Related topics
- About attribute search handling in DC1
- Item search alternatives in DC1
- About smart sales order entry
- About unit handling in DC1
- About working with pricing on a sales order
- About item assortments
The smart sales order entry function is an extension of the Work with sales orders routine, allowing you to have instant access to a vast array of information. It combines various item, order and inventory searches with booking functions on the information found. Lines booked in Smart sales order entry are updated line by line in Work with sales orders.
Note: If any errors occur while booking the order line(s), the Order line, main info or Order line, Additional info panel will be displayed indicating the error. You return to the smart sales order entry session where processing of the order line(s) can continue after correcting the error.
Options
Details | Select this option to view item details such as quantity, dispatch date and price. |
Accept | Select this option to accept the sales order entry. |
Customer service | Select this option to access the Customer service enquiry. |
Time axis | Select this option to access the Time axis enquiry. |
Location | Select this option to access the Warehouse locations enquiry. |
Batch | Only applicable if the item is batch controlled. Select this option to access the Batch time axis enquiry. |
Item enquiry | Select this option to access the Item file enquiry. |
Function keys
Shift info | Toggle the column header information for each mode. |
Change mode | Navigate through the different panels (modes) of Smart sales order entry. |
View discounts | View any discounts that are attached to this line. This function in only available in History and Previous order modes and only if a discount was applied to the order line in question. |
Defaults | This function key is displayed on all Smart sales order entry panels. Access a window for line default values. This allows you to specify default values which will be used for all sales order lines created from this point on in the Smart sales order entry session. |
Acc all | This function key is displayed on all Smart sales order entry panels. Reorder all lines displayed on the panel. The sales order lines will be booked and any warnings or notes will appear as necessary. The panel will remain after pressing this function key for further Smart Entry requests. |
Acc mark | This function key is displayed on all Smart sales order entry panels. Mark the line(s) to be reordered and then click this function key. The sales order line(s) will be booked and any warnings or notes will appear as necessary. The panel will remain after pressing this function key for further Smart Entry requests. |
Det | This function key is displayed on all Smart sales order entry panels. Mark any line(s) and click this function key to edit order details. Changes will be recorded internally and used during the acceptance process (when you click Acc all and/or Acc mark), where sales order lines are booked. |
- Customer number
- Displays the customer number and name for the sales order.
- Item/Customer item
- This column is displayed on all Smart sales order entry panels but Warehouse balance and Batch. Displays the item on this order.
Note: If the panel is set up to view customer item codes, the field will be titled Customer item and display the customer item code set up using the Item cross references function.
- Dsp dt
- This column is only displayed on Smart sales order entry Previous order and History panels. Displays the dispatch date of the order line. If a customer requested dispatch date has been entered, then that value will be displayed in this field.
- Order number
- This column is only displayed on Smart sales order entry Previous order and History panels. Displays the order number.
- Line
- This column is only displayed on Smart sales order entry Previous order, History and Batch panels. Displays the line number of this order line.
- Description/Customer description
-
Note: This column is displayed on all Smart sales order entry panels but Warehouse balance and Batch.
Note: If the panel is set up to view customer item codes, the field will be titled Customer description and display the customer item description set up using the Item cross references function.
- OT
- If the order line is a BtB (Back to Back) order line, displays the BtB purchase order type.
- T
- If this order line is a BtB order line with transit delivery, this column is set to YES.
- D
- If this order line is a BtB order line with direct delivery, this column is set to YES.
Note: This column is displayed on all Smart sales order entry panels.
- Avail qty
- This column is displayed on all Smart sales order entry panels, but when in Prev ord and History mode you have to click Shift info once. Displays the available quantity for the item. If the unit is equal to the D/E-unit for the item, this quantity could display two units in the same quantity field. The partial units could be displayed with decimal positions for the Display/Entry unit or by a dual display/entry of both the Display/Entry unit and the Stock unit separated by a user-defined delimiter. See About display/entry unit handling for more information.
Note: The available quantity is calculated for the requested date of the order you are entering now. If you want to view, or change, the dispatch time for the order, click Defaults.
If “+++++” is displayed in this column, it means that the order you are entering now has a requested dispatch date which is outside the planning time. Since the requested dispatch date is outside the planning time, you are allowed to sell any quantity.
