Enter / Amend Orders - Application User Facilities

Enter New Order Header

This option allows maintenance of the order header entry screen when adding new orders.

To enter text on the screen, position the cursor where you want to start entering the text by clicking the mouse in the appropriate position, and type in the details. Remove text by positioning the cursor and using the space bar to blank out the text.

To draw a line border around the screen select the ‘Border’ option on the Tools menu.

To draw lines on the screen switch to line mode using the ‘Line Mode’ option on the Tools menu and use the mouse to draw a line by clicking its start position and then dragging the line to where you want it to finish (horizontal/vertical lines only). To switch back to ‘Text Mode’ call the option on the tools menu again.To delete a line (borders) highlight the line and press the <Delete> key.

To position a data item click the starting position and either right-click with the mouse or press the <F4-Select> key – the available data items are then displayed. You select a data item by pressing <Enter> against it and the field is then updated to the screen. You are then asked some supplementary questions – view-only, upper-case input, mandatory – set as required. To delete a data item from the screen select it with the mouse and press the <Delete> key.

The screen design also allows a feature to define a lookup to another three databases allowing you to (say) enter a salesman code against an order. On the Tools pull-down select the option ‘Lookup’ and you will be asked for the following information.

Database Pathname

Enter the database pathname you want to validate the order header item against.

Lookup Format

Enter the prime-index format of the lookup item – i.e. 9999 applies a four-digit number format, AAA applies a three-letter format etc.

Item for Lookup

Select the data item, <F4-Select> is available, that the lookup validation is to be performed against.

Item for Lookup (2-10)

Select the data items to allow an additional nine lookup items to the same database – leave blank if not required. Note that only lookup item 1 actions any set copy items.

Items to List when selecting

Next you are asked to define the data items to be listed when you press <F4-Select>. Select, up to a maximum of five, the items to be listed. The size shown defaults to the data item size but you can restrict this if required. You then select whether the details are to be listed in LIFO order. Note that the indexing on the file itself controls the items you can select on within the <F4> procedure on this database.

Items to Copy from Lookup

Finally, you can define up to 20 copy items from the lookup database to the order header file. Restrictions on copy items apply – you should only copy between items of similar/identical type, if copying numeric items then the data items should have an equivalent number of decimal places, etc.

A further two copy items can then be defined – though the second and third lookups only allow ten copy items each.

Once the screen design is complete select the ‘Save & Exit’ option off the File menu to update the layout for the system and then exit back to the menu.

Premier users will be asked if they wish to use a second order header screen on exit from the first screen – respond as required. If a second screen is configured but you do not wish to amend it press <ESC>.

After update of the second screen Premier users will be asked if they wish to use a selective third screen. This screen can be set so that it is only displayed under certain circumstances – say to enter credit terms on account orders, omitting the screen completely on a cash sale order.

Before updating the screen layout you are asked:

Number of Lines down This Screen (Max 16)

Set the number of lines the screen is to display over. The screen is overlaid on the second (or first if second not in use) from the bottom upwards meaning if the selective screen doesn’t use all the available 16 lines some of the previous screen will continue to be displayed.

After designing and saving the screen layout itself you will be prompted to set the selection criteria to be met for the screen to be displayed.

Selection criteria are defined in the normal manner. NB you can leave the criteria blank so that the screen always displays when entering a new order.

Amend / View Order Header

The Amend / View Order Header option allows you to design the screen (two screens if Premier) that are shown when you update or view the order header. Unlike other applications these can be configured separately from the add screen.

The first prompt asks whether you wish to design a separate order header screen.

Use the same screen(s) as for adding new orders

Set to use the same screens as in use when adding a sales/purchase order. Leave blank to design separate amend screens.

If left blank you are able to design the amend screen as above – note that the lookup option is shared on the ‘add’ and ‘amend’ screens. After saving this screen Premier users can define to use a second amend screen (this has a separate lookup option from the ‘add’ second screen).

Create New Sales/Purchase Account

When adding new orders the <F7-Option> key is available on the account code input to create a new sales or purchase account. This option allows you to design the screen that is displayed.

The screen is designed in the same manner as above.

Create New Stock Record

As with adding accounts on input of the stock code you can, optionally, press <F7-Option> to create a new stock record and this option allows you to design the stock maintenance screen.

Again the screen is designed in the normal manner.

Maintain Order Details

This option allows you to design the screen used for the ‘full-screen’ entry of order details. If this option is not enabled, within Advanced Input Facilities / Optional Features, you are warned accordingly and returned to the menu.

If the screen is available then you design this in the normal manner.

The order detail maintenance screen also has additional lookup options similar to the order header screens above.

Selective Detail Screens

As with the selective screen available when adding order headers, the detail maintenance screens allow selective screens – in this case five selective screens. They are designed in the same manner as the selective ‘add’ screens, you specify the number of lines for the screen (max 16), design the screen, and then set the selection criteria to be met if the screen is to be displayed. Each screen has its own lookup database option (though only one lookup is allowed to that database).

A typical use for this screen could be where the Back-to-Back Order Processing accessory is in use with a selective screen allowing input of the supplier code, purchase quantity and cost when the ‘purchase order’ flag is set to ‘Y’ on the main order detail entry screen.

Advanced Input Facilities

This option provides a further menu of configuration options that are discussed later in this manual.

Back-to-Back Orders

Only available if the Back-to-Back Order Processing accessory has been purchased, this option allows you to configure the link parameters.

Allow Back-to-Back Order Processing

Set to allow the entry of sales orders to generate purchase orders.

Link at order header level

Set to set the flag to create purchase orders on the sales order header as opposed to the detail.If set, then all sales order details create purchase orders and all for the same supplier (entered on the order header). Leave blank for detail link.

Generate from Detail level

If this option is set, on exit from order detail entry the system will prompt to generate the purchase orders at this point. Note that this only applies if linked at the detail level (above parameter left blank) as if the header link is in use the system will automatically prompt to create orders.

Allow multiple sales orders per purchase order

Only applicable on the detail link (header link is one-to-one) this option asks whether the system is to create one purchase order per supplier used or one purchase order per supplier/sales order used.

Treat stock as though direct from manufacturer

If set then a sales order detail set for purchase order generation does not update reserved stock and the subsequently created purchase order does not update on-order stock.

When creating POD take quantity from other SOD item

The purchase order generation uses the p/order-quantity to as the order quantity for the purchase order.This option allows you to nominate an alternate item on the sales order detail to use as the quantity (perhaps the sales order quantity itself).

When creating POD update quantity to other POD item

This option is applicable where the purchase order quantity on the POD is a calculated field and allows the nomination of a component part of that calculation as the field to update the purchase quantity to.

When creating POD update cost to other POD item

As with above, this option is applicable where the cost price on the POD is a calculated field and allows the nomination of a component part of the calculation as the field to update the purchase cost to.

Use sales order quantity to default other SOD item

This option allows you to use the entered sales order quantity to default another field on the sales order record, the intention being you can default the purchase order quantity with this value. Note you can only use this option to default the purchase order quantity if the ‘ideal buy quantity’ is not set within the Database Profiles for stock control.

