Open Order Reports

The following parameters are common throughout the open order reports.

This Open Order report finds back orders that may be able to be filled from only local stock, or from a single serial number, within local stock. Local stock is defined as:

• inventory that is available
• and is in the same warehouse that is on the back order.

The setting List all Back Orders Fillable by contains the following options:

• Option 1 - Quantity in Local Stock - When using this option the report does not consider serial number requirements. It simply looks at the total quantity available.
• Option 2 - Single Serial Number - Directs the system to only list back orders that can be filled from a single serial number, in the local stock.

These reports are similar to the Open Order reports except they are only for unprocessed orders.

Unprocessed orders are orders that have not been completed using one of the order print or processing options. Unprocessed orders can consist of:

• Quotes
• Temporary Holds
• EDI orders that require review and completion
• Incomplete orders (user did not fully process).

The two reports are very similar in terms of parameter selection. The Aging report includes aging columns such as Over 30, Over 60, etc.

These reports enforce user restrictions to companies and business entities.

When orders are entered, special instructions and miscellaneous charges can be included by pressing F6 on the Header and Detail screens during Order Entry. F6 miscellaneous line entered from the Order Header relate to the entire order and those entered from the Detail screen relate only to that order line. F6 lines can be used to enter additional shipping instructions, customer references, or job numbers.

This report includes open orders with system generated miscellaneous lines such as:

• 9951 - Fuel Surcharge
• 9952 - Carpet Freight by SY
• 9953 - Roll Goods Service fee
• 9966 - Delivery charges
• 9967 - Fuel Surcharge
• 9969 - Pallet charge

This report can help keep your regular customers informed as to the status of their orders.

For example:

• Version 2 for Back Order Status Report (status of back orders) - can show a customer any lines that were originally back ordered, even if they are now filled. This includes any back orders that are allocated via Allocation Swapping. This means that any line at status R (filled back order) appears on the report. However, it does not include lines that have been allocated and assigned a manifest number. It is assumed that the customer already knows what has been approved to ship.
• Version 3 for Orders Being Shipped Report (orders with manifest#s) - provides a listing of items that are allocated to stock and assigned a manifest number, and are waiting to be shipped. It is important to note that only allocated orders that have a manifest number assigned through Transportation Planning and/or Build-A-Truck are included on the report.

This report can be run in summary or detail mode. The summary version displays information at the order level while the detail version drills down to the line level.

An * to the right of a status code means that the order has multiple statuses. Multiple status can also mean that some lines are closed, others open.

The Open Order by Item Report can show:

• All open orders (unshipped and back orders)
• Only open back orders
• Only open unshipped orders (omits back orders)
• All orders (even closed orders)
• Only open "holds" (order type "H")
• Operator's initials for each order
• If order is on credit hold
• Total onhand, scheduled, and available for each item in all warehouses combined.
• Total onhand, scheduled, and available for the specified warehouse, if a single warehouse is requested.
• Unusual sales. All unusual sales are flagged by the message Unusual Sale, followed by the order type U or V. Order type U is an unusual sale that is not counted toward average usage when reordering stock. Order type V is an unusual sale that is flagged, but still counted toward average usage when reordering stock.

This report can be run for:

• All open orders (unshipped and back orders
• Only open back orders
• Only open unshipped orders (omits back orders)
• All orders (even closed orders)
• Only open direct ship and special orders
• Only open "holds" (order type "H")

You can also limit it to:

• Regular Order (blank code)
• Approval Required (for Purchase Orders)
• Credit Memo
• DIRECT
• Future order (order against future incoming stock)
• COD orders
• >Hold orders
• Small Installation Estimate (surcharge)
• Merchandising Material
• Online Order
• Quotation
• Unusual Sale (not counted in average usage)
• Unusual Sale (still counted in average usage)

List open orders by order number. The total dollar amount of the order is listed along with the dollar amount of any open lines.

List open orders by salesperson. The total dollar amount of the order is listed along with the dollar amount of any open lines.

