Creating an Order

The steps in this section are meant to be a generic, overview of an order workflow. For specific instructions on how to create an order for a subsystem product, please see Creating an Insertion Order, Creating an Order for an Exhibition Product, Creating an Order for an Inventoried Product, Creating an Order for a Meeting Product, Creating a Membership Order, Creating an Order for a Miscellaneous Product, Creating an Order for a Package or Creating an Order for a Subscription Product.

From the Order Entry screen, the first step to creating a product order is to add the product to the order. Next, you define the necessary shipping information. Finally, you create a receipt for the order.

The system does not support orders with more than 100 order lines.

To create an order:

1.    Order the products.

2.    Enter the shipping information.

3.    Enter the payment information.

Step 1: ordering the products:

1.    Access the Order Entry screen by performing one of the following:

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

·            From the toolbar, using the Order Entry Operator or System Administrator persona, select CRM/Orders > Order Entry > Order Entry.

·            From the CRM360® screen, click Order from the Quick Create task category.

The Order Entry search screen displays.

2.    From the Create a New Order tab, search for the appropriate customer and click Create New Order.
The Order Entry screen displays.

3.    If necessary, update the Order Information section, as highlighted below:

a.    Change the Currency.
As of the 7.1.3 release, the system supports multi-currency. Currencies (including the base currency) are defined using the Currency Exchange Rate Maintenance screen. The values available in the drop-down are populated from the APP_EXCHANGE_RATE table.

b.    The system automatically populates the rate structure based on the rate structure for which the customer qualifies. If necessary, select a different Rate Structure from the drop-down.
This applies to the entire order.

4.    Add a master product to the order using one of the following ways:

a.    Select the View Product Information radio button and either click the Product Code link to search for and select a product from the Product Chooser or manually enter the parent product code. If the Product Code field is disabled, click Add a Line Item.

b.    From the Product Chooser tab, select the appropriate product from the All Products sub-tab and click Create Order/Gift to add the product to the order.

The Line Status of an order line is not only governed by the default line status on the Organizational Unit Maintenance Line Status Defaults for New Orders screen and the Short Pay field on the Product Maintenance Rates and Pricing screen, but also by the Allow Price Update checkbox on the Product Maintenance screen. For example, if you set the default line status as "Active" on the at the Organizational Unit Maintenance Line Status Defaults for New Orders screen, from the "Short Pay" drop-down select "AR" on the Product Maintenance screen, and do NOT check the "Allow Price Update" checkbox on the at the Organizational Unit Maintenance Line Status Defaults for New Orders screen, the order line status for the product will be "Active" and you will not have to update the price to active it. However, if you set the default line status as "Active" on the at the Organizational Unit Maintenance Line Status Defaults for New Orders screen, from the "Short Pay" drop-down select "AR" on the Product Maintenance screen, and do NOT check the "Allow Price Update" checkbox on the Organizational Unit Maintenance Line Status Defaults for New Orders screen, the order line status of this product will be "Proforma" and you have to update the price in order for the line status of the order to become "Active" and the unit price becomes uneditable.

5.    If necessary, click Add a Sub-line Item.
If the order line ship-to customer is the same as the order master ship-to customer, then order line ship-to address will default to the order master ship-to address.

6.    To delete a line item, click Delete a Line. However, if an order line has a Far_Txn record with a Txn Type Code of 1, 3 or 9, it cannot be deleted.

7.    To increase the order line quantity, change the Quantity.

8.    If necessary, change the Unit Price.
This field is only enabled if the “Allow Price Update” checkbox was selected during the creation of the product.

9.    If necessary, change the Description.

10.  The Rate Structure and Rate Code values default based on the customer’s status and apply to the highlighted line item. If necessary, change these values.

As of 7.5.0, if the rate structure is manually changed, the system will set the Order_Detail.MANUAL_RATE_OVERRIDE_FLAG to "Y".

11.  If necessary, add the following information to the selected order line:

·            Market Code – Identifies the source of an order if it is based on a promotion created for a marketing campaign. Market codes are validated against the order detail date. To apply a market code to the entire order, proceed to the next step. For more information on market codes, please see Defining a Market Code.

If you select an active market code that qualifies the order for free shipping, if the market code is linked to an active free-shipping definition, that FREE_SHIPPING_ID is used; otherwise “MARKET_CODE” is set as the FREE_SHIPPING_ID. If you next enter a coupon that is also linked to free-shipping rule, the system will ignore the coupon because the order has already qualified for free shipping. If the order qualifies for free shipping based on order amount before the market code or coupon is entered on the order, then that FREE_SHIPPING_ID will be used as the free-shipping qualification, and the system will ignore rules associated with the market code or coupon if the market code or coupon are later added.

