Programs on the Orders menu enable you to enter, correct, place on hold and print orders in the system.
The Orders menu contains these programs:
Use Order Entry to enter new sales orders, or review and edit existing sales orders. A sales order effectively commits quantities of items for a customer and produces a pick ticket, which warehouse personnel use to fill the order. The Order Entry screen is divided into three sections: the header portion where you enter the customer placing the order and other general information required to process the order, the line item portion where you add items, quantity and pricing information, and the footer window where you enter final fields prior to completion of the sales order.
Pick Ticket Print is used to print and reprint orders through in this program. You can correct and reprint pick tickets (or printed orders) as often as needed until you confirm the order and convert it to an invoice. If an order includes shipments from multiple warehouses, you can set the system to print pick tickets in the initiating, shipping or both warehouses. You also can access this program from the Order Entry footer. From there, you can print pick tickets on an order-by-order basis.
The pick ticket includes all pertinent header and line item information, total package weight and a quantity shipped column. If the Use routes flag is selected in SO Static Control, the route will print on the pick ticket under the date. If the pick ticket was created from a Blanket Sales Order, the Blanket Sales Order document number will print in the description column before the line item or items.
Bill of Lading Print is used to print bills of lading for orders (BOLs) on demand, past invoices or warehouse transfer tickets. The BOL must comply with the rules determined by the DOT for transporting hazardous materials. For more information on hazardous materials and regulations, please refer to the DOT’s Hazardous Materials Guide.
BOL print properties are determined in the SO Document Print Control F/M, including whether the form is preprinted, whether to print hazardous materials only, and whether to print item weights. If you are printing BOLs for sales orders, transfer tickets or current invoices, all BOLs that are ready to print will do so through this program. If you are printing BOLs for past invoices, you have to specify which past invoice that you want to print.
Use Order Review to display, place or release documents from credit or service hold. Documents may be displayed by warehouse, order type, order status, origin, priority, request date and outside salesperson. If an order is placed on hold, it cannot be confirmed, and therefore will not be updated by the Daily Sales Register (DSR). However, if an invoice is placed on hold, it will be updated by the DSR and the resulting back order document, if any, will be placed on hold.
Documents can be placed on hold through this program or during entry if the Credit Check flag in the Accounts Receivable Static Control is set to H-hold. The Order Review program displays the document number, origin, on hold status, customer number and name, warehouse, date entered, total of the document and the terms code.
Commit Backordered Quantities is used to update the backordered quantities on sales orders, warehouse transfers and backorders to committed quantities and to provide a report of what is updated. The report prints as the update occurs. You can select whether to include sales orders only, transfers only or both when the report is run. You also have the option to print the transfer tickets for the transfers that had backordered quantities committed.
As orders and invoices are entered, some line-items have backordered amounts, usually because a customer order an amount greater than the quantity available. In time, another shipment of the backordered item arrives at the user’s company. Some of this new stock may be partially committed from special orders that were imported to create purchase orders; however, the rest of the quantity is available. Since the quantity is available, it can once again be committed by new orders and invoices, leaving none left over to fill backorders.
To avoid leaving backordered quantities on permanent backorder, the system allows the user to run this program. This program checks orders and backorders for backordered amounts. The program does not check invoices, printed or confirmed orders, quotes, counter sales, etc. Sales orders and backorders for customers on hold are not checked for backordered amounts. If the program finds backordered amounts, it then looks to see if the item has any quantity that is available. If there is enough of the item available to fill the entire back order quantity and leave at least one in stock, the system automatically commits the quantity and sets the backordered amount to zero. For serial or lot number items, the system does not commit the backordered amounts if the OE Serial/Lot Number Entry flag in the Sales Orders Static Control Record is set to Y. Report information includes order number, order type and status, requested date, warehouse code, customer number and name, item number and description, and the amount committed and its corresponding unit of measure.
Infor™ recommends that you run this program after running the purchase order Receipt Register, after entering adjustments in inventory control, or after a large amount of line-items have been deleted or voided. If there are a large number of orders and invoices in the system, this program may take some time to run.
Item Shipment Approval is used to release lines that are on-hold because the order take did not have security rights to the initiating and/or shipping warehouse, on multiple warehouse orders. Items can be viewed in item or document order. A password is required for entry. However, if the user is the approved user for this shipping warehouse, the password is not required. The approval user code and password are set up in Warehouse F/M. This program is only accessible if multiple warehouses are used on an order.
