Understanding System Warnings

Task/Problem Overview

In the Warnings TAB within the Admin > Administrator settings, by default we have enabled and required specific warnings based on best business practices, if you wish to edit these warnings you can do so here.

This document will discuss how to use warnings, and what they mean so they can be used properly based on your business needs.

NOTE: Updated for Version 10

You have the options for each warning to:

• Enable them, which means this warning will pop up, however, can be bypassed to proceed with the transaction.

• Require them, which means you will have to make changes, approve, and remove them before the warning is removed.

• Enable and Require them, which means you will have to do both.

Understanding Warnings

In this next section, we will cover what each warning means in detail so you have a better understanding of what should be enabled, and required for your business needs.

• Account is on Credit Hold - In conjunction with using credit hold amounts, this warning will flash on the header of a new order when the account is on credit hold.

• Ship to Address is a PO Box - When creating a non-POS order if the shipping address is a PO box, this warning will appear.

• No PO number specified - This warning will require or warn the user that a PO number is needed before you can convert an order.

• Refresh! Due date is before today - This will let you know that this quote has a due date before today and the order needs to be refreshed, or the date changed.

• Refresh! Complete date is before today - This will let you know that this quote has a complete date before today and the order needs to be refreshed, or the date changed.

• Check quantities all lines have (1) - This will alert a user to check the quantities of the items since all quantities are set to a qty of 1.

• NOT Checked for Send - By default when you add an item to an order the “Send” checkbox is automatically checked, for some reason if an item isn’t checked, this warning will let you know. If you convert an order with a line item that is not checked, it will be canceled.

• Margin >% - The Margin of the order is greater than a certain percentage.

• Margin <% - The margin of the order is lower than a certain percentage.

• Qty not multiple of Sell Qty - You have set specific sell quantities of an item and the quantities entered on the order are not that sell qty.

• Delivery date is before today - The delivery date is before today, so the date will need to be updated in the future.

• Check Non-stock Delivery 2 weeks ok? - By default, if an item is a non-stock item the delivery date will be pushed out two weeks from the date the order was placed. This warning triggers you to pay attention to the date and adjust if necessary.

• Ship via is blank - When a non-POS order has been placed and the Ship Via is blank.

• Item vendor not selected for direct order - You mark an order or line direct however a vendor was not selected to be able to create a PO.

• Backorders not allowed per customer request - If there is an item on an order that is not available, this will alert the user to ask if the customer wants to backorder it or not.

• No Tax reason code specified - In the event that you remove tax from an order without choosing the Non-Tax code, this warning will let you know to fix that.

• Refresh| Due Date is Today - This warning will let you know that you must refresh the order because the due date is set for today’s date.

• Delivery Date is Today - This warning will alert you when you are placing an order that the delivery date is set for today incase you have something out of stock.

• Non-cash customer contact with valid email not specified - In the instance that you have a non-cash customer and have entered a contact name, but no email address this will warn the user to retrieve one in case the delivery method is set to email invoices.

• Not NSB and Not check for Send - An item is not checked for NSB, nor is it checked for Send - which means when the order is converted it will be removed from the order.

• Account is inactive - The account you are trying to enter is not an active customer.

• NSB manufacturer doesn’t exist - When you create an NSB item but don’t specify an MFG on the line item.

• Don’t convert RFQ’s with unconverted linked quotes - If you were to create a hard link RFQ, where the quote hasn’t been converted. This will alert you that you must convert the order first before you can convert the RFQ into a PO.

• Items that are not NSB and not checked for send will be canceled - When items are not marked as an NSB item and not checked for send, it will be canceled on the order.

• NSB exists in Master Inventory - This warning will let you know that if you enter an NSB part number, and it already exists in your Master inventory so you can use that information.

• The lead time of an order line item is not going to be met - Based on buffered, and lead times this will kick a warning if these dates will affect the delivery date.

• The selected Tax Code is for a different state than the Ship-To state - If you have a different tax code set for a state that is different then the shipping address state.

• The selected item has been retired/deleted since it was added - If you try to convert an older quote and since an item has been deleted, or retired.

• Quantity is less than minimum order quantity - If you have a minimum order quantity configured however you didn’t enter the minimum quantity.

• Duplicate PO check for the same account (ignores blanket PO) - If you enter a duplicate PO for the same account.

• You cannot convert non-inventory direct order - If you have any items that are not configured as normal inventory items, they can not be on a direct order from a manufacturer.

• You can’t have a commodity item without selecting a proper reference part number. Part number - When entering a PO this warning will let you know that you have not selected a reference part number as that is needed for that vendor.

• Non-Cash customer with no customer contact selected - This will warn a user that if you have a non-cash customer you must enter a contact when placing an order or return.

• Non-Cash Customer with Our Truck shipping method - This warning will alert you when a non-cash customer with O/T is checked. It alerts the user to see if they need to choose a different shipping method.

• Line item tied to a lot price and has cost or price specified - This alert will let you know that you have a line item on an order that is part of a Lot Price that the list and cost have not been removed.

• The Serial Number field is duplicated in another order -

• Current Due Balance of the selected Account is - This warning will show what the overall current account balance of the account is as you convert the order.

• 1-30 Balance of the selected account is - This warning will show the 1-30 balance of the account as you convert the order.

• 31-60 Balance of the select account is - This warning will show the 31-60 balance of the account as you convert the order.

• 61-90 Balance of the select account is - This warning will show the 61-90 balance of the account as you convert the order.

• 91-120 Balance of the selected account is - This warning will show the 91-120 balance of the account as you convert the order.

• 120+ Balance of the selected account is - This warning will show the 120+ balance of the account as you convert the order.

• Back Orders not allowed - This warning will alert you if you have any lines on the order that are not currently in stock.

• Line is a commodity item but there is no Default Sales Pricing item set - This warning will alert you that a commodity item when entered does have a selling price.

• PO Number already exist in a non deleted or non cancelled PO# - This warning will let you know that a PO# already exists when it is entered on a sales order.

• Sales division is not set for this order being converted - If you require to record a sales division on an order this warning will let you know when one is not listed.

• The contact specified is not an authorized buyer - The warning will let you know if you added a contact on an account that isn’t an authorized buyer and can not place an order.

• Vendor can’t be SENI - This warning will let you know if you have a Vendor set up using the generic Savance Enterprise Non-Stock Item and needs to be addressed.

• Manufacturer does not exist - This will warn you that an MFG you are trying to enter onto an order or PO does not exist in the system.

• Vendor does not exist - This will warn you that a Vendor you are trying to enter onto an order or PO does not exist in the system.

• Cash Customer with no customer contact selected - This warns or enforces users that if they are entering a CASH order, they must enter a customer contact before they convert the order.

Updated for Version 10

• Lot Project with no Children - If you are entering a lot project, this warning will let you know if you have entered a Lot project item, but no items are listed along with that lot.