If “N/A” is displayed in this column, it means that the item is not activated in the warehouse displayed in the rightmost column.
- Price sold
- This column is only displayed on Smart sales order entry Previous order, History and Batch panels if you click Shift info twice. Displays the sales price (excluding discount) which will be used for the line.
- Curr price
- This column is displayed on all Smart sales order entry panels if you click Shift info twice. Displays the current selling price (excluding discount).
- P unit
- This column is displayed on all Smart sales order entry panels (by clicking Shift info) if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the unit in which the price is presented. See About price unit handling for more information.
- Margin
- This column is displayed on all Smart sales order entry panels if you click Shift info once or twice. Displays the profit margin of the current price (field Curr price). It is calculated as follows:
(Net sales – cost) / Net sales The applicable margin cost basis is defined in the DIS control file.
- Order qty
- This column is displayed on all Smart sales order entry panels. Displays the quantity ordered for this item on this order line, but can be changed. If the unit is equal to the D/E-unit for the item, this quantity could display two units in the same quantity field. The partial units could be displayed with decimal positions for the Display/Entry unit or by a dual display/entry of both the Display/Entry unit and the Stock unit separated by a user-defined delimiter. See About display/entry unit handling for more information.
- Whs
- This column is displayed on all Smart sales order entry panels but Warehouse balance. Displays the warehouse from which the item will be delivered. This can be changed where allowed (meaning the field is open for input). If nothing is entered in this field, the system retrieves the applicable Sourcing policy warehouse as defined for the customer in the Business partner/Address file.
- Item description
- This column is displayed on all Smart sales order entry panels. Displays the description for the item on this order.
- Internal name
- This column is displayed on all Smart sales order entry panels. Displays the internal name for the item on this order.
- Remain quota
- This column is displayed on all Smart sales order entry panels if the QUOTAGDS (Quota goods) function is activated in the Function control file. Displays the remaining quota quantity that is allowed to be sold. See About the quota goods functionality for more information.
Panel mode section
Previous order
This Smart sales order entry – Previous order panel is the default panel when you first access the Smart sales order entry mode, if you did not enter an item to access Smart entry on the Add lines panel.
On this panel you can view order line data from the customer’s previous order and perform line-selective or total order duplications, excluding manually entered discounts. The current price will be utilised since the system assumes that Get new prices equals YES.
Note: If you enter a warehouse code in the field at the bottom of the panel, all lines will be changed accordingly and shipped from this alternate warehouse.
You can re-order (book) order lines directly from this panel.
- Curr
- Displays, in this field at the bottom of the panel, the currency in which the order is to be sold.
- Whs
- Enter a code from the Warehouse table in this field, residing at the bottom of the panel, to force all lines to ship from a single alternate warehouse.
History
This Smart sales order entry – History panel can be accessed via two methods:
- By entering a valid item on the Add lines panel and clicking Smart order entry to access the Smart sales order entry function. Because no quantity was specified, this panel is displayed where you can view the available quantity.
- By ticking the box next to the History field on any Smart sales order entry panel and clicking the Go to next view button to the right.
This panel displays historical order information for the specified customer and item. The order quantities and shipping warehouses are defaulted for re-order or re-entry. You can book order lines directly from this panel.
- Item
- Enter the item for which you want to view historical order information.
- Start/End
- Enter a range of dispatch dates (start and end date) to display a list of lines within the range.
- Last sale
- Set this field to YES if you want to view the last sale for the specified item. Set it to NO if you want to view all sales for the specified item.
- Curr
- Displays the currency of the order line.
- Whs
- Enter a warehouse code, to force all lines to ship from a single alternate warehouse.
Item search
This Smart sales order entry – Item search panel can be accessed via two methods:
- By entering an invalid item (which does not coincide with the short code for the item) on the Add lines panel and clicking Smart order entry to access the Smart sales order entry function. Because no valid item was specified, this panel is displayed where you can search for the item via the item or search word. The Item field is loaded if an item starts with the value entered on the Add lines panel. Otherwise the value is loaded into the Search fields.
- By ticking the box next to the Item search field on any Smart sales order entry panel and clicking the Go to next view button to the right.
This panel displays item definitions, with order quantities and shipping warehouse defaulted for re-entry.
