Professional Documents
Culture Documents
Bpcs Order
Bpcs Order
Introduction ..............................................................................................................5
Objectives ..........................................................................................................5
Order Entry in the Work Flow .................................................................................6
Order Processing Cycle ............................................................................................7
Order Processing Files .......................................................................................9
A Tour of BPCS Client/Server Order Entry ..........................................................11
Using The Main Entry Window .......................................................................12
The Order Line Detail Grid ........................................................................14
Order Acknowledgments .................................................................................22
Order Entry View Menu...................................................................................23
Order Entry View Menu Order ..............................................................24
Order Entry View Menu Line ................................................................28
Order Entry Options Menu ..............................................................................31
Selecting Display Filters ............................................................................31
Setting Order Entry User Preferences ........................................................33
Available to Promise Options ....................................................................35
Entering Orders ......................................................................................................36
Creating and Maintaining Order, Quote, or RMA Records .............................37
Special Order Entry Features .....................................................................39
Inventory Allocations .................................................................................41
Inventory Availability ................................................................................43
Alternate Items ...........................................................................................44
Customer Item Cross Reference ................................................................45
Inventory Reason Codes ............................................................................46
Country of Ultimate Destination ................................................................49
Foreign Currency Selling Price ..................................................................54
Acknowledgment Print ..........................................................................................57
Order Inquiry..........................................................................................................59
Quote Entry ............................................................................................................60
Quote Inquiry .........................................................................................................62
Order Reports .........................................................................................................64
Customer Item X-Reference Listing ................................................................64
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List of Figures
Figure 8 - 1: Order Processing Work Flow (slide)...................................................6
Figure 8 - 2: Order Processing Cycle (slide) ............................................................7
Figure 8 - 3: Order Processing Files (slide) .............................................................9
Figure 8 - 4: BPCS Client/Server Order Entry Application Icons (slide) ..............11
Figure 8 - 5: Order Entry Main Window (slide) ....................................................12
Figure 8 - 6: Order Entry Order Line Detail Grid (slide) .......................................14
Figure 8 - 7: Order Entry View Menu (slide).........................................................23
Figure 8 - 8: View Menu Orders (slide) .............................................................24
Figure 8 - 9: View MenuLine (slide) .................................................................28
Figure 8 - 10: Order Entry Options Menu (slide) ..................................................31
Figure 8 - 11: Order Entry User Preferences Window (slide)................................33
Figure 8 - 12: Order Entry Available to Promise Window (slide) .........................35
Figure 8 - 13: Creating, Maintaining, or Copying Records (slide) ........................38
Figure 8 - 14: Cash with Order Processing (slide) .................................................39
Figure 8 - 15: Inventory Allocations (slide) ...........................................................41
Figure 8 - 16: Allocatable Order Example - Soft Allocation (slide) ......................42
Figure 8 - 17: Customer Item Cross Reference (slide) ..........................................45
Figure 8 - 18: Inventory Reason Codes (slide) ......................................................46
Figure 8 - 19: Shipping Warehouse (slide) ............................................................48
Figure 8 - 20: Ship-to Address Assignment (slide)................................................49
Figure 8 - 21: Pricing Activity (slide) ....................................................................50
Figure 8 - 22: Pricing Hierarchy Part 1 - Line Item (slide) ....................................51
Figure 8 - 23: Pricing Hierarchy Part 2 - Total Order Level (slide) .......................52
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Order Entry
List of Tables
Table 8 - 1: Warehouse Availability (slide) ...........................................................43
Table 8 - 2: Alternate Item Example (slide) ..........................................................44
Table 8 - 3: Reserved Item Status Codes (slide) ....................................................44
Table 8 - 4: Request and Schedule Dates (slide) ...................................................47
Table 8 - 5: Drop Shipment Order Types (slide) ...................................................56
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Order Entry
Introduction
This unit covers the Client/Server Order Entry and Quote Entry functions as well
as order entry processing flow, maintenance of orders and quotes, inquiries, and
reports.
