Open Order File Inquiry - CUS 10

Description/Instructions

Enter the order number of the order.

Enter the reference number of the order. The reference number is the number assigned during Order Entry prior to the order being processed and assigned an order number.

Enter the account number of the customer whose orders you want to search.

Entering account 00001 in this field changes the entire program to become a Purchase Order Inquiry and Search. Account 00001 within each company is the purchasing account. For example, enter 000001 for the purchasing account of company 0, and enter 200001 for the purchasing account of company 2.

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. For example, enter 000002 for the stock transfer account of company 0 and enter 200002 for the stock transfer account of company 2.

If you do not know the account number but need to search by account number, press F13 to search customers and enter an X next to the desired account number. Do not press Enter, but press F21 to return to this program. You can enter O next to the desired account to access this program.

Enter the item number to be searched, or enter only the manufacturer code to search for orders for any items of that manufacturer. You can enter a partial number (manufacturer code and any number of characters). If you do not know the item number, press F15 to search items and enter an X next to the desired item number. Do not press Enter, but press F21 to return to this program.

Enter all or the first few characters of the customer's purchase order number. If the system does not find an exact match, it displays a selection starting with the next closest match.

If you enter only part of the customer's P.O. number, or if the system can not find any matching P.O.s the program lists all customer P.O. numbers in alphabetical order starting with the one closest to your entry.

Enter all or the first characters of the job name you are searching for.

Enter all or the first characters of the order's message you are searching for. You can use this search by itself or in conjunction with other search parameters. For example, you can enter information in this field and in the Account field and in this one to limit your search to messages for a particular account.

Performs a combined Billto plus Retail customer search from within the Order Inquiry program. This utility lets you search for and select customers, and then display their orders.

To limit the search to a certain time frame, enter the order 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.

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

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 0001 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.

The default is set using the Default Order Inq Options setting in the User ID Control Panel (SET 2). A Y here limits the search to open orders. Enter N to search for all orders, open or closed. Generally, you will keep a history of one to two years of orders in the Open Order File. When an order is shipped, cancelled, or otherwise closed out, the file is updated accordingly. However, these orders are still accessible if you use the N option. Only after an order is closed and then purged from the file does it become inaccessible by this program. This field has the following effect on the display of order:

If you enter Y in this field and display an order. Quantities and extended prices shown on the order summary screen include only what is still open. Therefore, if the order is completely invoiced or cancelled, no quantities or extended prices display. If the order is partially invoiced, the remaining open quantities and extended prices display. The bottom of the screen displays the total open dollars remaining.

If you enter N in this field and display an order, the quantities ordered and extended price of what was ordered display. This is an historical view of the total order amount, regardless of what was invoiced. Cancelled lines display as zero regardless of your entry in this field.

Rollover File for Closed Orders

A rollover file can be used to store closed orders so that a system purge does not have to be run or the number wheel monitored. If this functionality has been activated via the System Wide Setting - Options for Rollover Files, a date is added to a closed order number and the order is moved to the rollover file. This frees up the number for future use. The system manages the order numbers so that there will never be two open orders with the same number.

This functionality adds the following benefits:

• Order number purges can be optional instead of required.

• The ability to include very old, closed orders in order inquiries and reports.

If you want to include closed orders from the rollover file in an order inquiry (CUS 10 or ORD 11), make sure this option is set to N.

If you are inquiring about an individual order, and the order number has been reused, the next screen to appear allows you to select the open or the rollover/closed order. The most recent order is always placed at the top of the list.

You can select either order to review its details. Keep in mind that you cannot change or add to a closed order (one that has a Y in the Rollover column).

An inquiry by any of the search parameters will also display closed/canceled orders if the search is set to include them on the Open Orders Only field.

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. Place your cursor on this field and press Help to display a list of status codes/order types. This field can be used to refine the selection criteria when searching for orders by customer, by manufacturer, or by item number.

The following type/status selections can be made:

• O - Open Orders - displays open orders, omits back orders.

