Choose ‘View sales Orders’ to view, modify or print from previously entered Orders. On selecting the menu item you are presented with a box asking for the ‘Company, Contact or Order Code to find’.
If you know the unique Order Code type this in, or the first four letters of the Company Name, and press [Find]. You can also search by Contact name or Company Postcode or Telephone Number from this window. You can also search for Orders by Event Code from this window by typing “Event: xxx”. Alternatively, to bring up more comprehensive searching options, simply click [More Choices].
If you do the latter above, you are shown a window requesting the full Selection Criteria by which you wish to find sales Orders, as shown below:
This dialogue box is best explained by example:
- To select all Orders of New status, simply click on the New Order check box and press [Find].
- To select all Orders taken between two dates, that gave a margin of 25% or more, enter the two dates to the Order dates From and To, and type “25” into the Margin % From box.
- To find all Orders to a certain customer which contain uninvoiced items, select ‘Order Items’ from the Find menu, click the not Invoiced check box and then click [Find] to return to the sales Orders dialogue box. Type in the appropriate Company Code and click [Find] again.
- To find Orders containing Subscription Items (if you have the Subscriptions companion), select ‘Subscription Details’ from the Find menu. From here you can search by Type, Amounts or of course, dates. You might, for example, need to find all Orders which are linked to Subscription Details with a Type of ‘ISS’ and a date of this week. You could then print a list or distribution labels using SuperReport. Simply pressing [Find] (or using the
Key) without entering any criteria will select all the sales Orders in the database. Once the selection has been made, one of two things will happen:
- If a single sales Order was found, and the View Always shows Lists check box in Preferences is switched off, that sales Order’s details will be displayed in full. See ‘Enter sales Orders’ above for details of this screen. Pressing [√] will confirm any modifications you make.
- If more than one sales Order was found by the criteria entered, or a single sales Order was found and the View Always shows Lists check box in Preferences is switched on, those found will be displayed as a list. You may scroll forwards or backwards through this list using the vertical scroll bar, and to the left and right using the horizontal scroll bar. Double-click on a line to see further details or to modify that record.
The sales Orders listing screen contains Print and Functions menus. The functions on these menus are duplicates of those available on the same menus on the sales Orders entry screen and are fully described earlier in this chapter. At the listing screen, highlight the sales Order(s) to which you would like to apply the function, and then select the function from the menu.
Daybook will apply the function to all sales Orders highlighted.
This application of a function to a highlighted selection of sales Orders is particularly useful for the creation of Invoices in batches, since this method is more flexible than the ‘Batch Invoice Orders’ function in the sales Ledger. If you have a number of Orders with many uninvoiced Order Items, but only want to invoice some of these items, you should first perform an appropriate search. This is likely to take the form of selecting the ‘View sales Orders’ function, bringing up the More Choices window and then selecting ‘Order Items’ from the Find menu. Specify a search, perhaps by entering an “=” in the Invoice Number field (to find items without an Invoice Number) or the letter “N” to the same field (see below). Then click [Find] to return to the sales Orders More Choices window, where you can specify criteria such as an Order date range. Then, click [Find] once again. At the subsequent list, select ‘All Uninvoiced Items’ from the Print menu. Invoices for all uninvoiced Items attached to the listed sales Orders will be created. For this purpose, Order Items without an Invoice Number will be invoiced. If, for a particular highlighted Order, there are no Order Items without an Invoice Number, those with an Invoice Number of ‘N’ will be treated as uninvoiced. After printing, the Invoices can be posted to the General Ledger.
You can limit the extent of this function by preparing the Order Items in advance by entering for each an Invoice Number of ‘N’ and, if necessary, an Invoice date. This will make them easy to find when you come to create the Invoices, and will ensure that Invoices are only created for Order Items that you know require them. In this case, once you have listed sales Orders (search for Orders with Order Items whose Invoice Number is ‘N’), select ‘Items by Invoice no’ from the Print menu. Then, specify that you wish to print Invoice Number N.
Daybook will create the appropriate number of Invoices and, after printing, these can be posted to the General Ledger.
All forms printed from the sales Orders listing screen will use the address and VAT Number details appropriate to the Analysis Code entered for the Order. If such details are blank for that Analysis, or the Order’s Analysis Code is not specified, then this information will be taken from the User Details section of Preferences. The availability of many of the functions on the Print menu depends on the Functions Access set up for the current File State of the Orders listed.