD 2 Alphanumeric Enter the code that will instruct the system on which form to print the message, or to instruct the system that this is an internal message not to be printed on any forms. Available message codes are as follows: M LINE COMMENT FOR ALL FORMS. Used to print a message on all customer order forms, including: pick ticket, order confirmation, quote, pro-forma invoice and the invoice for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MA LINE COMMENT FOR ALL FORMS. Used to print a message on all forms, including: pick ticket, order confirmation, quote, pro-forma invoice and the invoice for this order, manufacturing work order and purchase order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MI LINE COMMENT FOR INVOICES. Used to print a message on the invoice or pro-forma invoice for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MP LINE COMMENT FOR PICK TICKETS. Used to print a message on the pick ticket for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. 57

66 MO LINE COMMENT FOR PURCHASE ORDER. Used to carry a message to the purchase order for the line directly before the message. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above the message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MM LINE COMMENT FOR WORK ORDER. Used to carry a message to the manufacturing work order for the line item directly before the message. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MN INTERNAL LINE COMMENT. Used to maintain additional detail on the line directly above the comment. Internal line comments will not print on any forms. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. 58

67 Shopping List The Shopping List Window is available to speed up the process of entering detail line items. S2K Enterprise maintains previous orders of each customer that can be accessed at the time of order entry. Clicking on the SHOPPING LIST button, from the Order Entry/Update detail window, prompts the display of the Shopping List window listing all items previously ordered by the selected customer. The information displayed in this window is updated when invoices, for the selected customer, are run during the billing cycle. Enter Item Quantity FIGURE 30 SHOPPING LIST WINDOW (ADDITIONAL INFORMATION) The customer number and description default based on the customer entered on the Order Entry/Update header window and may not be edited. The currency in which the customer was established in the Customer Master File will display at the top of the window. Several sort fields are available which can be used to limit the information displayed on the Shopping List window, additional field explanations are as follow. Field Descriptions and Specifications Customer/Description Display field indicating the customer number and name, as maintained in the Customer Master File. The customer defaults from the Order Entry/Update header window and may not be edited. Ship-to 7 Alphanumeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering a ship-to number and clicking on the ENTER icon will return past order information for the selected Ship-to number. If the Ship-to number is not known, it can be located in the Ship-To Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship-to number, by clicking on the SEARCH icon. Start at Item Number 20 Alphanumeric Positioning the cursor in the Start at Item Number field and clicking on the 'SEARCH' icon can assist in locating an item within the Shopping List window. Selecting the item in the Item Search Window and clicking on the ENTER icon will return the item to the Start at Item Number field. Clicking on the ENTER icon again will display the item selected on the top line of the Shopping List window. 59

68 Bottom of Display Window: The information displayed on the bottom of the Shopping List window is updated when invoices, for the selected customer, are run during the billing cycle. Additional sort capabilities are available by clicking on column headings in blue, the window can be sorted by item number, Y-T-D physical year, or Y-T-D unit quantity (year-to-date quantities are displayed in the stocking unit of measure). Item Number Display field indicating the item number of any items previously purchased by the selected customer. Description s Item description lines, as maintained in the Item Master, will display. Description lines 2 and 3 display by clicking on the ADDITIONAL INFO button. Loc Display field indicating the inventory location associated with the line item displayed; i.e., the location from which the order was or will be fulfilled. Last Date Display field indicating the date on which the order was entered into the system. Last Qty Display field indicating the item quantity ordered when the order was entered into the system. Last Price Display field indicating the price of the item at the time the order was entered into the system. Y-T-D Quantity Display field indicating the year to date number of units purchased from the selected customer (year-to-date quantities are displayed in the stocking unit of measure). The year displayed can be changed as required; the default value is based on the current year maintained in the Cross Applications Company Interface. Stk U/M Display field indicating the stocking unit of measure for the items displayed, as maintained in the Item Master File. Unit Price Display field indicating the per unit price of the item. Qty Available Display field indicating the number of units of the item that are available (not committed to orders) for selection into the current order. Order Qty 9.2 Numeric Enter the quantity of the item to be added to the current order. After entering the required purchase quantity in the Order Quantity field and clicking on the ENTER icon a message will display stating that order detail lines have been added to the order. Clicking on the PREVIOUS icon will return the display to the Order Entry/Update detail window. Program Functions Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. Refer to Item in the Inquiry chapter of the S2K Enterprise Customer Orders: Volume II Manual for additional information on navigating the Item Inquiry. Clicking on the ADDITIONAL INFO button displays an additional line of information for the items displayed. The additional line displays the item description lines 1, 2 and 3, as maintained in the Item Master File. Clicking on the FILTER button, on the Shopping List window, prompts the display of the Selection Filter window. This function allows the user to enter filtering criteria to limit the information displayed on the Shopping List window. See Filter on page 61 for additional information. 60

69 Filter Clicking on the FILTER button, on the Shopping List window, prompts the display of the Selection Filter window. This function allows the user to enter filtering criteria to limit the information displayed on the Shopping List window. Entering a location code, manufacturing number, vendor, division and/or class on the Selection Filter window and clicking n the ENTER icon will return the display to the Shopping List window. Only those items that meet the filtering criteria will display on the Shopping List window. Field Descriptions and Specifications FIGURE 31 SELECTION FILTER WINDOW Location 4 Alphanumeric The default value in this field is based on the location from the Order Entry/Update header window and can be changed as required. To display all locations, from which orders for the selected customer have been invoiced, delete the current location and click on the ENTER icon. All valid locations will display on the Shopping List window. To limit the display for a specific location code other than the default, enter the location code and click on the ENTER icon to return to the Shopping List window, past order information for the selected location will display. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a location record, by clicking on the SEARCH icon. Mfg # 20 Alphanumeric Entry in this field is optional and can be used to enter the number of the item supplied by the manufacturer. This number represents the manufacturer s exact item number for the item carried in your inventory and can be used to filter the results displayed on the Shopping List window. Entering the manufacturing number and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected manufacturing number will display. Description 20 Alphanumeric Entry in this field is optional and can be used to enter an item description or a string of characters in the item description to limit the results displayed on the Shopping List window. Entering the item description and clicking on the ENTER icon will return the display to the Shopping List window; item information that meets the selection criteria will display. Vendor 6 Alphanumeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering a vendor code and clicking on the ENTER icon will return the display to the Shopping List window; past order information items assigned to the selected vendor will display. If the Vendor code is NOT known, it can be located in the Vendor Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor record, by clicking on the SEARCH icon. Division 4.0 Numeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering an inventory division code and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected inventory division will display. If the division code is NOT known, it can be located in the Division Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a division record by clicking on the SEARCH icon. 61

70 Class 4.0 Numeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering an inventory class code and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected inventory class will display. If the class code is NOT known, it can be located in the Division/Class Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a division/class record by clicking on the SEARCH icon. 62

71 Customer/Item Pricing Clicking on CUST/ITEM PRICING button, from the Order Entry/Update detail window, will display the following Customer/Item Pricing Inquiry window. The data shown on the top portion of this window defaults based on the line item entered on the Order Entry/Update detail window. The bottom portion of the Customer/Item Pricing Inquiry window provides data for the pricing of items, as maintained in the Item Balance Master File via the PRICING button, including a suggested selling price based on the selling unit of measure, and selling price levels based on quantity breaks. Up to ten pricing levels can be used in S2K Enterprise. During the Order Entry process, the price level will be determined based on the value maintained in the Price Level field in the Customer Master File. Note: Refer to the Customer/Item Pricing Inquiry in the Inquiry chapter of the S2K Enterprise Customer Orders manual: Volume II for additional information on this inquiry. FIGURE 32 CUSTOMER/ITEM PRICING INQUIRY WINDOW The Customer/Item Pricing Inquiry detail window displays data for the pricing of items, including a suggested selling price based on the selling unit of measure, and selling price levels based on quantity breaks. The Customer/Item Pricing Inquiry detail window also displays the price group, price class and best quantity price for the selected customer. Additionally, any special pricing setup for the customer or group displays with any discounts or percentage increases over the selected cost. If special contract or promotional pricing was established, the method by which the price was calculated is shown, e.g.: discount from suggested or a mark-up from cost. Additional data entry fields available on the Customer/Item Pricing Inquiry prompt and detail windows are as follows. Field Descriptions and Specifications Company 3.0 Numeric The default is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company number is NOT known, it can be located in the Company Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record by clicking on the SEARCH icon. Customer 7 Alphanumeric Entry in this field is required. Enter the customer number for which the Customer/Item Pricing Inquiry will be performed. Entry in this field is validated against the Customer Master File. If the Customer number is NOT known, it can be located in the Customer Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer record by clicking on the SEARCH icon. 63

72 Location 4 Alphanumeric Entry in this field is optional and may be used to enter the location for which the Customer/Item Pricing Inquiry will be performed. Entries are validated against the Location Master File. If a Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. Quantity 9.2 Numeric Enter the quantity of the item on which the selling price will be based. The default value in this field is 1.00 and may be changed as required. UOM 3 Alphanumeric The value in this field defaults to the selling unit of measure for the item selected and may be changed to any valid unit of measure for the selected item as required. If a unit of measure code is NOT known, it can be located in the Unit of Measure Search window by clicking on the 'SEARCH' icon. Division/Class s Display fields representing the inventory division and class to which the selected item has been assigned, as established in the Item Master File. Item Number 20 Alphanumeric Entry in this field is required and is used to enter the item for which the Customer/Item Pricing Inquiry will be performed. Entries are validated against the Item Master File. If the Item number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Item record by clicking on the SEARCH icon. Matrix 3 Alphanumeric The value in this field defaults from the Cross Applications Company Setup Interface. The Price Matrix is a code that determines the pricing a customer will receive during the Order Entry process. Entry in this field is required and will be validated against the Price Matrix Master File. If the Price Matrix code is NOT known, it can be located in the Price Matrix Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Price Matrix code, by clicking on the SEARCH icon. Sell Price (Selling Price) Display field representing the selling price of the item for the selected customer based on the price class established in the Customer Master File and the selling price established for that price level in the Item Master File. Price Level Display field representing the pricing level for the selling price displayed in the preceding field. This value is based on the price class established for the selected customer, in the Customer Master File, and the selling price established for that price level in the Item Master File. Price Groups Display field representing the price group assigned to the selected customer, as established in the Customer Master File. Price groups determine if a customer will receive a price based on a pricing group, as established in the Price Group Master File, as opposed to receiving individual customer pricing. Price Level Display field representing the price level assigned to the selected customer, as established in the Customer Master File. Price levels determine the price a customer will receive when placing an order. If the selected customer has been assigned to a price group, the price level assigned to the price group, in the Price Group Master File, will display in this field. Best Quantity Price Display field representing whether or not the selected customer is eligible to receive best quantity pricing, as established in the Customer Master File. Customers with best quantity pricing will receive the best price available for an item within the system when placing an order. The system will check the 19 available pricing methods and determine the best price for the quantity ordered. 64

73 Currency Display field representing the currency established for the selected customer. All pricing values will display in the currency shown in this display field. Price Levels s Display field representing the 10 pricing levels for the item selected, as established in the Item Master File. Price Levels: List (List Price) Display field representing the suggested selling price for the item selected, as established in the Item Master File. Bottom of Display Window: Division Display field representing the inventory division to which the selected item has been assigned, as established in the Item Master File. Class Display field representing the inventory class to which the selected item has been assigned, as established in the Item Master File. Code Display field representing the type of price displayed for the detail line, i.e., I Item Price, P Promotional Price, C Customer Price, etc. Price Group Display field representing the customer or price group for which the price breaks have been established. Quantity Display field representing the starting quantity that must be purchased (for the selected item) to receive special pricing, as maintained in the Item Master File via the PRICING button. Price Display field representing the price of the item based on the selling unit of measure quantity break, as maintained in the Item Master File via the PRICING button. Discount % Display field representing a percentage discount of the corresponding price break or customer s selling price. If the SL tag is S, Suggested Price is used, if SL tag is L, the default price level is used, as maintained in the Item Master File via the PRICING button. SL Display field representing the price to be used for any discount. S, Suggested Price is used, L, default price level is used, as maintained in the Item Master File via the PRICING button. Markup Display field representing the markup value by which the item price will be increased over the Last, Average, Other or Standard Cost, as maintained in the Item Master File via the PRICING button. The value in this field can be a mark up percentage, margin or dollar value. TM Valid mark up type display values are %=Markup percent, M=Margin Up or D=Dollar Up, as maintained in the Item Master File via the PRICING button. The value displayed this field represents the type of mark up that will be used by the system when calculating the mark up from last, average, other or standard cost. LAOS Display field representing the code that specifies the cost used for Markup. L Last, A Average, O Other or S Standard, as maintained in the Item Master File via the PRICING button. 65

74 Price Level Display field representing the price level the customer or price group will receive at the quantity break level. Actual Display field representing the actual price the customer or price group will receive at the quantity break level. From Date Display field indicating the date on which the pricing for the selected customer will take effect; the From Date is established for the selected customer/item in the custom pricing files via the S2K Enterprise Customer Orders File Maintenance Custom Pricing menu. To Date Display field indicating the date on which the pricing for the selected customer will expire; the To Date is established for the selected customer/item in the custom pricing files via the S2K Enterprise Customer Orders File Maintenance Custom Pricing menu. Program Functions Clicking on the ITEM INQUIRY button, from the Customer/Item Pricing Inquiry detail window, prompts the display of the Item Inquiry window, for the item number selected, and permits the navigation of the Item Inquiry system for information on this item. Item specific comments can be updated using this option. 66

75 Customer Inquiry Clicking on the CUSTOMER INQUIRY button permits the navigation of the inquiry system for the selected customer. The Customer Accounts Receivable Inquiry provides a wide variety of detailed information on customer account activity. Accounts Receivable data for invoices and cash receipts, along with sales order data is available for display when accessing this inquiry. Use of this program function is dependent on settings for the current user in the Cross Applications User Defaults Interface. The check box Allow Customer Inquiry must be selected (checked) for YES in order for this program function to be active. The currency description change as DOMESTIC or F/C buttons are selected indicating the current values displayed. FIGURE 33 CUSTOMER INQUIRY WINDOW All values display in the currency established for the selected customer in the Customer Master File. If the currency for the customer differs from the currency established for the current user s default company the DOMESTIC/F/C buttons will be available to toggle the display to show the customer currency or the domestic currency for the current company. The currency description at the top of the window will change as DOMESTIC or F/C buttons are selected alerting the user as to the current values displayed. Note: For additional information on the data available through Customer Inquiry, please refer to Customer A/R Inquiry in the Inquiry chapter of the S2K Enterprise Customer Orders manual: Volume II. 67

76 Customer Item Search The Customer item number field on the Order Entry/Update detail window is an optional field that may be used for entering the Customer Item Number relative to the internal item numbers as maintained by your organization. Entering a customer item number in this field and clicking on the ENTER icon returns internal item information to the Order Entry/Update detail window. The Internal item number field will be populated with the corresponding item number as maintained by your organization. Information on Customer Item Numbers is maintained in the Customer Item Number Master File. If the Customer Item Number is NOT known, it can be located in the Customer Item Search window by clicking on the 'SEARCH' icon. This field is automatically populated by the system if the user enters an, Internal item number, which has an existing corresponding Customer Item Number. FIGURE 34 CUSTOMER ITEM SEARCH WINDOW 68

77 Item Inquiry The ability for the user to have access to the ITEM INQUIRY button is dependent on settings found in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The check box Allow Item Inquiry must be selected (checked) for YES for this function to be active. The Item Inquiry, when accessed from the Customer Service areas of S2K Enterprise, i.e., Customer Orders, Retail Point of Sale, Customer AR Inquiry, etc., provides item information geared to customer service personnel. Extensive information on item availability, quantity breaks, price levels, sales history, open orders, locations, vendors, etc. can be accessed from the Item Inquiry. Additional Item Information is available by selecting the Color/Size, Additional Information and Flags tabs. Additional Item Information is available by selecting the Qty Breaks tab. Clicking on the item image will launch the default image viewer on the current user s PC. FIGURE 35 ITEM INQUIRY DETAIL WINDOW PRICE LEVELS AND UNIT OF MEASURE TABS ACTIVE The user can change the Item Inquiry to display details for an alternate item by entering an item in the Item Number field and clicking on the ENTER icon. Item information for the selected item will display. Item images display provided they have been setup for your organization via GUI Desktop Integration. For information on establishing item images refer to S2K Client Desktop Integration in the S2K Enterprise System Setup & Maintenance User Guide. This guide can be accessed by using your customer login and password at the VAI website, To receive a written copy of this guide, contact VAI at Clicking on the item image will launch the default image viewer on the current user s PC. Additionally, the software can be configured to open a specific image viewer. Contact your project director at VAI for additional information on this option. For complete details on navigating the Item Inquiry refer to the S2K Enterprise Customer Orders manual: Volume II. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

78 **** Training Exercise I 1. Create a customer. a. Create a customer specific message. b. Add a Ship-To. 2. Enter two orders. a. First, enter an order for your customer using the customer address as the Ship-To. i. Order multiple line items. ii. Delete a line from the order. iii. Insert a message line. iv. Insert a line item. v. End the order. b. Second, enter an order for a second customer, changing the Ship-To. i. Order items from the Shopping Window (if data exists). ii. Add additional line items. iii. Change the price on one of the line items. iv. Add a message line to the order. v. Change the quantity on one of the line items. 3. Enter an order and then cancel it. 70

79 Section II: Additional Order Functions Copy Order The Copy Order function permits the user to take an existing open order or quote and duplicate the detail information to a new order or quote. These newly created records can be for either the same or a different customer and ship-to location or for either the same or a different salesman and terms code. To copy an existing open order select Copy Orders from the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu, the Copy Order Function prompt window will display. Field Descriptions and Specifications FIGURE 36 COPY ORDER FUNCTION PROMPT WINDOW Company 3.0 Numeric The company number defaults based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Order Number/Backorder Seq Number 9.0 Numeric/3.0 Numeric Enter the existing open Order Number and backorder sequence number (if applicable). If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Reprice Orders Check Box Select (check) the Reprice Orders check box for YES to re-price all items, on the new order being created, based on custom pricing. If the Reprice Orders check box is unselected (blank) for NO the system will not check the custom pricing files. 71

80 Click on the ENTER icon to continue, the following Copy Order Function detail window will display. Clicking on the CREATE NEW ORDERS button will create the new open sales order, and display the order number assigned. FIGURE 37 COPY ORDER FUNCTION DETAIL WINDOW On the Copy Order Function detail window, key in the customer number and ship-to number (if appropriate) from which the new order, quote, credit or return will be created. When necessary, salesman number, payment terms, requested ship date or customer PO number may be changed. After verification that the information entered is correct, clicking on the CREATE NEW ORDERS button will create the new sales order, quote, credit or return, and display the new order number (system-generated). Note: Attempting to copy an order to a customer with a different currency code is prohibited. The error message Currency Codes Are Different Cannot Copy will display and the copy process will be prohibited. Only customers with like currency codes will be permitted during the copy function. Once the sales order (quote, credit or return) has been created, processing through the sales orders functions for your company will proceed as normal. If an additional order (quote, credit or return) needs to be copied, clicking on the PREVIOUS icon will return to the prompt window. If no additional orders (quotes, credits or returns) need to be created, clicking on the EXIT icon will return the display to the S2K Enterprise Customer Orders Sales Order menu. Information on the top of the window defaults based on the order selected for copying. Additional field and program functions available on the Copy Order Function detail window illustrated in Figure 37 are as follows. Field Descriptions and Specifications Customer Number 7 Alphanumeric Enter the customer number for which a new order will be created from an existing order. Entry in this field will be validated against the Customer Master File. If the Customer number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer record, by clicking on the SEARCH icon. Ship-to Number 7 Alphanumeric Enter the customer ship-to number for which a new order will be created from an existing order. Entry in this field will be validated against the Ship-To Master File. If the ship-to number is NOT known, it can be located in the Ship-To Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship-To record, by clicking on the SEARCH icon. 72

81 Salesman Numeric Entry in this field identifies the first salesman on the order. Entry in this field will be validated against the Salesman Master File. Defaults to Salesman 1 from the Customer Master File based on the customer number entered. If a ship-to number was entered for this order, and the salesman code differs from the customer salesman code, the code will default to the entry found in Salesman 1 field in the Ship-To Master File. If the Salesman 1 code differs from the default for this order, the user can change the Salesman 1 code provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If the salesman code is NOT known, it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman record, by clicking on the SEARCH icon. Terms Code 2 Alphanumeric Represents the payment terms the customer will receive when this order is invoiced. Entry in this field is validated against the Accounts Receivable Payment Terms Master File. Defaults to the terms code found in the Terms field in the Customer Master File for the customer number entered. If the terms code differs from the default for this order, the user can change the terms code. If the terms code is NOT known, it can be located in the Terms Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Terms code, by clicking on the SEARCH icon. Req Ship Date 6.0 Numeric Represents the date on which the customer desires this order to be shipped. The requested ship date can be used for the selection of pick tickets to be printed. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. Customer P.O. Number 20 Alphanumeric The value in this field represents the customer s purchase order number for this order. Required if the PO Mandatory check box in the Customer Master File for this customer is selected (checked) for YES. If a duplicate purchase order number is entered for this customer, the system will issue a warning indicating the duplication of purchase order numbers. This warning will not prevent the user from entering the order. New Order Number System-generated number created for this copy order upon completion of the entry and clicking on the CREATE NEW ORDERS button. Program Functions Clicking on the CREATE NEW ORDERS button instructs the system to generate a the new order number from the order number selected on the prompt window. 73

82 Future Orders Future Order Header Future Order Entry enables S2K Enterprise to hold an order for a customer to be shipped at a later date. These orders can contain a variety of items, as well as multiple requested ship dates. Based upon information found in the Cross Applications Customer Orders Interface via the MISC button, the End of Day procedure will review outstanding future orders, determine which ones meet the condition for conversion and convert the Future Order to a regular Customer Order. Since the future order entry function does not credit check or allocate inventory, the end-of-day programs will perform these options. How the End of Day program determines Future Order conversion: If the Cross Applications Customer Orders check box Release Future Orders Based on Lead Time is selected (checked) for YES via the MISC button, future orders will create customer orders when the item's lead-time plus a buffer (buffer represents the number of days entered in the Cross Applications Customer Orders field If Y Number of Days in addition to Lead Time to Release via the MISC button. Formula: Ship Date (Lead Time + Days). If the Cross Applications Customer Orders check box Release Future Orders Based on Lead Time is unselected (blank) for NO via the MISC button and a value has been entered in the If N Number of Days to Commit Future Orders field the End of Day program uses the number entered subtracted from the future order date of the record. If the resulting date is less than or equal to the current system date the order is changed from a future order to an open order. Formula: Ship Date Days To Commit Future Order Select Future Orders from the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu to begin the Future Order Entry process. The following Future Orders header window will display. FIGURE 38 FUTURE ORDERS HEADER WINDOW To begin, enter the company number, customer number and ship-to number (if applicable). Clicking on the ENTER icon after entering the customer information instructs the system to assign a unique order number to this order and automatically retrieve information based on the customer number entered from the Customer Master File. Any of this information can be changed. Fields requiring mandatory entry will be highlighted if they have been improperly completed or overlooked. Additionally, a message will 74

83 display at the bottom of the window indicating the error. The user will not be able to continue until all required fields have been entered, see Figure 39. Mandatory fields that have been improperly completed or overlooked will be highlighted upon clicking on the ENTER icon. Additionally, a message will display at the bottom of the window indicating the error. The user will be prohibited from continuing until all required fields are properly completed. FIGURE 39 FUTURE ORDERS HEADER WINDOW (COMPLETED) Field and program function descriptions for the Future Orders header window (Figure 38) and Future Orders header window (Completed) (Figure 39) are as follows. Field Descriptions and Specifications Most fields require information that is contained in a predefined table. Positioning the cursor within a field and clicking on the SEARCH icon can assist in acquiring the proper information. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a record, by clicking on the SEARCH icon; provided this feature is available for the selected field. Company 3.0 Numeric The company number defaults based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Customer 7 Alphanumeric Enter the customer number for which the Future Order will be created. If the Customer number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer record, by clicking on the SEARCH icon. Ship-To 7 Alphanumeric Entry in this field will be validated against the Ship-To Master File. Defaults to default ship-to number from the Customer Master File. Represents the code assigned to the customer location that this order will be shipped to. If a ship-to code is not entered, the ship-to name and address will default to the customer's name and address as maintained in the Customer Master File record. If the ship-to number differs from the default for this order, the user can enter a ship-to number. If the ship-to number is NOT known, it can be located in the Ship-To Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer Ship-To record, by clicking on the SEARCH icon. Order Number 9.0 Numeric The Order Number is used by S2K Enterprise to uniquely identify the customer s order in the data files. When adding a new order, the system will generate a unique number that will be attached to the order. This number is sequential, and is maintained in the S2K Enterprise Constants File. When recalling a previously entered order, enter the customer's unique order number to retrieve that order. If the order number for an existing order is NOT known, it can be located in the Future Order Search window by clicking on the 'SEARCH' icon. 75

84 Bill-To Name and Address s These fields display the customer's name, address, including city, state and zip as well as the Country Code for the Customer number selected. Information in the Bill-To field is as it is maintained in the Customer Master File for the customer number entered. The data displayed in these fields cannot be changed. Ship-To Name 30 Alphanumeric This field displays the ship-to name, as maintained in the Ship-To Master File, for the ship-to number entered. If a ship-to number was not entered, this field will display the customer name, as maintained in the Customer Master File, for the customer number entered. If this order will be shipped to a one-time only location, the ship-to name can be entered manually. Ship-To Address 30 Alphanumeric This field displays the ship-to address, as maintained in the Ship-To Master File for the ship-to number entered. If a ship-to number was not entered, this field will display the customer s address as maintained in the Customer Master File for the customer number entered. If this order will be shipped to a one-time only location, the ship-to address can be entered manually. City/State/Zip Three fields (explained below) used for the ship-to City, State, and Zip Code. City 17 Alphanumeric Entry in this field is conditional and is used to enter free-form text indicating the ship-to City or Town. Entry in this field is required if the City/State/Zip Required check box is selected (checked) for YES in the Country Master File; for the country entered in the Country Code field. State 2 Alphanumeric Required field used for the ship-to State Code. This code is validated against the pre-loaded State Master File. If the state code is NOT known, it can be located in the State Search window by clicking on the SEARCH icon. Additionally, with proper authority the user may ADD, EDIT, mark INACTIVE or REACTIVATE a state record by clicking on the SEARCH icon. Zip 15 Alphanumeric Entry in this field is conditional and is used for the entry of the ship-to Zip Code. This field was set up to store the basic 5 character postal zip code plus the 4-character zip code suffix. Canadian and other foreign postal code designations may be entered in this field. Entry in this field is required if the City/State/Zip Required check box is selected (checked) for YES in the Country Master File; for the country entered in the Ship To Country field. If the zip code is NOT known, it can be located in the Zip Code Search window by clicking on the SEARCH icon. Additionally, with proper authority the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Zip Code record by clicking on the SEARCH icon. Ship To Country Code 3 Alphanumeric This field displays the ship-to country code, as maintained in the Ship-To Master File for the ship-to number entered. If a ship-to number was not entered, this field will display the customer s country code as maintained in the Customer Master File for the customer number entered. Status Drop Down Selection Box Status selections are ACTIVE or CANCELLED. New orders default to ACTIVE. To cancel a future order select CANCELLED from the Status drop down selection box. Customer P.O. Number 20 Alphanumeric The value entered in this field represents the customer s purchase order number for this order. Entry in this field is required if the PO Mandatory check box in the Customer Master File for this customer is selected (checked) for YES. If a duplicate purchase order number is entered for this customer, the system will issue a warning indicating the duplication of purchase order numbers. This warning will not prevent the user from entering the order. Req. Ship Date 6.0 Numeric Required field representing the date on which the customer requests this order to be shipped. The date entered her can be used for the selection of pick tickets to be printed. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. 76

85 Cancel Date 6.0 Numeric This field is informational only. It identifies when this order should be cancelled, if it has not yet shipped. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Terms 2 Alphanumeric Represents the payment terms the customer will receive when this order is invoiced. Entry in this field is validated against the Payment Terms Master File. Defaults to the terms code found in the Terms field in the Customer Master File for the customer number entered. If the terms code differs from the default for this order, the user can change the terms code. If the Terms code is NOT known, it can be located in the Terms Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Terms code, by clicking on the SEARCH icon. County 4.0 Numeric Represents the county jurisdiction for which sales tax is to be collected. Entry in this field is validated against the County Tax Code Master File. Defaults to the county tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the county tax code differs from the customer county tax code, the code will default to the entry found in the county tax code in the Ship-To Master File. If the county tax code differs from the default for this order, the user can change the county tax code. If the County Tax code is NOT known, it can be located in the County Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a County tax code, by clicking on the SEARCH icon. Local Numeric Represents the first local jurisdiction for which sales tax is to be collected. Entry in this field is validated against the Local 1 Tax Code Master File. Defaults to the local 1 tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the local 1 tax code differs from the customer local 1 tax code, the code will default to the entry found in the local 1 tax code in the Ship-To Master File. If the local 1 tax code differs from the default for this order, the user can change the local 1 tax code. If the Local 1 code is NOT known, it can be located in the Local 1 Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Local 1 tax code, by clicking on the SEARCH icon. Local Numeric Represents the second local jurisdiction for which sales tax is to be collected. Entry in this field is validated against the Local 2 Tax Code Master File. Defaults to the local 2 tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the local 2 tax code differs from the customer local 2 tax code, the code will default to the entry found in the local 2 tax code in the Ship-To Master File. If the local 2 tax code differs from the default for this order, the user can change the local 2 tax code. If the Local 2 code is NOT known, it can be located in the Local 2 Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Local 2 tax code, by clicking on the SEARCH icon. Shipping Terms 15 Alphanumeric Entry in this field is validated against the Customer Master File shipping terms. If a ship-to number has been entered this field is validated against the Ship-To Master File Shipping Terms field. If the Shipping Terms code is NOT known, it can be located in the Shipping Terms Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Shipping Terms code, by clicking on the SEARCH icon. 77

86 Salesman Numeric Entry in this field identifies the first salesman on the order. Entry in this field is validated against the Salesman Master File. Defaults to Salesman 1 from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the salesman code differs from the customer salesman code, the code will default to the entry found in Salesman 1 in the Ship-To Master File. If the salesman 1 code differs from the default for this order, the user can change the salesman 1 code provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If the salesman code is NOT known, it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman record, by clicking on the SEARCH icon. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Salesman Numeric Entry in this field identifies the second salesman on the order. Entry in this field is validated against the Salesman Master File. Defaults to Salesman 2 from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the salesman code differs from the customer salesman code, the code will default to the entry found in Salesman 2 in the Ship-To Master File. If the salesman 2 code differs from the default for this order, the user can change the salesman 2 code provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If the salesman code is NOT known, it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman record, by clicking on the SEARCH icon. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Discount Numeric Entry in this field indicates the first order discount to be applied to the material total for this order. Defaults from entry in the Order Discount field in the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the order discount one differs from the customer order discount one, the discount will default to the entry found in order discount one in the Ship-To Master File. If the order discount differs from the default for this order, the user can change the amount of the discount. A discount of 10%, for example, would be entered as 10. A discount of 10 1/2% would be entered as Discount Numeric Entry in this field indicates the second order discount to be applied to this order. Order discount two is applied to the material total of the order after order discount one has been applied. A discount of 10%, for example, would be entered as 10. A discount of 10 1/2% would be entered as Discount Numeric Entry in this field indicates the third order discount to be applied to this order. Order discount three is applied to the material total of the order after order discount two has been applied. A discount of 10%, for example, would be entered as 10. A discount of 10 1/2% would be entered as B/O Priority 1 Alphanumeric Entry in this field indicates the backorder priority to be assigned to this order, should all requested items not be available at this time. Valid entries are 1 (highest priority) to 5 (lowest priority). Defaults from entry in the Backorder Priority field in the Customer Master File for the customer number entered. If the backorder priority differs from the default for this order, the user can change the priority code. Allow Backorders Check Box Will backorders for this Future Order record be permitted? If backorders are permitted, select (check) the Allow Backorders check box for YES. If backorders will be prohibited, the Allow Backorders check box should be unselected (blank) for NO. 78

87 Order Source 1 Alphanumeric Entry in the Order Source field is validated against the Order Source Master File. Entry in this field is used to determine the origin of this order. Required entry is E for electronic data interchange (EDI) if this order was received through EDI processing. If this is not an EDI order, entry in this field is not required. You may wish to establish codes representing the origin of the order (e.g., phone, fax, mail, internet) for informational reporting purposes. If the Order Source code is NOT known, it can be located in the Order Source Code Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Order Source code, by clicking on the SEARCH icon. Order Taker 3 Alphanumeric Entry in the Order Taker field is validated against the Order Taker Master File. Entry in this field represents the code assigned to the person entering the order into S2K Enterprise. If the Order Taker code is NOT known, it can be located in the Order Taker Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Order Taker code, by clicking on the SEARCH icon. Entry Date 6.0 Numeric Entry in this field indicates the date of this order. The default is the system date and can be changed if required. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Location 4 Alphanumeric Entry in this field represents the location that should initially be used to determine item availability, and for shipment of goods for this order. Entry in this field is validated against the Location Master File. Defaults to the location found in the default location in the Customer Master File or the customer number entered. If a ship-to number was entered for this order, and the default location differs from the customer default location, the location will default to the entry found in default location in the Ship-To Master File. If a default location is not found in the Customer or Ship-To Master Files, entry in this field is the default location found in the user s S2K Enterprise User Profile. If the location differs from the default for this order, the user can change the location code provided they have the authority to change location code. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. Ship Via 20 Alphanumeric Entry in this field indicates the shipping method for the customer order. Entry in this field is validated against the Ship Via Master File. Defaults to the ship via code found in the Ship Via field in the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the ship via differs from the customer ship via, the code will default to the entry found in Ship Via field in the Ship-To Master File. If the ship via code differs from the default for this order, the user can change the ship via code. If the Ship Via code is NOT known, it can be located in the Ship Via Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship Via code, by clicking on the SEARCH icon. FOB Point 15 Alphanumeric Represents the place where the customer will take ownership of the goods being shipped. Defaults to the FOB Point field found in the Customer Master File for the customer number entered. If a ship-to number was entered for the order, and the FOB point differs from the customer FOB Point, the FOB Point will default to the entry found in the Ship-To Master File. If the FOB Point differs from the default for this order, the user can change the FOB Point. Commission Rate Numeric Entry in this field indicates the commission percentage for the first salesman on the order. This field will only display if the Cross Applications User Defaults Interface check box Display Commissions is selected (checked) for YES. Defaults to commission rate one from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the commission rate one differs from the customer commission rate one, the rate will default to the entry found in commission rate one in the Ship-To Master File. If the commission rate one differs from the default for this order, the user can change the commission rate. 79

