Work with sales order/service order, Order header, Main info (DIR30101)

Function keys

Note: When in Orders in error mode, not all functions are available in the Fnc list as would normally be otherwise.
For more information about additional functions accessible from this panel, see Functions in function list.

Text	Access the Edit text panel where you can enter text connected to the sales order header.
Password	Only displayed when you are correcting an order in error that has been received via DI (EDI) and the DI information in question (ORDERS, ORDCHG, etc) requires a confirmation with a password (i.e. set up in the Customer file per document). Click to confirm with a password.
Lines	Access the Order lines panel.
Dsp rep curr	View the amount(s) in system currency and reporting currency. Note: Only displayed if a reporting currency is defined in Work with companies and if it has a fixed exchange rate, i.e. Fixed exchange rate is set to YES in Work with currencies for this currency.
Address	View or maintain order addresses.
Serv job	Only displayed if the order type is for a service order. Access the Service order job header panel.
Del order	Delete the order.

Customer: Displays the customer code and description. If you are working in Work with orders in error mode, this field could be open for input if it is erroneous. This could, e.g., happen if receiving a DI order with a customer code that does not exist in your company allowing you to change the code.

Order value: Indicates the total value of the order lines, after deduction of order header discount, and including VAT (if applicable). Free-of-charge order lines are not included. Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, then only the last 10 digits will be displayed. Only the display value will be truncated, the full amount will be correctly updated to the database.

Order type: Displays the order type used on the order.

Order number: Indicates the order number or the transaction.

Credit limit: Indicates the debtor’s credit limit (in system currency).

Balance

Indicates your customer’s total sales order balance (in system currency).

Note: If the debtor is not your customer, then the value displayed in this field represents the debtor’s total balance and not the customer’s.

The total balance is calculated as follows:

+ A/R – A/P balance
+ Invoiced not transf
+ Open orders
– Received payments
= Total balance

Sales orders created for Inventory contracts

Applicable for SCS-, WDS-, and WBS inventory contracts.

When an inventory contract is manually entered/linked on the Work with sales orders, Create new panel, and a credit profile was found in the Customer settings file, or the contract header, the total balance is calculated for:

all orders with status less than 60 for this customer and assigned to the same contract
and
all invoiced orders for this customer and assigned to the same contract which are waiting in transaction files (not transferred to Financial application)

as follows:

+ Open orders for inventory contract

+ Invoiced not transferred for inventory contract

= Total balance

If no inventory contract is manually entered/linked on the Work with sales orders, Create new panel, or one is entered/linked but no credit profile was found in the Customer settings file, or the contract header, the total open sales order balance calculation differs depending on if the CR-CMIOO (Credit control, incl CMI in Oo) function is activated in the Function control file. If that function is activated, the balance will be totaled for all orders for the customer, including those with an inventory contract defined. If that function is not activated, sales orders for any inventory contract will be excluded from the total open sales order balance calculation.

This field is highlighted if the credit limit is exceeded. An authorised employee must then take necessary actions to release it for further processing.

Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, then only the last 10 digits will be displayed.

Note: Only the displayed value will be truncated, the full amount will be correctly updated to the database.

Reference information

Below this column heading all contact information is listed.

Order date

Indicates the date when the order was entered into the system. This value can be changed, if the user has the applicable authority, but it will be validated against the Order date, future and Order date, past fields in the DIS control file to control that the date entered is within the stated x number of days.

If changing the date:
If you change the order date, then it could impact the sales price that is applied to the item. There may be special prices specified for certain dates or within a range of dates and the item price will be updated according to the applicable pricing set-up.

Time: Indicates the point in time when the order was entered into the system, but can be changed if the user has the applicable authority.

Holding comp

Displays the name of your customer’s holding company. This information will only be displayed if:

the BP-STR (handling of Business partner structures) function is activated in the Function control file.
This customer belongs to a business partner structure.

Salesman: Enter a code from the Signature table identifying the salesman for this sales order.

Parent comp

Displays the name of your customer’s parent company. This information will only be displayed if:

the BP-STR (handling of Business partner structures) function is activated in the Function control file.
This customer belongs to a business partner structure.

Language: Enter the language code to indicate which language external documents should be printed in (e.g. order confirmation, invoice, etc).

DI created: Indicates if the order was received through any DI method, e.g. EDI/400.

Reference: Enter the name of the contact person for this order.

Your order

Mandatory entry if Your order required on the Business partner file maintenance, Customer file panel is set to YES. Enter the customer-defined purchase order number.

For Pharma US installations, this reference is the DEA order form number for the ARCOS functionality and is mandatory if the order holds item(s) classified as narcotics (i.e. a narcotic category is connected to the item, and the DEA order form no field is set to YES on the narcotic category). See About the ARCOS functionality (Pharma US) for more information.

Supplier

Mandatory entry if the Supplier ref mand field is set to YES for the sales order type being used on this order. This field is used in conjunction with the Supp ord ref field (below). There are some cases in which a cross-reference must be made between a sales order and a supplier order (i.e. this can be useful for tracking commissions and for following-up on the order). Enter the supplier number.

After entry a duplicate check will be performed to see if the supplier order number already exists on another sales order for the entered supplier. If duplicates exist, a warning message will appear where order number and order date for the first found duplicated order is displayed. Despite the warning, the order can be created with the duplicate reference. The supplier and supplier order number fields can also be maintained on the order creation panel.

Supp ord ref

Mandatory entry if the Supplier ref mand field is set to YES for the sales order type being used on this order. This field is used in conjunction with the Supplier field (above). There are some cases in which a cross-reference must be made between a sales order and a supplier order (i.e. this can be useful for tracking commissions and for following-up on the order). Enter the supplier order number.

Note: If this is a direct sales order and a reference is entered in this field, the reference is copied into the equivalent field on the direct purchase order.

Inventory contract: This field is only displayed if DC1 Contract Managed Inventory is activated. This is one of the methods that can be used to link a sales order line to an inventory contract. Enter or click the window prompt to select the inventory contract applicable for this sales order. The entered sales order lines will be validated against the inventory contract and the warehouse will be retrieved from the inventory contract. See About consuming goods from Contract Managed Inventory (CMI) for links to specific instructions per inventory contract type.

