Background: Sales Order Maintenance
Use the Sales Order Maintenance (OE) program to enter, change, and close a sales order. See Road Map for work flow.
This topic has these subtopics:
Header |
Lines |
Ship-to and Bill-to Addresses
When you enter the customer's number, Sales Order Maintenance displays the customer's bill-to and ship-to address, which are the same unless you enter one of these:
If you enter a |
Shipping address is |
Ship-to |
A ship-to address for this customer that you have set up in the Customer Ship-to Maintenance (CSM) program. |
Dest customer |
The address of the destination customer, which you set up in the Customer Maintenance (CM) program. You would enter a destination customer if your customer is a dealer and you are shipping directly to the dealer's customer. |
You can click Address and change either the ship-to or bill-to address for an order if you selected the Allow address changes in OE? option in the System Options Maintenance (XM) program (Order Processing Options). The change you make overrides the default addresses from the Customer Maintenance (CM) and Customer Ship-to Maintenance (CSM) programs.
You can enter a billing address for freight that is different from the bill-to address for the items you are selling. When shipping enters a bill of lading, they can use this freight bill-to address and not have to re-enter it.
You can click Copy ship-to to make the bill-to address match the ship-to, or click Copy bill-to to make the ship-to address match the bill-to, without entering the address twice.
Dates and the Shop Calendar
Sales and shipping programs are not limited by the shop calendar. Therefore, you can enter and ship orders on days that your manufacturing branch is not working. However, the shop calendar can affect sales of make-to-order items and configured products that you manufacture.
If you selected the Warn user if date not on shop calendar? option in the System Options Maintenance (XM) program (Order Processing Options) for your branch and you enter an Expected ship date that is not a work day, the program displays a message [date] is not a valid shop calendar date for [manufacturing branch]; continue? If you click Yes, you retain the date you entered. If you click No, the program deletes the line for you.
If you enter orders for these items with Date wanted, Date promised, and Expected ship dates far into the future, you need to make sure that your shop calendar extends that far. If not, the system displays the message Shop year [year] missing - continue? Click Yes to complete the order line or click No and then click Cancel to remove the line from the order. If you click Yes, the order line itself is not affected by the missing year. However, the planning system does require the shop calendar. Also the shop calendar must be extended before you can release the manufacturing order.
Order Hold
You or the system can place an order on credit hold. You can place an order on non-credit or manual hold. Whether you can release orders from hold depends on your system options.
Credit Hold
If you selected the Credit management active? option in the System Options Maintenance (XM) program (Order Processing Options), the system places an order on hold if the customer or accounts receivable consolidation (ARC) parent is on credit hold, if the order causes the customer's or ARC's credit limit to be exceeded, or if the order exceeds their order limit.
You can specify default reason codes for a customer on credit hold, for credit limit exceeded, and for order limit exceeded. Use the System Options Maintenance program (Order Processing Options) to set up the Default reason for customer credit hold, Default reason for credit limit hold, and Default reason for order limit hold options your enterprise or branch.
Non-Credit Hold
You or your customer may want to place a order on hold for non-credit reasons. For example, the customer does not want to ship a order until he gets back to you with the quantity needed or additional items.
See Place On Hold for the procedure.
Release an Order from Hold
The Credit release/hold permission option in the System Options Maintenance (XM) program (Order Processing Options) determines whether you can release a hold with the Sales Order Maintenance program.
If the option is set to |
You can release an order from |
C |
Credit hold |
M |
Order hold |
B |
Either credit or order hold |
See Release from Hold for the procedure.
If the option is set to N, you cannot release an any orders from hold with Sales Order Maintenance. Someone must run the Credit Hold Release (CHR) program to release an order from credit hold and run the Order Hold Release (OHR) program to release an order from non-credit hold.
Deposits and Payments
Your company may require some or all customers to make a deposit on their sales order before you ship it. After your accounts receivable department records the deposit in the Cash Receipts Entry (RCE) program and runs that program's register, you can apply the deposit to the sales order in the Sales Order Maintenance program. Applying a deposit ties it to the sales order for easier tracking and reporting. See Apply a Customer Deposit for the procedure.
