General (OE30)

The General folder in Enter Orders/Quotes (OE30) is used to create a Sales Order or a Quote for the Customer entered in the Header section. Order and Hold options, Customer specific information and Tax License information are entered on this folder for the current Sales Order or Quote.

The following list defines every field on the General folder:

• In the Customer Name & Address section the Customer Name and Address information for the current Customer automatically display once the Customer code is entered in the Header section. The Customer Name and Address are defined in Customer Master(SU13) and cannot be modified in OE30.

• The Ship To field defines the Shipping Address of the Sales Order/Quote that appears on the transaction for shipping purposes. The 'Ship-To' field offers 3 options:
  1. Alternate Ship-To Address:
     • Clicking on the query in the 'Ship To' field opens the Ship-To Address window. Select one of the Ship-To Addresses for this Customer. These Addresses are defined in Maintain Ship To Addresses (SU14). You can also modify or create a new Ship-To record for the Customer by clicking on the 'Open' folder. For more information on creating and modifying Ship-To Addresses in SU14, click here.

     Note: Tax is calculated based on the transaction's Tax Group (Tax Groups are defined in Maintain Tax Groups (IN06)). A new transaction first acquires this from the Tax Group assigned to the Customer in SU13. If a Ship To code is entered, the Tax Group assigned from Ship To Addresses (SU14) is used. The transaction's default Tax Group can be changed on the General folder and/or a transaction line's Tax Group can be changed using the 'More Detail Data' window on the Lines folder.

  2. Manual Ship-To Address:
     • Enter a Manual Shipping Address for this transaction by entering an M in the Ship-To field and then pressing Enter. The Manual Ship To Addresses screen opens:
       • Enter a maximum of 30 characters in the 'Name', 'Address 1', 'Address 2' and 'City' fields.
       • Enter or select from the query a 'Prov/State', as defined in Maintain Province Codes (CC14).
       • Enter a maximum of 10 characters in the 'Postal/Zip' field.
       • Enter a maximum of 20 characters in the 'Country' field.
       • If your company is using Order Management (OM) for Order control, the 'Zone' field is available otherwise this field is disabled. The Zone is used as part of a calculation to determine the calculated 'Date Required', 'Earliest Ship Date' and 'Cancel Date'.

     Note: The Manual Ship-To Address is bound to the transaction with which it was created and is no longer valid once the Order is completely shipped and Invoiced. Manual Ship-To Addresses cannot be used with other transactions; if the transaction becomes an Invoice, the Manual Ship-To Name and Address information are retained only for use with Invoice History in Display Invoices from History (IN45) until the Invoice is purged from history.

     Note: Tax is calculated based on the transaction's Tax Group (Tax Groups are defined IN06). A new transaction first acquires this from the Tax Group assigned to the Customer in SU13. If a Manual Ship To Address is entered, the Tax Group associated with the current Tax Group for the transaction is used. The transaction's Tax Group can be changed on the General folder and/or a transaction line's Tax Group can be changed using the 'More Detail Data' window on the Lines folder.

  3. 'Same' Address as Customer Address:
     • By default, the 'Ship To' field is set to 'Same'. For some Customers, the Shipping Address is the same as the Customer's Address already on the screen (from SU13). To keep the Shipping Address the same as the Customer's mailing Address, simply TAB over this field.

     Note: Tax is calculated based on the transaction's Tax Group (Tax Groups are defined in IN06). A new transaction first acquires this from the Tax Group assigned to the Customer in SU13. If the Ship To is set to 'Same', then the transaction's Tax Group remains set to the default Tax Group from SU13. The transactions Tax Group can be changed on the General folder and/or a transaction line's Tax Group can be changed using the 'More Detail Data' window on the Lines folder.

• Customer PO - in the Customer Purchase Order (PO) field, you have 3 options:
  • Leave this field blank for Customers that do not require a Purchase Order.

  • If a default or blanket PO number is defined SU13 for the Customer, the PO Number automatically displays in this field. Tab over this field to keep the blanket PO or enter an alternate PO number.

