Order Entry Field Help

Order Header

Customer: This will be the Customer in which the Order will be generated for. By pressing F1 with the cursor in this field the user will be able to search for this customer by keyword.

Type: Represents the Type of customer. This field will automatically populated from the set up done in the customer maintenance.

Name/ Address / City / Country / Province / Postal code / Phone / Fax: These fields will all populated directly from the set up done in the customer maintenance when a customer is selected. The user will not be able to make any changes in these fields unless the changes are done directly from the customer maintenance.

Ship To:  This field will recall automatically the same information as the one on the left side of the screen. If the Ship To address / name / phone number is different from the customer regular information, the user will be able to manually override and change the information. By pressing F1 with the cursor in the Name of Address field, the user will be able to search for any Name or Addresses shipped to in the past.

Comments: If the user entered a comments in that field - the comment will print in the core of the order beside each items posted on the order.

Order Number: This field should be left blank by the user - the system will automatically assign an Order number once the order is saved. By pressing F1 with the cursor in this field, the user will be able to search for all incomplete or complete order created in the system.

Required date: This field is only use to give additional information about when the customer needs his order. If the user leave that field blank, the system will default that date to the date the order was created.

Order Date: This filed is always default to the date the order was created by the user.

Reference: This field is optional. Any information add under that field will print on the Order form as well as on the invoice.

Authorized buyer: This field is linked to the information set up in the customer maintenance. If the customer selected needs an Authorized Buyer to finalize an order, the system will not allowed the transaction as long as an authorized buyer is not selected. The system will display a list of Authorized Buyer that was set up in the customer maintenance and the user will be able to select the Authorized Buyer from a drop down list.

Authorization Number: This field is linked to the information set up in the customer maintenance. It the customer selected needs an Authorization Number (i.e P.O Number), the system will not allowed the transaction as long as an authorization number is not selected. The Authorization Number will be given by the customer.

User: By default this field will populate with the logged in user. Based on an users security this default can be manually overridden.

Salesperson: If a salesperson is attached to the customer selected as per the settings in the customer maintenance, this field will automatically populated when a customer is selected. Based on an users security, this default can be manually overridden.

Order Entry Posting Grid

Product SKU: From this field, you can add any item from the inventory maintenance to the order. You can type in the SKU number directly in that field – or press F1 to open the Product Search screen.

Lookup for a Product SKU

From that screen, you can either look by:

Alpha: If selected – the system will look in the Alpha fields defined in the inventory maintenance of each product;

Product: If selected - the system will look in the Description fields defined in the inventory maintenance of each product;

Category: If selected - the system will look for products attached to this category in the inventory maintenance.

Random: If selected - the system will look at any fields in the file of each product set up in the inventory maintenance. 

Vendor: If selected - the system will look for products that have this specific vendor as primary or alternate vendor attached in the inventory maintenance.

There are two types of lookup in Phoenix:

1.Information to search: If you type in a word – the system will look for any item that includes that word in its product description, category, vendor, type, etc. (depending on how you define your search), with the exact spelling.

2.Specific text to search: This lookup is more flexible:

Example: User is looking for an item that has Green and Pot in its description:

a.Pot + Green: The + will act as an & in Phoenix. Therefore, the system will look for any item description that includes Pot AND Green somewhere in the description. The order of these two words will not matter;

b.Pot Green: The space between both word will act as and OR in Phoenix. Therefore, the system will look for any item description that includes either Pot OR Green somewhere in the description;

c.“Green Pot”: If the word is included between two quotes – the system will look for any item description that includes Green Pot somewhere in the description, in the exact same spelling, and same order. 

The type of lookup will be defined when the user will position his cursor in the appropriate field.

Phoenix will only show Active Products - unless the user check the box on the bottom right side of the screen for that purpose:

This is also from that field that you can add any Message or Global Message. To do so, select F9 or CTRL – F9 with the cursor positioned in the Product field.

The header will switch from Product SKU to Description:

Product Inquiry:

By pressing CTL + F6 with the cursor position in the product field - the user will have access to additional information coming from the inventory maintenance. If the user presses CTL + F6 when Product field is blank, this will open a viewer that will give access to any SKU from the inventory. If the user presses CTL + F6 while he enters a Product number in the Product field, this will open a viewer that will give additional information from the inventory maintenance of this specific SKU.

The viewer is split in two different tabs:

          - Tab 1 (Product F10): This tab will give specific information attached to the product such as: Price level, location in the warehouse, quantity on hand, quantity on order, etc.

