Through order confirmation an Invoice is created from an order that has been entered into the system. To avoid inaccurate information in Order Processing reports, it is advisable to confirm only those items that have actually been shipped. You may also use this option to change or delete previously confirmed orders.
CONFIRM AN ORDER
The confirmation screen appears as follows:
Header Section
ORDER # (6 characters) Enter the number of the order you want to confirm. If the Order Number is not known you may press [F7] to use the LookUp feature or you may press [F4] to END this option. An invoice number will be assigned to this confirmation once the order number has been entered and accepted.
BILL TO (6 characters) Enter the customer code of the customer who will be billed for this order or press [RETURN] to accept the present information. If the information is not known you may use the LookUp feature by pressing the [F7] key.
BILL TO NAME (25 characters) Enter the Name of the Company that you are billing or press [RETURN] to accept the information that appeared when the BILL TO CODE was entered.
BILLING ADDRESS LINE 1 (25 characters) Enter the first line of the billing address for the company you are billing or press [RETURN] to accept the information that appeared when the BILL TO CODE was entered.
BILLING ADDRESS LINE 2 (25 characters) Enter the second line of the billing address for the company you are billing or press [RETURN] to accept the information that appeared when the BILL TO CODE was entered.
BILL TO CITY (25 characters) Enter the bill to city or press [RETURN] to accept the information that appeared when the BILL TO CODE was entered.
BILL TO STATE (2 characters) Enter the bill to state or press [RETURN] to accept the information that appeared when the BILL TO CODE was entered.
ZIP CODE (10 characters) Enter the customers zip code or press [RETURN] to accept the information that appeared when the BILL TO CODE was entered.
SHIP TO CODE (6 characters) Some customers have separate billing and shipping addresses. If this field has been left blank on the order, you must enter a code at this time. Enter the code for the ship to address or if it is not known you may use the LookUp feature by pressing the [F7] key. If the ship to address is an address that is not stored in the system press [RETURN] and you will be able to enter this information.
CUSTOMERS PO NUMBER (15 characters) Enter the number from your customer's purchase order.
SHIP VIA METHOD (4 characters) This field indicates how the order will be shipped. (Ex: PKUP = pickup, FEDX = Federal Express, etc.) If the code is not known you may use the LookUp feature by pressing [F7].
SALES TAX CODE (2 characters) This field indicates the percentage of sales tax to be charged or the reason that sales tax is not being charged. If the code is not known use the LookUp feature by pressing [F7].
INVOICE NUMBER (6 characters) This number is automatically assigned by the system when the order number was entered and accepted.
INVOICE DATE (mm/dd/yy) This is the date that will appear on the customers invoice. You may enter a date or press [F1] for today's date.
SHIP DATE (mm/dd/yy) This is the date that this order was shipped to the customer. You may enter a date or press [F1] for today's date.
PAYMENT TERMS (3 characters) This indicates the manner in which this customer will pay for this order. Enter the code or press [F7] to use the LookUp feature.
SALES REPS (5 characters) This indicates which sales representative(s) will receive credit for this order. Enter the sales reps code or press [F7] to use the LookUp feature.
Detail Section
You will now see the following message on the screen:
Were ALL items [S]hipped, [B]ackordered, or [C]ombination: [F4] to Abort
If you press S and [RETURN] all items on this order will automatically be confirmed. If you selected B and pressed [RETURN] all items will be automatically backordered. After [RETURN] was pressed in either selection the cursor is go to the next available line on the order to allow for additional items or comments.
If you press C and [RETURN], you must go line-by-line to indicate the items that were shipped and/or backordered.
Total Section
TOTAL SKIDS
TOTAL CARTONS
TOTAL WEIGHT
PACKAGED BY
SHIPPING AND HANDLING CHARGE
MISCELLANEOUS CHARGE At this point you have the opportunity to change this amount or add a charge that was not added during order entry.
The next question you receive is:
Confirmation Correct? (Y/N/DELETE)
If all the information entered is correct type Y and press [RETURN] and you will be returned to the Order Number field to begin confirming another order.
If all of the information was not correct type N and press [RETURN] and you will receive the following question:
Do you want to CHANGE the <H>eader, <D>etail, <U>PS or <T>otal Information?
If you would like to change the information in any of these sections press the appropriate letter and press [RETURN] and you will be returned to that section to make changes. After the changes have been made you will again be asked:
Confirmation Correct? (Y/N/DELETE)
If all the information entered is now correct type Y and press [RETURN] and you will be returned to the Order Number field to begin confirming another order.
If you wish to delete this confirmation, type DELETE and press [RETURN] and you will be returned to the Order Number field to begin again.
CHANGE A CONFIRMATION
If after you have confirmed an order you realize that it should not have been confirmed you have an opportunity to change a confirmation.
Enter the Order Number of the order that was incorrectly confirmed and you will receive the following question:
Is this the Confirmation you want to Change? (Y/N/DELETE) N
If this is the correct order select Y and press [RETURN], if it is not the correct order select N and press [RETURN] or you may delete the confirmation by typing DELETE and pressing [RETURN].
If this was the order in which you wished to make changes you will receive the following question:
Do you want to CHANGE the <H>eader, <D>etail, <U>PS or <T>otal Information?
To change the information in any of these sections press the appropriate letter and press [RETURN] and you will be returned to that section to make changes. After the changes have been made you will again be asked:
Confirmation Correct? (Y/N/DELETE)
If all the information entered is now correct type Y and press [RETURN] and you will be returned to the Order Number field to begin confirming another order.