  • Enter the Customer's PO number up to a maximum of 12 characters. Note: If the Customer PO entered exists on other Orders (other than a Blanket #), the following message automatically displays: "WARNING: This P.O. Number Used on Order (xxxxxx), OK". Click OK to close the message window and accept the entered Customer PO OR enter a new Customer PO number.

  Note: If the Customer is flagged in SU13 as having a Purchase Order number 'Required', you will not be able to go to any other folder until the Purchase Order number is entered. The following message displays: "Some of the mandatory fields are incomplete. OK". Click OK to close the message window; the cursor automatically returns to the 'Customer PO' field.

  TIP: The 'Customer PO' is referenced throughout Enterprise on Customer Display screens, Reports, Shipping Documents and Invoices. Collecting this information can assist you in providing service to your client, assist the client in processing your Invoice for payment and help to prevent you from creating a duplicate Order for the same request from this client.

• Ship Via - enter or select from the query the Ship Via code as defined in Maintain Support Tables (SU09/Ship Via). The 'Ship Via' code prints on the shipping document and on the Customer Invoice. Your Shipping Department can determine the Carrier that should be used to deliver the Sales Order to the Customer. The default 'Ship Via' for the current Customer is taken from SU13.

• Source - enter or select from the query the source code as defined in Maintain Sales Source Codes (IN04). The source codes are collected at a transaction's point of entry to categorize the transactions into groups such telephone, fax, web, etc. Note: This field defaults to the source code entered in the 'Default Order Source' field in Company Control Initialization (CC00/Order Entry). If no default is specified in CC00, then this field is blank and a source code must be selected. Once a source code is entered, all orders entered from this point will default to the entered source code until OE30 is closed and reopened.
  • The Print Source Sales Report (SA33) includes the sum and count of sales from a particular source code.

  • Commission rates (SA02) can be assigned conditionally based on order source.

  • Price lists (IM18/IM21) can be restricted by order source.

  • Note: If the source code (or order type) is changed after product detail lines exist, upon completion of the order OE30 will attempt to re-price the detail lines in case pricing is dependent on the new source code (or order type).

• In the Dates section:
  • Order Date - the Order Date defaults to the current Enterprise system date. This date is referenced throughout the system on Customer display screens, reports and on the shipping document.
    • You may enter or select from the query an Order Date that is not the current system date. Note: The date you enter may not be greater than the system date and may not be more than 365 days prior to the system date.

  • Date Required - the Date Required field defaults to the current Enterprise system date. The Date Required is used to Future Date orders. The date entered here becomes the Required Date for all of the detail lines entered on the Lines folder. (You can, however, assign an alternate Required Date to each Product detail line using the More Details option.)
    • You may enter or select from the query a 'Date Required' that is not the current system date. If the date you enter is a Future Date, the system logs the Order but does not reserve stock or schedule the Product detail lines for printing on the shipping document. The 'To Ship' and 'Backorder' quantities on the Lines folder are set to zero. Note: The 'Date Required' cannot be less than the Order Date and cannot be more than 2 years greater than the system date.

    • If you change the 'Date Required' after detail lines are entered on the Lines folder, the following message displays: "Update the required date for all detail lines on the order? Yes\No". Select Yes to change the Required Date on all of the detail lines. Select No to change only the Required Date on the General folder.

    • If you are using Order Management, the 'Earliest Receipt Date' is used to Future Date Orders.

  • Earliest Receipt Date - the Earliest Receipt Date defaults to the date entered in the 'Date Required' field. The 'Earliest Receipt Date' indicates the earliest day that the Customer will accept delivery of the goods.
    • You may enter or select from the query an 'Earliest Receipt Date' that is not the same as the 'Date Required'. Note: The 'Earliest Receipt Date' cannot be greater than the 'Date Required' or less than the 'Order Date'.

    • If you are using Order Management, the 'Earliest Receipt Date' field is used to Future Date Orders. Note: All detail lines on the Lines folder default to the date entered in the 'Earliest Receipt Date field' and this date cannot be modified on the detail lines.

