User's Manual

All Orders by NumberCruncher Users Manual
Updated January 2009 Copyright 2009-1999 NumberCruncher.com, Inc. All rights reserved.
All Orders by NumberCruncher
Table of Contents
Welcome.............................................................................................1 Setup .................................................................................................3 Installation .......................................................................................3 All Orders Server Setup ................................................................4 All Orders Client Setup..................................................................4 Entering the trial code........................................................................5 Entering or adding license codes..........................................................5 Testing, Implementation and Training ..................................................6 Preparing your information .................................................................7 Current QuickBooks Users .............................................................8 Converting from another system ....................................................9 Creating a Company File.....................................................................9 Converting from All Orders 3............................................................. 14 Important Conversion Notes ........................................................ 14 Setting up Custom Fields .................................................................. 15 Managing Users............................................................................... 18 Setting Preferences.......................................................................... 19 Preparing your forms ....................................................................... 20 Item setup ..................................................................................... 21 Item Groups and Types............................................................... 21 Units of Measure ........................................................................ 23 Lotted or serialized items ............................................................ 24 Using All Orders ................................................................................. 25 Synchronizing with QuickBooks ......................................................... 25 Synchronizing with QuickBooks....................................................... 25 What information is shared with QuickBooks..................................... 26 Which transaction should be done in All Orders ................................. 29 Synchronization options................................................................. 29
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Table Of Contents Resolving quantity difference between QuickBooks and All Orders........ 31 Sales Cycle..................................................................................... 32 Typical Sales Cycle Work Flow ........................................................ 32 Shipping from multiple locations ..................................................... 35 Sales orders with multiple shipping dates ......................................... 37 Sales orders with multiple ship to addresses ..................................... 40 Understanding back orders............................................................. 43 Creating a New Batch Shipment...................................................... 44 Understanding dependencies .......................................................... 46 Drop shipping............................................................................... 49 Orders with kits or configurations.................................................... 50 Working with styles....................................................................... 52 Sales order approval ..................................................................... 54 Checking customer credit............................................................... 54 Shipping complete ........................................................................ 55 Processing Customer Returns ......................................................... 55 Price Levels ................................................................................. 57 Types of Price Levels .................................................................. 58 How All Orders Applies Price Levels .............................................. 60 Working with the Price Levels fields .............................................. 61 Generating Vendor RFQs................................................................ 62 Currencies ................................................................................... 66 Receiving payment on a sales order ................................................ 69 Cash sales ................................................................................... 72 Customer discounts ...................................................................... 73 Shipping Methods ......................................................................... 74 Purchasing Cycle ............................................................................. 75 Typical purchasing cycle ................................................................ 75 Working with vendors.................................................................... 78 Blanket purchase orders ................................................................ 78
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All Orders by NumberCruncher In transit receipts ......................................................................... 80 Running a Reorder Analysis............................................................ 80 Purchase order approval ................................................................ 82 Processing a Vendor Return............................................................ 82 Currencies ................................................................................... 84 Production Cycle.............................................................................. 88 Typical production work flow .......................................................... 88 Understanding work order status .................................................... 91 Bill of materials design considerations.............................................. 92 Creating a New Disassembly .......................................................... 95 Capacity planning ......................................................................... 98 Splitting a work order.................................................................... 98 Working with quantities and values .................................................... 99 Understanding quantities in All Orders ............................................. 99 Working with locations and bins .................................................... 100 Working with lotted or serialized items........................................... 104 Working with Bar Codes............................................................... 106 Adding additional costs to Items ................................................... 107 Costing in All Orders ................................................................... 108 Sample Work flows ........................................................................ 110 For-Stock Manufacturer ............................................................ 110 JIT Manufacturer...................................................................... 111 Custom Manufacturer ............................................................... 111 Kits........................................................................................ 112 Job Shop ................................................................................ 112 Processor................................................................................ 113 Parts & Labor .......................................................................... 113 Drop Shipper........................................................................... 114 Retailer Cash and Carry ......................................................... 114 Retailer Custom Order ........................................................... 114
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Table Of Contents Reference ....................................................................................... 115 QuickBooks Topics ......................................................................... 115 How does QuickBooks handles Inventory ....................................... 115 Merging records in QuickBooks ..................................................... 118 Preferences .................................................................................. 120 Adjusting Preferences.................................................................. 120 General Preferences .................................................................... 121 QuickBooks Synchronization Preferences........................................ 123 Inventory Preferences ................................................................. 125 Purchasing & Receiving Preferences............................................... 126 Sales Order Preferences............................................................... 127 Work Order Preferences............................................................... 128 Shipping Preferences................................................................... 128 Document Numbering Preferences................................................. 129 Reports ..................................................................................... 130 Toolbar Preferences .................................................................... 131 Lot & Serial Number Preferences................................................... 132 Setting Rounding Preferences ....................................................... 133 Menus and Icons ........................................................................... 134 The All Orders User Interface ....................................................... 134 The Home Page .......................................................................... 135 Main Toolbar Buttons .................................................................. 137 Tab Toolbar Buttons .................................................................... 138 The Profile List Toolbar ................................................................ 143 The File Menu............................................................................. 144 The Edit Menu ............................................................................ 145 The Lists Menu ........................................................................... 145 The Company Menu .................................................................... 146 The Sales Menu .......................................................................... 147 The Purchasing Menu .................................................................. 148
All Orders by NumberCruncher The Production Menu................................................................... 149 The Warehouse Menu .................................................................. 149 The Reports Menu....................................................................... 150 The Window Menu ...................................................................... 150 The Help Menu ........................................................................... 151 Lists ............................................................................................ 151 Lists in All Orders ....................................................................... 152 Making use of the List context menu ............................................. 154 Changing List Aesthetics with the Customize Menu .......................... 156 The Batch Shipments List............................................................. 158 Adding information to All Orders ...................................................... 159 Adding a New Item ..................................................................... 159 Adding a New Customer .............................................................. 164 Adding a New Vendor .................................................................. 166 Adding a New Location ................................................................ 168 Adding a New Style ..................................................................... 170 Adding Notes/Comments to Records in All Orders ............................ 174 Sales Forms ............................................................................... 178 Creating a New Sales Order....................................................... 178 Creating a New Sales Quote ...................................................... 182 Creating Ship Docs................................................................... 183 Processing Customer Returns .................................................... 186 Creating a New Batch Shipment ................................................. 188 Creating a New Manufacturers Rep. Order (MRO) ......................... 190 Purchasing Forms ....................................................................... 191 Creating a New Purchase Order.................................................. 191 Creating Receiving Docs............................................................ 194 Processing a Vendor Return ....................................................... 197 Production Forms........................................................................ 199 Creating a New Work Order ....................................................... 199
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Table Of Contents Creating a New Disassembly...................................................... 203 Inventory (Warehouse) Forms ...................................................... 207 Creating a New Location Transfer ............................................... 207 Creating a New Quantity Adjustment .......................................... 209 Performing an inventory count ................................................... 210 Creating a New Value Adjustment .............................................. 212 Profile Lists ................................................................................ 214 Profile Lists ............................................................................. 214 Item Groups............................................................................ 216 Customer Types....................................................................... 218 Vendor Types .......................................................................... 219 Units of Measure ...................................................................... 219 FOB ....................................................................................... 220 Discounts................................................................................ 220 Shipping Methods .................................................................... 221 Payment Methods .................................................................... 221 Terms .................................................................................... 222 Steps ..................................................................................... 223 Manufacturers ......................................................................... 223 Attributes ............................................................................... 224 Production Center .................................................................... 225 Custom Messages .................................................................... 225 Account .................................................................................. 225 Sales Rep ............................................................................... 226 Class...................................................................................... 226 Item Sales Tax ........................................................................ 226 Sales Tax Code ........................................................................ 226 Searching for information in All Orders ............................................. 228 The 'Info' History Screens ......................................................... 228 Item Info ................................................................................ 228
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All Orders by NumberCruncher Customer Info ......................................................................... 229 Vendor Info............................................................................. 231 Location Info ........................................................................... 232 The Find Screen ......................................................................... 234 File and Data Maintenance .............................................................. 236 File Utilities................................................................................ 236 Backing Up and Restoring ............................................................ 236 Database Maintenance................................................................. 237 Importing Data from Excel ........................................................... 241 Converting Data from QuickBooks ................................................. 244 Designing and Using NumberCruncher Reports .................................. 246 Designing and Using All Orders Reports ......................................... 246 Available Reports........................................................................ 247 Creating a New Report ................................................................ 255 Filtering Data ............................................................................. 255 Sorting...................................................................................... 258 Exporting Reports and Data ......................................................... 260 Customizing a Report .................................................................. 261 Printing Labels ........................................................................... 265 Reports Toolbars ........................................................................ 266 Align Toolbar ........................................................................... 267 Format Toolbar ........................................................................ 267 Standard Toolbar ..................................................................... 268 Toolbox Toolbar ....................................................................... 268 View Toolbar ........................................................................... 269 Viewer Toolbar ........................................................................ 269 Displaying Data .......................................................................... 270 Index ............................................................................................. 273
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Welcome
Welcome and thank you for using All Orders by NumberCruncher. This user's guide is available is electronic and printed format. To print a copy of the entire user's manual. Go to the All Orders Windows program group and select 'User's Manual. It is also available in electronic form directly from the program Help menu and on our web site. This user's guide is divided into 4 sections as follows: 1. Setup: Provides information on installing All Orders as well as preparing the information necessary to start using the system. 2. Using All Orders: Provides information on how to use All Orders from a business point of view including suggested work flows for different industries. 3. Reference: This section provides menu-by-menu instructions on the menus, buttons, lists and entry form within All Orders. 4. Links: Provides links to various resources and services available to you from NumberCruncher. We welcome your feedback on All Orders by NumberCruncher as well as this user's guide. It is only through your feedback that we can make All Orders the best solution to help your business succeed.
Setup
Installation
Before installing the software please review our system requirements. All Orders is comprised of 2 parts; the 'server' and the 'client' software. The server software is contained in a file called AllOrdersX_ServerSetup.exe and the client software is contained in AllOrderX_ClientSetup.exe. The server software contains the database that All Orders uses namely the powerful MS SQL Server 2000/2005. All Orders comes packaged with a free and light version of MS SQL Server 2000. The client software contains the All Orders program which retrieves, inserts, updates and deletes records in the database. The client is installed on the computers that will use All Orders and should also be installed on the server.
It is recommended that you have a 'DOMAIN' type network as opposed to a 'WORK GROUP' network. A domain type has a dedicated computer which contains server software (e.g. Microsoft Server 2003) that acts as the controller for network traffic. All Orders will also work with a work group or peer-to-peer network but may required additional configuration. Please search peer-to-peer on our knowledge base.
All Orders Server Setup

