SA Administrator Options - Documents - Sales Orders - Approval Process field descriptions

Approval

Allow Override of Additional Auth

Select this option to enable your company's customer service representatives to override, during sales order entry, the addon amount specified in SA Table Code Value Setup-Payment Type-Addon. For each credit card payment type, you can specify an estimated Payment Type-Addon amount or percentage.

Apply Margin Hold to Quotes

Select this option to apply margin holds to quote orders that do not meet the Order Entry Margin Amount and Margin % Hold amounts specified in SA Operator Setup. Quote orders must meet the minimum and maximum dollar and percentage amounts set for quote orders. If a quote order does not meet this criteria, it is put on margin hold. If the order approval code on a quote order is the margin hold code, the quote order must be approved in Sales Order Entry or Sales Credit Release Inquiry before it can be printed using the Sales Entry Processing Acknowledgments Report, the Sales Entry Processing Quote Print Report, and Sales Order Entry.

Approval Type for Amount Hold

Specify a character to identify an order that is put on hold because it is outside the amount hold limits that are defined in SA Operator Setup-Entry Options. Do not specify Y. A hold code of Y is used to indicate approval.

Note: This functionality is part of an approval process that helps to meet some of the requirements of the Sarbanes-Oxley Act.

Default Order Approval Type - Yes, No, Hold

The approval type determines whether an order can be picked and invoice processed. You can specify either Yes, No, or define any other character to represent orders that are on hold. If you specify Yes, the credit information on the Customer Setup record determines if the order is put on hold. Pick tickets are not printed and the order cannot be invoice processed if the order is on hold.

You can put all new orders automatically on hold and require them to be manually approved before they are invoice processed. This is beneficial if you have new customer service representatives entering orders. Placing new orders on hold allows you to review the work before the orders are processed. Additionally, you can require all new customers’ orders to be put on hold for review for a certain amount of time.

Approval codes are user-defined and are not defined in a table in the system. Any approval code other than Yes puts an order on hold.

The character you specify is used as the approval default setting for each new order entered during Sales Order Entry. Specify the most common approval option to help to reduce the number of keystrokes needed to enter a new order.

For Exports

This option is similar to the Default Order Approval Type option except it relates specifically to exported orders and products that require an Export Control Classification Number (ECCN). For example, specify Hold, to hold orders that are being exported and or contain one or more products with a blank ECCN code. You can review these orders and make corrections to the ECCN classification. The orders cannot be picked until approved. If this option is blank or Yes, the order is not placed on hold even if the hold conditions are met.

For Returns

This option relates specifically to Return Merchandise (RM) and Correction (CR) order types. It is similar to the Default Order Approval Type option. Specify an internal code to categorize returns and put them on hold for review before a customer receives credit. The character you specify is used as the default approval setting on RM and CR transactions in Sales Order Entry. You can use any character other than Y to designate an order as on hold.

Note:  Approval codes are user-defined and are not stored in a table in the system. Any approval code other than Y puts an order on hold.

Invoice Margin Hold

When you enable invoicing margin limit holds, orders are placed on margin hold during invoice processing when a line is outside the margin tolerance limits. You can specify a one-character hold code in this field to be applied to these orders. You must specify a character other than y in this field. If you are using operational hold codes and you specify a value that differs from the Margin Hold value, a new Invoicing Margin Limit Hold operational hold code entry is added in SA Table Code Value Setup.

This field cannot be accessed if the Use Invoicing Margin Limit Holds option is deselected.

Margin Hold

Specify a character to identify an order that is put on hold because it is outside the margin hold limits that are defined in SA Operator Setup-Entry Options. Do not specify Y. A hold code of Y is used to indicate approval.

Note: This functionality is part of an approval process that helps to meet some of the requirements of the Sarbanes-Oxley Act.

Minimum Order Change to Force Order Reapproval for Credit Holds

Specify a minimum amount by which an order amount can be changed without requiring the operator to obtain order re-approval. If the order amount changes more than this amount, the order is automatically placed on credit hold. The approval code must be changed to Yes before the order can be invoice processed.

If standard addons alter the order amount, specify an equivalent amount in this field to prevent all orders from being put on hold status.

Orders on Hold due to Credit Hold; Notify

Use this option to indicate which credit manager is electronically notified when an order is put on credit hold. You can notify the credit manager specified on the Customer Setup record or the logged in credit manager. If you select None, electronic notification is not sent. Credit managers must then regularly review all orders on hold to ensure that orders are approved and processed within a time period that does not adversely affect customer service.

