BPCS Shop Order

Order Entry
Order Entry..................................................................................................................1 List of Figures..........................................................................................................1 List of Tables...........................................................................................................1 Objectives...........................................................................................................3 Order Line Detail........................................................................................12 Selecting Display Filters.............................................................................29 Country of Ultimate Destination................................................................46 Customer Item X-Reference Listing................................................................61 Open Orders by Customer................................................................................62
List of Figures List of Tables
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Supply Chain ManagementStudent Guide
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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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Order Entry in the Work Flow

BPCS Client/Server provides a number of products to help you manage order processing, order fulfillment, and order deployment in your organization.
For order processing functions, you use the BPCS Order Entry and Billing
products to enter customer orders and send invoices.
The BPCS Outbound Logistics Management product allows you to manage

order fulfillment, including load planning and shipments and releasing orders for picking.
Using the BPCS Warehouse Management product, you can manage the order
deployment phase, confirming the picks and dispatching the load and shipments. The following figure illustrates the flow of events in Order Processing:
Work Flow Events

Customer Service & Administration Outbound Logistics Management
Order Processing Order Entry Invoice Customer Order Fulfillment Plan Loads and Shipments Release Loads and Shipments Release Order for Picking Order Deployment Confirm Picks Dispatch Loads and Shipments
C u s t o m e r s
Materials & Warehouse Management
Figure 8 - : Order Processing Work Flow (slide)
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Order Entry
Order Processing Cycle

The following figure illustrates the different stages of the order cycle, from Order Entry through the Invoicing event, using a Regular Order type with an order class 004 or 005.
Quote Entry (Optional) Order Entry Batch Pricing
Build Loads with OLM Pickable Order Report Order Exception Report Update Sales History A/R Update Sales Ledger Post
Acknowledgment
Load Control Center Stock Allocation Batch/On-line Pick Release
Pick Slip
Customer Document Release
Ship Confirm (Optional if no OLM) Bill of Lading Packing List
Pick Confirm
Inventory Issue and File Updates
Figure 8 - : Order Processing Cycle (slide) Order Entry and Pricing The preceding example illustrates one of the many possible methods of processing large groups of customer orders. Quote Entry is an optional first step. The Quote does not affect customer credit checking, the planning process, or picking and shipping until it is copied to a customer order. 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.
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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. Inventory Update and Shipping Completed pick slips can be used in the Pick Confirm event to confirm by pick slip number. The actual quantities picked are verified and used for the pick confirmation quantity. The pick confirmation quantity becomes the issued quantity when the confirmation is accepted. All inventory updates occur at this point. The order is now shipped, Ready for Ship Confirm. If loads do not exist, and the order class contains a Ship Confirm event, loads are built by Pick Confirm. Ship Confirm is an optional event used for generating shipping documents. 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
Order Processing Files

The following figure illustrates the primary files used and updated during the sales order cycle, from entry through invoicing.
RCM EST IIM
Customer Master
Order/Quote/RMA Acknowledgment Print
Address Master
Item Master
ECH
Order Header
ECL
Order Entry
Order Line
ECS
Special Line
ELA
IPP
Lot/Location Allocations
Update Sales History Sales Ledger Post Invoices Created
Stock Allocation Batch/On-line Customer Document Release
Pick Release
Pick List
Ship Confirm
(Optional)
BBH BBL
Pick Confirm
ITH
Billing Release
Billing Rel Line
Transaction History
Figure 8 - : Order Processing Files (slide) The primary files that default information to the customer order header are the Customer Master (RCM) and the Address Master (EST), which contain details for customer ship-to addresses. The customer order line details default primarily from the Item Master file (IIM). When you accept the customer order, BPCS updates the Customer Order Header (ECH), the Customer Order Line (ECL) and the Customer Order Special Line (ECS) files. When BPCS creates a hard allocation, allocation records are stored in the Lot/Location Allocation file (ELA). A hard allocation is a commitment of specific quantities of inventory for an order in an identified location, lot, and container. For each order line released for picking, corresponding records are created in the Pick List (IPP) file. The IPP is used to print pick slips and confirm quantities in the Pick Confirm event.
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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
A Tour of BPCS Client/Server Order Entry

BPCS Client/Server Order Entry applications use icons on the workstation desktop to access the user interface. The available icons are Order Entry/Inquiry, Quote Entry/Inquiry, and Return Material Authorization (RMA) Entry/Inquiry.
Order Entry
Order Inquiry
RMA Entry
RMA Inquiry
Quote Entry
Quote Inquiry
Figure 8 - : BPCS Client/Server Order Entry Application Icons (slide)
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Using The Main Entry Window

The main order entry window in BPCS Client/Server allows you to maintain all order types, including quotes and RMAs. BPCS groups order header information by functional purpose and allows you to maintain the information on several windows. You can enter or maintain selected portions of order header information from the main order window. You can access the other order information windows from the main order window using the available drop-down menus and options. The functional areas are defined by the type of information viewed, entered, or maintained.
Figure 8 - : Order Entry Main Window (slide) The main order window displays after you select a customer. BPCS displays customer information that defaults from the Customer Master.
When you maintain an existing order, the window displays information from
the order files.
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:
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Order Entry

