Account number of the customer placing the order. If the system has been set up to allow customer accounts to be created, as required by specific users (TMSDS/OE-ADDC), access is given to the customer masterfile for the addition of a new customer during sales order entry process. Customers/users with access to enter orders via web access are able to enter the ISBN, Order quantity and Type of sale; the customer number defaults and the header panel bypassed. User access is established in TMSDS/UA-CN.

This is the delivery number of the customer placing the order. Backorders can be released for specified customer delivery numbers. A customer can have up to 999 different delivery addresses, which are set up in the Customer masterfile. A delivery address is uniquely identified by a three character code. If this field is left blank it defaults to ‘000’, meaning the first delivery address on the Customer masterfile is used. TMSDS/OE-DLVN can be set up to give a warning message if a customer has multiple delivery addresses.

This is the account to which all financial transactions are transferred. The system warns if multiple billing numbers exist for a customer. If multiple billing numbers exist, prompt and select a valid Billing Number from the Billing Number selection panel (DSW005). The default Billing Number displays on the Billing Number selection panel. A new Billing Number can be added from the Billing Number selection panel.

A bill to address can be overridden if the customer has been classified (TMSDS/CM-MSCC) as miscellaneous for use in Cash sales, for example.

The program will bypass the selection of billing number if all billing numbers linked to the account is closed. Then the customer number will be used as the billing number.

If the customer supports a single billing account number then this field defaults and no data entry is required.

In Order Processing the Customer order reference could be the customer’s purchase order number or the name of the person placing the order. The reference entered defaults to all line items, but can be overridden on a line item by line item basis on the Order detail panel.

When checking for a duplicate customer order reference the system checks both the transaction header file and the outstanding order header file. TMSDS/OE-DUPCH determines whether to check for duplicates and if so whether to only warn the operator or not allow the entry.

Many customers do not accept invoices without an order number. To prevent orders from being processed without an order number, the Customer Reference field can be set up to be mandatory. This is defined on the Customer masterfile and is checked by the order entry program each time the customer places an order. In Consignment Final Invoice Entry a customer reference, which could be the customer’s order number or name, is a mandatory entry.

The date on which the customer placed the order defaults to the current system date and can be overridden.

An internal order reference to further identify this order can be entered. This becomes our reference on all orders created from this entry.

Source of order identifies how the order was placed, for example by fax, telephone, mail or via a sales rep. It also identifies if payment has been received with the order. The source of the order defaults to blank and can be overridden, except for EDI orders where the source of the order is defaulted from TMSDS/EDI-DFLT.

To cater for payment with order situations, the order entry system interfaces with the Accounts Receivable module allowing for payments to be recorded during the entry of orders. Source of order code is set up to identify a cash with order sale which results in a cash entry panel displaying on completion of the order. The payment details are then entered and allocated to the order. Other payment with order codes would be credit card or cheque payment. Credit card details for payments is captured outside of Iptor IP1.

Type of sale code (TOS) identifies the transaction as being a certain type of sale, such as special sale, complimentary, remainders. Types of sale are used throughout the system providing management with the ability to analyze sales for the various types of sale.

In Order Processing, depending on the system setup, the TOS can be defaulted and overridden either on the header panel and/or at individual line item level. If the TOS is changed on the Order Header after the line items have been entered, the TOS on those items already entered will not be changed to match the Order Header. Only those tiles entered after the change on the Order Header will match it. Line items already entered before the change, if they are to match the Order Header, must be changed individually on the item line. This is particularly important when entering samples or other no charge items. If <ENTER> is pressed on the item line entry and then the Order Header is changed to a no charge TOS, the price calculations for items already entered will remain and the customer will be charged unless the TOS is changed on the individual item lines. Items entered after the Order Header change will match the Order Header.

An entire order can be forced to have the same Type of sale, by setting up TMSDS/OE-DTOS accordingly, which cannot be overridden.

If the line item type of sale or warehouse is changed, TMSDS/OE-DTOS2 is checked sequentially until the match of type of sale is found. Parameters are Customer Classification, Item Classification and Warehouse.

TMSDS/CC-DTOS holds the default TOS code for customers.

Type of Sale codes that are freight exempt are defined in TMSDS/TR-TOSFE. Auto freight charge flag will default to ‘N’ for these codes.

In Order Processing a time frame is set by the customer to determine the date by which this order needs to be processed and delivered. This cut-off date comes into effect when the order or part of the order has gone to backorder. Backorder releases can be scheduled according to their order cut-off dates. This cut-off date carries through to all orders created from this entry. A flag on the customer masterfile determines whether a Cut-off date is required. An expiry date listing shows orders that are past the expiry date and these can be moved to Lost Sales (X).