Use pre-allocated SOD batches/serials in POD

If pre-allocating batches then this prompt allows SOP to generate new batch codes when adding an order detail that is to create a purchase order and to transfer those batches to the pre-allocation details for the purchase order.

Check every SOD record for back-2-back link

The system maintains a counter containing the first non-completed/deleted record on the sales order detail file. This counter is then used as the starting point when searching for details flagged to create purchase orders, and improves the processing speed on larger files.However, if you change the status of earlier records back to active you may want to include these in case they have been selected for purchase order generation. Set if required.

Create purchase order if sales order on hold

Set to create a purchase order when the sales order status is ‘H-hold’. If left blank then only ‘A-Active’ status sales orders can create a purchase order.

Specify extra copy items

When set a pop-up allows you to define extra copy items between the sales order and purchase order files.

Copy Items: SOH to POH

Copy Items: SOD to POD

Copy Items: POH to SOH

Copy Items: POD to SOD

These options allow ten copy items per set between the order processing files. Note the copy items between the header files are only applicable when the header link is in use.

Copy SOD to POD after STA to POD

When copying items on creation of a purchase order the system, by default, processes the STA (Stock) file copy items to the purchase order detail AFTER the action of the copy items from SOD to POD. This means that copy items you set for creating purchase orders manually may override copy items you have set when creating purchase orders from sales orders.Setting this option reverses this sequence to that the order detail copy items occur last.

Batch Order Creation

Only available if the Sales (Purchase) Batch Update accessory has been purchased, this option allows you to define up to six separate update definitions.

On selection of this option the list of (up to) six batch update definitions is displayed, unused entries are displayed as ‘spare’.

Select the update definition you require and confirm the title.

A blank title will make the update definition ‘spare’ again. The definition of the batch update is then controlled via the following screen.

Input Database Pathname (DFD)

This requests the pathname of the input file. The <F4-Select> key may be used to help you in looking for the filename.

Account

This asks for the data item number on the input file that contains the customer (supplier) account code.Enter the item number or use <F4-Select> to view the input database structure. The data item is usually an X-type with a maximum length of 10 characters.

Flag

This asks for the data item number on the input file that will be flagged back to show the input record has been imported. If the data item is a ‘?’ type then the record is flagged as ‘Y’ when imported, if the data item is a D / E type then the process date is flagged back, and if X-type then the newly created order number is flagged back. Enter the data item number or use <F4-Select> to view the input database structure.

Error

When running the input process the system may reject a record where an account or stock record is not recorded or, if ran without exclusive file locks, where the system can not place a ‘U-Use’ record lock on the account or stock record. In these circumstances the ‘Flag’ item is not set so it can be picked up next time; however it can be useful to see the reason that it was rejected. If you reference an N / T data item here then a value will be set to show the reason for rejection. Values are:

1Account Cannot be Locked

2Stock Cannot be Locked

3Account Not Found

4Stock Not Found

No of Stk. / Qty Sets in Each Record

Each import record can contain more than one stock record for order generation. If so then this asks for the maximum number of stock code sets on the order. Note that if set then it is expected that there is a block of n Stock items, a block of n quantity items, and so on.

First Item for Stock

This asks for the data item on input record that holds the stock code, or if importing sets then the first stock code in the set. The data item is usually X-type with a maximum length of 30-characters for Premier systems and 16-characters for Diamond systems.

First Item for Quantity

This asks for the data item on the input record that holds the order quantity, or if importing sets then the first quantity item in the set. The item must record the same number of decimal places as the order quantity on the order detail database – so if 2dp then must be K or L, if 4dp then item must be M-type.

First Item for Price

This asks for the data item on the input record that holds the unit price, or if importing sets then the first quantity item in the set. The data item must record the same number of decimal places as the price item on the order detail database – so if 2dp then item must be K or L, if 4dp then item must be M-type

Notes

First Item for Nominal / Sets

This asks for the data item on the input record that holds the nominal code, or if importing sets then the first nominal item in the set. Note that if importing sets then you should set the ‘Sets’ item, if left blank then system assumes the Nominal code recorded in the item referenced should be applied to all stock items on this input record. If data item left blank then the nominal code is applied in the normal manner – usually from the stock record.

First Item for Analysis / Sets

This asks for the data item on the input record that holds the analysis code, or if importing sets then the first analysis item in the set. Note that if importing sets then you should set the ‘Sets’ item, if left blank then system assumes the analysis code recorded in the item referenced should be applied to all stock items on this input record. If the data item left blank then the analysis code is applied in the normal manner – usually from the stock record.

First Item for Description / Sets

This asks for the data item on the input record that holds the stock description, or if importing sets then the first stock description item in the set. Note that if importing sets then you should set the ‘Sets’ item, if left blank then system assumes the stock description recorded in the item referenced should be applied to all stock items on this input record. If the data item left blank then the stock description recorded on the stock record is applied.

First Item for Tax Code / Sets

This asks for the data item on the input record that holds the tax code, or if importing sets then the first tax item in the set. Note that if importing sets then you should set the ‘Sets’ item, if left blank then system assumes the tax code recorded in the item referenced should be applied to all stock items on this input record.If the data item left blank then the tax code is applied in the normal manner.

Put On Hold if Stop / Credit

Orders are created with an ‘A-Active’ status. Setting this option creates the orders with an ‘H-Hold’ status where the customer account is flagged as ‘on-stop’ (or if the supplier flagged as suspended) or where the account is over the credit limit.

Omit Exclusive File Locks

Batch operations generally require exclusive locks of the files involved to ensure that all ‘valid’ records are imported. However, exclusive locks can be difficult to obtain on busy systems so setting this option omits the exclusive lock on files and applies record locks against the accounts and stock records involved. If an individual record cannot be ‘U-Use’ locked then the input record is rejected and not flagged as processed. 

Omit Stock Reservations

Order Processing systems are usually set to mark stock as reserved or on-order via settings in the application system profiles. If set to do so then setting this option ensures that stock is not marked as reserved/on-order. 

Apply Discount Matrix Checks

Set to apply any discount matrix entries to imported records – if set then this would override any price on the input record.

Selection Criteria on Input

Allow Changes to Selection Criteria

These options allow you to define selection criteria to restrict the records on the input file that are to be processed in this batch update and to allow the operator to amend the criteria at run-time. Note that the criteria revert to the default defined after amendment.

Copy Items

Here you can specify up to twenty copy items from the input record to the order header, and a further twenty copy items from the input record to the order detail. You can use <F4-Select> to view the database structures involved and select the items required.

Copying the Order Reference

These two options allow you to define a sorting sequence that is applied to the input database before records are imported. The account code would usually be set as the first of these items and the update procedure creates a new order on change of the account code.

In addition, you can choose a second item (which would be one of the remaining three sort items) to create a new order on change of that item – perhaps a customer reference or order date.

