Sales Orders > Sales Order Query

Sales Order Query

You use the Sales Order Query program to view sales order information held in the Sales Order module.

A typical use of this program would be to track the status of an order. This could be driven internally from your sales department, or externally in response to a customer request.

Orders can be queried provided you know either the sales order number, the customer, or the customer purchase order number. Alternatively, you can locate orders using the browse or find facility within the browse.

[Note]

You can only view orders for the AR branches to which you have access (Operator Maintenance).

This program can be run at any time.

There are no dependencies between this program and any other program.

If you are new to this query, then the following information will help you achieve the best results:

  • The information shown is always up to date (i.e. the query will reflect the latest information for orders captured or maintained).

  • If you know the order number, then you can enter it directly and press the tab key to view the information.

    If you do not know the order number, then you can use a number of methods to find the order. These include:

    • using the browse function to locate the order
    • using the Find function (i.e. Ctrl+F) within the browse to search for the order
    • using the Backlog By Customer or Backlog By Stock Code functions (selected from the Query menu)

  • You can personalize this query in a number of ways. These include:

    • setting preferences that are retained for future use
    • setting options that affect the orders/order lines displayed
    • configuring property sheets (e.g. the section headed Order Header ). This includes being able to sequence items by dragging them up or down, to show important items first
    • configuring the Detail Lines listview. This includes being able to sequence columns by dragging them left or right, sorting columns and changing column widths
    • configuring the layout of the panes on the screen, including hiding or displaying panes
    • customizing the menu and toolbars

Toolbar and menu

Field Value Description
File    
  Find Select this to use the Generic Find program to locate sales order numbers according to extensive search criteria.
  Exit Select this to exit the program.
Options    
  Preferences You use this option to configure options that will determine the level of detail you want to view within the query.
Sequence   You use this option to indicate the sequence in which you want to query sales orders.
  By Sales Order Select this to view sales order information by entering a sales order number.
  Sales Orders by Customer Select this to view sales order information by entering a customer code.
  By Customer Purchase Order Select this to view sales order information by entering a customer purchase order number.

If you select this option, then you must know the customer's purchase order number to enter it (i.e. there is no browse available on customer purchase order numbers).

You typically select this sequence when customers give you their purchase order number because that is the only reference they have to give to you.
Query    
  Value

You use this to use the Value Sales Orders program to establish the value of a specific sales order based on the original and outstanding amounts.

For foreign currency customers you can alternate between viewing order values in local or foreign currency. This is achieved by selecting the option: Convert to Foreign Currency Values. The currency in which the order values are being displayed is indicated in the window title bar.
  Backlog

You use this option to establish how many items are on backorder for a specific stock code or a specific customer.

You can also establish the total monetary value that the backorder quantity represents.
  By Customer

Select this to view the order backlog information by customer.

You are prompted to enter the customer for whom you want to display this information.
  By Stock Code

Select this to view the order backlog information by stock code.

You are prompted to enter the stock code for which you want to display this information. The following information is then displayed:

  • Customer

    This indicates the customer code. For SCT (Supply Chain Transfer) orders, the target warehouse is displayed in this column.

  • Name

    This indicates the customer name. For SCT (Supply Chain Transfer) orders, the target warehouse name is displayed in this column.

  • Order
  • Customer purchase order
  • Ship date
  • Warehouse
  • Unit of measure
  • Backorder quantity

  • Total backorder quantity

    This field displays the total quantity on backorder for the selected stock code.
  Dispatches Select this to use the Dispatch Notes program to view the dispatch note(s) for the sales order.

This option is only enabled if you created a dispatch note from the sales order.
  Archived Orders Select this to use the Browse on Archive Sales Orders program to view details of sales orders than were archived.
  Quotation Query

This option is only enabled if the sales order was created from a quotation.

Select this to use the Quotation Query program to view the information for the quotation.
  View in Browser If you have not set the Preference: View live orders in browser, then you can use this option to view the current sales order information in a browser window.
Graph    
  Sales Order Commitment Graph Select this to use the Graph Sales Order Commitment program to graphically represent details of your sales order commitments projected into the future for a range of selected customers.
Sales order   Enter the sales order number you want to query.

You can select the Browse icon to use the Browse on Active Sales Orders program to select the order number you want to query.

Play   Select this to view any multimedia objects assigned to the order.
Edit   Select this to maintain multimedia objects for the order (see Multimedia ).
Notepad   Select this to capture text for the current order using the Notepad Editor program.
Customer   Enter the customer code of the customer for whom you want to query sales order information.
[Note]

This field is only enabled if you selected the option:Sales Order by Customer from the Sequence menu.
Customer p/o   Enter the customer purchase order number for which you want to query sales order information.
[Note]

This field is only enabled if you selected the option: By Customer Purchase Order from the Sequence menu.

