SA Administrator Options - Documents - Sales Orders - Entry Settings field descriptions

Fields are listed alphabetically within each section.

Workflow

Force Counter Sale Tendering

Sales Order Entry. The sale is added to the customer's Accounts Receivable record.Select this option to force tendering of a Counter Sale (CS) order before closing the order. If this option is selected, and you change a CS order to a Stock Order (SO), this option still applies. You must select cash or account as your tender type within

The tendering workflow is different when handling counter sales to a customer with cash or COD terms. For example, a Counter Sale that is on hold due to a credit hold is forced to tender regardless of the setting for this option. If the operator attempts to finish the order before the Collect Payment page is accessed, a message is displayed: The requested ship date is the date the customer wants the order to be shipped. Normally, the requested ship date on each new order is the current date. The value in this field is added to current date to calculate the requested ship date for each order. Warning: Counter Sale Must be Tendered in Full. The Collect PaymentSelect this option to force tendering of a Counter Sale (CS) order page is then displayed so the order can be tendered. If the order is not tendered, or a partial tendering is made, and the operator attempts to finish the order again, an error message is displayed: Sale is on Hold. Can't Charge. The Collect Payment page is displayed again and the operator cannot finish the order until the order is paid in full.

Note:  You can change the name of the Stock Order and Counter Sale order types to reflect any value, such as Delivered Order or Collected Sale. The title of this option may change, depending on the order type display that is specified. Order type names are set up in SA Table Code Value Setup.
Force Lot/Serial Input

Select this option to automatically open the Lots or Serials window when lot or serial products are entered on a sales order. The windows are also automatically opened when an order contains a kit with a component that requires lot or serial number allocation.

If you do not select this option, users can manually access the windows in Sales Order Entry.

Lot and serial numbers must be allocated in Sales Order Entry or Sales Shipping Feedback Entry. To prevent allocation of control numbers in Sales Order Entry, click Cancel in the Lots or Serials window.

Lot Number Entry

Select one of these values as the default method of allocating lot numbers in Sales Order Entry:

  • Enter: You must specify the lot number.
  • Select: All lot numbers for the product are displayed in the grid. Select the lots to use and specify quantities.
  • Oldest: You are prompted to indicate if you want to assign the oldest available lot numbers and if you want to allow the order to split across lots. If the oldest lot numbers do not contain a sufficient quantity to fill the order, you can use these lots to fill the order:
    • Any lot
    • Only lots with sufficient quantity to fill the order

If you use Storeroom and Oldest is selected, the oldest lot number is listed in the grid. If the oldest lot number does not contain a sufficient quantity to fill the order, the issue quantity is among multiple lots. You can accept these lot numbers or select other lots. If you select Select or Enter, use the field or lookup to specify lot numbers.

Promo Price Default

This option determines the default price if these conditions are met:

  • A regular and promotional price exists.
  • The user is not set up in SA Operator Setup to access the Promotional Price window in Sales Order Entry.

This option also applies if the Promotional Price window is not displayed, such as in Sales Customer Pricing Inquiry.

Select Lowest to use the lowest price between the regular and promotional price.

Require Lost Business Reason

Select this option to require that a reason is specified when an order line or a sales order is lost business.

Serial Number Entry

Select one of these values as the default method of allocating serial numbers in Sales Order Entry.

  • Select: All serial numbers for the product are displayed in the grid. Select the serial numbers to use.
  • Enter: You can manually specify the serial numbers.
  • Oldest: You are prompted to indicate that you want to assign the oldest serial numbers. If you choose to do this, the oldest serial numbers, based on the receipt date on Product Extended Serial Number Setup records, are assigned.

If you use Storeroom and Oldest is selected, the oldest serial numbers are listed in the grid. You can accept these serial numbers or select others. If you select Select or Enter, use the field or lookup to specify serial numbers.

Ship Fully Tendered SO Order

Specify your work flow for shipping fully-tendered sales orders. Select Always to automatically ship orders when they are fully tendered. Select Prompt to be prompted to ship orders. Select Never to never automatically ship fully-tendered sales orders.