          - Tab 2 (Customer F11): This tab will give specific information of the product selected sold to the customer such as: Price level, Invoices detail on which this item was sold to the customer, Account           receivables           ageing report of the customer, etc.

This viewer is also accessible for users who have the proper security level.

Both tabs are only viewer - no change will be allowed from these screen. If any changes need to be made in the Product or Customer Information - this will need to be done through the maintenance (Inventory or Customer).

Delivered: Once the user selected a product number - his cursor will automatically be directed to the delivered field. This is from that field that the users entered the number of items by Product to add on the order. If there is not enough quantity in stock, back order items will be manage manually by the user through the B/O field.

By pressing F1 with the cursor positioned in the Delivered field - the user will be able to have a display information from the inventory maintenance as follow:

This information will show on the bottom of the posting grid.

If the user try to post a quantity above the current quantity on hand - the system will prompt a warning:

B/O: From this field, the user will entered all back order quantity on an order. i.e: If the customer wants to order 10 items of a specific Product - and there is only 5 items in stock. The user will enter 5 under the field Delivery, and 5 under 5 B/O because there is 5 items on order above the current quantity on hand.

Ordered: This field will be automatically calculate by the system and will display the total quantity on order (Delivery + B/O).

Unit: This field populate automatically when an item is entered in the Product Field. This represent the selling unit of measure attached to the Product in the customer maintenance (i.e: Each - Box - Square Foot, etc.)

Price: This field will populate automatically when an item is entered in the Product Field. It will display either: 1. The retail price/ unit set up in the inventory maintenance of the product; 2. The special price of the customer if set up in the customer maintenance.

By pressing CTL + F5 in the Price field, the user will have access to the different price level of the Product if set up in the system. From that window, the user will be able to override the regular price and select a different price level. This function key will only be available if the user has the proper security level.

Discount(%) : From this field, the user can manually entered a discount %. The system will re-calculated a retail price based on the discount given.

Discount($) : From this field, the user can manually entered a discount $. The system will re-calculated a retail price based on the discount given.

When the user manually entered a discount (%) or ($), or manually override the retail price - the price and Disc. fields will show in yellow. This is a visual way to help the user validate when a discount or a price change occurred on an item.

If the customer selected has special prices, the line total will show in yellow. This is a visual way to let know the user that customer is allowed to special prices. The special prices can be set up and manage by the user in the Special Prices Maintenance.

The special prices can be set up by the user in the Special Prices Maintenance.

Line total: This field is automatically calculated by the system and represents the extended price of an item (Quantity on ordered x Retail price net of discount given).

Order entry Footer

Total weight: When a product is created in the Inventory Maintenance - the user can add product dimensions to the file of the Product, such as Weight. If this dimension is set up in the Inventory Maintenance of a Product selected on an order, this field will be automatically calculated and populated based on the number of items on order.

This field will also print on the Delivery Slip if shippable, and will help the company to respect the law and regulations of the road safety.

Freight: When the user finalizes the order, if the order needs to be shipped, a window will prompt with different levels of delivery charges chargeable to the customer. The delivery code selected by the user on that window will populate that field once selected.

The Delivery charges code and amount chargeable on orders, special orders, quotes, and invoices can be set up by the user in the Delivery Charges Maintenance.

To enable the prompt for delivery charges, the user will need to turn on this option in the System Options.

Eco fees: If Eco fees are attached to an item that was posted in the order, the system will show the total Eco Fees charged on all items on the order in that field.

The Eco fees attached to an item will not show automatically on the posting grid. The user will be aware that some Eco Fees are charge on items posted on the order by looking at the Eco Fees field on the footer of the menu.

By pressing CTL + F8 with the cursor positioned on an item with Eco Fees, the header of the posting grid will change and the user will be able to display to amount of Eco Fees charge on each item posted. This field will replace temporary the Line total

The Eco Fees will not show on a separate line in the Order Entry posting grid. However, they will show on a separate line on the Order/Special Order/Quote/Invoice document that will print once the transaction is finalized.

GST : The name of this field will change depending on the Province where the user is operating, and the tax level the user is subject to. This field will calculate the Federal tax amount that will be charged on the order.

Tax code can be defined and set up by the user in the Tax Code Maintenance.

ONST: The name of this field will change depending on the Province where the user is operating, and the tax level the user is subject to. This field will calculate the Provincial tax amount that will be charged on the order.

Tax code can be defined and set up by the user in the Tax Code Maintenance.

Subtotal: This field calculates the total of all items on the order, before tax.

Total: This field calculates the total of all items on the order, after tax.