Open Order and Backorder Report

Menu Path: Customer Service $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ Orders $Images\bluerarw.gif$ Open Order and Backorder Report

Alternate Menu Path: Electronic Data Interchange $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ Open Order and Backorder Report

Purpose

Create an open order report to include all orders or outstanding orders.
Create a backorder report to include only those orders that have products on backorder.
Create a report to include only those orders that have been voided or have been closed.

Overview

Use Open Order and Backorder Report to create a report that displays only backorders, only voided orders, all outstanding orders, all open orders, or all closed orders. Sales representatives can use this report to review their open orders.

You can display the report in summary or detail format. In summary format, you can summarize the report by billing customer, product, or both billing customer and product.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Open Order and Backorder Report window.
Print	Click this button to output the report.

Select Tab Fields and Buttons

Field or Button	Description
Select Customer Range By	If you want to report on a range of customers, select whether to enter a range of customer codes, customer names, billing customer codes, or billing customer names.
All Customers	Select this check box to include all customers on the report. This check box is selected by default, and only available if you select the Customer Code or Customer Name radio button.
All Billing Customers	Select this check box to include all billing customers on the report. This check box is selected by default, and only available if you select the Billing Customer Code or Billing Customer Name radio button.
From (Customer)	Enter the first customer or billing customer code/name for a range of customers to include on the report, or click the Lookup button to select a customer or billing customer code/name. You select a code or name based on your selection in the Select Customer Range By radio set. This field is only enabled if you clear the All Customers or All Billing Customers check box.
To (Customer)	Enter the last customer or billing customer code/name for a range of customers to include on the report, or click the Lookup button to select a customer or billing customer code/name. You select a code or name based on your selection in the Select Customer Range By radio set. This field is only enabled if you clear the All Customers or All Billing Customers check box.
All Forecast Groups	Select this check box to include orders for all customer forecast groups on the report. This check box is selected by default.
From (Forecast Group)	Enter a customer forecast group for which to include orders on the report, or click the Lookup button to select a customer forecast group. If you want to include orders for a range of customer forecast groups, enter the first customer forecast group in the range. This field is only enabled if you clear the All Forecast Groups check box.
To (Forecast Group)	Enter the last customer forecast group in a range of customer forecast groups for which to include orders on the report, or click the Lookup button to select a customer forecast group. If you want to only include orders on the report for a single customer forecast group, leave this field blank. This field is only enabled if you clear the All Forecast Groups check box.
All Sales Territories	Select this check box to include orders for all sales territories on the report. This check box is selected by default.
From (Sales Territory)	Enter the first sales territory in a range of sales territories for which to include orders on the report, or click the Lookup button to select a sales territory. This field is only available if you clear the All Sales Territories check box.
To (Sales Territory)	Enter the last sales territory in a range of sales territories for which to include orders on the report, or click the Lookup button to select a sales territory. This field is only available if you clear the All Sales Territories check box.
All Order Dates	Select this check box to include orders for all order dates on the report. This check box is selected by default.
From (Order Date)	Enter the first order date for a range of orders to include on the report, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Order Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (Order Date)	Enter the last order date for a range of orders to include on the report, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Order Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All Required Dates	Select this check box to include orders for all required dates on the report. This check box is selected by default.
From (Required Date)	Enter the first required date for a range of orders to include on the report, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Required Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
To (Required Date)	Enter the last required date for a range of orders to include on the report, or click the drop-down arrow to select a date. This field is only enabled if you clear the All Required Dates check box. If you are outputting the report via Scheduling Assistant, you can select a virtual date for this field.
All Ship Locations	Select this check box to include orders for all shipping locations on the report. This check box is selected by default.
Prefix (Shipping Location)	Enter a shipping location prefix for which to include orders on the report, or click the Lookup button to select a shipping location prefix. This field is only enabled if you clear the All Ship Locations check box. For more information on shipping locations, see Sales Location / Shipping Location.
Name (Shipping Location)	Enter a shipping location name for which to include orders on the report, or click the Lookup button to select a shipping location name. This field is only enabled if you clear the All Ship Locations check box. For more information on shipping locations, see Sales Location / Shipping Location.
All Sales Locations	Select this check box to include orders for all sales locations on the report. This check box is selected by default.
Prefix (Sales Location)	Enter a sales location prefix for which to include orders on the report, or click the Lookup button to select a sales location prefix. This field is only enabled if you clear the All Sales Locations check box. For more information on sales locations, see Sales Location / Shipping Location.
