Order Detail Form Field Descriptions

The order detail form contains various buttons and fields. The descriptions are grouped as:

The action buttons are described in the table below. A new form only has Save and Cancel. Once the order has been saved, the other buttons are displayed.

Button	Description
Save	Save the changes made to the form.
Cancel	Exit the form without saving any changes. If it was a new form and no saves were made, then no order is created in the system.
Remove	Deletes the order from the system.
Clone	Makes a copy of the order. The copy has a unique order ID.
Attach	Attaches an external file (such as a file on your PC) to the order.
Docs	Accesses the templates for order documentation and the list of documents and files associated with the order. Once an order is completed, documents are generated so they can be printed and passed on to the appropriate department.
Recall	Recalls an order that is in progress because the customer has cancelled it. Only appears on orders with a status that can be recalled. The orders must be in progress in the system.

The table describes the fields in the Transaction section of the order detail form. Not all fields apply to every order.

Field/Section	Description
ID#	ID of order assigned by the system after a new order is saved.
Sales Rep	User name of the rep responsible for the order. A user can select a different user than self if the user has privileges to create orders on behalf of another user.
Order Date	Date the order is created.
Order Status	Status of the order. (Statuses may be different in your company’s system.) Pending – in progress Complete – finalized and ready to be booked with accounting Recalled – cancelled while order was in progress
Type of Sale	Select type of sale. Rental, Purchase (Required)
Shipping Information	The location of the equipment. The fields are populated from the account record but can be changed. Customer: Account name. Address: Address where equipment will be shipped. Email: Contact’s email address. Phone: Phone number where equipment will be shipped. Fax: Fax number where equipment will be shipped. Contact: Contact name for the shipment. Cell: Cell phone number of contact.
Billing Information	The address, phone, and contact information related to the billing of the equipment. If the info is the same as the equipment location, click checkbox for Same as Shipping.
Delivery	Stairs: check indicates stairs exist at delivery location. # identifies the number of stairs. Elevator: check indicates an elevator exists. Tech Requested: check indicates a service tech should attend. If checked, also describe what is needed from the tech in the Reason… field under Equipment Pickup or Relocation at the bottom of the form. Networking required: check indicates the equipment needs to be networked. Date is the requested date for delivery. Sales Rep: check indicates the Sales Rep is required at delivery. Truck, Pickup, Relocate: check indicates delivery options. For Pickup and Relocate, also provide the information under Equipment Pickup or Relocation. CSR Requested: check indicates a customer service Rep is required. Digital Install Requested: check indicates a digital installation. Update Connected Eq: check indicates the new equipment replaces equipment that was connected to a network. Fax Setup: check indicates new equipment requires Fax service components to be configured at installation.
Current Cust	Identifies which company order is through, if applicable. See Setting User Preferences to set the default value. New: Check indicates this is a first-time customer. Split Order: Check indicates order is split with other Sales Rep. Also fill in Sales Commission fields lower on the form.
State Pricing	Checkmark indicates state pricing. Select from list. See Setting User Preferences to set the default value.
Cust PO#	Customer’s purchase order number.
Sale Terms	Describes terms and conditions for an order of type, Sale. For example, Full payment due in 30 days.
Demo Term	Start is the start date of the demo period. End is the end date of the demo period.
Rent Terms	#Payments is the number of payments to be made Monthly$ is the monthly payment to be made. #Copies is the number of copies allowed per month. Overage Rate is the rate charged for exceeding #Copies.
Upgrade Info	Type is type of upgrade. Select from list. Checkbox with checkmark indicates a lease for upgrade. Lease# is lease number of upgrade. FCO is financial company for upgrade.
Maintenance	Identify the maintenance arrangements. Type: Select the type of maintenance. Tax: Tax rate for maintenance, if different from equipment order. Base Bill: Select the billing cycle for base agreement. Overage Bill: Select how often billing occurs for overages. Start: Date to start billing. #Months: Number of months.
Lease	Select a lease factor option from the pull-down list. Factor and Months are populated based on the selection. Monthly$ will be populated based on the equipment selected and the target profit margin.

The table describes the fields in the Equipment and Adjustments section of the order detail form.

