Reporting (Order to Cash)

Version: As of version 16.03

Purpose

To create a sales report after performing an Order to Cash process.

Security and Configuration

Security/Permissions The following are required for this process. Note: Additional security may be required. See your system administrator for security access.

Configuration

The configuration for Sales reports is fairly straightforward and generally involves three steps:

  1. Naming the user-defined Sales Detail and Sales Summary reports via the "Title" field on the Grid Layouts for these reports. (Note: In versions 16.0 and 16.01, the name of these reports is defined via System > Maintenance > Captions. Prior to version 16.0, the name of these reports is defined on the "Sales 2" tab in System > Options.)
  2. Adding any additional user-defined versions of existing sales reports. This is accomplished by first copying the Grid Layout of the existing sales report. See the Adding a new user report section for complete information. This option was introduced in version 16.02.
  3. Configuring the appropriate sales reports, including the above below mentioned user-defined reports, by modifying the report grid and adding, removing, or modifying the fields that will be displayed on the grid reports. Additional information on grid layouts is available via Configuring Grid Layouts and Automated Reports.*

Notes

  • If users are satisfied with the standard system reports, no additional configuration is required.
  • Version 16.02 also introduced Grid Layout Security which expands the security used to control which Users or User Groups have access to Grid Layouts/reports in the system.

Related Processes

Procedure

Generating a sales report

To generate a sales report:

  1. Navigate to Sales > Order Reporting.
  2. Complete the pre-filter as necessary.
  3. Click the "View" button to display the results.
  4. Users may double click the column headings to sort the results as desired.
  5. It is possible to create a new Sales Order or modify an existing one without leaving the Order Reporting pre-filter. To create a new Sales Order, click on the "New" button. To modify an existing Sales Order, enter a Sales Order number and click "Modify".
  6. To view the General Ledger postings for a given Sales Order, click on the Sales Order in the grid and click on the "View Postings" button.
  7. To drill down and see the details of a given Sales Order, click on the Sales Order in the grid and click "View Detail".

Generating a Trend or Year Over Year analysis

Year over year analysis can be accomplished by using the "Trend - Dollars" and "Trend - Units" report types in the Order Reporting pre-filter. Once either of these reports is selected, the "Backorder" field is changed to "Years" to allow users to specify the number of years that will be used in the analysis. Specific details on how the reports are displayed and can be used is highlighted below:

  • "Backorders" field is replaced by Years when trend report is selected. This field defaults to 1 (which is non-year over year).
  • When Years <= 1, the report has no Year column and the fiscal year is shown in the column name.
  • When Years > 1, the report has a Year column and the column headers for the buckets just show the period name. Note that "Show Zero Items" must be selected for years with no activity to display.
  • A Total column is displayed at the end of the report, for comparing total of one year to total of another year.
  • The start/end date can be used to compare just parts of a year to years past.

Determining sales profits

Calculating the variance between an item's cost to produce and its quoted price on a Sales Order ensures that the material is being produced at a reasonable cost and sold at the proper price point. Proactively maintaining accurate production costs, i.e. before sending a Quote to a customer, ensures that the company is only spending the necessary amount to produce the material while receiving the maximum profit. To calculate the profit margin on orders, generate a Sales > Order Reporting "Cost Summary" report for orders with a status of "Shipped" and other pre-filters as desired. This report displays the profit, margin, and standard versus actual variances by order and is especially helpful in pinpointing orders that have a loss or large variances. For lines with negative profits or large variances, it may be a good idea to review and update the Part's standard costs in the system and/or re-negotiate and update selling prices with Bill-to Companies. As far as digging into production costs, refer to the Production Reporting page.

Additional Information

Printing sales documents

After generating a list of Sales Orders via the Sales > Order Reporting pre-filter, it is possible to print documents associated with a particular Sales Order from the report results screen, e.g. Packing Lists, Invoices, Sales Pick Lists, Labels, custom forms, etc. For information about setting up Part Forms and report layouts, refer to Managing Part Forms and Managing Report Layouts. To print a document, click the "Print Order" button when the desired record is selected, which will open the Copies To Print form. Users may also choose to email these documents by selecting a "Print To" of "Email" and selecting the appropriate recipient in the "Email To" field. There are four options available to Sales Orders:

  1. Bill-to Company: Sends the document to the email address listed on the Bill-to Company's General tab.
  2. Contact: This option sends the document to the default Contact in the Bill-to Company's CRM Contact record.
  3. Manual: Allows the user to manually enter an email address. Clicking on the "Print" button opens a new email message in Microsoft Outlook with "None" in the address field.
  4. Ship-to Company: Sends the document to the email address listed in the Ship-to Company's General tab.

Alternatively, it is possible to print Sales Order Labels via the "SO Label" button on the Sales Order header. When printing Sales Order documents to email, the system will insert a record into the history of the Sales Order to show that the document was emailed. In web versions of DEACOM, it will show who the email was sent to; in the classic version, it will just say emailed <document>. Additionally, in web versions of DEACOM, when printing PDFs or to E-mail for Sales, Purchasing, or Job reports and labels, the order number is appended at the end of the file name.