Overview

The ORD Definitions screen allows you to define different variables within the Order Module. This includes Ship Via Codes, Territories, RMA Reasons, Cancel Reasons, Order Classes, Order Types, Price Rule Controls, Delivery Routes, Drivers, and User Defined Validation.

Open

ORD>ORD Special Functions>ORD Definitions

Ship Via Codes

Open

ORD>ORD Special Functions>ORD Definitions | Ship Via Codes tab

Territories

The Customer Territories maintenance screen is used to set up all territories that your company will be conducting business in. These codes can be used to identify what area a customer is located in geographically. When setting up your territories think in terms of geographic sales strategy, as all of our sales reports can be pulled by territories. Set up your territories in a way that will display your sales data so that you can make informed decisions. At least one territory must be set up and it will be used in customer and customer template set up. 

This screen is a simple definitions screen in it you will just setup codes for various territories and define them. 

• Territory - Enter a code for your territory that will be used on customer setup and customer template set up.

• Description – Enter the description for that code.

• Press F10 or the save icon to save data

RMA Reasons

RMA or Return Materials Authorization refers to the process of returning items into inventory that were issue via shipping. RMA administration typically requires the company receiving the goods to identify the goods, reimburse the person who returned the goods, and finally to sort the materials into inventory or scrap. The RMA Reason Codes screen is used to set up codes that will be used when issuing RMA's for returned items and whether these codes will effect inventory or not. 

• RMA Reason – code to be used for this RMA reason

• Adjust Inventory Quantity – check box if inventory should be adjusted when receiving the returned item. You wouldn't want a broken item being resold but the wrong item is should be restocked

• Warehouse - . When entering a new RMA line item if the RMA reason code has a warehouse associated with it we will automatically use that warehouse for the RMA line. This will set a default reason per warehouse and it can be change.

• Description – description of this RMA reason

Order Cancel Reasons

Cancel order reasons are a very basic setup table that handles one specific function: Letting you know why an order was cancelled. The cancel reasons will be entered in the cancel reasons screen in ORD > ORD Special Functions > cancel reasons. You will have the ability to cancel orders, but every cancel order must have a reason, it is needed for reporting. So you will always be able to look up which orders were cancelled when and why. 

• A reason code - a short 1 -7 alpha numeric code for the canceling of an order

• Description – A description of what the code means.

Order Class Entry Query

The Order Class Entry screen provides users with the capability of grouping orders together and assigning specific sales and cost of goods sold general ledger account based on the category that an order is assigned to.

This screen is the order entry version of project types, it will allow you to create a class that will change the GL codes of an order and allow for tracking of order classifications on the Balance sheet and income statement.

• Class Code – Assign a short code to represent the class

• Description – field that will populate into reports that will describe the code

• Sales account – Must be a defined GL sales account, can be specifically assigned to this order class, searchable through F9

• Include on Invoices and AR –check this box if you want the order class to show Invoices and other AR reports.

• COGS Account – Must be a defined COGS GL account, can be specifically assigned to this order class, searchable through F9.

Delivery Routes

The delivery route screen is where your delivery routes are defined. Once it is defined in this screen the delivery route will show on the F9 list of values on any delivery route field. If you do not intend on setting up any delivery routes you will still have to create at least one to be used as a default in AR. When creating a new customer you will have the option of assigning a default delivery route to each shipping contact. So each customer can be assigned to multiple routes and the route that defaults on to the order will be decided by the shipping contact that is declared on the new order entry-shipping tab. When order routing is set up pick tickets can be set up to print by daily routes.

You can set up an infinite number of routes in TRX but at the very least you should have one. If you do not intend on using routes just set up one called route and leave the day scheduled to any. To set up a route:

• Route – This is where you type in the route code

• Description - This description should be descriptive enough that you know which route it is by reading it.

• Scheduled Day – this is a pull down menu that will allow you to pick the any day of the week that this route will be scheduled

Note: If there are no remaining blank lines when creating a shift press the insert record icon on the tool bar and one will be opened for you.  To remove a shift, highlight it with the cursor then press the delete icon. 

The User Defined Validation Setup screen is used to create codes for the user-defined fields that were set up in Order Entry Setup under the flex fields' tab. For each field that was set up and defined as a validated field (validate check box is checked in the flex field setup screen), set up a list of valid codes. This list of codes will become the list of values for the user-defined field.

Once an order flex field has the validation field checked you will be able to open this screen to create the list of options. These are the options that will be available during a F9 search. If the flex field is listed as a validated field an entry will be required at order entry.

• Select the User Defined Field from the drop down menu box that you would like to setup options for

• Enter a Code – short code for easy access

• Description – describe the code.