Order Edit. Order Search Screen. The Order Edit application supports editing of existing sales orders.

Transcription

1 Order Edit The Order Edit application supports editing of existing sales orders. Steps to edit a sales order (* are required) * Search for and select the desired sales order. (See below) * View and modify sales order Header tab information. Select Notes tab to view and modify header level notes. Select Items tab to view and modify line Items. * Select Review and Save tab to review the changed sales order and save it. Order Search Screen This screen appears first to search for the desired order. Screen 1 Order Search Steps (* are required) Enter or change any selection criteria. * Press Search to find orders using the entered criteria. Page through the list to find the desired order. * Select the order to edit. PO No If you know the PO No, you can enter it here. If only one sales order matches this Purchase Order number, then it is displayed in the Order Edit when you press Enter or the Search button. If more that one sales order applies, the system shows all sales orders that match and you select the correct sales order from the list. Sales Order No If you know the Sales Order, you can enter it here and press Enter or the Search button. The system will display the Order Edit Header. Account No Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 1 of 14

2 You may enter an account number for the order to find and press Return. You can also click the Acct List button which takes you to the Customer Browser screen. Search all accounts Check this to search all accounts that you have access to. Note this will take much longer if you have many accounts assigned to you. Mfr Item No You may enter a manufacturer item number here to find all orders that have this item in any of their line items. Press Enter or the Search button. The date range also applies to this search. PO Date From/To This will narrow the search results to orders that have been issued between the given dates. The default range is for the last thirty days. You cannot enter a date range any wider than 180 days. Open orders only Check this to find open orders only. Search Button Press the Search button after you have entered any of the above fields. The list of matching quotes is shown (bottom table above is shown) or a message that none were found. Row selection for order Click anywhere in a row in the list of found sales orders to select the desired sales order. The Order Edit screen with the Header tab is shown. Clear button Press this button to clear the search input fields and results. Help button Press to see this help page. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 2 of 14

3 Customer Browser Screen This screen is produced when the Acct List button is pressed. It shows a list of accounts linked to your user id and allows you to switch to any displayed account. Screen 1a Account Selection Steps (* are required) To filter the list, enter Account #, Customer Name, City, or State and press Search. Page up or down through the list to view all Customer Numbers/Accounts. * Return a Customer Number from the list by clicking the box on the left. Account# Enter a single Account number to find and press Search. Customer Name Enter the first part of a customer name to find and press Search. City/State Enter any combination of City and State and press Search. Search button Enter any combination of City and State and press Search. Row selection Click the box to the left of the row to make a selection and return with this Account number. Cancel button Press this button to return to the previous screen with no selection. Clear button Press this button to clear the Account#, Customer Name, City, State fields and to see the entire list again. Help button Press to see this help page. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 3 of 14

4 Order Edit Header Screen If no deliveries have been made against a sales order, then any of the fields as described below may be changed. But once any delivery is made, only the Internal Order Notes and (for items with no delivery yet) the selection of any alternate Ship From location is allowed. Also note that sales orders from other sources (like EDI or SAP entry) may be edited. Any item that cannot be changed in the portal order edit (such as a configured item) is shown but is read-only. Screen 2 Order Edit Header Initial Values All values come from the selected sales order being edited. Before deliveries are made any value can be changed except: Account No cannot be changed. Order Type cannot be changed. Quote reference(s) cannot be changed. Steps to edit header data (* are required) Modify the PO Number if desired. Change the Ship To if desired. Select Freight Terms if desired. If enabled, enter or modify Freight Account No. If enabled, select Carrier Preference. Select Rush if desired. Change the Requested Ship Date if desired. Change Hold Order for Review if desired. Change Ship Complete? if desired. * Select the Notes tab or Items tab Fields and Buttons Sales Order Number Displays the selected sales order number which cannot be changed. Account No While editing orders, this is for display only. To change Accounts and find another sales order, return to the Order Search screen by pressing the Edit Another Order button. Incentive Program The Incentive Program description for all existing items by division is displayed. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 4 of 14

