Order Entry

Introduction ..............................................................................................................5
Objectives ..........................................................................................................5
Order Entry in the Work Flow .................................................................................6
Order Processing Cycle ............................................................................................7
Order Processing Files .......................................................................................9
A Tour of BPCS Client/Server Order Entry ..........................................................11
Using The Main Entry Window .......................................................................12
The Order Line Detail Grid ........................................................................14
Order Acknowledgments .................................................................................22
Order Entry View Menu...................................................................................23
Order Entry View Menu Order ..............................................................24
Order Entry View Menu Line ................................................................28
Order Entry Options Menu ..............................................................................31
Selecting Display Filters ............................................................................31
Setting Order Entry User Preferences ........................................................33
Available to Promise Options ....................................................................35
Entering Orders ......................................................................................................36
Creating and Maintaining Order, Quote, or RMA Records .............................37
Special Order Entry Features .....................................................................39
Inventory Allocations .................................................................................41
Inventory Availability ................................................................................43
Alternate Items ...........................................................................................44
Customer Item Cross Reference ................................................................45
Inventory Reason Codes ............................................................................46
Country of Ultimate Destination ................................................................49
Foreign Currency Selling Price ..................................................................54
Acknowledgment Print ..........................................................................................57
Order Inquiry..........................................................................................................59
Quote Entry ............................................................................................................60
Quote Inquiry .........................................................................................................62
Order Reports .........................................................................................................64
Customer Item X-Reference Listing ................................................................64
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Open Orders by Customer................................................................................65

Open Orders by Item/Date ...............................................................................66
Open Orders by Salesperson ............................................................................67
Open Orders by Warehouse/Date.....................................................................68
Open Orders by Class/Item ..............................................................................69
Open Orders by Planner ...................................................................................70
Open Orders by Picker Number .......................................................................71
Open Orders by X-Reference Item...................................................................72

List of Figures
Figure 8 - 1: Order Processing Work Flow (slide)...................................................6
Figure 8 - 2: Order Processing Cycle (slide) ............................................................7
Figure 8 - 3: Order Processing Files (slide) .............................................................9
Figure 8 - 4: BPCS Client/Server Order Entry Application Icons (slide) ..............11
Figure 8 - 5: Order Entry Main Window (slide) ....................................................12
Figure 8 - 6: Order Entry Order Line Detail Grid (slide) .......................................14
Figure 8 - 7: Order Entry View Menu (slide).........................................................23
Figure 8 - 8: View Menu Orders (slide) .............................................................24
Figure 8 - 9: View MenuLine (slide) .................................................................28
Figure 8 - 10: Order Entry Options Menu (slide) ..................................................31
Figure 8 - 11: Order Entry User Preferences Window (slide)................................33
Figure 8 - 12: Order Entry Available to Promise Window (slide) .........................35
Figure 8 - 13: Creating, Maintaining, or Copying Records (slide) ........................38
Figure 8 - 14: Cash with Order Processing (slide) .................................................39
Figure 8 - 15: Inventory Allocations (slide) ...........................................................41
Figure 8 - 16: Allocatable Order Example - Soft Allocation (slide) ......................42
Figure 8 - 17: Customer Item Cross Reference (slide) ..........................................45
Figure 8 - 18: Inventory Reason Codes (slide) ......................................................46
Figure 8 - 19: Shipping Warehouse (slide) ............................................................48
Figure 8 - 20: Ship-to Address Assignment (slide)................................................49
Figure 8 - 21: Pricing Activity (slide) ....................................................................50
Figure 8 - 22: Pricing Hierarchy Part 1 - Line Item (slide) ....................................51
Figure 8 - 23: Pricing Hierarchy Part 2 - Total Order Level (slide) .......................52

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Figure 8 - 24: Foreign Currency Selling Price (slide) ............................................54

