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 back ordered, 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.

Access this program by clicking Sales Orders>Invoices>Order Confirmation.

Order Confirmation Processing Notes

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 specify 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 specify 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 back-order 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 clicking Close 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.

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.

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 specify 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 specify 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 specify the customer or document that the confirmation is for.

Click Field Descriptions for information on each field.

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.

Click Field Descriptions for information on each field.

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.

Click Field Descriptions for information on each field.

Automatic Freight Calculations and Quoted Freight: In Order Entry, Confirmation Entry and Direct Invoice Entry, FACTS provides automatic freight calculations using freight schedules or quoted freight, based on control settings in Ship Via F/M, AR Customer Maintenance and SO Static Control F/M (SOF980). Refer to the Automatic Freight Calculations and Quoted Freight topic for details.

Tip: Edit the SO Entry Options F/M to skip unnecessary fields.

To return to the main entry screen, choose Backup at the bottom of the screen.

For more information about entering freight and handling charges, processing over payments and remaining deposits, or entering multiple payments, refer to the topics below:

Entering freight and handling

Entering multiple payments

Print an invoice from confirmation

Invoice Processing for over payments 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

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