Order Entry

Order Entry

• Frequently asked questions & year end procedures
• Program temporary fix downloads
• O/E Specs Sheet

FAQ's

Choose from the following questions:

• I printed and cleared the Order History report to delete completed orders, but when I reprint the report, almost all of my orders still show. Why is this report not clearing?
• When I backed up my O/E data files I noted that the OEOLOG file is huge. What is this file and how can I reduce the size of the file?
• When I print my Invoice Audit List, it shows a blank account number or the wrong account number for my general ledger sales revenue account. How can I change this? How can I prevent it from happening the next time I run Day End Processing?
• My miscellaneous charges are being taxed. Why? They should not be taxed.
• When I print my orders, invoices, and picking slips and all the quantity fields print with ***s. What's wrong?

[TOP]

I printed and cleared the Order History report to delete completed orders, but when I reprint the report, almost all of my orders still show. Why is this report not clearing?

To remove completed orders and invoices from the Order History report, you must first run Day End Processing (to clear transactions that have been complete for the number of days specified for the Delete Completed Order/Invoice/Credit Note Data After [ ] Days option), then print the report to a printer or file, selecting the option to clear the data. The completed data will not appear the next time you print the report.

[TOC]

When I backed up my O/E data files I noted that the OEOLOG file is huge. What is this file and how can I reduce the size of the file?

The OEOLOG file contains all of the order history information which is kept if you set the Retain Order History For Analysis option to Yes. This file can grow rapidly because every time you post an order, update it, or invoice it, data is added to the OEOLOG file. Information from this file is printed on the Order History report.

To reduce the size of OEOLOG, run Day End Processing, then print the Order History report to a printer or file, and choose to clear the data after printing. After completing these steps, you may want to turn off the Retain Order History For Analysis option in the Edit Company Profile function if you do not need to keep order history and print the Order History report.

[TOC]

When I print my Invoice Audit List, it shows a blank account number or the wrong account number for my general ledger sales revenue account. How can I change this? How can I prevent it from happening the next time I run Day End Processing?

To correct an incorrect G/L account number that appears on the Invoice Audit List, you must start General Ledger, retrieve the O/E batch, then edit the transaction to enter the correct number for the sales revenue account before you post the batch in G/L.

To prevent an incorrect account number from appearing on future Audit Lists, start Inventory Control and, using the second screen of the Add/Modify/Delete Categories function, enter the correct sales revenue account number for each category that specifies an incorrect sales revenue account.

[TOC]

My miscellaneous charges are being taxed. Why? They should not be taxed.

Using the Edit Miscellaneous Charges function, select a non-taxable tax status code for the Tax Status field for each non-taxable miscellaneous charge.

If you have not defined a non-taxable tax status for items, use the Numbering and Tax Data screen of the Edit Company Profile function to add an item tax status description such as "non-taxable". Then use the Add/Modify/Delete Tax Tables function to enter 0.00 as the rate for the non-taxable tax status (in the Item Tax Status column) for the tax groups you use with miscellaneous charges. When finished, edit your miscellaneous charges to select the non-taxable status for all non-taxable charges.

[TOC]

When I print my orders, invoices, and picking slips, all the quantities are printed as ***s. What's wrong?

Asterisks are printed because the quantity width defined in the specification is too narrow for the numbers you are trying to print. You must increase the quantity width command at the top of the specification to a number that will print the largest figure you need. If you use decimal places, remember to include three additional positions in the quantity width, to print the decimal point and both decimal places. For example if your largest quantity is 999.99, you must define a quantity width of 6.

[TOC]

Program temporary fix downloads

oe961030.exe corrects the following problems which can arise in the released version of Order Entry 6.1B:

Note: If you are using both Order Entry and ScanPAC, do not install this Order Entry PTF disk. Instead, install only the ScanPac PTF disk.

• The program now allows characters from the extended character set (such as accented characters) in a specification file.
• If you had the Allow Quantities Shipped On Orders option set to Yes, under certain conditions if you posted a sales order, edited the order and shipped quantities, posted the edited order, then recalled the order and posted it as an invoice, incorrect quantities may have appeared in your inventory. The correct quantities now appear.
• If you had the Allow Quantities Shipped On Orders option set to Yes, taxes on user-defined cost fields may have been calculated incorrectly if you shipped quantities and posted a sales order, then later recalled the order and created an invoice. These taxes are now calculated correctly.
• If you use Inventory Control 6.1B with Order Entry, you may have encountered an error message, "Item not active at this location," under the following conditions, even though the item was available:
  • If you used the Add/Modify/Delete Locations or Edit Item Locations function to assign an item to a location, AND
  • You have the Allow Inventory Levels To Be Less Than Zero option set to Yes, AND
  • You tried to enter an order.

