Creating an Order
Entering A New Order
Table of Contents
Entering A New Order
Processing Summary
- Work With Orders
- Create A New Order
Processing Dialog
From the "Outbound Processing" menu, take the option to "Work With Orders". After the standard work with panel is displayed press the <F6> key to create a new order. The following panel will then be displayed.
At the top of the panel, you will see prompts for the bill of lading number and the order status . This panel can also be accessed after an order is entered to modify the order information. During an update, the bill of lading and order status will be displayed. When a new order is added, the bill of lading number will be assigned by the programmer. It will be the next available sequential number. This number is used by WDLS to associate all the information associated with the order. Also, during initial entry, the status will be set to 'EN' for entered status.
Key the storer number / storer suffix for the account. A valid storer number must be supplied. A list of storers can be seen by pressing the <F4> key.
Supply the storer reference number . This is the number that the storer used to track the order. Typically, it is the number assigned by their own tracking system. Generally, this number is unique. If a duplicate reference number exists for this storer, a warning message will appear and you will be required to press the <Enter> key to confirm, however entry of a duplicate reference number will not be blocked.
The purchase order number is typically a number supplied by the consignee authorizing the purchase. Although it is not mandatory, entry of this number allows for searches by it. The number will also appear on several reports and inquiries as well as on the paperwork for the order.
Next enter the consignee code if it is known. The standard structure of a consignee code as formatted by WDLS is NNNSSSSZZZZZ where NNN represents the first three non-blank letters of the name, SSSS the first 4 non-blank characters of the address line, and ZZZZZ the five digit zip code. Other warehouse specific coding standards may be used. If you are unsure if the consignee is already known to WDLS, you can press the <F4> key to access the "Consignee Matching Inquiry" panel. If you place the zip code in the consignee code field prior to pressing <F4> the matching panel will pre-load the zip. Refer to the "Matching Consignees On-Line" task in the Application Setup guide for additional information on this panel.
If you are unable to match the consignee to one already in the WDLS files, you will either must add the consignee to WDLS or indicate this is a one-time use consignee and use the override panel to key the name and address information. To add a new consignee key "NEW" in the consignee code fields and press the <Enter> key. The consignee add panel will then be displayed. Refer to the "Adding/Maintaining Consignees" task in the Application Setup guide for additional information on this panel.
A special consignee code of "ONE-TIME" exists with no associated name and address. It is used when an order is placed for a consignee that will never be used again on another order. In that case the name and address are only carried in an override file associated with the order, but not added into the consignee master file of WDLS. If you key the special consignee code in during entry, the override address panel will appear allowing you to key the override information.
If the consignee does match an existing consignee but there is a special address for this order, press the <F8> key after the matching consignee address is displayed. The override address panel will be displayed showing the standard address but allowing you to key over any of the existing information. These changes apply to this order only. The following depicts that entry panel.
Key in the override name and address for the order. If you supply a zip code that is unknown to the WDLS application, an additional panel will display for you to identify the city and state/postal code to associate with the zip code. Once you press the <Enter> key, the override address will be posted, and you will return to the "Order Header Maintenance" panel.
Once the storer, reference number, and consignee are identified, press the <Enter> key to continue with the process to add a new order. You will next be prompted for the shipping information associated with the order. The following depicts that panel.
Key the scheduled shipment date or scheduled arrival date for the order. Although neither of these are mandatory fields, their entry is very valuable for managing the open orders in the WDLS application. In general, the scheduled shipment date is the default for many reports and search panels, so if you have a choice of one or the other, the shipment date is preferred.
The type of shipment is used by the WDLS application for formatting freight class information, categorizing the orders for certain performance reports, identifying the order for selection for parcel station download processes, and for constraints applied to auto-charges. The type of shipment should be set to match the order. Use the <F4> key if necessary to select the appropriate value.
The carrier code is used to identify the initial carrier designated for the order. Typically, the carrier code is established as the transportation companies SCAC (Standard Carrier Alpha Code) during setup. A carrier is mandatory for each order. Use the <F4> key if necessary to select the appropriate carrier.
The freight charge code is used to identify the party responsible for the freight charges. The typical values are CO - Collect, PS - Prepaid Storer, PW - Prepaid Warehouse, and WC - Will Call. Enter the appropriate code. Use the <F4> key if necessary to select the appropriate value.
The COD (cash on delivery) amount is seldom used. Transportation companies rarely will handle freight in this manner today. If used, the amount will appear on the bill of lading.
The apply auto-charges flag indicates if automatic charges are to be suppressed for this bill of lading. Charges can be automatically assessed when an order is entered based upon the account setup. Typically, these setup options determine if charges are to be applied. On occasion an order and a warehouse receipt are used to remove and re-stock inventory during re-warehousing or during a physical inventory. If this flag is set to 'N' the normal charges will not be applied to the order.
A bill to customer number can be supplied if the freight charges are to be billed to a 3rd party payer. This will impact the name and address in the freight responsibility portion of the paperwork and will affect the address and posting of the freight invoice.
A broker name identifies the broker involved in placing a transportation load. This is not typical. Generally, the order is sent via a mutually agreed carrier. A broker is used if the normally used carrier cannot deliver the load on time or is unable to accept the load and when an alternate carrier cannot be readily identified.