88 Commission Rate Numeric Entry in this field indicates the commission percentage for the second salesman on the order. This field will only display if the Cross Applications User Defaults Interface check box Display Commissions is selected (checked) for YES. Defaults to commission rate two from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the commission rate two differs from the customer commission rate two, the rate will default to the entry found in commission rate two in the Ship-To Master File. If the commission rate two differs from the default for this order, the user can change the commission rate. Route 4 Alphanumeric The Route field will be active for entry if BASIC has been selected from the Are you using Truck Routing drop down selection box in the Cross Applications Customer Orders Interface via the TRUCK ROUTE button, indicating S2K Enterprise basic truck routing programs are in use. Entry in this field is validated against the Route Master File. Represents the code assigned to the truck routing system for this order. If the Route is NOT known, it can be located in the Route Search window clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Route code, by clicking on the SEARCH icon. Stop 3.0 Numeric The Stop field will be active for entry if BASIC has been selected from the Are you using Truck Routing drop down selection box in the Cross Applications Customer Orders Interface via the TRUCK ROUTE button, indicating S2K Enterprise basic truck routing programs are in use. Entry in this field is validated against the stop code maintained in the Customer Master File. Entry in this field indicates which stop the customer has been assigned to on this route. This value can be changed if required. Ship Complete Check Box Will shipment of this Future Order be permitted only if the order is complete? If yes, select (check) the Ship Complete check box. If partial shipments are permitted, the Ship Complete check box can be unselected (blank) for NO. Order Placed By 30 Alphanumeric Entry in this field is conditional based on settings in the Cross Applications Customer Orders Interface via the MISC function. If the Order Entry: Order Requested By check box is unselected (blank) for NO, entry in this field will be optional. If the Order Entry: Order Requested By check box is selected (checked) for YES, in the Interface, entry in this field will be mandatory. Entry in this field is informational and allows your order taker to record the name of the person that has called, ed, etc. to request the order. The name entered in this field will display on the Order/Invoice Inquiry header window when accessing the order in the Detail Sales Inquiry. Program Functions Clicking on the REFRESH button clears the current window and returns the display to a new entry window. Clicking on the COMMENTS button displays a window for the entry of free-form text related to this order. Comments entered here will print on the picking ticket and the invoice. See Comments on page 81 for additional information. Clicking on the END ORDER button ends the order and prompts the display of the Future Orders summary window. Clicking on the NOTES button prompts the display of the Internal Customer Future Order Notes window allowing for entry of notes specific to the selected order. Notes entered here are for internal use only and will not print on any forms. See Notes on page 82 for additional information. Clicking on the INQUIRY button permits the navigation of the inquiry system for information on this customer. Customer specific comments can be updated using this option. See Customer Inquiry on page 83 for additional information. 80

89 Comments Clicking on the COMMENTS button, from the Future Orders header window, prompts the display of the Special Instructions window. The comments entered here will print on the pick ticket and invoice for this order only. The user also has the ability to enter text labeled Special Instructions, which will print in a special area on the pick ticket. FIGURE 40 SPECIAL INSTRUCTIONS WINDOW One line of 60 characters for special instructions, and three lines, of 50 characters each, for order comments are available on the Special Instructions window. Upon completion of entering comments, the user must click on the ENTER icon for the text to be stored for the order. After clicking on the ENTER icon the user can click on the EXIT or Back icons to return to the order and continue processing. 81

90 Notes Clicking on the NOTES button, from the Future Orders header window, prompts the display of the Internal Customer Future Order Notes. Users have the ability to add order specific comments. Notes are date, time and user ID stamped and are informational only; they do not printed on any forms. They are available for inquiry throughout the order s history. FIGURE 41 INTERNAL CUSTOMER FUTURE ORDER NOTES WINDOW Company number, order number and customer number and name default from the Future Orders header window. Enter the comments as necessary for the customer selected, click on the ENTER icon to save the data and provide additional lines for entering additional comments. Additionally, clicking on the ENTER icon displays the system-generated date stamp. Click on the PREVIOUS icon to return to the Future Orders header window. Additional field information, for the Internal Customer Future Order Notes window, is as follows. Field Descriptions and Specifications Del 1 Alphanumeric Enter a D for DELETE and click on the ENTER icon to remove this comment from the order. Date 6.0 Numeric System generated date, representing the date the notes were entered. Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. Notes 75 Alphanumeric Unlimited number of lines used to record quote statistics, phone conversations, customer notes, etc. Comments entered here are free form in nature and are informational only; they will not print on any forms. They are available throughout the order history for inquiry. Entered By/On/At s Display fields representing the date and time the comments were entered and the S2K Enterprise User Profile ID of the person that entered the comments. 82

91 Customer Inquiry Clicking on the INQUIRY button, from the Future Orders header window displays the Customer Inquiry for the customer number selected. This function permits the navigation of the inquiry system for the selected customer. The Customer Accounts Receivable Inquiry provides a wide variety of detailed information on customer account activity. Accounts Receivable data for invoices and cash receipts, along with sales order data is available for display when accessing this inquiry. Use of this program function is dependent on settings for the current user in the Cross Applications User Defaults Interface. The check box Allow Customer Inquiry must be selected (checked) for YES in order for this program function to be active. The currency description at the top of the window will change as DOMESTIC or F/C buttons are selected alerting the user as to the current values displayed. FIGURE 42 CUSTOMER INQUIRY WINDOW All values display in the currency established for the selected customer in the Customer Master File. If the currency for the customer differs from the currency established for the current user s default company the DOMESTIC/F/C buttons will be available to toggle the display to show the customer currency or the domestic currency for the current company. The currency description at the top of the window will change as DOMESTIC or F/C buttons are selected alerting the user as to the current values displayed. Note: For additional information on the data available through Customer Inquiry, please refer to Customer A/R Inquiry in the Inquiry chapter of the S2K Enterprise Customer Orders Manual Volume II. 83

92 Future Order Detail Once the required information has been entered on the Future Orders header window, click on the ENTER icon to continue. Promotions Based on the following two settings and the customer number entered on the Future Orders header window, clicking on the ENTER icon, after completion of the Future Orders header window, will automatically invoke the display of the following Current Promotions window allowing the user to select promotional items to be entered on the current order. Items can be selected by item number, by division and class or by vendor. This function is dependent on 1) the selection in the Promo Pricing check box in the Customer Master File for the selected customer and 2) the selection of the Display Current Promotions check box in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. Promotional items displayed in the Current Promotions window are established in the Promotional Pricing by Item, Promotional Pricing by Division/Class and Promotional Pricing by Preferred Vendor Master Files via the S2K Enterprise Customer Orders File Maintenance Custom Pricing menu. FIGURE 43 CURRENT PROMOTIONS WINDOW The top portion of the Current Promotions window displays promotional items by Item Number. The Item Number and Description, promotional beginning and ending dates, starting quantity for promotional price, current item price, promotional price and available quantity will display. To select an item, to be placed in the current order, enter the quantity to be added in the Select Qty field and click on the ENTER icon. The window will display the message Order Detail Lines Added. This process can be repeated as required. Click on the REFRESH button to clear the message and refresh the Start Qty field. Click on the ENTER icon to prompt the display of the Future Orders detail window. Information, as it is maintained in the Item Master File for the selected item, will populate the data entry fields on the Future Orders detail window and can be changed as necessary. 84

93 The bottom portion of the Current Promotions window displays promotional items by Division and Class and by Vendor. To select an item from the Division/Class and Vendor portion of the window, position the cursor on the line item and click on the ENTER icon. Either one of the following Promotional Items Selection windows will display, listing all items within the selected Division and Class or preferred vendor. FIGURE 44 DIVISION/CLASS PROMOTIONAL ITEMS SELECTION WINDOW Or FIGURE 45 VENDOR PROMOTIONAL ITEMS SELECTION WINDOW The item number and description, current item price, promotional price and available quantity will display. To select an item, to be placed in the current order, enter the quantity to be added in the Select Qty field and click on the ENTER icon. The window will display the message Order Detail Lines Added. This process can be repeated as required. Click on the ENTER icon to return the display to the Current Promotions window, click on the ENTER icon again to prompt the display of the Future Orders detail window. Information, as it is maintained in the Item Master File for the selected item, will populate the data entry fields on the Future Orders detail window and can be changed as necessary. 85

94 Click on the ENTER icon to continue, the Future Orders detail window will display, illustrated in FIGURE 46. FIGURE 46 FUTURE ORDERS DETAIL WINDOW Company, order number and customer number and description default from the Future Orders header window and may not be edited. The currency code displays on the bottom of the Future Orders detail window provided a foreign customer was selected on the Future Orders header window and represents the currency in which any price changes should be entered. When entering a Future Order for a domestic customer the currency code will not display. The bottom portion of the Future Orders detail window allows for the entry of line item information including the item number, quantity, price code, customer item number, update inventory, direct ship item, etc. These fields are described in detail on the following pages. The top portion of the Future Orders detail window displays summarized line item information as it is entered from the bottom portion of the window. Additionally, clicking on the ENTER icon as items are entered subtotals the order and displays the subtotal on the top portion of the window. Column headings defined in BLUE on the top portion of window denote toggle or sort capable columns. Caution: The user must click on the ENTER icon after entering each line prior to ending the order for entries on the order to be saved. Additional field and program functions available on the Future Orders detail window are as follows. Field Descriptions and Specifications: Top of Future Orders Detail Window Company The company number defaults based on the company selected on the Future Orders header window. Order Number System generated display field indicating the unique order number assigned to the current order; defaulting from the Future Orders header window. 86

95 Customer Number/Name Display field representing the customer number and name for which the current order is being placed; defaulting from the Future Orders header window. Line Display field representing the line number to reference for the item entered. System-generated as items are entered on the bottom portion of the Future Orders detail window. S The value displayed in this field indicates the current status of the detail line item. Valid display values are blank indicating an active detail line; C Cancelled line item has been cancelled by selecting CANCELLED from the Status drop down selection box on the bottom of the Future Orders detail window; P Partially converted to a regular customer order; i.e., the entire line was not converted; or F Fully converted to a regular order indicates the entire detail line was released to regular orders. Code Display field representing the price code entered for the line item on the bottom portion of the Future Orders detail window, i.e. OP Override Price, LS Lost Sale, NS Non Stock Item, A Add/Update Item, Price Level. If a message was added to the order by clicking on the MESSAGES button, an M will display in this field indicating a message line. Order Quantity Display field representing the item quantity entered for the line item on the bottom portion of the Future Orders detail window. Ship Date Display field indicating the requested ship date for the Future Order line item defaulting from entry in the Ship Date field on the bottom portion of the Future Orders detail window. Our Item/Customer Item Number Toggle Display field representing the item number or customer item number entered for the line item on the bottom portion of the Future Orders detail window. This column can be toggled to display either Our Item or Customer Item Number by clicking on the UP/DOWN karat icon. U/M Display field representing the default selling unit of measure as found in the Item Master File for the item number entered on the bottom portion of the Future Orders detail window. Location Display field representing the location from which the items ordered are shipped. Defaults based on the line item entered on the bottom portion of the Future Orders detail window. Item Description Display field representing the Line 1 item description as maintained in the Item Master File. Defaults based on the line item entered on the bottom portion of the Future Orders detail window. Discount Display field representing the discount percentage taken for the line item entered on the bottom portion of the Future Orders detail window. Unit Price Display field representing the price for each unit requested for shipment to the customer for the line item entered on the bottom portion of the Future Orders detail window. Extension Display field representing the Unit Price X Quantity - Line Discounts for the line item entered on the bottom portion of the Future Orders detail window. Subtotal Display field representing the subtotal of all line items entered. Updates by clicking on the ENTER icon as items are entered on the bottom portion of the window. 87

96 Field Descriptions and Specifications: Bottom of Future Orders detail window Line 4.0 Numeric The value in this field indicates the system-generated identifier for this detail line item record; lines are numbered sequentially within each order, beginning with 1. This value is used to identify the item when the order is stored in the Open Order Detail File and the Sales Analysis Detail File. Additionally, entering a line number in this field and clicking on the ENTER icon redisplays item information, for the selected line, on the Future Orders detail window allowing the user to enter/update line item information. When a line is selected for updating this field will not be available for entry. Status Drop Down Selection Box The value selected in this field represents the status of the current line. The default is ACTIVE for the line currently being entered. To cancel the entries for a line, enter the line number in the Line field and select CANCELLED from the Status drop down selection box. Clicking on the ENTER icon will populate the Item Description field with the display literal Deleted and the S column will be populated with a C for Cancelled. Cancelled lines may not be edited. CD (Price Code) 2 Alphanumeric Enter the Price Code for the selected line item. Price levels of default based on the pricing for which the selected customer qualifies. The value in this field defaults from the Customer Master File for the selected customer. The price level can be changed as required by the user to an alternate price level. If the Price Code is NOT known, it can be located in the CD Search window by clicking on the 'SEARCH' icon. Valid entries/selections are: NS Non Stock Item. LS Lost Sales. A Display Item File Maintenance for item. OP Override Price. When the order has been created by using the Standing Order or Future Order features or has been copied from Sales History, a print code of OP can be used Price Level Note: For additional information on the use of the Price Code field please refer to the detail information located in the Customer Order Entry Detail Overview section beginning on page 3. Order Quantity 9.2 Numeric The value entered in this field indicates the requested item quantity for this order. Ship Date 6.0 Numeric (Date Format) The value entered in this field indicates the requested shipping date for this Future Order. The default value comes from the Requested Ship Date entry on the Future Orders header window and can be changed as required. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected for entry by clicking on the CALENDAR icon. Item Number(s) Our # 20 Alphanumeric Enter the item number; entry in this field will be validated against the Item Master File. Identifies the code assigned to the merchandise the customer wishes to order. If the item number is not available the user may enter the GTIN, UPC or EAN number for the item, as maintained in the Item Master File. Clicking on the ENTER icon instructs the system to return the S2K Enterprise item number to the Internal (Our Item) field. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Note: For information on how to order merchandise not currently in the Item Master File, please refer to the non-stock item information located in the Customer Order Entry Detail Overview section beginning on page 3. Once the item number has been entered or selected from the Item Search window, clicking on the ENTER icon instructs the system to automatically retrieve all other information (item description, price, cost, etc.) from the Customer and Item Master Files and will display the information in the appropriate fields. 88

97 Cust # 20 Alphanumeric Optional field used for entering the Customer Item Number relative to the internal item numbers as maintained by your organization. Entering a customer item number in this field and clicking on the ENTER icon returns your item information to the Future Orders detail window. The Internal field will be populated with the corresponding item number as maintained by your organization. Information on Customer Item Numbers is maintained in the Customer Item Number Master File. If the Customer Item Number is NOT known, it can be located in the Customer Item Search window by clicking on the 'SEARCH' icon. This field will automatically be populated by the system if the user enters an, Our Item Number that has an existing corresponding Customer Item Number. Ven # 20 Alphanumeric Optional field used for entering the Vendor s Item Number relative to the internal item numbers as maintained by your organization. Entering a Vendor Item Number in this field and clicking on the ENTER icon returns your item information to the Future Orders detail window. The Internal field will be populated with the corresponding item number as maintained by your organization. Information on Vendor Item Numbers is maintained in the Item Master File via the VENDOR button. If the Vendor Number is NOT known, it can be located in the Vendor Item Number Search window by clicking on the 'SEARCH' icon. U/M 3 Alphanumeric Defaults to the selling unit of measure as found in the Item Master File for the item number entered. The unit of measure can be changed if required, during ENTRY mode, to any valid unit of measure for this item. However, in UPDATE mode, the Unit of Measure field cannot be edited. Upon changing the unit of measure, the system will re-price the item based upon the conversion equivalent for the new unit of measure entered. When creating a non-stock item the user will be permitted to enter the desired unit of measure. If the Unit of Measure code is NOT known, it can be located in the Unit of Measure Search window by clicking on the SEARCH icon. Location 4 Alphanumeric The value entered in this field indicates the location that should be used initially to determine item availability. Additionally, the location entered here will be the location from which the items ordered are shipped. Defaults from entry on the Future Orders header window and can be changed, in ENTRY mode, provided the current user has authority to change location code. However, in UPDATE mode the Location field cannot be edited. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. Description 1 30 Alphanumeric Defaults from the Item Description 1 field in the Item Master File based on the item number entered; and can be overridden if required. Description 2 30 Alphanumeric Defaults from the Item Description 2 field in the Item Master File based on the item number entered; and can be overridden if required. Discount ( % ) 3.1 Numeric Defaults from either the Promotional Price by Item, Price by Item, Promotional Price By Division/Class, Price by Division/Class, Promotional Price by Preferred Vendor, or the Price by Preferred Vendor Master Files. This value may also default from the Item Balance Master File. The discount will be based on the quantity purchased and can be overridden to use any percentage as a discount. Format for entry in this field is 00, where 00 represents the discount percentage. For example, 10 would indicate a 10% discount. Negative values are not permitted in this field. Note: For additional information on item discounts and custom pricing, please refer to the Customer Order Entry Detail Overview section beginning on page 3. Amount 11.2 Numeric The discount amount displays based on the percentage entered in the preceding Disc % field. Entering a discount percentage in the preceding field and clicking on the ENTER icon instructs the system to calculate the dollar value of the discount based on the discount percentage off the unit price. 89

98 Salesman 1/% 5.0 Numeric/7.4 Numeric The value in this field defaults from the Future Orders header window and identifies the salesman 1 code for commissions calculated on the selected line item. The default value in this field may be overridden as required provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The salesman code entered in this field will be validated against the Salesman Master File. If the Salesman code is NOT known it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a salesman record, by clicking on the SEARCH icon. Commission percentage values are displayed provided the Display Commissions check box, in the Cross Applications User Defaults Interface (for the current user), via the C/O DEFAULTS button, is selected (checked) for YES. The default value in this field is based on the commission rate maintained in the Salesman Master File. However, if a record exists in the Salesman/Customer/Item Commissions file, for the selected customer and line item, that commission rate will default to this field and can be overridden if necessary. Commission rates in the Salesman/Customer/Item Commissions file override commission rates maintained in the Salesman Master File for items at the detail line level. The commission percentage at the line item level will be used in determining salesman commissions when processing the By Item option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. To amend the commission rate for the entire order, the user should amend the commission rate one and/or commission rate two fields on the Future Orders header window. The commission percentage at the order header level will be used in determining salesman commissions when processing the By Invoice option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Salesman 2/% 5.0 Numeric/7.4 Numeric The value in this field defaults from the Future Orders header window and identifies the salesman 2 code for commissions calculated on the selected line item. The default value in this field may be overridden as required provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The salesman code entered in this field will be validated against the Salesman Master File. If the Salesman code is NOT known it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a salesman record, by clicking on the SEARCH icon. Commission percentage values are displayed provided the Display Commissions check box, in the Cross Applications User Defaults Interface (for the current user), via the C/O DEFAULTS button, is selected (checked) for YES. The default value in this field is based on the commission rate maintained in the Salesman Master File. However, if a record exists in the Salesman/Customer/Item Commissions file, for the selected customer and line item, that commission rate will default to this field and can be overridden if necessary. Commission rates in the Salesman/Customer/Item Commissions file override commission rates maintained in the Salesman Master File for items at the detail line level. The commission percentage at the line item level will be used in determining salesman commissions when processing the By Item option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. To amend the commission rate for the entire order, the user should amend the commission rate one and/or commission rate two fields on the Future Orders header window. The commission percentage at the order header level will be used in determining salesman commissions when processing the By Invoice option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. 90

99 Division 4.0 Numeric Defaults from the Item Master File based upon the item number entered. Entry in this field will be validated against the Division Master File. Represents the inventory classification to which this item has been assigned and can be changed as required. If the Division code is NOT known, it can be located in the Division Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Division code, by clicking on the SEARCH icon. Class 4.0 Numeric Defaults from the Item Master File based upon the item number entered. Entry in this field will be validated against the Division/Class Master File. Represents the inventory sub-classification to which this item has been assigned and can be changed as required. If the Class code is NOT known, it can be located in the Division/Class Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Class code, by clicking on the SEARCH icon. Vendor 6 Alphanumeric Represents the code assigned to the supplier of this item, entry in this field will be validated against the Vendor Master File. If a code already displays in this field, it is the result of an entry in the Preferred Vendor field in the Item Balance Master File. Required entry if the Direct Ship or Create PO check boxes are selected (checked) for YES. If the Vendor code is NOT known it can be located in the Vendor Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor code, by clicking on the SEARCH icon. Tax Class Code 2 Alphanumeric Standardized tax classification codes may be used to classify or categorize an item for tax reporting purposes. Currently, entry in this field is informational only and is not used for reporting purposes. Remaining Qty If the selected detail line was partially converted to a regular customer order; i.e., the entire line was not converted, the quantity remaining for the Future Order detail line will display in this field. Create P.O./M.O. Check Box Selection of this check box indicates whether or not a purchase order should be created, in the Purchase Orders module, to request this item for the customer. The purchase order created will be tagged with this customer and order number. When received into inventory, the merchandise will be automatically committed to this order. For direct shipments, this flag does not have to be selected (checked) for YES. Direct shipment processing will automatically create the required purchase order. If the item is a Manufactured Item and is not preassembled this flag will automatically be selected (checked) for YES if there is a quantity backorder. If the item is preassembled this check box will be unselected (blank) for NO but may be selected (checked) for YES if required. If a non-stock item is created on-the-fly or if an existing non-stock item (as maintained in the Item Master File) is backordered, the system will automatically select this check box to create a purchase order for the non-stock item. Important Note for Intercompany Processing Users: If a purchase order is linked to a customer order the customer order must be invoiced prior to the receipt of the purchase order to ensure the proper recording of the transaction to the intercompany ledger accounts assigned in the Intercompany G/L Accounts Master File. Direct Ship Check Box If the Direct Ship check box is unselected (blank) for NO as the default when processing begins on the Future Orders detail window the user may select (check) this box on a line by line basis provided the Direct Ship check box in the Customer Master File, for the selected customer is selected (checked) for YES. The user may select the Direct Ship check box for YES, on a line by line basis, to indicate that the selected item is to be shipped directly to the customer from the vendor or supplier. If the entry in the Direct Ship check box in the Customer Master File is unselected (blank) for NO, the user will receive an error message if they attempt to select (check) this Direct Ship check box. If this occurs, order processing cannot continue until this check box is unselected (blank) for NO. 91

100 Additionally, the Direct Ship check box default will be selected (checked) for YES if a drop ship only item, as specified in the Item Balance Master File, is entered on the Future Orders detail window during the Order Entry Process, the user will be prohibited from changing this setting. In this instance the Direct Ship check box in the Customer Master File, for the selected customer, must be selected (checked) for YES or this item must be removed from the order. Note: The cost for line items that have been tagged as Direct Ship is retrieved from the Item Vendor File. If no cost is found in the Item Vendor File the system will use the average or current cost from the Item Balance File. Update Inventory Check Box If this check box is selected (checked) for YES inventory on-hand values will be adjusted for this line item. Taxable Check Box The status of this check box, selected (YES) or blank (NO), defaults based on the Charge Tax check box in the Item Master File. If this check box is selected (checked) for YES, sales tax will be calculated on the total price of the item, provided the customer is not tax-exempt. Price 11.4 Numeric The value in this field indicates the price for each unit requested for shipment to the customer. This value defaults from either the Promotional Price by Item, Price by Item, Promotional Price by Division/Class, Price by Division/Class, Promotional Price by Preferred Vendor, or Price by Preferred Vendor Master Files. This value may also default from the Item Balance File. The price can be overridden to any price. The unit price displayed does not reflect any order or line item discounts for which the item may qualify. The price that displays will display in the currency as maintained in the Customer Master File for the customer number selected here. When changing the price, enter it in the currency based on this customer number, i.e., if Canadian Dollar displays at the top of the window any pricing changes should be entered in Canadian dollars. The currency will display at the top of the Future Orders detail window. A price must be entered to continue processing. Line items with no price are prohibited by the system. Note: For additional information on item pricing, please refer to the Sales Order Entry Detail Overview section beginning on page 3. Net Price 11.2 Numeric The net price is calculated by the system and displays based on the unit price entered less any discounts taken. Current Cost The item cost displayed can be last, average, other, or standard based upon settings in the Cross Applications Customer Orders and Inventory Interfaces. The currency in which the cost displays is the domestic currency relative to the company number selected on the Future Orders header window. Note: The cost for line items that have been tagged as Direct Ship is retrieved from the Item Vendor File. If no cost is found in the Item Vendor File the system will use the average or current cost from the Item Balance File. Gross Profit % 5.2 Numeric The default value in this field indicates the total gross profit percentage for this line item. The calculation used to determine gross profit percentage is: (Unit Price - Line Discount) - Cost (Unit Price - Line Discount) Changing the default value in this field and clicking on the ENTER icon instructs the system to recalculate the selling price of the item. Price, net price, and gross profit values will be adjusted based on the percentage entered. Changing the gross profit percentage for a detail line item writes a Detail Price record to the Order Entry Changes Inquiry. Accessing the Order Entry Changes Inquiry on the S2K Enterprise Customer Orders Inquiry menu will display the Detail Price change record on the Customer Order Change Inquiry window. If the gross profit percentage for the line item entered exceeds the values established in the Cross Applications Customer Orders Interface in the Gross Profit % Warning Message if the Line Item Gross Profit % is Less Than or Greater Than field, the following warning message will display, Warming: Item Gross Profit is out of Acceptable Range, this is only a warning message. Click on the ENTER icon to continue. This field will be suppressed when foreign values are displayed by clicking on the FOREIGN button. 92

101 Gross Profit Amount This value indicates the total gross profit amount for this line item. The calculation used to determine gross profit amount is: (Unit Price - Line Discount) - Cost Extension 11.2 Numeric Displayed field calculated as follows: Unit Price * Quantity - Line Discounts. Program Functions Clicking on the SHOPPING LIST button prompts the display of the Sales History window listing all items previously ordered by the selected customer. The Shopping List Window is available to speed up the process of entering detail line items. S2K Enterprise maintains previous orders of each customer that can be accessed at the time of order entry. See Shopping List on page 101 for additional information. Clicking on the MESSAGES button, from the Future Orders detail window, prompts the display of the Line Item Messages window allowing the user to enter messages, for the current line item, that can be printed on pick tickets, order acknowledgements, manufacturing work orders, invoices or purchase orders. Additionally, messages can be coded as internal messages only and will not print on any forms. See Messages on page 105 for additional information. Clicking on the RESET button clears entry in the line item entry fields on the bottom portion of the Future Orders detail window. Clicking on CUST/ITEM PRICING button, from the Future Orders detail window, will display the following Customer/Item Pricing Inquiry window. The data shown on the top portion of this window defaults based on the line item entered on the Future Orders detail window. The bottom portion of the Customer/Item Pricing Inquiry window provides data for the pricing of items, as maintained in the Item Balance Master File via the PRICING button, including a suggested selling price based on the selling unit of measure, and selling price levels based on quantity breaks. Up to ten pricing levels can be used in S2K Enterprise. During the Future Order Entry process, the price level will be determined based on the value maintained in the Price Level field in the Customer Master File. See Customer Item/Pricing on page 107 for additional information. Clicking on the END ORDER button prompts the display of the Future Orders summary window. See Future Order Summary on page 116 for additional information. Clicking on the SHIP DATES button prompts the displays of the Ship Dates window. The Ship Date window provides the user with the ability to enter multiple shipping dates for the line item being entered. For example; if 100 trees are being ordered but the customer would like them shipped in lots of 25, on different dates, the 4 different shipping dates required by the customer and the quantity to be shipped on each date can be entered using the SHIP DATES function. The original quantity ordered displays at the top of the ship date window, as additional shipping dates and quantities are entered the quantities are checked against the original quantity ordered. Once the original quantity and the quantities for the various shipping dates are in sync, click on the ENTER icon to update the future order. The display will return back to the Future Orders detail window and the lines will reflect the various shipping dates and the quantity of the item to be shipped on that date. See Ship Dates on page 95 for additional information. Clicking on the CUSTOMER INQUIRY button permits the navigation of the inquiry system for information on this customer. Customer specific comments can be updated using this option. See Customer Inquiry on page 109 for additional information. Clicking on the INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. See Item Inquiry on page 110 for additional information. Clicking on the COMPLEMENTARY ITEMS button prompts the display of the Complementary Links window showing items with established complementary links to the current item. If an item is entered, on the Future Orders detail window, that has a complementary item(s) established, a message will display alerting the user complementary items exist. See Complementary Items on page 111 for additional information. Clicking on the SUBSTITUTIONS button will display the Item Substitution window showing all items with the same substitution link code. See Substitutions on page 112 for additional information. 93

102 Clicking on the CUST. MSGS button, from the Future Orders detail window prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. See Customer Messages on page 113 for additional information. Clicking on the INSERT LINE button from the Future Orders detail window allows the user to insert detail or messages lines between existing lines during Sales Order Entry. See Insert Line on page 115 for additional information. 94

103 Configurator Configured items must already exist in the Item Balance File, by selecting CONFIGURED from the Item Type drop down selection box on the Item Balance File Maintenance window. A configured item is a manufactured item that utilizes the Configurator to define the bill of material for an item each time an order is placed. Entering a line item for a configured item on the Order Entry/Update detail window will prompt the display of one of the following windows depending on certain settings within S2K Enterprise. 1) Feature Configurator On the Order Entry/Update detail window, when a line item is entered for a configured item (as established in the Item Balance File) which contains a featured item in the Bill of Material, the system automatically invokes the Feature Configurator window. Clicking on the ENTER icon, after entering the configured item, will prompt the display of the Feature Configuration window (Figure 47) from which the user will be prompted to select from the components (options) as established in the bill of material, for the featured item within the configured end item. The Feature Configurator provides the capability to select the components (options) of a configured item that are required to satisfy the bill of material at the time the order is placed. FIGURE 47 FEATURE CONFIGURATION WINDOW If an item is not selected from the Feature Configuration window a bill of material will not be generated if the feature is coded as mandatory in the configured items bill of material. In order to generate a bill of material the user will need to return to the order and select the appropriate component. Selecting a component item on the Feature Configurator window and clicking on the ENTER icon prompts the display of the Bill of Material Component Maintenance window (Figure 49), or the next feature from which the user can select and/or add items/components to include in the configuration for the current order. The following descriptions and specifications represent the data fields and program function available on the Feature Configuration window shown in the above illustration. Field Descriptions and Specifications Configured Item Display fields representing the number and description of the item placed on the customer order that will be used by the Configurator to define the bill of material for this item, each time an order is placed. Feature Item Display fields representing the number and description of a feature item used as a placeholder for a list of corresponding options to be selected from, during the configuration process. Note: feature items can never be ordered. Mandatory Feature Display field indicating if the feature item is mandatory in manufacturing the configured item, defaulting from the Bill of Material for the configured item. 95

104 Bottom of Display Window: Sel 1 Alphanumeric Optional field used for the selection of components. Place an X in this column to select the corresponding component. Component Display field identifying a component item number from the Bill of Material File for the feature item. Tp (Type) Display field indicating if the component item is a component or a feature ( C or Blank - Component, and F - Feature). U/M Display field representing the unit of measure for the component item, defaulting from the Item Master or Bill of Material files. Description Display field representing the component s first description line as maintained in the Item Master File. Required Display field representing the number of components required in the manufacturing process of the configured item. Available Display field representing the number of components available in stock. Program Function Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on the selected item. Item specific comments can be updated using this option. Refer to Item in the Inquiry chapter of the S2K Enterprise Customer Orders Manual Volume II for additional information on navigating the Item Inquiry. Clicking on the BYPASS button permits the user to bypass any selections from a non-mandatory feature (as determined in the Bill of Material) that contains mandatory sub-features. 96

105 2) Find Earliest Possible Due Date On the Order Entry/Update detail window, when a line item is entered for a configured item (as established in the Item Balance File) which contains multiple routing operations, the following Find Earliest Possible Due Date window will display provided the company and location displayed on the Order Entry/Update header window is utilizing Capacity Requirements Planning. FIGURE 48 FIND EARLIEST POSSIBLE DUE DATE WINDOW The top portion of the Find Earliest Possible Due Date window displays the company, location, customer order number, customer order detail line number, item number and description, unit of measure and order quantity defaulting from the Order Entry/Update detail window. Position the cursor on the required routing method and click on the ENTER icon to continue. The Bill of Material Component Maintenance window will display (Figure 49). 97

106 3) Bill of Material Component Maintenance Entering a configured item on the Order Entry/Update detail window and clicking on the ENTER icon will prompt the display of the Bill of Material Component Maintenance window provided a Bill of Material has been established for the selected configured item. FIGURE 49 BILL OF MATERIAL COMPONENT MAINTENANCE WINDOW This window allows the user to update the actual components that make up the selected assembly. Components can be added and deleted, and quantities may be adjusted. The information in this window defaults from the Bill of Material Master File depending on the item number entered. To add a new component to an existing assembly, enter the item number and the required quantity and click on the ENTER icon. The component is added to this assembly, for this order only. To delete a component, blank (or zero) out the quantity of the assembly being deleted. Position the cursor in the appropriate quantity field and enter 0 or press $. Once the quantity has been zeroed out, click on the ENTER icon. The component is tagged for deletion and will be removed from this assembly (for this order only) upon exiting the Bill of Material Component Maintenance window. The top portion of the Bill of Material Component Maintenance window displays the customer order number, company, item number, location, customer order line number, unit of measure and order quantity defaulting from the Order Entry/Update detail window. The following descriptions and specifications represent additional fields found on the Bill of Material Component Maintenance window. Field Descriptions and Specifications Bottom (Data Entry) Portion of the Window: Component 20 Alphanumeric Required field representing the number assigned to an item that is part of this assembly. All entries are validated against the Item Master File. If the Component Item Number is NOT known it can be located in the Item Search window by clicking on the SEARCH icon. Description Display field representing the description of the component as recorded in the Item Master File. Quantity Per 11.5 Numeric Required field representing the number of components required in each of the specified assemblies. 98

107 Required Display field representing the number of components required in the manufacturing process of the configured item. When entering a new component click on the ENTER icon to populate this field. Avail Display field representing the number of components available in stock. Not Avail Display field representing the number of components not available in stock at the specified location. Other Cost Display field representing the component cost based on settings in the Cross Applications Company Setup Interface to use STANDARD cost or selection from the Order Cost Type drop down selection box in the Cross Applications Customer Orders Interface to use LAST, AVERAGE or OTHER cost. This field displays by clicking on the VIEW COSTS button provided the user is authorized to view costs. Req Cost Display field representing the dollars required for the component item, for the quantity required to complete the assembly (Required Cost = either Standard, Last, Average or Other Cost (based on settings for your organization) x Required Quantity). This field displays by clicking on the VIEW COSTS button provided the user is authorized to view costs. Program Functions Clicking on the REPRICE BY COMPS button will re-price the Bill of Material on the Order Entry/Update detail window line to reflect changes made to components. This icon will display if the following condition is met in the Item Balance Master File for the selected item: YES must be selected from the Price by Components drop down selection box. Clicking on the CHG DUE DATE button prompts the display of the Due Date Change Processing window allowing the user to change the required completion date for the assembly. This icon will display if the following condition is met in the Item Balance Master File for the selected item: MANUFACTURED must be selected from the Item Type drop down selection box. Enter the new required completion date for the item. A date can be selected by clicking on the CALENDAR icon. FIGURE 50 DUE DATE CHANGE MAINTENANCE WINDOW Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. For additional information refer to Item in the Inquiry chapter of the S2K Enterprise Customer Orders Manual Volume II. 99

108 Clicking on the SUBSTITUTES button, with the cursor positioned on a component line item, displays the Item Substitution window listing all possible items that can be substituted for the selected component. To select a substitution item, position the cursor on the item and click on the ENTER icon. The item selected is returned to the Bill of Material Component Maintenance window. FIGURE 51 ITEM SUBSTITUTION WINDOW Clicking on the VIEW COSTS/MAINTAIN BOM button prompts the display of the Bill of Material Component Inquiry window showing either Standard, Last, Average or Other Cost (based on settings for your organization) and Required Cost for all components for the selected assembly. This program function is available provided the current user has been authorized to view costs in the Cross Applications User Defaults Interface. 100

109 Shopping List The Shopping List Window is available to speed up the process of entering detail line items. S2K Enterprise maintains previous orders of each customer that can be accessed at the time of order entry. Clicking on the SHOPPING LIST button from the Future Orders detail window prompts the display of the Shopping List window listing all items previously ordered by the selected customer. Enter Item Quantity FIGURE 52 SHOPPING LIST WINDOW (ADDITIONAL INFORMATION) The customer number and description default based on the customer entered on the Order Entry/Update header window and may not be edited. The currency in which the customer was established in the Customer Master File will display at the top of the window. Several sort fields are available which can be used to limit the information displayed on the Shopping List window, additional field explanations are as follow. Field Descriptions and Specifications Customer/Description Display field indicating the customer number and name, as maintained in the Customer Master File. The customer defaults from the Order Entry/Update header window and may not be edited. Ship-to 7 Alphanumeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering a ship-to number and clicking on the ENTER icon will return past order information for the selected Ship-to number. If the Ship-to number is not known, it can be located in the Ship-To Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship-to number, by clicking on the SEARCH icon. Start at Item Number 20 Alphanumeric Positioning the cursor in the Start at Item Number field and clicking on the 'SEARCH' icon can assist in locating an item within the Shopping List window. Selecting the item in the Item Search Window and clicking on the ENTER icon will return the item to the Start at Item Number field. Clicking on the ENTER icon again will display the item selected on the top line of the Shopping List window. 101