View Alternate Warehouse Levels if Stockout

Select this option to display substitutes, upgrades, and alternate warehouses in Sales Order Entry if the Quantity Ordered is greater than the Net Available quantity. Alternate warehouses are warehouses that are typically close to your location. If you use 3PL functionality, an alternate warehouse is the customer’s distribution warehouse where the customer’s own inventory resides within, in customer ‘warehouse’. In either case, they must be set up as a warehouse cross reference in Product Extended Warehouse Cross Reference Setup.

In Sales Order Entry, the alternate warehouses that you have been authorized to sell stock from are displayed. The surplus quantity that is available in each warehouse is also displayed. If you select to sell stock from another warehouse, it is reserved in the alternate warehouse. Pick tickets include the alternate warehouse in the Bin Location field for reference purposes.

If the alternate warehouse is not close to your location, do not select this option. If you do not select this option, you can view quantities in other warehouses. You cannot sell from those warehouses on the same order.

Entry Rules

Additional Days for Calculating Requested Ship Date

These settings in Product Warehouse Description Setup are also considered in calculating requested ship dates:

  • End of Day Cutoff
  • Saturday Shipments
  • Sunday Shipments

For example, the additional days are used to calculate your requested ship date to account for these weekend days and cutoff time settings:

  • Orders that are entered after 3:00 PM are not picked until the next day.
  • You do not make shipments on Saturday or Sunday.

If the requested ship date is less than the actual ship date, it is considered a late shipment. If you track customer service levels, late shipments are included on the SM Service Level Analysis Report.

The requested ship date also affects the order's promised date, which is the default value of the requested ship date. The promised date controls pick ticket printing if there is not a stored report for Sales Entry Pick Tickets Report. The processing date of Sales Entry Pick Tickets Report is checked against the promised date on the order. If these conditions are met, the pick ticket is printed:

  • The processing date is less than or equal to the promised date on the order.
  • The order is not on hold or suspended.

The Days to Allow Forward option on the Sales Entry Pick Tickets Report is used to calculate the date that is checked against the Promised Date on the order.

Allow Order Type Changes During Add

Select this option to activate the change order type feature. It enables users to change the order type on a new stock order, counter sale, or quote that is created in Sales Order Entry. Changing the order type automates these manual processes:

  • Converting a quote to an order through the copy function
  • Canceling an order that was entered as the incorrect type and then re-entering the order

When a user submits an order type change, the original order is automatically finished and then copied. A new order number is assigned to the new order when a user make one of these changes:

  • Stock order to a counter sale or quote
  • Counter sale to a stock order or quote

When a new order number is assigned, the original order is canceled and sent to lost business. The same lost business reason is applied to all orders that are canceled because of an order type change. You must specify the lost business reason in the Change Order Lost Business Reason field.

Allow Req/Prom Date Entry On Lines For Non JIT Orders

Select this option to specify requested and promised dates on non Just-In-Time orders. This information can be used to define critical dates for fill and shipment without imposing a Just-In-Time status to an order. The SM Service Level Analysis Report can use the line dates for a more accurate analysis of when the customer was told a line would be delivered. If you select this option, all lines values are derived from the header. The dates can be changed in the Extended Fields section of the line. Changes to the header values require that the operator accept the changed dates to the lines or not. The line dates are carried to back orders and are used by SM Service Level Analysis Report. They also display on order line inquiries.

Note: These dates do not control picking, shipping, or filling. They are only used by the SM Service Level Analysis Report.
Allow Whole Order Discount Greater Than Shipped

Select this option to enter a whole order discount on an order in Sales Order Entry when the line total of the order is zero. If the discount makes the order total negative, a Miscellaneous Credit is created during Sales Entry Invoice Processing Report.

If the option is not selected, a whole order discount cannot exceed the shipped line total on the current order suffix. If the shipped quantity is zero, such as for a Quote Order or backordered amount, the whole order discount cannot exceed the total line amount. The message Whole Order Discount Greater Than Invoice Amount (5904) is displayed.