Credit Card Payment
When you click Payment and then Credit card, you can mark an order paid. The AR Invoice Register will not create an invoice for this order. Instead it will transfer the balance to the credit card company for this customer.
Tax code
Tax codes are set up with the Tax Codes Maintenance (TCM) program. The tax code displayed in the Tax code field is selected with the Customer Ship-to Maintenance (CSM) program.
Resale Licenses
When you enter a new order or quote in the Sales Order Maintenance (OE), EDI/Sales Quote Maintenance (QOE), or One-Step Invoice Entry (RE) programs, the default that displays for the Resale lic 1 and Resale lic 2 fields depends on:
Order |
Condition |
These resale licenses display |
1 |
The customer has an AR consolidation parent in another state |
For the ARC's from the Customer Resale Licenses Maintenance (TRL) program |
2 |
The customer does not have an ARC in another state or the ARC does not have a resale license set up in the Customer Resale Licenses Maintenance program |
For the ship-to address |
3 |
There is no ship-to address or the ship-to address record in the Customer Ship-to Maintenance program has no resale licenses |
From the customer's record in the Customer Maintenance (CM) program |
For an existing order:
If you click Address and then Ship-to and change the state, resale licenses do not change.
If you change the ship-to number to a state that is different from the bill-to state, the program prompts Change the ship-to customer address and shipping codes (but not the branch)? Click Address to change only the address, click Both to change both the address and the resale licenses, or click Cancel to change the ship-to number.
The Exempt field in the Tax Codes Maintenance (TCM) program determines which sales tax license, if either, applies.
Exemption type |
This customer |
N |
Is taxed no matter which license they have |
1 |
Must have a resale license 1 to be exempt from tax |
2 |
Must have a resale license 2 to be exempt from tax |
Estimated Order Weight
See Shipping Weight Calculation.
Commissions
The system can calculate sales commissions for up to four reps based on the sales order total or the total for each line. The Enable commission rates per line? option in the System Options Maintenance (XM) program (Sales Commission Options) determines which method you are using.
If option is |
Sales reps displayed |
Commission paid |
Not selected |
In the order header |
On the order total |
Selected |
When you click Comm splits on the order line |
For that item |
The Comm split button is available for entering or displaying commissions for Sales Order Maintenance (OE), One-Step Invoice Entry (RE), EDI/Sales Quote Maintenance (QOE), RMA Maintenance (RMA), and RMA Inquiry (RMAQ) programs, even if commissions are not active in the System Options Maintenance (XM) program (Sales Commission Options). This flexibility allows for custom applications and reports.
Notes
You can enter notes for the order header and for each line. When you create a shipment, the system transfers these notes to the shipment. Type P and B notes print on shipping documents.
If you add header notes or make any changes to them after you create a shipment, these notes are not transferred to the Sales Shipment Confirmation (OC) or Secured Confirmation (SOC) program.
Manual Notes for Immediate Supply Items
When manual notes are entered on a sales order line for an item that is already an immediate supply item, the entered notes transfer to the attached manufacturing order if sales order line note parameters (XCMT) are set for transfer to manufacturing order notes. This rule also applies to notes moved to a manufacturing order created for an immediate supply order when a quote (EDI order) is transferred to a sales order.
Create a Shipment
You must obligate specific items in inventory for a sales order before you can create a shipment. You must create a shipment before you can confirm it.
You can create a shipment in Sales Order Maintenance when you click the Create ship button or with another program. See Overview: Obligation and Shipment Creation for more information.
Partial Shipment
Ship partial? must be selected for partial shipments to be created or confirmed for the sales order. The selection defaults from Customer Maintenance (CM), but the option can be changed during order entry.
Expected Ship Date
You can use the Expected ship field on an order line to schedule shipments for particular days of the week. For example, you may schedule shipments of certain items or to certain geographical areas for a specific day.
If you enter an order today and set the Expected ship to next Friday, you will not be able to create a shipment until then. If you click Create ship before that date, the message No new lines were obligated to be shipped displays, even though the lines on the order have been obligated.
