M5-SO-Customer UDF Order Hold

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Contents

Synopsis

This Sage 500 enhancement will allow an order in Sales Order Entry to be placed on hold if the order minimum is below a pre-defined amount based on a customer user defined field (UDF).

Installation, Setup & Usage

Installation Requirements:

Prior to running this application, you will need to have the appropriate version of Sage 500 installed. (Various versions of Sage 500 are, or can be, made compatible. For more information please contact BlytheDev). It is recommended to have a complete and tested backup prior to installing any application on your Sage 500 platform.

Reinstalling or Installing an Update:

You must first uninstall the client/server installs via “Add and Remove Programs”. This will not uninstall any database objects, but will permit the update install to run its SQL package to update the necessary database objects. Once the previous install has been removed, you may then run the new client and server installs.

Components to the Installation:

1. Server Installation – This adds the database stored procedures and tables required to run the integration. Run the Install Shield on the Sage 500 database server.
2. Client Installation – This is used to install the client components of Sage 500. Run the Install Shield Application on each appropriate workstation that the enhancement will run.


Data Setup:

1. Go to Accounts Receivable > Maintenance > AR Setup < Set Up AR Options > Customize Tab
2. Select the “Custom Fields” button.
3. The Set Up Custom Fields window will open. Select the Entity Type (in the drop down) as “Customers”. (See Figure 1)


Set Up AR Options – Customize Tab, Custom Fields
Figure 1 – Set Up AR Options – Customize Tab, Custom Fields


4. In the fourth row (UDF field 4) of the Set Up Custom Fields pop-up screen, set the “Usage” column to “Required”. Type a title for this UDF like “AMT < Cust. Min” or other identifiable title. Select “Numeric” for the Data Type column, (see Figure 1 above), Save and Exit.
5. In Maintain Customers, for each customer that a minimum order amount is to be established for, select the Customer. Next, go to the Defaults Tab and, in the Custom Fields panel of the screen, enter an amount for the minimum order for this Customer in the field name you established in Step 4. (See Figure 2). In this example, the customer “CampElec” was set up to have a minimum Sales Order amount of $1200.00.


Maintain Customers – DefaultsTab, Custom Fields
Figure 2 – Maintain Customers – DefaultsTab, Custom Fields


Using This Enhancement

This enhancement will check to see if a Customer has a minimum Sales Order amount, and if so, will notify the operator if that minimum has not been met and provide options to put the order on “hold” or to cancel the “hold” process and continue entering sales order lines.

Enter Sales Order

1. Go to Sales Order > Activities > Enter Sales Orders and Quotes
2. Start entry of a sales order using a customer that was set up a with a minimum order amount. In the example shown by Figure 3, the customer “CampElec” was set up with a minimum order amount of $1200 from Step 5 of Data Set up. After entering several line items with an extended amount totaling less than $1200 and clicking on the Save icon, a message appears with options for the sales order.


Enter Sales Orders – Customer With Minimum Amount
Figure 3 – Enter Sales Orders – Customer With Minimum Amount


3. Two options are made available on the message:
a) If the “Cancel” option is selected, the sales order will not be placed on “Hold” and the operator can continue to enter additional line items or otherwise proceed with the order.
b) If the “OK” button is selected (after the “save” icon is clicked), the sales order will be placed on “Hold” and the operator can proceed with the order. If the “OK” button were selected after selecting the “Green Check” for the screen (save and exit), then the order would be saved, placed on “Hold”, and the screen cleared.
Other Conditions:
If the sales order is under the minimum order amount for a customer, and the operator selects the “X” in the upper right corner of the screen to close the order, a message similar to that in Figure 3 will appear. At that point, if the operator chooses cancel, the screen does not close and the operator can proceed with the order. If “OK” is clicked, the order is put on hold and the screen is closed.
If the sales order is under the minimum order amount for a customer, and the operator selects the “Process Order” button on the order entry screen, a message similar to that in Figure 3 will once again appear. If the operator chooses cancel, the screen does not close and the operator can proceed with the sales order. If “OK” is clicked, the order is put on hold and the process order screen is opened, but the “Create Pick Ticket” button is grayed out (inactive).

Orders on "Hold" may be recalled and additional line item entries may be made or existing line items modified. Each time the order is saved or "Green Checked" the minimum amount is re-checked. If the sales order eventually goes over the minimum amount it will be taken off of hold and processed as normal.

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