This browse presents Line Item from Sales Orders. It operates in two modes: Quick Lookup and Query. which are selected from the Sales & A/R Main Menu.
Quick Lookup Mode: In Quick Lookup mode, you can instantly locate and view lines from any Sales Order in one of three ways:
- by Transaction ID (the identifier of the Sales Order.)
- Record ID (the unique identifier of that particular line item.)
- You can also view the line items of all open sales orders by Customer ID.
Query Mode: In Query Mode you create your own browse using the Query Browse. This lets you select specific sets of records in order to do things like:
- Review sales, costs and profitability of a particular item to a particular customer. (Customer Browse)
- Review items sold from a particular vendor. (Vendor Browse)
- Review the performance of a particular sales person with respect to individual items. (Query Browse)
- Review the sales of a particular Product Type to determine which forms have been most profitable. (Query Browse)
Parent Mode: This mode is available by pressing the same Line Item History button from within one of the following browses:
When started from these locations, the browse is limited to line items which are linked to the selected customer, vendor, or product. For example, you can review the sales to a particular customer by locating and selecting that customer in the Customer Browse and clicking on the History button within that browse.
The fastest way to look up history is usually from one of these parent browses.
Special Buttons For The Selected Line Item
Once you select a Line Item, the following buttons work in any mode:
[View] View the source invoice for the selected Line Item.
[Recurring] Create a Recurring Entry Template from the selected invoice. This allows you to automate entering this order if it is periodic. For example if you make the same sale to a customer routinely. You can then go to Recurring Sales Orders and create a new order with identical line items, but using the current date, with a single keystroke. You can also set up the recurring entry to be posted automatically at regular intervals, ie. weekly, monthly, and so forth.
Note: Remember that sales history lookups are based on the transactions saved to disk by Simple Accounting. To conserve disk space, at the end of the accounting period, Simple Accounting removes transactions from the system that are older than the Save History number entered in Setup Global Options. For example, do not expect an accurate sales report for the last two years if you have only specified a Save History of only 180 Days!
[Print] This button lets you print a sales history report of the selected browse. The information printed consists of the records you are viewing in the browse, However the order in which they print depends on the mode you are in:
If you are in Quick Lookup Mode or have called this browse from the Customer Browse, Vendor Browse or Products Browse, the report is sorted (and optionally subtotalled) by Product ID.
If you are in Query Mode will be sorted according to the Query you have selected, and, as with most reports in Simple Accounting, your report will be subtotalled by the first Sort Option. For example, if the first Sort Option of your query is the orders Employee ID then the report will also order records by Employee ID with a subtotal after each sales representatives sales. This can be very handy in creating ad hoc reports.
Pressing [Print] will print the same set of records that are displayed on screen in the browse.
Query Mode Examples
Here are some examples to help you get the accustomed to creating Queries:
Example #1: This example shows how to make your browse list only sales purchased from your vendor SCM for the month of January, 2001. At the bottom of the screen a total line will inform you of the total Sales, Costs, Profit and Profit Percentage generated for this group of records.
1) Select the Query tab
2) Press the Query button
3) Choose Vendor ID in the filter window, then ~, the enter SCM in the value field.
4) Select Invoice Date, then > in the next filter criteria, then enter 01/01/01 in the value field.
5) Select Invoice Date, then > in the third filter criteria, then enter 01/31/01 in the value field.
6) Select Vendor Invoice as the sort criteria
7) Select the [Proceed] button.
The query builds in a few seconds. Then, at the bottom of the screen a total line will inform you of the total Sales, Costs, Profit and Profit Percentage generated for this group of records.
8) Move the Highlight Bar to any transaction you wish and press the [View] button to see the source sales order. Press Esc when you are through to return to the table.
9) Move the cursor to the [Query] button and hold it there for two seconds. The Tool Tip will display the current filter and sort you entered in the Query Window.
10) Now press the [Print] button to print a report detailed report of the selected items. If you have print-preview enabled, then you can see the entire report on screen before it goes to the printer.
Example #2: This creates a browse showing October, 2000 sales for your best salesperson, Jennifer, sorted by product ID, then Order ID.
1) Select the Query tab
2) Press the Query button
3) In the filter section of the Query Window select:
Invoice Date > 10/01/00 and
Invoice Date < 10/31/00 and
Employee ID = JENNIFER
4) Select Product ID and Order ID as your Sort Selections.
Now you can create reports pin-pointing the performance of each salesperson by category of sales, in seconds.
Example #3: This example shows how to extract sales information for only paid invoices. This is very useful in preparing sales commissions, if you pay only on closed invoices.
1) Select the Query tab
2) Press the Query button
3) In the filter section of the Query Window select:
Payment Date > 10/01/96 and Payment Date < 10/31/96 and
Paid In Full = Y
4) Select Employee ID, then Customer ID as your sort selections.
5) Press [Proceed]. This creates a browse showing sales which were paid in full in October, 1996 sorted by employee and within each employee, by customer.
