SO Entry Options F/M (SOF915) field descriptions

Use these fields to streamline quote entry, order entry, service order entry, confirmation, direct invoice entry, credit memo entry and counter sale entry.

Modifying SO document header fields

1. Select the type of entry program you want to change.

Choose from Order Entry, Service Order Entry, Counter Sales Entry, Credit Memo Entry, Confirmation, Direct Invoice, or Quote Entry. Once you have a document type selected, you can use the VCR buttons to scroll to another document type.

2. Select the Header and Header 2 tabs.

The Header tabs list all possible header fields for SO Order Entry Management Documents. Each of these fields can be accessed through the program’s Header Detail window even if they don’t appear in main screen’s header section.

If a field is disabled, it either means it is not available for the type of document selected or the feature cannot be available on your system. For instance, if Routes are not used on your system, the Route field is disabled on this tab.

You can set edit and required options for each field or accept the defaults.

Edit options:

 Required options:

Required settings are displayed as check boxes and drop down lists as needed to correctly describe how the options can be required.

For check boxes, the option is either on (checked) or off (not checked).

For options with a drop down list for the required setting, use these descriptions for the required setting.

3. Select the Header Prompt tab.

Indicate whether you want customer balancesand/or credit limits to appear when users specify the selected document header.

Also indicate whether aging information, quotes information and customer notes should be available to users in the selected document type.

Modifying line-item entry sections

1. Select a document type.

Use the VCR buttons to scroll through the document options or select New to return to the dropdown list.

2. Select the Line Fields tab.

All the possible detail fields for line-item entry are listed on this tab. Each of these fields can be accessed through the program’s Line Detail window even if they don’t appear in a popup window during line-item entry.

 Set Edit options.

Y-Allow Edits. The field displays on the screen and users can edit the field once they select it or tab into it.

N-Skip
(Do Not Allow Edits to the Field.) Select this option if you want the field disabled in the Header Detail window of the selected program. The field may look the same as an enabled field, but the cursor will never fall on that field.

B-Allow Backup into Field. Select this option to initially skip a field, but allow users to back up to it if they need to edit the information later in the entry process. This option does not disable the field.

D-Disable Select this option to make this field un-editable. A disabled field is usually grayed out in appearance and the value cannot be changed. It is important to also note that even if a field is disabled, the field and its value can still be seen by the user.

 Set Required options.

Certain fields always appear in the line-item entry portion of SO document entry screens. Your business may require other item-related information during document entry. Required fields other than the standard line-item entry fields appear in a popup window.

Two Additional Input windows can appear. The first displays after the item field and the second displays after the price field. These windows only appear when you are adding an item. They do not appear when you edit an item. Click Line Detail if you need to edit fields that do not appear in the main line item entry section

1-Set 1. Use this option to set the fields that should appear at the beginning of the additional fields window that displays after the item field.

2-Set 2. Use this option to select the next set of fields to appear in the additional fields window that displays after the item field.

3-Set 3. Use this option to select the set of fields that you want to include in the additional fields window that displays after users specify a price.

N-Input Not Required. This is the default option. fields set to Not Required appear in the Line Detail, but users are not required to edit the field.

M-Access from Menu. This may be useful if when there are several fields that are not required but need to be easily accessible. This option enables users to access line item related fields from the Options menu as needed. Users are not required to edit this field; however it is accessible from the main screen through the menu option and the field displays in a pop up window.

3. Set temporary items fields.

The following fields can appear when users specify temporary items in the system:

• Vendor
  
• Item Class
  
• Weight
  
• Unit of Measure (UM)
  

Define whether users edit, skip or back into these fields for the selected program.

4. Select the Line Options tab.

For the Options prompt section, indicate the options that you want to display in the line entry process: Direct to indicate whether the "Direct Ship" check box on sales order/quote line is enabled; Quotes to indicate whether the quote menu option is available; Substitutes to indicate whether substitutes menu option is available.
For the Prices section, indicate the options that you want to display in the line entry process when entering pricing for items. You can select from: Standard, Level, Contract, Best, List, Last, and Qty Break.
For the Price Search, Gross Margin Display, Gross Margin Warning prompts indicate the options that you want to display in the line entry process when entering pricing for items. If you select the Gross Margin Warning check box FACTS displays a message as soon as the order is opened when the Percent Gross Margin falls outside of the customers’ valid GM % range for order lines. The line item browser also displays a GM% flag to indicate which lines are outside the recommended limits.