110 Bottom of Display Window: The information displayed on the bottom of the Shopping List window is updated when invoices, for the selected customer, are run during the billing cycle. Additional sort capabilities are available by clicking on column headings in blue, the window can be sorted by item number, Y-T-D physical year, or Y-T-D unit quantity (year-to-date quantities are displayed in the stocking unit of measure). Item Number Display field indicating the item number of any items previously purchased by the selected customer. Description s Item description lines, as maintained in the Item Master, will display. Description lines 2 and 3 display by clicking on the ADDITIONAL INFO button. Loc Display field indicating the inventory location associated with the line item displayed; i.e., the location from which the order was or will be fulfilled. Last Date Display field indicating the date on which the order was entered into the system. Last Qty Display field indicating the item quantity ordered when the order was entered into the system. Last Price Display field indicating the price of the item at the time the order was entered into the system. Y-T-D Quantity Display field indicating the year to date number of units purchased from the selected customer (year-to-date quantities are displayed in the stocking unit of measure). The year displayed can be changed as required; the default value is based on the current year maintained in the Cross Applications Company Interface. Stk U/M Display field indicating the stocking unit of measure for the items displayed, as maintained in the Item Master File. Unit Price Display field indicating the per unit price of the item. Qty Available Display field indicating the number of units of the item that are available (not committed to orders) for selection into the current order. Order Qty 9.2 Numeric Enter the quantity of the item to be added to the current order. After entering the required purchase quantity in the Order Quantity field and clicking on the ENTER icon a message will display stating that order detail lines have been added to the order. Clicking on the PREVIOUS icon will return the display to the Order Entry/Update detail window. Program Functions Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. Refer to Item in the Inquiry chapter of the S2K Enterprise Customer Orders: Volume II Manual for additional information on navigating the Item Inquiry. Clicking on the ADDITIONAL INFO button displays an additional line of information for the items displayed. The additional line displays the item description lines 1, 2 and 3, as maintained in the Item Master File. Clicking on the FILTER button, on the Shopping List window, prompts the display of the Selection Filter window. This function allows the user to enter filtering criteria to limit the information displayed on the Shopping List window. See Filter on page 61 for additional information. 102

111 Filter Clicking on the FILTER button, on the Shopping List window, prompts the display of the Selection Filter window. This function allows the user to enter filtering criteria to limit the information displayed on the Shopping List window. Entering a location code, manufacturing number, vendor, division and/or class on the Selection Filter window and clicking n the ENTER icon will return the display to the Shopping List window. Only those items that meet the filtering criteria will display on the Shopping List window. Field Descriptions and Specifications FIGURE 53 SELECTION FILTER WINDOW Location 4 Alphanumeric The default value in this field is based on the location from the Order Entry/Update header window and can be changed as required. To display all locations, from which orders for the selected customer have been invoiced, delete the current location and click on the ENTER icon. All valid locations will display on the Shopping List window. To limit the display for a specific location code other than the default, enter the location code and click on the ENTER icon to return to the Shopping List window, past order information for the selected location will display. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a location record, by clicking on the SEARCH icon. Mfg # 20 Alphanumeric Entry in this field is optional and can be used to enter the number of the item supplied by the manufacturer. This number represents the manufacturer s exact item number for the item carried in your inventory and can be used to filter the results displayed on the Shopping List window. Entering the manufacturing number and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected manufacturing number will display. Description 20 Alphanumeric Entry in this field is optional and can be used to enter an item description or a string of characters in the item description to limit the results displayed on the Shopping List window. Entering the item description and clicking on the ENTER icon will return the display to the Shopping List window; item information that meets the selection criteria will display. Vendor 6 Alphanumeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering a vendor code and clicking on the ENTER icon will return the display to the Shopping List window; past order information items assigned to the selected vendor will display. If the Vendor code is NOT known, it can be located in the Vendor Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor record, by clicking on the SEARCH icon. Division 4.0 Numeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering an inventory division code and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected inventory division will display. If the division code is NOT known, it can be located in the Division Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a division record by clicking on the SEARCH icon. 103

112 Class 4.0 Numeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering an inventory class code and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected inventory class will display. If the class code is NOT known, it can be located in the Division/Class Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a division/class record by clicking on the SEARCH icon. 104

113 Messages Clicking on the MESSAGES button, from the Future Orders detail window, prompts the display of the Line Item Messages window allowing the user to enter messages, for the current line item, that can be printed on pick tickets, order confirmations, pro-forma invoices, manufacturing work orders, invoices or purchase orders. Additionally, messages can be coded as internal messages only and will not print on any forms. Field Descriptions and Specifications FIGURE 54 LINE ITEM MESSAGES WINDOW Line Display field representing the current line for which the message is being entered. Defaults from the Future Orders detail window. Status 1 Alphanumeric The value in this field indicates the status of the current line comment. The default is A ACTIVE for the line comment currently being entered. To cancel the entries for a line, enter the line number in the Line field on the Future Orders detail window and click on the ENTER icon to redisplay the Line Item Messages window. Enter a C CANCEL in the Status field. Clicking on the ENTER icon will delete the line message information for the selected line. CD 2 Alphanumeric Enter the code that will instruct the system on which form to print the message, or to instruct the system that this is an internal message not to be printed on any forms. Available message codes are as follows: M LINE COMMENT FOR ALL FORMS/DOCUMENTS. Used to print a message on all customer order forms, including: pick ticket, order confirmation, quote, pro-forma invoice and the invoice for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MA LINE COMMENT FOR ALL FORMS/DOC/ORDER. Used to print a message on all forms, including: pick ticket, order confirmation, quote, pro-forma invoice and the invoice for this order, manufacturing work order and purchase order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MI LINE COMMENT FOR INVOICES. Used to print a message on the invoice or pro-forma invoice for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MP LINE COMMENT FOR PICK TICKETS. Used to print a message on the pick ticket for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. 105

114 MO LINE COMMENT FOR PURCHASE ORDER. Used to carry a message to the purchase order for the line directly before the message. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above the message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MM LINE COMMENT FOR WORK ORDER. Used to carry a message to the manufacturing work order for the line item directly before the message. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MN INTERNAL LINE COMMENT. Used to maintain additional detail on the line directly above the comment. Internal line comments will not print on any forms. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. 106

115 Customer/Item Pricing Clicking on CUST/ITEM PRICING button, from the Future Orders detail window, will display the following Customer/Item Pricing Inquiry window. The data shown on the top portion of this window defaults based on the line item entered on the Future Orders detail window. The bottom portion of the Customer/Item Pricing Inquiry window provides data for the pricing of items, as maintained in the Item Balance Master File via the PRICING button, including a suggested selling price based on the selling unit of measure, and selling price levels based on quantity breaks. Up to ten pricing levels can be used in S2K Enterprise. During the Future Order Entry process, the price level will be determined based on the value maintained in the Price Level field in the Customer Master File. Note: Refer to the Customer/Item Pricing Inquiry in the Inquiry chapter of the S2K Enterprise Customer Orders Manual: Volume II for additional information on this inquiry. FIGURE 55 CUSTOMER/ITEM INQUIRY PRICING WINDOW 107

116 Ship Dates If the order requires the same item to ship on multiple dates, enter the total quantity of the item being ordered on the Future Orders detail window and click on the SHIP DATES button. The Future Order Ship Dates Entry window will display (see inset Figure 56) enabling the user to split the requested line item order quantity and assign multiple shipping dates. Once dates and quantities have been entered, clicking on the ENTER icon from the Future Order Ship Date Entry window will return the required quantity and ship dates to multiple lines on the Future Orders detail window illustrated in Figure 56. Multiple ship date detail lines for the item are returned to the Future Orders detail window. FIGURE 56 FUTURE ORDERS DETAIL WINDOW (MULTIPLE SHIP DATES) FUTURE ORDER SHIP DATE ENTRY WINDOW (INSET) 108

117 Customer Inquiry Clicking on the CUSTOMER INQUIRY button, from the Future Orders detail window, permits the navigation of the inquiry system for the selected customer. The Customer Accounts Receivable Inquiry provides a wide variety of detailed information on customer account activity. Accounts Receivable data for invoices and cash receipts, along with sales order data is available for display when accessing this inquiry. Use of this program function is dependent on settings for the current user in the Cross Applications User Defaults Interface. The check box Allow Customer Inquiry must be selected (checked) for YES in order for this program function to be active. The currency description change as DOMESTIC or F/C buttons are selected indicating the current values displayed. FIGURE 57 CUSTOMER INQUIRY WINDOW All values display in the currency established for the selected customer in the Customer Master File. If the currency for the customer differs from the currency established for the current user s default company the DOMESTIC/F/C buttons will be available to toggle the display to show the customer currency or the domestic currency for the current company. The currency description at the top of the window will change as DOMESTIC or F/C buttons are selected alerting the user as to the current values displayed. Note: For additional information on the data available through Customer Inquiry, please refer to Customer A/R Inquiry in the Inquiry chapter of the S2K Enterprise Customer Orders manual: Volume II. 109

118 Item Inquiry The ability for the user to use the INQUIRY button is dependent on settings found in the Cross Applications User Defaults Interface. The check box Allow Item Inquiry must be selected (checked) for YES for this function to be active. Click on the INQUIRY button from the Future Orders detail window, the following Item Inquiry window will display permitting the user to navigate the Item Inquiry system for information on the current line item. The Item Inquiry, when accessed from the Customer Service areas of S2K Enterprise, i.e., Customer Orders, Retail Point of Sale, Customer AR Inquiry, etc., provides item information geared to customer service personnel. Extensive information on item availability, quantity breaks, price levels, sales history, open orders, locations, vendors, etc. can be accessed from the Item Inquiry. Additional Item Information is available by selecting the Color/Size, Additional Information and Flags tabs. Additional Item Information is available by selecting the Qty Breaks tab. Clicking on the item image will launch the default image viewer on the current user s PC. FIGURE 58 ITEM INQUIRY DETAIL WINDOW PRICE LEVELS AND UNIT OF MEASURE TABS ACTIVE The user can change the Item Inquiry to display details for an alternate item by entering an item in the Item Number field and clicking on the ENTER icon. Item information for the selected item will display. Item images display provided they have been setup for your organization via GUI Desktop Integration. For information on establishing item images refer to S2K Client Desktop Integration in the S2K Enterprise System Setup & Maintenance User Guide. This guide can be accessed by using your customer login and password at the VAI website, To receive a written copy of this guide, contact VAI at Clicking on the item image will launch the default image viewer on the current user s PC. Additionally, the software can be configured to open a specific image viewer. Contact your project director at VAI for additional information on this option. For complete details on navigating the Item Inquiry refer to the S2K Enterprise Customer Orders Manual: Volume II. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

119 Complementary Items Items can be linked together for suggestive selling or companion promotions. These are called Complementary Items. If an item is added to an order and the item has a complementary link code, the COMPLEMENTARY ITEM button will display on the Future Orders detail window. Clicking on COMPLEMENTARY ITEM button, from the Future Orders detail window, displays the following Complementary Link window showing all items with the same complementary link code. The original item s number and description will display, along with the current availability of each complementary item. The user can select any item that displays in the window by entering an order quantity and clicking on the ENTER icon. The selected item(s) will be brought forward to the current order. The quantities and price for each selected item can be adjusted if required. FIGURE 59 COMPLEMENTARY LINK WINDOW Program Functions Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. For complete details on navigating the Item Inquiry refer to the S2K Enterprise Customer Orders manual: Volume II. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

120 Substitutions Items substitutions can be processed on an order provided item substitution links have been established for the item entered. If an item is added to an order and the item has a substitution link code, the SUBSTITUTIONS button will display on the Future Orders detail window. Clicking on the SUBSTITUTIONS button will display the Item Substitution window showing all items with the same substitution link code. The top of the window displays the company and location and the original item number and description. The bottom portion of the window displays all available item substitutions, item description, the link code and the unit price for the selling unit of measure of the item (if a foreign customer is selected the unit price will display in the currency established for the customer in the Customer Master File). The user can select any item displaying in the window by positioning the cursor on the substitute item number and clicking on the ENTER icon. The selected item will be brought forward to the current order. The quantities and unit price for each selected item can be adjusted if required. Note: Item substitutions are only permitted in ENTRY mode. Once the line item has been processed, and moved to the top of the Future Orders detail window, substitutions are no longer permitted and the SUBSTITUTIONS button is suppressed. FIGURE 60 ITEM SUBSTITUTION WINDOW Program Functions Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. For complete details on navigating the Item Inquiry refer to the S2K Enterprise Customer Orders manual: Volume II. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

121 Customer Messages Clicking on the CUST. MSGS button, from the Future Orders detail window, prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. FIGURE 61 ORDER ENTRY INTERNAL MESSAGES WINDOW Item Internal Messages During the Future Order Entry process the Item Internal Messages window will display from the Future Order detail window provided Item Messages have been established for the detail line item in the Item Master File via the MESSAGES button on the Item File Maintenance detail window or via the Messages option on the S2K Enterprise Inventory Management File Maintenance menu. Click on the ENTER icon to bypass messages and continue processing the order. FIGURE 62 ITEM INTERNAL MESSAGES WINDOW 113

122 Customer Item Messages During the Future Order Entry process the Customer Item Messages window will display from the Future Order detail window provided Customer/Item Messages have been established for the detail line item via the MESSAGES button accessed via the Customer Item Number option on the S2K Enterprise Customer Orders File Maintenance menu. Click on the ENTER icon to bypass messages and continue processing the order. FIGURE 63 CUSTOMER ITEM MESSAGES WINDOW 114

123 Insert Line S2K Enterprise s Order Entry program allows the user to insert detail or messages lines between existing lines during Future Order Entry. To insert a detail or message line, click on the INSERT LINE button on the Future Orders detail window. The following CO Line Insertion Selection window will display. FIGURE 64 CO LINE INSERTION SELECTION WINDOW Enter the line number, before which the new line will be inserted, in the Insert Before Line field. Click on the ENTER icon to continue. An additional field will display from which the user can select whether to add a DETAIL line or a MESSAGE LINE. FIGURE 65 CO LINE INSERTION SELECTION WINDOW Select the required line type and click on the ENTER icon to continue. The Select Insert Line to add line message will display. FIGURE 66 CO LINE INSERTION SELECTION WINDOW Click on the INSERT LINE button to add the detail or message line. If a DETAIL line was selected the display will return to the Future Orders detail window. Enter line item information as required. Clicking on the ENTER icon will then insert the line item information at the requested insertion point. If a MESSAGE LINE was selected clicking on the ENTER icon will display the Line Item Messages window. Enter line item message information as required. Clicking on the ENTER icon will then insert the message at the requested insertion point. For additional information on line item messages refer to Messages on page

124 Future Order Summary End Order Once the required information has been entered on the Future Orders detail window, click on the END ORDER button to end the Future Order and prompt the display of the Future Orders summary window. FIGURE 67 FUTURE ORDERS SUMMARY WINDOW The Future Orders summary window provides information, in summary form, on the total dollar value of the order, breaking out the amount of any order discounts. The order subtotal, tax and total order value will display along with the cost and gross profit values calculated for the order. Bill-to and ship-to information, as entered on the Future Orders header window, are included on the Future Orders summary window. Additional field descriptions are as follows. Field Descriptions and Specifications Material Display field indicating the total material for this order less line item discounts. The material amount for the order represents the total extended price for all items ordered, regardless of how many items are shipped or backordered (except where the billing code is a 'B' or an 'E'). Less Disc (1) Display field indicating the amount of the first order discount to be applied to this order. The percentage defaults from entry in the Order Discount 1 field (OADSC1) on the Future Orders header window. Less Disc (2) Display field indicating the second order discount to be applied to this order. Order discount two is applied to the material total of the order after order discount one has been applied. The percentage defaults from entry in the Order Discount 2 field on the Future Orders header window. Less Disc (3) Display field indicating the third order discount to be applied to this order. Order discount three is applied to the material total of the order after order discounts one and two have been applied. The percentage defaults from entry in the Order Discount 3 field on the Future Orders header window. Subtotal Display field indicating the total material sales less all order discounts. 116

125 Tax Display field indicating the amount of sales tax to be added to the order, based upon the tax percentage for the ship-to location s tax jurisdictions, the subtotal of the order, and whether or not miscellaneous, handling and freight charges are taxable for the tax jurisdictions involved. Total Order Display field indicating the subtotal plus handling, miscellaneous and freight charges, plus sales tax amount. Cost Display field indicating the sum of the individual item costs for all items to be shipped on this order. The item cost that is used (last, average, other or FIFO) is based upon settings found in the customer orders and inventory interfaces. Gross Profit Percent Display field indicating the total gross profit percentage for this order. The calculation used to determine gross profit percentage is: (Sales Price - Line Discount - Order Discount) - Cost (Sales Price - Line Discount - Order Discount) Cost as used in this formula represents the total cost of goods sold for all items on the order. Gross Profit Amount Display field indicating the total gross profit amount for this order. The calculation used to determine gross profit amount is: (Sales Price - Line Discount - Order Discount) - Cost Cost as used in this formula represents the total cost of goods sold for all items on the order. Currency displays in the domestic currency for the company number selected on the Future Orders header window. Program Functions Clicking on the PRODUCT SUMMARY button prompts the display of the Order Summary by Division window which provides a summary of items entered on the order by Division. This window can be broken down to shown Division, Division/Class and Item detail. Additionally, this window details item totals, including the number of line items entered within the division and division class, quantity ordered, dollar value, weight and cubic measurement. See Product Summary on page 118 for additional information. Clicking on the CONFIRMATION button prompts the display of the Fax/ /Print Future Order Confirmation window allowing the user to fax, or print an order confirmation by selecting the appropriate function from the Fax, , or Print drop down selection box. When printing a confirmation, entering *VIEW in the Output Queue field, on the Fax/ /Print Future Order Confirmation window, and clicking on the ENTER icon will launch Adobe Reader and display the confirmation as a PDF image (provided this application is available on the current user s PC). See Confirmation on page 119 for additional information. 117

126 Product Summary Clicking on the PRODUCT SUMMARY button, from the Future Orders summary window, prompts the display of the Order Summary by Division window which provides a summary of items entered on the order by Division. Clicking on the DIVISION/CLASS and ITEMS icons expands the window to shown Division, Division/Class and Item detail. Additionally, this window details item totals, including the number of line items entered within the division and division class, quantity ordered, dollar value, weight and cubic measurement. FIGURE 68 ORDER SUMMARY BY (DIVISION, DIVISION/CLASS, ITEM) WINDOW The order/transfer number and customer number and description default from the Future Orders header window. Additional field descriptions are as follows. Field Descriptions and Specifications Division Display field detailing the inventory division to which the line items entered on the Future Orders detail window are assigned. Class Display field detailing the inventory class to which the line items entered on the Future Orders detail window are assigned. Inventory class information displays by clicking on the DIVISION/CLASS button. Additionally, clicking on the DIVISION/CLASS icon will display division/class totals for the items entered on the order. Item Display field detailing the item numbers, within each division and class, of the line items entered on the Future Orders detail window. Item information displays by clicking on the ITEMS button. Additionally, clicking on the ITEMS icon will display division/class/item totals for the items entered on the order. Lines Display field representing the total number of line items entered that fall within each division and class displayed. Quantity Display field representing the total quantity of all line items entered that fall within each division and class displayed. Dollars Display field representing the total dollar value of all line items entered that fall within each division and class displayed. Weight Display field representing the total weight of all line items entered that fall within each division and class displayed. Cube Display field representing the total cubic measurement of all line items entered that fall within each division and class displayed. 118

127 Confirmation An order confirmation is a document that can be printed, faxed, or ed to the customer that placed the order. This document will show the items that were ordered, the price to be paid, where the merchandise will be shipped, etc. A order confirmation can be printed from the Future Orders summary window by clicking on the CONFIRMATION button. The Fax/ /Print Future Order Confirmation window will display asking the user to select fax, or print from the Fax, , or Print drop down selection box. Select the source and click on the ENTER icon. Note: If the Do you have Facsimile Support/400 check box is unselected (blank) for NO, in the Cross Applications Facsimile Support/400 Defaults Interface, the Fax option will not be available on the Fax/ /Print Order Confirmation window. Figure 69 Fax/ /Print Future Order Confirmation Window Select the source and click on the ENTER icon. Based on your response in the Fax, , or Print drop down selection box the system will generate additional fields on the Fax/ /Print Order Confirmation window or prompt the display of the appropriate window, as illustrated below. Entry in the additional information fields assists in properly directing the Future Order Confirmation. Print Confirmation: Selecting the PRINT option, from the Fax, , or Print drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax/ /Print Order Confirmation. Figure 70 Fax/ /Print Future Order Confirmation Window (Print) The Fax/ /Print Future Order Confirmation window allows the user to print the Future Order Confirmation. Entering *VIEW in the Output Queue field and clicking on the ENTER icon will launch Adobe Reader and display the order confirmation as a PDF image (provided this application is available on the current user s PC). 119

128 Field Descriptions and Specifications Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Fax Confirmation: Selecting the FAX option, from the Fax, , or Print drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax Options window. Figure 71 Fax Options Window Enter the person to whom the Future Order Confirmation will be faxed in the Attention field and enter the fax number for the selected contact. Information in the Attention and Fax Number fields will default based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Future Orders header window) as the primary contact for the Customer Orders application and can be changed as necessary. Select (check) the Edit Cover Letter field to edit the cover letter that will be sent with the fax. Field Descriptions and Specifications Fax Number 20 Alphanumeric Defaults based on the fax number established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Future Orders header window) for the primary contact for the Customer Orders application, can be changed as necessary. The system uses the following hierarchy, in the order displayed, when retrieving the fax number to which the Future Order Confirmation will be faxed: Ship-To Contact File Ship-To Master File Customer Contact File Customer Master File Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Future Orders header window) for the primary contact for the Customer Orders application, can be changed as necessary. Represents the person to whose attention the fax will be sent. Edit Cover Letter Check Box Select (check) this check box for YES to instruct the system to allow the user to edit the cover letter that will be sent with this fax transmission. However, if faxing using Mark Magic forms the edit cover letter option will not be available and this field will not display. 120

129 Confirmation: Selecting the option, from the Fax, , or Print drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax/ /Print Future Order Confirmation window. Figure 72 Fax/ /Print Order Confirmation window Enter the person to whom the Future Order Confirmation will be ed to in the Attention field and enter the address for the selected contact. Information in the Attention and Address fields will default based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Future Orders header window) for the primary contact for the Customer Orders application. Field Descriptions and Specifications Address 50 Alphanumeric Defaults based on the address established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Future Orders header window) for the primary contact for the Customer Orders application, can be changed as necessary. The system uses the following hierarchy, in the order displayed, when retrieving the address to which the Order Confirmation will be ed: Ship-To Contact File Ship-To Master File Customer Contact File Customer Master File Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Future Orders header window) for the primary contact for the Customer Orders application, can be changed as necessary. Represents the person to whose attention the will be sent. Note: Contacts for the Customer Orders Module are established in the Customer Master File/Ship-To Master File via the CONTACTS button. Selecting a contact on the Contact File Maintenance window and clicking on the APPLICATION button allows the user to select the applications for which the selected contact will be the primary contact. 121

130 Future Order Release Update The Future Order Release option permits the user to create current orders from future orders without waiting for the end-of-day procedure to perform this function. Using criteria found in the Cross Applications Customer Orders Interface, the system reviews the requested ship date for each detail line on a future order and determines if it is eligible to be turned into a regular order. Additionally, if the Recalculate Future Order Price When Order Becomes Active check box is selected, (checked) for YES, in the Cross Applications Customer Order Interface via the MISC button, the system will recalculate the order with current pricing. Select Future Order Release from the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu, the following prompt window will display. Field Descriptions and Specifications FIGURE 73 FUTURE ORDER RELEASE UPDATE PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending range Company number to include in the Future Order Release Update. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required, provided the user has authority to change company code. If the Company number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number to include in the Future Order Release Update. The default range is blank to and can be changed as required. If the Customer number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location code to include in the Future Order Release Update. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending range Item Number to include in the Future Order Release Update. The default range is blank to 999 and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. From Salesman/To Salesman 5.0 Numeric/5.0 Numeric Enter the starting and ending range Salesman code to include in the Future Order Release Update. The default range is to and can be changed as required. If the Salesman code is NOT known, it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. 122

131 From Order /To Order 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number to include in the Future Order Release Update. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Future Order Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known it can be located by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric Default is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. The following is a sample of the Future Order Register, showing all of the newly created orders. FIGURE 74 FUTURE ORDER REGISTER 123

132 Standing Orders Standing Order Header Standing Order Entry enables S2K Enterprise to hold an order for a customer, to be copied into a regular order at a later date. Since the standing order entry function does not credit check or allocate inventory, these options will be performed when the line items are placed onto a regular order. Note: There are functions within the Standing Order Entry Program that are identical to those found in the regular order entry programs. Please review the Order Entry section of this manual, page 3, for a complete description of these features. Select Standing Order Entry from the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu to begin the Standing Order Entry process. The following Standing Orders entry window will display. FIGURE 75 STANDING ORDERS HEADER WINDOW The company number defaults based on the current user s S2K Enterprise User Profile and may be changed provided the user has authority to change company number. If the Company number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Enter a valid customer number in the Customer field. If the Customer number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. Enter a valid customer ship-to number in the Ship-To field. If the Ship-To number is NOT known, it can be located in the Ship-To Search window by clicking on the 'SEARCH' icon. If a ship-to code is not entered, the system will automatically use the billing address from the Customer Master File to populate the Ship-To field. 124

133 Clicking on the ENTER icon after entering the customer information instructs the system to assign a unique order number to this standing order and automatically retrieve information, from the Customer Master File, based on the customer number entered. Any of this information can be changed. Fields requiring mandatory entry will be highlighted if they have been improperly completed or overlooked. Additionally, a message will display indicating the error. The user will not be able to continue until all required fields have been entered, see Figure 76. Most fields require information that is contained in a predefined table. Positioning the cursor within a field and clicking on the SEARCH icon can assist in acquiring the proper information. FIGURE 76 STANDING ORDERS HEADER WINDOW (COMPLETED) Field and program function descriptions for the Standing Orders header window (Figure 75) and Standing Orders header window (Completed) (Figure 76) are as follows. Field Descriptions and Specifications Company 3.0 Numeric Represents the code assigned to the company to which this order is associated. The default is based on the current user s S2K Enterprise User Profile and can be changed as required, provided the user has authority to change company number. If the company number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Customer 7 Alphanumeric Entry in this field will be validated against the Customer Master File. If a customer number is entered for an inactive or deleted customer, an error message will display. The customer number entered must be an active customer. Upon entry of the customer number, and clicking on the ENTER icon, all required defaults from the Customer Master File will populate the fields displayed in the window. If the customer number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer record, by clicking on the SEARCH icon. Bill-To Name and Address s These fields display the customer's name, address, including city, state and zip as well as the Country Code for the Customer number selected. Information in the Bill-To field is as it is maintained in the Customer Master File for the customer number entered. The data displayed in these fields cannot be changed. 125

134 Ship-To 7 Alphanumeric Entry in this field will be validated against the Ship-To Master File. Defaults to default ship-to number from the Customer Master File. Represents the code assigned to the customer location that this order will be shipped to. If a ship-to code is not entered, the ship-to name and address will default to the customer's name and address as maintained in the Customer Master File record. If the ship-to number differs from the default for this order, the user can enter a ship-to number. If the ship-to number is NOT known, it can be located in the Ship-To Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship-To record, by clicking on the SEARCH icon. Order Number 9.0 Numeric The Order Number is used by S2K Enterprise to uniquely identify the customer s order in the data files. When adding a new order, the system will generate a unique number that will be attached to the order. This number is sequential, and is maintained in the S2K Enterprise Constants File. When recalling a previously entered order, enter the customer's unique order number to retrieve that order. If the order number for an existing order is NOT known, it can be located in the Standing Order Search window by clicking on the 'SEARCH' icon. Ship-To Name 30 Alphanumeric This field displays the ship-to name, as maintained in the Ship-To Master File, for the ship-to number entered. If a ship-to number was not entered, this field will display the customer name, as maintained in the Customer Master File, for the customer number entered. If this order will be shipped to a one-time only location, the ship-to name can be entered manually. Ship-To Address 30 Alphanumeric This field displays the ship-to address, as maintained in the Ship-To Master File for the ship-to number entered. If a ship-to number was not entered, this field will display the customer s address as maintained in the Customer Master File for the customer number entered. If this order will be shipped to a one-time only location, the ship-to address can be entered manually. City/State/Zip Three fields (explained below) used for the ship-to City, State, and Zip Code. City 17 Alphanumeric Entry in this field is conditional and is used to enter free-form text indicating the ship-to City or Town. Entry in this field is required if the City/State/Zip Required check box is selected (checked) for YES in the Country Master File; for the country entered in the Country Code field. State 2 Alphanumeric Required field used for the ship-to State Code. This code is validated against the pre-loaded State Master File. If the state code is NOT known, it can be located in the State Search window by clicking on the SEARCH icon. Additionally, with proper authority the user may ADD, EDIT, mark INACTIVE or REACTIVATE a state record by clicking on the SEARCH icon. Zip 15 Alphanumeric Entry in this field is conditional and is used for the entry of the ship-to Zip Code. This field was set up to store the basic 5 character postal zip code plus the 4-character zip code suffix. Canadian and other foreign postal code designations may be entered in this field. Entry in this field is required if the City/State/Zip Required check box is selected (checked) for YES in the Country Master File; for the country entered in the Ship To Country field. Ship To Country Code 3 Alphanumeric This field displays the ship-to country code, as maintained in the Ship-To Master File for the ship-to number entered. If a ship-to number was not entered, this field will display the customer s country code as maintained in the Customer Master File for the customer number entered. Status Drop Down Selection Box Status selections are ACTIVE or CANCELLED. New orders default to ACTIVE. To cancel a standing order select CANCELLED from the Status drop down selection box. 126

135 Order Taker 3 Alphanumeric Entry in the Order Taker field is optional and will be validated against the Order Taker Master File. The entry in this field indicates the User ID of the individual entering the order. If the Order Taker code is NOT known, it can be located in the Order Taker Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Order Taker code, by clicking on the SEARCH icon. Entry Date 6.0 Numeric Represents the date of this order; defaulting to the current system date and can be changed if required. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. Cancel Date 6.0 Numeric Optional field representing the date on which this standing order will no longer be valid, this field is informational only. It identifies when this order should be cancelled, if it has not yet shipped. The system default is blank and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. Customer P.O. Number 20 Alphanumeric Represents the customer s purchase order number for this order. Required if the PO Mandatory check box in the Customer Master File, for this customer, is selected (checked) for YES. If a duplicate purchase order number is entered for this customer, the system will issue a warning indicating the duplication of purchase order numbers. This warning will not prevent the user from entering the order. Terms 2 Alphanumeric Represents the payment terms the customer will receive when this order is invoiced. Entry in this field is validated against the Payment Terms Master File. Defaults to the terms code found in the Terms field in the Customer Master File for the customer number entered. If the terms code differs from the default for this order, the user can change the terms code. If the Terms code is NOT known, it can be located in the Terms Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Terms code, by clicking on the SEARCH icon. Location 4 Alphanumeric Entry in this field represents the location that should initially be used to determine item availability, and the location that will be used to process shipment of goods for this order. Entry in this field is validated against the Location Master File. Defaults to the location found in the default location in the Customer Master File or the customer number entered. If a ship-to number was entered for this order, and the default location differs from the customer default location, the location will default to the entry found in default location in the Ship-To Master File. If a default location is not found in the Customer or Ship-To Master Files, entry in this field is the default location found in the user s S2K Enterprise User Profile. If the location differs from the default for this order, the user can change the location code provided they have the authority to change location code. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location record, by clicking on the SEARCH icon. County Tax 4.0 Numeric Represents the county jurisdiction for which sales tax is to be collected. Entry in this field is validated against the County Tax Code Master File. Defaults to the county tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the county tax code differs from the customer county tax code, the code will default to the entry found in the county tax code in the Ship-To Master File. If the county tax code differs from the default for this order, the user can change the county tax code. If the County Tax code is NOT known, it can be located in the County Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a County Tax code, by clicking on the SEARCH icon. 127

136 Local 1 Tax 4.0 Numeric Represents the first local jurisdiction for which sales tax is to be collected. Entry in this field is validated against the Local 1 Tax Code Master File. Defaults to the local 1 tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the local 1 tax code differs from the customer local 1 tax code, the code will default to the entry found in the local 1 tax code in the Ship-To Master File. If the local 1 tax code differs from the default for this order, the user can change the local 1 tax code. If the Local 1 code is NOT known, it can be located in the Local 1 Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Local 1 Tax code, by clicking on the SEARCH icon. Local 2 Tax 4.0 Numeric Represents the second local jurisdiction for which sales tax is to be collected. Entry in this field is validated against the Local 2 Tax Code Master File. Defaults to the local 2 tax code from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the local 2 tax code differs from the customer local 2 tax code, the code will default to the entry found in the local 2 tax code in the Ship-To Master File. If the local 2 tax code differs from the default for this order, the user can change the local 2 tax code. If the Local 2 code is NOT known, it can be located in the Local 2 Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Local 2 Tax code, by clicking on the SEARCH icon. Ship Via 20 Alphanumeric Represents the shipping method for the customer order. Entry in this field is validated against the Ship Via Master File. Defaults to the ship via code found in the Ship Via field in the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the ship via differs from the customer ship via, the code will default to the entry found in Ship Via field in the Ship-To Master File. If the ship via code differs from the default for this order, the user can change the ship via code. If the Ship Via code is NOT known, it can be located in the Ship Via Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship Via code, by clicking on the SEARCH icon. Salesman Numeric Identifies the first salesman on the order. Entry in this field is validated against the Salesman Master File. Defaults to Salesman 1 from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the salesman code differs from the customer salesman code, the code will default to the entry found in Salesman 1 in the Ship-To Master File. If the salesman 1 code differs from the default for this order, the user can change the salesman 1 code provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If the salesman code is NOT known, it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman record, by clicking on the SEARCH icon. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Commission Rate Numeric Identifies the commission percentage to be assigned to the first salesman on the order. This field will only display if the Cross Applications User Defaults Interface check box Display Commissions, via the C/O DEFAULTS button, is selected (checked) for YES. Defaults to commission rate one from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the commission rate one differs from the customer commission rate one, the rate will default to the entry found in commission rate one in the Ship-To Master File. If the commission rate one differs from the default for this order, the user can change the commission rate. Note: The rate of commission payable to a salesman can be changed for a single item on an order when entering the item detail. 128