Use Custom Number / Suffix

Datafile Software offers a service that allows any Datafile system to be customised to specific requirements on the rare occasion that those requirements cannot be met the by standard system. Any such feature will be set here when advised.

Link to Job Costing (SOP Only)

This option, applicable if the sales/job link accessory is in use, allows configuration of the sales order processing links to job costing.

Allow create job from order entry

Set to allow creation of a new job when adding a sales order header.

Allow create job from amend order

Set to allow creation of a new job when updating a sales order header.

Auto create job without prompting

If the job code item on the sales order header contains a new job reference then the system prompts on save of the order header to create the job. Set this option to omit the prompt and create the job automatically.

Allow link to existing job record

Set to allow the sales order to be linked to a pre-existing job when entering the sales order (this can be set in addition to or as an alternative to creating a new job).

Default job to order reference

When primarily creating new jobs it can be useful to maintain the same reference for both the order and the job record. Set to default the job reference to the order reference – you can still amend if required prior to job creation.

OR Link jobs at order detail level

The previous parameters all relate to linking to job costing at the order header level and, as such all order details on the order relate to that job. Setting this option as an alternate to the above parameters allows you to link to pre-existing jobs at order detail level. Each detail can link to separate jobs or indeed not link to a job at all.

Update Stock Issues to Job Costing

Whether linked at the header or detail level you may want to post a stock issue for the order detail to job costing so the cost is recorded against the job. If set then you are asked for the cost code to use within order detail entry if a job reference has been entered.

If set, the cost is updated to the job on update of stock (usually at the delivery note stage).

Mandatory cost code on linked details

If set then if the order has been linked to a job (at header or detail level) then the order detail must have a cost code input

Default job code from last detail

Default cost code from last detail

These options allow you to remember the job code (if detail linked) and cost code from one order detail to the next within order entry. Note this acts as a default you can still blank out or amend as required.

Job Code Input based on order status

When set this option allows control over whether the job code input is mandatory, optional or not applicable (read-only) for each order status.

Input Job Code on Change of Status

Set to allow input of job code when change order status if order not already job-linked.

Copy Header to Job Items

This option allows a series of ten copy items from the sales order header to the job file, actioned when a new job is created. You may use these to populate the job title, the customer account, etc. As with all copy items, they should be defined between identical (or similar) item types and sizes.

Point of Sale (SOP Only)

This option, available if the Point-of-Sale accessory is in use, allows configuration of the point-of-sale options.

Account Code before real one specified

When entering Account Sales the order is initially created against a ‘dummy’ account (specified here) and then either before entering the details or at the end of the process the customer’s account is updated against the order.Enter the temporary account to use here – note the account must exist on the Sales Ledger Accounts file.

Account Code for Cash Sales

Reference here the sales account to use for Cash Sale Entry.

Account Code for Quotations

If entering details for a customer at a counter or over the telephone then you might get to the end of the order advise the customer of the amount and the customer may then pause at the total value. Instead of abandoning the order you can record it against a ‘quote’ payment type and use the account set here.

Omit Input of Description Unless Blank

If configured to show description in fast input settings then setting this option will skip input/confirm of description unless the description copied from stock is blank.

Omit Input of Price Unless Zero

If configured to show price in fast input settings then setting this option will skip input/confirm of price unless the price copied from stock is zero.

Omit Input of Price Per

If configured to show price-per then setting this option will skip confirm.

Omit Input of Discount

If configured to show discount rate then setting this option will skip confirm of this item (but still showing any value set from a/c or matrix).

Allow Override for entry Description / Price

If omitting input of description / price above then setting this allows <F11> key on quantity input to amend description and price.

If Zero Price, Price entered inclusive of VAT

If set then when a price of zero is applied to the order detail and the system prompts for the price, then the entered value is assumed to be VAT inclusive and back-calculated as an exclusive price.

Account Sales, Ask Account at Start of New Order

Leave Blank

On Account Sales the system will prompt for the customer account code at the end of the process (after selecting payment method). This means that prices displayed during order entry may not be those that apply for that customer until they are recalculated when you select their account code. Setting the option to ask for the account at the start of the process (before detail entry begins) means the details will be displayed at the customer’s price point.

If set to leave blank, then when prompting for the Account Code the temporary account (set above) will not be defaulted to.

Cash Sales, Ask Account at Start of New Order

Normally on Cash Sales you would not be prompted for the account code at all.Setting this option allows you to prompt for an account code at the start of the order. You may want to do this if you deal with different types of customer – trade etc. – and offer different price points accordingly.

Automatically Load DETAILS Insert Mode at Start of New Order

Normally set so that on selection of cash/account sale option you are immediately entering the details (after confirm of account if appropriate). Leaving blank gives you the Detail bar menu initially allowing options such as Header or Text to allow an entry of a delivery address for example.

Require Function Key to Change Default Qty from ‘1’

If typically selling one of an item (or you enter/scan the stock code multiple times when more than one sold) then setting this option makes the quantity input view-only unless you press the function key <F11> before entry of the stock code.

Key Press to end input of Items

This option should be set to F12 at all times. In practice both <END> and <F12> are supported.

Automatically Record Payment and Print after Details

Normally set to yes so that pressing <END>/<F12> loads the payment selection process. If not enabled then you are returned to the detail entry menu from where you can select Payment etc.

Allow F11-Override on Payment Type to abandon order

If you get to the end of the order and the customer is unhappy with the total cost then you could save it as a Quote if the customer is going to come back later. Alternatively pressing <F11> on the payment type will abandon the order and mark it as deleted.

Allow Price Check Option

Setting this enables the price check option within Cash/Account Sales entry.If set a pop-up form allows you to configure for display up to ten items from the stock file. Note you would normally include the stock code item itself.

SOH Item for Printed and Updated Status

Allows reference of a text item (X3) on the Sales Order Header, it can be updated with ‘P’ when the order is printer and ‘U’ when the files are updated. Unless an error occurs this field would contain ‘PU’ to show printed and updated.

Default Date to within current period

This option allows the date to default to the end of the current sales period when today’s date is later than this. It would be unusual to set this.

SOH item for ‘change amount’ cannot be negative

When taking cash you will often prompt for the amounts tendered and calculate a ‘change’ amount.Selecting the ‘change’ calculation here will prevent the input of an amount tendered that results in a negative value for change.

Allow multiple payment types for POS

The point-of-sale accessory is built upon the sales order processing multiple payment analysis options.However, by default you can only take payment in one method in POS input. Setting this option allows the payment to be split between different payment types.

Suppress display of extra text pop-up

Detail entry can be configured to allow extra description text. You may want this option in use to print the extra description detail on the document but not want to amend this during order entry. Setting this option suppresses the input of extra text.

Omit recalc of prices if a/c at end

Account sale entry, and cash sale if choose the payment type ‘on-account’ will ask for the account code to use. If not configured to prompt at the start of sale input it will prompt at the end of input.This could result in prices that you have confirmed being recalculated as the customer default price band and any matrix entries are applied. Setting this option omits this recalculation.

