Understanding the Logic for Activating Order Lines

A key to understanding Personify360 orders requires understanding the logic used by Personify360 to activate order lines.

Typically, activating an order line results in the order line being invoiced, with two exceptions: inventory product order lines are invoiced when the product is shipped and advertising order lines are invoiced when the ad is published.

“Line Level 1” Order Lines and Sub-Order Lines

Understanding the logic used by Personify360 to activate order lines requires understanding the concept of “line level 1” order lines and sub-order lines.

Order lines in Personify360 are identified with a “line level“ and a “related line no” value. Only “master” products can have a “line level” of 1. Order lines that have a “line level” greater than 1 and a “related line no” value that is not the same as order line no are sub-lines of an earlier order line (i.e., they are sub-order lines of the “related line no” order line).

To illustrate, a typical membership order might have the following order lines:

Example Order No.	Order Line No.	Line Level	Related Line No	Order Line Description
10000855001	1	1	1	Professional Membership
10000855001	2	2	1	Virginia Chapter
10000855001	3	2	1	Technology SIG
10000855001	4	2	1	Building Fund Donation

Order lines 2, 3 and 4 are sub-lines of order line 1; hence, they have a line level of 2 and a related line no of 1; they are sub-order lines of order line 1. The above order would appear in the Order Entry (ORD001) screen in the order line grid indented as shown in the image below:

A fundamental, over-arching rule in Personify360 is that sub-order lines cannot be made active until the master, “line level 1” order line is made active. In this example, order lines 2, 3 and 4 cannot be made active until order line 1 is made active.

Order Line Activation Logic

The system uses complex logic to identify when order lines are activated (and, with the exception of INV and ADV order lines, when they are invoiced). The elements that the system evaluates in identifying when to activate an order line are:

What is the subsystem default order line status defined for the org unit?
Is the product on the order line defined to allow direct price update with a price of $0?
What is the short-pay rule defined for the product rate code of the product/rate structure/rate code on the order line, and does the order line meet the short-pay requirements for activation?
If the short pay rule is “ADJUST” or “AR”, has a minimum price to activate been defined?
Is the order line a “line level 1” order line or sub-order line?

Logic Element	Detail
What is the subsystem default order line status defined for the org unit?	The system first looks at what order line status has been defined to default for the subsystem for the org unit of the order (for more information, please see Defining Organizational Unit Line Status Defaults). Typically, most subsystem orders are defined to default as “proforma”, with the expectation usually being that a payment will activate the order line. The exception to this is that Advertising orders should be defined to be created as "Active". Advertising orders are not invoiced until the ad is published, but unless an advertising order line is active, the ad won’t be published. If the org unit subsystem order line status has been defined to be created as "Proforma", order lines are usually created as proforma, but if the price is $0 and Allow Price Update checkbox is NOT checked (on the General Setup screen in Product Maintenance), and if the order line is a master product created as a “line level 1” order line, the order line will be created with a line status of active. Even if a subsystem has been defined to default to an active order line status, the order line must still meet the other conditions detailed in this chart for being made active. Evaluation of the subsystem line status that has been defined to default for the org unit is only done at time of order line creation.
Is the product on the order line defined to allow direct price update with a price of $0?	If a product is defined to allow direct price update (i.e., Allow Price Update checkbox is checked on the General Setup screen in Product Maintenance), and the price is $0, the assumption is that the price will be updated to be greater than zero, and the system needs to leave the order line as proforma until the user has a chance to update the price, so that the price update doesn’t create an adjustment transaction. This logic is only evaluated at time of order line creation; it trumps all other rules. If the product on the order line is defined to allow direct price update and it has a price of zero, the order line will be created as proforma.
What is the short-pay rule defined for the product rate code of the product/rate structure/rate code on the order line, and does the order line meet the short-pay requirements for activation?	Personify360 supports three short-pay rules: · AR – accept what is paid and record the balance due as accounts receivable · REJECT – the order line must be paid in full before it can be activated · ADJUST – accept what is paid and adjust the order line price to whatever amount is paid Short-pay rules are defined per rate structure/rate code setup via the Short Pay field on the Rates and Pricing screen in Product Maintenance.
If the short pay rule is “AR” or “ADJUST”, has a minimum price to activate been defined?	A short pay of “AR” means accept what is paid and record the balance as accounts receivable; a short pay rule of “ADJUST” means accept whatever is paid and adjust the order line price to that amount. When a payment is applied to an order, when the short-pay rule is “AR” or “ADJUST”, the system interprets the payment amount as “zero” if no payment is applied to the order line, and either activates the line and records the full balance due as AR or adjusts the amount to 0 and activates the line. To avoid this, a minimum price to activate of .01 should be defined, so that the system won’t activate a line on a payment of zero. This is defined via the Min Price to Activate field on the Rates and Pricing screen in Product Maintenance.
Is the order line a line level 1 order line or sub-order line?	If the order line has a line level > 1 and if the related line number is less than the order line no, it means the order line is a sub-order line. Sub-order lines cannot be activated until the related “Line Level 1” master order line is activated.

