How to enter line items on blanket sales orders

1. Once the required header information is complete, the system displays the line-item detail screen. The line-item portion of the program allows entry of up to 999 line item and message lines to complete the order.

2. In the Item Number entry field, enter the item number (up to 20 characters). After entering a valid item the program displays item description 1 and 2, the item class, package size, item weight and its unit of measure, available quantity, on hand quantity, on order quantity and bin location.

You have several additional options for this entry:

I Allows an item interchange search

A Search catalog items

L Allows a lost sales entry

P Displays past sales (This displays code does not display if the Use Past Sales flag in the SO Static Control Record is set to N.)

C Search customer/item numbers

# Enters an item number or an interchange number

F1 Allows Quick Item Add

F2 Allows a search

F3 End line item entries

M Enters a memo

$image\pinpurpl_shg.gif$ Memo Line Information
Memo lines are a special feature of sales orders. The first line (up to 30 characters) is displayed in the BSO detail screen as a line-item memo. Subsequent line entries are acknowledged on the screen by a plus sign (+). Memo lines may be included anywhere within the line-item detail screen and can be printed on order acknowledgments, sales orders, and/or invoices. Memo lines are up to 30 characters in length and can be up to 999 lines long. Can be attached to a line item or to the document.

For example, the customer places a blanket order, requesting two particular items arrive at the same time. Simply add a memo after each of these items, stating that they should be shipped together. The memo lines can print on the acknowledgment so that the customer is reminded you are aware of the special request; the memo lines can be exported to the Sales Order so that your order handlers are aware of the request; the memo lines can also print on the resulting Invoice to verify that the items arrived at the customer site as requested.

22. Memo

Enter the memo in the Memo field.

The following checkboxes become available to change the default memo print settings.

Print on Acknowledgment to include the memo on the Blanket Order Acknowledgement.
Export to SO to export the memo hen the blanket order becomes a sales order.
Print on Invoice to include the memo on the invoice when the blanket order after processing occurs.
Export to PO to export the memo to any purchase order associated with the blanket order. Valid for direct ship lines.

F3-Defaults

Use this option to accept the system defaults on file for the remaining fields. If the program stops at an entry field, this means that the system could not find a valid default for the required field and a valid value must be entered before continuing. For example, you are entering blanket order detail and you choose F3 at the Add Days field. The system enters all default information until it reaches the Sugg PO field. At this point, you must decide whether or not to create suggested PO when insufficient available to commit? (Y/N).

$image\pinpurpl_shg.gif$ TIP: F3-Defaults Option Use this option to accept the system defaults on file for the remaining fields (after you enter the item number). If the program stops at an entry field, this means that the system could not find a valid default for the required field and a valid value must be entered before continuing. For example, you are entering blanket order detail and you choose F3 at the Add Days entry field. The system enters all default information until it reaches the Sugg PO entry field. At this point, you must decide whether or not to create suggested PO when insufficient available to commit? (Y/N).

3. (Optional) If the system determines that the item number entered is not in standard inventory, it will prompt you to enter temporary and/or catalog information for the item number. Refer to the Temporary or Catalog Item Entry section for field descriptions.

4. In the Desc entry field, the item description (up to 30 characters) defaults to the description from Item F/M, or Catalog F/M. The description defaults to Temporary if the item is not found on file. The warehouse code for the item also displays in the Wh entry field.

5. In the Total Qty entry field, enter the total quantity to release over the life span of this BSO, up to 11 digits. Options available from this entry field include: Direct Ship - Use this option to ship the item directly from the vendor. If the item is a temporary item, then enter the vendor number from whom you wish to order this item. The warehouse entry field changes to F3-Change Whse Ship and enter the new warehouse.

6. The system displays the default price from file, or accepts a manually entered price. You can enter a cost plus percentage in the Cost + % field. Cost plus pricing allows price to be set as a percentage over cost. Price will then be determined from the cost at the time of the release register. An asterisk (*) displayed to the right of the extended amount denotes a line-item price that contains a cost plus percentage. Press F2-Change UM or the $image\chum2.gif$ icon to change the pricing unit of measure.

7. In the Price field, the system will display the default price from file, or accept a manually entered price. Price will then be determined from the cost at the time of the release register. An asterisk (*) displayed to the right of the extended amount denotes a line-item price that contains a cost plus percentage. Press F2-Change UM or the $image\chum2.gif$ icon to change the pricing unit of measure. Press F3-Price Search or to activate the price search feature.

8. The line-item extension is calculated (price less any discounts multiplied by the quantity ordered multiplied by the conversion factor) and displayed in the Extension field. If the extension is greater than $999,999.99 the message EXTENSION TOO LARGE is displayed and the field is not accepted. If the user has a line-item with sales up to one million dollars, enter the item on more than one line.At this point, headings for the line-item fields used are displayed, and if the Display g.M.% flag in the Sales Orders Static Control Record is set to Q or A, the gross margin percentage is also displayed. If the calculated gross margin percentage is below the minimum or above the maximum, a message is displayed.

