The Sales Order Header and Sales Order Line Item files each also contain a Special and a Vendor Shipment Flag. The flags can be set to “Y” or “N” at the Sales Order or Sales Order Line Level. Blank is not a valid value for either field in the Order Entry system. The flag in the sales order line is actually used by the system to define how the sales order line will be fulfilled.
Sales Order Header Flags
The Sales Order Header Special and Vendor Ship flags are used only to default the fulfillment method to be used for the line items on each sales order. The Special flag defaults to “N” for each new order being entered. The Vendor Ship flag defaults to “N” for each new order being entered unless the Vendor Ship flag in the customer record is set to “Y”. If the customer vendor ship flag is set to “Y” (indicating that you prefer to ship all orders to the customer by vendor shipment), the system will default the sales order header vendor ship flag to “Y”. Once the system has loaded the flags, you may change them as required for the order being created. Please note that you may default only one of the flags to “Y” as you cannot process both a vendor shipment and a special order on the same sales order line.
Sales Order Line Item Flags
The Special and the Vendor Ship Flags for each sales order line are used to actually define the fulfillment method to be used for the line. Your ability to set the flags in each sales order line item will depend on how the flags for the item have been set in the Inventory location you are entering the sales order for and how the vendor ship flag is set in the Customer record for the customer being processed.
The rules used by the system are as follows.
• If the customer vendor ship flag is set to “Y”, you may only enter sales order lines which have the vendor ship flag set to “Y” (and you may not place an order for an item that has the vendor ship flag set to “N”).
• If the customer vendor ship flag is set to “N”, you may only enter sales orders lines which have the vendor ship flag set to “N” (and you may not place an order for an item that has the vendor ship flag set to “Y”). You may process a special order line as long as the item special flag is set to blank or “Y”.
• If the customer vendor ship flag is blank, the system uses the flag in the item to determine whether the line can be special ordered or vendor shipped.
If an “N” has been entered for either of the flags at the inventory level, you will not be able to use that method for the order line and the order flag for that method will default to “N”. If a “Y” has been entered for one of the flags at the inventory level, you must use that method to fulfill the order (only one flag should be set to “Y”) and the system will automatically set the order flag for the method to “Y”. If the inventory flag is set to blank, the system will not automatically set the sales order line flag and the sales order header default value will be used for the field. You should be able to change the value in the Special or the Vendor Ship flag to “Y” or “N” as long as the item flag is blank. If the inventory item flag is set to “N” or to “Y”, the system will automatically block you from changing the value at the sales order line item level.
Note: You may not set both the special and the vendor ship flag for a sales order line to “Y”. The system will display an error message and it will not allow you to save an order line if both flags in the line are set to “Y”.