Order Entry

This page will guide you through all the fields on the sales order in each tab.

On this page :

Each Tab has its own page and can be reached by clicking the links below

New Order

The ‘New’ icon opens the sales order entry form as shown in the image below.

Important Information

When creating a new order, some of the buttons will be greyed out until you save the order

The save buttons will be greyed out until all Mandatory fields have been filled in.

The following must already be set up to create a Sales Order

Customer Code
Site Code
Delivery Point Account Ref
Products
Country
Deferments
For some orders types, you may need to use Transport Code
Sundry Charges

Header Information

This is the section at the top of the form and It won’t change when you switch between tabs.

The entry form requires details in the header to be completed before you enter to the tabs.

The first items you have to enter on any order are:

Customer Code
Site Code (this will default to the customer's site but only if the customer code is only on a single site)

The Unique ID(UID) - is also known as the Order UID is a unique number provided to this order when it is saved for the first time. Until then it will remain blank waiting on you to save it.

Important things to note:

The order number is unique and applies only to this order.
If you cancel an Order the Unique ID remains attached to the cancelled order.
This number will remain for the lifetime of the Order.

You will be unable to change the customer details once you have started entering information in other fields on this screen.

If you find you have entered the wrong Customer Account, Site Code, or Customer Reserve account, it is always best to start the Order again from the New.
Other fields can be edited after an order is saved but not the fields in the header.
You must enter these fields first before any others as this will determine what the customer restrictions may be.

Footer Information

You will find various options at the bottom of the order form, accessible through separate buttons.

Button/Options
Refresh	Use this button if you make a change elsewhere that would affect this order. You will need to have successfully saved the Order at least once before you can Refresh it. Clicking this button will discard any changes you have made since the SAVE button was last clicked.
Pre Payment	This button will only show if you use VCIS Private Site and if the order has a record for PrePayment on the VCIS site.
Load PO	Load the Pre-advice that is attached to the Sales Order. We generate a pre-advice for some order types when the goods have been pick confirmed, this applies to the following orders types: Transfers Manufacturing
History	This provides the history of the order, this includes the date and time of the specific action taken. Expand to see the audit history tab The history option will open a further table which shows the audit history for the order Keyed by the user who entered the order, when it states system it is usually through EDI. The user who last edited (saved) the order is shown in the Last Edited By field (if this field is empty then there have been no changes since the Order was created).
Resubmit	Optional Module If you are having issues with customers getting orders wrong on EDI then this option can be added which will allow you to cancel the original order and create a new Order with the same details except you will get the chance to choose a different stock movement type. You can only use this option if the Order has not been picked.
New Order	This will open a new order screen so you can start a new Order. It will close the original screen so make sure you have finished or saved the order you are editing.
Save & Hold	This will save the order and place it on hold under the On Hold reason “User Held” Use this option if you want to prevent the Order from being Picked until it is ready.
Save & Submit	You will not be able to Save an Order if there are any red lines around a field - these are mandatory fields that do not yet contain valid information. Order Charges - As we have different orders charging rates for EDI and Manual orders, if you have edited an EDI order you will be asked to confirm if the order should now be charged as a manual order.
Cancel	Cancels the current Order. Not always possible to cancel an Order.
Close	Closes the screen. Clicking this button will discard any changes you have made since the Save button was last clicked.