Objectives
At the end of this chapter, you will be able to:
Describe Order Entry and Quote Entry processing integration
Enter an order and use the functions available in Order Entry
Enter a quote
Maintain orders and quotes in the system
Use the Order Entry menus
Use the Inquiry programs
Print Order Acknowledgments
Print Order Reports
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8-6
Order Entry
Quote Entry
(Optional)
Order
Acknowledgment Entry
Batch
Pricing
Build Loads Load Control
with OLM Pick Slip
Center
Pickable Order
Report
Stock Allocation Pick
Batch/On-line Release
Order Exception
Report
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Order Entry allows you to enter customer orders with credit-checking visibility
based on options in the customer master record, and to optionally allocate stock
and print acknowledgments. BPCS places a soft allocation against the warehouse
for the quantity on each order line, then considers the order Entered and Ready for
Pick Release. After orders are entered, the Batch Price Maintenance program can
be run for any orders designated for batch pricing (not priced during Order Entry).
In addition, you can generate a proforma invoice at any time during this cycle for
customer approval.
Warehouse Activity
If the Outbound Logistics Management (OLM) product is installed, you can build
loads and then pick and stage stock for shipping based on the load. The warehouse
releases the orders for picking based on load, order number range, carrier, request
date range, customer number or various other criteria. The pick slip is generated
upon acceptance of the release. If allocations are required, BPCS creates a hard
allocation where possible. The order is now picked, Ready for Pick Confirm. If
orders released are for a managed warehouse, Pick Release and Pick Confirm are
required events regardless of order class.
Invoicing
The shipment is Ready for Invoicing. The Invoice Release program generates
invoices or proforma invoices based on the selection criteria. This application also
updates the Configurable Ledger, Accounts Receivable and Sales History records
when generating the actual invoice. Upon completion of the final invoice, the
order is Complete, Ready for Purge.
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Order Entry
EST IIM
RCM ECH
Address Item Order
Customer
Master Master Header
Master
ECL
Order/Quote/RMA Order
Order Line
Acknowledgment Entry
Print
ECS
Special
Line IPP
Pick
ELA
Lot/Location Stock Allocation Pick List
Batch/On-line Release
Allocations
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Pick Confirm performs inventory file updates including the posting of the
shipment transaction to the Inventory Transaction History file (ITH). Pick
Confirm also creates the Billing Release Header (BBH) and Billing Release Line
(BBL) records used during invoice creation.
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Order Entry
When you change the record header information, changes are reflected only on
new record lines, not existing lines.
You can delete an order, but NOT if:
Any order lines have been shipped.
Shop orders exist for an order line (for features and options items).
Any order lines have open drop ship activity.
Options on the main order window include:
Option Description
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Option Description
order type code specifies which files from Inventory,
Accounts Receivable and Sales are updated with the
order information.
Order Class The order class associated with the order type.
Quantity The total item quantities for all of the lines on this
order.
Amount The total monetary charge for all of the lines on this
order.
Option Description
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Order Entry
Option Description
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Option Description
automatic assignment of promotions selected, BPCS
automatically assigns promotions at the new line and
total order level.
If you change the quantity of a planning bill parent
item, BPCS proportionally changes the quantities of
the chosen features, options, and standard
components.
Net Selling Price BPCS displays the net price for each line. You can
override the selling price.
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Order Entry
Option Description
Extended Amount Regular lines: The extended amount equals the net
selling price multiplied by the ordered quantity. BPCS
calculates this amount after validating the input of item
and quantity,.
Special lines: Input the total charge for this order line.
You can also input the extended amount during Invoice
Release.
Amount Allocated BPCS indicates the amount of inventory soft allocated
for the highlighted order line.
UM The selling unit of measure for this item. If left blank,
(Unit of Measure) BPCS defaults to the selling unit of measure. The
selling unit of measure default hierarchy is as follows:
Unit of Measure Conversion (UIM) file for the item
and customer
Unit of Measure Conversion (UIM) file for the item
and warehouse
Item Master (IIM) file
You can override this value with a valid selling-to-
stocking unit of measure, however, BPCS prints the
selling UM on the order acknowledgment and the
invoice. All transactions affecting inventory, such as a
customer order, are tracked in BPCS in the stocking
unit of measure.
Warehouse The ship-from warehouse for this order line. You
cannot change the warehouse if the order line is
shipped, or if allocations or a Pick Slip exist for this
line.
Drop Line Deletes (drops) this line after you print the first invoice.
De-select this box to print this line on all invoices and
backorder invoices. You can change this drop code entry
at invoice (billing) time. You cannot drop order lines
from a managed warehouse.
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Option Description
code entered for an order line. Drop codes are
intended for use on special lines and orders with
backorder codes of 0.