When selected, this option applies to whole order discount amounts only, not whole order discounts applied as a percent of the order. The whole order discount is applied to the sales order's -00 suffix and is not rolled to a backorder.

Assign Order # From

Indicate whether sales order numbers are assigned at the warehouse or company level. If you select Company, order numbers are derived from the range that is specified in the OE # Begin and End fields in this section. If you select Warehouse, the beginning and ending order number range on the Product Warehouse Description Setup record are used.

This option also applies in these situations:

  • When you create a Sales Order Entry batch transaction file from information received through EDI
  • How order numbers are assigned when you create invoices and placeholder orders in Sales Consolidated Invoice Report
Auto-Apply Credit Orders to Original Invoice

This option controls how Correction (CR) or Return Merchandise (RM) orders are applied in Sales Order Entry or Sales Order Entry-Copy Order. To keep the references to the original invoices, do not select this option.

Note: You must select this option to retain functionality from previous versions of Distribution SX.e where credits were automatically applied.
Calculate and Save System Price

Select this option to store the original price that is calculated by the system when a product is entered on a sales order line. The calculation occurs when an order is created, or the product on a line item is changed.

The original price data is stored for sales order lines only. Additional data is not stored for sales order kit components or tally components.

Note: When this option is selected, the pricing logic is duplicated to recalculate and retain the pricing data on the line. This could incur some system overhead. Consider the effect to your system processing before you select this option and activate the business rule.

When this option is selected, this price data is stored on the internal OEEL record. It can be viewed in the Original System Line Data section on the Sales Order Master List Report. For example, this data is shown:

  • System Price
  • PD Record #, Price Reference, Contract Number, Price Sheet, and Price Effective Date
  • System Based on Amount (List, Base, Cost, Margin, Rebated Margin, Rebated Cost, Margin with Stnd Cost, Margin with Repl Cost)
  • System Based on Type
  • System Pricing Cost Amount (PD Cost)
  • System Mark Up From Type (Mark Up From setting from SA Administrator Options)
Change Order Lost Business Reason

Specify the lost business reason to apply to all sales orders that are canceled because of an order type change in Sales Order Entry. This field is available only if the Allow Order Type Changes During Add option is selected.

Default Cancel Date On Quotes

Use this option to assign a cancel date to new quotes created in Sales Order Entry-Copy, through an SX.api procedure or EDI batch import. Specify the number of days, 0-999, to use to calculate a default cancel date for new quotes. For example, if you specify 14, new quotes are assigned a cancel date fourteen days from the date of entry. If you retain the default value of 0, a cancel date is not assigned and the Cancel Date field for quotes is blank. Regardless of this setting, you can override the cancel date value in Sales Order Entry.

Default Order Origin Code

If you select the Require Order Origin Code option, you must specify a default order origin code. This code is used on a sales order if an origin code for the background process was not set up in SA Table Code Value Setup and one of these conditions is met:

  • The sales order was created through a background process, such as EDI, Storefront, Sales Order Import, or Storeroom.
  • A counter sale order or receive on account transaction is entered manually in Sales Order Entry.

When you select a default order origin code, ensure that User Selection is selected in the Background Process field on the SA Table Code Value Setup record.

Division # Default From

Division numbers are used for reporting and optionally defining General Ledger updates. Division numbers are set up in SA Table Code Value Setup.

You can specify division numbers on the Product Warehouse Description Setup record and Customer Setup or Customer Ship To Setup records. Use this option to indicate whether the division number should default from the warehouse record or customer record during Sales Order Entry. The default can be overridden if the Sales Warehouse feature is activated, and the Override Division # Default on the Order option is selected in the Sales Warehouse section.

