Product restriction validation

Sales order lines are validated against Product Restriction Setup records to prevent a product from being sold to an unauthorized customer. The product on a sales order line is validated against the main product restriction record, which is based on the product, product line, product price type, product category, or brand code. If a main product restriction record applies to the product, then the customer-related settings from the sales order are validated against any customer-level records attached to the main product restriction record.

Validation occurs under these circumstances:

  • A product is added or changed in the Add Line Item and Line Items sections in Sales Order Entry.
  • An order is finished in Sales Order Entry. This ensures that the sales order lines and the requested ship date on maintained orders are re-validated.
  • An order is copied or converted in Sales Order Entry.
  • A quote is created in Sales Customer Pricing Inquiry.
  • An order is manually shipped in Sales Shipping Feedback Entry. If a line contains a quantity to ship, is not flagged for product restriction override, or was not sent to lost business, then the line is validated.
  • The Ship To address in the order header is changed in Sales Order Entry or Sales Shipping Feedback Entry. Unless a restricted sales order line is already overridden or sent to lost business, each line is re-validated against the restriction records to determine if the products can be sent to that address.
  • A blanket order, standing order, or future order is converted to an active order using the Sales Entry Processing Cancel/Convert Orders Report, which can be run as a stand-alone report or through the Sales Entry Invoice Processing Report. If a line restriction was overridden in Sales Order Entry, then that line is not validated in this report. All other lines are re-validated. If a restriction is found, then an exception is created and the order is not converted.
  • A blanket release is converted to an active order using the Sales Entry Processing Cancel/Convert Orders Report. It is validated based on the requested ship date.
  • An order is approved, taken off hold, in Sales Order Entry, Sales Credit Release Inquiry, Sales Shipping Feedback Entry, Electronic Transaction Control Center, or in an application outside Distribution SX.e, such as Infor Ming.le.

Sales order lines are also validated in these functions:

  • Purchase Entry Receipt of Inventory: Storeroom Auto OE Order Creation
  • Sales Blanket Release Entry: Blanket release of orders
  • Sales Order Entry: Shopping List, Multi-Line Sourcing/Line Creation, Import order
  • Transfer Entry Receipt of Inventory: Storeroom/3PL Auto Sales order creation

Validation hierarchies for restriction records

The product on a sales order line is validated against the product restriction records based on the default hierarchy or the override hierarchy set up in SA Administrator Options. This is the default hierarchy for product restriction types:

  1. Product (PR)
  2. Product Line (PL)
  3. Product Category (PC)
  4. Product Price Type (PT)
  5. Brand Code (BC)

If there are multiple product restriction records for a restriction type, then the order the records are reviewed depend on these settings:

  • Warehouse
  • Status Code: Allowed or Not Allowed
  • Certificate/License Required
  • Allow Restriction Override

The records are reviewed in this order:

  1. Warehouse specified, product not allowed, restriction override not allowed
  2. Warehouse not specified, product not allowed, restriction override not allowed
  3. Warehouse specified, product not allowed, restriction override allowed
  4. Warehouse not specified, product not allowed, restriction override allowed
  5. Warehouse specified, product allowed, certificate or license not required
  6. Warehouse not specified, product allowed, certificate or license not required
  7. Warehouse specified, product allowed, certificate or license required
  8. Warehouse not specified, product allowed, certificate or license required

Validation hierarchies for product line restrictions

The hierarchies that are used to find product restrictions by product line are based on the Allow Restrictions by Warehouse option in SA Administrator Options-Products-Product Restrictions.

  • When restrictions by warehouse are allowed, this hierarchy is used:

    1. Product line, warehouse, and ARP vendor
    2. Product line and ARP vendor
    3. ARP vendor

    When restrictions by warehouse are not allowed, this hierarchy is used:

    1. Product line and ARP vendor
    2. Product line, warehouse, and ARP vendor
    3. ARP vendor

Validation processing for restriction records

During validation processing, the main product restriction records are reviewed, based on the restriction type, that pertain to the sales order line. It then compiles a list of customer-level restriction records. Validation processing stops if a restriction record that meets this criteria is located:

  • The product is not allowed. This is considered a ‘hard stop’ restriction.
  • The product is allowed but the criteria on the customer-level records are not met.

The sale of the product is then restricted unless the operator overrides the restriction. If overridden, then the line is excluded from further restriction validation.

If a hard stop restriction is not found or the product is allowed, then validation processing is continued. Note that:

  • Multiple restriction codes may apply to the order.
  • If the product is allowed and the customer meets the certificate/license criteria, then all other customer-level restrictions must be passed.
  • If a product is allowed, then the restriction code that is associated with that record is retained. Records with the same product restriction type or lower on the hierarchy are excluded from further validation processing if they contain the same product restriction code.

If multiple restriction records are active and apply to a product, then the restriction record is applied based on the Requested Ship Date field on the sales order. For example, since 2010, customers in Colorado are allowed buy Product A. Because of a change in state regulations, Product A cannot be purchased after December 31, 2014. If you created a sales order in December 2014 with a requested ship date in January 2015, then the restriction record with the 01/01/15 start date would apply to the order and Product A would be restricted.

Start Date Status Status Code Customer Detail record
01/01/15 Active Not Allowed City-State = Colorado
01/01/10 Active Allowed City-State = Colorado

If a restriction is found and the restricted product is included on a sales order, then the related product restriction information is stored on the sales order line for reporting and inquiry purposes. It can be viewed on the Sales Order Master List Report and at the line detail level in Sales Order Inquiry, or exported into a spreadsheet. This information is included:

  • Restriction Code
  • Restriction Description
  • Restriction Override
  • Restriction Override Comment
  • Certificate/License ID
  • Certificate/License Expire Date
  • Certificate/License Accepted Date
  • Certificate/License Accepted User
  • Certificate/License Sale Date
  • Authorized Licensee
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