If you typically set future dates, select the Prompt for ship-thru date? Program option. Then when you click Create ship, the program prompts you for a ship date. If you set the ship date to match the Expected ship, you can create the shipment. This allows your shipping department to begin picking and packaging the item so that the shipment can actually ship on the Expected ship date. See Set Order Entry Options.
Change a Sales Order
You can use this program to display a sales orders, even after it has been invoiced or cancelled.
You can change any field on the order header while the order's status is New order or In process, with this exception:
You cannot change the customer number. If you realize that you entered or selected the wrong number, you can click Cancel before a number is assigned to the sales order. If you realize your error after you click OK, you need to cancel or close the order.
If you need to make a change to the order header after the order is invoiced (for example, to the customer PO), run the One-Step Invoice Entry (RE) program and use the adjust option.
Note
If you increase the quantity beyond the available-to-promise (ATP) quantity,
the system does not display an insufficient quantity warning message.
See the Planning Profile Maintenance (MPM) program for an item's ATP quantity.
Close vs. Cancel a Sales Order
In most cases, closing an order is the preferred over cancelling an order.
Close
When you click Close order, the program sets all open quantities to zero, but records the original order quantity for the Executive Information Summary (EIS) program. You cannot close an order that has an:
Open shipment; for example, suppose the customer places an order that has two lines. The item on line 1 is not in inventory, but the item on line 2 is available. You obligate the quantity the customer ordered on line 2 and create a shipment.
Suppose the customer calls and asks you to close the order. You cannot close it at this point. You can close it after you confirm shipment of line 2. If the customer wants neither item, shipping needs to delete the shipment. Then you can close the order. See Close a Sales Order, Quotation, or RMA for the procedure.
If a confirmed shipment exists, the program displays the warning This order has confirmed shipments that have not bee invoice. Do you want to close it? Click Yes to close the order or No to keep it open. When you invoice the shipment, the status of the order changes from Cancelled to Invoiced.Outside supply; for example, a purchase order, manufacturing order, or transfer has been created.
Attached deposit.
If you close an order that has an associated requisition, the system cancels the requisition. You can close a blanket order, even if it has unreleased requisitions.
Cancel
If you enter no lines or delete all lines, the program prompts This order has no lines or total amounts. Do you want to cancel this order? You should use the cancel method to remove orders entered in error (for example, an order entered from a fax duplicates an order entered from a phone call). You should cancel only if the order:
Was entered with the Sales Order Maintenance program (not with the One-Step Invoice Entry (RE) program).
Has no lines. You can delete the lines first. If you delete a sales order line that has a related requisition for a transfer (not a released transfer), the related requisition is also deleted and the obligated and committed quantities are resolved accordingly.
Has no amounts (for example, freight or a deposit) attached to the header.
See Cancel a Sales Order.
Program Options
You can set options that determine how the Sales Order Maintenance program functions. Each user can set these options for themselves by clicking Prog opts. Alternatively, your system administrator can set the same options for all order entry operators with the User Options Maintenance (UOPT) program.
Program options apply to both the Sales Order Maintenance and One-Step Invoice Entry (RE) programs. These options apply only to the Sales Order Maintenance program:
Prompt for ship-thru date?
Display credit info?
These options do not apply only to Sales Order Maintenance:
Enter & print one-step notes?
One-step order type
These options apply only to configured products:
Conf prod release method
List conf prod comps by item?
Note: The Allow changes of previous CP selections? System Options Maintenance (XM) Order Processing option has no effect on this selection.
These options apply to Qic-entry mode:
Line entry method & field
Default order entry line qty
Short entry notes default?
See Set Order Entry Options for more information.
Audit Trail
To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. You can then run the Audit Trails (ATR) program and select that file to print a report of these transactions.
MP2: Mfg Order Master
MP9: Mfg Order Components
O1: Sales Order Lines
O1A: Sales Order Header
O1AB: Sales Order Addresses
O1MD: CP Line Components
O1S: Shipment Header
O1SB: Shipment Addresses
O1SD: Sales Order Deposit Dtl
O1SF: Shipment Freight Detail
O1SL: Shipment Lines
WIPF: Work-in-process Header
Full Line Entry vs. Qic-Entry
You have a choice of the fields that display when you enter a line. The default is full-line entry, which displays all fields. Full-line entry mode can include an additional window of user-specified information. See Configure Q-Info.