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.
Description
Options on the main order window include:

Option
Customer Record Number
The selected sold-to customer name and number. The order number of the selected record. It displays in the title bar of the Order window. If you are creating an order, BPCS displays the next available number, derived from the System Parameters (ZPA) file. The customer purchase order number. A purchase order may be required based on the Customer Master (RCM) record for this sold-to customer. The order warehouse code. You must be authorized to this warehouse to input a value and attach it to an order. Used with document sequencing during the issue of credits or debits. The internal document number for this order. You must input a value if the accounts receivable customer requires cash-with-order processing. The date shipment is requested for the order. This date is used by order picking, and MRP for planning purposes. It is the default request date for the line items on the order. The time the shipment was requested for delivery. This allows for precise order picking based on time. The order picking process uses this time, as does Material Requirements Planning for planning and projection purposes. The date the order was booked. BPCS defaults this date to the line book date and
Customer PO
Warehouse (required) Document Prefix Document Number
Request Date
Request Time
Booking Date
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Option
Description
uses it to retrieve prices. Order Type The order type code associated with this order. The order type code specifies which files from Inventory, Accounts Receivable and Sales are updated with the order information. The order class associated with the order type. The total item quantities for all of the lines on this order. The total monetary charge for all of the lines on this order.
Order Class Quantity Amount
Order Line Detail

The Order Line Detail (grid) allows you to create, maintain, and delete order lines. The grid allows you to size, sequence and hide entered information. The following figure shows an Order Line Detail grid. Only the first four columns are displayed.
Figure 8 - : Order Entry Order Line Detail Grid (slide) Options in the Order Line Detail include:
Option Description
Item
If you are creating an order, input or select the ordered item number. If your setup the user preferences to external items, BPCS allows you to input your customers item number. If your user preferences are set to internal items, BPCS only displays your item number. Leave this option blank to input a special charge line. Items cannot be maintained if:
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Order Entry
Option
Description
The item is a planning bill component The order line is shipped Allocations exist for this order line The order line is a drop ship order line Promotions exist for this item
Description Regular lines: BPCS displays the item description from the Item Master (IIM) file. If you change the item description here, BPCS does not change the default description in Item Master Maintenance. BPCS stores the first 30 characters of the entry. Special lines: Input any description or comment for use as a special line. BPCS saves and prints all 50 characters. Special Lines on Orders : The description of the special line has two meanings depending on the entries in the Charge Code and Extended Amount options: No amount entered = Use this option for extra text for the order. Amount is entered = Use this option as a description of the amount (charge). The amount cancan be added later during Invoice Release. Quantity Ordered Input the ordered quantity of the item in the selling or alternate unit of measure. The ordered quantity cannot be reduced below the shipped quantity. If you change the existing quantity of an order line that uses special pricing or promotions and deals, you must reprice the order line. The special price or promotion qualifications may change due to the change in quantity. If you change the Quantity Ordered option (with automatic assignment of promotions selected for the order line), you must manually reassign promotions
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Option
Description
for that line and at the total order level.
If you add new lines to an existing order with 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.
If you enter zero (0), or use the SPACE key for

this option, BPCS assumes you are overriding the price to zero (0) and the system does not retrieve a price.
Assortment PricingBPCS performs assortment

pricing at the component level only. Special pricing and promotions and deals discounts apply only at the component level. BPCS calculates tax at the component level only.
Feature and Option PricingBPCS performs

Features and Options pricing at the Parent level. If the Invoice option at the component level requires pricing, the list price of the component rolls up to the parent level. Any special pricing and promotions set up at the parent level are applied. Kit PricingBPCS performs kit pricing at the parent level. BPCS ignores the invoice option at the component level. Any special pricing and promotions set up at the parent level are applied. BPCS calculates tax at the parent level only.
Extended Amount
Regular lines: The extended amount
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Order Entry
Option
Description
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 UM (Unit of Measure) BPCS indicates the amount of inventory soft allocated for the highlighted order line. The selling unit of measure for this item. If left blank, 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. 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.
Drop Line
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Option
Description
The order backorder code overrides the drop code

entered for an order line. Drop codes are intended for use on special lines and orders with backorder codes of 0. Group Code A user-defined code to group two or more order lines to ensure they ship together, enter a user-defined code. Order lines must be from the same warehouse and cannot be drop ship lines. You must synchronize scheduled ship dates. If you group assortment order lines, BPCS applies the group code to the assortment components. The request date and time for this order line. The request date for this line item defaults from the order header. The booking date and time for the order line. The book date for this line defaults from the order header. BPCS uses this date to qualify list prices, special prices, and promotions. The charge code (item class) if this is a special line. This charge code must be a valid item class. You can maintain item class codes in Item Class Maintenance. For a special line used as an additional description or other text type option, leave Extended Amount blank. The date and time when this order line is to be available.
Request Date Request Time Price Book Date / Time
Charge
Schedule Date / Time
For resupply order (Type 9) only, BPCS displays

