Inquiries

Overview:

Several valuable inquiries are easily accessible from within a sales order header, sales order line or any system menu. These include:

• Inventory Quantity Inquiry

• Inventory Ledger Inquiry

• Open Purchase Order Inquiry by Item or Vendor

• Open Sales Order Inquiry by Item or Customer

• Invoice History Inquiry by Item or Customer

• Customer History Inquiry

Sales Order Header InquiriesSelect: Sales Order Menu

# 1 Daily Work# 20 Enter/Edit/Verify Sales Orders

At ORDER TYPE you may enter:- OI for Open Sales Order Inquiry- CH for Customer History Inquiry- IH for Invoice History Inquiry

Open Sales Order Inquiry (OI)

Types of orders to search for:

1 = Special Orders/Work Orders2 = Regular Orders3 = Credits4 = All Types of Orders (defaults with <ENTER>)

Description - only applicable if ‘1’ is selected at previous prompt

S = Special Orders WO# = Specific Work Order number <RET> = ‘ALL’ Work Orders

Customer No - enter or search for a specific customer number or hit <enter> for all customers.

Sub Acct # - enter or search for a specific sub account number or hit <enter> for all sub accounts.

Select – you have the option to view the customer name (default), the ship-to name, the PO# or the job description for each order.

Available options:M = display more orders (default) N = re-enter header criteria for next searchP = print all open orders S = start display over at first orderLine # = explode order to view line detailR = return with or without order to sales order entry (must also enter line # if returning with order), can also ESC to go back to sales order entry.

This inquiry will display if a linked purchase order has quantities received that are outstanding on the open sales order.

It also displays the status of each open sales order as follows: (E)ntered, (P)rinted, (B)ackordered, (V)erified.

Exploded Order

When an order is exploded, your options are:Line # = explode a line to view expected/received PO’s C = continue search by returning to previous screen R = return to sales order entry with or without order

Exploded Line

When the line is exploded, you have the option to view purchase order details for this order only or all orders.

Customer History Inquiry (CH)

Enter or search for Customer #.

Enter a start date or <enter> for all history.

<ESCAPE> or enter ‘R’ to return to sales order entry.

Invoice History Inquiry (IH)

Search options:

1 = specific invoice number2 = all invoices for a specific customer (from a specific order date)3 = all invoices for a specific sub account (from a specific order date)4 = all invoices with a specific PO #5 = specific work order #6 = specific unit # (for work orders only)

If options 2 – 6 are selected, a second prompt displays, ‘Display invoice amount in place of’:

0 = don’t display invoice amount (default)1 = in place of purchase order number2 = in place of sub account number

If option ‘2’ (Customer) is selected, you may enter the full customer number or a portion of the customer’s name, number or address to activate the search window. Then select the customer by entering the corresponding line #.

In this example, once the customer was selected, a start date of 11/01/03 was entered.

You may explode an invoice to view the detail by entering the corresponding line #.

Exploded Invoice

For serialized items you may explode the line to view the serial number by entering ‘S’ and the corresponding line #.

Exploded Line

<enter> to return to invoice.

Enter ‘M’ for more to view the totals.

Further options: C = continue searching for invoices for this customerN = enter new search criteriaR or ESC = return to sales order entry

Sales Order Line Inquiries

At the lines section of the sales order, enter ‘L’ for Lookup to access the Inventory Quantity Inquiry.

If multi-location, and you wish to view quantities for all locations, enter ‘99’ at store # .

Inventory Quantity Inquiry (L)

At item # you may enter: - all or part of the item number- any part of the description- scan the bar code.

You may also have the system prompt you to display only those items with on hand quantities.

The system will perform a search and display all matches found (unless full item number was manually entered)

You now have the option of selecting an item that’s listed, by selecting the corresponding line #, or <enter> to view more results.

Once an item is selected from the list, the cursor will jump to Customer #. The customer from the sales order will default. You may enter or search for an alternate customer to access their unique pricing.

