Create Orders Order Create Screen The Order Create application supports creation of sales orders. Steps to create a sales order (* are required) * Enter Header tab information (See below). Select Notes tab to enter header level text and notes. * Select Items tab and enter all line Items. * Select Review and Save tab to review the sales order and save it.
Screen 1 – Order Create
Initial Values Account No with first authorized account number with Sold To, Ship To, and Bill To addresses. Order Type of Standard. Freight Terms from customer setup. Requested Ship Date of today Steps to enter header data (* are required) Enter a different Account No if desired and press Return. * Enter a PO Number. Change the Ship To if desired. Select a different Order Type if desired. Select Freight Terms if desired. If enabled, enter Freight Account No. If enabled, select Carrier Preference. Select Rush if desired. Enter or select a Requested Ship Date if desired. Select Ship Complete Yes if desired. Enter or select Quotes to reference. * Select the Notes tab or Items tab
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Fields and Buttons Account No You may enter an account number for the order and press Return. You can also click the “Acct List” button which takes you to the Customer Browser screen. PO Number You must enter a Purchase Order Number. Sold To/Ship To/Bill To addresses The Sold To, Ship To, and Bill To addresses for the sales order are displayed. Only Ship To may be changed. Change button If you need a different Ship To address, press the Change button next to it and you may manually change the address using the Change Address screen. Instructions and Markings section Order Type Currently, only an Order Type of Standard is supported. Rush Select Rush to request a rush order. The Freight Account No is enabled and Carrier Preference is enabled and required. Also, an additional Freight Term of “Will Call” is available for selection. Freight Terms Select Freight Terms if needed. The default of blank will use the SAP defined freight terms for the sales order. Other selections below override this: 3rd Party Freight Account No and Carrier Preference are enabled and must be provided. Will Call Carrier Preference is set to WILL CALL/PICKUP and Freight Account No is not needed. Freight Account No If enabled, enter the Freight Account Number. Carrier Preference If enabled, select the Carrier Preference from the list. Requested Ship Date Requested Ship Date for the sales order. Initially set to today. Ship Complete? Select “No” to ship as items are complete. Select “Yes” to hold shipping until all items are complete. Referenced Quote section List button Press this button to select from a list of applicable quotes/inquiries using the Quote Search screen. One or more documents may be selected. Quote No Enter a quote number or select using the List button. You may also blank out a quote to remove it. Confirmed Status of the quote is shown as confirmed “Yes” or “No” after the Confirm button is pressed. Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Confirm button Press this after the quote is entered/selected so the system checks for a valid quote. If there are errors, they are shown at the top of the screen and Confirmed shows “No”. If all is fine, then Confirmed shows “Yes”. Also, if the Ship To date has not been manually entered, the ship to address from the quote is used.
Clear button Press to clear all data entered on the current order. If any data has been entered already, a confirmation box asks “Do you want to clear all unsaved data?”. If you answer yes, all fields and line items are cleared and you start over. If you answer No, then nothing is changed. Help button Press to see this help page.
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Customer Browser Screen This screen is produced when the Acct List button is pressed. It produces a list of accounts linked to your user id. If there is an account that is not listed that should be there, you should contact support.
Screen 1a – Account Selection
Steps (* are required) To filter the list, enter Account #, Customer Name, City, or State and press Search. Page up or down through the list to view all Customer Numbers/Accounts. * Return a Customer Number from the list by clicking the box on the left. Account# Enter a single Account number to find and press Search. Customer Name Enter the first part of a customer name to find and press Search. City/State Enter any combination of City and State and press Search. Search button Enter any combination of City and State and press Search. Row selection Click the box to the left of the row to make a selection and return with this Account number. Cancel button Press this button to return to the previous screen with no selection. Clear button Press this button to clear the Account#, Customer Name, City, State fields and to see the entire list again. Help button Press to see this help page.
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Change Address Screen This screen is produced when the Ship To Change button is pressed in the Header tab. It allows display and modification of the Ship To address.