Figure 8 - 25: Order Entry Inquiry (slide) ..............................................................59
Figure 8 - 26: Quote Files (slide) ...........................................................................60
Figure 8 - 27: Turn a Quote into an Order Example (slide) ...................................61
Figure 8 - 28: Quote Inquiry (slide) .......................................................................62

List of Tables
Table 8 - 1: Warehouse Availability (slide) ...........................................................43
Table 8 - 2: Alternate Item Example (slide) ..........................................................44
Table 8 - 3: Reserved Item Status Codes (slide) ....................................................44
Table 8 - 4: Request and Schedule Dates (slide) ...................................................47
Table 8 - 5: Drop Shipment Order Types (slide) ...................................................56

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Order Entry

Introduction
This unit covers the Client/Server Order Entry and Quote Entry functions as well
as order entry processing flow, maintenance of orders and quotes, inquiries, and
reports.

Objectives
At the end of this chapter, you will be able to:

Describe Order Entry and Quote Entry processing integration

Enter an order and use the functions available in Order Entry
Enter a quote
Maintain orders and quotes in the system
Use the Order Entry menus
Use the Inquiry programs
Print Order Acknowledgments
Print Order Reports

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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

C
u
s
t
o
m
e
r
s

Customer
Service
&
Administration

Order Processing

Outbound
Logistics
Management

Order Fulfillment

Order Entry
Invoice Customer

Plan Loads and Shipments

Release Loads and Shipments

Materials
&
Warehouse
Management

Release Order for Picking

Order Deployment
Confirm Picks
Dispatch Loads and Shipments

Figure 8 - 1: 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

Acknowledgment

Batch
Pricing
Build Loads
with OLM
Pickable Order
Report

Load Control
Center
Stock Allocation
Batch/On-line

Pick Slip

Pick
Release

Order Exception
Report
Update Sales History
A/R Update
Sales Ledger Post

Customer
Document
Release

Ship Confirm
(Optional if
no OLM)
Bill of
Lading

Packing
List

Pick
Confirm
Inventory Issue
and File Updates

Figure 8 - 2: 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.

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Order Entry allows you to enter customer orders with credit-checking visibility
based on options in the customer master record, and to optionally allocate stock
and print acknowledgments. BPCS places a soft allocation against the warehouse
for the quantity on each order line, then considers the order Entered and Ready for
Pick Release. After orders are entered, the Batch Price Maintenance program can
be run for any orders designated for batch pricing (not priced during Order Entry).
In addition, you can generate a proforma invoice at any time during this cycle for
customer approval.
Warehouse Activity
If the Outbound Logistics Management (OLM) product is installed, you can build
loads and then pick and stage stock for shipping based on the load. The warehouse
releases the orders for picking based on load, order number range, carrier, request
date range, customer number or various other criteria. The pick slip is generated
upon acceptance of the release. If allocations are required, BPCS creates a hard
allocation where possible. The order is now picked, Ready for Pick Confirm. If
orders released are for a managed warehouse, Pick Release and Pick Confirm are
required events regardless of order class.
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 Processing Files

The following figure illustrates the primary files used and updated during the sales
order cycle, from entry through invoicing.
RCM

Customer
Master

EST

IIM

Address
Master

Item
Master

ECH

Order
Header
ECL

Order/Quote/RMA
Acknowledgment
Print

Order
Entry

Order
Line
ECS

Special
Line
ELA

Stock Allocation
Batch/On-line

Lot/Location
Allocations
Update Sales History
Sales Ledger Post
Invoices Created

Customer
Document
Release

IPP

Pick
List

Pick
Release

Ship
Confirm

Pick
Confirm

(Optional)
BBH

BBL

ITH

Billing
Release

Billing
Rel Line

Transaction
History

Figure 8 - 3: 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 - 4: 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 - 5: 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.

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Order Entry

When you change the record header information, changes are reflected only on
new record lines, not existing lines.

You can delete an order, but NOT if:

Any order lines have been shipped.

Shop orders exist for an order line (for features and options items).

Any order lines have open drop ship activity.