The default price level is retrieved from the customer master, <enter> to accept it or change to alternate price level.

NOTE: Price levels are explained further in our ‘PRICING’ PowerPoint.

The inquiry displays all items in logical sequence number (item number) order, starting with the item number entered in the header.

Your options at this point are displayed along the bottom of the screen. To expand them, enter ? and hit <enter>.

F = Forward - will display subsequent items, one at a time.N = Next - will display subsequent items, an entire full screen at a time.B = Backward - will display preceding items, an entire full screen at a time.X# = Xpand Line # - will explode the corresponding item to display pricing details.R# = Return Line # - will return corresponding item to sales order entry line.LI# = Ledger Inquiry - will activate the Inventory Ledger Inquiry to view ledger activity pertaining to the corresponding item.II# = SO Order By Item - will activate the Open Sales Order by Item Inquiry to view open sales orders for the corresponding item.PI# = PO by Item - will activate the Open Purchase Order by Item Inquiry to view open purchase orders for the corresponding item.HI# = History by Item - will activate the Invoice History by Item Inquiry to view invoices in history for the corresponding item.

Explanation of Options

Exploded Item (X#)

Displays all pricing details pertaining to this customer/item.

Price customer will be charged.

Inventory Ledger Inquiry (LI#)

Displays all ledger activity pertaining to this item.

You may also select further options to view only certain ‘Types’ of ledger activity.

Example: if you wish to only view ‘sales’ for this item, select ‘9’ Sale

You may also enter a ‘Start Date’, a specific ‘Customer/Vendor’ (depending upon ‘Activity Type’ selected above), and a specific ‘Order/Ref #’.

Displays only ‘Sales’ activity for this item from a start date of 01/01/04.

If multi-location, you may change the location the activity is reflecting.

You may explode a line, by entering ‘X + line #’ to display the full Customer/Vendor name.

‘ESCAPE’ will bring you back to the previous inquiry.

Open Sales Order By Item Inquiry (II#)

Displays all open sales orders for this customer/item.

By entering ‘N’ for next, you may edit the header criteria to change inquiry for different item and/or customer.

You may explode an order by entering ‘L’ with corresponding line #.

Exploded Sales Order

Enter ‘C’ for Continue to return to Open Sales Order by Item Inquiry or ‘ESC’ to return to Inventory Quantity Inquiry.

Open Purchase Order By Item Inquiry (PI#)

Displays all open purchase orders for this item.

NOTE: Status of PO is also displayed.

By entering ‘N’ for next, you may edit the header criteria to change inquiry for different item.

You may then select a further option to display purchase orders for a particular Vendor and/or Sub account only.

You may explode a line to view further PO details by entering ‘L’ with corresponding line #.

Exploded Purchase Order Line

<enter> to return to Open Purchase Order by Item Inquiry or ‘ESC’ to return to Inventory Quantity Inquiry.

Invoice History by Item Inquiry (HI#)

Displays all previous invoices for this customer/item.

By entering ‘N’ for next, you may edit the header criteria to change inquiry for different item and/or customer.

You may explode an invoice by entering ‘L’ with corresponding line #.

Exploded Invoice

Enter ‘C’ for Continue to return to Invoice History by Item Inquiry or ‘ESC’ to return to Inventory Quantity Inquiry.

At Sales Order Line entry you may also enter:

- OI for Open Sales Order Inquiry- CH for Customer History Inquiry- IH for Invoice History Inquiry

Menu InquiriesAll of the previously mentioned inquiries may be accessed from any system menu by entering their corresponding shortcut.

OI = Open Sales Order Inquiry

II = Open Sales Order By Item Inquiry

IH = Invoice History Inquiry

HI = Invoice History by Item Inquiry

PI = Purchase Order by Item Inquiry

LI = Inventory Ledger Inquiry

INV II = Inventory Quantity Inquiry

CH = Customer History Inquiry

All the item inquiries may also be accessed from the Ultimate Inquiry Menu.