In Return Authorisation Notice enter the Cut-off date for which authorisation notices are to print. The current system date defaults but can be overridden. In the case of the trial or loan period being a standard 30 days, the last day of the month would probably be entered. 

This is the sales representative (rep) servicing a particular customer or site.  A record of sales per rep is kept by the system for reporting. Reps can also be classified by Product Type rather than by specific customer.  If this is the case enter a default rep in this field as a catch all and the rep figures come from a combination of customer and product sales analysis. If Reps receive commission on sales the Agent Code may be a more suitable option for monitoring rep sales.  Refer to the Documentation on Agents. TMSSA/SLRP determines which Rep to use when updating Sales History. In Sales Order Entry there is a facility to override default reps.

TMSDS/SEQ-SLRP defines the sequence for sales rep retrieval. If multiple sales reps are defined for a customer then the sales rep will be blank on the order header. Sales rep will default on the sales order header if there is only one sales rep for the customer.

The Sales rep code default can be overridden to indicate the rep responsible for the sales order. When the order is completed the sale is recorded against this sales rep. A sales rep entry is mandatory for customers that are sundry debtors or cash sale accounts as defined in TMSDS/OE-SLRP

The warehouse from which stock will be drawn for an order defaults from the Customer masterfile and can be overridden. This is the default logical warehouse and therefore the business unit.

During order entry, stock availability will be checked against the logical warehouse. Should insufficient stock exist, the warehouse diversion process will be used (if configured) resulting in a split order.

Each Item is also given a warehouse selection code which allows for two warehouses per customer order line. Based on this warehouse selection code the order entry system is instructed to retrieve stock from the first nominated warehouse (Customer masterfile) before going to the second nominated warehouse if insufficient stock is available. One of these two warehouses is also defined as the warehouse for which any backorders will be recorded, if the stock level is insufficient in both warehouses.

Special instructions can be recorded per order and print as text on the invoice. The comment text from the Customer masterfile can be defaulted and overridden. TMSDS/DFTSI determines the defaults. These special instructions follow through to all orders created from this entry. W/H Instruction function can be used for instructions specifically for the warehouse.

TMSDS/TR-IPCK determines by warehouse what the default should be and whether the default can be overridden. Y=Yes will immediately generate a picking slip once the order has been processed and the order will go straight to status D. If picking slips are to print immediately orders cannot be merged.

Y=Yes a minimum charge applies. The order or invoice value is checked against a predefined limit. If the limit is exceeded, the minimum charge does not apply. However, if the order value is below this limit, an additional charge is printed on the invoice to make up the total of the invoice to that minimum amount. A special ISBN is used and the difference between the total of the invoice and the minimum amount is the line item value.

N=No a minimum charge does not apply as the minimum value of the order is not checked.

The Minimum Value database records holds the minimum charge item, minimum dollar value and whether to charge based on order value or invoice value. This charge will replace the freight charge therefore both charge methods cannot be used.

Y=Yes allow for substitution. The Order Entry program will check whether a substitute item has been defined on the Item masterfile. If found it will automatically replace the original item with the substitute item. Forward orders will automatically substitute to the “last” item in the substitution list.

N=No do not allow for substitution. Backorders are then created for the original item.

When a substitute item is used, the details of the originally ordered item are written to the text file. This information, combined with the text stored on the substitute message control file, prints on the invoice for each substitute item. If an out of stock situation exists for both the original item and its substitute, a backorder is created for the substitute item.

Whether or not partial delivery is allowed defaults from the Customer masterfile and can be overridden. This flag determines whether the customer allows partial delivery of the order, if insufficient stock is available. This relates to the order as well as the individual order lines.

Y=Yes allows for partial delivery. The item goes to backorder for the quantity that cannot be supplied and the rest of the order is delivered.

N=No do not allow for partial delivery. The complete order will therefore go on backorder. If it’s not defined, it allows partial delivery by line.

This code indicates the period of time a customer is allowed for payment of the account.  It is a two character, field which indicates a specific number of days or months (periods) to be calculated from either the invoice date or the end of the current month to determine the aging of an invoice. 

