Related topics
- About credit control handling
- About item sourcing during sales order entry
- About number series handling for invoice related documents
- Process handling in the DC1 Supplier Marketing Support (SMS) application
- Work flow for automatic allocation of stock (Firm Allocation) processing
The title of this panel differs depending on if you are working with sales or service orders (DC1 Service must be installed and activated).
This panel is used for copying either a quotation, order, cash sale, credit note or invoice into a new order.
Checks are performed during the copy process. If there are any errors in the source being copied, the order itself will be created but you must correct the error to be able to continue processing. From the Header view you can toggle the following two modes:
- Orders not in error = all orders that do not contain errors.
- Orders in error = Displays all orders containing errors. The errors could exist on Line, Header and/or Address level for Sales orders and Line, Service Job Header and/or Address level for Service orders. The level on which the error was found is outlined with the applicable Error code. In this mode you also have the option to drill down to the applicable level to view the error and also make the necessary corrections.
If you are trying to copy a quotation, a sales order or an invoice to a sales order and the customer has a credit stop code in the Credit stop code field in the Business partner file indicating that no sales are allowed to the customer, a message is displayed at the bottom of this panel. This message is retrieved from the Credit stop code table and you are not allowed to proceed copying to this customer.
Note: The Service order copy panel will always be presented when copying a service order, service quotation or service invoice.
Note: If you are copying a credit order, the Tax jurisdiction, Route, Departure, Destination and Shipping agent can only be changed by entering Address number 999.
When copying an invoice the user may enter the invoice date. By doing so, you can avoid copying invoices with the same number, as the date ensures that the invoice is unique.
Note: If an invoice contains rebate transactions that are incorrect, you can credit the DC1 SMS rebate claim via the Work with SMS rebate claims routine or through this sales order copy program. To credit the rebate claim in this program, you must copy (from) the debit invoice number that contains DC1 SMS rebate transactions to a new order type that has the SMS rebates field set to YES. A new order will be created with the reverse transactions from the invoice. You would then continue to process the credit claim according to the claim method defined on the agreement (i.e. A/R claim method or A/P claim method).
When copying from the Data Interchange data base, (i.e. for DI sales orders), and only the customer number was specified for which more than one order exists, a panel will be presented displaying all sales orders with the same customer number from which you can specify the sales order that you wish to copy.
Copy from database
In the fields below you enter information concerning the document from which you wish to copy.
- Quotation number
- Enter the quotation/service quotation and possible version number of the quotation/service quotation for which you wish to copy information into a new order/service order.
- Order number
- Enter the order number/service order number for which you wish to copy information into a new order/service order.
- Doc type/inv ref
- Enter the document type from the Document type table, followed by invoice number/service invoice number that you wish to copy to a new order/service order. The document type is connected to the document number series for the invoice related document. Merged invoices cannot be copied.
Note: If you want to use this routine to credit an DC1 SMS rebate claim, enter the debit invoice number that contains the erroneous transactions. You must also enter the Order type for the new order in the Copy to section.
- Invoice date
- Enter the date of the invoice/service invoice being copied. Valid formats are:
- Year, month, day
- Month, day, year
- Day, month, year
Copy from Data Interchange
In the fields below you enter information concerning the documents from the Data Interchange data base, (e.g., sales order received via DI, hand terminals etc.), from which you wish to copy.
- Customer number
- This field is relevant when copying from the Data Interchange data base. Enter the customer number for which you want to copy information into a new order.
- Customer order no
- This field is relevant when copying from the Data Interchange data base. Enter the customer order number for which you want to copy information into a new order.
Copy to
In the fields below you enter information concerning the document to which you wish to copy.
- Handler
- Enter a code from the Signature table indicating the handler of this sales order. If nothing is entered, the handler from the source being copied is retrieved.
- Copy text
- Indicate if you want to copy any existing text from the source order.
- Retrieve notes
- Indicate if you want to copy notes from the Work with notes file which will become order text for the order.
- Order number
- Normally this field is left blank to let the system pick the next available order number from the Number series table. If you enter an order number manually, the number has to be a number outside the range of the number series.
- Customer number
- Enter the complete customer number, or alias. If nothing is entered, the customer number from the source being copied is retrieved. Note: If you copy an internal order (or invoice) and you enter another customer number in this field than the one on the source being copied, the system will retrieve the “to warehouse” from the customer number and not from the source being copied.
- Order type
- This field is mandatory if copying from an invoice/service invoice or a quotation/service quotation. Enter a code from the Sales order type table indicating the order type of this sales order. Note: An order type that is defined as a claim sales order type (i.e. the Claim order field is set to YES) is not allowed.
If using the Sales order copy routine to reverse rebate claim transactions, the order type you enter here must be defined with SMS rebates set to YES).
If copying from an order/service order or a credit note, and nothing is entered in this field, the order types from the source being copied are retrieved.
Note: If copying from an order to a service order, the code for the Hold invoice field is retrieved from the Sales order type table, where YES is mandatory for this field.
Note: If you copy from a BtB order/invoice and you enter another order type than the order type on the source being copied, the system will update the Purchase order type, Transit and Direct fields (displayed on the sales order line) according to the order type entered here, and not from the source being copied.
If a value is not entered, the dispatch date from the source being copied will be used, if that dispatch date is greater than, or equal to, todays date. If the dispatch date on the source being copied is less than todays date, todays date will be used if this field is left blank.
If you enter a dispatch date in this field, this dispatch date will be used, instead of the dispatch date from the source being copied.