Options on the main order window include:

Option

Description

Customer

The selected sold-to customer name and number.

Record 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.

Customer PO

The customer purchase order number. A purchase order

may be required based on the Customer Master (RCM)
record for this sold-to customer.

Warehouse

The order warehouse code. You must be authorized to

this warehouse to input a value and attach it to an order.

(required)
Document Prefix

Used with document sequencing during the issue of

credits or debits.

Document Number

The internal document number for this order. You must

input a value if the accounts receivable customer
requires cash-with-order processing.

Request Date

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.

Request Time

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.

Booking Date

The date the order was booked. BPCS defaults this date
to the line book date and uses it to retrieve prices.

Order Type

The order type code associated with this order. The

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Option

Description

order type code specifies which files from Inventory,

Accounts Receivable and Sales are updated with the
order information.
Order Class

The order class associated with the order type.

Quantity

The total item quantities for all of the lines on this

order.

Amount

The total monetary charge for all of the lines on this

order.

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 - 6: Order Entry Order Line Detail Grid (slide)

Options in the Order Line Detail include:
Option

Item

Description

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:

The item is a planning bill component

The order line is shipped

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Order Entry

Option

Description

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
for that line and at the total order level.

If you add new lines to an existing order with

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Option

Description

automatic assignment of promotions selected, BPCS

automatically assigns promotions at the new line and
total order level.

Net Selling Price

If you change the quantity of a planning bill parent

item, BPCS proportionally changes the quantities of
the chosen features, options, and standard
components.

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.

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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.

Order Entry

Option

Extended Amount

Description

Regular lines: The extended amount equals the net

selling price multiplied by the ordered quantity. BPCS
calculates this amount after validating the input of item
and quantity,.
Special lines: Input the total charge for this order line.
You can also input the extended amount during Invoice
Release.

Amount Allocated

BPCS indicates the amount of inventory soft allocated

for the highlighted order line.

UM
(Unit of Measure)

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-tostocking 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

Drop Line

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.

The order backorder code overrides the drop

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Option

Description

code entered for an order line. Drop codes are

intended for use on special lines and orders with
backorder codes of 0.
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.

Request Date
Request Time

The request date and time for this order line. The
request date for this line item defaults from the order
header.

Price Book Date /

Time

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.

Charge

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.

Schedule Date /
Time

The date and time when this order line is to be

available.

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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 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

Order Entry

Option

Description

date and time options you defined in Order Entry

System Parameters, followed by the dates. Both dates
default from the Order Header. You can override these
dates at the Order Line level.
Inventory Reason
Code

The inventory reason code for this transaction. The

selection determines the update to inventory accounts
in the Configurable Ledger.

User 1 Reason
Code/Customer
Reason Code

The first user-defined reason code for this transaction.

BPCS validates the code using the B transaction effect.

User 2 Reason
Code

The second user-defined reason code for this

transaction. BPCS validates the code using the B
transaction effect.

User 3 Reason
Code

The third user-defined reason code for this transaction.

BPCS validates the code using the B transaction effect.

Tax Code

The item tax code used to calculate the VAT (Value

Added Tax) and sales tax for this order. BPCS uses this
item tax code with the 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.

Tax Only

The tax-only code. BPCS bases the tax calculation on

the List Price unless you input the Tax Basis. Tax only
option is not available if you input a net selling price
for this order line. Tax only must be associated with an
existing BPCS item number inputted on the order line.
Blank = Normal line
1 = Tax-only line; payable by the customer;
produces an invoice
2 = Tax-only line payable by the company; no invoice
produced

Tax Basis

The amount on which the tax is calculated, if this line

item is free. Use this option only if you select the Tax
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Option

Description

Only option, and want to assign the tax basis amount

instead of using the List Price as the tax basis.
BPCS uses the Tax Only and Tax Basis options during
VAT only (Value Added Tax) invoice processing.

