IdealWare Online Users Manual

SP5-05 S/P LISTINGS, REPORTS AND FORMS
31617 Non-Selectable Orders Report

 

PURPOSE

 

The non-selectable orders report prints a list of all orders in the system that will not be selected by the order register and update program because they are not complete and why.

 

Non-selectable orders are orders which the system flags as not properly completed. See REASONS & SOLUTIONS FOR INCOMPLETIONS. Incomplete orders might include validly incomplete orders, for example, a delivery order that has not yet been shipped, or they might include problem orders such as the following examples.

  1. The order was not properly completed, for example the SHIPPED DATE is not set or the order was not taken off HOLD, or because the packing slip was misplaced between the yard or warehouse and the accounting department.
  2. The order was placed on HOLD for some reason and then forgotten.
  3. The invoice was not printed but the CASH type order is otherwise complete and paid for.

Orders that show up on the report should be reviewed at least weekly and any invalidly incomplete orders should be addressed and either completed or cancelled.

 

The report prints an asterisk "*" beside the fields that are causing the order to be incomplete. Also, you can show the order status which indicates explicitly the reason(s) why the order is incomplete.

 

The report also prints the total AMOUNT PAID on the CASH type orders which should essentially equal the credit amount of the CASH SALES PAYMENT HOLDING G/L account at any particular cutoff point.

 

Non-Selectable Orders Report is accessed from:

  • Sales Processing menu.

 

PROCEDURE

 

Select Non-Selectable Orders Report from the Sales Processing menu. The following prompts display.

 

** WHICH SALESMAN (CR=ALL):

 

Enter specific salesman/operator code to include selected code only.

 

[Enter] to select all salesmen/operator codes.

 

[F5] to display list of salesmen/operator codes for selection.

 

** FOR ORDERS UP TO WHAT DATE?:

 

Enter date in MMDDYY format to include orders up to specified date only.

 

[Enter] to include orders with any date.


** INCLUDE 'ON-HOLD' ORDERS? (Y/N): Y

 

[Enter] to accept default value "Y".

 

"Y" to include on hold orders.

 

"N" to not include on hold orders.

 

** CHARGE SALES, CASH SALES OR BOTH? (1=CHARGE, 2=CASH, 3=BOTH): 3

 

[Enter] to accept default value "3".

 

"1" to includet only on-account type orders.

 

"2" to include only cash type orders.

 

"3" to includet both on-account and cash type orders.

 

** SHOW ORDER STATUS? (Y/N): Y

 

[Enter] to accept default value "Y"

 

"Y" to print order status indicating reasons order is not complete.

 

"N" to not print order status.

 

** PRESS CR TO CONTINUE:

 

[Enter] to continue to printer selection menu.

 

[F4] to cancel and return to menu.

 

PRINTER SELECTION & CONFIGURATION

┌────────────────────────────────────────────────────────────────────────────────┐
│08/14/07                *****  PRINTER SELECTION  *****                         │
│                                                                                â”‚
│                                                                                â”‚
│** MAKE SURE PRINTER IS READY BEFORE PRESSING CR .....                          â”‚
│                                                                                â”‚
│1. PRINTER NAME ................................. P1  OKIDATA 390               â”‚
│                                                                                â”‚
│2. CHARACTERS PER INCH ? (10,12,17) ............. 10                            â”‚
│   SINGLE OR DOUBLE DENSITY ? (S,D) ............. S   SINGLE DENSITY            â”‚
│                                                                                â”‚
│** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS): _            â”‚
│                                                                                â”‚
└────────────────────────────────────────────────────────────────────────────────┘
** PRESS CR TO SET PRINTER, OPTION# TO CHANGE, F4 TO END (BYPASS):

 

"1" to change printers.

 

"2" to change the CPI and/or print density.

 

[Enter] to print.

 

[F4] to not print and exit to the menu.

 

[F5] to display a list of printers for selection.

 


REASONS & SOLUTIONS FOR INCOMPLETIONS

 

The reasons why an order might not be complete are as follows.

 

ORDER BEING PROCESSED

 

This indicates that the order is either being processed on another terminal or was exited incorrectly, for example a power failure.

 

SOLUTION: Determine if the order is being processed on the terminal indicated under the TRM/REG column. If the order is not being processed on that terminal, then opt to modify the order and enter "RESET" at the ORDER MAIN OPTIONS prompt of the order header screen. This should only be done only if you are sure that no one else is processing the order or you may corrupt the order. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

 

ORDER HAS BEEN PLACED ON 'HOLD'

 

An order is not complete if it has been placed on hold. Orders can be placed on hold manually or in certain cases the sales order entry program places orders on hold automatically.

