Throughout this document, we refer to "Lyon" because it is brief. Everything here also applies to CharterHouse.
The following are some commonly asked questions about the Order Entry module.
. There are several "off the menu" utilities available for restricted functions. Not all of these programs are distributed as part of the standard Order Entry module, so some of these may not exist on your system. To run these:
An orphan is, for example, a line item with no corresponding header record. Or a header with neither a current (ordered but not yet billed) line item nor a history (billed) line item.
. I see files in my data directory with names like OESEL002.OE. What are these?
OESEL0##.OE is the file you created when you selected an order. See the Master Menu's "CHARTERHOUSE MENU UTILITY" ("Control U") screen; it shows the numeric value that will replace the "##" in the example file name above (and contains other fun stuff too).
. I can't select this work order for invoicing. The program says it has been selected by another user.
When you select a work order for invoicing, the program creates a file in the data directory which contains the selected order numbers. At the same time, it changes the STATUS of the work order to 3 (SELECTED) in the Order Header file. The Order Header file does not know who selected it, but the selection file does. By "who selected", we mean "which USERNAME", the name that appears in the top left corner of the Order Entry System Menu. If the USERNAME changes, then the order HAS been selected by "another" user. A computer crash can alter the USERNAME or corrupt the selection file.
If you are certain you have the correct USERNAME but Selection For Invoicing does not display your selected orders, changing the STATUS in the Order Header file will allow the order to be selected.
. What do the STATUS numbers mean?
RTFM (Read The Fine Manual).
. How do I account for merchandise that is in the hands of my sales people but that I do not want to invoice? I need to charge them if they quit and to keep track of who has what.
This solution requires the Order Entry module. Create a CUSTOMER record for the salesman. Create a Work Order with all items given to the salesman. Also create a "dummy" line item using a dummy inventory item, zero cost, zero sales price and a quantity of one.
Optional but recommended to keep this work order from appearing in various reports: Invoice the dummy item so that the remainder of the work order becomes a back order. Inventory is not reduced but is committed to orders.
Invoice or maintain the work order as needed.
If you consider the above, you may see other possibilities as well.
. When an order goes into back order status, my comment line items disappear.
That's because they aren't back orders. When the quantity shipped is equal to the quantity ordered, then the item shipped in full - even if shipped and ordered are blank or zero.
You can enter a QTY ORDERED of 1 (one) and both UNIT PRICE and QTY SHIPPED 0 (zero). This changes the comment line into a back order.
CAVEAT: Eventually you will have to set QTY SHIPPED to 1 because
the back order level will get out of hand.
CAVEAT: There will be a 1 printed in the QUANTITY column, Y or N (Taxable) and a 0.00 dollar amount. Entering a QTY ORDERED also causes the program to demand a G/L account number. Sorry, for now this is the best we can do.
. The "off the menu" above referred to UPS. What's that?
CharterHouse sells an add-on module that computes the United Parcel Service shipping charges and adds that freight amount to the invoice total. It contains rates for all 50 states and Canada, and can be used for foreign shipments as well. Prints a "manifest" for the driver. No, it does not handle UPS's new requirements, but when you need an accurate freight charge on the invoice...
. Can I create quotes rather than work orders? I don't want to record this order.
You have two choices. You can prepare a work order and print it, then delete it. Or you can create a new company (I call mine QUOTES). QUOTES is a dummy company; I don't care what happens there.
If you create a new company, copy data files from your real company so you have customers and inventory; thus you can create a work order using real data but not affect your permanent records. That saves a lot of setup work. My method is to get into the real data directory at a DOS prompt and type:
Don't forget to initialize files for the Order Entry system. I also recommend that you initialize INVENTORY HISTORY in QUOTES company's AR to reduce the size of that file. Most of the other AR files are small enough that you can just leave them, but if their size is a problem, you can reinitialize REVENUE DISTRIBUTION, TRANSACTION, and INVENTORY LAYER too. When initializing, set all values to 1 (one) for the file(s) you want to create or erase.COPY *.AR ..\QUOTES
Since inventories change, I occasionally make a fresh copy of the inventory file from the real company into the dummy company. If necessary, I can also make a fresh copy of the customer and ship-to files.
If the customer wants the merchandise, I have to enter the work order into the real company. There is no way that the system can move the order from the dummy company to the real company. You can't have it both ways. And remember to select the correct company for processing!