BPCS Shop Order

Order Entry

Introduction............................................................................................................Objectives.........................................................................................................

Order Entry in the Work Flow................................................................................

Order Processing Cycle..........................................................................................Order Processing Files......................................................................................

A Tour of BPCS Client/Server Order Entry............................................................Using The Main Entry Window........................................................................

The Order Line Detail Grid.........................................................................Order Acknowledgments..................................................................................Order Entry View Menu...................................................................................

Order Entry View Menu Order................................................................Order Entry View Menu Line..................................................................

Order Entry Options Menu...............................................................................Selecting Display Filters.............................................................................Setting Order Entry User Preferences..........................................................Available to Promise Options......................................................................

Entering Orders......................................................................................................Creating and Maintaining Order, Quote, or RMA Records...............................

Special Order Entry Features......................................................................Inventory Allocations..................................................................................Inventory Availability.................................................................................Alternate Items............................................................................................

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Supply Chain ManagementStudent Guide

Customer Item Cross Reference..................................................................Inventory Reason Codes..............................................................................Country of Ultimate Destination.................................................................Foreign Currency Selling Price...................................................................

Acknowledgment Print...........................................................................................

Order Inquiry..........................................................................................................

Quote Entry............................................................................................................

Quote Inquiry.........................................................................................................

Order Reports.........................................................................................................Customer Item X-Reference Listing..................................................................Open Orders by Customer.................................................................................Open Orders by Item/Date................................................................................Open Orders by Salesperson.............................................................................Open Orders by Warehouse/Date......................................................................Open Orders by Class/Item...............................................................................Open Orders by Planner....................................................................................Open Orders by Picker Number........................................................................Open Orders by X-Reference Item....................................................................

List of Figures

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Order Entry

Figure 8 - 1: Order Processing Work Flow (slide)..................................................

Figure 8 - 2: Order Processing Cycle (slide)...........................................................

Figure 8 - 3: Order Processing Files (slide).............................................................

Figure 8 - 4: BPCS Client/Server Order Entry Application Icons (slide)................

Figure 8 - 5: Order Entry Main Window (slide)......................................................

Figure 8 - 6: Order Entry Order Line Detail Grid (slide)........................................

Figure 8 - 7: Order Entry View Menu (slide)..........................................................

Figure 8 - 8: View Menu Orders (slide)...............................................................

Figure 8 - 9: View MenuLine (slide)...................................................................

Figure 8 - 10: Order Entry Options Menu (slide)....................................................

Figure 8 - 11: Order Entry User Preferences Window (slide)..................................

Figure 8 - 12: Order Entry Available to Promise Window (slide)...........................

Figure 8 - 13: Creating, Maintaining, or Copying Records (slide)...........................

Figure 8 - 14: Cash with Order Processing (slide)...................................................

Figure 8 - 15: Inventory Allocations (slide)............................................................

Figure 8 - 16: Allocatable Order Example - Soft Allocation (slide)........................

Figure 8 - 17: Customer Item Cross Reference (slide)............................................

Figure 8 - 18: Inventory Reason Codes (slide)........................................................

Figure 8 - 19: Shipping Warehouse (slide)..............................................................

Figure 8 - 20: Ship-to Address Assignment (slide).................................................

Figure 8 - 21: Pricing Activity (slide).....................................................................

Figure 8 - 22: Pricing Hierarchy Part 1 - Line Item (slide).....................................

Figure 8 - 23: Pricing Hierarchy Part 2 - Total Order Level (slide).........................

Figure 8 - 24: Foreign Currency Selling Price (slide).............................................

Figure 8 - 25: Order Entry Inquiry (slide)...............................................................

Figure 8 - 26: Quote Files (slide)............................................................................

Figure 8 - 27: Turn a Quote into an Order Example (slide).....................................

Figure 8 - 28: Quote Inquiry (slide)........................................................................

List of Tables

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Table 8 - 1: Warehouse Availability (slide)............................................................

Table 8 - 2: Alternate Item Example (slide)............................................................

Table 8 - 3: Reserved Item Status Codes (slide)......................................................

Table 8 - 4: Request and Schedule Dates (slide).....................................................

Table 8 - 5: Drop Shipment Order Types (slide).....................................................

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Order Entry

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IntroductionThis unit covers the Client/Server Order Entry and Quote Entry functions as well as order entry processing flow, maintenance of orders and quotes, inquiries, and reports.

ObjectivesAt the end of this chapter, you will be able to:

Describe Order Entry and Quote Entry processing integration

Enter an order and use the functions available in Order Entry

Enter a quote

Maintain orders and quotes in the system

Use the Order Entry menus

Use the Inquiry programs

Print Order Acknowledgments

Print Order Reports

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Order Entry

Order Entry in the Work FlowBPCS Client/Server provides a number of products to help you manage order processing, order fulfillment, and order deployment in your organization.

For order processing functions, you use the BPCS Order Entry and Billing products to enter customer orders and send invoices.

The BPCS Outbound Logistics Management product allows you to manage order fulfillment, including load planning and shipments and releasing orders for picking.

Using the BPCS Warehouse Management product, you can manage the order deployment phase, confirming the picks and dispatching the load and shipments.

The following figure illustrates the flow of events in Order Processing:

Order Processing

Order Entry

Invoice Customer

Order Fulfillment

Plan Loads and Shipments

Release Loads and Shipments

Release Order for Picking

Order Deployment

Confirm Picks

Dispatch Loads and Shipments

CustomerCustomerServiceService

& &AdministrationAdministration

OutboundOutboundLogisticsLogistics

ManagementManagement

MaterialsMaterials&&

Warehouse Warehouse Management Management

CCuussttoommeerrss

Work Flow Events

Figure 8 - : Order Processing Work Flow (slide)

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Order Processing CycleThe following figure illustrates the different stages of the order cycle, from Order Entry through the Invoicing event, using a Regular Order type with an order class 004 or 005.

Quote Entry (Optional)

AcknowledgmentOrderEntry

CustomerDocument

Release

Update Sales HistoryA/R UpdateSales Ledger Post

Stock AllocationBatch/On-line

Load ControlCenter

Build Loadswith OLM

PickRelease

PickConfirm

Ship Confirm(Optional if

no OLM)

Inventory Issueand File Updates

BatchPricing

Order ExceptionReport

Bill ofLading

PackingList

Pick Slip

Pickable OrderReport

Figure 8 - : Order Processing Cycle (slide)

Order Entry and Pricing

The preceding example illustrates one of the many possible methods of processing large groups of customer orders. Quote Entry is an optional first step. The Quote does not affect customer credit checking, the planning process, or picking and shipping until it is copied to a customer order.

Order Entry allows you to enter customer orders with credit-checking visibility based on options in the customer master record, and to optionally allocate stock and print acknowledgments. BPCS places a soft allocation against the warehouse for the quantity on each order line, then considers the order Entered and Ready for Pick Release. After orders are entered, the Batch Price Maintenance program can be run for any orders designated for batch pricing (not priced during Order Entry). In addition, you can generate a proforma invoice at any time during this cycle for customer approval.

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Order Entry

Warehouse Activity

If the Outbound Logistics Management (OLM) product is installed, you can build loads and then pick and stage stock for shipping based on the load. The warehouse releases the orders for picking based on load, order number range, carrier, request date range, customer number or various other criteria. The pick slip is generated upon acceptance of the release. If allocations are required, BPCS creates a hard allocation where possible. The order is now picked, Ready for Pick Confirm. If orders released are for a managed warehouse, Pick Release and Pick Confirm are required events regardless of order class.

Inventory Update and Shipping

Completed pick slips can be used in the Pick Confirm event to confirm by pick slip number. The actual quantities picked are verified and used for the pick confirmation quantity. The pick confirmation quantity becomes the issued quantity when the confirmation is accepted. All inventory updates occur at this point. The order is now shipped, Ready for Ship Confirm. If loads do not exist, and the order class contains a Ship Confirm event, loads are built by Pick Confirm. Ship Confirm is an optional event used for generating shipping documents.