Name (Sales Location)	Enter a sales location name for which to include orders on the report, or click the Lookup button to select a sales location name. This field is only enabled if you clear the All Sales Locations check box. For more information on sales locations, see Sales Location / Shipping Location.
All Order Classes	Select this check box to include orders for all order classes on the report. This check box is selected by default.
Order Class	Enter an order class for which to include orders on the report, or click the Lookup button to select an order class. This field is only enabled if you clear the All Order Classes check box.
All Sales Representatives	Select this check box to include orders for all sales representatives on the report. This check box is selected by default.
Sales Representative ID	Enter a sales representative ID for which to include orders on the report, or click the Lookup button to select a sales representative ID. This field is only enabled if you clear the All Sales Representatives check box. Note If a sales representative ID is entered in the Sales Representative field in User Extended Options for your user ID, then your sales representative ID is displayed in this field, and you cannot enter a sales representative ID. This prevents sales representatives from seeing sales information for other sales representatives.
List	Click this button to display Sales Representative List, which allows you to select multiple sales representatives for which to include data on the report. This button is only enabled if you clear the All Sales Representatives check box. If you click this button and select sales representatives, the check box to the right of the button is selected.
All Categories	Select this check box to include orders for all product categories on the report. This check box is selected by default. This check box is only enabled if you select the Detail radio button.
Category Code	Enter a product category code for which to include orders on the report, or click the Lookup button to select a product category code. This field is only enabled if you clear the All Categories check box.
All Subcategories	Select this check box to include orders for all product subcategories on the report. This check box is selected by default. This check box is only enabled if you select the Detail radio button.
Subcategory Code	Enter a product subcategory code for which to include orders on the report, or click the Lookup button to select a subcategory code. This field is only enabled if you clear the All Subcategories check box.
All Products	Select this check box to include orders for all products on the report. This check box is selected by default. This check box is only enabled if you select the Detail radio button.
Product Code	Enter a product code for which to include orders on the report, or click the Lookup button to select a product code. This field is only enabled if you clear the All Products check box.
All Order Created By	Select this check box to include orders created by all users on the report. This check box is selected by default.
User ID	Enter a user ID to include orders created only by a specific user on the report, or click the Lookup button to select a user ID. This field is only enabled if you clear the All Order Created By check box.
Name (User)	Enter a user name to include orders created only by a specific user on the report, or click the Lookup button to select a user name. This field is only enabled if you clear the All Order Created By check box.
All Customer Divisions	Select this check box to include orders for customers in all customer divisions. This check box is selected by default.
From (Customer Division)	Enter the first customer division in a range of customer divisions for which to include orders on the report, or click the Lookup button to select a customer division. This field is only enabled if you clear the All Customer Divisions check box.
To (Customer Division)	Enter the last customer division in a range of customer divisions for which to include orders on the report, or click the Lookup button to select a customer division. This field is only enabled if you clear the All Customer Divisions check box.
All Customer PO#	Select this check box to include orders for all customer purchase orders. This check box is selected by default.
From (Customer Purchase Order Number)	Enter the first customer purchase order number in a range of customer purchase order numbers for which to include orders on the report. This field is only enabled if you clear the All Customer PO# field.
To (Customer Purchase Order Number)	Enter the last customer purchase order number in a range of customer purchase order numbers for which to include orders on the report. This field is only enabled if you clear the All Customer PO# field.
Sales	Select this check box to include Sales type orders on the report. This check box is selected by default.
Returns	Select this check box to include Returns type orders on the report. This check box is selected by default. This check box is only enabled if you select the All Orders, Outstanding Orders, or Voided Orders Only radio button.
Quotes	Select this check box to include Quote type orders on the report. This check box is cleared by default.
Customer Consignment	Select this check box to include Customer Consignment type orders on the report. This check box is selected by default.
Report Type	Select whether to output a summary or detail version of the report. Summary - The summary format displays customers, orders, and their order statuses as well as order totals. Detail - The detail format displays all of the summary options and details, each order’s line items (products), open and backorder quantities, and unit and extended prices for each line item.
Exclude Other Items	Select this check box to exclude product information from the report for products that are not in a specific category or subcategory for which you are displaying open orders on the report, or products other than a specific product for which you are displaying open orders on the report. This check box is only enabled if you clear the All Categories, All Subcategories, or All Products check box. Example An open order includes products in two product categories: A and B. You only want to include data for products in category A on the report and you enter category A as a filter criterion for the report. You can select the Exclude Other Items check box to exclude category B product data from the report. If you leave this check box cleared, the report includes all open order information for orders that include products in product category A.
Include Taxes	Select this check box to include sales taxes on the report. This check box is cleared by default.
