Shortcuts from Within Order Entry

A variety of useful shortcuts are available when at the part number prompt within the Order Entry screen (10/10/1).

Here’s a list of the most frequently used shortcuts –

/BK – shortcut to the Backorder Edit/Inquiry, 10/10/8 screen displaying the current customer number and places you at the manufacturer prompt

/CI – shortcut to the Customer Information, 10/10/12 screen displaying the current customer’s information

/OI – shortcut to the Order Inquiry, 10/10/11 screen displaying the current customer number and places you at the order number prompt

/PS – shortcut to the Product Stock Inquiry, 10/10/10 screen displaying the current customer and placing you at the part number prompt

/CON – display the current customer’s contracts

/CN – display current customer’s contact info

/SLS – display current customer’s sales representative

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Receiving Status Identification

Enhancements have been made to the receiving system to provide receipt batch status identification. As we know, a shipment gets added to the receiving system when an electronic invoice is received from a vendor. A shipment can also be added to the receiving system when a manual (emailed, faxed, mailed) invoice is entered.  Invoices are added prior to the shipments actually arriving at the receiving warehouse dock. Functionality has been added allowing a user to designate/set the date a shipment arrives at the receiving warehouse.

From the initial Enter/Edit batch level display, use the ‘/K’ option to set the ‘at_dock’ date and time.


Acknowledge setting the ‘at_dock’ date and time by typing ‘Y’ <enter-key>.


The receipt batch displayed on line 6 now displays the ‘at_dock’ status. The display the date and time the batch was set to ‘at_dock’ use the ‘/T’ option.


Various dates and times are displayed.


When a put-away/receipt has occurred in a batch the status changes from ‘at_dock’ to 1st-rec’, indicated a receipt has occurred.


Use the ‘/T’ option to display various dates and times.


If you ONLY want to display batches that have been set to ‘at_dock’ status whereas receiving has NOT started you can add ‘/K’ when choosing the operational mode (example – 2/K)


Only ‘at_dock’ batches are displayed for the warehouse designated.


The ‘at_dock’ and ’1st-rec’ status indicators are displayed when inquiring on in-transit shipments within Product Stock Inquiry using the ‘/IT’ option.




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Editing CODES File Strings

Many codes file records can contain a string of values whereas various programs look up those codes file record values in the execution of the program.

For example, the freight poster program may look up product codes relative to a specific freight policy in the ‘GS’ general string codes records. The list of product codes are stored in field 3 of the ‘GS’ codes records and adding, deleting, or editing the product codes could be tedious, especially when the string/list is lengthy (as seen in the screen shot below).

A new mechanism has been developed to display the string of values in a popup box that provides a more efficient method of editing.

Enter ‘C’hange mode, retrieve the codes record you want to edit and enter the field number to edit.

Enter ‘/B’ <enter> to display the values in a popup box.

The popup box displays each value and an associated line number. You can ‘A’dd or ‘D’elete values as needed. If a value has been previously entered incorrectly then you can delete the old value/line number and add the correct value back into the list.

Enter ‘D’ <enter>.

Enter the line number you want to delete.

You can continue deleting values or enter ‘\’ <enter> to return to the ‘A’dd, ‘D’elete prompt.

Enter ‘A’ <enter> to add a new value.

Enter the line number you’re adding/inserting.

Enter the new value. Since the value being adding must be a valid product code, the new mechanism is able to validate the value entered.

The mechanism is available when editing other codes records whenever you see the ‘/B’ indicated as displayed in the following example.

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Ship ASAP Backorder Processing

As a rule, ‘stock’ backorders ship according to the backorder processing method associated with the customer’s account (established in Customer File Maintenance). Backorders are typically allocated and released based on days allocated and/or dollar value. They can be shipped along with another outgoing order or shipped as part of a scheduled backorder release. On occasion, a customer may request that a ‘stock’ backorder release and ship as soon as it becomes available for shipment. The request may be made at order entry time or after-the-fact.