Sourcing

Below this column heading the parameters governing how the item is to be sourced on an order line are listed.

Auto source

Retrieved from the Sales order type table, but can be changed. Indicate if the system should search through all warehouses in the sourcing policy to find the requested quantity.

If you set this field to YES and requested quantity cannot be found, the result depends on settings in the system and occurs in the order outlined:

Create a BtB order if allowed for the item (as defined on Item/Warehouse level in the Transit and Direct fields)
If BtB not allowed, apply the Automatic fulfilment rules (via the OFR code) if Auto fulfilment is allowed (as defined for the Sales order type).

If you set this field to NO, the system retrieves the Sourcing policy only to search for the first active warehouse in which the item is stored. If that warehouse does not have enough stock available, a message will be displayed.

Auto fulfil

Mandatory entry. Indicate if the system should automatically control some advanced rules when sourcing an item during sales order entry. The YES/NO setting stated here is populated to the Sales order header when an order is created and can be changed on order level.

If set to YES, the system will apply the Order fulfilment rule logic to find the requested quantity. Note: This logic is only performed when the order line is entered. Split on warehouse is NOT performed if the quantity is increased on an existing line. Automatic fulfilment has no impact on back order line creation during pick list confirmation or invoicing.

If set to NO, the system will use the Availability check functionality when finding requested quantity.

Order fulfil: Mandatory entry. Defaulted from the Customer file but can be changed. Indicate how you want the system to source requested quantity on each order line. See Valid OFR codes.

Complete del

Mandatory entry. Defaulted from the Customer file, but can be changed if the order is not an MDC order in a Supplying company. (In that situation, the complete delivery is sent from the sales order in the Demanding company and is decided by that). Indicate if a complete delivery of the entire order is required. If this field is set to YES, as well as the Shipment prep field for the order type in the Sales order type table, then the Date adjust and Avail chk pp fields on this panel must also be set to YES.

The following validations/conditions exist for this field:

Complete delivery is not allowed if lines exist on pick consolidation list unless line is attached to an outbound shipment.
Complete delivery is not allowed with BtB direct lines.
All lines on an order with Complete delivery set to YES must have the same warehouse.
All lines on an order with Shipment preparation and Complete delivery set to YES must be attached to the same shipment.
All lines on an order with Shipment preparation and Complete delivery set to YES must have handling/hazard codes that can be shipped together.

Note: If a complete order shipment is required, the order will not be suggested for picking and no pick list will be printed unless the entire order can be fully delivered.

Date adjust: Defaulted from the Sales order type table. This field is only valid for sales orders that have more than one sales order line. Indicate if you want the system to adjust all sales order lines to the latest dispatch date. This will allow all of the sales order lines to be dispatched in the same shipment. Note: This field must be set to YES if the Complete del field on this panel is set to YES as well as the Shipment prep field for the order type in the Sales order type table.

Print unfulf: Mandatory entry. Defaulted from the Customer file, but can be changed. Indicate if you want to print the unfulfilled supply information on the order documents. See Print unfulfilled supply information on order documents for more information.

Avail chk oe: Indicates if the item availability check will be performed at order entry. This value is defaulted from the Sales order type table.

Avail chk pp: Mandatory entry. This value is defaulted from the Sales order type table for the sales order type on the order, but can be changed. This is an extra security measure to prevent pick lists from being printed when item is not available. Indicate if you want the system to consider the OFR (Order Fulfilment Rule) code (the Order fulfilm rule field) defined in the Customer file during pick list print. If set to NO, there will not be any type of availability check applied during pick list print (i.e. the OFR code will be ignored. Instead, print any pick list line regardless of available quantity in stock).

Warehouse: This value is defaulted from the Sourcing policy defined for the customer in the Business partner file/Customer file.

Default whs: Indicate if the warehouse code defined in the Warehouse field on this panel is to be used as the default warehouse on the order lines. If you enter NO, you can either enter a warehouse manually on the order line or let the system automatically retrieve a warehouse from the Sourcing policy.

Firm alloc

This field is only displayed if the FIRMALLO (Firm allocation) function is activated in the Function control file. It is initially set based on the settings for the customer and sales order type as stated below:

If firm allocation for both customer and sales order type is set to YES, then this field will be set to YES.
If firm allocation for either of the two entities (customer and sales order type) is set to NO or both are NO, then this field will be set to NO.

Note: You can also manually set an order to be firm allocated, (i.e. change this flag before lines are registered), regardless of the settings for the customer and sales order type. Indicate if the order lines on the sales order are to be firm allocated (i.e. automatically allocate stock for the customer if the dispatch date is within the time horizon and the entire quantity is available). See Work flow for automatic allocation of stock (Firm Allocation) processing for more information.

Currency & tax

Below this column heading currency and tax information is listed.

Currency: Displays the currency code entered on the initial panel. If a value was not entered then the currency is retrieved from the Business partner file. The currency code can only be changed prior to any order lines being entered. An exchange rate for the period and level specified in the DIS control file must, however, exist in the Exchange rate table. Otherwise a message will be displayed.

VAT based

Indicates if this is a VAT based debtor, as defined in the Business partner file.

Note: A warning is displayed IF this code is set to NO and the system country is an EU member. The warning will state that this code must be YES to comply with EU legislation. The system only prints the required VAT information and corresponding VAT exempt texts when this code is set to YES. When the VAT based is NO, the system will not create and print any VAT information on the invoice.

For more information:

Note: If you change this setting from YES to NO, the VAT based field on existing order lines will not be changed. However, the VAT handl cd field on existing order lines will be set to the code for VAT free. Also the VAT handling codes for the different fees in the order header are set to the code for VAT free.

The system searches in the following order to find the code for VAT free for the order lines:

Item file, Country/Country VAT information panel
Country/Country VAT table
DIS control file (only if the VAT1 function is not activated in the Function control file)

The system searches in the following order to find the code for VAT free for different fees:

Country/Country VAT table
DIS control file (only if the VAT1 function is not activated in the Function control file)

Order lines entered after this setting has been changed from YES to NO, also get the code for VAT free in the VAT handl cd field.