User 1 Date / Time BPCS displays the headings for the additional order
date and time options you defined in Order Entry
System Parameters, followed by the dates. Both dates
default from the Order Header. You can override these
dates at the Order Line level.
User 2 Date / Time BPCS displays the headings for the additional order
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Order Entry
Option Description
date and time options you defined in Order Entry
System Parameters, followed by the dates. Both dates
default from the Order Header. You can override these
dates at the Order Line level.
Inventory Reason The inventory reason code for this transaction. The
Code selection determines the update to inventory accounts
in the Configurable Ledger.
User 1 Reason The first user-defined reason code for this transaction.
Code/Customer BPCS validates the code using the B transaction effect.
Reason Code
User 2 Reason The second user-defined reason code for this
Code transaction. BPCS validates the code using the B
transaction effect.
User 3 Reason The third user-defined reason code for this transaction.
Code BPCS validates the code using the B transaction effect.
Tax Code The item tax code used to calculate the VAT (Value
Added Tax) and sales tax for this order. BPCS uses this
item tax code with the customer’s default tax code to
yield the tax rate for this line of the order. BPCS
calculates taxes during Invoice Release. Maintain tax
codes in Tax Rate Code Maintenance (SYS).If you do
not input a tax code, BPCS retrieves this item’s default
tax code from the Item Master file. If none exists there,
BPCS retrieves the default item tax code established in
Tax System Parameters.
Tax Only The tax-only code. BPCS bases the tax calculation on
the List Price unless you input the Tax Basis. Tax only
option is not available if you input a net selling price
for this order line. Tax only must be associated with an
existing BPCS item number inputted on the order line.
Blank = Normal line
1 = Tax-only line; payable by the customer;
produces an invoice
2 = Tax-only line payable by the company; no invoice
produced
Tax Basis The amount on which the tax is calculated, if this line
item is free. Use this option only if you select the Tax
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Option Description
Only option, and want to assign the tax basis amount
instead of using the List Price as the tax basis.
BPCS uses the Tax Only and Tax Basis options during
VAT only (Value Added Tax) invoice processing.
Salesperson The number of the salesperson associated with this
order line only if you specified in the system
parameters to pay commissions at the line level.
Maintain salesperson numbers in Salesperson Master.
Commission Code The salesperson commission code used to calculate
commissions on this order line if commissions are paid
at the line level in the system parameters. BPCS uses
the commission code to retrieve the correct commission
rate, as maintained in the Commission Rates.
Destination The destination of the order line.
Contract If this order originated from a contract agreement
between your company and the customer, input the
contract number.
Contract Line The customer’s RMS contract line number for the
given order.
Release Number The number that identifies the Release from which the
order line originated before its release-to-order
conversion.
Means of The code that represents the means of transportation to
Transportation ship the order Maintain the codes in the Transportation
Means table if Outbound Logistics Management is
installed, or the Code master table if not).
Kanban Number The Kanban number associated with the order line.
Inbound Delivery The Inbound Delivery number for the order line.
Number
Dock The ID of the Receiving Dock for the order line.
Net Price Source BPCS displays the system code of the net price source
for this order line. Valid Net Price source codes are:
00 No pricing performed
01 Failed Pricing
02 Special Price applied to List Price
03 Promotions and Deals applied to List Price
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Order Entry
Option Description
04 Special Price applied to List, then Promotions
applied to Special Price
05 List Price
06 Manual Price Override
07 Copied from Invoice Price (for RMAs)
08 Free Goods Line
09 Valid Order Line not Priced
13 Copied from Invoice Price - Promotions
Attached (for RMAs)
List Price Source BPCS displays the system code of the list price source
for this order line. Valid List Price source codes are:
00 No pricing performed
01 Failed Pricing
02 Item Master List Price
03 List Price Book (A) Item/Customer
04 List Price Book (B) Item/Region
05 List Price Book (C) Item/Facility
07 Copied from Invoice Price (for RMAs)
08 Free Goods Line
09 Valid Order Line not Priced
10 Cost-Plus List Price.
11 Multi-Currency List Price
12 List Price not Found
13 Copied from Invoice Price - Promotions
Attached (for RMAs)
Margin Hold BPCS displays the margin hold code. Valid codes are:
00 Line not on Margin Hold
01 Line on Margin Hold
98 Line Released from Margin Hold using Mass
Release
99 Line Manually Released from Margin Hold
Margin Percent BPCS displays the calculated order line margin percent.
