Field or button
Description
This is the number of the customer for whom this order is being placed. If a customer has a CRM profile associated with it, the symbol appears to the left of the Customer field to help you quickly identify the customer:
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New Account |
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Key Account |
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Handle with Care |
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(Note button)
To enter a new order note or to view existing notes for the order, click this button:
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This yellow note button indicates that notes have not been entered for the current order. |
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This teal note button indicates that notes have been entered for the current order. |
The Order Notes pop-up window is displayed when you click either color button. You can use this pop-up window to add or view order notes.
Note: In order to be able to add notes to an order, you must have the proper security privileges. (The Order Activity Notes job function needs to be assigned to one of your roles. Roles are assigned to users on the Security Maintenance screen of the Vision Configuration tab.) In order to be able to view existing order notes, you do not need any special security privileges.
Order notes are also included on the Order Activity tab of the Order Inquiry screen of the Customer Service tab.
This field shows the customer's name.
These fields show the customer's address.
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(Order Message button)
To enter a new order message or to view existing order messages for the order, click this button:
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This blank order message button indicates that a message has not been entered for the current order. |
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This filled order message button indicates that a message has been entered for the current order and that the message will be printed on one or more documents for this order. |
The Order Messages pop-up window is displayed when you click either button. You can use this pop-up window to add or view order messages. You can also use this pop-up window to specify where the message should be printed. The message can be printed on one or more of the following documents:
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Delivery ticket
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Order acknowledgment
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Packing list
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Pick ticket
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Invoice
For more information, please refer to Add an order message to be printed on documents for this order.
These fields show the customer's city, state, and ZIP code.
Select the customer geographical map location from the drop-down list.
This field shows the customer's contact name.
This field shows the customer's phone number and extension number.
This field contains the customer's purchase order number associated with the order being entered.
This field shows the customer's special instructions that will be printed on the pick ticket.
This field is either a drop-down list of valid billing codes (that you can use to select the appropriate billing code for the order) or a text box (that you can use to type a billing code for the order):
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This field is a drop-down list of valid billing codes if the Billing Code Match Pattern field for the customer or ship to location is set to VALID. You can select the appropriate billing code from the list.
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This field is a text box if the Billing Code Match Pattern field for the company or ship to location is empty or if it contains a pattern such as 3A-4X-2N. You can type a billing code in this field if appropriate; the billing code you type needs to match the established pattern, if one exists.
The Billing Code Match Pattern field for the customer is set up on the Preferences screen of the Customer Maintenance tab. For the ship to location, it is set up on the Ship To Preferences screen. The billing code match pattern set up for the ship to location takes precedence over any established for the customer.
Select an order source from the drop-down list.
The order source options are created through Order Source Maintenance, and some examples of possible order sources are telephone orders, outside sales, and mail-in orders. The Invoice Register gives you a summary of totals by order source.
If you need to put this order on operator hold, select this option. If the order is on hold, a comment describing why it is on hold is displayed.
Stock is reserved for orders on hold. Non-stock items are not purchased until the order is taken off of hold. This means that the hold should be removed before your purchasing agent makes your last buy of the day.
To modify an existing order (for example, to convert a quote order to a standard order), type the order number in this field and then click the Search button (
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If the order is a standard order, select this option.
If you need to bill a customer for products that already have been shipped, select this option. Availability is checked for the products on a One Step.
One-Step orders reduce your on-hand quantities immediately. In contrast, for standard orders, the End-of-Day Bulk Verification process adjusts on-hand quantities.
If you need to create a credit memo and a pick-up ticket to credit a customer's accounts receivable account, and if the merchandise needs to be returned, select this option. The driver takes the pick-up ticket to the customer site and picks up the merchandise for which the credit is being issued.
The pick-up ticket is verified through Credit Memo Pick-Up Verification to generate the credit to accounts receivable. The credit memo invoice for the verified pick-up ticket is created during the End-of-Day jobstream.
If you select this option, the Return Indicator drop-down list and the Reason drop-down list are shown in the Credits area on the Current Order screen.