137 Salesman Numeric Identifies the second salesman on the order. Entry in this field is validated against the Salesman Master File. Defaults to Salesman 2 from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the salesman code differs from the customer salesman code, the code will default to the entry found in Salesman 2 in the Ship-To Master File. If the salesman 2 code differs from the default for this order, the user can change the salesman 2 code provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If the salesman code is NOT known, it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman record, by clicking on the SEARCH icon. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Commission Rate Numeric Identifies the commission percentage to be assigned to the second salesman on the order. This field will only display if the Cross Applications User Defaults Interface check box Display Commissions, via the C/O DEFAULTS button, is selected (checked) for YES. Defaults to commission rate two from the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the commission rate two differs from the customer commission rate two, the rate will default to the entry found in commission rate two in the Ship-To Master File. If the commission rate two differs from the default for this order, the user can change the commission rate. Note: The rate of commission payable to a salesman can be changed for a single item on an order when entering the item detail. Order Placed By 30 Alphanumeric Entry in this field is conditional based on settings in the Cross Applications Customer Orders Interface via the MISC function. If the Order Entry: Order Requested By check box is unselected (blank) for NO, entry in this field will be optional. If the Order Entry: Order Requested By check box is selected (checked) for YES, in the Interface, entry in this field will be mandatory. Entry in this field is informational and allows your order taker to record the name of the person that has called, ed, etc. to request the order. The name entered in this field will display on the Order/Invoice Inquiry header window when accessing the order in the Detail Sales Inquiry. Discount Numeric Represents the first order discount to be applied to the material total for this order. Defaults from entry in the Order Discount field in the Customer Master File for the customer number entered. If a ship-to number was entered for this order, and the order discount one differs from the customer order discount one, the discount will default to the entry found in order discount one in the Ship-To Master File. If the order discount differs from the default for this order, the user can change the amount of the discount. A discount of 10%, for example, would be entered as.10. A discount of 10 1/2% would be entered as.105. Discount Numeric Represents the second order discount to be applied to this order. Order discount two is applied to the material total of the order after order discount one has been applied. A discount of 10%, for example, would be entered as.10. A discount of 10 1/2% would be entered as.105. Discount Numeric Represents the third order discount to be applied to this order. Order discount two is applied to the material total of the order after order discount two has been applied. A discount of 10%, for example, would be entered as.10. A discount of 10 1/2% would be entered as.105. Ship Complete Check Box Will shipment of this Standing Order be permitted only if the order is complete? If yes, select (check) the Ship Complete check box. If partial shipments are permitted the Ship Complete check box can be unselected (blank) for NO. Allow Backorders Check Box Will backorders for this Standing Order record be permitted? If yes, select (check) the Allow Backorders check box. If backorders will be prohibited deselect (blank) the Allow Backorders check box. 129

138 B/O Priority Drop Down Selection Box Represents the backorder priority to be assigned to this order, should all requested items not be available at this time. Valid entries are 1 (highest priority) to 5 (lowest priority). Defaults from entry in the Backorder Priority field in the Customer Master File for the customer number entered. If the backorder priority differs from the default for this order, the user can change the priority code. Program Functions Clicking on the REFRESH button clears the current window and returns the display to a new entry window. Clicking on the END ORDER button ends the order and prompts the display of the Future Orders summary window. Clicking on the CUSTOMER INQUIRY button permits the navigation of the inquiry system for information on this customer. Customer specific comments can be updated using this option. Refer to Customer in the Inquiry chapter of the S2K Enterprise Customer Orders: Volume II Manual for additional information on navigating the Customer Inquiry. 130

139 Standing Order Detail Once the required information has been entered on the Standing Orders header window, click on the ENTER icon to continue. Promotions Based on the following two settings, and the customer number entered on the Standing Orders header window, clicking on the ENTER icon after completion of the Standing Orders header window will automatically invoke the display of the following Current Promotions window allowing the user to select promotional items to be entered on the current order. Items can be selected by item number or by division and class. This function is dependent on 1) the selection in the Promo Pricing check box in the Customer Master File for the selected customer and 2) the selection of the Display Current Promotions check box in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. Additionally, this function can be accessed by clicking on the PROMOTIONS button, from the Standing Orders detail window. Promotional items displayed in the Current Promotions window are established in the Promotional Pricing by Item and the Promotional Pricing by Division/Class Master Files via the S2K Enterprise Customer Orders File Maintenance Custom Pricing menu. FIGURE 77 CURRENT PROMOTIONS WINDOW The top portion of the Current Promotions window displays promotional items by Item Number. The Item Number and Description, promotional beginning and ending dates, starting quantity for promotional price, current item price, promotional price and available quantity will display. To select an item, to be placed in the current order, enter the quantity to be added in the Select Qty field and click on the ENTER icon. The window will display the message Order Detail Lines Added. This process can be repeated as required. Click on the REFRESH button to clear the message and refresh the Start Qty field. Click on the ENTER icon to prompt the display of the Standing Orders detail window. Information, as it is maintained in the Item Master File for the selected item, will populate the data entry fields on the Standing Orders detail window and can be changed as necessary. 131

140 The bottom portion of the Current Promotions window displays promotional items by Division and Class and by Vendor. To select an item from the Division/Class and Vendor portion of the window, position the cursor on the line item and click on the ENTER icon. Either one of the following Promotional Items Selection windows will display, listing all items within the selected Division and Class or preferred vendor. FIGURE 78 DIVISION/CLASS PROMOTIONAL ITEMS SELECTION WINDOW Or FIGURE 79 VENDOR PROMOTIONAL ITEMS SELECTION WINDOW The item number and description, current item price, promotional price and available quantity will display. To select an item, to be placed in the current order, enter the quantity to be added in the Select Qty field and click on the ENTER icon. The window will display the message Order Detail Lines Added. This process can be repeated as required. Click on the ENTER icon to return the display to the Current Promotions window, click on the ENTER icon again to prompt the display of the Standing Orders detail window. Information, as it is maintained in the Item Master File for the selected item, will populate the data entry fields on the Standing Orders detail window and can be changed as necessary. 132

141 Click on the ENTER icon to continue. The Standing Orders detail window will display, illustrated in Figure 80. Figure 80 Standing Orders Detail Window Company, order number and customer number and description default from the Standing Orders header window and may not be edited. The currency code displays on the bottom of the Standing Orders detail window provided a foreign customer was selected on the Standing Orders header window and represents the currency in which any price changes should be entered. When entering a Standing Order for a domestic customer the currency code will not display. The bottom portion of the Standing Orders detail window allows for the entry of line item information including the item number, quantity, price, customer item number, update inventory, direct ship item, etc. These fields are described in detail on the following pages. The top portion of the Standing Orders detail window displays summarized line item information as it is entered from the bottom portion of the window. Additionally, clicking on the ENTER icon as items are entered subtotals the order and displays the subtotal on the top portion of the window. Column headings defined in BLUE on the top portion of window denote toggle or sort capable columns. Caution: The user must click on the ENTER icon after entering each line prior to ending the order for entries to be saved. Additional field and program functions available on the Standing Orders detail window are as follows. Field Descriptions and Specifications: Top of Standing Orders Detail Window Company The company number defaults based on the company selected on the Standing Orders header window. Order Number System generated display field indicating the unique order number assigned to the current order; defaulting from the Standing Orders header window. Customer Number/Name Display field indicating the customer number and name for which the current order is being placed; defaulting from the Standing Orders header window. 133

142 Line Display field representing the line number to reference for the item entered. System-generated as items are entered on the bottom portion of the Standing Orders detail window. S Display field representing the type of transaction generated by entry of the line item on the bottom portion of the Standing Orders detail window, i.e., A Active, C Cancelled, T Transfer, D Direct Ship, M Manufacturing Order, P Purchase Order. Code Display field representing the price code entered for the line item on the bottom portion of the Standing Orders detail window, i.e. OP Override Price, LS Lost Sale, NS Non Stock Item, A Add/Update Item, Price Level. If a message was added to the order by clicking on the MESSAGES button, an M will display in this field indicating a message line. Order Quantity Display field representing the item quantity entered for the line item on the bottom portion of the Standing Orders detail window. Our Item/Customer Item Number Toggle Display field representing the internal item number or customer item number entered for the line item on the bottom portion of the Standing Orders detail window. This column can be toggled to display either Our Item or Customer Item Number by clicking on the UP/DOWN karat icon. U/M Display field representing the default selling unit of measure as found in the Item Master File for the item number entered on the bottom portion of the Standing Orders detail window. Location Display field representing the location from which the items ordered are shipped. Defaults based on the line item entered on the bottom portion of the Standing Orders detail window. Item Description Display field representing the Line 1 item description as maintained in the Item Master File. Defaults based on the line item entered on the bottom portion of the Standing Orders detail window. Discount Display field representing the discount percentage taken for the line item entered on the bottom portion of the Standing Orders detail window. Unit Price Display field representing the price for each unit requested for shipment to the customer for the line item entered on the bottom portion of the Standing Orders detail window. Extension Display field representing the Unit Price X Quantity - Line Discounts for the line item entered on the bottom portion of the Standing Orders detail window. Subtotal Display field representing the subtotal of all line items entered. Updates by clicking on the ENTER icon as items are entered on the bottom portion of the window. Field Descriptions and Specifications: Bottom of Standing Orders detail window Line 4.0 Numeric System-generated line number identifier; numbered sequentially within each order, beginning with 1. This value is used to identify the item when the order is stored in the Open Order Detail File and the Sales Analysis Detail File. Additionally, entering a line number in this field and clicking on the ENTER icon redisplays item information for the selected line on the Standing Orders detail window allowing the user to enter/update line item information; when a line is selected for updating this field will not be available for entry. 134

143 Status Drop Down Selection Box The value selected in this field represents the status of the current line. The default is ACTIVE for the line currently being entered. To cancel the entries for a line, enter the line number in the Line field and select CANCELLED from the Status drop down selection box. Clicking on the ENTER icon will delete the line item information for the selected line. Canceled lines may not be edited. Note: When canceling a direct ship line attached to a Manufacturing Order/Purchase Order, the user will receive a warning, Warning PO/MO has been created, Enter again to Confirm Delete. When the product ordered on the PO or MO is received into inventory the order will not be updated and stock status will not be updated. CD (Price Code) 2 Alphanumeric Enter the Price Code for the selected line item. Price levels of default based on the pricing for which the selected customer qualifies. The value in this field defaults from the Customer Master File for the selected customer. The price level can be changed as required by the user to an alternate price level. If the Price Code is NOT known, it can be located in the CD Search window by clicking on the 'SEARCH' icon. Valid entries/selections are: NS Non Stock Item. LS Lost Sales. A Display Item File Maintenance for item. OP Override Price. When the order has been created by using the Standing Order or Future Order features or has been copied from Sales History, a print code of OP can be used Price Level Ordered Quantity This value indicates the requested item quantity for this order. Item Numbers: 9.2 Numeric Our # 20 Alphanumeric Enter the item number; entry in this field will be validated against the Item Master File. Identifies the code assigned to the merchandise the customer wishes to order. If the item number is not available the user may enter the GTIN, UPC or EAN number for the item, as maintained in the Item Master File. Clicking on the ENTER icon instructs the system to return the S2K Enterprise item number to the Internal (Our Item) field. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Once the item number has been entered or selected from the Item Search window, clicking on the ENTER icon instructs the system to automatically retrieve all other information (item description, price, cost, etc.) from the Customer and Item Master Files and will display the information in the appropriate fields. Cust # 20 Alphanumeric Optional field used for entering the Customer Item Number relative to the internal item numbers as maintained by your organization. Entering a customer item number in this field and clicking on the ENTER icon returns your item information to the Standing Orders detail window. The Internal field will be populated with the corresponding item number as maintained by your organization. Information on Customer Item Numbers is maintained in the Customer Item Number Master File. If the Customer Item Number is NOT known, it can be located in the Customer Item Search window by clicking on the 'SEARCH' icon. This field is automatically be populated by the system if the user enters an, Our Item Number, for which corresponding Customer Item Number exists. 135

144 Ven # 20 Alphanumeric Optional field used for entering the Vendor s Item Number relative to the internal item numbers as maintained by your organization. Entering a Vendor Item Number in this field and clicking on the ENTER icon returns your item information to the Future Orders detail window. The Internal field will be populated with the corresponding item number as maintained by your organization. Information on Vendor Item Numbers is maintained in the Item Master File via the VENDOR button. If the Vendor Number is NOT known, it can be located in the Vendor Item Number Search window by clicking on the 'SEARCH' icon. U/M 3 Alphanumeric Defaults to the selling unit of measure as found in the Item Master File for the item number entered. The unit of measure can be changed if required, during ENTRY mode, to any valid unit of measure for this item. However, in UPDATE mode, the Unit of Measure field cannot be edited. Upon changing the unit of measure, the system will re-price the item based upon the conversion equivalent for the new unit of measure entered. When creating a non-stock item the user will be permitted to enter the desired unit of measure. If the Unit of Measure code is NOT known, it can be located in the Unit of Measure Search window by clicking on the SEARCH icon. Location 4 Alphanumeric The code entered in this field indicates the location that should be used initially to determine item availability. Additionally, the location entered here will be the location from which the items ordered are shipped. Defaults from entry on the Standing Orders header window and can be changed, in ENTRY mode, provided the current user has authority to change location code. However, in UPDATE mode the Location field cannot be edited. If the Location code is NOT known, it can be located in the Location Search window by clicking on the SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. Description 1 30 Alphanumeric Defaults from the Item Description 1 field in the Item Master File based upon the item number entered and can be overridden if required. Description 2 30 Alphanumeric Defaults from the Item Description 2 field in the Item Master File based upon the item number entered and can be overridden if required. Discount % 3.1 Numeric This value defaults based on pricing established for the selected customer via the pricing options on the S2K Enterprise Customer Orders File Maintenance Customer Pricing menu. This value may also default from the Item Balance Master File. The discount will be based on the quantity purchased. This value can be overridden to use any percentage as a discount. Format for entry in this field is 00, where 00 represents the discount percentage. For example, 10 indicates a 10% discount. Negative values are not permitted in this field. Amt 11.2 Numeric The discount amount displays based on the percentage entered in the preceding Disc % field. Entering a discount percentage in the preceding field and clicking on the ENTER icon instructs the system to calculate the dollar value of the discount based on the discount percentage off the unit price. 136

145 Salesman 1/% 5.0 Numeric/7.4 Numeric The value in this field defaults from the Standing Orders header window and identifies the salesman 1 code for commissions calculated on the selected line item. The default value in this field may be overridden as required provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The salesman code entered in this field will be validated against the Salesman Master File. If the Salesman code is NOT known it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a salesman record, by clicking on the SEARCH icon. Commission percentage values are displayed provided the Display Commissions check box, in the Cross Applications User Defaults Interface (for the current user), via the C/O DEFAULTS button, is selected (checked) for YES. The default value in this field is based on the commission rate maintained in the Salesman Master File. However, if a record exists in the Salesman/Customer/Item Commissions file, for the selected customer and line item, that commission rate will default to this field and can be overridden if necessary. Commission rates in the Salesman/Customer/Item Commissions file override commission rates maintained in the Salesman Master File for items at the detail line level. The commission percentage at the line item level will be used in determining salesman commissions when processing the By Item option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. To amend the commission rate for the entire order, the user should amend the commission rate one and/or commission rate two fields on the Standing Orders header window. The commission percentage at the order header level will be used in determining salesman commissions when processing the By Invoice option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. Salesman 2/% 5.0 Numeric/7.4 Numeric The value in this field defaults from the Future Orders header window and identifies the salesman 2 code for commissions calculated on the selected line item. The default value in this field may be overridden as required provided the user has authority to override Salesman in O/E as determined in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. The salesman code entered in this field will be validated against the Salesman Master File. If the Salesman code is NOT known it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a salesman record, by clicking on the SEARCH icon. Commission percentage values are displayed provided the Display Commissions check box, in the Cross Applications User Defaults Interface (for the current user), via the C/O DEFAULTS button, is selected (checked) for YES. The default value in this field is based on the commission rate maintained in the Salesman Master File. However, if a record exists in the Salesman/Customer/Item Commissions file, for the selected customer and line item, that commission rate will default to this field and can be overridden if necessary. Commission rates in the Salesman/Customer/Item Commissions file override commission rates maintained in the Salesman Master File for items at the detail line level. The commission percentage at the line item level will be used in determining salesman commissions when processing the By Item option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. To amend the commission rate for the entire order, the user should amend the commission rate one and/or commission rate two fields on the Future Orders header window. The commission percentage at the order header level will be used in determining salesman commissions when processing the By Invoice option on the S2K Enterprise Accounts Receivable Reports Salesman Commission menu. Note: The first salesman on the order is used for sales analysis reporting and commission calculations. Salesman #2 is for commission calculation purposes only. 137

146 Vendor 6 Alphanumeric Represents the code assigned to the supplier of this item, entry in this field will be validated against the Vendor Master File. If a code already displays in this field, it is the result of an entry in the Preferred Vendor field in the Item Balance Master File. Required entry if the Direct Ship or Create PO/MO check boxes are selected (checked) for YES. If the Vendor code is NOT known it can be located in the Vendor Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor code, by clicking on the SEARCH icon. Division 4.0 Numeric Defaults from the Item Master File based upon the item number entered. Entry in this field is validated against the Division Master File. Represents the inventory classification to which this item has been assigned and can be changed as required. If the Division code is NOT known, it can be located in the Division Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Division code, by clicking on the SEARCH icon. Class 4.0 Numeric Defaults from the Item Master File based upon the item number entered. Entry in this field is validated against the Division/Class Master File. Represents the inventory sub-classification to which this item has been assigned and can be changed as required. If the Class code is NOT known, it can be located in the Division/Class Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Class code, by clicking on the SEARCH icon. Create PO/MO Check Box Selection of this check box indicates whether or not a purchase order should be created, in the Purchase Orders module, to request this item for the customer. The purchase order created will be tagged with this customer and order number. When received into inventory, the merchandise will be automatically committed to this order. For direct shipments, this flag does not have to be selected (checked) for YES. Direct shipment processing will automatically create the required purchase order. If the item is a Manufactured Item and is not preassembled this flag will automatically be selected (checked) for YES if there is a quantity backorder. If the item is preassembled this check box will be unselected (blank) for NO but may be selected (checked) for YES if required. If a non-stock item is created on-the-fly or if an existing non-stock item (as maintained in the Item Master File) is backordered, the system will automatically select this check box to create a purchase order for the non-stock item. Important Note for Intercompany Processing Users: If a purchase order is linked to a customer order the customer order must be invoiced prior to the receipt of the purchase order to ensure the proper recording of the transaction to the intercompany ledger accounts assigned in the Intercompany G/L Accounts Master File. Direct Ship Check Box If the Direct Ship check box is unselected (blank) for NO as the default when processing begins on the Standing Orders detail window the user may select (check) this box on a line by line basis provided the Direct Ship check box in the Customer Master File, for the selected customer is selected (checked) for YES. The user may change the Direct Ship check box to selected, (checked) for YES, on a line by line basis, to indicate that the selected item is to be shipped directly to the customer from the vendor or supplier. If the entry in the Direct Ship check box in the Customer Master File is unselected (blank) for NO, the user will receive an error message if they attempt to select (check) this Direct Ship check box. If this occurs, order processing cannot continue until this check box is unselected (blank) for NO. Additionally, the Direct Ship check box default will be selected (checked) for YES if a drop ship only item, as specified in the Item Balance File, is entered on the Standing Orders detail window during the Standing Order Entry process, the user will be prohibited from changing this setting. In this instance the Direct Ship check box in the Customer Master File, for the selected customer, must be selected (checked) for YES or this item must be removed from the order. Note: The cost for line items that have been tagged as Direct Ship is retrieved from the Item Vendor File. If no cost is found in the Item Vendor File the system will use the average or current cost from the Item Balance File. 138

147 Update Inventory Check Box The setting in this check box indicates whether or not inventory on-hand values are to be adjusted for this line item. Taxable Check Box The status of this check box, (selected or blank), defaults based on the Charge Tax check box in the Item Master File. If this check box is selected (checked) for YES, sales tax will be calculated on the total price of the item, provided the customer is not tax-exempt. Price 11.4 Numeric Represents the price for each unit requested for shipment to the customer. This value defaults based on pricing established for the selected customer via the pricing options on the S2K Enterprise Customer Orders File Maintenance Customer Pricing menu. The price can be overridden to any price. The unit price displayed does not reflect any order or line item discounts for which the item may qualify. The price that displays will display in the currency as maintained in the Customer Master File for the customer number selected here. When changing the price, enter it in the currency based on this customer number, i.e., if Canadian Dollar displays at the top of the window any pricing changes should be entered in Canadian dollars. The currency will display at the top of the Standing Orders detail window. A price must be entered to continue processing. Line items with no price are prohibited by the system. Net Price 11.2 Numeric The net price is calculated by the system and displays based on the unit price entered less any discounts taken. Current Cost The item cost displayed can be last, average, other, or standard based upon settings in the Cross Applications Customer Orders and Inventory Interfaces. The currency in which the cost displays is the domestic currency relative to the company number selected on the Standing Orders header window. Note: The cost for line items that have been tagged as Direct Ship is retrieved from the Item Vendor File. If no cost is found in the Item Vendor File the system will use the average or current cost from the Item Balance File. Gross Profit % 5.2 Numeric The default value in this field indicates the total gross profit percentage for this line item. The calculation used to determine gross profit percentage is: (Unit Price - Line Discount) - Cost (Unit Price - Line Discount) Changing the default value in this field and clicking on the ENTER icon instructs the system to recalculate the selling price of the item. Price, net price, and gross profit values will be adjusted based on the percentage entered. Changing the gross profit percentage for a detail line item writes a Detail Price record to the Order Entry Changes Inquiry. Accessing the Order Entry Changes Inquiry on the S2K Enterprise Customer Orders Inquiry menu will display the Detail Price change record on the Customer Order Change Inquiry window. If the gross profit percentage for the line item entered exceeds the values established in the Cross Applications Customer Orders Interface in the Gross Profit % Warning Message if the Line Item Gross Profit % is Less Than or Greater Than field, the following warning message will display, Warming: Item Gross Profit is out of Acceptable Range, this is only a warning message. Click on the ENTER icon to continue. This field will be suppressed when foreign values are displayed by clicking on the FOREIGN button. Gross Profit Display field indicating the total gross profit amount for this line item. The calculation used to determine gross profit amount is: (Unit Price - Line Discount) - Cost Extension 11.2 Numeric Display field calculated as follows: Unit Price * Quantity - Line Discounts. 139

148 Program Functions Clicking on the SHOPPING LIST button prompts the display of the Shopping List window listing all items previously ordered by the selected customer. The Shopping List window is available to speed up the process of entering detail line items. S2K Enterprise maintains previous orders of each customer that can be accessed at the time of order entry. See Shopping List on page 141 for additional information. Clicking on the MESSAGES button, from the Standing Orders detail window, prompts the display of the Line Item Messages window allowing the user to enter messages, for the current line item, that can be printed on pick tickets, order acknowledgements, manufacturing work orders, invoices or purchase orders. Additionally, messages can be coded as internal messages only and will not print on any forms. See Messages on page 145 for additional information. Clicking on the RESET button clears entry in the line item entry fields on the bottom portion of the Standing Orders detail window. Clicking on CUST/ITEM PRICING button, from the Standing Orders detail window, will display the following Customer/Item Pricing Inquiry window. The data shown on the top portion of this window defaults based on the line item entered on the Standing Orders detail window. The bottom portion of the Customer/Item Pricing Inquiry window provides data for the pricing of items, as maintained in the Item Balance File via the PRICING button, including a suggested selling price based on the selling unit of measure, and selling price levels based on quantity breaks. Up to ten pricing levels can be used in S2K Enterprise. During the Standing Order Entry process, the price level will be determined based on the value maintained in the Price Level field in the Customer Master File. See Customer Item/Pricing on page 147 for additional information. Clicking on the END ORDER button prompts the display of the Standing Orders summary window. See Standing Orders Summary on page 155 for additional information. Clicking on the CUSTOMER INQUIRY button permits the navigation of the inquiry system for information on this customer. Customer specific comments can be updated using this option. See Customer Inquiry on page 148 for additional information. Clicking on the INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. See Item Inquiry on page 149 for additional information. Clicking on the COMPLEMENTARY ITEMS button prompts the display of the Complementary Links window showing items with established complementary links to the current item. If an item is entered, on the Standing Orders detail window, that has a complementary item(s) established, a message will display alerting the user complementary items exist. See Complementary Items on page 150 for additional information. Clicking on the SUBSTITUTIONS button will display the Item Substitution window showing all items with the same substitution link code. See Substitutions on page 151 for additional information. Clicking on the CUST. MSGS button, from the Standing Orders detail window, prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. See Customer Messages on page 152 for additional information. Clicking on the INSERT LINE button from the Standing Orders detail window allows the user to insert detail or messages lines between existing lines during Standing Order Entry. See Insert Line on page 154 for additional information. 140

149 Shopping List The Shopping List Window is available to speed up the process of entering detail line items. S2K Enterprise maintains previous orders of each customer that can be accessed at the time of order entry. Clicking on the SHOPPING LIST button from the Standing Orders detail window prompts the display of the Shopping List window listing all items previously ordered by the selected customer. Enter Item Quantity FIGURE 81 SHOPPING LIST WINDOW (ADDITIONAL INFORMATION) The customer number and description default based on the customer entered on the Order Entry/Update header window and may not be edited. The currency in which the customer was established in the Customer Master File will display at the top of the window. Several sort fields are available which can be used to limit the information displayed on the Shopping List window, additional field explanations are as follow. Field Descriptions and Specifications Customer/Description Display field indicating the customer number and name, as maintained in the Customer Master File. The customer defaults from the Order Entry/Update header window and may not be edited. Ship-to 7 Alphanumeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering a ship-to number and clicking on the ENTER icon will return past order information for the selected Ship-to number. If the Ship-to number is not known, it can be located in the Ship-To Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Ship-to number, by clicking on the SEARCH icon. Start at Item Number 20 Alphanumeric Positioning the cursor in the Start at Item Number field and clicking on the 'SEARCH' icon can assist in locating an item within the Shopping List window. Selecting the item in the Item Search Window and clicking on the ENTER icon will return the item to the Start at Item Number field. Clicking on the ENTER icon again will display the item selected on the top line of the Shopping List window. 141

150 Bottom of Display Window: The information displayed on the bottom of the Shopping List window is updated when invoices, for the selected customer, are run during the billing cycle. Additional sort capabilities are available by clicking on column headings in blue, the window can be sorted by item number, Y-T-D physical year, or Y-T-D unit quantity (year-to-date quantities are displayed in the stocking unit of measure). Item Number Display field indicating the item number of any items previously purchased by the selected customer. Description s Item description lines, as maintained in the Item Master, will display. Description lines 2 and 3 display by clicking on the ADDITIONAL INFO button. Loc Display field indicating the inventory location associated with the line item displayed; i.e., the location from which the order was or will be fulfilled. Last Date Display field indicating the date on which the order was entered into the system. Last Qty Display field indicating the item quantity ordered when the order was entered into the system. Last Price Display field indicating the price of the item at the time the order was entered into the system. Y-T-D Quantity Display field indicating the year to date number of units purchased from the selected customer (year-to-date quantities are displayed in the stocking unit of measure). The year displayed can be changed as required; the default value is based on the current year maintained in the Cross Applications Company Interface. Stk U/M Display field indicating the stocking unit of measure for the items displayed, as maintained in the Item Master File. Unit Price Display field indicating the per unit price of the item. Qty Available Display field indicating the number of units of the item that are available (not committed to orders) for selection into the current order. Order Qty 9.2 Numeric Enter the quantity of the item to be added to the current order. After entering the required purchase quantity in the Order Quantity field and clicking on the ENTER icon a message will display stating that order detail lines have been added to the order. Clicking on the PREVIOUS icon will return the display to the Order Entry/Update detail window. Program Functions Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. Refer to Item in the Inquiry chapter of the S2K Enterprise Customer Orders: Volume II Manual for additional information on navigating the Item Inquiry. Clicking on the ADDITIONAL INFO button displays an additional line of information for the items displayed. The additional line displays the item description lines 1, 2 and 3, as maintained in the Item Master File. Clicking on the FILTER button, on the Shopping List window, prompts the display of the Selection Filter window. This function allows the user to enter filtering criteria to limit the information displayed on the Shopping List window. See Filter on page 61 for additional information. 142

151 Filter Clicking on the FILTER button, on the Shopping List window, prompts the display of the Selection Filter window. This function allows the user to enter filtering criteria to limit the information displayed on the Shopping List window. Entering a location code, manufacturing number, vendor, division and/or class on the Selection Filter window and clicking n the ENTER icon will return the display to the Shopping List window. Only those items that meet the filtering criteria will display on the Shopping List window. Field Descriptions and Specifications FIGURE 82 SELECTION FILTER WINDOW Location 4 Alphanumeric The default value in this field is based on the location from the Order Entry/Update header window and can be changed as required. To display all locations, from which orders for the selected customer have been invoiced, delete the current location and click on the ENTER icon. All valid locations will display on the Shopping List window. To limit the display for a specific location code other than the default, enter the location code and click on the ENTER icon to return to the Shopping List window, past order information for the selected location will display. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a location record, by clicking on the SEARCH icon. Mfg # 20 Alphanumeric Entry in this field is optional and can be used to enter the number of the item supplied by the manufacturer. This number represents the manufacturer s exact item number for the item carried in your inventory and can be used to filter the results displayed on the Shopping List window. Entering the manufacturing number and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected manufacturing number will display. Description 20 Alphanumeric Entry in this field is optional and can be used to enter an item description or a string of characters in the item description to limit the results displayed on the Shopping List window. Entering the item description and clicking on the ENTER icon will return the display to the Shopping List window; item information that meets the selection criteria will display. Vendor 6 Alphanumeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering a vendor code and clicking on the ENTER icon will return the display to the Shopping List window; past order information items assigned to the selected vendor will display. If the Vendor code is NOT known, it can be located in the Vendor Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor record, by clicking on the SEARCH icon. Division 4.0 Numeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering an inventory division code and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected inventory division will display. If the division code is NOT known, it can be located in the Division Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a division record by clicking on the SEARCH icon. 143

152 Class 4.0 Numeric Entry in this field can be used to limit the information displayed on the Shopping List window. Entering an inventory class code and clicking on the ENTER icon will return the display to the Shopping List window; past order information for the selected inventory class will display. If the class code is NOT known, it can be located in the Division/Class Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a division/class record by clicking on the SEARCH icon. 144

153 Messages Clicking on the MESSAGES button, from the Standing Orders detail window, prompts the display of the Line Item Messages window allowing the user to enter messages, for the current line item, that can be printed on pick tickets, order confirmations, proforma invoices, manufacturing work orders, invoices or purchase orders. Additionally, messages can be coded as internal messages only and will not print on any forms. Field Descriptions and Specifications FIGURE 83 LINE ITEM MESSAGES WINDOW Line Display field representing the current line for which the message is being entered. Defaults from the Standing Orders detail window. Status 1 Alphanumeric Represents the status of the current line comment. The default is A ACTIVE for the line comment currently being entered. To cancel the entries for a line, enter the line number in the Line field on the Standing Orders detail window and click on the ENTER icon to redisplay the Line Item Messages window. Enter a C CANCEL in the Status field. Clicking on the ENTER icon will delete the line message information for the selected line. CD 2 Alphanumeric Enter the code that will instruct the system on which form to print the message, or to instruct the system that this is an internal message not to be printed on any forms. Available message codes are as follows: M LINE COMMENT FOR ALL FORMS/DOCUMENTS. Used to print a message on all customer order forms, including: pick ticket, order confirmation, quote, pro-forma invoice and the invoice for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MA LINE COMMENT FOR ALL FORMS/DOC/ORDER. Used to print a message on all forms, including: pick ticket, order confirmation, quote, pro-forma invoice and the invoice for this order, manufacturing work order and purchase order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MI LINE COMMENT FOR INVOICES. Used to print a message on the invoice or pro-forma invoice for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MP LINE COMMENT FOR PICK TICKETS. Used to print a message on the pick ticket for this order. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. 145

154 MO LINE COMMENT FOR PURCHASE ORDER. Used to carry a message to the purchase order for the line directly before the message. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above the message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MM LINE COMMENT FOR WORK ORDER. Used to carry a message to the manufacturing work order for the line item directly before the message. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. MN INTERNAL LINE COMMENT. Used to maintain additional detail on the line directly above the comment. Internal line comments will not print on any forms. Two lines of thirty characters each are provided for free-form text. If required, multiple messages can be entered before entering another item for sale to the customer, or ending the order. If the item above this message is partially or fully backordered, this comment line will carry forward to the backorder created after invoicing. 146

155 Customer/Item Pricing Clicking on CUST/ITEM PRICING button, from the Standing Orders detail window, will display the following Customer/Item Pricing Inquiry window. The data shown on the top portion of this window defaults based on the line item entered on the Standing Orders detail window. The bottom portion of the Customer/Item Pricing Inquiry window provides data for the pricing of items, as maintained in the Item Balance Master File via the PRICING button, including a suggested selling price based on the selling unit of measure, and selling price levels based on quantity breaks. Up to ten pricing levels can be used in S2K Enterprise. During the Standing Order Entry process, the price level will be determined based on the value maintained in the Price Level field in the Customer Master File. Note: Refer to the Customer/Item Pricing Inquiry in the Inquiry chapter of the S2K Enterprise Customer Orders Manual Volume II for additional information on this inquiry. FIGURE 84 CUSTOMER/ITEM INQUIRY PRICING WINDOW 147

156 Customer Inquiry Clicking on the CUSTOMER INQUIRY button, from the Standing Orders detail window, permits the navigation of the inquiry system for the selected customer. The Customer Accounts Receivable Inquiry provides a wide variety of detailed information on customer account activity. Accounts Receivable data for invoices and cash receipts, along with sales order data is available for display when accessing this inquiry. Use of this program function is dependent on settings for the current user in the Cross Applications User Defaults Interface. The check box Allow Customer Inquiry must be selected (checked) for YES in order for this program function to be active. The currency description change as DOMESTIC or F/C buttons are selected indicating the current values displayed. FIGURE 85 CUSTOMER INQUIRY WINDOW All values display in the currency established for the selected customer in the Customer Master File. If the currency for the customer differs from the currency established for the current user s default company the DOMESTIC/F/C buttons will be available to toggle the display to show the customer currency or the domestic currency for the current company. The currency description at the top of the window will change as DOMESTIC or F/C buttons are selected alerting the user as to the current values displayed. Note: For additional information on the data available through Customer Inquiry, please refer to Customer A/R Inquiry in the Inquiry chapter of the S2K Enterprise Customer Orders Manual Volume II. 148

157 Item Inquiry The ability for the user to use the INQUIRY button is dependent on settings found in the Cross Applications User Defaults Interface. The check box Allow Item Inquiry must be selected (checked) for YES for this function to be active. Click on the INQUIRY button from the Standing Orders detail window, the following Item Inquiry window will display permitting the user to navigate the Item Inquiry system for information on the current line item. The Item Inquiry, when accessed from the Customer Service areas of S2K Enterprise, i.e., Customer Orders, Retail Point of Sale, Customer AR Inquiry, etc., provides item information geared to customer service personnel. Extensive information on item availability, quantity breaks, price levels, sales history, open orders, locations, vendors, etc. can be accessed from the Item Inquiry. Additional Item Information is available by selecting the Color/Size, Additional Information and Flags tabs. Additional Item Information is available by selecting the Qty Breaks tab. Clicking on the item image will launch the default image viewer on the current user s PC. FIGURE 86 ITEM INQUIRY DETAIL WINDOW PRICE LEVELS AND UNIT OF MEASURE TABS ACTIVE The user can change the Item Inquiry to display details for an alternate item by entering an item in the Item Number field and clicking on the ENTER icon. Item information for the selected item will display. Item images display provided they have been setup for your organization via GUI Desktop Integration. For information on establishing item images refer to S2K Client Desktop Integration in the S2K Enterprise System Setup & Maintenance User Guide. This guide can be accessed by using your customer login and password at the VAI website, To receive a written copy of this guide, contact VAI at Clicking on the item image will launch the default image viewer on the current user s PC. Additionally, the software can be configured to open a specific image viewer. Contact your project director at VAI for additional information on this option. For complete details on navigating the Item Inquiry refer to the S2K Enterprise Customer Orders manual: Volume II. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

158 Complementary Items Items can be linked together for suggestive selling or companion promotions. These are called Complementary Items. If an item is added to an order and the item has a complementary link code, the COMPLEMENTARY ITEM button will display on the Standing Orders detail window. Clicking on COMPLEMENTARY ITEM button, from the Standing Orders detail window, displays the following Complementary Link window showing all items with the same complementary link code. The original item s number and description will display, along with the current availability of each complementary item. The user can select any item that displays in the window by entering an order quantity and clicking on the ENTER icon. The selected item(s) will be brought forward to the current order. The quantities and price for each selected item can be adjusted if required. FIGURE 87 COMPLEMENTARY LINK WINDOW Program Functions Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. For complete details on navigating the Item Inquiry refer to the S2K Enterprise Customer Orders manual: Volume II. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