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Order Acknowledgments
After Order Entry, you can print an Order Acknowledgment, which contains:
Shipping information -- Sold-to and Ship-to Customer Numbers, Names and
Addresses, Bill-to and Invoice-to Customer Numbers, Warehouse,
Salesperson, Order, Request, Schedule, and Book Dates, Order Number and
Description, Back Order Code, Zone, Order Type, Means of Transportation,
Freight Terms, Company Registration, Priority Code, Grouping Code, Country
of Ultimate Destination
Pricing information -- Price and Promotion Registration numbers, Currency
code, Company and Customer Registration descriptions, Contract description
Line item information -- Line Item/Description, Warehouse, Order Quantity,
Ship Quantity, U/M, Tax Only code, Tax Basis code, Price, Extended amount
Release information (RMS) -- Request Date and Time, Receiving Dock,
Inbound Delivery Number, Kanban Number
Billing information -- Promotion number, Incentive Discount, Split-off
Invoice Incentive Discount, Split Bill Back Incentive Discount, Subtotal
amount, Freight charge, Order Discount
Tax information -- Total Taxes, Tax Summary, Tax Rate, Tax Amount
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Order Entry
Inventory
Inventory allows you access to override the header reason codes for the shipment
“B” transaction created if this order type affects inventory. The transaction effect
(in this case B) in conjunction with the inventory reason code is modeled in the
financial setup to determine the ledger postings. Reason codes default to new lines
and can be overridden at line level. Also accessible are the backorder code and the
allocation priority which are discussed in detail in the Allocations, Picking, and
Shipping unit. The inventory window also displays the Item Cross Reference
customer.
Billing Address
This option displays the Invoice-To Customer Billing Address window where you
can specify the number and name of the Invoice-To customer (the customer to
whom the invoice is sent). The Invoice-To customer can be the same as the
Accounts Receivable customer.
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Shipping
Shipping displays the Ship-to Customer and ship-to number with description.
Dispatch information is available. This information primarily defaults from the
Ship-To Address record for carrier, means, route, zone, shipper, etc. The shipping
weight can be input. The accumulated volume, weight and capacity calculated
from the Item Master record(s) are displayed.
Ship-To Address
Ship-To Address displays the address of the Ship-to Customer and/or the ship-to
number of the Ship-to Customer. The Ship-to Address feature allows a manual
override. Phone, fax, and data communication numbers are accessible.
Additional Information
Additional Information displays the order header status, an RMA number (if one
was copied to create this order), the total calculated order cost, entered and last
shipped dates and base and transaction currency total amounts. All of these fields
are display information only and cannot be overridden.
Bracket Promotions
Use Bracket Promotions to access the total order bracket promotions for this
order. The promotions can be assigned to or deleted from the order.
Total Promotions
Total Promotions accesses the total order promotions for this order. The
promotions can be assigned to or deleted from the order.
Notes
Notes allows you to attach user-defined notes to orders, RMAs, quotes, their
respective lines, purchase orders, requisitions, shipping documents, and vendors.
These notes can remain attached for the life of the document. You can print them
on acknowledgments, picking slips, invoices, purchase orders, requisitions,
customer statements, and bills of lading.
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Order Entry
Available to Promise
Available to Promise (ATP) for the current order is displayed. You can select an
option on this window to use the Order Request Date as the ATP date, or have
BPCS calculate the ATP date for the selected order the uncommitted portion of
the inventory for each period using the netting logic of the Master Production
Scheduling (MPS).
With this tool, the customer order entry staff can determine the date when
sufficient inventory will be available to promise for a customer order.
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Detail
Detail for the selected or current line presents the line details in a window rather
than the grid box for an at a glance view/update of the line details.
Shipping
Order Line Shipping displays the Means of Transportation used to ship the order
line, the Kanban number associated with the line (if applicable), Inbound Delivery
number, and Receiving Dock location.
Dates
Order Line Dates displays the Entered, Request, Book, Schedule and User
Defined dates for the order.
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Order Entry
Additional Detail
Additional Detail for the selected line displays additional information about the
line including cross reference item, inventory status, allocation quantity, line
status, volume, weight, and pallets.
Item Lookup
Use Item Lookup to search the Item Master file (IIM). BPCS not only displays the
existing item/part numbers but also allows you to select an item and return the
selected part to the order line grid box.
Allocate/Confirm
Allocate/Confirm provides access to the On-Line Allocations, if they already
exist. You can create a hard allocations from Order Entry. If the order class does
not have a Pick Confirm event, allocation and/or must be done in Order Entry.