VAT handl cd

In normal situations, this field should be blank (regardless of the value in the VAT based field above) because the VAT handling code on the order line controls the VAT handling. If you enter a VAT handling code in this field, the order lines entered from now on, will get this new VAT handling code.

In addition, the system will send you a message asking you if you want to change the VAT handling code for the existing order lines.

Note: The VAT handling code for the different fees on the order header will not be affected by the change of the VAT handling code in this field.

Note: If a sales order line is generated from a sales quotation, the VAT handling code is always retrieved to the order line, if the Get new prices field on the Copy to sales order selection panel is set to NO.

Sales tax

Indicates if sales tax handling is used for the order, but this can be changed here or for individual lines. The value in this field is defaulted from the Business partner file, A/R basic data panel for the customer and is mandatory.

Pricing

Below this column heading pricing information is listed.

Pricing date: Mandatory entry. Indicate the date used to price the sales order lines. By default, current date is taken as the Pricing date.

Price list: Displays the price list used for this order, but can be changed. This is retrieved for the customer from the Customer file, if one is defined. If no price list is assigned to the customer, the Standard price list (defined in the DIS control file) will be used and this field will be blank. When DC1 runs the main pricing program it will use this Standard price list as the starting point for calculating any prices or discounts as it needs a starting price in the event that it encounters only discounts in the Customer contracts and Sales pricing methods.

Promotion: This field is only displayed if at least one open sales promotion exists that is defined with Promotion pricing set to YES. When you enter a promotion, sales order header is flagged as promotion priced and the entered promotion is used to price the sales order lines. Note: Existing sales order lines are not automatically re-priced if the promotion is entered or changed.

Ord sum calc: This field is only displayed if the pricing policy for Order summary disc is set to YES in DIS control file and is output only. This run order summary discount calculation flag denotes whether or not the order summary discount calculation will be run or can be triggered for this order. This flag is initially always set to YES for a new order but after the very first line has been invoiced (or passed to pending invoice statistics, status 50) it will be changed to NO and cannot be changed back.

Backlog

Below this column heading all backlog information is listed.

Backlog

This code is defaulted at order creation according to the note below for sales orders that are not manually linked to a SCS-, or WDS, or WBS inventory contract. Indicate if a back order is allowed for this order line. If set to NO, a back order will not be created even if the order line is not delivered in full. This code, however, can be overridden during Pick list confirmation.

If DC1 Contract Managed inventory is activated, and a SCS- or WDS- or WBS inventory contract was manually entered/linked to a sales order (i.e. on the Work with sales orders, Create new panel), and the backlog flag was set to YES or NO on inventory contract header or inventory contract/customer settings level, the backlog code for the customer will be searched and retrieved in the following order, but can be changed:

The system will search for a setting in the Work with inventory contracts, Customer settings file. If the flag exists (i.e. it is not blank), it will be retrieved.
If no Backlog setting is found in the Customer settings file, the system will search for a Backlog setting on the Inventory contract header. If found, it will be retrieved.
If the Backlog flag on the Inventory contract header is blank, the flag from this sales order type will be retrieved.

If no inventory contract is manually entered/linked during sales order creation, the backlog flag from the sales order type is used.

Blog at pick: Indicates if a back order creation of order lines should be performed after Pick list confirmation or during Invoicing, and cannot be changed.

Work with sales order/service order, Order header, Additional Info 1 (DIR30102)

Related topics

On this panel you define the shipping information for the sales order. Some information could be retrieved from the Business partner file for the customer.

Note: If you are in Work with orders in error mode, the main title of the panel will read Work with orders in error and any erroneous information will be highlighted after you click OK. In addition, not all functions via the fnc list will be available.

Almost all the information can be changed during and after the order entry.

Function keys

Text	Access the Edit text panel where you can enter text connected to the sales order header.
Password	Only displayed when you are correcting an order in error that has been received via DI (EDI) and the DI information in question (ORDERS, ORDCHG, etc) requires a confirmation with a password (i.e. set up in the Customer file per document). Click to confirm with a password.
Lines	Access the Order lines panel.
Dsp rep curr	View the amount(s) in system currency and reporting currency. Note: Only displayed if a reporting currency is defined in Work with companies and if it has a fixed exchange rate, i.e. Fixed exchange rate is set to YES in Work with currencies for this currency.
Address	View or maintain order addresses.
Serv job	Only displayed if the order type is for a service order. Access the Service order job header panel.
Del order	Delete the order.

Shipping information

Below this column heading all shipping information is listed.

TOD: Indicates the terms of delivery defined for the customer in the Business partner file. After clicking OK, the predefined text for the code is retrieved and displayed in the second field.

An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field.

Note: This field cannot be changed if the PRMOTTOD (Protect MOT/TOD) function is activated in the Function control file and the order is defined with pick list but without transport note, and has at least one order line printed on pick list.

Shipm prep: Indicates whether this sales order will be processed by the Shipment preparation process or not. This value is defaulted from the Sales order type table. This process automatically plans the deliveries to be made according to the scheduled departures (i.e. where and when the goods will be delivered). The program also establishes the content (sales order lines) that will be dispatched along the route. See Shipment preparation process for more information.

Note: This value can be changed if the header status is less than 40. You can also change it at status 45 if the order type is defined without a pick list and transport note.

Note: This value cannot be changed if the PRMOTTOD (Protect MOT/TOD) function is activated in the Function control file and the order is defined with pick list but without transport note, and has at least one order line printed on the pick list.

Note: If the EU reporting function is activated, you must define for each manner of transport whether or not it is a sea transport.

If you are using the Shipment preparation routine to process this sales order:

Note: It is important to note that if the MOT defined for your customer does not match the MOT assigned to the route Destination (in the Business partner file, Address file panel), then your sales order will not be added to that shipment.

Note: If the EU reporting function is activated, you must define for each manner of transport if it is a sea transport. If any order lines are entered, you can only change the manner of transport code if the new code is defined in the same way as the old one, i.e. if the manner of transport is defined as “port mandatory”, then you can only enter another manner of transport that is also defined as “port mandatory”.