Log in to the server as an administrator user. Obtain AllOrdersX_ServerSetup.exe from our web site when download into a folder on the server. Double click AllOrdersX_ServerSetup.exe and when the dialog appears press "Setup". Follow the on-screen instructions. To ensure the database has been installed, check the system tray and look for a server icon with a small green arrow or red square. (note if you don't see the icon look sqlmangr.exe which is usually contained in C:\Program Files\Microsoft SQL Server\80\Tools\Binn). Double click the icon on the system tray and you should see a server called YOURMACHINENAME\ALLORDERS, us the drop list to select this instance. If the server is stopped click the green 'Start/Continue' button.
All Orders Client Setup

Log in to the computer as an administrative user. Download All Orders Client Setup (AllOrdersX_ClientSetup.exe) into a folder on your computer (Hint: download it to a shared folder on your network so all users can use the same setup file). Double click AllOrdersX_ClientSetup.exe and when the dialog appears press "Setup". Depending on the configuration of your machine, you may see a dialog box that will ask you to install certain requirements as follows: SQLServer: Installs software that allows a Client machine to manage the Data Server QBXMLRPV5Installer: Installs software used by All Orders that communicates with QuickBooks. Note, QBXMLRPV5Installer does not install QuickBooks or give the ability to access the QuickBooks company files. Click 'OK' to continue. Click 'Next >' to the series of screens in order to complete the installation. 4
Setup After you have installed All Orders, you will notice a shortcut on your desktop. Double click the All Orders icon and you will see a dialog, select 'Create NEW NumberCruncher Data File'.
You next step is to create the All Orders company file.
Entering the trial code

Before you purchase All Orders you are granted a free trial. You will have received a trial ID from NumberCruncher. When you launch All Orders, enter the trial ID and press Ok. Note, that you must be connected to the Internet. If you are not connected to the Internet, please contact our support department during regular business hours.
Entering or adding license codes.

To enter or add license codes, open All Orders then click Help --> License Key Management. Enter the license key then click Add. After you are finished, click OK.
Testing, Implementation and Training

Any new system that you implement in your business will mean a change from how you do things today. Its human nature to resist change because of the uncertainty of what the change will mean. NumberCruncher is absolutely certain that through proper implementation planning and training, All Orders will make your business more efficient and provide the information critical to your success. Although All Orders is easy to use, it does require implementation and training! If you have staff or consultants that are proficient in inventory management and information technology, you will be able to implement All Orders with little assistance from NumberCruncher. NumberCruncher also can provide your company with implementation and training services remotely or at your premises upon request. As a rule of thumb, you should budget 1.5 X the software cost for implementation and training. In other words if the software costs $3000, you should budget an additional $4500 for implementation and training, which is either your own staff spending time to set up All Order or using NumberCruncher professional services. The following are some tips for successful implementation of All Orders: 1. Ensure that All Orders is right for your company. NumberCruncher provides a NO RISK, NO PAYMENT, FREE trial for 30 days (we can also extend your trial for 2 weeks upon request). Once we issue a license key, there are no refunds so please make use of your trial period. 2. Assign at least one member in your company that will be the All Orders champion. 3. Document or flow chart the CURRENT processes in your company. At a minimum you should document the following: Order entry Pick, pack and ship Purchasing Receiving Production Warehouse management Accounting 4. You documentation should include What information needs to be collected at each step Who will be collecting the information What forms and reports will be required 5. Determine the functionality, screens and reports in All Orders and match those to your company's processes. 6. Create your own 'Procedures Manual' documenting your company's processes along with how they are achieved using All Orders. This Procedures Manual will also serve as an internal training guide so new staff member can learn the system quickly. 7. Prepare your information. 6
Setup 8. Set up a testing environment with real data. Include all your items, customers and vendors so you can see how All Orders will function with a full load. Run through your multiple sales, purchasing, production and warehouse cycles under different scenarios. Customize your reports and forms. 9. Introduce you staff to All Orders during the testing phase, this will alleviate some of the anxiety about going to a new system. Schedule a number of hand on training sessions using your procedures manual. 10.Pick a cutoff date. This is the date that you will be going live. Do not go live during your 'busy season', even with the best planning there will be some unforeseen issues. If NumberCruncher is assisting you in implementation, please inform us on your cutoff date at least one week in advance. 11.Prepare your go live environment. Upon request NumberCruncher can assist you in transferring your test data to the live data. 12.Go live. 13.Run All Orders in parallel with your existing system for at least one week. Again, even with the best planning there will be some unforeseen issues.
Preparing your information

Before you start working with any new system you want to ensure that your data is as clean as possible. The data you will need to operate All Orders is as follows. 1. Users: your users that will log into All Orders 2. Item list: A listing all products and services sold, purchased and produced by your company. 3. Customer list 4. Vendors list 5. Location list: A listing of the location which has inventory quantities your company OWNS. If you use bins or rack #s compile a listing of these numbers BY LOCATION. 6. Open sales orders 7. Open purchase orders 8. Opening inventory by location, bin and serial or lot # if applicable 9. Other lists: Units of measure Item categories Customer and vendor types Price levels Production centers and steps Discounts Tax codes Accounts Classes Sales Reps 7

Terms Shipping methods Payment methods Manufacturers Currencies
We will expand on this list as we proceed through the setup. The above information may already be in QuickBooks or in another system. As a result the rest of this topic is divided into 'Current QuickBooks Users' and 'Converting from another system'
Current QuickBooks Users

If you are already using QuickBooks then you may not have to do much as All Orders will import most if not all of the above list. See what information is imported from QuickBooks into All Orders. Notwithstanding the above, you may take the opportunity to clean up your QuickBooks data particularly if one of the following applies: 1. You are not using items in QuickBooks: If you are not using items in QuickBooks then you likely have one or more accounts on your balance sheet that represent the monetary value of your inventory (e.g. Inventory Assets). Furthermore cost of sales is derived by formula + Inventory Value - Beginning of Period + Purchases - Inventory Value - End of Period = Cost of goods sold 2. All Orders is a perpetual inventory using the QuickBooks inventory sub-ledger. See our topic on QuickBooks and Inventory for more details. 3. You are using non-inventory parts. Non inventory parts should be used for any item that you don't want to track quantities (e.g. drop shipments or high volume low cost materials. You can change your non-inventory parts to either parts or assemblies simply going into the item editor and changing its type. When an item is changed from a Non-Inventory Part to an Inventory Part, all the purchases of that item from the beginning of time will be placed into the Inventory Asset account. That result may be undesirable because it may affect prior year's profit and loss. To avoid this, In QuickBooks do File -> Archive and Condense before changing the item's item type. Note however that all detail for the period will be lost that is archived and condensed. Another alternative is to change the name of the old item and then make it inactive.
Setup 4. You use sub-items: Sub items structures may be used for various reasons such as categorizations, setting up kits or size/color matrices. You will notice that this is not necessary in All Orders because there are better ways to categorize your items. Furthermore if you intend to bar code your items, sub-items do not translate well. Therefore we recommend not to you sub-items. You can condense your item by using the merge function in QuickBooks. See our article on best practices in setting up product number. 5. You have a separate item number for each location, serial or lot # or vendor. This is completely unnecessary as All Orders can track multiple locations and serial # as well as you can associate multiple vendors per item. You can condense your item by using the merge function in QuickBooks. 6. You have many inactive items. You can condense your item by using the merge function in QuickBooks. If you have open purchase order and sales orders within QuickBooks you have 2 choices. 1. Process the orders in QuickBooks but create all new orders within All Orders 2. Convert open purchase orders and sales orders to All Orders (File --> Import --> QuickBooks) and mark them as closed within QuickBooks.
Converting from another system

If you have information in another system, try using the All Orders Excel templates to organize your data. You can then import these templates into All Orders. For more info, see Importing Data from Excel. he profile lists consist of entities such as Item Groups (categories), Units of Measure, and production Steps that should be considered before creating the main entities. For example, if you are a manufacturer, you will want to create a Step before creating a Bill of Materials.
Creating a Company File

Before creating a company file it is suggested that you read preparing your information. You must have already installed the server and at least one client computer. In order to use All Orders, you'll first need to create a Company File. First log into the appropriate QuickBooks as the administrative user, switch to single user mode then minimize QuickBooks. Launch All Orders and
All Orders by NumberCruncher select New Company... from the File menu, a Welcome screen will appear. Click Next to continue. The next step is linking you All Orders file with QuickBooks, when you click Next you will see a dialog box that will allow All Orders to exchange data with QuickBooks. Select 'Yes, whenever this QuickBooks company file is open' then click 'Continue' and 'Done' at the next dialog box.
See Synchronizing with QuickBooks on different strategies for QuickBooks exchanging information with QuickBooks. The company file is in a format called NCD. The data isn't actually contained here - it's in your SQL Server database rather the NCD file contains information pertaining to the SQL Server data and how it's accessed. By default the All Orders database will be created in the same location as the QuickBooks file. You can change the location by clicking Select Folder 10
Setup button to select a new folder. Note the folder MUST be on the same computer that you installed the server software. Click the Advanced Settings button if you need to alter the NCD location or filename, change servers, or alter the database log in information for some reason:
If everything looks good, click Next to continue. At this point, All Orders will begin to import all pertinent data from your QuickBooks file. Depending on how much information is in your QuickBooks database, this can take anywhere from a few seconds to several minutes. After the first synchronization is complete, you're provided with a special dialog that allows you to set critical preferences.
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The starting preferences you have available in this dialog (and where they can be found in your normal preferences dialog) are as follows: QuickBooks Synchronization Options (QuickBooks Synchronization Preferences): Controls the frequency of synchronization. Selecting Manual Synchronize Only will sync the information only when you specifically command it, whereas clicking Automatic synchronization will bring up a special field enabling you to enter a time interval in minutes (by either typing or clicking the spinner arrows), and the sync will occur repeatedly at that interval for as long as the application is open. Additionally, you can toggle Synchronize On Startup. When checked, it will automatically synchronize with QuickBooks whenever All Orders is opened, even if the synchronization frequency is set to manual. Allow negative inventory quantity (Inventory Preferences): Allows an Item's inventory quantity to fall into negative values. # of decimals for quantity (General Preference, Company Preferences tab): This field controls how numbers are displayed in the application. Here you have spinner controls that let you set the number of decimal points. Regardless of what you set here, total dollar amounts will always have two decimal places. These can be adjusting by clicking the value's up/down spinner buttons, or by simply typing a number into the value's field. Require sales order approval (Sales Order Preferences): This option places an "Approved" checkbox on the Sales Order form, allowing someone with appropriate user permissions (such as a manager) to approve each SO before it goes out.
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Setup This company uses foreign currency (General Preference, Company Preferences tab): Allows you to use currencies other than U.S. dollars within All Orders. Once enabled, currencies (and their exchange rates) can be set up by way of the Currencies profile list. This company charges sales tax (General Preference, Company Preferences tab). Check this option if you charge sales tax on products, so that the appropriate taxes are applied to the totals on Sales Quotes and Sales Orders.
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Converting from All Orders 3

