Q - We know that printing an invoice or selecting the order for billing will lock the order and prevent anyone from changing anything on the order from that point on. Are there any other ways to prevent users from changing orders without having to print the invoice or make the billing selection?
A - In addition to invoice printing, we can also optionally prevent users from changing the order if: (1) A Pick Ticket has been printed, or; (2) The order has been processed through shipping verification.
(1) Pick Ticket Has Been Printed
Generally speaking, it is not desirable to change a sales order once the pick ticket is printed. The warehouse will pick the order based on what's on the pick ticket. If the user changes the order in the meantime, the warehouse will still ship based on the original pick ticket information.
We prevent this undesirable condition with a Global User Security Flag in screen 3, "6. Change/Del COP Ord After Pick Ticket Printed." See sample screen below:
This means you can control this behavior on a user-by-user basis instead of using one Global Setup Flag to determine the behavior for everyone. If you wish to prevent all users from changing the order after the pick ticket is printed, then you should enter the "Global Default Security" option and set the default value to "N." From that point on, all users by default will not have this right, unless you have specifically allowed them this right. You may print a "Detail by Function List" in Password Setup to determine who does or does not have this right and go from there.
There are also two related Global Setup Flags in "Order Header Screen:"
7. Alert If Ord Chg After Pick Ticket Printed?
8. Alert if Ord Del After Pick Ticket Printed?
The possible values for "7. Alert if Ord Chg After Pick Ticket Printed?" are "Y=Yes" or "N=No." If the user does not have the global user security to change the order after printing the pick ticket, then this flag is irrelevant to the user. If the user has the global user security right, then this flag will determine whether the system should give the user a warning message. We suggest that if a user wishes to change an order, he/she should always be warned if the pick ticket is printed.
The possible values for "8. Alert If Order Del After Pick Ticket Printed?" are "Y=Yes," "N=No" or "S=Stop." If the user does not have the global user security to change the order after printing the pick ticket, then this flag is irrelevant to the user. If the user has the global user security right, then this flag will determine whether the system should give the user a warning message if this flag is set to "Y," no warning message if this flag is set to "N," or should stop users from deleting the order if this flag is set to "S," which overrides the Global User Security Flag. We suggest that you set this flag to either "Y" or "S."
(2) Order Has Been Processed Through Shipping Verification
If an order had been processed through shipping verification, it is a pretty strong indication that the user should not change this order, or at least not change the line items. It is possible that a user may have a valid reason to change the ship via or freight amount. We suggest, if you allow this to happen, that you limit the right to only a few users and make sure they are well trained on "dos" and "don'ts." This condition can be controlled by the Global Setup Flag in screen 6, "8. Allow User to Change COP Order W/Shipment Trx."