The Next Order Status preference is used to skip or insert processing steps after Sales, by overriding the next step in the Order Activity Rules. Certain customer/item combinations may require that steps in the sales order process be skipped.
Programs Affected:
This preference, whether basic or advanced, is applied at Sales Order Entry (P4210/P42101), Batch Order Edit/Create (R40211Z) and Batch Preference Update (R40840).
The preference can be activated at Sales Order Entry, Ship Confirmation (P4205), or Invoice Print (R42565).
Additional Information: The system will search through the preference hierarchy until it finds a match. The Next Order Status is applied at Sales Order Entry. The Order Activity Rules must be set up to accommodate the next status value that is brought in via the preference, and the system will not check for or prohibit invalid next status values when creating the preference. Hence it is possible to receive an error in Sales Order Entry that the status is invalid.
Scope
Documents setup specific to the Next Order Status Preference profile. Depending on requirements, this can be implemented as a basic or advanced preference.
Details
Next Order Status Basic Preference
Setup
The basic preference will not work for complex customer groups or complex item groups. In addition, the basic preference can be used at Sales Order Entry (P4210) or Invoice (R42565). Per Bug 10894034, using this preference at Ship Confirmation (P4205) requires Advanced Preferences.
1. Preference Hierarchy (P40073/G4222) - add required combinations to preference hierarchy for Next Order Status
2. Next Order Status Profile Revisions (P40341) - enter desired criteria. In this example, the preference is set up for one specific customer, which will override the next status to 560 at order entry.
3. Next Order Status is applied at sales order entry. In the P4210 processing options, Preference tab, Option 1 (Preference Profile Processing) needs to be set = 1.
4. R40400 processing options, Process Ctl 3 tab, set Next Order Status = 1 to activate.
5. Order Activity Rules (P40204) must include the Next Status set up. In the example below, if Next Order Status is activated, the lines will come in at a 560 Next Status.
Example:
Applying Next Order Status at Ship Confirmation (P4205)
In addition to the setup steps, the user will need to activate at ship confirmation by setting Process Tab, Option #9 = 1.
Next Order Status Advanced Preference (Preference Type 24)
Advanced Preferences were developed to enable preference functionality to work with complex Item Groups and complex Customer Groups. Basic preference functionality can still be used, but any new preference functionality will most likely be created as an Advanced Preference. Note: Not all basic preferences are available with Advanced Preferences. For more information, see Doc ID 625693.1: Advanced Preferences.
Advanced Preferences use the same setup applications that are used in Advanced Pricing, located on Menu G40311: P4071 (Preference Definition), P4072 (Preference Detail), and P4070 (Preference Schedule). New processing options specify whether these applications are running in Pricing or Preference mode.
The Preference Values Definition (F40711) table determines what fields are returned and what additional driver fields are available for each preference. Note: Modification of the values in the Preference Values Definition (F40711) table is not supported and may produce unpredictable results.
The Next Order Status Advanced preference is resolved in the following order:
Manual Override
Processing Option Override
Preference
Order Activity Rules
When an Order Status is found through one of the above modes and is validated through the Order Activity Rules, the other modes will not be attempted.
Setup
For this example, the preference is based on a Complex Item Group, where the Next Status is moved to 600 after Ship Confirmation. The Advanced Preference applications are located on Menu G40311.
1. Create the Advance Preference Name Revision (P4071|ZJDE0002) for Advanced Preference Type 24.
2. Go to the Advance Preference Detail Revisions (P4072|ZJDE0002), enter the Preference Name that was created for the preference, and then click Add.
3. While in the Preference Detail Revision, take the form exit to Pref Detail. This step is crucial in setting up the correct Next Status for the preference. Remember that the status needs to be set up correctly in Order Activity Rules (P40204).
4. Create Preference Schedule (P4070|ZJDE0002).
5. Inquire on item in P4101 (Item Master) and enter the Item Price Group on the Additional Info tab. Verify that the Item Branch record (P41026) also has this set up.
6. Add the schedule to the System Constants (P41001).
Note: User may also override this Adjustment Schedule in P4210 processing options, Preference tab, Option #3 (Override Schedule for Advanced Preferences) however when a program other than Sales Order Entry (P4210) such as Ship Confirm (P4205) or Invoice Print (R42565) is used to apply an Advanced Preference, the Advanced Preference Schedule will be retrieved from the System Constants and not the Override Advanced Schedule in the Sales Order Entry (P4210) Preference Tab processing options.
7. Activate Next Order Status Advanced Preference - P4210, Preference tab, Option #1.
8. Set P4205, Process Tab, Option 9 (Enable Next Order Status Preference) = 1.
9. Results after ship confirmation:
Example of Next Order Status and EDI
There are several scenarios where customers can use the Next Order Status Advanced Preference. For this example, the EDI process of Invoice (810) outbound while running the R42565 (Print Invoice) will be demonstrated.
Scenario: The user has two types of customers, EDI customers and non-EDI customers. The user wishes to only use two versions of the R42565 (Print Invoice UBE), one version for the non-EDI customers and one version for the EDI customers. For EDI customers, the user would need the ability to move the status to 581 (EDI Invoices) during ship confirmation. Non-EDI customers will follow the standard invoice flow. This is only one scenario on how to implement the R42565 for non-EDI and EDI customers using the Next Order Status Advanced Preference.
Example: EDI customers require a different Invoice Status
Assumption: Next Status exists within the order activity rules for the document type and line type being used in the Preference.
