Update the Prep Date of the Order to the Current Date

Reference No: R2-3546

Version No: 06.00.04-00

Details

On opening the Order, support has been provided to update the Prep Date of the former Order to the Current Date and Time reflecting the change of Date and Time in the Order Header Dates tab and Item line. Also, support has been provided to update the Order line Prep Date of the future Order to the Current Date and Time reflecting the change of Date and Time in the Item line.

The following two flags have been introduced in the Configuration module > Warehouse tab, as shown in Figure 1.0:

• Update Past Prep Date to Current Date on Order open

• Update future Prep Date to Current Date on early Prep

The details are explained in the sample workflow given below:

Scenario I - Update the Past Prep Date to Current Date on Order Open

The Update Past Prep Date to Current Date on Order open check box is enabled and can be selected only when the Default MainOrder Info To SubOrders check box in the Configuration module > General tab is cleared or not selected.  Selecting the Update Past Prep Date to Current Date on Order open check box enables you to update the Prep Date of the former Order to the Current Date and Time reflecting the change of Date and Time in the Order Header Dates tab and Item line. This is applicable for the Order lines with the following Statuses:

• Not Available

• Reserved

• Sub-rent

• Purchase

• Transfer

• Back Order

• Hold

Prerequisites

1. Select the Configuration module > General tab.

2. Clear the Default MainOrder Info To SubOrders check box, as shown in Figure 1.0

3. Select the Configuration window > Warehouse tab.

4. Select the Update Past Prep Date to Current Date on Order open check box, as shown in Figure 2.1.

5. Save and Exit the Configuration module.

6. Relaunch the R2 application.

7. Select the Maintenance module > Items tab >  Items tab.

8. Create Serial Items [NIKON D5200], [NIKON CAMERA#1], [NIKONTRIPOD40INCH], [NIKON LENSCAPZM], and [NIKON D5600] and receive 5 Qty each.

9. Create the Serial Item [NIKON Z6] and [NIKON Z7] and do not receive any Assets.

10. Create a Non-Serial Kit [NIKON NS KIT] and add the Serial Items [NIKONTRIPOD40INCH], [NIKON LENSCAPZM], and [NIKON D5600] with 1 Qty each.

11. Save and Exit the Maintenance module.

Sample Workflow

1. Select the Account module. The Account window is displayed.

2. Tag a Company [NIKON INC.] and create a Rental Reservation Order [ORD-1274] for 20 days duration with the Start Date [01-Dec-2018] Time [5:25 PM] and End Date [21-Dec-2018] Time [5:25 PM].

3. Select the Dates tab > click the Edit Dates button. The Order Dates window is displayed.

4. Modify the Ship Date [03-Dec-2018] Time [5:25 PM] > click OK.

5. The Dates tab displays the Dates, as shown in Figure 3.0.

6. Search and add the Serial Items [NIKON D5200], [NIKON CAMERA#1] with 1 Qty each and Unit Price [100.00] each. The Items Status is displayed as Reserved, as shown in Figure 3.0.

7. Search and add the Serial Items [NIKON Z6] and [NIKON Z7]. The Items Status is displayed as Not Available, as shown in Figure 3.0.

8. Search and the Non-Serial Kit [NIKON NS KIT] with 1 Qty and Unit Price [300.00], as shown in Figure 3.0.

9. Select the Serial Item [NIKON Z6] and click the Availability icon. The Availability is displayed as 0, as shown in Figure 3.1.

10. Click Close to close the Availability - NIKON Z6 window.

11. In the Order [ORD-1274], select the Serial Item [NIKON Z6] > right-click > Force Reserve option. The Status of the Serial Item [NIKON Z6] that displayed as Not Available is now modified to Reserved, as shown in Figure 3.3.

12. Select the Serial Item [NIKON Z6] and click the Availability icon. The Availability is displayed as -1, as shown in Figure 3.2.

13. Click Close to close the Availability - NIKON Z6 window.

14. In the Order [ORD-1274], select the Serial Item [NIKON D5200] > right-click > Assign > Purchase option. The Assign Vendor is displayed.