the scheduled receipt date on this window. User 1 Date / Time BPCS displays the headings for the additional order date and time options you
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Order Entry
Option
Description
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 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. The inventory reason code for this transaction. The selection determines the update to inventory accounts in the Configurable Ledger. The first user-defined reason code for this transaction. BPCS validates the code using the B transaction effect. The second user-defined reason code for this transaction. BPCS validates the code using the B transaction effect. The third user-defined reason code for this transaction. BPCS validates the code using the B transaction effect. 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 customers 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 items default tax code from the Item Master file. If none exists there, BPCS retrieves the default item tax code established in Tax System Parameters. The tax-only code. BPCS bases the tax calculation on the List Price unless you input the Tax Basis. Tax only option is not
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Inventory Reason Code
User 1 Reason Code/Customer Reason Code User 2 Reason Code User 3 Reason Code Tax Code
Tax Only
Option
Description
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 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. 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. 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. The destination of the order line. If this order originated from a contract agreement between your company and the customer, input the contract number. The customers RMS contract line number for the given order. The number that identifies the Release from which the order line originated before its release-to-order conversion.
Salesperson
Commission Code
Destination Contract
Contract Line Release Number
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Order Entry
Option
Description
Means of Transportation
The code that represents the means of transportation to ship the order Maintain the codes in the Transportation Means table if Outbound Logistics Management is installed, or the Code master table if not). The Kanban number associated with the order line. The Inbound Delivery number for the order line. The ID of the Receiving Dock for the order line. 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 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) 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
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Kanban Number Inbound Delivery Number Dock Net Price Source
List Price Source
Option
Description
10 11 12 13 Margin Hold
Cost-Plus List Price. Multi-Currency List Price List Price not Found Copied from Invoice Price - Promotions Attached (for RMAs)
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 BPCS displays the calculated order line margin percent.
Margin Percent
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Order Entry
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 View Menu

The View Menu commands are used to display order header and line details, and their related actions. The first three View selections, Orders, RMAs, and Quotes, display a listing of open orders, quotes, RMAs. These selections allow you to create or maintain other orders, RMAs, or quotes. If the order application is active, only orders can be created or maintained. If the RMA application is active, only RMAs can be created or maintained. The other selections are windows related to the order being created or maintained in the current window. The following figure illustrates the View Menu options:
Figure 8 - : Order Entry View Menu (slide)
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Order Entry
Order Entry View Menu Order

The Order Menu commands open additional windows allowing you to maintain order header information. The following figure illustrates the View Menu Order options:
Figure 8 - : View Menu Orders (slide) Tax, Currency, and Payments Tax, Currency, and Payments displays tax and registration information for this customer. The currency defaults from the customer, which can be overridden. At the time the order is created, the current exchange rate is retrieved. MultipleCurrency Parameters determine whether the exchange rate for an invoice is set at Order Entry or during Billing. Bank and payment types are entered on this window. Pricing, Sales and Commissions Pricing, Sales, and Commissions provides visibility and access to Pricing Customer and Region, Promotions Customer and Region, promotions allowed, margin hold value, calculated margin percent, Sales History Customer and primary and split salespersons.
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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 and Financial Billing and Financial displays the Accounts Receivable Customer, the Invoice-to Customer, terms code, document prefix (if used), and the financial reason code. The financial reason codes are modeled in financial set up. When processed, the reason codes determine the ledger effects based on the model. The valuation date in Billing and Financial defaults to the system date when the order is entered and is used in billing for recognizing revenue and calculating the invoice due date. Also visible are the credit, customer and user hold values. The predefined values and their meanings are: 00 - Not on hold 01 - On hold 98 - Line released from hold using Order Hold Mass Release. 99 - Released using Order Hold Manual Release 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. 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.
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Order Entry
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.
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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Order Entry View Menu Line

The Line Menu commands open additional windows allowing you to maintain line information. The following figure illustrates the ViewLine Menu options:
Figure 8 - : View MenuLine (slide) 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) Available to Promise (ATP) For a selected order line that has not been changed since validation, you can calculate an ATP request date. Features and Options Features and Options allows selection of components for features and options (or FAS) items (item type 5), or selected components for Assortments (item type 3). Configuration Management Configuration Management accesses the Configuration Management Systems application. 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.
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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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Order Entry
Order Entry Options Menu

The Order Entry Options Menu filters the record types to search and allows you to customize the window display according to user preferences. The following figure illustrates the Options Menu options:
Figure 8 - : Order Entry Options Menu (slide)
Selecting Display Filters