Invoicing

The shipment is Ready for Invoicing. The Invoice Release program generates invoices or proforma invoices based on the selection criteria. This application also updates the Configurable Ledger, Accounts Receivable and Sales History records when generating the actual invoice. Upon completion of the final invoice, the order is Complete, Ready for Purge.

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Order Processing FilesThe following figure illustrates the primary files used and updated during the sales order cycle, from entry through invoicing.

Order/Quote/RMAAcknowledgmentPrint

OrderEntry

CustomerDocumentRelease

Update Sales HistorySales Ledger PostInvoices Created

Stock AllocationBatch/On-line

PickRelease

PickConfirm

ShipConfirm(Optional)

CustomerMaster

RCM AddressMaster

EST

ItemMaster

IIM

OrderHeader

ECH

OrderLine

ECL

SpecialLine

ECS

PickList

IPP

BillingRelease

BBH

BillingRel Line

BBL

TransactionHistory

ITH

Lot/LocationAllocations

ELA

Figure 8 - : Order Processing Files (slide)

The primary files that default information to the customer order header are the Customer Master (RCM) and the Address Master (EST), which contain details for customer ship-to addresses.

The customer order line details default primarily from the Item Master file (IIM). When you accept the customer order, BPCS updates the Customer Order Header (ECH), the Customer Order Line (ECL) and the Customer Order Special Line (ECS) files.

When BPCS creates a hard allocation, allocation records are stored in the Lot/Location Allocation file (ELA). A hard allocation is a commitment of specific quantities of inventory for an order in an identified location, lot, and container. For each order line released for picking, corresponding records are created in the Pick List (IPP) file. The IPP is used to print pick slips and confirm quantities in the Pick Confirm event.

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Order Entry

Pick Confirm performs inventory file updates including the posting of the shipment transaction to the Inventory Transaction History file (ITH). Pick Confirm also creates the Billing Release Header (BBH) and Billing Release Line (BBL) records used during invoice creation.

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A Tour of BPCS Client/Server Order EntryBPCS Client/Server Order Entry applications use icons on the workstation desktop to access the user interface. The available icons are Order Entry/Inquiry, Quote Entry/Inquiry, and Return Material Authorization (RMA) Entry/Inquiry.

Order Entry Order Inquiry

RMA Entry RMA Inquiry

Quote Entry Quote Inquiry

Figure 8 - : BPCS Client/Server Order Entry Application Icons (slide)

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Order Entry

Using The Main Entry WindowThe main order entry window in BPCS Client/Server allows you to maintain all order types, including quotes and RMAs.

BPCS groups order header information by functional purpose and allows you to maintain the information on several windows. You can enter or maintain selected portions of order header information from the main order window. You can access the other order information windows from the main order window using the available drop-down menus and options. The functional areas are defined by the type of information viewed, entered, or maintained.

Figure 8 - : Order Entry Main Window (slide)

The main order window displays after you select a customer. BPCS displays customer information that defaults from the Customer Master.

When you maintain an existing order, the window displays information from the order files.

When you change the record header information, changes are reflected only on new record lines, not existing lines.

You can delete an order, but NOT if:

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Any order lines have been shipped.

Shop orders exist for an order line (for features and options items).

Any order lines have open drop ship activity.

Options on the main order window include:Option Description

Customer The selected sold-to customer name and number.

Record Number The order number of the selected record. It displays in the title bar of the Order window. If you are creating an order, BPCS displays the next available number, derived from the System Parameters (ZPA) file.

Customer PO The customer purchase order number. A purchase order may be required based on the Customer Master (RCM) record for this sold-to customer.

Warehouse

(required)

The order warehouse code. You must be authorized to this warehouse to input a value and attach it to an order.

Document Prefix Used with document sequencing during the issue of credits or debits.

Document Number The internal document number for this order. You must input a value if the accounts receivable customer requires cash-with-order processing.

Request Date The date shipment is requested for the order. This date is used by order picking, and MRP for planning purposes. It is the default request date for the line items on the order.

Request Time The time the shipment was requested for delivery. This allows for precise order picking based on time. The order picking process uses this time, as does Material Requirements Planning for planning and projection purposes.

Booking Date The date the order was booked. BPCS

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Order Entry

Option Description

defaults this date to the line book date and uses it to retrieve prices.

Order Type The order type code associated with this order. The order type code specifies which files from Inventory, Accounts Receivable and Sales are updated with the order information.

Order Class The order class associated with the order type.

Quantity The total item quantities for all of the lines on this order.

Amount The total monetary charge for all of the lines on this order.

Order Line Detail

The Order Line Detail (grid) allows you to create, maintain, and delete order lines. The grid allows you to size, sequence and hide entered information. The following figure shows an Order Line Detail grid. Only the first four columns are displayed.

Figure 8 - : Order Entry Order Line Detail Grid (slide)

Options in the Order Line Detail include:

Option Description

Item If you are creating an order, input or select the ordered item number.

If your setup the user preferences to external items, BPCS allows you to input your customer’s item number. If your user preferences are set to internal items, BPCS

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Option Description

only displays your item number. Leave this option blank to input a special charge line.

Items cannot be maintained if:

The item is a planning bill component

The order line is shipped

Allocations exist for this order line

The order line is a drop ship order line

Promotions exist for this item

Description Regular lines: BPCS displays the item description from the Item Master (IIM) file. If you change the item description here, BPCS does not change the default description in Item Master Maintenance. BPCS stores the first 30 characters of the entry.

Special lines: Input any description or comment for use as a special line. BPCS saves and prints all 50 characters.

Special Lines on Orders: The description of the special line has two meanings depending on the entries in the Charge Code and Extended Amount options:

No amount entered = Use this option for extra text for the order.

Amount is entered = Use this option as a description of the amount (charge). The amount cancan be added later during Invoice Release.

Quantity Ordered Input the ordered quantity of the item in the selling or alternate unit of measure. The ordered quantity cannot be reduced below the shipped quantity.

If you change the existing quantity of an order line that uses special pricing or promotions and deals, you must reprice the order line. The special price or promotion qualifications may change due to the change in quantity.

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Order Entry

Option Description

If you change the Quantity Ordered option (with automatic assignment of promotions selected for the order line), you must manually reassign promotions for that line and at the total order level.

If you add new lines to an existing order with automatic assignment of promotions selected, BPCS automatically assigns promotions at the new line and total order level.

If you change the quantity of a planning bill parent item, BPCS proportionally changes the quantities of the chosen features, options, and standard components.

Net Selling Price BPCS displays the net price for each line. You can override the selling price.

If you enter zero (0), or use the SPACE key for this option, BPCS assumes you are overriding the price to zero (0) and the system does not retrieve a price.

Assortment PricingBPCS performs assortment pricing at the component level only. Special pricing and promotions and deals discounts apply only at the component level. BPCS calculates tax at the component level only.

Feature and Option PricingBPCS performs Features and Options pricing at the Parent level. If the Invoice option at the component level requires pricing, the list price of the component rolls up to the parent level. Any special pricing and promotions set up at the parent level are applied.

Kit PricingBPCS performs kit pricing at the parent level. BPCS ignores the invoice option at the component level. Any special pricing and

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Option Description

promotions set up at the parent level are applied. BPCS calculates tax at the parent level only.

Extended Amount Regular lines: The extended amount equals the net selling price multiplied by the ordered quantity. BPCS calculates this amount after validating the input of item and quantity,.

Special lines: Input the total charge for this order line. You can also input the extended amount during Invoice Release.

Amount Allocated BPCS indicates the amount of inventory soft allocated for the highlighted order line.

UM (Unit of Measure)

The selling unit of measure for this item. If left blank, BPCS defaults to the selling unit of measure. The selling unit of measure default hierarchy is as follows:

Unit of Measure Conversion (UIM) file for the item and customer

Unit of Measure Conversion (UIM) file for the item and warehouse

Item Master (IIM) file

You can override this value with a valid selling-to-stocking unit of measure, however, BPCS prints the selling UM on the order acknowledgment and the invoice. All transactions affecting inventory, such as a customer order, are tracked in BPCS in the stocking unit of measure.