If you need to create a credit memo to credit a customer's accounts receivable account but a pick-up ticket is not needed for merchandise to be returned, select this option. The credit memo invoice is created during the End-of-Day jobstream.
If you select this option, the Return Indicator drop-down list and the Reason drop-down list are shown in the Credits area on the Current Order screen.
The only difference between the Rebill order type and the One-Step order type is that the Rebill process does not update on-hand inventory quantities. This is typically useful when the billing amount of an invoice is incorrect, but the actual product shipped is OK.
When a customer requires an entirely new invoice, the customer's original invoice should be voided, followed by the corrected entry of a rebill for all of the items on the original invoice.
Voids and rebills do not affect on-hand inventory quantities, but they do affect inventory and cost of sales in the ledger.
If you would like to enter an order for one or more products but do not want to proceed yet with processing of the order, select this option. Inventory is not allocated for quotes.
This order type is useful if the customer wants a quote on an order and later calls back to accept the quote once he or she has obtained approval. At that point, you can add products and change the order type to standard.
When you accept the order, the system commits the inventory for that order. At the same time, the system also creates the purchasing records for non-stock line items.
Note that the system does not perform credit checks or price checks for quotes. Once the quote is changed to a standard order, the system places any line items on price hold if applicable. The system also performs a credit check at this point; if necessary, the order is put on credit hold. Follow-up activities are created for any price holds and credit holds, if appropriate.
Old open quotes are automatically canceled and purged from the system during End-of-Day processing. For more information, refer to Cancel a quote.
To create a new order, click this button.
To accept the current order, click this button.
To add payment information for the order, click this button. The Order Payments dialog box appears. (For more information, click Field and button descriptions for the Order Payment dialog box.)
Note: In order to be able to access the Order Payments dialog box and add payment information to an order, you must have the proper security privileges. (The OE Payments job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab.) If you do not have the proper security privileges, this Payments button is not available.
To cancel the current order, click this button.
This button is shown only if the order is a new order that has not been accepted yet.
To see the customer order details area, click the Order Details button.
To hide the order details area, click this button. The text on the button is changed from Hide to Order Details.
Select the company from the drop-down list.
Note: To override the default company, you must have the proper security privileges. (The Company Override job function needs to be assigned to one of your roles. Roles are assigned to users on the Security Maintenance screen of the Vision Configuration tab.)
Select the warehouse from the drop-down list.
Note: To override the default warehouse, you must have the proper security privileges. (The Warehouse Override job function needs to be assigned to one of your roles. Roles are assigned to users in the User Maintenance on the Security Maintenance screen of the Vision Configuration tab.)
Select the sales rep for this order from the drop-down list.
Select the sales rep who splits the commission with the first sales rep (identified in the Sales Rep drop-down list).
Type the percentage of the commission that the first sales rep should receive.
Type the percentage of the commission that the second sales rep should receive. The sum of the % Sales Rep field and the % Sales Rep 2 field should equal 100.
If the customer is placing the order because of one of your company's promotions, select the promotion name and number from the drop-down list.
If a blanket purchase order number has been established for this customer on the Preferences screen of the Customer Maintenance tab, the blanket purchase order number is displayed in this field. If necessary, you can override this field. If a blanket PO match pattern has been established on the Preferences screen of the Customer Maintenance tab for this customer, the blanket purchase order number you enter must follow the same pattern.
The Customer Service Representative (CSR) drop-down list is used to track sales and credits by line for each CSR. Users can view or print the sales and credit line information from the CSR Inquiry screen on the Vision Configuration tab. The results are then used to manually calculate incentives to reward the CSRs.
The CSR number is used in the End-of-Day CSR Update process to collect the sale and credit information for each line entered. This information is cumulative based on all invoices on the system.
Select the appropriate delivery method from the drop-down list for the current order.
This field is used only if you have the Contract Furniture System. The entry of the job number here will include this order in Job Costing. You can type an existing job number only. The system validates that this job is for this customer, and that the job is still open. If the job has been closed, the system displays a prompt that allows you to reopen the job.