Converting from version 3 of All Orders couldn't be simpler. In fact, if you're installing the new version over the top of version 3, the conversion happens automatically upon install. If you happen to have a version 3 company file (.NCB) that you want to run in All Orders, just choose Open Company... from the File menu. Under the Files of type drop-down list, select All Orders V3 (*.NCB). Navigate to your version 3 file and then click Open. The Conversion Wizard opens, which will complete the process of moving the information in your old data file to a brand new All Orders database file. Your old version 3 file won't be harmed. Click Next to get past the Welcome screen. The next stage is essentially the same as creating a new All Orders file.
Important Conversion Notes

Most of your data will be imported to All Orders 4 without difficulty. However, please note the following exceptions and special circumstances 1. RFPs are not supported and will not be imported. 2. RMAs are no longer supported in All Orders. RMA is now handled through a Customer Return which is 'Unshipped'. You can quickly reenter the RMAs by going to the underlying Ship Doc and clicking Return. 3. Work Orders no longer have Customer information. For Work Orders that have been invoiced, a Ship Doc is created. For un-invoiced Work Orders, a Sales Order gets created. The old Work Order # can now be found in a memo field of the Ship Doc or Sales Order. Work Orders no longer have multiple lines. As a result, separate Work Orders are created for each line of the old Work Order. Lot / Serial # Entry Screen is no longer supported. Old lot entries have been converted to Qty Adjustments and marked as NC Only. One-sided transfers are no longer supported. Old one-sided transfers have been converted to Qty Adjustments and marked as NC Only. Overriding lot or serial # entries is not supported. Instead, a temporary ID number is inserted into the affected transactions.
4. 5. 6. 7.
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Setup
Setting up Custom Fields

If you find that you need to set up information for one of your lists where there is no corresponding field, you assign a custom field to fill that role. For example, if you're in the habit of sending your customers a greeting card every year on their birthday, you can establish a custom field that will let you track their birthday information. To create a custom field you must be logged in as the Admin user. Go to the Company menu and select Custom Fields. In the drop-down list marked Custom Field Type, you need to select the List for which you desire to specify a custom field.
Click Add to add a new custom field and to open the Custom Field Editor.
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The following is a description of the above: Field - represents the actual name of the field in the database. Caption - represents the name of the custom field that the users will see when entering data. Map to QB Custom Field - if you happen to have the same custom field in QuickBooks, simply click the Map to QB custom Field checkbox. The Caption field will turn into a drop-down list box, allowing you to select from the different custom fields that have been set up in QB Type - is the type of field which in the above case is Date. You can also select: Text (you can select the size of the field as well) Date ID Cost Yes/No Quantity Pick List Price Amount If you select 'Pick List' you will be able to create a custom drop down with pre-defined selections. To add a selection, type the value of the selection then click 'Add', repeat until the entire list is finished. When you are done, click Save & Close. You can access the custom field now from the customer editors and from the toolbar click Custom Fields.
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Setup
If the custom field relates to a line item (e.g. Sales Order Item) then you access the custom fields by clicking the Detail triangle then selecting Custom Fields.
Note: An entry box can accept multiple lines. After you enter text form the first line press Ctrl-Enter to enter subsequent lines. All Orders will automatically copy custom fields between records when the custom fields HAVE THE SAME NAME and TYPE. For example if you also had 'Cancel on B/O' on the ship doc custom fields, it would be copied when the sales order is filled. The following table shows how custom fields are copied. 17
Custom fields from Item
Copied to
Sales Order Item Work Order
Work Order Components Purchase Order Item Receive Items Item Ship Doc Item Customer Vendor Sales Order Purchase Order Sales Order Item
Sales Order Ship Doc Purchase Order Receive Items

Ship Doc Receive Items
Ship Doc Item Purchase Order Item (linked transactions only)

Receive Items Item
Purchase Order Item
Managing Users
The Manage Users command, available from the Company menu, allows you to set access levels for every individual in your organization who will be accessing the All Orders system, including sales, administration, production teams, etc. This must be done separately within All Orders, as the application does not make use of QuickBooks user profiles. By default, only the Admin account exists. This account does not initially have a password. If you're going to be setting up a multi-user environment, then this is the first thing you'll want to remedy. Administrators have complete access to the program and its data, and only administrators can view, add, edit, or delete users and user rights. As such, this account needs to be well-protected with a strong password. Type a password into the Password field, and then retype it in the Confirm Password field. Once you've protected your Admin account, it's time to add other users. Choose Save & New from the Save drop-down list button. You'll then be required to choose a User Name and Password as well as set access privileges. After entering the unique user name and password, click the Access Levels tab.
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Setup
On this screen you can assign access levels to various parts of the program as follows: No Access. User cannot edit or even read the list. Read-Only Access. User can access the data, but cannot make edits. Full-Access. User can access the data and has full write privileges for making edits. Then click the Rights tab and complete the user rights: 1. This user is connected to QuickBooks option appropriately. Unchecking this option disables synchronization with QuickBooks. See Synchronizing with QuickBooks on different strategies for QuickBooks exchanging information with QuickBooks. 3. There are numerous check boxes that can be used to grant/restrict access to the user in question, such as the ability to delete records or approve Sales Orders. Check all the boxes that apply. 4. In addition to these check boxes, All Orders also sports two special filters: by Sales Rep, and by Location. For example, if you want to restrict an employee's data access to a customers having a particular sales rep. 5. Choose either Save & Close to save your work and exit the dialog, or Save & New to save the current user and move on to next one.
Setting Preferences
This is not an exhaustive description of all the preferences in the system as this is contained in the references section under Preferences. At this point 19
All Orders by NumberCruncher we draw your attention to the single most important preference in All Orders namely 'Allow negative Inventory'. All Orders allows you to go into negative inventory however it is highly recommended not to so as it will force your users to enter item receipts before shipping. Furthermore allowing negative inventory will cause data issues in QuickBooks and All Orders.
Preparing your forms

Typically when you create sales orders, purchases orders and the like you print or email these forms to your customers and vendors. All Orders comes with templates forms which you can modify to include your logo as well as include other fields that are not on the template. You do this in All Orders with the report writer. Using the report writer copied the template sales order form to create an Order Acknowledgement. I added an image as well as changed the billing address and shipping address fields. When I reopen the sales order, my newly created form is available from the Print drop-down menu.
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Setup
Item setup
This is not an exhaustive description of all options in managing items as this is contained in the references section under Adding Items. The purpose of this topic is to draw your attention to 3 important issues: 1. The different types of item contained in All Orders and when they should be used. 2. Units of measure 3. Lotted or serialized items
Item Groups and Types

Firstly each item will have a group. Groups are similar to categories and you can create as many as you want. A group will also define other characteristics such as whether quantity is tracked for the items in the group. The following table shows the types of groups that are available, short name, associated QuickBooks type and whether quantities are tracked.
Group Type Part Service Job Non-inventory Part Other Charge Assembly Kit QuickBooks Short Name Type Tracked PT Inventory Part Yes S Service No JOB Service No Non-inventory NP Part No OC Other Charge No Inventory Part or A Assembly Yes G Non-inventory No
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Part
1. Part - use for products that you track, buy, sell or use in production but do not assemble. 2. Non-inventory Part - use for products that you do buy, sell or use in production but do not track. 3. Service - use for the services you perform for other companies as well as a component in an assembly representing the labor applied to finished goods. 4. Other Charge - use for miscellaneous things you charge your customers or pay your vendors. 5. Assembly - use for products that you track, buy, sell, use in production and assemble. An assembly will contain a 'bill of materials' which list of components that may be parts, non-inventory, services, other charges and assemblies that comprise the finished good. You will use a work order to build assemblies out of components. 6. Job - use for 'fixed contract' service in which you do not wish to list specifically all the labor and parts you use. You will use a work order to complete a job. 7. Kit - use to sell a group of items together. A kit is different than an assembly in that the Kit itself is not an item whereas the assembly is an item. When you ship a kit, you are actually shipping the individual items within the kit where as when you ship an assembly, you DO NOT ship the individual components but rather the assembly. That being said All Orders allows you to create a configured assembly which you can use to give your customers options at order time.
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Setup
Units of Measure
There are four types of units of measure in All Orders Primary Sold As Purchased As Used As The primary unit of measure is how quantities are stored. (The quantity on inventory valuation reports, item info, inventory counts etc). The other units of measure along with the associated conversion rates are used by All Orders to display meaningful quantity information to users, customers and vendors. If you inventory, but, sell, buy and use in the same unit of measure then you don't need to complete the units of measure section of the item editor. To create custom units of measure conversion as follows: The general formula is: X of Primary UOM = 1 Secondary UOM The X is the conversion rate from the primary unit of measure. If the primary unit of measure is Each and you purchase the item in dozens, then the conversion rate is 0.08333333, meaning 0.08333333 DZ per EA. Example 1 - XYZ Co. inventories steel rods by the pound and uses it during production in feet. XYZ uses 1/2 pound = 1 foot. Primary UOM = Pounds Used As UOM = Feet Conversion = 0.5 Example 2 - ABC LLC inventories widgets in Each but purchases them in dozens. Using the formula 12 Each = 1 Dozen. Primary UOM = Each Purchased As UOM = Dozen Purchased Conversion = 12 NOTE: Express both the purchasing cost and the vendor cost in the Purchasing Tab of the items in terms of the Primary UOM, in that way, when you create the PO and/or Receiver, the price is stated in terms of the Purchased UOM.
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Lotted or serialized items

Lot/Serial # allows tracking of 'items within items'. YOU DO NOT NEED TO HAVE AN ITEM FOR EACH SERIAL OR LOT # rather when you receive, use, produce or ship lotted or serialized item you will be presented with a screen in which you specify the lots or serial #s belong to that item. For example product XYZ has 5 serial numbers. On the item list you will only have one item called XYZ having a quantity of 5. You can then use the item info screen or a report to view the lots or serial numbers that make up the total quantity. If you wish to track lots or serial numbers for an item it must be a part or assembly and you must specify that the item is lotted or serialized in the 'Other' tab of the item editor.
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Using All Orders

