Total (OE30)

The Total folder of Enter Orders/Quotes (OE30) is used to review the dollar values and overall weight/volume and Payment Method for the current Sales Order entered in the Header section.

Note: If the any of the Products entered on the Lines folder are flagged with the 'Assortment Pricing Code' in Maintain Inventory Master (IM13/Selling), the following message automatically displays: "Do you wish to apply assortment pricing? Yes\No". Select Yes to apply the Assortment Pricing to the Product(s) or select No to cancel this request. For more information on Assortment pricing click here.

The following list defines every field on the Total folder:

• In the Transaction Totals section, dollar values are provided for the shippable goods on the Order as well as a break down of the Supplementary Charges and taxes. The 'Shippable Values' list box details each of the charges that will be applied to this Sales Order once it is Invoiced.
  
  • In the Shippable Values list box:
    • Shippable Order - total dollar value of all the shippable goods on current Order.
    • Supplementary Charges - all Supplementary Charges on the Order, such as Freight.
    • Taxes - each Tax is listed individually.
    • Total - total dollar value of all the charges on the current Order.

  • In the Total Order section:
    • O/S Order - Outstanding Order displays the value of all non-shippable lines, on backorder or reserved for the Order but not scheduled to print.

    • Total Order Value - displays the total of all the items on the Order, shippable and non-shippable.

    • Product Lines - represents the total number of Order lines on which Products have been entered. Only Product lines are included in this total; Comment lines and Supplementary Charges are excluded from this count.

  • In the Weight section, the overall physical Weight of the Order is displayed. This section can assist the Customer Service Representative in determining the most appropriate method of shipping the current Sales Order.

    Note: This section displays the Weight in the Measuring Units defined in Maintain Sales Office/Whse Numbers (CC96) for the Sales Office associated with the current Sales Order.

    • Shippable - the sum of the Weight of each individual shippable unit of Product on the Sales Order.

    • Total - the sum of the Weight of each individual unit of Product on the Sales Order regardless of its shippable status.

      The Weight for each Product is defined in Maintain Inventory Master (IM13). If no Weights are defined in IM13 (or if no Default SKU is assigned) for the Products on the Sales Order, then zeros display in the Weight section. If some Products on the Sales Order have Weights defined in IM13 and others do not, then the total Weight displayed includes only the Products for which Weights are defined in IM13. This is also true for the total Order weight printed on the Picking Slip.

  • In the Volume section:
    • Shippable - the sum of the Volume of each individual shippable unit of Product on the Sales Order.

    • Total - the sum of the Volume of each individual unit of product on the sales order regardless of its shippable status.

      The Volume for each Product is defined in IM13. If no Volumes are defined in IM13 (or if no Default SKU is assigned) for the Products on the Sales Order, then zeros display. If some Products on the Sales Order have Volumes defined in IM13 and others do not, then the total volume displayed includes only those Products for which Volumes are defined in IM13. This is also true for the total Order volume printed on the Picking Slip.

• In the Payment section:

  The Payment Methods that are offered in Order/Invoice/Retail entry (OE30/IN41/RS41) for each Customer are dependent upon the following set up for the Customer in SU13 and in various other programs throughout Enterprise:

  • A/R Bank - the Bank code defined for the Customer in SU13/OE/AR which indirectly identifies the customer's currency.

  • Terms Code - Terms Code assigned to the Order header which defaults to the Terms Code defined for the Customer in SU13. Terms Codes are maintained in Maintain A/R Terms (AR03). Terms must be enabled for EFT in SU09 before an EFT Payment Method will be listed for selection. For more information on setting up Terms click here.

  • Sales Office - there must be an entry in IN08 for the combination of the Sales Office the transaction is being entered against + the Customer's currency before a Payment Method will be listed.

  • Payment Method - the Payment Preference set up for the current Customer in SU13/Invoicing. This becomes the default Payment Method for the First Payment.

  The following list defines the fields in the First Payment and Second Payment sections. The functionality is the same in both sections.

  • Method - select a Payment Method from the drop down list. The default First Payment Method is based on the set up of the following fields (provided they meet the criteria listed above):
    • 'Payment Preference' from SU13/Payment Processing section
    • 'Terms' from SU13/Accounts Receivable section

    The First Payment Method defaults to the 'Default Payment' in SU13/Invoicing for the current Customer. If the current Customer is only allowed payment on 'Account' (because the EFT Alternates flags are not set in the Terms record), then no other Payment Methods are available from the drop down list. If the Customer is only allowed payments by 'EFT' (because the Terms Type='EFT'), then on 'Account' is not available for selection.

    Note: When the First Payment is 'Account', you cannot use a Second Payment Method.

  • Amt Tendered - the Amount Tendered is the total dollar value including taxes and Supp. Charges. You can alter the Amount Tendered if you want to use both Payment Methods (as long as the First Payment is not 'Account'). This is done by decreasing the value of the Amount Tendered for the First Payment. The Pre-Authorized amount automatically readjusts and the Second Payment opens with the balance of the Order dollar value in the Amount Tendered field of the Second Payment. You must enter all the mandatory fields for the Second Payment if an EFT Method is selected.

    The Amount Tendered for both the First and Second Payments is automatically adjusted if you modify the Order lines. The following list outlines the 'rules' that exist when Order lines are modified and an EFT payment type is selected:

    • If a Pre-Authorization has not been obtained for the First Payment, the 'Amt Tendered' for the First Payment is automatically adjusted when you increase/decrease the values on the Order lines or add/remove Order lines.

    • If a Pre-Authorization has been obtained for the First Payment and you decrease the value of the order, the 'Amt Tendered' is automatically adjusted. If you increase the value of the Order, the Second Payment becomes available for data entry. The balance of the Order is displayed in the Second Payment 'Amt Tendered' field and the default Second Payment Method is preselected.

