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Add – Enter a New Order

Datafile Software

Add – Enter a New Order

An order consists of two parts, an order header and order details. You may enter up to 999 order details per order, although caution would suggest you keep the number lower than this in practice.

There are several stages to the process of entering an order:

First you must enter the sales account and confirm the order number

Now you can enter the header details which apply to this order as a whole

Next you enter the order details themselves.You can review, change, and even delete order detail lines during this stage

Before you exit one order to start the next, you may have the option (depending on how your order processing system was set up) to print a document such as an order acknowledgement, delivery note, or even an invoice

Preliminaries

Sales Account Code

First you must choose the sales account for which this order applies

You can use the <F4–Select> here to choose an account. This lets you look for an account either by a partial code (for example, select from all accounts which start with "BAL”) or by part of the name (for example, select from all accounts which have the word "office” in them).

The account details are displayed in a box for you to check

If this is the right account, select PROCEED, otherwise select ABANDON or <Escape> to return to the account code prompt for another attempt. If the account is ‘on-stop’ or over the credit limit then you will be warned at this point – Diamond and Premier users can elect to prevent the entry of orders for accounts that are on stop or to place the order on ‘hold’

Enter New Account

If your system is set up to allow it, you can create a new account when you are prompted for the account code. To create a new account press <F7-Option> when prompted for the account code for the order. This gives you an account maintenance screen which also asks you for an account code. This time you must create a new code — you cannot use an existing code. Even here you can use the <F4–Select> function, this time to check what codes already exist.

Diamond and Premier users can change the design of the sales account entry screen using the Installation features.

Delivery Addresses

The Sales Ledger Account maintenance allows you to create delivery address ‘accounts’ within the database that are linked to the main ‘invoice’ account.Within order entry you would select the delivery account where appropriate.

Check for Overdue Transactions

Diamond and Premier users can configure their systems to check for overdue transactions on entry of the account code and, optionally, transfer to the ledger enquiry to view the transactions if the account is overdue.

Enter Order Reference

Once you have located the right account you are asked to give your order reference for this order

The reference of the last order added is displayed for your information at the bottom right of the screen.It is normal to use a sequential number for the order reference, and usually the next number in sequence is displayed so that you may accept or change it.

Note

 See the discussion about order numbers in Designing an SOP System later.

Diamond and Premier users can also set the reference to be automatically generated and not ask the operator to confirm the reference.

You are prevented from entering a duplicate order number with this message

Press <Enter> to return to re-enter a unique order number. <Escape> when prompted for the order number returns you to the previous menu.

Enter Order Header Information

You are now put into the order header screen so that you can enter the header data for this order. An example of an order header screen is shown below, but under the Datafile Diamond and Datafile Premier ranges you may design this screen to reflect the particular information you wish to enter in the order header.

Enter the values you need for each entry, keying <Enter> after each. The following paragraphs describe the order header details for which you may be asked.

Note

In Datafile Diamond and Premier you may redesign the order header screen to hold the particular information you need to enter. The items noted below may or may not be requested, and the order in which they are asked may differ too.

Date Added

Defaults to the system date (usually today’s date but may have been updated by previous actions).You can overtype this if necessary.Depending on configuration you may be warned if the date is outside the current stock period.

If more than one month in advance of the current stock period then the data will be rejected with the message:

Press <Enter> and enter a date in the appropriate period.

If the date is in the forward stock period (i.e. next month) then you will be warned accordingly and prompted if you wish to proceed.

Using a forward date means that stock reports wouldn’t include the effects of this order unless set the run-time parameter to include forward transactions – this is useful when running your stock reports at month-end where you may have left the stock period open for a few days because of late purchases.

If the date is earlier than the current stock period you will be warned accordingly and prompted if you wish to proceed.

Using an earlier date has no effect on stock reports – the stock details are still updated as the current period the only difference is the order has this earlier date.

