Create/Update Orders - SIOEUB

Use the Stores/Inventory (SI) Create/Update Orders (SIOEUB) page to manage unfilled orders. Once an order has been created, it remains available to update until the order is filled.

Use the fields below to define general information regarding the order, such as the order number, the customer, the date required, and the price calculation method used.

Order ID: This field contains the order number. For new orders, it is a required data entry field, up to eight characters long. When defining a new order, manually enter the ID or the next-sequential Order ID can be system-generated from a seed value. Seed values are defined in common code SYNO/SIORDERN(or SYNO/SI.xx if multiple seeds are defined).

Description: Enter up to thirty characters to describe the order. Use descriptions that will aid other users in identifying specific orders.

Year: This field defaults to "None" and is only used when Delivery Routing is activated on the SI General Information (SIUPGN) page and defined in the SI Delivery Routes (SIUPDR) page. If activated, available definitions will be shown in the drop list.

Status: A system-generated code identifying the status of the order. New orders are created with a status of "NW"; orders which could not be completely filled (products are on backorder) will have a status of "PN" for pending; filled orders will have a status of "FL".

Primary Warehouse: Select the primary warehouse from the drop-down list; choose the warehouse from which this particular order is to be filled. Enter "ALL" to search all warehouses according to the search order as defined on the SI Warehouse Information (SIUPWH) page. The system will search until it locates a warehouse that has the requested item in stock.

Security Code: Most users will have their Security Code default automatically through managed security settings; this will trigger approvals as required for the Security Code entered. Authorized users may edit the Sec Cd field by choosing from the drop-down list options. When required, the Security Code also determines what orders the user can later browse. Users can be setup to have Read or Read/Write access to particular Security Codes. When creating an order, the user must have Write access for the Security Code used. To browse an order, the user must have Read or Write access to the Security Code.

Route: This field will auto-fill, but is contingent upon the Year field. If the Year is defined as something other than None, Routing is enabled, and routing applies to the order, a delivery routing code will display. Delivery Routing is activated on the SI General Information page and defined in the SI Delivery Routes page.

Secondary Warehouse: Select the secondary warehouse from where this order is to be filled. If "ALL" is entered in the primary warehouse field, leave this field blank.

Price Code: A code identifying the pricing to be used on this order. The system will use the customer pricing code, if defined on the Person/Entity (PE) Information (PEUPPE) page. If the code is not defined, the product pricing code will be used, if defined on the PE Product Information (PEUPPR) page; if this field is left blank, the Default Global Price code from the SI General Information page will be used.

Order Total: This display-only field will show the total dollar value of the order currently being processed. Value will be the sum of the records defined on the Items tab.

Main Tab

Requested By: Enter up to twenty characters to describe the person (department, customer, etc.) requesting this order. Defaults to the name associated with the user ID creating the record.

Requested Date: Select the date this order was requested using the drop-down calendar or enter using the MMDDYY or MM/DD/YY format. If this field is left blank, the system will enter the current date. The date determines which budget year will be used for checking available funds. The budget year can be controlled with a seed value when defined within the NU Common Codes page, with a Category/Value of SIBU/OPEN.

Required Date: Use the drop-down calendar to select the date by which this order must be filled or enter using the MMDDYY or MM/DD/YY format.

Approved By: Enter the name of the person who approves the orders. If using the Workflow approval system, the system will place the name in the field automatically.

Approval Date: Enter the approval date. If using the approval system, the system will place the date in this field automatically.

Customer ID: Enter the ID associated with the internal or external customer ordering the products. Customer IDs must exist in the PE database maintained within the PE Information page.

Addr: Select the code identifying the shipping address to use for this customer order. The address hierarchy is defined in the NU Common Codes page, with a Category/Value of SIAH/ADDRESS.

Contact: Enter up to 20 characters to describe the person (department, customer, etc.) to contact regarding this order.

End Use: Enter up to 20 characters to indicate the end use of the products on this order (e.g., products used for cafeteria).

Customer PO: Enter the customer's purchase order number using up to 16 characters. This field will post to the general ledger as the secondary reference for detail transactions.

Misc: Enter up to four characters associated with the transaction. This code will be used for reporting purposes or selection criteria.

Prep ID: If left blank, this field defaults to the user ID of the person entering the record; can be overwritten with up to 12 characters.

Transaction Code: A code used to define the type of transaction (for example, "RC" for receiving). Default codes are selected on the SI General Information page. Transaction Codes are defined in the NU Common Codes, with a Category/Value of SITR/XX.

Pick Ticket: This field shows the pick ticket number assigned by the system when the pick ticket is printed using SIOEPK.

Transaction Format: Select the static system code that directs the manner in which the description, as it would appear in the general ledger, is to be created by the system. The default value is selected on the SI General Information (SIUPGN) page. Either accept the default value, or enter a new value from the list below. The following describes each possible Transaction Format code and its meaning:

Purchasing PR: If items on the order are backordered and the option to create a PR is selected, the PR number created will be shown here.

Order Codes

Order Codes: Enter up to ten order codes. Any values entered in the order code fields must be defined in NU Common Codes, with a Category Value of SIOC/XX. 