To view item definitions you have several options from which to choose. You can:
- enter the first portion of an Item,
- enter the first portion of the item description in the Search name field, or
- enter up to six Search fields, which perform work-specific searches on up to 25 different item definition fields.
Note: The optional six Field types can be used to qualify from where the search will begin for the entered data in Search fields.
You can book order lines directly from this panel.
- Item
- Enter the first portion of any item to view a list of all item lines, starting with the first item that contains that character(s).
- Search name
- Enter the first portion of any item description to view a list of all item lines, starting with the first item that contains that character(s).
- Curr
- Displays the currency in which the order line is to be sold.
- Whs
- Enter a warehouse code, to force all lines to ship from a single alternate warehouse.
- Search flds
- Enter information in any of the six fields available to view a list of all item lines which contain that character(s). The more fields you enter, the more selective the search.
- Field types
- If you entered data in any of the six Search fields, you can use these fields to qualify from where the search should begin. Enter a valid type, (from the Item search field control table), below any entered search field to narrow down the search.
Assortments
From this Smart sales order entry – Assort panel you can book order lines from pre-defined item assortments.
This could be the first panel accessed after the initial Work with sales orders panel if an assortment group and id exists for the customer in the Business partner file.
The search for the assortment group/ID works as follows;
- The system first searches for this assortment group/ID assigned to this customer.
If not found,
- The system searches for a global assortment group/ID (meaning no assigned customer).
If an Assortment ID was entered in the Item/Assortment field (Add lines panel) to access this panel the search works as follows:
- The system first searches for this Assortment ID assigned to this customer in the Assortment file and retrieves the first group.
- The system searches for a global assortment ID in the Assortment file, (meaning no assigned customer), and retrieves the first group.
The assortment function is used to simplify the entering of order lines. On this panel you enter which quantity you want to sell of each item connected to the assortment ID/group. When you click Acc all or Acc mark to accept, all item lines will be updated in Work with sales orders at the same time. This is easier than entering the items one by one. Click Back to return to the Add lines panel.
- Group
- Enter an assortment group from the Assortment file, in combination with an Assortment ID to retrieve a list of item lines.
- Assortment
- Enter an assortment ID from the Assortment file, in combination with an Assortment group to retrieve a list of item lines.
- Customer
- This input field can be used if you want to view assortment lines for another customer or a global assortment (meaning no assigned customer). This field works in combination with the Group and Assortment fields above. If a customer number is entered, a valid Assortment group/ID must be entered for this customer.
- Currency
- Displays the currency in which the order line is to be sold.
- Quantity
- This field on the bottom of the panel displays the quantity entered on Add lines panel. If nothing was entered there, this field is blank. Enter the quantity to sell of each item. The quantity entered will be multiplied by the quantity defined for each item in the Assortment file and displayed in the Order qty fields above. If the quantity in the Assortment file for the item is zero, the system assumes the quantity of 1 for that item.
- Whs
- Enter a warehouse code, to force all lines to ship from a single alternate warehouse.
Warehouse balance
This Smart sales order entry – Whs bal panel can be accessed via two methods:
- By entering an Item and Quantity on the Add lines panel and clicking Smart order entry to access the Smart sales order entry function. This panel is displayed where you can view the warehouse balance for the entered item and quantity.
- By ticking the box next to the Whs bal field on any Smart sales order entry panel and clicking the Go to next view button to the right.
This Warehouse balance panel displays the balances for all warehouses activated for the requested item. You can directly book order lines.
Note: The warehouses included in the sourcing policy defined for the customer in the Customer/Address file are displayed first. Warehouses that are not included in the sourcing policy, but have the item in stock, are displayed at the bottom of the list.
- Item
- Enter the item for which you want to view warehouse balances.
- Quantity
- Enter the minimum available quantity to display only warehouses with at least the specified available quantity.
Enter a unit to display item lines for that unit of measure.
- Curr
- Displays the currency of the sales order.
Batch
- This Smart sales order entry – Batch panel displays all item batches in the warehouse, or that the customer has purchased. You can limit the search to only those batches that have a specified minimum quantity. You can then directly book order lines.
- Item
- Enter the item for which you want to view the batches.
- Curr
- Displays the currency in which the order line is to be sold.
- Batch
- Enter a batch together with an item to display a particular batch/item.