15. Select User Assign option. The Purchase Order window is displayed.

16. Select Use Existing Purchase Order option and tag to a Purchase Order [PO-17].

17. The Status of the Serial Item [NIKON D5200] is modified to P-Assign, as shown in Figure 3.3.

18. In the Order [ORD-1274], select the View menu > Fill Order option. The Fill Order window is displayed.

19. Fill one of the Serial Item [NIKON D5600] within the Non-Serial Kit [NIKON NS KIT]. The Item Status is modified to Filled, as shown in Figure 3.3.

20. The Start Date of the all the Order lines is displayed as [01-Dec-2018] Time [5:25 PM], as shown in Figure 3.3.

21. Save and Exit the Order [ORD-1274].

22. Select the Maintenance module > Items tab.

23. Search and Edit the Serial Item [NIKON Z7] and receive 1 Qty of Asset.

24. On the Date [10-Dec-2018], select the Account module > Search Orders option. The Search Orders window is displayed.

25. Search and open the Order [ORD-1274]. The system displays a prompt with the message "R2_00034:Do you want to create a new version?" with Yes, No, and Cancel buttons.

26. Click No. The system displays another prompt with the message "R2_01718:Do you want to update the past dates?" with Yes and No buttons, as shown in Figure 3.4.

27. Click Yes. The system updates the Prep Date [10-Dec-2018] Time [06:57 PM] and the Ship Date [10-Dec-2018] Time [06:57 PM] in the Order Header, as shown in Figure 3.5.

28. Also, the system updates each of the Order line Status, Start Date, and Time, as shown in the Table 3.0 and Figure 3.5.

Table 3.0 Order [ORD-1274] displaying the updated Order line Status, Start Date, and Time

29. Select the View menu > Change History option. The Order History window is displayed.

30. The Order Change History displays the Action [Change Dates] with the Change [Past Dates Adjusted], as shown in Figure 3.6.

31. Exit the Order History window.

32. In the Order [ORD-1274], select the Serial Item [NIKON Z6] that was Force Reserved and click the Availability icon. The Availability is displayed as -1, as shown in Figure 3.7.

33. Click Close to close the Availability - NIKON Z6 window.

34. Save and Exit the Order [ORD-1274].

Points to Note:

1. The Dates will not be updated if the Show Start Date or any higher dates are comprising of the Dates in the past.

2. The Cost refresh in the Order line or in the Cost tab is based on the Cost Based On drop-down settings within the Configuration module > Pricing / Billing tab.

3. The Date update in the opened Order is an AutoSave operation.

4. The Update Past Prep Date to Current Date on Order open check box is not applicable for the following types of Orders:

   1. Quote/Billing Order: The dates of the lines are not updated on opening the Quote/Billing Order or on changing dates. However, on Converting a Quote to a Reservation/Hold the dates are updated on opening the Order.

   2. Meeting Order / Work Order / ICO Order: The dates of the lines are not updated on opening the Meeting Order / Work Order / ICO Order.

5. The Update Past Prep Date to Current Date on Order open check box is applicable for the following types of Orders:

   1. Rental Reservation Orders

   2. Sale Orders

   3. Operation Orders generated for Billing Order/Meeting Order/eR2

6. On opening the main Order, only the main Order’s Date is updated to the Current Date. The Sub Orders connected to the Main Order will not be updated.

7. The Ship Date that is in the past is not updated on opening the Order, when the Charge Based on Ship/ Return Dates check box in the Configuration module > Pricing / Billing tab is selected.

8. The Order dates are not updated when the Default MainOrder Info To SubOrders check box within the Order > Default tab is selected, although Update Past Prep Date to Current Date on Order open check box is selected.

9. The Non-Serial Kit header date is updated to the current date if any one of the child Item is eligible to update the dates only if it is in the past.

10. The system updates the Order Dates to the Current Date on opening the Order only when there is at least one single line that is eligible to update the dates.

