SO Inquiries WF PC

The Sales Order Inquiry Menu allows you to view sales order information by customer, item and document.

You can select the records for inquiry by using a filter in combination with an inquiry. The system then searches for records that match the conditions described by the filter settings and displays them for you to view. For example, you may want to view the records for customers that have made purchases from you after a specified date. For detailed instructions on setting up filters, see the FACTS Help file.

Information for each record you select is displayed in multiple views. Each view is grouped to provide detailed information on a particular topic or type of information. For example, Customer Inquiry includes the following views: Quotes, Ship-to Addresses, Open Sales Orders, Blanket Sales Orders, Past Invoices, MSDS,•Past Sales, Customer Notes, and Customer Pricing.

Selections from the Inquiries menu are:

The SO Customer Inquiry Program allows you to view sales order information by the customer selected. Available screens include:

• Quotes, which displays quote information including quote number, quote date, expiration date, warehouse, sales order number (if converted to a sale), the customer for whom the quote was made, who gave the quote and the quote total.
• Ship-to, which displays alternate ship-to information from the created in the Ship-To F/M for this customer. This view lists the alternate ship-to numbers, location names, contact 1, and phone number 1.
• Open Sales Orders, which displays sales order information including document number, document type (work order, invoice, credit memo, counter sale, etc.), document status (work order entered but not printed, work order printed, confirmed invoice, receipted invoice, deleted sales order, voided invoice), document origin, order priority, ship-complete status, invoice date, warehouse, amount, ship-to and reference number.
• Blanket Sales Orders, which displays information on blanket sales orders including document number, hold status, warehouse, entry date, expiration date, completion date, ship-to number and reference number.
• Past Invoices, which displays past invoices including SO document number, AR invoice number, order priority, ship-complete status, document type (work order, invoice, credit memo, counter sale, etc.), invoice date, warehouse, amount, ship-to and reference number.In the view area, select the line and choose the Line Detail button or double click on the icon at the beginning of that line. On the Line Detail screen for Past Invoices view of SO Customer Inquiry, there are 2 special buttons available above the line item browser. The GL Posting button is enabled when the transaction highlighted in the browser is one that allows for drill back from the source document to the GL posting that was created by the register. If the GL posting records can be found, then Journal Inquiry will display defaulting to showing transactions for this document only. The AR Detail button is available to view the AR document associated with the invoice if it is still on file.
• MSDS, which displays information on Material Safety Data Sheets (MSDS) that were sent to this customer. The information in the view consists of the MSDS ID and ID description, ship-to, date last sent, MSDS revision date and the invoice numbers with which the MSDS sheets were sent.
• Past Sales, which displays past sales information for each item number and description. Listed information consists of invoice number and date, quantity sold and the corresponding unit of measure, price and the pricing unit of measure.
• Customer Notes, which displays customer note information.
• Customer Pricing, which displays customer pricing information on items. Listed information consists of item number, item description, quantity break information, the customer’s default price, pricing unit of measure and item type. You can highlight an item line to and select Line Detail to access level pricing, contracts, and past sales information for the customer/item combination.
• General, which displays general customer information: name, address, customer’s price class, customer’s price level, commission %, off-invoice discount, ship via, UPS zone, contact information, and Sales Order processing options for such as payments, ledgercards, past sales and invoices, back orders, required POs for sales orders, and credit information. This information display here is entered in Customer F/M (ARF910).
• User-Defined, which displays data that appears on the User-Defined view Customer F/M (ARF910).
• Doc Routing, which displays the document routing information, Listed information includes the account, document type and description, routes, fax number and email address.

The SO Document Inquiry program allows you to view quotes and sales order documents in detail by the type and status selected. The type options are: open work orders, backorders, invoices, credit memos, and counter sales. The various status codes include: work orders entered, but not printed, pick ticket printed, confirmed invoice, invoice printed, invoice released, deleted sales order, voided invoice. Inquiry information includes an overview of the document’s current status, the actual document as it appeared at time of entry (with updated amounts and units) and as sales orders are line-item salable, each sale per line may also be displayed. You can inquire by document number. Displayed information includes document number, type, status, and entry date, customer number and name, ship-to number, document total, and designated warehouse salesperson, and order priority. In Past Invoice mode, the AR Disputed indicator and memo also display on the main screen. In Quote mode, there are also a few slight differences in the screen display.

The SO Items-in-Process Inquiry program allows you to inquire about the status of a sales order item. This inquiry displays in item order all the sales orders that contain the selected item. You choose the beginning item to view. Information includes item, document number, type, status, order amount, ship amount, back order amount, unit of measure, cost and warehouse Inquiry information is displayed in item order and includes: item and description, document number, document type, status, entry date, customer number and name, warehouse, order quantity, shipped quantity, backordered quantity, inventory unit of measure, price and pricing unit of measure.

This inquiry has a multitude of uses, but is especially useful for determining all orders and invoices containing a given item. By selecting the correct document types and status codes to display, this inquiry provides information similar to the Order Status Report by item. Of course, if more detailed document information is desired the actual document may be displayed through the appropriate order entry program or through the Document Inquiry program.

You can specify:

• SO (sale order) or PO (purchase order) items in process for the inquiry.

