Sales Invoice Query

Exploring

This program lets you view detailed information on invoices, debit notes and credit notes created within the Sales Orders module. It enables you to answer customer queries without having to reprint these documents.

Things you can do in this program include:

  • View invoice information by invoice number

  • View invoice information by sales order number

  • View invoice information by customer code

This program is accessed from the Program List of the SYSPRO menu:

  • Program List > Sales Orders

A customer provides the mechanism for you to raise sales orders within SYSPRO.

The static information captured against a customer is used when processing sales transactions and determines, for example, the tax and discounts applicable.

Documents generated from these transactions (e.g. invoices, credit notes, debit notes) are also stored against the customer.

The customer code can be used as a filtering tool when generating reports.

Customers are maintained using the Customers program (Program List > Accounts Receivable > Setup).

Sales orders are used to record the sale or transfer of goods and services to both internal and external customers.

It forms a temporary legal contract between your company and the customer, as well a providing an audit trail of goods sold or transferred.

Starting

You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).

The following configuration options in SYSPRO may affect processing within this program or feature, including whether certain fields and options are accessible.

The Setup Options program lets you configure how SYSPRO behaves across all modules. These settings can affect processing within this program.

Setup Options > Configuration > Distribution > Sales Orders

  • Save custom form for invoice reprinting

Setup Options > History > Distribution > Sales Orders

  • Number of days to retain
  • Reprint file

Setup Options > Preferences > Distribution > Sales Orders

  • Cost and gross profit in order totals

Setup Options > Tax > Company Tax Options

  • Tax system

  • Cost and Profit values are only displayed when the Cost and gross profit in order totals setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

  • The cost and profit values in the header pane are the respective values per invoice (not the cost or profit per line on the invoice) and are always updated using the stocking unit of measure. The reason is that there may be multiple items on an invoice, and the cost and pricing units of measure could differ for each line.

  • The period for which information can be queried is determined by the entry defined against the Number of days to retain - Reprint file setup option (Setup Options > History > Distribution > Sales Orders).

Solving

The information for this query is generated from the following invoice reprint files:

  • Sales order invoices
  • Dispatch invoices
  • Consolidated dispatch invoices

Using

  • Columns in a listview are sometimes hidden by default. You can reinstate them using the Field Chooser option from the context-sensitive menu (displayed by right-clicking a header column header in the listview). Select and drag the required column to a position in the listview header.

  • Fields on a pane are sometimes removed by default. You can reinstate them using the Field Selector option from the context-sensitive menu (displayed by right-clicking any field in the pane). Select and drag the required fields onto the pane.

    The captions for fields are also sometimes hidden. You can select the Show Captions option from the context-sensitive menu to see a list of them. Click on the relevant caption to reinstate it to the form.

    If the Show Captions option is grayed out, it means no captions are hidden for that form.

  • Press Ctrl+F1 within a listview or form to view a complete list of functions available.

Following the entry of a sales order document into the system, a status code is assigned to the order header indicating its progress within the system.

The status code held against an order determines which functions can be performed at that point, particularly during maintenance and printing.

The current order status is stored in the SorMaster table.

The status may also be stored in the SorMasterRep table, but may not be the same as the status in the SorMaster table.

For example:

For an SCT order, the status in the SorMasterRep table is the order status at the time of performing the transfer, whereas the order status in SorMaster is the current status.

The following are the possible statuses that can be assigned to a sales order header:

Status Description
0 - Order in process

The entered order is currently being maintained by another user or the End order function was not performed (e.g. a power failure occurred during the entry or maintenance of an order).

This status can be reset to the previous status using the Order Maintenance function.
1 - Open order line

An order has been entered into the system.

A delivery note must be printed before the order can be released for invoicing.

Next status: 4 - In warehouse

The following actions place an order into a status of 4 - In warehouse:

  • Printing a delivery note upon ending the order.
  • Printing delivery notes using the Document Print program for sales orders in 1 - Open order line.
  • Using the Sales Order Entry program to manually change the order status from 8 - To invoice to 4 - In warehouse
2 - Open back order

An order or billing contains lines which could not be shipped owing to a stock shortage.

The order or billing may have been partially invoiced, but there are remaining lines on back order.

Releases for a Blanket Sales Order have been accepted.

An order or billing has to pass through the invoicing process at least once to become an open order.

You can cancel an order that is in a status 2 - Open back order providing that the order has been partially invoiced and the Cancel open order previously invoiced setup option is enabled (Setup Options > Preferences > Distribution > Sales Orders).

