Credit Checking and Order Holds
st
By Peter Bannister, 1 Consulting Ltd
Editor's Note: Peter is one of our favorite writers in the Sales Order and Distribution areas. He's
an over-the-top, detail oriented consultant. His analysis of JDE's credit checking capabilities is
destined to be a classic in the JDEtips Document Library. Peter even includes his excellent
writeup on how the Repost Active Orders program (R42995) works with respect to reposting the
Open Order Amount. Let's only hope JDE's QA department doesn't try to steal him from his lucky
clients!
Introduction
A significant portion of a company’s commercial exposure comes from allowing orders to be
entered and processed for customers that, maybe in less lean times, would normally either held
or rejected.
This document covers the background to credit checking, order holds, where the data is sourced,
and some potential scenarios for using the various credit checking methods and order holds.
This document’s primary focus is on credit checking although some of the wider implications of
order holds are touched on.
It will not cover the various methods of managing delinquency, any debt, or other purely Accounts
Receivable issues.
TM
This paper applies to both WorldSoftware
they will be highlighted.
®;
and OneWorld
however, when differences occur
General
®
There are two key methods of managing customers on JDE and they are standard A/R and
advanced A/R. Advanced A/R, at the time of writing this document, is only available under
OneWorld and has the ability to allow multiple Customer Master records per Address Book
number. This is available if Line of Business processing is turned on and if you sell to the
customer from multiple companies.
This allows delivery, tax, credit, and other information to be managed on a company-by-company
basis, which may include but is not limited to separate tax rates, G/L offset for AR account
posting, different pricing schedules, and reporting currencies; e.g., John Smith Enterprises has a
number of subsidiary companies: say, JD Ltd, John Smith Import Inc., and John Smith Antiques
LLC. These have been set up in our demo data as companies 00010, 00020 and 00030.
Under a Line Of Business implementation, a customer might buy product from all of them.
Hence, the address book number 11223344 would have Accounts Receivable records as follows:
11223344 - 00010 for doing business with JD Ltd.
11223344 - 00020 for doing business with John Smith Import Inc.
11223344 - 00030 for doing business with John Smith Antiques LLC.
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Credit Checking and Order Holds
Under WorldSoftware, this feature is not available, but can be emulated by setting up separate
customer numbers (for each of the companies this client trades with), linking them in a
parent/child relationship and setting the credit check level to be a “P” for check at parent level.
In this WorldSoftware case we would have:
11223344 – Customer number for trade with JD Ltd.
11223345 – Customer number for trade with John Smith Import Inc
11223346 – Customer number for trade with John Smith Antiques LLC
These would be linked using 11223344 as the parent (lets say) with the credit check level
set to “P” for all of them. Credit check level is discussed later in this document.
For clarity through the remainder of the document a simple credit check is one that compares
open orders plus open accounts receivable to the credit limit. This is opposed to aged credit
checking which looks at the exposure based on a percentage of the aged balance. In either
case, the principles discussed in regards to how information is used in the next section hold true
for both.
Customer Credit Check Level and Simple Credit Checking
There are three ways to manage simple credit checking with JDE:
1.
Line of Business Level
This is only available under OneWorld Advanced A/R and literally means that any credit
checking will be performed on a company by company basis. Any Credit Limits, Open
Orders or Open AR relating to your other companies will not be taken into account when
looking at the creditworthiness of this customer.
Note that in World this can be emulated by setting up separate customer numbers for
each of the companies a company trades with. These customer numbers would be
linked either through a formal Parent/Child relationship or using a category code.
In this case the credit limit comes from the individual customer/company record (found in
F03012).
2.
Customer Level
This available in both World and OneWorld and allows checking to be done at a single
customer number level (note that customers by company is only available through
OneWorld). This is where the Open A/R, Open Orders and Credit Limit for the single
customer regardless of the company the “debt” or Order is attributed to, is used to
determine the creditworthiness.
In this case the credit limit comes from the customer record – F03012 for company
“00000” for One World advanced A/R, or F0301 for OneWorld standard and
WorldSoftware.
3.
Parent
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Credit Checking and Order Holds
This is where the exposure to all the children (and the parent) is compared to the credit
limit from the Parent to determine the overall creditworthiness.