Screen 1b – Change Address
Steps (* are required) Modify and or all fields. At least Name 1, Address, City, Country is required. If Country is USA, then a valid combination of City, State, and Postal Code is required. * Press Done. Ship To If more than one ship-to location is predefined for this customer, they will be available for selection here. The default ship-to location name is first selected. If you change the address fields and save them, this changed address is shown under the Ship To name “Other”. Name 1, Name2, Name 3 Enter or modify the Name lines. Only the first name is required. Address Enter or modify the address line. City Enter or modify the City. This is required. State Enter or select the State. For Country of USA, states are provided in a dropdown and are required. Postal Code Enter or modify the Postal or Zip code. For Country of USA, this is required. Country Select the country from the list. This is required. The list of State selections is changed if available. Done button Press to check the complete address, save as the Ship To address and return. Cancel button Press to cancel changes and return with the Ship To address unchanged. Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Quote Search Screen This screen appears when the List button in the Referenced Quote section is pressed to find quotes.
Screen 1c – Search Quotes
Steps (* are required) Enter or change any selection criteria. * Press Search to find quotes using the entered criteria. Page through the list to find the desired quote(s). * Select box on left of row to return that quote number. Account Account number from the calling screen is shown. This cannot be changed here. Mfr Item Number You may enter a manufacturer item number to find all quotes that have this item in any of their line items. The Account and date range also applies to this search. Project You may enter any part of a project name for the quote. Upper/lower case is irrelevant. The Account and date range also applies to this search. Issue Date From/To This will narrow the search results to quotes that have been issued between the given dates. The default range is for the last thirty days. You cannot enter a date range any wider than 540 days. Quote Type You may search for All Quote Types or select a specific quote type to find. Search Button Press the Search button after you have entered any of the above fields. The list of matching quotes is shown (bottom table above is shown) or a message that none were found. Row selection Issued 02/13/2008
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Click the box to the left of the row to return this quote number. Cancel button Press this button to return to the previous screen with no selection. Clear button Press this button to clear the search input fields and results. Help button Press to see this help page.
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Notes Tab This tab is shown when the Notes tab is selected, after valid Header information is entered. All input is optional.
Screen 2 – Notes Tab
Steps (* are required) Enter text in any field. You may press Enter to enter to a new line. * Select any other tab to continue. (Header, Items, or Review and Save) Fields and Buttons Header Notes Enter Header Notes Special Instructions Enter Special Instructions Carrier Instructions Enter Carrier Instructions Clear button Press to clear all Notes text input.
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Items Tab This tab supports input, modification, deletion, or import of sales order line items.
Screen 3 – Items Tab
Steps (* are required) * Enter quantity * Enter a Catalog Number Enter PO Line # Enter Customer Part # Press the Update button to validate and price the item(s) * Select the Review and Save tab after all line items are entered. Fields and Buttons Est. Order Value The estimated order value (sum of all extended prices) is shown after the Update button is pressed. Est. Order Weight The estimated total order weight (sum of all item weights) is shown after the Update button is pressed. Line Items Table Status icon This icon reflects the validation and pricing status of an entered item. Initially it is blank for empty items. See the Update button below for more details. BOM This shows a + indicator when a Bill Of Materials explosion is available for this item. When this row is the selected row, this explosion is shown with a table of Qty, Catalog #, Description on the lower right of the screen. Req Qty Enter the requested item quantity. Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Catalog # Enter the Catalog Number for the line item. PO Line # Enter the customer Po Line number. Some customers require this and if so, you will get a message telling you to enter it when it is not provided. Customer Part # Enter the Customer Part Number for this item. If only the Customer Part Number is known, you may enter just that and the system will attempt to find the related Catalog Number and fill it in when the Update button is pressed. The following fields are not populated until the Update button is pressed. If any of the above information is changed, you must press the Update button again to update the information. Quote If this item appears on the referenced quote, the quote and quote line item is shown. Ship From/Available Select the plant location where this material can be shipped from and its available quantity is shown. Std Pkg Qty/Min Ord Qty The Standard Package Quantity and Minimum Order Quantity is shown. This minimum is not enforced for non-Stock orders. Unit Price The Unit Price for the material is shown. Per/UoM The quantity per unit for the unit price and Unit of Measure for the material is shown. Ext Price The Extended Price (Unit Price times Requested Quantity) Weight The weight and unit of measure for weight is shown. Update button Press the Update button to validate and price any items that have been newly entered or changed. The status icon for the items are changed accordingly, all the readonly fields above in the table are updated if possible, and the Est. Order Value, and Est. Order Weight are updated. If more than 2 items have pricing problems, the system will stop and show an Unpriced icon on all items that could not be priced. You must resolve the problems and press Update again. The following status icons are used: Hovering the mouse cursor over these will also show messages. Checked Info Unpriced Error
The item has been validated and priced OK. The item is still good but an informational message is also available. Pricing could not be completed due to errors, possibly on other items. The actual status of the item is unknown. You must resolve the other issues. An error in validation or pricing was found.
