Top Filters

For the Other Action Menu options (press F9 or ) see Sales Invoice Other Actions Menu.

The Top Filters area on the [ Sales Invoice Manager | Staged Processing ] tab enables users to filter orders by sales order attributes then process the filtered orders, for example users can process all orders for a specific courier, customer classification or document type for example S Sales Order, RE Return Exchange. Stage specific documents can also be printed even if the document is not in that stage, for example an Invoice can be reprinted if it was damaged in the warehouse when packing without having to move the order back into the invoice stage.

Users can filter the grid to find specific orders from a number of references.

If you have a large number of sales orders in the stages, you can stop the sales orders from automatically populating the grid in the stage, see How To: Restrict which Stages are automatically populated in the Sales Invoice Manager. To see the orders in a stage that is not automatically populated, you need to click on the Go button.

Other processing areas can be accessed from the Top Filter section:

• Email Manager... is used to setup and manage all system defined email templates and rules.
• Catalogues can be processed in their own staged processing area.
• Labels can be printed using either system defined or user defined label.
• Barcodes scanning system.

Order Filters Options

filter button (F4 button) contains a comprehensive set of filter options to process orders based on their attributes. This includes a NOT function so the user can exclude orders with certain attributes. For a detailed list of the filters see Staged Processing Filter.
Note: if a filter is being used a large red square will appear to the right of the Filter F4 button to inform the user that a filter is active . This does not apply to the Site filter field.

Report Print Options

enables the user to print any order stage report for an order regardless of its location within the Orders section of the stages pane. A limited number of Order Stage Reports are available for orders within the Issued stages. For a detailed list of the reports that can be accessed from this button see Order Stage Reports.

Order Search and Preview Options

• Find...: has four editable fields that will filter the grid exclusively on the information entered in them. The filter fields are cumulative to enable users to refine searches.
  • SO: will exclusively filter the grid on the sales order or credit note reference number entered in the field. The sales order reference number is system generated as defined in the document code options in the [ System Values | General | Document Prefixes ] tab.
    Note: multiple lines may be returned in the stages pane if the order has been part shipped.
  • Inv: will exclusively filter the grid on the sales order invoice number. This will only ever be returned in the stages pane even if the order is a part shipment.
  • CN will exclusively filter the grid on a credit note invoice if it has been generated (or printed).
  • PO: will exclusively filter the grid on the customers Purchase Order reference number which is defined in the [ Sales Orders | Main | Payment – PO # ] tab.
• Preview Checkbox (default=ticked): allows reports to be previewed prior to printing. The default setting can be reset as a compile-time option.
  • TICKED: the system will display a print preview of all orders selected for printing.
  • UNTICKED: the system will go straight to the print setup dialog box without displaying any preview.
• Associated Ref: search the sales orders by any associated reference entered in the [ Sales Orders | Detail | Additional ] tab, for example channel or web import reference. The search field has wildcard blocks that can be used to search for:
  • exclusively what you enter, both wildcard blocks red.
  • any term that precedes the search criteria, left wildcard block green.
  • any term that succeeds the search criteria, right hand wildcard block green.
  • any part of the stock code, both wildcard blocks green.
    Note: you can change the wildcard block stages by pressing {keypress|Ctrl|Enter}}.
• Stock Code: used to search for sales order containing the stock code.
  Note: this works with the Not button in the filter dialog, allowing you to filter for orders not containing a stock item.

Email Manager

opens the Email Manager screen which is used to setup trigger rules and templates so the system can automatically generate e-mails, for example the user can create an e-mail rule so when a customer's order is despatched they receive an email with consignment details of their order. General and Purchase order email templates are also created here.

Catalogue Requests

opens the Catalogue Requests dialog which is used to process Catalogue Requests through the system. This area is another pick-pack and despatch staged process exclusively for catalogues.

Address Labels

is used to generate labels with customer address details on them. This is particularly useful for clients who do not have courier integration or to print off a set of labels for other purposes for example when sending a letter to customers whose orders are awaiting stock. Address Labels are defined in [ Systems Operations | Edit Label Setup ].
Note: if the Name checkbox is unticked in the [ Sales Orders | Addresses ] tab then the Company Name will not be printed on any Address Labels. There are eight Address Label options:

1. Address Labels (per invoice): prints address labels based on selection - one per invoice.
2. Address Labels (per stock item): prints address labels based on selection - one per stock item.
3. Address Labels (old format): sends selected addresses straight to the printer without following a pre-defined label setup (not generally used).
4. Address Labels (Basic Reports): prints address labels based on the selection of a user defined design.
5. Addresses to notepad (Delivery): exports all items in the grid if none are selected or the selected items delivery addresses to Notepad so they can easily be copied and pasted into another application if required.
6. Addresses to notepad (Invoice): exports all item in the grid if none are selected or the selected items invoice addresses to Notepad so they can easily be copied and pasted into another application if required.
7. Addresses to clipboard (Delivery): exports all items in the grid if none are selected or the selected items delivery addresses to the clipboard so they can easily be pasted into another application if required.
8. Addresses to clipboard (Invoice): exports all items in the grid if none are selected or the selected items invoice addresses to the clipboard so they can easily pasted into another application if required.

Barcode F12

opens the Invoice Scan dialog box enabling orders to be selected or processed (depending on the stage in use) in Sales Invoice Manager by using a barcode scanner, see the Barcodes page. This button is also used for scan-packing products and processing the shipment of the items within sales orders using Fast Track Despatch. This option is not enabled by default, please email Development and quote development number 016180.

Show Items

opens a second grid showing the items contained in an order focused on in the main grid. This option is particularly useful when you would like to see the items in a sales order, for example when it is part fulfilled, see the image below:

Notes:

• GGDELIVERY - postage and packing stock item , is a system stock item which is added via the Delivery area in the sales order. It is not normally displayed in the system apart from reports in Sales Summary using the checkbox option Delivery Included (Invoices only).
• The Per Unit Price column may not show exactly the same value as on the sales order - it is intended as a guide only. For unassigned items it will show as zero.
• The Item Location field may sometimes appear blank. This field shows the location the item was picked from, and is only populated at the point an item is picked.

See Also

• Sales Invoice screen