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Salesperson

The number of the salesperson associated with this

order line only if you specified in the system
parameters to pay commissions at the line level.
Maintain salesperson numbers in Salesperson Master.

Commission Code

The salesperson commission code used to calculate

commissions on this order line if commissions are paid
at the line level in the system parameters. BPCS uses
the commission code to retrieve the correct commission
rate, as maintained in the Commission Rates.

Destination

The destination of the order line.

Contract

If this order originated from a contract agreement

between your company and the customer, input the
contract number.

Contract Line

The customers RMS contract line number for the

given order.

Release Number

The number that identifies the Release from which the

order line originated before its release-to-order
conversion.

Means of
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).

Kanban Number

The Kanban number associated with the order line.

Inbound Delivery
Number

The Inbound Delivery number for the order line.

Dock

The ID of the Receiving Dock for the order line.

Net Price Source

BPCS displays the system code of the net price source

for this order line. Valid Net Price source codes are:
00
No pricing performed
01
Failed Pricing
02
Special Price applied to List Price
03
Promotions and Deals applied to List Price

Order Entry

Option

Description

04
05
06
07
08
09
13

Special Price applied to List, then Promotions

applied to Special Price
List Price
Manual Price Override
Copied from Invoice Price (for RMAs)
Free Goods Line
Valid Order Line not Priced
Copied from Invoice Price - Promotions
Attached (for RMAs)

List Price Source

BPCS displays the system code of the list price source

for this order line. Valid List Price source codes are:
00
No pricing performed
01
Failed Pricing
02
Item Master List Price
03
List Price Book (A) Item/Customer
04
List Price Book (B) Item/Region
05
List Price Book (C) Item/Facility
07
Copied from Invoice Price (for RMAs)
08
Free Goods Line
09
Valid Order Line not Priced
10
Cost-Plus List Price.
11
Multi-Currency List Price
12
List Price not Found
13
Copied from Invoice Price - Promotions
Attached (for RMAs)

Margin Hold

BPCS displays the margin hold code. Valid codes are:

00
Line not on Margin Hold
01
Line on Margin Hold
98
Line Released from Margin Hold using Mass
Release
99
Line Manually Released from Margin Hold

Margin Percent

BPCS displays the calculated order line margin percent.

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Order Acknowledgments
After Order Entry, you can print an Order Acknowledgment, which contains:

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

Addresses, Bill-to and Invoice-to Customer Numbers, Warehouse,
Salesperson, Order, Request, Schedule, and Book Dates, Order Number and
Description, Back Order Code, Zone, Order Type, Means of Transportation,
Freight Terms, Company Registration, Priority Code, Grouping Code, Country
of Ultimate Destination

Pricing information -- Price and Promotion Registration numbers, Currency

code, Company and Customer Registration descriptions, Contract description

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

Ship Quantity, U/M, Tax Only code, Tax Basis code, Price, Extended amount

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

Inbound Delivery Number, Kanban Number

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

Invoice Incentive Discount, Split Bill Back Incentive Discount, Subtotal
amount, Freight charge, Order Discount

Tax information -- Total Taxes, Tax Summary, Tax Rate, Tax Amount

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Order Entry 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 - 7: Order Entry View Menu (slide)

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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 - 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.

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Order Entry

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.
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.

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Shipping
Shipping displays the Ship-to Customer and ship-to number with description.
Dispatch information is available. This information primarily defaults from the
Ship-To Address record for carrier, means, route, zone, shipper, etc. The shipping
weight can be input. The accumulated volume, weight and capacity calculated
from the Item Master record(s) are displayed.
Ship-To Address
Ship-To Address displays the address of the Ship-to Customer and/or the ship-to
number of the Ship-to Customer. The Ship-to Address feature allows a manual
override. Phone, fax, and data communication numbers are accessible.
Additional Information
Additional Information displays the order header status, an RMA number (if one
was copied to create this order), the total calculated order cost, entered and last
shipped dates and base and transaction currency total amounts. All of these fields
are display information only and cannot be overridden.
Bracket Promotions
Use Bracket Promotions to access the total order bracket promotions for this
order. The promotions can be assigned to or deleted from the order.
Total Promotions
Total Promotions accesses the total order promotions for this order. The
promotions can be assigned to or deleted from the order.
Notes
Notes allows you to attach user-defined notes to orders, RMAs, quotes, their
respective lines, purchase orders, requisitions, shipping documents, and vendors.
These notes can remain attached for the life of the document. You can print them
on acknowledgments, picking slips, invoices, purchase orders, requisitions,
customer statements, and bills of lading.