  • Cancellation Date - the Cancellation Date defaults to a date that is two years from the current Enterprise system date. The Cancellation Date indicates when the customer will no longer accept the goods.
    • You may enter or select from the query a new 'Cancellation Date'. The Cancellation Date cannot be prior to the 'Earliest Receipt Date'.

• Priority Order - the Priority Order check box is only available if Order Management is in use for Order Control and if the Operator logged into Enterprise has 'Priority Order Access in OE30' selected in Mntn Operator Passwd/Privilege (CC03). When this check box is selected the Order will gain a higher priority for Product allocation when Manual Allocation Override (OM30) is executed.
  • Note: Orders flagged as Priority Orders still under go the checks set in the Order Management Threshold Percent table. For more information on the Threshold Percent table set up in Company Control Initialization (CC00/Order Entry/Order Management Parameters), click here
    .

• Campaign - allows you to associate a Campaign code to the current Sales Order or Quote. Note: This field is only available when you have the CRM module initialized.
  • Enter or select from the query a Campaign code. The follow rules apply to this field:
    • You can assign a Campaign code to both Orders and Quotes.

    • The date verification of the Campaign is based on the Start and End Dates entered in the CRM Campaign view. If you select a Campaign that contains start and end dates outside of the current order date, the following message displays: "Campaign XXXXXXXX is only available from mm.dd.yy though mm.dd.yy. OK". You must select a Campaign with a date range that is valid with the current order date.

  Tip: The information entered in this field can be used to track statistics for Campaigns using the Campaign Analysis views in iTopia's CRM Report Views section.

• Trade Show - allows you to associate a Trade Show code to the current Sales Order or Quote. Note: This field is only available when you have the CRM module initialized.
  • Enter or select from the query a Trade Show code. The follow rules apply to this field:
    • You can assign a Trade Show code to both Orders and Quotes.

    • The date verification of the Trade Show is based on the Start Date and Last Date to Order dates entered in the CRM Trade Show view. If a Last Date to Order is not entered in the CRM Trade Show view, then the End Date (from the CRM Trade Show view) is used for verification. If you select a Trade Show that contains start and end dates outside of the current order date the following message displays: "Trade Show XXXXXXXX is only available from mm.dd.yy though mm.dd.yy. OK". You must select a Trade Show with a date range that is valid with the current order date.

  Tip: The information entered in this field can be used to track statistics for Trade Shows using the Trade Show Analysis views in iTopia's CRM Report Views section.

• In the Transaction Type section:
  • Select a Transaction Type from the drop down list. In OE30, the only two valid options are 'Order' and 'Quote'. The Transaction Type default is defined in CC03. Once a Transaction Type is selected, it becomes the default Type for subsequent Transactions (until you exit OE30).
    • Order - OE30 generates a transaction that is routed through the Order handling process. When the Order is eligible for release, the Order is processed into a picking slip for Order-fulfillment. An order is processed into an Invoice transaction through a function of the Order Processing Method of the transaction's Sales Office.

    • Quote - OE30 generates a transaction with all the properties of an Order but does not route the Quote through the Order handling process unless it is first converted into an Order. Quotes do not reserve stock from the Inventory Control system until they are converted into Orders.

    The primary difference between an Order and a Quote is that stock is not allocated on a Quote; the Order Quantity is entered but the Shipped and Backorder quantities are set to zero. A Quote can be converted to an Order by simply changing the Transaction Type. This causes OE30 to reserve the stock. An Order can also be changed into a Quote, which cancels the stock reservations (if an order has been partially shipped, you cannot convert the order into a quote).

    Note: Selecting a different Transaction Type to create a transaction, also changes the OE30 default Transaction Type. You many need to adjust the Transaction Type for your next transaction.

