Accept the order

The Current Order screen on the Customer Service tab is where you accept an order once it is ready to be processed.

To accept the current order

  1. On the Customer Service tab, click the Current Order button. The Current Order screen appears. The order should be ready for processing, with all customer, ship to, and product information completed.

  2. Click the Accept Order button. If the selected Action option of at least one of the line items on the order is Sale, the system performs a credit check. The system calculates the total merchandise dollar amount for all of the order's Sale line items and uses that total when the minimum order check is performed. If the total does not meet the minimum dollar amount established for your company, the Minimum Order Surcharge pop-up window is displayed. (Click Minimum Order Surcharge pop-up window to see a sample and learn more.)

If the selected Action option of none of the line items on the order is Sale, then no minimum order check is performed. (For more information on the Action options, refer to Select the appropriate Action option for a line item.)

If the selected Order Type option is Quote, C/M Pickup, or C/M One Step, no minimum order check is performed.

  1. A pop-up window is displayed to show you the new order number. The pop-up window may or may not also contain information about the order entry cutoff time, transfer orders, purchase orders, an order acknowledgment, and/or an invoice print:

If the company or warehouse cutoff time has passed and you are entering a standard order, the pop-up window includes a warning message to alert you to the cutoff. For a 5:00 p.m. warehouse cutoff, for example, the warning message states, "***Warehouse Cutoff 5:00PM has passed.***" You can use this information to inform the customer that the order will be processed the next business day. (Click Order number pop-up window with cutoff message to see a sample.)

The cutoff time is the latest time that an order can be entered so that it will be processed the same day. If the order is entered after the cutoff time, any EDI transmissions needed for the order will not be sent until the next day.

You can set up the cutoff time at the warehouse level and/or at the company level. Setting the cutoff time at the warehouse level is especially helpful if you have warehouses that are in different time zones, necessitating different cutoff times. If cutoffs are set at both the warehouse level and the company level, the warehouse cutoff takes precedence over the company cutoff.

The warehouse and company cutoff times are entered in Vision Back Office:

  1. If None is selected, no order acknowledgments will be generated for this order.

  2. If Fax is selected, the system faxes the order acknowledgment using the fax number of the Contact assigned to the order during order entry on the Customer Service tab. If there is no Contact tied to the order, then the order acknowledgment is faxed to the Primary Contact set up for this customer on the Contacts screen. If a fax number has not been set up, the system prints the order acknowledgment and/or sends it to your spooler hold file, depending on how your printer is set up; in addition, the pop-up window includes a warning message to inform you that the customer should receive an order acknowledgment via fax but no fax number was found.

  3. If Email is selected, the system emails the order acknowledgment using the email address of the Contact assigned to the order during order entry on the Customer Service tab. If there is no Contact tied to the order, then the order acknowledgment is emailed to the Primary Contact set up for this customer on the Contacts screen. If an email address has not been set up, the system printer prints the order acknowledgment and/or sends it to your spooler hold file, depending on how your printer is set up; in addition, the pop-up window includes a warning message to inform you that the customer should receive an order acknowledgment via email but no email address was found.

  4. If Print is selected, the system prints the order acknowledgment and/or sends it to your spooler hold file, depending on how your printer is set up.

  5. If the warehouse is set up to pick from invoice, and if all line items are shippable and a 001 release is created for the order, the pop-up window indicates that the invoice is printed. (Click Order number pop-up window with invoice message to see a sample.)

For more information on the pick-by-invoice feature, refer to Field description of the Pick From Invoice check box. (This check box is on the Order Processing screen of the Warehouse maintenance of the Vision Configuration tab).

Note: If one or more line items were sourced from one or more other warehouses, transfer order(s) are automatically created. When a transfer order is verified at the sourcing warehouse, the transfer is automatically received at the ordering warehouse, and the product is immediately allocated to the customer order. If one or more line items were sourced from one or more outside vendors, sourcing purchase orders are automatically created. When a sourcing purchase order is received, the quantity on the purchase order is immediately allocated to the customer order.

  1. Click OK to close the pop-up window and return to the Current Order screen. You can click the New Order button to enter a new order, or you can click a tab to work in another area of Vision.

  2. If any of the products for the order are on backorder, the system checks during End-of-Day (EOD) processing to see if and how the customer receives backorder acknowledgments. This is indicated in the Backorder Acknowledgments drop-down list for the ship to location (on the Ship To Main screen of the Customer Maintenance tab) and for the customer (on the Preferences screen of the Customer Maintenance tab). If an option is selected for the ship to location, it overrides the option selected for the customer.

  1. If None is selected, no backorder acknowledgments will be generated for this order.

  2. If Fax is selected, the system faxes the backorder acknowledgment using the fax number of the Contact assigned to the order during order entry on the Customer Service tab. If there is no Contact tied to the order, then the backorder acknowledgment is faxed to the Primary Contact set up for this customer on the Contacts screen. If a fax number has not been set up, the system prints the backorder acknowledgment and/or sends it to your spooler hold file, depending on how your printer is set up.

  3. If Email is selected, the system emails the backorder acknowledgment using the email address of the Contact assigned to the order during order entry on the Customer Service tab. If there is no Contact tied to the order, then the backorder acknowledgment is emailed to the Primary Contact set up for this customer on the Contacts screen. If an email address has not been set up, the system printer prints the backorder acknowledgment and/or sends it to your spooler hold file, depending on how your printer is set up.

  1. If Print is selected, the system prints the backorder acknowledgment and/or sends it to your spooler hold file, depending on how your printer is set up.

Related Topics

Credit checks

Send or resend order documents