Warehouse The ship-from warehouse for this order line. You cannot change the warehouse if the order line is shipped, or if allocations or a Pick Slip exist for this line.

Drop Line Deletes (drops) this line after you print the first invoice. De-select this box to print this line on all invoices and backorder invoices. You can change this drop code entry at invoice (billing) time. You cannot drop order lines from a managed warehouse.

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Order Entry

Option Description

The order backorder code overrides the drop code entered for an order line. Drop codes are intended for use on special lines and orders with backorder codes of 0.

Group Code A user-defined code to group two or more order lines to ensure they ship together, enter a user-defined code. Order lines must be from the same warehouse and cannot be drop ship lines. You must synchronize scheduled ship dates. If you group assortment order lines, BPCS applies the group code to the assortment components.

Request DateRequest Time

The request date and time for this order line. The request date for this line item defaults from the order header.

Price Book Date / Time

The booking date and time for the order line. The book date for this line defaults from the order header. BPCS uses this date to qualify list prices, special prices, and promotions.

Charge The charge code (item class) if this is a special line. This charge code must be a valid item class. You can maintain item class codes in Item Class Maintenance.For a special line used as an additional description or other text type option, leave Extended Amount blank.

Schedule Date / Time

The date and time when this order line is to be available.

For resupply order (Type 9) only, BPCS displays the scheduled receipt date on this window.

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Option Description

User 1 Date / Time BPCS displays the headings for the additional order date and time options you defined in Order Entry System Parameters, followed by the dates. Both dates default from the Order Header. You can override these dates at the Order Line level.

User 2 Date / Time BPCS displays the headings for the additional order date and time options you defined in Order Entry System Parameters, followed by the dates. Both dates default from the Order Header. You can override these dates at the Order Line level.

Inventory Reason Code

The inventory reason code for this transaction. The selection determines the update to inventory accounts in the Configurable Ledger.

User 1 Reason Code/Customer Reason Code

The first user-defined reason code for this transaction. BPCS validates the code using the B transaction effect.

User 2 Reason Code

The second user-defined reason code for this transaction. BPCS validates the code using the B transaction effect.

User 3 Reason Code

The third user-defined reason code for this transaction. BPCS validates the code using the B transaction effect.

Tax Code The item tax code used to calculate the VAT (Value Added Tax) and sales tax for this order. BPCS uses this item tax code with the customer’s default tax code to yield the tax rate for this line of the order. BPCS calculates taxes during Invoice Release. Maintain tax codes in Tax Rate Code Maintenance (SYS).If you do not input a tax code, BPCS retrieves this item’s default tax code from the Item Master file. If none exists there, BPCS retrieves the default item tax code established in Tax System Parameters.

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Order Entry

Option Description

Tax Only The tax-only code. BPCS bases the tax calculation on the List Price unless you input the Tax Basis. Tax only option is not available if you input a net selling price for this order line. Tax only must be associated with an existing BPCS item number inputted on the order line. Blank = Normal line

1 = Tax-only line; payable by the customer; produces an invoice

2 = Tax-only line payable by the company; no invoiceproduced

Tax Basis The amount on which the tax is calculated, if this line item is free. Use this option only if you select the Tax Only option, and want to assign the tax basis amount instead of using the List Price as the tax basis.BPCS uses the Tax Only and Tax Basis options during VAT only (Value Added Tax) invoice processing.

Salesperson The number of the salesperson associated with this order line only if you specified in the system parameters to pay commissions at the line level. Maintain salesperson numbers in Salesperson Master.

Commission Code The salesperson commission code used to calculate commissions on this order line if commissions are paid at the line level in the system parameters. BPCS uses the commission code to retrieve the correct commission rate, as maintained in the Commission Rates.

Destination The destination of the order line.

Contract If this order originated from a contract agreement between your company and the customer, input the contract number.

Contract Line The customer’s RMS contract line number for the given order.

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Option Description

Release Number The number that identifies the Release from which the order line originated before its release-to-order conversion.

Means of Transportation

The code that represents the means of transportation to ship the order Maintain the codes in the Transportation Means table if Outbound Logistics Management is installed, or the Code master table if not).

Kanban Number The Kanban number associated with the order line.

Inbound Delivery Number

The Inbound Delivery number for the order line.

Dock The ID of the Receiving Dock for the order line.

Net Price Source BPCS displays the system code of the net price source for this order line. Valid Net Price source codes are:00 No pricing performed01 Failed Pricing02 Special Price applied to List Price03 Promotions and Deals applied to List Price04 Special Price applied to List, then Promotions applied to Special Price05 List Price06 Manual Price Override07 Copied from Invoice Price (for RMAs)08 Free Goods Line09 Valid Order Line not Priced13 Copied from Invoice Price - Promotions

Attached (for RMAs)

List Price Source BPCS displays the system code of the list price source for this order line. Valid List Price source codes are:00 No pricing performed01 Failed Pricing02 Item Master List Price03 List Price Book (A) Item/Customer

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Order Entry

Option Description

04 List Price Book (B) Item/Region05 List Price Book (C) Item/Facility07 Copied from Invoice Price (for RMAs)08 Free Goods Line09 Valid Order Line not Priced10 Cost-Plus List Price.11 Multi-Currency List Price12 List Price not Found13 Copied from Invoice Price - Promotions

Attached (for RMAs)

Margin Hold BPCS displays the margin hold code. Valid codes are:00 Line not on Margin Hold01 Line on Margin Hold98 Line Released from Margin Hold using Mass Release99 Line Manually Released from Margin Hold

Margin Percent BPCS displays the calculated order line margin percent.

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Order AcknowledgmentsAfter Order Entry, you can print an Order Acknowledgment, which contains:

Shipping information -- Sold-to and Ship-to Customer Numbers, Names and Addresses, Bill-to and Invoice-to Customer Numbers, Warehouse, Salesperson, Order, Request, Schedule, and Book Dates, Order Number and Description, Back Order Code, Zone, Order Type, Means of Transportation, Freight Terms, Company Registration, Priority Code, Grouping Code, Country of Ultimate Destination

Pricing information -- Price and Promotion Registration numbers, Currency code, Company and Customer Registration descriptions, Contract description

Line item information -- Line Item/Description, Warehouse, Order Quantity, Ship Quantity, U/M, Tax Only code, Tax Basis code, Price, Extended amount

Release information (RMS) -- Request Date and Time, Receiving Dock, Inbound Delivery Number, Kanban Number

Billing information -- Promotion number, Incentive Discount, Split-off Invoice Incentive Discount, Split Bill Back Incentive Discount, Subtotal amount, Freight charge, Order Discount

Tax information -- Total Taxes, Tax Summary, Tax Rate, Tax Amount

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Order Entry

Order Entry View MenuThe View Menu commands are used to display order header and line details, and their related actions.

The first three View selections, Orders, RMAs, and Quotes, display a listing of open orders, quotes, RMAs. These selections allow you to create or maintain other orders, RMAs, or quotes. If the order application is active, only orders can be created or maintained. If the RMA application is active, only RMAs can be created or maintained. The other selections are windows related to the order being created or maintained in the current window.

The following figure illustrates the View Menu options:

Figure 8 - : Order Entry View Menu (slide)

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Order Entry View Menu Order

The Order Menu commands open additional windows allowing you to maintain order header information.

The following figure illustrates the View Menu Order options:

Figure 8 - : View Menu Orders (slide)

Tax, Currency, and Payments

Tax, Currency, and Payments displays tax and registration information for this customer. The currency defaults from the customer, which can be overridden. At the time the order is created, the current exchange rate is retrieved. Multiple-Currency Parameters determine whether the exchange rate for an invoice is set at Order Entry or during Billing. Bank and payment types are entered on this window.

Pricing, Sales and Commissions

Pricing, Sales, and Commissions provides visibility and access to Pricing Customer and Region, Promotions Customer and Region, promotions allowed, margin hold value, calculated margin percent, Sales History Customer and primary and split salespersons.

