Understanding Tabs and Dialog Boxes Versus Specials in Order Entry

Order Entry Concepts

Many options were called specials in the text-based system. These former specials have been made more accessible through tabs and dialog boxes. This eliminates the need for the cursor to be in the Item # box. Enter special information at any time. One example of this is the former SHIPTO special. Changing a shipping address is a common task when placing orders. Instead of using the SHIPTO special, simply click the Global tab and enter the shipping address in the Ship To boxes. You can do this at any time while placing the order. See the topic Order Entry Tab and Dialog Box Table.

In addition, if you don’t know the shipping address to use, click to the left of the Ship To box to view all the shipping addresses set up for this customer. This places the customer’s shipping information directly at your fingertips.

Other former specials are also stored in two settings dialog boxes: the Order Settings dialog box and the Item Settings dialog box, respectively. These dialog boxes display several former specials used in the text-based system. In the Order Settings dialog box, you can make changes that affect the entire order. However, these changes are in effect for this order only. Instead of using the CONTRACTS, CTAX, DROPSHIP, WHOCALLED specials, boxes in the Order Settings dialog box let you easily flag the order as a drop ship order; and specify who called to place the order; set the taxable status for the entire order; specify contracts; and specify a secondary salesperson for commission purposes.

In the Item Settings dialog box, specify settings for specific line items. The item must be shown in the first line on the order. If it appears on a different line, double-click it to move it up to the first position. Specify a particular item as non-taxable or change its tax district. Change the item’s commission code and specify the item not to be included when you run the automated short-buy.

Another advantage to a graphical interface applies when adding order notes. The cursor does not have to be in the Item # field, and you do not have to type AAAA or ZZZZ. You add notes at any time by clicking . You can also specify where the notes display. In addition to printing the notes on pick tickets and invoices, you can select S/B to print the notes on short buys only and P/O to print the notes on purchase orders only. If you select the B/O option and are printing Start of Order or End of Order notes, the notes print on purchase orders and backorder and short-buy reports. If you select the B/O and are printing Line Item notes, the notes print below the item on a pick ticket. If you use import item files, such as SIF files, item information also transfers to the order allowing you to quickly make changes. For example, open the Order Notes dialog box and change an item from Blue to Black or specify where the item should be placed or installed at the customer’s site.

Working in a graphical environment allows special features that would be much more difficult to achieve in a text-based system. If the order is to be drop shipped, the Drop Ship dialog box provides plenty of options for specifying information. You can specify a P/O number, enter due dates, and specify comments that print on the vendor’s purchase order. You also have the option of using vendor contracts and ending the purchase order or leaving it open so you can add to it at a later date.

Click in the Item Detail tab to view item pictures and extended item descriptions, if available. You can use Catalog Explorer to select the items to place on your orders. Catalog Explorer displays various wholesaler catalogs including S.P. Richards, United Stationers, and Tech Data.

To use this option, click in the Item Detail tab. When the Catalog Explorer opens, click the catalog to view in the Which Catalog box. Use the Category box to select the method to view the information in the catalog. You can choose from multi-level, single-level, page, and vendor options.

We’ve also added a third party billing feature to Order Entry. There may be times when you sell items to a customer and bill a third party for the account. For example, if you do business with the Government Services and Administration (GSA), you can use the Third Party Billing feature to easily keep track of your orders even though you are not handling the billing process.

To use this feature, begin placing the order in the normal manner until you’re ready to end it. Just before clicking Accept Order, click . When the Third Party Billing dialog box opens, specify the customer who receives the bill for this order and the options to use for third party billing.

Also, remember that not all text-based specials are stored in dialog boxes. Former specials such as the CHANGE#, CROUTE, DELETE, END, HISTORY, HOLD, LONGPO, SHIPTO, SLSM, VOID, and so forth are obsolete in a graphical environment. They have been replaced with boxes and buttons to help you navigate more quickly and efficiently. Changing the salesperson assigned to the order, the order’s pay code, the general ledger and inventory locations, the purchase order number, the item pricing, and the order’s status and printer detail is only a click away.