Select the appropriate tax jurisdiction that reflects the taxable governing entity for the Ship To address.
If demand price levels should be used to determine the prices for this order, select this check box.
This check box is available if all of the following conditions are met:
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The order is a standard order.
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A demand price level is selected for this customer on the Pricing screen of the Customer Maintenance tab.
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The Action option selected for each of the line items on this order is Sale. If any of the other Action options (Inventory Return, Warranty, or Core) are selected for any line item during entry or maintenance of the current order, the Demand Order check box is made unavailable, and demand pricing is not available for this order.
If the current order is being maintained (in other words, if it is an existing order being updated instead of a new order being created), the check box is available only if a credit hold or operator hold had been on the order.
Note that if demand price levels are used for this order, you can still override a price of one or more line items; manual price overrides prevail over demand prices.
You can set up the payment terms for this customer's order.
Type the date for the first invoice (or click the arrow to select the date from the calendar).
To use this date, select the check box for this date.
Payments are spread out into even monthly payments, with separate accounts receivable records and individual invoices.
If the customer is going to pay for this order in more than one payment, you can specify the number of payments in this field.
If the customer will pay cash for this order at delivery time, select this option.
This is the merchandise charge in dollars for the current order.
If disposal fees are added to any of the line items on this order, the total disposal fee amount for all line items of the order is displayed in this field.
If restocking fees are added to any of the line items on this order, the total restocking fee amount for all line items of the order is displayed in this field. The restocking fee is a positive dollar amount.
If the customer's order is taxed (that is, if the tax rate percent is not 0.00), the restocking fee is taxed.
If you know the dollar amount to be charged for freight on this order, you may type it in this field. The verification operator receives the pick ticket from the warehouse personnel. The verification copy of the pick ticket usually arrives with the freight charges marked by hand.
Your freight dollars are listed on the Daily and Monthly Invoice Registers.
The dollar amount entered here is ALWAYS charged on the first release, regardless of the amount of the merchandise billed on this release.
The freight charge may or may not be taxed. This parameter is set via Tax Rate Maintenance.
If you charge for delivery, type the dollar amount in this field. If it is not known now, delivery may be added to the invoice at verification time. Your delivery dollars are listed on the Daily and Monthly Invoice Registers. The Delivery Charge may or may not be taxed, and this is set via Tax Rate Maintenance.
If necessary, select the appropriate type of miscellaneous charge from the drop-down list and type the amount in the dollar amount field.
Miscellaneous charges are set up in Miscellaneous Charge Code Maintenance. These codes hold descriptions of extras you would like to keep track of and charge your customer for. For example, your customer might order paper and you print their company logo on it. To separate the charge for printing separate from the sales dollars for the paper, select the Misc Charge Code that was created for PRINTING. LABOR and INSTALLATION are other examples of miscellaneous charges for which you may wish to set up codes.
The use of a miscellaneous charge allows an accurate picture of product sales by keeping these extras separate. Miscellaneous charges are identified in detail and in total on your Daily and Monthly Invoice Registers.
The miscellaneous charge may or may not be taxed. This parameter is established in Miscellaneous Charge Code Maintenance.
This is the estimated tax for the current order.
If excise taxes are added to any of the line items on this order, the total excise tax amount for all line items of the order is displayed in this field.
This is the order total in dollars for the current order.
This field is shown if the order type is set to One Step.
The initials of the warehouse employee(s) who handled the shipment are handwritten on the on the verification copy of the release. Later an operator can record those initials in this field.
This is not a required entry. It can be used to produce Recall productivity reports that measure your warehouse personnel's performance.
This field is shown if the order type is set to One Step.
The initials of the warehouse employees that packed this shipment are handwritten on the verification copy of the release. Later an operator can record those initials in this field.
This is not a required entry. It can be used to produce Recall productivity reports that measure your warehouse personnel's performance.
This field is shown if the order type is set to One Step.