The Open Orders by Ship Date Report includes:

• An "exception report" option that lists all orders at status S (shipped) that have not been invoiced. If you use status S to indicate shipped, then all these orders should be invoiced in a timely manner.
• A summary version that omits detail lines, but shows subtotals and recaps by status code only.

You may also use this report to track line items and weight for orders whether open or previously shipped. This means you can list historical information regarding shipment in various summary and details formats including:

• weight shipped per truck route
• weight and number of orders per customer
• weight and number of order per ship and carrier
• number of cancelled orders by ship via, truck route, and customer.

For historical information, select the ALL ORDERS 0 EVEN IF CLOSED option.

This report displays a recap by status code under the sub totals and final totals. The recap shows the number of lines, weight, and dollar value for each status code, making it easier to measure workload. For example, when running by truck route, it shows how many lines are open (status of O) versus filled (status of X), and so on.

An "Installations Only" version only shows orders that are flagged for installation (Install = Y). For companies that install, the recommended procedure for running this report is as follows:

• run the "Installations Only" version
• sort by ship date
• sort by account number.

A "Complete W/O Installs" version of the report runs everything EXCEPT installation orders, use this option to generate separate open order reports to give to the different departments.

When you enter a purchasing account number (X00001), the report lists open purchase orders. When you enter any other account, the report includes customer orders, and is limited to direct ship purchase orders.

• The Ship Date is the date the order is scheduled to leave your suppliers warehouse.
• The ETA date is the estimated time of arrival to the warehouse or shipto destination for this order. These dates are from the Order Header.

The Open Orders by Supplier report has an option to download the contents into a .CSV file for use in external spreadsheets. This enables you to analyze purchase order information by vessel, supplier, dates, etc., using Excel spreadsheets.

You can tailor the data to include or exclude fields. This process was programmed for a specific importing agent, but the file contents can be used for any importing analysis. This file can be further manipulated in Excel and supplied to your agents for their use, as well as a tool for reporting back to you.

Use this report to check ETA dates for imported items coming in by ship. Open orders are sub-totaled by quantity/monetary value scheduled and quantity/monetary value allocated. The open orders are then totaled by vessel.

Pick lists are usually the last step in the order completion process. Pick lists might not be printed because:

• Order is backordered.
• Order is ship complete and has back orders.
• The customer leaves the order as "will advise (call back for the date of delivery), or the order is a "will call" for a certain date".

This report lets you see orders by "age", meaning by how much time they have been sitting in the system. These are shipped orders which likely have a shortage of material (or materials are not in stock).

Use this report to see how much money was received on any given date. It can be run for one type of payment method (e.g. cash or credit card) or for all payment methods.

The report can be run by:

• Branch/Order Number
• Salesperson/Order Number
• Branch/Account Number
• Work Station ID
• Cashier Code
• User ID

Depending on when you close the cash drawer for the day, the selection made in the report can include/exclude cash receipts already posted today using the Include cash receipts already posted today field.

• Use the "Y" option to post cash received to a customer's account at the end of the day or next morning.

• Use the "N" option to post cash sometime during the day.  This essentially clears the report as of the time the cash was posted and starts a new reporting cycle.

If you use the Option 1 (198 Column Report Format) for the Report Format, the User ID is displayed at the far right of the report.

These reports adhere to any restrictions (i.e. Restrict this Workstation to Selected Branches) established in the Control Panel (Menu SET option 1).

These reports work in conjunction with the Output Distribution System (ODS) to automatically fax or email a report to your customers detailing back order and open order information. These reports can help keep your regular customers informed as to the status of their orders.

For example:

• Version 2 for Back Order Status Report (status of back orders) - can show a customer any lines that were originally back ordered, even if they are now filled. This includes any back orders that are allocated via Allocation Swapping. This means that any line at status R (filled back order) appears on the report. However, it does not include lines that have been allocated and assigned a manifest number. It is assumed that the customer already knows what has been approved to ship.
• Version 3 for Orders Being Shipped Report (orders with manifest#s) - provides a listing of items that are allocated to stock and assigned a manifest number, and are waiting to be shipped. It is important to note that only allocated orders that have a manifest number assigned through Transportation Planning and/or Build-A-Truck are included on the report.