In addition, if the manner of transport is changed, a validity check is made to ensure that the order lines entered do not have a handling/hazard code which is not allowed to transport with the new manner of transport. The exceptions of which handling/hazard codes are allowed to be transported with a certain manner of transport, are defined in the Manner of transport/Handling and Hazard code exception table.

When you click OK, the predefined text for the entered code is displayed in the second field. An alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field.

Trpt amount: Indicates if amounts are to be printed on the transport note. The value is retrieved from the Sales order type table.

Shipment mrk: Enter the text for the shipment marking describing the item. This text will be displayed on all documents associated with the sales order.

Pick cons: Indicates if this sales order can be included in the Pick consolidation routine. The value is retrieved from the Sales order type table.

Ship agent

Collect req: This field is used for credit sales orders (sales order type for credit has the Update stock on hand parameter set to YES). Indicates if the goods that are being returned must be collected at your customer’s site. Note: If this field is set to YES then the sales order lines from the credit sales order will be printed on the route delivery list.

This field is used in conjunction with the Route field.

Dft BtB sup: When a back to back order (sales order connected to a purchase order) is created in the system, either automatically by the sourcing or decided by the order handler, the supplier used for each order line is always the item’s main supplier if this field is blank. If a Default BtB supplier was entered when creating the order, denoting the supplier to be used (different from the item’s main supplier) when a BtB order is created, it will be displayed here and cannot be changed. This default BtB supplier will be used for all order lines when a back to back order is to be created. It will, however, still be possible to change the supplier on individual order lines after they have been created.

Total weight: Displays the total gross weight for the items on the order in system unit (i.e. the unit that was defined in the Unit for weight field in the DIS control file). The gross weight for an item is retrieved from the Gross weight field in the Items/Units file and includes the weight for any connected package type (i.e. that which holds the weight per package). This total weight is preliminary and could be changed during pick list confirmation.

Fees

Below this column heading all additional fee information is listed.

Freight

If the FREICALC (Freight fee calculation) function is activated in the Function control file, a freight fee could be automatically calculated by the system depending on how the system was set up, (i.e. based on the weight of the goods or a fee per package regardless of the weight), and retrieved to this field.

Automatically calculated/retrieved:
During sales order line entry, any automatically calculated freight fee will be displayed in this field and is considered a preliminary freight fee. This is denoted with an asterisk (*) to the right of the fee amount and is based on the current order value. The preliminary freight fee will also be displayed on the Order settlements panel and in the Sales order enquiry if the following is true:

The user did not manually enter a freight fee in this field (or change an automatically retrieved preliminary freight fee)
The order header status is below 40.

Freight fee calculation for the real fee is performed at pick list confirmation.

Manual entry or change:
You can manually add a freight fee in this field or change an automatically retrieved preliminary freight fee. This will be denoted in the Man frei fee field, which will automatically be set to YES. No freight fee calculation for the real fee will be performed at pick list confirmation. This fee can also be defined when confirming the pick list. Note: If you want to remove a manual freight fee and retrieve (revert back) to any automatically calculated preliminary freight fee, you have to remove the manual freight fee and change the setting in the Man frei fee field to NO. When you click OK, the system will calculate a new preliminary fee.

For back order lines:
If the FREICALC (Freight fee calculation) function is activated in the Function control file, and the order generates back orders in the system, the value in the Fee limit back order field (in the DIS control file, or overridden in the Customer file) determines if an additional freight fee calculation will take place for back order lines. The system could have been set up to prevent an additional freight fee calculation for back order lines during pick list confirmation.

When a pick list is confirmed and the order includes previously invoiced order lines (i.e. any other line on the order has status 60), the total weight for confirmed lines is compared to the value in the Fee limit back order field. The result is as follows:

If the Fee limit back order field does not contain any value in any of the above-mentioned locations a freight fee calculation will be performed for all back order lines.
If a value is defined in the Fee limit back order field in any of the above-mentioned locations the freight fee calculation will only take place if the total weight of the remaining order lines is greater than this value.

During any freight fee calculation, the system will search for a freight fee that could be based on a freight fee per package or weight limit. If found, that freight fee will be added to any additional invoice containing the back order lines.

Man frei fee: This manual freight fee field will automatically be set to YES if you manually added or changed an automatically retrieved preliminary freight fee in the Freight field. No freight fee calculation for the real fee will be performed at pick list confirmation. Note: If you want to remove a manual freight fee and retrieve (revert back) to any automatically calculated preliminary freight fee, you have to remove the manual freight fee in the Freight field and change the setting in this field to NO. When you click OK, the system will calculate a new preliminary fee.

VAT freight: Enter a code from the VAT handling codes table for the freight amount.

Insurance: Enter the fee for insurance. If the order generates back orders in the system, the insurance fee will only be charged on the first invoice sent to the customer. Note: This fee can also be defined when confirming the pick list. If this field is completed, the Insurance % field must be blank.

Calc insur

Indicates if insurance is to be calculated when invoices are printed. The value is retrieved from the Customer file.

If there is a record in the Insurance table that matches the Manner of transport and/or the Terms of delivery and/or the Customer number on this sales order, a percentage will be retrieved from the Insurance table and displayed in the Insurance % field on this panel.

The insurance value is calculated on the invoices as:

Insurance % * total of the order lines / 100

VAT insur: Enter a code from the VAT handling codes table for the insurance amount.

Insurance %

If the Calc insur field on this panel is set to YES, a percentage can automatically be retrieved from the Insurance table and displayed here. The field can be changed as long as the Calc insur field on this panel is set to YES. Note: This fee can also be defined when confirming the pick list.

Since the insurance percentage can depend on the Manner of transport code and the Terms of delivery code, which is determined in the Insurance table, the percentage can be changed if you change these codes on this panel.

The insurance value is calculated on the invoices as:

Insurance % * total of the order lines / 100

If the Calc insur field on this panel is set to NO, this field must be blank. In addition, if the Insurance field on this panel is completed, this field must also be blank.

Surcharge

Indicates if surcharges are to be processed for this order. The system defaults this value from the Sales order type.

