The configuration is very flexible allowing you to have control over the following:
You can combine all four restriction categories or choose those that are applicable. At least one selection must be made.
The handling of the order during sales order/quotation maintenance is dictated by the degree of severity placed on the sales restriction. See Severity below.
The following needs to be set up for the sales restrictions functionality.
| Task |
File/Table |
To do |
| Create customer restriction groups |
Work with customer restriction groups |
In some instances, certain items may not be sold to particular customers in examples such as medicines, region-specific products, chemicals or items that are not permitted in certain countries. By arranging these customers into groups, universal rules or regulations regarding the sale of these may be applied more easily.
Access this file, add a new group and complete the following fields:
- Cust restriction grp
- Enter a name for this new group.
- Description
- Enter a description for this new group.
|
| Attach customer restriction groups to your customers |
Work with business partners/Customer file |
This is where you attach the customer restriction groups to your customers. If you have defined several customer restriction groups, you are able to attach your customer to more than one at a time. Navigate to the Customer file panel, click the Restrict groups function key. On the Business partner file maintenance, Restriction groups panel, highlight the applicable restriction group or groups and click the Attach option. |
| Create item restriction groups |
Work with item restriction groups |
If you want to prohibit certain items from being sold to customers access this file, add a new group and complete the following fields:
- Item restriction grp
- Enter a name for this new group.
- Description
- Enter a description for this new group.
|
| Attach item restriction groups to your items |
Work with items/Basic data |
This is where you attach the item restriction groups to your items. You can attach several item restriction groups to one item. Navigate to the Basic data panel, click the Restriction groups function key. On the Item file maintenance, Restriction groups panel, highlight the applicable restriction group or groups and click the Attach option. |
| Activate sales restriction keys |
Work with sales restriction keys |
You must activate the applicable sales restriction keys. These keys use several IBS Enterprise parameters and restrict sales based on these, through the what, from, to or by parameters in the Work with sales restrictions file.
Note: This preloaded table may only be changed by users who have IBS Enterprise Administration authority.
To activate a sales restriction key, highlight the record you wish to activate, click Change and set the Active field to YES. You can also change the description, if you wish. |
| Create sales restrictions |
Work with sales restrictions |
This is where you create the sales restrictions; configuring the basic details and principles that apply.
On the initial panel, click Add and then complete the following fields that are relevant for your restrictions:
- Restriction
- Enter a name for the new restriction.
- Description
- Enter a description for the new restriction.
- What
- Enter a code from the Work with sales restriction keys table. This will determine what items or item categories will apply to this restriction. This may be a blanket rule for a specific item or item group, or be one of the restriction item groups that you have configured.
- From
- If applicable, make a valid entry, such as country, state, warehouse, inventory contract number, inventory contract type, depending on what restriction key has been allocated to this field. This field is only valid if the restriction has been configured to include this type of restriction in the Work with sales restriction keys table.
- To
- If applicable, make a valid entry, such as customer, country, buying group, address category, state or area, depending on what restriction key has been allocated to this field. This field is only valid if the restriction has been configured to include this type of restriction in the Work with sales restriction keys table.
- By
- If applicable, enter the by whom parameter (e.g., salesman, cost centre, order type or order property) for this sales restriction.
- Severity
- The handling of the order during sales order/quotation maintenance is dictated by the degree of severity placed on the sales restriction. The following severity codes can be assigned triggering different results during order/quotation entry:
| Code |
Description |
Other information |
| 1 |
Sale is not allowed |
Entry of order line will be stopped.
For DI orders created in batch lost sales statistics will automatically be created when a sale is lost due to a sales restriction with this severity code if the following is true:
For manually entered orders (i.e. interactive orders), the user can manually trigger the creation of lost sales statistics during order line entry if the following is true:
|
| 2 |
Order will be held |
Entry of order line can proceed but the order will be held. |
| 3 |
Order line will be held |
Those lines not held can be processed. |
| 4 |
Warning |
A warning message will be displayed but entry of order line can proceed. |
- Reason code
- Not valid when severity code is set to 1.