In this case the credit limit for the Parent comes from the F03012 record for company
“00000” (defined through the Address Book parent on related Address Book numbers
tab), or F0301 for the parent in WorldSoftware.
It should be noted that credit checking methods are ALL related to the SOLD to (billing address
type B or X from page one of the Billings Instructions from the customer set up). SHIP-TO
addresses (Billing Address type S) are never checked.
The three are sufficiently different to make a table to illustrate how they all work under a simple
credit check scenario. The following legend will be used:
LIGHT ORANGE
Customer Billing Instruction/Customer
Master
Order Entry
YELLOW
Credit Check
Blue
AR Open amount
Grey
Not applicable
LIME
For clarity “Balance Due AR” is the TOTAL open balance.
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Credit Checking and Order Holds
Table 1: Credit Check on Line of Businesses - Credit Check Level = “L”
Customer Billing Instruction / Customer Master
Customer
Number
4242
4242
4242
4243
4243
4243
4245
4245
4245
Company
Number
00000
00001
00200
00000
00001
00200
00000
00001
00200
Credit
Check
Level
L
L
L
L
L
L
Credit
Limit
1000
2000
3000
4000
5000
6000
Parent
Number
Sales Order Entry
Enter
Sales
Order 1
500
500
500
500
500
500
Enter
Sales
Order 2
400
600
400
500
300
600
Open
Order
Amount
900
1100
900
1000
900
1100
Credit Check Process / Application
Open
Order
Total
900
1100
900
1000
800
1100
60
70
80
90
100
AR Open
Amount
50
Total
Exposure
950
1160
970
1080
890
1200
Credit
Limit Total
1000
2000
3000
4000
5000
6000
Over
Credit
Limit
-50
-840
-2630
-2920
-4110
-4800
In this case there are no Line of Business accounts overdue; any orders entered will be allowed
through simple credit checking.
This scenario is only be applicable to OneWorld advanced AR.
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Credit Checking and Order Holds
Table 2: Sold To Customer – Credit Check Level = “C” -- With Line of Businesses
Customer Billing Instruction / Customer Master
Customer
Number
4242
4242
4242
4243
4243
4243
4245
4245
4245
Company
Number
00000
00001
00200
00000
00001
00200
00000
00001
00200
Credit
Check
Level
C
C
C
C
C
C
C
C
C
Credit
Limit
1000
Parent
Number
2000
3000
Sales Order Entry
Enter
Sales
Order 1
500
500
500
500
500
500
Enter
Sales
Order 2
400
600
400
500
200
600
Open
Order
Amount
900
1100
900
1000
700
1100
Credit Check Process / Application
Open
Order
Total
2000
2000
2000
1900
1900
1900
1800
1800
1800
50
60
150
70
80
190
90
100
AR Open
Amount
110
Total
Exposure
2110
2110
2110
1900
1900
1900
1800
1800
1800
Credit
Limit
Total
1000
1000
1000
2000
2000
2000
3000
3000
3000
Over
Credit
Limit
+1110
+1110
+1110
-100
-100
-100
-1200
-1200
-1200
Since we are checking at customer level, customer 4242 (limit 1000) is over the credit limit
whereas the other customers (4243 – limit 2000, and 4245 - limit 3000) are within the limit set.
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Credit Checking and Order Holds
Orders entered for customers 4242 will not get through this simple credit check, whereas orders
for 4243 and 4245 will be allowed through.
Table 3: Sold To Customer – Credit Check Level = “C” -- Without Line of Businesses
Customer Billing Instruction / Customer Master
Customer
Number
4242
4243
4245
Company
Number
NA
NA
NA
Credit
Check
Level
C
C
C
Credit
Limit
1000
2000
3000
Parent
Number
Sales Order Entry
Enter
Sales
Order 1
1100
800
1200
Enter
Sales
Order 2
900
1100
600
Open
Order
Amount
2000
1900
1800
Credit Check Process / Application
Open
Order
Total
2000
1900
1800
150
190
AR Open
Amount
110
Total
Exposure
2110
1900
1800
Credit
Limit Total
1000
2000
3000
Over
Credit
Limit
+1110
-100
-1200
Since we are checking at customer level, customer 4242 (limit 1000) is over the credit limit
whereas the other customers (4243 – limit 2000, and 4245 - limit 3000) are within the limit set.
