Order Acknowledgment Print

Menu Path: Customer Service $Images\bluerarw.gif$ Reports $Images\bluerarw.gif$ Orders $Images\bluerarw.gif$ Order Acknowledgment Print

Purpose

Print order acknowledgments for customers.

Overview

Use Order Acknowledgment Print to output a formal acknowledgment for multiple orders. The order acknowledgment can be delivered via print (mail), fax, or email. This is achieved by assigning a contact and document delivery option to a contact in Contact Maintenance. For more information on printing, faxing, and emailing order acknowledgments, see Order Acknowledgments FAQ.

Note If you output order acknowledgments to Excel, additional data is included. You can also customize your Crystal Reports form to include this data. For more information on customizing reports, see Crystal Reports FAQ.

You can output order acknowledgments for all or a range of customers, order dates, required dates, order numbers, and customer purchase order numbers. You can also output acknowledgments for all or a specific shipping location and sales representative.

Note You can output order acknowledgments for voided orders if you enter a range of order numbers that includes voided orders or manually enter the voided order numbers, but you cannot select voided orders from the Lookup window.

Outputting Order Acknowledgments

To output order acknowledgments:

Select filter criteria to determine the acknowledgments you want to output.
Click the Print Options tab.
Select output options for the order acknowledgments.
Click the Print button in the ribbon.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Order Acknowledgment Print window.
Print	Click this button to output order acknowledgments.

Select Tab Fields and Buttons

Field or Button	Description
Select Customer Range	Select whether to output order acknowledgments for a range of customers selected by customer code or name.
All Customers	Select this check box to output order acknowledgments for all customers. This check box is selected by default.
From (Customer)	Enter a customer code or name for which to output order acknowledgments, or click the Lookup button to select a customer code or name. If you want to output order acknowledgments for a range of customers, enter the first customer code or name in the range. This field is only enabled if you clear the All Customers check box.
To (Customer)	Enter the last customer code or name in a range of customer codes or names for which to output order acknowledgments, or click the Lookup button to select a customer code or name. If you want to output order acknowledgments for a single customer, you can leave this field blank. This field is only enabled if you clear the All Customers check box.
All Order Dates	Select this check box to output order acknowledgments for all order dates. This check box is selected by default.
From (Order Date)	Enter an order date for which to output order acknowledgments, or click the drop-down arrow to select an order date. If you want to output order acknowledgments for a range of order dates, enter the first order date in the range. This field is only enabled if you clear the All Order Dates check box. If you are outputting order acknowledgments via Scheduling Assistant, you can select a virtual date for this field.
To (Order Date)	Enter the last order date in a range of order dates for which to output order acknowledgments, or click the drop-down arrow to select an order date. If you want to output order acknowledgments for a single order date, you can leave this field blank. This field is only enabled if you clear the All Order Dates check box. If you are outputting order acknowledgments via Scheduling Assistant, you can select a virtual date for this field.
All Required Dates	Select this check box to output order acknowledgments for all required dates. This check box is selected by default.
From (Required Date)	Enter a required date for which to output order acknowledgments, or click the drop-down arrow to select a required date. If you want to output order acknowledgments for a range of required dates, enter the first required date in the range. This field is only enabled if you clear the All Required Dates check box. If you are outputting order acknowledgments via Scheduling Assistant, you can select a virtual date for this field.
To (Required Date)	Enter the last required date in a range of required dates for which to output order acknowledgments, or click the drop-down arrow to select a required date. If you want to output order acknowledgments for a single required date, you can leave this field blank. This field is only enabled if you clear the All Required Dates check box. If you are outputting order acknowledgments via Scheduling Assistant, you can select a virtual date for this field.
All Ship Locations	Select this check box to output order acknowledgments for all shipping locations. This check box is selected by default.
Prefix	Enter a shipping location prefix for which to output order acknowledgments, 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.
Name	Enter a shipping location name for which to output order acknowledgments, 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.
All Sales Representatives	Select this check box to output order acknowledgments for all sales representatives. This check box is selected by default.
Sales Representative ID	Enter a sales representative ID for which to output order acknowledgments, 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.
All Order Numbers	Select this check box to output order acknowledgments for all orders. This check box is selected by default.
From (Order Number)	Enter an order number for which to output an order acknowledgment, or click the Lookup button to select an order number. If you want to output order acknowledgments for a range of order numbers, enter the first order number in the range. This field is only available if you clear the All Order Numbers check box. Note You can enter a voided order number in this field, but the Lookup window does not display voided orders.
To (Order Number)	Enter the last order number in a range of orders for which you want to output order acknowledgments, or click the Lookup button to select an order number. If you want to output an order acknowledgment for a single order, you can leave this field blank. This field is only available if you clear the All Order Numbers check box. Note You can enter a voided order number in this field, but the Lookup window does not display voided orders.
All Customer POs	Select this check box to output order acknowledgments for all customer purchase orders. This check box is selected by default.
From (Customer Purchase Order)	Enter a customer purchase order for which you want to output an order acknowledgment, or click the Lookup button to select a customer purchase order. If you want to output order acknowledgments for a range of customer purchase orders, enter the first customer purchase order number in the range. This field is only enabled if you clear the All Customer POs check box.
To (Customer Purchase Order)	Enter the last customer purchase order number in a range of customer purchase order numbers for which to output order acknowledgments, or click the Lookup button to select a customer purchase order number. If you want to output an order acknowledgment for a single customer purchase order, you can leave this field blank. This field is only enabled if you clear the All Customer POs check box.
All Batches	Select this check box to output order acknowledgments for all batches. This check box is selected by default, and only enabled if you select the Batch radio button.
Batch	Enter a batch for which to output order acknowledgments, or click the Lookup button to select a batch. This field is only enabled if you clear the All Batches check box.
Print Based on	Select one of the following options for outputting order acknowledgments: Filter Criteria - Output only based on the selected filter criteria. Unprocessed Orders - Output for unprocessed orders based on the selected filter criteria. Unprocessed orders are orders for contacts set up to receive printed order acknowledgments. A batch is created for the unprocessed orders. This option is used only if the Hold Paper Order Acknowledgments for Batch Printing check box is selected in Customer Service Control Maintenance. Batch - Output for batches of previously processed orders.

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 Microsoft 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. Contact - Output to customer contacts based on contact preferences. If you select this option, when you click the Print button in the ribbon, Output Option Selection appears, and allows you to select an output option for customers without contacts.
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.
Include Attachments	Select this check box to include attachments when emailing, printing, or faxing order acknowledgments. Only attachments that are set up to be emailed, printed, or faxed for order acknowledgments are included. This check box is only enabled if you select the Printer, Email, or Contact radio button. This check box is selected or cleared by default based on the Include Attachments Default field on the Customer Service tab in User Extended Options.
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.
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.