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Order Entry

Available to Promise
Available to Promise (ATP) for the current order is displayed. You can select an
option on this window to use the Order Request Date as the ATP date, or have
BPCS calculate the ATP date for the selected order the uncommitted portion of
the inventory for each period using the netting logic of the Master Production
Scheduling (MPS).
With this tool, the customer order entry staff can determine the date when
sufficient inventory will be available to promise for a customer order.

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Supply Chain ManagementStudent Guide

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 - 9: 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.

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Drop Shipments
Drop Shipments can be accessed when the item and the customer allow drop
shipments and the Purchasing product is installed. Selecting the Drop Shipment
option accesses the Drop Shipment window and, if accepted, initiates a request to
Purchasing to ship the goods from the supplier to the customer. Drop Ship lines
are not eligible for processing through Pick Release, Pick Confirm, and Ship
Confirm.
Special Prices
Special Prices displays a window detailing the special price record for the current
order line.
Reprice Line
Reprice Line reprices the current order line. Reprice searches for eligible special
prices for this line, but does not automatically reprice with promotions.
Line Promotions
Line Promotions displays all eligible promotions for the current order line. Use
this option after making quantity changes to an existing line item.
Warehouse Inventory
Warehouse Inventory displays for the current order line all warehouses in which
the item is stored. This is useful when inventory is short and you want to ship
from a different warehouse.
Sales History
Sales History displays the items and quantities sold to this customer.

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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 - 10: 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.

Customer

Accesses the Customer Filters window that allows

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Supply Chain ManagementStudent Guide

Option

Description

you to select which records display in the Customer

List window.

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Item

Accesses the Item Filters window that allows you to

select which records display in the Item List window.

Vendor

Accesses the Vendor Filters window that allows you

to select which records display in the Vendor List
window.

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 - 11: Order Entry User Preferences Window (slide)

The User-Preferences options are:
Option

Description

Display Promotions

Select this flag to display the Promotions

windows during order entry. BPCS uses this
option with the System Parameter values for
automatic assignment of promotions. BPCS
initially defaults to the system parameter.
The Batch Price option overrides this selection.

Batch Price

Select this flag to price new orders interactively

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Supply Chain ManagementStudent Guide

Option

Description

or in batch after the order is accepted. The

default value is based on how it was set the last
time the program was used.
Overrides the Display Promotions option.
Return material authorizations and order classes
007 and 008 are always priced whether or not
this option is selected.

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Internal Line Numbers

Select this flag to display the ordered items with

the internal item number rather than the item
reference number (customer or alias).

Perform Quantity Edits

Select this flag to allow editing of order

quantity.

Line Level Validation

Controls the validation of order line data (if at

all), based on one of the following options:

None: BPCS does not perform line-level

validation as you enter data from one line to
the next.

Automatic: BPCS automatically validates

the order line when you exit it.

Manual with <Ctrl> key: You manually

activate line-level validation.

Validation Mode

Select to process the records interactively or

parallel. Parallel validation uses the Data Queue
Manager to process the optimal number of jobs
at a time.

Post Mode

Select to post orders interactively, in batch or

parallel. Parallel posting uses the Data Queue
Manager to process the optimal number of jobs
at a time.

Print Mode

Select to print documents interactively or in

batch.

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 - 12: Order Entry Available to Promise Window (slide) , ,.