The Filters menu option gives you four additional options to select how records display in the main order window. In any of the search fields, you can use the wildcard character (asterisk, *) for record selection. The Filter options are:
Option Description
Directory
Accesses the Directory Filters window that allows you to select which records display in the Orders window. Accesses the Customer Filters window that allows you to select which records display
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Customer
Option
Description
in the Customer List window. Item Accesses the Item Filters window that allows you to select which records display in the Item List window. Accesses the Vendor Filters window that allows you to select which records display in the Vendor List window.
Vendor
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Order Entry
Setting Order Entry User Preferences

BPCS Client/Server allows you to specify how you want to work with Order Entry. Once you set these preferences, they become the defaults for your workstation. You can set User Preferences by selecting the Options menu then the User Preferences option.
Figure 8 - : Order Entry User Preferences Window (slide) The User-Preferences options are:
Option Description
Display Promotions
Batch Price
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. Select this flag to price new orders interactively or in batch after the order is accepted. The default value is based on how it was set the last
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Option
Description
Internal Line Numbers
Perform Quantity Edits Line Level Validation
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. Select this flag to display the ordered items with the internal item number rather than the item reference number (customer or alias). Select this flag to allow editing of order quantity. 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.
Validation Mode
Post Mode
Print Mode
Manual with <Ctrl> key: You manually activate line-level validation. 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. 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. Select to print documents interactively or in batch.
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Order Entry
Available to Promise Options

The Available to Promise (ATP) window provides options that enable you to control how BPCS calculates ATP dates.
Figure 8 - : Order Entry Available to Promise Window (slide) , ,.

Option Description
Use ATP Date
Controls how BPCS uses the ATP date based on the following options: Always: BPCS uses the ATP date on the order instead of the request date. When Later Than Requested Date: BPCS uses the ATP date only if its after the request date.
Perform ATP Date Calculations
Never: BPCS always uses the request date for order entry Controls how BPCS calculates the ATP date based on the following options: During Validation: BPCS calculates the ATP date during order or order line validation. Upon Request: BPCS calculates the ATP date only when you select an ATP menu option. Never: BPCS never calculates the ATP date.
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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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Order Entry
Creating and Maintaining Order, Quote, or RMA Records

To begin the Entry process, select the appropriate icon for Order Entry, Quote Entry or RMA Entry. Not all icons are appropriate for all order classes. 1. Click the icon for the type of record you want to create, maintain, or copy: Order, Quote, or RMA (return). 2. The Directory Window can display a range of existing records. For example, if you clicked the Order icon, the Directory window displays a range of orders currently in the system. 3. In the Directory Window choose New from the File Menu to create a new record; choose Open to maintain an existing one; or choose Copy to copy a record. 4. Input or select the customer number and click OK. 5. The Main Order Window appears with the next available order (quote, or RMA) number. 6. Input the information on the Main Order Window. 7. If you copy a record, you must assign a new order (quote, or RMA) number to make the copied record unique, then click Save Copy As on the File menu to give the record a new name. 8. Click ACCEPT to add the order to the file.
ORD
Order Entry
ORD
ORD
Quote Entry
ORD
Directory Window
File
New
Select Customer
RMA Entry
OK
ORD
Main Order Window

If copying, assign a new number, then save. Verify default values. Enter or edit info.
File Files
Orders, Quotes, RMAs
Save Copy As (optional)
Accept
Figure 8 - : Creating, Maintaining, or Copying Records (slide)
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Special Order Entry Features

The following are special features available with Order Entry. Cash with Order Processing You can require from a customer advance payment before an order can be processed. BPCS creates an invoice in Accounts Receivable as unapplied cash. When the order is created, the invoice will be referenced to offset the prepayment. The Billing program creates invoice Accounts Receivable detail records against the payment record that was created. The amount remaining on the payment record is adjusted. The Accounts Receivable terms that default from the Accounts Receivable customer code determine if the order is a cash with order sale. If the order terms code has a cash-with-order flag of yes, you must enter an invoice number to offset the sale. The invoice is validated against the Accounts Receivable Detail file (RAR). If there is not enough of the payment balance to cover the order, an error message displays. The error message indicates the discrepancy between the order amount and prepayment amount remaining. When invoicing creates the invoice and updates the Accounts Receivable file, it offsets the payment with the invoice (similar to credit/debit memo processing). There is no limit to the number of orders that can be applied to one prepayment if sufficient balance remains (as long as the prepayment record remains active).
Pre-Payment Invoice
r Orde y Entr
Configurable Order Management
Pre-Payment Balance
Figure 8 - : Cash with Order Processing (slide) 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.
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Order Entry
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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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 Required?
NO
Auto Allocation Attempted