Synchronizing with QuickBooks
Synchronizing with QuickBooks
All Orders is a separate program from QuickBooks, and as such, the two programs need to transfer data back and forth (synchronize) to ensure that both QuickBooks AND All Orders users have the latest data. By default, synchronization happens every time a company file is open. You can set other synchronization settings in your Preferences as well as when first starting a New Company File. When an action is taken in All Orders that affects the financial information (e.g. Invoice button is pressed or a Work Order is Recorded), the underlying transaction will be posted in QuickBooks automatically and no further synchronization is required. However, when an action is taken in QuickBooks that affects All Orders, synchronization is required. This chapter addresses the issues with regard to QuickBooks as follows: What information is shared with QuickBooks Which transaction should be done in All Orders Synchronization options You can synchronize QuickBooks in one of two ways, both of which are available under Synchronize QuickBooks from the Company menu:

Synch - This syncs all inventory parts and all other lists since the date of the last sync. Selective Synch - You can custom-select which lists to sync (handy if you have a huge database). You can also filter by date. Reconcile With QuickBooks - Normally the quantities in QuickBooks and All Orders will be reconciled. If you create a transaction that effects inventory quantities directly in QuickBooks then you will throw the systems out of sync. A handy set of reconciliation tools that include the following: Inventory Reconciliation Summary - A brief report of Items with differing quantities between QuickBooks and All Orders, including timing differences. Inventory Reconciliation Detail - A somewhat more detailed report that includes a listing of transactions that lead to timing differences. Reconcile to All Orders - Adjusts all inventory quantities in QuickBooks to mirror the current inventory status in All Orders.
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Reconcile to QuickBooks - If QuickBooks is the application that shows accurate inventory, this command adjusts all inventory in All Orders to mirror the current inventory status in QuickBooks.
What information is shared with QuickBooks

When you create the All Orders database the 'entity lists' (e.g. Items, customers) are automatically imported. Thereafter any changes to these records within All Orders will be synchronized. The following table outlines list synchronization.
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Using All Orders
List Inventory Part Service NonInventory Part Other Charges Assemblies
Imported from QB Yes Yes Yes
Create in AO Yes Yes Yes
Edit in AO Yes Yes Yes
Delete in AO Yes Yes Yes
Exceptions none
Yes Yes
Yes Yes
Yes Yes
Yes Yes Component list not updated
Groups Item Subtotal Item Payment Customers
No No No Yes
No No No Yes
No No No Yes
No No No Yes Does not import credit card information
Customer Type Vendors Vendor Type Employees Other Names Accounts
Yes Yes Yes No No Yes
Yes Yes Yes No No Yes
Yes Yes Yes No No No
Yes Yes Yes No No No Can create only from <add new> in drop downs
Sales Rep Terms Units of measure Classes
Yes Yes No
No No No
No No No
No No No
Yes
Yes
No
No
All Orders has its own UOM Can create only from <add new> 27
All Orders by NumberCruncher in drop downs Shipping Methods Payment Methods Item Discounts Sales Tax Codes Currencies Yes Yes Yes Yes Yes Yes Yes Yes No Yes No No Yes No Yes Yes Yes Yes No Yes Canada, UK Only and US QuickBooks 2008 or higher US Versions only
In addition to the list All Orders can generate transactions in QuickBooks as shown in the following table. Note All Orders does not synchronize QuickBooks transactions! AO transaction type Sales Order Purchase Orders QB transaction type generated n/a Purchase Orders Trigger or Button n/a Send to QB Exceptions
Ship Doc Customer Return Receive Items
Invoice Credit Memo Bill
Invoice Credit Memo Create Bill Create Vendor Credit Record Record Record
Sales Orders are not generated in QB You need to enable this preferences. Once you send the PO to QB you will not be able to receiver it through All Orders so this is not suggested. Can also create a Sales Receipt for cash sales.
Can optionally create 'Item Receipt' - see QuickBooks Preferences
Vendor Return
Credit
Work Orders Disassembly Adjustment 28
Bill Bill Bill
Can optionally create
Using All Orders QB Value Adjustment Transfer Inventory Adjust n/a Record QB n/a 'Inventory Adjust' - see QuickBooks Preferences
Transfers are not recorded in QuickBooks
Which transaction should be done in All Orders

Recommended Approach As a rule of thumb we recommend that ANY transaction affecting orders, shipping, receiving, production or inventory quantities should originate from All Orders for the following reasons: 1. All Orders captures location information 2. All Orders captures lot and serial # information 3. All Orders provides more visibility into open orders and available inventory. As mentioned financial transactions (Invoices, Bill and Adjustments) are pushed into All Orders therefore anything involving cash (cash receipts, bill payments) or general ledger should be done within QuickBooks. Exceptions Some companies just want to use All Orders for production or generate purchase orders but continue to use QuickBooks for sales orders, shipping etc. This is completely acceptable however if desired you will need to update the quantities in All Orders to reflect the transactions in created directly in QuickBooks. To accomplish this task click Company --> Synchronize QuickBooks --> Reconcile With QuickBooks --> Reconcile to QuickBooks. See Resolving quantity difference between QuickBooks and All Orders.
Synchronization options
Synchronization is the process by which All Orders update its database with changes made in QuickBooks to list records as well as record transactions in QuickBooks generated in All Orders. With regard to synchronization options there are 3 questions to answer: 1. What to synchronize 2. Who should synchronize 3. When to synchronize What to synchronize
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We already discussed that list records and transactions are synchronized. The default approach is that ALL allowed list records and transactions are synchronized. There are 2 exceptions: 1. You are hitting the list record limit in QuickBooks or you simply do not want all the items in QuickBooks 2. There are certain transactions that you do not want to flow into QuickBooks. For customer, vendors and items All Orders allows you to use 'Proxies' (a.k.a. as Aliases in QuickBooks). A proxy is a record in QuickBooks that will be used by All Orders to record a transaction. For example you have a web site but you do not want to record every customer in QuickBooks. You first set up a customer called 'Web Customer' which is both QuickBooks and All Orders. When you create a new customer in All Orders you select 'Web Customer' in the Proxy Drop down. When an invoice is generated in QuickBooks you will not see the name of the customer but rather 'Web Customer'. The same approach can be taken with items and vendors. Note: when you use proxies for items in QuickBooks the average cost in QuickBooks will include all transactions for the All Orders items that use the proxy item. You may also have some transactions that you do not want to record in QuickBooks, for example a transaction with no monetary value. On All transactions All Orders provides the 'NC Only' check box. By checking NC Only the transaction will be prevented from going to QuickBooks. You see that NC Only is always or never used in QuickBooks Preferences. Who should synchronize All Orders user that also have QuickBooks can synchronize but does not mean they should. We recommend that only one user synchronize with QuickBooks and the others use All Orders in 'Disconnected mode'. In that way they don't even need QuickBooks on their computers. You set the All Orders user as disconnected under Manage Users. When a user is disconnected he/she can work with items, customers etc. These records are put in the 'Sync Queue' which will be flushed upon the next synchronization. When to Synchronize If the user is connected to QuickBooks and deletes, edits or creates a list record or triggers as transaction then synchronization is done automatically with no further action required. Otherwise synchronization preferences can be established to in QuickBooks preferences. The options are 1. Sync on start up 30
Using All Orders 2. Manual sync 3. Auto (timed) sync You can synchronize manually in one of two ways, both of which are available under Synchronize QuickBooks from the Company menu: Synch - This syncs all inventory parts and all other lists since the date of the last sync. Selective Synch - You can custom-select which lists to sync (handy if you have a huge database). You can also filter by date. If you do filter it will sync ALL records.
Resolving quantity difference between QuickBooks and All Orders

QB OH is the quantity on hand within QuickBooks. All Orders will update QB QOH when ship docs, receivers, adjustments and work orders are recorded in QuickBooks. Quantity Available is the quantity that All Orders computes. Quantity is updated when ship docs, receivers, adjustments and work orders are saved. There may be a time lag between the time when ship docs, receivers, adjustments and work orders are saved and when they are recorded in QuickBooks. This is called a timing difference. You can see the transactions that are causing timing differences between All Orders and QuickBooks by selecting from the main menu: Company ---> Synchronize QuickBooks ---> Reconcile with QuickBooks ---> Inventory Reconciliation Detail. If you have posted an invoice, customer return, bill, credit memo or Adjustment directly through QuickBooks with out it originating through All Orders you will get a difference that needs to be reconciled. You can view which items are in this state by selecting from the main menu: Company --> Synchronize QuickBooks ---> Reconcile with QuickBooks ---> Inventory Reconciliation Summary. Any item with a reconcile amount not equal to 0 needs to be reconciled. There are a couple of ways to reconcile: 1. Go through the transactions in each system. Hint; use the Inventory Valuation Detail in QuickBooks and Inventory Movement Detail in All Orders. 2. Use the reconciliation feature in All Orders by selecting from the main menu: Company ---> Synchronize QuickBooks ---> Reconcile with QuickBooks ---> Reconcile to QuickBooks (if the QuickBooks #s are correct) or Reconcile to All Orders (if the All Orders #s are correct) Consider the following QuickBooks preferences which will assist. 1. Send all unsent Transaction to QuickBooks will automatically post ship docs, receivers, adjustments and finished work orders.
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All Orders by NumberCruncher 2. Reconcile quantities on sync. Note, this may increase synchronization time as all your inventory items and assemblies will be analyzed.
Sales Cycle
Typical Sales Cycle Work Flow
The purpose of this topic is to describe in general terms the sales cycle within All Orders. There are many variations on this work flow which will be discussed in other topics. In All Orders the 'trigger' for a sale is a document called a 'Ship Doc'. A Ship Doc can be created by filling a sales order OR created without a sales order. The information contained on a Ship Doc is used by All Orders to generate an invoice in QuickBooks. A few important notes regarding a Ship Doc is a follows: 1. Ship Doc can only fill one sales order. You can have multiple Ship Docs per sales orders for example shipping back orders but you cannot have multiple sales orders on one Ship Doc. 2. The Ship Doc is 'ship from location' specific meaning that a Ship Doc will decrement inventory from one location at a time. 3. The Ship Doc is 'ship to' specific meaning that a Ship Doc can only ship to one customer ship to address a one time. 4. The Ship Doc is 'item ship date' specific, meaning that if you have multiple ship dates on a single sales order, one ship date will be created per item ship date. 5. A Ship Doc can be marked as shipped or unshipped my checking or un-checking the Shipped box. The 'Is Shipped' flag has the following considerations: A Ship Doc can be marked as Shipped but not invoiced and visa versa; You can use an unshipped Ship Doc to 'Allocate' stock to an order; You can continue to add quantity to unshipped Ship Doc by subsequent Fills of a sales order; A Ship Doc will be recorded in the All Orders ledger ONLY when it is marked as shipped. Therefore the Ship Doc P&L will show data AFTER it is marked as shipped. From the Home tab All Orders you can see the sales cycle.
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Using All Orders
You start by creating your customers. If required you create a quote. A quote does not affect demand for quantity or what is referred to a 'Required' until the quote is converted to a sales order. You can view open quotes from the Quotes List. A quote can be converted to a sales order by clicking the 'Create Sales Order' button. You can close a quote without creating a sales order by CHECKING the 'Clear' box on each line of the quote. You can skip the quote and create a sales order directly. After creating your quote or sales order you can print them using the Print button or email them using the Email button. From the sales order you can quickly see information on the customer and items. For example you may want to review the open sales orders or past shipments. You can obtain such information by clicking the customer info button.
In order for an item to be added to any sales transaction, it must belong to a group in which the 'Is Sold' box is checked. You can see the 'Available' quantity for each item on your sales orders, additionally you can view additional information on the items on your sales
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All Orders by NumberCruncher order by clicking the details button on each line item of the sales order and selecting Item Info.
As noted previously, you create demand or 'Required' for each item on your sales order. Using the Item Info you can see the aggregate Required for all open sales orders.
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Using All Orders
To create a Ship Doc for the order, click the Fill button. If you have selected a 'Ship From Location' and there aren't multiple shipping dates or shipping locations plus you have auto-fill shipping preference CHECKED, a Ship Doc will be shown with the quantities pre-filled. The ship doc form looks like a packing slip which you can print and include with your shipment. To finalize the sales cycle, click the Invoice button to generate an invoice within QuickBooks.
You can view open sales orders by opening the Sales Order List or one of the many sales order reports. To open a sales order report, from the main menu select Reports --> Sales Orders. Of particular interest is the 'Pro forma sales order pick list'. This report shows sales orders that can be shipped given current available inventory.
Shipping from multiple locations