- Release handler
- If there are instances where a certain restriction may be eligible to be released and the sale completed, a specific handler may be allocated who is given the authority to permit this. Enter a handler in this field, indicating who this is.
- Re-check after rel
- Indicate if the order or order line should be re-checked once it has been released. A NO setting will assume that the sale has been allowed.
- Receiver of alert
- If you want to send an alert message for this sales restriction, enter the handler of the person who should receive this message. See Working with Alert Management messages for instructions on how to configure the system to send/receive alerts as well as working with alert messages.
- Alert message
- Enter the alert message.
- From date
- Enter a date from which this restriction will apply.
- To date
- Enter a date until which this restriction will be in force.
Additional restraints
If you want to define additional restraints for the sales restriction, click Next. You can use the fields on this panel to achieve, e.g., any of the following results:
- Hold order line if quantity is below 10 of Item group AAA
- Hold order if total order amount is less than 1000 SEK
- Give a warning if margin is higher than 50% on customer category 4 ABC
- Prohibit sale if margin is less than 25% on order type NN
When defining the fields on this panel the following rules apply:
- You can define order line restrictions or order restrictions.
- If any item related (what) key is defined for the sales restriction, the order conditions will not be available. This is because it is not relevant, e.g., to use item code to perform a check on order header.
- For order line conditions any key can be used, for example only a To key.
Once you have completed all the necessary fields, click OK.
On the Work with sales restrictions, details panel you are able to create the specific rules for each sale restriction, allocating the details of each. Click Add.
On the Work with sales restrictions panel, complete the following fields:
- What
- Select a value to indicate what it is that is subject to this restriction.
- To
- Select a value to indicate to whom or to where is subject to this restriction.
|
| Create exceptions to a sales restriction |
Work with sales restrictions |
Once you have created a sales restriction, you are able to create an exception to these rules to accommodate for the sale to be permitted, based on certain circumstances. An example could be that the sale of an item will be permitted to a specific customer on the condition that a particular salesman makes the sale.
The system checks the exceptions in the following order:
- Exceptions without severity code are checked first. If such an exception is found, then the sale is permitted, but the details for the exception will be excluded from the sales restriction.
- If an exception without severity code is not found, then exceptions with severity code 2 are checked. If such an exception is found, then the sale is permitted.
- Then, exceptions with severity codes 3 and 4 are checked in the same way.
On the initial panel, highlight the restriction that you wish to create an exception for and click Exceptions. Then click Add to create a new exception. On the Work with sales restrictions, Exceptions panel you configure the basic details that allow the exception. Complete the following fields:
- Exception
- Enter a name for the new exception.
- Description
- Enter a description for the new exception.
- By
- Assuming you want to set up an exception allowing the sale of a product to a customer if a particular salesman does the selling, select SALESMAN from the Sales restriction key table.
- Severity
- This field is an optional entry. If you leave this field blank, the details for the exception will be excluded from the sales restriction. If, however, you want the details for the exception to apply to the sales restriction, enter the degree of severity for the exception. The exception must hold a lower degree of severity than the sales restriction itself. If the sales restriction has severity code 4 (Warning), this field must be blank since there is no lower degree of severity than Warning.
- Reason code
- Only valid when Severity on the exception is 2 (Order will be held) or 3 (Order line will be held). This field is used to identify the reason why the sales order or sales order line must be held. Enter a value from the Order held reason codes table. Only reason codes with category R (Restriction hold) may be used.
- Release handler
- If the severity on the exception is 2 (Order will be held) or 3 (Order line will be held), enter a handler id denoting who has the authority to release this order or order line.
Click OK.
On the Work with sales restrictions, Details panel, click Add to create new exception details.
On the Work with sales restrictions panel, complete the following fields:
- By
- Enter the handler of the salesman to whom this sales restriction does not apply.
Click OK. |