      Note: The Pre-Authorization amount is not altered in the First Payment if the Order value is decreased and a Pre-Authorization has been obtained. Once the Order is processed though the Invoice cycle, only the amount required to pay the Order will be used and the balance will be be cleared.

    • If both the First and Second Payment options have been used but only the First Payment has been Pre-Authorized and you increase/decrease the value of the Order, the Amount Tendered for the Second Payment is automatically adjusted.

      Note: If you decrease the value of the Order to the point where the Second Payment is no longer needed, the Second Payment is cleared (including the Pre-Authorized Amount) and will be 'grayed out'. The First Payment is automatically adjusted.

    • If both the First and Second Payment options are used for payment and both Pre-Authorizations have been obtained and you increase or decrease the value of the Order, the following message displays: "This Order has been Pre-Authorized. No changes are permitted. OK". Click OK to clear the message. If you still need to manipulate the value of the Order, you must 'Reverse' one or both of the Payment options. For more information on Reversing a payment, see the section below on the Reverse button.

      Note: If you enter additional product to an order where Payment 1 has already been preauthorized it is best practice to reverse the preauthorization and obtain another preauthorization instead of entering the balance in Payment 2. This will allow Payment 2 to remain open for any additional invoicing changes that may occur.

    • If you have used both the First and Second Payment Methods but you have decided that you only need the First Payment for the current Order, you can move the 'Amt Tendered' from the Second Payment to the First Payment by selecting the 'blank' payment Method from the Method drop down list for the Second Payment. The Second Payment becomes 'grayed out', but if you have already entered EFT information in the Second Payment, it is retained until the Order is closed or until you move to another folder in OE30.

  • Card Number - enter the Card Number used for payment of the current Sales Order. This is a mandatory field for EFT transactions. The following rules apply for entering valid Card Numbers:
    • The Card Number must be greater than 9 digits. If the Card Number entered is less than 10 digits, the following message automatically displays: "The value (xxxxxx) is not a valid Card Number: Card Number length is invalid. OK". Click OK to close the message window and enter a valid Card Number.

    • The Card Number field can only contain numbers. If alpha or special characters are entered, the following message displays: "The value (xxxxxxxx) is not a valid Card Number: Card Number must contain only numbers, no alphabetic or special characters. OK". Click OK to close the message window and enter a valid card number.

  • Card Holder Name - enter the Card Holder's Name, up to a maximum of 40 characters. This is a mandatory field for EFT transactions.

  • Expiration Date - enter the month and year for the Card Number. This is a mandatory field for EFT transactions. The following rules apply to entering valid Expiration Dates:
    • You must enter the Expiration Date in mm/yyyy format (for example: 08/2006). If you do not enter the date in this format, the following message displays: "The value (xxxxxx) is not a valid Expiry Date: Month should be entered before the year. OK". Click OK to close the message window and enter a valid date.

    • If you enter a Date that has expired, the following message displays: "This date is already expired! OK". Click OK to clear the message and enter another date. Note: This is only a warning message; if you do not enter a current date, you will still be able to close and process the Order.

  • Pre-Authorization Amt - is predetermined for the Order. The Pre-Authorized Amount is the Amt Tendered for the payment plus the Pre-Authorized Pad as defined in Maintain Bank Codes (AR02). For example, when the Amt Tendered is $100.00 and the Pre-Authorized Pad is 10%, the Pre-Authorization Amount is $110.00.
    Note: Even though this field is open, you cannot change the amount. If you try to change the Pre-Authorization Amount, it reverts back to the predetermined amount when the Order is closed or when you change folders in OE30.

  • Telephone - enter the Telephone number for the Card Holder. This is a mandatory field for EFT transactions.

  • Extension - enter the Extension for the Telephone number, if applicable.

  • Pre-Authorization - Pre-Authorization is used with EFT transactions. The Pre-Authorization field is available when you are not using an Automated Gateway to Pre-Authorize the Order. Depending on your company procedures, you can enter the Pre-Authorization for the EFT transaction in OE30, or you can enter the Pre-Authorization in Process EFT Authorizations (AR39).
    Note: If your company is using an Automated Gateway, the Pre-Authorization takes place in EFT Authorizations Auto Processor (AR38) once the New button is clicked.

    The Pre-Authorization field is never available for Quotes when EFT Payment Methods are used. The Pre-Authorization can only take place once the Quote has been turned into a Sales Order.

  • Authorize - the Authorize button is only available in Enter Cash Counter Invoices (RS41) when an Automated Gateway is used to Authorize the Order.

  • Reverse - the Reverse button is only available once the current order has been Pre-Authorized. You may reverse a Pre-Authorization if you need to modify the Order.
    • To reverse a Pre-Authorization, click Reverse.
    • The Void Pre-Authorization window opens.
      • If the pre-authorization was manually entered, then enter the Void Pre-Authorization code and click OK to complete the reversal and close the window, or click Cancel to cancel the reversal.
      • If the pre-authorization was done via the automated gateway, you are only required to click Reverse to send the reverse request to the automated gateway.

    Caution: The Void Pre-Authorization window also displays if the current Order is Pre-Authorized and you delete the Order using the 'trash can'. This window will only contain an 'OK' button if you are deleting the entire Order, allowing you to complete the deletion without entering the Void Pre-Authorization code.

    Here is an example of the Void Pre-Authorization window:

    
    

  • The Amount Due, Paid and Change fields as well as the Accept and Cancel buttons are only available for use with RS41.

For more information on the Rules that apply when using EFT as the Payment Method, click here.

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