Sales Order Status
The SALES ORDER STATUS screen is used to report, print and finalize open sales orders, to view canceled sales orders and to reprint or email finalized invoices.
Note: As parts are sold, they are added to a "sales order", also called a "ticket", an open "reference", or an open "invoice" and are assigned a reference number. Once all items are on the sales order and the document is printed, a permanent tracking number, or "invoice" number is assigned and the document is called a "finalized invoice".
Menu Path: Invoicing, Sales Order Status, SALES ORDER STATUS screen
Open Sales Orders Tab
The 'Open Sales Orders' tab is sued to find open sales orders and provides the ability to print any number of them as pick tickets or to finalize them as invoices.
Report Criteria
Use the available filters to narrow the search results.
Defaults to the 'CURRENT' location. Click the button to display the 'BROWSE LOCATIONS' window to select one or multiple stores. Displays a single location number, 'MULTIPLE' for more than one and 'ALL' for all locations. Click 'ALL' or 'MULTIPLE' to see the selected location numbers.
For multi-store environments: If more than one 'LOCATION' is selected, the field defaults to 'CONSECUTIVE' and is grayed out and unavailable. Outputs each selected store individually by store number. If the 'CURRENT' location is selected, the field displays 'N/A' (not applicable) and is grayed out and unavailable.
Determines how to 'PRINT' or 'PREVIEW' each location when multiple locations are selected.
- Checked: Prints every location on a separate page.
- Unchecked: Prints each location consecutively after one another.
Determines what date is used for the 'START DATE' and Time / 'END DATE' and Time selections. The field defaults to 'CREATE DATE' and is grayed out and unavailable for editing.
START DATE and Time / END DATE and Time
Select a starting and ending date to filter by sales orders that fall between the dates and times.
CALENDAR / FISCAL Start and End Period
Used to select relative dates. Click the 'CALENDAR' or 'FISCAL' toggle field and select the period to filter by sales orders that fall within the period start and end dates.
ACCOUNT #
Enter an account number to filter the output for that account only. Click the button to display a 'FIND ACCOUNT' window to search for an account.
Click the drop-down and select the 'STATUS' to search for open invoices with that status only.
- '(ALL)' – All sales orders regardless of status.
- 'BKGRD' – Sales orders from the background processor transferred from another location in the database.
- 'BO-ALL' – Backorder sales orders with statuses of both 'BO-OPEN' and 'PICK' (if backorder functionality is enabled)
- 'BO-OPEN' – Backorder sales orders not previously printed (if backorder functionality is enabled)
- 'BO-PICK' – Backorder sales orders that were previously printed (if backorder functionality is enabled)
Note: With 'AUTOMATIC BACK ORDER FILLING' enabled, if the 'PRINT PICK TICKETS FOR BACK ORDERS' flag is enabled, so that the system automatically prints pick tickets when POs are received, to manually print back order pick tickets, the 'STATUS' field allows selection of open back order tickets ('BO-OPEN') and printed back order tickets ('BO-PICK') or both ('BO – ALL').
- 'CONFD' – Sales orders where the 'CONFIRM' button was clicked.
- 'DEPST' - Sales orders that had a partial or full deposit made.
- 'HOLD' - Sales order that are on hold where the 'HOLD button was clicked.
- 'PACK' - Sales orders that have been printed as pack slips with inventory reserved.
- 'PICK' - Sales orders that have been printed as pick tickets with inventory reserved.
- 'PROCD' - Sales orders with the 'PROCESS' button having been clicked.
- 'QUOTE' - Sales orders that have been printed as a Quote.
- 'RSRVD' - Sales orders with a quantity on reserve.
- 'SRCD' - Sales orders with one or more items sourced.
- 'SRCD RCVD' - Sales orders with sourced items now received.
- 'WIP' - Sales orders that are a "work in progress" where the 'WIP' button was clicked.
Click the drop-down and select the 'SELLER' who was the original creator of the sales order.
Click the drop-down and select the 'CASHIER' who last tendered the sales order as a 'DEPOSIT' or tracked for a 'PICK', 'PACK', 'WIP', or 'FINISH' ticket. Cashiers are not tracked for tickets with a status of 'QUOTE' whether reserved or unreserved.
FIND EMPLOYEES AS SELLER OR CASHIER
Determines how the 'SELLER' and 'CASHIER' filters are used.
- Checked: Filters by "or". Either or both the 'SELLER' or 'CASHIER' can be found for the sales order search.
- Unchecked: Filters by "and". Both the entered 'SELLER' and 'CASHIER' must be found for the sales order search.
Note: Both the 'SELLER' (counterperson) and the 'CASHIER' are tracked for a sale and are used to determine who "owns" (starts) the ticket ('SELLER') and who tenders the ticket ('CASHIER'). Even though Sellers are tracked for the sales and Cashiers control the "drawer", the same or different employees can be the 'CASHIER' and the 'SELLER'.
MEMO
Enter a 'MEMO' to filter the filter the results by the invoice memo.
PO NUMBER
Enter a customer purchase order number (PO) to filter the results by the PO number.
INVOICE REFERENCE
Enter a reference number to filter the results for a certain invoice reference.
INVOICE NUMBER
The field is grayed out and unavailable for edit.
Determines how to output eOrder sales orders in the search results.
- 'INCLUDE'
- 'EXCLUDE'
- 'ONLY'
Click the 'eORDER TYPE' to open the 'SELECT eORDER TYPES' window that allows selection of one or more eOrder types to filter the search results.
Enter an eOrder number to filter the search results by the online order number.
Determines how the search results are sorted using the 'TRUCK ROUTE' in order to make loading and deliveries easier.
- Checked: The report can be read from the bottom up to use as a loading report. The search results are sorted by the customer's 'TRUCK ROUTE' in descending order so that the last off can be the first loaded.