159 Substitutions Items substitutions can be processed on an order provided item substitution links have been established for the item entered. If an item is added to an order and the item has a substitution link code, the SUBSTITUTIONS button will display on the Standing Orders detail window. Clicking on the SUBSTITUTIONS button will display the Item Substitution window showing all items with the same substitution link code. The top of the window displays the company and location and the original item number and description. The bottom portion of the window displays all available item substitutions, item description, the link code and the unit price for the selling unit of measure of the item (if a foreign customer is selected the unit price will display in the currency established for the customer in the Customer Master File). The user can select any item displaying in the window by positioning the cursor on the substitute item number and clicking on the ENTER icon. The selected item will be brought forward to the current order. The quantities and unit price for each selected item can be adjusted if required. Note: Item substitutions are only permitted in ENTRY mode. Once the line item has been processed, and moved to the top of the Standing Orders detail window, substitutions are no longer permitted and the SUBSTITUTIONS button is suppressed. FIGURE 88 ITEM SUBSTITUTION WINDOW Program Functions Clicking on the ITEM INQUIRY button permits the navigation of the inquiry system for information on this item. Item specific comments can be updated using this option. For complete details on navigating the Item Inquiry refer to the S2K Enterprise Customer Orders manual: Volume II. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

160 Customer Messages Clicking on the CUST. MSGS button, from the Standing Orders detail window, prompts the display of the Order Entry Internal Message window, provided the Cross Applications Customer Orders Interface check box, Display Customer Messages during Order Entry, is selected (checked) for YES. This window will display messages previously established via the Customer Messages Master File. Global customer messages display first, followed by customer specific messages. FIGURE 89 ORDER ENTRY INTERNAL MESSAGES WINDOW Item Internal Messages During the Standing Order Entry process the Item Internal Messages window will display from the Standing Orders detail window provided Item Messages have been established for the detail line item in the Item Master File via the MESSAGES button on the Item File Maintenance detail window or via the Messages option on the S2K Enterprise Inventory Management File Maintenance menu. Click on the ENTER icon to bypass messages and continue processing the order. FIGURE 90 ITEM INTERNAL MESSAGES WINDOW 152

161 Customer Item Messages During the Standing Order Entry process the Customer Item Messages window will display from the Standing Orders detail window provided Customer/Item Messages have been established for the detail line item via the MESSAGES button accessed via the Customer Item Number option on the S2K Enterprise Customer Orders File Maintenance menu. Click on the ENTER icon to bypass messages and continue processing the order. FIGURE 91 CUSTOMER ITEM MESSAGES WINDOW 153

162 Insert Line S2K Enterprise s Order Entry program allows the user to insert detail or messages lines between existing lines during Standing Order Entry. To insert a detail or message line, click on the INSERT LINE button on the Standing Orders detail window. The following CO Line Insertion Selection window will display. FIGURE 92 CO LINE INSERTION SELECTION WINDOW Enter the line number, before which the new line will be inserted, in the Insert Before Line field. Click on the ENTER icon to continue. An additional field will display from which the user can select whether to add a DETAIL line or a MESSAGE LINE. FIGURE 93 CO LINE INSERTION SELECTION WINDOW Select the required line type and click on the ENTER icon to continue. The Select Insert Line to add line message will display. FIGURE 94 CO LINE INSERTION SELECTION WINDOW Click on the INSERT LINE button to add the detail or message line. If a DETAIL line was selected the display will return to the Standing Orders detail window. Enter line item information as required. Clicking on the ENTER icon will then insert the line item information at the requested insertion point. If a MESSAGE LINE was selected clicking on the ENTER icon will display the Line Item Messages window. Enter line item message information as required. Clicking on the ENTER icon will then insert the message at the requested insertion point. For additional information on line item messages refer to Messages on page

163 Standing Orders Summary After all lines have been entered, clicking on the END ORDER button will end the order, and display the following Standing Orders summary window. If the gross profit percent for the order does not fall within the range established in the Cross Applications Customer Orders Interface a message will display alerting the user. This is just a warning, processing may continue. FIGURE 95 STANDING ORDERS SUMMARY WINDOW The Standing Orders summary window totals the order and shows any available discounts or sales tax. Clicking on the ENTER icon from the Standing Orders summary window will end the order. The display returns to a blank Standing Orders header window where a new standing order can be entered. If additional standing orders are not required, clicking on the EXIT icon will return the display to the S2K Enterprise Customer Orders Daily Transaction Processing Order Entry menu. Company, customer number, name and address, ship to number, name and address and order number default from the Standing Orders header window. The currency code displays based on the customer selected on the Standing Orders header window. Additional summary information available on the Standing Orders summary window is as follows. Field Descriptions and Specifications Material Represents the total value of the material (items entered on the Standing Orders detail window) for this order. The material amount for the order represents the total extended price for all items ordered. Less Disc (1) Display field indicating the amount of the first order discount to be applied to this order. The percentage defaults from entry in the order discount 1 field (OADSC1) on the Standing Orders header window. Less Disc (2) Display field indicating the second order discount to be applied to this order. Order discount two is applied to the material total of the order after order discount one has been applied. The percentage defaults from entry in the order discount 2 field on the Standing Orders header window. Less Disc (3) Display field indicating the third order discount to be applied to this order. Order discount three is applied to the material total of the order after order discounts one and two have been applied. The percentage defaults from entry in the order discount 3 field on the Standing Orders header window. 155

164 Subtotal Display field indicating the total material sales less all order discounts. Tax Display field indicating the amount of sales tax to be added to the order, based upon the tax percentage for the ship-to location s tax jurisdictions and the subtotal of the order. Total Order Display field indicating the total for the order, subtotal plus sales tax amount. Cost Represents the sum of all individual line item costs entered on the Standing Order detail window. The item cost that is used (last, average, other or FIFO) is based upon settings found in the Cross Applications Customer Orders and Inventory Interfaces. Gross Profit % Display field indicating the total gross profit percentage for this order. The calculation used to determine gross profit percentage is: (Sales Price - Line Discount - Order Discount) - Cost (Sales Price - Line Discount - Order Discount) Cost as used in this formula represents the total cost of goods sold for all items on the order. Gross Profit Amount Display field indicating the total gross profit amount for this order. The calculation used to determine gross profit amount is: (Sales Price - Line Discount - Order Discount) - Cost Gross Profit Cost as used in this formula represents the total cost of goods sold for all items on the order. Currency displays in the domestic currency for the company number selected on the Standing Order header window. Program Functions Clicking on the PRODUCT SUMMARY button prompts the display of the Order Summary by Division window which provides a summary of items entered on the order by Division. This window can be broken down to shown Division, Division/Class and Item detail. Additionally, this window details item totals, including the number of line items entered within the division and division class, quantity ordered, dollar value, weight and cubic measurement. See Product Summary on page 157 for additional information. 156

165 Product Summary Clicking on the PRODUCT SUMMARY button, from the Standing Orders summary window, prompts the display of the Order Summary by Division window which provides a summary of items entered on the order by Division. Clicking on the DIVISION/CLASS and ITEM buttons expands the window to shown Division, Division/Class and Item detail. Additionally, this window details item totals, including the number of line items entered within the division and division class, quantity ordered, dollar value, weight and cubic measurement. FIGURE 96 ORDER SUMMARY BY (DIVISION, DIVISION/CLASS, ITEM) WINDOW The order/transfer number and customer number and description default from the Standing Orders header window. Additional field descriptions are as follows. Field Descriptions and Specifications Division Display field detailing the inventory division to which the line items entered on the Standing Orders detail window are assigned. Class Display field detailing the inventory class to which the line items entered on the Standing Orders detail window are assigned. Inventory class information displays by clicking on the DIVISION/CLASS button. Additionally, clicking on the DIVISION/CLASS button will display division/class totals for the items entered on the order. Item Display field detailing the item numbers, within each division and class, of the line items entered on the Standing Orders detail window. Item information displays by clicking on the ITEM button. Additionally, clicking on the ITEM button will display division/class/item totals for the items entered on the order. Lines Display field representing the total number of line items entered that fall within each division and class displayed. Quantity Display field representing the total quantity of all line items entered that fall within each division and class displayed. Dollars Display field representing the total dollar value of all line items entered that fall within each division and class displayed. 157

166 Weight Display field representing the total weight of all line items entered that fall within each division and class displayed. Cube Display field representing the total cubic measurement of all line items entered that fall within each division and class displayed. 158

167 **** Training Exercise II 1. Create two Future Orders. a. Create the first order with two line items. Any item from the Item Master File: Quantity 50 and any additional item from the Item Master File: Quantity 100. b. Create the second order with one item with multiple shipping dates. Any item from the Item Master File: Quantity 100: Use two shipping dates with a quantity of 50 each. 2. From Order Entry, via the S2K Enterprise Customer Orders Sales Order Entry Menu, create two orders extracting order information from the Future Order. a. Create the first order extracting all the information from the first Future Order. b. Create the second order extracting only the first quantity of 50 for the first ship date from the second Future Order. 3. Create a Standing Order. 4. From Order Entry, via the S2K Enterprise Customer Orders Sales Order Entry Menu, extract order information from the Standing Order to a new customer order. 5. Copy an existing order. a. Using the Copy Order function on the S2K Enterprise Customer Orders Sales Order Entry Menu copy an order from another customer to your customer. b. Review the new order in Order Entry via the S2K Enterprise Customer Orders Sales Order Entry Menu. c. Copy an order during Order Entry. 159

168 Section III: Forms Printing From the Order Entry/Update Summary Window Several forms can be printed from the Order Entry/Update summary window using the available functions. Confirmation FIGURE 97 ORDER ENTRY/UPDATE SUMMARY WINDOW A sales order confirmation is a document that can be printed, faxed, or ed to the customer that placed the order. This document will show the items that were ordered, the price to be paid, where the merchandise will be shipped, etc. A sales order confirmation can be printed from the Order Entry/Update summary window by clicking on the CONFIRMATION button. The Fax/ /Print Order Confirmation window will display asking the user to select fax, or print from the Source drop down selection box. Select the source and click on the ENTER icon. Note: If the Do you have Facsimile Support/400 check box is unselected (blank) for NO, in the Cross Applications Facsimile Support/400 Defaults Interface, the Fax option will not be available on the Fax/ /Print Order Confirmation window. FIGURE 98 FAX/ /PRINT ORDER CONFIRMATION WINDOW 160

169 Select the source and click on the ENTER icon. Based on your response in the Source field the system will generate additional fields on the Fax/ /Print Order Confirmation window or prompt the display of the appropriate window, as illustrated below. Entry in the additional information fields assists in properly directing the Sales Order Confirmation. Print Confirmation: Selecting the PRINT option, from the Source drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax/ /Print Order Confirmation. FIGURE 99 FAX/ /PRINT ORDER CONFIRMATION WINDOW (PRINT) The Fax/ /Print Order Confirmation window allows the user to print the Order Confirmation. Entering *VIEW in the Output Queue field on the Print Quote window and clicking on the ENTER icon will launch Adobe Reader and display the order confirmation as a PDF image (provided this application is available on the current user s PC). Field Descriptions and Specifications Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. 161

170 Fax Confirmation: Selecting the FAX option, from the Source drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax Options window. FIGURE 100 FAX OPTIONS WINDOW Enter the person to whom the Order Confirmation will be faxed in the Attention field and enter the fax number for the selected contact. Information in the Attention and Fax Number fields will default based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Order Entry/Update header window) as the primary contact for the Customer Orders application and can be changed as necessary. Select (check) the Edit Cover Letter field to edit the cover letter that will be sent with the fax. Field Descriptions and Specifications Fax Number 20 Alphanumeric Defaults based on the fax number established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Order Entry/Update header window) for the primary contact for the Customer Orders application, can be changed as necessary. The system uses the following hierarchy, in the order displayed, when retrieving the fax number to which the Order Confirmation will be faxed: Ship-To Contact File Ship-To Master File Customer Contact File Customer Master File Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Order Entry/Update header window) for the primary contact for the Customer Orders application, can be changed as necessary. Represents the person to whose attention the fax will be sent. Edit Cover Letter Check Box Select (check) this check box for YES to instruct the system to allow the user to edit the cover letter that will be sent with this fax transmission. However, if faxing using Mark Magic forms the edit cover letter option will not be available and this field will not display. 162

171 Confirmation: Selecting the option, from the Source drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax/ /Print Order Confirmation window. FIGURE 101 FAX/ /PRINT ORDER CONFIRMATION WINDOW Enter the person to whom the Order Confirmation will be ed to in the Attention field and enter the address for the selected contact. Information in the Attention and Address fields will default based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Order Entry/Update header window) for the primary contact for the Customer Orders application. Field Descriptions and Specifications Address 50 Alphanumeric Defaults based on the address established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Order Entry/Update header window) for the primary contact for the Customer Orders application, can be changed as necessary. The system uses the following hierarchy, in the order displayed, when retrieving the address to which the Order Confirmation will be ed: Ship-To Contact File Ship-To Master File Customer Contact File Customer Master File Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File or the Ship-To Master File (if a Ship-To address was entered on the Order Entry/Update header window) for the primary contact for the Customer Orders application, can be changed as necessary. Represents the person to whose attention the will be sent. Note: Contacts for the Customer Orders Module are established in the Customer Master File/Ship-To Master File via the CONTACTS button. Selecting a contact on the Contact File Maintenance window and clicking on the APPLICATION button allows the user to select the applications for which the selected contact will be the primary contact. 163

172 Print Quote The PRINT QUOTE button is available for quotations only (displays based on selection made in the Order Type field on the Order Entry/Update header window). Clicking on the PRINT QUOTE button displays the message Select Print again to Confirm Printing of Quote. Click on the PRINT QUOTE button again to prompt the display of the Options window. This window permits the user to select whether to print, fax or the quote. FIGURE 102 OPTIONS WINDOW Selecting an option and clicking on the ENTER icon will prompt the Print Quote, Fax Information or Information window based on the selection made on the Options window. Selecting the Print check box and clicking on the ENTER icon prompts the display of the following Print Quote window. Print Quote: FIGURE 103 PRINT QUOTE WINDOW The Print Quote window allows the user to print the quote. Entering *VIEW in the Output Queue field on the Print Quote window and clicking on the ENTER icon will launch Adobe Reader and display the quote as a PDF image (provided this application is available on the current user s PC). Field Descriptions and Specifications Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. 164

173 Fax Quote: Selecting the Fax check box and clicking on the ENTER icon prompts the display of the following Fax Information window. FIGURE 104 FAX INFORMATION WINDOW Enter the person to whom the quote will be faxed in the Attention field and enter the fax number for the selected contact. Information in the Attention and Fax Number fields will default based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application and can be changed as necessary. Select (check) the Edit Cover Letter field to edit the cover letter that will be sent with the fax. Field Descriptions and Specifications Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application, can be changed as necessary. Represents the person to whose attention the fax will be sent. Fax Number 20 Alphanumeric Defaults based on the fax number established in the Customer Master File for the primary contact for the Accounts Receivable application, can be changed as necessary. Edit Cover Letter Check Box Select (check) this check box for YES to instruct the system to allow the user to edit the cover letter that will be sent with this fax transmission. However, if faxing using Mark Magic forms the edit cover letter option will not be available and this field will not display. 165

174 Quote: Selecting the check box and clicking on the ENTER icon prompts the display of the following Information window. FIGURE 105 INFORMATION WINDOW Enter the person to whom the quote will be ed to in the Attention field and enter the address for the selected contact. Information in the Attention and Address fields will default based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application. Field Descriptions and Specifications Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application, can be changed as necessary. Represents the person to whose attention the will be sent. Address 50 Alphanumeric Defaults based on the address established in the Customer Master File for the primary contact for the Accounts Receivable application, can be changed as necessary. Note: Contacts for the Customer Orders Module are established in the Customer Master File via the CONTACTS button. Selecting a contact on the Contact File Maintenance window and clicking on the APPLICATION button allows the user to select the applications for which the selected contact will be the primary contact. 166

175 Print R/A The PRINT R/A button is available for return authorizations only (displays based on selection made in the Order Type field on the header window). Clicking on the PRINT R/A button, from the Order Entry/Update summary window, displays the message Select print again to confirm printing of return authorization. Click on the PRINT R/A button again to prompt the following Options window allowing the user to print, fax or the return authorization. FIGURE 106 OPTIONS WINDOW Selecting an option and clicking on the ENTER icon will prompt the Print R/A, Fax Information or Information window based on the selection made on the Options window. Selecting the Print check box and clicking on the ENTER icon prompts the display of the following Print R/A window. Print Return Authorization: FIGURE 107 PRINT R/A WINDOW The Print R/A window allows the user to print the return authorization. Entering *VIEW in the Output Queue field on the Print Quote window and clicking on the ENTER icon will launch Adobe Reader and display the quote as a PDF image (provided this application is available on the current user s PC). Field Descriptions and Specifications Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. 167

176 Fax Return Authorization: Selecting the Fax check box and clicking on the ENTER icon prompts the display of the following Fax Information window. FIGURE 108 FAX INFORMATION WINDOW Enter the person to whom the return authorization will be faxed in the Attention field and enter the fax number for the selected contact. Information in the Attention and Fax Number fields will default based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application and can be changed as necessary. Select (check) the Edit Cover Letter field to edit the cover letter that will be sent with the fax. Field Descriptions and Specifications Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application, can be changed as necessary. Represents the person to whose attention the fax will be sent. Fax Number 20 Alphanumeric Defaults based on the fax number established in the Customer Master File for the primary contact for the Accounts Receivable application, can be changed as necessary. Edit Cover Letter Check Box Select (check) this check box for YES to instruct the system to allow the user to edit the cover letter that will be sent with this fax transmission. However, if faxing using Mark Magic forms the edit cover letter option will not be available and this field will not display. 168

177 Return Authorization: Selecting the check box and clicking on the ENTER icon prompts the display of the following Information window. FIGURE 109 INFORMATION WINDOW Enter the person to whom the return authorization will be ed to in the Attention field and enter the address for the selected contact. Information in the Attention and Address fields will default based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application. Field Descriptions and Specifications Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application, can be changed as necessary. Represents the person to whose attention the will be sent. Address 50 Alphanumeric Defaults based on the address established in the Customer Master File for the primary contact for the Accounts Receivable application, can be changed as necessary. Note: Contacts for the Customer Orders Module are established in the Customer Master File via the CONTACTS button. Selecting a contact on the Contact File Maintenance window and clicking on the APPLICATION button allows the user to select the applications for which the selected contact will be the primary contact. 169

178 Print Pick Ticket Clicking on the PRINT P/T button, from the Order Entry/Update summary window, permits the user to specify an Output Queue (printer device) to select for printing a pick ticket for the order. If the output queue is NOT known, it can be located in the Output Queue Search window by clicking on the 'SEARCH' icon. If the RF Picking check box is selected (checked) for YES in the Cross Applications Warehouse Management Interface the PRINT P/T button will not be available, during the Order Entry Process, on the Order Entry/Update summary window. Field Descriptions and Specifications FIGURE 110 PRINT PICK TICKET WINDOW Output Queue 10 Alphanumeric If the Cross Applications Customer Orders Interface check Split order out by location is selected (checked) for YES the default value in the Output Queue field will be blank. Clicking on the ENTER icon will print the pick ticket to the default printer maintained in the Location Master File for the location entered on the Order Entry/Update header 1 window. If the Cross Applications Customer Orders Interface check Split order out by location is unselected (blank) for NO the value in the Output Queue field defaults to the printer as defined in the user s IBM Power Systems TM user profile and may be changed to any valid OUTQ. 170

179 Pro-Forma Invoice A Pro-Forma Invoice is a document that can be printed, faxed, or ed to the customer that placed the order. A Pro Forma Invoice is basically an advance copy of the final invoice, different from a quotation. A Pro-Forma Invoice is required for International shipments containing any item other than business documents. Since the definition of 'business documents' varies according to the destination country, it is often confusing for the shipper to know when it is necessary to complete a Pro-Forma Invoice. The Pro Forma Invoice is often used by the importer to apply for a letter of credit (L/C) and foreign exchange (import) allocation. The term sales confirmation is sometimes used in lieu of the term Pro Forma Invoice in some exporting countries. Setup is required in the Cross Applications Mark Magic Interface prior to printing Pro Forma Invoices. A selection of YES, NO or PURGE will be required in the Pro Forma Invoices drop down selection box via the Interface. If PURGE is selected, the spool file will be purged immediately after printing the Pro Forma Invoice to the VAIFORMS out queue. If YES is selected, the form will print and the purge will be bypassed. A Pro-Forma Invoice can be printed from the Order Entry/Update summary window by clicking on the PRO-FORMA INVOICE button. The Fax/ /Print Pro-Forma Invoice window will display prompting the user to select fax, or print from the Source drop down selection box. FIGURE 111 FAX/ /PRINT ORDER CONFIRMATION WINDOW Select the source and click on the ENTER icon. Based on your response in the Source field the system will generate additional fields on the Fax/ /Print Order Confirmation window or prompt the display of the appropriate window, as illustrated below. Entry in the additional information fields assists in properly directing the Pro-Forma Invoice. Print Pro-Forma Invoice: Selecting the PRINT option, from the Source drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax/ /Print Order Confirmation. FIGURE 112 FAX/ /PRINT ORDER CONFIRMATION WINDOW (PRINT) The Fax/ /Print Order Confirmation window allows the user to print the quote. Entering *VIEW in the Output Queue field on the Print Quote window and clicking on the ENTER icon will launch Adobe Reader and display the pro-forma invoice as a PDF image (provided this application is available on the current user s PC). 171

180 Field Descriptions and Specifications Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Fax Pro-Forma Invoice: Selecting the FAX option, from the Source drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax Options window. FIGURE 113 FAX OPTIONS WINDOW Enter the person to whom the quote will be faxed in the Attention field and enter the fax number for the selected contact. Information in the Attention and Fax Number fields will default based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application and can be changed as necessary. Select (check) the Edit Cover Letter field to edit the cover letter that will be sent with the fax. Field Descriptions and Specifications Fax Number 20 Alphanumeric Defaults based on the fax number established in the Customer Master File for the primary contact for the Accounts Receivable application, can be changed as necessary. Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application, can be changed as necessary. Represents the person to whose attention the fax will be sent. Edit Cover Letter Check Box Select (check) this check box for YES to instruct the system to allow the user to edit the cover letter that will be sent with this fax transmission. However, if faxing using Mark Magic forms the edit cover letter option will not be available and this field will not display. 172

181 Pro-Forma Invoice: Selecting the option, from the Source drop down selection box, and clicking on the ENTER icon prompts the display of the following Fax/ /Print Order Confirmation window. FIGURE 114 FAX/ /PRINT ORDER CONFIRMATION WINDOW Enter the person to whom the quote will be ed to in the Attention field and enter the address for the selected contact. Information in the Attention and Address fields will default based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application. Field Descriptions and Specifications Address 50 Alphanumeric Defaults based on the address established in the Customer Master File for the primary contact for the Accounts Receivable application, can be changed as necessary. Attention 30 Alphanumeric Defaults based on the contact established in the Customer Master File as the primary contact for the Accounts Receivable application, can be changed as necessary. Represents the person to whose attention the will be sent. Note: Contacts for the Customer Orders Module are established in the Customer Master File via the CONTACTS button. Selecting a contact on the Contact File Maintenance window and clicking on the APPLICATION button allows the user to select the applications for which the selected contact will be the primary contact. 173

182 A sample of the Pro-Forma Invoice follows: FIGURE 115 SAMPLE PRO FORMA INVOICE 174

183 S2K Enterprise Customer Orders Daily Transaction Processing Printing Menu FIGURE 116 S2K ENTERPRISE CUSTOMER ORDERS DAILY TRANSACTION PROCESSING PRINTING MENU 1. Pick Tickets Quotation Forms R/A Forms Shipping Labels

184 Pick Tickets A pick ticket, or packing list, is a document used by inventory personnel in the warehouse to locate each item on an order. It is a listing of all detail lines of an order showing the quantity to ship. The current user s ability to print Pick Tickets is dependent on their S2K Enterprise User Profile. To print a pick ticket on an individual basis, click on the PRINT PICK TICKET button, from the Order Entry/Update summary window. The pick ticket will print to the default printer based on the current user s IBM Power Systems TM User ID information. To print multiple pick tickets, select Pick Tickets, from the S2K Enterprise Customer Orders Daily Transaction Processing Printing menu, the Print Pick Tickets prompt window will display (see Figure 117). Pick Tickets can be printed for one company, customer, location, requested shipping date, and order number, etc. or a range of these options by entering selection criteria on the prompt window. If a pick ticket is necessary for orders where all items have been placed on backorder, select (check) the Print When All Backordered check box field for YES. Field Descriptions and Specifications FIGURE 117 PRINT PICK TICKETS PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending range Company number to include in the Pick Ticket printing. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number to include in the Pick Ticket printing. The default range is blank to and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location to include in the Pick Ticket printing. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number to include in the Pick Ticket printing. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. 176

185 From Requested Ship Date/To Requested Ship Date 6.0 Numeric/6.0 Numeric Enter the starting and ending range Requested Shipping Date to include in the Pick Ticket printing. The default range is to and can be changed as required. A date can be selected by clicking on the CALENDAR icon. From Route/To Route 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Truck Route to include in the Pick Ticket printing. The default range is 0000 to 9999 and can be changed as required. If the Route code is NOT known, it can be located in the Route Search window by clicking on the 'SEARCH' icon. Order Source 1 Alphanumeric Enter the Order Source code to include in the Pick Ticket printing. This field may be left blank to include all Order Source codes as maintained in the Order Source Master File. If the Order Source code is NOT known, it can be located in the Order Source Code Search window by clicking on the 'SEARCH' icon. Print When All Backordered Check Box Select (check) the Print When All Backordered check box for YES to print the Pick Ticket even if all items are backordered. Reprint Pick Tickets Check Box Select (check) the Reprint Pick Tickets check box for YES to reprint pick tickets that have already been printed. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected for entry by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. 177

186 Quotation Forms Quotation Forms are documents that can be sent to your customers, confirming the price you have offered to sell an item for. The quote lists all detail lines entered for an order with an order type of QUOTATION selected from the Order Type drop down selection box on the Order Entry/Update header 1 window. The current user s ability to print Quotation Forms is dependent on their S2K Enterprise User Profile. S2K Enterprise provides the option to print quotes on an individual basis, click on the PRINT QUOTE button from the Order Entry/Update summary window. The quotation form will print to the default printer based on the current user s IBM Power Systems TM User ID information. To print multiple quotes, select Quotation Forms, from the S2K Enterprise Customer Orders Daily Transaction Processing Printing menu, the Print Quotation Forms prompt window will display (see Figure 118). Quotations can be printed for one company, customer, location, and order number, etc. or a range of these options by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 118 PRINT QUOTATION FORMS PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending range Company number to include in the Quotation Forms printing. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number to include in the Quotation Forms printing. The default range is blank to and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location to include in the Quotation Forms printing. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number to include in the Quotation Forms printing. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Print from All Workstations Check Box Select (check) the Print from All Workstations check box for YES to print quotation forms for all stations. Leave the Print from All Workstations check box unselected for NO to print quotation forms for the current workstation only. 178

187 Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected for entry by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. 179

188 Return Authorization Forms A return authorization form is a document that can be sent to your customers, confirming entry of an order to accept a return of merchandise. The return authorization lists all detail lines entered for an order with an order type of RETURN AUTHORIZATION selected from the Order Type drop down selection box on the Order Entry/Update header 1 window. The current user s ability to print Return Authorizations is dependent on their S2K Enterprise User Profile. S2K Enterprise provides the option to print return authorizations on an individual basis, click on the PRINT R/A button from the Order Entry/ Update summary window. The return authorization form will print to the default printer based on the current user s IBM Power Systems TM User ID information. To print multiple return authorization forms, select R/A Forms, from the S2K Enterprise Customer Orders Daily Transaction Processing Printing menu, the Print R/A Forms prompt window will display (see Figure 119). Return Authorization Forms can be printed for one company, customer, location, and order number, etc. or a range of these options by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 119 PRINT RETURN AUTHORIZATION FORMS PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending range Company number to include in the Return Authorization Forms printing. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number to include in the Return Authorization Forms printing. The default range is blank to and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location to include in the Return Authorization Forms printing. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number to include in the Return Authorization Forms printing. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Print From All Workstations Check Box Select (check) the Print from All Workstations check box for YES to print return authorization forms for all stations. Leave the Print from All Workstations check box unselected for NO to print return authorization forms for the current workstation only. 180

189 Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. 181

190 Shipping Labels The Shipping Label function permits the user to take an existing open sales order and generate the appropriate number of labels to be affixed to packages for delivery to the customer. To print Shipping Labels, from the S2K Enterprise Customer Orders Daily Transaction Processing Printing menu, select the Shipping Labels option, the following Print Shipping Labels prompt window will display. FIGURE 120 PRINT SHIPPING LABELS PROMPT WINDOW Field Descriptions and Specifications Company 3.0 Numeric The Company number defaults based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Order Number 9.0 Numeric Enter the existing open order number, if the order number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Click on the ENTER icon to continue, the following Print Shipping Labels detail window will display. FIGURE 121 PRINT SHIPPING LABELS DETAIL WINDOW On the Print Shipping Labels detail window, enter the number of labels required in the Number of Labels field, and confirm that the Output Queue (printer ID) is correct. Clicking on the ENTER icon will send the labels to the designated printer. The label is a 3 x 5 one up label. The display will return to the Print Shipping Labels prompt window. If no additional labels need to be generated, clicking on the EXIT icon will return the display to the S2K Enterprise Customer Orders Printing menu. 182

191 Field Descriptions and Specifications Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Number of Labels 2.0 Numeric Enter the number of labels required. Clicking on the ENTER icon will send the labels to the designated printer. The label is a 3 x 5 one up label. 183

192 Section IV: Shipping an Order Order Verification The print code on the Order Entry/Update header window for the orders selected for order verification must be a P for PICK TICKET PRINTED or T for SCANNING IN PROGRESS for the order to be able to be selected for this process. As scanning/verification continues, the line detail status changes to reflect the current scanning activity for the order. Note: Orders that have been processed through the Order Manager program must be verified via the Warehouse Management module Order Verification program. Use Order Verification from the S2K Enterprise Warehouse Management Shipping menu. Note: All references to UCC-128 labels for the shipping process in S2K Enterprise assumes the use of Cybra Corporations MARK MAGIC software for the IBM Power Systems TM server. The use of any other UCC-128 labeling software may require modifications to these programs. Please contact your Project Leader at VAI for assistance. Notes: Order Print Codes The following print codes on the Order Entry/Update header 1 window are driven by the shipping process: P PICK TICKET PRINTED, indicates that a pick ticket has been printed for the order. Only orders with a status of P are eligible to begin the scanning process. T SCANNING IN PROGRESS, indicates that the scanning procedure has begun for the order. At this point, there are items on the order that will require scanning or a backorder determination. S ORDER FULLY SCANNED, indicates that the entire order has been picked and packed, and is now available to be prepared for billing. Order Verification Prompt S2K Enterprise provides a program that can be used to confirm that an order has been picked correctly. Selecting Order Verification from the S2K Enterprise Customer Orders Daily Transaction Processing Confirmation menu will display the following Order Verification prompt window. Only orders that have had a pick ticket printed (status P ) or have been selected for shipment (status T ) are eligible for this function. FIGURE 122 ORDER VERIFICATION PROMPT WINDOW Enter the order number to be processed by the verification procedure. If the order number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Click on the ENTER icon to continue, the Order Verification Enter Line Items detail window will display. See Order Verification Detail Window on page

193 Field Descriptions and Specifications Company 3.0 Numeric The Company Number defaults based on the current user s S2K Enterprise User Profile and can be changed provided the user has authority to change company number. If the company number is NOT known, it can be located in the Company Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Order Number 9.0 Numeric Enter the Order Number/Transfer Number to select for verification, if the Order Number/Transfer Number is NOT known, it can be located in the Order/Transfer Search window by clicking on the SEARCH icon. The Order Transfer Search window can be sorted to display only ORDERS or only TRANSFERS by making the appropriate selection in the Orders/Transfers drop down selection box. Label Queue 10 Alphanumeric Represents the printer device used for printing the shipping label. Defaults to the printer as defined in the user s IBM Power Systems TM user profile and may be changed to any valid OUTQ. If the Output Queue ID is NOT known, position the cursor in this field and click on the SEARCH icon. Pack Slip Queue 10 Alphanumeric Represents the printer device used for printing the packing slip. Defaults to the printer as defined in the user s IBM Power Systems TM user profile and may be changed to any valid OUTQ. If the Output Queue ID is NOT known, position the cursor in this field and click on the SEARCH icon. 185

194 Order Verification Detail Whether an order was selected from the Order Verification prompt window or from the Select Order window the following Order Verification Enter Line Items detail window will display. Status changes as items are scanned. FIGURE 123 ORDER VERIFICATION ENTER LINE ITEMS DETAIL WINDOW (SCANNED ITEMS) Customer, company, ship-to and order number information display based on the order selected on the prompt window. The current box number being scanned displays in the upper right hand corner of the window. The order is verified by entering the quantity and item number that has been picked for shipment in the corresponding Quantity and Item fields. Clicking on the ENTER icon will update the detail line for the item number selected in the Item field and display the status in the Status Description field on the Order Verification Enter Line Items detail window... If the current user has authority to verify all, the VERIFY ALL button will be available and may be used to verify the entire order. Click on the VERIFY ALL button to scan all items on the selected order/transfer. A message will display alerting the user that that selecting this function will close the order. Click on the VERIFY ALL button again to confirm the scanning. The Order Verification summary window will display. This function is available provided the Order Verification: Allow user to use Verify All function check box is selected (checked) for YES in the Cross Applications User Defaults Interface via the MISC DEFAULTS button. Orders that are to be shipped complete will display a warning on the window indicating that all items must be verified in order to ship the order. Additional field and program functions available on the Order Verification Enter Line Items detail window are as follows. Field Descriptions and Specifications Quantity 9.2 Numeric Enter the quantity of the item being verified. If the quantity is left blank, the system uses the total order value of the item being scanned/entered. If the quantity is entered, it uses this quantity and verifies it against the total order quantity. Any shortage will be backordered. If an overage is encountered, a warning message will display. 186

195 Item 20 Alphanumeric Enter/scan all the items that the picker picked for the selected order. This field is verified against the Open Order Detail File using the item number/u.p.c. number or the E.A.N. bar code number that is stored in the Item Master File. If a serial numbered item is entered, upon clicking on the ENTER icon, the Serial Number Verification window will display. See Serial Numbers on page 190 for additional information. Program Functions Clicking on the NEW BOX button prompts the display of a message asking the user to confirm the start of a new carton and permits the user to begin scanning items for the new carton. Clicking on the RESET LINE button permits the user to reset the order quantity to its original value. Clicking on the CAN BACKORD button will instruct the system not to create a backorder for the selected item. Clicking on the END ORDER button indicates that scanning for the entire order is complete and the Shipping Entry Order Verification summary window is displayed. See Order Verification Summary on page 196 for additional information. Clicking on the BACKORD LINE button will add the un-scanned quantity to the backorder quantity for the item. Clicking on the BOX MAINT button displays the Scanned Order Inquiry window. See Box Maintenance on page 188 for additional information. Clicking on the RESTORE BO QTY button will add the backorder quantity to the order quantity for the selected item. Clicking on the BO REMAINING button will backorder all items on the order that have not been scanned. Clicking on the COMMENTS button displays the Order Verification Comments window for this order. The user has the ability to add special instructions or comments in the areas noted. See Comments on page 189 for additional information. Clicking on the SERIAL NUMBERS button prompts the display of the Serial Number Verification window allowing the user to override the pick ticket suggested serial number to the actual serial numbered item that was physically picked. The Serial Number Verification window will automatically display if a quantity discrepancy is found during Order Verification; i.e., 3 serial numbered items were picked but only 2 were verified. See Serial Numbers on page 190 for additional information. Clicking on the SELECT LOTS button prompts the display of the Lot Selection window allowing the user to override the pick ticket suggested lots to the lot from which the item was physically picked. See Select Lots on page 192 for additional information. Clicking on the SELECT BINS button prompts the display of the Bin Selection window allowing the user to override the pick ticket suggested bin to the bin from which the item was physically picked. See Select Bins on page 194 for additional information. Click on the VERIFY ALL button to scan all items on the selected order/transfer. A message will display alerting the user that that selecting this function will close the order. Click on the VERIFY ALL button again to confirm the scanning. The Order Verification summary window will display. This function is available provided the Order Verification: Allow user to use Verify All function check box is selected (checked) for YES in the Cross Applications User Defaults Interface via the MISC DEFAULTS button. 187

