Orders Report (Orders Maintenance)

Orders Report (Orders Maintenance)

The Orders Maintenance screen is where supplier orders are usually managed, and there is a report that can be run on the orders in the system. This report will display details of each supplier order, and details of the stock on the orders. It can be used in a pinch, to look at supplier orders together e.g. according to status (all Sent Orders, or all Arrived Orders), or all orders for a selected supplier.

Generating the Report

  1. From the main screen of Retailer, click on Stock Maintenance -> Orders -> Orders Maintenance.
  2. Click on Print Order.
  3. Set the options below as needed (options detailed in next section).
  4. Click Preview to see the report on screen, where it can then be saved or printed.
  5. Click Print to print off the report.
  6. If the supplier order is still Pending, this will ask to update the status of the order to Sent. Click Yes if you are sending off the report, click No if you need to go back and make changes before sending the order.
The report options available are:
  1. Current Order Number ??? - This will set the report to print/preview for the supplier order that was on the Orders Maintenance screen, and can be used for individual reports.
  2. Specific Order
    Order Number     - This lets you enter an order number to run the report just on that supplier order. If you click into the box and press [Enter] on the keyboard, you can use the search screen to find another order.
  3. Supplier / Stock Item
    By Supplier     - Selecting these options lets you run this report on a selected supplier and see all their purchase orders that were previously added in the system.
    By Stock Item - This allows you to enter a barcode for an item, to show all supplier orders with this item in the report. You can press [Enter] on the keyboard to bring up the Stock search to find an item.
    Pending  / Sent / Arrived Orders / Pending Backorder / Sent Backorder (Status) - You can then select the relevant status of supplier order to include in the report, in addition to the supplier or stock item selected above.
  4. Specific Order Status - This allows you to see all orders with a specific status in the system i.e. All Orders, Pending orders, Sent orders, Arrived orders, Pending Backorders and Sent Backorders.
  5. Combine Multiple Orders - This allows the selection of multiple orders for a supplier to include in the report. You can only select one supplier.
    Supplier - Select the Supplier that you wish to include orders for
    Edit Selection - Click this after choosing a Supplier to get a list of orders for that supplier, then tick the boxes on the orders to include in the report and click OK.

Visual Options:
  1. Show banding on report - Ticking this option will enable banding which are highlighted lines on the report. These alternate every second line to ease reading.
    Show locale - This will show the locale information against the stock item. Click HERE for more information on using locales.
  2. Sort Order by - This allows the order to be sorted differently. Select the sorting order in the box on the right. Available options include Description, Barcode, PLU and Supplier Stock Code.
  3. Show Order Notes - This will display any notes entered into the order overall, in the Orders Maintenance screen.
  4. Show Current QOH - This will display the current quantities of Stock items in the order.
  5. Highlight Any Special Customer Orders - This will include the name of customers on any items ordered through customer orders/QIM.
  6. Hide Zero Items - This will hide any items that have zero order quantities in the order.
  7. Show Item Notes - This will display any notes entered to each individual stock line, on the report.
  8. Show Full Description - This will show the stock item's name using the long description, instead of the short description.

Stock Details:
These options will show or hide the relevant stock information on each line: Barcode, Supplier Stock Code, PLU.

Report Heading:
This changes the title shown on the report. The default text is Order Report.
Idea
It may be useful to change or reword this if you print or email the reports to suppliers.

Pricing Details:
  1. Show Pricing Details - This is handy for quickly hiding or showing all prices on the report. Unticking this will hide all prices regardless of the other options.
  2. Show Retail Prices - Ticking this together with the first option will show stock retail prices on the report.
  3. Show Cost Prices - Ticking this together with the first option will show stock cost prices on the report.
  4. Show Freight - Ticking this will display the freight cost for the items as a total for each order.

Reading the Report

The elements generally shown on the report will be:
  1. Report heading - showing the text/title of the report.
  2. Business details - The business details for your store.
  3. Notes - Any notes that were added to the supplier overall.

The report will then display supplier orders in groupings if multiple orders have been included.
For each supplier, their name will be shown at the top of each group, with their relevant orders under them.
The contact numbers for the supplier (Phone and Fax) will be shown on the right, if they were entered against the supplier, and also your business's account number with them.

Each order will then display its details:
  1. Order Number
  2. Order Status
  3. Date
  4. Staff Name
  5. Invoice Number (if this order has been received/arrived through Invoice Arrival)
  6. Freight (if this option was enabled)
The stock items in each order will then be displayed with these details:
  1. Order Qty
  2. Current QOH (if the option is enabled)
  3. Stock Description
  4. Barcode (if the option is enabled)
  5. Supplier Stock Code (if the option is enabled)
  6. PLU (if the option is enabled)
  7. Forex (if the Foreign Exchange rate is enabled on this supplier)
  8. Cost Price Inc GST (if the option is enabled)
  9. Total Cost Inc GST (if the option is enabled)
  10. Retail Price (if the option is enabled)
  11. Order Notes will be shown under each item if they were added, and the option is ticked.
  12. The customer name will be shown under each item if they were ordered through customer orders or QIM.
  13. Locale information will be shown under each item if they were added to the stock item.

Exporting the Report to Excel

You can export the report to an Excel spreadsheet by using the Preview button and following the steps below:
  1. PDF - Click on the Printer 🖨️ button in the top left. Tick 'Print to File' and select 'PDF File' as the Type. Click on the three dots button [...] to choose your save destination. Click OK to save the file.
  2. Excel spreadsheet - Click on the Print button in the top left. Tick 'Print to File' and select 'Xlsx Data File'. Click on the three dots button [...] to choose your save destination. Click OK to save the file.

FAQ

Notes are not showing on Order Report
There are 2 types of Notes that can be added to an order:
  1. Order Notes: Notes relevant to the entire order
  2. Item Notes: Notes against particular items on the order
When running the Orders Report, make sure the relevant option is ticked for the type of Notes you wish to show:
  1. Show Order Notes
  2. Show Item Notes