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Credit Checking and Order Holds
Note that this is equally applicable to World as it is OneWorld as we are not looking at the
Advanced AR element (Line of Business). Orders entered for customers 4242 will not get
through this simple credit check, whereas orders for 4243 and 4245 will be allowed through.
Table 4: Parent / Child – Credit Check Level = “P” -- With Line of Businesses
Customer Billing Instruction / Customer Master
Customer
Number
4242
4242
4242
4243
4243
4243
4245
4245
4245
Company
Number
00000
00001
00200
00000
00001
00200
00000
00001
00200
4242
4242
4242
4242
4242
4242
P
P
P
P
P
P
Parent
Number
Credit
Check
Level
P
P
P
Credit
Limit
7000
Enter
Sales
Order 1
500
500
500
500
500
500
Enter
Sales
Order 2
400
600
400
500
200
600
Open
Order
Amount
900
1100
900
1000
700
1100
Sales Order Entry
Credit Check Process / Application
Open
Order
Total
5700
5700
5700
5700
5700
5700
5700
5700
5700
AR Open
Amount
470
470
470
470
470
470
470
470
470
Total
Exposure
6170
6170
6170
6170
6170
6170
6170
6170
6170
Credit
Limit
Total
7000
7000
7000
7000
7000
7000
7000
7000
7000
Over
Credit
Limit
-830
-830
-830
-830
-830
-830
-830
-830
-830
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Credit Checking and Order Holds
In this case the account 4242 is a parent account with a credit limit of 7000. Hence 4242 is not
over its credit limit. Orders entered for customers 4242, 4243 and 4245 will get through this
simple credit check
Table 5: Parent / Child – Credit Check Level = “P” -- Without Line of Businesses
Customer Billing Instruction / Customer Master
Customer
Number
4242
4243
4245
Company
Number
NA
NA
NA
4242
4242
P
P
1000
1000
900
800
1900
1800
Parent
Number
Credit
Check
Level
P
Credit
Limit
7000
Sales Order Entry
Enter
Sales
Order 1
Enter
Sales
Order 2
Open
Order
Amount
1000
1000
2000
Credit Check Process / Application
Total
Open
Order
Total
5700
5700
5700
AR Open
Amount
470
470
470
Total
Exposure
6170
6170
6170
Credit
Limit
Total
7000
7000
7000
Over
Credit
Limit
-830
-830
-830
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Credit Checking and Order Holds
In this case the account 4242 is a parent account with a credit limit of 7000. Hence 4242 and its
child accounts will all be considered under their credit limit. Note that this is equally applicable to
World as it is OneWorld as we are not looking at the Advanced AR element (Line of Business).
Orders entered for customers 4242, 4243 and 4245 will get through this simple credit check
Customer Credit Check Level And Aged Credit Checking
Aged credit checking is the alternative to just looking at the total orders/AR balance and
comparing it to the credit limit.
In this case, the percentage of an AR bucket as a percentage of total open AR is checked to see
if orders entered should be held or not – see aged credit checking in the next section.
NOTE that this does NOT look at the order values, just how much the customer has due/overdue.
This is not a very common choice of managing credit checking; most installations tend to use the
simple credit check variety.
This should behave in the same way as described in the previous section; however, the author
has not confirmed this in detail.
Order Hold Types
There are a number of documents on the Knowledge Garden in regards to Order Holds (see
ODS-01-0094 for an example), but it is worthwhile to reiterate some of the salient information
before we go into their use.
Order hold types are defined through the P42090 Order Hold Information and is found on G4241
(SOM setup menu).
They can be set up as either a whole order basis or at an individual line level.
The definition is not “activated” until used (see the next section on this), which is in principle being
entered on either the Billing Instructions (page 2) or the Processing Options for Order Entry.
The steps to create a new order hold are:
q
q
Add the code to be created to 42/HC UDC
Create the definition through P42090 – the key screen is shown in Figure 1.
It should be noted that just adding the code to the UDC is NOT sufficient to set up a
complete definition of the hold code. Note also that adding credit hold codes should be
part of the setup list you use when you add a new branch/plant to the system.
