Hi!

We are using the latest version of Quik Reports for DOS, and all the latest ACCPAC modules.

In Order Entry, if an ordered is cancelled, or entered incorrectly, the order is actually deleted. However, when we print various reports using Quik Reports, the deleted orders are included in the detail. This is not exactly what we want. Is there a way to exclude deleted items? You would think this would be automatic, but its not.

Thanks!
Jeff

Hello Jeff,

If you can still see the Order when you are using Quik Reports, it has not been removed from the file that you are reporting on. It may be excluded from reports that you are printing through Order Entry but the information is still in the file. You will need to use a selection formula to exclude this Order from your report in Quik Reports.

To give you a suggestion for the selection formula, I need to know which files you are reporting on.

We are reporting strictly on the Order Entry files. Specifically, we are using the Order Entry details, as it is a sales report, listing quantities sold of particular items.

Currently, my selection criteria is select invoices with detail meeting certain criteria for a specific customer. Maybe its that the Invoice header is deleted when we delete the order, but not the detail?

Thanks for your quick response, and if you need more info, just ask!

Jeff

Hello Jeff,

If you have a selection formula that will restrict the list to only invoices, then no orders should ever print, regardless if they were deleted or are still active.

To make sure that your selection criteria is actually selecting what you want, I would suggest you (temporarily) insert the field 'Document Type' into the Detail section of your report. If you only intend to print invoices, and you see 'Order' print anywhere, that means the syntax of you selection formula is incorrect.

What probably is happening is that you have a number of statements in your selection formula, separated by 'AND' or 'OR'. The process of selecting records may not be working as you would expect, because 'AND' conjunctions are evaluated before 'OR' conjunctions. To fix this, place brackets around any group of statements separated by 'OR'. For example:

Document type = "Invoice" AND (Category = "AAA" OR Category = "BBB") AND ...

Orders and Invoices are stored as separate documents, so if you delete orders, this will not automatically delete the respective invoices (which can only be purged through Day End Processing).

Regards,

Hi again!

I'm sorry, I was using orders and invoices interchangably. It is the Invoice file we are reading, and the Invoice is deleted by Order Entry personnel if an error is made, or the Order was cancelled.

Per AccPac, the Invoice itself remains in the files, but flagged as deleted. The invoice will also transfer over to AR, as this is a safety measure so that an Order Entry person cannot Invoice something, and then deleted the Invoice to have no record that this was done.

So, there must be some kind of flag to indicate if the Invoice detail or header is marked as deleted. Right? If so, how do I access it to prevent these deleted invoices from printing them?

My selection criteria does include "Document Type = 'Invoice'" and I feel that I am using the appropriate groups of "()".

Just to let you know, we only noticed recently that these deleted records were showing up. Not to say it didn't happen before, but.....

Thanks again for your help!
Jeff

Hello Jeff,

The issue may still be related to the Document type. Though you can delete an Order, a printed Invoice or Credit note is only cleared from the Details file when Dayend Processing is done.

Most of the time, you only want to report on Orders or on Invoices and Credit notes.

To isolate Completed Orders, you can create a selection formula based on the Document status field. It is at the bottom of the Header section: Order complete (Y/N). If you want to isolate Completed details on an Order, you also have a status field in the Details section: Completed (Y/N).