Duplicate Customer POs

When you enter orders in Sales Order Entry, you can specify the customer's PO number. Some customers may require PO numbers and others may not. You can control whether customer service representatives can enter orders with a customer PO number that exists on another order. Select one of these options:

  • Allow: Select this option if customers can use the same purchase order number on multiple orders. No warning is provided during Sales Order Entry to indicate it is a duplicate PO number.
  • Allow With Warning: Select this option if customers can use the same purchase order number on multiple orders. A message that shows the orders with that PO number is displayed. The customer service representative must indicate if they want to use customer's duplicate PO number. If they indicate that they do not want to use the duplicate PO, the Customer PO field clears.
  • Do Not Allow: If you select this option, this message is displayed if you attempt to specify a duplicate PO number for a customer: Customer PO# Already Exists (5682). You cannot continue until you specify a unique purchase order number.

You can reference an existing customer PO number from the related sales order when you enter a Correction order. Similar to the functionality with a Return Merchandise (RM) order type, this works even if the option Duplicate Customer PO is set to Do Not Allow. The validation of the customer PO number occurs when a user performs these actions:

  • Creates, copies, or converts an order
  • Maintains the Customer PO field in Maintenance mode

This validation does not occur for Return Merchandise (RM) or Correction (CR) type orders.

OE # Begin

Specify the starting order number for orders that are created in Sales Order Entry. You can specify up to nine digits. To use this option, Company must be selected for the Assign Order # From option.

OE # End

The validation of the customer PO number occurs when a user performsSpecify the ending order number for orders that are created in Sales Order Entry. You can specify up to nine digits. To use this option, Company must be selected for the Assign Order # From option.

This message is displayed when the end of the order number range is reached: All Order #'s are in Use (5640).

OE # Next

If Company is selected for the Assign Order # From option, this field contains the next sales order number to use. The field is automatically updated each time an order is entered in Sales Order Entry.

OE # Skip

Specify the skip factor for sales order numbers . This value must be 1, 10, 100, or 1000. When you change your order number assignment method from a warehouse level to a company level, large blocks of sales order numbers may be unavailable. The skip factor enables Sales Order Entry to sift through these blocks to determine the next available order number.

OE Shopping List Past Sales

Select one of these values to make additional options available on the Shopping List - Past Sales page in Sales Order Entry:

  • All Warehouses: Select to make the All Warehouses? option available.

    To use All Warehouses?, the Sales by Customer, by Product, by Whse (SMSEW) option must be selected in SA Administrator Options-Sales History-Levels.

  • All Ship Tos: Select to make the All Ship Tos? option available.

    To use All Ship Tos?, the Sales by Customer, by Shipto, by Product (SMSEW) option must be selected in SA Administrator Options-Sales History-Levels.

  • Both: Select to make All Warehouses? and All Ship Tos? available.

Neither is the default value. Neither of the options are available on the Shopping List - Past Sales page. The products on the Shopping List are limited to those sold to the customer, ship to, and warehouse on the sales order, within the date range.

Require Order Origin Code

Select this option to require the order origin code on all sales orders that are created. Origin codes are set up in SA Table Code Value Setup-Origin Code. They are assigned to an order, based on the function that created it. If you select this option, you must also define a Default Order Origin Code. You can control which operators can override the default code in SA Operator Setup-Entry Options-OE Entry Options.

Use Line Level Sales Rep Exceptions
Select this option to default the salesrep at the line level in Sales Order Entry, based on a qualifying value. Currently, this is only Product Category.
When you select Use Line Level Sales Rep Exceptions, and then select Product Category from the Default Sales Rep at Line Level By list, the salesrep that is associated with the selected product's product category is assigned to the sales order line.

This salesrep assignment is based on these records:

  • Sales Salesrep Exception Setup: This setup function is used to associate a salesrep with a specific product category, and, optionally, a customer or ship to. The product category must be set up in SA Table Code Value Setup-Product Category.
  • Sales Salesrep Setup: The salesrep that is associated with the product category must be set up as either a Sales Rep In or Sales Rep Out.
Note: When you select Use Line Level Sales Rep Exceptions, you activate the setup functions that are used by this feature. When you select the Product Category from the drop-down field, you further activate the feature in sales order line creation functions. We recommend that when you implement this feature, you do not select Product Category until all setups are complete. Until you are ready to fully activate the feature, leave the Default Sales Rep at Line Level option blank.
Use Operational Hold Codes
Select this option to activate the operational hold codes feature.
Use Petty Cash/Cash Drawer
Select the option to enable the cash drawer management feature to be available in the application. If you use a third-party retail management system or have counter sales, and use a cash drawer, you can integrate your system with Distribution SX.e. You can manage a cash drawer and petty cash with this feature. You can record opening and closing balances, track operators by warehouse and drawer, record petty cash out and in, and record deposits. You can also reconcile discrepancies and post to the General Ledger.