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Credit Checking and Order Holds
Figure 1: Order Hold Information Screen
The fields to be entered and their meaning are as follows:
Hold Code
-
This is the entry you have just created in the UDC 42/HC Both
elements are required to have a complete definition of the Hold
Code.
Branch Plant
-
Which branch plant this code is assigned too. Hold codes are
specific to a branch plant generally.
Person responsible-
This will be where the workflow messages will be sent too if a
hold is created
Password
-
This is the code the person responsible will enter to release any
held orders will this hold code
Limit type
-
This can be either a “%” or an “A” for a percentage type hold
code or an amount respectively.
Code type
-
This can be either an “O” or an “L” for an order or line based
hold code respectively.
Age from
-
This is only applicable for aged debt credit holds and can be 1-8
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Credit Checking and Order Holds
to indicate the aging period to look at. The specific definition of
these periods are held in the Accounts Receivable company
constants.
Allowable %ge -
This is only applicable when the “age from” is set to other than
blank.
This is the percentage of the total open AR that is allowable in
the “age from” bucket e.g. if a customer has a total open AR of
1000GBP then if the age from is set to bucket 2 and allowable
percentage is set to 20%.
If 230GBP is the total open AR in bucket 2 then all orders raised
will go on hold as the customer has 23% of its total AR in bucket
2, which is greater than 20%.
Upper/lower limit-
These are used when this Hold Code is to be used for margin
checking. This can be used when the limit type is either a “%” or
an “A” for a single line or an order.
The definition of an order hold itself does not preclude it being used for other types of hold e.g. a
C1 hold could be used as the normal “over” credit limit hold as well as a maximum order value
hold.
It is however best practice to set up separate hold codes for each individual hold type to ensure
that these holds are easily segregated e.g. do not have a hold code, say P1, which is used for
credit holds and product allocation holds.
The above will allow codes that relate to the credit limit, open AR aging, margin and “general”
holds to be set up.
There are a number of other areas of the system that will need to be set up before all types of
hold can be used. These are:
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Credit Checking and Order Holds
Customer billing instructions Page 1 – for min and max order value (See Figure 2).
Figure 2: Customer Master Page 1
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Credit Checking and Order Holds
Product allocation preference – preference type 07
Figure 3: Product Allocation Preference
The set up for the following "standard" hold codes may be found in the JDE manuals.
•
•
•
•
•
•
•
•
•
•
•
C1 C2 M1 M2 MN MX PH PA CA CS XX -
Simple Credit Check
Aged Credit Check
Margin, Order Level Check
Margin, Line Level Check
Minimum value check
Maximum order value
Partial order
Product allocation
Prepayment authorization
Prepayment settlement
General administrative hold
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Credit Checking and Order Holds
Using order holds in practice
If we look at a fairly standard order to cash cycle the following programs would be used:
P03013
P4210
R42565
P420111
P4210
R42565
R42520
P4205
R42535
R42530
P4205
R42565
Enter/maintain customer information
Enter quote/blanket
Print quote/blanket
Convert quote or release blankets
Enter order
Print acknowledgement
Print pick note
Confirm pick
Pack note/Bill of Lading
Shipping documents
Confirm ship
Print invoice
Additional areas to consider would be:
P42117
Release back orders
R42118
Release back orders - batch
P4210
Enquire on orders – customer service enquiry
P4210
Order header maintenance
R4210IC
Create ICO orders
It is accepted that some of these steps are not in the right order for pure domestic or pure export,
but in principle these steps or some variation would be used. In this section there can be
differences in how the reports work between versions. If you try to run a report for a held order
and it still produces the report, change the data selections to exclude held orders.
Maintain customer – P03013
Under “Billing Instructions Page 2” (Figure 4) there is a “Hold Orders Code” field.
If a valid order hold code is entered here, then ALL orders being entered for this customer will be
put on hold. This will be in ADDITION to any order holds already determined; e.g., an order could
have a C1 (credit) and an XX (administrative) hold.
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Credit Checking and Order Holds
Figure 4: Customer Master Page 2
Also from the billings instructions you can bypass ALL credit checking for a client, by setting the
“exempt from credit hold” flag on Billing Page 1, as shown in Figure 5.
