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  11. Other Order Entry Functions

Other Order Entry Functions

Add a new customer
  1. On order header panel enter the customer number.
  2. Click function Add customer. DSM005 Customer master file maintenance appears in add mode.  Refer to Customer masterfile maintenance in Database Customer User Guide.
Delete an order
  1. On the order header panel enter the customer whose current order is to maintained and click Mnt curr order. DSM005B Order Selection panel appears.
  2. Key in required fields and click OK to confirm the selection. The orders that are currently being processed for the selected customer are displayed. These can be be retrieved and maintained.
  3. Select an order which is to be cancelled and click option Mnt orig price.
  4. Click OK when the selected order is displayed to access the order details panel.
  5. On the order details panel click function Dlt ord. Confirmation panel for deletion is displayed.
  6. Confirm the selection and selected order is deleted.
Enter warehouse instructions
  1. On the order header panel enter the Customer number and click OK.  
  2. Click function W/H instr. DSE006 Warehouse Instructions panel appears.
  3. Enter the information or instructions for the warehouse which will be printed on warehouse documents, if required.
  4. Click OK to confirm.
Append text per ISBN This section describes how to record unlimited text, such as general comments regarding an item or a message to this customer about an item. This message is printed on the invoice, under the ISBN.

  1. On the order details panel, select an item and click option Text. DSE006 Line Item Text Maintenance panel appears, 
  2. Enter the comments regarding item or note to the customer and click OK to confirm. Click OK to confirm.
Display stock details of selected item This section describes how to view stock details of the selected item. Stock information for each warehouse in which ISBN is stored is displayed.

  1. On the order details panel, select an item and click option Stock inq. DSI020 Title Stock Inquiry panel appears.
Display price & availability details This section describes how to view price and availability details for selected item which includes price, discount and tax details for selected customer/item combination, stock availability, stock on hand, purchasing and sales details as well as Item masterfile details.

  1. On the order details panel, select an item and click option PA inq. DSI311 Price and Availability Inquiry panel appears.
Display future stock details This section describes how to view requirements of item for future use.

  1. On the order details panel, select an item and click option Future stk inq. DSI325 Item Stock Availability Inquiry panel appears.
Add an item This section describes how to add an item to Item masterfile through order entry. This function has been designed to keep interruptions to order entry to a minimum.

  1. On the order details panel, click option Add ISBN. DSM015 Item Master Maintenance panel appears.
Note This function is displayed only if a user is authorized to maintain or add ISBNs to the Item masterfile from order entry. TMSDS/OE-ADDI contains a global flag controlling the use of this function. Please refer to DSM015 Item Master Maintenance documentation for further information.
Complimentary orders/samples Complimentary orders can be entered either via Direct to Invoice or the Picking Slip option. The direct to invoice option allows for immediate stock updates at the time of order entry. An invoice is produced and the transaction entry is made in the debtor file.

For Complimentary orders via Picking Slip, the stock updates occur after the goods are picked and dispatched and invoices are produced. Picking entry allows for orders to be corrected for invoice printing if variances exit between the file and actual stock quantities.

This order type is selected if the ISBNs are to be sent to the customer free of charge such as

  • Samples
  • Promotions
  • Desk copies etc.

A No charge invoice is produced and the order is identified through a type of sale code as being complimentary.
Subscriptions via order entry

Subscriptions can be created via order entry. The initial and renewal ISBNs have to be maintained in the subscription list.

  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 order header information and the line details.
  3. Click OK to confirm. SMW015A Subscription Order Maintenance panel is displayed.  Refer to SMW015A Subscription Order Maintenance in Subscriptions User Guide for further information.
Inter-company sales
  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 order header information, as necessary.
  3. Select type of sale ‘intercompany’ against the field Type of Sale.
  4. Enter the order line details as required and confirm the order as in normal order entry.
Loan stock orders

 

 For loan stock order entry via picking slip, a picking slip is produced before the production of the delivery docket takes place. Picking entry allows for orders to be corrected for delivery docket printing if variances exist between the file and actual stock values. Loan orders may be suspended and stored on the system and can be reactivated via the Maintain Suspended Order function.

The consignment warehouse field, (To Warehouse) defaults from setting in the Control File TMSDS/OE-FMTPM.

Consignment transfers to schools can be raised by school, by semester and by grade. The system will validate the order reference for the semester and grade based on the setup in TMSDS/OE-CREF for the consignment warehouse. When consignment stock is sold, the sales order can be referenced back to the school, semester and grade, and this information can also be printed on the sales invoice.
Reservation order

 

 The Order Processing Module caters for customers who wish to reserve stock in the warehouse for future use as they may not have sufficient storage area in their showroom or shop. Although similar to forwards, they differ in that they are not scheduled for release on a particular date. The stock is reserved for the customer and available for their use when required.

The Group Reservation process allows a total reservation against the Head Office account holding the stock. When the individual store orders are received, the group reservation will be automatically deducted. TMSDS/OS-RSVBN and TMSDS/OS-RSVG2 determine if reservations are to be depleted for just EDI orders or all other orders in order entry.
Monthly standing order

 

 Regular orders for the same customers, where the items and values are usually the same, can be processed each period. Alterations to the customer number or item details can be made if required. Standing orders are entered directly into the outstanding order file from where they are released when their effective dates become current. Stock is immediately updated and the relevant invoice is created and updated to the debtors.

The following release methods are available.

  • Automatically – The date can be checked as part of End of Day, which then automatically releases those orders that have become due for release.
  • Manually – Standing orders can be released manually via the Standing Order Manual Selection option on the Outstanding Order Management Module. Standing orders may be maintained prior to their release.

When a standing order is released, a new standing order is automatically created for the next month. This monthly routine is repeated until the cut-off date comes into effect.
Order entry by fulfillment

 

 For details of sales order entry by fulfillment please see SOP – Order Entry by Fulfillment.
Maintain suspended orders Maintain suspended orders
Copy old orders Copy old orders
Maintain current order Maintain current order
Using coupons Apply coupon to an order
Order Forms Order entry using order forms
 Duplicating orders Duplicate previous order
Cash sales order entry Enter cash sales
Direct to backorder Direct to backorder
Forward order entry Forward orders
Quotations process Work with quotations (proforma)
Charge only orders (already delivered) Already delivered/charge only orders
Sales order upload process Sales order upload
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