Preferences

You use the Preferences option from the Options menu to define the amount of information you want to view in the query.

Field Value Description
Sales Order Selection   The options on this tab enable you to define the sales orders you want to include in the query, based on the order status.
Detail Line Selection   The options on this tab enable you to define the types of sales order lines you want to view in the Detail Lines listview of the query.
General   This table enables you to set general preferences relating to the query.
Save Preferences   Select this to save the preferences you selected against your operator code.
Close   Select this to save the preferences you selected for the current run of the program only.

Sales Order Selection

Field Value Description
Sales Order Selection   You use this tab to select sales orders for viewing based on the status of the order.

These include:

  • In process (0)
  • Open backorder (2)
  • In warehouse (4)
  • Complete (9)
  • Forward (F)
  • Suspense (S)
  • Open order (1)
  • Released backorder (3)
  • Ready to invoice (8)

  • Cancelled during entry (*)

    This preference only applies when sales orders are queried in By Sales Order sequence.

  • Cancelled (\)

    This preference only applies when sales orders are queried in By Sales Order sequence.
Select All   You use this function to mark all statuses as selected. This saves you from having to individually select all the statuses.
Deselect All   You use this function to mark all statuses as deselected. This enables you to then select only the few statuses you want to include.

Detail Line Selection

Field Value Description
Detail Line Selection   You use this tab to select sales orders for viewing according to the detail lines type. This enable you to define the types of sales order lines you want to view in the Detail Lines listview of the query.

These include:

  • Stocked detail
  • Non-stocked detail
  • Freight
  • Other charges
  • Comments
  • Completed sales order lines
Select All   You use this function to mark all line types as selected. This saves you from having to individually select all line types.
Deselect All   You use this function to mark all line types as deselected. This enables you to then select only the few line types you want to include.

General

Field Value Description
View live orders in browser  

Select this if you want to view live orders in a browser window. By default, archived orders can only be viewed in a browser window.

If you do not select this option, then individual orders can still be viewed in a browser window by selecting the View in browser option from the Query menu.
Show jobs that are complete or jobs linked to a completed detail line  

Select this to be able to view completed jobs for detail lines.

This information can be viewed from within the Detail Lines listview pane using the right mouse button to select Jobs from the shortcut menu.
Show purchase orders and requisitions that are complete or purchase orders and requisitions linked to a completed detail line  

Select this if you want to be able to view purchase orders and requisitions that are complete, or purchase orders and requisitions linked to a completed detail line.

This information can be viewed from within the Detail Lines listview pane by using the right mouse button to select Purchase Order or Requisition from the shortcut menu.

[Note]

If you select this option, the data may take longer to appear on the screen.
Include only active orders   Select this to include only active orders in the query.
[Note]

If you select this preference, then you cannot view orders that are complete (i.e. status 9) orders that were cancelled during order entry (i.e. status *) and orders that were cancelled (i.e. status \)
Default sales order query sequence    
  Order Select this to use the sales order number as the basis for the query.
  Customer Select this to use the customer code as the basis for the query.
  Customer purchase order Select this to use the customer's purchase order number as the basis for the query.

Order Header

Details that can be viewed in this pane include the following:

  • Order status

    this indicates the current status of the order (see Select New Order Status)

  • Sales order

  • Supply message

    This indicates whether a job, requisition, purchase order or supply chain transfer is attached to the order.

  • Currency

  • Customer branch

  • Salesperson - see Browse on Salespersons.

  • Special instructions

    The wording for this field is derived from your entry at the Special Instructions prompt (Sales Order Setup)

  • Tax status flag

    The entry displayed here indicates the status applicable to the currently highlighted sales order, and not the tax status assigned to the customer.

  • Invoice terms

  • Geographic area

  • Last invoice number used

  • Invoices

    You can select this field to use the Sales Order Invoices program to view information for invoices created from the sales order.

  • Delivery note number generated

    This indicates the last delivery note number generated against the order.

  • RMA number

    This is displayed if the order was created from a Return Merchandise Advice.

  • Delivery route

    This indicates the delivery route on which the order was placed (see Browse on Delivery Routes).

    This is only displayed if Load Planning is required (Sales Order Setup).

  • Ship to address

    This indicates the Order Header ship to address for the order. See also: Fix ship address at time of order entry (Sales Order Setup).

    For a Supply Chain Transfer order, the address of the target warehouse is displayed.

  • Sales order notes

    The first three lines of notes entered against the order using the Notepad editor are displayed. You can view and edit all the note lines by typically using your right mouse button to select the first line of notes.

    • Click to add notes

      Select this to add rich format text to the sales order (see Notepad Editor).

Customer Information

Details that can be viewed in this pane include the following:

Custom Form

This pane displays custom form information attached to the sales order header.