• C - Credit/Claims - displays lines with negative quantity or dollar amounts.

• T - Transfers - displays transfer lines only. You can also search under account 2 to display only stock-to-stock transfers.

• X - Picked/Cut. Display lines with status code X only.

• A - Assembled staged. Displays lines with status code A.

• S - Shipped. Displays lines with status code S.

• I - Invoiced. Displays lines that have been invoiced, either partially or complete. If you enter I in this field but Y in Open Orders Only, the program only displays partially invoiced open orders.

• V - Voided/Canceled. Displays only canceled or voided orders. If you are missing a quantity of an item, check for all cancellations for that item in case one was accidentally shipped.

• H - Hold unconfirmed order. Displays orders with status code H. Do not confuse permanent holds with temporary holds. Only permanent holds are in the Open Order File and they have status H. Temporary holds are not in the Open Order File. They remain in the order entry system until they are automatically deleted.

• F - Future Order.

• D - Delayed delay or problem. Displays orders with status code D.

• B - Open back order. Displays open back orders.

• K - Confirmed back order. Displays orders with status code K.

• P - Partially received back order. Displays orders with status code P.

• R - Received in full back order. Displays orders with status code R.

• # - Closed invoiced or canceled. Displays orders that have been closed either by being invoiced complete, or canceled, or partially invoiced with remaining quantity cancelled.

You can further refine the search by combining some of the search fields. For example, you can enter account number and item number, or account number and customer purchase order number.

This field controls the columns on the order review screen. The default is to show Quantity & Extended Price on Order & Invoice Screens. Order Inquiry views are set as the user's default through the setting Default View# for Order & Invoice Inquiry on the second screen of settings on the User ID Control Panel record (SET 2), which contains defaults for each user. Once a default view is set, that view number always appears on the Order Inquiry screen and is used until changed by the user.

The views are as follows:

• View 1 - Shows quantity and extended price (system default if user has no specified default).

• View 2 - Shows quantity and unit price (full unit price, including funds).

• View 3 - Shows quantity and weight (weight is in LB or if Australian in KG).

• View 4 - Shows quantity and cost allowance/rebate (also shows cost program number).

• View 5 - Shows quantity and fund/overbill (also shows fund program number and marketing program number, which both relate to the fund).

• View 6 - Shows quantity and cube (converts to unit of measure CB).

• View 7 - Displays the Extended Price, Gross Profit, and GP% for each line on an order, as well as for the total order. This view is restricted to users that are allowed to view costs. This view is designed to analyze job/order profitability. View 7 applies to searches by account, and to inquiries by order or reference number.

  • This view cannot be accessed from option 11 on the Order Desk menu (ORD 11) because the Order Desk version of Order Inquiry does not permit the display of costs.

• View 8 - Displays the Quantity, Unit Cost, and Extended Cost for each line on an order, as well as for the total order. This view is restricted to users that are allowed to view costs. View 8 applies to searches by account, and to inquiries by order number or reference number.

• View 9 - consolidates lines that were split via either ISO, back order file, or the split line program. If the following conditions apply, lines cannot be consolidated:

  • the lines have different item numbers, warehouse, serial numbers, or unit prices.
  • the lines have different line-item ship dates.
  • one line is open, and one is cancelled or invoiced.

If the two detail lines have 2 different sidemarks, they should not be consolidated. You can purposely keep lines from consolidating by entering different sidemarks.

Sidemarks present some tricky situations for splitting and then consolidating lines. Sidemarks are the lines that immediately following a detail line (line 0011 for 0010, or 0021 for 0020).

• A message line is NOT considered a sidemark if it has a dollar value.

Under the following conditions split lines can be consolidated:

• Lines that are split by ISO will be consolidated if the last line created by ISO has the sidemark - and the other lines have no sidemark. This is because when ISO creates multiple lines, users will press F6 and enter sidemarks after the last line.
• Lines that are separated due to back order fill (where it takes more than one receipt/line to fill a single order line), will be consolidated if the original (back ordered) line has a sidemark and the new lines do not. This is because back order fill leaves the sidemarks on the original lines.
• Lines that are separated from the Split Line program (where the new lines are usually added to the bottom of the order), will be consolidated if the original line has a sidemark and the new lines do not. This is because the Split Line program leaves the sidemarks on the original lines.