As you enter items on an order, FACTS automatically commits those items in the selected warehouse. That means that the items are now committed to the customer indicated on the sales order. For tighter inventory control, however, you can override the committed amount and set the ordered quantity to backordered until the order is confirmed in the warehouse.
As you enter items, FACTS displays item availability in the selected warehouse. If the items are not available at the time they are being ordered, you can tell FACTS to back order them if allowed, and you can tell FACTS to automatically create a suggested purchase order or a suggested transfer for the item. If multiple warehouses on an order are allowed, the user may be able to order items from another warehouse. If a user does not have rights to order items from the initiating or shipping warehouses, FACTS places the line-items on hold. Authorized users set in Warehouse Code F/M can release the items with the Item Shipment Approval program.
FACTS displays all prices available for an item — and the customer — in the Price Options window while you are in the Price field during order entry. From the Price field, you can also perform a Price Search or you can manually override the price options by simply entering a price in the price field. The Order Entry program enables you to select a different pricing unit of measure than the ordered unit of measure.
Printing from Order Entry
At the end of the entry program the order can be printed immediately or saved in a file for batch printing. A printed order is referred to as a print ticket.
A bill of lading (BOL) for the order can be added and printed later. If the order sends the customer over their credit limit, a message may flash on the screen indicating this to the user. If the user has set the system to place orders on hold if the customers are over their credit limits, the order does not print until the document has been taken off hold.
See also
Order Confirmation--This program enables you to confirm and convert orders to invoices.
Blanket Sales Order System--While Order Entry lets you enter individual orders, create standing orders automatically by using the Blanket Order Sales System. Use this system to enter and edit blanket orders that consist of multiple shipments per item based on a schedule or on will call.
Suggested PO Entry--You can enter warehouse shipments and direct shipments from manufacturers on sales orders. If an order includes a direct shipment, FACTS asks if you want to create a suggested purchase order in the Purchase Orders subsystem.
Suggested Warehouse Transfer--If ordered items need to ship from one warehouse but are stocked in another, FACTS asks if you want to create a ticket.
EWMS Processing
The Order Entry (SOE120) program checks to determine if the order you are modifying has been sent to Radio Beacon. If it has, and it has already been waved, you will not be able to change the order. If the order has not been waved, the Order Entry program sends a ‘nuke’ record to Radio Beacon. This record deletes the order from Radio Beacon. You must reprint the order before it can be picked. This program also allows you to reprint sales orders right from Order Entry. Select the Hot Ship check box to control picking priority in Radio Beacon.
The eStorefront B2C feature allows users who are unknown to FACTS to place new orders and check on the status of open orders. Because these users are not individually in the customer master file, the system uses the email address to distinguish users. When orders are sent from eStorefront to FACTS Order Entry, there is no indication in the record that this order is for a B2C customer. FACTS processing cannot check that the order has credit card terms instead of AR terms. It is very important that the eStorefront administrator set up the guest account to only allow credit card terms.
Because the current FACTS/eStorefront integration only supports a single warehouse on an order, all B2C orders are processed through one warehouse. The customer record that is set up in FACTS to be the B2C customer has an eStorefront warehouse assigned to it. All B2C orders then use that customer number and subsequently that warehouse.
When the header record is created for a new order in Order Entry, FACTS writes a record to the SORSOA file with the sold-to name, address and email. All web entered orders, whether B2B or B2C have the sold-to name, address and email stored in the SORSOA data file.
When the name and address display on the screen in Order Entry for web orders, the system uses the name and address from the SORSOA file rather than from the ARCUST file.
Note that document and line notes for orders entered in eStorefront do not display in FACTS Order Entry.
The upper portion of the screen is called the header portion where you enter the customer placing the order, the customer’s ship-to address, and other general information required to process the order. Refer to the following procedures for more information about Order Entry header processing:
Enter a new document
Delete a document
Open an existing document
Create a document number
The lower portion is called the line item portion where you add items, quantity and pricing information to the sales order. The program automatically switches to add mode once you complete the header. This means the cursor appears in the Item Number field after you exit the last header field. You can use the line item browser to view items that you have already entered, select items so you can edit them and organize items so they appear in a certain order on the pick ticket. Use the mouse or arrow keys to choose add from the item browser, or select Edit-->Add Line from the menu. Refer to the following procedures for more information about Order Entry item processing:
Add a line
Edit a line item
Delete a line item
Insert a line item
Find a line item
From the buttons in the lower portion of the screen, you can access the Deposit/Payment Entry screen (via the Deposits button) to enter customer deposits or payments on SO documents, the Header Detail window (via the Header button) to access sales order header information, and the Line Detail(via the Line Detail button) to access items details for selected sales order lines.