Field/Section	Description
Equipment Table	Identify the equipment. The first row must contain a primary piece of equipment. Once the required fields of that row are filled, you can add other items. You may use the Tab key to move to the next field or you may click on a field. A horizontal scroll bar exists (above buttons) if your company’s form has more fields than fit on the page. Note: The fields in your company’s form may be different than the sample form. · Use the pull-down list in TYPE to select the type of item (primary machine, accessory, supplies etc.). This field is required. · Use the pull-down list in CAT to select the product category of the item (such as Copier or FAX) so the selection list of models is reduced to a more manageable level. The field is optional. The field may not be included on your company’s system. · Use the pull-down list in MFG to select the manufacturer of the item. This field is required. · Use the pull-down list in MODEL to select the equipment. Only the models of the selected manufacturer that are in the selected category (if any) will be displayed. This field is required. Note: You may type in directly if model is not in system. · Enter a value for QTY. The default is 1 for primary equipment. For accessories, the default is the quantity of primary equipment. · Use the pull-down list for COND to change the equipment’s condition. Options are New (default), Used, Ref (refurbished). · BUY$ (cost of the equipment), SELL$ (unit price the equipment is being sold for), and TOTAL$ are automatically populated/calculated. · Fields after Total$ are optional for service pricing level. They may include Fixed$, Vol-BW (black/white volume), Base-BW (black/white base rate), Over-BW (black/white overage charge), Vol-CLR (color volume), Base-CLR (color base rate), and Over-CLR (color overage charge), Vol-2C (2-color volume), Base-2C (2-color base rate), and Over-2C (2-color overage charge). BUTTONS Insert Above: Click in a row and click this button to add a new row above the selected row. Insert Below: Click in a row and click this button to add a new row below the selected row. Remove: Click in a row and click this button to delete the selected row. Configuration/Delivery: Click to change delivery options for individual primary equipment items, if needed.
Equipment Details	Automatically populated with info/notes related to the equipment.
Scenario	Identify profit margin if different from default. Fields can be modified after equipment is selected above. Click on the Target Profit Margin checkbox to set a target percentage different from the default. For leases, you can click the Target Payment checkbox and set a monthly payment. The set value affects the Lease Monthly$ and Equipment List SELL$ fields. Resulting Profit displays the profit in dollars, based on the equipment and target. Resulting Profit Margin displays the profit margin percentage (either the specified target margin or the percentage calculated based on the target payment). Note: This section may not exist if your company does not use it.
Adjustment Fields	The SUBTOTAL field sums up the TOTAL$ fields from the equipment list. The fields below SUBTOTAL are the adjustments fields. The fields shown for this section are defined by your company. Enter or change data in the fields as needed. The value in Grand Totals is automatically calculated.
Notes	Text field to add other order-related information.
Net Profit	Displays the net profit for this order.
*Sales Commission*
Commission $	Dollar amount of the sales commission.
Split w/ Rep	Select the Rep that the commission is split with.
Percentage	Set the percentage that the other Rep gets.
Primary	Displays the dollar amount the Rep on the order receives from the commission.
Other	Displays the dollar amount the other Rep receives from the commission.
*Equipment for Pick-up or Relocation*
Model No.	Model number of the equipment at the site of the delivery that must be moved or picked up.
Serial Nbr.	Serial number of the equipment at the site of the delivery that must be moved or picked up.
Asset Tag	Equipment ID number of the item to be moved or picked up.
Pickup / Move	Selected circle indicates whether the equipment with the specified model and serial numbers should be moved to another location or picked up from the site.
Reason(s) that you requested a service tech	If you have selected Tech Requested in the Transaction section, specify what is needed from the tech.
Additional Delivery Team Instructions	Add any additional information for the delivery team.

The table describes the fields in the delivery configuration form, which appear for each piece of primary equipment that is on the order detail form. The fields are initially populated from the order detail form. (To access this page, click on the Configuration/Delivery button on the order form.)

Field/Section	Description
Serial #	Serial number of the equipment.
Initial Meter	Initial reading on the meter for the equipment.
Asset Tag	ID of the equipment.
Shipping	Selects whether shipping information can be changed. Same as Order: All fields are the same as entered on the main order. Manual Entry: Fields can be changed.
Contact	Contact name for the shipment.
Company	Account Name.
Phone	Phone number of contact or where equipment will be shipped.
Address	Full street address where equipment will be shipped.
Cell	Cell phone number for contact.
FAX	Fax number where equipment will be shipped.
Email	Account’s general email.
Delivery	Date: the requested date for delivery. Stairs: check indicates stairs exist at delivery location. # identifies the number of stairs. Elevator: check indicates an elevator exists. Networking required: check indicates the equipment needs to be networked. Update Connected Eq: check indicates the new equipment replaces equipment that was connected to a network. Digital Install: check indicates a digital installation. Fax Setup: check indicates new equipment requires Fax service components to be configured at installation. Tech Requested: check indicates a service tech should attend. If checked, also describe what is needed from the tech in the Reason… field under Equipment Pickup or Relocation at the bottom of the form. CSR Requested: check indicates a customer service Rep is required. Sales Rep: check indicates the Sales Rep is required at delivery. Truck Pickup: check indicates a pickup is needed. Also provide the information under Pickup/Move.
Reason/Tech	If you have selected Tech Requested in the Transaction section, specify what is needed from the tech.
Instructions	Add any additional information for the delivery team.
Pickup / Move	Select to relocate existing equipment from the delivery site. Pickup: specified equipment should be picked up. Move: specified equipment should be moved to another location for the account.
Model	Model number of the equipment that must be moved or picked up.
Serial	Serial number of the equipment that must be moved or picked up.
Asset Tag	Equipment ID number of the equipment that must be moved or picked up.