If you rarely change certain fields (for example, dates, Selling price, and Sales UOM, you should select a Qic-Entry method. Click Prog opts on an order header and select 2, 3, 4, or 5 for Line entry method & fields, depending on the fields you typically enter or edit. Then click Save to save that option for future use. See Set Order Entry Options.
If you need to edit fields that are not available in Qic-entry, you can select the line after you have entered it and click Select. You can temporarily switch from Qic-entry to full-line entry by clicking the Long form button or from full-line entry to Qic-entry by clicking the Short form button.
See Enter a Sales Order Line or Enter a Sales Order Line Using Qic-Entry.
Customer Item Number
You can cross-reference your customer's item numbers to your item numbers in the Customer Item Maintenance (CIX) program. On a sales order line, you can enter the customer's item number.
If you selected the Populate cust item from item xref? option in the System Options Maintenance (XM) program (Order Processing Options), you can enter your item number. The program displays the standard description for the item number in the Description field and the Cust item no displays below it. If more than one customer item number references the same item, the first occurrence of the item in CIX displays.
If this option is blank in XM and the operator does not enter the customer item number initially, the only way to get the customer item number into the order is to manually modify the item number when the actual number is entered on the line.
The customer's item number entry is case sensitive. If you enter BOX rather than Box or box, the program prompts Item [number] does not exist. It is a non-stock item? Click Yes if it is a non-stock item or No to change the case.
Selling Price
When you enter a line on a sales order, the Sales Order Maintenance program initially displays zeros in the Selling price field. This is because the price for this item, the quantity ordered, and this customer are based on your pricing branch's price hierarchy and price record or the customer's contract price. When you press F10, the Selling price field displays the price that applies to this customer, item, and quantity. If you enter a price in the Selling price field, your entry overrides the price determined by the pricing system.
Pricing branch: Each branch within your organization can have its own price hierarchy.
Price hierarchy: The price hierarchy, which is set up with the Price Hierarchy Maintenance (PHM) program, determines the order in which the pricing routine searches for a price for a customer and item. The price hierarchy can consist of up to 30 different price methods. For example, you might have these price methods in your pricing hierarchy:
Customer / Item: a specific customer and a specific item
Product subclass: all items in a subclass for all customers
Customer type / Product class: all customers within a particular customer type and all items with a specific product class
Item: an individual item for all customers
Price record: The price record, created by the Price-Contract Maintenance (PCM) program, contains information that the pricing routine uses to calculate the price of an item for a specific customer. Each price record can contain as many as nine pricing structures that correspond to the Price code field in the Customer Maintenance (CM) program. If the customer has a Price code of 1, the pricing routine looks at the first pricing structure in the price record.
Contract price: Prices for open and unexpired contracts set up in the Price-Contract Maintenance (PCM) program may be displayed in Sales Order Maintenance and can take precedence over any other price for this customer or item.
Discounts
These discounts are applied during the pricing calculation and result in a change to the displayed selling price:
Discount hierarchy: If you establish a discount hierarchy, the pricing routine makes a second pass (after the pricing pass) to find a discount that can be applied, using the discount hierarchy. Discounts usually apply to product classes and customer types rather than to a specific customer or item.
Volume discounts: You can set up discounts based on the quantity ordered. In the Price-Contract Maintenance (PCM) program, you can establish up to six price breaks for each pricing record. Each volume discount can be based on either the quantity ordered on the order line or the extended amount (Quantity ordered x Price).
These discounts apply to an order:
Line discounts: The program applies the amount in the Discount % field to that line. The program discounts the Selling price by this amount, multiplying the discounted selling price by the quantity ordered to obtain the extended amount for the line.
Order header discounts: Three discounts can be applied on the order header. The defaults for the Gross disc %, Accrued disc %, and Misc disc % fields are set in the Customer Maintenance (CM) program. The Gross disc % is applied to the gross amount of the order. The Accrued disc % is applied to the order total after the gross discount has been taken. The Misc disc % is applied to the order total after the accrued discount has been taken. None of these discounts are applied to freight or miscellaneous charges.