196 Box Maintenance Clicking on the BOX MAINTENANCE button, from the Order Verification - Enter Line Items detail window, permits the user to modify the contents of a previously closed box. Closed boxes will display in the Shipping Information window, and can be selected for modification by positioning the cursor on the required box and clicking on the ENTER icon. FIGURE 124 SHIPPING INFORMATION WINDOW Clicking on the ENTER icon will display the contents of the container, along with the number of units packed, illustrated in the Scanned Box Inquiry/Update window. FIGURE 125 SCANNED BOX INQUIRY/UPDATE WINDOW To change the contents in this container, click on the RESET BOX button. This will delete the carton and reset all of the scanned quantities for the container contents to zero. The user will then need to rescan and pack the contents of the carton. 188

197 Comments Clicking on the COMMENTS button, from the Order Verification - Enter Line Items detail window, displays the Special Instructions window for this order. Special instructions or comments may be entered as required. FIGURE 126 SPECIAL INSTRUCTIONS WINDOW One line of 60 characters for special instructions, and three lines, of 50 characters each, for order comments are available on the Special Instructions window. Upon completion of entering comments, click on the ENTER icon to save the text entered. 189

198 Serial Numbers Clicking on the SERIAL NUMBERS button, from the Order Verification - Enter Line Items detail window, or verifying a serial numbered line item prompts the display of the Serial Number Verification window allowing the user to override the pick ticket suggested serial number to the actual serial numbered item that was physically picked. All serial numbers that were issued during the Order Entry process are highlighted. At this time the user can verify the serial numbers. FIGURE 127 SERIAL NUMBER VERIFICATION WINDOW (VERIFY ISSUED SERIAL NUMBERS) If the required serial number(s) display in the Serial Number Verification window clicking on the ENTER icon will accept the scanned serial numbered item. If the serial number displayed in the Serial Number Verification window is incorrect an alternate number can be selected by positioning the cursor in the Serial Number entry field and clicking on the 'SEARCH' icon. The Serial Number Search window will display (not shown) from which the user can select the serial numbers to be assigned to the selected item(s). Clicking on the ENTER icon again, once all serial numbers have been verified, will accept the scanned serial numbered item. Caution: If serial numbers were assigned to an order, during the Order Entry process, and the VERIFY ALL button is utilized during Order Verification, the user will not have an opportunity to verify that the serial numbers that were picked are the ones that were assigned during Order Entry. The system will automatically verify that they are in fact the serial numbers that were assigned during Order Entry. However, this may not be the case; it is recommended that the user access the SERIAL NUMBERS button, on the Order Verification Enter Line Items window, prior to using the VERIFY ALL button to ensure that the correct serial numbers were picked during the picking process. 190

199 If serial numbers were not issued during the Order Entry process the Serial Number Verification window will display (Figure 128) without any serial numbers highlighted. FIGURE 128 SERIAL NUMBER VERIFICATION WINDOW (SELECT SERIAL NUMBERS) The Serial Number Selection window allows the user to select as many serial numbers as required for the items being scanned. Position the cursor on the Serial Number entry field and click on the SEARCH icon. The Serial Number Search window will display (not shown). Position the cursor on the appropriate serial number and click on the ENTER icon to continue. Clicking on the ENTER icon again, once all serial numbers have been verified, will accept the scanned serial numbered item. 191

200 Select Lots Clicking on the SELECT LOTS button, from the Order Verification - Enter Line Items detail window, prompts the display of the Lot Entry/Update window allowing the user to override the pick ticket suggested lots to the lot from which the item was physically picked. FIGURE 129 LOT ENTRY/UPDATE WINDOW Position the cursor in the Selected quantity field and enter the number of items actually picked from the appropriate Lot, the quantity entered must match the quantity scanned on the Order Verification - Enter Line Items detail window to continue, once the quantities are in agreement a message that that the entry has passed will display. Click on the UPDATE LOTS button to update the lots. The updated Lot quantities will replace the pick ticket suggestion. Additional field descriptions for the Lot Entry/Update window are as follows. Field Descriptions and Specifications Company Display field identifying the company for which this order is being processed, defaults from the Order Verification prompt window. Customer Display field identifying the customer for which this order is being processed. Customer Name and Address Display field identifying the name and address of the customer, as maintained in the Customer Master File based on the customer number entry on the original order during the Order Entry process. Order Number/Backorder Sequence Display field representing the system-generated order number and backorder sequence assigned to the order on which the selected line item is found. The basic order number is nine digits followed by a three digit dash number system-generated and incremented each time items remain backordered after the order has been invoiced. Location Display field identifying the warehouse location for which the order was placed, defaulting from the original order during the Order Entry process. Item Display field identifying the item selected on the Order Verification Enter Line Items detail window. 192

201 Description Display field identifying the item description, as maintained in the Item Master File. Ship Quantity Display field representing the quantity of the lot controlled item required to complete shipment of this order, defaults based on the quantity entered during the Order Entry process. Sel Quantity This field is populated by the system based on selection of a lot quantity in the Select field. Selected quantity must NOT exceed the shipped quantity. The lot cannot be updated until Ship Quantity equals Select Quantity. Diff Quantity Represents any quantity differences that must still be selected to meet the requirements of the order (Ship Qty - Sel. Qty). Bottom of Display Window Lot Number Display field indicating the number identifying the lot(s) to which the selected item has been assigned. Description Display field representing the lot description as maintained in the Lot Master File. Bin Represents the bin to which the item was assigned when the item was received into inventory. Vendor Identifies the vendor from whom this lot item was purchased. Lot Date Display field representing the date on which the lot item was received into inventory. Shelf Life Display field indicating the date on which this lot item will expire and no longer be available for sale. This is dependent on the Cross Applications Customer Orders Interface check box Use Item Shelf Life when Creating Pick Ticket via the PICK TICKETS button. Lot items with a shelf life date less than the current system date will not be displayed for selection. Shelf life date was entered when the lot was received. Cost Represents the cost per unit as defined in the Item Vendor File. On Hand Display field indicating the quantity of this item currently on hand in the lot(s) displayed. Committed Display field indicating the quantity of this item currently committed to sales orders for the lot(s) displayed. Available Display field indicating the number of this item currently available in the lot(s) displayed. Calculated as follows: Available = On Hand - Committed - Select Select 9.2 Numeric Enter the number of units required from the selected lot(s) to satisfy the requirements of the order. Click on the ENTER icon. A message will display indicating all edits passed. Click on the UPDATE LOTS button to return to the Order Verification Enter Line Items detail window to continue processing. Program Functions Clicking on the UPDATE LOTS button reduces the available quantity for each lot by the quantity requested in the Select column, and returns the display to the Order Verification Enter Line Items detail window. 193

202 Select Bins Clicking on the SELECT BINS button, from the Order Verification - Enter Line Items detail window, prompts the display of the Bin Selection window allowing the user to override the pick ticket suggested bin to the bin from which the item was physically picked. FIGURE 130 BIN SELECTION WINDOW Position the cursor in the Quantity field and enter the number of items actually picked from the appropriate Bin. Click on the UPDATE BIN button to update the bins. The updated Bin quantities will replace the pick ticket suggestion on the Order Verification Enter Line Items detail window. Note: The UPDATE BIN button is only available if the Warehouse Management Interface check box flag RF Picking is unselected (blank) for NO. If RF Picking is being utilized Bin Adjustments are processed using RF hand held devices. The information displayed in the Bin Selection window is displayed only for the line item selected on the Order Verification window. All available bins containing the selected item will display, the user can select a bin item for shipment with the current order by entering a quantity in the Quantity column and clicking on the UPDATE BIN button, available bin quantities will be updated. Click on the PREVIOUS icon, the display will return to the Order Verification window. If the user does not make a bin selection at the time the order is entered, the pick ticket program will assign a bin location for warehouse personnel to pick from. If the selected bin is not used for any reason, prior to invoicing the order a user can adjust the picked quantities to reflect the actual bin from which the product was picked. Care should be exercised when updating bin information, in as much as this has a direct affect on the proper reporting of available inventory. Field Descriptions and Specifications Company Display field representing the company from where this item will be picked for delivery to the customer, defaulting from the previous window. 194

203 Customer Display field representing the customer ordering this item, defaulting from the previous window. Order Display field representing the order number on which this particular item has been ordered, defaulting from the previous window. Item Display field identifying the item being ordered, defaulting from the item entered on the Order Entry/Update detail window. Location Display field representing the inventory location from where this item will be picked for delivery to the customer, defaulting from the previous window. Ship Quantity Display field indicating the required quantity for this item, defaulting from Order Entry/Update detail window. Sel Quantity This field is populated by the system based on selection of a bin quantity in the Quantity field. Select quantity must NOT exceed the shipped quantity. The bin cannot be updated until Ship Quantity equals Select Quantity. Diff Quantity Represents any quantity differences that must still be selected to meet the requirements of the order. (Ship Qty - Sel. Qty) Bin Identifies available bin locations, as defined in the Bin Master File, from which the item can be selected. Type Indicates the type of bin, as defined in the Bin Master File, from which the item can be selected, e.g. PICKING, BULK, etc. Area Represents the geographic area in which the bin resides, as defined in the Bin Master File. Area is used for grouping similar bins together in one area. Available Represents the available quantity of the item, within the bins displayed, which can be picked to satisfy the requirements of the selected order. Quantity 11.2 Numeric Optional field used for entry of the quantity of the item being picked from the bin. Program Functions Clicking on the UPDATE BIN button reduces the bin available quantity by the quantity entered in the Quantity column. 195

204 Order Verification Summary Clicking on the END ORDER button, from the Order Verification - Enter Line Items detail window, displays the Gross Weight Entry window provided the Cross Applications Varsity Shipper Interface check box Use Varsity Shipper with Order Verification check box is selected (checked) for YES and INVISIBLE is selected from the Interface drop down selection box via the Cross Applications Varsity Shipper Interface. The current box number and net weight for the carton will display. Enter the total weight for the order in the Gross Weight field. FIGURE 131 GROSS WEIGHT ENTRY WINDOW The window will display the order number; the current box number and the net weight of all the items packed in the current carton. Enter the Gross Weight of the current carton. Enter a valid tracking number if online tracking is going to be utilized. This number is typically the number printed on the UPS, DHL or FedEx shipping documentation. Once all information has been entered, click on the ENTER icon to continue, the Shipping Entry Order Verification summary window will display. FIGURE 132 SHIPPING ENTRY ORDER VERIFICATION SUMMARY WINDOW 196

205 Handling, miscellaneous and freight charges for the individual order may be entered. The order totals for number of units shipped and backordered, total weight and number of packages will display. If the box weight is plus or minus the variance percent established in the Cross Applications Customer Orders Interface, via the SHIPPING button, the warning message, Warning: Box weight is outside the Variance % Allowed of XX% will display. This is just a warning message processing may continue. However, the implications are that the box may now exceed the weight permitted by the carrier or truck load. When verifying orders for foreign customers the foreign currency code and description will display on the Shipping Entry Order Verification summary window. Additional data entry field descriptions and program functions available on the Shipping Entry Order Verification summary window are as follows. Field Descriptions and Specifications Handling Charges 11.2 Numeric Handling charges will be automatically calculated for an order based on certain criteria. First, the handling charge check box in the Customer Master File must be selected (checked) for YES. Second, the subtotal of the order must be less than the value in the Cross Applications Customer Orders Interface field Calculate Handling Charge if Order is Under. The amount of the handling charge to be automatically applied is found in the Handling charge field via the Cross Applications Customer Orders Interface. In addition, the user can manually apply a handling charge to any order, as long as the Customer Handling Charge check box in the Customer Master File is selected (checked) for YES. Addl Charges 11.2 Numeric Entry in this field indicates the amount of any miscellaneous fees to be added to the order. This field is user-defined; the system will not automatically calculate any miscellaneous charges. Freight Charges 11.2 Numeric Entry in this field indicates the amount of any freight fees to be added to the order. This field is user-defined; the system will not automatically calculate any freight charges. Ship Date 6.0 Numeric Represents the date the order was shipped. The default value is the current system date and may be changed as required. The date entered here will display during Detail Sales inquiry when inquiring on the selected order. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. Program Functions Clicking on the ADDL CHARGES button, from the Order Verification summary window, prompts the display of the Add Additional Charges window. Additional charge descriptions, previously defined in the Cross Applications Customer Orders Interface via the CHARGES button, will display. See Additional Charges on page 198 for additional information. Clicking on the END ORDER button completes the verification process for this order and returns to the prompt window. Clicking on the PRINT INVOICE button generates the invoice for the customer s order. Clicking on the BILL OF LADING button permits the user to print a Bill of Lading. The Bill of Lading number is a unique number assigned by the shipper to identify the shipment. See Bill of Lading on page 200 for additional information. Clicking on the COMMENTS button displays the Order Verification comments window for this order. The user has the ability to add special instructions or comments in the areas noted. See Comments on page 201 for additional information. Clicking on the SHIPMENT NOTIFICATION button allows the user to print, fax or a shipment notification document to the customer to which merchandise is being shipped. See Shipment Notification on page 202 for additional information. 197

206 Additional Charges Clicking on the ADDL CHARGES button, from the Shipping Entry Order Verification summary window, prompts the display of the Add Additional Charges window. Additional charge descriptions, previously defined in the Cross Applications Customer Orders Interface via the CHARGES button, will display. S2K Enterprise provides for the ability to add additional user defined charges to an order during the Order Verification process. Additional charges are defined in the Cross Applications Customer Orders Interface via the CHARGES button. Charges entered on the Add Additional Charges window will be location specific based on the following: The Cross Applications Accounts Receivable Interface Interface to General Ledger check box is selected (checked) for YES; and LOCATION has been selected from the If Y Post by drop down selection box in the Cross Applications Accounts Receivable Interface. When LOCATION has been specified only those additional charges setup for the Location specified in the Cross Applications Customer Orders Interface via the CHARGES button will display. If posting by DIVISION/CLASS or CUSTOMER CLASS, as determined in the Cross Applications Accounts Receivable Interface, the charges entered here will not be location specific. FIGURE 133 ADD ADDITIONAL CHARGES WINDOW Additional Charges are defined in the Interface on an Order Type basis. This means they can be defined for an Order, Return Authorization, Credit Memo, Quotation, Service Billing Contract and/or Rental Contract or all of the aforementioned based on settings in the Order Type O, C, R, Q, SB, RB field in the Cross Applications Customer Orders Interface via the CHARGES button. These settings will determine the charges that display here on the Add Additional Charges window. Field Descriptions and Specifications Company Display field representing the company for which the additional charges will apply. Description Display field representing the additional charges that can be applied to the Order, Return Authorization, Credit Memo, and/or Quote. Additional charge descriptions displayed here were previously defined in the Cross Applications Customer Orders Interface via the CHARGES button. 198

207 Charges 9.2 Numeric Enter any additional charges as they apply to the selected Order, Return Authorization, Credit Memo, and/or Quote. Whether or not entry in this field is mandatory is predetermined in the Interface. If a charge was marked as mandatory, entry in this field will be required before processing can continue. Additionally, it was predetermined in the Interface if the charge will be mandatory for orders with a -000 extension. If this is the case the value entered here will be applied to orders with an extension of -000 (the original order). If it was determined in the Interface that the charges will be applied to orders with a -001, -002, etc. extension (backorders), during the Order Entry process, then the values entered here will be applied to orders with an extension of -001, - 002, etc. (subsequent orders). Total Charges Display field indicating the total of all charges entered on the Add Additional Charges window. 199

208 Bill of Lading Clicking on BILL OF LADING button, from the Shipping Entry Order Verification summary window, prompts the display of the Print B.O.L. window. FIGURE 134 PRINT BILL OF LADING WINDOW Enter the Trailer number, Loaded By ID, Printer ID of the output queue on which the bill of lading, for the selected order, will be printed and the number of copies to be printed and click on the ENTER icon to continue. A Bill of Lading is used to identify the shipment and typically provides information on the items that are being shipped on the order. A Bill of Lading generated using this option will print on the Mark Magic Bill of Lading form. If the, Are you using the VICS Bill of Lading check box is selected (checked) for YES, in the Cross Applications Customer Orders Interface via the SHIPPING button, the standard VICS Bill of Lading form will print in place of the regular S2K Enterprise Bill of Lading. VICS, the Voluntary Interindustry Commerce Standards organization provides guidelines for the Bill of Lading to ensure that the shipper, carrier, and the customer all receive the information necessary for processing goods through the supply chain. The standard VICS Bill of Lading is intended for US (United States) Less than Truckload (LTL) and Truck Load (TL) ground transportation. Additionally, if EDI is in use, the Bill of Lading number is a critical data element of the EDI 856 Ship Notice Manifest. Using the standard VICS Bill of Lading form and number will ensure that all key data elements are present and documented in a uniform manner. This supports the needs of all parties in the supply chain. 200

209 Comments Clicking on the COMMENTS button, from the Shipping Entry Order Verification summary window, prompts the display of the Special Instructions window. The comments entered here will print on the pick ticket and invoice for this order only. The user also has the ability to enter text labeled Special Instructions, which will print in a special area on the pick ticket. FIGURE 135 SPECIAL INSTRUCTIONS WINDOW One line of 60 characters for special instructions, and three lines, of 50 characters each, for order comments are available on the Special Instructions window. Upon completion of entering comments, the user must click on the ENTER icon for the text to be stored for the order. After clicking on the ENTER icon the user can click on the EXIT or PREVIOUS icons to return to the order and continue processing. 201

210 Shipment Notification Clicking on the SHIP NOTIFICATION button, from the Shipping Entry Order Verification summary window, prompts the display of the Print Shipment Notification window from which the customer can be sent a printed, faxed or confirmation document advising that their order will be shipped on this date. To print the shipment notification, enter the printer ID, date you wish to appear on the notice, and the number of copies required. If the printer ID is NOT known, it can be located by clicking on the SEARCH icon. FIGURE 136 PRINT SHIPMENT NOTIFICATION WINDOW Company, order number and customer default based on the order entered on the Order Verification prompt window and may not be edited. Field Descriptions and Specifications Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Note: The RUN INTERACTIVE icon is available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the FAX button prompts the display of the Fax Option window which permits the generation of a shipment notification to the fax modem on the IBM Power Systems TM server. See Fax on page 203 for additional information. Clicking on the button prompts the display of the Option window which permits the generation an to the customer containing the shipment notification document. See on page 203 for additional information. 202

211 Fax Clicking on the FAX button, from the Print Shipment Notification window, displays the following Fax Options window in which the contact name and fax number for this customer may be entered. Options are available to allow the user to edit the fax cover letter and print the fax that will be sent. FIGURE 137 FAX OPTIONS The default values in the Fax Number and Attention fields are based on information maintained for the selected customer in the Customer Master File via the CONTACTS button. Information for the contact determined to be the primary contact for the Customer Orders application will default to these fields. The Edit Cover Letter check box default is unselected (blank) for NO; to edit the cover letter that will be sent with the invoice enter select (check) this box for YES. Selecting (checking) the Edit Cover Letter check box for YES and clicking on the ENTER icon will display the Submit Fax window in which the distribution list for the fax (invoice) can be edited. However, if faxing using Mark Magic forms the edit cover letter option will not be available and this field will not display. Note: It is recommended to not insert dashes, parentheses or to prefix the number with a 1 or 9. If Start # With 1 is selected (checked) for YES in the Accounts Receivable Country Master File for the country where the fax is being sent, a 1 will be internally coded and will not display when the document is being faxed. Clicking on the button, from the Print Shipment Notification window, displays the following Options window in which the address and contact name to send the shipment notification to can be entered. This feature is available if is configured on your IBM Power Systems TM server. FIGURE 138 OPTIONS The default values in the Address and Attention fields are based on information maintained for the selected customer in the Customer Master File via the CONTACTS button. Information for the contact determined to be the primary contact for the Customer Orders application will default to these fields. 203

212 A sample of a Shipment Notification printout follows. FIGURE 139 SHIPMENT NOTIFICATION SAMPLE 204

213 Section V: Invoicing a Sales Order Single Order Selection Order Entry/Update Header In order to print an invoice in S2K Enterprise, the customer order must have a print code of BILL. The system will print invoices/credits for those orders only and all other orders will not be affected. The status can be changed individually from within a sales order or as a group. To change the status from within the order, the user must be in the Order Entry/Update header 1 window, as illustrated in Figure 140. Select Bill (During next Invoice Cycle) from the Print Code drop down selection box to mark the invoice for billing; the invoice will be billed during the next invoicing cycle. Select Bill (During next Invoice Cycle) from the Print Code drop down selection box. FIGURE 140 ORDER ENTRY/UPDATE HEADER1 WINDOW 205

214 Multiple Order Selection Order Billing Selection To change the billing status for more than one order as a group, select Order Billing Selection from the S2K Enterprise Customer Orders Daily Transaction Processing Confirmation menu, the following Order Billing Selection prompt window will display. Entering a customer number on the prompt window (Figure 141) and clicking on the ENTER icon, will display orders placed by that customer only. Order selection can be limited to a specific customer, print code, location, salesman, order taker, requested ship date, ship date, route or any combination of the preceding choices. FIGURE 141 ORDER BILLING SELECTION PROMPT WINDOW Leaving the Customer Number field blank, on the Order Billing Selection prompt window, and clicking on the ENTER icon will display all orders for the company number entered as illustrated in Figure 142. Additional field descriptions are as follows. Field Descriptions and Specifications Company Number 3.0 Numeric The Company Number defaults based on the current user s S2K Enterprise User Profile and can be changed provided the user has authority to change company number. If the company number is NOT known, it can be located in the Company Master File by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Order Type 1 Alphanumeric Optional field used for the entry of the order type, e.g., ORDER, RETURN AUTHORIZATION. If the Order Type is NOT known, it can be located in the Customer Order Type Search window by clicking on the SEARCH icon. Leaving this field blank instructs the system to include all order types for selection on the Order Billing Selection detail window. Customer Number 7 Alphanumeric Optional field used for the entry of the customer number for which orders will be selected for payment. Leaving this field blank instructs the system to include all customers for selection on the Order Billing Selection detail window. Entry in this field is validated against the Customer Master File. If the Customer number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Customer record, by clicking on the SEARCH icon. 206

215 Print Code Drop Down Selection Box The value selected in this field represents the current status of the orders to be selected for payment. Leaving this field blank instructs the system to include all print codes for selection on the Order Billing Selection detail window. Valid selections are: A Active P Pick Ticket Printed B Ready to Bill S Scanning Complete Order Number 9.0 Numeric Enter the Order Number to select for payment. If the Order Number/Transfer Number is NOT known, it can be located in the Open Order Search window by clicking on the SEARCH icon. Note: Vendor Return Orders will not display in the Open Order Search window. Directly entering an vendor return order on the Order Billing Selection prompt window and clicking on the ENTER icon will prompt the display of the message, Order entered is a vendor return, and processing will be prohibited. Location 4 Alphanumeric Entry in this field is optional and may be used to enter the location for which orders will be selected for payment. Leaving this field blank instructs the system to include all locations for selection on the Order Billing Selection detail window. Entry in this field is validated against the Location Master File. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. Salesman 5.0 Numeric Entry in this field is optional and may be used to enter the salesman for which orders will be selected for payment. Leaving this field blank instructs the system to include orders, for all salesmen, for selection on the Order Billing Selection detail window. Entry in this field is validated against the Salesman Master File. If the Salesman code is NOT known, it can be located in the Salesman Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Salesman number, by clicking on the SEARCH icon. Order Taker 3 Alphanumeric Entry in this field is optional and may be used to enter the order taker for which orders will be selected for payment. Leaving this field blank instructs the system to include orders, for all order takers, for selection on the Order Billing Selection detail window. Entry in this field is validated against the Order Taker Master File. If the Order Taker code is NOT known, it can be located in the Order Taker/Writer Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Order Taker code, by clicking on the SEARCH icon. Requested Ship Date 6.0 Numeric Entry in this field is optional and may be used to enter the date on which orders were requested for shipment. Leaving this field blank instructs the system to include orders, for all requested ship dates, for selection on the Order Billing Selection detail window. A data can be selected for entry by clicking on the CALENDAR icon. Ship Date 6.0 Numeric Entry in this field is optional and may be used to enter the date on which orders were shipped. Leaving this field blank instructs the system to include orders, for all ship dates, for selection on the Order Billing Selection detail window. A data can be selected for entry by clicking on the CALENDAR icon. Route 4 Alphanumeric Entry in this field is optional and may be used to enter the route on which an order was placed. Leaving this field blank instructs the system to include orders, for all routes, for selection on the Order Billing Selection detail window. Entry in this field is validated against the Route Master File. If the Route code is NOT known, it can be located in the Route Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Route code, by clicking on the SEARCH icon. 207

216 Batch Number 6.0 Numeric Entry in this field is optional and may be used to enter the batch number to which orders have been assigned. Leaving this field blank instructs the system to include orders, for all WMS batches, for selection on the Order Billing Selection detail window. If the Batch code is NOT known, it can be located in the Order Batch Lookup Search window by clicking on the 'SEARCH' icon. Once selections have been completed on the Order Billing Selection prompt window, click on the ENTER icon to continue. The following Order Billing Selection detail window will display. FIGURE 142 ORDER BILLING SELECTION DETAIL WINDOW Entering a specific order number in the Position to Order Number field and clicking on the ENTER icon will return the requested order to the top line of the Order Billing Selection detail window, Figure 142. To select an order for billing, change the Status of the order by entering a B in the Status field. All handling, miscellaneous and freight charges can be entered for each order on the Order Billing Selection window. Currency should be entered in the currency established for the selected customer(s). Click on the ENTER icon to confirm selections (if Lot, Bin or Serial Number errors are detected the Order Verification window will display, see Order Verification on page 212 for additional information). If all selections are accepted, click on the ENTER icon again to return the display to the Order Billing Selection prompt window. Additional field and program functions available on the Order Billing Selection window are as follows. Field Descriptions and Specifications Company Display field defaulting from entry on the Order Billing Selection prompt window. Position to Order Number 9.0 Numeric Entering a specific order number in the Position to Order Number field and clicking on the ENTER icon will return the requested order to the top line of the Order Billing Selection detail window. Order Display field identifying the order numbers that can be selected for payment. Order numbers were system generated during the Order Entry process. 208

217 Status 1 Alphanumeric The value in this field represents the current status of the order. Valid codes are A OPEN ORDER; P PICK TICKET PRINTED; B READY TO BILL or S SCANNING COMPLETE. The status should be changed to a B to select the order for billing. Note: A print code of S cannot be changed to a P or an A. Customer Display field indicating the customer number for which the order was placed. Batch Display field indicating the WMS batch number to which the order was assigned. Order Date Display field indicating the date on which the order was placed. Requested Date Display field indicating the date on which the order was requested for shipment to the customer. Handling Charge 11.2 Numeric Handling charges will be automatically calculated for an order based upon on the following settings. First, the Handling Charge check box in the Customer Master File must be selected (checked) for YES. Second, the subtotal of the order must be less than the value in the Cross Applications Customer Orders Interface field For orders under. The amount of the handling charge to be automatically applied is found in the Cross Applications Customer Orders Interface field Default handling charge is. In addition, the user can manually apply a handling charge to any order as long as the Handling Charge check box in the Customer Master File is selected (checked) for YES, for the selected customer. Addl Charge 11.2 Numeric The value in this field represents the amount of any miscellaneous fees to be added to the order. This field is user-defined; the system will not automatically calculate any miscellaneous charges. Freight Charge 11.2 Numeric The value in this field represents the amount of any freight fees to be added to the order. This field is user-defined; the system will not automatically calculate any freight charges. Program Functions Clicking on the ORDER ENTRY button prompts the display of the Order Entry/Update header 1 window allowing the user to update the selected order. The availability of this function is based on settings in the Cross Applications User Defaults Interface via the C/O DEFAULTS button. If BILLING SELECTION has been selected from the Allow O/E from Bill Sel/Inq drop down selection box in the Interface the ORDER ENTRY button will be active on the Order Billing Selection window. If NEITHER has been selected from the Allow O/E from Bill Sel/Inq drop down selection box in the Interface the ORDER ENTRY button will be suppressed on the Order Billing Selection window. See Order Entry on page 3 for additional information on the Order Entry process. Clicking on the ADDL CHARGES button, from the Order Billing Selection detail window, prompts the display of the Add Additional Charges window. Additional charge descriptions, previously defined in the Cross Applications Customer Orders Interface via the CHARGES button, will display. See Additional Charges on page 210 for additional information. 209

218 Additional Charges Clicking on the ADDL CHARGES button, from the Order Billing Selection detail window, prompts the display of the Add Additional Charges window. Additional charge descriptions, previously defined in the Cross Applications Customer Orders Interface via the CHARGES button, will display. S2K Enterprise provides for the ability to add additional user defined charges to an order during the Order Verification process. Additional charges are defined in the Cross Applications Customer Orders Interface via the CHARGES button. Charges entered on the Add Additional Charges window will be location specific based on the following: The Cross Applications Accounts Receivable Interface Interface to General Ledger check box is selected (checked) for YES; and LOCATION has been selected from the If Y Post by drop down selection box in the Cross Applications Accounts Receivable Interface. When LOCATION has been specified only those additional charges setup for the Location specified in the Cross Applications Customer Orders Interface via the CHARGES button will display. If posting by DIVISION/CLASS or CUSTOMER CLASS, as determined in the Cross Applications Accounts Receivable Interface, the charges entered here will not be location specific. FIGURE 143 ADD ADDITIONAL CHARGES WINDOW Additional Charges are defined in the Interface on an Order Type basis. This means they can be defined for an Order, Return Authorization, Credit Memo, Quotation, Service Billing Contract and/or Rental Contract or all of the aforementioned based on settings in the Order Type O, C, R, Q, SB, RB field in the Cross Applications Customer Orders Interface via the CHARGES button. These settings will determine the charges that display here on the Add Additional Charges window. Field Descriptions and Specifications Company Display field representing the company for which the additional charges will apply. Description Display field representing the additional charges that can be applied to the Order, Return Authorization, Credit Memo, and/or Quote. Additional charge descriptions displayed here were previously defined in the Cross Applications Customer Orders Interface via the CHARGES button. 210

219 Charges 9.2 Numeric Enter any additional charges as they apply to the selected Order, Return Authorization, Credit Memo, and/or Quote. Whether or not entry in this field is mandatory is predetermined in the Interface. If a charge was marked as mandatory, entry in this field will be required before processing can continue. Additionally, it was predetermined in the Interface if the charge will be mandatory for orders with a -000 extension. If this is the case the value entered here will be applied to orders with an extension of -000 (the original order). If it was determined in the Interface that the charges will be applied to orders with a -001, -002, etc. extension (backorders), during the Order Entry process, then the values entered here will be applied to orders with an extension of -001, - 002, etc. (subsequent orders). Total Charges Display field indicating the total of all charges entered on the Add Additional Charges window. 211

220 Order Verification Once an order has been selected for billing, if any Lot, Bin or Serial number errors are found by the system, the following Order Verification window will display allowing the user to correct Lot, Bin or Serial Number errors. This program verifies that all lots, bins, serial numbers and other required criteria are met before a 'B' will be allowed on the Order Billing Selection window. FIGURE 144 ORDER VERIFICATION WINDOW Company number and description, customer number and name and order number default from the Order Billing Selection detail window and may not be edited. The following fields will display on the bottom of the window, indicating the reason for the error. Field Descriptions and Specifications Line System-generated identifier for this detail line item record; numbered sequentially within each order, beginning with 1. Ship Represents the requested quantity for this order that is currently available to be sent to the customer. Available quantity is determined as follows: On hand less committed available. If the requested ship quantity exceeds the available quantity, the difference between requested ship quantity and available quantity is placed in the backorder quantity field. Item Number Displays from the order selected. Identifies the code assigned to the detail line item on the order. Location Displays field indicating the inventory location from where the order will be shipped. U/M Display field indicating the selling unit of measure for the detail line item. 212

221 Line Status Indicates if the line item and/or order is ready for billing, if an error needs to be corrected, or if a warning needs to be sent to the user. All errors must be corrected before billing can take place. Possible line status messages are: Invalid Item Number Invalid Item/Location Item Bal. will go Negative Warning: Cost is zero Bin Quantity Error Lot Quantity Error Invalid Order Number Line Is Ready To Bill Missing Serial Number No detail lines have been found for order number Missing Serial Number and Bin Quantity Error Order Is Ready For Billing Program Functions Clicking on the SERIAL NUMBERS button prompts the display of the Serial Number Selection window allowing for the selection of available serial numbers for the item. See Serial Numbers on page 214 for additional information. Clicking on the LOTS button prompts the display of the Lot Entry/Update window allowing for the selection of available lots for the item. See Lots on page 216 for additional information. Clicking on the BINS button prompts the display of the Bin Selection window allowing for the selection of the item from available bin locations. See Bins on page 218 for additional information. 213

222 Serial Numbers Clicking on the SERIAL NUMBERS button prompts the display of the Serial Number Selection window allowing for the selection of available serial numbers for this item. This function is available when entering items during Order Entry which have previously been defined as serial numbered items in the Item Master File. S2K Enterprise allows for the entry of an unlimited number of serial numbers to be entered for the items being verified for shipment to the customer. Continue selecting serial numbers until all differences have been resolved. FIGURE 145 SERIAL NUMBER SELECTION WINDOW Enter the appropriate serial number in the Serial Number field or click on the SEARCH icon to select the appropriate serial number from the Serial Number Search window. The current user can select the serial number(s) for shipment with the current order by positioning the cursor on the required serial number line and clicking on the ENTER icon. The selected serial number will be returned to the Serial Number Selection window. Continue this process until all serial number selections have been completed and all differences are corrected. Click on the PREVIOUS icon to return to the Order Verification window. To delete a serial number from the Serial Number Selection window, enter a 'D' in the 'D' (Delete) column and click on the ENTER icon. If the user selects a specific serial number for shipment at the time an order is initially entered that information will print on the pick ticket. The warehouse will then be required to select that specific serial numbered item for shipment to the customer. If the order taker does not make a serial number selection at the time of order entry the warehouse will need to note the serial number of the shipped item on the pick ticket before it is returned to the appropriate department for billing. The user, billing processor, can then select the appropriate serial number for the shipped item. Note: If a detail item is entered with a location other than the default location for filling the order, any associated serial numbers for that line will carry forward to the split order provided that the Cross Applications Customer Orders Interface check box 'Split Order Out By Location' is selected (checked) for YES. Field Descriptions and Specifications Item/Item Description s Display field identifying the serial numbered item and item description. Defaults based on the item selected on the Order Verification window. Serial Number 20 Alphanumeric Enter the serial number for the selected. If the serial number(s) is NOT known, it can be located in the Serial Number Search window by clicking on the SEARCH icon. An unlimited number of serial numbers may be selected to satisfy the requirements for the selected order. Clicking on the ENTER icon, after entering or selecting each serial number, will populate the Serial Number fields on the bottom portion of the window. 214

223 Required Quantity Display field indicating the number of items required for the selected order, defaults based on the order quantity entered during the Order Entry process on the Order Entry/Update detail window. Selected Quantity System-generate display field indicating the number of serial numbers that have been selected on this window. Difference System-generated display field indicating the difference between the Required Quantity less the Selected Quantity. D (Delete Code) 1 Alphanumeric Optional field that allows the user to delete a serial number from this list. Enter a 'D' next to the serial number to be removed, click on the ENTER icon. All deleted serial numbers are removed from this selection window and will re-display on the Serial Number Search window. Serial Number Display fields identifying the serial number(s) selected for item(s). An unlimited number of serial numbers can be selected for shipment of the current order. 215