If omit recalc, then recalc if price band changes

If omit recalc, then apply matrix entries

These two options only apply if suppressing the recalculation of prices and allow the recalculation to proceed if the price band on the customer is different from that on the default account (set earlier), or to apply any matrix entries set for the customer.

Order header item for single pay type

If above set then you may find it useful for analysis reports to record on the sales header a payment type in one data item. If you reference an N-type item here then the payment entry number is recorded as appropriate.

Which payment type is on-account

Enter the type number for the on-account ‘payment’ method. This is used so that when using the cash sales entry option the system knows the payment type selected requires input of the customer account code.

SLA Item Pay Type (opt)

If using account sales entry then you can reference a data item on the sales ledger account file here that contains the default payment type. Note this option is only applicable where allowing the multiple payment analysis option (set above).

Document to be loaded if mult pay types

Each payment type can print its own document so that the layout is configured to print selected data based on the payment type. If using the multiple payment analysis option, then enter the number of the document to print where more than one payment method is used (see options below).

Re-display after load doc

When set the system redisplays the confirm items set below after printing the document.

Payment Type / Confirm Items

Up to five ‘confirm’ items can be configured against the sales order header database to be input after confirmation of the payment method. You may want to use this to record customer reference information etc.

Payment Type / Large

With this option set then the confirm items are displayed in a larger font.

Payment Type / Load Document

Here you enter the document (usually invoice) to print for the payment type. Document Numbers are:

1First Acknowledgement

…

12Twelfth Acknowledgement

101First Delivery Note

…

112Twelfth Delivery Note

201First Invoice

…

212Twelfth Invoice

Optional Features

The optional features, available within the Advanced Input Facilities, allow a series of prompts over four screens to configure the order processing applications.

Allow Create New Stock/Product record

Set to allow creation of a new stock record during order detail entry.

Auto F4-Sel on item if blank stock code

If press <Enter> on a blank stock code, and ‘blank’ not set as the free-form or description-only stock identifier, then the system will launch <F4-Select> to search for the stock code. Setting this option allows the cursor to default to one of the two secondary index inputs to search on. Select the appropriate secondary index data item if required.

Omit input of Nominal/Analysis Code

Omit changes after add

The first of these prompts prevents the operator changing the nominal and analysis codes during order entry (if set and using the Nominal Ledger then you must ensure that the source of these codes, usually the stock file, forces the input of these details).The second prompt allows the operator to set these codes on initial add of the order detail but prevents input on subsequent changes.

Warn if less than physical/free stock (SOP only)

Set to warn when the order quantity would take stock levels negative. When set a pop-up allows a series of extra parameters. Note that although this option is available for Purchase it is only really of use in the sales order processing system and the additional pop-up parameters are not available.

Check physical (n=Free) (SOP only)

If set this option then the order quantity is compared against the stock’s physical quantity.If left blank it is compared against the stock’s free-stock quantity.

Extra stock check item number (SOP only)

Check as well as physical/fee (SOP only)

You may want to set the check against an item on the stock file other than physical or free stock.If using the ‘pick quantity’ options you may want to check against a calculation of ‘Physical – Picked’. If the Back-2-Back accessory is in use you may want to check against a calculation involving the minimum stock level – so that you know to generate a purchase order. Select the item on the stock file if required – note warning messages occur where the order quantity is greater than the value in the referenced field.

The second parameter asks whether the extra stock check replaces the check against physical/free or is addition to this check.

Mandatory stock check (SOP only)

Set if the stock check(s) are to be mandatory and orders are not to be allowed if the quantity entered would result in negative stock. If left blank then a ‘beep’ warning is made if the order quantity would exceed the stock check items (see below)

Prompt for override (SOP only)

Key ‘Y’ for override (SOP only)

If not applying mandatory checks then the ‘beep’ may not be a sufficient warning for the operator (particularly in a noisy office). Setting the first of these options warns on screen of negative stock and asks if the operator wishes to proceed. The second parameter asks whether the operator should be forced to key ‘Y’ to proceed rather than just pressing <Enter> to move past the warning.

Optional Password (SOP only)

If the stock check is mandatory then there still may be circumstances when you wish to proceed with the order entry even though stock would go negative. Entering a password here allows the operator to press <F7-Option> on the warning message and, if the password is entered correctly, proceed with the order.

Extra Stock Check Message (SOP only)

If applying the extra stock item check then you can enter the message to be displayed if the order quantity entered fails this check.

Ignore Stock Check if Quote (SOP only)

On Q-Quote status orders it is unlikely you would want to apply the stock quantity checks. If only warning the operator then the warnings could act as a useful tool, but if mandatory you would usually not want to prevent the entry of a quote. Set this option to ignore the stock checks if the order status is a Q-Quote.

Exclude On-order in free stock calculation

If you are supplying from stock, then you may wish – during order entry – to ignore any stock that is on order. Set if you want free stock to represent physical less reserved only. Note this does not change the stock calculation itself.

Warn if selling price less than cost (SOP only)

If set, then the system warns where the confirmed selling price is less than the cost price of the item.In addition a pop-up allows a series of extra parameters to be configured. Note this parameter applies during document production also.

Check item (else cost) (SOP only)

You may want to add a margin to the cost price so that you are guaranteed a minimum profit or to take into consideration additional procedures that the stock item incurs.This option allows you to nominate an item on the stock file to compare the selling price against instead of the cost price.

Mandatory check (SOP only)

Set to treat the cost check as mandatory, preventing the input of a selling price less than cost (or nominated alternate).

Password for override (SOP only)

OR authority override (SOP only)

If set for a mandatory check you can optionally enter a password or an authority level at which the operator can press <F7-Option> on the warning message and proceed with the order/document.

Omit display of cost (SOP only)

The warning message for selling price less than cost by default includes the cost price. If this is sensitive information then setting this option removes this from the message.

Check after discount-% (SOP only)

If entering discounts it is all well ensuring the price is greater than the cost but you wouldn’t want an operator to give a discount that takes the ‘real’ price below cost.Setting this option rechecks the price taking any entered discount into account.

Omit if override on ACC (SOP only)

Omit if override on HDR (SOP only)

You might want to allow selling prices less than cost for selected accounts or orders (perhaps for internal orders between different branches). These options allow you to nominate a flag item on the accounts or order header files which, if either, set to ‘Y’ will omit the warning messages.

Omit if sale price zero (SOP only)

You may send out products as examples for which the price is 0. Setting this option omits the warning message when the selling price is 0.

Allow immediate change of stock cost (POP only)

If set then if the operator overtypes the cost price on a purchase order they are prompted if they wish to update that cost back to the stock record. Set as required.

Allow to back calculate price from tax inclusive input (SOP only)

When operators key in a price they may key in the tax inclusive price. If so, and the price bands are set for VAT exclusive pricing then the operator can press the <F5> key after entry of the amount, but before pressing <Enter>, to update the price with the tax exclusive price.

Omit input of discount rates/amounts

Set to omit input of line discount rate and amount.