To illustrate how line and order discounts work, suppose that you have an order for a quantity of one of an item with a selling price of $3000.00.
Line discount percent |
2% |
Line extended amount |
2940.00 |
The order gross amount is the total of all lines. Therefore, the Sum of (Quantity x Price - Line discount). The net amount is the Order gross - Order header discounts. Suppose this order has only this line.
Order gross amount |
2940.00 |
Order discount percents |
Gross = 2%, Accrued = 1.5%, Misc = 1% |
Gross discount amount |
2940.00 x .02 = 58.80 |
Accrued discount amount |
2881.20 x .015 = 43.22 |
Misc discount amount |
2837.98 x .01 = 28.38 |
Surcharges
When you click the Surcharges button on the order line, you can enter or change surcharge codes and amounts. However, if the Var? field is selected, you cannot make changes because the surcharge will be recalculated during invoicing.
Surcharges are recalculated when you change the quantity ordered. If you change the Selling price field, the surcharge is not recalculated. This is to prevent overwriting a manual change you may have made to the surcharge rate.
Note
When you change a line's open quantity to zero, surcharges are removed.
If you subsequently change the order line quantity to be greater than
zero, you must use the Reprice button to recalculate surcharges.
It is important to note that Reprice
recalculates line prices and discounts as well as surcharges.
The total surcharge amount displays for the line. If you click Totals on the order header, the total surcharges for the order display. You can print surcharge detail on the Sales Order Acknowledgment.
Freight Terms
During order entry if the selected Freight terms code in the Freight Codes Maintenance (TFP) program is set for a billable flat rate, the amount is added as estimated freight when the order number is created.
Sales Unit of Measure (UOM)
Sales Order Maintenance displays the sales unit of measure for the item. Changing the Sales UOM field does not affect the Selling price unless you have set up a price for the unit of measure you select.
Set up unit of measure conversions factors in the Unit of Measure Codes Maintenance (TUM) program. Sales Order Maintenance does not allowed irrational conversion factors. If the sales to stocking unit conversion factor multiplied by its simple inverse is NOT equal to 1, the UOM is disallowed. For example, seven is a legal conversion factor, but one-seventh is not a legal conversion factor. Additionally, if the result of the conversion is not an integer value, the UOM is not allowed.
Drop Shipment
When you do not have inventory available in your branch and the customer wants the item quickly, you can drop ship the item directly from the vendor or from another branch to the customer. Select the Drop ship? field on the sales order line. Then the purchase or transfer requisition specifies a drop shipment. See Overview: Drop Shipments for more information.
Configured Products
When a customer orders a configured product, the program prompts you to select components and options that are set up for the item based on its bill of material in the Configured Product Maintenance (MBM) program. For some components, you can select one of several options. In other cases, you may be able to select multiple components from the list. Some components may be required and others are optional. For some components, you may be able to change the quantity ordered. All of these options depend on how the bill of material is structured for this configured product.
BOM Component Maintenance
Your branch has the option to maintain the configured products components based on the configuration of the bill of materials. You can select components from an indented bill of materials listing with the added ability to change previously selected options. Accessory items can be displayed, even if they are not currently selected. To activate this option, select the System Options Maintenance (XM) Order Processing Options Allow changes of previous CP selections? options for your branch.
For configured products, the same component can exist in more than one place on the extended CP BOM listing and be maintainable, as long as it has different part designators associated with it.
Copy an Order Line for a Configured Product
You may copy a sales order line for a configured product to the next available line. The new line can be created from a line on the same sales order or from a previously entered sales order. Click the Merge cfg. button to initiate the copy. Component and line item prices are copied from the referenced order and line. Component costs are updated to current standard costs.
Obligation
If you ship the components of the configured product as a kit (unassembled), you can use the Order Shipment Selection (OSS) or Sales Order Auto Processing (OAP) program to obligate the components and create a shipment.
If you build the finished item from the selected components, you must configure the product with the Sales Order Maintenance program. After you select the components that the customer wants, select the line and click Configured. Then select Create manufacturing order?