Alternate Item
Alternate Item allows access to items which are eligible alternates or substitutes
for the selected order line item.
Line Notes
Line Notes must be accessed using Notes Maintenance. (see Notes)
Configuration Management
Configuration Management accesses the Configuration Management Systems
application.
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Drop Shipments
Drop Shipments can be accessed when the item and the customer allow drop
shipments and the Purchasing product is installed. Selecting the Drop Shipment
option accesses the Drop Shipment window and, if accepted, initiates a request to
Purchasing to ship the goods from the supplier to the customer. Drop Ship lines
are not eligible for processing through Pick Release, Pick Confirm, and Ship
Confirm.
Special Prices
Special Prices displays a window detailing the special price record for the current
order line.
Reprice Line
Reprice Line reprices the current order line. Reprice searches for eligible special
prices for this line, but does not automatically reprice with promotions.
Line Promotions
Line Promotions displays all eligible promotions for the current order line. Use
this option after making quantity changes to an existing line item.
Warehouse Inventory
Warehouse Inventory displays for the current order line all warehouses in which
the item is stored. This is useful when inventory is short and you want to ship
from a different warehouse.
Sales History
Sales History displays the items and quantities sold to this customer.
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Option Description
you to select which records display in the Customer
List window.
Item Accesses the Item Filters window that allows you to
select which records display in the Item List window.
Vendor Accesses the Vendor Filters window that allows you
to select which records display in the Vendor List
window.
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Order Entry
Option Description
Display Promotions Select this flag to display the Promotions
windows during order entry. BPCS uses this
option with the System Parameter values for
automatic assignment of promotions. BPCS
initially defaults to the system parameter.
The Batch Price option overrides this selection.
Batch Price Select this flag to price new orders interactively
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Option Description
or in batch after the order is accepted. The
default value is based on how it was set the last
time the program was used.
Overrides the Display Promotions option.
Return material authorizations and order classes
007 and 008 are always priced whether or not
this option is selected.
Internal Line Numbers Select this flag to display the ordered items with
the internal item number rather than the item
reference number (customer or alias).
Perform Quantity Edits Select this flag to allow editing of order
quantity.
Line Level Validation Controls the validation of order line data (if at
all), based on one of the following options:
None: BPCS does not perform line-level
validation as you enter data from one line to
the next.
Automatic: BPCS automatically validates
the order line when you exit it.
Manual with <Ctrl> key: You manually
activate line-level validation.
Validation Mode Select to process the records interactively or
parallel. Parallel validation uses the Data Queue
Manager to process the optimal number of jobs
at a time.
Post Mode Select to post orders interactively, in batch or
parallel. Parallel posting uses the Data Queue
Manager to process the optimal number of jobs
at a time.
Print Mode Select to print documents interactively or in
batch.
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Entering Orders
When you enter orders in BPCS Client/Server, you can enter new customer orders
as well as update or maintain existing orders. You can enter customer order
details, thus placing a demand for goods and soft allocations of stock in the
system. BPCS Order Entry produces order acknowledgments for those customers
who have the ASN Required option selected in the Customer Master file (RCM).
Customer order information includes:
Item and Quantity
Ordering Customer and Ship-to Customer/Ship-to Address
Order Type and Class
Cross Reference Purchase Order of the Customer
Request Date
Special Lines
Pricing
To quickly create an order, quote, or RMA, you can copy an existing order, quote,
or RMA from one customer and save it to the same customer or to another
customer. The copy functions include:
Copy Quotes
Copy Existing Orders
Copy Quotations and Reprice the Copied Quote
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ORD
Order
Entry
ORD ORD
Select
Quote Directory File New
Customer
Entry Window
ORD
RMA OK
Entry
ORD
Main Order
Window
• If copying, assign
File Save Copy As
a new number,
(optional) then save.
Files
Orders, • Verify default values.
Accept
Quotes, RMAs • Enter or edit info.
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Order Entry
Pre-Payment Invoice
r
Orde
y
Entr
Pre-Payment
Balance
Configurable Order
Management
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Order Numbering
Automatic order numbers are generated upon order creation. The number assigned
is the last order number used from the Order Entry System Parameters plus one.
Contract Orders
Orders are often generated from contracts drawn up based on bids made to
different customers. The contract identifier exists on the Order Header (ECH) and
Order Lines (ECL) to allow tracking and analysis of orders for contractual
agreements with the customer. The Order Header contract identifier prints on the
acknowledgment, the invoice, and the customer statements.
