Sales orders enquiries

Use the sales order workspaces and enquiries to investigate and find information about your quotations, pro forma invoices, sales orders and returns and their associated order lines.

Use these to find information such as:

  • How many of a particular item are allocated to sales orders.
  • The total payments taken for orders for each payment type.
  • Determine the selling price of an item for a selected customer, and any discounts offered.

View Sales Orders

This shows you all the information entered on the sales order, including:

  • Customer and order details, with the dates and totals for the order. To see whether and whether item have been despatched or invoiced, click Show.
  • Details of the items on the order, including the item analysis codes, and the item allocations so you can check which warehouse and bin the stock item is allocated from. You can view related despatches, invoices and cancelled order lines.
  • Delivery and invoicing details, such as the delivery and invoice address and details of any settlement discounts.
  • Analysis codes that are applied to whole order.
  • Payment with order details, if used for the order.

Open: Sales Orders > Enquiries > View Sales Order.

  1. Display all orders or filter the list to find the order you want to display. You can filter the list by:

    • Customer account - use Code, Short name or Postcode to choose an account.
    • Date - enter or choose the date.
    • Order number.
    • Customer Order Number - this must be an exact match.
    • Invoice Number.
  2. Select the quotation and click View Order.

View Sales Orders for Stock Item

This shows you a list of orders and returns for a stock item.

Open: Sales Orders > Enquiries > View Sales Orders for Stock Item.

  1. Select the stock item you want to query.

  2. Select the order or return and click View.

    This leads to the View Sales Orders or View Sales Return enquiry.

View Sales Return

This shows you all the information entered on the sales return, including:

  • Customer and return details, with the dates and totals for the order.
  • Details of the items on the return, including the item's analysis codes. You can also view related delivery receipts and credit notes.
  • Return and credit details, such as the return address and details of any settlement discounts.
  • Analysis codes that are applied to whole return.

Open: Sales Orders > Enquiries > View Sales Return.

  1. Display all returns or filter the list to find the return you want to display. You can filter the list by:

    • Customer account - use Code, Short name or Postcode to choose an account.
    • Date - enter or choose the date.
    • Return number.
    • Customer Order Number - this must be an exact match.
    • Credit Note Number.
  2. Select the return and click View Return.

View Quotation

This shows you all the information entered on the quote, including:

  • Customer and quote details, with the dates and totals for the quote.
  • Details of the items on the quote, including the item's analysis codes.
  • Delivery and invoicing details, such as the delivery and invoice address and details of any settlement discounts.
  • Analysis codes that are applied to whole quotation.

Open: Sales Orders > Enquiries > View Quotation.

  1. Click Show All Quotations to see all quotes, or filter the list to find a quote. You can filter the list by:

    • Customer account - use Code, Short name or Postcode to choose an account.
    • Date - enter or choose the date.
    • Quotation number.
    • Customer Order Number.

    Tip: If the quotation was converted to a pro forma, you can see the Pro forma No.

  2. Select the quotation and click View Quotation.

    • If the quotation has been converted to a pro forma, click View Pro Forma to see the pro forma.
    • If the quotation has been completed and converted to a sales order, click View Order to see the order.
    • Provided you have appropriate permissions, click Quotation Profit to view the profit level for the quotation as well as the profit level for individual items. Values are displayed in the quotation's currency. Negative values are displayed in red.
    • If the item is standard or free text, you can also view the analysis code information by clicking Analysis Codes.

View Pro Forma

This shows you all the information entered on the pro forma including:

  • Customer and pro forma details, with the dates and totals for the pro forma.
  • Details of the items on the pro forma, including the item's analysis codes.
  • Delivery and invoicing details, such as the delivery and invoice address and details of any settlement discounts.
  • Analysis codes that are applied to whole pro forma.

Open: Sales Orders > Enquiries > View Proforma.

  1. Click Show All Pro Formas to see all pro formas, or filter the list to find a pro forma. You can filter the list by:

    • Customer account - use Code, Short name or Postcode to choose an account.
    • Date - enter or choose the date.
    • Pro forma number.
    • Customer Order Number.

    Tip: If the pro forma was converted from a quotation, you can see the Quotation No.

  2. Select the pro forma and click View Pro Forma.

    • If the pro forma was converted from a quotation, click View Quote to see the quotation.
    • If the pro forma has been completed and converted to a sales order, click View Order to see the order.
    • Provided you have appropriate permissions, click Proforma Profit to view the profit level for the pro forma invoice as well as individual items. Values are displayed in the pro forma's currency. Negative values are displayed in red.
    • If the item is standard or free text, you can also view the item's analysis code information by clicking Analysis Codes.

View Payment Totals

This shows you the number of payments used on orders for a particular payment method (e.g. Visa) and the cumulative payment total within a time period. You can see the orders that make up the cumulative total and change the payment method if the order is Live or On hold.

Open: Sales Orders > Enquiries > View Payment Totals.

  1. Enter the Payment Dates you want to view the details for.

  2. Select a line in the Payments Summary and click View Details.

    A list of orders included in the payment are shown. You can print the list of orders, select an order and view the order details or select an order and amend the payment method for the order.

Customer Price Enquiry

Use this to find the price of an item for a specific customer. This shows your both the unit price of the item and the price after any discounts are applied. You can include a quantity so you can see the price after quantity break discounts are applied.

Open: Sales Orders > Enquiries > Customer Price Enquiry.

  1. Select the customer account and stock item.

    Note: If alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, click the alert icon. See Customer alerts.

  2. Enter a quantity.
  3. The calculated unit price, total discount and total discounted price which are shown under Selling Prices.

You can also check stock item balances, seeing the total amount in stock, the amount allocated and any quantities on order and view outstanding sales and purchase orders for the stock item.

To set user access for Customer Price Enquiry.

Open: Settings > Organisational and Financial > User Access.

  1. When you set access for a user, browse to the features in Sales Order Processing > Basic.
  2. There will be three features with the same name of Customer Price Enquiry, so to choose the correct one:
    • The first feature gives access to Customer Price Enquiry in Sales Orders in the desktop, and also in the Web Portal.

    • The second feature gives access to Customer Price Enquiry in Settings > Price Book.

    • The third feature gives access to Customer Price Enquiry in Invoicing.

See also

Related information

Sales order workspaces

Sales order reports

Reporting on prices and discounts