11. The Date validations and updates is based on the system Date.

12. The Order dates are not updated when opened within an hour of creation.
    For Example: If the Order line Prep Date is [01-Dec-2018] Time [09:30 AM] and if the Order is opened at [01-Dec-2018] Time [09:35 AM], then the Order line Prep Date and Time remains unchanged to [01-Dec-2018] Time [09:30 AM].

13. The system does not display the prompt on opening the Done and Invoiced Orders with the Pay At type as Custom or Periodic Billing.

Scenario II - Update the Future Prep Date to Current Date On Early Prep

The Update future Prep Date to Current Date on early Prep check box enables you to update the Order line Prep Date of the future Order to the Current Date and Time reflecting the change of Date and Time in the Item line on closing the Prep Task /Ship Task /Return Task of the Order.

Prerequisites

1. Select  the Configuration window > Warehouse tab.

2. Select the Update future Prep Date to Current Date on early Prep check box , as shown in Figure 4.0.

4. Save and Exit the Configuration module.

5. Relaunch the R2 application.

6. Select the Maintenance module > Items tab >  Items tab.

7. Create Serial Item [NIKON COOLPIX] and receive 2 Qty.

8. Save and Exit the Maintenance module.

Sample Workflow

1. Select the Account module. The Account window is displayed.

2. Tag a Company [NIKON INC.] and create a Rental Reservation Order [ORD-1275] for 15 days duration with the Start Date [15-Dec-2018] Time [07:25 PM] and End Date [30-Dec-2018] Time [07:25 PM].

3. Search and add the Serial Item [NIKON COOLPIX] with 1 Qty each and Unit Price [100.00] each. The Items Status is displayed as Reserved, as shown in Figure 5.0.

4. Select the Serial Item [NIKON COOLPIX] line and click the Availability icon.

5. The Availability - NIKON COOLPIX window is displayed. Click the Date [December 15]. The Availability for the Date [December 15] is displayed, as shown in Figure 5.1.

6. Close the Availability - NIKON COOLPIX window.

7. On the Date [10-Dec-2018], select the View menu > Fill Order option. The ORD-1275 Order Fill window is displayed.

8. Fill the Serial Item [NIKON COOLPIX] with the Asset [NIKON COOLPIX#01], as shown in Figure 5.2.

9. The Serial Item [NIKON COOLPIX] Status is displayed as Filled.

10. Close the ORD-1275 Order Fill window.

11. In the Order [ORD-1275] the Serial Item [NIKON COOLPIX] line displays the modified to Start Date [10-Dec-2018] Time [7:43 PM], as shown in Figure 5.3.

12. Double-click the Serial Item [NIKON COOLPIX] line > select the Dates tab. The modified Prep Date [10-Dec-2018] Time [7:43 PM] is as shown in Figure 5.3.

13. Click OK.

14. Select the Serial Item [NIKON COOLPIX] line and click the Availability icon.

15. The Availability - NIKON COOLPIX window is displayed. The Availability Date is modified to [10-Dec-2018], as the Item is Filled on the Date [10-Dec-2018].

16. Click the Date [December 10]. The Availability for the Date [December 10] is displayed, as shown in Figure 5.4.

17. Close the Availability - NIKON COOLPIX window.

1. The Order Header Dates and the Non-Serial Kit Header Date is not updated to the current Prep Date. Only the child Items within the Non-Serial Kit that are Filled/Shipped in the current session will be updated with current Prep Date.

2. The Order line's Prep date and time is not updated within one hour of the Warehouse operation performed.
   For Example: If the Order line Prep Date is [01-Dec-2018] Time [09:30 AM] and if the Warehouse operation is performed at [01-Dec-2018] Time [09:15 AM], then the Order line Prep Date and Time remains unchanged to [01-Dec-2018] Time [09:30 AM].

3. In the Multi-User scenario, the Order is updated only when the last user closes the Warehouse task window.

4. In the Configuration window, if the Update future Prep Date to Current Date on early Prep check box is selected, and when the Orders with future Prep Date that are Prepped earlier than the Scheduled Date in the Warehouse task Prep/Ship/Return are opened and closed, the Prep Date is updated to the Current Date.