For the Sugg PO/TR by Type section, indicate whether you want to have the system ask to create planned special order purchase orders or planned special order transfers during Order Entry line processing for each of these item types?

For the Stocked and Nonstocked prompts indicate whether you want to have the system ask to create planned special order purchase orders or planned special order transfers during Order Entry line processing.

You can select from these options:

C Always Create Planned Special Order procurement—Indicates you want to always create planned special order POs, transfers, or production tickets for out of stock items. If no planned special order document already exists for the sales order line, the system does not prompt the user to add a planned special order PO or production ticket during sales order line item entry but creates one automatically for the item’s primary vendor. If a planned special order PO or production ticket or a planned special order transfer already exists, the system updates the planned special order document automatically using the sales order receipt line (from the SORSOL table) values. The system also updates the existing planned special order PO vendor into the sales order receipt line (SORSOL) vendor field if it is not already the same.

If the vendor is inactive, the user receives a message that the vendor is inactive and a planned special order PO or production ticket cannot be created and the system displays the Create Planned Special Order Transaction window. If a planned special order transfer exists and the user changes the shipping warehouse on the line, the system deletes the planned special order transfer. Then, if there is a back-order quantity on the line, the system automatically creates a planned special order production ticket or purchase order for the item’s primary vendor.

R Always Create Based on Restocking Path—Indicates you do not want the user to be prompted to add or change a planned special order document but you want to have the system create/update a planned special order document automatically. If the restocking path of the shipping warehouse is from the vendor and no planned special order document exists, the system will not prompt the user to add a planned special order PO but creates one automatically for the item’s primary vendor. If the restocking path is another warehouse and no planned special order document exists, the system will not prompt the user to add a planned special order transfer but automatically creates one with the "From" warehouse set to the restocking warehouse. If a planned special order PO or a planned special order transfer already exists, the system will automatically update it using the sales order receipt line (SORSOL) values. The system also updates the existing planned special order PO vendor into the sales order receipt line (SORSOL) vendor field if it is not already the same.

If the vendor is inactive, the system displays a message that the vendor is inactive and a planned special order PO cannot be created, and the system displays the Create Planned Special Order Transaction window. If a planned special order document exists and the user changes the shipping warehouse on the line, the system deletes the planned special order document. If there is a back-order quantity on the line, the system creates a planned special order document based on the restocking path of the new warehouse.

Y Always Ask Defaulting to a Planned Special Order procurement—Indicates you want to always ask the user before creating a planned special order PO, production ticket or transfer. If there is a back-order quantity on the line and no planned special order document already exists, the system displays the Create Planned Special Order Transaction window during SO line entry. The Create prompt defaults to "P" for planned special order PO and the vendor prompt defaults to the item’s primary vendor. You can then change these prompts as desired. If the line is edited and a planned special order document already exists, the system displays a window prompting to keep/update the planned special order document.

A Always Ask Defaulting to Restocking Path—Indicates that you always want the system to ask the user before creating a planned special order document. If there is a back-order quantity on the line and no planned special order document already exists, the system displays the Create Planned Special Order Transaction window during SO line entry. If the item is restocked from the vendor, the system defaults to creating a planned special order purchase order and the Vendor prompt defaults to the item’s primary vendor. If the item’s restocking is from another warehouse, the system creates a default planned special order transfer from the restocking warehouse. You can then change these prompts as desired. If the line is edited and a planned special order document already exists, the system displays a window prompting the user to keep/update the planned special order document.

N Never create—Indicates that you do not want the system to prompt the user to add a planned special order document and no planned special order PO/Transfer is automatically created. If a planned special order PO or transfer already exists for the line, the system displays a dialog box describing the document that exists and prompting the user to either keep/update it or not. If the user selects to keep/update the document, the document information is re-written to the Planned Special Order PO (POSUGG) file using the current sales order receipt line (SORSOL) information. The system updates the existing planned special order PO vendor into the sales order receipt line (SORSOL) vendor prompt if it is not already the same. If the user selects not to keep/update the document, the system deletes it. The system does not display the Create Planned Special Order Transaction window during SO line entry. If the vendor is inactive, or the shipping warehouse is changed, the system deletes the planned special order document, displays a message indicating the deletion, and does not create a planned special order transaction document.

For the Uninventoried and Temporary prompts indicate whether you want to have the system ask to create planned special order purchase orders or planned special order transfers during Order Entry line processing.

