Sales Orders Report

What is the Sales Orders Report?

The Sales Orders Report provides a flexible and interactive view of sales order data, allowing users to analyze open, allocated, shipped, cancelled, and completed sales orders using a pivot table layout. By applying filters, arranging fields, and drilling down into summarized values, users can evaluate order quantities, fulfillment progress, customer demand, and product performance across multiple business dimensions.

The report helps businesses monitor sales order activity, identify pending shipments, compare ordered and shipped quantities, and gain detailed insights into sales order transactions.

Running and Customizing Sales Orders Report

To access and work with the Sales Orders Report in XoroERP, follow these steps:

1. Navigate to Menu → Reports → Sales → Sales Orders Report.

2. The report opens in an interactive pivot table format where you can customize the layout, apply filters, and analyze sales order information based on your business requirements.

Report Filters

To help users quickly narrow down sales order data, the Sales Orders Report provides several filters at the top of the screen.

• Report Type: Displays sales orders based on the selected report type.

• Date Type: Allows users to filter records using different date types associated with the sales order.

• Period: Filters the report based on a predefined time period or a custom date range. You can select a predefined period such as This Week, This Month, or Last Month, or specify a custom date range using the From and To date fields.

• Sale Store: Displays sales orders for a selected sales store.

• Ship Store: Displays sales orders for a selected shipping store.

• Line Status: Filters the report based on the status of individual sales order lines, such as Open, Released, Partially Shipped, and Shipped.

• Item or Description: Search for a specific item using the item number or description.

• Item Group: Displays sales orders belonging to a selected item group.

• Brand: Filters the report by brand.

• Category: Displays sales orders belonging to a selected product category.

• Customer Group: Filters the report based on customer groups.

• Customer Name: Displays sales orders for a specific customer.

• Show Child Customer?: Includes or excludes child customer records from the report.

• Extended Columns?: Enables or disables additional report columns.

After selecting the required filters, click the Refresh icon in the top-right corner of the report to apply the changes.

Pivot Table Rows and Columns

The Sales Orders Report presents information using an interactive pivot table. Users can organize the report by arranging different fields into Rows, Columns, Values, or Report Filters, enabling them to analyze sales order data from different perspectives.

For example, users can group sales orders by Customer, Item, Brand, Category, Sales Store, Order Status, or any other available field to generate customized summaries.

Sales Orders Report Fields

The Sales Orders Report contains a wide range of fields that can be used for filtering, grouping, and summarizing sales order information.

Field	Description
Base Part	Displays the parent/base part associated with the item.
Item	Displays the item number.
Description	Displays the item description.
Qty Ordered	Displays the ordered quantity.
Qty Shipped	Displays the shipped quantity.
Qty Remaining	Displays the remaining quantity yet to be shipped.
Allocated Qty	Displays the allocated quantity.
Allocated Amount	Displays the allocated sales amount.
Customer	Displays the customer associated with the sales order.
Customer Group	Displays the customer group.
Brand	Displays the item brand.
Category	Displays the product category.
Item Group	Displays the item group.
Item Category	Displays the item category.
Item Sub Category	Displays the item subcategory.
Sales Store	Displays the sales store.
Ship Store	Displays the shipping store.
Sales Rep	Displays the sales representative.
Ref No	Displays the sales order reference number.
Order Date	Displays the sales order date.
Invoice	Displays the associated invoice number, when available.
HS Code	Displays the HS code assigned to the item.
ATS	Displays the available-to-sell quantity.
Available Qty	Displays the available inventory quantity.
Avg Cost	Displays the average item cost.

These fields can be arranged in different sections of the pivot table to generate customized sales order views and summaries.

Drill-Down Functionality

The Sales Orders Report allows users to drill down into summarized values for more detailed analysis.

Total Sum of Qty Ordered

Clicking any value in the Total Sum of Qty Ordered column opens a Details window displaying the individual sales order records that contribute to the selected ordered quantity. The window displays information such as the Item, Description, Qty Ordered, Qty Shipped, and Base Part, allowing users to review the transactions that make up the summarized value.

Total Sum of Qty Shipped

Similarly, clicking any value in the Total Sum of Qty Shipped column opens a Details window displaying the individual sales order records that contribute to the selected shipped quantity. The window displays the Item, Description, Qty Ordered, Qty Shipped, and Base Part for each record, enabling users to verify the shipped quantities without leaving the report.

Toolbar

The toolbar provides several options for managing, exporting, and customizing the report.

1. File

• Save My Layout: Saves the current report layout for future use.

• Restore Layout: Restores the previously saved report layout.

• Restore Filters: Removes all applied filters and restores the default filter settings.

• Save as New: Saves the customized report as a new report component for future use.

1. Tools

The Tools menu provides utilities for managing and interacting with the report layout.

• Expand All: Expands all grouped rows and columns in the report, displaying every level of the hierarchy for detailed analysis.

• Collapse All: Collapses all expanded rows and columns, displaying only the highest level of the report hierarchy for a summarized view.

• Fill Group Cells: Fills blank cells within grouped rows or columns by repeating the corresponding group values, making the report easier to read and export.

• Hide Group Cells: Hides repeated group values within grouped rows or columns, displaying the group value only once to provide a cleaner and more compact report layout.

1. Export

Users can export the report in multiple formats (CSV, HTML, PDF) for sharing or further analysis.

• Grid: Displays the report in an interactive grid layout.

• Charts: Display graphical representations of the report data for visual analysis.

Layout and Formatting Options

The right side of the toolbar provides options for customizing how the report is displayed.

Format

The Format option allows users to customize the appearance of the report, including number formatting, currency formatting, text alignment, decimal separators, thousand separators, and conditional formatting rules.

Options

The Options window allows users to customize how the pivot table is displayed. It provides settings for controlling the display of grand totals, subtotals, and the overall layout of the report.

The available options include:

Grand Totals: Controls whether grand totals are displayed in the report. Users can choose to:

• Do not show grand totals

• Show grand totals

• Show grand totals for rows only

• Show grand totals for columns only

Subtotals: Controls the display of subtotals within grouped data. Users can choose to:

• Do not show subtotals

• Show subtotals

• Show subtotal rows only

• Show subtotal columns only

Layout: Allows users to select how the pivot table is presented. The available layouts are:

• Compact Form: Displays grouped fields in a compact, space-efficient layout.

• Classic Form: Displays each field in a separate column, providing a traditional pivot table view.

• Flat Form: Displays all fields in a flat tabular layout without hierarchical grouping.

After selecting the desired options, click Apply to update the report layout or Cancel to discard the changes.

Fields

Selecting Fields opens the field configuration window where users can fully customize the report layout.

Within this window, users can search available fields, add or remove fields from the report, rearrange fields using drag-and-drop, and organize them into the Report Filters, Rows, Columns, and Values sections. Users can also expand or collapse field groups for easier navigation.

For example, drag Customer into Rows to group sales orders by customer, Brand into Columns to compare sales orders across brands, Qty Ordered or Qty Shipped into Values to summarize order quantities, or Category into Report Filters to filter the report by product category.

After making the required changes, click Apply to update the report.

Calculated Values: The Add calculated value option allows users to create calculated fields for the report.

Users can select predefined calculations or create custom formulas using mathematical operations and supported aggregation functions. These calculated values can then be added to the report like any other value field, enabling customized sales order analysis based on business requirements.

Calculated values can also be defined in each report by using mathematical operations and system-defined functions like SUM, AVERAGE, etc.