ELA Records are Required
Auto Allocation not Performed

ELA Records are not Required
YES
Upon Confirm Event, is Inventory Allocated?
NO
Inventory Reduced from Allocation Location
Lot/Location Allocation Panel FORCED
B Transaction
Figure 8 - : Inventory Allocations (slide) Warehouse Allocation - Soft Allocation Warehouse allocation is a soft allocation or a visible requirement placed against a warehouse. All customer orders cause soft allocations against the warehouse assigned on the customer order line.
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Order Entry
Lot/Location/Container - Hard Allocation Lot/location/container allocation is a hard allocation of inventory to a specific customer order line from an assigned combination of warehouse location, lot, and container. Hard allocation can be performed when an order line is active and select the ViewAllocate - Confirm option.
ORD
Order Entry
ORD
Directory Window
File
New
ORD
Select Order Type 1
Select Line
Main Order Window View Accept Line

ORD
Alloc/Conf
Allocate / Confirm
Enter Quantity to Allocate
Figure 8 - : Allocatable Order Example (slide) Allocate/Confirm WindowAllocate inventory, or confirm inventory when allocations are not required. Allocations allow you to assign inventory for this line at the lot/location level. Inventory Confirmation allows selection of lots and locations to confirm quantity shipped.
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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:
Warehouse Description Allocate Available On-Hand
NY NZ GE
New York Warehouse New Zealand Warehouse Berlin Germany Warehouse
Y Y Y
0.000 429.000 -50.000
0.000 3,000.000 0.000
Table 8 - : Warehouse Availability (slide) Warehouses are displayed if an Item/Warehouse Inventory (IWI) record exists for the item in a given warehouse. This record is created when an item is put into stock in a given warehouse, when demand is created for the item in the warehouse, or if a forced or default location is created in a warehouse for the item. The quantities displayed are in the stocking unit of measure. Any warehouse can be selected, and upon clicking OK the selected warehouse returns to the customer order line. This allows you to change the warehouse for a given order line based on item availability in each warehouse.
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Order Entry
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.
Primary Alternate Relative Quantity
Item A (500 per package) Item C (10 kg per carton)
Item B (50 per package) Item D (10 k per carton)
10 2.2
Table 8 - : Alternate Item Example (slide) Automatic substitution is performed by Order Entry based on the item status code assigned to the primary item. The following table identifies reserved item status codes.
Reserved Item Status Code Definition
1 2 3
Always perform item substitution. Perform item substitution only if insufficient stock of primary item. Perform item substitution only if sufficient stock of alternate item. Table 8 - : Reserved Item Status Codes (slide)
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Customer Item Cross Reference

Customer Item X(cross)-Reference establishes a cross reference relationship between an external or customer item number and your internal item number. Customer orders are processed using either the customer item number or your internal item number. Cross Reference records use the Item Cross Reference Customer or the Sold-to Customers Master record. The customer description for the item and the print instructions can be specified. The customer item number and item description can be printed on various documents, such as order acknowledgments, pick lists, shipping documents, and customer invoices.
BPCS Item Number 4831
Customer Item X-Reference Number 12345
The Customer Item Number and Description can be Printed on:
Pick List Customer Invoice EDI Documents Shipping Documents
Order Acknowledgment
Figure 8 - : Customer Item Cross Reference (slide)
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Order Entry
Inventory Reason Codes

Inventory Reason Code defaults to the order line from the order header, but can be overridden. The reason code in combination with the shipment from inventory transaction determine the posting to the configurable ledger. The following figure illustrates Inventory Reason Codes.
Transaction B
Reason Code Desc. 01 Standard 02 Exchange 03 Promotional Activity
B + 02 = MODEL 2 B + 03 = MODEL 3
Figure 8 - : Inventory Reason Codes (slide) The combination of inventory transaction and inventory reason code is set up in Configurable Enterprise Accounting (CEA) to point to a model which determines the accounts posted. Reason Codes are created for transaction effect codes in Reason Code Maintenance.
Config u Ledge rable r
B + 01 = MODEL 1
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Request, Schedule Dates, and Price Book Dates

Request, Schedule, and Price Book Dates are the primary dates associated with an open order. These order header dates default from the system date unless overridden. Order header dates default to all new lines and can be overridden at the line item level. The order Request Date is used:
As the due date (ship date) of a customer order by planning tools, Master
Production Scheduling (MPS), Material Requirements Planning (MRP) and Distribution Resource Planning (DRP),
For staging of picker release function. For determining allocation priority.

The Price Book or Booking Date (or) is used to determine pricing. The Schedule Date use is user-defined, but is significant during the tracking of Return Material Authorizations (RMA). You can specify two additional dates at the order header or order line level or both. Use the Order Entry System Parameters Generation to define option text. The following table illustrates various dates and their impact within the system.
Request Date Booking Date Schedule Date User-Defined Date 1 and 2
Order Header Default Order Line Default Override Drives Planning User Defined System Parameters Generation
From System From Header From Header Date Request Date Request Date From Header From Request Date Booking Date Yes Yes No No Yes No No No From Header Schedule Date Yes No Yes No
No Defaults
No Defaults
Yes No Yes Yes
Table 8 - : Request and Schedule Dates (slide)
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Order Entry
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 shipto 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
Figure 8 - : Shipping Warehouse (slide)
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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 customers 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.
Customer 102300
Ship-To Customer 102301
Ship-To 1
Ship-To 2
Ship-To 3
Figure 8 - : Ship-to Address Assignment (slide)
Country of Ultimate Destination

