Important: The Eclipse Forms application is required to create order summary snapshots.
Use the sales order entry snapshot functionality to see a summary of an order that includes both line items and actions on the order. The system shows what action or events have occurred for an order all on one document. When you use the capture function, the system saves a PDF document of that snapshot. You can create a snapshot for an order as many times as needed and create a history of an order based on snapshots you take.
For example, if your customer places a large order or bid and you want to keep a copy of how the order looks before submitting because you have entered items in a specific order, you can capture a snapshot and it stays attached to the order. If the customer later wants to see all the items as ordered like an order confirmation, rather than in availability or ship date order as the system processes it, you have a copy you can send to the customer.
If a line item has changed, was added, or removed from the order since the last time a snapshot was taken, the system places an asterisk (*) in front of the line item on the order summary PDF. The system uses headings on the order summary to indicate line item status, such as Open/Partially Shipped Line Items and Completely Shipped Items. The system attaches snapshot PDFs directly to the order.
You can print your order summaries or view your PDF snapshots using Document Imaging software. To access the document image, click the image in the menu bar or from the User Tools > Imaging menu, select View Images. The system saves the order with the date and time stamped so that you can determine which PDF you want to view or send. Using Activity Triggers, you set the system to automatically generate an order summary snap shot for a customer when you create a new sales order, pick ticket, ship ticket, or when you convert a bid to an order.
The order summary PDF contains the following information:
All open, partially, or completely shipped items, and any comments associated with products.
Each product's information, such as order number and generation, ship date if the product on that generation is in an Invoice status, estimated ship date if the product has not been received, and in process data if the product on that generation is in a Q, P, H, T, or B status.
Any cancelled generations.
All payments or deposits regardless if they were made directly or through cash receipts.
Any credits or rebills applied.
Removed products. Any removed products have an indicator that reads: Products removed since first order summary. After the first printing of an order from any document, any deleted products are listed in the deleted items. However, items deleted before the first printing are not included.
To create a snapshot of an order:
Open or create the order for which you want to create a snapshot.
From the File menu, select Order Summary Snapshot.
The system saves a PDF for the order. For information about how to set up where you want the system to save your PDF, see Setting PDF Archiving Parameters for Each Form Type.
To print the snapshot, double-click the image icon to launch the PDF.
Note:You may need to close and re-open the order to display the image icon.
Print the PDF from the viewer.
To print an current order's summary:
Open or create the order for which you want to print the order summary.
Click the Status tab.
From the Print menu, select Options.
In the Order Status field, select M - Order Summary.
From the Filemenu, selectPrint Order.