·            List Code – Identifies the mailing list from which the customer was solicited. To apply a list code to the entire order, proceed to the next step. For more information on list codes, please see Creating a New Marketing List.

·            Key Code – Identifies the combination of the marketing piece (e.g., brochure, mailing, etc.) and list code used to solicit the customer. Selecting a value automatically populates the Market Code and List Code. To apply a key code to the entire order, proceed to the next step. For more information on key codes, please see Processing a New List.

·            Discount Code – The discount code associated with the line item. If there is an automated discount, the discount code will appear and a discount amount will be displayed in the Unit Disc. column. If necessary, a manual discount can also be added here. Please note that the line item will no longer be considered for an automatic discount once you apply a manual discount. For more information on discount codes, please see Creating a New Discount. To remove a discount code, right-click the Discount ID and select Clear.

·            Coupon – The code for the coupon used for the selected order line. To apply a coupon code to the entire order, see the next step. For more information on coupon codes, please see Creating a New Coupon.

·            Contract ID – This is only applicable for advertising line items.

12.  Select the View Additional Order Information radio button and add the following information to the entire order, as necessary:

·            Market Code – Identifies the source of an order if it is based on a promotion created for a marketing campaign. Market codes are validated against the order detail date. Please note that the market code selected here will be applied to each applicable line item in the order. To apply a market code to a single line item, see the previous step. For more information on market codes, please see Defining a Market Code.

If you select an active market code that qualifies the order for free shipping, if the market code is linked to an active free-shipping definition, that FREE_SHIPPING_ID is used; otherwise “MARKET_CODE” is set as the FREE_SHIPPING_ID. If you next enter a coupon that is also linked to free-shipping rule, the system will ignore the coupon because the order has already qualified for free shipping. If the order qualifies for free shipping based on order amount before the market code or coupon is entered on the order, then that FREE_SHIPPING_ID will be used as the free-shipping qualification, and the system will ignore rules associated with the market code or coupon if the market code or coupon are later added.

·            List Code – Identifies the mailing list from which the customer was solicited. Please note that the list code selected here will be applied to each applicable line item in the order. To apply a list code to a single line item, see the previous step. For more information, please see Creating a New Marketing List.

·            Key Code – Identifies the combination of the marketing piece (e.g., brochure, mailing, etc.) and list code used to solicit the customer. Selecting a value automatically populates the Market Code and List Code. Please note that the key code selected here will be applied to each applicable line item in the order. To apply a key code to a single line litem, see the previous step. For more information on key codes, please see Processing a New List.

·            Order Method – User-defined code that identifies how the order was placed. For example, Web, Mail, Phone, Fax, Walk-In.

If an order has the Order Method set as WEB, back office staff cannot manually activate the order line. This will happen most often when the Order Method is RETAINED via the ORD650 during the membership renewal of a prior membership order that originated from the eBusiness controls. There are three options for the staff: (1) activate the order line via some other means (e.g., receipt creation), (2) if you DO NOT want to RETAIN the Order Method of WEB, change the Order Method to NULL, save, and then manually activate the order line, and (3) if you DO want to RETAIN the Order Method of WEB, change the Order Method to NULL, save, manually activate the order line, save, change the Order Method to WEB, and then save.

·            Status Change Reason – User-defined code that identifies the reason for the order status being changed.

·            Confirmation Date – The date the confirmation batch process was run for a Meeting or Exhibition order.

·            Coupon – The code for the coupon used for the order. To apply a coupon code to a single line item, see the previous step. For more information on coupon codes, please see Creating a New Coupon.

·            PO Number – An alphanumeric code assigned to an order placed by a vendor. This is considered a legal contract for payment. The Line Status will automatically change to Active and will be picked up for shipping.

Entering a PO Number for a Proforma order will automatically change the Line Status to Active.

·            Shipper Account – The account number for the shipping vendor. This is added if the customer requests that shipping be charged to his or her existing shipping vendor account. This field is used for reference only and it does not clear the shipping charges when it is populated.

·            Free Shipping – The free shipping ID field is populated if the user checks the Manual Free Shipping checkbox. For more information, please see Manually Adding Free Shipping to an Order.

·            Batch – The batch number associated with the order.

·            Exchange Rate – The exchange rate of the currency. If the currency used for the order is the base currency, the rate is “1.” If the currency used for the order is not the base currency, the rate is set based on the Exchange Rate table maintained in the system.

·            Exchange Date – The start date of the exchange rate for a non-base currency.

·            Original Order Number – For orders that are created as a renewal from a previous order, this number identifies the order number of the order line from which the order line was renewed.

·            Hold Billing – This checkbox indicates that for some reason, you do not want to include this order in billing processes. Perhaps, you have made an agreement on a past due order and don’t want the next day’s running notices to include the order. If this checkbox is checked, ORD660 will not generate an invoice for this order.

