Enter or Change a Sales Order Line

When you click Lines in the Sales Order Maintenance (OE), One-Step Invoice Entry (RE), and EDI/Sales Quote Maintenance (QOE) programs for a new order, the program displays the message Order number [number] has been created. Click OK to acknowledge the assigned number. See Background and Road Map for more information.

If this is a new order or an order that has no lines, look ahead to step 2. If one or more lines were previously entered on the order, they are listed below the order number, customer and currency:

Field Name

Displays

Line

The number assigned to this line

A check mark indicates that this is a non-stock item

Item number

The item number ordered on this line

Description

The description of the item and catalog item number if one exists

Qty open

The quantity that has not been shipped

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.

If you entered a quantity less than the Minimum sales qty set in the Branch Item Maintenance (IMB) program, the program prompts: Entered quantity of [qty] is less than the minimum sales quantity of [qty] at the stocking unit of measure of [unit]; continue? Click Yes to continue or click No to change the quantity.

Selling price

The price of one unit

Sts

The status of the line:

Inv	This shipment has been invoiced
KtIn	This configured product kit has been invoiced
KtOb	A configured product kit is obligated
KtOr	A configured product kit is ordered
KtPk	A shipment has been created for a configured product kit
KtSh	A shipment has been created for a configured product kit
Obl	This item is obligated
Ord	This item is committed but not obligated
Pck	A shipment has been created; ready to be picked
R	In picking by RF device
Shp	The shipment has been confirmed

Exp ship

The expected ship date

Qty shipped

The quantity that have been shipped

Sls UOM

The sales unit of measure for this item

Open value

The value of the quantity that has not shipped: (Quantity open x Sell price) - Line discount + Total surcharges

Total value

The total value of the line: (Quantity open x Sell price) - Line discount + Total surcharges

Extended wt

The total weight of the item on this line: Weight per UOM x Qty open or shipped

The weight is from the Weight per UOM field in the item's record in the Branch Item Maintenance (IMB) program.

Extended vol

The total volume of the item on this line: Volume per UOM x Qty open or shipped

The volume is from the Volume per UOM field in the item's record in the Branch Item Maintenance (IMB) program.

Cust/Cat no

The customer item number or catalog number

Choose the appropriate options:

Do This

Add a line

Click Add. See step 2.

Delete a line

Highlight the line and click Delete. See Delete.

Note
If you delete a line that has a related requisition, which has not been released, the requisition will also be deleted; the obligated and committed quantities will be adjusted accordingly.

Display a line

Highlight the line and click Select or double click the line.

Print the line listing

Click Print. See Print.

Display all previous orders for all items this customer purchased

Click View BCI. See Display Sales by Customer by Item. Click OK to return to this program.

This button displays only if you selected the Update sales history by cust by item? option in the System Options Maintenance (XM) program (Order Processing Options).

Display shipment information for this order

Click Shipments and then:

Select	To
Order	Display all shipments for this order. See Display the Status of a Shipment.
Line	Display the shipment for the selected line. See Display Shipment Information for an Order Line.
Back	End this action

Click OK to return to this program.

The EDI/Sales Quote Maintenance (QOE) and RMA Maintenance (RMA) programs do not display this button.

Toggles between displaying all lines and only lines with an unshipped quantity

Click Hide ship.

The EDI/Sales Quote Maintenance (QOE) and RMA Maintenance (RMA) programs do not display this button.

Replace a component of an item under warranty

Click Warranty. See Replace a Component Under Warranty.

This button displays only if you selected the Allow selection in order entry? option in the System Options Maintenance (XM) program (Warranty Tracking Options). The EDI/Sales Quote Maintenance (QOE) program does not display this button.

Use Qic-Entry mode when you click Add to enter the next line

Click Short form.

This button displays if you selected 0 for the Line entry method & fields Program option or you clicked Long form. The RMA Maintenance (RMA) program does not display this button.

Use full-screen mode when you click Add to enter the next line

Click Long form.

This button displays if you selected 1, 2, 3, 4, or 5 for the Line entry method & fields Program option or you clicked Short form. The RMA Maintenance (RMA) program does not display this button.

Change dates in the Date entered, Date wanted, Date promised, Expected ship, and/or Adj promised fields

Click Adj dates. See Adjust Order Line Dates.

Copy a configured product order line and create a new order line

Click Merge cfg. See Copy a Configured Product Order Line.

Accept the data and exit line mode

Click OK. Return to Enter the Sales Order Header.

Enter or change data in these fields:

Note
If you selected 1 through 5 for the Line entry method & fields Program option, see Enter a Sales Order Line Using Qic-Entry. This procedure assumes that you selected 0.