Remember Nominal Code between entries

If stock/product codes do not carry default nominal codes, and the nominal code isn’t populated by other means (say a copy item from the account via the order header) then the nominal code needs to be input on each line. Setting this option defaults the nominal code to that of the previous entry on the order.

Change Status: C-Complete when (0, 1, 2)

The change status procedure allows you to change the status of an order header from complete back to active. This option controls the update of status on the order details in these circumstances.

If set to 0 then the status remains at C-Complete when the detail is fully invoiced.

If set to 1 then the status remains at C-Complete when the detail is fully delivered and invoiced.

If set to 2 then the status remains at C-complete when the detail has been invoiced at all.

Allow free-format order details

Stock code value to signify free format

Setting the first option allows you to enter order lines on a free-form basis, i.e. not related to a specific stock or product code. The second option asks for the value to enter as the stock code to identify the input as being a free-form line (you may leave this blank so that <Enter> acts as the identifier). Note this value is not saved to the stock record so will not print on documents.

Omit Cost Price in price select key

On the ‘Price-No’ input <F4-Select> is available and shows the (up to) nine selling prices together with the cost price. If the cost price is sensitive you may want to omit this from the display. This option is applicable for POP when using the stock cost bands option.

Default system date on order header item no

This option allows you to update an order header item with the system date. Note the ‘date input’ does this automatically, you may want to use this for date required.

Prevent changes to the order price

Setting this option prevents the operator amending the unit price during order input.

Stock Qty Held in Units (not price/per)

If stock set to have a price per – say £5 per 10 – then setting this option controls whether a quantity of 1 is one unit or one pack(per). If set then an order of 5 would reserve 5 in this example, if left blank then 0.5 would be reserved.

Apply surcharge if split box (pack)

Only allow whole pack i/p

If the stock item is held in packs then setting the first option allows input of a surcharge where the order quantity requires the breaking up of a pack. Setting the second option prevents the input of a quantity which requires breaking up a pack (<F7-Option> is available to allow this).

Allow Account/Stock History Search

Set to allow the HISTORY option on the order detail input and the <F7-Option> key to search the history on the price input. The history option allows the operator to review previous orders for this account and stock code. Setting this option launches a pop-up to configure the history search.

Omit X-Ref Accounts

If the current order is against a delivery account then the history search will also include, by default, the main ‘invoice’ account in the history enquiry. Setting this option restricts the search to just the current account.

Show All Locations

If using multi-location stock then this option ignores the location code when searching for specific stock codes – listing the order detail regardless of the location.

Items to Display

These options allow you to nominate 10 items from the order detail record to display in the history search.

Allow Quotes for prospects

The sales order processing program only allows the entry of orders for ‘live’ accounts. Setting this option allows you to enter quotes for prospect account, if a prospect account is selected the status is automatically updated as ‘Q’ and cannot be amended until the account becomes live.

Use full screen design for order detail

Setting this option replaces the system full-screen order detail input with one that is totally user-definable (and defined on the main Enter/Amend Orders menu in the Application User Facilities). If set for detail pick mode (screen 2 of the optional features) then this option shouldn’t be set by default unless all details to be entered in full-screen mode.

Allow negative order quantities

Quantities are normally entered as positive values. Setting this option allows entry of a negative quantity, perhaps to allow for ‘empty’ returns. On update of stock although physical is updated as appropriate (increasing rather decreasing the physical quantity), demand, cost of sales and sales value are not updated.

Auto allocation of next order number

If set to increment order numbers within the system profiles (and code format is primarily numeric) then this option can be set to prevent the operator overwriting the order number.Note the order number in these circumstances is not assigned until order header entry is complete so will display as blank until this point.

Maintain details in pick display format

Insert at current pick line

If pick display, toggle to full screen

The first parameter simplifies the order detail entry options replacing four options ADD, CHANGE, DELETE and FAST with one option DETAILS which allows all these facilities.The second parameter, only applicable if the first is set, allows insert of new lines within the existing details rather than all lines being added at the end.

The third parameter allows you to switch between ‘fast input’ style order detail entry to ‘full screen’ order detail entry by pressing <Page-Down> on the stock code input.Note if ‘use full screen design for order detail entry’ set on screen 1 above then the entry is fixed in full-screen mode.

Default new detail quantity to ‘1’

Set to default the quantity when adding new order detail lines to ‘1’.

Ask for payment details during order entry (SOP only)

Setting this option enables the use of the multiple payment analysis options to enter a payment for the sales order. This option enables the PAYMENT option on the order detail menu. (The payment types available are defined in the sales ledger system profiles).

Warn if no pay details for active order (SOP only)

Allow F7-Option Override (SOP only)

Setting the first option forces the operator to enter the payment analysis for an order, even if it’s just to say it’s on account. The second option allows the operator to press <F7-Option> to override this warning and continue to print/exit from the order entry.

Show extra account items when adding

Prefix with data item name

When you enter an order and select an account the system displays the account name and address.Setting the first option allows you to nominate another five items from the account file to display in addition to the address. As these items may not necessarily be meaningful to the operator in and of themselves the second option allows you to prefix these values with the data item names that they come from.

Lock Stock AFTER input when amend order header

When you update an order header, changes to the order status, the reserved flag or the credit flag may mean that the stock records for the order need to be updated. As such the system locks the stock records on the order when you update the header. Setting this option omits these locks until the order header is saved and only locks if changes to these items are made. If changes are made and the stock records cannot be locked, however, the changes are rejected.

Put order on Hold if on-stop/credit check

Warn before put on hold

If, when you select an account, the customer is on-stop or over their credit limit then if the first option is set the order will be placed on hold. If, during detail entry the credit limit is exceed then the order will also be updated as on-hold. The second option, if set, will only warn if the credit limit is exceeded during order entry and offer to put the order on hold. This option does apply to POP but is unlikely to be used.

Include O/S orders for credit check

If set, then balance plus outstanding orders is compared against the credit limit (note that the outstanding orders value doesn’t include VAT unless prices are VAT inclusive) for the on-hold check. If left blank then only the balance is compared.

Force stop warnings

If the account is on stop then the operator is warned during order entry but allowed to proceed.Setting this option prevents the entry of an order for an account on stop.

Check of overdue transactions

If warn, auto Alt+L

If set then on entry of the account code the system will check for any transactions overdue and warn accordingly. The second option allows that warning to automatically launch the ledger enquiry so you can review these transactions, perform an aged check, etc.

Allow call off from order details

Apply call off using frequency table

Prompt for auto create

Maximum number of scheduled deliveries

View/Enter extra items against schedule

These parameters are only applicable if the call-off accessory is in use. The fist option enables the call-off option.

The second asks whether you are using the frequency variant of call-off, if left blank the schedule variant is in use. If set for frequency a pop-up allows you to set the frequencies allowed (daily, weekly, etc.) and the default frequency.

The third option offers to automatically create the call-off details on entry of the template.

The fourth option applies to the schedule variant and asks for the maximum number of entries in the schedule.

The final, for call-off, fifth option allows you to specify extra order detail input items to be prompted for against the template.

