Order Entry

Overview of AR15

The Order Entry program is used for entering orders and consignment requests received from customers. Orders and consignments are created in batches, and each batch is associated with a user. The size of the batch is client specific. Orders and consignments can be edited and viewed after being entered.

• From the DDI Connect main menu, double-click Order Entry
• Double-click Order Entry. You will see this screen:

In order to create a new order, you must first create a batch. Click the New button on the toolbar. You will see this screen:

The only field available on this screen is the Description field. Enter a brief description of the batch, and click OK. You will now see this screen:

To add a new order to the batch, click New on the toolbar. You will have three menu options:

New Order

If you select New order from the menu, you will see this screen:

There are multiple tabs on this screen.

Order Setup tab

The following fields are available on the Order Setup tab:

Field	Description
Order #	The order number will automatically default to the next available order in the system. You can override this order number if desired
Order amount	The order amount field is a display only field that will automatically update as line items are added to the order and the order is saved
Status	The Status field is a display only field that will automatically update as the order is moved through the system
Cust balance	The Customer Balance field is a display only field that is automatically populated with any outstanding balances that the customer may have with your organization
Order balance	The order balance is a display only field that updates based on payments made against the order
Created by	The Created by field is a display only field that displays the user id, date and time that the order was entered
Cust credit	The customer credit field is a display only field that displays any credit balance that the customer has with your organization
Customer #	Enter the customer number for whom you are entering the order. You can click the list icon to launch the Name/Address Inquiry, click the Add icon to add a new customer, or click the Edit button to edit the selected customer record
Ordered by	Enter the name of the individual placing the order
Required by	Enter the date that the order is required to be received by the customer. You can type the date in mm/dd/yyyy format or click the calendar icon to select the date
Urgent order	If the order is urgent, select this box
Terms	The terms field will automatically populate based on the terms specified in the customer's record. You can change the terms by typing the new code or by clicking the list icon to select from a list of active term codes in the system
Region filled	If this order is to be filled at the region level, select this option
Event #	If this order is the result of an event, you can key in the Event number here, or click the Search icon to launch the Event Inquiry screen
Sources	If you wish to track the source(s) of an order, you can do so in this field. Type the code or codes, separated by commas, or click the list icon to select from a list of active source codes in the system
Ship to	The Ship to information will automatically populate based on the customer number entered above. You can change the customer ID if the order should ship elsewhere. You can also click the list icon to launch the Name/Address Inquiry screen, click the Add button to add a new customer, click the Edit button to edit the current constituent or click the Envelope icon to select a different shipping address for the current constituent
Carrier	Type the carrier code for the shipment or click the list icon to select from a list of active carriers configured in the system
Name	The name will default to the contact name on the customer record. You can override the name if desired
Service	Type the service code to be used for shipping or click the list icon to select from a list of active carrier services configured in the system
Address	The shipping address will populate based on the Ship to ID you selected. You can override this address if desired
Residential	If the Ship to address is residential, select this box
Allow partial shipment	If partial shipment of the order is allowed, select this option. This would be a factor in instances where your available inventory does not allow you to ship the entire amount. If partial shipments are allowed, the system will ship what is available, and ship the remainder when it becomes available
Insured	If the shipment should be insured, select this option
Shipping charges	Click the drop down arrow to select how the shipping charges should be billed
ZIP	The ZIP code of the ship to address. You can override if desired
Memo	If you wish, you can enter a brief memo in this field
City	The city will default based on the ZIP associated with the ship to address. You can override if desired
ST	The state will default based on the ZIP associated with the ship to address. You can override if desired
Country	If desired, enter the country associated with the ship to address
Phone	If desired, enter the phone number associated with the ship to address
County	The county will default based on the ship to address. You can change this by typing the new county code or clicking the list icon to select from a list of active counties in the system

When you have finished entering the information on this screen, click either the Line Items button in the lower left corner or the Line Items tab at the top of the screen.

Line Items tab

When you click to Line Items, you will see this screen:

As you can see, the Order Item Detail screen automatically appears. The following fields are available on this screen:

Field	Description
Item number	Key in the item number here. You can also click the list icon to select from the Inventory Catalog or click the Add button to add an item to an existing Item Group. Once the item is selected, the description and available quantity will appear to the right of the field
Quantity	Enter the quantity being ordered of this item
Unit price	If there is a unit cost associated with the item code, it will appear in this field
per	Enter the unit code (such as each, per dozen, per hundred, etc.) or click the list icon to select from a list of active unit codes in the system
Discount	If a discount should be applied to this line item, enter the % of discount here
Total	The system will automatically calculate this figure based on quantity x unit price - discount (if applicable)
Taxable	If this line item is taxable, select the box
Description	The description will automatically populate based on the item number selected. You can, if desired, override the description

When you have finished entering the line item, click OK to add it to the order. The line item will be added, and the Order Item Detail screen appears again so you can add a line item:

Enter the next line item and repeat the steps listed above. When you have finished entering line items, click Cancel on the Order Item Detail screen to close the Order Item Detail screen and display the line items tab:

You can now proceed with configuring the Billing tab. Click the Billing button on the lower left corner of the screen or the Billing tab at the top of the screen to proceed.

