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Order Entry Function Keys
Search (F1): This function key will open a separate search window and is accessible from the Customer, Order Number and Product SKU, and in the address fields.
From the Order Number field – if you press F1, the system will only look for regular Order or Special Order that are completed or incomplete.
From the Address field under Ship to – it will display a list of addresses where past orders were shipped. If you already entered a customer number, the search will be limited to a list of addresses related to that specific customer.
For any Search function - If you already entered a customer number, the search will be limited to the documents or information that are related to that specific customer.
Search Quote (Ctrl + F1): This function key will open a separate search window and is accessible only from the Order Number fields. The search window will only display quotes.
Invoice Search (Alt + F1): This function key will open a separate search window and is accessible from the Order number field. The search window will display a list of invoices.
End (F2): This function key will save the Order/ Special order effectively closing the current Order Entry session. The user will be presented with a list of options related to completing the Order entry session.
End Quote (Ctrl + F2): This function key will save the Quote effectively closing the current Order Entry session. The user will be presented with a list of options related to completing the Order entry session.
Modify (F3): This function key is used to modify all applicable line item detail including quantity, cost and discount %. To be able to modify any line item detail – the user needs to be positioned on the item that needs modifications. Then press Enter – the line should be highlighted in yellow. From there press F3 and the user should be able to make any modifications.
Modify header (Ctl + F3): This function key is used to modify all header and footer detail with the exception of the Order Number once it is assigned.
If the user needs to change the customer’s number on his order, the Change customer (CTL + F11) key will need to be used for this.
Modify Customer Info (Alt + F3): This option key is used to modify basic information for a cash customer only an not a charge customer. The changeable fields are Name, phone number, address, the type, the region, the price level, the account type as well as the payment terms. This option is only accessible if you have the security to make modifications in the customer maintenance.
This function key will only be available once you recall a customer number in the customer field.
Back (F4): this function key will navigate a user back the to previous field. This key however cannot be used to go back to a previous line item; the Modify (F3) key will need to be used for this.
Add (F5): this function key can be used add a new item to next the available line in the event you have navigated away from the posting screen.
Prices (CTL + F5): This function key will display the price levels related to a selected product. To enable this function key, the cursor needs to be positioned in the price field once a product is added to the order. The following window will then prompt and the user will be able to select a special price from the price level list attached to the product.
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Insert (F6): This function key can be used to insert an item before a posted line item. The user will need to be position on an existing line and press F6. The line will be insert above the line that was selected.
Clerk inquiry (Ctrl + F6): This function allows the user to see prices, locations, qty by warehouse, qty promised by warehouse, on order by warehouse, cross-index, qty history as well as memos under the product tab. this function allows the user to see general information about the customer, prices, ageing, product invoices as well as general invoices under the customer tab. When the cursor is sitting at product number in the detail, the user must press Ctrl-F6 to start the inquiry process.
Delete Line (F7): This function key can be used to delete highlighted items from the Order. To highlight a line(s) simply click on the desired line(s) and press Enter.
Cost / Profit (Ctrl + F7): This function key displays the cost and Gross profit for a specific product once the item is entered in the posting grid of the Order Entry menu. The user needs the security to have the authority to use this function key.
Market Cost/ Profit (ALT + F7): This function key displays the Market cost and Gross profit for a specific product once the item is entered in the posting grid of the Order Entry menu. The user needs the security to have the authority to use this function key.
Delete All (F8): This function key can be used to delete the entire invoice that the user is entering and not completed.
Eco Fees (Ctrl + F8): This function key displays the number and cost of Eco fees that are related to a product. Eco fees will print on a separate line on the invoice, but will be merged in the cost of a product in your Order Entry posting grid. The user will need to use that function key if he wants to know if a product includes Eco fees and the cost of the Eco fees.
Message (F9): This function key can be used to attach a message to a specific item on the invoice. Once the user is done entering an item with quantities and price. The user can press F9 to attach a message to the item previously entered on previous line. This message will be printed on the invoice copy. If the user deletes the items, these messages will delete automatically.
Global Message (Ctrl + F9): This function key allows the user to enter a global message for the invoice. This message will be printed on the invoice.
G/L (F10): This function key will allow a user to select a GL short code from a list that displays. The amount entered here will be posted directly to the G/L without any effect to inventory value.
Product/ Description (F11): This function allows to toggle back and forth from the product number and the description of the product when cursor is positioned at product number.
Change Customer (CTRL+F11): This function allows the user to change the customer number of the current sales (i.e. started with a cash customer and the user wants to change the cash account to a charge account. This application can be launch by the user once a customer is already enter, and before the transaction is finalized (by pressing F2).
The following screen will pop up:
The user can enter a new customer number by typing the account number or the phone number. The F1 key search function is also available to be able to call up the account. Once the user changed the account number, the system will recalculate the prices based on the new account and will apply special prices etc. if applicable.
Show Pick List (Ctrl + F12): This function displays the list of items that needs to be pick up on a specific order, the quantity that have already been picked, the % picked, and the pick-up location. This function only works on a saved order. The user will need to recall the order first to launch this application. This function key is also only available for customer who works with WMS software.
Gift registry (Alt + F5): This function will display all lists of Gift registry created in the system. From that screen, the user will be able to select a specific Gift registry, be able to see all items available, the quantity per items as well as the remaining balance not purchased yet. This key function is available when cursor is positioned in the product number line.
Lost Sales (Alt + F2): This function is available when cursor is positioned on a product line number that is already posted. This function will open a separate screen where the clerk can document all lost sales (i.e if the customer was looking for a specific item that is not keep in stock or that is currently back order). On this screen, the user will be able to document the lost sales, the reason, add a telephone number to reach the customer, etc.
Exit (Alt+F4): This function allows the user to exit from the Order Entry Screen.