Fulfillment Order Entry
Fulfillment Order Entry encompasses all possible order entry types including Releases, Fulfillment, Prebilling 1 Item Master, Bill Only and Credit Memo. This reduces the need of exiting and loading programs for each order type. Depending on the order type the default information and screen displays may change. Following is a review of the various options available in Fulfillment Order Entry. Additional sections will cover the other order types.
The main window has four primary sections displayed. To see complete details for any of the items displayed just double click on the record or use the action buttons below.
· Beginning with the upper left hand corner. Orders entered or edited by this operator are displayed until you close the process. Each time the list will start over with orders entered or edited.
· The lower left hand corner is the ship to record summary list. In cases where more than one is displayed you can review the corresponding line items by highlighting each ship to one at a time.
· The upper right hand corner displays details related to this order. By reviewing this area you will see the current status of the order, payment and commission information.
· The lower right hand corner is the line item record. The first ship to record line items are displayed.
Add a Fulfillment Order
Operator initials
Defaults your operator initials and may be changed.
Program #
Enter or select from a lookup the program number for which you are entering the order.
Customer #
Enter or select from a lookup the customer number to bill this order.
- Tip: You may use the master account field in the customer masters record to limit which customer can purchase through this program. To use this feature; set up the program master with the customer number as the master account number. Only customers having this master account will be allowed to purchase through this program.
Ship from cust #
If you wish to limit the selection of inventory items to a specific customer #, then enter that number here. Leave it at -0- to default display to all inventory items.
Customer PO #
A customer PO # can be entered if it is provided. Otherwise, this field can be used as reference for cost center, region #, or ship to last name. This becomes a very useful lookup for locating the order for future customer service functions.
- Note: Customer PO # is one of the primary selection fields that can be used in a number of order lookups, customer service or order tracking.
Order type
Select the type of order you will be entering.
- Releases – Used to record shipment of inventory from a distributor location with option to ship the merchandise to a client location. “Usage by Count” is then used to record usage activity.
- Fulfillment – Most common type of order. Use when shipping merchandise from inventory or dropped shipped from a vendor.
- Prebilling 1 item master – Use for customer owned order processing. Creates a sales order and a vendor purchase order for customer owned items.
Prebilling 2 item master- Use for turning a house owned program’s items into customer owned items. If the items will not be restocked, can be used to set up the new customer owned item master.
- Credit memo – Use to credit the customer for returned merchandise or billing errors.
- Bill only – Use when you wish to bill a customer for merchandise. A packing list will not be created.
Order Date
Defaults to your current machine date and can be changed.
Order # to repeat
Orders previously entered for this customer may be repeated. This includes the ability to repeat all or selected ship to’s and line items.
Apply to
Is available for order type “Credit Memo”. The credit memo invoice will be applied to the invoice entered in this field.
Ship to Record
Ship record
If more than one ship to is needed on an order. Up to 99 shipping records can be entered for one order.
- Tip: The order may contain up to 99 ship to’s as long as the number of unique item numbers used on all of the ship to line item records is less than 100 total items.
Ship to code
Enter a valid ship to code to update the ship to address. Other options include leaving the field blank and default the bill to address as the ship to address or enter –98 and manually type in the address.
Address type
May only be changed to Individual if the ship to code is –98.
Company/Last Name
Ship to company name or the individual last name if address type is individual.
Attention/First Name
Ship to attention name or individual first name if address type is individual.
Address Line 1
First address line of the ship to.
Address Line 2
Second address line of the ship to.
City
Ship to city.
State
Ship to state.
Zip
Ship to zip code.
Country
Ship to country.
County
Used for Sales Tax purposes
Phone
Ship to phone number.
E-Mail Address
Only one e-mail address per order can be stored.
Bill to same as ship to
Check this box if you want to change the billing address to the ship to address entered. This is only available for the first ship to record and only during Add.
Freight table
The freight table will default from the program master. You may also use the lookup and select a table. Leave this field blank to allow actual freight charges to be added during billing.
Ship date
Defaults in based on your selection in “Additional Inventory Information” section in “Company Information”.
Ship via
Will default from the program master or can be changed during order entry.
Freight to bill
Available when a freight table is not used.
# Pkgs
Number of packages is normally entered after shipping is complete. Is only displayed during editing or viewing functions.
Weight
Can be updated based on the weight entered on the item master or can be entered manually. Is only displayed during editing or viewing functions.
Zone
Zone information as it relates to shipping. Is only displayed during editing or viewing functions.
- Tip: The manifest action button is available as part of the “Manifest Interface Special”. This special allows your operators to view package details related to your shipping software. This special will also update the ship date, ship via, freight charges, number of packages, weight and zone. During the billing process you may select only orders to process that have been shipped today with a couple of keystrokes.
Sales Tax
Unlimited Sales Tax codes are available.
Ship instructions
Will print on the packing list.
Additional labels
May be used to request mailing/shipping labels for this ship to record.
Ship to totals
During edit or viewing a summary of the ship to totals will display.
Line Item Window
L#
Indicates what line the item is on.
Item #
Enter the item that is being ordered by the customer.
- Tip: You may also use the alternate item number from the customer price master. Inventory will still be relieved based on the item master record, but the packing list, manifest, and invoice forms will print the alternate item number.
Sub #
Part of the item number, indicates size, color or style.
Cust #
Part of the item number. Indicates the customer number this item belongs to if item is custom for a certain customer.