If the credit manager selected to receive the notification creates the order that is put on hold, another credit manager receives notification.

Prompt for Creating Cards in OE

Select this option to allow operators to create a credit card record in Sales Order Entry and Sales Order Inquiry, if one does not exist. This option applies to the entire company, not the operator.

Unsuspend Counter Sale After Credit Release

This option enables you to choose whether to unsuspend a suspended counter sale when the order is released from credit hold. When you select this option, the suspend status of a counter sales order is automatically changed when the order is set to Approve in Sales Credit Release Inquiry. When this setting is cleared, you must maintain the order to remove the suspend status.

Use Extended Margin Limits

Select this option to enable the extended margin limits specified in PD Margin Tolerance Setup and enable margin limit processing in Sales Order Entry.

Use Invoicing Margin Limit Holds

Select this option to put orders on hold in invoice processing when they are outside the margin limits entered in PD Margin Tolerance Setup. This option cannot be selected if the Use Extended Margin Limits option is deselected. Additionally, you must implement operational hold codes to allow multiple active holds per order. The line level margin limit checks consider all operational hold codes when determining an order's approval.

Credit Cards Hold Codes

Authorization

Specify a character to identify orders that are put on hold awaiting credit card authorization. We recommend that you specify a.

Failure

Specify a character to identify orders that are put on failure hold. We recommend that you specify f.

Credit Card Processing

# of Retries

Specify the number of times you want the system to retry for authorization if there is no response.

# of Retries (Batch)

Specify the number of times you want the system to retry for authorization during batch processing if there is no response.

Batch Size

Specify the maximum number of orders that can be incorporated into a batch run.

Block ALL Card Creation

You can prevent the creation of credit card and ACH tokens at the company and customer level. Select this option if your company meets one of these conditions:

• Does not want to store tokens
• Uses a miscellaneous customer account that you do not want to store tokens for
• Does not want to store tokens for specific customers or ship tos.

Centralized Bridge IP Address

This field is applicable when you use the Credit Card Interface with CenPOS. The value that you specify is based on whether your Virtual Terminal Bridge access is provided through a single centralized bridge or individual standard bridge connections.

To use the Centralized Virtual Terminal Bridge, specify the IP address provided by CenPOS. To use the Standard Virtual Terminal Bridge, leave this field blank.

Caution: 

You may currently be using Standard Virtual Terminal Bridge, and you intend to switch to Centralized Virtual Terminal Bridge. If so, you must set up the serial number for each device in the SA Table Code Value Setup-Device Location. When you complete that task, then specify the new value in the Centralized Bridge IP Address field in SA Administrator Options-Documents-Sales Orders-Approval Process-Credit Card Processing. Sign out and sign back in to the system to activate this setting.

See information about the CenPOS Virtual Terminal Bridge and setting up credit card defaults.

Force Sale Auth Tolerance

If Force Sale Management Processing is selected, you can specify a tolerance. Use this field in conjunction with the Force Sale Auth Tolerance Type field.

Force Sale Auth Tolerance Type

If Force Sale Management Processing is selected, you can select a tolerance type. Use this field in conjunction with the Force Sale Auth Tolerance field.

Force Sale Management Processing

Use this setting to optionally settle for the full invoice amount with one authorization on a credit card charge. Select this option to consolidate the authorization(s) into one authorization and eliminate multiple transactions for a single invoice.

Force Sale Management processing is optional. It is recommended only for companies with customers that routinely want items on a credit card statement to match up line-to-line with the corresponding invoice. There may be additional work associated with any failed transactions.

SASTT Allow ROA to Post to AR Account

This option allows you to choose how to post ROA payments. When you select this option, Receive on Account (ROA) payments are posted as debit and credit transactions to an AR Control account by the system. This account is specified in the Credit Card A/R Account # field in the SA Table Code Value Setup-Payment Type. Invoice or scheduled payments are applied to the AR Control account. Unapplied Cash is applied to the customer's AR account.

By default, this option is cleared. When cleared, the ROA payment is posted as Unapplied Cash to the account of the customer making the payment.

You must use Customer Cash Receipt Entry to apply the payment to an invoice or scheduled payment and enable reconciliation.

Wait Seconds

Specify the number of seconds to wait before automatically retrying credit card authorization.

Wait Seconds (Batch)

Specify the number of seconds to wait before retrying authorization during batch processing.

Gift Card Processing