 

SOLUTION: Attempt to take the order off hold. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS. The order will either come off hold or the program will indicate the reason(s) why it cannot be taken off hold.

 

ORDER IS AN ESTIMATE

 

Estimates are not updated through the order register and update program, although an order that is converted from an estimate can be updated.

 

SOLUTION: Either ignore, cancel or purge the estimate through the quotation report/purge program. See 31621 - QUOTATION REPORT/PURGE.

 

SALES/CHARGE INVOICE HAS NOT BEEN PRINTED

 

For cash type orders, the order is not complete if the invoice has not been printed. Typically on-account type orders do not have to be printed to be complete, although your system can be configured to print them on this report also.

 

SOLUTION: Print order. See 31562 - SALES ORDER ENTRY, DOCUMENT PRINTING.

 

CHARGE INVOICE HAS NOT BEEN VALIDATED AT TILL

 

If your system is configured accordingly, then an on-account type order must be validated through the cash till sales entry program.

 

SOLUTION: Validate the order by entering the order number or scanning the order at the SALES SLIP# OPTIONS prompt. See 31542 - CASH TILL SALES ENTRY, SALE/REFUND CREATION/ACCESS - Procedure Product Line, Scan/Enter Invoice.

 

SHIPPED DATE HAS NOT BEEN SET

 

An order is not complete if the shipped date is not set. The shipped date can not be set if the order is a delivery or if your system is configured so that setting the shipped date is one of the final steps for completing an order.

 

SOLUTION: Set the SHIPPED DATE. See 31557 - SALES ORDER PROCESSING, HEADER MODIFICATIONS - Quick Sship option. The order shipped date will either be set or the program will indicate why it cannot be set.

 

ORDER HAS NOT BEEN DELIVERED

 

An order is not complete if it is a delivery and the shipped date has not been set. See shipped date directions directly above.

 

SALES INVOICE HAS NOT BEEN PAID IN FULL

 

A cash type order is not complete if it has not been paid in full.

 

SOLUTION: Follow up on the status of the order. If you want to complete the order, ie it has been paid but the final payment(s) not included, you will first have to receive the balance of the amount owing. If you want to cancel the order you will first have to do a refund against the order to get it's amount paid equal to it's total.

 

FIELDS

 

ORDER NUMBER Column

 

1st line = order number.

2nd line = number of problems.

 

ORDER DATES Column

 

1st line = order date.

2nd line = to-ship date.

3rd line = shipped date.

4th line = expiry date (estimates only).

 

BILL-TO/SHIP/CONT Column

 

1st line = bill-to code.

2nd line = ship-to code.

3rd line = contract number.

 

DL Column

 

1st line = deleted flag.

 

TP Column

1st line = type indicator: "S" sale; "R" refund.

 

STAT Column

 

1st line = order status indicator: always "so".

 

DOC Column

 

1st line = document type: "C" cash sale; "R" cash refund; "A" on-account sale/credit; "E" estimate.

 

DLY Column

 

1st line = delivery indicator: "Y" order is a delivery; "N" order is not a delivery.

2nd line = delivered indicator: "Y" shipped date not set; "N" shipped date set.

3rd line = hold flag.

 

PRT Column

 

1st line = invoice printed indicator.


CPT Column

 

1st line = not applicable.

 

C/A Column

 

1st line = cash or on-account indicator: "C" cash type order; "A" on-account type order.

 

TILL Column

 

1st line = till slip indicator: "Y" order generated through cash till sales entry program; null order generated through sales order entry or batch order entry program.

 

REFUND Column

 

1st line = refund's original order number.

2nd line = refund's original order date.

3rd line = refund method.

 

SMAN/OPER Column

 

1st line = salesman code.

2nd line = operator code.

 

YRD Column

 

1st line = yard or store code.

 

TRM/REG Column

 

1st line = terminal ID processing order.

2nd line = order register processing order (typically null).

 

COD METHOD Column

 

1st line = cash on delivery payment method.

 

TOTAL Column

 

1st line = order's total amount.

 

AMT PAID Column

 

1st line = cash type order's amount paid.

 

An example Non-Selectable Orders Report follows.

