| # Flexible sales order processing In ERP LN, the processing of sales orders can be automated. For each activity that is linked to an order type, you can indicate its execution mode. Flexible sales order processing enables you to: Indicate for the sales order type what activities must be executed automatically and what activities require manual intervention. Enter a default device to which the (error) reports for a certain activity must be sent. The execution of the order procedure activities can start when a user approves the order, either in a batch session, or by clicking a button that approves the particular order. After approval of an order, all automatic activities are executed successively until an activity is defined as not automatic. After you executed the non-automatic activity manually, ERP LN executes the next automatic activity, and so on. As a result, for each order type you can indicate the activities that you want to automate and the activities that need your interference. To enable flexible order processing, you must first define the master data. Master data Before orders can be processed flexibly, you must define the following data: Sales order types and sales order type activities. Default devices to which reports are printed. Sales order types and activities Define sales order types and link activities to these order types in the Sales Order Type - Activities (tdsls0694m000) session. You must indicate which of the activities must be executed automatically and which manually, by selecting or clearing the Automatic check box. Mandatory activities When you create an order type in the Sales Order Type - Activities (tdsls0694m000) session, ERP LN automatically links the following mandatory activities to the order type in the Activity field of the Sales Order Type - Activities (tdsls0560m000) session: Release Sales Orders to Warehousing (tdsls4246m000) Maintain Deliveries Sales Order Lines (tdsls4101m200) Release Sales Orders/Schedules to Invoicing (tdsls4247m000) Process Delivered Sales Orders (tdsls4223m000) Note For the consignment replenishment order type, the activity Release Sales Orders/Schedules to Invoicing (tdsls4247m000) is not linked. For the retro-billed order type, the activity Release Sales Orders to Warehousing (tdsls4246m000) is not linked. Optional activities To support you in setting up a flexible order processing procedure, in addition to the mandatory activities, the following optional activities, which you can remove again, are also linked to the Sales Order Type - Activities (tdsls0560m000) session: Print Sales Order Acknowledgements/RMAs (tdsls4401m000) Generate (Project) Structure for Sales Orders (tdsls4244m000) Calculate Cost Prices by Project (tipcs3250m000) Generate Freight Orders (tdsls4222m000) Generate Purchase Order Advice for Sales Order (tdsls4240m000) Generate Purchase Orders (tdsls4241m000) Generate Production Orders (tdsls4243m000) Generate Inventory Commitment (whinp2200m000) Change Prices and Discounts of Sales Invoice Lines (tdsls4132m000) Sales Order Invoice Lines (tdsls4106m100) Note For the return order type, collect order type, cost order type, retro-billed order type, and the consignment order types, the activity Sales Order Invoice Lines (tdsls4106m100) cannot be linked. You cannot define the Sales Order Invoice Lines (tdsls4106m100) and Change Prices and Discounts of Sales Invoice Lines (tdsls4132m000) activities as automatic activities. These activities must always be executed manually, because in these sessions, you must first maintain, approve, or confirm invoice quantities. For the retro-billed order type, the collect order type, and the cost order type, the activity Generate Freight Orders (tdsls4222m000) cannot be linked. This also applies if the Consignment Invoicing check box is selected in the Sales Order Types (tdsls0594m000) session. Execution of activities If the following activities are linked to the order type, the actual addition of these activities to the order procedure is determined by ERP LN during the order procedure: Release Sales Orders to Warehousing (tdsls4246m000) and Maintain Deliveries Sales Order Lines (tdsls4101m200) Although the activities Release Sales Orders to Warehousing (tdsls4246m000) and Maintain Deliveries Sales Order Lines (tdsls4101m200) can both be linked as a mandatory activity to the order type, either the Release Sales Orders to Warehousing (tdsls4246m000) activity or the Maintain Deliveries Sales Order Lines (tdsls4101m200) activity is executed during the order procedure. You cannot execute both activities for the sales order. This applies to sales orders with a cost or service item. A sales order is released to Warehouse Management if it contains an item whose Item Type is set to Cost or Service in the Item - General (tcibd0101s000) session and for which the Release to Warehouse check box is selected in the Items - Sales (tdisa0501m000) session. If the Release to Warehouse check box is cleared, you must manually maintain the deliveries for the sales order in the Maintain Deliveries Sales Order Lines (tdsls4101m200) session. Change Prices and Discounts of Sales Invoice Lines (tdsls4132m000) This activity is only activated/ can only be executed if the Extended Kit Handling Implemented check box is selected in the Sales Order Parameters (tdsls0100s400) session and component handling is by Component Lines. For more information, refer to Overview of kit handling in Order Management. Sales Order Invoice Lines (tdsls4106m100) This activity is only activated/ must only be executed if the Customer Approval check box is selected in the Implemented Software Components (tccom0100s000) session. For more information, refer to Customer approval. Generate Purchase Order Advice for Sales Order (tdsls4240m000) Generate Purchase Orders (tdsls4241m000) Either the Generate Purchase Order Advice for Sales Order (tdsls4240m000) or the Generate Purchase Orders (tdsls4241m000) activity can be linked to the order type. In this way, you can determine whether or not purchase order advices must first be generated before cross-docking orders and direct delivery orders can be created. Generate Production Orders (tdsls4243m000) This activity is only activated/ must only be executed when the Delivery Type field is set to Production in the Sales Order Lines (tdsls4101m000) session or the Sales Order Delivery Lines (tdsls4101m100) session. Generate Freight Orders (tdsls4222m000) If you link Generate Freight Orders (tdsls4222m000) as an activity to the order type, execution of this activity is actually controlled on the sales order line, or the sales order delivery line. For more information on the Generate Freight Orders (tdsls4222m000) activity, refer to Integration Freight