Enter and Modify Orders in Vistaline on the Web (VOTW)

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1 Enter and Modify Orders in Vistaline on the Web (VOTW) Order Entry allows users to send real-time purchase orders to Vista. Within Order Entry, orders can be entered and items can be modified or deleted from orders not yet sent to Vista. To create an order: Enter the Order Header Information Add Items to an Order Enter Order Options (if applicable) Once an order has been created, it can be modified: Add an item Delete an item Enter the Order Header Information 1. On the Menu bar, click Order Entry. 2. Enter a new PO# (up to 35 characters). 3. Click Continue. Once the PO number is verified, the screen refreshes. 1

2 4. Complete all required fields (designated with a green diamond), as defined in Table 1. Table 1: Required Fields on the Order Header Screen Field Customer Contact PO Date E mail Shipping Method Description The name of your contact person. The default value is the user s name (based on the Extranet ID). The date the purchase order was created. The default value is today s date. The address for the customer contact. The preferred method your order is shipped. Valid Shipping codes: SS Standard Ship SA 2 Day Air NA Next Day air PR Priority Next Day Air (AM) WC Customer Will Pick Up (Will Call) W1 or W2 GT Air1/GTAir2 (West Coast Only) 2

3 5. To ship the order to an address other than your default ship-to address, click the Drop-Ship checkbox and do one of the following: Complete the Ship to address information. Use the question mark icon to browse for City, State/Province or Zip Code. Enter an Ultimate Customer#. The address fields automatically populate. Browse for an Ultimate Customer # by clicking the question mark icon. A window listing customer numbers displays. At the bottom of list, enter a Cust Name and click Go To.. The address fields automatically populate with the customer information. 6. Click Save. The Message area (under the Menu bar) displays error or informational messages. 3 Note: Enter a TSP # (Transaction Specific Price) if you have approved pricing for a specific order to ensure the order is invoiced at the correct price and will not need rebated. Your items are automatically listed on the order based on your TSP agreement and cannot be changed. The order must be drop shipped.

4 Add Items to an Order 1. Click the Order Item List button. The Order Entry: Item Entry screen displays. 2. Enter the Quantity. 3. Enter the Product ID. Use the question mark icon to search for the appropriate Product ID number, if unknown. 4. Click Save. Note: The Unit List, Multiplier, Unit Net and Whs/Mfg Loc. fields automatically populate. 4

5 Order Options Orders and specific items can be customized by using Order Options. Options can be assigned to the order header, warehouse/manufacturing location or at the item level. 1. Click the Option drop down menu. 2. Select one of the following options: a. Order Notes: Enter general notes for an entire order, a specific item, shipping or manufacturing. On the General Notes page, click the Select One drop down menu and choose a Note Type as described below. Note Type Order Item Shipping Manufacturing Where Note Displays Applies to the entire order and prints on the Order papers. Applies to one or more items and prints on the Order papers. Applies to the entire order, an item or Warehouse/Manufacturing location and prints on the Shipping papers. Applies to the entire order, an item, or Warehouse/Manufacturing location and prints on the Order papers. 5

6 Note Type Marks TSP Number Where Note Displays Marks are for any information that a customer would like to add to the order. This information appears on the packing slip and invoice. A Transaction Specific Price (TSP) invoice number will be entered into this field if a TSP applies to the order. The order items are auto filled according to the TSP and the order must be drop shipped. b. Carrier Truck Notes: Provide specific directions to the carrier. Especially useful for a carrier not normally used by Eaton. Also, used if shipping charges are to be billed to a specific account. c. Alternate Ship Methods: Modify the shipping method to specific item(s) on an order. Example: The entire order is shipping standard ground except for lines 001 and 002, which are to be shipped next day air. d. Alternate Ship Locations: Ship the order to multiple locations. Example: An order is shipped to a distributor with the exception of line 001, which needs to be shipped directly to the distributor s customer. e. Alternate Ship Dates: Assign alternate shipping dates for specific order items. Example: Change the required shipping date or the Do Not Ship Before date for line 002 or for an entire suffix. f. Assign Customer Number: Assign your own Order Item number(s) to the order. 3. Complete the Option information, as applicable. 4. Click Send to Vista. The order is submitted as confirmed in the Message section. 6

7 Modify an Existing Order VOTW tracks and saves your orders. Items can be added or deleted from an order regardless if the order was submitted to Vista. Add an Item to an Order 1. On the Menu bar, click Order Entry. 2. Enter the PO#. 3. Click Continue. Once the PO number is verified, the screen refreshes. 4. Click Order Item List. The Item List displays. 5. Add the item(s) to the order. Note: If the order was previously submitted to Vista, the order status on the Order Header must be Open in order to add additional items to the order. 6. Click Save to update the order. Note: To submit your completed order, click Send to Vista. Delete an Item from an Order Not Sent to Vista 1. On the Menu bar, click Order Entry. 2. Enter the PO#. 3. Click Continue. Once the PO number is verified, the screen refreshes. 4. Click Order Item List. The Item List displays. 5. Click the Delete checkbox on the line item you want to delete. 6. Click Save to update the order. Note: To submit your completed order, click Send to Vista. Delete an Item from an Order Sent to Vista To delete an item(s) or modify an existing order that has been sent to Vista, call Eaton Care group at ETN-CARE. 7

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