• document type(s) to display: -open orders, direct entries or confirmed orders, credit memos, backorders, counter sale invoices for SO documents and open purchase orders, backorders, and non-PO receipts for PO documents.

• document status code(s) to display (stage in the sales orders or purchase order processing cycle).

• beginning item to display.

The SO Item Inquiry program allows you to display specific information for items in the Inventory File. Items may be displayed individually or sequentially. You have the option to display general information, packaging information, warehouse information, open purchase order information, , blanket sales order information, costing information, pricing information, interchange items, ledgercards, turn information for the past 12 periods, item notes, restocking, usage, receipt information, production, warehouse transfers, serial/lot information, vendor information, sales history information, item activity information, MSDS and DOT information. This inquiry is also found on the Inventory Control Inquiries Menu.

The Rejected Lines Inquiry is only accessible if the multiple warehouses on an order feature is being used. This program allows you, from the initiating warehouse, to view information about all items on hold or rejected for shipment by the shipping warehouse. It also provides quick access to the document in Order Entry to change/delete the line on the order. This program provides information about all items on hold or rejected for shipment by the shipping warehouse. It also gives you quick access to the document in Order Entry to change/delete the line on the order.

Use Catalog Item Inquiry to review information for catalog items within inventory. When you first access Catalog Item Inquiry, the upper portion of the screen contains a Go to field, which is used locate specific items. The Go to field is case sensitive. This means that if you enter i100 to lookup a item number when someone entered it as I100, the item record you are looking for will not appear in the browser.

There are two views available in the lower portion of the screen:

General--Displays the following information from the item’s master file: item class; item price class; vendor; vendor item; interchange item number, weight, model number and standard package size associated with this catalog item and the date the item was established (entered) in the system.

Pricing--Displays pricing information including current and suggested list price and manual cost, the pricing unit of measure, the current and suggested standard price, current and suggested pricing for levels used by the system (1-6 as set in the IC Static Control F/M), and quantity break prices in both the default Pricing and Quantity Break UM (if available).

Document Inquiry (SOI620) Program Details

If the View Description 1 option is "off", a memo will now display in the Full Description column (at the end of the browser). If the View Description 1 option is "on", the memo will now display in the Description column.

For Past Documents, the line browser displays all lines that are in SOPIND table for the current document. Since a past document can be tied to several invoices, the browser does not display line (seq) numbers. You do not need to enter a line number to x`access line detail. For past documents, there is no Current mode in.

For past invoices, you can select File-->Print to access the past Invoice Print (SOC240) program, which allows you to print past invoices by route and warehouse.

Sales Order Document Notes

For open quotes and open sales order documents and past invoices, document and line notes are available to view or edit, based on your user security access. For past documents, notes are only available to view/edit (, based on your user security access) from the Invoice view (accessed by the Invoice button) of Document Inquiry.

Disputed Document Indicator

The SO Doc Inquiry in view-only Past Invoice mode provides an indicator for disputed documents. If any of the corresponding open invoice records in AROPEN are disputed, the text "*Disputed Invoice*" and memo are displayed in the upper portion of the SO Doc Inquiry screen.. For example, if you have an open invoice with split terms and only one of the terms is in dispute, the drill to SO Doc Inquiry will display the disputed indicator for both continuation lines. The disputed memo (50 characters) is the first encountered memo for that invoice (first disputed continuation).

The AR Disputed indicator only appears in Past Invoice mode.

Price Level Information for Line Details

SO Doc Inquiry line detail contains a field labeled Price Origin. If Price Type is "P", the field contains the standard price description from the IC Static Control record. If Price Type is "L", the field contains the level price description from IC Static that corresponds to D3$(12,1) - Level field.

Ordered Amount Column

The Ordered amount column header displays as "Orig Ord" in Overview mode for Open Docs and Past Docs and displays the original ordered amount. In Current mode, the column displays as "Ordered’ and displays the current ordered amount.

Source CRS/BSO Number Information

The source CRS/BSO number appears above the Customer number on the main screen and in the title bar of Line Detail for Open Docs, Past Docs, and Past Invoices. The Last CRS appears to the right of Invoice number in Line Detail of Past Docs and Past Invoices.

Searches

You can search open sales order documents, past sales order documents, blanket sales orders, quotes or past invoices.

Search quotes according to quote number.

When searching sales order documents:

• Search open or past documents by document number.

• Display documents in current or overview mode.

• Search open documents by type(s) (open work orders, invoices, credit memos, backorders or counter sale invoices).

• Search open documents by status code (stage in the sales orders processing cycle).

• Search in document number or in customer number order and determine beginning order choice to display.

When searching blanket sales order documents:

• Search blanket order by document number.

• Display documents in current or overview mode.

• Search in document number or in customer number order and determine beginning order choice to display

Note: In Blanket Orders mode only the Current view is available.

When searching past invoices:

• Search past documents by invoice number.

• Display documents in actual or overview mode.

• Search in document number or in customer number order and determine beginning order choice to display.

Note: In Past Invoices mode only the Current view is available.

UnForm Archiving Functionality

Documents that are archived in UnForm are available for viewing from literally hundreds of programs throughout FACTS. Throughout the Document Inquiry view, look for buttons or hyperlinks that refer to Archived Doc, Archived Pick, Archived Inv, Archived BSO, to view the archived document that contains a line in the inquiry browser.