- Quantity
- Enter the minimum available quantity per item or item and batch to display only those batches with at least the specified available quantity.
Attributes
Item attribute templates hold user-defined search fields to facilitate a quick and easy search for items. There is extended search functionality available via the More sel field to narrow down your search. See About attribute search handling in DC1 for more information.
- Att templ
- The Item attribute template with the default sequence of 1 (defined in the Item attribute template maintenance file) is loaded into this field. You can switch to any other item attribute template configured in the system (click the window prompt icon for a selection). The actual user-defined search fields defined for the template are displayed to the right.
- A/O
- Enter A (default) if records are to be searched using the AND logic for values entered, where all values entered must exist for each item. Enter O if records are to be searched using the OR logic, where only one of the values entered must exist for each item.
- Template fields (1-10)
- Depending on the fields defined for the template, up to 10 fields may be displayed for selection entry. This is an optional entry, but values entered will be checked according to the template field attributes. Note that the window prompt icon may be clicked in fields that use validation tables to display and/or select values.
- More sel
- Enter any character and click OK to view more templates and entry options to select from. If you have entered more selections to narrow down your search the text *More sel* will appear underneath this field.
Details
These fields in the bottom part of the panel are displayed if you ticked Selection an order line on any Smart sales order entry panel and clicked Det (Details). On this panel you can change the details for the order line.
Note: The order line(s) remain displayed in the middle of the panel, with the chosen order line highlighted.
- Whs
- Displays the warehouse for the selected order line, but can be changed. Enter the new warehouse from which the item in the order line should be delivered.
- Item
- Displays the item for the order line details you are changing.
- Quantity
- Displays the order quantity for the order line, but can be changed. If the unit is equal to the D/E-unit for the item, this quantity could display two units in the same quantity field. The partial units could be displayed with decimal positions for the Display/Entry unit or by a dual display/entry of both the Display/Entry unit and the Stock unit separated by a user-defined delimiter. See About display/entry unit handling for more information.
- Disp
- Displays the dispatch date for the order line, but can be changed. Enter the new dispatch date.
- Req
- FOC
- This field will only be input-capable if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Indicate if the order line will be free of charge.
- Curr
- Displays the currency in which the order line is to be sold.
- Batch
- Enter the batch, from which the item on the order line is to be delivered. Note: This is only applicable if the item is a batch controlled item.
- Eng
- If this is a Service order line, enter the engineer code which connects items and labour to the specified engineer.
- OT
- If the highlighted line should create a BtB (Back to Back) order line, enter the BtB purchase order type. This enables you to mix different types of order lines per order (meaning you can have normal order lines as well as transit and/or direct delivered BtB order lines on the same order).
The type of delivery valid for the BtB purchase order type is retrieved from the Purchase order type table. The BtB information (i.e. BtB purchase order type and the type of delivery, Transit or Direct) is displayed per line.
Note: This field cannot be used for cash sales or IRO’s.
- T
- If this order line should create a BtB order line, this field indicates if the order line should have a transit delivery. This information is retrieved from the Purchase order type table for the BtB order type.
- D
- If this order line should create a BtB order line, this field indicates if the order line should have a direct delivery. This information is retrieved from the Purchase order type table for the BtB order type.
- Price
- This field will only be input-capable if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-PRICE for object “sales order type”). The price can be retrieved automatically from the system (see Retrieval of sales price) or entered manually. If you intend to enter a manual discount amount or discount percentage, you do not have to enter a price. The system will retrieve the price automatically and apply the entered discount amount to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually enter, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
- Prc unit
- Only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. In addition, it will only be input-capable if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-PRICE for object “sales order type”). Displays the unit in which the price is presented. See About price unit handling for more information.
- Gross margin
- This field is only displayed if you have authority. In addition, it will only be input-capable if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-PRICE for object “sales order type”). Displays the gross margin percentage of the sales order line, which is calculated as follows:
(Net sales price – cost price) / Net sales price The valid cost type used in the calculation is defined in DIS control file. Note: If you change the sales price of the item in the Price field, this gross margin will be updated accordingly. If you enter a new gross margin to calculate a new sales price any discounts for the line will be affected. See Gross margin and discounts for more information.
