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Last modified on 2/4/2010 1:59 PM by User.

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Order Create Screen

 

Overview

Known as “the PO staging” screen, the “Create POs” screen and many other names, the Order Create Screen in OASIS has “looked” the same for almost 10 years now. However, the features implemented behind the screen have slowly become rather complicated – especially concerning the concept of project (quote) initiated change orders.

In V2.7, new features have been added to the Order Create Screen and (hopefully) the concept of project change orders has been demystified.

NOTICE:

Change orders from quotes are a convenience feature and typically work well with consistent business practices. However, the order editors are the final say on an order. (In short, it is possible to quote complex changes that can’t be “sorted out” automatically for a change order – this is by design.)

New Orders

Creating new orders should be very similar to previous versions of OASIS, but with a screen that looks a little different. The only significant change is the ability to release (order) a couple of lines on the project before the rest of the quote has been finalized (also helps with manufacturers that don’t accept hold for release orders).

Example

Consider the quoted bill of material:

 

When the customer is added and the “Create POs” function is activated:

 

From this screen, the initial order information may be seen and altered (e.g. the PO number and manufacturer quotes may be altered here).

Distributors will not likely see the first screen as there is typically only one customer order per project. Sales agencies will not see this screen if only one manufacturer is quoted or all items are “for resell”. When a manufacturer is selected, the material for that manufacturer is shown on the “Bill of Material” tab (this is done automatically for distributors and for sales agencies in the conditions stated previously):

 

Each row on this tab shows the quote line and or any related order lines. By default, the screen uses the logic in previous versions of OASIS where lines are matched based on internal OASIS line identifiers – that is the type code, manufacturer and fixture are ignored and the order lines are matched to the quote lines they were initially created from. From the “Sort By” drop down, one is able to switch to Fixture Type / Manufacturer (with part assumed) sorting where the lines on the order and quote are matched by type / manufacturer / part – best for customer directed change orders.

Individual rows may be selected or deselected by clicking on the check box. Additionally, the “Select All” and “Select None” buttons may be used as implied.

The order entry / addresses tab allows the user to set the ship-to address and other information that is to be copied to all orders created from this project (not required as the information may later be keyed or altered on the order screen):

 

As in the past, the order notes may be added from this screen:

 

Pressing the “Create” button, creates the order. (Close, closes the window and Cancel returns the user to the quote.)

 

Returning to the Create POs screen and selecting the resell items shows similarly:

 

Individual rows may be selected or deselected by clicking on the check box. Additionally, the “Select All” and “Select None” buttons may be used as implied.

Pressing the Create button results in activating the resell order screen:

 

Process the orders as one would normally.

Change Orders

Change orders from projects are radically changed. The new screen allows for a number of new features including:

  • Allows the user to review the change before committing the changes to the order
  • Manually accept changes (e.g. we are ready to change the finish on the fixture, but have not heard back on the “add”).
  • Change orders will still need to be quoted using option groups, but selecting individual elements of winning options is now possible.

Example

Using the same quote from above, we will change the manufacturer for the pole and add 2 type AA fixtures (this could have been done in a separate option group as a “Change Order”):

 

Pressing the “Create POs” button now shows a new vendor (for reps only) and updates totals for existing orders. Again, distributors will not likely see this screen:

 

Selecting “Brand A” now shows one Add and one cancellation on the order:

 

Individual rows may be selected or deselected by clicking on the check box. Additionally, the “Select All” and “Select None” buttons may be used as implied.

Pressing the “Create” button results in a change order cancelling type AA from the order:

 

The new type AA vendor PO is just a new order

 

The lamp order is an example of a add – or as some would say: a quantity change. The other line remains the same (as in the first order):

 

Pressing the create button opens the resell editor:

 

Adds and Deducts!

It is possible to quote an add or deduct using OASIS. To do this: use the project "Option" code to split the bill of material into the ordered material (as winning options) and the quoted add/deduct. Once the customer accepts the add/dedcut, mark it as a winning option.

The last steps:

  1. Mark the customer accepted options as "Win Option"
  2. Press the Create POs button in the project
  3. Under "Sort By" on the Bill of Material, select "

Using this option causes OASIS to colapse like fixture type/manufacturer lines together while creating the order. The result is the counts are added to create an add or deduct. Now for some good news and some bad news:

  • Good News: the sell price can change on resell orders - just the billing price will change when the invoice is created.
  • Bad News: the cost (and sell price on commissioned orders) can not change.

Known Issues

The following items are known to be issues at this time.

  • Lot scenario: quoted a lot cost. A deduct is granted for units.
  • Complex change orders occur when multiple order or quote lines appear in one change set (e.g. same type/mfg/part combination). Complex changes are not currently implemented.
  • Currently, changes will be allowed on lines that have invoiced. This will not be allowed in the future.
  • Currently, changes will be allowed on lines that have shipped. This may not be allowed in the future (or this may become a global setting).
  • Currently, changes will be allowed on lines that have