Figure 5: Billing Page 1
This would usually only be set for inter-company transactions, although in exceptional
circumstances (e.g., you are an SME company trading with a large corporation – where you may
be penalized for late delivery) this may be set for normal customers.
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Credit Checking and Order Holds
Enter quotes – P4210
Since this is a quote and not a firm legal obligation to provide goods/services, the sales order
entry version used should be set up so that none of the order holds are set (see enter order for
the order hold tab explanation).
It may be required to hold the quote for approval before printing, this can be achieved either
through an hold similar to the administration hold (see order entry) or through status flow and by
using speed status update to move the quote onto the print status
Print quote – R42565
No order hold checking is done through this program. Note that there is a check on orders
already held; e.g., don’t print a held order within this program so if a quote ends up as being held
it will not print.
Convert quote/Release Blankets – P420111
A version of sales order entry (P4210) is called when converting from a quote to an order. As
such, the “hold” checking is performed. Hence a suitable version of order entry (with the order
holds set) should be used to ensure that quotes being converted will be checked in the same way
as standard order entry.
Order entry – P4210
The standard sales order entry program is the main entry point for order entry in its various
guises, and it is also used as defaults for creating orders across the system.
The order hold tab (Figure 6) is referenced for all order hold information. If it is not filled in, the
order hold will not be applied. It should also be noted that the logic behind the various types of
hold is hard coded, but NOT the order hold code name. Hence C1 (description – credit hold)
could be used for any or all of the order hold code fields. But this IS NOT best practice.
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Credit Checking and Order Holds
Figure 6: Order Hold Tab
Customer credit check
-
Usually this is set to a C1 or a C2 (see previous sections
for simple verses aged). This type of checking is done
through Business Function (BF from now on) B4200420.
Order margin check
-
Usually this is set to M1
Line margin check
-
Usually this is set to M2 and is calculated by BF
B4200290. The core logic is to look at the extended
value (SDAEXP) and cost (SDECST). The standard
price margin calculation check is performed and
compared to the M2 limits. If the margin is outside this
range for this line then it is held.
Minimum order value
-
Usually this is set to MN. The total order value is
compared to the one set up in the billing instructions for
the sold too. If the total order value is less than the
value set up then the order is held.
Maximum order value
-
Usually this is set to MX. The total order value is
compared to the one set up in the billing instructions for
the sold to. If the total order value is greater than the
value set up then the order is held.
Partial order hold
-
Usually this is set to PH. If not enough stock is available
to fulfill the whole order then this hold is initiated
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Credit Checking and Order Holds
Product allocation hold -
Usually this is set to PA. If the quantity or percentage of
the allocation preference is exceeded then this hold will
be used.
Prepayment processing holds-
Usually these are set to CA and CS. Both of these holds
are only active if prepayments are used e.g. credit cards.
We will not cover this in this paper
Order process
Normally is this used it will be set to XX, but this will
ALWAYS hold an order. So only use this if you really do
want all these orders to go on hold
-
It should be fairly self evident that the more fields that are filled in the greater the work load on the
people who release these orders and the greater the likely impact on delivery performance.
Just a word of caution: When setting these processing options on this, and indeed any version of
P4210, it allows lower case. If you enter a hold code in lower case (depending on the version)
this will result in the order hold not being removed from the order hold file (F4209) on release.
This of course will lead to a significant number of questions from the credit controllers, or whoever
deals with the release of orders.
Print acknowledgement – R42565
No order hold checking is done through this program. Note that there is a check on held orders;
i.e., the program doesn’t print a held order within this program. So if an order ends up being held,
then the acknowledgement will not print.
Print pick notes – R42520
There is no specific new order hold checking in this program; however, the order hold flag is
checked and if set the pick note will not be printed. Note that the author has seen certain sites
where R42520 has NOT checked the hold flag so it is advised that testing be done to confirm this
under the version of the software you are using.
Confirm pick – P4205
There is no new order hold processing in this program; it does, however, check for the order
being on hold and so it does not allow confirm pick of orders on hold. It can, however, call the
order entry program as an exit and so care will have to be taken on how this version is set up.
Also see “Confirm ship” as this program can be used in multiple areas.
