Distribution, Manufacturing, and Internet Modules

[Armadillo]

I need to block the ability to change the salesperson field for an existing sales order that has been entered. 

Using Custom Office I can hide the field so the salesperson field cannot be changed (only name will be visible), but that edit makes it so the salesperson field defaults to the first ALE salesperson number for any new sales orders.  The salespeople need to be able to select their own salesperson number for new sales orders.

As you can probably guess we have salespeople who "may" be taking credit for orders that are not their own so this change is intended to stop that from happening.  If I could determine (from an audit log) who is changing the salesperson field then that would probably also prevent this from happening - the person would know they would be held accountable.

[BShockley]

You can click the Defaults button for each user/workstation in S/O Entry.

Tell them you will know if the default is changed.

You could possibly even disable the salesperson field after setting the defaults.

[Armadillo]

Since the "Default Values for Sales Order Entry" screen also lists the "Next Order No.", "Order Date", etc. in addition to the Salesperson (which I would change to the specific salesperson) will that clobber the consecutive order numbering? 

For example, for employee ABC the next order number is set to 3005420 when I set the defaults on that workstation.  When I set it for employee DEF a few minutes later (after a few orders have been entered by other other employees) the "Next Order No." is then 3005429. 

If employee ABC doesn't enter any sales orders until 30 minutes after I set her defaults, so the true next sales order number is 20 numbers above the default I set for employee ABC, will ABC's next sales order still be 3005420?  Assuming if sales order number 3005420 is set aside for employee ABC's use only, will the next sales order number assigned to employee ABC be the true next order number and not 3005421? 

[Heather]

Armadillo -- I have never had the order # sequence go wonky after editing the defaults.

Something to be aware of that a lot of people don't seem to realize . . . the sales rep field is overwritten with the data stored in the customer file AND the stored ship to addresses.  So if you enter a Ship To code on an order, the sales rep on the order will change to whatever is in the Ship To address. 

So even with a default set, there will be circumstances where MAS90 changes the sales rep code.  You should test different scenarios of adding & changing customer codes & ship to codes to get a good understanding of how it works.

[Armadillo]

Thanks for your help and insight on this.  I will start testing immediately.  I don't want one of the sales reps to get blasted if he didn't intentionally take the credit for the orders from an employee that left the company.

[Armadillo]

Thank you both for your input!

I had high hopes that the setting of the Sales Order screens on each workstation to [Default] and hiding the Salesperson field would prevent the problem.  Setting the [Default] doesn't mess up the sales order numbering at all. 

After setting the [Default] on SO entry screen the correct Salesperson was inserted until I closed the SO entry screen and opened it back up.  The previous salesperson set by [Default] was not inserted anymore - it was populated with the customer maintenance salesperson field.

In testing how/when the Salesperson field could be intentionally changed by someone it can happen:

1)  On the sales order before it is invoiced.

2)  If a new Ship To Address is created in SO entry.

3)  When the sales order is invoiced by S/O Invoice Data Entry.

I can hide the Saleperson field in S/O Invoice Data entry screen to prevent number 3 from happening, but maybe number 1 and 2 would best be handled by the sales manager having a talk with the sales reps??

[BShockley]

Did you get a prompt to save the settings for future sessions in the S/O Entry Defaults screen?

[Armadillo]

I did and answered Yes. 

When I was testing yesterday I used my login and another user's login on a test mirror of our live MAS with data from January 2010, so just now I tried it on our live system but got the same results.

Here's what I did:

I clicked [Default] and the "Default Values for Sales Order Entry" screen displayed. 

I left the fields as they were already filled in except I entered 0124 as the salesperson.  A window popped up asking "Do you want to save the values for Order Type, Print Order, Print Pick Sheet, Ship Via and FOB for use with future Order Entry sessions?" which I picked [Yes].

In Sales Order Entry I clicked the "Next Order Number" to have it assign the next order number and selected a customer account.  The Salesperson field did populate with the 0124 salesperson that I had specified as the default.

I closed the Sales Order Entry screen and opened it back up.

Again in Sales Order Entry I clicked the "Next Order Number" to have it assign the next order number and selected a customer account.  This time the Salesperson field was populated with the Salesperson code from the Customer Maintenance screen.

When I had set the default before the prompt screen only asked if the values for Order Type, Print Order, Print Pick Sheet, Ship Via and FOB are to be saved.  Could it be that it doesn't save the Salesperson field by design?

Our MAS version is v4.40 product update 2.  (4.40.0.2)  I checked the later updates on Sage website but didn't see anything about a bug fix for this, if it is a bug?

I do have customizations for Sales Order Entry but it's on the pLines screen for the grid definition GD_ADDL to hide specific fields.

[Heather]

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Armadillo wrote:

When I had set the default before the prompt screen only asked if the values for Order Type, Print Order, Print Pick Sheet, Ship Via and FOB are to be saved.  Could it be that it doesn't save the Salesperson field by design?

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Yes, that's my bet.  Honestly, I was surprised when Brian said you could set the salesperson in the defaults, because we don't use it.  I probably tried it years ago but it discovered it didn't stick & forgot all about it.

[SPyle]

If the salespeople are always entering their own orders, and you suspect someone of changing it, you can run a report with the salesperson code and the order_entered_by code to see if there are discrepancies.  You might even create a udf in the ar_history_header to hold the entered by on SO to review after invoicing, perhaps at end of month.