224 Lots Clicking on the LOTS button prompts the display of the Lot Entry/Update window allowing for the selection of available lots for this item. This function is available for items with the 'Lot Control' check box selected (checked) for YES in the Item Master File. All available lots for the item selected are displayed on the Lot Entry/Update window allowing the user to select the lot from which the item will be selected for shipment with the current order. If a user elects to select a specific lot for shipment at the time the order is initially entered, that information will print on the pick ticket. If the user does not make a lot selection, the system automatically assigns a lot number. The warehouse will then be required to select that specific lot for shipment to the customer. If a lot number is changed by the warehouse the new lot number will need to be noted on the pick ticket before it is returned to the appropriate department for billing. The user then selects the appropriate lot for the shipped item. FIGURE 146 LOT ENTRY/UPDATE WINDOW Enter the appropriate item quantity in the Select column for the required lot. The system then checks for availability. Unavailable quantities receive a warning message and the user will be required to correct error conditions prior to continuing. Keep in mind that the entire quantity does not need to be shipped from a single lot. Multiple lots can be utilized to fulfill the order. Once the lots have been selected click on the UPDATE LOTS button to return to the Order Verification window to complete the verification process. Field Descriptions and Specifications Company Display field identifying the company for which this sales order is being processed, defaults from the Order Entry/Update header 1 window. Customer Display field identifying the customer for which this order is being processed, defaults from the Order Entry/Update header 1 window. Customer Name and Address Display field identifying the name and address of the customer, as maintained in the Customer Master File. 216

225 Order Number Display field representing the system-generated number assigned to the order during the Order Entry process. Location Display field identifying the warehouse location for which the order was placed. Item Display field identifying the item for which lots will be corrected. Description Display field identifying the item description, as maintained in the Item Master File. Ship Quantity Display field representing the quantity of the lot controlled item required to complete shipment of this order, defaults based on the item quantity entered on the Order Entry/Update detail window. Sel Quantity This field is populated by the system based on selection of a lot quantity in the Select field. Select quantity must NOT exceed the shipped quantity. The lot cannot be updated until Ship Quantity equals Select Quantity. Diff Quantity Represents any quantity differences that must still be selected to meet the requirements of the order. (Ship Qty - Sel. Qty) Bottom of Display Window: Lot Number Display field indicating the number identifying the lot(s) to which the selected item has been assigned. Description Display field representing the item description as maintained in the Item Master File. Bin Represents the bin to which the item was assigned when the item was received into inventory. Vendor Identifies the vendor from whom this lot item was purchased. Lot Date Display field representing the date on which the lot item was received. Shelf Date Display field indicating the date on which this lot item will expire and no longer be available for sale. This is dependent on the Cross Applications Customer Orders Interface check box Use Item Shelf Life when creating Pick Ticket via the PICK TICKETS button. Lot items with a shelf life date less than the current system date will not be displayed for selection. Shelf life date was entered when the lot was received. Cost Display field indicating the cost per unit, as defined in the Item Vendor File. On Hand Display field indicating the number of this item currently on hand in the lot(s) displayed. Committed Display field indicating the quantity of this item currently committed to sales orders for the lot(s) displayed. Available Display field indicating the quantity of this item currently available in the lot(s) displayed. Calculated as follows: Available = On Hand Committed Select. 217

226 Select 9.2 Numeric Enter the number of units required from the selected lot(s) to satisfy the requirements of the order. Click on the ENTER icon. A message will display indicating all edits passed. Click on the UPDATE LOTS button to return to the Order Verification window to continue processing. Program Functions Clicking on the UPDATE LOTS button reduces the available quantity for each lot, when processing an order type of ORDER, by the quantity requested in the Select column, and returns the display to the Order Verification window. Clicking on the UPDATE LOTS button increases the available quantity for each lot, when processing an order type of RETURN AUTHORIZATION or CREDIT MEMO, by the quantity entered in the Select column, and returns the display to the Order Verification window. 218

227 Bins Clicking on the BINS button prompts the display of the Bin Selection window allowing for the selection of this item from available bin locations. This function is dependent on the setting of the 'Multiple Bins' check box in the Location Master File. If this check box is selected (checked) for YES, the user will be able to select merchandise from a particular bin for delivery to the customer. If the user does not make a bin selection at the time the order is entered, the pick ticket program will assign a bin location for warehouse personnel to pick from. If the selected bin is NOT used for any reason, prior to invoicing the order the user can adjust the picked quantities for the actual bin where they were taken from. FIGURE 147 BIN SELECTION WINDOW The information displayed in the Bin Selection window is displayed only for the line item selected on the Order Verification window. All available bins containing the selected item will display, the user can select a bin item for shipment with the current order by entering a quantity in the Quantity column and clicking on the UPDATE BIN button, available bin quantities will be updated. Click on the PREVIOUS icon, the display will return to the Order Verification window. If the user does not make a bin selection at the time the order is entered, the pick ticket program will assign a bin location for warehouse personnel to pick from. If the selected bin is not used for any reason, prior to invoicing the order a user can adjust the picked quantities to reflect the actual bin from which the product was picked. Care should be exercised when updating bin information, in as much as this has a direct affect on the proper reporting of available inventory. Field Descriptions and Specifications Company Display field representing the company from where this item will be picked for delivery to the customer, defaulting from the previous window. Customer Display field representing the customer ordering this item, defaulting from the previous window. Order Display field representing the order number on which this particular item has been ordered, defaulting from the previous window. 219

228 Item Display field identifying the item being ordered, defaulting from the item entered on the Order Entry/Update detail window. Location Display field representing the inventory location from where this item will be picked for delivery to the customer, defaulting from the previous window. Ship Quantity Display field indicating the required quantity for this item, defaulting from Order Entry/Update detail window. Sel Quantity This field is populated by the system based on selection of a bin quantity in the Quantity field. Select quantity must NOT exceed the shipped quantity. The bin cannot be updated until Ship Quantity equals Select Quantity. Diff Quantity Represents any quantity differences that must still be selected to meet the requirements of the order. (Ship Qty - Sel. Qty) Bin Identifies available bin locations, as defined in the Bin Master File, from which the item can be selected. Type Indicates the type of bin, as defined in the Bin Master File, from which the item can be selected, e.g. PICKING, BULK, etc. Area Represents the geographic area in which the bin resides, as defined in the Bin Master File. Area is used for grouping similar bins together in one area. Available Represents the available quantity of the item, within the bins displayed, which can be picked to satisfy the requirements of the selected order. Quantity 11.2 Numeric Optional field used for entry of the quantity of the item being picked from the bin. Program Functions Clicking on the UPDATE BIN button reduces the bin available quantity by the quantity entered in the Quantity column. 220

229 Pre-Billing Report The Pre-Billing Report should be run prior to performing an invoice cycle for open orders. The Pre-Billing Report will include all orders that have a print code of B on the Order Entry/Update header 1 window. The print code of B is assigned after the order has been verified and shipped to the customer, and indicates that the order is ready to be billed. The Pre-Billing Report should be used as an edit list, to proof the invoices prior to generating them. Once an order has been invoiced, it cannot be changed! The pre-billing report should be reviewed for correct selling price, unit and extended cost, quantity shipped, line item and order discount percentages, sales tax, handling, freight and miscellaneous charges as appropriate. This report will also contain information on previously received order deposits. These deposits will be applied as payments to the invoice once it has been generated. Select Pre-Billing Report from the S2K Enterprise Customer Orders Daily Transaction Processing Confirmation menu, the following prompt window will display. The report can include all companies, customers, locations, orders, currency codes, truck batch numbers, and routes or a range of the aforementioned. Additionally, the report can be limited to credits, return authorizations or invoices by making a selection from the Inv/Cred/Ret Auth or All drop down selection box. Selecting ALL will include all credits; return authorizations and invoices in the Pre Billing Report. Field Descriptions and Specifications FIGURE 148 PRE-BILLING REPORT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range to include in the Pre-Billing Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location to include in the Pre-Billing Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number to include in the Pre-Billing Report. The default range is blank to and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number to include in the Pre-Billing Report. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. 221

230 From Currency Code/To Currency Code 3 Alphanumeric/3 Alphanumeric Enter the starting and ending range Currency Code to include in the Pre-Billing Report. The default range is blank to 999 and can be changed as required. If the Currency Code is NOT known, it can be located in the Currency Code Search window by clicking on the 'SEARCH' icon. From Truck Load Batch/To Truck Load Batch 7.0 Numeric/7.0 Numeric Enter the starting and ending range Truck Load Batch to include in the Pre-Billing Report. The default range is to and can be changed as required. If the Truck Load Batch is NOT known, it can be located in the Order Batch Lookup Search window by clicking on the 'SEARCH' icon. From Route/To Route 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Truck Route to include in the Pre-Billing Report. The default range is 0000 to 9999 and can be changed as required. If the Route code is NOT known, it can be located in the Route Search window by clicking on the 'SEARCH' icon. Inv/Cred/Ret Auth or All Drop Down Selection Box The Pre-Billing Report can be limited to credits, return authorizations or invoices by making a selection from the Inv/Cred/Ret Auth or All drop down selection box. Selecting ALL will include all credits; return authorizations and invoices in the Pre Billing Report. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date in MMDDYY format. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. 222

231 A sample of the Pre-Billing Report follows. FIGURE 149 PRE-BILLING REPORT 223

232 Invoice Printing Print/Update Invoices Selecting Print/Update Invoices will invoice all orders that meet the selection criteria entered on the Print Invoice prompt window, for orders with a print code of B on the Order Entry/Update header 1 window. The print code of B is assigned after the order has been verified and shipped to the customer, and indicates that the order is ready to be billed. One of the important functions of the invoice cycle is to update the Sales Analysis detail and summary files with information on the shipped orders. A flowchart outlining the Invoicing Cycle is shown on page 227. Note: When the Invoicing Cycle(s) are run the Sales Analysis data is stored in the VSAHOLD file and updated to Sales Analysis File (VSAANAL) during the End-of-Day Process. The Merge Pending S/A Data into Active File option on the S2K Enterprise Customer Orders Utility menu can be used to force the merge of Sales Analysis data generated during the Invoice Cycle or during the Retail Point of Sale Invoice Cycle from the VSAHOLD file to the Sales Analysis File (VSAANAL) without waiting until the End-of-Day process runs. This can be done for reporting purposes. It should be noted that running this Utility option may take a significant amount of time; however, user activity can continue uninterrupted as this process runs. Several printed forms will be generated as output during an invoice cycle. These forms include: Invoice Sales Journal (Invoice Register) General Ledger Posting Exception Report Lot Exception Report Invoices will be ed to customers that have been setup via Customer File Maintenance to have invoice ing options available. Note: The General Ledger Exception report and the Lot Exception report will only be generated when there is an out-ofbalance condition for the journal entries or lot detail for inventory items. An invoice can be printed individually or as a group (batch). In order to print an invoice from within a sales order, click on the PRINT INV/CR button from the Order Entry/Update summary window (see Figure 13). An invoice will be printed for the sales order selected and the print code will be changed to an E indicating an invoice has been created, but sales analysis has not been updated. To print a group (batch) or invoices select Print/Update Invoices from the S2K Enterprise Customer Orders Daily Transaction Processing Confirmation menu. The following Print Invoices prompt window will display. FIGURE 150 PRINT INVOICES PROMPT WINDOW 224

233 Invoices can be printed for a single company and a range of locations, customers, order numbers, truck load batches, and routes. Additionally, invoices can be sorted by customer, order number, invoice number, zip code, and state or customer class based on the selection made from the Sort Select drop down selection box. Invoices can be run for credits, return authorizations or invoices by making a selection from the Inv/Cred/Ret Auth or All drop down selection box. Running this report will generate a Sales Journal which will be printed on the printer specified in the Output Queue for Reports field. Field Descriptions and Specifications For Company 3.0 Numeric Enter the Company number for which invoices will be printed/updated. The default is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location for which invoices will be printed/updated. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number for which invoices will be printed/updated. The default range is blank to and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number for which invoices will be printed/updated. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Truck Load Batch/To Truck Load Batch 7.0 Numeric/7.0 Numeric Enter the starting and ending Truck Load Batch range for which invoices will be printed/updated. The default range is to and can be changed as required. If the Truck Load Batch number is NOT known, it can be located in the Order Batch Lookup window by clicking on the 'SEARCH' icon. From Route/To Route 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Truck Route for which invoices will be printed/updated. The default range is 0000 to 9999 and can be changed as required. If the Route code is NOT known, it can be located in the Route Search window by clicking on the 'SEARCH' icon. Sort Select Drop Down Selection Box Select the sorting sequence in which the invoices will print from the Sort Select drop down selection box. Valid selections are BY CUSTOMER, BY ORDER NUMBER, BY INVOICE NUMBER, BY ZIP CODE, BY STATE OR BY CUSTOMER CLASS. Inv/Cred/Ret Auth or All Drop Down Selection Box Invoices can be sorted by customer, order number, invoice number, zip code, and state or customer class based on the selection made from the Inv/Cred/Ret Auth or All drop down selection box. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue for Inv/Cred 10 Alphanumeric Defaults to the printer as defined in the Cross Applications Customer Orders Interface and can be changed to any valid OUTQ. If an Output Queue is NOT known it can be located by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). 225

234 Output Queue for Reports 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile. Can be changed to any valid OUTQ. If an Output Queue is NOT known it can be located by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Sales Journal follows. FIGURE 151 SALES JOURNAL SAMPLE 226

235 Invoicing Cycle Flowchart Invoice Cycle COFOBLC2 Check if previous cycle finished Yes Update Flag to Invoice Cycle is started VXACONT Return back to Prompt Screen with error Process any POS or Order Entry Deposits Prompt Screen Using Retail POS Yes Process Pay-Outs No VCOHEAD Retrieve orders ready for billing VCOBIN VCOLOT Check it Lots & Bins are all validated VINBINI VINLOT Using Retail POS Process Gift Cards VCOHEAD VCODETL Process Orders with a B Status VCOBILL VCOBILL VCOHEAD VCODETL Print Invoices Invoice Form VCOBILL Post to Accounts Receivable VARSALE VARCUST VARARTR VARCOMP VARGLMP Sales Journal A1 227

236 A1 VCOBILL VCOHEAD VCODETL Update Sales Analysis and Inventory VSAHEAD VSADETL VINBINI VINLOG VINITMB VINLOT VINSERL VSACOMM VCOBILL VCOHEAD VCODETL Update Sales Analysis Summary File VSAHOLD VCOBILL VCOHEAD VCODETL Post Records to General Ledger Work File VARGLMP VCOBILL VCOHEAD VCODETL Create Backorders VCOBILL VCOHEAD VCODETL VCOBACK VCOBILL VARCUST Fax any invoices that needs to be faxed Fax Invoices VCOBACK Create Credit Card Authorizations for Back-Orders VCOHEAD Set Invoice Flag as Completed VXACONT VSAHOLD Process S/A Summary Yes No Update to Sales Analysis History File VSAANAL Close any WMS batches for NON RF locations End Of Invoice Cycle FIGURE 152 S2K ENTERPRISE INVOICE CYCLE FLOWCHART 228

237 **** Training Exercise III 1. Using the orders previously created print Pick Tickets. a. Print one from the Order Entry/Update summary window. b. Print one via the S2K Enterprise Customer Orders Sales Order Daily Transaction Processing Printing Menu. 2. Verify all orders created. 3. Mark all orders ready for billing. 4. Print the Pre-Billing Report. 5. Print Invoices. 229

238 Section VI: Direct Shipment Processing S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments Menu FIGURE 153 S2K ENTERPRISE CUSTOMER ORDERS DAILY TRANSACTION PROCESSING DIRECT SHIPMENTS MENU 1. Open Direct Shipments Un-Posted Direct Shipment Report Update Un-Posted Direct Shipments Direct Shipment Maintenance Direct Shipment Proof List Update Direct Shipments To Purchasing Direct Shipment Exception Report

239 Direct Shipment Processing Overview The S2K Enterprise Direct Shipment Processing procedure permits orders to be placed for inventory items that will be shipped directly to the customer from the vendor. By providing the ability to enter the orders in order entry, your company has the ability to track these orders through the purchasing process, send invoices to your customers once you have received vendor notification that the items have been shipped, and maintain sales analysis details for direct ship orders. Items that are direct shipped to customers are flagged in Sales Analysis, thereby establishing a reference to total sales figures for inventory maintained in the warehouses vs. direct-shipped inventory. Invoicing should not be performed until receipt of the direct ship item has been entered through the Purchase Order Receiving process. Order entry takers have the ability to direct ship an entire order or just line items within an order. In order to process a direct shipment request for a customer, the Direct Ship check box in the Customer Master File must be selected (checked) for YES. This check box indicates the customer s willingness to accept merchandise directly from a supplier. If this check box is unselected (blank) for NO, order takers will not be able to enter any direct shipment request for the customer during the Order Entry process. Direct Ship Entire Order Direct Shipment Processing begins in order entry, by selecting an entire order or a single item from an order to be sent to a customer directly from a supplier. Select (check) the Direct Ship check box for YES, on the Order Entry/Update Header 2 window to select an entire order for direct shipment. FIGURE 154 ORDER ENTRY/UPDATE HEADER 2 WINDOW During Order Entry, to select an entire order for direct shipment, on the Order Entry/Update header 2 window, select (check) the Direct Ship check box for YES as illustrated in Figure 154. Click on the ENTER icon to accept the direct ship instructions. Continue processing the order as required. 231

240 Direct Ship Individual Line Items To direct ship individual line items on an order select Order Entry from the S2K Enterprise Sales Order Entry menu. Enter the order number for which direct shipment processing is required. Click on the ENTER icon, information for the order number selected will be retrieved to the Order/Entry Update header 1 window. Click on the ENTER icon, the Order Entry/Update detail window will display. Select (check) the Direct Ship check box for YES. FIGURE 155 ORDER ENTRY/UPDATE DETAIL WINDOW Position the cursor on the line item that requires direct shipment processing and double click to retrieve line item information to the bottom portion of the window. Select (check) the Direct Ship check box for YES. Click on the ENTER icon to continue processing the order. In addition, a valid Vendor Number must be entered. If the item being added to the order has a preferred vendor the code found in this field will default from the Item Vendor Master File. Since direct ship items are not being sent from available inventory, the order quantity is moved to backorder quantity. Backorder processing will ignore detail lines with a backorder if the Direct Ship check box is selected (checked) for YES on the Order Entry/Update header 2 window or on the Order Entry//Update detail window. The Create PO/MO check box must be unselected (blank) for NO as the creation of the purchase order is handled by the Direct Shipment Processing procedure. The cost that is used for the item is dependent upon the method being used for the cost of goods sold. Depending on selection from the Cross Applications Customer Orders Interface drop down selection box, Order Cost Type (Last, Average, Other), the system determines the value that will be carried forward from the Item Balance Master File into the Item Cost field. When the direct shipment requests are updated to the Purchase Order Work File the cost from the Item Vendor Master File replaces the order cost type cost. If no adjustments to the per unit cost are made in the Direct Shipment Maintenance Work File the cost will be carried to the purchase order that is created. The created purchase order has a type code on the Purchase Order header window of DIRECT SHIP. The customer s ship-to name and address display in the Ship-To location fields, in lieu of your warehouse address. The Update Inventory check box will be unselected (blank) for NO. The Purchase Order Entry/Update detail window will record the order number for the customer s order. This in effect tags the merchandise specifically for that customer s order. Direct ship purchase orders will follow the same processing flow as any other purchase order. 232

241 Once the vendor has notified you that the merchandise has been sent to your customer, you must perform an inventory receipt for the merchandise. This procedure will not increment the on hand balance in the Item Balance Master File since the Update Inventory check box is unselected (blank) for NO. The inventory receipt procedure permits the system to record the detail line of the purchase order as closed. Using the customer order number as found in the purchase order detail for the item, the order quantity for that order is moved from backorder quantity to ship quantity and the accrual records necessary for PO Price Verification are created. Once direct ship orders have been recorded as received, the customer order can be prepared for billing in the normal manner. The receiving process will update the line item cost in the Order Entry Detail File with the items per unit cost as received. This is the cost that will be used as the cost of goods sold for the General Ledger and Sales Analysis updates which occur as part of the customer orders invoice cycle. Normally, the item s per unit cost is updated during the invoice cycle based on entries found in the Cross Applications Customer Orders and Inventory Interfaces. For line items that have the Direct Ship check box selected (checked) for YES, this update during the invoice cycle is ignored. 233

242 Open Direct Shipments The S2K Enterprise Open Direct Shipment Report prints information for all items on customer orders that have the Direct Ship check box on the Order Entry/Update header 2 window selected (checked) for YES. The items will appear on this report whether or not the purchase order has been created for the item, or if the item has been received through inventory receipt entry. Information appearing on this report includes customer number, order number and order date, quantity ordered and quantity received, vendor number and purchase order number, item number, unit of measure and the per unit selling price. For items that have had a purchase order created, the purchase order number, from the Open Order Detail File, will display in a P.O. column next to the line item. If the entry in this column is blank, the direct shipment processing procedure must still be executed to create a purchase order for the item. For items that have been updated as having been received through the inventory receipts update procedure, the quantity that has been recorded as received will display in a received quantity column. This would indicate to the user that this order can be prepared for billing to the customer. Using the available selection criteria of company, location, customer number, order number, and item number, users can run the report for all available direct shipment requests, or limit the data selected. This report can be run as often as required. No updates to system data will occur as part of this option. Field Descriptions and Specifications FIGURE 156 OPEN DIRECT SHIPMENT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending company number range to include in the Open Direct Shipment Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location code range to include in the Open Direct Shipment Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending customer number range to include in the Open Direct Shipment Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order/To Order 9.0 Numeric/9.0 Numeric Enter the starting and ending order number range to include in the Open Direct Shipment Report. The default range is 000 to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. 234

243 From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending item number range to include in the Open Direct Shipment Report. The default range is blank to 999. and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Open Direct Shipment Report follows. FIGURE 157 OPEN DIRECT SHIPMENT REPORT 235

244 Un-Posted Direct Shipment Report The Un-Posted Direct Shipment Report provides a list of all items that were selected for direct shipment at the time a customer order was placed, and have not had a purchase order created. The purchasing department should run this report frequently so they know when they need to complete the direct shipment processing procedure for open orders. If this report runs without any items appearing, it is an indication to the purchasing department that no new direct shipment requests have been received since the last time the direct shipment processing procedures were executed. Information appearing on this report includes customer number, order number and order date, quantity ordered, vendor number, item number, unit of measure and the per unit selling price. Using the available selection criteria of company, order number and customer, users can run the report for all available direct shipment requests waiting to be created, or limit the data selected. This report can be run as often as required. No updates to system data will occur as part of this option. Field Descriptions and Specifications FIGURE 158 UN-POSTED DIRECT SHIPMENT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending company number range to include in the Un-Posted Direct Shipment Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location code range to include in the Un-Posted Direct Shipment Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending customer number range to include in the Un-Posted Direct Shipment Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order/To Order 9.0 Numeric/9.0 Numeric Enter the starting and ending order number range to include in the Un-Posted Direct Shipment Report. The default range is 000 to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. 236

245 Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Un-posted Direct Shipment Report follows. FIGURE 159 UN-POSTED DIRECT SHIPMENT REPORT 237

246 Update Un-Posted Direct Shipments Selecting the option to Update Un-posted Direct Shipments from the S2K Enterprise Customer Orders Direct Shipment Processing menu permits the system to create a Direct Shipment Work File for those items that have not had a direct shipment posted. The item information for direct shipment requests will then be available to be changed or updated using other menu options. Items are chosen for inclusion in the work file based on the selection criteria entered on the prompt window. The Update Unposted Direct Shipments can be run for a single company, and a range of order numbers and customers. Only items in the Open Order Detail File that have the Direct Shipment check box selected (checked) for YES and the Posted Direct Shipment check box unselected (blank) for NO are eligible for updating. This option cannot be rerun until the previous data has been updated to purchasing using Post Direct Shipments to Purchasing option on the S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments menu. No printed output is available for this procedure. FIGURE 160 UPDATE UN-POSTED DIRECT SHIPMENTS PROMPT WINDOW Note: The Update Un-Posted Direct Shipments to Purchasing process can be scheduled into the Job Scheduler routine. Refer to Maintain Job Schedules in the S2K Enterprise Cross Applications Manual for additional information on including this procedure in the Job Scheduler routine. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at Field Descriptions and Specifications For Company 3.0 Numeric Enter the company for which the Direct Shipment processing is requested. The company number defaults based on the current user s S2K Enterprise User Profile and can be change as required provided the user has authority to change company number. If the company number is NOT known, it can be located in the Company Search window by clicking on the SEARCH icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending location code range to include in the update. The default range is blank to 9999 and may be changed as required. If the location code is NOT known, it can be located in the Location Search window by clicking on the SEARCH icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending customer number range to include in the update. The default is blank to 999 and may be changed as required. If a customer number is NOT known, it can be located in the Customer Search window by clicking on the SEARCH icon. 238

247 From Order/To Order 9.0 Numeric/9.0 Numeric Enter the starting and ending order number range to include in the update. The default range is 000 to 999 and may be changed as required. If an order number is NOT known it can be located in the Open Orders Search window by clicking on the SEARCH icon. Program Function Clicking on the RUN INTERACTIVE icon allows this job to run real-time, interactively from the terminal, inhibiting further use of the terminal until the job completes. Note: The RUN INTERACTIVE icon is available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if this function is NOT available. 239

248 Direct Shipment Maintenance Direct Shipment Maintenance provides the user with a utility to make adjustments to item and vendor information prior to creating purchase orders. Using the data that was created in the Direct Shipment Work File utilizing the Update Un-Posted Direct Shipments option on the S2K Enterprise Customer Orders Direct Shipment Processing menu, users can change the vendor, order quantity or per unit cost. It is recommended that prior to updating this data and creating the purchase orders, users run an edit listing using the Direct Shipment Proof List option on the S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipment Processing menu. Select Direct Shipment Maintenance from the S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments menu. The following Direct Shipment Maintenance prompt window will display. Field Descriptions and Specifications FIGURE 161 DIRECT SHIPMENT MAINTENANCE PROMPT WINDOW Company 3.0 Numeric Represents the code assigned to the company for which direct shipment request will be maintained. The default is based on the current user s S2K Enterprise User Profile and can be changed as required, provided the user has authority to change company number. If the company number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Location 4 Alphanumeric Represents the code assigned to the location for which direct shipment request will be maintained. The default is based on the current user s S2K Enterprise User Profile and can be changed as required, provided the user has authority to change location code. If the location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a location record, by clicking on the SEARCH icon. Order Number 9.0 Numeric Optional field used for entering the system-generated customer order number. Entry in this field is validated against the Open Order Header File. If the order number is NOT known, it can be located in the Search For Un-Posted Direct Shipment Order window by clicking on the 'SEARCH' icon. Selection criteria can be entered on the Search For Un-Posted Direct Shipment Order window to narrow the orders displayed in the window. If an order is not specified in this field all Un-Posted Direct Shipment Orders will display on the Direct Shipment Maintenance detail window. Vendor 6 Alphanumeric Optional field used for entering the vendor number from which the direct shipment request will be processed. Entry in this field is validated against the Vendor Master File. If the vendor number is NOT known, it can be located in the Vendor Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor record, by clicking on the SEARCH icon. 240

249 Item Number 20 Alphanumeric Entry in this field is optional and indicates the item number assigned to the merchandise the customer has ordered for direct shipment. Entry in this field is validated against the Item Master File. If the item number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Item record, by clicking on the SEARCH icon. Once selection criteria have been entered on the prompt window, clicking on the ENTER icon will display the following Direct Shipments Maintenance detail window. FIGURE 162 DIRECT SHIPMENT MAINTENANCE DETAIL WINDOW The user can change the vendor for which the purchase order will be created, the purchase quantity and the purchase cost per unit. Once the changes have been made, click on the ENTER icon, the changes will be saved and the Direct Shipment Maintenance prompt window will redisplay. Additional field descriptions are as follows: Field Descriptions and Specifications Company Identifies the company for which direct shipment requests are maintained; defaulting from entry on the prompt window. Order Number Display field indicating the customer order number; defaulting from entry on the prompt window (provided an order number was entered on the prompt window). Vendor Displays the vendor number from which the product will be shipped directly to the customer; defaulting from entry on the prompt window (provided a vendor code was entered on the prompt window). Item Number Displays the item number assigned to the merchandise the customer has ordered for direct shipment; defaulting from entry on the prompt window (provided an item number was entered on the prompt window). Ship Via Display field indicating the shipping method to be used to deliver the order to the customer. Defaults from information entered on the direct shipment customer order. This field will only display if an individual order was entered on the Direct Shipment Maintenance prompt window. When accessing the Direct Shipment Maintenance detail window for multiple orders this field is suppressed. 241

250 Bottom of Display Window: Item Displays the item number assigned to the merchandise the customer has ordered for direct shipment; defaulting from entry on the prompt window. Vendor Name Display field identifying the name of the vendor from which the direct ship order will be shipped. Location Display field identifying the inventory location for the item detail line defaulting from the Order Entry/Update detail window for the direct ship item. Order Number Display field identifying the customer order number for which the direct shipment request is being processed. Backorder Number Display field represented by three digits after the dash in the order number, identifying the backorder sequence number or location split order. Vendor Minimum Display field indicating the minimum number of units that can be ordered from the vendor for the item selected on the direct ship customer order. The value displayed here defaults from the Item Master File via the VENDOR button (Item Vendor File). Currency Display field indicating the purchasing currency for this item; i.e., the currency established for the vendor, as maintained in the Vendor Master File. Vendor 6.0 Alphanumeric The default value in this field indicates the vendor number, from whom this item will be purchased, defaulting from entry on the Order Entry/Update detail window. The vendor may be changed as required if the item will be ordered from a different supplier. Entry in this field will be validated against the Vendor Master File. If a vendor number is NOT known, it can be located in the Vendor Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Vendor record, by clicking on the SEARCH icon. Quantity 11.2 numeric Entry in this field is optional and may be used to enter the number of units requested by the customer on this order. The quantity field may be changed as required. UM Display field indicating the selling unit of measure for the line item, as established in the Item Master File. Unit Cost 15.4 Numeric Entry in this field is required and indicates the price to be paid to the supplier for this item, defaulting from the Cost field in the Item Master File via the VENDOR button (Item Vendor File). The unit cost may be changed as required. 242

251 Direct Shipment Proof List The S2K Enterprise Direct Shipment Proof List will provide a report showing all items currently in the Direct Shipment Work File. This report shows all of the data that will be posted to purchasing once the: Post Direct Shipments To Purchasing option has been run. Information on this report includes vendor, customer order number, item, quantity ordered and per unit cost. Using the available selection criteria of company, vendor and item, users can run the report for all items in the work file, or limit the data selected. This report can be run as often as required. No updates to system data will occur as part of this option. The Direct Shipment Proof List can be run by selecting Direct Shipment Proof List from the S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments menu. The report can be printed for all available orders, or for a single vendor or item. Field Descriptions and Specifications FIGURE 163 DIRECT SHIPMENT PROOF LIST PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending company number range to include in the Direct Shipment Proof List. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location code range to include in the Direct Shipment Proof List. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Vendor/To Vendor 6 Alphanumeric/6 Alphanumeric Enter the starting and ending vendor number range to include in the Direct Shipment Proof List. The default range is blank to and can be changed as required. If the Vendor Code is NOT known, it can be located in the Vendor Search window by clicking on the 'SEARCH' icon. From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending range item number to include in the Direct Shipment Proof List. The default range is blank to 999. and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. 243

252 Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Direct Shipment Proof List follows. FIGURE 164 DIRECT SHIPMENT PROOF LIST 244

253 Update Direct Shipments to Purchasing Update Direct Shipments to Purchasing is the last step required to create the required purchase orders for direct shipment requests. This procedure takes the data as it is found in the Direct Shipment Work File and creates purchase orders in the Open Purchase Order Header and Purchase Order Detail Files. Using the available selection criteria of company, order number, customer and vendor, the user can limit the data selected for purchase order creation. Submitting this job request without making any adjustments to the default values in the fields will create purchase orders for all items currently in the Direct Shipment Processing Work File. It is recommended that the user execute the Direct Shipment Processing Proof List prior to updating purchase orders using this function. The update function can be run by selecting Update Direct Shipments To Purchasing from the S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments menu. This option can be run for all available orders, or for a single customer, vendor, etc. FIGURE 165 UPDATE DIRECT SHIPMENTS TO PURCHASING PROMPT WINDOW Note: The Update Direct Shipments to Purchasing process can be scheduled into the Job Scheduler routine. Refer to Maintain Job Schedules in the S2K Enterprise Cross Applications Manual for additional information on including this procedure in the Job Scheduler routine. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at Field Descriptions and Specifications For Company 3.0 Numeric Enter the company number to include in the Update Direct Shipments to Purchasing report. The default is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location code range to include in the Update Direct Shipments to Purchasing report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending customer number range to include in the Update Direct Shipments to Purchasing report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. 245

254 From Order/To Order 9.0 Numeric/9.0 Numeric Enter the starting and ending order number range to include in the Update Direct Shipments to Purchasing report. The default range is 000 to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Vendor/To Vendor 6 Alphanumeric/6 Alphanumeric Enter the starting and ending vendor number range to include in the Update Direct Shipments to Purchasing report. The default range is blank to and can be changed as required. If the Vendor Code is NOT known, it can be located in the Vendor Search window by clicking on the 'SEARCH' icon. Form Type Drop Down Selection Box If the Print PO Forms check box is selected (cheeked) for YES, select the form type to print from the Form Type drop down selection box indicating the type of purchase order to print. Valid selections in the Form Type drop down selection box are BLANK or FORM. The system default is BLANK and will print purchase orders on blank forms. Selecting FORM will print the purchase orders on a standard purchase order form (user supplied). Print PO Forms Check Box Select (check) the Print PO Forms check box for YES to instruct the system to print the purchase order forms to be sent to the vendor/ supplier. Selecting the Print PO Forms check box for YES will update the Status field on the Purchase Order Entry detail window to PRINTED. Deselecting (blank) the Print PO Forms check box for NO will set the Status field on the Purchase Order Entry detail window to ACTIVE. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Note: The RUN INTERACTIVE icon is available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. 246

255 Direct Shipment Exception Report The Direct Shipment Exception Report allows the user to print a report of all outstanding Direct Shipped Orders that should be invoiced. These orders have already had the Purchase Order received against them and the products shipped but have not yet been invoiced. Select Direct Shipment Exception Report from the S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments menu, the following report prompt window will display. Using the available selection criteria of company, order number and customer, the user can limit the data selected for the Direct Shipment Exception Report. Field Descriptions and Specifications FIGURE 166 DIRECT SHIPMENT EXCEPTION REPORT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending company number range to include in the Direct Shipment Exception Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location code range to include in the Direct Shipment Exception Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending customer number range to include in the Direct Shipment Exception Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order/To Order 9.0 Numeric/9.0 Numeric Enter the starting and ending order number range to include in the Direct Shipment Exception Report. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. 247

256 Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. Clicking on the icon allows this report to be ed to an employee, customer or vendor. A sample of the Direct Shipment Exception report follows. FIGURE 167 DIRECT SHIPMENT EXCEPTION REPORT 248

257 **** Training Exercise IV 1. Create a Direct Ship Order for your customer. 2. Create a Direct Ship Order with multiple line items. Create one line item on the order as a direct ship line item. 3. Run Direct Shipment Processing, from the S2K Enterprise Customer Orders Daily Transaction Processing Direct Shipments menu, and create a Purchase Order. a. Run reports. b. Run the Update Direct Shipments option for your customer and order. c. Edit system suggestion. i. Change the vendor. d. Run Direct Shipment Proof List and create Purchase Order. e. Perform Order Inquiry and view the Purchase Order linked to the order. 4. Instructor will receive the product into inventory. 5. Mark your orders ready for billing. 6. Invoice the orders. 249