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Order Entry

Inventory

Inventory allows you access to override the header reason codes for the shipment “B” transaction created if this order type affects inventory. The transaction effect (in this case B) in conjunction with the inventory reason code is modeled in the financial setup to determine the ledger postings. Reason codes default to new lines and can be overridden at line level. Also accessible are the backorder code and the allocation priority which are discussed in detail in the Allocations, Picking, and Shipping unit. The inventory window also displays the Item Cross Reference customer.

Billing and Financial

Billing and Financial displays the Accounts Receivable Customer, the Invoice-to Customer, terms code, document prefix (if used), and the financial reason code. The financial reason codes are modeled in financial set up. When processed, the reason codes determine the ledger effects based on the model. The valuation date in Billing and Financial defaults to the system date when the order is entered and is used in billing for recognizing revenue and calculating the invoice due date. Also visible are the credit, customer and user hold values. The predefined values and their meanings are:

00 - Not on hold

01 - On hold

98 - Line released from hold using Order Hold Mass Release.

99 - Released using Order Hold Manual Release

Billing Address

This option displays the Invoice-To Customer Billing Address window where you can specify the number and name of the Invoice-To customer (the customer to whom the invoice is sent). The Invoice-To customer can be the same as the Accounts Receivable customer.

Shipping

Shipping displays the Ship-to Customer and ship-to number with description. Dispatch information is available. This information primarily defaults from the Ship-To Address record for carrier, means, route, zone, shipper, etc. The shipping weight can be input. The accumulated volume, weight and capacity calculated from the Item Master record(s) are displayed.

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Ship-To Address

Ship-To Address displays the address of the Ship-to Customer and/or the ship-to number of the Ship-to Customer. The Ship-to Address feature allows a manual override. Phone, fax, and data communication numbers are accessible.

Additional Information

Additional Information displays the order header status, an RMA number (if one was copied to create this order), the total calculated order cost, entered and last shipped dates and base and transaction currency total amounts. All of these fields are display information only and cannot be overridden.

Bracket Promotions

Use Bracket Promotions to access the total order bracket promotions for this order. The promotions can be assigned to or deleted from the order.

Total Promotions

Total Promotions accesses the total order promotions for this order. The promotions can be assigned to or deleted from the order.

Notes

Notes allows you to attach user-defined notes to orders, RMAs, quotes, their respective lines, purchase orders, requisitions, shipping documents, and vendors. These notes can remain attached for the life of the document. You can print them on acknowledgments, picking slips, invoices, purchase orders, requisitions, customer statements, and bills of lading.

Available to Promise

Available to Promise (ATP) for the current order is displayed. You can select an option on this window to use the Order Request Date as the ATP date, or have BPCS calculate the ATP date for the selected order the uncommitted portion of the inventory for each period using the netting logic of the Master Production Scheduling (MPS).

With this tool, the customer order entry staff can determine the date when sufficient inventory will be available to promise for a customer order.

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Order Entry

Order Entry View Menu Line

The Line Menu commands open additional windows allowing you to maintain line information.

The following figure illustrates the ViewLine Menu options:

Figure 8 - : View MenuLine (slide)

Detail

Detail for the selected or current line presents the line details in a window rather than the grid box for an at a glance view/update of the line details.

Shipping

Order Line Shipping displays the Means of Transportation used to ship the order line, the Kanban number associated with the line (if applicable), Inbound Delivery number, and Receiving Dock location.

Dates

Order Line Dates displays the Entered, Request, Book, Schedule and User Defined dates for the order.

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Additional Detail

Additional Detail for the selected line displays additional information about the line including cross reference item, inventory status, allocation quantity, line status, volume, weight, and pallets.

Item Lookup

Use Item Lookup to search the Item Master file (IIM). BPCS not only displays the existing item/part numbers but also allows you to select an item and return the selected part to the order line grid box.

Allocate/Confirm

Allocate/Confirm provides access to the On-Line Allocations, if they already exist. You can create a hard allocations from Order Entry. If the order class does not have a Pick Confirm event, allocation and/or must be done in Order Entry.

Alternate Item

Alternate Item allows access to items which are eligible alternates or substitutes for the selected order line item.

Line Notes

Line Notes must be accessed using Notes Maintenance. (see Notes)

Available to Promise (ATP)

For a selected order line that has not been changed since validation, you can calculate an ATP request date.

Features and Options

Features and Options allows selection of components for features and options (or FAS) items (item type 5), or selected components for Assortments (item type 3).

Configuration Management

Configuration Management accesses the Configuration Management Systems application.

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Order Entry

Drop Shipments

Drop Shipments can be accessed when the item and the customer allow drop shipments and the Purchasing product is installed. Selecting the Drop Shipment option accesses the Drop Shipment window and, if accepted, initiates a request to Purchasing to ship the goods from the supplier to the customer. Drop Ship lines are not eligible for processing through Pick Release, Pick Confirm, and Ship Confirm.

Special Prices

Special Prices displays a window detailing the special price record for the current order line.

Reprice Line

Reprice Line reprices the current order line. Reprice searches for eligible special prices for this line, but does not automatically reprice with promotions.

Line Promotions

Line Promotions displays all eligible promotions for the current order line. Use this option after making quantity changes to an existing line item.

Warehouse Inventory

Warehouse Inventory displays for the current order line all warehouses in which the item is stored. This is useful when inventory is short and you want to ship from a different warehouse.

Sales History

Sales History displays the items and quantities sold to this customer.

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Order Entry Options MenuThe Order Entry Options Menu filters the record types to search and allows you to customize the window display according to user preferences.

The following figure illustrates the Options Menu options:

Figure 8 - : Order Entry Options Menu (slide)

Selecting Display Filters

The Filters menu option gives you four additional options to select how records display in the main order window. In any of the search fields, you can use the wildcard character (asterisk, *) for record selection.

The Filter options are:Option Description

Directory Accesses the Directory Filters window that allows you to select which records display in the Orders window.

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Order Entry

Option Description

Customer Accesses the Customer Filters window that allows you to select which records display in the Customer List window.

Item Accesses the Item Filters window that allows you to select which records display in the Item List window.

Vendor Accesses the Vendor Filters window that allows you to select which records display in the Vendor List window.

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Setting Order Entry User Preferences

BPCS Client/Server allows you to specify how you want to work with Order Entry. Once you set these preferences, they become the defaults for your workstation. You can set User Preferences by selecting the Options menu then the User Preferences option.

Figure 8 - : Order Entry User Preferences Window (slide)

The User-Preferences options are:

Option Description

Display Promotions Select this flag to display the Promotions windows during order entry. BPCS uses this option with the System Parameter values for automatic assignment of promotions. BPCS initially defaults to the system parameter.

The Batch Price option overrides this selection.

Batch Price Select this flag to price new orders interactively

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Order Entry

Option Description

or in batch after the order is accepted. The default value is based on how it was set the last time the program was used.

Overrides the Display Promotions option.

Return material authorizations and order classes 007 and 008 are always priced whether or not this option is selected.

Internal Line Numbers Select this flag to display the ordered items with the internal item number rather than the item reference number (customer or alias).

Perform Quantity Edits Select this flag to allow editing of order quantity.

Line Level Validation Controls the validation of order line data (if at all), based on one of the following options:

None: BPCS does not perform line-level validation as you enter data from one line to the next.

Automatic: BPCS automatically validates the order line when you exit it.

Manual with <Ctrl> key: You manually activate line-level validation.

Validation Mode Select to process the records interactively or parallel. Parallel validation uses the Data Queue Manager to process the optimal number of jobs at a time.

Post Mode Select to post orders interactively, in batch or parallel. Parallel posting uses the Data Queue Manager to process the optimal number of jobs at a time.

Print Mode Select to print documents interactively or in batch.

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Available to Promise Options

The Available to Promise (ATP) window provides options that enable you to control how BPCS calculates ATP dates.

Figure 8 - : Order Entry Available to Promise Window (slide) , ,. Option Description

Use ATP Date Controls how BPCS uses the ATP date based on the following options:

Always: BPCS uses the ATP date on the order instead of the request date.

When Later Than Requested Date: BPCS uses the ATP date only if its after the request date.

Never: BPCS always uses the request date for order entry

Perform ATP Date Calculations

Controls how BPCS calculates the ATP date based on the following options:

During Validation: BPCS calculates the ATP date during order or order line validation.

