Adding an Order Line

Each order requires at least one order line. An order line corresponds to an order for one or more units of a particular product. You can add more than one order line for the same product if needed (for example, if some units of a product are offered at one price but additional units are offered at a second price).

Follow these steps to an order line to an order:

1. In the Lines area of the Orders form, enter the product that the customer/member wants to order in the Find Product link box.
   • Products that are not currently sold or are not Top Level products cannot be added to an order. See Controlling Product Availability for details.
      
2. Enter the quantity of product to order in the Quantity field.
   • When you add a product, Aptify automatically sets the Quantity to 1, unless the product's Minimum Selling Units field is greater than 1 (in which case, the system automatically inserts the minimum selling unit amount in the Quantity field).
   • You can override the quantity as necessary but you cannot add a product to the order if its quantity that is less than the product's configured Minimum Selling Units value.
   • Aptify displays the current number of available units to the right of the order line when adding a product to the order, as shown in the figure below. Note that if the product selected is not tracking inventory, then the Qty Avail field value is NA.
     
     
      

3. Click Add to create an order line.

   Note Concerning Product Prerequisites

   If the product being added is configured with prerequisite conditions and the order does not meet certain the criteria, an error message is displayed. See Managing Basic Products for more details.

    

   • See About the Order Lines Area for a description of the columns displayed for an order line.
   • If you included a check in the Open Order Line on Add box, the Order Lines Record will open automatically when added to an order. See Creating a Basic Products Record for more information.
   • If you entered a kit product, see Ordering Kit Products for details.
   • If you entered a product grouping, see Ordering a Product Group for details.
   • If you entered a membership dues product, see Placing an Order for Membership Dues for more details.
     • If you are placing a company only order, you will need to add a Recipient if the dues product is of type Individual. Alternatively, you can also change the product's type to Company on the order line's Subscription tab, if appropriate, so that an individual recipient is no longer required.
       
       
   • If you entered a subscription product, see Placing an Order for a Subscription Product for more details.
     • If you are placing a company only order, you will need to add a Recipient if the subscription product is of type Individual. Alternatively, you can also change the product's type to Company on the order line's Subscription tab, if appropriate, so that an individual recipient is no longer required.
       
       
   • If you entered a meeting product, see Creating a Meeting Registration for more details.
     • If you are placing a company only order, you will need to add a meeting Attendee to the order line.
       
       
   • If you entered a expo product, see Assigning Booths to Customers for more details.
     
     • If you are placing a company only order, you will need to add a Contact to the order line.
       
       

   • If you entered a housing product, see Creating Housing Reservations.

     • If you are placing a company only order, you will need to add a Person to the order line.
        

   • If there is a newer version available of the product that you entered, Aptify automatically displays a message box, similar to the one shown in the figure below. To add the newer version to the order, click Yes. If you want add the product you specified to the order, click No.
      
   • Aptify automatically reviews the available prices for the specified product and selects the lowest available price to charge based on the order information. This includes:
   • • The Customer Type of the Bill To Person and the Bill To Company. This information maps to a Price's Member Type designation.
   1. • The Order Date (for prices based on a Start and End Date).
      • The order line's Quantity (for prices based on a Minimum or Maximum Quantity).
      • The order's Currency Type (each Prices record is specific to one currency).
      • Any characteristic upon which a Price Filter Rule, Pricing Rule, or Pricing Object is based.

      • Whether or not Aptify is configured to give membership pricing for products that are purchased together with a membership product. 

        See About Orders Entity Attributes for more information about configuring the behavior of membership pricing with the CheckOrderLineforMembership attribute. See Assigning Product Prices for information on the available price types and for instructions on how to configure product prices.

        
        

   • If the system cannot identify a matching price for the product, by default, it adds the order line using the highest available price from the product's pricing matrix (based on the order's currency type). If the system cannot identify any qualifying price for the product, it adds the order line with a price of zero.
   1. • However, your administrator may configure the system to display a warning message instead of adding a product with a price of zero. See the description of the OrderLinePriceRequirement attribute in About Orders Entity Attributes for details.
         
   • After adding an order line, you can no longer modify the order's Currency Type.
   • When you add an order line, the order line's amount is added to the order's Sub-Total, Total, and Balance fields on the Summary tab. In addition, if the -product is taxable and a sales tax rate applies to the order line, Aptify automatically calculates the tax amount and adds it to the Tax field. Also, if shipping charges apply to the product, Aptify automatically calculates the appropriate shipping fees based on the selected Shipment Type and adds the shipping and/or handling fees to the Shipping and Handling fields.

     • See Managing the Sales Tax Infrastructure for information on sales tax and how it is calculated by Aptify.

       Aptify removes any applicable tax from the total price of a product for tax exempt Persons and Companies. See Specifying Tax Exempt Status for information on specifying Tax Exempt Status.

       
       
       
       

     • See Managing Shipping Charges for information on shipping charges and how they are calculated in Aptify. 
       

       A user can view the Products record associated with an order line by clicking the product's name in the Product column to open the Products record associated with the line item.

4. If the product you specified has one or more related products, Aptify may display a Related Products prompt, as shown in the figure below. To add a related product to the order (with a quantity of 1), click the plus sign (+) on the left side of its entry in the Related Products dialog. Note that clicking the ellipsis (...) icon in the Product column opens the selected product's Products record.
   • See Specifying Related Products for information on setting up Related Product relationships.

   • Unless the employee has been granted the ability to close this prompt, the prompt will remain on-screen until the employee adds a related product to an order, selects another order line on the same order, or closes the order. See Configuring Employee Order Entry Permissions for details.
     

     Note to Administrators

     The Related Products prompt can be enabled or disabled by the RelatedProductsEnabled attribute in the Orders entity. See About Orders Entity Attributes for details. 

     
     
      

5. If necessary, enter or select a different price to charge for the product. See Processing a Price Override or Adjustment for more information.
6. If necessary, configure the order line's details. For example, you may need to specify an Inventory Location from which the product will ship or specify a different Ship To location for an order line. See Specifying Order Line Details for more information.
7. Repeat steps 1 through 6 to add as many product line items as the order requires.
   • Note that when you add a new order line, Aptify automatically recalculates the prices for all of the existing order lines, since some organization may employ logic that determines a product's price based on other products on the same order.
   • If you remove an order line from an order, Aptify does not automatically recalculate the prices for the remaining order lines by default. However, your administrator can change this behavior so that the system does recalculate the prices if necessary. This requires a change to the RecalculateOrderLinesAfterRemove entity attribute. See About Orders Entity Attributes for details.
     
     
      
8. If all of the items on a new order are currently not in stock, you can change the status for a new order to Back-Ordered before saving it, if desired. However, you can also leave the status set to Taken in this situation. See Placing an Entire Order on Back Order for details.
9. When you have finished adding order lines to the order, the next step is to select a shipping method, if necessary. See Specifying Shipping Information for details. If the order does not require a physical shipment, you can proceed to specifying an initial payment. See Specifying an Initial Payment for details.