258 Section VII: The Backorder Process S2K Enterprise Customer Orders Daily Transaction Processing Backorders Menu The S2K Enterprise Backorder Processing function is available by selecting Backorders from the S2K Enterprise Customer Orders Daily Transaction Processing menu. The menu options available from the S2K Enterprise Customer Orders Daily Transaction Processing Backorders menu are detailed in this section in menu order. FIGURE 168 S2K ENTERPRISE CUSTOMER ORDERS DAILY TRANSACTION PROCESSING BACKORDERS MENU 1. Open Backorder Report Auto Backorder Fulfillment Backorder Maintenance Re-Compute Backorder Fulfillment Backorder Release Report Backorder Release Update Print Backorder Pick Tickets

259 Open Backorder Report The Open Backorder Report provides a list of all items that were not available at the time a customer order was placed, and the current stock status for each item. Select Open Backorder Report from the S2K Enterprise Customer Orders Backorder Processing menu. The Open Backorder Report can be printed for all open orders; or for a selection of orders by customer, location, etc. Field Descriptions and Specifications FIGURE 169 OPEN BACKORDER REPORT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range to include in the Open Backorder Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number to include in the Open Backorder Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number to include in the Open Backorder Report. The default range is to 999 and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location number to include in the Open Backorder Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending range Item Number to include in the Open Backorder Report. The default range is blank to 999. and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. From Vendor/To Vendor 6 Alphanumeric/6 Alphanumeric Enter the starting and ending range Vendor number to include in the Open Backorder Report. The default range is blank to and can be changed as required. If the Vendor Code is NOT known, it can be located in the Vendor Search window by clicking on the 'SEARCH' icon. 251

260 Sort By Code Drop Down Selection Box Select the sequence in which the Open Backorder Report will print from the Sort By Code drop down selection box. Valid selections are VENDOR or ITEM. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Open Backorder Report follows. FIGURE 170 OPEN BACKORDER REPORT 252

261 Auto Backorder Fulfillment The Auto Backorder Fulfillment option permits the user to create a work file for those items that are currently on backorder that may have stock availability. The system will use a hierarchical method for selecting which orders will receive available stock. Initially, the backorder priority for the item will be reviewed. Orders with a priority of 1 are first in line, priority of 2 are next, and so forth. Within each priority level, the customer requested ship date is used, with the oldest ship date receiving a higher priority. Within each requested ship date, the date of the original order is used to determine which orders will be reviewed first for allocation of merchandise. This function can be run by selecting Auto Backorder Fulfillment from the S2K Enterprise Customer Orders Backorder Processing menu. This option can be run for a single company, customer, order number, location, and item or a range of the aforementioned based on selection criteria entered on the prompt window. A report will print, which can be used as a guide in reviewing open backorders and recommended stock allocation. Field Descriptions and Specifications FIGURE 171 AUTO BACKORDER FULFILLMENT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range to include in the Auto Backorder Fulfillment Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending Customer number range to include in the Auto Backorder Fulfillment Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order No/To Order No 9.0 Numeric/9.0 Numeric Enter the starting and ending Order Number range to include in the Auto Backorder Fulfillment Report. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location number range to include in the Auto Backorder Fulfillment Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending Item Number range to include in the Auto Backorder Fulfillment Report. The default range is blank to 999 and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. 253

262 Fulfill Backorders Tagged to a PO with Available Stock Check Box If the Fulfill Backorders Tagged To A P.O. With Available Stock check box is selected (checked) for YES, orders that are linked to a purchase order will be filled if product is available without regard to the receipt of the purchase order linked to the customer order. If the orders are filled with available product, then when the purchase order is received the product received on the purchase order will be allocated as inventory. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Auto Backorder Fulfillment Report follows. FIGURE 172 AUTO BACKORDER FULFILLMENT REPORT 254

263 Backorder Maintenance The Backorder Maintenance option permits the user to change quantities that were allocated to open customer orders by the Auto Backorder Fulfillment option. To perform Backorder Maintenance, select Backorder Maintenance from the S2K Enterprise Customer Orders Backorder Processing menu. The following Backorder Item File Maintenance prompt window will display. Field Descriptions and Specifications FIGURE 173 BACKORDER MAINTENANCE PROMPT WINDOW Company 3.0 Numeric Represents the code assigned to the company for which backordered items will be maintained. The default is based on the current user s S2K Enterprise User Profile and can be changed as required, provided the user has authority to change company number. If the company code is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Location 4 Alphanumeric Required field used for entering the location for which backordered items will be maintained. Entry in this field is validated against the Location Master File. If the location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location code, by clicking on the SEARCH icon. Item Number 20 Alphanumeric Required field used for entering the item number assigned to the backordered merchandise. Entry in this field is validated against the Item Master File. If the item number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE an Item record, by clicking on the SEARCH icon. 255

264 Once selection criteria has been entered on the prompt window, clicking on the ENTER icon will display the following Backorder Maintenance detail window. FIGURE 174 BACKORDER MAINTENANCE DETAIL WINDOW The Backorder Maintenance detail window will show all orders selected for this item using the Auto Backorder Fulfillment option. The priority and fill quantity for the backorder can be changed at this time. Where appropriate, the user is permitted to change the backorder quantity on the customer order or review serial number, lot or bin availability. When all entries on this window are complete, the user has the option of re-computing the backorder quantities by clicking on the RE-COMPUTE button or returning to the S2K Enterprise Customer Orders Backorder Processing menu and selecting the Re-compute Backorder Fulfillment option for all items. Orders that are highlighted on the Backorder Maintenance detail window indicate the order is in use and may not be edited. Additional field and program functions available on the Backorder Maintenance detail window are as follows. Field Descriptions and Specifications Company Display field indicating the company number for which the order was generated. Defaults from entry on the Backorder Maintenance prompt window. Location Display field indicating the location code for which the order was generated. Defaults from entry on the Backorder Maintenance prompt window. Item and Item Description Display field indicating the backordered item number and item description, as maintained in the Item Master File. Defaults from entry on the Backorder Maintenance prompt window. On Hand Display field indicating the amount of the selected item that is currently in stock at the location specified. Committed Display field indicating the quantity of the selected item that is currently on open orders (backorders included) at the location specified. This value is incremented at the time the order is created and the backorder is generated and is reduced when the backorder is invoiced. Backorders Display field indicating the total quantity, for all orders, on which the selected item is currently on backorder. 256

265 Available Display field indicating the amount of the selected item that is currently available in inventory, On Hand Committed = Available. Order Number Display field identifying the order number(s) on which the selected item is backordered. The basic order number is nine digits followed by a three digit dash number system-generated and incremented each time items remain backordered after the order has been invoiced. Customer Number Display field identifying the customer number for which the order was placed. Name Display field identifying the customer name, as maintained in the Customer Master File. Req Ship Date Display field identifying the date on which the customer requested shipment of the order. The date displayed in this field defaults from the Order Entry/Updater header 1 window. Pty 1.0 Numeric Entry in this field is optional and may be used to enter the backorder priority of the selected line item. This value represents the priority level of the line item. The lower the number (1-5) the higher the priority level. Orders having the same priority level will be satisfied on a first come, first serve basis. To change the backorder priority or backorder quantity position the cursor on the appropriate line and click on the CHANGE B/O QUANTITY button, the Pty and Backorder Quantity fields become active and may now be edited. Backorder Quantity 9.2 Numeric Entry in this field is optional and may be used to edit the quantity that is currently on backorder. This value is incremented at the time the order is created and the backorder is generated and is reduced when the backorder is invoiced. To change the backorder priority or backorder quantity position the cursor on the appropriate line and click on the CHANGE B/O QUANTITY button, the Pty and Backorder Quantity fields become active and may now be edited. Fill Quantity 9.2 Numeric To adjust the fill quantity, position the cursor in the Fill Quantity field for the order to be changed. Edit the quantity to reflect the required quantity. Note: Allocated quantity cannot exceed the available quantity of the item. Release Code 1 Alphanumeric The Rel Cd (Release Code) field defaults to R indicating that these orders are available for allocation processing. Removing the R and clicking on the RE-COMPUTE button will remove the order from the window. Function Key Descriptions Clicking on the CHANGE B/O QUANTITY button allows previously entered backorder quantities to be changed. To change the backorder priority or backorder quantity position the cursor on the appropriate line and click on the CHANGE B/O QUANTITY button, the Pty and Backorder Quantity fields become active and may now be edited. Clicking on the RE-COMPUTE button re-computes backorder quantities based on changes. Clicking on the SERIAL NUMBERS button displays the Serial Number Selection window permitting the user to select/update the serial number for the selected backordered item. See Serial Numbers on page 258 for additional information. Clicking on the LOTS button displays the Lot Adjustment window permitting the user to select/update the lot for the selected backordered item. See Lots on page 260 for additional information. Clicking on the BINS button displays the Bin Adjustment window permitting the user to select/update the bin for the selected backordered item. See Bins on page 263 for additional information. 257

266 Serial Numbers Click on the SERIAL NUMBERS button to select/update serial number(s) for the selected backordered line item. Position cursor, click on the SEARCH icon to select from available serial numbers. FIGURE 175 SERIAL NUMBER SELECTION WINDOW The item number and description display based on the current line item on the Backorder Maintenance detail window. Positioning the cursor in the Serial Number field and clicking on the 'SEARCH' icon will display all available serial numbers for the current item, the user can select the serial number(s) for shipment with the current backorder by positioning the cursor on the required serial number line and clicking on the ENTER icon. The serial number will be returned to the Serial Number Selection window. This process can be continued until all serial numbers have been selected. Click on the PREVIOUS icon to return the display to the Backorder Maintenance detail window and the selected item will be tagged with the selected serial number(s). To delete a serial number from the Serial Number Selection window, enter a D in the D (delete) column and click on the ENTER icon. If the user elects to select a specific serial number for shipment at the time the order is initially entered, that information will print on the pick ticket. The warehouse will then be required to select that specific serial numbered item for shipment to the customer. If the user does not make a serial number selection at this time, the warehouse will need to note the serial number of the shipped item on the pick ticket before it is returned to the appropriate department for billing. The user (billing processor) can then select the appropriate serial number for the shipped item. Field Descriptions and Specifications Item/Item Description s Display field identifying the serial numbered item and item description. Defaults based on the item selected on the Backorder Maintenance detail window. Serial Number 20 Alphanumeric Enter the serial number for the backordered item. If the serial number(s) is NOT known, it can be located in the Serial Number Search window by clicking on the SEARCH icon. An unlimited number of serial numbers may be selected to satisfy the requirements for the selected backorder. Clicking on the ENTER icon, after entering or selecting each serial number, will populate the Serial Number fields on the bottom portion of the window. Required Qty Display field indicating the number of items required for the selected order, defaults based on the order quantity entered at during order processing on the Order Entry/Update detail window. 258

267 Selected Qty System-generated display field indicating the number of serial numbers that have been selected on this window. Difference System-generated display field indicating the difference between the Required Qty less the Selected Qty. D (Delete Code) 1 Alphanumeric Optional field that allows the user to delete a serial number from this list. Enter a 'D' next to the serial number to be removed, click on the ENTER icon. All deleted serial numbers are removed from this selection window and will re-display on the Search window. Serial Number Display fields identifying the serial numbers selected for the current backordered line item. An unlimited number of serial numbers can be selected for shipment of the current backorder. 259

268 Lots Clicking on the LOTS button, from the Backorder Maintenance detail window, prompts the display of the Lot Entry/Update window allowing for the selection of available lots for the selected item. This function is available for items with the 'Lot Control' check box selected (checked) for YES in the Item Master File. All available lots for the item selected are displayed on the Lot Entry/Update window allowing the user to select the lot from which the item will be selected for shipment with the current backorder. FIGURE 176 LOT ENTRY/UPDATE WINDOW Enter the appropriate item quantity in the Select column for the required lot. The system then checks for availability. Unavailable quantities receive a warning message and the user will be required to correct error conditions prior to continuing. Keep in mind that the entire quantity does not need to be shipped from a single lot. Multiple lots can be utilized to fulfill the backorder. Once the lots have been selected, click on the UPDATE LOTS button to return to the Backorder Maintenance detail window to complete the verification process. Field Descriptions and Specifications Company Display field identifying the company for which this backorder is being processed, defaults from the Backorder Maintenance prompt window. Customer Display field identifying the customer for which this backorder is being processed, defaults from the Backorder Maintenance prompt window. Customer Name and Address Display field identifying the name and address of the customer, as maintained in the Customer Master File based on the customer number entry on the original order during the Order Entry process. Order Number/Backorder Sequence Display field representing the system-generated order number and backorder sequence assigned to the order on which the selected backordered line item is found. The basic order number is nine digits followed by a three digit dash number systemgenerated and incremented each time items remain backordered after the order has been invoiced. 260

269 Location Display field identifying the warehouse location for which the order was placed, defaulting from the original order during the Order Entry process. Item Display field identifying the item selected on the Backorder Maintenance detail window. Description Display field identifying the item description, as maintained in the Item Master File. Ship Quantity Display field representing the quantity of the lot controlled item required to complete shipment of this backorder, defaults based on the quantity backordered during the Order Entry process. Sel Quantity This field is populated by the system based on selection of a lot quantity in the Select field. Selected quantity must NOT exceed the shipped quantity. The lot cannot be updated until Ship Quantity equals Select Quantity. Diff Quantity Display field indicating any quantity differences that must still be selected to meet the requirements of the backorder (Ship Qty - Sel. Qty). Bottom of Display Window Lot Number Display field indicating the number identifying the lot(s) to which the selected item has been assigned. Description Display field indicating the lot description as maintained in the Lot Master File. Bin Display field indicating the bin to which the item was assigned when the item was received into inventory. Vendor Identifies the vendor from whom this lot item was purchased. Lot Date Display field indicating the date on which the lot item was received into inventory. Shelf Life Display field indicating the date on which this lot item will expire and no longer be available for sale. This is dependent on the Cross Applications Customer Orders Interface check box Use Item Shelf Life when Creating Pick Ticket via the PICK TICKETS button. Lot items with a shelf life date less than the current system date will not be displayed for selection. Shelf life date was entered when the lot was received. Cost Display field indicating the cost per unit as defined in the Item Vendor File. On Hand Display field indicating the quantity of this item currently on hand in the lot(s) displayed. Committed Display field indicating the quantity of this item currently committed to sales orders for the lot(s) displayed. Available Display field indicating the number of this item currently available in the lot(s) displayed. Calculated as follows: Available = On Hand - Committed Select. 261

270 Select 9.2 Numeric Enter the number of units required from the selected lot(s) to satisfy the requirements of the order. Click on the ENTER icon. A message will display indicating all edits passed. Click on the UPDATE LOTS button to return to the Backorder Maintenance detail window to continue processing. Program Functions Clicking on the UPDATE LOTS button reduces the available quantity for each lot, when processing an order type of ORDER, by the quantity requested in the Select column, and returns the display to the Backorder Maintenance detail window. 262

271 Bins Clicking on the BINS button, from the Backorder Maintenance detail window, prompts the display of the Bin Selection window allowing for the selection of this item from available bin locations. This function is dependent on the setting of the 'Multiple Bins' check box in the Location Master File. If this check box is selected (checked) for YES, the user will be able to select merchandise from a particular bin for delivery to the customer. FIGURE 177 BIN SELECTION WINDOW The information displayed in the Bin Selection window is displayed only for the line item selected on the Backorder Maintenance detail window. All available bins containing the selected item will display, the user can select a bin item for shipment with the current backorder by entering a quantity in the Quantity column and clicking on the UPDATE BIN button, available bin quantities will be updated. Click on the PREVIOUS icon, the display will return to the Backorder Maintenance detail window. Care should be exercised when updating bin information, in as much as this has a direct affect on the proper reporting of available inventory. Program Functions Clicking on the UPDATE BIN button reduces the bin available quantity by the quantity entered in the Quantity column. 263

272 Re-Compute Backorder Fulfillment The Re-compute Backorder Fulfillment option permits a user to incorporate changes to backorder allocation (priority, quantity, etc.) that were made using the Backorder Maintenance option. To re-compute the backorder fulfillment requests, select Re-compute Backorder Fulfillment from the S2K Enterprise Customer Orders Backorder Processing menu. The following prompt window will display. This option can be run for all available companies, customers, orders, locations and items, or a range of the aforementioned by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 178 RE-COMPUTE BACKORDER FULFILLMENT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range to include in the Re-Compute Backorder Fulfillment Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending Customer number range to include in the Re-Compute Backorder Fulfillment Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending Order Number range to include in the Re-Compute Backorder Fulfillment Report. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location code range to include in the Re-Compute Backorder Fulfillment Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending Item number range to include in the Re-Compute Backorder Fulfillment Report. The default range is blank to 999 and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. 264

273 Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Re-Compute Backorder Fulfillment Report follows. FIGURE 179 RE-COMPUTE BACKORDER FULFILLMENT REPORT 265

274 Backorder Release Report The Backorder Release report provides an edit list of all items that can be allocated to a customer order, based upon the selection criteria used at the time Auto Backorder Fulfillment was run. The report will also reflect any changes that may have been made using the Backorder Maintenance option. To print the report, select Backorder Release from the S2K Enterprise Customer Orders Backorder Processing menu. The following prompt window will display. This option can be run for all available companies, customers, orders, locations and items, or a range of the aforementioned by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 180 BACKORDER RELEASE REPORT PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range to include in the Backorder Release Report. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending Customer number range to include in the Backorder Release Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending Order Number range to include in the Backorder Release Report. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location number range to include in the Backorder Release Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending Item Number range to include in the Backorder Release Report. The default range is blank to 999 and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. 266

275 Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Backorder Release Report follows. FIGURE 181 BACKORDER RELEASE REPORT 267

276 Backorder Release Update The Backorder Release Update option allocates available inventory to open customer backorders, using the information available in the backorder processing work file. Prior to choosing this option, the user may wish to review open backorders and item allocation using the Backorder Release Report, available from the S2K Enterprise Customer Orders Backorder Processing menu. To run the update, select Backorder Release Update from the S2K Enterprise Customer Orders Backorder Processing menu. This option can be run for a single company and a range of customers, orders, locations and items by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 182 BACKORDER RELEASE UPDATE REPORT PROMPT WINDOW For Company 3.0 Numeric Enter the Company number to include in the Backorder Release Update Report. The default is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending Customer number range to include in the Backorder Release Update Report. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending Order Number range to include in the Backorder Release Update Report. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location number range to include in the Backorder Release Update Report. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Item/To Item 20 Alphanumeric/20 Alphanumeric Enter the starting and ending Item Number range to include in the Backorder Release Update Report. The default range is blank to 999 and can be changed as required. If the Item Number is NOT known, it can be located in the Item Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. 268

277 Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A report confirming the orders that were changed will print as a result of performing this function. A sample of the Backorder Release Report Update follows. FIGURE 183 BACKORDER RELEASE REPORT UPDATE 269

278 Print Backorder Pick Tickets The Print Backorder Pick option can be used to print pick tickets for all items on an order that have been allocated through backorder processing, and are now ready to be shipped to the customer. The Backorder Pick Tickets will include only those items that can now be fulfilled (the Auto Backorder Fulfillment option has been run). The Backorder Pick Tickets will not include any line items on the order which were previously processed on a pick ticket. To print backorder pick tickets, select Print Backorder Pick Tickets from the S2K Enterprise Customer Orders Daily Transaction Processing Backorders menu. The backorder pick tickets can be printed for all available companies, customers, orders, locations and requested ship dates, or a range of the aforementioned by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 184 PRINT PICK TICKETS (BACKORDERS) PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range for which Backorder Pick Tickets will be printed. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending Customer number range for which Backorder Pick Tickets will be printed. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location number range for which Backorder Pick Tickets will be printed. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending Order Number range for which Backorder Pick Tickets will be printed. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Req Ship Date/To Req Ship Date 6.0 Numeric/6.0 Numeric Enter the starting and ending Requested Ship Date range for which Backorder Pick Tickets will be printed. The default range is to and can be changed as required. A date can be selected by clicking on the CALENDAR icon. 270

279 Print From All Workstations Check Box Select (check) the Print From All Workstations check box for YES to print pick tickets for all stations. Leave the Print From All Workstations check box unselected for NO to print pick tickets for the current workstation only. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. 271

280 Section VIII: Reprint Invoices Reprint Invoices Once an order has been invoiced, it can be accessed in sales history to reprint an invoice. This may need to be done for a customer to replace a missing invoice, or as part of an audit of accounting procedures. Two methods exist to reprint an invoice for a sales order. Reprinting Invoices via Detail Sales Inquiry Sales orders can have an invoice reprinted from within the Detail Sales Inquiry program. From the S2K Enterprise Customer Orders Inquiry menu select Detail Sales. The Order/Invoice Inquiry Detail Window - Header 1 Tab window will display. Display information can be sorted by clicking on column headings designated with up and down arrows. FIGURE 185 DETAIL SALES INQUIRY SELECTION WINDOW 272

281 Positioning the cursor on an invoice line and clicking on the REPRINT INVOICE button, from the Order/Invoice Inquiry window, prompts the display of the following Reprint Invoice window. This window provides the ability to reprint, fax or an invoice. FIGURE 186 REPRINT INVOICE WINDOW Company number, order number and customer number field values default from the invoice selected. Field Descriptions and Specifications Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date in MMDDYY format. A date can be selected by clicking on the CALENDAR icon. Output Queue Invoice 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Output Queue Sales Journal 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. 273

282 Program Functions Clicking on the RUN INTERACTIVE button allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. Clicking on the button prompts the display the following Options window in which the address and contact name to send the invoice to can be entered as required. This feature is available if is configured on your IBM Power Systems TM. FIGURE 187 OPTIONS Clicking on the FAX button prompts the display the following Fax Options window in which the contact name and fax number for this customer may be entered. Options are available to allow the user to edit the fax cover letter and print the fax that will be sent. FIGURE 188 FAX OPTIONS The However, if faxing using Mark Magic forms the edit cover letter option will not be available and this field will not display. check box default is unselected (blank) for NO; to edit the cover letter that will be sent with the invoice enter select (check) this box for YES. Click on the ENTER icon to continue. Selecting (checking) the Edit Cover Letter check box for YES and clicking on the ENTER icon will display the Submit Fax window in which the distribution list for the fax (invoice) can be edited. Note: It is recommended to not insert dashes, parentheses or to prefix the number with a 1 or 9. If Start # With 1 is selected (checked) for YES in the Accounts Receivable Country Master File for the country where the fax is being sent, a 1 will be internally coded and will not display when the document is being faxed. 274

283 Reprint Invoices via the S2K Enterprise Customer Orders Daily Transaction Processing Confirmation Menu The Reprint Invoices option allows the user to reprint a batch (batch number on sales journal listing) of invoices or a single invoice for a specific order. Invoices may be ed or faxed to those customers that have been setup through Customer File Maintenance to receive or fax invoices by setting the corresponding check boxes on the following Reprint Invoices prompt window. When an invoice is reprinted a record is written to the Order History File. Additionally, reprinted invoice Fax/ records will display in the Cross Applications Fax / History Inquiry. Select Reprint Invoices from the S2K Enterprise Customer Orders Daily Transaction Processing Confirmation menu, the following prompt window will display. Field Descriptions and Specifications FIGURE 189 REPRINT INVOICES PROMPT WINDOW For Company 3.0 Numeric Enter the Company number for which invoices will be reprinted. The default is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending range Location number for which invoices will be reprinted. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending range Customer number for which invoices will be reprinted. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending range Order Number for which invoices will be reprinted. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. 275

284 From Invoice Number/To Invoice Number 12.0 Numeric/12.0 Numeric Enter the starting and ending range Invoice Number for which invoices will be reprinted. The default range is to and can be changed as required. If the Invoice Number is NOT known, it can be located in the S/A Invoice Search window by clicking on the 'SEARCH' icon. From Order Date/To Order Date 6.0 Numeric/6.0 Numeric Enter the starting and ending range Order Date for which invoices will be reprinted. The default range is to and can be changed as required. A date can be selected by clicking on the CALENDAR icon. From Invoice Date/To Invoice Date 6.0 Numeric/6.0 Numeric Enter the starting and ending range Invoice Date for which invoices will be reprinted. The default range is to and can be changed as required. A date can be selected by clicking on the CALENDAR icon. Sort Select Drop Down Selection Box Select the sorting sequence in which the invoices will print from the Sort Select drop down selection box. Valid selections are BY CUSTOMER, BY ORDER NUMBER, BY INVOICE NUMBER, BY ZIP CODE, BY STATE OR BY CUSTOMER CLASS. Batch Number 6.0 Numeric Enter the posting batch number of the previously run invoices. This number can be obtained from the sales journal, or by using the General Ledger Inquiry. Fax When Required Check Box Selecting (checking) the Fax When Required check box for YES will allow Invoices to be faxed to those customers that have been setup through Customer File Maintenance to receive faxed invoices. The default in this field is unselected (blank) for NO. When Required Check Box Selecting (checking) the When Required check box for YES will allow Invoices to be ed to those customers that have been setup through Customer File Maintenance to receive ed invoices. The default in this field is unselected (blank) for NO. Print Sales Journal Check Box Selecting (checking) the Print Sales Journal check box for YES will print the sales journal (invoice listing) during the invoice reprint. If the check box is unselected (blank) for NO the sales journal print will be suppressed. The system default is selected (checked) for YES. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue for Inv/Cred 10 Alphanumeric Defaults to the printer as defined in the Cross Applications Customer Orders Interface and can be changed to any valid OUTQ. If an Output Queue is NOT known it can be located by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Output Queue for Reports 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile. Can be changed to any valid OUTQ. If an Output Queue is NOT known it can be located by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. 276

285 Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. 277

286 Section IX: Route Management The S2K Enterprise Basic Route Management feature permits the assignment of customer sales orders to delivery routes, and provides a mechanism to perform consolidated picking of these orders, printing of a trip sheet for the driver, and back load processing for putting the orders on the truck. The use of S2K s Basic Route Management process is determined in the Cross Applications Customer Orders Interface via the TRUCK ROUTE function. To use the basic truck routing programs BASIC must be selected from the Are you using Truck Routing drop down selection box in the Interface. If ENHANCED is selected Truck Routing will be processed through the Route Manager on the S2K Enterprise Warehouse Management Daily Transaction Processing Shipping menu. For additional information on Enhanced Truck Routing refer to the S2K Enterprise Warehouse Management: Volume I Manual. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at When using Basic Truck Routing a default truck route and stop can be established for each customer and their ship-to locations in the Customer and Ship-To Master Files. As customer sales orders are placed, the truck route and stop as found in the Customer (or Ship-To, if applicable) Master File defaults to the Order Entry/Update header window. This default can be changed as the order is entered or updated. The S2K Enterprise Route Management function is available by selecting from the options available on the S2K Enterprise Customer Orders Daily Transaction Processing Route Management menu. Four options are available to assist in the truck routing process. S2K Enterprise Customer Orders Daily Transaction Processing Route Management Menu FIGURE 190 S2K ENTERPRISE CUSTOMER ORDERS DAILY TRANSACTION PROCESSING ROUTE MANAGEMENT MENU 1. Route/Stop Entry Consolidated Pick Tickets Back Load Sheets Trip Sheet

287 Route/Stop Entry The Route/Stop Entry function provides a utility to review current orders for the company, location, and route specified on the Route/Stop Entry prompt window, and to confirm or reassign the truck route, stop, and/or driver for the order. To access Route/Stop Entry, select Route/Stop Entry from the S2K Enterprise Customer Orders Daily Transaction Processing Route Management menu. The Route/Stop Entry prompt window will display. FIGURE 191 ROUTE/STOP ENTRY PROMPT WINDOW The user can select to display a single route or order for the company and location specified by entering the appropriate information on the prompt window. Field Descriptions and Specifications Company 3.0 Numeric The Company Number defaults based on the current user s S2K Enterprise User Profile and can be changed provided the user has authority to change company number. If the Company number is NOT known, it can be located in the Company Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Company record, by clicking on the SEARCH icon. Location 4 Alphanumeric The location number defaults based on the current user s S2K Enterprise User Profile and can be changed provided the user has authority to change location. If the Location number is NOT known, it can be located in the Location Search window by clicking on the SEARCH icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Location record, by clicking on the SEARCH icon. Route 4 Alphanumeric Enter the Truck Route for which the Route/Stop Entry is being established. The Truck Route entered will be validated against the Route Master File. If the Route code is NOT known it can be located in the Route Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Route code, by clicking on the SEARCH icon. Using the Route Code will display all the orders (on the Route/Stop Entry detail window) that have previously been assigned to this Truck Route during Order Entry/Update. - Or - Order Number 9.0 Numeric Enter the Order Number for which the Route/Stop Entry is being established. The Order Number entered will be validated against the Item Master File. If the Order Number is NOT known it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. 279

288 A single route or order may be selected by entering the appropriate information on the prompt window. Clicking on the ENTER icon will display the Route/Stop Entry detail window. All available orders based on the prompt window selection will display, giving the user the ability to change the truck route, stop or driver. Orders for which a pick ticket has been printed (P status Pick Ticket Printed), orders for which scanning is in progress (T status Scanning in Progress), and orders that have been scanned for shipping (S status Scanning Complete) during the Order Verification process will display in the Route/Stop Entry detail window. FIGURE 192 ROUTE/STOP ENTRY DETAIL WINDOW All available orders based upon the prompt window selection will display, allowing the user to change the truck route, stop or driver information as necessary. If a truck route or driver is NOT known, they can be found in the appropriate search window by positioning the cursor in the appropriate field and clicking on the 'SEARCH' icon. Clicking on the ORDER INQUIRY button provides access to the Order Inquiry programs, providing the option to review the items on the order and the actual ship-to address for the order. Additional field and program functions available on the Route/Stop Entry detail window are as follows. Field Descriptions and Specifications Route 4 Alphanumeric The default value in this field indicates the Truck Route code as entered during Order Entry/Update. The Truck Route may be updated at this time. The Truck Route will be validated against the Route Master File. If the Route code is NOT known, it can be located in the Route Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Route code, by clicking on the SEARCH icon. Stop 3.0 Numeric Represents the stop number currently assigned to order and can be changed at this time. Entry in this field is required and cannot be less than or equal to zero; an entry of one (1) or higher is required. Driver 3 Alphanumeric The default value in this field indicates the Driver code as entered during Order Entry/Update. Entry in this field is validated against the Driver Master File. If the Driver code is NOT known, it can be located in the Driver Search window by clicking on the 'SEARCH' icon. Additionally, with proper authority, the user may ADD, EDIT, mark INACTIVE or REACTIVATE a Driver code, by clicking on the SEARCH icon. Program Functions Clicking on ORDER INQUIRY button prompts the display of the Order/Invoice Inquiry window for further information on the selected order. Refer to Detail Sales in the Inquiry chapter of the S2K Enterprise Customer Orders Manual: Volume II for additional information on navigating the Order/Invoice Inquiry. This manual can be accessed by using your customer login and password at the VAI website, To receive a written copy of this manual, contact VAI at

289 Consolidated Pick Tickets The Consolidated Pick Ticket option provides a report showing all items that must be picked for the selected truck route. The report will select all open orders with an order type of ORDER and a print code of P for PICK PRINTED on the Order Entry/Update header 1 window. Select Consolidated Pick Tickets from the S2K Enterprise Customer Orders Daily Transaction Processing Route Management menu. The Print Consolidated Pick Tickets prompt window will display. This option can be run for all available companies, customers, order numbers, locations, truck load batches, requested ship dates and routes, or a range of the aforementioned by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 193 PRINT CONSOLIDATED PICK TICKETS PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range for which Consolidated Pick Tickets will be printed. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Customer/To Customer 7 Alphanumeric/7 Alphanumeric Enter the starting and ending Customer number range for which Consolidated Pick Tickets will be printed. The default range is blank to 999 and can be changed as required. If the Customer Number is NOT known, it can be located in the Customer Search window by clicking on the 'SEARCH' icon. From Location/To Location 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Location number range for which Consolidated Pick Tickets will be printed. The default range is blank to 9999 and can be changed as required. If the Location code is NOT known, it can be located in the Location Search window by clicking on the 'SEARCH' icon. From Order Number/To Order Number 9.0 Numeric/9.0 Numeric Enter the starting and ending Order Number range for which Consolidated Pick Tickets will be printed. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. From Truck Load Batch/To Truck Load Batch 7.0 Numeric/7.0 Numeric Enter the starting and ending truck load batch number range for which Consolidated Pick Tickets will be printed. The default range is to and can be changed as required. If the Order Number is NOT known, it can be located in the Open Order Search window by clicking on the 'SEARCH' icon. 281

290 From Requested Ship Date/To Requested Ship Date 6.0 Numeric/6.0 Numeric Enter the starting and ending Requested Ship Date range for which Consolidated Pick Tickets will be printed. The default range is to and can be changed as required. A date can be selected by clicking on the CALENDAR icon. From Route/To Route 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Route code range for which Consolidated Pick Tickets will be printed. The default range is blank to 9999 and can be changed as required. If the Route Number is NOT known, it can be located in the Route Search window by clicking on the 'SEARCH' icon. Print from All Workstations Check Box Select (check) the Print From All Workstations check box for YES to print consolidated pick tickets for all stations. Leave the Print From All Workstations check box unselected for NO to print consolidated pick tickets for the current workstation only. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. Number of Copies 2.0 Numeric The default value in this field is 01 and can be changed from 01 to 99 depending on the number of copies required. Program Functions Clicking on the RUN INTERACTIVE icon allows the job to run real-time, interactively, from the terminal inhibiting further use of the terminal until the job completes. A sample of the Consolidated Pick Ticket Report follows. FIGURE 194 CONSOLIDATED PICK TICKET 282

291 Back Load Sheets The Back Load Sheets option provides a detail list of all orders to be loaded onto a truck for a single route. It begins with the last order to be delivered, indicating that this should be placed on the truck first. It continues in descending stop number sequence. The report selects all open orders with an order type of ORDER and a print code of P for PICK PRINTED on the Order Entry/Update header 1 window. Select Back Load Sheets from the S2K Enterprise Customer Orders Daily Transaction Processing Route Management menu. The Print Back Load Sheets prompt window will display. This option can be run for all available companies, drivers and routes, or a range of the aforementioned by entering selection criteria on the prompt window. Field Descriptions and Specifications FIGURE 195 PRINT BACK LOAD SHEETS PROMPT WINDOW From Company/To Company 3.0 Numeric/3.0 Numeric Enter the starting and ending Company number range for which Back Load Sheets will be printed. The default range is based on the current user s S2K Enterprise User Profile and can be changed as required provided the user has authority to change company number. If the Company Number is NOT known, it can be located in the Company Search window by clicking on the 'SEARCH' icon. From Driver/To Driver 3 Alphanumeric/3 Alphanumeric Enter the starting and ending Driver code range for which Back Load Sheets will be printed. The default range is blank to 999 and can be changed as required. If the Driver code is NOT known, it can be located in the Driver Search window by clicking on the 'SEARCH' icon. From Route/To Route 4 Alphanumeric/4 Alphanumeric Enter the starting and ending Route code range for which Back Load Sheets will be printed. The default range is blank to 9999 and can be changed as required. If the Route Number is NOT known, it can be located in the Route Search window by clicking on the 'SEARCH' icon. Report Date 6.0 Numeric Defaults to the current system date and can be changed to any valid date. Enter the date in the format (date format) specified for your organization on the IBM Power Systems TM server. A date can be selected by clicking on the CALENDAR icon. Output Queue 10 Alphanumeric Defaults to the printer as defined in the user s IBM Power Systems TM User Profile and can be changed to any valid OUTQ. If an Output Queue is NOT known, it can be located in the Output Queue Search window by clicking on the SEARCH icon. Clicking on the ADOBE icon, or entering *VIEW or in the Output Queue field and clicking on the RUN INTERACTIVE icon will launch Adobe Reader and display the report as a PDF image (provided this application is available on the current user s PC). Note: *VIEW and the RUN INTERACTIVE icons are available based on settings in the Cross Applications User Defaults Interface for the current user. Check with your System Administrator if these functions are not available. 283