Option

Description

Use ATP Date

Controls how BPCS uses the ATP date based on

the following options:

Perform ATP Date

Calculations

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.

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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Supply Chain ManagementStudent Guide

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.

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Supply Chain ManagementStudent Guide

ORD

Order
Entry
ORD

Quote
Entry

ORD

File

Directory
Window

New

Select
Customer

ORD

RMA
Entry

OK
ORD

Main Order
Window

File

Save Copy As
(optional)

If copying, assign
a new number,
then save.

Files
Orders,
Quotes, RMAs

Accept

Verify default values.

Enter or edit info.

Figure 8 - 13: Creating, Maintaining, or Copying Records (slide)

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Order Entry

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 - 14: Cash with Order Processing (slide)

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Order Numbering
Automatic order numbers are generated upon order creation. The number assigned
is the last order number used from the Order Entry System Parameters plus one.
Contract Orders
Orders are often generated from contracts drawn up based on bids made to
different customers. The contract identifier exists on the Order Header (ECH) and
Order Lines (ECL) to allow tracking and analysis of orders for contractual
agreements with the customer. The Order Header contract identifier prints on the
acknowledgment, the invoice, and the customer statements.
The contract number can be entered and maintained during Order Entry or
Maintenance. Orders created from quotes or return material authorizations have
the contract number copied. The contract number prints on the customer
statements. A contract value is also stored at line level. The header contract value
does not default to order lines.
Salespersons
In BPCS, a salesperson code is entered before any customer is set up in the
system. The salesperson code is used to describe either a salesperson or a sales
area. At least one salesperson must be defined in BPCS using Salesperson Master.
A commission code and BPCS base company are assigned to each salesperson.
Each customer is assigned a default salesperson. The salesperson code defaults
from the Ordering Customer during Order Entry. It is possible to override the
salesperson code at the order header and order line level. Two salespeople can be
assigned to the order header, and a third salesperson can be assigned to the order
line.
The salesperson code is retained on the sales history record and can be used for
analysis purposes either in Sales Performance Management (SPM) or Sales
History.
Inventory Activity
During Order Entry or Order Maintenance, customer service professionals are able
to perform inventory-related activities which support customer service and order
fulfillment.

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Order Entry

Inventory Allocations
Allocations are a reservation of inventory for either customer order or
manufacturing order requirements. As customer orders are taken and planning
programs plan the production, the requirements are accumulated at the
item/warehouse level. If the inventory is available, specific quantities within a
location can be marked as assigned to a customer order or shop order.
The Order Entry System Parameters control whether to require hard allocations.

If allocations are required, the specific assignment of inventory at the

lot/location/container level is required prior to shipping the order line.
Exceptions to this rule are eligible at the item, warehouse, or item/facility
level.

If allocations are not required, BPCS asks you for the specific
lot/location/container combination to be used for the inventory update.
A shipment B transaction is written in both cases: allocations required and
allocations not required. The following figure illustrates inventory allocations.

YES

Allocations
Required?

Auto Allocation
Attempted

NO

Auto Allocation
not Performed

ELA Records
are Required

ELA Records
are not Required

YES

Upon
Confirm
Event, is Inventory
Allocated?

Inventory
Reduced from
Allocation
Location

NO

Lot/Location
Allocation
Panel FORCED

B Transaction

Figure 8 - 15: 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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Supply Chain ManagementStudent Guide

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

Select Order Type 1

File

New
ORD

Select Line

Main Order
Window
View

Line

Alloc/Conf

ORD

Accept

Allocate /
Confirm
Enter Quantity to Allocate

Figure 8 - 16: 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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Order Entry

Inventory Availability
Inventory Availability allows you to check the quantity of inventory available for
a particular item when a customer order is entered. BPCS calculates the item
availability by subtracting the stock committed to customer orders from the stock
on hand.
Stock availability can be accessed from Order Entry by selecting a line and taking
the ViewWarehouse Inventory option. Availability for the selected item is
displayed. As an example:
Warehouse

