Sales Order Report

The Sales Order report generates a formatted sales order to be sent to customers.

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When you click on this report in the Reports module, you will need to select a Sales Order Number and click the GENERATE REPORT button to see the report. In addition to the Reports module, you can access this report in the Sales Orders module. Click on a sales order, and click the More button in the action bar. Then click Show Report to bring up the Sales Order report for the sales order you’re currently viewing.

Keep in mind as you read through the following sections of the Sales Order report that they are described in relation to the Standard layout. There are three other layouts, which we will talk about below. If you change the layout, the way the columns and boxes will be set up in the report will change somewhat.

This report initially contains the following sections/columns by default:

Order # - The order number, which distinguishes the sales order from every other sales order in the system.
Date - The month, day, and year (MM/DD/YYYY) the sales order was created.
Bill to - The physical address to send the bill to for the sales order.
Ship to - The physical address the item(s) in the sales order will be shipped to.
Customer - The name of the recipient of the item(s) in the sales order.
Item - The name of the item(s) in the sales order.
Description - A brief description of the item(s) in the sales order.
Subtotal - The amount of money due for all items in the sales order before discounts and taxes are applied.
Order Discount - The dollar amount reduced from the subtotal, if applicable.
Total - The amount of money due for all items in the sales order after discounts and taxes are applied.
Paid - The amount of money the customer has already paid toward the sales order.
Balance Due - The amount of money the customer has yet to pay toward the sales order.

In addition to these things, the report also includes the title of “Sales Order” (which can be changed in the Optional section) and the status of the sales order under it on the top-right. The seller’s logo and main contact phone number (both found in the Company section of the Settings module) can be found on the top-left of the report.

If you’ve set a footer in the same section as the logo and main contact phone number, it will appear on the bottom-left of the report above the date the report was generated. The page number appears on the bottom-right.

To the right of the report, you will find a number of options to customize the report. Under Theme, you can click a dropdown menu to select one of the options. The one you choose will likely change the shading of the section and column headers in the report to a different hue. But that’s just scratching the surface of the customization you can add with a different theme. We’ll cover that a little below after we describe all the other aspects of the report.

Required and optional

The Required section has a single dropdown menu: Sales Order Number. This allows you to generate a Sales Order report for any sales order you have created, even if it’s different than the one you’re currently looking at in the Sales Orders module. As mentioned above, this will have to be filled out first in the Reports module to generate a report.

The Optional section is below the Required section. It includes the following fields to modify the report:

Report Title - A textbox for entering the title of the report. You can change the title on the top-right of the report to anything you like by entering it here.
Is Invoice - A checkbox that changes the sales order to an invoice. It also changes the report title to Invoice, and that title can’t be modified.
Date Option - A dropdown menu that lets you change the date listed on the sales order to one of these options:
- Issued - The month, day, and year (MM/DD/YYYY) the sales order was issued.
- Completed - The month, day, and year (MM/DD/YYYY) the sales order was fulfilled.
- Created - The month, day, and year (MM/DD/YYYY) the sales order was created.
- Scheduled - The month, day, and year (MM/DD/YYYY) the sales order is scheduled to be fulfilled by.
- Today - The present month, day, and year (MM/DD/YYYY).

Show Barcode - A checkbox that places a barcode at the top of the sales order, which can be scanned to pull up the sales order on a mobile device.
Show Company Address - A checkbox that places your company’s address (as found in the Company section of the Settings module) above the phone number on the top-left of the report.
Show Company Name - A checkbox that places your company’s name (as found in the Company section of the Settings module) above the address on the top-left of the report.
Show Contact - A checkbox that places the contact associated with the sales order under the Ship To address in the report.
Show Order Notes - A checkbox that places your sales order’s notes under the Customer box.
Show Payments - A checkbox that places payment dates, amounts, and links under the list of items in the sales order.
Show Tax - A checkbox that inserts any taxes due under the subtotal.
Show Home Currency - A checkbox that shows all monetary amounts in your home currency as selected in the Settings module. This is automatically checked, and it can't be unchecked, so consider it a required setting.
Show Line Item Notes - A checkbox that lets the report show any notes a user has added to individual line items in the sales order from the Edit Sales Order Item wizard.

You can click the Select All Optional checkbox to click all of the checkboxes in the Optional section. That will turn the sales order into an invoice and do everything else listed above in the Optional section except for changing the Date Option. That can only be done manually.

