Order Record Field Definitions
The "Order" record is a multi-page layout containing information on the Order.
All underlined field titles indicate mandatory fields. All italicized field titles indicate the field cannot be modified. The information in italicized fields comes from another record, an earlier page in this record or through a function performed. All bold typed fields can be used for searching purposes.
Navigation between pages in the layout, acceptance and cancellation of changes, and movement between records in the current selection are accomplished with the Navigation Pallet.
The "General" page contains the following fields:
Customer, Phone, Attention, Address, Zip and Acct are information from the"Customer's" record. Customer, Phone, Zip, and Acct are in bold type when a new "Order" record is opened. This indicates that the fields can be used for searching purposes.
To locate and assign the Customer to the "Order" record type Customer information in one of the four Search fields. If CommerceExpert/WebClerk locates more than one record matching the criteria entered, a list of records opens. Choose the appropriate record by double-clicking it.
If a new "Customer" record needs to be created activate the New Customer box (n) to activate it. This changes the first four fields from "Search" fields to "Enterable" fields and a new Customer can be created from the "Order" record.
If this Customer is marked as an individual in the "Customer" record, the Individual Box (i) will be activated. If a new "Customer" record is being set up and this is an Individual, activating this box gives CommerceExpert/WebClerk the intelligence to treat the Customer’s name differently in Searches and Reports.
The "ShipTo" area defaults to the "Billing" address, unless a "Contact" record has been marked as the "Prime ShipTo". If there is a "Contact" record marked as "Prime ShipTo", that address is the default entry.
The"ShipTo" address can be changed in a number of ways:
1. The address can be typed directly into the "Order" record.
2. Click on the " || " marks next to the word "ShipTo". This opens the "Quick Search" Dialog box to locate a Customer's address.
3. Select a different Contact name from the Contact list on the lower part of the "Order" record. You will be given the option of using the Contacts address as the "ShipTo" address.
Order # is a unique number assigned to each Order. The beginning Order Number is set up under the File menu > Show Defaults.
Job # is a field to designate a Job Number for this Order. It can be an existing Job Number or a new Job Number.
Cust PO # is the Customer's Purchase Order Number. It is an "Alpha Numeric" field.
Credit Lmt is automatically entered from the "Customer" record. It is the approved credit limit. If the Customer exceeds his credit limit, an audio alert sounds but does not prevent the creation of the Order.
Balance is a calculation of the credit limit, minus the current balance, minus the amount on the current Order.
Credit Risk is the risk level alerting you that the Customer is late on paying or has some other payment problem. It does not prevent the Order from being entered and is only an alert.
Source is a Popup window. This allows the selection of a source for this Order. To bring up the choices type "Asterisk" (*) and "Tab". The choice list opens. Double click on the desired choice.
The "Source" popup is set up: Admin Dept > Records menu. This popup would include Lead Sources such as magazine advertising, mailings and tele-marketing activities.
Type Sale is a default setting from the "Customer's" record. It is the "Type of Sale" for this "Order" record. It can be modified for this Order using the Popup window. The Sales Type selected dictates the price charged to the Customer.
Terms is a default setting from the "Customer's" record. Terms can be modified using the Popup window.
Tax Jur is a default setting from the "Customer's" record. It is the tax jurisdiction for calculating sales tax. It can be modified using the Popup window.
Rep is a default setting from the "Customer's" record. It is the Rep assigned to the Sale. It is used to calculate the commissions earned. The entry can be modified using the Popup window.
Sales is the Salesperson assigned to this Order. This defaults from the "Customer's" record. It is used to calculate the commissions earned. The entry can be modified using the Popup window.
Ordered by is a field for the input of the person placing the Order.
Taken by is a Popup window listing all Employees. This field defaults to the Employee who signed in and created the Order.
Status is a Popup window that allows the designation of various stages of an Order. Setting up your choices for "Status" is done: Admin dept > Records menu > Popups or from the Status popup window itself.
Consign is a field for the input of the person placing the Order.
Date Ord'd is the date the Order was created. It is non-enterable.
Date Need'd is the date the Order is needed by the Customer. It automatically is assigned, using a calculation from a setting in the "Default" record. It can be modified.
Time Need'd is the time the Order is needed by the Customer. It automatically is assigned, using a calculation from a setting in the "Default" record. It can be modified.
Prod'd By is a Popup window for the assignment of an Employee responsible for the Order.
Date Prod'd is an automatically assigned date when the "Produced By" field is assigned. It can be manually entered also.
Date Cmpl'd is an automatic assigned date when the "Status" field becomes "Completed". This status can be typed in or set up as a status choice.
Date Inv 'd is an automatically assigned date when all Items have been Invoiced. If the date is 01/01/01 it is an indiction that the Order has been partially Invoiced.