The total quantity is used to compare to the detail quantities that will be entered on subsequent panels. If there is a difference at the conclusion of entry, a verification panel will be displayed as a precaution. The quantity can then be overridden if necessary. If this entry is not filled in, no check will be made at the conclusion of entry.
The override quantity is used to indicate when the quantity on the order has been re-packaged and subsequently the piece count may not match the order. This override amount will appear on the paperwork as a comment that indicates the original amount and that it is contained in the override number of packages.
The ship entire order from flag is used for orders shipped from special stock quantities other than the normal available stock. This is typically used for orders used to remove stock from inventory such as items past their "sell by" date. It can also be used to ship the order from a special stock bucket. The field defaults to A-available during entry. Additional values are H-held, D-damaged, 1,2,3-user buckets. When a value other than "A" is used, stock will be adjusted from the designated bucket to available and committed to this order upon entry.
The building number should never be used. It will default from the storer file. It is provided for a future planned enhancement to support multi-building accounts.
The zone code will default to the consignee master file if available. Zone codes can be used by the traffic department to organize orders by the area that they are to ship. If no value is entered, the zone code defaults to the first three digits of the zip code.
The commit inventory flag can be set to 'Y' if you want the stock to be committed to each line as entered. This is not typical. Generally, the stock is committed to the order when the pick sheet or pick moves are requested.
Three printers can be designated for the order during entry. These will default from the store setup information. The control printer is used to direct the output of a control (plain paper) copy of the bill of lading. The bill printer is for the bill of lading form. The pick printer is for the pick sheet. Changing these values to the name of another printer will re-direct the form to print at that location.
Once all the information is complete, press the <Enter> key to continue entering the order. Your entries will be validated. Any missing or incorrect entries will be identified. Once the information is complete and your values verified you will see a panel that allows you to enter order level comments. These are comments that apply to the order rather than to individual line items. The following depicts that panel.
Key any comments that are required and press the <Enter> key. A single blank line can be used to separate comments. If two or more successive blank lines are used, any comments after them will not be captured. The next panel that appears will be the "Work With Order Details" panel. When this panel is initiated and no details exist, it is assumed that you will want to add details. The add panel is displayed as an overlay onto the work with panel. The following depicts the screen.
As each line number is entered, the current line number appears in the upper right corner of the add window. The panel is designed to refresh after each item is entered to provide a continuous entry mode.
Key the quantity ordered for the item. The quantity should be entered in the shipping unit of measure. Generally, this is the same as the inventory unit of measure and is used consistently across the account. If there is a difference, i.e. you carry inventory in each but ship by the case, the WDLS programming assumes the quantity you key is in cases. If there is insufficient stock in the warehouse, less the other open orders, you will receive a warning message alerting you to the fact, but you will not be restricted from continuing.
Enter the item code for the item. If item cross references are established for the account and the code entered does not match a valid item code, the programming will attempt to match a cross-reference code. When a cross-reference match is made, the associated item code is retrieved and entered. The <F4> key can be used if necessary to select an item code for this storer.
WDLS allows up to three lot codes to be associated for an item if the item is lotted. Generally, the lot codes are not entered as a part of order entry. If you leave the lot codes blank during entry, the lots will be added when stock is committed. You can force a lot selection by entering a specific lot code. When this is done, the stock is committed to the order upon entry. If lot codes are entered for a non-lotted item, entry will be stopped.
The ship from bucket is designed for a future enhancement that will allow mixed inventory buckets on the same order. It is currently "locked" based upon the input on the header panel.
The reason for change code is to identify any changes to the line between initial order entry and shipment. This value is typically not completed during the initial entry of the line.
If there are comments to associate with the line to print on the bill of lading or pick sheet, press the <F8> key. A comment entry panel will appear for the line that appears and functions identically to the one presented at the order header level.
After you press the <Enter> key the information will be validated. Any missing or invalid values will be identified. Once all the information is complete, the panel will be cleared, and you can enter the next line item. When all entries are complete press the <Enter> key on a blank entry panel to exit the continuous add mode. You will be returned to the "Work With Orders" panel. The following depicts that panel.
Your choice of the <Enter> key or various function keys will determine what will occur next. If you press the <Enter> key without taking any options of detail lines, order entry for this order will complete and you will return to the "Order Header Maintenance" panel ready to start a new order. If you press the <F13> you will complete entry of this order and return to the "Work With Orders" panel. (In essence you are canceling continuous add mode.) The <F12> key will cancel back to the "Order Header Maintenance" panel for this order. The <F3> key will cancel back to a menu.
In either of these cases if there was a total quantity entered on the order header panel it is matched against the total of the order detail lines. In the event the two totals do not match you will be presented with a panel to alert you to that fact. The following depicts that panel.
Press the <Enter> key to update the total quantity on the order header. Press the <F12> key to maintain the order details and correct the discrepancy. Once the totals match, processing will continue based upon the key that you pressed.
If you added the order in error and want to cancel the entry, press the <F16> key. This should not be done lightly. It will remove all the future stock allocations from inventory and physically remove all the associated records from the files. When the <F16> key is pressed, the following panel will be displayed.
Once you press the <Enter> key all remnants of the order will be removed from WDLS. Note that this can only be done during the initial entry process of the order. Once the order has been recorded into WDLS, you can use a cancel process, however this will leave a record of the order in the WDLS system.