How to confirm an order

1. Open Order Confirmation by selecting Sales Orders-->Invoices-->Order Confirmation.

2. Open an order: In the Document field, enter the number of the order you want to confirm.

You can press F2 or select the $image\opendoc_shg.gif$ icon to search for documents.

$image\pinpurpl_shg.gif$ Refer to the How to open a document in Order Confirmation procedure for details.

3. If multiple warehouses exist on the order, you must select the warehouse or warehouses to confirm before you can select a confirmation method. Select a warehouse to confirm if more than one warehouse appears on the order.

The Assume Shipment window appears after you open a document in Order Confirmation. Select the shipping options for confirmation. Refer to the Choosing a confirmation method topic for details. Choose a confirmation method:

Assume shipment all committed quantities
Backorder all committed quantities
Leave all committed quantities as committed
Confirm the order line by line.

4. (Optional) Based on settings for Confirmation in SO Entry Options F/M, the system displays a window for entry of the invoice date and ship date for the order you are confirming.

In the Invoice field enter the confirmation date, usually the system date.

In the Shipped field enter the date the order ships, usually the system date.

5. In the Ship-to field, the system displays the ship-to code entered on the sales order along with the full ship-to address. Edit the ship-to code, if necessary. If a customer requests to have an order shipped to an address other than its usual shipping address, select the $image\temp.gif$ icon to use the Temporary Ship-to feature to facilitate this request. You can press F2 or select the $image\find_shg.gif$ icon to search.

6. Based on the shipping option for confirmation, confirm the individual line items as necessary.

7. (Optional) You can:

Change quantity information by highlighting a line item, selecting the $image\edit_shg.gif$ icon. Refer to the Editing line items in entry programs topic for details.

Edit lines on the order as necessary by highlighting them in the item browser, and selecting the Line Detail button to make changes in the Line-item Detail Entry window.

Edit header information on the order as necessary by highlighting them in the item browser, and selecting the Header Detail button to make changes in the Header Detail Entry window.

Add line items by selecting the $image\plus_shg.gif$ or insert line items above the highlighted line in the browser by selecting the $image\insert_shg.gif$ .
Refer to Adding line items in Order Confirmation Entry topic for details.

Select the $image\notecuston_shg.gif$ icon to access Note Entry (SME710) for the customer specified in the program.

Select the $image\noteheaderon_shg.gif$ icon to access Note Entry (SME710) for the sales order header record specified in the program.

Select the $image\notelineon_shg.gif$ icon to access Note Entry (SME710) for sales order line records in the line item browser.

Select the $image\noteitemon_shg.gif$ icon to access Note Entry (SME710) for the item highlighted in line item browser.

Delete a line item by highlighting it and selecting the $image\Delete_shg.gif$ icon.

You can choose Stop Conf to perform a partial confirmation – in other words leave some items unconfirmed, as in a multiple warehouse order – or to interrupt confirmation on a document. Refer to the Stopping confirmation topic for details.

8. Choose Done to access the footer and enter freight. Select Payments if you need to place a deposit on the order or enter a payment. The Deposit/Payment Entry window can also be accessed from the footer.

9. (Optional) In the Memo field, enter a memo for the invoice.

10. Unless the Freight Type is prepaid, enter or update freight and handling charges in the Freight $ field. Press F2 to access the Freight Totals Display window Enter freight and handling, if applicable, in the document footer. Refer to the Entering Freight and Handling (Sales Orders) topic for details.

11. You can modify values for the following fields: Ship To, Freight Code, Tax Code, Tax Rate. You can also enter payment information. Refer to the Order Confirmation Footer Information topic for specific field descriptions.

12. Choose whether to print the invoice immediately or batch print it through Invoice & Credit Memo Print program later.

You may want to batch print invoices at a later time if:

You are partially confirming a multiple warehouse order and want to confirm additional warehouses. Once you print an invoice in documentation, the document is then closed for further confirmation. You must wait until the invoice is updated by the DSR until you can confirm the rest of lines for the other warehouses.

You use Clippership and have not closed out carriers for day or shift. Tracking numbers do not appear on the invoice until the carriers have been closed out in Clippership. If you print invoices before the carriers are closed out, you will have to reprint the invoices to get tracking numbers on the invoice.

You use Clippership and UNDEFINED appears in the Freight Totals window for shipping charges (attended/polling systems). If you print invoices on these documents, they appear on the DSR as invoices that need to be reprinted because "shipping has not been completed."

If you choose to print the invoice now, select a printer in the dialog box.

The system displays the Sort by Shipping Whse prompt. (This prompt is also available in the Print option from the menu.) The Sort by Shipping Whse prompt defaults to Yes when printing from the Order Confirmation, Direct Invoice Entry or Credit Memo Entry programs.

12. At this point, you can confirm another document, exit the Order Confirmation program by selecting the Done button, or switch to another Sales Order entry document from the Go To menu.