Upon Request: BPCS calculates the ATP date only when you select an ATP menu option.

Never: BPCS never calculates the ATP date.

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Order Entry

Entering OrdersWhen you enter orders in BPCS Client/Server, you can enter new customer orders as well as update or maintain existing orders. You can enter customer order details, thus placing a demand for goods and soft allocations of stock in the system. BPCS Order Entry produces order acknowledgments for those customers who have the ASN Required option selected in the Customer Master file (RCM).

Customer order information includes:

Item and Quantity

Ordering Customer and Ship-to Customer/Ship-to Address

Order Type and Class

Cross Reference Purchase Order of the Customer

Request Date

Special Lines

Pricing

To quickly create an order, quote, or RMA, you can copy an existing order, quote, or RMA from one customer and save it to the same customer or to another customer. The copy functions include:

Copy Quotes

Copy Existing Orders

Copy Quotations and Reprice the Copied Quote

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Creating and Maintaining Order, Quote, or RMA RecordsTo begin the Entry process, select the appropriate icon for Order Entry, Quote Entry or RMA Entry. Not all icons are appropriate for all order classes.

1. Click the icon for the type of record you want to create, maintain, or copy: Order, Quote, or RMA (return).

2. The Directory Window can display a range of existing records. For example, if you clicked the Order icon, the Directory window displays a range of orders currently in the system.

3. In the Directory Window choose New from the File Menu to create a new record; choose Open to maintain an existing one; or choose Copy to copy a record.

4. Input or select the customer number and click OK.

5. The Main Order Window appears with the next available order (quote, or RMA) number.

6. Input the information on the Main Order Window.

7. If you copy a record, you must assign a new order (quote, or RMA) number to make the copied record unique, then click Save Copy As on the File menu to give the record a new name.

8. Click ACCEPT to add the order to the file.

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Order Entry

SelectCustomer

• Verify default values.• Enter or edit info.

Accept

• If copying, assign a new number, then save.

Files

Orders,Quotes, RMAs

Directory Window

ORD

Main OrderWindow

ORD

ORD

OrderEntry

ORD

QuoteEntry

ORD

RMAEntry

File New

OK

File Save Copy As(optional)

Figure 8 - : Creating, Maintaining, or Copying Records (slide)

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Special Order Entry Features

The following are special features available with Order Entry.

Cash with Order Processing

You can require from a customer advance payment before an order can be processed. BPCS creates an invoice in Accounts Receivable as unapplied cash. When the order is created, the invoice will be referenced to offset the prepayment.

The Billing program creates invoice Accounts Receivable detail records against the payment record that was created. The amount remaining on the payment record is adjusted.

The Accounts Receivable terms that default from the Accounts Receivable customer code determine if the order is a “cash with order sale.” If the order terms code has a cash-with-order flag of yes, you must enter an invoice number to offset the sale. The invoice is validated against the Accounts Receivable Detail file (RAR). If there is not enough of the payment balance to cover the order, an error message displays. The error message indicates the discrepancy between the order amount and prepayment amount remaining.

When invoicing creates the invoice and updates the Accounts Receivable file, it offsets the payment with the invoice (similar to credit/debit memo processing). There is no limit to the number of orders that can be applied to one prepayment if sufficient balance remains (as long as the prepayment record remains active).

Pre-Payment Invoice

Configurable OrderManagement

Pre-PaymentBalance

Figure 8 - : Cash with Order Processing (slide)

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Order Entry

Order Numbering

Automatic order numbers are generated upon order creation. The number assigned is the last order number used from the Order Entry System Parameters plus one.

Contract Orders

Orders are often generated from contracts drawn up based on bids made to different customers. The contract identifier exists on the Order Header (ECH) and Order Lines (ECL) to allow tracking and analysis of orders for contractual agreements with the customer. The Order Header contract identifier prints on the acknowledgment, the invoice, and the customer statements.

The contract number can be entered and maintained during Order Entry or Maintenance. Orders created from quotes or return material authorizations have the contract number copied. The contract number prints on the customer statements. A contract value is also stored at line level. The header contract value does not default to order lines.

Salespersons

In BPCS, a salesperson code is entered before any customer is set up in the system. The salesperson code is used to describe either a salesperson or a sales area. At least one salesperson must be defined in BPCS using Salesperson Master. A commission code and BPCS base company are assigned to each salesperson.

Each customer is assigned a default salesperson. The salesperson code defaults from the Ordering Customer during Order Entry. It is possible to override the salesperson code at the order header and order line level. Two salespeople can be assigned to the order header, and a third salesperson can be assigned to the order line.

The salesperson code is retained on the sales history record and can be used for analysis purposes either in Sales Performance Management (SPM) or Sales History.

Inventory Activity

During Order Entry or Order Maintenance, customer service professionals are able to perform inventory-related activities which support customer service and order fulfillment.

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Inventory Allocations

Allocations are a reservation of inventory for either customer order or manufacturing order requirements. As customer orders are taken and planning programs plan the production, the requirements are accumulated at the item/warehouse level. If the inventory is available, specific quantities within a location can be marked as assigned to a customer order or shop order.

The Order Entry System Parameters control whether to require hard allocations.

If allocations are required, the specific assignment of inventory at the lot/location/container level is required prior to shipping the order line. Exceptions to this rule are eligible at the item, warehouse, or item/facility level.

If allocations are not required, BPCS asks you for the specific lot/location/container combination to be used for the inventory update.

A shipment “B” transaction is written in both cases: allocations required and allocations not required. The following figure illustrates inventory allocations.

NO

NOYES

AllocationsRequired?

Auto AllocationAttempted

YES

UponConfirm

Event, is InventoryAllocated?

“B” Transaction

Auto Allocationnot Performed

InventoryReduced from

AllocationLocation

Lot/LocationAllocation

Panel FORCED

ELA Recordsare Required

ELA Recordsare not Required

Figure 8 - : Inventory Allocations (slide)

Warehouse Allocation - Soft Allocation

Warehouse allocation is a soft allocation or a visible requirement placed against a warehouse. All customer orders cause soft allocations against the warehouse assigned on the customer order line.

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Order Entry

Lot/Location/Container - Hard Allocation

Lot/location/container allocation is a hard allocation of inventory to a specific customer order line from an assigned combination of warehouse location, lot, and container. Hard allocation can be performed when an order line is active and select the ViewAllocate - Confirm option.

•Select Order Type 1

ORD

OrderEntry

File New

•Enter Quantity to Allocate

View Line Alloc/Conf

Accept

•Select Line

Directory Window

ORD

Main OrderWindow

ORD

Allocate / Confirm

ORD

Figure 8 - : Allocatable Order Example (slide)

Allocate/Confirm WindowAllocate inventory, or confirm inventory when allocations are not required. Allocations allow you to assign inventory for this line at the lot/location level. Inventory Confirmation allows selection of lots and locations to confirm quantity shipped.

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Inventory Availability

Inventory Availability allows you to check the quantity of inventory available for a particular item when a customer order is entered. BPCS calculates the item availability by subtracting the stock committed to customer orders from the stock on hand.

Stock availability can be accessed from Order Entry by selecting a line and taking the ViewWarehouse Inventory option. Availability for the selected item is displayed. As an example:

Warehouse Description Allocate Available On-Hand

NY New York Warehouse Y 0.000 0.000

NZ New Zealand Warehouse

Y 429.000 3,000.000

GE Berlin Germany Warehouse

Y -50.000 0.000

Table 8 - : Warehouse Availability (slide)

Warehouses are displayed if an Item/Warehouse Inventory (IWI) record exists for the item in a given warehouse. This record is created when an item is put into stock in a given warehouse, when demand is created for the item in the warehouse, or if a forced or default location is created in a warehouse for the item.

The quantities displayed are in the stocking unit of measure. Any warehouse can be selected, and upon clicking OK the selected warehouse returns to the customer order line. This allows you to change the warehouse for a given order line based on item availability in each warehouse.

