Understanding Sales Order Entry Entering and Managing Sales Orders by Ayman Refat - March 13, 2018March 13, 20180 Understanding Sales Order Entry Concept You use two programs to enter sales orders: • P42101 • P4210 P42101 The P42101 program contains forms that use interface tools to improve usability. This program is designed for customer service representatives who repetitively enter multiple orders. This program uses a version of the P4210 program for processing functionality. Use the P42101 program to enter these types of sales orders: • Basic sales orders • Quote orders • Blanket orders • Direct ship orders • Sequenced orders This program does not support the entry of transfer orders or credit orders. To enter these types of orders, you must use the P4210 program. P4210 The P4210 program is the foundational sales order processing program. This program contains the functionality that the system uses to process sales orders. Use the P4210 program to enter any of these types of sales orders: • Basic sales orders • Quote orders • Blanket orders • Transfer orders • Direct ship orders • Credit orders Selections on the Sales Order Processing menu (G4211) accommodate both of the sales order entry programs, P42101 and P4210. Procedure In this topic, you will learn about sales orders and how the system retrieves information. You will also learn about the processing options for the two sales order entry programs. Step Action Entering sales orders is the first step in the sales business process. Step Action You create sales orders to enter information about customers and the items that they order. When you complete the required fields for the sales order, the system retrieves customer, item, and preference information from these tables: • Address Book Master (F0101) • Customer Master by Line of Business (F03012) • Item Master (F4101) • Preference Master (F40070) The system also retrieves information from additional tables during sales order entry. Step Action When you enter a sales order, you enter two parts: • Header • Detail The header information relates to an entire order. The system maintains this information in the Sales Order Header table (F4201). The system also retrieves information from the F4101 table and the billing instructions in the F03012 table to complete the order. Step Action Each sales order contains header information that is primarily customer-related and pertains to the entire order, including: • Name of the person who placed the order and who took the order. • Billing and shipping addresses. • Currency code and exchange rate. • Payment terms and payment instrument. • Order hold codes. • Order dates. Header information also contains information about the conditions that affect how the system processes a sales order, such as special instructions, and order and delivery dates. Step Action The detail information primarily relates to individual lines in a sales order and to items. The system maintains this information in the Sales Order Detail table (F4211). Step Action When entering sales order detail information, you can: • Specify item descriptions, quantities ordered, prices for items, and costs. • Specify information that prints on the customer’s invoice, such as backordered and shipped quantities. • Add attachments for internal messages to individual detail lines. Step Action The system also retrieves information to complete the detail part of the order from these tables: • Sales Order Header (F4201) • Item Master (F4101) • Customer Master by Line of Business (F03012) • Item Cost (F4105) • Item Branch (F4102) • Item Location (F41021) • Item Base Price (F4106) The system retrieves most of the information from the F4201 and other tables. You need to enter only a minimum of information, such as the item number and quantity ordered for a stock item. Step Action You can enter header information and detail information separately, depending on the volume of orders that you have and the amount of header information that you need to enter. Use menu options to select one of these methods to enter orders: • Enter header information first, followed by detail information. • Enter detail information and limited header information. The system applies limited header information that is based on default values. When you enter sales orders, the system creates records in two primary tables: • Sales Order Header (F4201) • Sales Order Detail (F4211) Step Action The Sales Order Entry program (P4210) consists of multiple processing option tabs. Each tab contains processing options that control certain functions within sales order entry. The Defaults tab processing options specify default values, such as the document type, that the P4210 program uses when other values are not entered for the transaction. The Duplication tab processing options specify values, such as the document type, that the P4210 program uses when you copy a sales order. If you click the Copy button on the Customer Service Inquiry form, the system duplicates information based on the processing option settings on this tab. The Order Holds tab processing options activate order hold processing. You must specify the hold code in any of the processing options to activate order hold processing. You set up hold parameters in the Hold Order Constants program (P42090). The Display tab processing options control whether the system displays certain types of sales order information, such as cost, price, closed lines, and kits, and whether you can change the information. The Commitment tab processing options activate availability checking and commitments to generic buckets. Based on your item availability calculations for each branch/plant, the commitment calculation affects how the system calculates backorders, cancellations, and customer delivery time. The Currency tab processing options enable you to specify information about the tolerance percentage, the currency code for as if amounts, and the as of date for processing the exchange rate for as if amounts. The Process tab processing options control whether the system: • Allows changes to orders that are past a certain