Most sales orders reports can be printed in different orders (depending on the information on the report). In addition to the order, you can choose the range to be printed. For example, on the Order Status Report, you may print in order number, item or customer order. If the order chosen is by item number, the beginning and ending item number is asked for.
These programs available from the SO Reports menu.
Quote Listing, which provides a report of quotes in quote, customer, or customer alpha order. You have the option to select: print order - quote number, customer number or alpha sort, beginning and ending order choice, beginning and ending quote date to print, warehouse(s) of quotes to print, route(s) of quotes to print. Information on this report is entered through the Quote Entry Program and can be removed through the Quote Removal Program.
Report totals include the total number of quotes on the report and the total dollar amount of quotes listed.
Report information includes the following:
• Summary: quote number, quote date, expiration date, customer number, customer name, ship-to name, quoted to, initiating warehouse code, total quote amount, and order number (if applicable).
• Detail: summary plus the reference number, line-item number, item number and description, selling quantity and selling unit of measure, shipping warehouse, price and pricing unit of measure, and the line extension.
• Detail with bill-of-material components: detail plus the items that make up each finished item on the quote, including the quantity per stocking unit of measure and any memo lines.
Order Status Report, which provides a report of orders in order number, item number or customer number order. The user may also select a specific warehouse to print for and the types of orders to print (open, backorders or all). This report is especially useful in spotting inventory shortages and potential shortages, as well as allocating available stock.
You can specify: print order - order number, customer number or item number, beginning and ending order choice and dates, item description(s) and warehouses to print, whether to print price information. You can print various order priorities, selecting any combination of normal, rush and service hold order priorities, print only open orders, back orders, or all orders, print the component items of bill-of-material (BOM) finished items, and print the report for a salesperson or all salespeople.
The report includes the following: document number, requested date, customer number, customer name, item number, item description, available quantity, on order quantity, backordered quantity, sales order quantities, amount ordered, committed, shipped, and backordered, selling and pricing units of measure, price, shipping and initiating warehouse, order type, and an extension of the total dollar amount ordered.
If the item is a special order then the PO/transfer information and status is printed. If you are printing component items for BOM finished items, they are denoted by an asterisk by the item number and include any memos. The order the information prints depends on the print order.
Daily Shipping Report, which prints a list of backorders and work orders that have the requested ship date on or between the dates specified. This report should be run daily after the Daily Sales Register has been run. It is run prior to confirming orders for a new day to inform the user what should be shipped for the next day. Orders which contain no line-items that are available for shipment do not print.
Important Note: In the Daily Shipping Report, even if a sales order line is tied to an open PO or transfer, if there is a quantity committed and the line is not ship complete, the sales order line prints on the report. The line is not excluded from the Daily Shipping Report if a PO or transfer is still open.
You have the option to:
• Select beginning and ending order number.
• Select shipping warehouse(s) to print.
• Selected route(s) to print.
• Select the item description(s) to print.
• Select the beginning and ending dates.
Report information includes the following: document number, document type, initiating and shipping warehouse, requested date, customer name and number, routing (if the user utilizes routing), whether the order is on hold, item and selected description, the document quantities (ordered, committed, and backordered) and the selling unit of measure, the inventory quantities (on hand, on order, committed, backordered) and the inventory unit of measure and purchase order or warehouse transfer information. The total number of documents listed is also included.
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Lost Sales Report, which lists lost sales by item. A lost sale is recorded when the ordered number is greater than the shipped number plus the backordered number; e.g., the sale was lost because the merchandise was not available. Lost sales are recorded during order confirmation when the backordered quantity was zero but the user did not ship all the items ordered.
The Lost Sales Report is only available if the Use Lost Sales flag is set to Y in the SO Static Control Record.
Report information includes the following: item number, item description, number of times the item was a lost sale (number of requests), the reason code for the lost sale, total lost quantity of sales, selling unit of measure, and total dollar value of lost sales for the item. Report totals include total dollar value of lost sales for all items in the selected warehouse and printed on the report. The total number of items listed is also included.
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Returns Report, which provides a listing of merchandise returns. The report prints the invoice number, returns code, items and cost of the items returned. This report is designed to track returns. It provides the user with the document information from the return, the item information and the return type. It also provides an optional removal.
You can specify: order to print — item or item class, beginning and ending order choice and date, warehouse(s) and return code(s) to print.
Report information includes the following: customer number and name, item number and description, shipping and initiating warehouse (item was returned to), returning document type, returns code, returning document number, return date, quantity returned and the corresponding unit of measure, the extended cost of the item(s) returned and whether the return was an allowance or return. If the return type and returns code is blank, this indicates the return was entered in an entry program other than the Credit Memo Entry, (i.e., Direct Invoice Entry, etc.).