  • Accept B/O - the Accept Backorder (B/O) check box is automatically selected when 'Accept BO' is selected in SU13 for the current Customer. The Accept B/O option controls whether an Order transaction creates backorders for Products that cannot be allocated at the point of entry.
    • If a Customer does not accept backorders, the backordered quantity will not be cancelled until Schedule Invoices/Credits (IN43) is accepted. When the Invoice for Orders that do not Accept backorders is printed, the following message prints at the bottom of the Invoice: "*** Any back ordered product has been cancelled. Please reorder ***". The Customer will see the cancelled backorders and re-order accordingly.

    • When the Accept B/O option is selected, the Order automatically backorders the difference between the Order Quantity and the Shipped Quantity.

  • Ship Complete - select the Ship Complete check box if the Order transaction is not to be shipped until all of the lines are shippable. The default for the Ship Complete check box is NOT selected.
    • If the check box is selected, the Order handling process will not schedule the Order until all backorders on the Order can be filled. This option is typical if the Customer accepts only complete shipments.
      • For example, an Order with the 'Ship Complete' flag selected includes backorders. One of the Order handling processors (Schedule Orders for Printing (OE32) or Activate Auto-Print Processor (OE33)) reads the flag and the shipping document is not produced until the last backordered line quantity is reserved from stock for the Order (the complete Order).

      • For Companies that employ Internal Stock Control and Internal Backorder Control methods, an Order can be released from a 'Ship Complete' Hold for processing in advance of the Order's completion using Release Orders on Hold (OE65).

    • If the check box is not selected, the Order is eligible for scheduling by the Order handling process and any Product quantities that cannot be filled at that time are put on backorder.

  • B/O Complete - select the B/O Complete check box to have all of the shippable lines on an Order shipped initially, but then hold the Order until the last backordered line quantity is reserved from stock for the order.
    • If the check box is selected, the initial Order is eligible for scheduling by the Order handling process. If the initially scheduled Order results in a backorder, the backorder is placed on 'Ship Complete' Hold by one of the Order handling processors (OE32, OE33 or Schedule/Print Orders (OM33)) and no shipping document is produced until the last backordered line quantity is reserved from stock for the Order (the complete Order).
      • For companies that employ Internal Stock Control and Internal Backorder Control methods, a backorder can be released from a 'Ship Complete' Hold for processing in advance of the Order's completion using OE65.

    • If the check box is NOT selected, the backorder will be eligible for scheduling each time any backorder quantity can be reserved from stock for the Order. This includes a portion of the backorder quantity of one line.

  • Manual Hold - select the Manual Hold check box to flag the Order transaction as being ineligible for scheduling by the Order handing processors (OE32, OE33 or OM33).
    • If the check box is selected, the Order is held on Manual Hold until the option is disabled in OE30 or until the Order is manually or automatically released using OE65. For more information on OE65, click here .

      Note: The Manual Hold flag is automatically selected when an Order is recalled using Recall Scheduled Orders (OE67).

    • If the check box is NOT selected, the Order is eligible for scheduling by the Order handing processors (OE32, OE33 or OM33).

    Note: You can review all Hold types on the More Header Info screen in Display Orders (OE45).

    • To release all Hold types set in OE30, run OE65.

    • To release Pricing Holds, run Review Flagged Orders (OE62).

    • To print a list of the Orders on Hold for all hold flags, run Print Order Hold File (OE53).

• The fields in the Manual Hold Section are available ONLY when the 'Manual Hold' flag is selected:
  • Release Date - enter or select from the query the date on which this Order can be released from the Manual Hold. For example, you may want all Easter Orders on Manual hold until April 1. The 'More Header Info' screen from OE45 displays the Release Date entered on the Order. You can release the Manual hold using OE65.

  • Comment - enter a Comment up to a maximum of 20 characters. This is an optional field that enables you add a short comment giving the reason for the Manual hold. The 'More Header Info' screen from OE45 and OE65 display the Comment associated with the Manual hold.

  • The Put on Hold by field is automatically populated with the Operator ID of the person logged into Enterprise at the time the Order was put on Manual hold. OE65 displays the Operator ID in the 'Held By' field associated with the Order on Manual hold.

