About Orders Entity Attributes

This topic describes the attributes in the Orders entity that can be modified to change the behavior of the Order Entry system:

• EnabledTaxDropDown: This attribute controls the dropdown capabilities on the Order Form. Set EnableTaxDropdown to 1 to enable the dropdown on the order form. Set EnableTaxDropdown to 0 to disable the dropdown on the order form. The default setting for this attribute is 0.
• BackOrderAR: This entity attribute controls the Order Entry system's treatment of general ledger (GL) entry data in backorder situations. The default setting for this attribute is 1.
  • When set to 1, the portion of the original order's Accounts Receivable and other GL entry data that corresponds to the backordered product is carried over to the corresponding backorders. This is the appropriate setting for an organization that does not bill a customer until merchandise has shipped. Backorders in Aptify have the following characteristics when BackOrderAR is set to 1:
    • The system creates backorders as Orders records with Order Type set to Regular and Order Status set to Back-Ordered.
    • On the original order, the quantity for the back-ordered product is reduced to the number of units that actually shipped and the Order Total updates accordingly to remove the amounts associated with the back-ordered product(s). Also, shipping charges are recalculated, if applicable.
    • When a backorder's Order Status is changed to Shipped, Aptify generates GL entries just like for a regular order.
    • The order total from the backordered products are carried over to the backorder, and Aptify creates a new credit card payment or credit memo payment if the original order has one or more associated payments. (If the original order is unpaid via a purchase order, Aptify applies the same purchase order number to the backorder.) Aptify also calculates shipping charges for the backorder, if applicable.
       
  • When set to 0, the original order creates and retains all GL Accounts Receivable and Sales entries related to the entire order (including the backordered products) when the original order ships. This setting is suitable for organizations where revenue is recognized upon sale (commitment). Backorders in Aptify have the following characteristics when BackOrderAR is set to 0:
    • The system creates backorders as Orders records with Order Type set to Back-Order and Order Status set to Back-Ordered.
    • On the original order, the quantity for the back-ordered product remains at its original value. Any shipping charges and the Order Total likewise remains unchanged.
    • The price for all back-ordered products on the backorder is zero, since the monetary transaction with the customer is retained at the original order. The system does not calculate shipping charges for the backorder.
    • When a backorder's Order Status is changed to Shipped, Aptify does not generate Sales or Account Receivables GL entries for the backorder. However, other GL entries (such as Cost of Goods Sold or Inventory entries) are still generated at the backorder level when the backorder ships.
       
• DefaultPurchaseType: Set this entity attribute to make the default purchase type for subscription products either Individual or Company. The default purchase type is stored at the order line level and controls whether the product being purchased is for the person or the company ordering the subscription. By default, this attribute is set to Individual. If you change this attribute to Company, you also need to modify the default value for the PurchaseType field in the OrderLines Entities record.
  • Note that Aptify includes functionality to automatically set the Purchase Type for a Membership order based on the Default Type specified for the Membership product's corresponding Member Type. This functionality is independent of the default Purchase Type your organization specifies. See Creating a Dues Product for more information.
     