Print pack note – R42535
There is no new order hold processing in this program; it does, however, check for the order
being on hold and so it does not print the pack note if the order is on hold
Print shipping documents – R42530
There is no new order hold processing in this program; NEITHER does it check for the order
being on hold, and so it prints this EVEN IF the order is on hold. Note that it is felt that this is an
oversight (at 7.3.3.4) and it should hold the orders.
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Credit Checking and Order Holds
Confirm ship – P4205
Confirm ship does not recheck any of the order hold conditions, particularly the credit check hold.
It does, however, check the order hold flag and so does not allow dispatch of orders on hold.
Otherwise additional order hold checking is not performed. Note that this can call the order entry
program so as per confirm pick, care should be taken how this is set up.
If it becomes obvious that an order needs to be prevented from being dispatched, then the order
header maintenance will be used to add a hold code (see later).
Print invoice – R42565
No new order hold checking is done through this program. Note that there is a check on held
orders; e.g., doesn’t print a held order within this program. So if an order ends up being held then
the invoices will not print.
If direct entry of hold codes to the order header are used, then this must be considered (See later
for direct entry)
Release back orders – P42117
This ONLY checks credit (simple C1 or aged C2) and the Partial Order Line (Total quantity for the
line not available PH), the remaining checks are assumed to have already occurred at sales order
entry.
If an order was backordered but still held with a line margin check hold and back order release
was run, if the total line quantity was not available, then the PH hold would be in ADDITION to the
M2 hold.
Release back orders – R42118
This ONLY checks credit (simple C1 or aged C2) and the Partial Order Line (Total quantity for the
line not available PH), the remaining checks are assumed to have already occurred at sales order
entry.
If an order was backordered but still held with a line margin check hold and back order release
was run, if the total line quantity was not available then the PH hold would be in ADDITION to the
M2 hold.
Customer service enquiry – P4210
Given that the P4210 program is used for a plethora of different purposes, the order hold
checking should be done only when a change is taking place. If P4210 is being used as an
enquiry, it is recommended that the hold codes are set to blank and that the “Status code for
changes” is set to ensure orders cannot be changed through this version. Note that there are a
number of additional processing options to set in this case (e.g., auto order re-pricing), but the
gist is to ensure that the enquiry remains an enquiry and not updating the order with undesired
information.
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Credit Checking and Order Holds
Order header maintenance – P4210
This is invoked by calling the order entry program with a different format (W4210H) and selecting
a row or by taking the row exit from order entry (customer service enquiry).
Once in the order header, the hold code can be entered directly – as shown in Figure 7: -
Figure 7: Sales Order Header
This technique can be used to enter order holds for customer orders which are near to dispatch.
An example of where this may be used is industries where there are long lead times to producing
or sourcing the product. Over the course of the time to source/manufacture the product, the
client’s creditworthiness may have been eroded. As a result, normal credit checks would not be
sufficient to pick this up, so an “administrative” type of hold could be used to prevent dispatch of
goods to this client. This would be on an order by order basis as there is no global hold for all
customers’ orders.
To be very clear about this – there is no standard JDE program that will put all orders on hold for
a particular customer, nor is there a standard program for en-masse batch release of orders. If
this is required then it would be a bespoke piece of code or would require a work around.
Create ICO orders – R4210IC
This program, only available in OneWorld, generates inter-company orders for sales where the
detail branch is in a different company to the revenue branch. This program assumes that we are
in a full inter-company situation and so does no additional order hold processing
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Credit Checking and Order Holds
Reconciling Order Holds And Credit Check Level
There will almost certainly come a time when orders are placed on hold that apparently should
not be. The first place to check most likely will be the credit check screen (P42050), but if the
figures it shows look confusing, you will need to reconcile the orders, open AR, credit limits, and
held orders.
It is important to understand where all the numbers on this screen come from. Take a look at the
Credit Check screen (Figure 8):
Figure 8: Credit Check Screen
The Amount Due (AR Open amount from the tables in an earlier section) comes from the total of
the open amounts on the Accounts Receivable detail file (F03B11 for those on OneWorld or
F0311 for those on World), based in the “as-of” date; e.g., if an invoice was raised in the A/R on
st
th
31 July 2003 and the as of date was 16 May 2003, then it would not be included in the open
amount.