·            Manual Free Shipping – Check this checkbox to manually apply free shipping to the order. For more information, please see Manually Adding Free Shipping to an Order.

13.  Select the View Additional Order Line Information to view additional line item information. The information in this section will change depending on the type of order line selected. For example, if the order line selected is an inventoried product, the Inventoried Product Information section displays, as shown below.

14.  Update the Order Summary section, as highlighted below:

a.    If you are creating an order that is over 30 lines, check the Defer Order Calculations checkbox to speed data entry.
When checked, the application does not calculate the order summary until you save the information or click Calculate Discounts and Shipping.

b.    If necessary, click Calculate Discounts and Shipping.
Please note that as of 7.4.2, if a discount is applied to an order after a "Manual" payment schedule has been created, the system will update the order line total and scheduled payment amount accordingly, but will not update the scheduled payment percentages. For more information on applying discounts to a product, please see the Linking Coupons to Products.

c.    As of 7.5.0, click Recalculate Discount on Inv. Line to re-evaluate all invoiced and proforma order lines for qualification for existing discounts and qualification for better discounts. This button is only enabled if the order has at least one invoiced order line and if the ORD "ALLOW_DISCOUNT_RECALC_ON_INVOICED_LINES" application parameter is set to "Y".

For more information on the fields in this section and how Personify calculates a price on an order, please see Price Calculations.

15.  Click Save.

Step 2: entering the  shipping information:

1.    Access the Step 2: Shipping Information tab.

2.    From the Shipping Address section (as highlighted below), change the shipping information, if necessary:

a.    Click the Change Ship-To Address link to display the Address Chooser from which to select a different ship-to address for the order or create a new address.

b.    Click the Change Ship-To Customer link to displays the Customer Chooser to search for and select a different ship-to customer for the order.

If the Billing Method on the Rate Structure Maintenance screen is "Ship-To", then changing the ship-to customer on the order line will result in the system recalculating the rate structure, which may result in a change to the rate structure. For example, if the new customer does NOT qualify for the "Member" rate structure, the system will change the rate structure to "List". However, if the “Member” rate structure had been manually set before the ship-to customer was changed (i.e., Order_Detail.MANUAL_RATE_OVERRIDE_FLAG = ‘Y’), if the customer is changed to a customer who doesn’t qualify for the MEMBER rate structure but only qualifies for the LIST rate structure, the system will not change the rate structure to LIST, because the MANUAL_RATE_OVERRID_FLAG = Y.

c.    Click the Create One-Time Address link to display the Create a one-time address screen to create an address that will only be used once for this order.

d.    As of 7.6.0, click Change/View Employer to view or change the customer's employer on the order. This is used when engagement scores for companies includes employee points rolled up to the employer company. For more information, please see Changing the Employer on an Order.

3.    From the Billing Address section (as highlighted below), change the billing information, if necessary:

a.    Change Bill-To Address - displays the Address Chooser from which to select a different bill-to address for the order or create a new address.

b.    Change Bill-To Customer - displays the Customer Chooser to search for and select a different bill-to customer for the order.

4.    From the Shipping Method and Cost section (as highlighted below), perform the following:

a.    Select the Ship Via method to apply to all lines.

The Ship Via can only be changed if the order is "Not Fulfilled"; you cannot change the Ship Via for cancelled, shipped, or returned order lines. Changing the Ship Via may result in a recalculation of shipping charges. Make sure to only select a Ship Via that has been defined for your organization unit and GL account for the country of the selected ship-to customer.

b.    As of 7.5.2, select the Warehouse to apply to all INV lines. If you select a different warehouse from this drop-down, the system will update the new warehouse to all order lines that have products that have inventory in that warehouse.   
If you do not want to ship all the products from the same warehouse, select the Advanced Shipping button and select the warehouse for each line item.

5.    To apply a different ship-via, warehouse, or shipping charge for each item, perform the following:

a.    Click Advanced Shipping to display the Advanced Shipping section (as highlighted below) to add shipping information for each line item:

b.    In the Advanced Shipping table, select the Warehouse from the drop-down in the cell for each line item.
All order lines that have non-POS warehouse will be charged shipping charges; if you change back to a POS warehouse, the shipping charges will be removed.

c.    If necessary, select the Ship Via method from the drop-down in the cell for each line item.
This will override the Ship Via selected in the Shipping Method and Cost section above.

In a multi-line order, changing the Ship Via on one line item will subsequently change the Shipping Charges on the other line items if the Shipping Calculation method is By Schedule by Price or By Weight. Make sure to only select a Ship Via that has been defined for your organization unit and GL account for the country of the selected ship-to customer.

d.    If necessary, manually override shipping charge by entering a different Shipping Charge.
Alternatively, you can manually change the shipping amount on the Line Item Details screen by selecting the Add Shipping Manually checkbox and entering the Ship Amount. Either way, the system will automatically select the Add Shipping Manually checkbox on the Line Item Details screen.