5 PO Number The PO Number may be changed. Sold To/Ship To/Bill To addresses The Sold To, Ship To, and Bill To addresses for the sales order are displayed. Only Ship To may be changed. Change button If you need a different Ship To address, press the Change button next to it and you may manually change the address using the Change Address screen. Instructions and Markings section Order Type Order Type is displayed and cannot be changed. Rush Select Rush to request a rush order. The Freight Account No is enabled and Carrier Preference is enabled and required. Also, an additional Freight Term of Will Call is available for selection. Freight Terms Select Freight Terms if needed. Selections are: Prepay&Add The default Collect The Freight Account No and and Carrier Preference is enabled and required. 3rd Party The Freight Account No and and Carrier Preference is enabled and required. Will Call Carrier Preference is enabled and required. Freight Account No If enabled, enter or change the Freight Account Number. Carrier Preference If enabled, select the Carrier Preference from the list. Freight Forwarder If visible, select the freight forwarder for export orders. Ultimate Destination If visible, select the Ultimate Destination country for export orders. Requested Ship Date Requested Ship Date for the sales order. Hold Order for Review? Select Yes to hold the order for review when saved. Ship Complete? Select No to ship as items are complete. Select Yes to hold shipping until all items are complete. Edit Another Order button Press this button to discard any changes and edit a different sales order. You return to the Order Search screen to find another sales order. Help button Press to see this help page. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 5 of 14

6 Change Address Screen This screen is produced when the Ship To Change button is pressed in the Header tab. It allows display and modification of the Ship To address. Screen 1b Change Address Steps (* are required) Modify and or all fields. At least Name 1, Address, City, Country is required. If Country is USA, then a valid combination of City, State, and Postal Code is required. * Press Done. Ship To If more than one ship-to location is predefined for this customer, they will be available for selection here. The default ship-to location name is first selected. If you change the address fields and save them, this changed address is shown under the Ship To name Other. Name 1, Name2, Name 3 Enter or modify the Name lines. Only the first name is required. Address Enter or modify the address line. City Enter or modify the City. This is required. State Enter or select the State. For Country of USA, states are provided in a dropdown and are required. Postal Code Enter or modify the Postal or Zip code. For Country of USA, this is required. Country Select the country from the list. This is required. The list of State selections is changed if available. Done button Press to check the complete address, save as the Ship To address and return. Cancel button Press to cancel changes and return with the Ship To address unchanged. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 6 of 14

7 Notes Tab This tab is shown when the Notes tab is selected. All input is optional. Note that if any deliveries have been made to this sales order, only the Internal Order Notes is changeable. Screen 3 Notes Tab Steps (* are required) Enter text in any field. You may press Enter to enter to a new line. * Select any other tab to continue. (Header, Items, or Review and Save) Fields and Buttons Order Acknowledgement Notes Enter Order Acknowledgement (Header) Notes Special Instructions Enter Special Instructions Carrier Instructions Enter Carrier Instructions Internal Order Notes Enter Internal Order Notes Edit Another Order button Press this button to discard any changes and edit a different sales order. You return to the Order Search screen to find another sales order. Help button Press to see this help page. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 7 of 14

8 Items Tab This tab supports input, modification, deletion, or import of sales order line items. Note that if any deliveries have been made to this sales order, then only the Ship From can be changed for existing items with no deliveries against them. Screen 4 Items Tab Steps (* are required) * Enter/modify quantity * Enter/modify a Catalog Number Enter/modify PO Line # Enter/modify Customer Part # Select a Ship From plant if more than one is available. Press the Update button to validate and price the item(s) * Select the Review and Save tab after all line items are entered. Fields and Buttons Est. Order Value The estimated order value (sum of all extended prices) is shown after the Update button is pressed. Est. Order Weight The estimated total order weight (sum of all item weights) is shown after the Update button is pressed. Line Items Table Status icon This icon reflects the validation and pricing status of items. Initially it is blank for empty items. See the Update button below for more details. BOM This shows a + indicator when a Bill Of Materials explosion is available for this item. When this row is the selected row, this explosion is shown with a table of Qty, Catalog #, Description on the lower right of the screen. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 8 of 14

9 Req Qty Enter/modify the requested item quantity. Catalog # Enter/modify the Catalog Number for the line item. PO Line # Enter/modify the customer Po Line number. Some customers require this and if so, you will get a message telling you to enter it when it is not provided. Customer Part # Enter/modify the Customer Part Number for this item. If only the Customer Part Number is known, you may enter just that and the system will attempt to find the related Catalog Number and fill it in when the Update button is pressed. The following fields are updated after the Update button is pressed. If any of the above information is changed, you must press the Update button again to update the information. Quote For existing items, this is not changeable. For newly entered items it may be changed as follows: If this item appears on only one of the referenced quotes, that quote and line number is selected. If it appears on multiple quotes/lines, then the value Unselected is shown and you must pick one of these (or blank for no quote) before finishing the order. Ship From/Available Select the location where this material can be shipped from and its available quantity is shown. Std Pkg Qty/Min Ord Qty The Standard Package Quantity and Minimum Order Quantity is shown. This minimum is not enforced for non-stock orders. Unit Price The Unit Price for the material is shown. Per/UoM The quantity per unit for the unit price and Unit of Measure for the material is shown. Ext Price The Extended Price (Unit Price times Requested Quantity) Weight The weight and unit of measure for weight is shown. Update button Press the Update button to validate and price any items that have been newly entered or changed. The status icon for the items are changed accordingly, all the readonly fields above in the table are updated if possible, and the Est. Order Value, and Est. Order Weight are updated. If more than 2 items have pricing problems, the system will stop and show an Unpriced icon on all items that could not be priced. You must resolve the problems and press Update again. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 9 of 14