- Unchecked: The search results are ordered by the sales order date.
Note: Contact support to print the 'TRUCK ROUTE' on the pick ticket form if it does not already.
Not available from the 'Open Sales Orders' tab.
Print / Report
Click the 'DISPLAY' button to initiate the search based on the criteria selected in the 'Report Criteria' section. All sales orders that match the criteria will display in the lower grid.
With sales orders displayed:
- Right-click a sales order in the grid and select 'LOAD INVOICE' to open the sales order in the INVOICE screen to review, continue, cancel, or finalize. Closing the INVOICE screen returns to the SALES ORDER STATUS screen.
- Click the 'PREVIEW'/'PRINT' button to output a report of the sales orders displayed in the grid. In the report example below, the setting 'PAGE BREAK FOR EACH LOCATION' was unchecked.
With one or more rows checked in the grid, click the 'PRINT PICK TICKETS' button to output the selected sales orders as pick tickets. The sales order 'STATUS' changes to 'PICK'. The 'SALES ORDER STATUS - PRINT PRICK TICKETS BUTTON' User Security restriction controls access to the button.
With one or more rows checked in the grid, click the 'PRINT INVOICES' button to output the selected sales orders as finalized invoices. Once finalized, the invoice is no longer found from the 'Open Sales Orders' tab, but can be found from the 'Finalized Sales Orders' tab.
The 'SALES ORDER STATUS - PRINT INVOICE BUTTON' User Security restriction controls access to the button.
Note: For multi-stores, whether printed as pick tickets or finalized invoices, if more than the 'CURRENT LOCATION' is selected, the system will prompt that sales orders displayed from other stores will not be printed. Each store must print their own.
Note: The system prompts when the selected sales orders have been printed as pick tickets or finalized as invoices.
Depending on the print queue, a performance indicator may display.
The system prompts when printing is complete.
With or without sales displayed in the grid:
Click the 'SHOW ALL' button to display all the open sales orders for the current store in the grid. All other 'Report Criteria' filters are ignored.
Screen Totals
The total number of sales orders currently displayed in the grid.
The total dollar amount of sales orders currently displayed in the grid with the 'STATUS' of 'DEPOSIT', 'SRCD', and 'SRCD RCVD'.
The total dollar amount of all sales orders currently displayed in the grid.
Cancelled Sales Orders Tab
The 'Cancelled Sales Orders' tab is used to find sales orders that were canceled instead of being finalized, for information only.
Report Criteria
Note: The filters are used to search for canceled sales orders instead of open sales orders.
Refer to the 'Open Sales Orders' tab 'Report Criteria' section for details on filter use with the following exceptions:
The right-click menu to open a ticket on the INVOICE screen is not available.
Determines what date is used for the 'START DATE' and 'END DATE' selections.
- 'CREATE DATE' (default)
- 'CANCEL DATE'
If B2C Cancellation Reason Code setup is enabled for B2C functionality, select the reason a sales order was canceled to filter the search. Contact PartsWatch Support for more information.
Grayed out and unavailable for editing.
Not available.
Not available.
Not Available.
Not Available.
Print / Report
Click the 'DISPLAY' button to initiate the search based on the criteria selected in the 'Report Criteria' section. All canceled sales orders that match the criteria will display in the lower grid.
Small check boxes to select rows in the grid are not available.
Finalized Sales Orders Tab
The 'Finalized Sales Orders' tab is used to locate finalized invoices to open in INVOICE IMAGE, to reprint or email.
Report Criteria
Note: The filters are used to search for finalized invoices instead of open sales orders.
Refer to the 'Open Sales Orders' tab 'Report Criteria' section for details on filter use with the following exceptions:
Grayed out and unavailable for editing.
Determines what date is used for the 'START DATE' and 'END DATE' selections.
- 'CREATE DATE'
- 'INVOICE DATE' (default)
The field is grayed out and unavailable since only finalized invoices are reported.
INVOICE NUMBER
Enter a reference number to filter the results for a certain invoice reference.
CANCEL REASON
The field is grayed out and unavailable.
PRINT PICK TICKETS
Not available.
PRINT INVOICES
With one or more rows checked in the grid, click the 'PRINT INVOICES' button to reprint the selected invoices. The SALES ORDER STATUS - PRINT INVOICE BUTTON User Security restriction controls access to the button.
Note: For multi-stores, if more than the 'CURRENT LOCATION' is selected, the system will prompt that invoices displayed from other stores will not be printed.
Depending on the print queue, a performance indicator may display.
The system prompts when printing is complete.
Not available.
With one or more rows checked in the grid, click the 'SEND INVOICES' button to open a window with the following choices:
- 'Email'
- 'Corcentric EDI'
- 'GCommerce EDI'
- 'X12 Generic EDI'
Setup must be correct, and if so, the invoice will be sent.
If multiple invoices are selected or if setup is not correct, the system will prompt for information.
Not available.
Report
Click the 'DISPLAY' button to initiate the search based on the criteria selected in the 'Report Criteria' section. All invoices that match the criteria will display in the lower grid.
Right Click Menu
Right-click in the grid on any of the three tabs on the SALES ORDER STATUS screen to bring up the right-click menu:
LOAD INVOICE
Opens the invoice selected in INVOICE IMAGE for viewing.
SHOW ITEMS
Click the 'SHOW ITEMS' selection to open the 'Sales Order Items' pop-up containing the information about the following fields of the highlighted invoice: 'LINE', 'PART NUMBER', 'DESCRIPTION', 'MOD', 'QTY', 'LIST', 'CORE', and 'EACH'.
Note: KITs and BOMs are presented with their components (preceded by an asterisk *) as they are on the Point-of-Sale screen.