Order Confirmation (SOE320)

How To

The Order Confirmation program tells the rest of the FACTS system what was pulled from inventory, what was shipped, what was backordered, what the final freight and handling charges were, the amount discounted from the order and how much tax was charged for each order. Once you complete the confirmation process, this program converts the order to an invoice.

EWMS Processing Note

The Order Confirmation (SOE320) program does not allow confirming of orders that have been sent to Radio Beacon. The upload stock picks program does that for you.

Order Confirmation Processing Notes

Quick Notes on Order Confirmation

A sales order can be confirmed even if it has not yet been printed from either the Order Entry or Pick Ticket Print programs.
You can open a partially confirmed order to complete the confirmation process as long as you did not print an invoice. If you print an invoice before the whole document is confirmed, you must confirm the rest of the document after the next Daily Sales Register run.
The program only accepts sales order type document numbers. If you enter a document number related to blanket sales order, direct or recurring invoice, service order or counter sale, the system prompts you to select a document to confirm.
You cannot confirm an order that is already fully confirmed, nor can you confirm an order that has been deleted.
You cannot confirm an order that is on service hold.
Order Confirmation checks to determine if the order is ready to be shipped. If it is not, the system displays a message indicating this and prompts you to confirm the sales order anyway. If you select not to confirm, the system returns you to document number prompt. Refer to the Ship Complete Feature Overview topic for details.
Once a document is fully confirmed, changes must be made through the Direct Invoice Entry program (Sales Orders-->Invoices-->Direct Invoice Entry).
Over Commitment of serial/lot items: If the OE Serial/Lot# Entry flag in SO Static Control is set to "M" or "N" then you can under commit serial/lot items. Refer to the Over Commitment of Serial/Lot Items topic.
During processing, the system automatically displays urgent notes for customers and items based on your settings on the Notes tab of SO Entry Options F/M. Refer to the Viewing/Entering Notes from Sales Order Programs topic for additional details.
You can enter document notes for existing sales order headers and lines. SO Document and line notes are available to view/edit (according to the user’s security) for all open documents. You also have the option to print the note on the sales order (for order or backorder type documents only) as well as the invoice. When you run the Daily Sales Register, the system copies document notes to the past invoice. You can export sales order line notes to associated purchase orders or inventory transfers and print the exported sales order line notes on the PO or transfer ticket. Refer to the Importing Notes topic for details.
Service Tickets can be closed during Order Confirmation by selecting the Close button at the top of the screen after completing line-item entry for the document, rather than having a separate service ticket close program.

Confirming Orders with Multiple Warehouses

If the document has lines shipping from multiple warehouses, the system prompts you to select which warehouses to confirm. After you select warehouses, the system checks for shipment eligibility for each of the selected warehouses individually. If any warehouse does not meet requirements for shipping, the system displays one message listing all ineligible warehouses with the option to confirm anyway. If the pick ticket prints consolidated and all warehouses are selected, the system evaluates all warehouses individually and all warehouses are ineligible to ship, the system displays a message indicating all warehouses are ineligible. If you select individual warehouses to confirm, each will be evaluated separately and any that are not eligible to ship display in one message listing all the warehouses.

Access this program by choosing Sales Orders-->Invoices-->Order Confirmation.

To exit this program:

1. Complete any document you have open.

2. Choose Done or select File-->Exit.

Sync Order Confirmation with Item, SO Customer, AR Customer and Vendor Inquiries (formerly SO Quick Look).

The Order Confirmation screen is divided into three sections: the header portion where you enter the customer or document that the confirmation is for, the line item portion where you confirm items, quantity and pricing information for the sales order, and the footer window where you enter final fields prior to confirming the sales order.

Order Confirmation Header Processing

The upper portion of the screen is called the header portion where you enter the customer or document that the confirmation is for.

Refer to the following procedures for more information about Order Confirmation header processing:
Confirm an order

Open a document in confirmation

Order Confirmation Line Item Processing

The lower portion is called the line item portion where you confirm items, quantity and pricing information for the sales order. The program automatically switches to confirmation mode once you complete the header.

Refer to the following procedures for more information about Order Entry item processing:
Add a line

Selecting companion items

Order Confirmation Footer Processing

The ending routine consists of final fields prior to confirming the sales order. The ending routine is not accessible if you have not confirmed line items for the order. Refer to the Order Entry Footer Information topic for field/field descriptions.

Add freight and handling

Enter multiple payments

Print an invoice from confirmation

$image\OPEN.gif$ Using the footer in Order Confirmation

Invoice Processing for Overpayments or Remaining Deposits

Additional features

$image\OPEN.gif$ Designating items for direct ship

$image\OPEN.gif$ Changing header information

$image\OPEN.gif$ Changing line detail

$image\OPEN.gif$ Using menu options

$image\OPEN.gif$ Confirming serial and lot items

$image\OPEN.gif$ Creating BOM items (kitting, on-the-fly)

$image\SHORTCUT.gif$ Using the Job Cost Entry window

$image\OPEN.gif$ Using the Price Search feature