Order Status

An order is normally added with a status of A for active. The system supports a status of "Q” for quotation, and you may wish to enter the status Q now to enter a quote. Other status letters you may use include "H” to place orders on hold and "F” for forward status orders (where the order isn’t going to be processed until some future date).

 Automatically Place Orders on Hold

Premier users can configure their systems to automatically place orders on hold when the account is over the credit limit or ‘on-stop’.

Sales / Stock Description

When you come to print invoices for this order then the data you type in here now is used as the sales ledger transaction description for posting with the invoice details (and is used on the account statement as a general description of the invoice).

For example, you might want the transaction to be posted to the sales ledger with the legend "Widgets order agreed with J Jones”. If you print invoices in batches (the "auto-run” facility described later) then it is essential to enter a description now if you want a description in the sales ledger against any invoice raised from this order, when processing manually the default processing wouldn’t include confirmation of this item but you can amend to include this if required. This description is also used as the stock issue description although Diamond and Premier users can prompt for these separately if required.

Credit Order

If you want to use your SOP system to produce credit notes too, then the details of a credit note must be entered in a similar way to a normal order. Normally, credits would be processed against the original order to reverse a delivery or invoice but you may want to enter a separate credit ‘order’ when crediting for value rather than quantity reasons.

Customer Reference

When the order was placed by your customer they may have given you their reference to include on the invoice. If so enter this here.

Date Required

Enter the date required if any, you may use this for scheduling purposes.

The above are the default items prompted when entering an order header, other items might include:

Reserve Stock?

You can decide for each order whether or not to reserve stock in the stock file. Reply Y <Enter> to reserve stock, otherwise N <Enter>.This prompt applies to every detail line on the order.

Whether or not to reserve stock is a decision that you must make when you are designing how to implement order processing. If you reserve stock on order entry, then the stock system can warn you that, because of prior orders, this order may not be fulfilled. In a system based on supplying from stock, this feature is essential. If you place your orders on suppliers as a result of orders placed on you, then it may not be relevant or necessary to reserve stock.

Note

By default a System Profiles parameter is set so that you always reserve stock and this parameter is not included on the order entry screen. Diamond and Premier users can configure their systems to include this option on the screen.

Additional Charge / Discount

Where you make separate delivery and postage charges, then you may choose to treat this as a factor of the order. If so, then you may want to use this facility to enter an agreed amount for postage and packing in the order header, together with the description which is to print on the invoice. The advantage of this approach is that it can print where you want it, and it is offered as an additional charge every time you raise an invoice on this order — important should you allow partial deliveries.

If you enter this item with a minus sign, it can be treated as a discount on the order as a whole as opposed to the more usual line-by-line and overall discounts (see later). The advantage of this approach is that you can agree a monetary discount with the customer, rather than a percentage. The disadvantage is that this item is offered every time you prepare an invoice, and you stand the risk of giving a discount more than once if the order is shipped an invoiced in more than one part.

Note

The usual alternative for delivery charges is to treat this as one of (probably the last) order detail line — entering it either under a product code (probably defined as a non-stock item) or as a free-form entry where this is allowed.

Order Paid (Datafile Diamond and Premier only)

SOP allows two payment methods. This option allows you to enter details about the payment or proposed payment at the time you enter the order header. In addition to this question, which requires the answer Y or N <Enter>, you may also want to ask for the payment amount, which nominal ledger bank account to use, and maybe also for credit card details if these are acceptable.

Deposit and Payment Processing

A second method of taking payments allows you to take deposits at order entry and take payment for the balance on invoice.This allows you to analyse the payments by payment method and doesn’t require the operator to select the bank account.

Extra Text (Datafile Diamond and Premier only)

A special facility allows you to enter further lines of text for printing on order documents. Some text may be associated specifically with the order header, and additional text entered for each order line. In fact order header text can also be entered separately as an option during entry of order details — see later.

Note

This is separate to the Memo facility whereby some free form text may be associated with each order. Memo text is for internal purposes only and cannot be printed on order documents such as acknowledgements, delivery notes and invoices.