Order Control and Sales Control. Generate (Project) Structure for Sales Orders (tdsls4244m000) Refer to the online help of the Generate (Project) Structure for Sales Orders (tdsls4244m000) session. Calculate Cost Prices by Project (tipcs3250m000) If you link Calculate Cost Prices by Project (tipcs3250m000) as an activity to the order type, this activity is added to the sales order procedure when you enter a sales order line with a customized item. The Calculate Cost Prices by Project (tipcs3250m000) session updates the sales order line with the calculated cost price of the customized item. If you use lower cost or market value (LCMV), the sales order line is only updated with the calculated cost price of the customized item if the Backdate Valuation Price Allowed check box is also selected in the Cost Price Calculation Parameters (ticpr0100m000) session. Generate Inventory Commitment (whinp2200m000) Refer to the online help of the Generate Inventory Commitment (whinp2200m000) session. Important! You must make sure that the list of activities that is linked to an order type is extensive enough to cover all processes that can apply during execution of the order procedure. If an activity is not applicable to the order type, ERP LN automatically skips/removes this activity. You can view the actual activities that are linked to the sales order (delivery) line and the status of the activities in the following sessions: Sales Order Activities (tdsls4113m000) Sales Order Line Status (tdsls4534s000). From this session, you can execute the next manual activity. Default devices Define a default device to which reports are printed for the user in the Sales User Profiles (tdsls0139m000) session. When you insert a user profile in the Sales User Profiles (tdsls0139m000) session, ERP LN automatically inserts the following printing sessions in the Default Devices by User (tdsls0140m000) session: Print Sales Quotations (tdsls1401m000). Print Sales Contract Acknowledgements (tdsls3405m000). Print Sales Contract Reminders (tdsls3406m000). Print Sales Order Acknowledgements/RMAs (tdsls4401m000). For each printing session, you can define the device that is used for printing in the Default Devices by User (tdsls0140m000) session. You can start this session by clicking Default Devices by User on the Specific menu of the Sales User Profiles (tdsls0139m000) session. The Device in the Default Devices by User (tdsls0140m000) session is defaulted from the Device in the Sales User Profiles (tdsls0139m000) session, but can be overwritten in the Default Devices by User (tdsls0140m000) session. The device search path for printing external documents is as follows: From the Default Devices by User (tdsls0140m000) session. From the Sales Order Type - Activities (tdsls0560m000) session. If no device can be found, you must select a device from a pop-up screen. The device search path for printing internal documents is as follows: From the Sales User Profiles (tdsls0139m000) session. From the Sales Order Type - Activities (tdsls0560m000) session. If no device can be found, you must select a device from a pop-up screen. Note If an error report is printed, ERP LN always uses the device that is entered in the Device field of the Sales User Profiles (tdsls0139m000) session. If no device is entered, you must select a device from a pop-up screen. For automatically executed activities, no process reports are printed. Relation between sales order status and flexible sales order processing The starting moment on which the defined order procedure activities are executed, is when the sales order receives the Approved status. You can approve sales orders by: Running the Approve Sales Orders (tdsls4211m000) session, in which you can approve a range of sales orders. Selecting a sales order and clicking Approve on the Specific menu of the Sales Orders (tdsls4100m000) or Sales Order - Lines (tdsls4100m900) sessions. Note Only orders that are Approved are taken into account in the flexible order processing functionality. If you defined an order as a rush order, the order cannot be rushed before it receives the Approved status. Once the rush order is released to Warehouse Management, it has priority over normal sales orders. Example
Order type sequence | Activity | Automatic
--- | --- | ---
1 | Print Sales Order Acknowledgements/RMAs (tdsls4401m000) | Yes
2 | Release Sales Orders to Warehousing (tdsls4246m000) | Yes
4 | Process Delivered Sales Orders (tdsls4223m000) | No
Because Print Sales Order Acknowledgements/RMAs (tdsls4401m000) is an automatic activity, the sales order is printed as soon as it is approved. Next, ERP LN automatically executes the activity Release Sales Orders to Warehousing (tdsls4246m000). However, you must manually process the delivered sales order in the Process Delivered Sales Orders (tdsls4223m000) session. Sales order line changes If a line of an approved sales order is modified, the order header status changes to Modified, and ERP LN selects the Modified check box in the Sales Order Lines (tdsls4101m000)/ Sales Order - Lines (tdsls4100m900) session. The modified sales order line is excluded from the automatic execution of order activities. To re-approve the sales order, click Approve on the Specific menu of the Sales Orders (tdsls4100m000) session, or the Sales Order - Lines (tdsls4100m900) session. As a result, ERP LN clears the Modified check box in the Sales Order Lines (tdsls4101m000)/ Sales Order - Lines (tdsls4100m900) session and changes the sales order header status to Approved again. Delivery line changes If an approved sales order line changes to a sales order line with delivery lines linked to it, the order line and delivery lines remain approved. The reason for this is that the new delivery lines are a copy of the approved sales order line. You must manually approve a delivery line that is added or modified. The sales order header status that, as a result, was set to Modified, changes to Approved again. When a sales order line is set to Modified, ERP LN also sets the linked delivery lines to Modified. If the delivery line is a back order line, and the Confirm Back Orders automatically check box is selected in the Sales Order Parameters (tdsls0100s400) session, ERP LN automatically confirms the back order when deliveries are reported back from Warehouse Management. When the back order is confirmed automatically, ERP LN also approves it automatically. When you change a back order line, ERP LN selects the Modified check box on the back order line and changes the sales order header status to Modified. Related topics Back order handling for sales orders Customer approval Direct delivery sales orders Lower cost or market value Rush orders Sales organizational data |