You can select from these options:

C Always Create Planned Special Order PO—Indicates you want to always create planned special order POs for out of stock items. If no planned special order document already exists for the sales order line, the system does not prompt the user to add a planned special order PO during sales order line item entry but creates one automatically for the item’s primary vendor. If a planned special order PO or a planned special order transfer already exists, the system updates the planned special order document automatically using the sales order receipt line (from the SORSOL table) values. The system also updates the existing planned special order PO vendor into the sales order receipt line (SORSOL) vendor field if it is not already the same.

If the vendor is inactive, the user receives a message that the vendor is inactive and a planned special order PO cannot be created and the system displays the Create Planned Special Order Transaction window. If a planned special order transfer exists and the user changes the shipping warehouse on the line, the planned special order transfer is deleted. Then, if there is a back-order quantity on the line, the system automatically creates a planned special order for the item’s primary vendor.

Y Always Ask Defaulting to a Planned Special Order PO—Indicates you want to always ask the user before creating a planned special order PO. If there is a back-order quantity on the line and no planned special order document already exists, the system displays the Create Planned Special Order Transaction window during SO line entry. The Create prompt defaults to "P" for planned special order PO and the vendor prompt defaults to the item’s primary vendor. You can then change these prompts as desired. If the line is edited and a planned special order document already exists, the system displays a window prompting to keep/update the planned special order document.

N Never create—Indicates that you do not want the system to prompt the user to add a planned special order document and no planned special order PO, production ticket or transfer is automatically created. If a planned special order procurement document already exists for the line, the system displays a dialog box describing the document that exists and prompting the user to either keep/update it or not. the user selects not to keep/update the document, the system deletes it. The system does not display the Create Planned Special Order Transaction window during SO line entry.

For the SPN UM prompt indicate whether to use the Standard Part Number UM or the FACTS item UM as the default selling unit of measure when an item is added on a document.

Modifying SO document footer fields

The following fields can be modified on SO document footers:

• Memo
  
• Discount
  
• Tax Code
  
• Freight $
  

Define whether users edit, skip, disable or back into these fields for the selected program.

If you disable or skip (set to D-Disable N-Skip) the Freight $ field, freight amounts cannot be imported into third-party shipping software, such as Clippership.

Setting item flags 

You may find it necessary to flag certain items so they stand out in the item browser. The flags make it easy for you to see which items on a document are temporary, non-stock or back-ordered; which require direct ships; and which need to be shipped from an alternate warehouse.

Each field also displays the letter associated with each flag that displays in the line-item browser in the designated entry program. You can use this as a reference to understand the meaning of the letters shown in the entry browser.

In the browser, the flags appear as single letters.

More than one flag can appear for each item.

Example: The item flags appearing for "crackle vases" shows that the item is both back ordered and temporary.

Displaying totals on SO entry main screens

1. Select the document type if you have not already done so.

Use the VCR buttons to scroll through the document options or choose New to access the dropdown list.

2. Select the Totals tab.

3. Select up to four totals to display at the bottom of the main entry screen.

If you select more than four, only the first four appear on the main entry screen.

Setting the Unit of Measure

4. Select the Unit of Measure to display in SO entry programs and SO Document Inquiry.

In the Total UM field select the UM to use in SO Entry, Invoice and Confirmation Entry, Quote Entry and SO Document Inquiry. You can select from S-smallest Um for an item, L-selling UM for the item, or T-stocking UM for the item.

Setting Notes pop-up functionality

Use this screen to set notes to display in a pop-up window in Sales Order Entry programs.

For each of the prompts listed below:

1. Customer Notes

2. Item Notes

3. Header Notes

4. Line Notes

Complete the following:

In the Customer Notes, Item Notes, Header Notes and Line Notes fields indicate whether item, vendor and SO document header and line notes should display in the Important Notes on File pop-up window from Sales Order Entry programs when you access a customer, item or sales order header or line that has notes associated with it.

You can select to display U-urgent notes only or A-all notes to display in the pop-up window; select N-no notes to not use the pop-up window at all.

Note: When an Order Entry program automatically creates purchase order such as for a direct ship sales order, FACTS determines if Vendor and Item notes should import into the PO, based on the export options setup on the note, and the Notes pop up functionality is disabled. If a note is set to export or required, then FACTS automatically imports the note onto the PO.

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