Your configuration of the Back orders setup option affects how this status is updated (Setup Options > Preferences > Distribution > Sales Orders):

  • If the option is set to Manual, then the order is set to a status of 2 - Open back order.

  • If the option is set to Automatic, then the order is set to a status of 3 - Released back order.

Next status:

  • 3 - Released back order (for orders)
  • 8 - To invoice (for billings)
3 - Released back order

An open back order now has items to be shipped and has been released for delivery note printing.

Billings are released into status 8 - To invoice, not status 3 - Released back order.

The next delivery note print will produce a delivery note document.

Your configuration of the Back orders setup option affects how this status is updated (Setup Options > Preferences > Distribution > Sales Orders):

  • If the option is set to Manual, then the order is set to a status of 2 - Open back order.

  • If the option is set to Automatic, then the order is set to a status of 3 - Released back order.

Next status: 4 - In warehouse
4 - In warehouse

A delivery note has been printed for an open order or a released back order.

Next status: 8 - To invoice
8 - To invoice

A billing has been entered.

A back ordered billing has been released.

An order in the warehouse has been released.

Next status:

  • 9 - Complete (if completely shipped after invoicing)
  • 2 - Open back order (if any back orders remain)
8 - To transfer

A Supply Chain Transfer order has been entered.

Next status: 9 - Complete
F - Forward order

The order is indefinite and must be released before it is processed as a normal order.

Next status: 1 - Open order line

When releasing a Forward order, the quantity is placed in back order when any of the following are true:

  • The sales order entry preference Automatically put order qty into back order is enabled.

  • There is insufficient stock and negative stock is not allowed for the selected warehouse.

  • Multiple bins are enabled (irrespective of whether stock is being reserved).

  • The item is traceable, ECC-controlled, or serialized.

  • The line is for items that are parents or components of kits (i.e. a single level BOM structure of parent or component exists).

    Components cannot automatically be released because the stock allocations are required before the lines can be shipped.

  • The Packaging option Requested and mandatory or Requested but optional are selected.

    These lines must be manually shipped to ensure that packaging details are entered.

S - In suspense

An order or billing has failed credit checking.

An order or billing has been placed on hold.

Next status: The order reverts to the status in process (0 - Order in process) prior to the order being suspended.
9 - Complete

A sales order has been fully invoiced and will be removed from file when the Order Purge program is run.

When a Blanket Sales Order is complete in terms of invoicing, it is set to a status of S - In suspense while waiting for the next release. It is not set to a status of 9 - Complete.
* Cancelled

An order was canceled during entry (i.e. before it was completely entered into the system) and will be removed from the file when the Order Purge program is run.
\ Cancelled

An order was canceled prior to invoicing and will be removed from the file when the Order Purge program is run.
R - Released to picking

Indicates that an order has been released to picking.

An open order (status 1 - Open order line) which contains lines for picking, would typically move to a status R - Released to picking and then P - In picking.

Sales orders can only be invoiced when the picking cycle has been completed.
P - In picking

Indicates that the order is currently within the picking process.

Once picking has completed, the order would return to a status 1 - Open order line, therefore enabling you to add additional lines if required, or proceed to the next required stage.

By default, SYSPRO includes checks to ensure that invoice numbers originating from within the Sales Orders module are not duplicated.

If an invoice number was not manually entered against the order, then an invoice number is automatically assigned according to the following rules:

  1. All sales invoices created within a single SYSPRO company must have a unique number, regardless of both the order and invoice numbering methods selected when the Same invoice for different customers setup option is disabled (Setup Options > Keys > Financials).

    • If this setup option is enabled and an invoice number is already allocated (e.g. by selecting the option to move order number to invoice number or by allocating on release of the order), then the allocated number is checked against existing invoices for that customer. If it already exists, then the invoice is not processed. Otherwise the number is used.

    • If this setup option is enabled and an invoice number is not yet allocated, then the next available number to use is checked against the existing invoices for the customer.

    • If the next available number has not yet been used, then it is used for the invoice.

    • If the next available number already exists against the customer, then an attempt is made to find a number not yet used.

    An error message is displayed after 10 unsuccessful search attempts.

  2. When the order is released for invoicing from a status of 1 - Open order line, the invoice number is determined as follows:

    • If the Sales order moved to invoice setup option is enabled (Setup Options > Keys > Financials), then the order number becomes the invoice number, unless this is not the first invoice for the order.

      If this is not the first invoice for the order and the Auto invoice numbering - order release setup option is defined as Yes (Setup Options > Keys > Distribution - Sales Management), then the next invoice number by company or by branch is allocated to the invoice, based on the Numbering method defined (Setup Options > Keys > Financials).