You are able to specify the country of ultimate shipping destination for the purpose of tracking shipments. The tracking of shipments is required to ensure international trade compliance.
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Order Entry
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 Price?
NO
All Pricing done by Batch Price Maintenance
Pricing activity performed interactively during Order Entry
Figure 8 - : Pricing Activity (slide) When pricing is done in Order Entry, pricing characteristics default from the ordering customer, pricing customer, and promotion customer.
At the pricing customer level, you can specify whether to apply promotion
pricing to this customer orders.
Also at the pricing customer level, you specify whether to calculate margins. The Promotions, Deals, and Pricing System Parameters Generation determines
whether promotions are assigned automatically or displayed at Order Entry.
If pricing is automatic, then the order line is priced according to the effective
promotions.
If pricing is not automatic, after the line is entered a window/panel of

qualifying promotions is displayed. You can assign the promotions.
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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
Promotion Price Basis uses a Special Price?
Promotion Pricing?**
No*** Special Prices
Go to Total Order Level
Yes Override Price?* No Order Line List Price
Yes
No Promotion Price Basis

Eligible Promotions Assigned Update Promotions Work File
Special Prices
Order Line Net Price
Go to Total Order Level
Promotions Work File
Confirm Assigned Promotions
Figure 8 - : Pricing Hierarchy Part 1 - Line Item (slide)
* A manually entered price is eligible for discount by bracket promotions. ** Promotional Pricing is applied if the sold-to customer allows it. This can be overridden at the order level. *** 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.
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Order Entry
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 Part 1 - Line Item
1
Yes
Qualified Total Order Promotion?
No
Special Prices
Eligible Promotions Assigned
Update Promotions Work File
Promotions Work File
Order Total Discount
Select/Confirm Assigned Promotions
END
Figure 8 - : Pricing Hierarchy Part 2 - Total Order Level (slide) 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.
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OrderTotal Promotions to display or select total order promotions.
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Order Entry
Foreign Currency Selling Price

If the Multiple Currency product is installed, BPCS supports currency price lists which can be overridden at the order line level. 1. Manual overrides must be entered as the foreign currency amount. 2. If there is no manual override, then BPCS looks for currency pricing from the Special Pricing file (ESP). 3. If there is no currency list price then the system multiplies the domestic list price by the exchange rate to produce a price as a final default.
If no currency list price, multiply the domestic list price by the exchange rate to produce the final default price.
Domestic List Price x = Exchange Rate Foreign Currency Selling Price 100 80 8000
x =
Figure 8 - : Foreign Currency Selling Price (slide) 4. Only promotions and special prices created in the customers currency (foreign) are eligible to be applied to the order or order line.
All currencies including base currency must be set up in Configurable Enterprise Accounting (CEA) before they can be assigned.
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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. Special Line Used for Charges Special lines used for charges can display or print a description, charge code, and extended amount, if known at order entry. The amount can be added at the time of invoicing. For example, special charges for customer orders are defined in Item Class Maintenance and can represent:
Handling charges Special or overnight delivery charges Processing fees Other fees or surcharges Credits Discounts
Special Line Used for Comments Special lines used for comments are entered with a description and charge code, but without an extended amount. For example:
Thank you for your order Packing slip enclosed Read special assembly instructions
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Order Entry
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 Type 1 Type 2 Type 3 Type 4 Type 5 Type 6 Type 7 Type 8
Not Drop Ship order Drop Ship purchase order (PO) request Drop Ship PO created Change PO requested Last change confirmed Last change denied Cancel PO requested Cancel PO confirmed Cancel PO denied Table 8 - : Drop Shipment Order Types (slide)
Drop shipment requests are not valid for RMA lines, resupply order lines, resupply orders, or orders that do not require the Pick Confirm event. Pick Release, Pick Confirm, and Ship Confirm events are not eligible for drop ship processing.
Configurable Order Management performs soft allocations for drop shipments to allow MPS/MRP to net customer order drop ship demand against open Purchase Orders. Drop Ship Confirmation removes soft allocations. Hard allocations are not allowed for drop ship items.
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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.
You can print the following information on the acknowledgments:
NotesThere are several levels of notes to print on the acknowledgment.