If there are any errors which do not directly relate to an item, a Messages table appears on the lower right to show these order level messages. The system will not allow moving to the Review and Save tab until all Errors/Unpriced issues are resolved. Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Insert Line button Press to insert a new blank line below the currently selected line. Note that the system always keeps blank lines available for entry at the end of the line items table. You use this button if you need to insert an item between existing items. Delete Line button Press to delete the currently selected line. Bulk Load button Press to open a screen to import multiple line items from some external data source. For details, see the Bulk Load Items screen. On return, the Req Qty, Catalog #, PO Line #, Customer Part # fields may be populated after the last line item entered. Note you still must press the Update button to validate and price these new items. Item Details section This section is populated from the current line item row from the above table. Description The description for the material is shown. Req Ship Date The Requested Ship Date for this item. This initially comes from the header entered Requested Ship Date but can be overridden for this item here. Consignee PO The Consignee PO for this line item can be entered. Markings Any Markings text for this line item can be entered. Messages If there are any warning or error messages, they are shown here. These messages can also be seen by hovering the mouse cursor over the status icon next to each item. Previous Item button Press to move to the previous line item. If at the top, nothing happens. Next Item button Press to move to the next line item. If at the bottom, Next Msg button This button will jump to the next line item with an error or unpriced status. If at the last error item, it moves to the first error item. This button is only shown when there are one or more line item errors. Clear Press to clear all line item data. If any good line item data has been entered, a confirmation box asks “Do you want to clear all line items?”. If you answer yes, all line items are cleared. If you answer No, nothing is changed. Help Press to see this help page.
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Bulk Load Items Screen This screen supports pasting of multiple items data from comma separated or tab separated (spreadsheet) external sources.
Screen 3a – Bulk Load Items screen
Steps (* are required) * Copy item data from an external source. * Click inside the large text box. * Paste (Control-V) * Press the Load button. Fields and Buttons Load button Press the Load button after pasting into the text box. At least two columns (Req Qty and Catalog #) are required. Your external data is copied starting at the next empty line in the sales order. Items are not validated or priced yet (You still need to press Update). Cancel button Press Cancel to return to the previous screen with no changes.
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Review and Save Tab This tab is shown when an order is complete and ready for review and saving.
Screen 4 – Review and Save Tab
Steps (* are required) * Press the Save and Send Order button. * Press OK on the save confirmation dialog The order is saved and saved fields and items with line numbers are shown. If desired, press the Print Acknowledgement button and then select the link. * Press the Enter Another Order button to return to the Header tab to enter another new order. Fields and Buttons Same fields as in the Header, Notes, and Items tabs, except all line items are shown here. No fields may be changed in this tab. This tab is only for final verification before the save. Save and Send Order button Press this to save and send the sales order. If there are any errors, they are shown at the top. You may move to the other tabs to correct the problems (or Clear the order if desired). If there are no errors, the order is saved successfully, a save confirmation dialog shows the sales order number and its status, and this button changes to the “Enter Another Order” button. Enter Another Order button Press this after you are finished viewing the completed sales order to enter another order. Print Acknowledgement button This button is shown after a save. Press to generate a salesorder acknowledgement document for printing or viewing. View Acknowledgement link This link appears after the Print Acknowledgement is pressed and a PDF document is available. You select this link and another window opens to show the generated document.
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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Save Confirmation
Screen 4a – Save confirmation
Issued 02/13/2008
© Copyright 2008 Hubbell Incorporated All Rights Reserved
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