• Display Order Print Message: When set to 0, the "Would you like to print this order" message box will not appear after saving a new order. When set to 1, the message box will appear. Note that this dialog is disabled by default (this attribute is set to 0).
• RelatedProductsStoredProcedure: This attribute specifies the stored procedure that is called by the Order Entry system to determine which products might be related to a product being added to an order. This stored procedure may be changed to reflect a client configuration, if needed. Note that this stored procedure expects two parameters: ProductID and CampaignID.
• TopAreaFormTemplateName: The name of the Form Templates record to display in the top area of the Orders form.
• MiddleAreaFormTemplateName: The name of the Form Templates record to display in the middle area of the Orders form.
• BottomAreaFormTemplateName: The name of the Form Templates record to display in the bottom area of the Orders form.
• CalculateTaxOnLineAdd: This attribute determines when tax is calculated for an order. By default, the attribute is set to 1, and the Order Entry system calculates an order line's applicable tax amount when the line is added to the order. When set to 0, the system does not perform tax calculations until the order is saved. In this case, the tax amount will appear to be zero prior to the order save. During the save process, the system calculates the tax amount for each order line and adds the aggregate to the Tax field. Also, the Total, Balance, and Initial Payment Amount fields are updated to include the tax amount.
• CalculateShippingOnLineAdd: This attribute determines when shipping/handling charges are calculated for an order. By default, the attribute is set to 1, and the Order Entry system calculates an order line's applicable shipping charge when the line is added to the order. When set to 0, the system does not perform shipping calculations until the order is saved. In this case, the shipping/handling charge will appear to be zero prior to the order save. During the save process, the system calculates the shipping and handling charges for each order line and adds the aggregate to the Shipping and Handling fields. If tax is applicable to the shipping and handling charges, the system calculates the tax and adds the amount to the Tax field. Also, the Total, Balance, and Initial Payment Amount fields are updated to include the shipping and handling charges (and tax amount, if applicable).
• AutoShipNonFulfillmentProducts: This attribute configure the Order Entry system's auto-ship behavior. The possible values are 0, 1, and 2. The default value is 1.
  • 0: When set to 0, Aptify's auto-ship functionality is disabled. All orders must be manually marked as shipped.
  • 1: When set to 1, the default setting, Aptify displays a confirmation message if an order qualifies for auto-shipment when saving a Taken order. The system can automatically mark an order as shipped if all of its order lines do not require fulfillment and have sufficient inventory in one Inventory Location that allows direct fulfillment.
  • 2: When set to 2, Aptify automatically ships all qualifying orders; it does not display the confirmation message. The system can automatically mark an order as shipped if all of its order lines do not require fulfillment and have sufficient inventory in one Inventory Location that allows direct fulfillment.
     
• OrderFormTopAreaHeight: This attribute determines the default height in pixels of the top area of the order form. This specifies the size of the area the first time a user opens the Orders form. If a user modifies the height of any area on the Orders form, the user's preference is saved and stored in a User Values record. Once a User Values record exists for the user, this default attribute no longer applies to that user.
• OrderFormMiddleAreaHeight: This attribute determines the default height in pixels of the top area of the order form. This specifies the size of the area the first time a user opens the Orders form. If a user modifies the height of any area on the Orders form, the user's preference is saved and stored in a User Values record. Once a User Values record exists for the user, this default attribute no longer applies to that user.
• OrderFormBottomAreaHeight: This attribute determines the default height in pixels of the top area of the order form. This specifies the size of the area the first time a user opens the Orders form. If a user modifies the height of any area on the Orders form, the user's preference is saved and stored in a User Values record. Once a User Values record exists for the user, this default attribute no longer applies to that user.
• RelatedProductsEnabled: This attributes determines whether or not the Related Products dialog appears when a user adds an order line for a product with one or more related products. When set to 0, the prompt does not appear. When set to 1, the default setting, the prompt appears.
• OrderLinePriceRequirement: This attribute controls the behavior of the Order Entry system when it cannot determine a qualifying price for a product. The supported values are summarized below. Note that additional information from a developer perspective is available in the Attributes sub-type record's Description field (accessible from the Orders entity's Configuration > Attributes tab).
  • NotRequired: A defined Price is not required for an order line. If an available price is not found, the system adds the order line with a price of zero. This is the default value for this attribute and matches the behavior in previous versions of Aptify.
  • WarningDefaultNotRequired: If a defined Price is not found because it does not exist or an error occurred, the system displays a warning message that no price was found and asks the user if he or she wants to continue. If the user clicks Yes, the order line is added with a price of zero. If the user clicks No, the order line is not added. When the attribute is set to this value, focus defaults to the Yes button in the message box.
  • WarningDefaultRequired: If a defined Price is not found because it does not exist or an error occurred, the system displays a warning message that no price was found and asks the user if he or she wants to continue. If the user clicks Yes, the order line is added with a price of zero. If the user clicks No, the order line is not added. When the attribute is set to this value, focus defaults to the No button in the message box.
  • Required: A defined Price is required. If the system cannot identify a qualifying price, it displays a warning message that no price was found. A user clicks an OK button to close the message box. The order line is not added to the order.
  • RequiredIfNoOverride: A defined Price is required, unless the employee has the ability to override a product's price or set a product's price to zero (allow free). The Allow Price Override and Allow Free options are set at the product, employee, or organization level.
    • If the employee does not have either Allow Price Override or Allow Free privileges, the Order Entry system displays a warning message when no qualifying price is found for a product. A user then clicks an OK button to close the message box. The order line is not added to the order.
    • If the employee has either Allow Price Override or Allow Free privileges, the Order Entry system adds an order line with a price of zero if it cannot identify a qualifying price for a product. Note that the system does not display a warning message in this case.
       
