Work with sales orders or Service orders, Header view (DMR30001)

Related topics

• About cash and carry sales
• About IBS Contract Managed Inventory (CMI)
• About item sourcing during sales order entry
• About processing Back-to-Back (BtB) orders
• About sales order entry
• About service order entry
• About unit handling in IBS Enterprise
• About working with outbound shipments
• About working with pricing on a sales order
• View sales pricing information

This is the initial panel for working with sales orders or service orders.

The title differs depending on from where you accessed the panel; either from

• the Sales tasks menu, or
• the Service order tasks menu (IBS Service must be installed and activated).

This panel displays all sales orders that have not been completely invoiced yet, i.e. all sales orders with a status less than 60.

The sales orders are sorted according to their number in either ascending, or descending, order. This sequence is controlled by the Order in desc. seq parameter in your user profile.

Sales orders received via other pre-systems, (e.g., EDI, hand terminals) or emanating from another IBS system or any external system, can also be copied into the Sales order file in IBS Distribution and maintained.

If many sales orders have been entered with Direct print confirmation set to YES in the Sales order type table there may be a minor time delay before the order actually changes status from 10 to 20.

You can maintain the sales order while it is at status 10 before the system gets a chance to automatically print it. If, however, the Direct order printout confirmation routine is started while you are maintaining it the status of the order will not be automatically updated by the system (i.e. sales order will remain at status 10). You will have to print the order confirmation manually.

If you try to maintain the sales order after the Direct order printout confirmation routine has started then you will not be able to access it. In this case, you must wait until the printout process has finished (i.e. the sales order has reached status 20) to be able to maintain it.

Options

Function keys

Selection fields

Order

This column displays the sales order number.

Customer

This column displays the customer number of the sales order.

Handler

This column displays the order handler code, from the Work with signatures file, denoting the person at your company who handles the order.

St

This column displays the sales order header status.

The status codes for Sales orders are:

OT

This column displays the sales order type of the order.

Ord date

This column displays the date when the order was entered into the system.

Order value

This column displays the total value of the order lines, after deduction of the discount(s), and includes VAT (if applicable to the order). Free of charge order lines are not included in this value.

Error code

This column is only displayed when working in Work with orders in error mode. If an error was found during the copy process, the order is created but cannot be processed further until the error is corrected. This column lists the panel value indicating where the error was found.

The following codes could be displayed:

Code	Description
L	Error was found on line level.
H	Error was found on header level.
A	Error was found on address level.
J	Error was found on service job level.

Select the applicable option to drill down to the applicable level to correct the error.

Customer ref/Ord no

This column displays either the customer’s order number or the customer’s reference defined on the sales order header. If both the customer’s order number and the customer’s reference are defined on the order header, the order number is displayed in this column.

Your order

This column displays the order reference. For Pharma US installations, this reference is the DEA order form number for the ARCOS functionality if the order holds item(s) classified as narcotics (i.e. a narcotic category is connected to the item, and the DEA order form no field is set to YES on the narcotic category). See About the ARCOS functionality (Pharma US) for more information.

Has text

This column denotes if text is defined on the order header.

Hold order

The following panel values can be displayed in this column:

Code	Description
O	Indicates that the whole order is held from further processing and that held lines exist on the order. The order is held on order level, meaning that no lines will be processed in, e.g., the pick list printout.
L	Indicates that held order lines exist on the order. The order is held on line level, meaning that order lines that are not held can be processed.

The value below the Order held reason code column heading denotes the reason of the order being held.

Order held reason code

If either O or L is displayed below the Hold order column heading, this column from the Order held reason code table denotes the reason of the order or order line(s) being held.

The following order held reason codes are preloaded in the system:

Inventory contract

Only displayed if IBS Contract Managed Inventory (CMI) is activated. This column lists the inventory contract defined for the sales order header. See About consuming goods from Contract Managed Inventory (CMI) for links to specific instructions per inventory contract type.

Work with sales orders or Service orders, Item view (DMR30004)

Related topics

This panel displays all sales/service order lines which have not been completely invoiced yet, i.e. all order lines with a status less than 60.

The order lines are sorted according to the item code, in ascending order.