You cannot maintain custom form information for cancelled orders. In addition, you will be unable to maintain custom form information for orders that are complete if the activity: S/O Maintenance of custom forms for a completed order is set to Denied against your operator code (Operators - Security tab).

  • Custom Form Data Entry

    Select this to use the Custom Form Data Entry program to enter custom form data against the sales order header.

Additional Information

Details that can be viewed in this pane include the following:

  • Order Capture information

    • Operator who last changed this order

      This indicates the operator who last maintained the order using the Sales Order Entry program. If the order was maintained using the Document Print, program, then that operator code is not displayed in this field.

    • Operator who last released this order

      This relates to credit checking and indicates the operator who released the order from suspense.

  • Sales Order text

    This displays text entered against the sales order using the Order Comments function from the End Order screen of the Sales Order Entry program.

  • Intrastat details

    The following information is displayed if the option: EC Vat system required is selected (Tax Options - General tab):

    • Nationality

      This displays the nationality code defined against the customer (see Browse on Customers - Basic tab).

Detail Lines

The Detail Lines tab enables you to view detail line information for the currently highlighted sales order.

You use the Preferences option from the Options menu to indicate the line types you want to display in the Detail Lines section.

You can view completed jobs or jobs linked to a completed detail line providing you have enabled options within the Preferences function.

Similarly, completed purchase orders and requisitions or purchase orders and requisitions linked to a completed detail line can also be viewed if this option is enabled within the Preferences function.

Wherever applicable, you can view additional details of lots, serials and bin allocations for the order.

You can press Ctrl+Q from within the Detail Lines listview to use the Listview Styles program to customize lines in the listview with the following characteristics:

  • Quantify on back order
  • Ship quantity or back order quantity overdue (occurs when the customer request date is earlier than the company date)
  • Back order quantity with attachment job (job, requisition, purchase order or supply chain transfer)
  • Back order quantity with attachment overdue

You use the Ctrl+F1 shortcut to display the functions you can apply to the listview.

[Note]

  • You cannot view the price, order line value, order value, merchandise value and invoice total if you have been denied access to the activity: S/O Show cost/profit (Operators - Security tab). You will be unable to view the transfer cost when creating supply chain transfers or when browsing on sales order lines.

  • Cost and Profit values are only displayed if you selected the setup option: Display costs and gross profit in order totals (Sales Order Setup - General 1 tab).

  • You can only view sales order detail lines for those warehouses to which you have been granted access (Operators - Security tab - Warehouses).

  • Not all columns are displayed by default. You can click in any of the listview column headings and select the Field Chooser option to add columns you require to the listview.

  • Stock code

    This indicates the code of the item sold.

  • Description

    This indicates the description for the stock code sold.

  • Order quantity

    This indicates the quantity of the item ordered.

  • Uom

    This indicates the unit of measure for the order quantity.

  • Warehouse

    This indicates the warehouse from which the stock item was sold.

  • Ship quantity

    This indicates the quantity of the item which was shipped.

  • Back order quantity

    This indicates the quantity of the item not yet shipped.

  • Price

    This indicates the unit price of the item.

  • Price uom

    This indicates the unit of measure for the price.

  • Ship date

    This indicates the ship date for the order.

    For Scheduled Orders, Forward Orders and Supply Chain Transfers, this displays the ship date defined against the order line and is the ship date for the order line.

    For all other order types, this displays the ship date defined against the order header and is the ship date for the order.

  • Line

    This indicates the sales order line number.

  • Rev

    This indicates the revision number of the stock item and is displayed if the item is ECC controlled (Stock Code Maintenance).

  • Rel

    This indicates the release number of the stock item and is displayed if the item is ECC controlled (Stock Code Maintenance).

  • Tax code/GST code

    For a stocked line, this indicates the tax or GST code defined against the stock item (Stock Code Maintenance) when the customer is taxable.

    For a non-stocked line, this indicates the tax or GST code for the non-stocked line if it was defined in the Sales Order Entry program or a blank if the Tax status on the Order Header is set to Non-taxable.

    [Note]

    When you change the Tax/GST status on the Order Header after capturing order lines, only the order totals are recalculated and refreshed when the order header is saved. The Tax and GST codes for the existing order lines are not changed.

    This means that the tax or GST code displayed may not have been used for the line.

    For example:

    You capture a stocked line when the Tax status on the Order header is set to Taxable. The tax code defined against the stock code is displayed in the Tax (or GST) field on the order.

    You then change the Tax status to Non-taxable. The tax code in the Tax (or GST) is not set to spaces, but still displays the tax (or GST) code previously displayed.

  • Customer

    This indicates the code of the customer against which the order was raised.

  • Customer name

    This indicates the customer's name.

  • Unit mass

    This indicates the mass of one unit of the item.

  • Unit volume

    This indicates the volume of one unit of the item.

