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Hold, Release and Partial Rele…
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Last modified on 10/14/2011 2:54 PM by User.

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Hold, Release and Partial Release Orders

Overview

Orders can take many different avenues in the course of a job. From Hold for Release to multiple changes a customer may make during the course of a job. OASIS will handle these scenarios, keep track and a record of each process.

These instructions assume the user knows how to initially create an order or convert a quote to an order.

When initially creating orders or converting quotes to orders, there will always be the window asking if this is a Release or Hold order.

Select Release – to create a Released Order

Select Hold - to create a Hold for Release (or a Partial Released Order)

NOTE - If partially ordering items for one manufacturer, OASIS will remember the previous quantity ordered.

A “Message” window may appear as shown below – this is just a message particular to this mfg – these are created in the mfg editor called “New Order Message” – for the CSR/entry person.

Click OK

 

Hold Order

Click “Hold” in the Question window

The PO Editor window will appear.

 - Enter the Manufacturer and Customer (if converted from a quote they will automatically entered)

 - Enter the PO Number and tab off the cell (this opens the rest of the PO for entry)

  • Order Type – OASIS assumes if an order is converted from a quote it is a “Project” type order. If no quote is involved, it assumes a “Stock” order. Other options are available from the drop down menu.
  • A Question window may appear to confirm your selection. Click the option needed.

  • Enter any other related information for the order on this tab
  • Click the “Items” tab
  • Add the “Rel Now” (Release Now) column by going to File, then Preferences. In the window, check “Rel Now” then move it up using the “Up” button until it is just after the “Release” column.

  • Your screen should look similar to the one below.
  • The “Rel Now” column indicates “How many are you releasing right now”

  • Enter quantities, type, part number, pricing, etc for each line.
  • Since this is a Hold order, the Rel Now column should be “0”.
  • Notice the icon now in the upper left of the screen indicates the state of the order (complete explanation of the icons is at the bottom of this document).

  • Complete the Addresses (including Ship To) and Notes tab as needed (others if needed)
  • Printing a Hold for Release Order
  • Click Print

  • Click OK to allow OASIS to change the status of the order
  • Example of a printed “Hold for Release” order below.

Once the Hold is complete the icon on the General tab will indicate the status of the order as being a “Hold for Release” that has been sent to the manufacturer.

 

Released Order

Follow the steps above for creating the order, except

Click “Release” in the Question window

In the Items tab,

  •   Printing the Released order

 

 

  • Click Print, then print options – example below
  •  

    • Once the order is printed/sent to the manufacturer, the icon will change to a fully released “green” status.
    • Notice the Rel Now column is “0” indicating the items have been released.
    • The “Released” column keeps a running total of all quantities that have been released to date.

     

    Partial Released Order

    Click “Hold” in the Question window

    In the Items tab

    • Use only the “Rel Now” column to release the quantity needed.
    • Type the quantity released at this time for each line in the “Rel Now” column.
    • Notice the icon has changed to “Partial” status.
    • The Released column tracks what has been released to date

    • Printing a Partially released order
    • Click Print – for Hold and Released you would proceed using the settings below,

    For Manufacturers that accept “Partial Released” orders, click OK

    Example of a Partial Released order below

    • Once printed,
    • Notice the “Released” column indicates what has been released to date
    • The icon now indicates there are items on Hold and items that have been released.

     

    Printing Releases off Hold Orders

    • Open the Hold order
    • Select Action then “Release”

    • A window will appear asking if you want to release all remaining items/quantities OR allow you to choose the quantities
    • Yes - For releasing all remaining items
    • No – to pick what is being released at this time

    • In this example, select No
    • Again, using the “Rel Now” column, enter the items being released right now
    • NOTE – the Released column keeps a running total of the number released to date.

    Printing a release from a “Hold for Release” order.

    • Notice it prints “Release 1” in the upper left of the print. (Hold order has already be printed)

    For Manufacturers that do not accept “Hold for Release” orders

    In OASIS, there are 2 options for manufacturers that do not accept Hold for Release orders

    Option 1

    • Open the manufacturer and go to the Terms tab
    • Check the box for “Agency Holds Only (MFG Does not accept Hold orders)”
    • This will warn the user and will replace the wording at the top right of the printed order (and any subsequent releases) with “Sales Order instead of Release1, Release 2, etc

    Print example

    Option 2

    When printing the PO, the print dialog box appears.