Columns

The Columns section enables you to add the following parts to the report:

Order Date Scheduled - A checkbox that adds the date the sales order is scheduled to be fulfilled by under any notes and above the items and descriptions.
Item Total Price - A checkbox that adds a Total or Total Price column to the right of the Description column showing the total price being charged for all units of each item.
Item Discount - A checkbox that adds a Discount column to the right of the Total Price column showing any discount applied to all units of each item.
Show Row Number - A checkbox that adds a number to the left of each item contained in the sales order, indicating its relative position and the total number of items in the sales order.
Item Type - A checkbox that adds a Type column in between the Row Number and Item columns, showing which type each item is.
Item Unit Price - A checkbox that adds a Price or Unit Price column in between the Description and Total Price columns showing how much was charged for a single unit of an item.
Item Quantity Ordered - A checkbox that adds a Qty or Qty Ordered column in between the Unit Price and Total Price columns showing how many units of an item are on the sales order.
Order Carrier - A checkbox that adds a Carrier box to the left of the Date Scheduled box showing which carrier is attached to the sales order.
Order FOB Point - A checkbox that adds an FOB Point box to the left of the Carrier box showing what Free On Board Point was selected for the order.
Order Payment Term - A checkbox that adds a Payment Terms box to the left of the FOB Point box showing the payment terms associated with the sales order.
Order Seller - A checkbox that adds a Sales Rep box to the left of the Payment Terms box showing the Sales Representative responsible for creating the sales order.
Order Ship Service - A checkbox that adds a Ship Service box in between the Carrier and Date Scheduled boxes showing the shipping service provided by the carrier selected for the sales order.
PO Number - A checkbox that adds a Customer PO box in between the Order # and Date boxes near the top of the sales order showing the Customer PO number that corresponds with the sales order.
Tags - A checkbox that adds a column in between the Total Price and Discount columns showing any tags associated with each item on the sales order.

Custom fields

If you have set up custom fields for your sales orders, you will be able to add them to the report using this section. When you click the checkbox next to at least one custom field, Additional Information appears under the Ship To and Contact boxes on the sales order, and the custom field(s) will be under that header. It may also appear just above the Items section of the sales order, depending on the Theme you selected.

Theme

When you first open the Sales Order report, you will find no options in the dropdown menu under the Theme section. Once you create a theme, it will be included in the list when you click on the dropdown menu. You don’t have to click the GENERATE REPORT button after you select one of the themes you’ve created. The report will automatically update to reflect your selection.

To create a new theme, click the ADD button next to the dropdown menu. This is where you can create a different layout for this report, among other things.

There are four options to customize the report, which you will find below:

Layout - This changes the way the report’s contents are organized. There are four options for the layout:
- Standard - This is the default layout, and it separates most information into boxes and clearly defined columns.
- Modern - Less boxy than Standard, with information put in different places and combined into larger boxes.
- Fresh - Similar to the Modern layout, but with some information moved around slightly.
- Bold - Very similar to the Fresh layout, with a few slight alterations.
Color - This allows users to add shading to parts of the report. There are five options for the color of the report:
- Initial - This is the default. Everything in the report is black and white and sometimes shaded in gray.
- Orange - Headers or some key lines are shaded in light orange.
- Blue - Headers or some key lines are shaded in metallic blue.
- Green - Headers or some key lines are shaded in light green.
- Picker - Headers or some key lines are shaded in whatever color you choose. You will need to click the CREATE NEW THEME or UPDATE button after picking a new color in order to save it. So it’s a good idea to select a font family and size before selecting a custom color.
Font Family - This changes the font of the text in the report. Keep in mind that if you don’t select any font, it will default to Times New Roman. But you won’t be able to save the report in that font. You will have to select one of these three options:
- Arial
- Verdana
- Inter
Font Size - This gives the option to adjust the size of the text in the report:
- 9pt
- 10pt - The default font size.
- 11pt
- 12pt

Once you’re done creating a theme, or making adjustments to an existing one, click the CREATE NEW THEME or UPDATE button to save it. Then it will appear in the dropdown menu of themes. Simply click the X to return to the report. It won’t automatically have the new theme applied to the report, so you’ll have to pick it from the dropdown menu if you want to use it.

To delete a theme, first click the EDIT button after selecting the theme in the dropdown menu. Then click the trashcan icon to the right of the UPDATE button in the window that pops up. You will be asked if you really want to delete the theme, and all you have to do is click the red DELETE button. It will be erased and removed from the Theme dropdown menu.

For everything other than the Theme section of this report, to apply your changes and see what they look like in the report, click the GENERATE REPORT button on the bottom-right. And follow the directions at the top of the main Reports article to save your changes to a Preset.