Filter

Description

Open Order Only

Generally, you will keep a history of one to two years of orders in the Open Order File. When an order is closed by shipping, cancelling or invoicing the Open Order file is updated accordingly. However, these orders are still accessible if you do not activate this filter. Only after an order is closed and then purged from the file does it become inaccessible by this program.

Rollover File for Closed Orders 

• If you want to include closed orders from the rollover file in an order inquiry, make sure this option is not selected.

• If you are inquiring about an individual order, and the order number has been reused, the most recent order will be listed first.

Company

Account

Branch

Enter the company, account number, and branch of the customer whose orders you want to search.

Entering account 00001 in this field changes the program to become a Purchase Order Inquiry and Search. Account 00001 within each company is the purchasing account.

Entering account 00002 in this field changes the entire program to become Stock Transfer Order Inquiry and Search. Account 00002 within each company is the stock transfer account.

Warehouse

To limit the search to a specific warehouse, enter the warehouse number. If this field is left blank, the search includes all warehouses. Enter DIR to search only direct ships.

Note:  If a user is restricted to a specific warehouse via the Control Panel (SET 1) the drop down option is not available.

Salesperson

Enter a salesperson number or leave blank to include all salespeople. This only relates to salespeople assigned to the header of an order.

Job Name

Enter all or the first characters of the job name you are searching for. This search is performed as a string search. The characters you enter can be found starting in any position of the Job Name field.

Order Date

Ship Date

To limit the search to a certain time frame, enter the order/ship dates you want to include in the search. If the file has a large history, limiting the date span greatly reduces the time required to search. The default ending date is 2/22/22.

Customer PO

Enter all or any part of a customer purchase order number or leave blank for all customer PO numbers. The characters entered can be found starting in any position of the Customer PO field.

Item#

You can enter a complete or partial number.

• The first three characters are for the manufacturer code.

• The next four characters of the item number designate a color code.

• The last nine characters represent the pattern/grade code.

If you only entered a manufacturer code in item number fields you can see the orders for a specific manufacturer. The same logic applies for the color and pattern codes.

Header Level vs Detail Level Item Search

• If the item number is entered and the search is at the header level, then the search list only includes orders that have that exact item.

• If the exact item is entered and the search is at the detail level, then the search results include everything that starts with (or contains) that item.

Messages

Enter all or any part of a Message Line or leave blank for no searching by message information. This search is performed as a string search. The characters you enter can be found starting in any position of the message line field.

Retail Customer

If you search by Account number, you are searching by the Billto Account information. If you search by Retail Customer, the Retail Account File is searched. Retail accounts are not generally given an account number.

Supplier

To limit the search to a specific supplier, enter the supplier number. This can be very important for certain products such as natural stone where a single item number is often purchased from multiple suppliers.

Do not confuse the supplier code with the manufacturer code. The supplier code relates to the supplier from which the material is purchased, regardless of the manufacturer code on the items being purchased.

This option works in conjunction with the other search criteria to customize your search. The search scenarios are presented below:

• Entering an account number and a supplier displays purchase orders for that supplier and account only. Enter account number 00001 for purchase orders only.

• Entering only a supplier, but not an account number causes the system to search customer orders for the supplier number as follows:

—  For regular customer orders, it compares the requested supplier with the “usual supplier” number in the Item File.

—  For direct ship customer orders, the system compares the requested supplier number with the supplier number on the header of the direct ship order.

If this field is left blank, the search includes all suppliers.

Ship Via

These two-character codes represent shipping methods. Default ship via codes can be entered in the Billto File and into the Work Station Control Panels. Suggested entries include:

• CC - Common carrier

• CF - Consolidated freight

• OT - Our truck

• PS - Pick up showroom

• PW - Pick up warehouse

• RO - Rush order

• UP - UPS Regular

• WC - Will call

Order Type

You can specify a particular status code or order type so the system will search and display only orders of that specific type or status. Leave this field blank to display any status/type. This field can be used to refine the selection criteria when searching for orders by customer, by manufacturer, or by item number.

Order Status

This filter only displays when you are searching for processed orders. Only the detail line status is searched on. As an example of how this filter could be used, a "B" could be entered to limit the inquiry to only back ordered lines.

Note: Order statuses are updated via the Order Status option under Available Options.

Initials

Enter a user’s initials or leave blank for orders with any initials.

Note:  Special types of orders entered via EDI or the Internet have special initials. One use of this feature is to display all orders entered via EDI or the Internet.