• Order Type - Select an Order Type from the drop down list. The Order Type is set to the 'Default Order Type' defined in SU13 for the current Customer. There are three valid options from which to choose:
  • Regular - represents "normal" orders. The regular price, cost, commission and quantity models are utilized for regular orders.
  • Sample - made up of product(s) that are samples. In this case, the regular price, cost, commission and quantity models are not used.
  • FOB - factory or very large sized orders that are shipped directly from the warehouse to the customer. In this case, the regular price, cost, commission and quantity models are not used.

  Commission Rates (SA02) can be assigned conditionally based on the order type and price lists (IM18/IM21) can be restricted by order type. If the order type (or source code) is changed after product detail lines exist, upon completion of the order OE30 will attempt to re-price the detail lines in case pricing is dependent on the new order type (or source code).

  Note: If you switch from 'Regular' to 'FOB' or from 'Sample' to 'FOB' the following message displays: "Warning! The order quantities may not comply with the FOB criteria. Do you wish to continue? Yes\No". If you select Yes in response to the warning message, 'FOB' remains in the 'Order Type' field and you can continue with the Sales Order. If you select No the 'Order Type' automatically returns to 'Regular.

  • With 'FOB' as the Order Type, the quantity entered in the detail line on the Lines folder should be a multiple of the SKU Qty for the GTIN flagged as the Default Costing record in Maintain Purchasing Info (PO13) in Enterprise 5.1; in Enterprise 5.0 the quantity entered should be a multiple of the Split Quantity for the Product entered in Maintain Inventory Master (IM13).

  • In addition to verifying the SKU Qty/Split Quantity, when 'FOB' is entered as the Order type, the quantity entered in the detail line on the Lines folder should be greater than or equal to the 'Minimum Order Quantity' entered for the Product in PO13/Pricing Info. If the quantity entered is not greater than or equal to the Minimum Order Quantity, the following message displays: "Invalid quantity. Minimum order quantity is ##. Master Carton Quantity is #. Do you wish to continue? Yes/No". Select Yes, to continue with the transaction. Select No to close the message window and return to the 'Order Qty' field to correct the value entered.

• Reorder - the Reorder check box is automatically selected if the current Customer's 'Default Order Type' is 'Regular' and the Customer has previously ordered product. This field provides extra information for the person entering the Order to identify the Customer as a repeat Customer. The Reorder check box is for information purposes only and cannot be modified.
  Note: The 'Current Year' field in Order Value for Discount Check(OE10) must be greater than zero in order for the Reorder check box to function properly. If the Current Year field is never updated (manually in OE10 or automatically in Update Order Values for Discount (SU61)), the Reorder check box is never selected.

• Tax License 1 - this field may already be populated if the Customer has a predefined 'Tax License 1' in SU13. The Tax License field records the Tax Exception, Registration or Business Number of the Customer. You can edit the Tax License field. Changes made to the default Tax License affect only the current Sales Order (and the subsequent Invoice). The Tax License 1 field is printed/displayed on a variety of forms and displays. Note: The Tax License 1 field does not affect the calculation of tax.

• Tax License 2 - this field may already be populated if the Customer has a predefined 'Tax License 2' in SU13. The Tax License field records the Tax Exception, Registration or Business Number of the Customer. You can edit the Tax License field. Changes made to the default Tax License affect only the current Sales Order (and the subsequent Invoice). The Tax License 2 field is printed/displayed on a variety of forms and displays. Note: The Tax License 2 field does not affect the calculation of tax.

• Tax Group - the Tax Group defaults to the Tax Group set up for the Customer in SU13 or, if an alternate Ship To Address is used, the Tax Group set up in SU14. You can override this default Tax Group by entering or selecting from the query a different Tax Group.

  Note: If you are using Auto Credit or Use RMA, the tax group and tax override flags default from invoice history to the codes on the original invoice.

  The Tax Group determines how the tax routine assesses the Taxes associated with the transaction. The Maintain Tax Groups (IN06) program is used to create Tax Groups, which can contain no taxes, a single tax, or a collection of taxes. The Maintain Tax Codes (IN05) program manages the individual taxes contained in the Tax Group.