  



                                                           IDEALWARE
11/01/07  17:55:57                                                                                                PAGE: 1
                                                  NON-SELECTABLE ORDERS REPORT
---------------------------------------------------------------------------------------------------------------------------------
ORDER      ORDER     BILL-TO/                                                  SMAN/       TRM/
NUMBER     DATES     SHIP/CONT DL TP STAT DOC DLY PRT     C/A TILL REFUND      OPER   YRD  REG   COD METH       TOTAL    AMT PAID
---------------------------------------------------------------------------------------------------------------------------------


01-A100187 10/06/06  ACTDEV       S   SO   A   Y   N   N   A                   BARJO  01                       358.51        0.00
2 TO SHIP: 10/06/06  ACTDEV            DELV'D: *N       ORIG DATE: 00/00/00    BARJO             CUST P.O.:
  SHIPPED:*00/00/00                      HOLD: N        ORIG METH:                               INSTALLER:
                                                         REF METH:                               OUR P.O#:
                     SHIPPED DATE HAS NOT BEEN SET
                     ORDER HAS NOT BEEN DELIVERED

01-A100512 04/01/07  BALKIT       S   SO   A   Y   Y   Y   A                   ED     01   *T?               2,104.21        0.00
2 TO SHIP: 04/01/07  BALKIT            DELV'D: Y        ORIG DATE: 00/00/00    BARJO             CUST P.O.:  123
  SHIPPED: 04/01/07                      HOLD: *Y       ORIG METH:                               INSTALLER:
                                                         REF METH:                               OUR P.O#:
                     ORDER BEING PROCESSED
                     ORDER HAS BEEN PLACED ON 'HOLD'

01-A167849 09/19/06  ACTDEV       S   SO   A   Y   N   N   A                   BARJO  01         NONE        7,065.47        0.00
3 TO SHIP: 09/23/06  ACTDEV            DELV'D: *N       ORIG DATE: 00/00/00    BRIAN             CUST P.O.:
  SHIPPED:*00/00/00  ACTDEV   2880       HOLD: *Y       ORIG METH:                               INSTALLER:
                                                         REF METH:                               OUR P.O#:
                     ORDER HAS BEEN PLACED ON 'HOLD'
                     SHIPPED DATE HAS NOT BEEN SET
                     ORDER HAS NOT BEEN DELIVERED

01-C100174 09/27/06  CASHSALE     S   SO   C   N   *N  Y   C                   JONBO  01   *TA3                 90.98  *      0.00
4 TO SHIP: 09/27/06  CASHSALE          DELV'D: N        ORIG DATE: 00/00/00    JONBO             CUST P.O.:
  SHIPPED:*00/00/00                      HOLD: N        ORIG METH:                               INSTALLER:
                                                         REF METH:                               OUR P.O#:
                     ORDER BEING PROCESSED
                     SALES INVOICE HAS NOT BEEN PRINTED
                     SHIPPED DATE HAS NOT BEEN SET
                     SALES INVOICE HAS NOT BEEN PAID IN FULL

01-C100184 10/04/06  CASHSALE     S   SO   C   N   *N  Y   C                   JONBO  01   *TS6                  0.00        0.00
2 TO SHIP: 10/04/06  CASHSALE          DELV'D: N        ORIG DATE: 00/00/00    BARJO             CUST P.O.:
  SHIPPED: 10/04/06                      HOLD: N        ORIG METH:                               INSTALLER:
                                                         REF METH:                               OUR P.O#:
                     ORDER BEING PROCESSED
                     SALES INVOICE HAS NOT BEEN PRINTED

01-C100523 04/09/07  CASHSALE     S   SO   C   N   *N  Y   C                   JONBO  01                         0.00        0.00
1 TO SHIP: 04/09/07  CASHSALE          DELV'D: N        ORIG DATE: 00/00/00    BARJO             CUST P.O.:
  SHIPPED: 04/09/07                      HOLD: N        ORIG METH:                               INSTALLER:
                                                         REF METH:                               OUR P.O#:
                     SALES INVOICE HAS NOT BEEN PRINTED

01-C100572 06/13/07  CASHSALE     S   SO   C   Y   *N  N   C                   JONBO  01                       199.50  *      0.00
4 TO SHIP: 06/13/07  CASHSALE          DELV'D: *N       ORIG DATE: 00/00/00    GEN               CUST P.O.:
  SHIPPED:*00/00/00                      HOLD: N        ORIG METH:                               INSTALLER:
                                                         REF METH:                               OUR P.O#:
                     SALES INVOICE HAS NOT BEEN PRINTED
                     SHIPPED DATE HAS NOT BEEN SET
                     ORDER HAS NOT BEEN DELIVERED
                     SALES INVOICE HAS NOT BEEN PAID IN FULL