Description

Allocate

Available

On-Hand

NY

New York Warehouse

0.000

0.000

NZ

New Zealand
Warehouse

429.000

3,000.000

GE

Berlin Germany
Warehouse

-50.000

0.000

Table 8 - 1: 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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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 B (50 per package)

10

Item C (10 kg per carton)

Item D (10 k per carton)

2.2

Table 8 - 2: 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

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 - 3: Reserved Item Status Codes (slide)

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Order Entry

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

Order
Acknowledgment

Shipping
Documents

Figure 8 - 17: Customer Item Cross Reference (slide)

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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.

Reason
Code
Desc.
01
Standard
02
Exchange
03
Promotional
Activity

B + 01 = MODEL 1
B + 02 = MODEL 2
B + 03 = MODEL 3

Config
u
Ledge rable
r

Transaction
B

Figure 8 - 18: 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.

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Order Entry

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 From System From Header From Header

Default
Date
Request Date Request Date

No Defaults

Order Line
Default

From Header From

Request Date Booking
Date

From Header
Schedule Date

No Defaults

Override

Yes

Yes

Yes

Yes

Drives
Planning

Yes

No

No

No

User Defined

No

No

Yes

Yes

System
Parameters
Generation

No

No

No

Yes

Table 8 - 4: Request and Schedule Dates (slide)

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Shipping Warehouse
The warehouse assigned to an order or order line is the ship-from point. It is used
for inventory availability check and must be allocatable. The shipping warehouse
defaults from the ordering customer to the order header and all order lines as
follows:
1. Ship-from warehouse assigned in Customer Item Cross Reference for the 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 - 19: Shipping Warehouse (slide)

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Order Entry

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.

Custom er 102300

Ship-To Customer 102301

Ship-To 1

Ship-To 2

Ship-To 3

Figure 8 - 20: 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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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

All Pricing done

by
Batch Price Maintenance

Batch
Price?

NO

Pricing activity performed

interactively during
Order Entry

Figure 8 - 21: 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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Order Entry

Pricing occurs when you enter an item and quantity on a line in the grid box and
select VALIDATE. Order Entry determines the list price and applies a special
price discount if one exists, and if System Parameters Promotion Price Basis is set
for list price to be discounted by a Special Price. After the Promotion Price Basis
is calculated, eligible assigned promotions are applied to net the line price.
Pricing Hierarchy
The following figure illustrates the hierarchy between Promotion and Special
Prices at the line item level.

Order
Entry

Go to
Total Order
Level

Yes Override
Price?*

Yes
Promotion
Price Basis
uses a Special
Price?

No
No
Order Line
List Price

Promotion
Pricing?**

No***

Yes

Special
Prices

Special
Prices

Order Line
Net Price

Promotion
Price Basis
Go to
Total Order
Level

Eligible
Promotions
Assigned
Update
Promotions
Work File

Promotions
Work File

Confirm
Assigned
Promotions

Figure 8 - 22: Pricing Hierarchy Part 1 - Line Item (slide)

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* 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.

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

Eligible
Promotions
Assigned

Qualified
Total Order
Promotion?

No
Special
Prices

Update
Promotions
Work File

Promotions
Work File

Order Total
Discount

Select/Confirm
Assigned
Promotions

END

Figure 8 - 23: Pricing Hierarchy Part 2 - Total Order Level (slide)

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Order Entry

If an order is eligible for promotions at the total order level, then special prices are
not searched. The conditions of the Promotional Price Basis only apply to line
level pricing.
To review or select promotions and special prices at the order line level, select the
line and:

ViewSpecial Prices to display special price information.

ViewReprice Line to call pricing logic to reprice the line.
ViewLine Promotions to display or select line promotions.
To review or select promotions and special prices at the total order level select:

OrderBracket Promotions to display or select Bracket Promotions.