Use Quick Forms for rapid order entry

Set to enable the use of quick forms within order entry – quick forms allow the creation of order details based on pre-defined templates. When set a pop-up is displayed to allow additional configuration options.

Code format to be used for quick forms

This option asks for the code format to use for the quick format – typical examples are UUUUUUUUUU which allows any combination of characters up to 10 characters long, 99999 forces the form code to be numeric and 5 digits long.

Show price on quick form order entry

This option asks whether the price is to be shown during the generation of order details from quick forms.

Stop cursor at sub-entries in main form

This option relates to forms within forms (or sub-forms) and highlights this sub-form in use.

Guide quantity in quick-form order entry

Setting this option shows the pre-entered order quantity as a guide when displaying the quick form but does not default the order quantity to this value. Users must enter the quantity manually.

Extra Stock Item in maintain quick form

Select data item from the stock file to be displayed during quick form creation. This extra item is also included within the report.

Allow quick-form generation from F4 list

When set an option key is available when the search results for the stock code are displayed in order detail entry. This allows the search results (say all products containing the description ‘chair’) to be transferred into a temporary quick form. The operator can then scroll up/down the list entering the quantities required for multiple products and then generate order details from them.

If load default FORM from header – Auto (SOP only)

When using quick forms (enabled on the second screen earlier) then you can configure the order header input to allow selection of a quick form. This quick form is then displayed for validation when move on to add the details. Setting this option automatically accepts the quick form and generates order details from it.

Allow duplicate stock codes in quick form

Usually system will prevent the entry of the same stock code more than once in a quick form. Set this option to allow this.

Alternate stock items display for forms

When generating order details from quick forms the form list shows the stock code, description, price (optionally) and quantity. Setting this option gives a pop-up allowing you to nominate alternate items from the stock file for display.

Allow description-only order details

Stock code value to signify desc-only

Description only order details allow entry of notes into the description / extra text inputs but suppress input of quantity, price, etc. These notes can then be, optionally, printed on documents. The second option allows you to enter a value for the operator to type in the stock code input that the system will recognise a description only line (this value should not match any existing stock or the free-format identifier set earlier).

Stock code cannot be changed after add

Set to allow input of stock code on add or an order line but prevent changes afterwards (you can still delete the line however)

Detail menu bar option no to highlight

When select the DETAILS option from the main order entry menu select the option number you wish to highlight by default.

Omit Add New Orders action from system

Omit Menu bar actions

These options allow you to omit options from the main order entry menu. Selecting the first option omits the ‘Add’ option, you may use this were orders are imported or added via a ProFiler front-end. The second option allows entry of a string of letters to omit items from the menu – i.e. enter DS to omit the delete and status options from the menu, etc.

Omit order changes if item(s) not blank

Set to prevent changes to an order once a value(s) on the order header are not blank. You might elect to check an ‘authorised’ field on purchase orders, or the delivery date on sales orders, etc.

Default POD job code to order reference (POP only)

If set then when adding purchase order details the job code defaults to the current purchase order reference.

Allow replication order header & details

Recopy Acc->Hdr copy items when same account

These options allow use and configuration of the order REPLICATE option. They are available in POP but are displayed at the bottom of the third screen of the optional features.

Setting the first option enables the feature and gives a pop-up with further facilities. The second option relates to account-to-header copy items.These copy items are actioned when you add a new order and are always actioned on replicate when you change the account on the new order. If, however, you keep the same account the copy items are not actioned by default, the assumption being you may have overtyped these values on the original order header. Setting this option re-actions the copy items regardless of the account being amended or not.

Retain Original Order Pricing

By default prices are refreshed from the stock/matrix files when an order is replicated, setting this option keeps the original order pricing on the replicated order.

New Order Updating: HDR – Flag User

New Order Updating: HDR – Flag Date

New Order Updating: HDR – Flag Time

These options record on the replicated order header the user-id who replicated the order, and the date and time they were replicated.

New Order Updating: DET – Flag User

New Order Updating: DET – Flag Date

New Order Updating: DET – Flag Time

These options record on the replicated order detail the user-id who replicated the order, and the date and time they were replicated.

Old Order Updating: HDR - New Order

Old Order Updating: DET – New Order

These options update on the original order header and detail, the newly created orders reference.

Old Order Updating: HDR – New Status

Old Order Updating: DET – New Status

These options update on the original order header and detail, the newly created orders status.

Copy Items: HDR to HDR

Copy Items: DET to DET

Data items are always copied like for like between orders when replicate. These options allow you to save on the new order values as they were on the original order before they (may) were amended on the replicated order.Twenty copy items are allowed between the header files and detail files. You may use this to copy the original order reference to the new order, or the original quoted price to the detail for example.

Ignore deleted items in display

This option suppresses the display of deleted details from the order entry list.

Prevent duplicate stock codes in order

This option prevents the use of a stock code more than once in any one order.

If pack/price-per, Ask apply unit-price

If quantity is less than one pack/price-per then if this option is set the operator is prompted to apply the unit-price of the item (the unit price being nominated as one of the 9 prices set within stock control). Likely to be of use in SOP only.

Pick up multiple discounts from stock

Apply stock discounts for prices (1-9)

If using the multiple discounts option, where the discounts can be applied in up to four stages, then you can default the first two stages from the stock record. You might use multiple discounts were you sell at retail and offer trade customers 10% discount and then larger customers a 5% discount on top etc. The first option allows you to select the data items on the stock file to default the discount rates from. The second option asks for a string of price bands – i.e. ‘12367’ – for which the discount rates are to be defaulted for (you wouldn’t want to offer trade discount if the price band the customer is on isn’t the retail price.)

Apply matrix to total quantities/group

One of the features of the discount matrix (see appendix later for more discussion on the matrix) allows the use of quantity breaks where the higher the quantity purchased the better the price/discount offered. This option only applies to one order line, if the qty is spread over several lines each individual entry may fail to breach a quantity break but when taken together they would. Setting this option allows the system to recalculate quantity break matrix entries, when they are against a product group, including all details for that product.If the quantity break is breached then the special price / discount is updated to all details within the group.

NB: This recalculation is only applicable if the price band for the order is set within the ‘Apply Stock Discounts’ parameter above.

Apply line disc if matrix

If the customer, or more correctly the order header, has a default line-discount to be applied to the order details then this line discount will not apply for order details that apply a price from the matrix (it would be automatically overridden any way if a discount was applied from the matrix). Setting this option continues to apply the line discount, by default, when a price matrix entry is applied.

Prevent matrix for order prices (1-9) (SOP only)

This option asks for the price bands, input as a string – i.e. ‘89’, for which matrix entries are not to be applied.

Allow Forward Order Status (F)

If fwd omit stock reservation

Set to allow use of the F-Forward order status within order processing. The second option controls whether reserved (on-order) stock is updated when the forward order status is used.