Include Non-History Charges	Select this check box to include charges on the report for which the Update Sales History check box is cleared in Order Entry Additional Charge Maintenance. This check box is cleared by default.
Report Content	Select whether to display all orders, outstanding orders, backorders, or voided orders on the report, as follows: All Orders - Include all orders regardless of order status. Outstanding Orders - Include orders that have not been closed or voided. Backorders Only - Include orders on backorder, either in part or in full. Voided Orders Only - Include orders that have been voided.
Sort Option	Select one of the following methods for sorting orders on the report. Order Number - Sort the report by order number Customer - Sort the report by customer code Order Date by Order Number - Sort the report by date, then by order number Order Date by Customer - Sort the report by date, then by customer code Required Date by Order Number - Sort the report by required date, then by order number Required Date by Customer - Sort the report by required date, then by customer code Location by Order Date - Sort the report by shipping location, then by date Location by Required Date - Sort the report by shipping location, then by required date After you select a sorting method, you can select whether to sort in ascending or descending order. Note If you select the Voided Orders Only radio button, you cannot sort by required date.
Open	Select this check box to exclude open orders from the report. This check box is cleared by default. This check box is only enabled if you select the Outstanding Orders or Backorders Only radio button. For more information on order statuses, see Order Status FAQ.
In Pick	Select this check box to exclude orders being picked from the report. This check box is cleared by default. This check box is only enabled if you select the Outstanding Orders or Backorders Only radio button. For more information on order statuses, see Order Status FAQ.
Partially Confirmed	Select this check box to exclude partially confirmed orders from the report. This check box is cleared by default. This check box is only enabled if you select the Outstanding Orders or Backorders Only radio button. For more information on order statuses, see Order Status FAQ.
Confirmed	Select this check box to exclude confirmed orders from the report. This check box is cleared by default. This check box is only enabled if you select the Outstanding Orders radio button. For more information on order statuses, see Order Status FAQ.
Fully Confirmed	Select this check box to exclude fully confirmed orders from the report. This check box is cleared by default. This check box is only enabled if you select the Outstanding Orders radio button. For more information on order statuses, see Order Status FAQ.
Closed	This check box is selected if you select the Outstanding Orders, Backorders Only, or Voided Orders Only radio button to indicate closed orders are excluded from the report. This check box is cleared if you select the All Orders radio button to indicate closed orders are included on the report. For more information on order statuses, see Order Status FAQ.
Voided	This check box is selected if you select the Outstanding Orders or Backorders Only radio button to indicate voided orders are excluded from the report. This check box is cleared if you select the All Orders or Voided Orders Only radio button to indicate voided orders are included on the report. For more information on order statuses, see Order Status FAQ.
Order Date	Select whether to sort orders by date in ascending or descending order. This field is only available if you select the Order Date by Order Number, Order Date by Customer, or Location by Order Date radio button.
Required Date	Select whether to sort orders by required date in ascending or descending order. This field is only available if you select the Required Date by Order Number, Required Date by Customer, or Location by Required Date radio button.
Customer	Select whether to sort orders by customer in ascending or descending order. This field is only available if you select the Customer, Order Date by Customer, or Required Date by Customer radio button.
Location	Select whether to sort orders by location in ascending or descending order. This field is only available if you select the Location by Order Date or Location by Required Date radio button.
Order Number	Select whether to sort orders by order number in ascending or descending order.
Product Code	Enter a product code by which to summarize the report, or click the Lookup button to select a product code. This field is only enabled if you select the Summarize by Product check box.
Sales Representative	Select this check box to sort the report by sales representatives if you are printing the report for all sales representatives. The report is sorted by sales representative before being sorted by the sort option you select.
Page Break Sales Representative	Select this check box to insert page breaks in the report so that orders for each sales representative are on a separate page. This check box is only enabled if you select the Sales Representative check box.
Summarize by Billing Customer	Select this check box to summarize open orders by billing customer on the report. If you select this check box, open order information for each billing customer is displayed as a separate row on the report. This check box is only enabled if the Summary radio button is selected, and you select the Billing Customer Code or Billing Customer Name radio button.
Summarize by Billing Customer/Product	Select this check box to summarize open orders by billing customer and product on the report. If you select this check box, open order information for each product is displayed as a separate row on the report and is grouped by billing customer. This check box is only enabled if the Summary radio button is selected, and you select the Billing Customer Code or Billing Customer Name radio button.
Summarize by Product	Select this check box to summarize open orders by product on the report. If you select this check box, open order information for each product is displayed as a separate row on the report. This check box is only enabled if the Summary radio button is selected.
Print Sales Order Remarks	Select this check box to print sales order remarks on the report. This check box is cleared by default.
Report Currency	Select a currency for values displayed on the report. This defaults to the default general ledger currency.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.