Documents - Customer Order

Before you start

The process can be started when the following prerequisites are met:

• Customers are entered in the customer file.
• Customer order types are entered.

Follow these steps

The section below describes the activities in this process.

1. Enter Standard Document

   All standard documents to be used in the customer order flow, such as invoices, packing notes and order confirmations, are entered in 'Document. Open Standard' (CRS027).

   The document numbers for the standard documents are predefined. A variant of a standard document can be entered by specifying a document variant for the document number.

   Basic information is entered for each standard document, such as whether the document is internal or external.

   A standard document is connected to one or more document classes in order to make it easier to print comments for the order.

2. Enter Document Group

   A document group is used to connect a set of standard documents to customers and customer order types. The documents included in a document group are automatically connected to a customer order during customer order entry. It is possible to change which documents are included for each customer order entered.

   Document groups are entered in 'Document Group. Open' (CRS147). Customers are connected to document groups in 'Customer. Open' (CRS610/H). Customer order types are connected to document groups in 'CO Type. Connect Documents' (OIS011). See the sections below for more information.

3. Connect Customer to Document Group

   Customers are connected to document groups in 'Customer. Open' (CRS610/H). By doing this, the customer gains access to the documents included in the document group. A customer can only be connected to one document group.

   During customer order entry, other documents that are not part of the customer's document group can be manually connected to the order. This is done in 'Customer Order. Connect Documents' (OIS104).

   In (OIS104) it is also possible to specify a printer id or email address, or both, per document, to be used for the document printout for that customer order. The values entered on the document will override the media control setup of the document in 'Doc Media Control Object. Connect Media' (CRS949). This functionality is not implemented for all documents. The supported documents are the order confirmation (231), the quotation document (310), the preliminary invoice (350), the payment document (360) and the invoice (380) for customer orders.

4. Connect Customer Order Type to Document Group

   An unlimited number of documents and document groups can be connected to a customer order type in 'CO Type. Connect Documents' (OIS011).

   To automatically connect documents to a customer order, they must be included in a document group that is connected to the customer order type and to the customer.

5. Enter Document Class

   Document classes are used to administrate printouts of comments on the customer order document. These comments are entered when entering customer orders or order lines.

   When comments are printed, it is possible to choose the document class(es) for which the comments are printed. The comments are printed on the standard documents included in the selected document class.

   Document classes are created by entering headings in 'Document Class. Open' (CRS106). Standard documents are then connected to document classes in 'Document. Open Standard' (CRS027). Five document classes can be entered. One document can be connected to one or more document classes.

Outcome

The result of the process is that a set of documents will always be assigned to the customer order which is entered for a selected combination of customer and customer order type. The documents that are printed for a customer order can be changed manually for each customer order.

The picture below shows how standard documents are assigned to a customer order.