Sample plan

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.

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 break 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.

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. 

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. 

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.

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. 

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.

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.

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.

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 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.

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.

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.

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.

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.

Entry of the discount selection is mandatory. This field is used to determine what type of discount applies to this customer. Valid choices are:

Sample Discount.

Standard Customer Discount.

Override discount. 

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).

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.