     - check the box “As new order”

     - this will cause the “Sales Order” to appear at the top right on the printed order (same as shown above) 

     

    Glossary - Explanations for items on each tab 

    General Tab

    Manufacturer

    Begin typing the manufacturer or use the menu by clicking the Ellipse button. No free form manufacturers allowed

    Customer

    Begin typing the customer or use the menu by clicking the Ellipse button. No free form manufacturers allowed

    PONumber

    Generally the Customer PO number (if converting from a quote and you have entered the PO number in the Create PO’s screen the number will show here)

    Project

    (optional) Enter the Project / Job name (if converting from a quote the Project and Phase/Job name will appear

    Order Type

    By default if converting from a quote it will show Project

    If creating a PO with no quote it will default to Stock. There are also EDI, Daily, Sample, etc

    Stamp

    These are configurable (make you own list), They will show at the top of the PO in large print

    LotNet Billing

    Check if you want the mfg to Lot Net Bill your customer

    Freight Type

    Select the Freight Type – by default OASIS has several Freight Types but they are configurable to add others

    Don’t Ship Before

    Check the box and enter the date if needed on the Order

    Est. Date

    Check the box and enter the date if needed on the Order

    Req. on Site

    Check the box and enter the date if needed on the Order

    MFG Quote

    If this was entered on the Create PO’s screen it should appear here

    NOTE– MFG Quote numbers entered at the line level in a Quote will appear at the line level in the PO as well

    Agent Quote

    OASIS generated quote

    Account

    Account number for this customer for this manufacturer

    POStatus

    The status of the PO – OASIS moves the status along as needed but may be manually over-ridden

    Entry Date

    Date PO was entered – NOTE - may be altered – most all orders reporting goes by Entry Date.

    Quoter

    By default this is the person who created the Quote – if this was not generated from a quote, quoter will be blank

    CSR

    By default this is the person logged in if they are a designated CSR – but you may enter another CSR

    Architect, Engineer, Contractor, etc

    If the PO was generated form a quote, all the specifiers on the quote should appear. If not, enter specifiers as needed by clicking the Ellipse button or begin typing the name

    Commission Accounts

    Type person (account name - salesperson or branch) that gets credit for the PO – some agencies have a “House” account setup, some have sales persons, and others have branch offices. The accounts may be split more than once but must equal 100%.

     Items tab

    Below is a list of the most common used columns and a brief explanation. There are more columns available that may be added by using File and Preferences. The columns are configurable so your column settings maybe changed as needed.

     

    Qty

    Quantity of the item – if converted from a quote, it should match.

    Rel.

    What has been Released – running total

    Rel Now

    What am I releasing now?

    Type

    Part Type

    MFG

    Manufacturer

    Part

    Part or Catalog Number

    Description

    Part Description – maybe shown or NOT shown in output documents

    Note

    Line Item note – will show immediately under line item

    Net

    Net  - before Overage or Markup

    Comm

    Commission for the part

    Over

    Overage per item for this line

    Sell

    What I am selling this for  - What the Mfg sees

    %Over. Split

    My overage split with the Mfg

    Addresses tab

    The “Sold To:” and “BillTo:” information will automatically populate once the Customer is selected on the General tab.

    The “Ship To:” will as well, however, you do have the opportunity to change if the shipping address is different.

    NOTE – Ship To is required.

    Alternate- an alternate “Ship To” address maybe entered and will show on the PO

    NOTE – use the “When to use alternate” text box to indicate when the address is used

    Markings

    Text entered here will show on the order just above the Bill of Materials

    Call Ahead

    Text entered here will show on the order just above the Bill of Materials

     

    Notes tab – External (will show on PO)

    • The Notes sub-tab, any notes entered here will show on PO

    Notes tab - Shipping Notes

    • These notes only show on the “Customer Shipping Status” print.

     

    Notes tab - Internal

    Click “Print” at the bottom of the screen

    Printing an Order

     - Click Print

    Output to – you may:

    • Print Preview – this allows you preview the PO, the Print
    • Print to Local Printer
    • PDF File (create a PDF)
    • Microsoft Excel (create an Excel document)
    • Send Message (Send via email with a PDF copy of the order)
    • Send Message (Excel) - (Send via email with an Excel copy of the order)

    Print PO - Detailed Explanation

     

    Customer Copy

    Must print Manufacturer Print first. Customer version without the commission dollars.

    Customer Shipping Status

     

    Manufacturer Copy

    Manufacturers copy of the order.

    Office Print (Preview)

    By default, this may be set to be checked – Office Print will print a Draft Copy for the users review for actually printing the “live” copy of the order.

    Suppress “Reprint of Existing Order” message

    If an order (“live copy”) has been previously printed, use this check box to print the “live” order again. Otherwise, it will print the order but with the words “Reprint of Existing Order –Do Not Duplicate” across the top and bottom of the order.

    Order Icon Chart