Introduction to Form Fields

O/E comes with several predefined invoice forms. If none of the predefined forms meet your needs, you can select an existing form, make a copy, and modify the copy. You may also design your form from scratch, but this is not recommended.

The Master information (Forms) selection allows you to define an unlimited number of forms and to print almost all of the information fields in the O/E Order Header, Order Line, and Order Line Serial Numbers. See the Forms chapter for designing and assigning fields to forms.

This appendix describes each information field that is available for printing on a form, and provides examples of how to modify forms.

The field descriptions are arranged in two groups: Header/Total fields, and Line Item/Payment fields.

Header fields are those that print at the top part of the form, while Total fields print at the bottom part. Header and Total fields are fields that relate to the order in general, such as order number, date, customer name, tax, and total order amount.

Line Item/Payment fields print in the middle part of the form, between the Header and Total fields. Most line item fields relate to each line on the order, such as item number, description, quantity, and price. Some line item fields are the payment details. Payment details may only be used with multi-payments. The payment details print after all the line items and only print once per invoice.

Header and Total Fields

The following table lists Header and Total fields:

Header/Total Fields
Field Name	Description
Apply-to-number	Apply to number for credit memos
Apply-to type	Type of apply-to number on order: Blank = one O = open credit N = apply to number
Balance due	Amount that remains due on order
Bill-to name	Customer name. Entered as line 1 for miscellaneous customer.
Bill-to address 1	Bill to address line 1. Entered as line 2 for miscellaneous customer.
Bill-to address 2	Bill to address line 2. Entered as line 3 for miscellaneous customer.
Bill-to address 3	Bill to address line 3. Entered as line 4 for miscellaneous customer.
Blank line	When this field is selected, no other data is printed on the line, even if it is defined.
Cash amount rcvd	Amount of cash (or check) received with order
Cash only flag	Y = cash only for COD shipments
Cash reference	Reference text if check number = zero (cash)
Check number	Zero = cash
Comment line 1-5	Entered when order is entered
Commis amount	Order commission amount, net after discount
Commis grs pft flag	Y = one or more line items have commission based on gross profit
Commis override amt	Commission override amount
Commis override flag	Type of override entered for commission amount: N = not overridden, A = amount, P = percent
Commis percent	Order commission percent
Commis percent type	For customer or sales rep default: P = price, M = margin. For percent override: D = directly entered.
Company display name	Company display name
Company report name	Company report name
Company address 1-3	Company address lines 1 through 3
Company phone number	Company phone number
Correction flag	Y = correcting entry to G/L
Cust backorder flag	Y = customer allows back orders
Cust balance	Customer balance, including unposted balance
Cust comment	Comment from A/R Customers
Cust credit rating	Credit rating from A/R Customers
Cust number	Customer number
Cust part ship flag	Customer accepts partial shipments
Cust tax exempt no	Tax exempt number from A/R Customers
Cust type	Customer type from A/R Customers
Cust contact 1	Contact 1 from A/R Customers
Cust phone 1	Phone 1 from A/R Customers
Cust contact 2	Contact 2 from A/R Customers
Cust phone 2	Phone 2 from A/R Customers
Cust profile text 1-5	Profile text entries 1 through 5 from A/R Customers
Date entered	System date when order was entered
Default comment 1-5	Comment lines 1 through 5 entered when invoices are printed
Discount amount	Order discount amount
Discount percent	Order discount percent
Due date	Blank until invoice is printed
Freight amount	Freight amount
Invoice date	Date assigned to invoice when printed. System date used if blank
Invoice number	Number assigned to invoice when printed. Blank if invoice not printed
Label company name	From O/E Control information
Label address 1-3	From O/E Control information
Label shipper #	From O/E Control information
Laser form label	This is the form label when entering number of copies information
Last pick tkt date	Date picking ticket was last printed
Misc customer flag	Y = miscellaneous customer
Misc amount	Miscellaneous charges amount
Misc taxable flag	Y = taxable miscellaneous charges
Net sale amount	Order shipping amount, net after discount
No. line items	Number of lines on order, including text lines
No. COD labels	Number of COD labels entered. Zero for unselected orders
No. shipping labels	Number of shipping labels entered
Order comments flag	Y = order has comments
Order date	Entered order date
Order number	Order number, Quote number, or RMA number
Order net total amt	Order shipping amount, net after order discount, plus tax, freight and misc charges
Order total amount	Undiscounted order shipping amount, plus tax, freight and misc charges
Order type	O = order, I = invoice, C = credit memo, Q = quote, R = RMA
Page number	Form page number
PO number	Purchase order number
Quote/RMA number	For order or credit memo converted from a quote or RMA, its original number as a quote or RMA. Zero = was never a quote or RMA
Sale amount	Undiscounted order shipping amount
Sales rep	Sales rep for order
Sales rep name	Order sales rep name
Selection code	Blank = order entry in progress, C = complete, not selected for billing, S = complete, selected for billing, I = invoice printed, X = invoice printing in progress
Ship date	Order ship date
Ship-to name	Ship to address name. Entered as line 1
Ship-to address 1	Ship to address line 1. Entered as line 2
Ship-to address 2	Ship to address line 2. Entered as line 3
Ship-to address 3	Ship to address line 3. Entered as line 4
Ship-via code	Ship via code
Ship-via description	Ship via description
System date	System date
Tax amount	Order tax amount, net after discount (Tax amount 1 + Tax amount 2 + Tax amount 3)
Tax amount 1	Tax amount associated with A/R tax code Tax percent 1
Tax amount 2	Tax amount associated with A/R tax code Tax percent 2
Tax amount 3	Tax amount associated with A/R tax code Tax percent 3
Tax code	Order A/R tax code
Tax code description	Order A/R tax code description
Taxable amount	Order taxable amount, net after discount
Terms code	Order A/R terms code
Terms description	Order A/R terms code description
Terms discount	Calculated early payment discount amount based on A/R terms code
Terms discount date	Date on which early payment discount will be given; Zero = invoice not printed
Terms discount pct	Early payment discount percent from order A/R terms code
Terms due date	Date on which invoice payment is due; Zero = invoice not printed
Terms type	D = days, P = proximo
Total order cost	Total cost of all line items to be shipped
Total qty	Total quantity ordered of line items
Total weight	Total weight
Warehouse	Order warehouse code. ** = All warehouses
Warehouse name	Order warehouse name
Warehouse adrs 1-5	Warehouse address lines 1 through 5