This report can be run in summary or detail mode. The summary version displays information at the order level while the detail version drills down to the line level. Information included is:

Both options display the following information about a customers open orders and back orders:

• Order/line number
• Purchase order number
• Ship date
• Warehouse material is being shipped from
• Items on the order
• Order quantity and UM
• Back ordered quantity and availability date
• Items that are ready to ship

An * to the right of a status code means that the order has multiple statuses. Multiple status can also mean that some lines are closed, others open.

Use the Business Entity setting to limit the report to a business entity. Business entities define a "business" as being any combination of companies, branches, and cost centers.

The back order version of this report, includes an additional sorts for each customer included in the report:

• Filled back orders
• Followed by back orders with updated status
• Followed by back orders that have not had their status updated

While most open order reports can be used for analysis by customer service reps, this report's focus is on expediting order deliveries. This report identifies orders that potentially have correctable issues so those issues can be addressed.

For example, the COD/cash version can be an essential program for managing cash and COD sales. It lists cash/COD orders that are not paid in full. This option will list any balance due - positive or negative. Recommended uses include:

• List all unpaid cash/COD orders by order number - Showing oldest first
• List all unpaid orders at status S (shipped) or A (assembled).

An order register is run automatically by the Night Jobs in summary format and is labeled "Final" version. It lists the orders that are updated into all statistics by the Night Jobs. When you choose to run this option during the day, the register is labeled "Preliminary" version. It is subject to orders being added, changed, canceled, or voided during the day.

Kerridge recommends running a register before closing the business for a day. This way you can check orders for errors (e.g., unusual G.P.%, large credit amounts, price overrides, etc.) and they can be corrected or voided before running the night jobs. This prevents statistics from being distorted by errors.

Formatting options

• Summary - lists totals of each order on a single line. A month-to-date recap is also included.

• Detailed - shows each line item as well as a total of each order. The G.P%, including rebates, is shown on order total and detail lines. This version also includes a summarized recap by cost center and item class. The promotional program number related to a rebate is shown. Back orders show gross profit based on the standard cost including standard freight. The following conditions are highlighted:

  • Taxable customers who are not charged tax
  • When a customer's normal payment terms are overridden
  • A COD or cash customer with a non-COD order
  • Stock/Non-stock override setting on the SKU File (FIL 13). An entry in the Stock/Non-Stock Override field of the SKU File overrides the Item File Inventory Flag for the purpose of reordering. Use this field only when one or more warehouses deviate from the overall status of the item. For example, if you stock an item in all but one warehouse, the Item File Inventory Flag should be set to Y, and the SKU File Flag set to N in the one warehouse. Other warehouse SKU entries should be left blank.

• Exception Listing - only shows unusual G.P% or profit margins, unusual amounts or credits, invalid coding and price overrides. This version also includes a summarized recap by cost center and item class. The promotional program number related to a rebate is shown. Back orders show gross profit based on the standard cost including standard freight. The following conditions are highlighted:

  • Taxable customers who are not charged tax
  • When a customer's normal payment terms are overridden
  • A COD or cash customer with a non-COD order

• Extended Summary - provides a single daily register combining the day's orders with the credit positions of the customers who have recently placed orders. It has all of the information included on the regular summary register, plus the following additional fields:

  • Total open orders for the customer
  • Total open AR for the customer
  • Date of last payment
  • Date of last invoice
  • Credit limit
  • Days sales outstanding

• Daily Stock Allocations - This report includes order number, item number, item description, warehouse, serial number, location, quantity allocated, customer name, branch, and quantity back ordered. It is designed for inventory managers who want to monitor item activity on a daily basis. It shows all orders and back orders and includes daily sales recaps and fill rate analysis.