Customer Account Details

Some of the information which you may want to store with the order can be specific to the customer.For example, details like the customer’s usual tax code, which stock price to use, line discount rate and/or overall discount rate, credit days and so on. If you include such items in the order header, then default values from the customer file are displayed. You can accept these by keying <Enter> or overtype with another value.

For example, suppose the customer’s usual line discount rate is 5%, but for this particular order you have agreed to give 8%. A value of 5.00 is first displayed, and you change this to 8.00 to allow the extra discount. This value relates only to this order, and does not change the default value of 5.00 held with the customer account.

Delivery Address (Diamond and Premier)

As mentioned above the sales ledger allows you to create a delivery address ‘account’ that, if you enter the order against this account, updates a linked account on invoice.Some users prefer not to include delivery addresses within the accounts file so one alternative is to create a series of delivery address fields on the sales order header database and display these for input during order entry. You can even use copy items to update the delivery address by default with the account address.

A development of this option allows you to maintain a separate delivery address database – during order entry you ‘lookup’ to this database to pull in address details as required or enter a new reference to add a new delivery address.

Enter Order Detail Information

Once you have completed the order header screen, you are ready to start entering the line-by-line details.

The first line of the order display shows order status information, including the order number; the number of lines in the order; the value of the order; the customer account code; and the customer name.

Note

In Datafile Diamond and Datafile Premier you may specify different information to display at the top of the screen.

The main body of the screen is used for entering order details, either on a single screen basis (one line per entry screen) or line by line down the screen with up to 12 lines entered on one screen. The action choices by default are

Details – allows add or amend of the order lines

Print – allows print of the order acknowledgements, delivery notes and invoices

Text – header text entry. This opens up a text window for you to enter additional notes against the order header.

Header – allows you to return to the order header screen to amend the details entered.

History – allows you to view the order history for this customer – either generally or specific stock codes

Quick – allows you to generate order details quickly from a pre-defined template (Diamond and Premier only)

Exit – exits from the order detail entry back to the menu.

Detail Entry

Selecting DETAILS allows you to enter the stock lines ordered by the customer. Where no lines are currently on the order this takes you straight into ADD mode.Where lines have previously been entered you are taken to the list of details for you to amend, press <Enter> against an existing detail, or add new lines as required – by pressing <F5-Insert>, the Insert key or <Enter> at the bottom of the order.To delete a line press <F6-Delete> or the Delete key

Notes

<F5-Insert> by default will add the line at the point you press the key moving the existing lines below this down. Diamond and Premier users may configure their system so that they add at the end of the order always.

Full Screen vs. Line Entry

By default you are entering details on a line-by-line basis entering the stock code, and confirming a limited (by the screen width) set of items including the description, quantity and price.

To enter more detail you can press <Page-Down> on the stock code input and this will swap the detail entry into a ‘full-screen’ mode allowing you to enter additional details against each entry line. You then stay in ‘full-screen’ mode for this order although you can switch back by pressing <F4> on the list of details to revert to ‘pick’ mode.

Notes

Diamond and Premier users can configure their systems so that they always use full-screen entry or can only use the line ‘pick’ mode.

Order Detail Items

The information which you must complete for order detail lines generally follows the sequence given below, although you have options as to whether or not all the information is to display. In particular, only a few of the items are requested for the ‘pick’ mode of order entry.

As well as the items described in the following paragraphs, you may display additional information of your own design (Datafile Diamond and Premier only).

Stock Code

Key in the stock code for this line entry <Enter>. The system does not accept input of an invalid stock code.You can use the <F4–Select> key in the usual way to look for a stock item if you are not sure of the stock code. Note also:

You may omit a stock code and enter a line in free format provided you have set this option in the (Datafile Diamond and Premier only). NB:Free-format lines may also require entry of a ‘stock-code’ rather than leaving the code blank depending on configuration.

If you have requested multi-location stock, then first you must enter the location code (using the <F4–Select> key if needed) followed by the stock code itself. An alternate configuration allows you to enter the stock code and select the location afterwards. See the stock control system user manual for more information.