Note: This value can only be changed when working with sales orders (debit). If you are working with credit orders this field is protected and cannot be changed for the following technical reason:

The system calculates surcharges for items on order lines and their packaging during invoicing of the order. The calculated surcharges are stored together with the invoice. When an invoice with attached surcharges is copied to a credit order, which is subjected to surcharge (i.e. this field is YES), the system creates references on each corresponding order line to the original invoice lines during the copy process and keeps these references throughout the order cycle. This is done by the system in order to be able to retrieve the correct surcharge amount to credit when the credit order (note) is invoiced.

When this field is set to YES the invoice reference field is protected and inversely when this field is NO the invoice reference field is open for maintenance. If you were allowed to change the value in this field, this could accidentally cause a mismatch between the credit order and the original invoice.

For example:

If the Surcharge field is open for maintenance, data could be corrupt after copy of invoice to credit order in the following way:

If the setting in the Surcharge field is changed from YES to NO, the invoice reference field becomes open for maintenance.
The invoice reference could then be changed to point at another invoice or be blanked out and thereby lose its reference.
Then, if the setting in the Surcharge field is changed back from NO to YES, the credit process of surcharges will be corrupt, as the system retrieves and credits the original surcharges. While the user in turn believes that surcharges from the entered invoice reference or no surcharge at all should be credited.

To avoid the above, use different credit order types instead:

one for credit surcharge = YES
one for credit surcharge = NO

Note: If this field is set to YES, surcharges will only be applied to items and packaging that have been defined as surcharge-handled.

Postage: Enter the postage fee. If the order generates back orders in the system, the postage fee will only be invoiced on the first invoice sent to the customer. Note: This fee can also be defined when confirming the pick list.

VAT postage: Enter a code from the VAT handling codes table for the postage amount.

Admin fee: An administration fee can be created by the system OR entered by the user. This field could, therefore, display a preliminary fee (an asterisk is displayed to the right of the amount) or you can manually enter one. In both cases, the second Admin fee on this panel must be set to YES. Any preliminary fee is based on the actual order value and could also be displayed on the Order summary panel and Sales order enquiry.

Admin fee: Displays/can only be set to YES, if the Administration fee field is set to YES in the Sales order type table for the order type being used on the order and in the Customer file for the customer entered on the order. Indicate if an administration fee is allowed to be applied later on the order (at pick list confirmation or at invoicing if no pick list).

VAT admin: Enter a code from the VAT handling codes table for the administration fee.

Invoice fee: An invoice fee can be created by the system OR entered by the user. This field could, therefore, display a preliminary fee (an asterisk is displayed to the right of the amount) or you can manually enter one. In both cases, the second Invoice fee field on this panel must be set to YES. Any preliminary fee is based on the actual order value and could also be displayed on the Order summary panel and Sales order enquiry.

Invoice fee: Displays/can only be set to YES, if the Invoice fee field is set to YES in the Sales order type table for the order type being used on the order and in the Customer file for the customer entered on the order. Indicate if an invoice fee is allowed to be applied later on the order (at pick list confirmation or at invoicing if no pick list).

VAT invoice: Enter a code from the VAT handling codes table for the invoice fee.

Work with sales order/service order, Order header, Additional info 2 (DIR30103)

Related topics

On this panel you define information on how to send the order confirmation and invoice to the customer. Some information can be retrieved from the Business partner file for the customer.

Function keys

Text	Access the Edit text panel where you can enter text connected to the sales order header.
Password	Only displayed when you are correcting an order in error that has been received via DI (EDI) and the DI information in question (ORDERS, ORDCHG, etc) requires a confirmation with a password (i.e. set up in the Customer file per document). Click to confirm with a password.
Lines	Access the Order lines panel.
Dsp rep curr	View the amount(s) in system currency and reporting currency. Note: Only displayed if a reporting currency is defined in Work with companies and if it has a fixed exchange rate, i.e. Fixed exchange rate is set to YES in Work with currencies for this currency.
Address	View or maintain order addresses.
Serv job	Only displayed if the order type is for a service order. Access the Service order job header panel.
Del order	Delete the order.

Invoicing information

Below this column heading all invoicing information is listed.

Document type: Mandatory entry if you are required to enter invoice reference number. Enter the document type of the invoice from the Document type table. The document type is connected to the number series for the invoice related document. See About number series handling for invoice related documents for more information.

A/R settlement: Indicate if the selected order should be used to settle the referenced invoice.

Inv ref

Indicates the invoice reference number.

For example:

When you enter an invoice/credit note number in this field, the following will happen:

On this panel the system checks if the invoice number/credit note number exists for this debtor in the A/R transaction file or in the Accounting transaction file (file containing invoices/credit notes before they are transferred to DC1 Financials).
If the invoice/credit note exists:
The system checks that the remaining amount on the invoice/credit note is not zero, i.e. the invoice/credit note has not been settled.
If the amount is not zero:
The system will automatically try to settle this invoice/credit note with the invoice/credit note you entered in this field, when this order is invoiced and transferred to DC1 Financials. If the amounts are equal to or less than, the invoice/credit note will be settled.

If the system does not find the invoice/credit note entered here, or if the amount on that invoice/credit note is zero, you will receive a message on this panel.

Note: This field is protected and cannot be changed (for technical reasons) when working with credit orders and if the Surcharge field (on this panel) is set to YES. Refer to the Note under the Surcharge field.

Note: This field will not be automatically filled with the invoice/credit note number from the source invoice/credit note when the target order is of the same type as the copied source (i.e. debit-debit/credit-credit).

Debtor: Enter the number of the debtor, i.e. the customer who is paying the invoice, if different from the customer number.

Periodic inv: Indicate if the customer should be invoiced periodically. This field cannot be changed to YES on the Order header if the Invoice frequency has not been entered for the customer in Customer file. Note: If you select specific order numbers on the batch print of an invoice, no periodic invoicing will be performed.

Merge inv: Indicate, via the applicable panel value code, if the customer should receive one invoice per delivery (i.e. normal invoice); or whether the invoices (if there are many) should be merged into one invoice at invoicing; or merged into one invoice at invoicing with a summary page printed as the last page of the merged invoice outlining a summary of each order. Note: If you select specific order numbers on the batch print, no merge will be performed. The same applies for direct printed invoices.

