ID652 - DCA Direct Order Enhancement Overview & Sample:

Updates orders pushed from your DCA to add the contract, warehouse, and ship-to details.

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Overview | Samples | Variables | Alert Functionality | Best Practices & Tips | Related Alerts

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Overview

Overview

Type of Output: Data Push and Email

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Sample

Sample

Columns in the email output:

SO Number - The sales order number that was updated.

CustomerName - The customer name on the order.

EquipmentNumber - The equipment number on the line item.

ContractInfo - The contract added to the line item, if found. If no matching contract is found, this column will show 'No Cont found'.

Item - The item number.

Description - The item description

Qty - The quantity of the item.

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Variables

Variables

The variables on the alert can be updated on the CEO Juice website. Click on the Variables tab of the alert to see all of the variables. All variables in RED on the website are required to be filled in.

Variable 1: On Hold Code(s) - Enter the On Hold Code(s) your DCA vendor applies to the sales orders they create directly.  The process will look for Sales Orders with that On Hold Code(s) as the orders we need to update with the Contract/Bill Code information. Details on On-Hold Codes.

Variable 3: Order Type(s) - Enter the Order Type(s) you want this process to filter on (separate multiple with a comma). Details on Sales Order Types.

Variable 4: Branch Number - Enter Branch Number(s) you wish this alert to consider, OR leave blank for all.

Variable 2: Change To On Hold Code - Once the order has been updated, you have the option to place the order on a different hold code, one that would indicate the order has been updated and is ready for review. Details on On-Hold Codes.

Variable 5: Change To Entered By - If you wish to change the entered by on the sales order, enter a valid employee number from e-automate to use.  Details on the Entered By User.

Variable 6: Change to Warehouse Number - If you need us to change the warehouse on the order, enter in the Warehouse Number.  Details on Warehouse Options.

Variable 7: Change to Default Bin - If you wish us to override the Bin as pushed down from the DCA by looking up the Items Default Bin for the imported warehouse for Sales Order Fulfillments, then select 'Yes' here. Details on Bin Selections.

(If we do not find the default for the selected warehouse and transaction type sales order fulfillment, we will not override the bin, regardless of yes/no) **Effective 20231121 revision

Variable 9: Change to Order Type - Option to update the order type as part of the update process. Enter a valid sales order type, only one order type is allowed.  Details on the Order Type.

Variable W: Override ShipTo Customer - If you have any customers that require you to ship all orders to one central location, you can use a custom property at the customer level to indicate a ship to override to use. Enter the name of the custom property in this variable. Details on Override Ship To.

Variable 10: Use customer on-site Warehouse - If you would like to always update the warehouse on the sales order to the customer's on-site warehouse, enter Yes in this variable. Details on Warehouse Settings.

Variable 11: Override Branch Using - Option to override the branch at the item level of the sales order and set the branch to the branch on the contract equipment level. Details on branch settings.

**Options for Equipment branch, customer branch, and ship to branch are not active as of version 20250725**

Variable Y: Employee Number of Sales Rep - To default the sales rep on the orders to the same rep for all orders, enter the employee number of the sales rep to use as the default. Employee record must be set as a sales rep. Details on the Sales Rep on the Order

Variable Z: Update ShipToAttn with Eq# - To add the equipment number(s) to the ship to attention line of the sales order, enter Yes. Leave as No to not update the ship to attention line. Details on Ship To Attention Line.

Variable 12: Assign Ordered By from Equip ShipTo Contact - Option to set the ordered by contact on the order to the shipping contact for the first equipment record on the order. Details on using the Equipment Ship to Contact.

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Alert Functionality

Alert Functionality

1. When your DCA creates the order in e-automate, the on-hold code set in Variable 1 is applied. The process looks for specified Order Types (listed in Variable 3) with the specified On Hold Code, checks for a contract for the equipment linked to the supply item on the order, and finally sets the appropriate contract/bill code/billable flag from the e-automate contract record. 

2. Once completed, we can either (1) release the order from On Hold so your team knows the order is ready to process, OR (2) change the On Hold Code to match what you have listed in Variable 2 so it can be reviewed by someone before being released. Note that whenever we remove the On Hold code for processing, but the customer's Customer Record has a different On Hold code present, the order will then reflect the customer's On Hold Code.

3. We will install in Test Mode first so you can review settings and how the process works before any changes are made to your e-automate orders.

4. Alert can be cloned so you can use it for different DCAs. We expect the On Hold for each DCA to be unique, so please be sure when using the clone function that you list a different On Hold code in each subscription.