The initials of the warehouse employees that checked that this order is correct is handwritten on the verification copy of the release. Later an operator can record those initials in this field.
This is not a required entry. It can be used to produce Recall productivity reports that measure your warehouse personnel's performance.
This field is shown if the order type is set to One Step.
Type the number of cartons that you received. This number prints on the invoice, and it is a required field.
This field is shown if the order type is set to One Step.
The weight of this shipment as determined by the warehouse personnel may be entered here. If a weight was loaded through Product Master Maintenance, it automatically appears here. You may override this default.
This is not a required entry. If entered, the weight prints on the invoice.
This drop-down list, which is shown only if the order type is C/M Pickup or C/M One Step, indicates whether the product(s) on this credit memo should be returned.
Select the appropriate option from the drop-down list:
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Accounting Only: This option updates the general ledger.
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Vendor Return: The product(s) on this credit memo should not be returned to inventory; they should be returned to the vendor. Select this option if the product(s) are damaged or cannot be resold.
Select the appropriate reason from this drop-down list to identify why the customer is returning the product(s).
This drop-down list is shown only if the order type is C/M Pickup or C/M One Step.
To apply the credit memo to a specific invoice, type the invoice number or release number. If you type the release number in this field, the system will change it to the associated invoice number when you move the cursor to a different field.
If the credit is applied to the invoice, the invoice is reduced by the amount of this credit memo. When you enter line items, the system allows you to enter only the products from the release from which this invoice was created. The system checks to make sure that the product(s) were on the original invoice, that the price and cost are the same as were charged on the original invoice, and that the sales rep on the credit memo is the same one on the invoice (for adjusting commission). Also, the system keeps track of the quantity being credited: you cannot credit more than was on the invoice.
If you leave this field blank, the credit memo is applied to the customer's account balance. To apply the credit to an invoice at a later date, you must perform a reapplication through Cash Receipts Entry.
If the line item is for a product or part being sold, select this option.
This option is available only if Standard is selected in the Order Type area.
If C/M Pickup or C/M One Step is selected in the Order Type area, Credit is displayed instead of Sale.
If a credit memo is being issued for the line item, select this option.
This option is listed only if C/M Pickup or C/M One Step is selected in the Order Type area.
If Standard is selected in the Order Type area, Sale is displayed instead of Credit.
If the line item is for a product or part being returned and it is in a sellable condition, select this option.
There is no way to link an invoice to this order if this option is used.
This option is available only if Standard, C/M Pickup, or C/M One Step is selected in the Order Type area.
If the line item is for a product or part that is being returned and that product or part is still under warranty, select this option; a full credit is applied to the order for the warranty item.
When a warranty line item is combined on the same standard order with a line item for the replacement warranty product or part, the effect is a net $0.00 order.
When the order is accepted, the on-hand quantity of the warranty warehouse is increased to reflect addition of the warranty product or part being returned. (A warranty warehouse is assigned to a warehouse in Warehouse maintenance. For more information, refer to Field and button descriptions of the Warehouse maintenance.)
This option is available only if Standard, C/M Pickup, or C/M One Step is selected in the Order Type area.
If the line item is for a product or part core that is being returned, select this option; a credit is applied to the order for only the core value of the product or part.
When a core line item is combined on the same standard order with a line item for the replacement product or part that has the core, the net price is the price of the product or part without the core price.
When the order is accepted, the on-hand quantity of the core warehouse is increased to reflect addition of the core being returned. (A core warehouse is assigned to a warehouse in Warehouse maintenance. For more information, refer to Field and button descriptions of the Warehouse maintenance.)
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Standard, C/M Pickup, or C/M One Step must be selected in the Order Type area; otherwise, the Core option is not available.
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If the product's core price and core cost are both zero for the selected line item, then the Core option is not available.
This is the product's line number.
This is the number of a product on the order.
This is number of units being ordered.
This is a drop-down list that displays the product's unit of measure information. The multiple is also shown. For example, for a unit of measure of dozen, DZ - 12 is shown in this field.
This is the product's unit price.
This is the product's unit cost.