If you are using a discount matrix (excluding Compact) then the discount matrix file is checked for the customer group or code and stock group or code combination, as described in the Appendix.

If a discount matrix entry applies, and for which comments are given, then as soon as you have entered the stock code, or chosen the line to amend and have accepted the stock code, these comments appear in a window, an audible "beep” is sounded, and you are asked:

If you reply N <Enter> to this question, then the discount facilities are not applied. If you reply Y <Enter> then they are applied automatically, although you may override the line discount manually if you are displaying this.

If a quantity discount applies which has a price break table too, then the quantity price break table is displayed at the same time as any comments.

Enter New Stock

If your system is set up to allow it, you can create a new stock record when you are prompted for the stock code. To create a new record press <F7-Option> when prompted for the stock code. This gives you a stock maintenance screen that also asks you for a stock code.This time you must create a new code — you cannot use an existing code. Even here you can use the <F4–Select> function, this time to check what codes already exist. Diamond and Premier users can change the design of the stock entry screen using the Installation features.

Quick Forms

Also available on the <F7-Option> key is an option to create order details from a quick form. A quick form is a group of stock items that are generally ordered together and help to speed up the process of order entry. See discussion below.

You can also create a temporary quick form from the results of the <F4-Select> search on the stock code.When the records are displayed within the <F4-Select> search screen pressing <F7-Option> transfers the search results into a quick form

Free-Format and Description-Only Lines

Diamond and Premier users have two additional options that can be enabled when entering the stock code.

A ‘free-format’ line allows manual entry of a one-off product line – typing in the description, qty and price required.(If the free-format line is being used too frequently you may want to consider creating a ‘non-stock’ item on the stock record for this). The usual free-format identifier is to press <Enter> on a blank stock code but you can define a code to enter within the optional features.

A ‘description-only’ line allows you to enter a brief description note to be included on the order and selected documents.This allows entry of description and detail text but omits input of qty, etc. These description only lines can be configured to print on selected documents as required. The usual description-only identifier is ‘D’ but again you define this within the optional features.

Description

Once you have entered a valid stock code, the description from the stock file displays. You can accept this by keying <Enter> or overtype with another description. Note that in pick mode only the first line of description is shown (see detail text note below), the full-screen entry will allow both lines to be amended.

Detail Text

If you are using the detail text feature (Datafile Diamond and Premier only) then a window is opened to take the text for this order line. When completed the window is cleared from the screen.

Combined Description and Detail Text

Often the system will be configured so the description and the detail text will be combined into one input box – the first two lines being the description, the balance the extra text. This allows you to extend the description over the two lines picked up from stock. When this is configured then the full description will be displayed in pick mode.

"Column 1” and "Column 2” values

These two fields are designed as optional items (their names are historic). You can determine whether or not to ask for data by supplying the prompts for these fields in the System Profiles for the SOP system. In the files distributed they are ten character text fields — you could enter a serial number, or the customer’s own part number here. If you leave the prompts blank, then these fields are not used.The advantage these items have over the other additional items is that they are prompted, in detail pick-mode (full-screen sequence is up to you) prior to entering the quantity and price.

In Datafile Diamond and Premier you can change these fields to accept other types of data, such as numeric or longer text fields (up to 20 characters each).

Which Stock Price

You can hold up to nine different selling prices for each item on the stock file (only five for Datafile Professional, 3 for Compact) and you can use a data item on the customer file to indicate which price is normally used for each customer. If present, the customer’s price range number is displayed, which you can accept by keying <Enter>, or overtype with another number.

Order Quantity

As you reach this item, the physical and free stock levels for the stock item are displayed at the bottom of the screen.

Note

The stock system Free Stock item is a calculated field which usually takes account of any stock on order from suppliers. When entering orders, however, you may prefer to exclude on-order stock so that you can see the real availability today. This is an option which you can set using the Installation settings (Datafile Diamond and Premier only).