Hold invoice: Indicate if orders should be held from being invoiced. If set to YES, the order will be held from invoicing until the code is changed on this panel, or the order is manually released via the Release orders held for invoicing program. Note: Must be set to NO if a cash sale. If the Prf del hold field is set to YES, this field will also be set to YES.

VAT reg no: This field is only displayed if the EU reporting function is activated. Displays the VAT registration number that will be transferred to the A/R together with the invoice.

TOP

Indicates the terms of payment for the customer from the Business partner file. After clicking OK, the predefined text for this new code is retrieved and displayed in the second field. If you have the applicable authority, an alternative is to enter 999 in the first field, after which a text of your own choice can be entered in the second field.

If DC1 Contract Managed Inventory is activated and a sales order was manually linked to a SCS-, or WDS, or WBS inventory contract on the Create new panel, the terms of payment is searched and retrieved as follows, but can be changed:

(If there is a debtor defined for the customer, the system will search for a TOP for this debtor in the Business partner file. If found it will be retrieved but can be changed.)
If there is no debtor defined for the customer in the Business partner file, the system will search for a TOP in the Work with inventory contract, Customer settings file. If found, it will be retrieved.
If no TOP is found in the Work with inventory contracts, Customer settings file, the system will search for a TOP on the Inventory contract header. If found, it will be retrieved.
If the TOP on the inventory contract header is blank, the TOP for the customer from the Business partner file, or the Sales order type TOP will be retrieved to the sales order header.

Note: If the terms of payment is defined for instalments, the invoice will be settled with instalments and you will not be able to register any payments on the Order settlements panel. If you want to pay this order by settlements, you have to change the terms of payment here.

Inv copies: Enter the number of additional copies of the invoice that should be printed. The original is always printed.

Inv calendar: Optional entry. Displays the Calendar ID code, (if any), defaulted from the Customer file for the customer. It can be changed or entered if the order status is less than 45 and the user has the applicable authority. The code (originally defined in the Calendar IDs table) holds the days when invoices for a customer shall be generated. This functionality is an another method of generating invoices periodically, with the difference that a specific day per week or month can be defined, compared to the day interval defined in Invoice frequency in the Customer file. Only one of the methods (Invoice frequency or Invoice calendar) can be defined per customer.

Credit days: If you have the applicable authority and a text of your choice was entered in the TOP field, you must enter the number of credit days allowed before which the invoice must be paid.

Value date: This field is only displayed if the VALUDATE (Value date) function is activated in the Function control file. If a value date was entered on the Create new panel when creating the sales order, it will be displayed here but can be changed. If one was not entered on that panel, and you require an invoice due date for this sales order that is not handled by the customer’s regular terms of payment, enter the value date. All terms of payment conditions/incentives that may be set up for the customer are still applied, but the value date will be used as the basis when calculating the invoice due date for this sales order. The Invoice enquiry header will display the Invoice/value date, i.e. the invoice date and the value date. Note: This field is not applicable for logistic sales orders, i.e. those created for CDS (Customer Deposit Stock) inventory contracts as well as Logistic SCS (Supplier Consignment stock – Logistic handling only) inventory contracts.

Miscellaneous

Below this column heading miscellaneous information pertaining to the sales order is listed.

Order hold: Indicates if the order is being held. Tip: To view the reason(s) the order is being held, select the Hold reasons function.

Held lines: Indicates if any lines in this sales order are held.

Prf del hold: Indicates if proof of delivery is held. This value is defaulted from the Proof of del hold fields in the Business partner file and Sales order type table. If this field is set to YES, the Hold invoice field will also be set to YES. Holding a delivery due to proof-of-delivery is an added security measure allowing the customer to approve and sign for the reception of goods before being invoiced. If this field is set to YES, the invoice can only be released for processing in the Release orders held for invoicing program.

Order prior

Indicates an order priority code retrieved from one of the following files:

Business partner file, if not found
Sales order type table, if not found
DIS control file

Enter a code from the Sales order priority table, indicating the priority of the order.

In the event of a shortage in stock the deliveries can be dispatched via the Work with allocation routine according to their priority. By using priority codes special and individual treatment can also be provided to customers in terms of delivery service.

Note: If a sales order priority is defined in both the Business partner file and Sales order type table, the highest of the two priorities will be defaulted to this field.

Note: If this field is changed, the existing order lines on this order will not be updated with the new priority. However, all order lines entered from now on will be updated with the new priority.

Back ord pri

Indicates an order priority code retrieved from one of the following files:

Business partner file, if not found
Sales order type table, if not found
DIS control file

Enter a code from the Sales order priority table, indicating the priority of any back orders created.

In the event of a shortage in stock the back order deliveries can be dispatched via the Work with allocation routine according to their priority.

Note: If a back order priority is defined in both the Business partner file and Sales order type table, the highest of the two priorities will be defaulted to this field.

Note: If this field is changed, the existing order lines on this order will not be updated with the new priority. However, all order lines entered from now on will be updated with the new back order priority.

Text code: Enter a code from the Standard text table indicating the text to be displayed on the documents associated with this order. An alternative is to use the general Text editor by clicking Text.

Cost centre

This field is only displayed if the cost centre account part (in DC1 Financials) is activated. The cost centre handling function is only used for external orders.

Indicates the cost centre that was entered on the initial Work with sales orders panel. If a value was not entered, the cost centre is retrieved according to the following:

If a cost centre has been defined in the Signature table for the user that is entering the sales order, that code will be retrieved.
If a cost centre has been defined for the customer in the Business partner file (A/R basic data panel), that code will be retrieved.

If a cost centre has been defined in both the Signature table and the Business partner file the default value will be retrieved from the Signature table. The cost centre can be changed. Enter a code from the Account file indicating the cost centre to assign to the sales order.

Note: A security check will be performed to verify if the user is authorised to enter the cost centre.

Ord property

Project information

Below this column heading, all project information is listed.

