About the Standing Orders Form
Standing Orders, which are open-ended requests to automatically generate orders based on an event, such as the availability of a new version of an existing product or a subscription's expiration date.
Top Area
Ship To
Name of the person to whom the orders generated by this standing order will be shipped.
Ship To Company
Company associated with the Ship To person. Company information may populate automatically when the name of the Ship To person is selected.
Bill To
Name of the person who will appear in the Bill To field on orders generated by this standing order, if different from the Ship To person.
Bill To Company
Company associated with the Bill To person. Company information may populate automatically when the name of the Bill To person is selected.
Attachments Tab
The Attachments tab lists any files relevant to the Standing Orders record.
Comments Tab
The Comments tab lists any additional comments relevant to the Standing Orders record. All comments from the original order will flow into a cancellation order or a cloned order.
General Tab
Date Created
This field displays the date and time the record was created.
Date Expires
The date the standing order expires, if applicable. An expired standing order cannot be fulfilled.
Fulfillment Start Date
The date the fulfillment should begin.
Status
Select from Active or Inactive. An inactive standing order cannot be fulfilled.
Purchase Type
Select from Individual or Company based on whether the standing order is for a person or a company.
Currency Type
The Currency Type field indicates the currency on which the order is based.
Type
The Type field indicated the type of order. Select from Frequency or Version.
Frequency
The Frequency field indicates the frequency with which the order should be fulfilled if the order type is set to frequency.
Employee
The employee field lists the name of the employee who recorded the standing order.
Sales Rep
The primary sales representative responsible for this standing order.
Order Information Tab
Campaign
The Campaign field indicates any campaign associated with the Standing Order.
Shipment Type
The shipment type field indicates the type of shipment for the order.
Order Source
How the customer placed the standing order. The default is Walk-In. Other standard options are Phone and E-mail.
Order Level
Order Levels control which GL Accounts are used for a specific order. For example, organizations that sell products to other internal divisions and may want to record the sale, but book the sale to a different set of GL Accounts than if it were being sold to an outside customer. People and companies can have default order and payment levels that are used for purchases, but these items can be overridden on the order. For information on GL Order Levels, see About Order Levels and GL Accounts for more information.
Payment Type
Indicates how the customer is paying for the order. The default is Purchase or individual using a PO# must have an approved credit status and credit limit recorded in Aptify (if Aptify is configured to perform credit checks — see Understanding Order Credit for details). Accounting sets up the credit status and limit of each company or individual. If an order exceeds a company's or individual's credit limit, they must purchase the items using a different Pay Type. Other choices applicable for standing orders include credit card payments and ACH electronic transfers. Depending on the Pay Type chosen, the fields in the payment section change.
- Note that past payment types will flow down based on the Ship To person indicated in the order. For example, if the Ship To person's last order was completed using Visa as the selected payment type, the next new order for this person would default to Visa as the payment type.
When using a credit card Payment Type, the card may be authorized at the time of the Standing Order, but should not be charged until the Standing Order is shipped. If the organization is using a third-party merchant account for credit card processing, the credit card is typically authorized automatically when the Standing Order is saved. The credit card is then charged after the Standing Order is shipped by running the Capture wizard within Aptify.
Products Tab
The Products tab lists any products records relevant to the Standing Orders record. See Entering Standing Orders for details.
Product Categories Tab
The Product Categories tab lists all product category records relevant to the Standing Orders record. See Entering Standing Orders for details.
Purchases Tab
This tab lists all orders relevant to the Standing Orders record.
Schedule Tab
The Schedule tab displays schedule records to specify when a frequency-based standing order should be fulfilled. The Schedule records are created by clicking the Generate Schedule button on the General tab. They are updated automatically when a user fulfills a standing order. See Entering Standing Orders for details.
Subscriptions Tab
The Subscriptions tab lists all subscriptions relevant to the Standing Orders record.
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