At order time you may not know from which location you will ship a particular order. To handle this scenario, when creating the sales order leave the 'Ship From Location' blank.
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For this example, I entered an order quantity of 7 on sales order # 317.
However on the item info for this item shows Available quantity of 5 in HQ and 4 in Store meaning.
At this point you have 2 choices: 1. Create 1 ship doc from a single location and leave the unshipped quantity on back order. This you can do by simply filling in the 'Ship From Location' 2. Create 2 ship docs, one from each location. If you leave the Ship From Location blank, when you press Fill instead of a Ship Doc, you will see the Batch Shipping List. This tool allows you to ship multiple sales orders sales orders and create multiple ship docs from a single screen. In this case you will be shipping a single sales order but from two locations thereby creating 2 ship docs.
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Using All Orders On the top part of the Batch Shipping screen, you will see the sales order (blue lined). As mentioned previously, this screen can be used to ship multiple orders but we will discuss this in another topic. Above the items, there is a check box which when clicked allows you to edit the item quantities.
I decided to change the 'Allocated' (red circle) so that 4 will ship from Store and the remaining from HQ (i.e. 3). Then to generate the ship docs, I clicked the 'Process button'
After a few seconds, you will see a Batch Shipping List with the Ship Docs created. You can print both Ship Docs at the same time.
Sales orders with multiple shipping dates

In your business your customers may place 'blanker orders' or orders in which your customers want to be shipped on specified dates. One solution is to create multiple sales orders however All Orders has the ability of handling multiple ship dates on a single order. 37
When you have multiple ship dates on one order the 'Due Date' is not used instead, All Orders uses the 'Item Ship Date' to determine when and how much of an item should be shipped to the customer. Assume you receive a PO from a customer as follows: Line No 1, Item 7809-0987 Ship on December 2, 2008 - Quantity 5 Ship on January 2, 2008 - Quantity 10 Line No 2, Item 7809-0989 Ship on December 2, 2008 - Quantity 10 Ship on January 2, 2008 - Quantity 20 To record the above, you create a sales order and add the first item, which in our example is 7809-0987. One the item has been added click the Detail icon and select 'Ship Date'.
Enter Ship Dates dialog will display. At this point click on the first date and change it to 12/2/2008, tab then change the quantity to 5. Click on the second line and enter 1/2/2009 tab and enter quantity of 10. When done, click Save & Close.
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Using All Orders
Repeat the above for the second item. All Orders provides a sales order template that displays multiple ship dates called Sales Order - Item Ship Dates. As with all other forms and reports in All Orders, you can customize this form to suit your needs.
The recommended report to view sales orders by ship date is called 'Sales Order by Due Date' available from Reports --> Sales Orders. When you press the 'Fill' button, the Batch Shipping screen will be shown instead of a Ship Doc as All Orders needs to know which item ship date to process. If the current date is BEFORE the first item ship date, the Batch Shipping screen will be blank because by default the Batch Shipping screen filters the ship date. To show all the ship date, change the filter and then click the 'Reload Orders' button.
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Then to generate the ship docs, I clicked the 'Process button'
Sales orders with multiple ship to addresses

Certain of your customers will want you to ship orders to different ship to addresses for example a retailer. One solution is to create multiple sales orders however All Orders has the ability of handling multiple ship to addresses on a single order. Firstly you need add more shipping addresses for a particular customer. By default each customer has one ship to addresses called 'Default'. To add additional ship to addresses, open the customer editor and click the 'Shipping Info' tab. You will see a listing of ship to addresses and an 'Add New' button. Click the 'Add New' button, enter a title and other address information then click Save.
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Using All Orders
When you have multiple to addresses on one order the main Ship To address is not used instead, All Orders uses the 'Item Ship To' to determine where and how much of an item should be shipped to the customer. Assume you receive a PO from a customer as follows: Line No 1, Item 7809-0987 Store #88 - Quantity 5 Store #456 - Quantity 5 Line No 2, Item 7809-0989 Store #88 - Quantity 5 Store #456 - Quantity 5 To record the above, you create a sales order and add the first item, which in our example is 7809-0987. One the item has been added click the Detail icon and select 'Ship to Addresses'.
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An Enter Ship to Addresses dialog will display. Use the drop-down to select the ship to address, tab then change the quantity to 5. Click on the second line and enter select the second ship to then tab and enter quantity of 5. When done, click Save & Close.
You will note that the Ship Date box is disabled because there is only on ship date on the above sales order. If there was more than one ship date, you can select multiple shipping addresses BY ship date.
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Using All Orders When you press the 'Fill' button, the Batch Shipping screen will be shown instead of a Ship Doc as All Orders needs to know which item ship to address to process.
Then to generate the ship docs, I clicked the 'Process button'
Understanding back orders

The term 'back order' has different meanings to different people. In All Orders, a back order is an order that has not shipped complete and that is beyond the due date. A back order DOES NOT mean that you are out of stock of a particular item. As an example consider the following sales order that was created November 11, 2008 and has a due date of November 4, 2008. Note the back order column is highlighted in yellow.
By changing the due date the back order column is set to 0.
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A really great way to track back orders is to customize the Sales Order by Item report. I created a new report called 'Back Orders'. I then went to the filter tab and added Back > 0. I click 'Saved Filter' so I would not need to add the filter each time I ran the report then I clicked the file icon to save the report.
When I run the report I see sales order by item that have a back order.
Creating a New Batch Shipment

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Using All Orders
If your administrative staff send out orders at a specific time of day (or a specific day of the week), it helps to be able to get through the process easily and efficiently. That's where the ability to create batch shipments comes in. With it, you can take all open sales orders and instantly create Ship Docs from them, no matter how many you have. It works like this: First, you have the ability to filter based on Ship Date or Order Date (or both). Just click all appropriate boxes. If you wish, you can also filter on a particular Customer or ship Location. The Allocate By options let you alter the order in which the filtered listings will appear.
If you create additional Sales Orders while this tab is open, a click of the Reload Orders button will them to the batch list (if they survive your filter that is). There are two ways of viewing this list, in 1) Item mode (default) or 2) Order Mode. Item mode allows you to view items that will be shipped for all the orders listed in aggregate while order mode allows you to view the items on an order by order basis. To toggle between to Order Mode click the following check box.
Item Mode
In Item Mode you can chose to include or exclude a particular item from shipping in any of the orders listed. Click the Incl. check box. You cannot change the allocated quantity in Item mode by you can in Order Mode.
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All Orders by NumberCruncher Order Mode In Order Mode you can exclude or include a particular order by checking or unchecking the Incl. checkbox.
In Order Mode you can manually change the allocated quantity of an item. If there are multiple locations from which an Item can be shipped, the item will be listed for each location of which there is available. Changing the allocated from one location will automatically change all other locations.
Additionally, the Item listings pane can be filtered by Item or by shipping Location:
After typing in any required Memo information, simply click the Process button to start creating the Ship Docs, or click Cancel to exit the screen without creating them. If working within QB, make sure that the checkbox Create invoices in QuickBooks is checked so that inventory within QB is appropriately deducted.
From here, you'll be taken automatically to the Batch Shipments List, where you can view information about all batches you've processed as well as print the Batch Report and all Ship Docs.
Understanding dependencies
Overview Dependencies are a concept unique to All Orders. There is a dependency relationship between documents when one document relies on another document. For example the fulfillment of a sales order may not occur until a purchase order is received. The document that relies on another document is called the 'Target' and the document that it relies on is called the 'Source'.
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Using All Orders Creating a dependency relationship is called 'Linking' documents. Once linked the quantity on the Target is 'Reserved' to the Source that way one Target document cannot take away quantity reserved for another Target document. To ensure that allocations are enforced make sure 'Enforce allocation to dependencies from linked transactions' is CHECKED in Inventory Preferences. The following documents can be linked: Target Sales Order Sales Order Work Order Component Work Order Component Source Purchase Order Work Order Item Purchase Order Work Order Item
From a target transaction, you can jump to a source transaction by clicking Details --> Dependency on each respective line item.
From a source transaction you can see the linked target transactions by clicking Details --> Dependency on each respective line item of a purchase orders or from the toolbar on the work order. Creating linked transactions Transactions can be linked in several ways. The most common way is to create the source transaction directly from the target, for example creating a purchase order or a drop shipment directly from a sales order. To create a linked transaction from the target open the desired sales order or work order then click Activities --> Create Linked POs or Activities --> Create Linked WOs. You will then see the Reorder Analysis but only for the items on the target transaction. If you generally accept the default 47
All Orders by NumberCruncher costs and vendors and set the source quantities as the target quantities you can use a simpler form of the reorder screen by CHECKING the 'Use Quick Reorder screen from linked transactions' in general preferences. You can also create source transactions for multiple target transactions. For example if you want to create one purchase order to fulfill multiple sales orders. This is accomplished by running the reorder analysis and selecting 'Required' for steps 2 and 3. Reserving On Order Quantities You can link transactions when the source transaction has already been created. You do this from the source transaction and clicking Details --> Dependency on a line item of a purchase orders or from the toolbar on the work order. You will then see a dialog box showing all the target transactions.
You will note that there are 2 check boxes on the top of the dialog box.
Update PO qty. to equal the dependent qty: If you check this, the order quantity will be set to equal the sum of all the target quantities. In the above image the purchase quantity will be set to 6. If I want to keep the order quantity independent of the target quantities then UNCHECK this box before Adding Orders or changing the quantities. For example if you already have a sent purchase order and do not want change the On Order quantity. Update SO qty: Will change the sales order quantity equal to the dependant quantity. On this dialog box, you can set the Quantity
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Using All Orders (i.e. the dependant quantity) to a number greater than 0 but less than the sales order quantity. If this box is checked then changing the dependent quantity will also change the sales order quantity. You can delete any dependencies by clicking the red x to the right of the Quantity. You can also directly edit the Quantity to a number greater than 0 but less than the target required or order quantity. To add additional orders (i.e. targets) you use click the Load button. You can filter the list by ship date and location. After you click load, you will see a similar dialog box this time with an additional column called Incl. which you can UNCHECK if you want to exclude a particular target. Click 'Done' to get back to the original Dialog then 'Done' again to get back to the source transaction. You can get visibility on the Reserved quantity in 2 areas. 1. The item info shows the aggregate Reserved for all target transactions. 2. Create a copy of the Required by Item Detail report and add the Reserved field. This report will show which target transactions have a reserved quantity.
Drop shipping
Drop shipping a sales order is when a vendor ships the product to your customer on your behalf. The vendor will then notify you by sending you an invoice as to which products have been shipped. In All Orders you can create a drop ship purchase order from a sales order by first checking which items you want to drop ship then clicking Activities --> Create Drop Ship POs.
All Orders will use the default vendor when creating the purchase order.
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All Orders by NumberCruncher Items with the same vendor will be on the same purchase. As a result of creating the drop ship, a dependency relationship exists between the sales order and the purchase order (s) and the documents are linked. Once linked the quantity on the sales order is 'Reserved' to the purchase order that way another sales order cannot take away quantity when the PO is reserved. To ensure that allocations are enforced like this make sure 'Enforce allocation to dependencies from linked transactions' is CHECKED in Inventory Preferences. When you receive the notice from your vendor that the purchase order is received, you create receiver as with any purchase order. You can then Fill the sales order to created the ship doc. Each purchase order received will generate a separate ship doc therefore the batch shipping screen will appear. You can also generate a ship doc each time a purchase order is received by CHECKING 'Auto Allocate dependencies' in Inventory Preferences. When you receive the purchase order and press Save, as ship doc will be created and you see the following dialog:
You can then print the allocation report to see the ship doc created.
Orders with kits or configurations

