Order Codes

Order Codes can be used to communicate re-order information about a rental or sales product to your purchasing agent and/or to a supplier when ordering stock on a Purchase Order.
Order codes are associated with products can be used to relate purchasing Notes specific to the product orders, in two ways:

1. Display on the Purchase Order product detail line in the Notes window, and NOT print on the P.O. document, to provide re-order information related to this product to your firm’s order clerk or purchasing agent.
   e.g. reminder of a price break from the supplier on an order quantity

2. Print on the Purchase Order below the specific product detail line to provide instructions or order information to the vendor filling the order.
   e.g. request the product be delivered on a specific skid or rack compatible with your firm’s warehouse racking system

The codes can be maintained in the Order Codes window in the "Inventory" parameters on the Operations tab of the Configure System Settings.
An operator must be assigned a Security Role that allows permission to the Operations - Order Codes in order to access this table.

Multiple Order Codes can be assigned in Equipment Groups and in the "Re-Order Information" windows in Sales Inventory, and Rental Inventory.
Note: Group Order Codes only apply if there are no Order Codes on the specific product.

Order Codes can be used as a filter when generating the Inventory Re-Order Report.
Order Codes notes can be displayed on the screen in Purchase Orders, and/or printed on Print Purchase Orders, and the P.O. Worksheet.
Product Order Codes can also be updated using the Inventory Clean-Up export/import utility.

The prompts are:

SEQ

The sequence number tracks the order code records in the file.

ORDER CODE

Enter the Order Code of up to 20 characters.

DESCRIPTION

Enter the description for this code.

Note: If the Order Code is an exact match for an existing sales or rental product, the Order Code description defaults to the product description. This can be over-typed as required.

DISPLAY

Check this box to display the notes for this order code on the screen when a product or group having this Order Code is put on a P.O.
This can be used to bring product related order information to the attention of the purchasing agent.
e.g. The order notes could include a reminder that buying a certain quantity gives a price break.

Uncheck this box if the notes for this Order Code do not need to be displayed when a product or Group having this code is put on a P.O.

NOTES

Window to access the notes that apply to this Order Code as outlined in the Order Code Notes window.
Multiple lines of text can be entered for each code, and each line can be checked whether to Print on the P.O.
If printed, the Order Code notes print in the body of the P.O. below the relevant product detail line.

ASSIGN ORDER CODE TO PRODUCT

This window appears only if the Order Code is an exact match for an existing sales or rental product.
The corresponding product number and description display. This can be over-typed if required, and a window is provided to search for a different product.

Click the ACCEPT button to assign the Order Code to the product, or click the CANCEL button to prevent assigning the Order Code at this time.

ACTIONS:
Additional actions provided by buttons on the Order Codes screen include:

• Generate a Spreadsheet list of the Order Codes:
  Click the EXPORT button to output the existing Order Codes in this table by code with the description and the "Display" flag to an Excel spreadsheet.
  The Order Code Description and Display fields can be changed and new Order Codes can be added to this spreadsheet.
  Any new Order Code cannot exceed 20 characters, and any value in the Display column that is not Y will be interpreted as N.
  Codes missing in the spreadsheet will not be deleted from or changed in the Order Code table.

  When the changes to the spreadsheet are completed, save the spreadsheet to a "tab-delimited" text file.

• Update the new Data to the Order Code table:
  Click the IMPORT button to upload the revised 'Order Code' data that has been saved as a "tab-delimited" text file, and import the data back into the Order Code table using the Select a File to Upload utility.

  A report on the number of codes updated is triggered and confirmation is required before the update to the Order Code table is executed.

• Delete an Order Code:
  To delete an unused or outdated code and notes from the system, click the DELETE button then select the Order Code number.
  This delete utility makes permanent deletions as outlined in Delete Order Codes.