Items Tab

Use this page to define actual product information for the order - the quantity ordered, the GL account to which posting occurs, and (depending upon the pricing calculation used) unit and total pricing information per product on the order.

Line Number: This field displays the line number of the order. For example, "0001" would be the first line number, and "9999" would be the last line number.

Sequence: Some clients using contract accumulators attach a unique sequence number for each instance of an order (e.g., when a step increase is given, the sequence would go from 1 to 2). Unique sequence numbers are not required for each instance of an order. If this functionality is chosen, then it is because the client has an internal reason for it.

Line Status: This field indicates the status of an item on the order: "NW" indicates a new item; "BK" indicates a backordered item; "CM" indicates a committed item; and "FL" indicates a filled item. Line status for new items will only be "NW" if Use interactive committing is turned off in the SI General Information page; if committing is turned on the status will be "CM".

Units: Displays the unit of measurement associated with the Product ID, as defined in the PE Product Information page.

Warehouse: This field indicates the warehouse from where the product will be issued.

Quantity Ordered: Enter the quantity of the product being ordered using up to nine characters. This value is to be expressed in the stock units as held in inventory. If the quantity entered is greater than the quantity available, a warning message will be displayed.

Product ID: Enter the Product ID being ordered or use the Lookup function by using the Ctrl+L key combination or clicking on the field's ellipsis (…). Product IDs are defined on the PE Product Information page. If the product being ordered has been marked as OBSOLETE (via the PE Product Information page) and there is no stock in the warehouse, then the user will receive an error message and will not be able to order the product.

Description: Product ID description will display.

Account: Select the general ledger account string to which the cost of this product should be posted. Typically, this will be the inventory control account. If the Job Ledger (JL) module is used and this transaction relates to an account in the JL, enter a JL account number, and/or Work Order.

When the selected Warehouse has an Inventory Account number defined on the SI Warehouse Information (SIUPWH) page, the account number (when left blank) will derive from that page.

For ease of use, this field supports a variety of data entry methods, including the Quick and Fully Qualified Account methods, for both the GL Account and/or the JL Account. To look up a ledger code, account part (key, object, fund, etc.), or work order, place the cursor in the particular field and press the Ctrl+L key combination or click on the ellipsis button (…); then select Lookup xx where xx is the field where the cursor is placed.

Additionally, the account field display can be altered by selecting the following options:

• XX Org Key-Object or Fully Qualified (where XX=ledger code): Select this option or press Ctrl+K to display the ledger's organization key and object code input format. Use Ctrl+U to display the fully qualified account string, as shown on page two.

• XX Quick (where XX=ledger code): The Ctrl+Q option allows changes the display and the lookup to accommodate quick key entry for account numbers that have been defined in the General Ledger (GL) Quick Account Numbers (GLUPQU) page.

• Show Ledger: Selecting this option displays the general ledger code field before the account field.

• Show Job Ledger Side: Selecting this option displays the JL side ledger code and account string field associated with the active general ledger.

• Show Work Order: Selecting this option displays the Work Order field. Entries in this field will validate to existing orders defined in the Work Order module.

The system doesn’t allow saving a zero percentage or amount on split line accounts. An error appears: Account line item should not have 0 percentage or amount.

Price Code: Two-character code identifying the pricing to be used on this order. The system will use the customer pricing code, if defined on the PE Information (PEUPPE) page; if not, the product pricing code will be used, if defined on the PE Product Information page; if this field is left blank, the Default Global Price code from SI General Information page will be used.

Quantity Available: This field shows the quantity that is in stock.

Unit Price: Enter the price per unit for the product on this order using up to 12 characters. The figure will depend on the previously defined price code.

Total Price: This field shows the total dollar value of the order currently being processed.

Tools

SI Order Copy Tool for SIOEUB

An SI Order Copy Tool is available under the Tools section of the Options Bar. The SI Order Copy tool is used to copy an existing Order (and corresponding detail) from one Order ID to another new Order ID. The Order copied from will remain unchanged. By default, the current Order ID will appear in the "From Order ID" field. This may be changed to copy from another Order. By default, "SYSTEM" will appear in the "To Order ID" field. The "SYSTEM" in the "To Order ID" will generate a new Order ID from the SYNO/SIORDERNseed value. Optionally, "SYSTEMxx" may be entered as the "To Order ID" and the system will use the SI.xx value as the Order ID. If preferred, a user-entered "To Order ID" may be used.  When copying each line of detail, if more than one record appears with the same Line Number, the first one will be copied and remaining will be ignored. These are lines created by backorders and do not need to be copied. If the message "Copy Complete" comes up at the top of the page, the copy was successful and the new order will appear. If the copy failed, the reason for the failure will be displayed at the top of the page and the SI Order Copy window will remain open until one completes a successful copy or hits the cancel button.

Copied orders will automatically have the following fields set to new values:

Status: NW
Packing No: 0
Approved By: empty
Approval Date: empty
Approval Code: empty
Pick Ticket: empty
Requested Date: Current Date
Prep ID: Current User ID

Each detail line copied will automatically have the following fields set to new values:

Quantity to Ship: 0
Line Status: "NW" or "CM" depending on whether or not committing is on
Packing List: 0
Use Exception Quantity: empty
Job Number: 0
Sort Date: Current Date
Sort Time: Current Time