Diverting dispatches to another warehouse

There are some very rare –and very costly – situations which would require dispatches from a particular warehouse to be stopped. To help minimize your losses and keep up your customer service, there is a functionality on this panel which allows the shipments and sales orders to be diverted to another warehouse. More information:

What can be diverted
You can divert entire outbound shipments; multiple orders that are bound to the same shipment address; or just a few select shipment or sales order lines. In essence, any sales order/shipment line that has not been included in the pick process can be safely diverted to another warehouse.

How to divert shipments

1. Select the outbound shipments that you wish to divert and click the Warehouse diversion option (available on this panel).
2. All of the shipment lines that you selected to divert will then be displayed on the Warehouse diversion confirmation panel.
3. On that panel you specify which warehouse the shipments are to be diverted to.
4. Click OK to divert sales order lines or Back to cancel.

Options

Function keys

Selection fields

Item

This column displays the item entered on the order line.

Order

This column displays the sales order number.

Line

This column displays the sales order line number.

St

This column displays the status of the order line.

The status codes for sales order lines are:

Dsp dt

This column lists the date that the goods will be dispatched to your customer.

H

This column is set to YES if the sales order line is held from being further processed. A sales order line is automatically held in the following cases:

• When a manufacturing order is created from the order line, which can only be done if IBS Manufacturing is installed and activated.
• When the credit limit has been exceeded.

If the order line is not held, the field is blank.

P

This column displays the code from the Sales order priority table denoting the priority of the sales order line. Order lines with priority 1 have higher priority than lines with priority 2, etc.

Whs

This column displays the code from the Warehouse table denoting the warehouse from which the item should be delivered.

OT

This column displays the code from the Sales order type table denoting the order type of the line.

Quantity

This column displays the quantity to be delivered. The quantity is expressed in the unit displayed below the Unit column heading.

Price

This column displays the sales price of the item being sold. The price is expressed in the unit displayed below the Unit column heading and in the currency displayed below the Currency column heading.

Prc unit

This column is only displayed if the PRCUNIT (Price unit handling) function is activated in the Function control file. Displays the unit in which the price is presented. See About price unit handling for more information.

Currency

This column displays the currency in which the price is expressed.

Bl

This column is set to YES if the line has been backlogged or itself is a backlog line.

Lt

This column lists the link type for the line. The link type indicates what kind of line is displayed (Parent or Component, FOC base or FOC item line). See Link types for more information.

Has text

This column denotes if text is defined on the order line.

Conn

This column displays a code denoting to which type of order this sales order line is connected, if any. If the order line is not connected to an order, the field is blank.

A sales order line can be connected to the following types of orders:

• BtB transit purchase order
• BtB direct purchase order
• Manufacturing order (if IBS Manufacturing is installed and activated)

The code displayed, corresponding to the above defined order types, is controlled by the panel value defined in the Language table.

Inventory contract

Only displayed if IBS Contract Managed Inventory (CMI) is activated. This column lists the inventory contract defined for the sales order header. See About consuming goods from Contract Managed Inventory (CMI) for links to specific instructions per inventory contract type.

Work with sales orders or Service orders, Deletion (DMR30007)

Related topics

Note: Sales orders of type BtB direct cannot be deleted if the status of the corresponding purchase order is higher than 10.

Function keys

Lost sale reason

Enter a code from the Lost sale reason table to indicate why the sale was lost.

Work with sales orders or Service orders, Deletion (DMR30010)

Related topics

Note: Sales orders of type BtB direct cannot be deleted if the status of the corresponding purchase order is higher than 10. In addition, you will not be allowed to delete a base line if the connected FOC item line can no longer be deleted.

Function keys

Lost sale reason

Enter a code from the Lost sale reason table to indicate why the sale was lost.

Work with sales orders, Warehouse diversion (DMR30013)

Related topics

This is the warehouse diversion confirmation panel. All of the sales order lines that you selected to divert to another warehouse are displayed on this panel.

Enter the warehouse that you wish to divert the dispatches to and click OK to confirm or Back to cancel.

Work with service orders, Job view (DMR30016)

Related topics

This panel displays all open service jobs. From this panel you can maintain, e.g. order lines, job and action texts, as well as update time transactions for the job.

Options

Function keys

Selection fields

Order

This column displays the order number to which the job belongs.

Job

This column displays the job number within the order.

Item

This column displays the item number on the job if service object is defined as mandatory on the order type (Object handling). Otherwise, this column is blank.

Serial number

This column displays the serial number on the job. This column is blank if serial number is defined as optional on the order type (Object handling).

Description

This column displays a description of the item of the order.

