Order Entry Line Item Information

How To

The line-item portion of the program allows the entry of up to 999 line item and message lines to complete the order. Line numbers are assigned automatically beginning with 001 and increments by one for each individual line item up to 999. In the rare case where 999 line items have been entered on a single order, the program proceeds to the selection prompt and refuses further entries.

Field Descriptions

This window contains all the possible fields for Order Entry items processing. Use the following field descriptions to enter information for an order line item.

1. Item Number

You have several options for this entry:

M Enter a memo

F2 or $image\find_shg.gif$ Allows a search

F3 or $image\stopsm.gif$ Ends line item entries

Enter the item number. After you enter an item, the program displays the item class, package size, item weight and its unit of measure, available quantity, on hand quantity, on-order quantity, and bin location.

$image\pinpurpl_shg.gif$ When you enter an item number, the system displays the Gross Margin for the item in the GM% field. If you modify the pricing and unit cost for the item, the system updates this value. When the 'Company Control F/M' indicates that Gross Margin Percent is based on Price, the GM% you enter cannot be equal to or greater than 100. The value entered must be less than 100 for a company using Price Based Gross margins.

If you enter an inactive item with zero available quantity, the system no longer allows you to backorder the item. The system prompts you to post the item to lost sales.

If you enter a temporary item or a catalog item, the system displays additional field fields. Refer to the Temporary and Catalog Item Entry topic for field details.

The following options are available from the item number prompt.

Memo - Select M to enter a memo line. If the order is a multiple warehouse or combined warehouse/direct order, a memo line will have special attributes.

Search - Enter F2 or select $image\find_shg.gif$ to perform an item search.

End entries - Press F3 or select $image\stopsm.gif$ to end line-item entries and proceed to the ending routine.
The following options are available from the item number prompt.

Memo - Select M to enter a memo line. If the order is a multiple warehouse or combined warehouse/direct order, a memo line will have special attributes.

Search - Enter F2 or select $image\find_shg.gif$ to perform an item search. You can search by item number, interchange or catalog number.

End entries - Press F3 or select $image\stopsm.gif$ to end line-item entries and proceed to the ending routine.

From the Options menu, you can access the following:

Lost Entry Sales—Allows you to track lost sales on items. Enter the item number, description, the quantity, UM, price and the reason code.

Import Items—Allows you import items from existing documents (quotes, orders or past invoices) This feature allows you to easily duplicate on one document (a quote, order or invoice) the line items on another document (quote, order or past invoice). Policy flags set in the Document Import Control F/M (SOF972) indicate whether or not you can duplicate lines from a document for a different customer and how the pricing gets updated when the import occurs. The system allows you to select the document type, reference number and default pricing option (if applicable) and then displays the Import Item Selection dialog box so you can select the items to import to the new document.

Item Search—Allows you to search for items by item number, item interchange, item class or UPC number. You can press the Alt Look button on the Item Search to display warehouse quantities, item catalog search, service item search, or standard part number search. You can also access the Item Search by pressing F2. This option is only available when you are entering an item number.

Customer Item Search—Allows you to search for items according to customer references. This option is only available when you are entering an item number.

Catalog Item Search—Allows you to search for a catalog item by alpha lookup or catalog item number. This option is only available when you are entering an item number.

Past Sales Search—Allows you to lookup all items sold to this customer in the past. When you select an item from this search, the system sets quantity ordered to what the customer ordered in the past sale. This option is available at the item prompt and only if the Use Past Sales flag is selected in SO Static Control.

Equipment Search—Allows you to look up equipment codes on file in the Service & Repair module. This option is only available when you are entering an item number and if the Service & Repair module is activated.

Item Interchanges—Allows you to look up alternate references listed for each item number.

Quick Item Add—Allows you to add an item to the system on the fly. The item can be accessed later from Item F/M.

2. Ship Direct

Select the Ship Direct check box or press F3 to indicate, that this item is shipped directly to the customer ship-to address.

3. Wh

The system displays the default warehouse for the item. You can modify this value or select the $image\find.gif$ icon to search for a different warehouse.

4. Ordered

Enter the quantity of the item that the customer wants to order. You can select the $image\chum2.gif$ icon or press F2 to change the unit of measure on the ordered quantity. This can be used if, for example, the default UM may be each, but the customer wants to order a box.