Setup
1. To create the Customer Group, open the Advanced Preferences Name Revisions screen and take the Form exit to Customer Group:
2. In the Price Group screen click Add, then add the customer group and select the Cat Code desired.
3. Create the Advance Preference Name (P4071|ZJDE0002) for Advanced Preference Type 24.
4. Go to Advanced Preference Detail Revisions (P4072|ZJDE0002) and find the name that was created for the preference, then click Add.
5. Based on the Preference Hierarchy that was selected during the creation of the preference name, the user will be able to select the format desired. In this example, Customer Group Only will be selected.
Note: If the user is unable to find a required combination it will be necessary to go back to the Preference Hierarchy and add the combination.
6. The customer group is the one created earlier (EDI) also note that Cat Code is populated. This is a mandatory field based off the Customer Group profile created with a Cat Code.
If the user does not add the Cat Code value they will get the following error (ID 0003):
The Cat Code must exist in the Customer Master of the Sold-To address where the user wishes for this preference to be applied. If the user adds an invalid Cat Code, the following error will occur (018A):
7. Once all fields are populated the user should select the row, and take the Row exit to Pref Details:
8. In the Pref Details screen, the user will input the last and next statuses, the order type and the line type. These are the value the system will use for the customers in the customer group.
Possible Errors: The user may encounter this error if they enter a status that is not set up in the Order Activity Rules (P40204) for the document type/line type combination specified.
9. Create the Advanced Preference Schedule (P4070|ZJDE0002) and attach the Advanced Preference Name to the Schedule in order to use the preference.
10. Go to System Constants (P41001) and add the Advanced Preference Schedule.
11. Make sure that the Cat Code of the preference is attached to the Customer Master Billing Instructions for the specified customer, in this case Category Codes 15-30.
Note: If this value is missing the Next Order Status Preference will not be applied.
Steps
1. Create the Sales order (P4210/P42101) - Next Order Status Preference must be activated in P4210 processing options.
2. Set P4205, Process Tab, Option 9 (Enable Next Order Status Preference) = 1.
3. Perform the Ship Confirmation process.
4. Inquire on the sales order and verify that the Next Status is '581'
Note: The user will need to have a version of R42565 (Invoice Print) that picks up the Next Status of 581. In addition, the EDI tab in this UBE needs to be activated to perform the EDI function.
Example of Next Order Status with Free Goods
There are several scenarios where customers can use the Next Order Status Advanced Preference. For this example, the customer wishes to apply the Next Order Status Advanced Preference to a Free Good line.
Scenario: The user has two types of sales order lines both lines are stocked items however one of the line is applied by Advanced pricing and is a free goods line and needs to be moved through the stock process.
Example: Next Status with Free Goods line. Assumption:
The Next Status to be used by the Preference exists within the order activity rules for the document type and line type being used in the Preference.
Advanced preference schedule is applied to the system constants
Processing option tab “Preference” is activated per the set up mentioned in this document.
Free goods adjustment is attached to the Advanced Pricing Schedule in the customer master.
Set up:
Create the Next Status preference to include free goods and normal stock lines to move to the same status.
In order for this preference to work with free goods the last status must be ‘910’. Attach the next order status preference to the Advanced Preference Schedule.
Free good adjustment is set up to order one product and provides a free good of another.
And the free goods revisions:
To see how to set up a free good adjustment or a free good catalog please review the following documents:
E1: 45: Free Goods Functionality in Advanced Pricing for Sales (Doc ID 1353532.1) and E1:45:Free Goods Catalog in Sales (Doc ID 625702.1)
Create the sales order:
Note the Next order status preference has already applied to the original line. If the preference is off then it would have used the next status from the order activity rules which is 540. Free good line is not applied until the order is saved. Re-inquire on the Sales order and see the free goods line 560.
Frequently Asked Questions
Question 1: Which status is used from the sales order detail to match against last status setup in the adjustment detail?
Answer 1: In the case of Sales Order entry the current "LAST STATUS" is passed to resolve the preference to get the next "NEXT STATUS". However, in the case of the R42565, P4205 and other applications other than Sales Order entry, the current "NEXT STATUS" is passed to resolve the preference to get the next "NEXT STATUS".
Example 1: When a new sales order is added if the line status is set to 520 / 540, the adjustment should be set up for status 520 in order to override the status to 560.
Example 2: When a sales order line that is at 540 / 560 is being ship confirmed or invoiced, the adjustment should be set up for 560, not 540, in order to override the next status to 600.
Question 2: If there are multiple next status setups for same last status, which one will be applied?
Answer 2: The first status that is matched is applied. There is no need to setup up multiple lines for same last status.
Question 3: Does Next order status work with Non stock line types?
Answer 3: Yes the only difference is that the non stock line type must have the 'Edit Item Master flag' with the order line type (P40205) activated in order for the preference to work.
Question 4: Why doesn't Ship Confirm (P4205) apply the Next Order Status Advanced Preference for orders with dates in November and December 2015 when the Preference Detail (P4072) record has an Effective date in 2011?
Answer 4: When a program other than Sales Order Entry (P4210) such as Ship Confirm (P4205) or Invoice Print (R42565) is used to apply an Advanced Preference, the Advanced Preference Schedule will be retrieved from the System Constants and not the Override Advanced Schedule in the Sales Order Entry (P4210) Preference Tab processing options. In this case the Effective Date on the Advanced Preference Schedule in the System Constants (P41001) had an Effective Date of 1/1/2016 which kept the preference from being applied to the 2015 order.