If the cash drawer management feature is enabled, these functions provide cash drawer management: Product Cash Drawer Setup, Sales Drawer Transaction Entry, Sales Drawer Reconciliation Entry. If enabled, a Drawer ID field can be available in Sales Order Entry-Collect Payment, Sales Order Entry-Receive on Account, along with incoming processing through specific SX API calls.

Sales Warehouse

Load Sales Warehouse on Fulfillment Tied Orders
Select this option to credit the sale of the tied fulfillment order to the warehouse on the original fulfillment order. If the warehouses on the two orders are different, the Sales Warehouse field on tied order is updated with the warehouse from the original order.
Override Division # Default on the Order

Select this option to post to the general ledger by sales warehouse division during invoice processing. If a sales warehouse is specified on the order, the sales warehouse division overrides the default division.

During invoice processing, the sales warehouse division on the order is used to find the non-inventory GL accounts. If you do not use divisionalized accounting, account numbers must include an asterisk to use the sales warehouse division number from the order.

Store in Sales Manager Data
Select this option to merge the order data by sales warehouse into Sales Manager files. Data is merged when you run the Sales Entry Invoice Processing Report or the Sales Entry Sales Manager Update Report. The sales warehouse data replaces the order warehouse data in the levels that are selected by warehouse in SA Administrator Options-Sales History-Levels.
Use Sales Warehouse
Select this option to activate the Sales Warehouse feature. If this option is not selected, you cannot select Override Division # Default on the Order and Store in Sales Manager Data.

CR Order Credit/Rebill Processing

Allow Serial Tracking, Allow Rebate Tracking, Allow Both Serial and Rebate Tracking, Do Not Allow Serial or Rebate Tracking

Select an option to track serial numbers, rebates, or both for products on Correction (CR) orders that are processed as credit and rebill transactions. If you select an option other than Do Not Allow Serial and Rebate Tracking, then a return reason is required on the header-level Correction window of a CR order.

If serials and rebates are tracked, and the return reason includes serials and rebates, then serials and rebates are processed on the CR order. Serials and rebates are processed on CR orders only if credit and rebill processing is used.

Sales Order Fulfillment

Default Order Type Position in Order Entry

Specify a value from 1-10 to determine the position of Order Fulfillment in the list for the Order Type field. Specify 1 to place Order Fulfillment at the top of the list. Specify 0 or 10 to place Order Fulfillment at the bottom of the list. This setting is overridden if the user selects Order Fulfillment as the default order type on the Order Entry Defaults window in Sales Order Entry.

Use Order Fulfillment

Select this option to activate the Order Fulfillment feature. When you activate this feature, fulfillment functionality is available in Sales Order Entry. Fields and options that are related to this feature are displayed throughout the application.

Access to Sales Order Fulfillment Setup and Sales Order Fulfillment Inquiry does not depend on feature activation. You can set up records in Sales Order Fulfillment Setup before you activate the feature.

If this option is selected but then cleared, fulfillment functionality is removed from Sales Order Entry. If fulfillment orders were created, use Sales Order Fulfillment Inquiry to determine the status of the fulfillment orders. Complete the processing for the fulfillment orders and tied fulfillment orders. If an original fulfillment order is open and the tied orders are not submitted, you can cancel the original fulfillment order in Sales Order Entry.

Use Consolidated Invoicing for Billing

Select this option to use the Sales Consolidated Invoice Report to consolidate the tied fulfillment orders into a new consolidated order for billing.

If this option is not selected, then all tied fulfillment orders are subject to standard invoice processing through the Sales Entry Invoice Processing Report.