Inventoried Product Orders

To access the Order Entry screen to create an order for an inventoried product, perform one of the following:

· From the Home Page, click Add a new order from the Orders section.

· From the Call Center screen, click Create a New Order from the Orders task category.

· On the Start screen, click New Order from the Quick Create task category.

· On the Start screen, click Enter Orders from the Work with Orders task category.

· From the toolbar, select CRM/Orders > Order Entry > Order Entry.

1. From the Order Entry screen, the first step to creating an inventoried product order is to add the inventoried product to the order.

2. Next, you define the necessary shipping information.

3. Finally, you create a receipt for the order.

4. Optionally, you can create a payment schedule and print acknowledgement letters and invoices.

INV Lifecycle

Below is a description of the lifecycle of an inventoried product order:

Task	Line Status	Fulfill Status
When you add an inventoried product to your order	Defaults to PROFORMA	Defaults to NOT FULFILLED
When you add an inventoried product to your order in which there is no available inventory	BACK-ORDERED	NOT FULFILLED
When PARTIAL payment is made to the inventoried product (Short Pay Code = AR)	No Change to Line Status, remains in PROFORMA	NOT FULFILLED
When FULL payment is made to the subscription product (Short Pay Code = AR)	Changes from PROFORMA to ACTIVE	NOT FULFILLED
If you mark the inventoried product as shipped manually from the screen	ACTIVE	PRE-SHIPPED
When the inventoried product is processed through INV620	ACTIVE	PACKING SLIP PRINTED
When the inventoried product is processed through INV610	ACTIVE	SHIPPED
When you return an inventoried product: If you return the entire quantity of the order line	RETURNED	RETURNED
When you return an inventoried product: If you return a portion of the quantity	ACTIVE	RETURNED
When you cancel an inventoried product	Changes from ACTIVE to CANCELLED	No change to Fulfill Status

INV Fulfill Status Codes

Fulfill Status Code	Fulfill Status
N	Not Fulfilled: Order is first created. Line Status can be Active or Proforma or Held. Simply means that packing slips, the next step, hasn’t taken place. If the order is cancelled prior to the packing slip, the fulfill status will remain.
L	Packing Slip Printed: The order line is within the shipping process. The packing slip has been printed and in theory sent to the warehouse.
S	Shipped: The order has been shipped. Typically, it would be invoiced at this point though it is possible to have something shipped but not yet invoiced. This will depend on how the association wants to run their business but we recommend that shipping and invoicing be simultaneous processes.
P	Pre-Shipped: Pre-shipped means the customer picked up the product in person, and the product is not going to be shipped. Order lines for INV products that have fulfill status of "P" ("pre-shipped") cannot have shipping fees, because pre-shipped order lines do not go through the shipping process (neither INV200 nor INV620 will select order lines for processing if the fulfill status is "P"). For an order line for a non-inventoried INV product to have shipping fees, the non-inventoried INV product must be linked to a warehouse, because the Personify360 shipping processes (INV200 shipping screen and INV620 batch process) only select order lines for processing that are linked to a warehouse (i.e., where Order_Detail.WAREHOUSE_ID and BIN_LOCATION are not null). You can manually set the fulfill status to "P" if the line status of the line is "A" (active). You need to activate the order line in order to set the fulfill status to "P", because setting the fulfill status to "P" causes the order line to be invoiced, which cannot be done if the line status is Proforma. If you manually set the fulfill status to "P", if there are shipping fees on the line (i.e., Order_Detail.BASE_SHIP_AMOUNT is > 0), the system will present the following warning message: "Changing the fulfill status to pre-shipped will eliminate the shipping fee. Do you want to proceed?" If you select Yes to proceed, then Order_Detail.BASE_SHIP_AMOUNT will be set to 0.
R	Returned: Product returned. Products can be returned to inventory, in which case, the inventory numbers will be updated appropriately. Products may not be returned to inventory in which case no changes are made to inventory numbers.
TSO	Terminate Standing Order: Standing Order Terminated. Users have the ability to have a standing order terminated, meaning that the no future products will be shipped as part of the standing order but the customer will keep all products that have already shipped.

INV Line Status Codes

Line Status Code	Description
A	Active. Active line items will be picked up for shipping.
B	Back ordered. For more information, please see Creating a Back-Order.
C	Cancelled. For more information, please see Inventoried Product Order Cancellations.
H	Held. Only active order that has not been fulfilled [Fulfill Status is "N"] can be placed on Hold. To take the order line off hold, right-click the line item and select Make Active. Recommendation: create a contact tracking record as a reminder to take the order line off hold after contacting the customer. For example, if a customer orders an inventoried product, but they are going to be out of town for a few weeks, you can put the shipping on delay by setting the line item to Held.
P	Proforma. Proforma line items do not ship.
R	Returned. For more information, please see Returning an Inventoried Product.

Default Values for Fulfill Status

There is only one scenario where the fulfill status on an order line with an INV product defaults to “P” (“pre-shipped”); otherwise, the fulfill status should default to “N” (“not fulfilled”):

Is INV Product Inventoried?	Is Product Linked to a Warehouse and Bin?	Default Line Status (Based on Org Unit Defaults)	Default Fulfill Status	Comments
Y	Y (required)	A or P	N	Packing slips will be generated, and the order line will be invoiced by INV200 or INV620; shipping fees can be assigned both for the order line and for INV component product(s) that might be defined for the INV product on the order line.
N	Y	A or P	N	Because the INV order line product is linked to a warehouse, the fulfill status will default to “N”. Packing slips will be generated, and the order line will be invoiced by INV200 or INV620; shipping fees can be assigned both for the order line and for INV component product(s) that might be defined for the INV product on the order line.
N	N	A	P	This is the only scenario where the order line fulfill status will default to P. If there are INV components for the non-inventoried INV product on the order line, no shipping fees can be rolled up to the container product order line, because it is not linked to a warehouse. Note that, if the non-inventoried product has INV component product(s), it is possible for the order line with the container non-inventoried INV product to have a fulfill status of “P” and the component INV product order lines to have a fulfill status of “N”. This means that the INV component product(s) will appear on the invoice separately. If the organization wants the non-inventoried order line to appear on the invoice, a warehouse should be linked to the non-inventoried INV product. It would make no sense to default the fulfill status of a non-inventoried INV product order line to N if it has component INV products that are created as sub-order lines with a fulfill status of N, because the non-inventoried product not linked to a warehouse will never be selected for processing by INV200 or INV620, which means the order line for the non-inventoried INV container product would not get invoiced.
N	N	P	N	Even though the non-inventoried INV product is not linked to a warehouse or bin, because the order line status is defaulting to Proforma, the fulfill status cannot default to Preshipped because Preshipped causes the order line to be invoiced and an order line must have a line status of Active to be invoiced.