Multi-Site Orders

A multi-site order, also referred to as a spread order, is a customer order for goods to be shipped to many ship-to locations, with items and quantities differing depending on the ship-to location. Multi-site orders can be entered three ways:

· Multi-site orders can be entered online through EDI's Sales Order Data Entry conversation.

· Multi-site orders can be entered via inbound EDI sales order transactions.

· Multi-site orders can be entered in the system by breaking them down into multiple sales orders and entering them through the Sales Order Maintenance conversation. When entering multi-site order, create a standing order and set the multi-site order flag of 'Y' (yes).

Entering a Multi-Site Order in the EDI Module

There are two ways to enter multi-site orders in the EDI module: either online using the Sales Order Data Entry conversation or via inbound EDI transactions.

Sales Order Data Entry

Online multi-site orders will be entered online using the Sales Order Data Entry conversation. To specify a multi-site order, the order type must be 'S' (standing order) and the Multi-site Order Flag must be 'Y' (yes), indicating that it has multiple ship-to locations. In this conversation, all parts of the multi-site order will be entered.

When all parts entered on the multi-line screen are valid, pressing Enter will display the Ship-to Selection screen. This screen allows you to enter a single ship-to location or a list of ship-to locations with common parts and quantities. A function key will allow you to select all ship-to customers defined for the bill-to customer. You can add to or delete from this list. You can also enter ship-to customers manually.

Once your ship-to customers have been entered, the Ship-to Part Selection window will be displayed. To select a part for the ship-to locations entered, a quantity must be entered for the part. To deselect a part, the quantity must be zero or blank. If quantities and prices were entered when the parts were entered, then they will initially appear on the window as default values. Although the part numbers cannot be changed; you may want to change the quantity. The program will take the quantity you enter and apply it to each ship-to customer on the Ship-to screen. Once you press Enter from this window, the Ship-to Selection screen is displayed again and you can enter more ship-to locations. If there are no more ship-to locations for the order, press Enter and the multi-line screen will be redisplayed. To ensure you have added the records correctly, press F16-Multi-Site from this multi-line screen to display the multi-site orders entered prior to ending and saving the order.

Sales orders entered through the Sales Order Data Entry conversation will be written to existing data entry files. The data entry files will be processed by the EDI Sales Order Generation program (ED140E), which may run asynchronously or in batch mode. This process will create the sales order records and write them to the Sales Order Master file. For multi-site orders created through EDI, the Sales Order Generation program will generate one regular sales order for each ship-to location. While creating the sales order, part quantities will be accumulated and their value will be updated on the multi-site order record. It will also create a multi-site order record as a standing order on the sales order master files containing the total order quantities and total dollar values calculated by the program. Sales orders entered through the new data entry program will be available for maintenance and inquiry only after the EDI Sales Order Generation program has run.

Inbound Sales Order Transactions

In addition to the online Sales Order Data Entry conversation, you can process multi-site orders via inbound EDI sales order transactions. In this case, the system will process one standing order with the multi-site flag automatically be set to 'Y' (yes). It will also create multiple regular orders (one for each site) which have a spread purchase order number of the multi-site order. Further information about processing inbound sales order transactions is discussed in other key concepts in this manual.

Entering a Multi-Site Order in the Order Processing Module

Multi-site orders can also be entered in the system by breaking them down into regular sales orders and entering them using the Sales Order Maintenance conversation. The multi-site order itself can also be entered through the Sales Order Maintenance conversation as a standing order, with a multi-site order flag of 'Y' (yes).

Note: The order copy feature can be used to copy the standing order to a regular sales order for each of the ship-to customers, changing the order quantity as appropriate. For more information about the order copy feature, refer to the Order Entry key concept in the Order Processing User Manual.

Processing a Multi-Site Order

A multi-site order will have a record in the sales order master files as a standing order with a multiple ship-to flag of 'Y'. It will contain the total dollars of the order. If the order was created through the Sales Order Generation program (ED140E), it will also have the number of sales orders generated from it. However, it will not contain ship-to and part combination data.