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The Line Item Group field and the Automatic Multi-line function in Order Entry work hand in hand. These functions are meant to increase efficiency when items are, in some fashion, related and generally ordered together from the same vendor. Examples of this may be apparel (i.e. same shirt style with multiple item records representing available sizes) or corporate branded material (i.e. letterhead, envelopes, pens and notepads).
The first step in utilizing these features is to establish a group of item records. Via Order Entry > View > Item. Use the Find function to locate an item to start or add to a group. Locate the Group field on the right side of the Item Record. Enter an appropriate title for the group (This may be a product code as in the case of apparel separated by sizes or maybe a company code when representing specific corporate branded products). Continue to enter the same Group for all products you wish to include. NOTE: It is very important that you enter the Group identically on each item record otherwise the system will not recognize them together.
Once you have grouped your item records together you can begin to use the Automatic Multi-line function in creating line items.
From Order Entry > Commands > New Job
SCREEN
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ACTION
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New Job
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Keep Job Type set as Standard Job and complete the suggested fields before selecting OK.
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New Line Item Type
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Change to Automatic Multi-line and select OK.
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Automatic Multi-line
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Initially this dialog will list all item records. Using the drop down box available, choose the group from which you would like to order products. You will see the list become significantly shorter; representing only the items you have grouped together. Double-click the first item you wish to add to the job.
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Line Item Properties
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This dialog is a compressed version of the general line item entry process. You are first prompted to enter a Sell Quantity. After entering this you may then enter/confirm each of the remaining data fields before selecting OK.
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Automatic Multi-line
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Continue choosing grouped items as needed. When all items have been chosen, select Process.
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Process New Line Items
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Enter/confirm a vendor to be used for all the items chosen. Enter/confirm all data fields before selecting OK.
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Line Item
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You will now find yourself in the Line Item dialog. Before proceeding you should page through each Line Item to review all information. Once you are satisfied, you may close back to Order Entry.
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Order Entry
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Review all information for accuracy. Make Notes. Address Special Commission issues if necessary. Confirm the shipping address and use Alternate Address if warranted. Continue via Actions > Prepare Vendor Purchase Order.
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Prepare Vendor Purchase Order
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Address suggested fields. Enter or confirm Shipping Information. Commands > Create Purchase Order.
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Purchase Order Editor
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Review data for accuracy. To add additional instructions use Options Menu. Once satisfied, File > Save.
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Xebra Print Preview
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Choose to print, fax or email. Once complete, close all screens to return to Order Entry.
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