- Disc ID
- This field will only be input-capable if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Mandatory entry if you want to manually enter a line discount (done in either the Disc amount or Disc % field). Enter a discount id from the Sales discount ID table which denotes the reason for giving the discount.
Note: Two validations will be performed to check for multiple discounts with the same Discount ID. The first will validate that the Discount ID, being entered here for the manual entry, is defined for line level. The second validation will check, when running additional discounts, if any other discounts have automatically been picked up from the pricing calculation that contain the same Discount ID. If this is true, the discount ID you are trying to enter will not be allowed.
Note: You can view the discount information and manually enter more discounts in the Work with discounts program which can be accessed via an option on the Order lines panel. This program is not accessible for a component in a sales structure that has sales price calculation code 3 or 4.
- Disc amount
- This field will only be input-capable if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Enter the manual discount amount to be allowed on the order line. If entered, Disc % must be left blank but you must enter a Discount ID in the Disc ID field.
Note: You do not have to enter a price when entering a manual discount amount here. The system will retrieve the price automatically and apply the entered discount amount to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually entered here, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
- Disc %
- This field will only be input-capable if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Enter the manual discount percentage to be allowed on the order line. If entered, Disc amount must be left blank but you must enter a Discount ID in the Disc ID field.
Note: You do not have to enter a price when entering a manual discount percentage here. The system will retrieve the price automatically and apply the entered discount percentage to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually entered here, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
Line default values
This window Line default values is accessed by clicking Defaults on any Smart sales order entry panel. On this panel you can specify default values which will be used for all sales order lines created from this point on in the Smart Entry session.
Note: The existing order line(s) remain displayed in the middle of the panel.
- Dsp
- Displays the dispatch date for the order line, but can be changed. Enter the new dispatch date for which all sales order lines, from this point on, should be delivered.
- Req
- Eng
- If entering a Service order, enter the engineer code which connects items and labour to the specified engineer. This will be the default for all service order lines entered from this point on.
- OT
- If all sales order lines entered from this point on should be BtB (Back to Back) order lines, enter the BtB purchase order type. This enables you to mix different types of order lines per order (meaning you can have normal order lines as well as transit and/or direct delivered BtB order lines on the same order). The type of delivery valid for the BtB purchase order type is retrieved from the Purchase order type table. The BtB information (i.e. BtB purchase order type and the type of delivery, Transit or Direct) is displayed per line. Note: This field cannot be used for cash sales or IRO’s.
- Disc ID
- This field is only displayed if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Mandatory entry if you want to manually enter a line discount (done in either the Disc amount or Disc % field). Enter a discount id from the Sales discount ID table which denotes the reason for giving the discount for all sales order lines entered from this point on.
Note: Two validations will be performed to check for multiple discounts with the same Discount ID. The first will validate that the Discount ID, being entered here for the manual entry, is defined for line level. The second validation will check, when running additional discounts, if any other discounts have automatically been picked up from the pricing calculation that contain the same Discount ID. If this is true, the discount ID you are trying to enter will not be allowed.
Note: You can view the discount information and manually enter more discounts in the Work with discounts program which can be accessed via an option on the Order lines panel. This program is not accessible for a component in a sales structure that has sales price calculation code 3 or 4.
- Disc amount
- This field is only displayed if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Enter the manual discount amount to be allowed on all sales order lines from this point on. If entered, the Disc % field must be left blank but you must enter a Discount ID in the Disc ID field.
Note: You do not have to enter a price when entering a manual discount amount here. The system will retrieve the price automatically and apply the entered discount amount to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually entered here, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
- Disc %
- This field is only displayed if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Enter the manual discount percentage to be allowed on all sales order lines entered from this point on. If entered, the Disc amount field must be blank and a valid entry be made in Disc Id.
Note: You do not have to enter a price when entering a manual discount percentage here. The system will retrieve the price automatically and apply the entered discount percentage to the non-discounted sales price. The retrieval of any additional discounts, apart from the one that you manually entered here, is controlled by the setting of the Additional discount flag in the DIS control file and the Man priced flag on the order line. See The types of discounts automatically applied to the line for more information.
- FOC
- This field is only displayed if authority has been set up for your user ID via SECUR (i.e. Authority group SO-SALES, routine SO-DISC for object “sales order type”). Indicate if the sales order lines, entered from this point on, will be free of charge.