Field Name

Type / Max Length

Action / Description

Line number

Required
3 numeric

Accept the displayed line number or enter a different line number and click OK.

Note
By default the initial line number is 1 with an increment of 1 for additional lines. You can override this numbering scheme if the customer's purchase order indicates other line numbers.

Item number

Required
30 alphanumeric

Enter the item number or click the Lookup icon to the right of the field and use the standard lookup options to select the item from a list and click Other info.

This lookup displays the quantity of the item available for sale.

If you selected the Populate cust item from item xref? option in the System Options Maintenance (XM) program (Order Processing Options) and this customer has their item number cross-referenced to this number in the Customer Item Maintenance (CIX) program, the Description field displays the standard description and the Cust item no field displays their customer item number.

Alternatively, you can enter the customer's item number or click the middle Lookup icon and use the standard lookup options to select the customer's item number from a list. The program displays the message Customer item [customer's item number] is item number [your company's number].

Customer item numbers are case-sensitive. If you enter BOX instead of 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. An asterisk (*) displays in the NS column on an order line for non-stock items. See Enter a Non-Stock Item.

If the program displays the message This item is not stocked at branch [code]; continue? when you complete line entry or press F10, the item that does not have a record for your branch in the Branch Item Maintenance (IMB). Click Yes to enter the line and create a record or click No to delete the line. See Background for more information.

Alternatively, you can click the Lookup icon on the far right and use the standard lookup options to select the item by its catalog number.

Below order line fields, a message area with additional information may be displayed. See Q-Info for Order Lines.

Enter or change data in these fields:

Field Name	Type / Max Length	Action / Description
Qty open	Required 11 numeric	Accept the default quantity or enter the quantity the customer wants. Note Default quantity is a program option. See Set Order Entry Options. If the sales and stocking units of measure differ, the quantity open in the stocking unit of measure is also displayed. If the quantity is 0 and you selected W for the Allow entry of zero qty on order line option in the System Options Maintenance (XM) program (Order Processing Options), when you complete the line the program prompts Allow zero quantity? Click Yes to retain 0 or click No to change the quantity. If the quantity is not available but will be in the future and you selected A for the Order processing availability option in the System Options Maintenance (XM) program (Order Processing Options), the program prompts Do you want to reschedule? Click Yes to change the Date promised and Expected ship, click No to retain the dates you entered, click Adjust to enter a new date, click Cancel to delete the line, or click Details to display the component availability display. If you selected I for the Order processing availability option, the program prompts Use the current ship date? Click Yes to use the Expected ship you entered or click No to delete the line. If this customer has a contract and this quantity exceeds its limit, the program prompts Use the remaining quantity from this contract? Click Yes to use the remaining quantity and price or click No to use the quantity you entered and a non-contract price. If you entered a quantity less than the Minimum sales qty set in the Branch Item Maintenance (IMB) program, the program prompts: Entered quantity of [qty] is less than the minimum sales quantity of [qty] at the stocking unit of measure of [unit]; continue? Click Yes to continue or click No to change the quantity. Hints! Click the lookup icon to the right of the quantity to lookup prices and quantity breaks. The button is disabled for configured items using component pricing. Click the re-price icon (green check mark) to the right of the quantity to re-price the line based on the current order quantity and pricing on file. The button is disabled for configured items using component pricing.
Selling price	Conditional 14 numeric in the format 999999999.99999	Accept .00000 to use the system assigned price for this sales branch, customer, item, and quantity or enter the price per sales unit of measure for this item. Caution Entering a price overwrites the price that the pricing system calculates. Click to the checkmark icon to the right of the Qty open field to recalculate pricing based on the current quantity. When the program prompts Change the line item price to zero? you can click Yes to use zero or click No to use the standard price.
Net	Display only	If the line Discount % field is greater than zero, the net unit price (price less discount) displays to the right of the selling price. Example List $100 and line discount 5% Selling price: $100.00000 Net 95.00000
Sales UOM	Required 4 alphanumeric	Accept the displayed sales unit of measure or enter a different UOM. The default is from the item's record in the Branch Item Maintenance (IMB) program. Notes For configured items the sales UOM must be the same as the stocking UOM. If you change the Sales UOM, it is good practice to "reprice" the line.
Description	Conditional 30 alphanumeric	Accept the displayed description, or for a non-stock item, enter an appropriate description.
Date entered	Optional 10 date	Accept the displayed login date, select a different date, or enter a date shortcut.
Date wanted	Optional 10 date	Accept the displayed date, select a different date, or enter a date shortcut for the date the customer wants this item to be shipped. The default is from the Date wanted field on the order header.
Date promised	Optional 10 date	Accept the displayed date, select a different date that you promise the item will be shipped to the customer, or enter a date shortcut. In the Sales Order Maintenance (OE) and One-Step Invoice Entry (RE) programs, the default is the Date wanted field on the order header unless you set the Default Date promised program option. See Set Order Entry Options.
Expected ship	Required 10 date	Accept the displayed expected ship date, select a different date, or enter a date shortcut. The default is from the Date wanted field on the order header. If you ship certain items or to certain customers on a particular day of the week, you can use this field to schedule these shipments. See Background for more information. 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 this date is not a work day, the Sales Order Maintenance (OE)program displays the message [date] is not a valid shop calendar date for [branch]; continue? when you complete line entry or press F10. Click Yes to retain the date or click No to delete the line or use the Date wanted. Note The One-Step Invoice Entry (RE) program does not allow an expected ship date that is greater than your login date.
Adj promise dt	Optional 10 date	Select the date that sales now promises that the item will be shipped or enter a date shortcut.
Reason for chg	Optional 5 alphanumeric	Select the code that describes the reason that the promised date was not met.
Drop ship?	Optional	Select if you want your vendor or another branch to ship this item directly to the customer or leave blank if you are going to ship the item to the customer. See Overview: Drop Shipments.
Line priority	Optional 2 alphanumeric	Accept the displayed priority or enter a different priority for this line. The default is from the Order priority field on the order header. You can sort lines in the Order Shipment Selection (OSS) program by priority. Note If you leave the priority for the order line and header blank it is processed as priority 99 (i.e., lowest priority). Therefore, it is recommended that you assign numeric priority values. The priority field can be used to sort orders lines.
Adj promise rsn	Optional 1 alphanumeric	Select C if the customer changed the promised date or select I for in-house if you changed the date.
Reason for change	Optional	Select a reason code from the list (maintained in Reason Codes Maintenance).
Non-commission?	Optional	Select if this line item is not subject to commission or leave blank if it is subject to commission. This field is selected if: The Non-commission? field is selected for this item in the Enterprise Item Maintenance (IM) program. Y is selected for the Non-commission? field in the Branch Item Maintenance (IMB) program. This is a non-stock item and Y is selected for the Non-comm default for non-stock items option in the System Options Maintenance (XM) program (Sales Commission Options).
Kitted item?	Optional	Select if the item is sold as an unassembled set of components or leave blank if it is not. It is selected if the Make/Buy/Kit field in the item's record in the Enterprise Item Maintenance (IM) program is set to K.
Allow split lot?	Conditional/Optional	For a lot controlled item, select to allow a split lot or clear if the order quantity must come from a single lot. You change this field if split lots are allowed for the item (in Enterprise Item Maintenance) and the customer (in Customer Maintenance) allows split lots.
ECL	Conditional/Optional 4 alphanumeric	Enter the Engineering Change Level that the customer specified or leave blank to use the current ECL for a supply order. If you leave blank and a warranty is generated for this item, the system uses the current ECL when you create a shipment. This field is not available unless the Allow order entry ECL and RRL override? option is selected in the System Options Maintenance (XM) program (Order Processing Options).
RRL	Conditional/Optional 4 alphanumeric	Enter the routing revision level that the customer specified or leave blank to use the current RRL. The current RRL displays on the right. It will be used if a manufacturing order is released for this item. If this item is a configured product that has a routing set up in the Configured Product Maintenance (MBM) program and you selected the Unique CP RRL? field in the Enterprise Item Maintenance (IM) program, the system assigns the next sequential number. If Unique CP RRL? is not selected, the program uses the Routing rev lvl for this item in the Branch Item Maintenance (IMB) program. This field is not available unless the Allow order entry ECL and RRL override? option is selected in the System Options Maintenance (XM) program (Order Processing Options). Note
Discount %	Optional 5 numeric up to 100.00	Enter a discount percent for this line. This discount is in addition to any discounts set up for the item or customer in the Price-Contract Maintenance (PCM) program and the discounts on the order header. For example, if the discount to be applied to this line is 2.5%, enter 2.50. If the line Discount % field is greater than zero, the net unit price displays to the right of the selling price.