Project

This field is displayed only if DC1 Manufacturing and DC1 Project are installed and activated. Enter a project number from the Project file, indicating the project to which this sales order should be connected. The project number will be used as a default value for all order lines entered from now on.

Note: The project number will not be updated on order lines already entered on the sales order. The project id is the combination of Project, Phase and Cost code.

Phase

This field is only displayed if DC1 Manufacturing and DC1 Project are installed. Enter a phase from the Project file, indicating the phase of the project to which this sales order should be connected. The phase will be used as a default value for all order lines entered from now on.

Note: The phase will not be updated on order lines already entered on the sales order. The project id is the combination of Project, Phase and Cost code.

If you change the code in this field, the code on the existing order lines will not be changed, but all order lines entered from now on will get this code.

Cost code: This field is only displayed if DC1 Project is installed and activated. Two input fields exist for this field. The first is mandatory and the second is optional. Enter one, or two, code/s from the Project cost codes table defining the cost codes to which this sales order should be connected. The values in these fields are used as a default for the order lines. If a cost code is entered, all order lines entered on the order will be connected to this code. The cost code is part of the project id, together with Project and Phase and is used to total up cost price and reported values on the project.

Work with sales order/service order, Order header, Additional info 3 (DIR30104)

Related topics

This panel displays the FAX, MDC, Currency clause information, and Carrier shipping interface information. The information for currency clause is only displayed, if the CURRCLAU (Currency clause handling) function is activated in the Function control file. The Carrier shipping information is only displayed if the CARRSHIP (Carrier shipment interface) function is activated in the Function control file.

Function keys

Text	Access the Edit text panel where you can enter text connected to the sales order header.
Password	Only displayed when you are correcting an order in error that has been received via DI (EDI) and the DI information in question (ORDERS, ORDCHG, etc) requires a confirmation with a password (i.e. set up in the Customer file per document). Click to confirm with a password.
Lines	Access the Order lines panel.
Dsp rep curr	View the amount(s) in system currency and reporting currency. Note: Only displayed if a reporting currency is defined in Work with companies and if it has a fixed exchange rate, i.e. Fixed exchange rate is set to YES in Work with currencies for this currency.
Address	View or maintain order addresses.
Serv job	Only displayed if the order type is for a service order. Access the Service order job header panel.
Del order	Delete the order.

Customer: Displays the customer code and description. If you are working in Work with orders in error mode, this field could be open for input if it is erroneous. This could, e.g., happen if receiving a DI order with a customer code that does not exist in your company allowing you to change the code.

Order value: Indicates the total value of the order lines, after deduction of order header discount, and including VAT (if applicable). Free-of-charge order lines are not included. Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, then only the last 10 digits will be displayed. Only the display value will be truncated, the full amount will be correctly updated to the database.

Order type: Displays the order type used on the order.

Order number: Indicates the order number or the transaction.

Credit limit: Indicates the debtor’s credit limit (in system currency).

Balance

Indicates your customer’s total sales order balance (in system currency).

Note: If the debtor is not your customer, then the value displayed in this field represents the debtor’s total balance and not the customer’s.

The total balance is calculated as follows:

+ A/R – A/P balance
+ Invoiced not transf
+ Open orders
– Received payments
= Total balance

Sales orders created for Inventory contracts

Applicable for SCS-, WDS-, and WBS inventory contracts.

all orders with status less than 60 for this customer and assigned to the same contract
and
all invoiced orders for this customer and assigned to the same contract which are waiting in transaction files (not transferred to Financial application)

as follows:

+ Open orders for inventory contract

+ Invoiced not transferred for inventory contract

= Total balance

This field is highlighted if the credit limit is exceeded. An authorised employee must then take necessary actions to release it for further processing.

Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, then only the last 10 digits will be displayed. Only the displayed value will be truncated, the full amount will be correctly updated to the database.

Fax information

Below this column heading, all fax information is listed.

Fax order conf

Indicates if the order confirmation should be sent by fax to the customer.

If this field is set to YES, a fax number from the Fax/phone number file must be entered in the Fax number field. The Fax/phone number file is maintained in the Business partner file.

Paper copy: If the Fax order conf field is set to YES, you can set this field to YES to get a printout of the order confirmation.

Fax number: Enter a fax number from the Fax/phone number file if the Fax order conf field is set to YES. The Fax/phone number file is maintained in the Business partner file.

Fax invoice

Indicates if the invoice should be sent by fax to the customer. This value is defaulted from the Business partner file.

If this field is to YES, a fax number from the Fax/phone number file must be entered in the Fax number field. The Fax/phone number file is maintained in the Business partner file.

Paper copy: If the Fax invoice field is set to YES, you can set this field to YES to get a printout of the invoice.

Fax number: Enter a fax number from the Fax/phone number file if the Fax order conf field is set to YES. The Fax/phone number file is maintained in the Business partner file.

Hold doc o c

Hold doc inv: Indicate if orders should be held from being invoiced.

Order source: This field is only displayed if the ORDSRACT (Order source active) function is activated in the Function control file. The order source functionality allows you to track the source from where a sales order was created. If a default order source code was defined for your user profile in Work with DC1 user profiles, it will be defaulted here. Otherwise the field will be blank and must be completed.

MDC information

To company: This field is only displayed if DC1 Multi Distribution Centre is installed and activated. It will only be displayed to the MDC supplying company that is viewing an MDC sales order. MDC sales orders are automatically generated upon the reception of MDC purchase orders via the DI file. Indicates the MDC demanding company that sent the MDC purchase order.

Suppl dem co

This field is only displayed if DC1 Multi Distribution Centre is installed and activated. It will only be displayed to the MDC supplying company that is viewing an MDC sales order. MDC sales orders are automatically generated upon the reception of MDC purchase orders, sent by the MDC demanding company, via the DI file.

Indicates the MDC supplier number that is connected to the MDC demanding company’s purchase order. It is defined by the MDC demanding company in their MDC company control file and is used for transferring information to the MDC supplying company.

Cust dem co

Indicates the end customer that will receive the items from the MDC demanding company. It is the customer the MDC demanding company sold the goods to, and corresponds to the sales order that generated the MDC purchase order the MDC supplying company received.