9. The system displays a message asking: Enter release requests now for this item? Select yes to access the Blanket Sales Order Entry Release Requests (SOE711) to release requests for an item on the blanket sales order.

10. (Optional) In the Commission % entry field, the commission percentage default is based on the Commission Flag (set to X-calculate) and the Commission Basis flag (item, customer, salesperson, contract pricing) priority setting in SM Company Control F/M and the (Change by Ln Comm%) SO Static Control F/M. The default commission percentage will display based on priority. This percentage can be changed, if necessary. For example, commission % defaults to 5% for Salesperson. You can increase or decrease the percentage, but you cannot change the setting to Item or Customer.

Press F1 to set this field to Use Default when the user override flag is set.

Calculating Commissions: There are five commission percent sources: customer, salesperson, item, price and current line commission. The system contains a user override flag and a price type to designate if the user overrode the line’s commission during order entry. Refer to the Calculating Commissions topic for processing details.

11. (Optional) The Update Usage entry field accessible only if the BSO Override Usage flag in the SO Static Control is set to Yes or Password. Usage can be optionally entered by line-item and is used for restocking purposes.

12. At the Create Suggested purchase order? prompt, press Enter (CR) to default to Yes. If you enter Yes, the system will commit available, backorder remaining and create a suggested PO; If you enter No, the system will commit available, backorder remaining but do not create a suggested PO. If you enter Always, the system will backorder the entire amount and create a suggested PO. All Temporary items are handled by this last method. This option is used to determine how inventory commitment and suggested PO's will be handled for each stocked item at the time of release.

13. (Optional for BOM items) In the BOM Update entry field, press Enter (CR) to default to Finished.

14. In the Discount entry field, enter the discount (percentage or dollars) given to the customer for this line item. Accessibility to this field is allowed if the Use Line Discount flag in the SO Static Control file is set to % or $.

15. Press Enter (CR) to accept the line item you entered, F2 to view release requests for the line item, or F4 to backup to the prior entry field. Release dates can be entered for each line item or generated for the entire blanket order after line-item detail entry is complete.

16. (Optional--Release Requests by Line Item) If you press F2, the system displays the Release Requests for the selected line item; you can add or change request dates. The Release dates and item quantity distribution can be calculated flexibly and automatically by document or by line item. Press F3 to flag items for immediate release, regardless of release dates. Items flagged for immediate release will be processed during the next BSO Release Register. All items with the same release date will be processed at the same time on the next BSO Release Register. Press F4 to Exit. Release quantity is checked for distribution; the following prompt will display: Item is over distributed. Change total requested quantity for the item from XX to NN? (where XX is the original distributed quantity and NN is the distributed quantity equal to the current quantities). Enter Yes to change the requested quantity; enter No to correct the distributed quantity. The undistributed quantity must equal zero to exit this screen.

17. The system displays a message asking: Enter release requests now for this item? Select yes to access the Blanket Sales Order Entry Release Requests (SOE711) to release requests for an item on the blanket sales order. this process for each line item you want to add to the blanket order, then press F3-End Entries to end line-item entry. The system updates the line items on the blanket order. The line number is incremented by one, displayed, and the program returns to the item entry field for the next line-item entry. Select the $image\stopsm_shg.gif$ icon to stop entering line items.

You have the following options:

Select the Archived BSO button to access to the Unform Archive window to review archived blanket sales order documents.

Select the Doc Distrib button to access to the Change Document Distribution window.

Select the Release Req button to access to the Blanket Sales Order Entry Release Requests (SOE711) to release blanket sales order requests for an individual line item or all line items on a document.

Select the Header button to access the Header Detail for Documents screen, which is used to view and/or modify warehouse, shipping information, request and order dates, and salesperson, freight, terms and ship via codes.

Highlight a line item and select the Line Detail button to access the Line Detail for Documents screen, which is used to view and/or modify item descriptions, quantity and shipping information, costing, and PO information.

Select the $image\noteheaderon_shg.gif$ icon to access Note Entry (SME710) for the sales order header record specified in the program.

Select the $image\notecuston_shg.gif$ icon to access Note Entry (SME710) for the customer specified in the program.

Select the $image\notelineon_shg.gif$ icon to access Note Entry (SME710) for the sales order line records in the line item browser.

Select the $image\noteitemon_shg.gif$ icon to access Note Entry (SME710) for the item highlighted in line item browser.

Select the $image\edit_shg.gif$ icon to make changes for the highlighted line item.

Select the $image\plus_shg.gif$ icon to add a line.

Select the $image\Delete_shg.gif$ icon to delete the highlighted line.

Select the $image\insert_shg.gif$ button to add a line item above the highlighted item in the browser.

Press the $image\save_shg.gif$ icon to save your changes.

Press Done to access the footer screen for Blanket Sales Orders.

18. When you have completed adding/modifying line items and request dates, press F3-End. Refer to the procedure, How to enter blanket order footer information for step-by-step instructions.