Diamond and Premier users can also amend the details displayed from the stock file at the foot of the screen. If include ‘free-stock’ in this way then the value is printed direct from the database and not adjusted to remove the on-order quantity – you would need to create a new calculated field on the stock file excluding the on-order quantity.

Normally you would enter the order quantity with up to two decimal places (you may be selling per metre or per ton). If you are entering a whole number for the quantity, you do not need to type in the decimal point or decimal places.

Insufficient Stock

Diamond and Premier users can configure their systems so that it prevents the addition of order lines if the order would result in negative free (or physical) stock. Other configuration options allow you to warn if, for example, stock levels would fall below minimum stock.

By default, for all users, the system will warn if the order line will result in negative free stock and offer to proceed or not as required.

Alternative Stock

Diamond and Premier users can also configure their system for ‘alternative’ stock. If the entered quantity would result in negative free (or physical) stock then the system will offer to swap to one of the (up to) five alternate items referenced against the entered stock code.

However, if the stock item chosen can be sold in packs then you may also enter the quantity in terms of a number of packs plus (optionally) a number of units. The keyboard character used to separate packs from units is defined in the System Profiles for the stock system.Typically you would use an oblique "/”.

For example, if your customer ordered 12 packs and 6 units from you, enter "12/6”. If the pack size were (say) 20 units to a pack, then this would translate into 246 units, which value is displayed alongside the order quantity.

Notes

1.The quantity is in fact stored in units, so if you returned to change the order quantity, then it is redisplayed in units. In the above example, the order quantity would be stored as 246.00.

2.You can only enter unit, not fractional, values for packs and units when using this technique for quantities.

If you allow split packs, then a Datafile Diamond and Premier option allows you to make a surcharge for this service. If you have chosen this option, then if you enter a quantity in the pack/unit format where the units are not zero, you are asked to ‘Confirm fixed surcharge value’ and you can now enter a fixed charge which is additional to the unit price. Note that you can set this charge up in the stock file, and use the copy item technique between the stock and order detail files to cause a pre-defined charge to prompt here.

Negative Order Quantity

Negative order quantities are not normally allowed but Diamond and Premier users have an installation option to allow this feature. You might use this option where, for example, you are selling a product such as calor gas bottles where the customer receives a discount for the return of the empties.

Price Each

The price which is displayed here has come from the stock file, as requested through the Which Price indicator above (clearly, if you have entered a free-form order line with no stock code, then the price is shown as zero) although may be overridden by a price from the discount matrix file.

You may accept the unit price displayed by keying <Enter> or overtype it with another number <Enter>. Note that the price may have two or four decimal places, depending on how the stock and order files were set up (the default is two).

Notes

Diamond and Premier users can set their systems so that the price is view-only and cannot be amended. Alternatively warnings can be configured if the price is amended below cost or other nominated item (cost plus margin for example). In addition, if the HISTORY option is enabled then on the price input you can press <F7-Option> and view the order history for this customer / stock item.

Price per

Although stock is maintained in units, you may quote prices for a different quantity. For example, if you generally sell an item in dozens, you might want to quote prices by the dozen. The "per” value shows the quantity of items covered by the price.For example, if you sell 240 items at £10 per dozen, then the total value is £200 (240 items is 20 dozen).

The "per” value is taken from the stock record, and you cannot overwrite it. However, if you have entered a free-form stock item, you can enter a "per” value immediately after entering the price. Note that "per” value does not have to be the same as the pack size used when entering quantities though for convenience purposes it is likely to be. For example, you might sell an item in gross or units, but quote the price per dozen.

A zero "per” value is ignored — it assumes you mean the price each.

Goods Value

The program now multiplies the quantity by the price and displays the goods value. This is expressed to two decimal places whether the unit price is two or four decimal places. You cannot change this value, except by changing the price and/or quantity.

Note that if the price is quoted "per” a quantity other than one, then the "per” value is divided into the quantity before multiplying by the price, as explained above.

