Following Up on Lot Item Orders

Use the Customer Calling Queue window to follow up on lot item orders that have a status of either Call When Available, Call When Complete, or Call When Specified. Monitoring this queue helps you to resolve problems and prevent lost sales.

About Returns

True LOT products cannot be returned. Users receive a message in Sale Order Entry if they try: You cannot enter a ‘Negative’ lot qty.' Additionally, Sales Order Entry logic prohibits a Credit /Rebill for a LOT order. Consider the following:

If it is an item you plan to keep and resell and does not already exist in Eclipse, then create the product in Product Maintenance and then do a normal return. If the product does exist, then just do a standard return. In either case, however, if there is no original order as a history reference, you can use the Comment option to reference the original order for tracking purposes.
If products are being returned to the Vendor, we recommend creating a generic ‘Lot Return' product in Product Maintenance and use the Comment option to describe what the product actually is and original order for tracking purposes. Using this method, then you do not need to actually create individual products in Eclipse.

Note: Both options allow adding additional fees, such as a restocking fee or freight and handling fees.

To follow up on a lot item order:

From the Orders > Queues menu, select Customer Calling Queue to display the Customer Calling Queue window.

In the Branch field, enter the code that identifies the branch or territory for which to review lot items. To review lot item orders in all branches and territories, enter ALL.

In the Type field, enter LOT ITEMS to display a list of orders that include one or more lot item generations.

To reduce the number of records that display, complete any of the following fields:

Field

Description

Writer

The login ID of the employee who entered the order.

Via

The method used to ship the order to the customer.

End Date

The lot item's shipment date, or the next follow up date from the Lot Item Status screen.

In Salesperson

The login ID of the employee who manages the customer's sales.

Out Salesperson

The login ID of the employee who entered the first order for this customer.

In the Credits area, indicate if you want to include credits in the queue.

Click Update to display a list of lot item orders that match your search criteria.

Review the following, as needed:

Column

Description

Ship-to Customer

The name of the customer to whom the lot item materials will be sent. To view orders by the billed customer, click the up arrow.

Phone Number

The customer's contact number, in case you need to notify them of potential problems.

Order #

The number the system assigned to the order upon creation.

The branch at which the order was written.

PO #

The number that identifies the customers' purchase order.

Via

The method used to ship the order to the customer.

Order Amount

The total dollar amount purchased on the order. The L at the end of the amount indicates that this order includes a lot item.

To view the materials for a lot item order, from the Options menu, select View Items. This function is not currently available in Solar Eclipse.

For information about additional selections under this menu and others, see Monitoring the Customer Calling Queue.