The contract number can be entered and maintained during Order Entry or
Maintenance. Orders created from quotes or return material authorizations have
the contract number copied. The contract number prints on the customer
statements. A contract value is also stored at line level. The header contract value
does not default to order lines.
Salespersons
In BPCS, a salesperson code is entered before any customer is set up in the
system. The salesperson code is used to describe either a salesperson or a sales
area. At least one salesperson must be defined in BPCS using Salesperson Master.
A commission code and BPCS base company are assigned to each salesperson.
Each customer is assigned a default salesperson. The salesperson code defaults
from the Ordering Customer during Order Entry. It is possible to override the
salesperson code at the order header and order line level. Two salespeople can be
assigned to the order header, and a third salesperson can be assigned to the order
line.
The salesperson code is retained on the sales history record and can be used for
analysis purposes either in Sales Performance Management (SPM) or Sales
History.
Inventory Activity
During Order Entry or Order Maintenance, customer service professionals are able
to perform inventory-related activities which support customer service and order
fulfillment.
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Order Entry
Inventory Allocations
Allocations are a reservation of inventory for either customer order or
manufacturing order requirements. As customer orders are taken and planning
programs plan the production, the requirements are accumulated at the
item/warehouse level. If the inventory is available, specific quantities within a
location can be marked as assigned to a customer order or shop order.
The Order Entry System Parameters control whether to require hard allocations.
If allocations are required, the specific assignment of inventory at the
lot/location/container level is required prior to shipping the order line.
Exceptions to this rule are eligible at the item, warehouse, or item/facility
level.
If allocations are not required, BPCS asks you for the specific
lot/location/container combination to be used for the inventory update.
A shipment “B” transaction is written in both cases: allocations required and
allocations not required. The following figure illustrates inventory allocations.
YES Allocations NO
Required?
Inventory
Lot/Location
Reduced from
Allocation
Allocation
Panel FORCED
Location
“B” Transaction
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ORD
Order
Entry
ORD
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Order Entry
Inventory Availability
Inventory Availability allows you to check the quantity of inventory available for
a particular item when a customer order is entered. BPCS calculates the item
availability by subtracting the stock committed to customer orders from the stock
on hand.
Stock availability can be accessed from Order Entry by selecting a line and taking
the ViewWarehouse Inventory option. Availability for the selected item is
displayed. As an example:
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Alternate Items
Alternate Items can be defined:
Globally
Customer-Specific
Customer Type-Specific
The item status code determines the automatic substitution of items. You define
the relative quantity, effective dates, and substitution priority for alternate items. If
more than one alternate item is specified for a primary item, BPCS substitutes
from the highest priority (1) to the lowest priority (9).
Once an item and quantity requested have been entered, you can select
ViewAlternate Items for the order line. If you set up alternates in Alternate Item
Maintenance and this customer allows item substitution, the alternates are
displayed with their relative quantity, quantity required, and quantity available.
Accessible from this window is a listing of other orders for each alternate to
account for outstanding requirements.
The following table illustrates the primary and alternate items relationship.
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Order Entry
Pick List
Customer
Invoice
EDI Shipping
Documents Documents
Order
Acknowledgment
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Reason
Transaction Code Desc.
B 01 Standard
02 Exchange
03 Promotional
Activity
B + 01 = MODEL 1
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Shipping Warehouse
The warehouse assigned to an order or order line is the ship-from point. It is used
for inventory availability check and must be allocatable. The shipping warehouse
defaults from the ordering customer to the order header and all order lines as
follows:
1. Ship-from warehouse assigned in Customer Item Cross Reference for the ship-
to customer.
2. Ship-to address of the Ship-to customer. The ship-from warehouse is optional
when creating or updating records using Address Master Maintenance.
3. If a ship-to record is not used or if a warehouse is not assigned to the ship-to
record, the Ship-to Customer Master is checked for a default warehouse. The
ship-to customer is created or updated using Customer Master.
4. If a ship-from warehouse is not found in the above two options, a warehouse
is not defaulted and must be entered. The warehouse for each order line can be
overridden to allow for shipment from any allocatable warehouse for any
customer order line.
The following figure illustrates shipping warehouse to the ship-to customer.