You can flag backorders to ‘ship ASAP’ during order entry in the order header, thus flagging all backorders on the order to process this way.

Toggle on the order option ‘g in field 6 of the order header.

You can flag individual items to ‘ship ASAP’ at the line item level by using the ‘SA’ option at the ‘V?’ prompt.

Change the flag from ‘N’ to ‘Y’.

Change the backorder after-the-fact in Backorder Edit/Inquiry.

Edit the backorder using the ‘E’ option within the program.

While in edit mode and at the specific backorder use the ‘/SA’ option to change the ‘ship ASAP’ backorder processing option.

Change the flag from ‘N’ to ‘Y’.

The ‘ship ASAP’ backorder processing flag has been set but an automated job/scheduled task must be created that will run at a predefined time of day that will check for any ‘ship ASAP’ backorders that have been received into stock.

Run the Backorder Allocate and Release program selecting the ‘Customers to Release’ option #12.

Save the job as an ‘automated’ job and schedule it run each work day at the time you’ve determined to be best (mid-afternoon).

Regarding freight charges – many freight policies provide for prepaid or allowable freight charges when shipping backorders. With this type of backorder freight policy it’s usually integrated with the practice of importing backorders onto new orders and only shipping standalone backorders when no new orders have been placed for a period of time or the backorder dollar total exceeds a specific dollar value. The ‘ship ASAP’ backorder processing mechanism provides for defining a freight policy other than the ‘normal’ policy so as to recoup (not ship prepaid or allowable freight) the shipping costs.

Field 40 of the Freight Terms codes record allows you to override the freight policy when a ‘ship ASAP’ backorder is being processed.

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Single Use Promo Codes

A promotional code may be such that you wish to limit the use to a single use. Once the customer uses his single use promo code then the promo code is automatically removed from his list of allowed single use promo codes. CODIS will add the promo code back to the customers list of allowed single use promo codes if the order is cancelled.

What’s required –

Create the single use promo code in the Codes File Editor.

Define the customer(s) allowed to make use of the single use promo code. This can be done in the Customer File Maintenance program when the single use promo code is for a limited number of customers. Otherwise using program OE3902 will define the customers from a list (csv file).

Here’s an example of a single use promo code called ‘PPDFRT’. The promo code is identified as a single use only promo code by adding ‘Yes’ in field 8. The ‘PPDFRT’ promo code also adds an order option of ‘P’ to any order containing the promo code and the customer has the single use promo code in his list of allowed promo codes.

Customer File Maintenance, screen 7, line 12 indicates the single use promo codes allowed for the customer being displayed.

Run OE3902 to update customers from a csv file. The csv file can contain customer numbers only or can contain the customer,promo code.

The program allows you to add or remove single use promo codes. This allows you to create a scheduled job that adds a single promo code at the beginning of the promotional period and then remove any unused single use promo codes at the end of the promotional period.

You can be specify that a single use promo code be added or removed based on the existence or non-existence of a different single use promo code.

Enter filename of the csv file that contains the customer(s) the program will use to add or remove the single use promo code to/from the customer file.

Enter ‘A’ or ‘R’ to indicate if you are adding or removing a promo code.

Enter the single use promo code you are adding or removing (if it is NOT contained in the csv file that contains the customers you are processing).

Enter the ‘other’ single use promo code that the non-existence this action depends upon. For example, the ‘new’ single use promo code will added or removed as long as the ‘other’ single use promo code entered on the line is NOT already in the customer’s allowed single use promo codes.

Enter the ‘other’ single use promo code that the existence this action depends upon. For example, the ‘new’ single use promo code will added or removed as long as the ‘other’ single use promo code entered on the line IS already in the customer’s allowed single use promo codes.

Enter ‘Y’ to update the customer records.