The order total, however, comes from the F03012 (customer by Line of Business) or the F0301,
depending whether advanced Accounts Receivable is being used or not. Note that this value is
updated through the sales update R42800 for those orders closed through update to the ledgers.
This has had a number of problems in the past and so this may lead to an inflation of the order
totals.
Care MUST be taken with this screen, especially if customer of parent credit level checks are
being used, as this screen will be in currency of your BASE company 00000 and NOT necessarily
in the currency of the customer.
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Credit Checking and Order Holds
It’s pretty certain that the Accounts Receivable figure is always going to be correct, but in a lot of
circumstances the order total (APRC from the above files) can get corrupted.
To get to a “true” open order value, take a look at the sales order detail (F4211) file and look for
Order lines are open
SDNXTR< 999.
Take out all blanket orders, quote orders -
SDOQTY = 0
Take out store and forward orders
-
SDSO15=blank
Take out future orders
-
(SDOPDJ-*TODAY) > CICOMH
(Original promised less order entry date, check
to see if it’s greater than the commitment days
on the branch plant constants – note that 999 for
the commitment days means no future commits)
OR
(SDPDDJ-*TODAY)>CICOMH
Scheduled ship date less today is greater than
the commitment days from the branch plant
constants.
Note in both cases it assumed that the repost
future orders R42995 is being run nightly.
-
no record for order/line in F4209 (or Hold
field on CSE)
-
SDKTLN=0 (for non kit lines)
Held lines
Take out kit/configurator lines
Remember to take account of those lines that are back ordered; the extended value will not be
filled in for these lines, so the value is the (shippable + back ordered) * unit price
Convert the extended value you get to the currency of the address book values (APRC), using
the order/transaction date as a basis for the exchange rate, and total.
This should be your baseline value by either customer or customer and company depending
whether you are using advanced accounts receivable or not.
If the values still don’t agree, then the next step would be to run the program R42995 (repost
active sales orders) but there are some features of this program that people need to be aware of.
These are:
1.
It has some hard coded logic internal to the program, which means that if you are using
Advanced Accounts Receivable (e.g., customers by company) then you need to create a
version per company you want to rebuild.
2.
Held orders “may not” be considered correctly. At the time of writing, there are calls
outstanding on the “inclusion” of held order (see call 6437001)
3.
Some “foreign” orders miss some of the logic as described in the validation section.
Again there are calls for this (see call 6446468)
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Credit Checking and Order Holds
4.
Some “foreign” orders still select status 999 orders, but selections can be used to exclude
these.
5.
Zero the APRC field in the relevant file (F0301 or F03012) before running R42995. This
is similar to an existing tip for the commitments (F41021) since if there are no open sales
lines (lines at status < 999) the open order totals will not be affected. Alternatively, the
suggestion from JDE is that a dummy sales line (at zero price!) is entered before the run
so there is a line at a status less than 999. This dummy order would be cancelled after
the R42995 has run. This second approach is rather cumbersome but does not use any
technical tools!
6.
Create versions for the update of Order Total separate to any commitment update.
Updating the order header and customer totals in the same version is OK.
7.
Check security. The person who submits this job has to have the security to all the data.
8.
Make sure that all data on the customer master (BOTH F0301 AND F03012 if you are on
LoB) is correct, as the R42995 checks to see of all data is correct before it updates the
customer record. If only one value is incorrect (albeit just the category code) IT WILL
NOT UPDATE the customer record with the new order totals. To give a concrete
example: if a UDC code from 01/03 (the UDC behind AC03) is deleted with customers
still having this assigned, then R42995 will not update the customer record with the
recalculated value. This is true for OneWorld only and is valid at update 5.
9.
There are rounding errors in the R42995 – so if you get within a reasonable order of
magnitude, don’t beat yourself up about it!!
Peter Bannister, 1st Consulting Limited, is an independent JD Edwards consultant based in the
UK. Reach Peter at [email protected]. Peter has spent 8 years implementing JDE
World and OneWorld for both end users and business partners within Europe. Although he has a
rich understanding of most of the ERP suite within JDE, and a broad appreciation of
complementary products, he specialises in distribution. He is currently on site at a large multinational as a finance/distribution consultant.
The use of JDE is granted to Klee Associates, Inc. by permission from J.D. Edwar ds World Source Company.
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