Adding to quotes and orders All Orders allows you to offer your customers selections and options when ordering kit items or configurable bill of materials. Once you have created them you can add them to a quote or sales order using the drop down of item in the grid. When you select an item that is a kit or a configuration, you will get a dialog that looks like the following.
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Using All Orders
I can now scroll through all the components and pick my options by checking the appropriate item. I can also change the Qty Per, Item price on a per item basis or change the kit qty and price per for the kit as a whole. As a result the Total will change to reflect the total price to the customer. (Note: If you are an item that is a configuration instead of a kit, the price per will not be displayed as this can be changed directly on the sales order). After you have completed your edits, press 'OK'. The kit along with all of the selected components will be shown on the sales order (Note: If you are an item that is a configuration instead of a kit, only the non-configured items will be displayed). You can collapse the kit items under the kit by CHECKING 'Allow collapsing/expanding on kit lines' in Sales Order Preferences.
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You expand or collapse the kit by clicking the + or - signs next to the kit item. To reload the kit wizard, click the kit icon under the 'Kit' columns on the sales order. Forms to use Now that you created the quote or sales order which forms should you use to send your customer the appropriate order acknowledgement? Sales Order Kit: Shows the kit will all of its sub-items Sales Order Kit Rollup: Shows only the kit but no sub-items Sales Order Configured BOM: Shows the assembly with variable and yes/no options and selections. Creating the work order for configurations Now that you have created sales order for the configured item, you need to produce it using a sales order. If you where just to create a new work order without reference to the selections and options your customers just made, then the work order will just show the default bill of materials. However if you create the work order directly from the sales order, All Orders will swap the default components with the customers selections and options.
Working with styles

Before you can styles to transactions you must create the attributes and styles. Next create your new transaction you can add styles to the following transaction types: Quote Sales Order
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Using All Orders

Ship Doc Customer Return Purchase Order Receiving Doc Vendor Return
Next open the Style List and check one of the style on the left then from the toolbar click List --> Add to Open Doc. The results will the see the Add Style to Open Doc dialog box. There are two tabs on this dialog, 'Add one item' is used to add a single item to a transaction at a time, when you have picked the attributes selections click OK to add the item.
The second tab allows you to add multiple items at the same time simply by changing the quantity from 0 to the desired quantity. Press OK when complete.
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Sales order approval

As part of your system of internal controls, you may require that all sales be approved by someone authorized to do so before being filled. All Orders enables sales order approval so that if a sales order is not approved, it cannot be filled nor can linked transactions be created. To use sales order approval CHECK 'Require order approval' in Sales Order Preferences. This preferences works in conjunction with the All Orders User Manager so that only certain users can approve sales order. To prevent a user from approving sales orders, simply UNCHECK 'This user can approve sales orders'. When you open a sales order you will notice an 'Approved' check box. Authorized user can check or uncheck the box at any time. If the sales order is approved it become 'read only' so that users without approval authorization cannot change the sales order after it has been approved.
Checking customer credit
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Using All Orders If you use the credit limit function within QuickBooks, All Orders can provide information on a customer's credit status at order time. To enable, CHECK 'Check credit limit before saving sales order' in Sales Order Preferences. Create an order in the normal fashion, now when you click Save you will get a dialog that looks like the following.
All Orders will deduct the accounts receivable (A/R) balance from the credit limit as well as deduct: Open Orders: sales orders that have not been shipped This order: the current sales order that you are saving Open Ship Docs: Ship docs that have not yet been invoiced in QuickBooks. Please note for users of QuickBooks version 2007 or earlier (Enterprise 7 or earlier), the A/R balance may not get updated during a sync as these version did not allow date filtering on A/R balances.
Shipping complete
Shipping complete means that an entire order must be shipped at the same time and on the same ship doc in other words the order does not allow back orders. In order make a sales order ship complete UNCHECK the 'Allow back orders' box below the Order #. If you attempt to fill a sales order with back orders you will receive an out of stock error message.
Processing Customer Returns
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All Orders by NumberCruncher Whether due to error or a change of heart, your customers will occasionally return items. Customer Returns are transactions that show what Items are shipped by Customers back to you. You will notice that the Customer Return form is nearly identical to that of the Ship Doc. The only difference is the direction of the shipment: with Ship Docs, Items are shipping from you to the Customer; a Customer Return merely reverses the process. Customer Returns have 2 states: 1. RMA: Return Merchandise Authorization (RMA) is a document provided to the customer which authorizes them to return a product. As long as the 'Returned' check box is UNCHECKED the return will be in RMA state. By default RMAs are available for sales when the RMA is created. The logic for this is that you may want to resell the product even before its actually shipped back to you. You choose to exclude RMAs from available in Inventory Preferences. 2. Returned: The customer actually shipped you back the merchandise and the 'Returned' box is checked. You can easily create a new Customer Return from scratch by choosing New Customer Return from the Sales menu. However, to avoid retyping of critical information, it's wise to create the return from the Ship Doc information. To do this, perform the following steps: 1. From the Shipping List screen, double-click the record from whence the return will come. This will bring up that record's Ship Doc form. 2. From this form's toolbar, click the Return button. If created from the Ship Doc, all information from will be brought in to populate the fields. If typing a manual Customer Return, you have to fill the fields in manually. Additionally, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box...
...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works. Be sure to check the Returned checkbox when you actually receive the Item (s) back at your warehouse.
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Using All Orders Once a Customer Return has been checked as Returned, it cannot be edited. If you do not use QuickBooks with All Orders, be sure to check the NC Only box above. It allows you to close out a Customer Return without recording it in QuickBooks.
In addition to the standard Sales Order information, the Customer Return contains a few additional fields such as the Ship Doc Reference (a customer reference number), the number of packages in the shipment, and the total weight of the shipment. If you are also working with QuickBooks, when the Items are actually arrive back at your warehouse, the Customer Return needs to be closed out so that quantities can to be adjusted within QuickBooks. This is done by creating a Credit Memo. To create one, just click the Credit Memo toolbar button:
The invoice for the shipment will then be created from within QuickBooks, and you'll receive an alert that tells you the invoice number:
If you change your mind and wish to remove the invoice from QB, you have the option of clicking the Undo Credit Memo button on the toolbar.
Price Levels

Introduction Types of price levels How All Orders applies price levels Working with price levels fields
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All Orders by NumberCruncher The Price Levels profile list helps you set up and track discounts (reductions) and markups (increases) of your regular pricing for the goods and services you sell. With it, you can... Set up volume discounts so that customers can get a price break by buying in greater quantity. Give a special discount to a particular Customer Type. Temporarily adjust pricing in response to market conditions (e.g. a brief markup due to product scarcity). Do special time-intensive promotions on products or groups of products. Set prices for a specific currency. Set add-on prices, allowing your customers to purchase accessories or related items for a discount as part of a kit. Just as with other profile lists, the list of current Price Levels is set to the left, with the actual fields on the right:
Note that when setting discounts and markups, you have a special button that lets you determine how percentage increases and decreases are rounded off. To globally set your rounding preferences, simply click the toolbar button called Rounding Pref.
Types of Price Levels