  • Each Customer Master (SU13) record and Ship-to Address (SU14) record is assigned a default Tax Group.

  • When a transaction is totalled, the Tax Codes defined in IN05, within the assigned Tax Group defined in IN06, of each line are assessed to determine the taxable sales for each individual tax and to calculate the tax amount.

  • For an overview of the Tax Set Up, click here.

  If you change the Tax Group, and you have one or more detail lines added tot he Order on the Lines folder, the following message displays:

• Select All Lines to update all detail lines, including those flagged with an Override in the 'Tax Group' section of the More Detail Data window, with the new Tax Group.

• Select Keep Override to update all detail lines except those flagged as override in the 'Tax Group' section of the More Detail Data window with the new Tax Group.

• Select Cancel to cancel the request. The Tax Group field retains its original value.
• Date Shipped - the Date Shipped field is enabled only for 'Invoice' and 'Direct Bill' Transaction Types that are created by Enter Invoices, Direct Bills & Credits (IN41).
  • FYI: This field is used to capture the date on which the Order is shipped. This is an information only field that prints on the Customer Invoice.

• Ship Doc - when a new Order is created in OE30, this field automatically populates with 'ORDER' and cannot be edited. If the Order is not new, i.e. a back order, then this field will display the document number.

The following table outlines the functionality of each button on the Header record in OE30:

Button Label	Icon	Functionality
Warehouse		Warehouse is only available on the intital entry of an Order. Once detail lines are added to the Order, this button is disabled. The Warehouse button provides access to the Warehouse Selection List to change the current Warehouse. For more information on the Warehouse selection screen, click here.
Copy Order		Provides access to a utility program that can duplicate an open Order or Quote transaction. The Order or Quote transaction number to be copied can be specified within the Copy Order utility using the 'From Order' field. It may be more convenient however, to select the transaction first using the 'Order' field in OE30 and then access the Copy Order utility. For more information on the Copy Order functionality, click here. Note: If you recall an Order that is invoiced and contains backorders, you will not be able to copy the Order using the Copy Order button. The following message displays: "A backordered sales order cannot be copied. OK". Click OK to close the message window. If you still want to copy the backordered Sales Order, clear the selected Order by clicking New and then click Copy Order again. You can enter the Sales Order directly into the 'From Order' field of the Copy Order panel.
Send To		Offers you an opportunity to send the Order Confirmation or Sales Quotation to the Customer though Fax, Printer or E-Mail. When you select this button the Send To device selection screen opens. Select the device to send the Order/Quote through and then click OK. To cancel the request, click Cancel. For more information on sending E-Mail information, click here and Fax information, click here. Note: Once a device is selected, and the proper parameters selected/entered, the Print Taxes? screen displays. Select the 'Print Taxes?' check box to print the Taxes on the current Order Confirmation or Sales Quotation.
Recalculate Prices		Modifies the prices for Products listed on the current Sales Order or Quote in a global method adhering to certain criteria. This feature allows you to alter the selling prices by specifying a Pricing Method. For more information on the Recalculate Price functionality click here.
Generate PO		Allows you to issue one or more Purchase Orders for the Product on the current Sales Order. The Product(s) ordered is ‘tagged’ to the current Sales Order so that it can be quickly received, processed, and shipped. These POs are also called 'Dedicated Purchase Orders'. You can use this feature without having access to Create Purchase Orders (PO40) or Print Purchase Orders (PO42), thereby allowing the process to be monitored and approved by another person, if required. For More information on Generate PO functionality click here. Note: If the 'Disable Generation of PO in OE30' check box is selected in CC03, then Generate PO is not available for the current operator.
Use RMA		Creates an Order from an RMA created in Return Merchandise Entry (IN67). This option is not available when the Transaction Type is set to 'Quote'. Note: This functionality is most typically used when the RMA generated in IN67 will be used to create a Credit Note for the returned Product. For further information on the 'Use RMA' functionality click here.

^OE30/General