In order entry, payment terms default from the Customer masterfile and an override is only necessary for individual orders if special terms have been negotiated. An Actual due date is another option for manipulating the payment due date. In the case of an order going to backorder, the terms are re-aged at the time of release, as the Invoice date, not the order is used. The following two Control Files also have an effect on how the Payment Terms are calculated.  TMSDS/OS-AGEP determines which Outstanding Document Types are to re-age to the current period when released.  Terms overrides made during Sales Order Entry are taken into account if the policy permits this.  TMSDS/OS-PLCY determines by Outstanding Document Types whether or not to keep the Payment Terms as per the Sales Order or use the Customer Masterfile Terms when releasing documents.

The Actual due date is another option for manipulating the Payment due date. This defaults to No, Payment terms are not to be changed and can be overridden to Yes, override the normal Payment terms. If Yes is selected the due date, as well as a reason for the override, must be entered. If the order goes to backorder but is released before the actual due date, the order will not be re-aged. If release is after the actual due date, the normal terms as per the Customer masterfile will apply.

The Carrier code defaults from the Customer masterfile and can be overridden. A Carrier code identifies the freight carrier responsible for shipping/delivering the goods to the customer.

In Order Processing this is the date on which the customer prefers the order to be delivered. Picking slip/invoice runs can be generated for Preferred Delivery dates, so that picking and dispatch can be scheduled accordingly. This will become the preferred delivery date on all orders created from this entry.

In Quote Generation select to print quotes for a specific preferred delivery date.

The order priority defaults to 5 and can be overridden. This code indicates to the system the priority in which this order is to be processed. Order priorities range from 0 to 9, with 0 being the highest priority. The highest value should only be used for extremely urgent orders. Pick Plans and Order Categories can use Order Priority when generating pick runs. If the order is not status D the priority can be amended.

The backorder release priority defaults to a system generated number and can be overridden. If items on this order go to backorder, the release priority number determines the sequence with which this backorder will be filled and released, once the stock has become available.

The system defaults to the current system date. This sequences backorders by their entry date, thus giving older backorders a higher priority then more recently created backorders.

An order release priority can be set up on the Customer masterfile and this could affect the backorder release priority.

The Type of sale code established on TMSDS/TR-TOS can dictate the default in this field as a backorder release priority can be established per TOS code.

This defaults from the Customer masterfile and is used to determine whether the customer accepts backorders and if so which types of backorders are accepted. If a value is entered in Order Processing (DSE005) it overrides the customer default for each order from this entry.

If Yes for Acceptance of All is selected stock is automatically backordered if insufficient or no stock is available at the time of order entry. If No is selected the order may not be processed and considered a lost order.

On Return to Customer Orders the backorder acceptance code is updated. The default code is defined in TMSDS/RTC-CBOA.

This Order consolidation field indicates whether or not orders for this customer can be merged with any other orders or released backorders currently held in the system. This allows a single delivery of two or more orders to the one site. Orders can be merged up until the invoice print run is generated. Merging or consolidating invoices is a way to reduce external costs per invoice in the case of off site warehousing and to reduce customer minimum order charges if applicable.

This merge flag can be overridden to cater for special circumstances.

Order consolidation flags are established in Control File TMSDS/CM-OCON. Choices are:

Y=allow consolidation (order merge) of this order with any other order that meets the same criteria. If the Held Orders facility is to be used, Order Consolidation must be permitted.

N=merging orders is not allowed.

X=merging of order by billing number instead of customer number is allowed.

Note: If the order being entered is a cash sale (cash sale in the Source of order field) this flag will automatically be set to N=No.

Orders merge with an auto freight flag of Y, or with an auto freight flag of N (if all other merge conditions apply). Orders with an auto freight flag of M do not merge. The auto freight flag is set in the Customer Masterfile.

Orders that differ in some respects, also do not merge. These are:

     Immediate document print

     Order is not an Invoice (for example a credit or return)

     Order is an Advice

     Order Type (picking method) is different: direct to invoice does not merge with already delivered

     Customer does not allow consolidation (No in this field)

     Customer numbers differ

     Delivery details differ

     Payment Terms differ

     Payment Types differ – one order is cash with order and the other is credit card with order

     Tax numbers differ

     Warehouse codes differ

     Different document types

     Different document subtypes

     Delivery address is overridden

     Tax Code is overrdidden

     Type of Sale code on the order header differs

     Carrier codes differ

     Forwarding Agents differ

     Delivery Run numbers differ

     Delivery Run Stop Numbers differ

     Auto Freight calc is M for Manual or freight calc flags Y/N differ

     Minimum Invoice Charge surcharge

     Title is not a stock Item (backorders merging to normal orders)

     Source of Transaction codes differ

     Today’s day is greater than the backorder cut-off date

     Title is flagged as new release (no stock)

     Title is stopped or is closed after the order for this title has been entered.