      If the Auto invoice numbering - order release setup option is defined as No, then a manual invoice number must be entered.

      However, if the Request when order release from status 4 setup option is disabled (Setup Options > Preferences > Distribution > Sales Orders), then the next invoice number by company or by branch is allocated to the invoice.

    • If the Sales order moved to invoice setup option is disabled, then the next invoice number by company or by branch is allocated to the invoice, based on the numbering method defined.

  3. When the order is released for invoicing from a status of 4 - In warehouse, the invoice number is determined as follows:

    • If the Auto invoice numbering - order release setup option is defined as Use delivery note, then the delivery note number becomes the invoice number.

      This does not apply if the order type is Billing or Counter Sale.

  4. You are requested to enter an invoice number when you change the order status to 8 - To invoice, when both of the following are true:

    • The Auto invoice numbering - order release setup option is defined as No.
    • The Sales order moved to invoice setup option is disabled.

    However, if the Request when order release from status 4 setup option is disabled, then the next invoice number by company or by branch is allocated to the invoice.

If you cancel an order which is in a status of 8 - To invoice and you want to re-use the invoice number, then you need to run the Purge function of the Order Purge program and select the Purge invoice index option.

Referencing

Field Description

Preferences

This lets you configure options that determine the level of detail displayed within the query.

Sequence

This lets you view invoice information by invoice number, sales order number or customer code.

Invoice

Enter the invoice number you want to query.

Sales order

Enter the sales order number for which to display the invoice information (if you are sequencing the query by sales order).

Customer

Enter the customer code for which to display the invoice information (if you are sequencing the query by customer).
Field Description

Invoice from order

Select this to include invoices created from normal sales orders in the query.

Dispatch invoice

Select this to include dispatch invoices in the query.

Consolidated dispatch invoice

Select this to include consolidated dispatch invoices in the query.

SCT

Select this to include invoices created from supply chain transfers in the query.

Dispatch SCT

Select this to include dispatch supply chain transfer invoices in the query.
Field Description

Detail Lines Selection

 

Stocked detail

Select this to include information for stocked order lines in the Detail Lines pane.

Non-stocked detail

Select this to include information for non-stocked order lines in the Detail Lines pane.

Freight

Select this to include information for freight change order lines in the Detail Lines pane.

Other charges

Select this to include information for miscellaneous charge order lines in the Detail Lines pane.

Comments

Select this to include comment order lines in the Detail Lines pane.

Include

 

Consolidated lines for consolidated dispatch invoice

Select this to include consolidated dispatch note lines in the Detail Lines pane.
Field Description

Default sales order query sequence

 

Invoice

This lets you query information by invoice number as the default.

Sales order

This lets you query information by sales order number as the default.

Customer

This lets you query information by customer number as the default.

This pane provides header information for the sales order currently selected.

Some of these fields include:

Field Description

Invoice values

This indicates various invoice values, such as:

  • Gross, discount and net merchandise

  • Freight and miscellaneous charges

  • Net discount

  • Total GST, tax and withholding tax values

  • Mass and volume

  • Invoice total

Price group information

 

Price group level

This indicates the price group level defined for the order:

  • Customer

  • Branch

  • Geographic Area

  • Customer class

  • Custom form field

Price group

This indicates the code of the price group that is used to calculate the best price per stock code and determine which order discount breaks and/or invoice discounts to apply.

Price group description

This indicates the description of the price group selected or displayed.

This pane provides header information for the dispatch invoice currently selected.

This pane provides header information for the consolidated dispatch invoice currently selected.

Some of these fields include:

Field Description

RMA number

This indicates the return merchandise advice number against the invoice.

The RMA number on an invoice is the RMA number that created the order and is displayed for an exchange, a cross shipment or a credit invoice. It is not displayed for the original invoice, because multiple RMAs can be created from a single invoice.

The heading for this pane changes to Dispatch Customer Information when you view a dispatch invoice and to Consolidated Dispatch Customer Info when you view a consolidated dispatch invoice.

Column Description

Tax code

This indicates the tax code for the invoice.

This is only displayed if the Tax system setup option is defined as Tax by geographic area or USA tax by advanced geocodes.

This pane displays custom form information attached to the order.

Invoice custom form data is created when an order or dispatch invoice is printed using the Document Print program. It is taken from the order's custom form if the Save custom form for invoice reprinting setup option is enabled for sales orders, or from the dispatch note's custom form if the Save custom form for invoice reprinting setup option is enabled for dispatch notes.

Detail lines are included in the listview according to the Preferences defined.