Order entry using order forms

The Order form feature is designed to quicken the order entry process in instances where different customers order the same items, for example Direct mail campaigns, Buying group or Franchise orders. An order template is set up containing a pre-set list of ISBNs with the price and discount already calculated. When you select this Order form, the entire order is copied for the specified customer. All you have to do is enter the customer order number and add the order quantities. This saves you re-keying the data each time an identical order is placed.

To be able to access the order forms feature the following should have been setup.

• The user ID and the location should be setup in TMSDS/POS-USRD.
• The location entered in TMSDS/POS-USRD should have an entry in TMSDS/POS-DFT with Field Name CNOF (Customer Number Order Form). This field is used to define the order form customer number, the price rule and the TOS (type of sale). The default value for this field should be formatted as; customer number (10 characters) followed by a single space then the price rule (Price rule can be 1=Original price or 2=Reprice), followed again by a single space then the TOS (2 characters).
• A customer needs to be set up on the Customer masterfile, which will only be used for Standard Order Forms. This dummy customer number is then defined on TMSDS/POS-DFT, as being the Standard Order Form customer. An order for this standard customer number is entered via the normal order entry routine. Quantities will not be accepted but the prices and discounts will be retrieved. The Pricing flag (default 1= original) and the TOS defaults from TMSDS/POS-DFT when the Order Form is entered. Once the order has been entered it will be suspended via the Suspend order key. The system allows for multiple pre-printed orders to be stored on the system.

It is important to identify what a Standard Order refers to. This order must be specified in the Customer reference field on the order header. When listing all the Standard Forms for selection, the order’s Customer reference is referred to, to identify the relevant Standard Order.

As the customer is classified as being a Standard Order Form customer on the control file, the suspended order can be accessed by all users. (Normally suspended orders can only be reactivated by the original user).

There are a number of ways to access a Standard Order Form:

• By entering the number of the customer for whom the order is being created and then pressing the Order Forms function key, order forms from which to choose will display.
• Enter the number of the customer for whom the order is being created and the Standard Order Form number to directly access the template order.

On selection of the required suspended order, a copy is created for the nominated customer that can be maintained as required.

Order Forms for Outstanding Orders and Forward Orders can be created.

1. In the menu, expand Distribution > Order Processing & Billing > Order Processing > Order Entry > Via Picking Slip > Order Types  and then double-click PS Normal Order Entry. DSE005A Order entry – picking slips panel appears.
2. Enter the Customer number and click function Order forms. DSE005 Order Form Selection panel appears.
3. Select the order and click option Sel orig price. DSE005A Order Entry – Picking Slips appears. 
4. Click OK. DSE005A Order Entry – Picking Slips order line details panel appears. Since these are suspended orders, document numbers are blank.

5. Key in all the required changes including order quantity and click OK to confirm the changes made.