This is the product's discount percent.
To override the price, select this option and then enter the new price. For more information, refer to Override a price.
If this option is selected, then the line item is on price hold. If you have the proper security privileges, this check box will be available so that you can clear it to override the price hold.
This is the description of the product.
This is the line item's quantity to be shipped.
This is the line item's backordered quantity.
If the part or product contains a core value, the core price from the part record is shown in this field.
If the part or product contains a core value, the core cost from the part record is shown in this field.
This field shows the source for the price. Valid price sources are as follows:
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Contract Price — Regular (non-sale) contract
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Contract Price — Sale Contract
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Cost Plus a Percent
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Customer Owned Item
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Discount Off List
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Forced Gross Profit
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Force to List Price
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List Price
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Minimum Discount %
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Minimum GP %
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Override Pricing
The contract number, if the product is on a contract, is another valid price source.
The price for an item is calculated by the system based on a variety of factors.
If the Override Price check box is selected and if the current customer is a price level customer, then the system automatically changes this display-only field to a Price Level drop-down list that you can change.
If the Override Price check box is selected and if the current customer is a price level customer, then the system automatically changes the display-only Price Source field to a Price Level drop-down list.
The default price level initially shown in this list is the price level assigned to the customer on the Pricing screen of the Customer Maintenance tab. It can be overridden here.
This is the customer part number.
This field replaces the Cust Part field if a product substitution is taking place.
If a line item is being substituted, the sub-from product (the product that the customer originally ordered) is listed in this field. (For more information on substitutions, refer to About product substitutions.)
This is the product's invoice quantity.
This is the product's canceled quantity.
This is the product's extended price.
This is the product's extended cost.
This is the product's margin percent.
This is the ID number on the warranty tag, if applicable for this line item.
If the Warranty option is selected in the Action area, then this line item is for a product or part that is being returned and that product or part is still under warranty. The customer service rep attaches a warranty tag to the product or part. The warranty tag identifies the reason for the return. It also has a tag number; the customer service rep types the tag number in this field to establish an audit trail for this returned item, which will be returned to the vendor for a credit.
If the Warranty option is selected in the Action area, and if a warranty schedule is assigned to the product, this Dt field is available.
If you know the exact original date of purchase of the warranty item, select this Dt field and type the purchase date (or click the arrow to select the date from the calendar). The system calculates how many months have elapsed since that date and displays the number in the Mo field. The system calculates the prorated credit based on this number of months.
Entry in either the Dt field or the Mo field is required so that the system can determine how to calculate the warranty return credit. Note that you cannot enter data in both the Dt field and the Mo field.
If the Warranty option is selected in the Action area, and if a warranty schedule is assigned to the product, this Mo field is available.
If you do not know the exact original date of purchase of the warranty item, type the number of months since the customer originally purchased the warranty item in the Mo field. The system calculates the prorated credit based on this number of months.
Entry in either the Dt field or the Mo field is required so that the system can determine how to calculate the warranty return credit. Note that you cannot enter data in both the Dt field and the Mo field.
If an excise tax is charged for this product or part, the tax percentage is displayed in this field.
To calculate the excise tax amount for the line item, the system multiplies the line item amount and the excise tax percentage.
If the selected Action option for the line item is Sale, the excise tax fee is a positive dollar amount. If the selected Action option is Inventory Return, Warranty, or Core, the excise tax fee is a negative dollar amount.
If a disposal fee is charged for this product or part, it is displayed in this field.
To calculate the disposal fee for the line item, the system uses the following formula:
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Disposal fee = (ordered quantity — canceled quantity) * the disposal fee set up in the product record for this product or part.
If the selected Action option for the line item is Sale, the disposal fee is a positive dollar amount. If the selected Action option is Inventory Return, Warranty, or Core, the disposal fee is a negative dollar amount.
If a restocking fee is to be charged for this product or part, type the percentage in this field.
To calculate the restocking fee for the line item, the system multiplies the line item amount by the value entered in this Restocking% field.
