Create Orders. Order Create Screen. The Order Create application supports creation of sales orders.

Create Orders Order Create Screen The Order Create application supports creation of sales orders. Steps to create a sales order (* are required) * Enter Header tab information (See below). Select Notes tab to enter header level text and notes. * Select Items tab and enter all line Items. * Select Review and Save tab to review the sale order and save it. Screen 1 Order Create Initial Values Division is the first authorized division for you. Account No with first authorized account number with Sold To, Ship To, and Bill To addresses. Order Type of Standard. Freight Terms default from customer setup. Requested Ship Date of today Steps to enter header data (* are required) Select a different Division if available and desired. Enter a different Account No if desired and press Return. * Enter a PO Number. Change the Ship To if desired. Select a different Order Type if desired. Select Freight Terms if desired. If enabled, enter Freight Account No. If enabled, select Carrier Preference. Select Rush if desired. Enter or select a Requested Ship Date if desired. Select Hold Order for Review Yes if desired. Select Ship Complete Yes if desired. Enter or select Quotes to reference. * Select the Notes tab or Items tab Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 1 of 18

Fields and Buttons Division If you are authorized for more than one division, you will see a selection of divisions. Select any available division as needed. All previous order data entry must be cleared so you are prompted before clearing. Account No You may enter an account number for the order and press Return. You can also click the Acct List button which takes you to the Customer Browser screen. Changing accounts also clears all previous order data entry. Incentive Program If an incentive program is assigned to this customer account and division, it is shown here. PO Number You must enter a Purchase Order Number. 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 Select the order type of Standard or Export. Export order type enables and requires selection of the Freight Forwarder and Ultimate Destination. 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 Collect 3rd Party Will Call The default The Freight Account No and and Carrier Preference is enabled and required. The Freight Account No and and Carrier Preference is enabled and required. (See Third Party and Collect Order Processes) Carrier Preference is enabled and required. (See Will Call Order Processes) Freight Account No If enabled, enter the Freight Account Number. (Also see Notes Usage) Carrier Preference If enabled, select the Carrier Preference from the list. Freight Forwarder If visible, select the freight forwarder for export orders. Ultimate Destination Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 2 of 18

If visible, select the Ultimate Destination country for export orders. Requested Ship Date Requested Ship Date for the sales order. Initially set to today. 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. Referenced Quotes section List button Press this button to select from a list of applicable quotes using the Quote Search screen. One or more documents may be selected. Quote No Enter a quote number directly in this column. Any documents selected by the List button are shown here as well. You may also blank out a quote reference to remove it. Default Select this to use the ship to address from the associated quote number as the sales order ship to address. Only one line may be checked as Default. Note that if the ship to address was manually changed, that manual entry is used instead and the Default may not be checked. Confirmed Status of the quote is shown as confirmed Yes or No after the Confirm button is pressed. Confirm button Press this after quotes are entered/selected so the system checks for valid quotes. If there are errors, they are shown at the top of the screen and Confirmed shows No. If all is fine, then Confirmed shows Yes. Also, if a Default quote is selected and the ship to date has not been manually entered, the Ship To address from the quote is used. Special Instructions Any special instructions (shipping instructions) are shown on the header screen to assist in the proper Freight Terms selection. Special instructions may be modified in the Notes tab. Clear button Press to clear all data entered on the current order. If any data has been entered already, a confirmation box asks Do you want to clear all unsaved data?. If you answer yes, all fields and line items are cleared and you start over. If you answer No, then nothing is changed. Help button Press to see this help page. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 3 of 18

Customer Browser Screen This screen is produced when the Acct List button is pressed. It produces a list of accounts linked to your user id. If there is an account that is not listed that should be there, you should contact support. 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 4 of 18

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 5 of 18

Quote Search Screen This screen is appears when the List button in the Referenced Quotes section is pressed to find quotes. Screen 1c Search Quotes Steps (* are required) Enter or change any selection criteria. * Press Search to find quotes using the entered criteria. Page through the list to find the desired quote(s). * Select or unselect row(s). * Press the Done button. Division The current division is initially selected but other divisions can be searched by selecting here. Account Account number from the calling screen is shown. This cannot be changed here. Catalog Number You may enter a catalog number (manufacturer item number) to find all quotes that have this item in any of their line items. The Account and date range also applies to this search. Project You may enter any part of a project name for the quote. Upper/lower case is irrelevant. The Account and date range also applies to this search. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 6 of 18

Issue Date From/To This will narrow the search results to quotes 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 540 days. Quote Type You may search for All Quote Types or select a specific quote type to find. 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 Click the box to the left of the row to make a selection and highlight the row. Multiple rows can be selected. Click the row again to unselect. Done button After all quotes have been selected, press the Done button to return these to the calling screen. Cancel button Press this button to return to the previous screen with no selection. 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 7 of 18

Notes Tab This tab is shown when the Notes tab is selected, after valid Header information is entered. All input is optional. Screen 2 Notes Tab Steps (* are required) Enter text in any field. You may press Enter to enter to a new line. (See Notes Usage) * 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 Clear button Press to clear all Notes text input. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 8 of 18