Depending on the Type you've chosen, however, the rest of the tab will vary greatly. There are nine kinds of price level types: Add-on Prices. This is used when there's a kit on the sales order, and then additional items are added. Company Wide. The Company Wide price level applies a specified discount to the price after all other price levels have been applied. Only one 'Company Wide' price level can exist. Currency Price. A discount or markup can be applied to individual items when purchased in a different currency, often useful for offsetting the costs of international banking or keeping your prices more in line with local markets. This list references the Currencies profile list. NOTE: When currency prices are not set, All Orders will convert the standard price using the foreign exchange rate defined in the Currency Profile List. Customer Discount. The Customer Discount applies a specific discount (or markup) to the price after all item level price levels have been applied. The Customer Discount will be applied to all items' 58
Using All Orders standard prices for a specific customer. Once created, go to the Customers List to apply a customer discount to a specific customer. Customer Item Discount. This is similar to the Customer Discount, except that you can set a percentage on a per Item Group basis. Additionally, this discount remains true to its name as a discount-only feature - you can only reduce the standard price, not raise it. Customer Item Price. The Customer Price is a list of prices for all items for a specific customer. The Customer Price allows more flexibility than the Customer Markup or Customer Discount, as a specific price can be set for each item for a customer with the created price level. Once created, go to the Customers List to apply a customer price to a specific customer. Customer Markup. The Customer Markup is a markup % that can is applied to the cost of an item for a specific customer. Once created, go to the Customers List to apply a customer markup to a specific customer. Item Markup. The Item Markup is a markup % that can is applied to the cost of specific items. Only one Item Markup price level could exist. Volume Discount. The Volume Discount is a discount that can be applied to a subset of an item's from the company's inventory. By specifying a quantity minimum and maximum, all items included in the Volume Discount that fall into one of the quantity ranges will receive the discount specified by the appropriate range. For example, a Volume Discount is created that specifies a discount of 10% for quantities from 10 to 15 and 20% for quantities from 16 to 20. If the item "Screw" is added to the new Volume Discount and 13 are shipped, that item may have a 10% discount applied to it. Important - Each item in a company's inventory can only exist on a single price level at a time.
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How All Orders Applies Price Levels

When All Orders applies pricing to Items, it follows the following routine:
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Working with the Price Levels fields

For example, if doing an across-the-board discount, you're likely to encounter only a few fields:
Just choose whether will increase or decrease, and by what percentage, and you're done. If, however, you're discounting certain products and not others, a much more complicated block of fields will appear:
You first need to select the item(s) to which you want to apply the special pricing by clicking to the left of item's name/number. A green checkbox will appear. For each item, you then need to specify the discount or markup that applies. This can be done in one of two ways: 1. If you have an exact dollar figure in mind, just click once in the New Price field and enter an amount. OR 2. If you prefer a percentage of the Standard Price, actual Cost, or Current Custom Price, just enter a percentage into the field marked "Adjust price of marked items to be..." and then specify Lower (for a discount) or Higher (for a markup). If you wish to round off the new prices, select the nearest unit of currency you wish to round to (cent, dime, dollar, etc.), and then choose a rounding direction (Up, Down, or Nearest). While rounding preferences can be set globally (see the
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All Orders by NumberCruncher Rounding Pref. button), these rules apply only to the current Price Level. Finally, a word about setting volume discounts. When you choose Volume Discount as your price level type, you'll be provided a window that looks like this:
To fill it in, simply click in the first "From" field, and enter the minimum quantity for your first discounted pricing tier. Then enter a discount percentage. Repeat to fill in the rest of your pricing tiers. Note that the "To" fields will automatically fill themselves in as you go. You can remove a tier at any point by clicking its delete button ( ), and the previous tier's "To" field will self-adjust to take up the slack. Once you've set up your tiers, click the Apply to Items button just below this table to select those Items to which you want to apply the volume discount.
Generating Vendor RFQs

Many businesses order from vendors on a quote by quote or sales order by sales order basis. All Orders make this easy by allowing you to create linked purchase orders directly from a sales order. In cases where you have multiple vendors where you may source product you need a tool to generate requests for quotes (RFQ) from a vendor before you can create the linked purchase order. You also need a tool to keep track of the cost quoted by each vendor and which vendor you will ultimately supply the product. All Orders offers such a tool called 'Vendor RFQ'. To use this feature CHECK 'Enable RFQ' in Sales Order Preferences. For the purposes of demonstration I also enable 'Show standard cost and markup %' To begin create a quote (or a sales order) and item items as usual. line item, click the detail icon and select 'Request for Quote'. On the
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You will now see a dialog that looks like the following:
At this point you start to add the vendors that you want a quote from. You do not complete the cost or selected columns at this point. You can also click the 'All Vendors' button to automatically insert all preferred vendors for that item. Once you have added the vendors, click Save & Close. Then from the main quote screen, print the Quote Vendor RFQ form. You will now
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All Orders by NumberCruncher see that a RFQ has been generated for each vendor. are 4 vendors. In our example there
Now you wait until the vendor respond to your request. When they do open up the Request for Quotes screen again and enter the costs. When you have determined which vendor you will order from, check the 'Selected' box.
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All Orders provides a handy report called the RFQ Worksheet to manage this process.
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All Orders by NumberCruncher When one item is selected per vendor and a sales order has been created from the quote, you can create a linked purchase orders and All Order will chose the selected vendor and cost from the Request for Quotes screen.
Currencies
We belong to a global economy where businesses are not confined to national boundaries. As a result foreign customers and vendors expect document to be received in their own currencies. Fortunately All Orders provides tools to effectively manage foreign customers and vendors. To use multi-currency within you must enable it. To do so, go to Company > Preferences > General > Company Preferences, and then checking Enable Foreign Currency. Now you will able to add currencies from the profile list Lists--> Profile--> Currencies.
You can add as many currencies as you wish by choosing Save & New from the Currencies tab's Save button. Give the currency a name as well as provide its symbol. For your convenience, here are the ALT codes of a few of the more common currency symbols: Currency Euro Pounds Sterling Japanese Yen Symbol ALT code ALT+0128 ALT+0163 ALT+0165
If you decide to make use of foreign currency in your database, you'll probably need to update this list a bit more often than your other profile lists. Exchange rates are constantly in flux, and you'll want to make sure your rates are occasionally updated. While market rates can fluctuate every 20 seconds or so, they typically do so in very minute amounts. Barring a major 66
Using All Orders dip in one of the foreign markets, you can probably get away updating your rates between once a week and once a month. The Code field lets you specify a special code to use in reference to the particular currency, for example 'US$'. Now that you have set up the currencies, you must tell All Orders that a particular customer or vendor is foreign. You do this by opening up the customer or vendor editor and picking a currency from the 'Currency' drop down list.
Now when you create a transaction with a foreign customer or vendor (PO, SO, Ship Doc, Receiving Doc) your prices and costs will be in their currency! In the database however, prices and costs will be stored in your home currency. In other words the screen and your forms that you send to the customer or vendor will be in their currency but the internal reports (e.g. open sales orders, ship doc log etc) will be in your currency. The currency, which is editable, is shown on the transaction.
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When you have a foreign customer All Orders will convert your standard price using the customer exchange which will yield prices with decimals etc. You have 2 choices in this regard. The first is to adjust your rounding preference which is available from the Price List screen.
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The second is to create a foreign currency price level to override the conversion.
Receiving payment on a sales order

Many businesses take a deposit on a sales order then when the order is shipped they receive cash or generate an invoice for the balance. In All Orders the mechanism to force the user to enter payment on a sales order are the Terms. By default all the term type are set to 'AR'. You need to change at least one of the terms to Cash, Partial Cash or Partial AR. When All Orders sees a term that is not AR, it will prompt the user to enter payment information.
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All Orders will use the payment methods to determine if the payment is cash / check or credit card.
All Orders will auto-fill the terms and payment method from the customer record. All Orders also provides a internal control to prevent a particular user from overriding a customers terms. To accomplish this UN-CHECK 'this user can edit the default customer values...' in manage users. Now when you create a sales order you will notice a payment icon on the bottom right of the screen.
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Using All Orders Click payment icon to enter the customer's payment information.
The default payment amount is the entire order amount so you will need to edit that value. You can also select whether you want to push the payment to QuickBooks when you save the sales order. When you do this, the customer's accounts receivable balance will be become negative. Although this may seem counter-intuitive, from an accounting point of view it is correct. The negative A/R balance represents a liability until such time as the order is filled. If you send payments to QuickBooks at the sales order level, it is suggested that you UN-CHECK the automatically apply payment preference so that the payment can be applied to the correct invoice within QuickBooks.
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After completing the payment information, click 'Save' to return back to the sales order and Save again to commit the transaction to the database. You will notice the balance reflects what the custom owes upon shipment. When you Fill the sales order as usual you will be presented with a Ship Doc which also has the payment icon. Click the icon and enter the balance. Click Invoice to record both the invoice and the payment within QuickBooks.
Cash sales
You may have walk in customers that pay cash. You do not need to enter a sales order or generate an invoice but rather ship the product, receive payment and generate a 'Sales Receipt' in QuickBooks. To set accomplish this set up a term with a type of 'Cash'. Next create a ship doc and select the term. You will notice that the Invoice icon is replaced by a 'Sales Receipt Icon'. You will also notice a payment icon on the bottom right of the screen. Click payment icon to enter the customer's payment information.
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After completing the payment information, click 'Save' to return back to the ship doc and Save again to commit the transaction to the database. Finally click the 'Sales Receipt Button' to record it in QuickBooks.
Customer discounts
In All Orders you can preset customer discounts using Price Levels. Prices that are applied using price levels are applied on an item by item basis. You view the standard price and discount percentage on a sales order by CHECKING 'View standard price and discount %' in Sales Order Preferences. Changing the discount percentage will change the price accordingly. You can also apply discounts on the entire order using the Discount drop down list below the item grid. Before you can use this feature, you must first set up one or more discounts. You set the discount by percentage and amount. Line Item vs. Order Discounts One of the frequently asked questions about discounts is the affect of applying a discount on an item by item basis or the entire order. Other than the way the discount may be presented to the customer, the primary difference is how discounts are tracked particularly in QuickBooks. When a discount is applied on an item by item basis, the sales by item report will show the NET price charged to the customer. When the discount is applied on the entire order, All Orders uses the Item Discount so that the sales by
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All Orders by NumberCruncher item report will show the GROSS price. The discount item will show total amount of discounts applied to all the orders.
Shipping Methods
Before you can enter a shipping price on a quote, sales order or ship doc, you first must select an 'Other Charge' item which All Orders will use when recording the Invoice in QuickBooks when setting up your shipping methods. You can also force users to enter a shipping method by CHECKING 'Force shipping method' in Sales Order Preferences.
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Purchasing Cycle
Typical purchasing cycle
The purpose of this topic is to describe in general terms the purchasing cycle within All Orders. There are many variations on this work flow which will be discussed in other topics. In All Orders the 'trigger' for an item receipt is a document called a 'Receiving Doc'. A Receiving Doc can be created by receiving a purchase order OR created without a purchase order. The information contained on a Receiver Doc is used by All Orders to generate a Bill (or if selected in QuickBooks Preferences an Item Receipt) in QuickBooks. A few important notes regarding a Receiving Doc is a follows: 1. Receiving Doc can only fill multiple purchase orders. 2. You can have multiple Receiving Docs per purchase orders (for example back orders) 3. The Receiving Doc is 'ship to location' specific meaning that a Receiving Doc will increase inventory from one location at a time. 4. A Receiving Doc can be marked as Received my checking or unchecking the Received box. This is used for inventory that is In Transit 5. Once a Receiving Doc is recorded in QuickBooks it is read only and cannot be edited although you can Undo the bill in QuickBooks if you need to make a change.
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All Orders by NumberCruncher From the Home tab All Orders you can see the purchasing cycle.
You first create your vendors, once you create the vendors you are ready to create purchase orders. In All Orders purchase order can be created in a number of ways. The simplest way is directly from the purchase order screen. From the reorder analysis Linking from a work order or sales order. Importing from Excel or QuickBooks. The following is a simple purchase order I created. I added 1 item from the drop down within the item grid. (note: In order to add an item to a purchase order it must belong to a group which is marked as 'Is Purchased'.
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The above purchase order has one twist in that it uses the 'Purchase as' unit of measure and conversion rate. In this case the purchase as unit of measure is DZ - for dozen and the conversion rate is 12, meaning that when the PO is received it will increase inventory by 12 Eaches. To receive the purchase order, click the 'Receive' button which will show the Receiving Doc. By default the quantities on the Receiving Doc are automatically pre-filled (unless the item is lotted or serialized). You can turn of auto-fill quantities in Purchasing Preferences. You can receive multiple purchase orders at the same time but you must do this from the Receiving Doc. After adding the vendor, click the 'Add POs' from the toolbar as you will see the following dialog box:
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Check the items you are receiving then click OK.
Working with vendors

