Preventing duplicate product line-items

When entering orders, be careful not to duplicate product line-items. Available quantities are not updated until an order is saved, and entering duplicate product line-items can result in backorders not generating when insufficient inventory exists to fill an order. For example, if an order contains a product kit as well as one of the kit components, the order will be processed, but the inventory count will be inaccurate. This can result in a backorder not generating.

If Multi-Warehouses is disabled, backorders will generate only for a product's first line-item if insufficient inventory exists to fill an order. For example, Product X has 10 units in stock, and a line-item is entered for 10 units of Product X. If a second line-item is entered for additional units of Product X, regardless of the number of units, a backorder will not generate for the second line-item.

If Multi-Warehouses is enabled, and duplicate line-items are entered for a product ordered from the same warehouse, backorders will generate only for the first product line-item ordered from the warehouse. For example, Product X has 10 units in the Default warehouse and 5 units in the East warehouse. If a line-item is entered for 10 units of Product X at the Default warehouse, and a second line-item is entered for another 10 units of Product X at the Default warehouse, a backorder will not generate for the second line-item. However, if the second line-item was entered for 10 units of Product X at the East warehouse, a backorder will generate for the second line-item.

To enter an order

Follow this procedure to enter a basic order.

  1. From Orders, select Enter and edit orders to open the Enter and edit orders window. The Overview tab displays by default.
  2. Click New.
  3. Enter the Order Summary information:
    • Enter an Order Type (select the Find icon to look up an order type).
    • Enter a Bill to ID (select the Find icon to look up an ID).
    • (optional) Override the Order Date if necessary. The Order Date defaults to the batch date if batch control is used; otherwise, the date defaults to the system date.
    • (optional) Enter a Purchase Order if applicable.
    • Select an order Source code from the drop-down list.
  4. (optional) Override the default Shipping Method if necessary.
  5. (optional) Override the default Tax Authority if necessary.
  6. Enter the General order information:
    • (optional) Override the default payment Terms if necessary.
    • (optional) Enter a percentage discount for the order in the % Discount field.
    • (optional) Enter a backorder Priority for the order.
  7. Enter the product line-item information:
    • Enter a Product code (select the Find icon to open the Product Find window and look up a product), and press Tab. The Description field populates automatically.
    • Enter the number of products ordered in the Quantity field.
    • (optional) Edit the product Price if necessary.
    • (optional) Enter a percentage discount for the product in the % Disc field. Entering a line-item discount in the % Disc field recalculates the price for that one product line regardless of any order-level discount entered in the % Discount field. Entering a line-item discount does not affect other line items or the order-level discount. 

      • Note: If you override a line-item unit price at any time, the new price is considered to be the price after discount. The assumption is that you are not using any discount percentage (% Discount or % Disc) and iMIS sets the % Disc field to zero for that line item.

      Note: Changing the line-item discount (% Disc) causes iMIS to recalculate the price.

      1. If someone previously modified the unit price by entering a price manually, iMIS calculates the newly discounted price for the line item as line-item % Disc) multiplied by the previously entered manual price. You can see a manual price by placing your mouse over the line in the order and looking for the price in the bottom left corner.
      2. If the unit price has not been modified, iMIS calculates the newly discounted price as line-item % Disc) multiplied by the original price at the value that the price was originally set, regardless of member pricing or other special pricing.
  8. Press Tab to add the product to the order. The product displays in the list of Product Line Items, and your cursor will be in the Product field.
  9. Repeat this process for each additional product ordered.
  10. Click Save to enter the order.