The ending routine consists of final fields prior to completion of the sales order. The ending routine is not accessible if you have not entered line items for the order. At the end of the footer routine, the new total represents the total amount of the order. Refer to the Order Entry Footer Information topic for field descriptions.
The Order Entry program supports the following features:
Designating items for direct ship
Using the Order Entry Menu options
Using the Price Search
Using the Past Sales Search
Changing ship via
Entering serial/lot items
Creating BOM items (kitting, on-the-fly)
Using the Job Costing Entry
Customizing the main order entry screen
Access this program by choosing Sales Orders-->Orders-->Order Entry from the Master Menu or by entering the access code OE anywhere in the FACTS menu system.
Sync Order Entry with Item, SO Customer, AR Customer and Vendor Inquiries (formerly SO Quick Look).
See Also:
Order Entry Header Information
Order Entry Line Item Information
Order Entry Footer Information
Enter a new document
Delete a document
As document numbers are entered, the system performs processing checks for service hold, type, and priority. Orders on service hold do not print a pick. If the order does not match what is selected, the system displays a message and removes the document number.
A pick ticket will not print if there is nothing committed to the order and the SO Static Control record parameter for Pick Ticket Quantity is set to C--print committed quantity and backordered quantity.
Templates that store "system date" resolve to the "current system date at the time the report is run" rather than what the "current system date" was at the time the template was created. For example: If you save a template for the Pick Ticket Print and select "Current Date" for the Cutoff Date field, when that template is selected to run again (either manually or via Job Stream) the cutoff date is determined using the current date in the Company Periods & Ending Dates F/M (GLF970) when the print is run not the current date when the template was created.
Formatting Print Tickets
Some pick ticket print properties are determined in the SO Document Print Control F/M, including depth of the pick ticket, whether the form is preprinted and the standard memo.
Printing BOM Items
If an item is a bill of material item and the BOM on Pick Ticket flag is selected in SO Static Control, the component items used to produce the BOM item will print on the pick ticket. Pick tickets will be printed by all (consolidated) warehouses or by the shipping warehouse, depending on what the Pick Ticket Print flag is set to in the IC Warehouse F/M.
Printing MSDS Information
If FACTS is set up to use the Material Safety Data Sheet (MSDS) System, the message entered in the MSDS Message on Pick Ticketfield in the MSDS Control F/M will print below the item description for the appropriate MSDS items. If literature locations are used to process MSDS sheets, the MSDS Processing flag is set to L and the MSDS by Pick Ticket/Invoice flag is set to P, the literature location will print before the MSDS message on the same line.
If the Print Alternate Locations on Pick Ticket setting on the SO Static Control F/M is set to yes, the Print Pick Ticket program prints a new line after the main item line that includes all alternate locations set up for the warehouse/item. If the Print Alternate Locations on Pick Ticket setting on the SO Static Control F/M is set to no or there are no alternate locations set up, no additional line prints on the pick ticket.
Note that pick tickets do not print for exclusively direct ship documents. The presence of a direct ship line on a sales order will not cause a pick ticket to print that otherwise would not. Meaning, if the Direct Ship on Pick setting on the Main view of Warehouse F/M (ICF970) is turned off and the pick does not print then it will not print with the setting on. Direct ship lines can print as additional lines on a pick ticket but are not considered by the system when determining if there is a pick to print. You can add a leading memo to the order to cause the pick ticket to print.
The system also prints any notes flagged during SO Entry to print on the pick ticket. Urgent document notes print before normal document notes. Memos print before any line notes, and line notes print in the order of entry with no special dispensation for urgent notes.
Based on the value of Print Ordered By prompt on the Pick Ticket tab of Document Print Control F/M (SOF950) and if the ordered by field is not blank, the pick ticket includes "Ordered by xxxxx" in the line region on the first page only after the order priority and ship complete information but before the blanket order or CRS information.
Printing Alignments
To print an alignment, select Print Options-->Print Alignment.
The Pick Ticket Print (SOP210) program creates flat files that are sent to Radio Beacon. Select the EWMS check box to control whether a flat file needs to be created.