status. • Activates subsystem processing. • Displays the header before the detail. • Prompts you to review order information before recording orders. • Enables automatic order-repricing to recalculate order totals. • Activates templates based on the sold-to or ship-to address. • Processes orders against agreements, blankets, and quotes. • Applies the specified markup to the unit cost or price. The Cross Reference tab processing options specify the cross-reference types for substitute, replacement, and complementary (associated) items. Use these processing options to identify the code with which the system searches cross-reference information. The Versions tab processing options specify the version that the system uses when you select the associated option from the Row or Form menu on the Sales Order Header form or the Sales Order Detail form. The Preference tab processing options determine whether preference profile processing is active. A preference is a piece of information that you define for a customer, an item, or any combination of customer (sold-to, ship-to, or parent addresses), customer group, item, and item group. The system uses preferences to override normal customer and item setup information when you enter orders. The Transfers tab processing options determine whether transfer order processing is active. You enter a transfer order to ship inventory between branch/plants within your company and to maintain an accurate on-hand inventory amount. The Order Inquiry tab processing options specify how the system searches for orders on the Customer Service Inquiry form. The Warehouse tab processing options are used in conjunction with the JD Edwards EnterpriseOne Warehouse Management system. If you use the JD Edwards EnterpriseOne Warehouse Management system, you can specify the mode for pick request processing and the version of the Location Selection Driver program (R46171). The Store and Forward tab processing options identify the mode in which you enter orders. You select one of these modes to process orders: • Sales order entry mode. The system performs inventory commitments and preference processing and verifies order information against the master tables. • Partial edit store-and-forward mode. The system does not perform preference processing or inventory commitments, and performs only necessary sales order processing. • Full edit store-and-forward mode. The system does not perform preference processing or inventory commitments, but performs order processing. • Price only store-and-forward mode. The system processes only information that is necessary for pricing. The Workflow tab processing options determine how the system processes workflow tasks. The Multiples tab processing option determines how the system processes multiple schedules. The Interbranch tab processing options identify the order types for interbranch orders. You can use an interbranch order to fill an order for a customer from a branch/plant other than the selling branch/plant. An intercompany order is an order that tracks the transactions between the supplying and selling branch/plant. The Interop tab processing options control whether the system captures transaction information prior to changes to a transaction and whether the system performs export processing. The Prepayment tab processing options control whether you can record payment information prior to shipping orders. Prepayment of an order takes place when a seller receives a form of payment from the customer at the time of order entry. Many types of prepayments are available such as cash, check, and credit card. The Audit Log tab processing options determine whether the system creates an audit log for changes that you make to sales orders and how the system processes the changes. Changes to certain fields can require approvals. The system holds the changes in a pending status until the changes are approved. The Volume Upsell tab processing option determines whether you receive an alert based on the tolerance percentage that you specify. The Profit Margin tab processing options determine whether to: • Perform gross profit margin pricing. • Resolve and test the gross profit percent. The processing options also specify the reason code to use for overrides to pricing information. The Promotion ID tab processing option determines whether the system assigns a promotion identification number. The Order Promising tab processing option determines whether the system enables the order promising process and the mode of processing. The Matrix tab processing option controls whether the system displays the matrix window during the matrix order entry process. Step Action Various types of information are controlled by the processing options for the Sales Order Entry program (P42101). The P42101 program contains processing options on multiple tabs. Each tab contains processing options that control certain functions within sales order entry. The Display tab processing options control whether the system displays certain types of sales order information, such as cost, price, and commission information. The Order Inquiry tab processing options specify how the system searches for orders on the Manage Existing Orders form. The Versions tab processing option identifies the version of the P4210 program that the system uses to control business processes. The Task Flow tab processing option determines whether the system first displays the Sales Order Header form or the Sales Order Detail form when you add an order. You can enter header information before detail information and then edit default information that affects the order. The system disregards several of the P4210 processing options when you run the P42101 program because the processing options for the P42101 program take precedence. In summary, the system stores the two parts of a sales order, header and detail, in separate tables when you create a sales order record. You use processing options for the Sales Order Entry programs to specify how the system creates, displays, inquires on, and processes records when you enter sales orders. End of Procedure.