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Transferring an Order

Paige Freeman
  • Updated

An order can be transferred to a new ship-to customer, to a different product, and/or to a new order. An order may be transferred to a new ship-to customer, for example, if a company purchases a membership for an employee and the employee leaves. The company can then transfer the membership to a new employee. Although the Unit Price will be prorated, since the membership is already paid for, the Remaining Order Balance will be zero. When an order is transferred to a new ship-to customer, the original line item Line Status will be "Cancelled", the Fulfill Status will be "Transfer", and a new line item will be added to the order with the newly added ship-to customer.

An order may be transferred to a new product, for example, if a student graduates from college and, therefore, needs to transfer from a student membership to an individual membership. Or a customer may want to transfer to a higher level membership to receive better benefits, such as associate member to full member. When an order is transferred to a different product, the original line item Line Status will be "Active", the Fulfill Status will be "Transfer", and a new line item will be added to the order with the newly added product.

An order may be transferred to a new order, for example, if a customer’s company pays for a membership and the customer wants to upgrade, the customer may have to pay for the membership themself. When an order is transferred to a new order, a new order is created and will be displayed when the Order Transfer screen is closed. The original order will displays a Line Status of "Active" and a Fulfill Status of "Transfer".

Transferring an order/line is different from transferring a receipt. For information on transferring receipts, please see Transferring a Credit Balance.

To transfer an order line:

  1. From the Orders Central page, search for the appropriate order. For more information, please see Searching for an Existing Order.
  2. From the order summary page, click the pencil icon in the top, right corner.
  3. From the Review Products and Details section, click the additional options menu to the right of the desired line item and select Order Transfer, as shown below.

    The order transfer page displays, as shown below.
  4. If necessary, click the down arrow to the right of the Original Order Information to display additional details about the transfer-from order, as shown below.
  5. From the Transfer Type(s) section:
    1. To transfer to a new ship-to constituent:
      1. Select the Transfer to New Ship-To option.
        The Ship-To field displays.
      2. Click the search icon to the right of the Ship-To field.
        The Choose a Constituent page displays, as shown below.

        The following fields are available when searching for the appropriate ship-to constituent:
        1. Name (SEARCH_NAME in CUSTOMER)
        2. Constituent ID (MASTER_CUSTOMER_ID in CUSTOMER)
        3. Constituent Class (CUSTOMER_CLASS_CODE in CUSTOMER)
        4. Record Type (RECORD_TYPE in CUSTOMER)
        5. Status (CUSTOMER_STATUS_CODE in CUSTOMER)
        6. Postal Code (POSTAL_CODE in CUS_ADDRESS)
        7. Phone (SEARCH_PHONE_ADDRESS in CUS_COMMUNICATION)
        8. Email (PRIMARY_EMAIL_ADDRESS in CUSTOMER)
      3. Enter the appropriate search criteria and click Search.
        To return to the previous screen, DO NOT click the Back button in your browser; click Cancel.
      4. Select the appropriate constituent from the grid and click Select.
      5. If you want to create a brand new order when you transfer to a new ship-to constituent, select the Transfer to New Order option. If left unchecked, the new order lines will be added to the existing order.
        The Bill-To = Ship-To options displays.
      6. If necessary, select the Bill-To = Ship-To option.
    2. To transfer to a product, perform the following:
    3. Select the Transfer to Product option.
    4. Click the search icon to the right of the Product Code field.
      The Choose a Product page displays, as shown below.

      The following fields are available when searching for the appropriate product:
      1. Subsystem (SUBSYSTEM in PRODUCT) *read-only
      2. Parent Product (PARENT_PRODUCT in PRODUCT)
      3. Product Code (PRODUCT_CODE in PRODUCT)
      4. Product Name (LONG_NAME in PRODUCT)
    5. Enter the appropriate search criteria and click Search.
      To return to the previous screen, DO NOT click the Back button in your browser; click Cancel.
    6. Select the appropriate product from the grid and click Select.
    7. If you want to create a brand new order when you transfer to a new product, select the Transfer to New Order option. If left unchecked, the new order lines will be added to the existing order.
      The Bill-To = Ship-To options displays.
    8. If necessary, select the Bill-To = Ship-To option.
    9. If necessary, select the Adjust Rate Code and select a different Rate Structure and/or Rate Code.
  6. From the Deduction Options section:
    1. If any order lines have a market code, the Copy Market Code option is selected by default. If necessary, deselect this option if you do NOT want to copy the market code to the transfer-to order. If any order lines have an expired market code, the system will display an error and will not copy the market code to the transfer to order. If no order lines being transferred have a market code, this checkbox will be unchecked and disabled.
      This option is enabled if there is an active market code associated with the transfer-from order line. Additionally, if the market code has one or more subsystems and/or one or more products defined for it (in Mkt_Market_Detail), the transfer-to order line must have a product that matches the subsystem or product defined for the market code. If the market code is copied to the transfer-to order line, if a discount is associated with the market code, and if the order line qualifies for the discount, the discount is applied to the transfer-to order line.
    2. If a discount exists on the order line being transferred and if the discount is still active, the Copy Discount option will be enabled. If the discount being copied is not a manual discount, the order line created when the original order line is transferred must qualify for the discount. If the transfer is being prorated, the discount will also be prorated.
  7. From the Transfer Date Options section:
    1. By default, the Transfer Date is set to today’s date. If necessary, select a different new order transfer date.
    2. If necessary, select the Reset Initial Start option to set the start date to the "Transfer Date".
    3. If the transfer-to order line should be prorated, select the Prorate option. Please note that the Prorate option will be selected regardless of the original order line's rate code setup (i.e., the "Prorated Amount" checkbox is checked on the Rates and Pricing screen in Product Maintenance). However, if the "Prorated Amount" checkbox is checked on the Rates and Pricing screen in Product Maintenance for the original order line's rate code, this option will be disabled and cannot be changed.
    4. If the "Transfer to Product" option is selected, the Create as Full-Term Order option displays. By default, a transfer of an order to a new product will still keep the end date of the transfer-from order line. However, if this option is selected, the system will allow you to create the new order as a full-term order. If this option is NOT selected, on transfer-from (source) order line, the "Cycle Begin Date" stays the same and the "Cycle End Date" is set to transfer date minus one day. On transfer-to (target) order line, the "Cycle Begin Date" is set to transfer date and the "Cycle End Date" stays the same as the original order. If this option IS selected, the system will calculate the end date of the transfer-to order based on the transfer date and the end date mask of the transfer-to product.
  8. From the Original Sub Products to Transfer section, sub products with the same ship-to constituent as the master product display and are selected. If you do NOT want to transfer the sub products, uncheck the checkbox next to the appropriate sub product.
  9. Click Review Transfer.
    The order transfer review screen displays, as shown below.
  10. Review the information in the New Order Information section. If necessary, you can change the End Date.
  11. If you need to make changes, click Return to Transfer Setup. Otherwise, click Transfer to process the transfer.