Tip of the Month for July 2010

Searchable Order Reference field in Order Entry

We are occasionally asked if there is a field that can be entered on quotes and/or sales orders that could be used to reference something like a job name or project name.  This field is normally desired in addition to all of the other fields that are available on quotes and orders.  Also sometime users want to know if they can search on a field such as this.

In the past we would usually suggest entering information such as this in the Authorization field or even as comments, but neither of those are searchable unless you know the exact customer and know if you are looking in quotes, orders, or past invoices.

However did you know that in that past release (September 2009) that a new "Reference" field was added for sales orders and quotes that is also searchable from programs such as Customer Inquiry and Cash Posting.  This new "Reference" field was originally added for Manufacturer Rep orders as a place to store the manufacturer's order # or other relevant information.  In the case of a Manufacturer Rep order or quote, it can be entered on the window that pops up when you click on the Manufacturer Rep Order check-box on the header tab in Order Entry.  This is the same window where you select the manufacturer and commission information.

However, due to its possible other uses we made this same field available on all orders, returns, and quotes.  Since there was no room left on the order header tab, we added it to the "Edit Customer Billing Info" window that can be popped up by clicking on the pencil and paper icon out to the right of the customer # field on the header tab of Order Entry.  This window allows editing the billing address for an individual quote or order, along with a phone number.  We have added this new "Reference" field to this window.

Once stored on the order, then you can search for an order, quote, or invoice or even multiple orders, quotes, or invoices that have this exact same "Reference" field entered on them.  You can search using this field in Customer Inquiry and Cash Posting by clicking on the small drop-down arrow to the right of the normal binoculars search button.  Then select to search based upon the "Order Reference #".  You will then be provided with a search box where you can enter the Reference field that you want to search on.  The program will then search for any quotes, open orders, open returns, or previously billed invoices (in Invoice History) that were entered with a matching reference #.  If there is only one matching transaction (of any type), then that customer and transaction will automatically be displayed for you.  If there are multiple quotes, orders, or even customers with the exact same Reference field, then they will all be listed out so you can choose which one you would like to view in more detail using the normal features available in Customer Inquiry.