Apply Delivery Charge When Below Minimum Order Value

Introduced in Datafile 2024 a new option to apply a surcharge to an order when the order was below a minimum order value – the surcharge taking the value of the order up to the minimum. This new feature adds the option to add a delivery charge line to the order when the order is below minimum.

Order Entry

As you exit from a sales order the system will check if the order is below the minimum order value and, if is, add the delivery charge line.

On confirmation the system will continue to exit the order. The system will also add the delivery charge line, where appropriate, if select a PRINT option.

Unlike other configurations of the minimum order value the system will not automatically delete the delivery charge line on amendment of the sales order or if subsequent amendments increase the order value over and above the minimum.

The delivery charge line can be deleted as per any other order line. You will be prompted to give a reason for the deletion of the line. If deleted the line the delivery charge will not be re-added on exit from the order.

The comment is logged to the deleted line together with the user id who deleted the order, the date and time of the deletion and the original price of the deleted line.

Installation

Database Changes

Changes are required to the Sales Accounts, Sales Order Header, and Sales Order Detail databases to allow the minimum order value check.

To add the item, select Installation from the main menu followed by Application Manager and then Restructure a Database. Select the Stock application and elect to update the Live Files and then select the appropriate file.

To insert a new item press <Enter> against a blank entry, enter the title as required and press <Enter>, select the item type (using the drop-down list if required), and depending on item type select the size required.

File Item Name          Type       Description

SLA MIN-ORD-VAL       K, L       Holds the default minimum order value for the customer account.

SOH MIN-ORD-VAL      K, L       Holds the minimum order value for the sales order.

SOD SURCH/ADD        ?           Flag item to identify the order line as a surcharge entry.

SOD SAVED-PRICE      K, L, M   Where the surcharge is applied as the ‘total’ minimum order value this option includes the saved goods price.

SOD DELETE-BY         X (6)      Holds the user-id who deleted the delivery charge line.

SOD DELETE-ON         E           Holds the date the line was deleted.

SOD DELETE-AT          N           Holds the time the line was deleted.

SOD DELETE-COMM     X (40)    Holds reason the line was deleted.

SOD DELETE-WAS       K, L, M    Holds the value of the delivery charge deleted.

Once the required items have been recorded press the <ESC> key and select the UPDATE button to save the database changes. When prompted respond ‘Y’ to the prompts to ‘Extract Existing Data to New Database Structure’ and, if appropriate, ‘Copy Table Entries from Old Database to New Database’. Final prompts ask to ‘Remove (.OLD) Database’ and to ‘Carry Out the Same Restructure on the BASE File as well’ – respond as required. If you select to update the base file, you need to manually insert the new items at the same data item positions as on the live file.

Application User Facilities

To enable the options for minimum order values a new parameter has been added to the Order Processing Optional Features.

Premier Installerusers can update the parameters by right-clicking on the Order Entryoption on the menu and choosing Configure Option before selecting Advanced Input Facilities and Optional Features.

Alternatively, users can select Installation from the main menu followed by Application Manager and Application User Facilities. Select the required Order Processing application and then Enter/Amend Orders, Advanced Input Facilitiesand Optional Features.

The options to configure the Apply Minimum Order Value settings are on screen 2 of the Optional Features.

Apply Minimum Order Checks – set this parameter to apply minimum order value checks. When set an additional pop-up parameter form is displayed.

Item to check for Minimum Order Value – reference the data item on the Sales Order Header (SOH) file that holds the minimum order value for this order.

Item to check for Surcharge Flag – reference the data item on the Sales Order Detail (SOD) file that is set to identify a surcharge line.

Item to check for Saved Price – reference the data item on the SOD file that holds the saved price when a surcharge is applied and set to apply the surcharge amount as ‘full minimum’.

Stock Code for Surcharge Line – set the stock code used when adding a surcharge / delivery line.

Nominal Code for Surcharge Line – set the nominal code to be applied to the surcharge / delivery line.

Description for Surcharge Line – set the description to be used on the surcharge / delivery line. You can use !nnn to reference a data item on the order detail to be included (i.e. !001 for the Order Number)

Apply Surcharge Amount as Difference (N for Full Minimum) – if set then the surcharge line is added as the difference between the order value and the minimum order value, if left blank then the surcharge line is the full minimum order value and the price on existing lines is zeroed.

OR Apply as Delivery Charge Line Item – if set then surcharge line is applied as a delivery charge and not to take the order up to the minimum order value.

If Delete Line – reference the data items on the sales order detail file to be updated with the user-id, date, time, comment, and original price when a delivery charge line is deleted.

Application Screen Layouts

To set a minimum order value for a customer the value item needs to be added to the customer maintenance screen.

Installer users can right-click on the options for customer account maintenance and select to configure option. Alternatively, select Installationfrom the main menu followed by Application Manager, Application User Facilities and then the Sales Ledger application. Select the main maintenance option and then the screen to ‘add’ new records.

Screen Design is in the usual manner - To insert text labels such as ‘Minimum Order Value’ use the mouse to position the cursor where required and then type the required text. To insert the data item, position the cursor where required and press the <F4-Select> key and choose the data item required. Set whether items are view-only, mandatory or require uppercase input as required.

You may also wish to include the minimum order value on the sales order header entry screen if you wish to allow amendment of the minimum order value on a order-by-order basis.

Set Database Profiles

To copy the minimum order value from the customer to the sales order you need to reference a copy item from the account to order header within the Database Profiles for the Sales Order Processing application. Select Installation from the main menu followed by Application Manager and Set Database Profiles and then Sales Order Processing.