Outstanding Deposits report, which provides a list of documents with deposits that have not been applied on account or earned. An outstanding deposit is one that has not been applied to an account, transferred to another order, earned by your company or refunded to the customer.
You can print a detailed report to see a breakdown of all the deposits customer orders or print a summary report if you just want know many deposits are outstanding on which documents and the value of those deposits.
After reviewing the report, you can determine whether you need to apply, transfer or earn the deposits so they can post to the Daily Sales Register.
Direct Ship/Nonstock Report, which lists documents that contain direct shipped and/or nonstocked items (i.e., items not in the inventory of the selected warehouse). You can specify: beginning and ending order date to print, warehouse and whether to print nonstocked and/or direct ship items. Report information includes the following: the document number, document type, date entered, date requested, warehouse code, order type (direct or warehouse), customer number, customer name, item number, description, committed, shipped and backordered quantities, unit of measure, and vendor number.
Route Recap Report, which lists all the documents sold for the route, in route number order. This may be instrumental in approving routes so that they may be released. This report is only available if the Use Routes flag is set to Y in the Sales Orders Static Control Record.
You can specify: route(s) and document type(s) to print - open orders, direct entries or confirmed orders, credit memos and/or backorders, and status codes to print - order entered not printed, work order printed, order confirmed or invoice/credit memo entered not printed, invoice/credit memo printed and/or invoice/credit memo released. Report information includes route number, route description, invoice number, type, status, customer number, customer name and cash and credit amounts. Report totals include cash and credit amounts for each route. The total number of documents listed is also included.
Customer Price List, which prints a list of the least expensive prices of each item for the selected customer. The user may elect to print contract pricing only. You can specify: the order to print - item, alpha, vendor or item class, beginning and ending order choice, pricing unit of measure, customer, and whether to print contract prices only. Report information includes the following: the customer name, item number, item description, price, pricing unit of measure and basis (if selected). (If Q appears beside the price, it indicates that if pricing is set up by quantity breaks, the price is the best quantity break price.)
Unbilled Freight Report, which provides a list of all invoices billed with the freight flag set to B for bill later. The listing displays the ship via, invoice number, and weight for each document. Unbilled freight is recorded during the Daily Sales Register update when the freight code is set to Bill later on an invoice. An optional update following printing of the report allows removal of all records just printed. Report information includes the following: the ship via, invoice number, invoice date, customer number, ship-to name and weight.
Service Fill Report, which is used to measure your company’s level of service by evaluating what percentage of line items are completely filled on the first shipment to a customer or transfer to another warehouse. Use the Service Level Report to measure your company’s level of service by evaluating what percentage of line items are completely filled on the first shipment to a customer or transfer to another warehouse. Backorders are not considered by this report.
The report can be run for one or all warehouses with a range of ship dates. It can be printed as warehouse totals only, in summary or with order and transfer ticket detail. The user can select to include orders, counter sales, transfers, or a combination orders and counter sales.
You also can select to print the documents by customer, customer class, salesperson or ship date and include a beginning and ending range. For warehouse transfers, since customer, customer class, and salesperson do not apply, transfer tickets print in ticket number order unless you select to print in ship date order. For service level processing, the system measures the request date against the shipping date entered in Order Confirmation to determine if the line item will fail for the report. This report is valid for item type S—stocking items only.
Use the Past Invoice Report to retrieve sales information for as long as invoices are stored. You can sort invoices by Invoice, Document, Customer, Customer Class or Salesperson/Territory and narrow your selection with by a beginning and ending range, and date range. You can select an Item, Vendor, Item Class or any combination of the above to print only the information you desire. You can also include Ship-to-information for past invoices.
Past Invoice Report Limitations/Exclusions:
Only lines that have non-zero shipped quantities print on the report. Additionally, the "Restrict By" settings only apply to lines with non-zero shipped quantities.
For this report to be useful, your system must store past invoices. Also, if past invoices were not stored previously but are turned on at a certain point in time, this report only displays information back to that point in time.
Printing Ordered By information on past invoices
Based on the value of Print Ordered By prompt on the Invoices tab of Document Print Control F/M (SOF950) and if and the ordered by field is not blank, the past invoice includes "Ordered by xxxxx" in the line region on the first page only.
DOT Code Listing, which provides a list of all DOT Codes in the system. The listing contains the following information: DOT Code, whether the material is hazardous, hazardous material entry, hazardous class, UN/NA identification number, packing group, freight class, shipping name and optionally additional descriptions. You can specify: beginning and ending DOT Codes to print, whether to print only those DOT Codes that are hazardous and any additional descriptions of the material. The listing contains the following information about DOT Codes:
• DOT Code • Packing group
• Whether the material is hazardous • Freight class
• Hazardous material entry (hazardous or reportable quantities) • Shipping name
• Hazard class • Additional descriptions of the material (optional)
• UN/NA identification number •
SO Code List, which prints a listing of the various 50 codes including route and returns code. Each code above is entered into its own F/M program. Routes are assigned to each document in sales orders (if used). Returns codes are assigned to items when the merchandise is returned and defines why the merchandise is being returned. Return reason codes are assigned to items on a CR (Customer Return document) when the merchandise is returned and defines why the merchandise is being returned. Return disposition codes are also assigned to items on a CR when the merchandise is returned and defines what is to be done with the merchandise once it is returned. Report information includes each code and the information stored with the code. The total number of codes listed is also included.