Line Item and Payment Fields

For Text lines you enter, printing is only available for:

•

Sequence number

•

Description 1

•

Description 2

•

Text line flag

Line Item Fields
Field Name	Description / Notes
Blank line	When this field is selected, no other data is printed on the line, even if it is defined
Blank line ser/lot	Blank line that follows printing of serial numbers and lot numbers
Backorder code	Item backorder code: Y = backorderable, N = not backorderable, X = backorders not tracked, D = drop shipped
Commission amount	Line item commission amount, net after discount
Commission method	P = price, G = gross profit
Commission percent	Item commission percent
Component flag	Y = line is a kit component
Comp item-# mod flag	Y = item number is modifiable for component
Comp literal-pre	Literal printed prior to first component line
Comp literal-post	Literal printed below last component line
Comp qty mod flag	Y = quantity is modifiable for component
Comp printable flag	Y = component is printable
Description 1-2	Item description lines 1 and 2, or text for Text line
Discount amount	Line discount amount. Calculated by multiplying discount percent by line extended price
Discount percent	Entered discount percent
Extended cost	Item cost multiplied by quantity to ship
Extended price	Undiscounted line extended price
extended item weight	Combined weight of shipping items. Qty-shipped * conversion factor * item weight
Item alt unit 1	Alternate unit 1 from I/C Items
Item alt unit 2	Alternate unit 2 from I/C Items
Item category	Item category
Item commission code	Item commission code
Item number	Item number
Item price 1-3	Price-1,-2,-3 from I/C Items
Item pricing unit	Pricing unit from I/C Items
Item stocking unit	Stocking unit from I/C Items
Item sub-category	Item sub-category
Item vendor	Item vendor
Item vendor item no	Vendor item number
Location code	Location code for line item warehouse
Lot number	Lot number (See Note 1)
Lot number literal	Literal printed on first lot number line (See Note 1)
Lot no. reference	Lot number reference text (See Note 1)
Lot quantity	Lot quantity (See Note 1)
Misc item flag	Y = miscellaneous item
Net extended price	Line extended price, net after line discount
Order unit	Selling unit for the line
Out of stock flag	Y = quantity not shipped is out of stock
Pricing unit	Pricing unit for the line
Qty backord	Line quantity on backorder
Qty backord/stk	Line quantity on backorder, expressed in stocking units
Qty ordered	Quantity ordered
Qty ordered/stk	Quantity ordered, expressed in stocking units
Qty out of stk	Quantity ordered-Quantity available, if you specified to ship available
Qty out of stk/stk	Quantity ordered-Quantity available, if you specified to ship available, expressed in stocking units
Qty ret to inv	Quantity returned to inventory
Qty ret to inv/stk	Quantity returned to inventory, expressed in stocking units
Qty to ship	Quantity to ship
Qty to ship/stk	Quantity to ship, expressed in stocking units
Selection code	Line selection code: S = selected, blank = not selected
Sequence number	Sequence number
Serial number	Serial number (See Note 2)
Serial no. literal	Literal printed on first serial number line (See Note 2)
Serial no. reference	Serial number reference (See Note 2)
Ship date	Line ship date
Taxable code	Y = line is taxable
Text line flag	Y = line is text only
Tracked flag	Y = line is serialized or lot-controlled
Tracking method	A = always serial, S = sometimes serial, B = lot balance, D = lot detail, G = gridded, N or blank = normal
Unit cost	Item unit cost per selling unit
Unit price	Selling unit price
Warehouse	Line item warehouse
Warranty date 1	Warranty date for first warranty
Warranty days 1	Number of days in first warranty period
Warranty date 2	Warranty date for second warranty
Warranty days 2	Number of days in second warranty period
Warranty item number	Warranty item number
	The next 8 fields are the payment fields. They only print once per invoice per payment and they print after the line items fields
Payment code	This is the payment code from the payment codes file/table
Payment type desc	Payment type description from the payment codes file/table
Payment amount	Payment amount
Payment check/CC#	This is the payment check number or credit card number. All of the 16 digit credit card number is masked except the last four digits
Payment auth code	Payment authorization number. This field may or may not have any data. It depends on how you set up your payment codes. Cash never requires an authorization
Payment CC exp date	Credit card expiration date
Payment date	This is the payment date
Payment trx id	Transaction identification number

Note

Note 1

These four Lot fields are for printing lot numbers. They may only be defined once on each form. If the Lot quantity or Lot no. reference field is also defined, lot numbers are printed one per line. If Lot number is the only Lot field defined, lot numbers print across the line, separated by commas.

Note	Note 2 The following three Serial fields are for printing serial numbers. They may only be defined once on each form. Serial numbers print across the line, separated by commas, if Serial no. reference is not defined. If Serial no. reference is defined, serial numbers are printed one per line.

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