Sales Order Summary Report

The Sales Order Summary report generates a summary of sales orders for the filters and date range specified. Sales tax is not included.

←Back to list of reports

In addition to the Reports module, you can access this report in the Sales Orders module. Click the More button in the action bar on the main page. Then click Show Report to bring up the Sales Order Summary report.

This report initially has the following columns:

• SO # - The identifying number of each sales order, along with a list of all items in that sales order and their descriptions and quantities.
• Customer - The name of the recipient of the item(s) in a sales order.
• Sales Rep - The salesperson responsible for selling the item(s) in a sales order.
• Date Issued - The month, day, and year a sales order was changed from an Estimate to an Issued status.
• Status - The condition of the sales order within the system. There are seven statuses:
  • Estimate - The sales order has been saved, but it hasn’t been issued or fulfilled yet.
  • Fulfilled - All items in the sales order are delivered. However, an order can be fulfilled and not yet be paid for in full by the customer.
  • Issued - Inventory is allocated and shipments are being prepared, but none of the items in the sales order have been fulfilled yet.
  • Cancelled - The sales order has been voided at some point before it could be marked as fulfilled.
  • Partially Fulfilled - At least one of the items in the sales order has been fulfilled, but not all of them. This is referred to as In Progress in the Optional section below.
  • Voided - This applies to orders that were issued (and perhaps even fulfilled) and then later had that action undone.
  • Entered - This means an item has been added to a sales order, but it hasn’t been fulfilled, nor has it necessarily been allocated yet.
• Ordered - The total price a customer has agreed to pay for the item(s) in a sales order.
• Shipped - The total value (in U.S. dollars) of all items that have been shipped to the customer.
• Remaining - The sum of the Ordered - Shipped amounts. This is the value of all items that have not yet been delivered to the customer.

Optional

By default, you will be able to see all sales orders (in a specified date range) that fall under every status. To narrow down which sales order(s) you want to include in this report, look at the settings on the right of the report and go to the bottom of the Optional section. You will find checkboxes for each of the statuses listed above. For example, if you check the box next to Estimate, you will only see sales orders that are estimates. You won’t see any fulfilled, issued, or any other type of sales order if those checkboxes remain unclicked. Be sure to click the GENERATE REPORT button at the bottom to make the report reflect your changes.

To select all of the status fields at once, click the Select All Optional checkbox. However, if you leave that unchecked, the report will still display all of them. The Select All Optional checkbox won’t affect any of the dropdown menus you see under the Optional header. Those will have to be updated manually.

The following fields enable you to customize the report in a variety of ways:

• Date Range Option - A dropdown menu of date ranges you can apply to this report. By default, the date range will be when a sales order was created. But you can specify which dates you want to include by selecting one of the options below:
  • Date Created - The month, day, and year (MM/DD/YYYY) a sales order was first saved, even if it wasn’t issued.
  • Date Issued - The month, day, and year (MM/DD/YYYY) a sales order was finalized, and the fulfillment process began.
  • Date Last Modified - The most recent month, day, and year (MM/DD/YYYY) a sales order was changed and saved by a user.
  • Date Scheduled - The month, day, and year (MM/DD/YYYY) a sales order is estimated to be fulfilled by.
  • Date Completed - The month, day, and year (MM/DD/YYYY) a sales order was fulfilled.
  • Sales Order Item Date Fulfilled - This doesn’t apply to the entire sales order, but to the item(s) contained within it.
• Group By - A dropdown menu that enables you to reorder the sales orders in this report by one of three criteria:
  • Location - The place within your company where items are shipped from.
  • Sales Person - The sales representative responsible for creating a sales order and possibly overseeing it to its fulfillment.
  • Ship To State/Province - The location of the buyer where the item(s) in a sales order is/are being shipped to.
• Ship To State/Province - The location of the customers you’re shipping items to on a sales order. The dropdown menu includes a list of all 50 states in the U.S., plus:
  • American Samoa
  • District of Columbia
  • Federated States of Micronesia
  • Guam
  • Marshall Islands
  • Northern Mariana Islands
  • Palau
  • Puerto Rico
  • Virgin Islands
• Sales Representative - The person responsible for the creation of a sales order. You can select a sales representative from the list you created in the Representatives module under the Setup group. You can’t create a new sales rep from here, nor can you select more than one.
• Location - The physical place or area where the item(s) in a sales order is/are being shipped from. You can select a Parent Location or Child Location from the list of ones you created in the Locations module under the Setup group. You can create a new location by entering a name for the location in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Location wizard that pops up.
• Customer - The individual listed as the recipients of items on sales orders. By default, all customers are included in this report, but you can narrow down the results to a single customer by selecting one from the list you created in the Customers module under the Sales group. You can create a new customer by entering their name in the textbox and hitting Enter or clicking the + Add option. Then fill out the New Customer wizard that pops up.
• Sale Item - The item in a sales order. There can be other items in the sales order, but if you select this, only sales orders containing this sale item will be listed. You can select an item from the list of ones you created in the Items module under the Materials group. You can’t create a new sale item from here, nor can you select more than one.
• Date Range - Clicking this textbox brings up a calendar to select a start and end date for the report. In addition, you can select one of these options on the right of the calendar:
  • Today
  • Yesterday
  • This Week
  • Last Week
  • Last 7 Days
  • This Month
  • Last Month

Columns

In addition, you can click the Columns dropdown menu under the Optional section. This will open the following column headers that you can add to the report:

• Date Fulfilled - A checkbox that adds a Date Fulfilled column in between the Sales Rep and Date Issued columns. It shows the month, day, and year (MM/DD/YYYY) a sales order was marked as fulfilled. However, this doesn’t necessarily mean that the items have been shipped or that payment has been received.
• Ship To State/Province - A checkbox that adds a Ship To State/Province column in between the Date Issued and Status columns. It shows the place within the U.S. or one of its territories that the item(s) in a sales order is/are being shipped to.
• Customer PO - A checkbox that adds a Customer PO column in between the Customer and Sales Rep columns. It shows the number of the corresponding purchase order a customer generated when their sales order was created, if applicable.
• Order Payment Term - A checkbox that adds a Payment Term column in between the Date Issued and Ship To State/Province columns. It shows the timeframe in which a customer will pay for a sales order.
• Date Issued - A checkbox that is supposed to add a Date Issued column. However, the Date Issued column is there whether or not this checkbox is clicked. So it doesn’t serve a purpose right now. In the future, it will likely be fixed.

If you want to add all of these columns to the report, click the Select All Columns checkbox. If you only want certain ones on the report, click the checkbox next to them, and they will be added.

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.