Enter Orders/Quotes (OE30)


Index
General (OE30)
Miscellaneous (OE30)
Lines (OE30)
Total (OE30)

The Enter Orders & Quotes program is used to enter new orders or quotes, generate dedicated purchase orders, modify, review and/or delete existing orders or quotes.

Header information, product detail information, comments and supplementary charges are maintained for both Orders and Quotes. Both transaction types are assigned a sales order number by the system. Order details are kept on file until the order is cancelled or invoiced (when they then move into Invoice History). Quote details are kept on file until they are cancelled or turned into orders or purged from the system via program OE31.

Any default values (tax license numbers, prices, discounts, etc.) may be overridden for one-time changes on a single order/quote without affecting subsequent transactions for this customer.

If the Ship To address is different from the Sold To address, you can type in a manual address or enter a Ship To Code to automatically recall a standard address from the Ship To file (as maintained in SU14).

Product availability is displayed as product lines are entered. Availability is calculated as On Hand less On Backorder less On Reserve from other outstanding orders. If the ordered quantity is greater than the quantity available, the difference is back-ordered only if the customer accepts backorders (and if operating under the "internal" method of stock control). If the customer does not accept backorders, the quantity is automatically cancelled, and access to the Back Order field is disabled.

Optionally, "dedicated" purchase orders may be generated from an order and tagged with a specific sales order number. Order lines are then released for shipping according to the receipt of the dedicated purchase order.

If a product is serial or lot controlled and is configured to commit serial or lot numbers at order entry, then you will be prompted for serial or lot numbers before you can update the product line.

If a product has substitute items on file (maintained via IM14) and the order quantity is greater than the quantity available, a pop-up window will display all substitute items so you can offer the customer a different yet comparable product.

The order will be put on hold and no shipping document will be printed in the following cases:

  • If the customer's status is "H" (Hold) or "P" (Pending)
  • If the customer exceeds their credit limit or has a delinquent account
  • If the order is below your minimum shipping or backorder values
  • If the order is flagged for Ship Complete and backorders exist on the order
  • If the order is a backorder and is flagged for B/O Complete and backorders still exist on the order
  • If the order is placed on a Manual Hold by the order entry operator
All orders on hold are reported on the Order Hold Report (OE53) and remain on hold until cleared via Release Orders On Hold (OE65).

Sales Office Selection

If your installation is managing multiple Sales Offices or Warehouses, the Sales Office selection list will be presented when you open Order Entry(OE30).Sales Offices are managed by Maintain Sales Office & Warehouse Numbers (CC96).

Each Sales Office may be assigned a set of distinctive prefix characters for each transaction type so that they may be separated for the purposes of identification and order/invoice cycle processing.

Each Sales Office has a default Warehouse from which inventory is reserved or relieved. It is possible however, to create an Order in a Sales Office to be fulfilled by an alternate Warehouse by changing the active warehouse before creating the transaction.
The active warehouse used for all your transactions is displayed in the title bar.

Customer Notes Button

The Customer Notes button beside the customer field allows you to create or review notes related to the current Customer. This is a convenient location for you to enter unstructured information about the Customer on-line so that it can be retrieved at a later date for review.

Transaction Notes Button

The Transaction Notes button allows you to create or review notes related to just the current transaction. Use the Customer Notes button for general notes about the customer that apply to more than just the current transaction.
This is a convenient location for you to enter unstructured information about the transaction on-line so that it can be reviewed at a later date. While the transaction is open, the notes can be reviewed using any of the transaction programs that are processing it or through the Display Orders by Customer (OE45) program. Once the transaction is closed, the notes will be available in Invoice History and can be viewed using the Display Invoices from History(IN45) program.