Shipping Warehouse
Ship-To Customer
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Ship-To Address
The ordering customer is assigned a Ship-to customer number on the Customer
Master. The Ship-to customer number can be the same as the ordering customer or
another customer. Multiple addresses can be created for the ship-to customer in
Address Master Maintenance. One address record can be defined as the default
ship-to address for the ship-to customer. The default can be overridden when an
order is entered, or another customer from the ordering customer’s structure can
be selected. A third option is to type the manual ship-to address for this order. The
manual entry must be used for one-time ship-to addresses not needed for other
orders. Currently, ship-to addresses can be defined for the order header, and all
lines use the header ship-to address. Shipping information from the ship-to record
can optionally be used to filter the generation of pick lists.
The figure illustrates Ship-to Address Assignment.
Custom er 102300
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Pricing Activity
The Pricing Activity within Order Entry only occurs if Batch Price is not selected
under OptionsUser Preferences. If Batch Price is selected, all pricing is done
automatically by Batch Price Maintenance.
The following figure illustrates the pricing activity.
User Preference
YES Batch NO
Price?
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Order Entry
Pricing occurs when you enter an item and quantity on a line in the grid box and
select VALIDATE. Order Entry determines the list price and applies a special
price discount if one exists, and if System Parameters Promotion Price Basis is set
for list price to be discounted by a Special Price. After the Promotion Price Basis
is calculated, eligible assigned promotions are applied to net the line price.
Pricing Hierarchy
The following figure illustrates the hierarchy between Promotion and Special
Prices at the line item level.
Order
Entry Yes No***
Promotion
Pricing?**
Promotion Special
Go to Price Basis Yes Prices
Total Order Yes Override uses a Special
Level Price?
Price?*
No Special
Prices Order Line
No Net Price
Promotion
Order Line Price Basis
List Price
Go to
Eligible Total Order
Promotions Level
Assigned
Update
Promotions
Work File
Confirm
Promotions Assigned
Work File Promotions
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*** Special Prices at line level are only searched if the Promotional Price
Basis indicates that Special Prices are used. After all pricing is done
Bracket Pricing is applied.
The order line list price is retrieved based on the Pricing Parameters list price
hierarchy. The promotional price basis determines if a list price or cost plus list
price should be retrieved. Once a list price is identified, the promotional pricing
flag at the customer is checked, if promotional pricing is not done.
The following figure illustrates the hierarchy between Promotions and Special
Prices at the total order level.
Continue from
1
Part 1 - Line Item
Qualified
Yes Total Order
No
Promotion?
Eligible
Promotions Special
Assigned Prices
Update
Promotions
Work File
Select/Confirm
Assigned END
Promotions
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Order Entry
If an order is eligible for promotions at the total order level, then special prices are
not searched. The conditions of the Promotional Price Basis only apply to line
level pricing.
To review or select promotions and special prices at the order line level, select the
line and:
ViewSpecial Prices to display special price information.
ViewReprice Line to call pricing logic to reprice the line.
ViewLine Promotions to display or select line promotions.
To review or select promotions and special prices at the total order level select:
OrderBracket Promotions to display or select Bracket Promotions.
OrderTotal Promotions to display or select total order promotions.
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x Exchange Rate
100
x 80
= 8000
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Order Entry
Special Lines
Special lines are optional and can be added as a special charge to an order or
quote. Special lines can also be used as line comments on quotes,
acknowledgments, and invoices. User-defined charge codes are set up through
Item Class Maintenance. Each special line must have an item class code used in
the charge code value in the grid box.
Special lines are created in Order Entry with a default drop flag selected. The drop
flag indicates that this line will be dropped after the first invoicing. In Customer
Document Release, the drop flag can be changed so that the special line is
repeated in subsequent invoicing for the order.
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Drop Shipments
You can define order lines for drop shipments during Order Entry. BPCS
automatically creates a Drop Ship Request to generate a purchase order. With the
customer order and the purchase order cross-referenced, you can maintain and
change the status of the Drop Ship Request. Upon vendor shipment confirmation,
the order line is ready for invoicing.
The following are the Drop Ship Type codes visible in Order Entry.
Drop Ship
Type Description
Type 0 Not Drop Ship order
Type 1 Drop Ship purchase order (PO) request
Type 2 Drop Ship PO created
Type 3 Change PO requested
Type 4 Last change confirmed
Type 5 Last change denied
Type 6 Cancel PO requested
Type 7 Cancel PO confirmed
Type 8 Cancel PO denied
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Acknowledgment Print
After an order is taken for a customer, many times it is necessary to print an
acknowledgment. This is an opportunity to verify with the customer the item
terms and agreements of the sale.