For additional information refer to Order consolidation.

This flag determines whether this order value is to be checked and consequently held if it is below a set minimum value.

Y=Yes the order will be held if its value is below the predefined value. As additional orders from the same customer, also with this flag set to yes, are being processed, they will be merged into a single invoice/dispatch. They will then be automatically released into the system once the total of merged orders exceeds the minimum value. A minimum charge can be added if orders are released below the minimum value.

N=No the order will not be held or be checked for its minimum value limit.

If left blank, the Hold for minimum flag on each order will default from the individual customer masterfile records. If a value is entered, it will override the customer default for each order created from this entry. The Minimum Value Definition program is found in the Database Management module.

The Hold for minimum value flag can default by CC type. Refer to TMSDS/OE-HMVF and TMSDS/CC-SMORD.

Held orders are maintained via the Held Orders Management module.

The Auto Freight Charge indicator defaults from the Customer masterfile, however if the Type of sale for the order is freight exempt then the Auto freight charge indicator defaults to ‘N’. The default can be overridden if required. If the Type of sale is changed the Auto freight charge indicator will be reset accordingly. Auto Freight Charge indicator should be changed after the Type of sale to avoid resetting the flag.

Freight will only be calculated on items that are flagged as freight applicable on the Item masterfile. Two freight charges are generated, one derived from taxable items and one derived from non-taxable items.

Y=Yes freight is to be automatically calculated and charged to the order, based on user defined freight tables. Freight tables are defined in Database Management via Carrier masterfile, Carrier zone definition and Carrier zone charges.

N = No freight calculation is not applicable

M = Manual. Add a freight line as you are required to enter the freight charge basis and the rate or value which will form the freight calculation for this order.

The freight charge shows as a separate line using a non-stock item. If the order is backordered and at least one line is invoiced the freight line will be charged.

A freight charge basis is mandatory if M=Manual is entered in the Auto freight charge field. Freight charge basis ‘T= Order units’ will calculate freight amount based on order units and charge freight once only; at the first delivery of any order items that would be liable for freight charge.

The freight rate/value is mandatory if M=Manual is entered in the Auto freight charge field. Depending on the freight charge basis this field may contain a (F) fixed amount, (K) amount per weight unit or (V) a percentage of invoice value.

An Incentive scheme is available whereby nominated customers are awarded incentive points when purchasing specific items. These points can be accumulated for up to 12 months and may be used as a payment by these customers for individual orders.

Y=Yes, the points that are required for payment of the order are totalled and deducted from the total points accumulated by the customer. For example one point equals one dollar.

N=No, points are not rewarded for this order.

The check duplicate ISBNs field defaults according to TMSDS/OE-DUPCH and can be overridden. This flag determines whether an ISBN can be entered more than once on an order. This is specifically designed to prevent wrongly typed ISBNs.

Y = If an ISBN is keyed in twice, the duplicated ISBN is highlighted and an error message is shown, requiring adjustment of the ISBN.

N = The duplicate ISBN is not checked

W = If an ISBN is keyed twice, a warning message is shown however you are allowed to continue.

ISBN

Up to 999 ISBNs may be entered per order and at least one is mandatory. For each ISBN entered, the system retrieves the ISBN details, standard prices, tax and discounts. ISBNs are checked for rights, applicability and restrictions. If any restrictions are found the delivery quantity is forced to zero as well as backorder quantities, the system displays a warning message and the restriction sequence and the description is written to the order text for checking and validation.

If the ISBN entered holds a link or a substitute on its masterfile record, the ISBN is flagged L or R and a message displays informing the user that a Link to/Substitute ISBN is available.

Customers/users that have access to enter orders via the internet are able to enter the ISBN, Order Quantity and Type of Sale. User Access is established in TMSDS/UA-CN.

This is the quantity of each item the customer is ordering. A quantity limit can be set up to ensure that unusually large ordered quantities are highlighted and checked before being processed. The system displays a warning if the quantity entered exceeds the pre-set limit. This limit is established in TMSDS/OE-QWRN.

Customers/users that have access to enter orders via the internet are able to enter the Item, Order quantity and Type of sale. User Access is established in TMSDS/UA-CN.

To prevent orders being processed without an order quantity, the pending system can be set up to pending these orders by specific user.

In Order/Credit Entry the ordered quantity defaults to 1 and can be overridden. Enter the number of items to be ordered. If entering a return the quantity must be a negative quantity. In Payment Entry the quantity ordered displays. The supply total may differ if there was insufficient stock. If there is an order quantity (Ord) but delivered quantity (Dlv) and backordered quantity (B/O) fields are blank then the order will be treated as a Lost sale with no invoice total. 