Discount Rate

This is the discount that you are giving on this order line. You could use a different discount rate for each order line if you wish. If you have given a standard line discount to this customer, then that is the discount offered here. You may overtype it with a different value if you wish.

Notes

If you are using the discount matrix facility (described elsewhere) then first the discount matrix file is checked to see if one of these applies to this customer and stock item combination, whether individually or because of their membership to customer and/or stock groups.

Diamond and Premier users may configure their ‘price vs. cost’ check to be performed after entry of the discount rate so that the ‘actual’ unit price is validated against cost.

Multiple Discounts

Diamond and Premier users have the option to prompt for a series of four discounts that are applied consecutively.This is useful when dealing with (say) trade customers were prices are 15% below retail (i.e. your stock price) and they receive a 5% top customer discount on top of that. In this example the 15% discount would be applied to the goods value first and then a further 5% discount would be calculated on the resulting net figure

Discount Amount
Order Value

The program now calculates and displays the discount amount and the discounted value of this line.You can only change these values by changing the quantity, price and discount percent.

Tax Code

The logic of which tax code is offered to you has some special features:

If there is a default customer tax code, and this code is not defined in the tax table as being an exempt code, then the default tax code defined for this line is taken from the stock file. In practice the default customer tax code is usually copied into the order header record, and that is the code which is checked.This could allow you to change the tax code being used for this order when for example an order is placed for a nominally EC customer but the order relates to goods consumed within the UK.

If the customer default tax code is defined as exempt, but is not defined as an EC tax code, then the customer tax code is used and not the tax code in the stock record. This is how an export order, where the customer tax code is given as exempt, is assured a zero tax rate.

If the customer default tax code is exempt, but is also defined as an EC tax code, then the system uses the stock records "Alternate EC” tax code.

The tax code is essential for VAT purposes, and a default code is normally offered to you. This you may accept or change — you would normally accept it by keying <Enter>. You can use the <F4–Select> key in this field to show the codes which are defined for your system so that you can decide what code to use.

Nominal Code

If you have defined a nominal code in the stock file for this stock item, then this is displayed and can be accepted by keying <Enter> or overtyped with another nominal code. The program checks the format of the nominal code, and you can use the <F4–Select> key to view the nominal codes

Notes

By default the nominal code is taken from the stock record. Diamond and Premier users may amend their systems so that it is taken from the customer record.

If the nominal ledger is not installed then a general analysis code may be entered instead and can take a value between zero and 999.

Analysis Code

If you have defined a sales analysis code in the stock file for this stock item, then this is displayed and can be accepted by keying <Enter> or overtyped in the usual way.You might use such a code to indicate the type of item — petrol, oil, papers, tobacco or confectionery (say) could be used for a garage forecourt

However, if you are using the sales analysis code to analyse an aspect such as area code or salesman, then no sales analysis code is relevant to the stock record so Diamond and Premier users can configure their systems to take the analysis code from the customer record.

Works Order?

If the Bill of Materials application has been purchased you may be asked whether you wish to create a works order based on this sales order. This option is only applicable for assembly stock items (and then only if the assembly code is the same as the stock code). See the Bill of Materials manual for more details.

Other Items — Datafile Diamond and Premier only

You may define further items to enter for each order detail line using the Installation options. You might want to use these for further analysis information, or for qualifying information about the stock item — colour, style, or whatever. If using the full-screen pick entry then you can add as many items as required (subject to a screen limitation of 48 items but even then you can define a further 5 screens for display). If using pick mode then the maximum items allowed would be ten and this will be further limited by the available space across the screen.

Pre-selecting Batches and Serials

If the Batch Tracking application is in use then you can configure the order entry to processes to prompt for the batches/serials to be used, these items are then reserved against this order. After entering the quantity or at the end of detail entry, depending on configuration, a pop-up will be displayed asking for the batches to reserve.

