Orders Overview

The Order form allows you to create, edit and view Orders placed by your customers for inventory items you sell.  This form is used to order inventory items that you have entered in the Inventory Items form.  It is the first step in a two to three part process of eventually creating an Invoice.  It is not necessary to use the Order form.  You can just create an Invoice if you ship the same time the order is placed.

You will notice that this form has nine tabs and one subform, which help group the customer order information better.  It is like having nine forms connected together for each customer's order.  You will also notice that the Customer ID, Order Type, Date, Order Status and Order Number fields at the top of the form remain there in all the tabs so you always know what customer's order you are working on when switching between the tabs.  The nine tabs are listed below and described in detail in other areas of the documentation.

The General Tab is where you may review and enter General Order information.  See: Adding Orders

The Detail Tab shows you the Package Weight & Size, Payment,  and Other Information. See: Orders Detail Tab

•The Payments tab is where you receive payments using Order and Invoice forms using different payment methods. See: Payments Tab

The Commission Tab is where you review/change or add commission information.  See: Orders Commission Tab

The Order History Tab shows you the history of your orders.  See: Order History Tab

The Invoice History Tab shows you the history of your invoices.  See: Invoice History Tab

The Item History Tab is where you can view all the items purchased by the selected customer. See: Item History Tab

•The Attachments tab is where you attach files and open it for future modifications.

•The SLA History tab shows the Service Level Agreement history of the items with SLA setup. See: Service Level Agreement

•The Items tab is used to enter all the inventory, miscellaneous and service items, quantities, amounts and so on for each item being sold, and, to provide background on the Item selected. See: Items tab.

The Order form is used to enter an order which can then be converted to an Invoice.  This is a two step process used by some companies to track the history of an Order to an invoice.  Some companies may choose to use only the Invoice form consolidating the two step process into one.

This form can be used to add, edit or delete records in the Order form.  To add new Orders, simply click the New button at the top of this form. The Enter  Order search form will appear.  Click on the Enter Order words of this sentence for Enter Order search help.

If you need to edit existing Orders, just select the record you want to edit and make any necessary changes to the fields for that record.  If the Order has been stamped Completed it will be necessary to Edit it prior to making any changes.  For complete details on all the field descriptions for this form and a step by step guide on how to enter new Orders. See: Adding Orders

The record navigation buttons at the bottom of the form are used to move from one record to another.  It also displays how many records are in the Order form and what record you are currently on.  Clicking on one of the four buttons will navigate you through your existing data.  You may use the Find button to find a specific record.

There are several helpful options that can be set in the Company Preferences forms to help make data entry easier and faster.  One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program.  You should also take a look at the Security form > Default Accounts tab and the Starting Numbers form for other related options that can be set.

Toolbar Buttons

Toolbar Buttons perform an action on the current record like adding, deleting or saving.

•The New button will clear the form to allow a new Order to be added.

•The Save button will save the selected order.

•The Delete button will delete the selected Order.

•The Undo button will cancel out the last change/s done to the record reverting it to its older state.

•The Find button will enable you to Find Orders.

•The Print button will open the Print Order form where you can adjust settings and print an order.

•The Process button will convert the Order to an Invoice, Purchase Order, Purchase Order [Drop Ship] or Purchase Order [Drop Ship All].

•The Tools button when clicked, displays the Duplicate Order, Void Order, Customer Notes, Customer Type Discount, Build All, Update Discount, Import from Excel,  and Rapid Item Entry buttons.

•The Duplicate Order button under the Tools menu (click the Tools button to open the Tools menu) will create a duplicate of a specific Order.

•The Void Order button (Void Back Order button for back order transaction) under the Tools menu (click the Tools button to open the Tools menu) will allow you to void an Order.  See Voiding Orders.

•The Customer Notes button under the Tools menu (click the Tools button to open the Tools menu)  opens the Customer Notes form where you can view any notes about the selected customer.

•The Customer Type Discount button under the Tools menu (click the Tools button to open the Tools menu) when clicked will show a message about calculating the Customer Type Discount.

•The Update Discount button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open the Update Discount mini form where you can enter new discount and update the current transaction to the new discount entered.

•The Import from Excel button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open a dialog box where you can browse and select the file you want to import into the order form.  See Import Order from Excel.

•The Rapid Item Entry button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open Rapid Item Entry form where you can quickly enter items as long as they are already recorded on Inventory Items.

•The Service Level Agreement button under the Tools menu (click the Tools button to open the Tools menu) when clicked will open the Service Level Agreement form where you can add contracts related to the transaction.

•The Customer button will open the Customers form to the selected customer.

•The Inventory button will open the search form for Inventory Items.

•The Order Notes button will open the Notes form where you can enter any notes about the selected quote.

•The Message button opens the Order Message form where you can enter a message for the  Order and have it print on the printed order.

•The Ship button when clicked will apply Freight Rates on Order/Invoice through ShipRush or predefined freight rates from Company Preferences > Freight Rates form.

•The Customer History button under the History menu (click the History button to open the History menu) will open the Customer History form where you can view all the posted transactions that a customer has placed in the past.

•The Schedule button will open the Schedule Activities form when you can schedule a call, meeting, or to-do.

•The Sales Transaction History button under the History menu (click the History button to open the History menu) will open the Sales Transaction History form where you can view the complete history of the selected transaction.

•The Item Purchase History button under the History menu (click the History button to open the History menu) will open the Item Purchase History form where you can view all the items purchased by the selected customer.

•The Close button will close the Orders Overview  form.

Press F1 or click F1-Help at the bottom left corner of the form for help on what this form is all about.