Those are Customer, Ship-To, Item, Order, and Order Line and Promotion notes. Printing of notes is determined by the print flags on the individual note records.
TaxesTax information prints on the acknowledgment for individual lines

having a tax rate code. The tax summary prints at the bottom of the acknowledgment.
PromotionsIf Promotions, Deals. and Pricing is installed, promotion master

information and promotion notes print on the acknowledgment based on flags in system parameters.
Item Cross References (EIX)Item x-refs print based on the print flags
found on the Cross Reference records created.
Special LinesSpecial lines print on the acknowledgment based on the Order

Entry System Parameters.
Registration InformationCompany and customer registration (EC VAT)

numbers can be printed on the acknowledgment if specified in the Customer Master of the ordering customer.
Resupply OrdersResupply orders print just like regular orders with a

Resupply Order Acknowledgment title.
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Order Entry
Country of Ultimate DestinationCountry of ultimate destination prints

only on the order acknowledgment.
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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 Customer
OK
View Inquiry Info.
Main Order Window
Figure 8 - : Order Entry Inquiry (slide) In Order Inquiry, you can:
Create a new Order for an existing customer. Maintain an existing open Order. View open customer Orders. View and maintain customer notes. View and select customer names View and select ship-to locations.
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Order Entry
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.
Customer Master
RCM
Quote Header
EQH
ORD
Address Master
EST
Quote
EQS
Quote Line
EQL
Item Master
IIM
Quote Special Lines
Figure 8 - : Quote Files (slide)
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Customer Quote Example Quote Entry is quite similar to Order Entry. The following examples are quote activities frequently used.
Request Dates QuoteQuotes can be used as a standing order with specific

ship dates. The quote can be copied to an order with all dates, or copy and only certain dates are accepted. Dates far out in the future can be deleted and the quote copied again at another time.
Turn a Quote into an OrderA one-time quote can be created and copied
to an order upon request from the customer. Quotes are converted to actual orders using FileSave As. You must change the order class to be something other than 006 (quote class). An order number is assigned and displayed for you. The generated order must be maintained in Order Entry.
ORD
Quote
ORD
Directory Window
ORD
File
Save As
Main Quote Window

When turning a Quote into an Order, change Order Class (not 006) Save the Quote as an Order.
ORD
Main Order Window

The Quote becomes an order and an Order Number is assigned.
Figure 8 - : Turn a Quote into an Order Example (slide)
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Order Entry
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
Figure 8 - : Quote Inquiry (slide) In Quote Inquiry, you can:
Create a new Quote for an existing customer. Maintain an existing Quote. View open customer Quotes. View customer quotes available for conversion to orders.
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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 Entry
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
Customer Item X-Reference Listing

The Customer Item X-Reference Listing prints a listing of cross reference items by customer, supplier, or both, sequenced by customer or supplier number. The information contained on this listing can be limited by record type (customer, supplier, or both) and the customer or supplier number.
The information printed on this report includes:

Type
Item Number Ack Shp EDI Status Cust/Supp Item Reference No Description Pick INV PO
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Open Orders by Customer

The Open Orders by Customer prints a listing of open or not fully invoiced customer orders, sequenced by customer number. The information contained on this report can be limited by customer number range, warehouse range and backorder status. The following information is printed for each quote listed in the report:
Customer Number and Name Date Entered Request Date Terms Code Number of Lines on the Order Total Amount Currency Code Warehouse (for orders only) Order Number Scheduled Date Customer PO Number Ship Via Total Pieces Primary Salesperson Number Order Status Code (for orders only)
The monetary amounts of open orders are subtotaled by currency and by customer. The report total is expressed in base currency. This information is stored in the Order Header (ECH) and Order Line Detail (ECL) files.
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Order Entry
Open Orders by Item/Date

The Open Orders by Item/Date prints a listing of open customer orders, sequenced alphanumerically by item number and then by requested ship date. This report is normally used by order personnel to identify and communicate the status of orders in various groupings. The information contained on this report can be limited by item number and requested shipping date ranges, warehouse, and backorder status. The following information is printed for each order included on the report:
Item number and Description Item Class (Stocking) Unit of measure Net Price (in stocking unit of measure)** Ordering Customer Number Record ID Scheduled Ship Date Order Number and Order Line number Quantity ordered (in stocking unit of
measure)
Requested Ship Date Warehouse Code Currency Code Quantity Shipped List Price (in selling unit of measure)
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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Open Orders by Salesperson

The Open Orders by Salesperson prints a listing of open orders, sequenced by salesperson number, customer number, and order number. The report is based on the primary salesperson entered on an order, as opposed to a split salesperson. (The primary salesperson number is entered first on an order.) This report is normally used by sales personnel to identify and track sales by salesperson. The information contained on this report can be limited by salesperson number range. The following information is printed for each order included on the report:
Salesperson Number and Name Order Number Customer Purchase Order Ship Via Order Entry Date Request Date Total Order Amount Receiving Warehouse ID (warehouse code for resupply orders) Customer Number and Name Ordered Currency Terms Code Total Pieces Scheduled Date Total Number of Order Lines Order Status The number of orders is totaled by salesperson
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Order Entry
Open Orders by Warehouse/Date

The Open Orders by Warehouse/Date prints a listing of open customer orders, sequenced alphanumerically by warehouse code and order date. This report is normally used by order processing and warehouse personnel for scheduling and inventory control. The information contained on this report can be limited by warehouse code and order date ranges. The following information is printed for each order included on the report:
Warehouse Code and Description Item Number and Description Item Class Code Unit of Measure Net Price/List Price/Currency Customer Number Order Number/Order Line Number Quantity Ordered/Quantity Shipped Requested Ship Date/Scheduled Ship Date Recd ID (Warehouse code-resupply orders only)
The quantity of items ordered and quantity of items shipped are totaled by warehouse.
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Open Orders by Class/Item