Printing of acknowledgments is initially determined during Order Entry based on
a flag on the order class. Acknowledgments can be printed for orders, quotes, or
RMAs.
Order acknowledgments print the item and quantities ordered per line in the items'
selling unit of measure. The order acknowledgments can also print item notes,
customer notes, order notes and order line notes, if defined to print on the
acknowledgment.
The same format for the order acknowledgment is used for Quote
acknowledgments and RMA acknowledgments.
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Order Inquiry
Order Inquiry allows review of open or completed orders by customer, customer
purchase order, salesperson, or item.
1. Select the Order Entry Inquiry icon from the Supply Chain Management
menu.
2. The program displays the Directory Window where you can choose your
customer or select OptionsFilters. For example, if you want an inquiry of
orders by salesperson, enter the salesperson number into the Salesperson field.
The filters narrow the data for the given argument.
3. Select your customer or order from the Directory Window or use FileNew
and go to the Main Order Window to view the inquiry information.
ORD
Order Entry
Inquiry
ORD
Directory Window
File Open
ORD
Select View Inquiry Info.
Customer OK
Main Order
Window
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Quote Entry
Quote Entry allows you to enter and maintain customer quotes as an optional first
step to creating a customer order. Quotes contain the same information as actual
customer orders, but most importantly, they contain the quoted price you have
given to your customer. If a manual price is not entered, Quotes use the same
pricing logic as Order Entry. The quotes are stored so they can be copied later to
actual orders. You can leave the quoted price on the new order or reprice the
order.
Quote Entry produces quote acknowledgments for those customers which have
the ASN Required option selected in the Customer Master file (RCM). Quote
acknowledgments print line item quantities for the items quoted in the selling unit
of measure. They also print item notes existing in the Notes file (ESN).
Customer quotes are stored in the Quote files, Quote Header (EQH), Quote Line
(EQL), and Quote Special Lines (EQS). Quote information remains on these files
until it is deleted through the Clear Quotes program. Entering a quote does not
affect inventory, accounts receivable, sales figures, or the configurable ledger.
Therefore, the system checks the credit during quote entry; however, if a quote is
copied to an order in Order Entry, the system checks the credit at that time.
Customer quotes do not affect demand until they are converted to orders.
Quotes can be used as master orders where similar order details are frequently
used by the customer.
RCM EQH
Customer Quote
Master Header
ORD
EST EQL
Address Quote
Master Quote Line
EQS
IIM Quote
Item Special
Master Lines
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Order Entry
ORD
Quote
ORD
Directory Window
ORD
File Save As
Main Quote
Window
ORD
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Quote Inquiry
Quote Inquiry allows you to view quotes by customer, customer purchase order,
salesperson, or item. Quote Inquiry functions act the same as Order Inquiry.
Select the Quote Inquiry icon from the Supply Chain Management menu. The
program first displays the Directory Window where you can choose your customer
or select OptionsFilters.
Select your customer or order from the Directory Window or use FileNew and
go to the Main Order Window to view the inquiry information.
ORD
Quote
Inquiry
ORD
Directory Window
File Open
Select
Customer OK ORD View Inquiry Info.
Main Order
Window
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Clear Quotes
The Clear Quotes program allows deletion of customer quotes which are no
longer necessary (for example, those which will not be converted into actual
orders). You can delete by quote date range, customer number range, quote order
number range, or a combination of the three. If the panel/window defaults are not
changed, all customer quotes are deleted. Caution should be used in choosing the
criteria for deletion.
This program can be run regularly if your quotes are effective for a limited period.
For example, if your quotes are good for 30 days, running this program with an
Upper Quote Date of 30 days ago deletes any quotes remaining in the system
which are older than 30 days.
BPCS automatically produces the Quote Delete listing, an audit trail listing the
quotes which were deleted.
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Order Reports
Open Orders reports can be printed in different ways:
By Customer Item X-Reference
By Customer
By Item/Date
By Salesperson
By Warehouse/Date
By Class/Item
By Planner
By Picker Number
By X-Reference Item
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Net price and list price totals appear only if the BPCS Multiple
Currencies product is listed as not installed (N) in System Parameters
Generation.
The quantity of items ordered and the quantity of items shipped are totaled by
item.
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