As no physical stock movement is taking place entry of the batch/serials is optional and the entered batch/serial quantities do not have to match the entered order quantity.Note that as the purpose of pre-allocating is to ‘reserve’ the batch it follows that if the order is not set to reserve stock then no batch details will be prompted for.

Order On Hold?

As discussed earlier Premier systems can configure their systems to place the order on hold when the outstanding balance on their account plus the outstanding orders exceeds the credit limit for the account. If configured then as details are added the system will check if, after adding the detail, the credit limit is exceeded and if so place the order on hold.

Completing Detail Entry

Once the required details have been entered/amended pressing <ESC> from the list returns you to the detail entry options.

Print Documents

This feature allows you to go straight from entering an order to print a document (acknowledgement, delivery note, or even invoice)

Selecting PRINT asks:

Which type of document you want to print. If only one type is available, then this step is bypassed.

Choose the specific document. If there is only one document, or you selected a particular document when the feature was invoked, this step is bypassed too.

Confirm printer to use.

Follow the document processing steps for this order.If the feature was defined to process the order without further reference, then you don’t have to do anything other than wait for the document to complete printing. Otherwise you enter the standard document processing cycle as described below under Document Printing. It is possible to define this feature so that a document is printed without any further actions from you other than to check the printer and the date.

Document Type

If more than one type of document is defined for printing you are asked which type of document you would like to produce

Reply as appropriate. Note that only those options which are available to you are shown in the question. If only one document type can be printed, then the above question is not asked.

Select Document

Next you are prompted for the document to user (if more than one). Diamond and Premier users can configure their systems to specify a particular document then no choice is offered, otherwise you are offered a menu of the documents defined for your company such as illustrated below:

Once the document is selected then it is either processed automatically – apart from asking for the document date, printer and any additional charged – or manually as you would from the main SOP menu. See discussions later on document processing.

Non-Active Orders

Orders entered as quotes, or with a Hold or Forward Status can only offer the acknowledgements option as they cannot be delivered or invoiced.Diamond and Premier users can configure the PRINT option for these orders so that they load a specific acknowledgement document.

Text (excluding Compact)

The Text option, if enabled, allows you to add/amend notes against the order header which can optionally be printed on the order documents.

By default 5 lines of 30 characters are available although Diamond and Premier users can configure additional lines.

Header

The Header takes you back on to the order header to amend details as required

History (excluding Compact)

The History option allows you to review previous orders from this customer either in general or for a specific stock item. On selection you are asked for the Stock Code - <F4-Select> is available – which you can leave blank to list all records.

Diamond and Premier users can modify the items listed within the history option.

Quick – Diamond and Premier only

The QUICK option allows you to generate order details from a pre-defined template (under the FORMS option on the main order entry menu). Selecting QUICK asks for the form code to use.

Enter the code if known, or use <F4-Select> to search. Once the form is selected a list of the details within the form are displayed.

Items with a default quantity are pre-selected for generation (the * in the first column) but you can change the items selected by:

·<Insert> to select an item (the quantity defaults to 1)

·<Delete> to remove an item from the selection

·<Enter> to amend the quantity of a selected item

·<F5> allows you to amend the price of the highlighted item (for this order only)

·<F7-Option> displays a list of the products selected

Once you are happy with the selected items press <F6> to generate the order details from the quick form.

Respond ‘Yes’ to create the order details. If you respond ‘No’ you will be prompted if you wish to abandon the quick form – ‘Yes’ returns you to the menu, ‘No’ returns you to the quick form to amend the items selected

Exit

The EXIT option takes you out of the order entry back to add another order if you entered the details section when adding an order, or back to the order entry menu if entered via the DETAILS option. Diamond and Premier users can configure their systems to force the print of an order acknowledgement on exit from adding a new order and the document has not already been printed.

ADD, CHANGE, LIST, DELETE and FAST

Diamond and Premier users can replace the DETAILS option with the separate options above. ADD and CHANGE use the full-screen entry option discussed earlier, whilst FAST allows you to add order details in the equivalent of ‘pick’ mode.The ‘list’ option lists the order details.

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