- Firm allocation
- This field is only displayed if the FIRMALLO (Firm allocation) function is activated in the Function control file. Indicate if the new order is 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). If you leave this field blank, the sales order type and customer on the new order determine if the order lines will be flagged for a firm allocation. See table below. Note: You can also manually set an order to be firm allocated, (i.e. set this flag to YES or change the Firm allocation flag on the order header before any lines are registered), regardless of the settings for the sales order type and customer.
Customer Order type Order header Y Y Y Y N N N Y N N N N
- Use sourcing policy
- Set this field to YES or NO to determine what warehouse the system should use on the new order lines that you are copying to. The sourcing policy is a method for searching for available stock, thereby ensuring the best possible delivery for your customer. You establish warehouse hierarchies per Sourcing policy and connect the applicable Sourcing policy to each customer. You can also make exceptions for some customers by connecting sourcing policies on item and/or delivery address level. The system stays within the first Sourcing policy found for the entire search process. See
- Warehouse
- This field can only be completed if the Use sourcing policy field is set to NO. If you manually enter a code from the Warehouse table in this field, this code will be used on all new sales order lines.
Note: This field is mandatory if copying from an invoice/service invoice or a quotation/service quotation.
Note: If this field is left blank, the Use sourcing policy field must be set to YES.
If the source being copied is an order/service order or a credit note, the warehouse number from the order or credit note is retrieved, if nothing is entered.
If the source being copied is a quotation/service quotation, the warehouse number is retrieved from the Business partner file for the customer, if nothing is entered.
- Currency
- Enter a code from the Currency table indicating the currency in which the prices on the order will be expressed. If nothing is entered, the currency code from the source being copied is retrieved. 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.
- Pricing date
- This field can only be completed if Get new prices is set to YES. Indicate the date used to price the sales order lines.
- Cost centre
- This field is only displayed if the cost centre account part (in DC1 Financials) is activated. The cost centre handling is only used for external orders. Enter a code from the Account file, indicating the cost centre to assign to the sales order. If nothing is entered, the cost centre from the source being copied is retrieved. Note: A security check will be performed to verify if the user is authorized to enter the cost centre.
- Sales promotion
- This field is only displayed if at least one open sales promotion exists that is defined with Promotion pricing set to YES and can only be completed if Get new prices is set to YES. Enter a valid sales promotion. When you enter a promotion, the sales order header is flagged as being promotion priced, and the entered promotion is used to price the lines on the new sales order.
- Get new prices
- Set to YES if want the system to retrieve new up-to-date prices when the sales order is copied. This option will prevent invalid sales prices from being applied to new orders. Note: If values were entered in the Customer number and/or Currency field then this field must be set to YES.
Set this field to NO if you wish to copy the existing sales prices to the new order. Note: There are, however, exceptions that are made if this field is set to NO. These exceptions will still cause new up-to-date prices to be retrieved.
The exceptions are the following:
- If an order for an order-structure is being copied from the Interface file and the components are defined as having Price code set to 1.
- If DI is not set to Copy order mode.
- If the order is an MDC order from a supplying company.
- If the price was not manually entered.
- If the order is not a credit note order but is still being used to replace an item.
- If the order was defined with a currency clause. To avoid a different price to be created in this situation, the following fields must be set to NO: Use curr clause, New curr clause, Use adjusted price
- Use curr clause
-
If this field is set to YES, and a currency clause is defined on the source being copied, it will be copied to the new order.
Note: The currency clause will be copied even if it is not valid or applicable to the new sales order, i.e. the date has expired or it applies to a different currency. To ensure that a valid currency clause is copied over, set this field to NO and the New curr clause field to YES.
If this field is set to NO, the Curr clause field in the order header will be set to NO and the result would be that the system will not adjust the sales prices according to exchange rate fluctuations
If this field is set to YES, the New curr clause and Use adjusted price fields must be set to NO.
- Calculate disp date
- Indicate if dispatch date should be calculated if the quantity is not available for the specified dispatch date. This field is used for items which are specified as having Time axis control.
If you set this field to NO, and the target order type indicates an availability check and there is not enough available stock, the system will prompt the user for dispatch date entry on the Order line, main info panel. In all other situations, the dispatch date is set to today’s date.
If you set this field to YES, and the target order type indicates an availability check and there is not enough available stock, the system will calculate the earliest possible dispatch date. In all other situations, the dispatch date is set to today’s date.
- New curr clause
- Indicate if a new currency clause, used for recalculating the sales prices, should be automatically retrieved by the system (from the Currency clause code table) for the sales order you are copying to.
If this field is set to YES, the system will search for a valid currency clause that matches all of the above stated prerequisites, the currency clause code will then be retrieved to the sales order line and the sales prices adjusted accordingly.
If set to YES, the Use curr clause and Use adjusted price fields must be set to NO.
- Maintain new order
- Indicate if the Order lines panel is to be presented after the copying has been completed, which means that you can continue to work with the order. If you set this field to NO, you will return to the initial panel when the copying is completed, on condition that no errors were found. Note: If the customer entered on this panel is a fictitious customer, this field must be set to YES, since you probably have to change the address(es) for the customer.
- Use adjusted price
- Indicate if the new sales price, that is recalculated according to the currency clause, should replace the original sales order line price.
Work with sales order, Sales order copy, Select invoice (DMR38002)
When copying from an invoice without specifying Invoice date, this panel is prompted displaying all invoices with the same invoice number, but different invoice dates if more than one invoice exists.
Work with sales order, Sales order copy, Select order (DMR38004)
When copying from the Data Interchange database and only the customer number was specified for which more than one order exists, this panel is prompted displaying all received sales orders with the same customer number.