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Order Entry

Alternate Items

Alternate Items can be defined:

Globally

Customer-Specific

Customer Type-Specific

The item status code determines the automatic substitution of items. You define the relative quantity, effective dates, and substitution priority for alternate items. If more than one alternate item is specified for a primary item, BPCS substitutes from the highest priority (1) to the lowest priority (9).

Once an item and quantity requested have been entered, you can select ViewAlternate Items for the order line. If you set up alternates in Alternate Item Maintenance and this customer allows item substitution, the alternates are displayed with their relative quantity, quantity required, and quantity available. Accessible from this window is a listing of other orders for each alternate to account for outstanding requirements.

The following table illustrates the primary and alternate items relationship.

Primary Alternate Relative Quantity

Item A (500 per package) Item B (50 per package) 10

Item C (10 kg per carton) Item D (10 k per carton) 2.2

Table 8 - : Alternate Item Example (slide)

Automatic substitution is performed by Order Entry based on the item status code assigned to the primary item.

The following table identifies reserved item status codes.

Reserved Item Status Code

Definition

1 Always perform item substitution.

2 Perform item substitution only if insufficient stock of primary item.

3 Perform item substitution only if sufficient stock of alternate item.

Table 8 - : Reserved Item Status Codes (slide)

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Customer Item Cross Reference

Customer Item X(cross)-Reference establishes a cross reference relationship between an external or customer item number and your internal item number. Customer orders are processed using either the customer item number or your internal item number. Cross Reference records use the Item Cross Reference Customer or the Sold-to Customer’s Master record.

The customer description for the item and the print instructions can be specified. The customer item number and item description can be printed on various documents, such as order acknowledgments, pick lists, shipping documents, and customer invoices.

Customer ItemX-Reference Number

12345

BPCS Item Number

4831 =The Customer Item Number andDescription can be Printed on:

Pick List

OrderAcknowledgment

CustomerInvoice

ShippingDocuments

EDIDocuments

Figure 8 - : Customer Item Cross Reference (slide)

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Order Entry

Inventory Reason Codes

Inventory Reason Code defaults to the order line from the order header, but can be overridden. The reason code in combination with the shipment from inventory transaction determine the posting to the configurable ledger.

The following figure illustrates Inventory Reason Codes.

ReasonCode Desc.

StandardExchangePromotionalActivity

010203

Co

nfi

gu

rab

leL

edg

er

TransactionB

B + 01 = MODEL 1

B + 02 = MODEL 2

B + 03 = MODEL 3

Figure 8 - : Inventory Reason Codes (slide)

The combination of inventory transaction and inventory reason code is set up in Configurable Enterprise Accounting (CEA) to point to a model which determines the accounts posted. Reason Codes are created for transaction effect codes in Reason Code Maintenance.

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Request, Schedule Dates, and Price Book Dates

Request, Schedule, and Price Book Dates are the primary dates associated with an open order. These order header dates default from the system date unless overridden. Order header dates default to all new lines and can be overridden at the line item level.

The order Request Date is used:

As the due date (ship date) of a customer order by planning tools, Master Production Scheduling (MPS), Material Requirements Planning (MRP) and Distribution Resource Planning (DRP),

For staging of picker release function.

For determining allocation priority.

The Price Book or Booking Date (or) is used to determine pricing.

The Schedule Date use is user-defined, but is significant during the tracking of Return Material Authorizations (RMA).

You can specify two additional dates at the order header or order line level or both. Use the Order Entry System Parameters Generation to define option text.

The following table illustrates various dates and their impact within the system.

RequestDate

Booking Date

Schedule Date

User-Defined Date 1 and 2

Order Header Default

From System Date

From Header Request Date


No Defaults

Order Line Default


From Booking Date

From Header Schedule Date

No Defaults

Override Yes Yes Yes Yes

Drives Planning

Yes No No No

User Defined No No Yes Yes

System Parameters Generation

No No No Yes

Table 8 - : Request and Schedule Dates (slide)

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Order Entry

Shipping Warehouse

The warehouse assigned to an order or order line is the ship-from point. It is used for inventory availability check and must be allocatable. The shipping warehouse defaults from the ordering customer to the order header and all order lines as follows:

1. Ship-from warehouse assigned in Customer Item Cross Reference for the ship-to customer.

2. Ship-to address of the Ship-to customer. The ship-from warehouse is optional when creating or updating records using Address Master Maintenance.

3. If a ship-to record is not used or if a warehouse is not assigned to the ship-to record, the Ship-to Customer Master is checked for a default warehouse. The ship-to customer is created or updated using Customer Master.

4. If a ship-from warehouse is not found in the above two options, a warehouse is not defaulted and must be entered. The warehouse for each order line can be overridden to allow for shipment from any allocatable warehouse for any customer order line.

The following figure illustrates shipping warehouse to the ship-to customer.

Ship-To Customer

Shipping Warehouse

Figure 8 - : Shipping Warehouse (slide)

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Ship-To Address

The ordering customer is assigned a Ship-to customer number on the Customer Master. The Ship-to customer number can be the same as the ordering customer or another customer. Multiple addresses can be created for the ship-to customer in Address Master Maintenance. One address record can be defined as the default ship-to address for the ship-to customer. The default can be overridden when an order is entered, or another customer from the ordering customer’s structure can be selected. A third option is to type the manual ship-to address for this order. The manual entry must be used for one-time ship-to addresses not needed for other orders. Currently, ship-to addresses can be defined for the order header, and all lines use the header ship-to address. Shipping information from the ship-to record can optionally be used to filter the generation of pick lists.

The figure illustrates Ship-to Address Assignment.

Customer 102300

Ship-To Customer 102301

Ship-To 1 Ship-To 2 Ship-To 3

Figure 8 - : Ship-to Address Assignment (slide)

Country of Ultimate Destination

You are able to specify the country of ultimate shipping destination for the purpose of tracking shipments. The tracking of shipments is required to ensure international trade compliance.

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Order Entry

Pricing Activity

The Pricing Activity within Order Entry only occurs if Batch Price is not selected under OptionsUser Preferences. If Batch Price is selected, all pricing is done automatically by Batch Price Maintenance.

The following figure illustrates the pricing activity.

User Preference

BatchPrice?

All Pricing doneby

Batch Price Maintenance

Pricing activity performedinteractively during

Order Entry

YES NO

Figure 8 - : Pricing Activity (slide)

When pricing is done in Order Entry, pricing characteristics default from the ordering customer, pricing customer, and promotion customer.

At the pricing customer level, you can specify whether to apply promotion pricing to this customer orders.

Also at the pricing customer level, you specify whether to calculate margins.

The Promotions, Deals, and Pricing System Parameters Generation determines whether promotions are assigned automatically or displayed at Order Entry.

If pricing is automatic, then the order line is priced according to the effective promotions.

If pricing is not automatic, after the line is entered a window/panel of qualifying promotions is displayed. You can assign the promotions.

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Pricing occurs when you enter an item and quantity on a line in the grid box and select VALIDATE. Order Entry determines the list price and applies a special price discount if one exists, and if System Parameters Promotion Price Basis is set for list price to be discounted by a Special Price. After the Promotion Price Basis is calculated, eligible assigned promotions are applied to net the line price.

Pricing Hierarchy

The following figure illustrates the hierarchy between Promotion and Special Prices at the line item level.

OrderEntry

OverridePrice?*

Order LineList Price

PromotionPricing?**

PromotionPrice Basis

uses a SpecialPrice?

Go toTotal Order

Level

SpecialPrices

Order LineNet Price

SpecialPrices

EligiblePromotionsAssigned

PromotionsWork File

ConfirmAssigned

Promotions

Go toTotal Order

Level

Yes

No

No

Yes

Yes No***

UpdatePromotionsWork File

PromotionPrice Basis

Figure 8 - : Pricing Hierarchy Part 1 - Line Item (slide)

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Order Entry

* A manually entered price is eligible for discount by bracket promotions.

** Promotional Pricing is applied if the sold-to customer allows it. This can be overridden at the order level.

*** Special Prices at line level are only searched if the Promotional Price Basis indicates that Special Prices are used. After all pricing is done Bracket Pricing is applied.