10 The following status icons are used: Hovering the mouse cursor over these will also show messages. Checked Info Unpriced Error The item has been validated and priced OK. The item is still good but an informational message is also available. Pricing could not be completed due to errors, possibly on other items. The actual status of the item is unknown. You must resolve the other issues. An error in validation or pricing was found. If there are any errors which do not directly relate to an item, a Messages table appears on the lower right to show these order level messages. The system will not allow moving to the Review and Save tab until all Errors/Unpriced issues are resolved. Insert Line button Press to insert a new blank line below the currently selected line. Note that for editing existing orders, you cannot insert between existing lines. Delete Line button Press to delete the currently selected line. Note you cannot delete existing order lines; you must reject them (See reject reason selection below). This Delete Line button is therefore only valid for newly entered lines (ones created during this session). Bulk Load button Press to open a screen to import multiple line items from some external data source. For details, see the Bulk Load Items screen. On return, the Req Qty, Catalog #, PO Line #, Customer Part # fields may be populated after the last line item entered. Note you still must press the Update button to validate and price these new items. Item Details section This section is populated from the current line item row from the above table. Description The description for the material is shown. Req Ship Date The Requested Ship Date for this item. This initially comes from the header entered Requested Ship Date but can be overridden for this item here. Consignee PO The Consignee PO for this line item can be entered. Markings Any Markings text for this line item can be entered. Reject Reason If you need to reject a line, select from the list of reject reasons here for the currently selected item. Note pre-existing lines cannot be deleted, they must be rejected. Messages If there are any warning or error messages, they are shown here. These messages can also be seen by hovering the mouse cursor over the status icon next to each item. Previous Item button Press to move to the previous line item. If at the top, nothing happens. Next Item button Press to move to the next line item. If at the bottom, nothing happens. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 10 of 14

11 Next Msg button This button will jump to the next line item with an error or that is unpriced. If at the last error item, it moves to the first error item. This button is only shown when there are one or more line item errors. Edit Another Order button Press this button to discard any changes and edit a different sales order. You return to the Order Search screen to find another sales order. Help button Press to see this help page. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 11 of 14

12 Bulk Load Items Screen This screen supports pasting of multiple items data from comma separated or tab separated (spreadsheet) external sources. Screen 4a Bulk Load Items screen Steps (* are required) * Copy item data from an external source. * Click inside the large text box. * Paste (Control-V) * Press the Load button. Fields and Buttons Load button Press the Load button after pasting into the text box. At least two columns (Req Qty and Catalog #) are required. Your external data is copied starting at the next empty line in the sales order. Items are not validated or priced yet (You still need to press Update). Cancel button Press Cancel to return to the previous screen with no changes. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 12 of 14

13 Review and Save Tab This tab is shown when an order is complete and ready for review and saving. Screen 5 Review and Save Tab Steps (* are required) * Press the Save Order button. * Press OK on the save confirmation dialog The order is saved and saved fields and items with line numbers are shown. If desired, press the Print Acknowledgement button and then select the link. * Press the Enter Another Order button to return to the Header tab to enter another new order. Fields and Buttons Same fields as in the Header, Notes, and Items tabs, except all line items are shown here. No fields may be changed in this tab. This tab is only for final verification before the save. Save and Send Order button Press this to save and send the sales order. If there are any errors, they are shown at the top. You may move to the other tabs to correct the problems. If there are no errors, the order is saved successfully, a save confirmation dialog shows the sales order number and its status, and this button changes to the Edit Another Order button. Edit Another Order button Press this after you are finished viewing the changed sales order to edit another order. Print Acknowledgement button This button is shown after a save. Press to generate a sales order acknowledgement document for printing or viewing. View Acknowledgement link This link appears after the Print Acknowledgement is pressed and a PDF document is available. You select this link and another window opens to show the generated document. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 13 of 14

14 Save Confirmation Screen 5a Save confirmation Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 14 of 14