If the quantity entered exceeds the available inventory in the selected warehouse, the program gives you the option to accept the quantity anyway or to search other warehouses.

The Search Warehouses window displays the warehouses that have the item, along with the available, on hand, committed, on order, backordered and surplus quantities for the unit of measure selected.

5. UM

The unit of measure field is display only. If you enter a standard part number for the item, the system uses the unit of measure (UM) from the Standard Part Number record as the default selling UM instead of the default selling UM in the Item F/M record. If you select not to use the standard part number UM or the standard part number UM is blank or not a valid selling UM for the item, then the system uses the standard default UM for the item.

6. Committed

Enter a quantity to commit in the warehouse or accept the default.

This field defaults to the quantity ordered, if that quantity is available in the selected warehouse.

7. Backordered

Enter a backordered quantity if the quantity ordered is greater than the available quantity in the selected warehouse.

When you enter a backordered quantity, Sales Order Entry programs base suggested document creation on the Stock, NonStocked, Uninventoried, and Temporary prompts in Sugg PO/TR by Type section on the Line Options tab of SO Entry Options F/M (SOF915). Use these settings to indicate whether you want to have the system ask to create suggested purchase orders or suggested transfers by item type during Order Entry line processing. Refer to the Suggested Transfer/Purchase Order Creation from Sales Order Entry Programs topic for detailed information about creating suggested warehouse transfer or purchase orders for backordered quantities.

The program skips this field if:

The customer does not allow backorders (Allow backorders flag not selected in AR Customer F/M)
The item is a direct ship
The selected warehouse has enough inventory to fill the order.

Ü If the backordered and committed quantities do not add up to the ordered quantity, the entry program forces an adjustment.

8. Price

Enter the price per displayed pricing unit of measure. Enter L and a level number for a price level if applicable. Press F2 to change the unit of measure for pricing if more than one is set up for this item. Press F3 or $image\price_shg.gif$ to search for another price. This field defaults to the pricing default UM for this item.

The T column in the browser refers to the price type for the item.

The values in this column represent the following price types:
List Price: T,
Level Price: L#,
Qty Break Price: Q#,
Standard Price: S,
Contract Price: C,
User Override Price: U,

where # gets replaced by the level number or the quantity break level number.

At this point, headings for the line-item fields used are displayed, and if the Display g.M.% flag in the Sales Orders Static Control Record is set to Q or A, the gross margin percentage is also displayed. If the calculated gross margin percentage is below the minimum or above the maximum, a message is displayed. When the 'Company Control F/M' indicates that Gross Margin Percent is based on Price, the GM% you enter cannot be equal to or greater than 100. The value entered must be less than 100 for a company using Price Based Gross margins.

9. Extension

The line-item extension is calculated (price less any discounts multiplied by the quantity ordered multiplied by the conversion factor) and displayed. If the extension is greater than $999,999.99 the message EXTENSION TOO LARGE is displayed and the field is not accepted. If the user has a line-item with sales up to one million dollars, enter the item on more than one line.

$image\pinpurpl_shg.gif$ If the item is designated as having companion items, the system displays the Companion Item Selection (SOE151) screen. Refer to the Companion Item Selection (SOE151) topic for details.

10. Press F3 (End Entries) to complete an entry in the line-item portion of the Order Entry program.

Select the $image\stopsm_shg.gif$ icon to stop entering line items.

You have the following options:

Select the Deposits button to access to the Deposit/Payment Entry window.

Select the Header button to access the Header Detail for Documents screen, which is used to view and/or modify warehouse, shipping information, request and order dates, and salesperson, freight, terms and ship via codes.

Highlight a line item and select the Line Detail button to access the Line Detail for Documents screen, which is used to view and/or modify item descriptions, quantity and shipping information, costing, and PO information.

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

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

Select the $image\notelineon_shg.gif$ icon to access Note Entry (SME710) for the 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.

Select the $image\edit_shg.gif$ icon to make changes for the highlighted line item.

Select the $image\plus_shg.gif$ icon to add a line.

Select the $image\Delete_shg.gif$ icon to delete the highlighted line.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser.

Press the $image\save_shg.gif$ icon to save your changes.

Order Entry Line Item Information

Field Descriptions

See Also: