Q - We have some type O orders that we enter and ship off of during the year. For example, we have an order entered as credit card terms and have it set to Hold When Enter Order. The order will go on hold when originally entered and must be released after we receive the credit card payment. We have found that after the order has line items filled, it does not go back on credit hold to be released again. This is a problem if the terms are a prepay method. We also have the situation where when a partially shipped order is filled before the back order is filled, the second shipment of the order is not put on hold even though it exceeds the credit limit. How do we handle situations like these?
A - The short answer is we can't automatically perform a credit check when you fill a back order. But we can check during the pick ticket process.
In your environment, you perform a credit check when adding an order. This setting will work well if you don’t back order. But if you start to back order for your customer, then you need to reconsider your setting.
If you go to Global Setup -> COP-Ctl -> Credit Check and Release, go to the first field, "1. Auto Hold Order/Warning For Credit Problem?" The value should be a "Y." Press Enter on that field, and you should see a popup window. There are two flags that are very important:
- Check in Order Entry - The possible values are Y, N or W(Warning)
- Check in Pick Ticket - The possible values are Y or N
You currently have the first flag set to “Y” and the second flag set to “N.” See the screen below.
If you start to back order for your customers, then you may consider setting the first flag to “N” or “W” and the 2nd flag to “Y.” You don’t want to set both flag to “Y” because your credit department won't want to release a customer's order when it is added, and then a few hours later release it again when it is printed with the pick ticket. Since the salesperson may need to know if the customer has a credit problem during order entry, we introduced the “warning” option during order entry.
Generally speaking, performing a credit check at the time of the pick ticket process is a universal solution. This will cover all conditions, such as if an order is changed later on, partially shipped, and/or a timing issue.
As for the terms code to put orders on hold logic, there are two flags as well:
11. Hold When Enter Order
12. Hold When Pick Ticket
If you choose to credit check during pick ticket, then set the flag 11 to "N" or "W" and flag 12 to “Y.” See sample screen below.