Description

Displays the delivery information for this order number.

Displays the Notepad Screens for this order number. Each order can have up to 99 pages of notes.

Function Keys

F1= Scan Notes

Preforms a string search through an order's notepad screens. Often the notepad contains pages of data. This scan provides a quick and easy way to find exactly the information needed. Easily find all changes related to a user, a phrase, a date, a line number, etc.

Only notepads accessed via Order Inquiry or the F12 Shipping Screen can be scanned.

F2=Dates/Times

Displays dates and times related to the creation of an order.

• Order Header Was Keyed - Date and time you entered the header screen of the order in the original order entry session. For EDI, it is the date and time the EDI order entered the system.

• Order Was Processed - The date and time the order was assigned an order number and processed, but the order was not necessarily printed. If the order was originally a hold, this could be a different date than the date the header was created.

• Order Was Entered By - This is the initials and name of the person who keyed the order. If there are initials, but no name, then the name is not defined in the Classification Codes File.

• Sent To Credit Hold - This is the date and time the order was sent to credit hold, if it was sent to credit hold.

• Released from Credit Hold - This is the date and time the order was released from credit hold, if it was released. The initials or authorization code for release are also shown.

• Primary Salesperson / Secondary Salesperson - The salespeople into the Salesperson field on the Order Header screen.

Changes or cancels this order. The first screen of the Change/Cancel Order program displays.

Ends the job and returns to the menu.

Returns to the first screen of the program where the selection criteria is entered.

Displays a list of credit held orders.

Prints the order. The following printing options are available:

• Print order as a pick list

• Print order as a pick list and acknowledgment

• Print order as acknowledgment only

• Print Pick Labels - You can request labels from this screen. It is the same function available within option 9 on the Warehouse Menu. The Print Transfers option no longer requires the F10 function to access. This avoids the commonly reported question of why didn't the transfers print? The default remains CTLPANEL for the assigned warehouse, and NO for transfers, as they prevent personnel in one warehouse from inadvertently requesting labels for another warehouse.

• Print partial pick list

• Print packing list - This option allows you to print individual packing lists on demand. You can limit the packing list by status codes. You can also omit lines based on status codes.

Optionally, you can apply a deposit to the order via this function key.

You can use this feature to check and update shipping status of an order. This function displays the Update Order Status and Shipping Data Program as follows:

• If you enter or display an order number and then press F12, the Update Order Status and Shipping Data Program displays at the Status Code and Date Change Screen.

• If you have not entered or displayed an order number and then press F12, the Update Order Status and Shipping Data Program displays at its entry screen, which displays the list of valid status codes and their meanings.

• In addition, you can now toggle between Order Inquiry and Order/Shipping Status using the F12 and F21 keys.

Example of how to use the Order/Shipping Status Update screen

1. On the initial screen, enter an order number, and press Enter. The Open Order Status/Update screen for the order appears.

• Notice the # status. This tells you the order has been invoiced. Let's assume this is a Pack and Hold order. These are orders that are invoiced, but still kept in a pack and hold area of your warehouse waiting for customers to pick up at a later date.
• Status codes appear highlighted in the header area of Order Inquiry, and may be changed when the customer picks up the order. The notepad is also updated with each change.

2. Change the status of the order to a code that designates pack and hold. Always use the status code field next to Update Entire Order.

• To search through the available status codes, enter a ?in one of the status code fields and press Enter.

3. Change the status code to one that reflects that the item has been invoiced but is awaiting pickup or shipment.  

Accesses the Billto Customer Search window where you can search for customers by name, phone number, zip code, contact information, or a doing business as name.

Displays special utilities related program to Order Inquiry.