The order line list price is retrieved based on the Pricing Parameters list price hierarchy. The promotional price basis determines if a list price or cost plus list price should be retrieved. Once a list price is identified, the promotional pricing flag at the customer is checked, if promotional pricing is not done.

The following figure illustrates the hierarchy between Promotions and Special Prices at the total order level.

1Qualified

Total OrderPromotion?

EligiblePromotionsAssigned

SpecialPrices

Order TotalDiscount

UpdatePromotionsWork File

PromotionsWork File

Select/ConfirmAssigned

PromotionsEND

Yes No

Continue fromPart 1 - Line Item

Figure 8 - : Pricing Hierarchy Part 2 - Total Order Level (slide)

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If an order is eligible for promotions at the total order level, then special prices are not searched. The conditions of the Promotional Price Basis only apply to line level pricing.

To review or select promotions and special prices at the order line level, select the line and:

ViewSpecial Prices to display special price information.

ViewReprice Line to call pricing logic to reprice the line.

ViewLine Promotions to display or select line promotions.

To review or select promotions and special prices at the total order level select:

OrderBracket Promotions to display or select Bracket Promotions.

OrderTotal Promotions to display or select total order promotions.

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Order Entry

Foreign Currency Selling Price

If the Multiple Currency product is installed, BPCS supports currency price lists which can be overridden at the order line level.

1. Manual overrides must be entered as the foreign currency amount.

2. If there is no manual override, then BPCS looks for currency pricing from the Special Pricing file (ESP).

3. If there is no currency list price then the system multiplies the domestic list price by the exchange rate to produce a price as a final default.

Domestic List Price

x Exchange Rate

= Foreign Currency Selling Price

100x 80= 8000

If no currency list price, multiply the domestic list priceby the exchange rate to produce the final default price.

Figure 8 - : Foreign Currency Selling Price (slide)

4. Only promotions and special prices created in the customer’s currency (foreign) are eligible to be applied to the order or order line.

All currencies including base currency must be set up in Configurable Enterprise Accounting (CEA) before they can be assigned.

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Special Lines

Special lines are optional and can be added as a special charge to an order or quote. Special lines can also be used as line comments on quotes, acknowledgments, and invoices. User-defined charge codes are set up through Item Class Maintenance. Each special line must have an item class code used in the charge code value in the grid box.

Special lines are created in Order Entry with a default drop flag selected. The drop flag indicates that this line will be dropped after the first invoicing. In Customer Document Release, the drop flag can be changed so that the special line is repeated in subsequent invoicing for the order.

Special Line Used for Charges

Special lines used for charges can display or print a description, charge code, and extended amount, if known at order entry. The amount can be added at the time of invoicing. For example, special charges for customer orders are defined in Item Class Maintenance and can represent:

Handling charges

Special or overnight delivery charges

Processing fees

Other fees or surcharges

Credits

Discounts

Special Line Used for Comments

Special lines used for comments are entered with a description and charge code, but without an extended amount. For example:

“Thank you for your order”

“Packing slip enclosed”

“Read special assembly instructions”

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Order Entry

Drop Shipments

You can define order lines for drop shipments during Order Entry. BPCS automatically creates a Drop Ship Request to generate a purchase order. With the customer order and the purchase order cross-referenced, you can maintain and change the status of the Drop Ship Request. Upon vendor shipment confirmation, the order line is ready for invoicing.

The following are the Drop Ship Type codes visible in Order Entry.

Drop Ship Type Description

Type 0 Not Drop Ship order

Type 1 Drop Ship purchase order (PO) request

Type 2 Drop Ship PO created

Type 3 Change PO requested

Type 4 Last change confirmed

Type 5 Last change denied

Type 6 Cancel PO requested

Type 7 Cancel PO confirmed

Type 8 Cancel PO denied

Table 8 - : Drop Shipment Order Types (slide)

Drop shipment requests are not valid for RMA lines, resupply order lines, resupply orders, or orders that do not require the Pick Confirm event.

Pick Release, Pick Confirm, and Ship Confirm events are not eligible for drop ship processing.

Configurable Order Management performs soft allocations for drop shipments to allow MPS/MRP to net customer order drop ship demand against open Purchase Orders. Drop Ship Confirmation removes soft allocations. Hard allocations are not allowed for drop ship items.

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Acknowledgment PrintAfter an order is taken for a customer, many times it is necessary to print an acknowledgment. This is an opportunity to verify with the customer the item terms and agreements of the sale.

Printing of acknowledgments is initially determined during Order Entry based on a flag on the order class. Acknowledgments can be printed for orders, quotes, or RMAs.

Order acknowledgments print the item and quantities ordered per line in the items' selling unit of measure. The order acknowledgments can also print item notes, customer notes, order notes and order line notes, if defined to print on the acknowledgment.

The same format for the order acknowledgment is used for Quote acknowledgments and RMA acknowledgments.

You can print the following information on the acknowledgments:

NotesThere are several levels of notes to print on the acknowledgment. Those are Customer, Ship-To, Item, Order, and Order Line and Promotion notes. Printing of notes is determined by the print flags on the individual note records.

TaxesTax information prints on the acknowledgment for individual lines having a tax rate code. The tax summary prints at the bottom of the acknowledgment.

PromotionsIf Promotions, Deals. and Pricing is installed, promotion master information and promotion notes print on the acknowledgment based on flags in system parameters.

Item Cross References (EIX)Item x-refs print based on the print flags found on the Cross Reference records created.

Special LinesSpecial lines print on the acknowledgment based on the Order Entry System Parameters.

Registration InformationCompany and customer registration (EC VAT) numbers can be printed on the acknowledgment if specified in the Customer Master of the ordering customer.

Resupply OrdersResupply orders print just like regular orders with a “Resupply Order Acknowledgment” title.

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Order Entry

Country of Ultimate DestinationCountry of ultimate destination prints only on the order acknowledgment.

8-59


Order InquiryOrder Inquiry allows review of open or completed orders by customer, customer purchase order, salesperson, or item.

1. Select the Order Entry Inquiry icon from the Supply Chain Management menu.

2. The program displays the Directory Window where you can choose your customer or select OptionsFilters. For example, if you want an inquiry of orders by salesperson, enter the salesperson number into the Salesperson field. The filters narrow the data for the given argument.

3. Select your customer or order from the Directory Window or use FileNew and go to the Main Order Window to view the inquiry information.

SelectCustomer

View Inquiry Info.

ORD

Order EntryInquiry

File Open

OK

Directory Window

ORD

Main OrderWindow

ORD

Figure 8 - : Order Entry Inquiry (slide)

In Order Inquiry, you can:

Create a new Order for an existing customer.

Maintain an existing open Order.

View open customer Orders.

View and maintain customer notes.

View and select customer names

View and select ship-to locations.

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Order Entry

Quote EntryQuote Entry allows you to enter and maintain customer quotes as an optional first step to creating a customer order. Quotes contain the same information as actual customer orders, but most importantly, they contain the quoted price you have given to your customer. If a manual price is not entered, Quotes use the same pricing logic as Order Entry. The quotes are stored so they can be copied later to actual orders. You can leave the quoted price on the new order or reprice the order.

Quote Entry produces quote acknowledgments for those customers which have the ASN Required option selected in the Customer Master file (RCM). Quote acknowledgments print line item quantities for the items quoted in the selling unit of measure. They also print item notes existing in the Notes file (ESN).

Customer quotes are stored in the Quote files, Quote Header (EQH), Quote Line (EQL), and Quote Special Lines (EQS). Quote information remains on these files until it is deleted through the Clear Quotes program. Entering a quote does not affect inventory, accounts receivable, sales figures, or the configurable ledger. Therefore, the system checks the credit during quote entry; however, if a quote is copied to an order in Order Entry, the system checks the credit at that time.

Customer quotes do not affect demand until they are converted to orders.

Quotes can be used as master orders where similar order details are frequently used by the customer.

CustomerMaster

RCM

AddressMaster

EST

ItemMaster

IIM

QuoteHeader

EQH

QuoteLine

EQL

QuoteSpecialLines

EQS

ORD

Quote

Figure 8 - : Quote Files (slide)

8-61


Customer Quote Example

Quote Entry is quite similar to Order Entry. The following examples are quote activities frequently used.

