I have a customer requesting a report with all of his 2009 purchases with the tax breakdown. He says this can be easily produced in Quick Books and so he thinks it should also be an available option in our software. Other than a customer transaction listing or a copy of all his invoices, is there any way to do this?

Hi Susan

There is no such "standard" report, but it's easy enough to do with either GridView or Crystal Reports (GridView if it can be a simple list in Excel, Crystal if it needs to be presentation quality).

You would use either the SalesAnalysis database (if you don't need ship-to information) or the OrderEntry database - the SalesAnalysis database is an easier one to deal with, since credit notes are already stored as negatives and you don't have to filter out orders, but I don't know if you own SalesAnalysis. On the other hand, there is an option in SalesAnalysis profile to Retrieve Tax Lines, and if that option is unchecked, then you won't be able to get the tax amounts.

Steve

Hello Susan,

This is an easy report to create in Order Entry. Click on the History tab and then the Items tab. Set the grid to show the info the customer needs including Tax Amount. In item #, the start # can be blank and ending # zzzzzzzz or what is appropriate for your part numbering system. Put in the dates for the beginning and end of the time period. Enter the customer # for the customer. Check only display Invoices & Credit Notes but not Orders. Click on Load History button and then the Excel button to send it to an Excel file which you can give to the customer or print.

Regards,

Rick McLeod

Wow.. that's pretty cool. We've actually never used the Item Tab in OE History. I was trying to find the time to work on this in Gridview but this will work for what the customer is looking for. Thanks!

I'm curious now why isn't the Item Tab available on Current Invoices/Credit Notes? It's only after the Invoices/Credits move into History.

Hi Susan,

It's not there because there is no index by item maintained on those files for histrical reasons. You may see that change in a future release.

Since Adagio moves invoices and credit notes to history immediately they are costed at dayend, the report is pretty up to date.

That was my next question, when are the invoices and credit notes moved to History? Is that controlled by a setting in the Company Profile? Or is it controlled by when they are moved to AR History? Our invoices are have not moved to history since Jan 2009 so maybe there's a setting somewhere keeping them current for 6 months? There's also a bunch of older stragglers that maybe I have to print to .pdf to get them to move over. Looks like for some reason or another they were never printed.

Invoices and credit notes should be copied to History immediately on Day End, and be able to be be purged from Current only if they have been printed.

- Edit the Column grid for the Current Invoices and look for a field called 'Moved to History' and add it to the grid. This will tell you if Day End Processing has read and copied the invoice (or order or credit note) to History. If says Yes then the process has been done. Perhaps History was purged?

- You can print older and unprinted documents to PDF as you indicated. Or you could set the company profile to 'mark print to screen as printed'. Then select the invoice(s) and set the Print Destination to 'Screen' and click the Print button. (note that this is different than clicking the Preview button)

They are moved from current to history immediately at dayend in order entry. The company profile option controls how long they hang around before they are purged.

Ohhh I see. So the recent ones are in Current AND in History except for the current day. Later they are getting purged out of Current. I guess we should History more often and the Items tab. Thanks for the info.

When an Invoice has been purged from current, how do you issue a credit for it?

Yes, you are correct that for some period of time, documents could be in both Current and History concurrently.

You can issue a credit note from an invoice in History as well as from Current. When you open the History list of Invoices, there will be a 'Credit Note' button that will create a credit note based on the highlighted invoice. You have the opportunity of making changes to the credit note prior to posting.