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Batch order entry

This program is used to enter orders at a faster rate than the normal order entry program.

Add a batch order

  1. In the menu, expand Distribution > Order Processing & Billing > Order Processing > Order Entry > Direct to Invoice > Order Entry Methods and then double-click DI Batch Order Entry.  DSE300 Batch Order Entry panel appears.
 Functions Description
 Add Customer Access Customer masterfile maintenance – DSM005 to add a new customer in database.
Mnt Curr Order   Access Batch Order Entry to maintain the orders of existing customers.
  1. Enter the order header details, as necessary.
 Field  Description
Period  The period defaults to the current processing period and can be overridden to the next month if required. This is the month in which the order is being processed. Orders can be keyed for the next month to reduce bottlenecks at the start of the new month.
Customer number  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.
Delivery no 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.
  1. Click OK.
  2. Enter the next order header details, as necessary.
Field Description
Process no.  The Process Number is a unique, system generated number, produced for every transaction. It is used to track the progress of the order and to inquire on the order (Document by Doc/Tracking Number Inquiry).
Bill to  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.
Customer reference  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.
Our reference  An internal order reference to further identify this order can be entered. This becomes our reference on all orders created from this entry.
Customer date  In Order Processing the date on which the customer placed the order defaults to the current system date and can be overridden.
Cut-off-date 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.
  1. Click Page down.
  2. Enter the next order header details, as necessary.
Field Description
Source of order  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 ordercode 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.
From warehouse  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.
Payment  terms  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.
The normal payment terms consist of a certain number of days or months, calculated either from the invoice date or the end of month date to determine when payment is due. In the case of a backorder, the terms will be re-aged at the time of release.
Actual due date  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.
Special instructions  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.
Tax exempt no  A tax exemption number is optional and if blank the tax exempt number or the word ‘exempt’ can be entered to make this order sales tax exempt.
Carrier code  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.
Minimum order charge  This is the default charge applied.
Hold for minimum value  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.
Allow order consolidation  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.

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.

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.
Preferred delivery date 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.
F/O release date Date when an order is released to the system.

New orders entered to the Forward Order system, where they are stored until a release date comes into effect and the orders are released to the system. This enables the customer to reserve the stock ordered and determine when the order can be processed.
Order priority 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.
Customer backorder acceptance 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.
Firm sale flag 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.

An original item can be flagged as a firm sale when the item comes with a bonus item. This is established in TMSDS/OE-BI. The Firm sale status is carried throughout the system, on invoices, backorders and any invoices resulting from released backorders.
  1. Click OK to enter the order line details.
Functions Description
End of order  The order has been entered this function is selected to confirm the end of the order.
Change  Access Batch order entry to maintain item, price and quantity.
Override  It is used to override the firm sale flag, system price, discount, sales rep and type of sale.
  1. Enter the item and quantity for each line.
  2. Click function End of Order to complete batch order entry.
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