When you click OK, the program displays the number of the manufacturing order or manufacturing requisition if you selected the Display order no for supply? program option. If you selected the Disable mfg order firewall? option for your manufacturing branch in the System Options Maintenance (XM) program (Manufacturing Options), the system creates a manufacturing order. If this option is not selected, the system creates a manufacturing requisition.
If you build some configured products and ship others as kits, you may want to configure both types with the Sales Order Maintenance program. To configure a kit, select the line, click Configured, and select Obligate component sets? The program obligates the components so that you can create a shipment for this order line.
When you enter a sales order for a configured product, its components are committed, but the parent item is not. When you configure the item:
If you select |
Results |
Obligate component sets? |
Components are obligated |
Create manufacturing order? |
Parent and components are committed to the manufacturing order or requisition Components are obligated during manufacturing order processing The system obligates the parent for the sales order when you receive the finished good into inventory. |
Pricing
You can set up a standard selling price for a configured product or use configured pricing. If the options are for color or other factors that do not affect the item's price, you can have a set price for the configured product. But if the components selected affect the price, you may want to have the program total the price of the components the customer selects. However, you can click Line price to override this configured price.
See Select Components of a Configured Product.
Cost
If you ship the components of the configured product as a kit (unassembled), each component has its own cost. The cost of the configured item is the total of cost of all its components.
If you build the finished item from the selected components, the item's cost is the total cost of the manufacturing order (material, labor, and overhead) you release.
Item Availability
Not Stocked at Branch
If you enter an order for an item that does not have a record for your branch in the Branch Item Maintenance (IMB), the program displays the message This item is not stocked at branch [branch]; continue? If you click Yes, the system creates a branch record based on the record for the manufacturing branch associated with your login branch. If the manufacturing branch does not have a record for this item, the system uses the first branch record found for the item in the Branch Item Maintenance program.
Available to Promise
The Order processing availability option in the System Options Maintenance (XM) program (Order Processing Options) for your branch determines the behavior of the program when the item ordered is not in inventory.
If set to |
The program |
A |
Displays the message There is insufficient supply for this item on the ship date [date]. Supply will be available on [date]. Do you want to reschedule to this date? Choose the appropriate option:
Note |
I |
Displays the message There is insufficient supply for this item on the ship date [date]. Supply will be available on [date]. Use the current ship date? Choose the appropriate option:
Note |
Y |
Displays the message There is insufficient supply for this order line and it may not be entered for the request quantity. Click OK. Enter a smaller quantity or a different item. |
N |
Does not check availability and allows you to enter an order for an item regardless of its availability. However, you cannot obligate the line until the item is in inventory. |
Substitute Items
If you enter a line for an item that is not available, the system can substitute an equivalent item if all of these conditions are met:
The Allow item substitution? option in System Options Maintenance (XM) program (Order Processing Options) is selected.
The Order processing availability option System Options Maintenance (XM) program (Order Processing Options) is set to A, I, or Y.
The Negative inventory allowed option in System Options Maintenance (XM) program (Inventory Control Options) is set to N (prohibit negative quantities), B, (prohibit negative quantities for bin-controlled items) or C (prohibit negative quantities for lot-controlled items).
You have identified a substitute for this item in the Item Substitution Maintenance (ISM) program.
The Allow subs? field in the customer's record in the Customer Maintenance (CM) program is set to A (the customer accepts automatic substitutions) or Y (the customer accepts substitutions but wants to approve them).
If the Prmy item price? field in the Item Substitution Maintenance (ISM) program is selected, the program uses the price of the item ordered. If the field is blank, the program uses the price assigned to the substitute item.
Service Items
Service items (order code 3) carry a cost and price and can be added to sales orders to charge for a service you perform. While they are not included in inventory movement or planning functions, service items allow the same posting controls as other inventory items. Most often service items are set up as non-taxable (i.e., since services are not generally taxable).
Pre-Assign Control Numbers
You can assign lot or serial numbers when you enter a sales order for an item you are going to manufacture. The program prompts you to enter the number if you use full-line entry mode and you enter a line for an immediate supply item. To set up this item:
Select the Pre-assign ctrl no? field in the item's record in the Enterprise Item Maintenance (IM) program.