Ship Via Listing, which lists ship via codes, which are set up in the Ship Via F/M. The report consists of codes that meet the criteria entered in the program (see fields below), including whether the codes are active or inactive, whether the codes are tied to Clippership and whether they are commercial or residential. The report also shows the freight GL number associated with the code and the handling charge amount, if any. All of the information provided in this list is derived from the Ship Via F/M.
Order Activity Cost Code Listing, which lists all the different types of order cost activities. The report lists the cost code, the cost type, the document type, the warehouses the cost applies to, the cost dollars, and whether it applies to direct ships, if applicable.
Customer Order Profitability Analysis Report, which applies the costs recorded in Order Cost Activity F/M to the customers by the volume of their orders. For backorders, the order level cost will not be applied. Backordered counter sales will be treated the same as backordered sales orders for calculating costs.
Customer Order Profitability Analysis Report Details
• BOM items will be handled as a single item if it updated the finished item, and will be treated as multiple items if it the components were entered/updated on the Sales Order.
• Calculations for the report will include: gross profit, cost to serve (all document costs based on the cost codes defined above), and net profit contribution (gross profit less cost to serve). It is the net profit contribution that will be used to sort in descending order if selected.
• Gross Profit will be calculated by taking price minus cost times quantity on each line that qualifies to be included in the report. Then order costs will be applied. Order type costs will only be applied if the initiating warehouse is included in the warehouses list. Warehouse and line type costs will only be applied if the shipping warehouse is included in the warehouses list. All flags in the cost type file will be considered before applying the cost.
Order Booking Report, which is used to review booked orders and print them for tracking purposes of tracking. You must set the Order Booking flag on the Use tab of SO Static Control F/M to indicate how many months to store order booking information. To ensure additional accuracy, the Order Booking Report is based on the system date (not the FACTS date). The End-Of-Period Update (SOU890) program also uses the system date for Order Booking processing.
Order Booking Process Description
The system books orders in the following ways:
• Orders are booked through SO Order Entry.
• In Quote Entry, quotes can be converted to orders by setting the Conv Stat flag to "Y" for a line(s) and enter "Y" at the Convert quote to sales order prompt in the Order Entry footer.
• Recurring documents are entered in Recurring Document Entry with posting dates. When you run the Post Recurring Documents program, it creates orders for those source documents that are within the posting range.
• Blanket orders are entered in Blanket Order Entry. When you run the Blanket Order Release Register, it creates orders for the source documents that meet the specifications.
The system considers an order as edited if the initiating warehouse, document total, total cost, or primary/secondary/inside salesperson contains a net change. If you change an order and then change the order again in manner that does results not result in a net change of information, the system does not consider the edit for order booking tracking. For example if modify the document total, total cost, or primary/secondary/inside salesperson and then change the information back, the system does not record the change..
However, if an order is changed then deleted in the same session, the system tracks only the deletion.
The program provides many report criteria options to allow for tailoring the report. You can print booked orders, orders that have been entered through various methods in the SO module (excluding direct invoices, credit memos, and counter sales) and edited orders, orders that have been changed and/or deleted.
The information and report selection available pertaining to Salesperson is determined by the Inside/2nd Slsp flag set in SO Static Control F/M. Information prints for the inside salesperson only if the Inside/2nd Slsp flag in SO Static Control F/M is set to "I" or "B". Information on second salesperson prints on the report if the Inside/2nd Slsp flag is set to "2" or "B". In addition, the report selection based on a salesperson only applies to the current salesperson at the time the report is printed.
Limitations/Exclusions
• The Order Booking Report does not report on direct invoices, credit memos, or counter sales where items can be committed and not shipped.
• The report does not reflect anything that takes place during or after confirmation of the original order.
• Once an order is confirmed, order booking no longer tracks the order, so changes to or deletions of backordered documents are not tracked.
• CRS-generated orders will not be included since they usually contain replacements and not new sales.
• The system does not track the original (source) entry of blanket orders and recurring orders. However, each order created by a source blanket or recurring order is included in the report.
• The report information is displayed by order, not by line-item.
• If the Lifo/Fifo costing method is used, the cost and GM at the time of the original entry prints on the report. The report is not updated by final cost.
• Order booking records will only be created for new documents. Changes made to orders that already existed before order booking was turned on will not be tracked.