6.    Click Save.

Step 3: entering the payment information:

1.    Access the Step 3: Payment Information tab, as shown below.
If a batch is not currently open, you are prompted to open a batch for processing. Click Yes and select the batch from the list. If no batches display in the list, you must access the Batch Control screen and create a new batch.

2.    Click Create New Receipt.

As of 7.5.2, if there is a credit balance on the order, the system will ask if you want to transfer the credit balance along with this payment. If you select "No", at least one of the order lines will have a balance due.

As of 7.4.0SP1, if your order contains multiple line items and there is more than one FND cash order line or if there is only one FND cash order line but it has a price of $0, the Receipt Entry screen will display when you click Create New Receipt. Additionally, as of 7.5.2, if there is a credit balance on the order, the system will display the following message: "There is a credit balance on the order from a previous order line. If you want to transfer this credit balance along with this payment, click the “Auto Transfer Order Overpayment” button. Once the credit is distributed, then apply the payment." For more information on the Receipt Entry (FAR002) screen, please see Entering a Receipt.

3.    From the Receipt Information section, enter the appropriate information:

a.    Select the Receipt Type from the drop-down.
Available receipt type options are defined for the org unit of the logged in user. For more information, please see Defining Organization Unit Receipt Types and Cash Accounts.

b.    Enter the appropriate Amount.
Please note that as of 7.5.0, if you enter an amount that results in a credit balance on the order, if you add an additional line item to the order and apply payment, the system will automatically perform an auto-adjustment to transfer the credits to the debit balance on the new order line.

c.    Change the Currency, if necessary.
Please note that changing the Currency may result in a change to the Amount.

d.    If you selected “Check”, enter the Check Number.

e.    If you selected “Check” or “Cash”, enter the PO Number.

f.      Enter the Payor or click the link and search for a payor.
The payor is the individual, customer, company, or committee who pays for the order, who may not necessarily be the customer. Once the receipt is processed you cannot change the payor. If the payor on the check is not a customer in the system and you chose not to create a customer record for that payor, if a refund is needed you will not be able to change the payor to the correct name on the check.

 You can change the bill-to customer on the Step 2: Shipping Information tab instead. This changes the Payor automatically.

g.    Enter any Comments as necessary.

4.    If a credit card was selected as the Receipt Type, enter payment information in the Credit Card Information section:

As of 7.6.2, if a magnetic stripe reader device is hooked up, place your cursor in the Card Number field, swipe the credit card, and the system will read and process the credit card number. This functionality is available for all payment gateways. Additionally, a new Vantiv merchant parameter has been added in 7.6.2. If this parameter is enabled, the system will send the track data from the credit card to Vantiv, letting them know that the credit card is physically present, which will qualify the transaction for a better transaction rate.

a.    Verify that the appropriate credit card is selected as the Receipt Type in the Receipt Information section above.

b.    Enter the Card Number or click the link to select a saved credit card.

c.    Enter the Issuer.

d.    Enter the Security Number.
This number is typically three digits and is located on the back of the credit card.

As of 7.6.0, if the IGNORE_CVV parameter for your payment handler is set to "N" and you want to require the security number (CVV) in the back office, you MUST add the "NULL" value to the REJECT_CVV_RESULT_CODES parameter for your payment handler. If so, if the credit card security number is NOT entered in the back office, the following error message will display: Your credit card cannot be charged at this time. You may have left the CVV2 number blank. Please try again making sure you entered the correct CVV2 number.

e.    Select the Start Date and Expiration date from the drop-downs.

f.      Enter the Authorization number.

g.    Verify the Address on Credit Card is correct. If not, then modify it.

5.    If an electronic check was selected as the Receipt Type, enter payment information in the Bank Account Information section:

a.    Enter the Routing Number.

b.    Enter the Account Number.

c.    Enter the Check Number.

d.    Select the Personal Identifier from the drop-down.

e.    If you selected "Social Security Number" as the Personal Identifier, enter the SSN or Date of Birth.

f.      If you selected "Driver's License" as the Personal Identifier, enter the Drivers License No and State Issued.

g.    Change the Name on Account, if necessary.

h.    Change the CC Address, if necessary.

i.      Enter a Email address.

j.      Enter a Phone Number.

6.    Click Save.
A message is displayed that the payment has been applied to the order and the order becomes Active, if applicable.

7.    If necessary, click Print Acknowledgement or Print Invoice. For more information, please see Printing an Acknowledgement Letter or Printing an Invoice.

These buttons can be used to print invoices/acknowledgement letters for cancelled orders.