Currency is a Popup window for the assignment of a foreign currency to the Order. The currencies are set up in: Admin dept > Records menu. The currency can be entered in manually also.
To toggle between the assigned Exchange Rate and Order amount click on the field to the right of the currency.
Exch Rate is an automatic entry using the information from the "Currency" record. The Exchange Rate can be manually entered also.
xPrt'd is a field that indicates the number of times the Order has been printed. This includes any printing of Sales Order, Pick Lists or Bill of Lading.
Labels field allows you to designate how many shipping labels to print for this Order.
Contacts is a Popup menu listing all Contacts for this Customer. A new Contact name can be added by using the "+" button next to the Popup menu. A "Contact's" record can be viewed by finding it in the list and using the s "Delta" button next to the Popup menu.
Payments is an included layout that allows you to enter a payment made against the Order. After creation of the Invoice the payment will need to be applied towards it.
Line Item area is where the Items ordered are listed. Each line of the included layout contains a number of fields needed to complete the Order.
Item is the Item Number for this Line Item. It can be typed in if the Item Number is known.
If a portion of the Item Number is known, that portion can be typed in. Press "Tab" and Items that match the entry appear in a list in the lower part of the screen. There is also an "Audio Alert" to make you aware of the list at the bottom of the screen.
Qty is the quantity of Items being Ordered. This number defaults to the "Min S/O" Quantity from the "Item" record. The Qty can be modified. If more than one Line Item in the Order needs to have the Quantity altered, highlight the Items, change the Quantity and "Tab" out. All Quantities will change.
BLQ is the "BackLog" quantity. That is the quantity that has not shipped (or Invoiced) yet.
Description automatically fills in when the Item Number is chosen. This field can be entered and modified.
P is for the Price Point for the Item. This field defaults to the Price Point as noted in "Type Sale" for this Order. It is represented by the beginning letter of the Price Point. If one of the other Price Points are desired for a Line Item, type in the beginning letter of that Price Point. It is case sensitive. If a bullet"(l )" is in the "P" column it indicates the price does not match any of the Price Points.
Unit Price automatically fills in when the Item Number is chosen. This field can be entered and modified.
Disc % is the discount given on this Line Item. It automatically fills in when the Item Number is chosen. It defaults to the discount on the "Customer's" record plus any other qualifying discount for this Item. This field can be entered and modified.
If more than one Line Item in the Order needs to have the disc % altered, highlight the Items, change the quantity and "Tab" out. All disc % will change.
Ext Price is the Extended Price of the Line Item. It automatically fills in when the Item Number is chosen. It is a calculation of the "Unit Price" multiplied by the quantity.
Add button is used to add an Item to the "Line Item" area. The "+" key can also be used to add a Line Item.
Minus button is used to delete an Item from the "Line Item" area. The "Command" and "-" key can also be used to delete a Line Item.
Detail Button permits viewing of the "Details" of the Line Items. In this screen all fields can be altered with the exception of the "Italicized " fields. They are calculations.
To alter the "Qty Shipped" field you must click on the "||" button. This is a "Password Protected" area.
If the "Unit Cost" needs to be altered the "Location" field must be changed to a "-1". If this is not done the Unit Cost will be re-looked up at the time of Invoicing and the "Standard Average" cost of the Item, at that time, will be used.
L (Listed) is used for viewing information on an Item. When a Line Items is highlighted and the "L" button clicked information concerning that particular Item is listed on the lower portion of the screen.
Scrolling to the right with the scroll bar gives you access to more information from the "Item" record. If you wish to go to the "Item" record for this Line Item, hold down the "Option" key and double click on the Item in the lower part of the screen.
S (Specification) opens a screen that contains the Item Number's specification and a picture. This information comes directly from the "Item" record.
T is used in conjunction with a bar code time wand or a Newton. Contact James Integrated Technologies for further instructions on communications with these devices.
X Ref opens a list of records that have been set up as cross reference Items for the Line Item. This could be information from the Vendor or your Customer's information.
X Ref is the number assigned to this cross reference record.
Source is the source for this cross reference record. Typically it would be a Vendor but is not limited to Vendors. If a Vendor's "Account Code" is typed in the Vendor name automatically enters.
ID is the Vendor's "Account Code". If the Vendor is typed in the Account Code is filled in.
Description is the Vendor's "Description" of the Item.
Qty is the current "Quantity" at a location. This can be used if tracking inventory from more than one location. If you are using X Ref for Vendor's part numbers you would not use this field.
If you are tracking inventory at more than one location and you are pulling inventory from this location, adjust this number by the quantity used. It does not do it automatically.
Doc Qty is the Quantity to be sold in this document.
Dif is the difference between the Qty and the Doc Qty.
Type is an open field to be used at your discretion.
Price is the price charged by this Vendor.
Lead time is the amount of time needed to receive this Item from the Vendor.