Billing tab

When you click to the Billing tab, you will see this screen:

The following fields are available on this screen:

Field	Description
Order #	Display only field showing the order number
Customer	Display only field showing the customer number and contact name
Bill to	By default, this is populated with the customer number for whom you are entering the order. You can change the customer ID if the order should be billed elsewhere. You can also click the list icon to launch the Name/Address Inquiry screen, click the Add button to add a new customer, click the Edit button to edit the current constituent or click the Envelope icon to select a different billing address for the current constituent
Cust Credit	Display only field that shows whether or not the customer has a credit with your organization
Name/Address	This field displays the name/address information of the Bill to customer
Payment Method	Click the drop down arrow to select the billing method to be used
Tax exempt	If this customer is tax exempt, select the box
Tax exempt #	Enter the tax exempt # for the customer
Fees	If any fees are being applied to the order, they will display here

When you have finished entering the information, click the Save button in the lower left corner of the screen or on the toolbar.

Payments tab

When you click the Payments tab, you will see a screen similar to this one:

Information on this screen will update as payments are made against the order. To add a payment to the order, click the Add button on the toolbar. The fields will enable for editing:

The following fields are available on this screen:

New consignment loan

If you select Consignment loan when you click the New button, you will see this screen:

The following fields are available on this screen:

Field	Description
Order #	The order number will automatically default to the next available order in the system. You can override this order number if desired
Order amount	The order amount field is a display only field that will automatically update as line items are added to the order and the order is saved
Status	The Status field is a display only field that will automatically update as the order is moved through the system
Cust balance	The Customer Balance field is a display only field that is automatically populated with any outstanding balances that the customer may have with your organization
Order balance	The order balance is a display only field that updates based on payments made against the order
Created by	The Created by field is a display only field that displays the user id, date and time that the order was entered
Cust credit	The customer credit field is a display only field that displays any credit balance that the customer has with your organization
Committee #	Enter the committee code for whom you are entering the order. You can also click the list icon to select from a list of active committee codes in the system
Ordered by	Enter the name of the individual placing the order
Required by	Enter the date that the order is required to be received by the customer. You can type the date in mm/dd/yyyy format or click the calendar icon to select the date
Urgent order	If the order is urgent, select this box
Event	Enter the event PIN for which the materials are being ordered
Event dates	If this order is to be filled at the region level, select this option
Event #	If this order is the result of an event, you can key in the Event number here, or click the Search icon to launch the Event Inquiry screen
Sources	If you wish to track the source(s) of an order, you can do so in this field. Type the code or codes, separated by commas, or click the list icon to select from a list of active source codes in the system
Ship to	The Ship to information will automatically populate based on the customer number entered above. You can change the customer ID if the order should ship elsewhere. You can also click the list icon to launch the Name/Address Inquiry screen, click the Add button to add a new customer, click the Edit button to edit the current constituent or click the Envelope icon to select a different shipping address for the current constituent
Carrier	Type the carrier code for the shipment or click the list icon to select from a list of active carriers configured in the system
Name	The name will default to the contact name on the customer record. You can override the name if desired
Service	Type the service code to be used for shipping or click the list icon to select from a list of active carrier services configured in the system
Address	The shipping address will populate based on the Ship to ID you selected. You can override this address if desired
Residential	If the Ship to address is residential, select this box
Allow partial shipment	If partial shipment of the order is allowed, select this option. This would be a factor in instances where your available inventory does not allow you to ship the entire amount. If partial shipments are allowed, the system will ship what is available, and ship the remainder when it becomes available
Insured	If the shipment should be insured, select this option
Shipping charges	Click the drop down arrow to select how the shipping charges should be billed
ZIP	The ZIP code of the ship to address. You can override if desired
Memo	If you wish, you can enter a brief memo in this field
City	The city will default based on the ZIP associated with the ship to address. You can override if desired
ST	The state will default based on the ZIP associated with the ship to address. You can override if desired
Country	If desired, enter the country associated with the ship to address
Phone	If desired, enter the phone number associated with the ship to address
County	The county will default based on the ship to address. You can change this by typing the new county code or clicking the list icon to select from a list of active counties in the system