  This message no longer appears.

• If you had the Allow Inventory Levels To Be Less Than Zero option set to Yes, and were auto invoicing a previously posted order, you may have seen an error message, "Unable to ship all items," and found that some quantities and costs were out by a factor of 10,000. This message no longer appears, and quantities and costs are correct.
• If you select "Use orders that have (Totally shippable) items" on the Order Action screen, the Order Action report now includes all orders that are totally shippable. (In previous versions, some orders may not have appeared on the report, even though sufficient stock was on hand.)
• The Integrity Checker has been modified to prevent an incorrect error message from appearing. It has also been modified to correctly calculate quantities on sales order by location.
• New specification codes have been added to Order Entry version 6.1B. These codes allow you to print tax amounts on invoices in your home currency, even if the invoice items are in another currency. After you install the new version of Order Entry, you can use the following specification codes:

Footer Codes (.F)

Description	Info Code	Field Length
Total tax jurisdiction 1 amount (in home currency)	%F36	15
Total tax jurisdiction 2 amount (in home currency)	%F37	15
Total tax jurisdiction 3 amount (in home currency)	%F38	15
Total tax jurisdiction 4 amount (in home currency)	%F39	15
Total tax jurisdiction 5 amount (in home currency)	%F40	15
Total tax (in home currency)	%F41	15
Total tax base for jurisdiction 1 (in home currency)	%F42	15
Total tax base for jurisdiction 2 (in home currency)	%F43	15
Total tax base for jurisdiction 3 (in home currency)	%F44	15
Total tax base for jurisdiction 4 (in home currency)	%F45	15
Total tax base for jurisdiction 5 (in home currency)	%F46	15

Detail Area Information Codes (.D)

Description	Info Code	Field Length
Item tax amount (in home currency)	%D56	15
Item line, tax jurisdiction 1 (in home currency)	%D57	15
Item line, tax jurisdiction 2 (in home currency)	%D58	15
Item line, tax jurisdiction 3 (in home currency)	%D59	15
Item line, tax jurisdiction 4 (in home currency)	%D60	15
Item line, tax jurisdiction 5 (in home currency)	%D61	15

Misc. Invoice Charges & Taxes (.C)

Description	Info Code	Field Length
Misc. charge line tax, jurisdiction 1(in home currency)	%C22	15
Misc. charge line tax, jurisdiction 1(in home currency)	%C23	15
Misc. charge line tax, jurisdiction 1(in home currency)	%C24	15
Misc. charge line tax, jurisdictio 1(in home currency)	%C25	15
Misc. charge line tax, jurisdiction 1(in home currency)	%C26	15
Misc. charge line total tax (in home currency)	%C27	15

Value-Added Tax (.V) Codes

Description	Info Code	Field Length
Taxable amount (in home currency)	%V6	15
Tax amount (in home currency)	%V7	15

• If you printed a range of invoices containing the value-added tax codes %V4, %V5, %V6, or %V7, the VAT amounts may have been calculated incorrectly on the second and subsequent invoices in the range. These tax amounts are now calculated correctly.
• If you use the calculate by invoice total option in the company profile, and you use a maximum tax in the jurisdictions of your tax group, you may have encountered a situation in which the tax amounts in the tax summary report and the tax tracking report are incorrect. These tax amounts are now calculated correctly.

General Instructions

After downloading the ACCPAC Plus PTF, copy the self-extracting file to a floppy disk, then run the self-extracting file from the floppy disk using the following syntax:

[filename]

The extracted files are now on the floppy disk.

Installing the PTF:

1. Start ACCPAC Plus. When the Start list appears, press F3 to display the System Manager Menu.
2. Press I, or use the Up or Down Arrow key to highlight Install Programs, then press Enter.
3. Insert the PTF diskette in your diskette drive.
4. Follow the instructions on the screen.

This will place the files in the appropriate directories.