Causes of Order Line Activation

Order lines are typically activated in the following order:

The order line may be created as active.
If an order line is created as proforma, the most typical way for an order line to be activated occurs usually the next step in the life of an order line, and that is upon payment of the order line.
If an order line is not activated because of payment, the next most common way for the order line to become activated is for staff to reduce the order line price either by doing a price adjustment, applying a discount or coupon, or making some other change to the order line that causes the order line price to be reduced. If the order line price is reduced to zero or reduced to the amount of a short payment (if the short pay rule is REJECT), the system will activate the order line.
The last way an order line is activated is for back-office staff to manually activate the order line.

How Activation of a Master Order Line Affects Related Sub-Order Lines

As mentioned earlier, it is a fundamental, over-arching rule in Personify360 that sub-order lines cannot be made active until the master, “line level 1” order line is made active.

Assuming that the master, “line level 1” order line was created as proforma, and is then activated after the order has been saved, the activation of the master, “line level 1” order line causes the system to evaluate whether sub-order lines should also be made active.

Remember that there are two elements that are only evaluated at time of order line creation, and are not considered when the system is evaluating whether to activate sub-order lines after the master, “line level 1” order line is activated later, after the original order has been saved. These two logic elements are now irrelevant:

What is the subsystem default line status defined for the org unit (defined on the Line Status Defaults for New Orders screen in Organizational Unit Maintenance)?
Is the product defined to allow direct price update (i.e., Allow Price Update checkbox is checked on the General Setup screen in Product Maintenance) and has a price of $0?

Instead, the system evaluates the following:

Logic Element	Detail
What is the short-pay rule defined for the product rate code of the product/rate structure/rate code on the sub-order line, and does the sub-order line meet the short-pay requirements for activation?	Personify360 supports three short-pay rules: · AR – accept what is paid and record the balance due as accounts receivable · REJECT – the order line must be paid in full before it can be activated · ADJUST – adjust the order line price to whatever amount is paid Short-pay rules are defined per rate structure/rate code setup via the Short Pay field on the Rates and Pricing screen in Product Maintenance.
If the short pay rule is “AR” or “ADJUST”, has a minimum price to activate been defined?	A short pay of “AR” means accept what is paid and record the balance as accounts receivable; a short pay rule of “ADJUST” means accept whatever is paid and adjust the order line price to that amount. When a payment is applied to an order, when the short-pay rule is “AR” or “ADJUST”, the system interprets the payment amount as “zero” if no payment is applied to the order line, and either activates the line and records the full balance due as AR or adjusts the amount to 0 and activates the line. To avoid a sub-order line being activated when no payment has been applied, a minimum price to activate of .01 should be defined, so that the system won’t activate the sub-order line unless a payment of at least .01 is applied. This is defined via the Min Price to Activate field on the Rates and Pricing screen in Product Maintenance.

Logic Element

Detail

What is the short-pay rule defined for the product rate code of the product/rate structure/rate code on the sub-order line, and does the sub-order line meet the short-pay requirements for activation?

Personify360 supports three short-pay rules:

· AR – accept what is paid and record the balance due as accounts receivable

· REJECT – the order line must be paid in full before it can be activated

· ADJUST – adjust the order line price to whatever amount is paid

Short-pay rules are defined per rate structure/rate code setup via the Short Pay field on the Rates and Pricing screen in Product Maintenance.

If the short pay rule is “AR” or “ADJUST”, has a minimum price to activate been defined?

A short pay of “AR” means accept what is paid and record the balance as accounts receivable; a short pay rule of “ADJUST” means accept whatever is paid and adjust the order line price to that amount.

When a payment is applied to an order, when the short-pay rule is “AR” or “ADJUST”, the system interprets the payment amount as “zero” if no payment is applied to the order line, and either activates the line and records the full balance due as AR or adjusts the amount to 0 and activates the line.

To avoid a sub-order line being activated when no payment has been applied, a minimum price to activate of .01 should be defined, so that the system won’t activate the sub-order line unless a payment of at least .01 is applied. This is defined via the Min Price to Activate field on the Rates and Pricing screen in Product Maintenance.