If the selected Action option for the line item is Sale, the restocking fee is a positive dollar amount. If the selected Action option is Inventory Return, Warranty, or Core, the restocking fee is a negative dollar amount.
This is the line item message.
This field contains the line item notes.
This is a drop-down list that displays the vendor.
The primary vendor is the default vendor shown for all product types if the Direct Ship check box is cleared.
For stock and temporary items, you can access this Vendor drop-down list only if the Direct Ship check box is selected and no sourcing is being done on this line item. If the Direct Ship check box is cleared, you cannot change the vendor.
For non-stock and special items, you will always be able to access this Vendor drop-down list, whether or not the Direct Ship check box is selected.
This indicates whether or not the product is a direct ship product.
If this check box is selected, the product is a direct ship, and it will be shipped directly to the customer from the vendor indicated in the Vendor drop-down list. If this check box is cleared, the product is a non-direct ship.
Whether or not this check box is selected is determined by the ship route or the previous line item. For the first line item, if an active ship to exists, the default for the Direct Ship check box is whatever was set up for the route. (The route is set up in Ship Route/Driver Maintenance in Vision Back Office.) The default for the Direct Ship check box for all additional line items is the previous line.
This drop-down list, which is shown only if the order type is C/M Pickup or C/M One Step, indicates whether the product(s) on this credit memo should be returned to inventory.
Select the appropriate option from the drop-down list:
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Accounting Only: This option updates the general ledger.
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Stock Return: The product(s) on this credit memo should be returned to inventory. After verification of the credit memo pick-up ticket, the End-of-Day jobstream returns the product(s) to inventory.
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Vendor Return: The product(s) on this credit memo should not be returned to inventory; they should be returned to the vendor. Select this option if the product(s) are damaged or cannot be resold.
Select the appropriate reason from this drop-down list to identify why the customer is returning the product(s).
This drop-down list is shown only if the Action option for the selected line item is Credit, Inventory Return, or Warranty.
To accept the current line item, click this button. Then you can enter another line item or make other changes to the order.
Select a line item in the Current Order listing at the bottom of the screen. Then click the Remove Line item to remove the product from the current order.
This is the line number.
In some cases, an image appears in this column to the left of the line number.
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This image indicates that the line item is on price hold. |
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This submarine image indicates that the line item is a substitute. |
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This image indicates that sourcing is required for the line item. Right-click the line and select Source Line on the shortcut menu. |
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This image indicates that the product originally ordered was superseded by the product displayed for the line item. |
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This image indicates that the line item has an error. The error must be resolved before the order can be accepted. For more information, refer to Resolve line item errors. |
This is the type of action (Sale, Inventory return, Warranty, or Core) for this line item.
This is the product number(s).
This is the product description.
This is the quantity of product being ordered.
This is the product's unit of measure.
This is the product's unit price.
If the part or product contains a core value, the core price from the part record is shown in this field.
This is the product's extended price.
This is the quantity of product being shipped.
This is the quantity of product being backordered.
This is the product's inventory quantity.
This is the quantity of product being canceled.
This is the product's discount in %.
This is the customer's part number.
This is the product's price source.
This is the price level (if applicable) associated with the price the customer will pay for this product.
This is the product's unit cost.
If the part or product contains a core value, the core cost from the part record is shown in this column.
This is the product's extended cost.
This is the product's margin percent.
This indicates whether or not the product is a direct ship product.
This indicates the vendor for this product.
This indicates the method used to obtain an out-of-stock temporary or stock product, if applicable. The product can be transferred from another warehouse (via a transfer order) or purchased from an outside vendor (via a sourcing purchase order).
This is the ID number on the warranty tag, if applicable, for this line item.
If an excise tax is charged for this product or part, it is displayed in this column.
If a disposal fee is charged for this product or part, it is displayed in this column.
If a restocking fee is to be charged for this product or part, type the percentage in this column.
This indicates the location for the vendor.
For credit memo order types, this column indicates whether the product(s) should be returned to inventory.
This identifies why the customer is returning the product(s).