How do we change a p.o. from a direct shipment back to a stock shipment?
Answer: On the POP menu (Purchase Order Processing), go into PURCHASE ORDER MAINTENANCE. Enter the purchase order #, and select field #9 (Direct Ship Ticket #). Then hit the space bar once and the ENTER key, and the system will ask:
DO YOU WISH TO CANCEL DIRECT SHIPMENTS TO THIS CUSTOMER?
If you enter ‘Y’, then the system will ask:
DO YOU WISH TO RESERVE ANY STOCK ITEMS FOR THIS CUSTOMER?
If you answer ‘Y’ then each item on the p.o. will remain tied to the items on the customer order. If you enter ‘N’ then only the specials on the p.o. will remain tied to the items on the customer order.
How can I print a list of the invoices that a check was posted against from a customer?
Answer: This information can be found in the option to Display A/R Check History on the ARH menu (A/R History). It shows you each check that has been posted for a customer and then you can select a check to view/print the details.
When entering an order, how do I pick from the list of ship-to addresses that we have set up for a customer?
Answer: At the prompt for the ‘SHIP-TO CODE’ enter a ‘0’ (zero) and the (search) key. This will present a screen of the ship to addresses that have been set up for a customer and they are numbered, so you can pick one.
Note: If the address you want is not on the list, you can edit each line of the address, by hitting the space bar and ENTER at the SHIP-TO CODE’ prompt.
How can I enter a blanket order for a customer?
Answer: First, let’s define ‘blanket order’. This is when a customer wants to order a large quantity of an item and have them delivered on specified dates in smaller quantities. For example, they want 1200 of an item delivered on the 26th of each of the next 12 months.
Enter the item on an order with the quantity to be delivered the first month and with the requested delivery date. At the prompt for the next item enter ‘*MMDDYYYY’ and the system will duplicate the item with the requested date of the date you entered as ‘MMDDYYYY’. If the date is in the current decade, you can enter ‘*MMDDYY’.
We have a customer that has customer part numbers set up in Harvest. When the warehouse ships a substitute for the item, we still want the sale tracked under the original item with the customer part number. How do we handle this?
Answer: When this happens, do the following:
- before the invoice is created, go into the 'PUT UP SHIPPING option (either the WAR or CTR menu) and enter 'SU' (Substitute) at the item screen. Then enter in the substitute that was shipped.
- create the invoice as you normally do.
When the invoice is printed, it will show that a substitute item was shipped below the item that was ordered. The stock is reduced on the substitute item, but the sales history shows the original item (with the customer part number) on the Sales History Report and in the Sales History Inquiry.
Note that if you were to look at the transactions by item, you would see a record flagged as a SYSTEM:SUBSTITUTE for each of the items involved, one as a positive quantity for the original item and one as a negative quantity for the substitute item. This provides a trail of the stock level for each item.
How many line items can be put on a customer order?
Answer: Up to 999. This also applies to quotations and purchase orders.
Note: However, there is a limit of 400 in order to use the margin calculator for the order due to memory limitations.
How do we process direct shipments for cash sale orders?
Answer: First let me explain that ‘cash sales orders’ is a term used in Harvest to refer to orders where the customer is paying with cash, check, or charge card. A cash sale order can be ordered as a direct shipment on a purchase order as long as total is paid for (material, tax, freight, etc). Then the purchase order is entered in the same manner as direct shipments for charge sale orders. If the order is not paid completely the system will inform the operator of this, and not allow the direct shipment to be entered.
I have entered an order, and I accidentally put it under the wrong customer. Can I change the customer on an order?
Answer: No, you must cancel the order and re-enter it under the correct customer. If there are many line items on the order you can (1) copy the order to a quote, (2) copy the quote to the correct customer, (3) turn the quote into an order, and (4) cancel the original order.
Is there a way to look at comments on customer invoices after they are billed?
Answer: In the Invoice Retrieval system, when viewing the line items, it has ### in the options to indicate that you can enter the line # and see the comments.
How can I view the tracking number that was entered on an invoice?
Answer: The tracking # is entered on the Invoice Trailer Screen when the invoice is created. To view this, use the Invoice Retrieval System, and it is on the Trailer Screen.
We use the inventory allocation system. If a salesman enters an order, and prints it but then needs to make a change…what are the steps to make that change and have it re-print so that the paperwork is correct ?
(meaning that the items show in the shipped column).
We sometimes need to put reminders that we don't want to print on pick tickets
but help remind sales of any unique customer requirements.
Answer: Yes, go to C/M #1 and then put in a customer. #22 COMMENTS
allows you to type in comments that appear in SOE after you enter the customer
code. These comments only appear on the screen.
Is there a way to have the system NOT print pricing on the pick tickets for a particular customer?
Answer: Yes, in Customer Maintenance there is a field for “Print Prices on Order”. If this is set to an “N”, then prices will not print unless the operator overrides this in Sales Order Entry by entering “7P” to print the pick ticket.
It would be nice that when we are in a p.o. and we see the ticket number, that we could select from the current screen to be able to show us the ticket rather than having to exit out and go into another menu to pull up the ticket for review?
Answer: If you are in po inquiry (POI menu), and you are at the screen where you see 5 items on the p.o., if you select one of the items sand it is tied to a customer order, you should have the option of “TK” and that will take you to the line on the customer order.
I would like to be able to do a search by customer p.o. but do a search even if you have a small amount of info like the first part of a p.o. number?
Answer: If you select Customer Ticket Inquiry (S/I menu and CTR menu), there are 6 options, the 1st and 6th ones allow you to enter the first part of a p.o. and see all customer p.o.’s that begin with your input.
I have a credit memo and I need to know who entered this in the computer. How can I do that?
Answer: In order to see who entered this you have to find the order # that the credit was generated from. Display this document in Invoice Retrieval Inquiry and you will see the Order #. Then go to Customer Ticket Inquiry and use the “LG”=LOG option to see who entered the order, along with the date and time.
We have many customers that only buy from us once a year, and we do not set them up in the customer master file. When we enter an order for them, how can we have the ‘Ship-to’ address print in the ‘Bill-to’ on the pick ticket and the invoices?
Answer: After you enter the ‘Bill to’ address on the customer order, the system will prompt you with 3 choices:
B = Both Bill-to and Ship-to
C = Customer’s Bill to
S = Customer’s Ship to only
By selecting ‘S’ you indicate that you want the Ship to address to print as the Bill to address.
Is there a way to look up who entered a customer order?
Answer: Yes, at the order header screen, if you enter “LG” for log, the system will show you the log of activity for that order, and the first entry show the date, terminal #, and initials of the person that entered the order.
Isn’t there a program that will show us what tickets are on credit hold.
If the material is here, they won’t print and we won’t know ,unless the customer asks where his stuff is?
Answer: On the Order Processing Report (OPR) menu the report entitled “ORDERS BEING HELD REPORT” will show all orders that are being held.