Your entry in the Item code field in the item's record in the Enterprise Item Maintenance (IM) program must match the code entered for the Immediate supply item code option in the System Options Maintenance (XM) program (Inventory Control Options).
If you are selected M for the Obligation method Program option, the program prompts you when you click Manufacture regardless of the line entry method you are using. You are not prompted if you click Create req because you are expected to assign them when you release the requisition.
Blanket Orders
You may have customers who order a set quantity of an item at specific intervals (for example, weekly or monthly) or on a specific day of the month. You can copy a line for an item and specify the number of lines to create. The maximum number of lines you can copy is 999.
If you are using automatic obligation, the line that you copied is obligated. However, the copied lines are not because they are for future dates. You can select the line and click Obligate to manually obligate the quantity needed. Alternatively, you can use the Order Shipment Selection (OSS) or Sales Order Auto Processing (OAP) program to obligate and create a shipment closer to the time of the Expected ship date.
You or the system may link a manufacturing order to the blanket order when the quantity required is not available. When you receive completed items into inventory, the system obligates lines based on earliest expected ship date. If more than one line has the same expected ship date, line priority determines which line the system obligates first.
Split a Line
If a customer orders more than the quantity available, you may want to ship what you can immediately and the remainder at a later date. The split line function allows you to add a new line with the unshipped quantity and a future expected ship date. When splitting a sales order line, the program recommends the next unused line number.
Lines with the total quantity obligated or shipped cannot be split.
When a line with a split carton surcharge (Split carton charge? selected in Surcharge Codes Maintenance) is split, the surcharge is not copied to the new line since it was assessed when the original line was entered.
Approvals
The approval status of the existing line is copied to the new line if:
the original line was approved.
you are only doing a split to the line.
sales approvals are active for the sales order branch.
the line quantity and amount approved are adjusted for both lines to reflect the new quantities.
Change an Order Line
You can change sales order lines before you have confirmed their shipment. However, if you add line notes or make any changes to line notes after you create a shipment, these notes are not transferred to the Sales Shipment Confirmation (OC) or Secured Confirmation (SOC) program.
Order Line Linked to a Manufacturing Order
If you change a sales order line that is linked to a manufacturing order and the program displays the message, Manufacturing order [number] has been released and must be updated manually an email is sent to the item planner’s email address and to the customer service representative (CSR) for the sales order. If the system finds no email address for the planner or CSR, then no email is sent to any other email address in the system.
Adjust Dates
You may need to change the Date wanted, Date promised, and/or Expected ship dates for multiple lines either because your customer requests a change or because your product is not available. Click Lines and then Adj dates.
There are three types of adjustments that you can make:
Change a specific date to another specific date; if the date is June 15, change it to July 1.
Change the date to a specific date; regardless of the original date, make it July 1.
Adjust the date forward or backward by a number of days; move the date out 5 days or move the date in 2 days.
You can apply the change to a range of line numbers or to all lines.
Supply Orders Tied to a Sales Order
When you modify a sales order line that is tied to a requisition for supply, the system automatically modifies the requisition. For example, if you make a quantity or date change, the system also changes the requisition.
If you change dates inside the lead time of the item, the system does not release the requisition. You must release it manually or through the planned order release cycle.
If you delete a sales order line that is tied to a requisition, the system deletes the requisition.
When you release a requisition, it becomes a supply order (manufacturing order, transfer, or purchase order). After you release a requisition, the system does not update the supply order if you make changes to dates.
If you increase the quantity ordered after you receive the supply order, the system creates a new supply order for the difference. If you decrease the quantity, the system does not update an existing supply order.
If you create a manufacturing order directly or release a manufacturing requisition to create a manufacturing order that is supply for a sales order line, you cannot delete the sales order line or reduce the quantity.
Replace a Component Under Warranty
Your warranties may cover the replacement of some or all components
of the item you sold. To use this feature, some set up is required. You
need to select the Component tracking
active? and Allow selection in
order entry? options in the System Options Maintenance (XM) program
(Warranty Tracking Options). When you select the Allow
selection in order entry? option, the program displays a Warranty button.
You also need to select the Replacement
item? field in the Bill of Material Maintenance (MPS) program for
each component item that you allow to be replaced.