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In this article you will learn to manage edit Master Standing Orders and (Master SO), Prebooks generated from them (SO/Prebook), and Prebooks.

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Roles enabled to perform this action: Admin and Sales Users.

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Prebooks generated from Standing Orders (SO/Prebooks) can be modified from the Master Standing Order, and changes can be replicated to future Prebooks.

Overview

You can modify the following information with this process:

  • Add and remove products

  • Add Additional charges

  • Change the Carrier

  • Add Custom fields

  • Place products on hold

  • Change Price Lists applying to existing Prebooks

  • Add Product information

  • Modify Recurrence

  • Change the Ship To

  • Change the Ship Via

  • Split product lines in existing Prebooks

  • Edit the Start and End Date of the Master Standing Order

  • Change the Truck Date of existing Prebooks

Info

Additional Charges and Custom field changes are not replicated to other Prebooks.

To enable this feature, go to Prebook Settings and enable Allow Salespeople to edit Prebooks after Purchase Order is issued.

Modify a Prebook from a Standing Order

  1. Go to Prebooks & SOs and select Standing Order Summary.

  2. Click Edit in the Actions column from the Standing Order you want to modify; this opens the Standing Order and the Prebooks associated with it.

  3. Choose the Prebook you wish to modify from the date tabs at the top of the list and modify it.

  4. Click on Save to store the changes.

  5. Choose if you want to replicate the changes to other Prebooks or if you wish to modify only the selected Prebook.

  6. Optional: If you want to replicate the changes, select the date when the changes stop applying to future Prebooks and click Proceed. The system will show the ones that were not modified by the changes.

  7. Click on Proceed.

Modify an SO/Prebook

  1. Go to Prebooks & SOs and select Standing Order Summary.

  2. Click Edit in the Actions column from the Standing Order you want to modify; this opens the Standing Order and the Prebooks associated with it.

  3. Choose the Prebook you wish to modify from the date tabs at the top of the list and modify it.

  4. Click on Save to store the changes.

  5. Choose if you want to replicate the changes to other Prebooks or if you wish to modify only the selected Prebook.

  6. Optional: If you want to replicate the changes, select the date when the changes stop applying to future Prebooks and click Proceed. The system will show the ones that are not modified by the changes.

  7. Click Proceed to confirm the changes.

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When editing SO/Prebooks, take the following statements into account:

  • Modifying the Truck Date. If you modify the Truck Date from an existing Prebook to the same Truck Date of another existing Prebook, the system will duplicate the Prebook for the other Truck Date and this will result in the creation of a new Prebook which might duplicate the order for the other Truck Date. We recommend you review your Prebooks after doing this.

  • Deleting a Product from a Prebook. Deleting a product from a Prebook does not replicate to other Prebooks. You can place a product on hold or erase it from the Master Standing Order to replicate these changes.

  • Changing the price list of a Prebook. Standing Orders automatically assign prices based on the active price list when generating Prebooks. You can change the price list of a Prebook generated through a Standing Order from this screen by with this process and selecting the price list from the Price Listfield.

  • Modifying the Ship Via. If the system has created the Purchase Order for the Prebook, you will not be able to modify the Ship Via of the Prebook. In this case you must modify the Purchase Order.

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Modify a Master Standing Order  

  1. Go to Prebooks & SOs and Select Standing Order Summary.

  2. Click Edit in the Actions column from the Standing Order you want to modify; this opens the Standing Order and Prebooks associated with it.

  3. Click on the Master tab from the date tabs at the top of the list.

  4. Apply your changes.

  5. Choose if you wish to notify the Vendor of the changes via email.

  6. Click on Save to store the changes.

  7. Select the date when the changes are applied to future Prebooks and click Save Changes. The system will show the ones not modified by the changes.

  8. Click Proceed to confirm the changes.

Changes only affect Purchase Orders that have not been confirmed by the Vendor.

Info

Modifying a Standing Order will change the information on the Prebooks generated from it after the changes. If you want to apply the changes to existing Prebooks generated from the Standing Order, select the most recent date of existing Prebooks as described on step six.

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Color Labeling - Prebook Tabs

The tabs on the Add Prebooks page allow you to navigate between Prebooks when you modify them from a Standing Order. In addition, you can modify several Prebooks simultaneously by using a Master Standing Order or individually by selecting the Prebook you want to change.

These tabs can be one of two colors, each showing if the Master Standing Order matches the Prebook. Here is the meaning of each color: 

  • Blue: The Prebook matches the Master Standing Order. 

  • Gray: The Prebook is different from the Master Standing Order. 

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Color Labeling - Product List

The item list uses color to indicate the status of each line compared to the Master Standing Order.

Four different colors give you helpful information about the Items in a Prebook:

  • Gray: Item Held.

  • Green: Item Added.

  • Yellow: Item Price or Cost changed.

  • Red: Item deleted.

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