The program displays these fields:

Field Name	Displays
Original order	The quantity of this item that was originally ordered
Outside supply	The quantity that has been ordered on a requisition, PO, transfer, or manufacturing order
Supply released	The quantity on a requisition that has been released (converted to a PO, transfer, or manufacturing order)
Obligated	The quantity that has been obligated; items must be obligated before they can be shipped
Released kits	For a configured product, the number of component kits that have been configured
In picking	The quantity that is being picked; a shipment has been created, but it has not been confirmed
Shipped	The quantity that has been shipped
Open surcharges	Total surcharges for quantity that has not shipped: Total surcharges x Qty open
Open value	(Qty open x Selling price) + (Total surcharges x Qty open); if the item has been shipped, the amount is .00

Select OK or Apply when you complete data entry.

For some items the program prompts for more information:

If	See
You entered a non-stock item	Enter a Non-Stock Item
You entered a configured product	Select Components of a Configured Product.
The item is not available, a substitute item has been set up, and this customer accepts substitutes	Substitute an Item
Enter the quantity you want from a selected location	See Obligate Items.

If this is a new order, the program prompts for the next line.

Choose the appropriate options:

Do This

Display/clear sales order line fields

Click Other info.

This button is available only when you enter a new line.

Change a field

Move the cursor to the field and make changes. Click Apply to accept the changes or click Cancel to reject the changes.

Delete the line

Click Delete.

Enter notes for this line

Click Notes. See Enter Notes. A green check mark is displayed on the Notes button if the order line has notes.

Enter data in custom fields your company uses

Click User. See Enter Data in User or Shadow File Fields.

This button displays only if you have set up user fields for this program in the User Fields Maintenance (XMO) program.

Go to a related program

Click Jump. See Jump.

Change the order line number

Click Change no.

This button displays only when you enter a new line.

Display the changes made to this order

Click Audit. See Display an Audit Trail. Click OK to return to this program.

Display previous orders for this item by this customer

Click View BCBI. See Display Sales by Customer by Item. Click OK to return to this program.

This button displays only if you selected Update sales history by cust by item? in System Options Maintenance (XM) Order Processing Options.

Obligate the quantity of this item ordered on this line

Click Obligate. See Obligate Items.

This button does not display for a non-stock item or in the EDI/Sales Quote Maintenance (QOE) program.

Display a graphic or other information associated with this line item

Click View. See The View Button.

Change the taxes that apply to this line

Click Taxability. See Change Taxes.

Taxability flags are maintained by the Item Cost Maintenance (ICM) program.

Display the supply order created for this line

Click Supply. See Display Supply. Click Exit to return to this screen.

This button displays only if you or the system created a supply order.

Obligate components or create a manufacturing order for a configured item

Click Configured. See Obligate Components of a Configured Product.

This button displays only when you enter an order for a configured product.

Copy this line to create a blanket order or create a new line for the quantity you plan to ship on another date

Click Copy/Blnkt and then:

Click	See
Blanket	Copy the line to a new line with offset dates
Split line	Create a New Line for a Partial Shipment
Back	Exit without selecting either

This button does not display in the One-Step Invoice Entry (RE) and EDI/Sales Quote Maintenance (QOE) programs or for a configured product.

Enter or change the customer item number that prints on sales and shipping documents

Click Cust item. Enter or change the customer item number in the Cust item no field.

If you want to use this number on future orders, you need to enter it in the Customer Item Maintenance (CIX) program.

Enter or change the catalog item number

Click Ctlg item. Enter up to 30 alphanumeric characters. If a catalog item is entered, it is displayed below the item description.

Enter, display. or change sales reps and portion of the line value used to calculate a commission

Click Comm splits. See Display or Change Sales Reps and Splits.

Note
You cannot change sales reps or commission splits after you invoice the order or transfer a sales quote or EDI order to an online order.

Display or change the surcharges for the item ordered on this line

Click Surcharges. The program prompts Correct? Click Yes to confirm or click No to change. See Enter or Change Surcharges for an Item.

This button displays only if the Customer surcharges active? option in the System Options Maintenance (XM) program (Order Processing Options) is selected.

Display or enter the unit price used to create a commercial invoice

Click Decl value. See Enter Declared Value.

Close the sales order line

Click Close line.

Accept the data and exit

Click OK.

If the program displays the next Line number, enter the line or clear the Line number field to exit line entry.

If the words Configured product appear below the Selling price field and this is a new order line, the program presents choices and questions. See Select Components of a Configured Product.

If you have already selected the components of a configured product, the program lists those components, unless you have created a manufacturing order or requisition.

If you selected M for the Obligation method Program option, the program displays the items that you can obligate. See Obligate Items.

If this is a immediate supply item and you pre-assign control numbers, enter the lot number or first serial number or leave blank to have the system assign them for you. See Enter Control Information.