MDC SO no: Only displayed if DC1 Multi Distribution Centre is installed and activated. If this is an MDC order and the field is being viewed by the MDC demanding company, displays the corresponding sales order number (generated from this sales order) in the MDC supplying company. If this field is being viewed by the MDC supplying company, displays the corresponding sales order number (that generated this sales order) in the MDC demanding company.

MDC PO no: Only displayed if the DC1 Multi Distribution Centre is installed and activated. The field is only displayed to the MDC supplying company for MDC order lines. Displays the corresponding purchase order number in the MDC demanding company.

Currency clause

Curr clause

For more information:

Prt curr cl

Order confirmation

Print amts: The setting in this field is defaulted from the Business partner file for the customer on this order (i.e. the Amounts on O.C field in the Work with business partner, Customer file panel), but can be changed here. Indicate if the customer’s sales order confirmation documents should be printed with amounts.

Send by e-mail: The setting in this field is defaulted from the Business partner file for the customer on this order (i.e. the customer’s DI set up for document ORDRSP, method ACCEMAIL (the Send document field is set to YES), but can be changed here. If you want to delay the emailing of the sales order confirmation to the email recipients(s) that are denoted on the Work with sales order, Confirmation address panel, (e.g., you want to wait until the order is more complete), set this field to NO. When this field is set to YES, the order confirmation will be emailed to the email recipient(s) when the sales order confirmation is printed (if the order status is less than 30). The Send date and Send time fields, below, will also be automatically updated.

Send date: This field is automatically updated by the system when the sales order confirmation has been printed, and the order status is less than 30. This field displays the date that the sales order confirmation was sent by email to the email recipient(s) that are denoted on the Work with sales order, Confirmation address panel.

Send time: This field is automatically updated by the system when the sales order confirmation has been printed, and the order status is less than 30. This field displays the time that the sales order confirmation was sent by email to the email recipient(s) that are denoted on the Work with sales order, Confirmation address panel.

Carrier shipping

Fre inv hld: This field is only displayed if the CARRSHIP (Carrier shipment interface) function is activated in the Function control file. This field indicates if the creation of the invoice should be held until freight information has been received from a third-party software through the Carrier shipping interface. The field is initiated with YES and is automatically changed to NO when freight information has been received. This field can also be manually changed.

Downl to shp: This field is only displayed if the CARRSHIP (Carrier shipment interface) function is activated in the Function control file. This field indicates if the sales order shall be included in the Carrier shipping interface, meaning the order can be sent to a third-party software that handles the shipping and freight fee. The value is initiated from the sales order type but can be changed for the order.

Work with sales quotation, Quotation header, Main info 1 (DIR30105)

Related topics

On this panel you can change the quotation expiry date. If the quotation is of type Contract, you can change the contract base and from/to date. Won/lost information is also displayed on this panel.

Function keys

Note: When in Work with sales quotations in error mode, not all functions are available in the Fnc list as would normally be otherwise.
For more information about additional functions accessible from this panel, see Functions in function list.

Text	Access the Edit text panel where you can enter text connected to the sales quotation header.
Lines	Access the Quotation lines panel.
Address	Access the Quotation addresses panel.
Serv job	Only displayed if the order type is for a service order. Access the Service quotation jobs panel.
Del order	Delete the order.
Header discounts	Access the Work with discounts program where you can maintain header discounts (i.e. discounts from sales pricing methods of type H or of type O).
Order settlements	Access the Work with order settlements panel where you can view a summary of all amounts and fees for a sales quotation.

Customer

Displays the customer number and description.

In Copy mode it indicates the customer number and description of the source being copied.

Quote val

Indicates the total value of the quotation lines, after deduction of quotation header discount, and including VAT (if applicable). Free-of-charge quotation lines are not included.

Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, then only the last 10 digits will be displayed.

Note: Only the displayed value will be truncated. The full amount will be correctly updated to the database.

Order type: Displays the order type used on the quotation.

Quote number

Displays the quotation number.

In Copy mode it indicates the quotation number and description of the source being copied.

Credit limit: Indicates the debtor’s credit limit (in system currency).

Balance

Indicates your customer’s total quotation balance (in system currency). Note: If the debtor is not your customer, then the value displayed in this field represents the debtor’s total balance and not the customer’s.

+ A/R – A/P balance

+ Invoiced not transf

+ Open orders

– Received payments

= Total balance

This field is highlighted if the credit limit is exceeded. An authorised employee must then take necessary actions to release it for further processing.

Note: This field cannot display amounts greater than 9999999999,999. If the amount exceeds this value, then only the last 10 digits will be displayed.

Note: Only the displayed value will be truncated. The full amount will be correctly updated to the database.

Definitions

Type

Displays the sales quotation type.

Valid types are:

Type	Description
1	The quotation normally results in a sales order when the quotation is accepted.
2	The quotation normally results in a contract.
3	This quotation type is used to identify a service quotation and can only be specified if DC1 Service is installed and activated.

Expiry date: Displays the expiry date for the quotation, but can be changed.

Contract base

Mandatory if Quotation type is set to 2 (contract). Displays the contract base, but can be changed This specifies whether the sales price quoted on the contract is strictly for the quantity of goods sold, time (service), or both.

Valid codes are:

Code	Description
B	Both quantity and time
T	Time
Q	Quantity

From date: If the quotation is type 2, displays the starting date from when the contract is valid, but can be changed.

To date: If the quotation is type 2, displays the ending date of the contract, but can be changed.

Number of lines

Open: This field, which is automatically updated by the system, displays the number of open quotation lines, i.e. quotation lines in status 10.

Printed: This field, which is automatically updated by the system, displays the number of printed quotation lines, i.e. quotation lines in status 20.

Lost: This field, which is automatically updated by the system, displays the number of lost quotation lines, i.e. quotation lines in status 90.

Won: This field, which is automatically updated by the system, displays the number of won quotation lines, i.e. quotation lines in status 30.

Copied to ord/contr: This field, which is automatically updated by the system, displays the number of copied quotation lines (to order or contract), i.e. quotation lines in status 60.

Deleted: This field, which is automatically updated by the system, displays the number of deleted quotation lines.