Note that the stock file allows you to hold an F-ORDER Reserved (and On-Order) quantity. If this is in use then the standard reserved/on-order values would not be updated from an F-Status order and instead these alternate items would be updated, when the order status is changed to active the quantity is moved from the F-Order Reserved value to the standard reserved value.If set to omit reserved update when these items are in use then neither the standard reserved nor the f-order reserved fields are updated.

Check for dupe cust(supp)-ref on header item

This option allows you to nominate an input item on the order header which will be validate to ensure the customer hasn’t used this reference before (ordering the same details twice). Select the item required for check. Note the account code on the order header database must be defined as a secondary index for this feature to be applicable.

Default status on new orders (e.g. Quote) (SOP only)

New orders normally default to ‘A-Active’ status. If this is not appropriate set the status required.

Allow detail change status (SOP only)

The order header entry allows use of the change status option to change the status option for any order. Setting this option also allows the status change within order detail entry and changes the status for the current order.

Allow Counter-Sales Discount (SOP only)

The counter-sales discount allows an option DISCOUNT on the order detail entry that asks for a discount rate or amount to apply to the order. A detail line entry is then created for the discount. When set this option to allow a pop-up is displayed.Note, the option on screen 1 to ‘Allow back-calc of price from tax inclusive invoice’ needs to be enabled.

Stock Code for "Sales Discount” Item (SOP only)

Enter the stock code to be used for the created discount line. Note this must be a valid stock item flagged as ‘non-stock’.

Maintain Separate Delivery Address File (SOP only)

This option offers an alternative to holding the delivery addresses within the sales accounts file.Setting this option offers a pop-up for configuration of this feature.

Pathname (SOP only)

Enter the pathname for the delivery address file; the usual path would be DATA\???-DEL.DFD (replacing ??? with the company id).

Delivery code format appended to the account code (SOP only)

The prime-index of the delivery database is a combination of the account code and the delivery reference.Enter here the format of the delivery reference – i.e. ‘/999’. Note for this feature the code format for the account file must be fixed in length.

Delivery file select key items (SOP only)

Select up to five items from the delivery address file to be listed when use <F4-Select> to search for the delivery address.

Header item for delivery code (SOP only)

Reference the item on the sales order header database that you will perform the delivery address lookup from.

Copy Items: DEL to SOH (SOP only)

This option allows up to ten copy items from the delivery address database to the order header.You would use these to copy the delivery address to the order header for printing on the document.

After setting the copy items you are able to design the screen layout for creating a new delivery address from within order entry.

You design the screen in the normal manner.

Allow deposit processing (SOP only)

Setting this option enables the sales order processing system to take deposits when adding orders.When set a pop-up allows additional configuration options.

Stock Code for "Deposit Paid” (SOP only)

Stock Code for "Less Deposit” (SOP only)

These prompts ask for the stock codes to be used when generate a deposit. The first is the line that is ‘invoiced’ immediately to record the deposit against the customer, the second is the ‘discount line’ processed on the invoice to reduce the value of the order by the deposit taken. The items should be created on the stock file and be flagged as ‘non-stock’

Stock Code for "Deposit Refunded” (SOP only)

Stock Code for "Less Refund” (SOP only)

These prompts ask for the stock codes to be used when generate a refund. The first is the line that is ‘invoiced’ immediately to give the refund to the customer, the second is the ‘charge line’ processed on the invoice to increase the value of the order by the refund given (cancelling the effect of the deposit line ‘discount’). The items should be created on the stock file and be flagged as ‘non-stock’

Document to use for Deposit: Type / Doc-No (SOP only)

Document to use for Refunds: Type / Doc-No (SOP only)

Select the document type (A-Acknowledgement, D-Delivery Note, and I-Invoice) and number (1-12) to process when a deposit or refund is generated. An invoice must be include to update the sales ledger with the deposit or refund but you may first process an acknowledgment to show the details of the order, this can then chain to an invoice to update the deposit/refund to the ledger.

Allow deposit payments to be made on account (SOP only)

Normally not set, restricting the payment types offered for deposits to just those with a valid nominal code.

Allocate deposits proportionally when part-invoicing (SOP only)

This option can be used when part-invoicing goods on orders to only take a proportion of the available deposit were necessary. Note this option is only applicable where the deposit charge includes a VAT element and all order lines use the same VAT code.

Normal deposit percentage applied (SOP only)

When entering the deposit you can press the <F7-Option> key to update a deposit amount based on the percentage entered here.

Maximum write-off value when part-invoicing (SOP only)

When part-invoicing the invoice value can be slightly higher or lower due to rounding of VAT and Discount than it would be if the invoice was processed all at once. If a deposit was entered for the full amount on order entry you could end up having to refund or ask for additional payment because of part-invoices. Setting this option gives a maximum value up to which the system will adjust the goods amount on invoice so that the overall invoice value matches the deposit. If the discrepancy is bigger than this maximum the system will ask for additional payment or generate a refund as necessary.

Item for Unallocated Deposits (Exc VAT):SOH / SOD (SOP only)

Item for Unallocated VAT on Deposits: SOH / SOD (SOP only)

Reference data items on the SOH and SOD that are to hold the unallocated deposits.

Pick up single batch cost for detail (SOP only)

The cost price used for cost-of-sale is normally updated from the stock items cost price. If pre-allocating batches and only allocating one batch per detail then setting this option would update the cost price from the selected batch record.

Order detail item for price-by method

Default price-by code when adding

This option is of use when you price in various methods – for example price per kilo, price per pound, price per case, etc. It allows the operator to select the price-by method and the system will perform copy items behind-the-scenes within the detail record to update the price (and other associated fields appropriately). The first option asks for a data item on the order detail to input the price-by method into to, when set, gives a pop-up with additional configuration options. The second option applies a default price-by method on new order entry.

Letter

Copy Items: From / To

You can define up to five price-by methods. You set the letter to use and the copy items within the order detail record to be actioned when that price-by is selected. Note: you would usually update the ‘from’ items via Database Profile copy items from the stock file.

Reset discount-% on change of stock

When set this option zeroes the discount percentage if the stock code is changed during order entry.

Display entry number during input

When set this option displays the order detail entry number when adding/amending details.

Ignore records on F4 stock lookup

Allow option to view all

This option allows you to hide records from the <F4-Select> display when searching for the stock code. You may decide you want to suppress items with no physical stock, or are flagged as ‘no longer stocked’. Setting the first option allows you to enter the criteria to hide stock records based on.Setting the second option allows the operator to press <F7-Option> and show the hidden records.

Stock Item to Test

Test Equal / Not Equal

Value to test against

Select the data item on the stock file to be checked; <F4-Select> is available if required.Next select whether records are to be hidden when the value is equal (E) or not equal (N) to the value, and then enter the value to be checked.

Keep FIFO last document entries for: HDR ACK

Keep FIFO last document entries for: HDR DEL

Keep FIFO last document entries for: HDR INV

When you print a document that updates the order files the document reference, date and optionally time, are saved to the order header. When documents are reprocessed then these values are overwritten thus only ever showing the last reference. This option allows you keep the last n document entries; where n is a value from 1 to 9. Note that the Database Profiles options for reference, date and time then become references for the first in the sequence and the next n consecutive fields are expected to be available to hold the earlier references.

