Furniture Order Entry

You can create furniture orders by importing and releasing Hedberg files into DDMS. This process allows you to send your furniture sales through the same order and accounting flow as other transactions. Importing and releasing a Hedberg order is similar to importing a SIF file with one exception: when you import Hedberg orders, the system automatically replicates the P/Os associated with the Hedberg order into the system. Therefore, there is no need to build a P/O in the Order Totals tab. After you receive the acknowledgment, you can receive the P/Os in the Purchase Order Entry window so you can bill the order.

Note: The Furniture Hedberg feature is not included in all software packages and may require authorization. For more information, contact ECi sales.

  1. Double-click graphics\ORDER_ENTRY16.gif.

  2. If the Order Style list box does not default to Furniture, click the down arrow and click Furniture.

  3. If the Action Code list box does not default to order, click the down arrow in the Action Code list box and click Order.

  4. Click the Order Entry menu and select Hedberg Orders. The Furniture Hedberg Orders dialog box opens, listing available Hedberg orders. (For more information, see In the Furniture Hedberg Orders Dialog Box).

  5. If no Hedberg orders appear, click the Ready to Create Hedberg Orders box and enter the location on your network hard drive where the Hedberg file to import is stored. If you do not remember the location, you can click QUERY16.gif to open the Browse for Folder dialog box so you can scroll to the location on your network hard drive, C:\Hedberg Files, for example and import the file.

  6. The system displays the orders in the upper section of the dialog box. The Project Number and Project Description boxes default to display the customer's existing project number and description, if one exists on the system. If one does not exist, the system defaults to display the text New Project. You can click these boxes to change the project number for the Hedberg order you are importing. When the QUERY16.gif button appears, click the button to open the Project Query dialog box. Select the project to release the Hedberg order to.

  7. The Mark box is automatically checked to import each order. To only import a specific order, click each box corresponding to the order you do not want to import at this time to de-select the Mark box.

Note: If the system logs any exceptions, the Mark box is blank and you cannot import and release any orders. In addition, the Exceptions box displays any exceptions associated with this order. For example, if the vendor's cross reference number cannot be found in the V-SUPP file, the text Vendor Doesn't Exist appears in the Exceptions box. You must set up cross reference numbers for your customers, vendors, and salespersons using the Cross Reference box in the Customer Order Entry tab, the Vendor RemitTo/Settings tab, and the Cross Ref# box in the Salesperson Master tab. If you do not set up the proper cross reference numbers, you cannot import and release Hedberg orders.

  1. When you're ready to import the files you have selected, click Process. The Processing Hedberg File message appears while the items are imported.

  2. The system moves the items from the file to a Furniture order, displaying them in the Item Detail tab. Any purchase orders for the items on the order are replicated on the system and can be viewed in the Furniture Project Management window. At this point, you can add new items to the order or change item information just as you normally would. For details, see Placing Furniture Items on the Order.

  3. When you finish adding and changing information, click the Order Totals tab.

  4. If you have add-on items set up in the (LGC1) Furniture Add On Item Parameters screen, the items are automatically added to the order (if the items are required) or the Furniture Addon Items dialog box opens so you can select the items to add to this order. To add items to the order, enter the quantity of each item to add in the Qty box. For example, to add one freight charge, type 1 in the Qty box corresponding to the freight item. When you finish adding items, click OK. To not add items to the order, click Cancel.

  5. The Order Totals tab opens. At this point, you can end the order or make changes to the ending order status or printer information, and enter an end line special. For details on changing this information, see Changing the Furniture Ending Order Status, Changing Format and Print Information and Entering a Furniture End Line Special, respectively.

  6. Click Accept Order. The order is ended at the status you selected. The cursor returns to the Global tab.

Note: Since the file is a copy of the original document, you should delete it from your folder once the order is invoiced. This keeps the files stored in the folder up-to-date and not cluttered with outdated files. If necessary, you can always export the file again using the original document. However, before you do, you must first delete the original order and all purchase orders associated with the order.