Customer

This column displays the customer of the order.

Customer name

This column displays the name of the customer of the order.

Requested service date

This column displays the requested service date.

Requested service time

This column displays the requested service time.

Engineer

This column displays the engineer responsible for performing the job.

Name of engineer

This column displays the name of the job engineer.

Recommended kit

This column displays a code from the Recommended kit table indicating the action that needs to be taken for the job.

Agreement

This column displays the service agreement connected to the job object, if such an agreement exists.

Closed

This column denotes if the order has been closed.

Order status

This column displays the order status.

Calling date

This column displays the date when the customer contacted your company requiring the service job.

Calling time

This column displays the time when the customer contacted your company requiring the service job.

Warranty

This column displays the supplier warranty code, if such a code exists.

Location

This column displays the location of the job.

Order type

This column displays the order type of the job.

Response time

This column only applies for agreement orders. The response time indicates within which time span your company has promised to reply the customer as defined for the object in the Agreement file.

Completion time

This column only applies for agreement orders. The completion time indicates within which time span your company has promised to complete the servicing of the object as defined in the Agreement file.

Service code 1-4

The lead texts for these four columns depend on the text defined for the corresponding service code in the Service code table. Each column displays the applicable service code.

Service order priority

This column displays a priority code from the Sales order type table indicating the priority of the job. Valid codes are 1-9, where 1 is the highest priority.

Debtor

This column denotes the debtor of the order.

Debtor name

This column displays the name of the debtor of the order.

Addr no

This column displays the debtor’s first address line.

Delivery address name

This column displays the delivery address.

Address 1-3

This column displays address number 1, 2, or 3 as specified for the customer of the order.

Postal code

This column displays the postal code of the related address number.

City

This column displays the city of the related address number.

Work with sales orders, Header view, More selections (DMR30019)

Related topics

This panel is accessed when the More selections function key is selected on the Work with sales orders, Header view panel. It is possible to enter selection criteria to perform an advanced selection over what sales orders to display on that panel. Click Next to access the next panel where you can enter more selection criteria.

Function keys

Selection

• Order number
• Customer
• Handler
• Order status
• Order type
• Order date
• Reference
• Your order
• Supplier order ref
• Order held level
• Text
• Held reason code
• Salesman
• Invoice customer
• Debtor number
• Customer group
• Customer name

Work with sales orders, Header view, More selections (DMR30020)

Related topics

This panel displays more selection criteria that you can enter to perform an advanced selection over what sales orders to display on that panel.

Function keys

Selection

• Destination
• Shipping agent
• Cost centre (Only displayed if cost centre handling has been activated)
• Project (Only displayed if IBS Project Management has been activated)
• Order source (Only displayed if the ORDSRACT (Order source active) function has been activated in the Function control file)
• Inventory contract (Only displayed if IBS Contract Managed Inventory (CMI) has been activated)

Work with sales orders, Item view, More selections (DMR30021)

Related topics

This panel is accessed when the More selections function key is selected on the Work with sales orders, Item view panel. It is possible to enter selection criteria to perform an advanced selection over what sales orders to display on that panel. Click Next to access the next panel where you can enter more selection criteria.

Function keys

Selection

• Order number
• Item
• Item description
• Warehouse
• Order type
• Order status
• Dispatch date
• Customer
• Customer contract
• Sales order priority
• Link type
• Cost centre (Only displayed if cost centre handling has been activated)
• Engineer (Only displayed if working with service orders)

Backlogged

Set this field to YES if you want to display orders with backlogged lines.

Connection

Enter the applicable panel value to display orders with lines for BtB transit lines, BtB direct lines or for lines connected to manufacturing orders.

FOC

Set this field to YES if you want to display orders that contain free of charge lines.

Line held

Set this field to YES if you want to display orders for which lines that are being held.

Text

Set this field to YES if you want to display orders for which order header text has been defined.

Work with sales orders, Item view, More selections (DMR30022)

Related topics

This panel displays more selection criteria that you can enter to perform an advanced selection over what sales orders to display on that panel. The selection fields available on this panel are only displayed if the following is true:

• For the MDC related fields, they are only displayed if IBS Multi Distribution Centre is activated.
• For the Inventory contract related fields, they are only displayed if IBS Contract Managed Inventory (CMI) is activated.

Function keys

Selection

• MDC sales order
• MDC purchase order
• To company
• From company
• Inventory contract
• Contract type