Type
Defines the type of item. Ex. - FG, OP, or DS.
Qty
How many that are being ordered.
Qty bo
Fulfillment features the ability to indicate that the item will be back ordered. You may want to do this for situations where there is not enough inventory so that your warehouse staff will see that the item is back ordered on the packing list.
Print on packing list
Indicate whether you want the item to print on the packing list. The only time you can uncheck this box is if the entire quantity is back ordered.
Prod code
Product code from the item master. Accumulate sales and cost when the invoice is printed.
Line item code
Line code from the item master. Works in the same manner as the product code. Accumulates sales and cost when the invoice is printed.
Description
Description from the item master or customer price master.
Extended description
If the item master contains extended description for sales or all orders it will default. Otherwise, you may enter the description manually.
- Tip: Extended description will print on the manifest copy of the order and may print on the invoice per “Company Information” setup.
Price
The price of the item. Will default in from the item master or the customer price master.
Per
Is displayed based on the item master.
Billing cost
The standard cost of the item. This will default in from the item master. You may only change this cost if the item has an item type of DS.
Vendor #
Available only if the item type is DS and the item is not an OP (Outside Processed). This vendor number will become the default when this record is transferred to the purchase order.
Comm
Indicates if the line item is commissionable. The commission details can be maintained by selecting the “Salesperson button.
From site
The default location will update this field. All possible locations will be shown below in the list view. Only “Distributor” stored locations are allowed.
To site
If the products to be transferred and stored at a “Client” location, enter that location. The “Client” location must exist prior to entering the information. In most cases will display * MULTI * when used (see “Edit Locations” for more information).
From cost center
Use when transferring quantities and values from an existing cost center. Updated during printing invoices.
To cost center
Use when transferring quantities and values to an existing cost center. Updated during printing invoices.
Personalization
Only enabled if the item master indicates this item can be personalized. Depending on the item setup personalization will print either a production order or will print on the dropship purchase order.
Tax table
Shows applicable tax.
Edit Locations
Will display expected inventory pick records. For situations where the product is going to be transferred from a distributor location to a client, two records will be displayed. The sample shown shows the first record referencing the distributor site and the expected storage row/bin to be relieved and then being consumed from the default shipping row/bin. The next record will show the product moving from the default distributor shipping area to the default row/bin for the client location. The movement of the inventory will occur when the order is billed.
An inventory summary window is displayed during adding and editing to allow you to check current inventory levels.
Order Summary
Cust PO #
Defaults from the initial add window, but may be changed.
Invoice message
Defaults from the program master. This field is where you enter the invoice message code that has been set up in master codes. The message will print on the invoice when it is printed.
Bill to address
Select edit if you wish to change the bill to address.
Unit
Enter the unit that you want this order to be in.
Bill code
If you wish to create a physical invoice then enter “SB” for ship and bill. Otherwise “CS” is the other selection for cash sale. A “CS” type order will not create a physical invoice copy.
Payment type
If the order was paid by cash or credit card and you want to enter the information on the order; enter CC.
A/R deposit
This field will be updated with deposits entered during “Cash Receipts”.
Cash deposit
Only enter an amount if the payment IS NOT a credit card.
Method of payment
Use to access and enter credit card payment information.
Discount %
Will default from the customer master and may be changed. Every line item will be discounted by this percent.
Credit hold
If checked, the order will not be processed further. Depending on your “Company Information” settings orders may be placed on hold because of overdue invoices or if the customer has exceeded their credit limit.
Priority
Check this box if you would like to print these orders first.
- Tip: On demand printing is available upon completion of the order. The program master will control the documents to be generated.
Send invoice EDI
Determined by your “Company Information” and customer master selections.
Back order date
Required if any item is backordered. Will print on the packing list and manifest forms.
Return address
The return address defaults in from the program master. This will be the address that will print on the packing list and manifest forms.
User defined fields
Available if “Company Information” has enabled this feature.
- Tip: Labels describing these fields can be set up for each individual program. The “Generic Report Generator” will use these fields for sorting, selecting and printing.
Salesperson
The Salesperson button will show the commission record for this order.
Slsp #
If the program or the customer master contains a primary sales person number; it will default automatically.
- Tip: The program master can be created with a salesperson number and commission percentage to override the customer master settings. The item master can be created with a commission percentage to override the customer or program master settings.
Comm %
Commission percentage to be used as the default on this order. Will default from the program master, customer master or the item master.
Method of Payment
Enter the code describing the method of payment. Ie. MC = MasterCard, DS = Discover, PC = Personal Check. The method of payment masters must be created prior to fulfillment order entry.
Type
I for interface or M for manual. Determined by the method of payment master.
- Tip: Interface is only available with the Credit Card Interface Special.
Name
Description of the method of payment.
Number
Account or credit card number.
- Tip: Reduce operator error by using Credit Card Interface Special. Allows verification that the credit card number is entered correctly by performing a CDV (Check Digit Verification) and allows real-time authorization requests. Contact ASICS for additional information or review this section of the manual.
Authorization
Enter the authorization number that was received during manual processing. This field is required to be completed for credit card payments prior to the posting process.
Authorization date
Date that credit card authorization was approved.
Expiration date
Enter the month and year that the credit card expires.
Order summary
Display will include summary of the order with deposit source details.
- Tip: A fulfillment order can include deposits from cash receipts, credit cards and cash entered during order entry. A summary of the different sources is displayed on the order.