All customers are assigned a basic, default, price code. An item can have multiple prices. The item’s Price code determines what price comes into effect and when, through the use of effective date and price breaks fields. The Price code also determines whether a price is tax inclusive or tax exclusive. The value (excluding tax) and tax amount are calculated from the tax inclusive price.

In Order Processing the defaulted price from the Price file can be overridden. When overriding prices, bear in mind that there may be Minimum profit margin checking for the warehouse in which case an order below the set margin will pending. If the price is not set up on the Item masterfile this field will be mandatory and you will have to manually enter the price.

This is the discount rate that applies when this customer orders this particular item. Discount rates are set up by customer/item combination. If the discount rate is left empty, the normal item/customer discount will apply to each line. If a discount is entered then it will override the normal discounts for that item.

Based on a Customer/Item discount classification the order entry program checks if the nominated quantity for that customer/Item discount classification has been exceeded. If exceeded, the discount is changed to a set percentage for the customer/Item discount classification. The TOS key is used to access the discount file for the override price per line item.

All customers are assigned a basic, default, discount code. The system refers to the item’s discount code to select the applicable rate. An item can have multiple discount rates, and the discount code determines what rate comes into effect and when through the use of effective date and quantity break fields. It also stores the Customer levels (a customer can be part of a group which can mean additional discount) and Levels (all items bought by that customer or an item that belongs to a certain Group) to which the discount applies.

When overriding discounts, bear in mind that there may be minimum profit margin checking for the warehouse in which case an order below the set margin will pend. 

Accesses DSI325 Item stock availability inquiry to display details of stock availability for future use.

Example: each, unit, pack, dozen, etc.

An order quantity of 36 can be specified as:

36 with a UOM of each

3 with a UOM of a dozen (DZ)

The system will calculate the order quantity to be 36 units, with an order value of 36 times the unit price. DZ has to be defined as 12 on the UOM control file.

The Firm sale flag (FSF) on the Customer masterfile indicates that orders placed for this customer are usually Firm Sales, meaning goods are not returnable. An item can also be flagged on the Item masterfile as a Firm sale meaning the item cannot be returned. This flag can be overridden for each line item.

• Customer Firm Sale Y means the entire order will be a Firm sale
• Item Firm Sale Y means the individual item is a Firm Sale and each item on the order will be checked.

The transaction lines for promotion items will be flagged as firm sale depending on the switch on control file TMSDS/PP-FSTF.

By setting this flag to Y, the price for this item will be fixed, overriding any price changes that may occur between Order Entry and Invoice Print.

A Backorder Release will keep the price entered on the order. This Y/N flag relates specifically to backorders and the system defaults it to N=No meaning the price is not fixed and will be changed if a price change has occurred between order entry and a backorder release.

The flag can be overridden for each line item 

This flag is used to keep the discount for the ordered item at a fixed rate. The fixed discount flag defaults to N=No and can be overridden for each line item.

Yes - indicates the discount for this item is fixed, overriding any discount changes that may occur between order entry and backorder release.

No - indicates the discount for this item is not fixed. The discount will be reviewed and updated if a discount charge has occurred between order entry and backorder release. 

Y=Yes tax applies to this item. Calculate tax for this line item regardless of the fact that the customer has a tax exemption number.

N=No tax does not apply to this item.

An allowance code can be used to identify a specific promotional allowance, for example, Marketing, Advertising, and Special Promotion.

Promotional allowances are calculated by business unit by multiplying the order quantity and allowance amount, which is credited to the customer.

In Order Processing an allowance code and amount can be specified on a line item by item basis and it is calculated as shown in the Allowance amount field description. Allowance amounts reduce the value of a line.

Orders with an allowance code pending for approval.

Format C caters for the entry of item location extensions in the item detail panel. Item location extensions facilitate the selection of specific items and are predefined. They will default if set to do so in TMSDS/IL-EXT but the default can be overridden. Stock availability is done on all products with no differentiation for item location extensions. For example:

1. Use as another way of identifying a product by the location of where it assembled or manufactured.
2. In Publisher Claims the code ‘CLM’ can be entered as an Item Location Extension for stock being returned. When selecting orders for a run orders with this extension can be nominated.
3. Expiry dates can be used as item location extensions which facilitates the earliest expiry date being pick first.
4. It can be used to determine customers and items requiring price stickers (interface to 3^rd party warehouse). If for example a customer typically receives stickered product but for a special order, the product needs to be un-stickered.