Line Modification Options

The line modification feature allows the operator to add, change, and close lines on any active order.

Lines can be added to an order during Sales Order Maintenance, Quote Order Maintenance, and Open Order Shipping and Billing.  New order lines are assigned a line number of one greater than the last line number and are added at the end of the order.  Lines added during shipping and billing are added to the Sales Order Line file, Quote Order Line file, and the Open Item Distribution file.

The operator can change newly created lines at any time during a conversation.  For example, if an error is detected while reviewing an order in recap, the operator can enter an action code on  the incorrect line and press the Enter key to display the line in the Order Line window.

Once a sales order has been accepted and entered, any changes made should use the Sales Order Maintenance conversation.  Once a quote order has been accepted and entered, changes should use the Quote Order Maintenance conversation.  Only lines not yet shipped can be maintained.  Changes to a release can be made in the Sales Order Maintenance conversation.  The Blanket/Backorder Release window will be displayed if maintenance code 4 (Blanket/Backorder Release) is entered.  The data entered in this window will be validated by the Automatic Order Release program (OP630E).  If  a release is created successfully, the Sales Order Maintenance program (OP100E) will retrieve the newly created sales order header record, change the maintenance code to '2' (change), and will continue to process the blanket or backorder release as if you has requested maintenance on it. If OP630E cannot generate a release, then you will receive an error message..  Changes to an original order or release can be made in the Open Order Shipping and Billing conversation.  However, the alteration of line item fields is limited.

When certain header and line fields are changed in Sales Order Maintenance, or Quote Order Maintenance, revised paperwork may be desired.

A line or an order may be closed at any time until the time the order is shipped and billed.  To close a line, the operator sets the line status to "closed."  To close an order in Sales Order Maintenance or Quote Order Maintenance, the operator enters the "close order" maintenance code on the Function Select screen.  A quote order can also be closed when it is converted to a sales order through the Quote Conversion window.  A new order can be closed by pressing the "Cancel Order" command key.  Closed lines do not reserve inventory and are not added to order totals.  If a sales order line is closed after it has been used to reserve inventory and update order totals, it is backed out.

When changing or closing a sales order line, you can enter a reason code to document why the sales order was canceled or changed.  The reason code is a two-character user-defined code that you setup through Reference File category G94.  The reason code allows you to distinguish between closed and canceled lines, both of which carry the same status.  The reason code can be entered at any time, thus giving you the flexibility to use the reason code in a way that would benefit you the most.  The reason code can be maintained at any point in the order life cycle, from order entry time until the order is closed.

In Sales Order Maintenance Entry, the reason code can be accessed via the action code 'DS', which displays the Descriptive Information window.  You may also maintain the reason code for a sales order line from the Shipping and Billing conversation.  This is primarily to allow you to enter a reason code if a sales order line is being closed.

Considerations

Determining how to maintain existing orders involves knowing which fields need to be changed and which conversations can be used to change those fields.  The operator has complete flexibility to make changes only in the Sales Order Maintenance conversation and the Quote Order Maintenance conversation.  The operator should become familiar with the processing features of these conversations making any modifications to the sales order files or quote order files.

Because the Postbilling and Debit/Credit Memo Entry conversation performs order entry and billing in the same conversation, order maintenance is not applicable.  Once an order has been entered, credit or debit memos provide the only means for correcting errors.  This also applies to shipped and billed orders.

The system will allow an operator to add a line to a sales order for a warehouse that has been shipped and billed.  These lines, however, cannot be shipped and billed since a warehouse can be shipped only once.  Adding these lines should be avoided unless the operator's intent is to fill these lines exclusively through backorders.