Releasing Order Entry Information

Releasing the short-buy file to a transfer lets you fill backorders at another location before the items are placed on a purchase order. The Short-Buy file shows shortages for the receiving location.

 

You must create the Short-Buy file before you can release it. The Short-Buy file is created when you print the Short-Buy Report in the (T) Order Entry Selectors screen. For more information about printing the Short-Buy Report, see Reports Menu.

  1. Double-click graphics\ORDER_ENTRY16.gif. The Order Entry window opens, displaying the Global tab.

  2. Click the Action Code list box, and click Release. The Order Release dialog box opens, and the cursor moves to the Order Nbr # box.

  3. Click the Short Buys box, and select the short buy file to release to an order. Accept the default file, SHORT-BUYS, or enter a different file name.

  4. If you know the short buy file name, enter it in the Short Buys box and press Enter. Enter up to 10 characters in this box.

  5. If you don't know the short buy file name, click graphics\FIND_A_RECORD16.gif. The Order Browse dialog box opens, listing the orders. Click the order to release and click OK. If the customer account or order you need is not displayed, use the Order # through Status list boxes to enter information for the order to release. Click the appropriate box and enter the information. Click Find. The order that most closely matches the one you specified displays. For more information, see In the Order Entry Order Browse Dialog Box.

  1. A warning message displays notifying you that the file you selected is not a quote. At the Number is Not a Quote Continue message, click Yes.

  2. In the Release Entire check box, specify whether to release the entire order without making any changes to it by checking the Release Entire check box. To make changes to the order, leave the Release Entire check box blank.

  3. In the Sort Order boxes, indicate whether to release the items on the order in sort and group order or in bin order. Click the appropriate option.

  4. Select the customer to whom to release this order.

  5. If you know the customer's account number or name, enter it in the Acct # or Name box and press Enter.

  6. If you don't know the customer's account number or name, click graphics\FIND_A_RECORD16.gif. The Customer Query dialog box opens. Click the customer you are releasing this order to, and click OK. If the customer account is not displayed, use the ID through Phone boxes to retrieve the customer. Click the appropriate box and enter the information. Click OK. The customer that most closely matches the one you specified appears. For more information, see In the Customer Query Dialog Box.

  1. In the Purchase Order # box, enter a customer purchase order number.

Note: If you need to change the salesperson or pay code, click the appropriate boxes and select the salesperson and pay code to use for the order.

  1. When you finish specifying release information, click Release.

Note: If there are any specials attached to this order, such as a customer long purchase order number or shipping address, the Release Specials window opens. Any specials currently attached to the order appear checked. To delete the special, clear the appropriate check box. Click OK. Additional specials appear in turn for you to accept or clear.

  1. If you did not specify to release the entire file, a window opens listing all the items on the order. To change the order quantity or shipped quantity, enter the quantities and click OK.

  2. The items are released to the customer you specified and display in the Item Detail tab. A new order number is assigned and displays in the Order # box. Continue to change items on the order or add additional items to the order. If you need instructions, see Changing Items on an Order and Selecting an Item in Order Entry.

  3. When you finish adding and changing items, click the Order Totals tab. The Order Totals tab opens, listing the order's subtotal, discount, tax, and total amounts.

  4. The cursor moves to the Ticket Printer box, so you can complete releasing the order. You can also make changes to the ending order status, printer information, or enter an end line special. For details on changing this information, see Changing the Ending Order Status, Changing the Printing Information and Entering an End Line Special, respectively.

  5. To complete the procedure, click Accept Order. The order is ended at the status you selected. Unless you indicated not to print any pick tickets, the number of pick tickets you entered print. In addition, the pick tickets are faxed or emailed if you so specified. The cursor returns to the Global tab.