• RecalculateOrderLinesAfterRemove: This attribute determines if order line prices are recalculated on an order after an order line is removed. When set to 1, the removal of an Order Line from the Order will cause the prices to be recalculated for all of the remaining Order Lines, after the Order Line has been removed. Otherwise when set to 0 (the default value), the line is removed and the remaining Order Lines are left as is. Please note that this attribute should be set to 1 when CheckOrderLineforMembership is 1.
• EnableCheckCredit: This attribute determines if the system performs a credit check when saving an order that is not paid in full. By default, this attribute is set to 1 (enabled), which means that a person or company must have sufficient credit available to place an order using a Purchase Order as the Initial Payment Type. If an organization does not want to track available credit for Persons and Companies, then administrator can disable the credit check functionality by setting this attribute to 0.
• Cancellation Fees Category: This attribute does not appear in the Orders entity by default, but an organization can add it as necessary. The value of this attribute identifies the product category to use for cancellation fees. Aptify recommends setting the value to Cancellation Fees and creating a Product Categories record of the same name. See Setting Up a Cancellation Fee Product for details.
• GenerateInvoiceNumber: This attribute does not appear in the Orders entity (which corresponds to a value of 0), but an organization can add it as necessary. The Orders entity's InvoiceNumber field is a non-updateable In Table field that is blank (NULL) by default. If an organization wants to specify an invoice number for an order (as opposed to using the OrderID), the following steps are required:
  • Modify the spGetInvoiceNumber stored procedure as necessary so its sets an order's invoice number based on the organization's requirements.
  • Add this attribute to the Orders entity and set its value to 1. When set to 1, the Orders entity calls the spGetInvoiceNumber procedure to set an order's invoice number.
     
• IsExpandKitProduct: This attribute determines whether or not a kit product will be expanded when added to an order by default. When set to 1, a kit product's sub-products are automatically expanded when the kit product is added to an order. Otherwise when set to 0 (the default value), the kit product is collapsed into a single top level order line. See Ordering Kit Products for more details.
• ShowHyperlinkInViewDefault: This Attribute controls Hyperlink functionality at Global Level for this Entity. This can be overridden at ViewLevel by setting HyperLink Check Box 0 / 1 for particular Field from View Properties. Set this attribute value to 1 to enable hyperlink functionality in Entity List view by default. To disable default Hyperlink Functionality for Entity set it to 0. See Disabling Linked Field Hyperlinks for List Views for details.
• AllowChangingBillingAddressOfShippedOrder: This attribute specifies whether or not Bill To address and phone information can be modified on a shipped order. When set to 1 or True, a user can change the Bill To information after the order is shipped (the default value). When the Value is 0 or False, a user is not permitted to change the billing information after the order is shipped. See Shipping Orders and Placing Back Orders for more information about what information can and cannot be modified once orders are shipped.
• DefaultDateForSpotRateCal: This attribute specifies the datetime field to use when calculating currency spot rates. For example, if you want the spot rate to be determined based on the date in which the order is shipped, ShipDate should be defined as the attribute's value. Note that if the attribute is not specified (or has an invalid value), the spot rate will be retrieved based on the order's Order Date. See Using Currency Spot Rates for more information about currency spot rates.
• CheckOrderLineforMembership: This attribute determines whether or not to check for existing membership products on an order when determining the price of a product. When set to 1, the default value, Aptify checks existing order lines for any membership products when determining price. When set to 0, Aptify uses the existing behavior and order lines are not evaluated for membership products. Note that if CheckOrderLineforMembership is set to 1, you should also set RecalculateOrderLinesAfterRemove to 1. See Assigning Product Prices for more information about product pricing.
  • Note that Aptify strongly recommends that you set the RecalculateOrderLinesAfterRemove to 1 when this attribute is also set to 1.
     