Keep FIFO last document entries for: DET ACK

Keep FIFO last document entries for: DET DEL

Keep FIFO last document entries for: DET INV

This offers the equivalent facility to the above but this time relating to the order details. In addition to the reference, date and time the order detail can also hold the quantity processed. Again, if enabled, the Database Profiles for reference, date, and time become references for the first in the sequence.

Header item for update matrix records

Detail item for update matrix records

When a matrix entry is applied to the order detail it may be amended by the operator. This option asks for a flag, on either the order header or detail, which will be checked and, if true, will re-update the matrix entry on save of the order detail with the changes made (only applicable for price / discount entries)

Change Status: Ask separately for details

When you change the order status the details are updated for the change in status automatically.Setting this option asks separately to update the details.

Copy price from SOD (POD) item (on change)

This option allows you to copy a calculated field on the order detail record into the standard price field so it can be amended if required.

Auto insert delimiter in stock format

If your stock code format contains delimiters – i.e. AA/9999 – then when set this allows you to enter the code without the delimiter and automatically update the code to include it.

Default header description for sales (purchase) transactions

Default header description for stock transactions

When you generate a ledger transaction or a stock transaction the description is updated based on a data item on the order header (optionally confirmed during document production). This option allows you to enter a default description that is updated to the order header on creation of a new order.

Order No in Account Code / Sequence

When using order processing to record contracts it can be useful to have the order reference made up of the account code and the contract number – i.e. BAL001/001, BAL001/002, DAT001/001, etc. Set if required. Note the code format needs to be updated accordingly and the account code and the order reference formats must be fixed length.

First (Detail) Screen lookup is customer/stock code

A common requirement on sales order entry is to use the customers own stock code (similarly on purchase order entry using the suppliers own code). To do this you use a lookup database that is input prior to your stock code to select the customer/supplier stock code, which then via copy items updates your equivalent stock code into the stock field.

When you use this lookup database you often prefix the customers own stock code with the account code of the customer, in case two different customers use the same code for different products. This option enables the first lookup on the detail screen to filter the records displayed so that they are restricted to those were the lookup prime-index starts with the account the order is placed against.

Instant Print

The instant print options allow you to select the documents available on the PRINT option within order detail entry.

On the left of the screen are the document types and the ‘active’ status codes. Against each type/status you set whether the PRINT option allows you to print a document, whether you load a specific document and whether or not the document is processed automatically. Note you cannot print a delivery note or invoice for a non A-status order.

Allow

Set if document is to be allowed for this document type / status.

Sel.

Enter 0 to list all documents for this document type / status, or enter the document number 1-12 to print.

Auto

Set if document is to be produced automatically. You may need to amend your document configuration for this so that quantities default correctly (as no user input is allowed when automatic).

Always print acknowledgement on new orders

If you set this option, then on exit of the order entry process, if you haven’t already printed an acknowledgement, you are prompted to so.

Instant Prints as Full Menu for Status A / Q / H / C / F

This option removes the ACKNOWLEDGEMENTS, DELIVERY and INVOICES sub-menu when select PRINT and instead offers a list of documents to choose. After setting this option a pop-up lists the 12 documents for each type (if status A/C) and asks you to set whether to include the document in the list and whether it is to be processed automatically. When configuring for Status Q, H or F only acknowledgement documents can be selected.

Set Sel to allow print of the document against the selected status, set Auto if document is to be produced automatically.

Fast Input Features

This screen allows you to select the order detail data items available on the DETAILS pick-mode (or Fast) entry procedures.

Fast Input by line required

Set to allow this facility, if leave blank then only full-mode entry screens are available.

Prompt for another entry

Set if after confirmation of last entry you wish to be prompted to add another detail, leave blank to assume adding another detail automatically (you then <ESC> on new detail to finish).

Maximum Size of values

The number of items that can be input in detail pick/fast entry is limited according to the font and screen size therefore it can help save space for more items if you set the number of significant values allowed to the smallest your orders will allow. You can set between 2 and 8 significant places.Note this applies to quantity, price and total value fields.

Next you select the items you wish to prompt for during detail entry, tick as required. Note that the extra items 1-8 relate to the first 8 ‘Additional Order Detail Items to be Input’ defined later.

Ask description at bottom of the screen

OR truncate the description length

This gives another option to increase the amount of items that can be prompted for during detail entry.The description is likely to be the largest field to be prompted; setting it to prompt at the bottom of the screen will release this space to enter more items. Alternatively you can truncate the display of the description in the detail entry (note that the full size is still prompted for when cursor is on that item)

Account on stop / hold status (Premier only)

When adding sales or purchase orders the order can be automatically placed on hold when the account is on stop or over the credit limit. You cannot change the status back to ‘A-Active’ until the stop flag is cleared or payment is made (or credit limit increased).

This option allows you to nominate user-id’s who can change the order status in these circumstances and the value to which they can release the order.

A/C on Stop – Allow Order to the Value: User Id

A/C on Stop – Allow Order to the Value: Order Value

The first options allow you to nominate a user id who can override the ‘on-stop’ flag on the account and change the status to active and the order value up to which they can allow.Note, user-ids are case-sensitive.

Hold Status Override if over limit by: User Id

Hold Status Override if over limit by: Order Value

The second set of options allow you to nominate a user-id who can override a failed credit-limit check on an order and the value up to which they are allowed to exceed the credit limit.

Additional Order Detail Items to be Input

This option allows, when using the ‘system’ full screen entry, to nominate additional order detail items to be input. The first eight items can also be enabled to be prompted in the fast input features.

You select the item name as appropriate and then set whether the field is for display purposes only.

List Order Detail Items

When not using DETAILS pick mode an option LIST is available to list the order details. Here you nominate the items from the order detail to be listed.

Alternative Order Header Status Line Display

By default when entering order detail lines a status line displays at the top of the screen for the order header displaying the order reference, the number of entries, the order value, the account code and the account name. This option allows you to set alternate items for display.

Alternate display of header items at order entry

Set to display the alternate header set below.

Data Item

Text

Column

Select the data items to be listed from the order header at the top of the detail entry screen.Optionally you can also set a text label to display before the item and the column position; you set both of these or neither. If text and column position left blank the data item name is used as a text label before the data item and set items are displayed automatically one after another.

Alternate Order Detail Stock Display

By default when entering order detail lines a status line displays at the foot of the screen for the order header displaying the physical and free-stock of the selected stock item.This option allows you to set alternate items for display.

Alternate display of 1^st stock line at order entry

Set to display the alternate footer set below.

Data Item

Text

Column

Select the data items to be listed from the stock file at the foot of the detail entry screen.Optionally you can also set a text label to display before the item and the column position; you set both of these or neither. If text and column position left blank the data item name is used as a text label before the data item and set items are displayed automatically one after another.

A second screen allows you to define an alternate display for the 2^nd stock footer line.