Enter Customer Order Header

Explanation

This activity is used to enter customer order headers. A customer order is built in two levels, consisting of an order header and one or several order lines. The first step in a new entry is to enter the customer order header. A customer order header can also be copied into a new order by selecting Duplicate in the Commands menu.

The order number is automatically assigned by the system when saving the header. However, you can manually enter an order number before saving the header. The system uses your coordinator group ID and the order number introduction specified on the Coordinators tab to produce the order number. The details of the site, and date and time of delivery appear automatically in the respective fields. You can change the site before saving if you are registered with several sites on the Sites per User window.

If there is a delivery time entered for the customer, this time will be entered as the default time. The date and time can be changed until the order is delivered. When you update this field, a dialog box is opened asking whether you also want to update the Wanted Delivery Date/Time for each order line. If any order line is invoiced the date on that line will not be updated.

When you enter a customer order for a new customer that has not yet been entered, it is possible to make a quick registration of the new customer using an existing customer as a template. When you use this method, customer information is automatically copied from the template customer to the new customer and additional information is entered in the Quick Customer Registration dialog box.

The order type, indicated at registration of the order, controls the order flow. The order type determines whether the events should be automatic or manual. You can define order types suitable for your particular customer order management. Order types are entered or modified in the Sales Basic Data/Order Types tab.

In addition there are more fields that can be entered in the order header e.g., the customer's purchase order number and reference, delivery and document address.

If the customer is credit-blocked, a message is displayed when saving the header.

The customer order header can be changed at any time. However, site, order type, and customer cannot be updated.

It is not possible to delivery-confirm a customer order created from a Distribution Order.
It is not possible to connect a staged billing template to a customer order header if Apply Cost of Goods Sold is set to At Delivery Confirmation.

Prerequisites

• The order type you intend to use must have been entered on the Sales Basic Data/Order Types tab. To facilitate the order entry, a default order type can be connected to the customer on the Customer/Order/Misc Customer Info tab.
• The coordinator must have a record on the Coordinators tab.
• The customer normally should have a record in the Customer window, unless you make a quick registration of a new customer.
• If you want to make a quick registration of a new customer, there must be a template customer to use when doing so. The Template Customer check box should be selected for those customers that are to be used as templates on the Customer/Order/General tab. A description must also be entered for the template of each customer.
• Normally, supply chain parameters should be defined for the supply chain relation. For external customers this can be done in the Site to Customer Supply Chain Parameters window, and for internal customers this can be done in the Site to Site Supply Chain Parameters window.
• If you want to select the Delay Cost of Goods Sold at Delivery Confirmation check box, the Delay Cost of Goods Sold at Delivery Confirmation check box on the Company/Distribution/Order tab must have been selected.

System Effects

• As a result of this activity, a customer order header is created. When the order header is entered it receives the status Planned. If the customer is entered as a quick registered customer, a new customer record will be created. The Quick Registered Customer check box in Customer/Order/General and Customers for this customer will automatically be selected.
• When updating the Wanted Delivery Date/Time field, a dialog box is opened. If Yes is chosen in the dialog box, the wanted delivery date/time for each order line will also be updated. If any order line is invoiced, the date on that line will not be updated. If date is changed on an order line with pegged supply orders, the replication dialog box will appear in order to replicate the changes to the pegged supply order.
• Delivery information is first retrieved from a customer agreement, second from the supply chain relations, and third from the customer record. New order lines to be delivered from the site in the header will get this delivery information by default as long as the deliver-from supplier is not entered in the Delivery Information tab. If the deliver-from supplier is entered new lines with a direct delivery from the same supplier will get this delivery information by default.
• The customer's default addresses will be defaulted to the new customer order. When order lines are added they will get this delivery address. When the delivery address is changed, a question message will be displayed. Existing order lines with matching delivery address will be updated with the delivery address of the header, if the user selects Yes, regardless of the setting on the Default Info check box. If the user selects No, only lines with the Default Info check box selected, will be updated with the delivery address of the header. In the case where the order line has the supply code Internal Purchase Direct or Purchase Direct and a pegged purchase order is created, and the line's Default Info is selected, the Replication dialog box is displayed with options for replicating the changes to the pegged purchase order and sending a change request. If the line's Default Info is not selected, changes will be replicated to the pegged purchase order and a change request will be sent, without displaying the Replication dialog box.

• If order has lines pegged to purchase orders and the Customer's PO No or Reference fields are changed, the replication dialog box might appear in order to replicate the changes to the pegged purchase order and send a change request. The detailed description for when these fields are replicated can be found in About EDI/MHS Messages.
• When duplicating a previous order, only the information in the header, excluding the document text, will be copied into the newly created order. All information in the new entry can be updated until it is saved.
• If the Confirm Deliveries check box is selected, all order lines require delivery confirmation.
• If both the Confirm Deliveries and Delay Cost of Sold Goods to Delivery Confirmation check boxes are selected, the cost of goods sold will be posted at delivery confirmation. 
• If the Check Sales Group Setting check box is selected, only parts with a sales group that has either Not Allowed or Optional status will be added to the order.
• If both the Confirm Deliveries and Check Sales Group Setting check boxes are selected, only parts with a sales group that has either Required or Optional status will be added to the order.
• If your customer is Jinsui enabled the Jinsui Invoice check box on the Customer Order/Misc Order Info tab will become automatically selected upon saving the customer order header record. This means that when you enter customer order lines, the Gross Total value of a given line cannot exceed the maximum amount for Jinsui invoices (specified on the Company/Invoice/Jinsui Invoice Information tab).

Window

Customer Order

Related Window Descriptions

Customer Order
Quick Customer Registration

Procedure

To enter a customer order header for a previously entered customer:

1. Select New.
2. Optionally, you can enter a customer order number.
3. Either enter the short name or number of the customer or search for it by using the List of Values.
4. The details of the site, and date and time of delivery appear automatically in the respective fields. You can change the site before saving, if you are registered with several sites.
5. If a default coordinator is connected to your user, the coordinator appears automatically. If this is not so, enter the coordinator. You can either enter the short code or search for it by using the List of Values.
6. If a default customer order type exists for the customer, the order type appears automatically. If this is not so, enter the order type. You can either enter the short code or search for it by using the List of Values.
7. The currency the customer normally uses appears automatically. You can change the currency code if necessary.
   Note: If you want to create Jinsui Invoices for a Jinsui-enabled customer, the currency should be same as the accounting currency of the company.
8. Save when completed.

To enter a customer order header for a new customer that has not been registered:

1. Select New.
2. Optionally, you can enter a customer order number.
3. Choose Quick Customer Registration in the Operations menu. The Quick Customer Registration dialog box opens.
4. In the Template Customer ID field, enter the ID of the customer that you want to use as a template. You can enter the ID manually or click List to choose the ID from the List of Values.
5. Enter the details in the Customer ID, New Customer Name, Association No, and Address fields.
6. Click OK to exit the Quick Customer Registration dialog box. The Quick Registered Customer check box on the Customer/Order/General tab and the Customers  window for this customer will automatically be selected.
7. The details for the site, and date and time of delivery appear automatically in the respective fields. You can change the site before saving, if you are registered with several sites.
8. If a default coordinator is connected to your user, the coordinator appears automatically. If this not so, enter the coordinator. You can either enter the short code or search for it by using the List of Values.
9. If a default customer order type exists for the customer, the order type appears automatically. If this not so, enter the order type. You can either enter the short code or search for it by using the List of Values.
10. The currency the customer normally uses appears automatically. You can change the currency code if necessary.
11. Save when completed.