The Open Orders by Class/Item prints a listing of open customer orders, sequenced alphanumerically by item class and item number. This report is normally used for inventory planning and control. The information contained on this report can be limited by item class and item number ranges, warehouse, and backorder status. The following information is printed for each order included on the report:
Item Class Code Order Number/Order Line Number Quantity Ordered/Quantity Shipped Warehouse Code Net Price/List Price/Currency Item Number/Item Description Customer Number Unit of Measure Requested Ship Date/Scheduled Ship Date
The quantity order and quantity shipped are totaled by item class.
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Order Entry
Open Orders by Planner

The Open Orders by Planner prints a listing of open orders sequenced by planner code. This report is normally used by the inventory planner to schedule and plan inventory activity. The information contained on this report can be limited by planner code, warehouse, request date range, and backorder status. The following information is printed for each order included in the report:
Item Number and Description Item Class Requested and Scheduled Ship Dates Warehouse Currency Code Planner Code Order Number/Line Ordered and Shipped Quantities Net and List Prices Customer Number Record ID
The Record ID designates the type of order line and its status: CL for an active regular line . ZL for a deleted regular line. CS for an active special line. ZS for a deleted special line.
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Open Orders by Picker Number

The Open Orders by Picker Number prints a listing of the customer orders in picking. Use this panel/window to select open orders by picker number. The information printed on this report includes:
Warehouse Picker Number Line Number Description Order Number Item Number
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Order Entry
Open Orders by X-Reference Item

The Open Orders by X-Reference Item prints a listing of open customer orders sequenced by customer item number. The information contained on this report can be limited by customer number range, item number range, shipping date range, warehouse, and backorder status. The listing includes:
Customer Item Number and Description Line Number Quantity Shipped Requested Ship Date Net Price Warehouse Currency Item Totals Order Number Quantity Ordered Unit of Measure Scheduled Ship Date List Price Customer Number Internal Product Number and Description
The information in this report is stored in the Order Header (ECH) and Order Line Detail (ECL) files.
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BPCS Shop Order

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BPCS Shop Order

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Order Entry

List of Figures List of Tables

Supply Chain ManagementStudent Guide

Supply Chain ManagementStudent Guide

Order Entry in the Work Flow

The BPCS Outbound Logistics Management product allows you to manage

Work Flow Events

Materials & Warehouse Management

Figure 8 - : Order Processing Work Flow (slide)

Order Processing Cycle

Load Control Center Stock Allocation Batch/On-line Pick Release

Customer Document Release

Ship Confirm (Optional if no OLM) Bill of Lading Packing List

Supply Chain ManagementStudent Guide

Order Processing Files

Stock Allocation Batch/On-line Customer Document Release

Billing Rel Line

Supply Chain ManagementStudent Guide

A Tour of BPCS Client/Server Order Entry

Figure 8 - : BPCS Client/Server Order Entry Application Icons (slide)

Supply Chain ManagementStudent Guide

Using The Main Entry Window

You can delete an order, but NOT if:

Options on the main order window include:

Customer Record Number

Warehouse (required) Document Prefix Document Number

Supply Chain ManagementStudent Guide

Order Class Quantity Amount

Order Line Detail

Supply Chain ManagementStudent Guide

for that line and at the total order level.

Net Selling Price

If you enter zero (0), or use the SPACE key for

Assortment PricingBPCS performs assortment

Feature and Option PricingBPCS performs

Regular lines: The extended amount

Unit of Measure Conversion (UIM) file for the item

Unit of Measure Conversion (UIM) file for the item

Item Master (IIM) file

Supply Chain ManagementStudent Guide

The order backorder code overrides the drop code

Request Date Request Time Price Book Date / Time

Schedule Date / Time

For resupply order (Type 9) only, BPCS displays

Inventory Reason Code

Supply Chain ManagementStudent Guide

Contract Line Release Number

Kanban Number Inbound Delivery Number Dock Net Price Source

List Price Source

Supply Chain ManagementStudent Guide

Shipping information -- Sold-to and Ship-to Customer Numbers, Names and

Pricing information -- Price and Promotion Registration numbers, Currency

Line item information -- Line Item/Description, Warehouse, Order Quantity,

Release information (RMS) -- Request Date and Time, Receiving Dock,

Billing information -- Promotion number, Incentive Discount, Split-off

Supply Chain ManagementStudent Guide

Order Entry View Menu

Figure 8 - : Order Entry View Menu (slide)

Order Entry View Menu Order

Supply Chain ManagementStudent Guide

Supply Chain ManagementStudent Guide

Order Entry View Menu Line

Supply Chain ManagementStudent Guide