• PurchaseOrderPaymentTypeID: This attribute identifies the Purchase Order payment type (by record ID) that should be used when saving a free order with no total when initial payment information is not specified. The default value is 1 (the Purchase Order installed with standard Aptify installations). Note that the ID specified must have a base type of Purchase Order to generate the proper type of payment information on the Orders record. See Note Concerning Orders That Are No Longer Complimentary for more information about the use of this attribute.
• AllowPOChanges: This attribute in conjunction with AllowPOChangesFieldList, controls the ability to modify fields associated with the Purchase Order payment types for saved orders. When set to 1, users can modify the fields associated with the Purchase Order payment type for saved orders, directly from the Orders form prior to shipping or using an entity bulk operation or In Place Editing after the Order has shipped. The list of fields that can be modified are identified in the AllowPOChangesFieldList attribute. When set to 0, users cannot modify the fields associated with the Purchase Order payment type after the Order has been saved with an Order Type of Regular. The default value for this attribute is 0.
• AllowPOChangesFieldList: This attribute, in conjunction with the AllowPOChanges attribute, controls the fields that can be modified after saving an order. This is a comma-delimited list of Purchase Order fields that can be modified after saving a Regular Order when AllowPOChanges is set to 1. The possible values are any combination of the following fields (separated by commas): PONumber, Terms, DueDate.
• FindBasicSearchItemsToSearch: This attribute expands the simple find criteria to search across multiple fields. See Defining Which Fields To Search for Basic Finds for details.

• ValidateShipToLocation: This attribute determines if Aptify checks the Ship To country against the Restricted Country list during order save validation to prevent shipping an order to a country on that list. If this attribute doesn't exist, is blank or is 0, no validation of the Ship To Location will occur. If the attribute exists and has a value of 1, true, yes or on, the system runs the spIsARestrictedCountry procedure for the Ship To Location. If the ShipToCountry matches a Restricted Country, the order save validation will fail. See About the Restricted Countries Form for more information about this attribute.

  Developer's Note:

  Method SetVisibilityForPurchaseOrderControls of OrderLayout: Procedure to enable Purchase order type of payment info fields like PO #, Terms, DueDate etc if AllowPOChanges is true on Orders Entity. this method is overridable and developer can change this method as per requirement. We have specific methods to enable/disable order controls for all types of order. For example, if a developer wants to enable Purchase Order Control for Shipped orders then they need to call SetVisibilityForPurchaseOrderControls method on SetVisibleControlsForShippedOrder. 

  Function ValidateOrderCriteria of PaymentInfoObject: If a developer wants to bypass Payment information save validation for saved records then they can override this method and add custom logic. If this returns True along with existing criteria then validation will be bypassed.

  
  
  

• ShippedOrTaken: This attribute, added in Aptify 5.5.4, determines whether the Ship the Original Order option appears on the last step of the Ship Partial wizard (in the Aptify web interface) and as a dialog (in the Aptify desktop interface). When set to 0, which is the default value, the option/dialog is not shown. In this case, the original order will always be shipped during the back order process. When set to 1, the Ship the Original Order option appears on the last step of the Ship Partial wizard (in the Aptify web interface) or as a confirmation dialog (in the Aptify desktop interface). If the user selects the option  (and selects Yes to the dialog), the original order will ship during the back order process. If the user clears the option (or leaves it cleared), the original order will be left in the Taken status during the back order process and will need to be shipped later. To control the default behavior for the Ship the Original Order check box in the Aptify web interface, you can set the default value for the AutoShip field in the Orders entity.
• HideBackorderPaymentPrompt: This attribute, added in Aptify 5.5.4, controls the display of the back order payment creation prompt when using the Ship Partial dialog in the Aptify desktop interface. When the attribute value is zero the Do you want to create a new payment? prompt appears for back order while using the Ship Partial wizard/dialog. When the attribute value is one, the "Do you want to create a new payment?" is executed and the prompt doesn't appear on the screen. Note that if you choose to hide this prompt a new payment is always created.This attribute is helpful when all orders in a taken state are automatically processed off hours. Note that this dialog does not display in the Aptify web interface. Instead, there is an option that can be automatically selected or unselected to determine if a payment is made. See the ShippedOrTaken attribute for more details.