5. See sections below for specifics on the areas of the sales order that ID652 can update.

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On-Hold Code | Creator ID | Order Type | Branch | Sales Rep | Tax Exempt Code | Ship To Attn | Override Ship To | Contract | Warehouse | Bin | Ordered By

On-Hold Code

On-Hold Code

The order needs to be in the on-hold code specified in Variable 1. After the order is updated by ID652, there is an option to assign a different on-hold code to the order, or the order can be released from on hold. On hold codes can be found in e-automate in Tools - Lists and Codes - On hold codes:

Initial On-Hold Code - Triggers ID652 to review the order:

Optional Second On-Hold - Indicates that the order has been updated:

Creator ID

Creator ID

Some DCAs use a default or admin user as the 'Entered By' on the sales order:

You can change the 'Entered by' on the sales order to a user specified in Variable 5. You'll enter the employee number from the employee record into the variable:

The Entered By on the sales order will be updated to show that employee number as the entered by:

Order Type

Order Type

The order types entered in variable 3 will be used to filter the orders that the process updates. This is in addition to the order being on-hold with the code specified in variable 1. 

There is also an option to update the order type of the sales order to one specified in Variable 9.

Sales order types are found in Tools - Lists and Codes - Sales order types:

Branch

Branch

Variable 4 can be used to limit the orders processed by ID652 to only orders of specific branches. This variable checks the main branch of the order:

Variable 11 has options for updating the branch at the line item level of the sales order. Currently, the only option supported is updating the branch to match the branch set on the equipment level of the contract.

Line item branch:

Equipment contract level branch:

Sales Rep

Sales Rep

To set the sales rep to the same rep for every sales order that ID652 processes, enter the employee number in Variable Y for the sales rep.

The employee record must be marked as a sales rep.

Tax Exempt Code

Tax Exempt Code

If the sales order is marked as not-taxable (1), and the tax-exempt code on the order is blank, the process will check the ship to customer for a tax-exempt code (2) and will populate that on the sales order if found:

Ship To Attn

Ship To Attn

There is an option to update the attention line on the sales order to contain the equipment number(s) on the sales order. To enable this option, set Variable Z to 'Yes'. Then, when ID652 updates the sales order, it will add the equipment number from the order to the attention line of the shipping address:

Override Ship To Address

Override Ship To Address

You can override the ship-to address on the sales order if needed. The use case for this is where the customer uses a central receiving address that needs to override the equipment location as the ship-to address for the order.  To set this up, first create a new custom property in e-automate for the Ship To Override:

The attribute name will need to be the exact value that is entered into Variable W on the ID652 subscription:

The data type for the custom property must be set to Lookup, and the Lookup type set to the customer lookup. 

Once the custom property is in place and populated in Variable W, when ID652 encounters a Ship To customer that has this custom property populated it will update the ship to customer on the sales order.

For example, the ship to customer on the order is AY02-006; this customer has the ShipToOverride custom property set to XYZ Test Company:

After ID652 runs, it will change the Ship to: on the sales order to the customer set in the custom property:

Contract

Contract

ID652 uses the built-in e-automate functionality to determine the correct contract for each sales order line item.

The process works as follows:

• It identifies all active contracts associated with the equipment.
• If the equipment is only linked to one active contract, that is the contract that will be used.
• If multiple contracts are found, the system checks where the sales order item is covered under any of the bill codes set on the contracts.
• Priority is given to the contract where the item is covered by the contract's bill code.
• The selected contract is then applied to each relevant line item on the sales order.

If you find that ID652 is choosing the 'wrong' contract to apply to the sales orders, check the bill code setup for the contracts the equipment is associated with. The issue may be that you need to utilize advanced bill codes to specify exactly what is covered under each bill code. We have more details on creating advanced bill codes here.

Warehouse

Warehouse

The warehouse at the header level of the sales order can be updated in two different ways:

1. Variable 7 - Update ALL orders to have a specific warehouse. For this option, you'll enter the Warehouse into the variable, '112' in the example below:

2. Variable 10 - Use the Customer OnSite Warehouse.

Notes:

• If Variable 10 is set to Yes, and there is a default warehouse in Variable 10, the process will first use the customer's on-site warehouse if available. If there is no on-site warehouse for the customer, the process will use the warehouse specified in Variable 7.
• If Variable 10 is set to No and Variable 7 is blank, the warehouse will not be updated on the order but will remain as set when the DCA created the order.

Bin

Bins

You can use variable 7 to update the bin on the line item to match the default bin used for Sales Order Fulfillment:

The item needs to have a bin default set for Sales Order Fulfillment; if it does not, then the process will not be able to change the bin on the line item.

Ordered By

Ordered By

This process can update the ordered by contact on the sales order with the shipping contact listed for the first equipment record on the order. In order to have the process make this update, set Variable 12 to 'Yes'.

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Best Practices & Tips

Best Practices & Tips

1. For EKM, set Hold Code and Order Types here - Sales Order Defaults - Hold Codes

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Related Alerts

Related Alerts

ID742 - Convert Sales Quotes for specified CreatorID(s) to Sales Orders 

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