When a customer has single use promo codes available then ‘/PRS’ will appear at the bottom of the order entry screen. To access/enter available the single use promo code(s) type ‘/PRS’ <enter>.

If the single use promo code is known then it can be entered at the prompt.

Typing a ‘?’ <enter> will display the available single use promo codes.

Type the single promo code you want to redeem and press <enter>.

The promo code is updated and any additional overrides are updated in the order as well (as evidenced by the ‘P’ in the order header).


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Displaying Order Summary Totals by Manufacturer and/or Product Code

When displaying/viewing an order, you can use the ‘/SUM’ or ‘/SUP’ options to display dollars and units ordered by manufacturer or product code along with fill rate.

In addition to the summary totals, a suspended order also displays the dollar and unit fill rate if the order is reallocated (based on the current on hand available of the shipping warehouse).

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Creating a basic purchase history report for a dealer

You want to create a report of all purchases for a single dealer that has all parts purchased the previous year. Below is the steps you would take within Sales Analysis to create such a report.

From the main menu select 60 then 15.

Enter “/SPEC” inorder to report at the part number level.

Enter the ending month and year. EX:12,13 (December 2013)

Press Enter to create a new SPEC file.

You will see a large list of options you can select by. If none of them are needed just press enter and proceed.

At the report on (B)ill or (S)hip Whse prompt you will need to enter “B/PART”
This will report on the filling warehouse and allow the part number to be added to the report output.

Press Enter to use the newly created SPEC file.

If the ending month displayed is correct press enter.

If you want to report on 12 months press enter or define the number of months. Confirm your selection.

Select by customer by entering Y and then choose to select by account number (option 1).

Enter the account number you wish to report on. Confirm your selection.

Press enter if you do not wish to select by customer in any other way.

Press enter if you do not wish to select by manufacturer code.

Press enter if you do not wish to select by product code.

Press enter if you do not wish to report by customer sales history account.

Press enter if you do not wish to report any zeros on the report.

Select the items you wish to report. The example above that I mentioned you would want to select the following.
This will provide a CSV file that contains headers and has a live item for each part purchased by this customer.

You can choose one of the listed options to subtotal, create a new page for or a new report file for. I did not select any of these options.

Select report style 2 and either choose QTD figure or Same month last year figure.

That completes the reporting selection criteria. Next you will be given the option to name the report, print the report, create a unique file extension, and have the option to create another report file based of the selection criteria you have defined.

Submit the job to run and wait for a mail notification the job has completed. Sales Analysis can take a while to run because the report is scanning 24 months of order details one part number at a time.

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Automatically Adding Messages to Purchase Orders

First, add the messages containing the specific text you’ll be automatically adding to the vendor purchase order. The next two screen shots define separate messages that will be automatically add to the vendor purchase order.


The PO_ADD-ON codes record allows you to define the add-on messages by warehouse, vendor, manufacturer order code and the PO type. The following codes record says “if the PO is for warehouse ’06, vendor 10350A, manufacturer order code ‘ZELT’, and it’s a stock order then add messages 204 and 205 to the purchase order. Fields 5 and 6 define whether or not you ALSO add any messages that may be defined for all vendors and/or manufacturer order codes.

Here’s an example of the messages being added automatically to the defined purchase order.

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Price Protection at the Part Number Level

Price Protection at the Part Number Level

Product File Maintenance contains a flag (line 95) that allows you to password protect the selling price at the part number level.

Changing line 95 to ‘Yes’ will force prompting of a password when a user attempts to override the sell price in Order Entry.

The override password is defined in a ‘PW’ codes record.

Here’s the codes record whereas the password is highlighted.

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Setting a Vendor to Auto-vouch

Setting a Vendor to Auto-vouch

Vendor File Maintenance, screen 3, line 17 – change the flag to the desired action. Auto-vouching credits may not be desirable so you can choose ‘Invoice only’ thereby auto-vouching incoming electronic invoices but NOT credits.

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