Items Tab This tab supports input, modification, deletion, or import of sales order line items. Screen 3 Items Tab Steps (* are required) * Enter quantity * Enter a Catalog Number Enter PO Line # Enter Customer Part # Select a quote reference if needed. Select an Other Ship From plant if desired. 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 an entered item. 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. Req Qty Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 9 of 18

Enter the requested item quantity. Catalog # Enter the Catalog Number for the line item. PO Line # Enter 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 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 not populated until 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 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 10 of 18

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 the system always keeps blank lines available for entry at the end of the line items table. You use this button if you need to insert an item between existing items. Delete Line button Press to delete the currently selected line. 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. (See Notes Usage) Markings Any Markings text for this line item can be entered. (See Notes Usage) 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, Next Msg button This button will jump to the next line item with an error or unpriced. If at the last error item, it moves next to the first error item. This button is only shown when there are one or more line item errors. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 11 of 18

Clear Press to clear all line item data. If any good line item data has been entered, a confirmation box asks Do you want to clear all line items?. If you answer yes, all line items are cleared. If you answer No, nothing is changed. Help Press to see this help page. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 12 of 18

Bulk Load Items Screen This screen supports pasting of multiple items data from comma separated or tab separated (spreadsheet) external sources. Screen 3a 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 13 of 18

Review and Save Tab This tab is shown when an order is complete and ready for review and saving. Screen 4 Review and Save Tab Steps (* are required) * Press the Save and Send 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 (or Clear the order if desired). 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 Enter Another Order button. Enter Another Order button Press this after you are finished viewing the completed sales order to enter another order. Print Acknowledgement button This button is shown after a save. Press to generate a salesorder 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 14 of 18

Save Confirmation Screen 4a Save confirmation Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 15 of 18

Notes Usage Header Notes Note Prints Usage Example Order Acknowledgement Notes prints on acknowledgement and invoice use for customer specific notes Special Instructions Carrier Instructions Internal Order Notes Freight account no prints on acknowledgement and warehouse documents (pick/pack) prints on acknowledgement and Bill Of Lading (LTL shipments only) use for warehouse instructions data may default from customer master i.e. UPS account numbers use for LTL carrier instructions i.e. "UPS overnight authorized by John Doe i.e. ship no later than X date i.e. call 24 hours prior to delivery at phone# does not print use for internal notes i.e. shipping PPD to correct picking error prints on acknowledgement, Bill of Lading (LTL shipments only) and warehouse documents (pick/pack) use to populate freight account numbers and third party billing addresses i.e. "UPS acct# 123456" or "Distributor name and address Important Note: when populating a freight account number, you must also enter the carrier name i.e. UPS acct# 123456 Line Item Notes Consignee PO Markings prints on pack slip and invoice prints on pack slip and invoice use to identify the distributors customer's po number use to specify special order notes for the customer i.e. PO# 12345. Note: lines with this field populated will generate a separate/unique invoice i.e. special order for Memorial Hospital Special notes: Line item notes appear on customer documents only (pack/ack/invoice). They don t appear on warehouse documents. You must populate any/all warehouse instructions in the "special instructions" header field on the Notes tab Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 16 of 18

Third Party and Collect Order Processes Third party definition Apply this code when someone other than the shipper (HEP) or ship-to address is to be billed freight charges -i.e. on a drop ship order where the distributor should be billed freight -i.e. a stock order where the end user should be billed freight Collect definition Apply this code when freight charges are to be billed to the ship-to address -i.e. distributors like GE that won t accept freight charges added to their invoice -refer to the list of customers who won t allow freight charges added to an HEP invoice I. Coding small parcel shipments (Not LTL) 1) Click rush if this is an expedited order (leave blank if it is not) 2) Change the default freight terms to third party (or) collect. 3) Change the default carrier preference as needed 4) A freight account number must be populated. o Look in the special instructions at the bottom of the page for information defaulting from the customer master file. Verify the freight account number information if it exists: If correct Populate the freight account no field with account number provided If data is incorrect or non-existent Populate the accurate information in the freight account no field (i.e. UPS account# 123456) then go to the text tab to delete/change the incorrect default data Important Notes: -you must populate the carrier name along with the account# -you must notify customer service of inaccurate information defaulting from the customer master file so it may be corrected. II. Coding LTL shipments 1) Change the default freight terms to third party (or) collect 2) Populate the freight account no field: If collect, enter send freight bills to the ship to address If third party, enter name and address of the company to receive the freight bill Continue with order creation as you would for any other order. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 17 of 18

Will Call / Pick up Order Processes 1) Click rush 2) Select freight terms Will Call 3) Go to the text tab to populate special instructions for the warehouse: If no data exists, populate shipping instructions for the warehouse i.e. Customer pickup for Friday February 29 th. If data exists, review and edit as needed (data defaulted from the customer master file). Important note: do not remove UPS account number information if populated in the event a back order is required to ship from a warehouse. Some customers will not allow freight charges to be added to a HEP invoice (refer to separate customer list). Continue with order creation as you would for any other order. Issued 02/13/2008 Copyright 2008 Hubbell Incorporated All Rights Reserved Page 18 of 18