  • Customer/supplier stock code

    This displays either the customer's or the supplier's stock code captured when the sales order was created.

  • Long description

    This column displays long description for the stock code.

  • Reserved quantity

    This indicates the quantity of the item which was placed in reserve.

  • Detail ship date

    This indicates the actual ship date from the sales order line (as opposed to the ship date on the order header). This is displayed for all order types.

  • Line status

    This indicates the current status of the line (see Sales Order Line Statuses).

    This is not displayed by default, but can be added to the listview by right clicking in a listview column heading, selecting the Field Chooser option and dragging the Line status field onto the listview.

SO Line Information

The information displayed in this pane relates to the order line highlighted in the listview.

Details that can be viewed in this pane include the following:

  • Stock code

    This indicates the code of the item sold.

  • Stock description

    This indicates the description for the stock code sold.

  • Long description

    This indicates the long description for the stock code sold.

  • Product class - see Browse on Product Classes.

  • Selection key

    This indicates the alternate stock code that was entered on the order line to obtain the SYSPRO stock code (see Stock Code Interchange).

    This is only displayed for stocked order lines.

  • Selection method

    This indicates the type of alternate stock code used on the order line and can be one of the following:

    • SCI - Customer Interchange
    • SSI - Supplier Interchange
    • STA - Approved Manufacturers
    • STM - Matching Stock Codes
    • ST1 - Alternate key 1

    This is only displayed for stocked order lines.

  • Multiple bins

    If you selected the option Multiple bins (Inventory Setup - General tab) then you can select this option to use the Lot, Bin, Serial Allocations program to view information on the bin(s) allocated to the detail line, providing the order is not in a status of 9 (complete). The reason for this is that once a sales order is complete, the bins are attached to the invoice and no longer to the sales order.

    To view bin number information against completed sales orders, you can use the Customer Query program to select the invoice for the order and view the order details using the Detail Lines for Sales Order program.

    This option is disabled if the stock item is traceable, as the bins are inextricably linked to the lot number and are therefore queried via the lot number.

    Refer to Multiple bins for additional information on multiple bins in SYSPRO.

  • Lots

    If the order line is for a lot traceable item, then you can view the lot numbers allocated to the line, providing the order is not in a status of 9. The reason for this is that once a sales order is complete, the lot numbers are attached to the invoice and no longer to the sales order.

    To view lot number information against completed sales orders, you can use the Customer Query program, select the invoice for the sales order and view the order details using the Detail Lines for Sales Order program.

  • Serials

    If the order line is for a serialized item, then you can view the serial numbers allocated to the line, providing the order is not in a status of 9. The reason for this is that once a sales order is complete, the serial numbers are attached to the invoice and no longer to the sales order.

    To view serial number information against completed sales orders, you can use the Customer Query program, select the invoice for the sales order and view the order details using the Detail Lines for Sales Order program.

    This option is disabled if the stock item is traceable, as the serials are inextricably linked to the lot number and are therefore queried via the lot number.

  • Reserved allocations

    Select this to use the Lot, Bin, Serial Allocations program to view any lots, bins and serials allocated to reserved stock.

    Stock is placed in reserve using the Sales Order Entry program. If lot, bin and serial information was entered at that time (see SO Reserve or Ship Stock), then that information can be displayed.

  • Job

    This indicates the job linked to the sales order line if applicable.

    Details for completed jobs are only displayed when the preference: Show jobs that are complete or jobs linked to a completed detail line is selected.

  • Line value

    Select this to use the Value Sales Orders program to view the line value information.

  • Cost

    This indicates the cost for a non-stocked, freight or miscellaneous charge line. This displays as zero for a stocked line.

  • Multiple ship address code

    This indicates the code of the ship address for the order line. This applies if the option: Ship address per line was selected against the order (Sales Order Entry - Order Header pane).

  • Service charge details (see Service Charge Maintenance)

    The information is displayed when you highlight a service charge line in the Detail Lines pane.

  • Reason for credit note (see Browse on Reason Codes)

  • Delivery load

    This indicates the load on which the currently highlighted sales order line was or is to be delivered (see Browse on Delivery Loads).

    This is only displayed if Load Planning is required (Sales Order Setup).

  • Promotion type

    This indicates whether a trade promotion was applied to the line. If a trade promotion is attached to the line, then the comment "Attached to this line" is displayed.

    For the actual promotion line, the type of promotion is displayed. For example for a free goods line, the comment "Free goods" is displayed.

    This is only displayed for orders for Trade Promotions customers.

  • Promotion code

    This indicates the promotion code applied to a trade promotions line.

    This is only displayed for orders for Trade Promotions customers.

Detail Line Custom Form

This pane displays custom form information attached to the order detail line.

  • Detail Line Custom Form Data Entry

    Select this to use the Custom Form Data Entry program to enter custom form data against the RMA detail line.

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.