Streamline your sales process with sales order management for sales

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hi my name is Trinity and I'm an ERP advisor was driven and today we're covering sales order management and in this video we're talking about sales order reporting so we're going to talk about the order status report the sales order profitability report and then building reports with the sales order data set and the sales are a detailed data set so let's get started and jump right in to go to your reports about your sales orders you're going to go to reports and then under sales let's start with the order status report so the order status report I'm going to go ahead and hit search so what this report is going to show me first off in the first column is Shawn made the customer and then the order that it's reporting on both of these are hyperlinks so I can quickly get to the customer or the order for more information it's going to show me the division that the order is related to and now it's going to show me what the order total is the change order total and then the grand total so it's going to add the order total and the change order together the invoice total credited total not invoiced amount the target date what the original target date was how far behind or how ahead you are with your target date based on today's date the days past approval and in the current status so I could see from this top one right here that my order total was 80 but I did have a change order at one point which is 125 so my grand total for the overall orders is 205 but then I can see the total amount has been invoiced so far but only ten dollars has been credited I can see that nothing else needs to be invoiced what the target day currently is set for I can see that the target day hasn't changed from the original right now and then actually I still have a hundred and five days to go until this order needs to be completed so there's a lot you can gain from this report keep in mind you do have sorting options here as well and your search filters up above can come in handy as well clicking the down arrow you'll have additional search filters too don't forget you can always use save searches to have additional searches right here at their fingertips for the different types of orders you want to report on let's move on to our next report which is the order profitability I'm going to go ahead and hit Search now with the order profitability what this is showing you the first column of course again is showing you the account name which is the customer and the order number and the order name both are hyperlinks so you can get to them for more information it's going to show you the current status the order total the PIO total now that's the PIO total as long as the POS are related to the order the revenue so that's going to show me how much has been invoiced or credited or paid the labor so this is going to show me any time sheets that have been submitted for the order expenses so if I had any bills or credit card charges or checks and I had marked them billable and I had selected this customer and order on the line item then they'll show up as expenses here and then it's gonna add the total cost and it's gonna add up what your profit is and then let you know what your profit margin percent and your profit percentage so there's a lot of information you can gain from this report as well I can click on the revenue to see what's making that up so I can see the invoice and the credit memo that are related to this order the labor can be clicked on as well so I can see more additional information about what was done with this time sheet keep in mind you do have your search filters above so you can narrow down your report to see the most important things to you and don't forget you do have your saved searches on here as well now let's move on to the report builder so the report builder is right down below like clicking on reports and then report builder let's go ahead and add a new one now the data sets that we have related to sales orders are down below which is sales order details and sales orders let's go ahead and start with sales orders let's build a report called open sales order by customer so as you can see the report folder allows me to pretty much build my own report it's not a hard-coded one that's been built into the system so this is going to give me the flexibility to report on what I want to see there's a lot of columns here that I can add in and over here there's filters so I can determine what's going to show up in my report you also have your default sort grouping configurations and aggregate configurations so for our purposes we have open sales order by customer so let's choose what columns we want I think we want the order number order name let's go ahead and add in the order type in the status perhaps we want to see who the customer is since we're gonna see by customer I'm curious on who the sales rep is for each one and let's go ahead and add in the target date order total and the invoice total this is a good start keep in mind that I can rename any of these columns by clicking into here and typing in so let's go ahead and add our filters now so since I only want to see open sales orders the filter I'm going to add is order status equal to and I'm going to choose incomplete quoted pending approval and approved and let's go ahead and add in progress by clicking add filter there's a lot more filters that I can choose from right from here you do have the option to add groups so you can choose where we're either and excluding options in your reports as well to make sure your filters take effect I'm gonna go ahead and hit submit now I do want to sort by the order total and I also want a group by the customer once I choose my grouping I have the choice to show count or I can choose hide count if I wish to just get a total of each customer then aggregate is going to let me choose if I want to choose based on the order total or the invoice total and my options are some average min and Max for my purposes I'm going to leave it on some once I'm ready I'm going to go ahead and hit run report now this has given me all my open sales orders and it's grouped by the customer if I scroll over I can see that aggregate that I set up as well right here notice that the aggregate is effective for each customer as well with the grouping I can click here to go back to my settings page to set up this report clicking this icon however will bring me to my search filter so I can change them right from here I can export to CSV access an API key for this report geocode this report if there's address is located on it and then the refresh button will refresh it in real time now let's move on to the next data set which is the sales order details data set so I'm going to go back to reports report builder and go ahead and hit add now I'm going to choose sales orders details let's create the same report but instead this time we're going to use the detail version as you can see it's very similar so I'm going to go ahead and recreate my report you now I'm ready to run my report but if you notice there's something a bit different as it seems that these are repeating itself that's not similar to the other report let me explain why let's go back to edit the report let's add in another layer into this report which is the item name and let's run the report again if I scroll all the way over I could see that the order is repeating itself because it's showing it per item on the report so this is gonna allow me an additional layer of reporting available with the report builder as you can see there's a lot of reports built in to the system but if you don't have a report showing exactly what you'd like definitely check out the report builder