OrderTotal Promotions to display or select total order promotions.

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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

x
=

100
80
8000

Figure 8 - 24: 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.

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All currencies including base currency must be set up in Configurable

Enterprise Accounting (CEA) before they can be assigned.

Order Entry

Special Lines
Special lines are optional and can be added as a special charge to an order or
quote. Special lines can also be used as line comments on quotes,
acknowledgments, and invoices. User-defined charge codes are set up through
Item Class Maintenance. Each special line must have an item class code used in
the charge code value in the grid box.
Special lines are created in Order Entry with a default drop flag selected. The drop
flag indicates that this line will be dropped after the first invoicing. In Customer
Document Release, the drop flag can be changed so that the special line is
repeated in subsequent invoicing for the order.
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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Drop Shipments
You can define order lines for drop shipments during Order Entry. BPCS
automatically creates a Drop Ship Request to generate a purchase order. With the
customer order and the purchase order cross-referenced, you can maintain and
change the status of the Drop Ship Request. Upon vendor shipment confirmation,
the order line is ready for invoicing.
The following are the Drop Ship Type codes visible in Order Entry.
Drop Ship
Type

Description

Type 0

Not Drop Ship order

Type 1

Drop Ship purchase order (PO) request

Type 2

Drop Ship PO created

Type 3

Change PO requested

Type 4

Last change confirmed

Type 5

Last change denied

Type 6

Cancel PO requested

Type 7

Cancel PO confirmed

Type 8

Cancel PO denied
Table 8 - 5: 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.

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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.

Order Entry

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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Country of Ultimate DestinationCountry of ultimate destination prints

only on the order acknowledgment.

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Order Entry

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

Select
Customer

ORD

OK

View Inquiry Info.

Main Order
Window

Figure 8 - 25: 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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Supply Chain ManagementStudent Guide

Quote Entry
Quote Entry allows you to enter and maintain customer quotes as an optional first
step to creating a customer order. Quotes contain the same information as actual
customer orders, but most importantly, they contain the quoted price you have
given to your customer. If a manual price is not entered, Quotes use the same
pricing logic as Order Entry. The quotes are stored so they can be copied later to
actual orders. You can leave the quoted price on the new order or reprice the
order.
Quote Entry produces quote acknowledgments for those customers which have
the ASN Required option selected in the Customer Master file (RCM). Quote
acknowledgments print line item quantities for the items quoted in the selling unit
of measure. They also print item notes existing in the Notes file (ESN).
Customer quotes are stored in the Quote files, Quote Header (EQH), Quote Line
(EQL), and Quote Special Lines (EQS). Quote information remains on these files
until it is deleted through the Clear Quotes program. Entering a quote does not
affect inventory, accounts receivable, sales figures, or the configurable ledger.
Therefore, the system checks the credit during quote entry; however, if a quote is
copied to an order in Order Entry, the system checks the credit at that time.

Customer quotes do not affect demand until they are converted to orders.

Quotes can be used as master orders where similar order details are frequently
used by the customer.
RCM

EQH

Customer
Master

Quote
Header

ORD
EST

EQL

Address
Master

Quote
Line

Quote
EQS

Quote
Special
Lines

IIM

Item
Master

Figure 8 - 26: Quote Files (slide)

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Order Entry

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

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

File

Save As

ORD

Main Order
Window
The Quote becomes an
order and an Order
Number is assigned.

Figure 8 - 27: Turn a Quote into an Order Example (slide)

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Supply Chain ManagementStudent Guide

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

Main Order
Window

Figure 8 - 28: 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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View Inquiry Info.

Order Entry

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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Supply Chain ManagementStudent Guide

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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Order Entry

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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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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Order Entry

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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Supply Chain ManagementStudent Guide

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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Order Entry

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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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:

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CL for an active regular line .

ZL for a deleted regular line.

CS for an active special line.

ZS for a deleted special line.

Order Entry

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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Supply Chain ManagementStudent Guide

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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