Request Dates QuoteQuotes can be used as a standing order with specific ship dates. The quote can be copied to an order with all dates, or copy and only certain dates are accepted. Dates far out in the future can be deleted and the quote copied again at another time.

Turn a Quote into an OrderA one-time quote can be created and copied to an order upon request from the customer.

Quotes are converted to actual orders using FileSave As. You must change the order class to be something other than 006 (quote class). An order number is assigned and displayed for you. The generated order must be maintained in Order Entry.

When turning aQuote into an Order,change Order Class(not 006) Save theQuote as an Order. The Quote becomes an

order and an OrderNumber is assigned.

ORD

Quote

Directory Window

ORD

Main QuoteWindow

ORD

Main OrderWindow

ORD

File Save As

Figure 8 - : Turn a Quote into an Order Example (slide)

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Order Entry

Quote InquiryQuote Inquiry allows you to view quotes by customer, customer purchase order, salesperson, or item. Quote Inquiry functions act the same as Order Inquiry.

Select the Quote Inquiry icon from the Supply Chain Management menu. The program first displays the Directory Window where you can choose your customer or select OptionsFilters.

Select your customer or order from the Directory Window or use FileNew and go to the Main Order Window to view the inquiry information.

SelectCustomer View Inquiry Info.

ORD

QuoteInquiry

File Open

OK

Directory Window

ORD

Main OrderWindow

ORD

Figure 8 - : Quote Inquiry (slide)

In Quote Inquiry, you can:

Create a new Quote for an existing customer.

Maintain an existing Quote.

View open customer Quotes.

View customer quotes available for conversion to orders.

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Clear Quotes

The Clear Quotes program allows deletion of customer quotes which are no longer necessary (for example, those which will not be converted into actual orders). You can delete by quote date range, customer number range, quote order number range, or a combination of the three. If the panel/window defaults are not changed, all customer quotes are deleted. Caution should be used in choosing the criteria for deletion.

This program can be run regularly if your quotes are effective for a limited period. For example, if your quotes are good for 30 days, running this program with an Upper Quote Date of 30 days ago deletes any quotes remaining in the system which are older than 30 days.

BPCS automatically produces the Quote Delete listing, an audit trail listing the quotes which were deleted.

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Order Entry

Order ReportsOpen Orders reports can be printed in different ways:

By Customer Item X-Reference

By Customer

By Item/Date

By Salesperson

By Warehouse/Date

By Class/Item

By Planner

By Picker Number

By X-Reference Item

Customer Item X-Reference ListingThe Customer Item X-Reference Listing prints a listing of cross reference items by customer, supplier, or both, sequenced by customer or supplier number. The information contained on this listing can be limited by record type (customer, supplier, or both) and the customer or supplier number.

The information printed on this report includes:Type

Item Number

Ack

Shp

EDI

Status

Cust/Supp Item Reference No

Description

Pick

INV

PO

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Open Orders by CustomerThe Open Orders by Customer prints a listing of open or not fully invoiced customer orders, sequenced by customer number. The information contained on this report can be limited by customer number range, warehouse range and backorder status.

The following information is printed for each quote listed in the report:

Customer Number and Name

Date Entered

Request Date

Terms Code

Number of Lines on the Order

Total Amount

Currency Code

Warehouse (for orders only)

Order Number

Scheduled Date

Customer PO Number

Ship Via

Total Pieces

Primary Salesperson Number

Order Status Code (for orders only)

The monetary amounts of open orders are subtotaled by currency and by customer. The report total is expressed in base currency.

This information is stored in the Order Header (ECH) and Order Line Detail (ECL) files.

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Order Entry

Open Orders by Item/DateThe Open Orders by Item/Date prints a listing of open customer orders, sequenced alphanumerically by item number and then by requested ship date. This report is normally used by order personnel to identify and communicate the status of orders in various groupings. The information contained on this report can be limited by item number and requested shipping date ranges, warehouse, and backorder status.

The following information is printed for each order included on the report:

Item number and Description

Item Class

(Stocking) Unit of measure

Net Price (in stocking unit of measure)**

Ordering Customer Number

Record ID

Scheduled Ship Date

Order Number and Order Line number

Quantity ordered (in stocking unit of measure)

Requested Ship Date

Warehouse Code

Currency Code

Quantity Shipped

List Price (in selling unit of measure)

Net price and list price totals appear only if the BPCS Multiple Currencies product is listed as not installed (N) in System Parameters Generation.

The quantity of items ordered and the quantity of items shipped are totaled by item.

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Open Orders by SalespersonThe Open Orders by Salesperson prints a listing of open orders, sequenced by salesperson number, customer number, and order number. The report is based on the primary salesperson entered on an order, as opposed to a split salesperson. (The primary salesperson number is entered first on an order.) This report is normally used by sales personnel to identify and track sales by salesperson. The information contained on this report can be limited by salesperson number range.


Salesperson Number and Name

Order Number

Customer Purchase Order

Ship Via

Order Entry Date

Request Date

Total Order Amount

Receiving Warehouse ID (warehouse code for resupply orders)

Customer Number and Name

Ordered Currency

Terms Code

Total Pieces

Scheduled Date

Total Number of Order Lines

Order Status

The number of orders is totaled by salesperson

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Order Entry

Open Orders by Warehouse/DateThe Open Orders by Warehouse/Date prints a listing of open customer orders, sequenced alphanumerically by warehouse code and order date. This report is normally used by order processing and warehouse personnel for scheduling and inventory control. The information contained on this report can be limited by warehouse code and order date ranges.


Warehouse Code and Description

Item Number and Description

Item Class Code

Unit of Measure

Net Price/List Price/Currency

Customer Number

Order Number/Order Line Number

Quantity Ordered/Quantity Shipped

Requested Ship Date/Scheduled Ship Date

Rec’d ID (Warehouse code-resupply orders only)

The quantity of items ordered and quantity of items shipped are totaled by warehouse.

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Open Orders by Class/ItemThe Open Orders by Class/Item prints a listing of open customer orders, sequenced alphanumerically by item class and item number. This report is normally used for inventory planning and control. The information contained on this report can be limited by item class and item number ranges, warehouse, and backorder status.


Item Class Code

Order Number/Order Line Number

Quantity Ordered/Quantity Shipped

Warehouse Code

Net Price/List Price/Currency

Item Number/Item Description

Customer Number

Unit of Measure

Requested Ship Date/Scheduled Ship Date

The quantity order and quantity shipped are totaled by item class.

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Order Entry

Open Orders by PlannerThe Open Orders by Planner prints a listing of open orders sequenced by planner code. This report is normally used by the inventory planner to schedule and plan inventory activity. The information contained on this report can be limited by planner code, warehouse, request date range, and backorder status.

The following information is printed for each order included in the report:

Item Number and Description

Item Class

Requested and Scheduled Ship Dates

Warehouse

Currency Code

Planner Code

Order Number/Line

Ordered and Shipped Quantities

Net and List Prices

Customer Number

Record ID

The Record ID designates the type of order line and its status:

CL for an active regular line .

ZL for a deleted regular line.

CS for an active special line.

ZS for a deleted special line.

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Open Orders by Picker NumberThe Open Orders by Picker Number prints a listing of the customer orders in picking. Use this panel/window to select open orders by picker number.

The information printed on this report includes:

Warehouse Picker Number

Line Number

Description

Order Number

Item Number

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Order Entry

Open Orders by X-Reference ItemThe Open Orders by X-Reference Item prints a listing of open customer orders sequenced by customer item number. The information contained on this report can be limited by customer number range, item number range, shipping date range, warehouse, and backorder status.

The listing includes:

Customer Item Number and Description

Line Number

Quantity Shipped

Requested Ship Date

Net Price

Warehouse

Currency

Item Totals

Order Number

Quantity Ordered

Unit of Measure

Scheduled Ship Date

List Price

Customer Number

Internal Product Number and Description

The information in this report is stored in the Order Header (ECH) and Order Line Detail (ECL) files.

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