Many businesses purchase product from multiple vendors all having different part numbers and costs. One solution is to create a separate item for each vendor however you will quickly realize this is not a workable solution because you will have no visibility into the available quantity when you want to sell or use the product. All Orders has an alternate solution namely being able to have multiple vendors for each of your items. You set up your item vendors when you create your items. Once you do this, you can view the vendors that supply a particular item from the Item Info screen or which YOUR items a vendor supplies from the Vendor Info screen. You may also want to prevent users from ordering an item from a vendor that does not sell that item. You can restrict the items shown on the item grid drop by CHECKING 'Limit items for purchasing....' in Purchasing Preferences.
Blanket purchase orders
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Using All Orders In your business you want your vendors to deliver items at specified times during the year or 'blanket orders'. One solution is to create multiple purchase orders however All Orders has the ability of handling multiple ship dates on a single order. When you have multiple ship dates on one order the 'Ship Date' is not used instead, All Orders uses the 'Item Ship Date' to determine when and how much of an item should be shipped to the customer. Assume you want a vendor to deliver product as follows: Line No 1, Item 7809-0987 Ship on December 2, 2008 - Quantity 5 Ship on January 2, 2008 - Quantity 10 Line No 2, Item 7809-0989 Ship on December 2, 2008 - Quantity 10 Ship on January 2, 2008 - Quantity 20 To record the above, you create a purchase order and add the first item, which in our example is 7809-0987. One the item has been added click the Detail icon and select 'Ship Date'. Enter Ship Dates dialog will display. At this point click on the first date and change it to 12/2/2008, tab then change the quantity to 5. Click on the second line and enter 1/2/2009 tab and enter quantity of 10. When done, click Save & Close.
Repeat the above for the second item. All Orders provides a sales order template that displays multiple ship dates called Sales Order - Item Ship Dates. As with all other forms and reports in All Orders, you can customize this form to suit your needs. 79
The recommended report to view sales orders by ship date is called 'Purchase Order by Due Date' available from Reports --> Purchase Orders.
In transit receipts
For many importer goods in transit is difficult to track. All Orders has a simple and effective solution to this problem. In most cases, you take ownership of goods the minute they leave the foreign dock. At that point in time the correct thing to do is to create a Receiving Doc and Send the Bill to QuickBooks to record the liability even though you have not physically received the goods. When you receive an item in All Orders they are available for sale (see understanding quantities). They will also be available to ship UNLESS they are marked as 'In Transit'. To mark a receipt as In Transit, UNCHECK the Received box on the Receiving Doc. When the items are physically received, check the box to remove the In Transit flag. You can also exclude In Transit from available to sell Inventory Preferences.
Running a Reorder Analysis

The reorder analysis is used within All Orders to generate either multiple purchase orders or work orders based selected criteria. The reorder analysis is also used to create linked transactions (e.g. directly from specific sales orders). In this section we will discuss how use the reorder analysis without reference a specific transaction. You can launch the reorder analysis from the Company, Purchasing or Production menus. You can also launch it from the item list by checking the items then clicking List --> Reorder Analysis from the toolbar. Based on the selected criteria All Orders will present you with a list of items when 80
Using All Orders you click the Load Items button. After you the item list is shown you can change the vendor, cost and order quantity as appropriate. You then click the Create Orders to generate the orders. The process is divided into six steps:
Step 1: Select order type to create. Choose Purchase Orders for those items you order from Vendors or Work Orders for items you produce. If you select Purchase Orders then only items that are in a group with the 'Is Purchased' box checked will be shown. If you select Work Order, only items with a bill of materials will be shown. Check the Add to open orders to add the item to existing open orders you might have with the Vendor (s) in question. By default All Orders will not create purchase orders for items that have 0 costs. You can bypass this behavior by checking Ignore zero costs. Step 2: Select items to flag by. This setting tells All Orders how you wish to determine when an item qualifies for reorder. There are four ways to filter out possible reorder candidates: Reorder Point. This relates to the reorder point specified on the Purchasing tab of an Inventory Item dialog. If the current Total is less than the Reorder Point, then the item will appear on the list. Required. The 'Required' amount is the total number of the item on open Sales Orders plus unallocated components on Work Orders that are in 'waiting' or 'ready' status. Deficiency. The Deficiency is the difference between Available quantity and Required. If the Deficiency is less than zero the item will appear on the list. Reorder Point + Required. Both conditions must be met before the item shows up on the list. Step 3: Select order amount. There are three possible selections as follows: 1. Reorder Amount. This relates to the reorder amount specified on the Purchasing tab of an Inventory Item dialog. If Reorder Amount is selected All Orders will also check the Max Quantity. If the Max Quantity is not blank, then the order amount will be the Max Quantity minus Available minus On Order. 2. Required. The 'Required' amount is the total number of the item on open Sales Orders plus unallocated components on Work Orders that are in 'waiting' or 'ready' status. 3. Deficiency. The Deficiency is the difference between Available quantity and Required. Step 4: Select order filters. You can further filter your items shows by specifying: Due date. If you have selected Required Amount in Step 2, only orders having a due date BEFORE the due date will be shown.
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Vendor. Used to show items with a specific default vendor. Location. Used to show available, on order, required for a specific location.
Step 5: Load Items. Clicking this button pulls up the list of items that meet the criteria you established in the previous four steps. You'll be able to view each item & its description, its preferred Vendor (if the Item has more than one preferred Vendor, you'll be able to select the one you want from a dropdown list), and all its cost & reorder information. You can also exclude an item by deleting it from the list using the delete icon. Step 6: Create Orders. This command proceeds with creating a series of purchase or work orders, marking each one "done" checking the item's checkbox in the Done column. If an item does not get checked off as "done," then there's a problem. Check the item's Qty and Cost fields. The values of both these fields must be greater than zero. If not, they will be marked with a yellow highlight, and you will need to adjust them manually before the order is created.
Purchase order approval

As part of your system of internal controls, you may require that all purchases be approved by someone authorized to do so before being filled. All Orders enables purchase order approval so that if a purchase order is not approved, it cannot be received. To use purchase order approval CHECK 'Require order approval' in Purchase Order Preferences. This preferences works in conjunction with the All Orders User Manager so that only certain users can approve sales order. To prevent a user from approving purchase orders, simply UNCHECK 'This user can purchase sales orders'. When you open a purchase order you will notice an 'Approved' check box. Authorized user can check or uncheck the box at any time. If the purchase order is approved it become 'read only' so that users without approval authorization cannot change the sales order after it has been approved.
Processing a Vendor Return

You may have occasion to return an Item or Items back to the Vendor, for example... When there's an error in shipping. The Item (s) arrives damaged You have a special arrangement with the Vendor to return unused stock. Vendor Returns are transactions that show what Items are shipped by you back to the Vendor. You will notice that the Vendor Return form is nearly identical to that of the Receiving Doc. The only difference is the direction of 82
Using All Orders the shipment: with Receiving Docs, Items are shipping from the Vendor to your Location; a Vendor Return merely reverses the process. You can easily create a new Vendor Return from scratch by choosing New Vendor Return from the Purchasing menu. However, to avoid retyping of critical information, it's wise to create the return from the Receiving Doc information. To do this, perform the following steps: 1. From the Receiving List screen, double-click the record from whence the return will come. This will bring up that record's Receiving Doc form. 2. From this form's toolbar, click the Return button. If created from the Ship Doc, all information from will be brought in to populate the fields. If typing a manual Customer Return, you have to fill the fields in manually. Additionally, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box... ...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works. Be sure to check the Returned checkbox when you actually receive word from the Vendor that your shipment has arrived back at their location.
Once a Vendor Return has been checked as Received, it cannot be edited. If you do not use QuickBooks with All Orders, be sure to check the NC Only box above. It allows you to close out a Vendor Return without recording it in QuickBooks.
In the above information box, you have the exact same fields as on the Receiving Doc. Don't forget to update these field if, for example, using a different courier for the return. Similarly, you'll want to update the number of packages and/or weight if only returning part of your original order. To print out the Return Doc, just use the Print toolbar button. You can include this document as a packing list. If you are also working with QuickBooks, when the Items are actually arrive back at the Vendor location, the Vendor Return needs to be closed out so
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All Orders by NumberCruncher that quantities can be adjusted within QuickBooks. This is done by creating a Vendor Credit. To create one, just click the Vendor Credit toolbar button:
The invoice for the shipment will then be created from within QuickBooks. If you change your mind and wish to remove the invoice from QB, you have the option of clicking the Undo Vendor Credit button on the toolbar.
Currencies
We belong to a global economy where businesses are not confined to national boundaries. As a result foreign customers and vendors expect document to be received in their own currencies. Fortunately All Orders provides tools to effectively manage foreign customers and vendors. To use multi-currency within you must enable it. To do so, go to Company > Preferences > General > Company Preferences, and then checking Enable Foreign Currency. Now you will able to add currencies from the profile list. List --> Currencies. Lists --> Profile
You can add as many currencies as you wish by choosing Save & New from the Currencies tab's Save button. Give the currency a name as well as provide its symbol. For your convenience, here are the ALT codes of a few of the more common currency symbols: Currency Euro Pounds Sterling Japanese Yen Symbol ALT code ALT+0128 ALT+0163 ALT+0165
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Using All Orders If you decide to make use of foreign currency in your database, you'll probably need to update this list a bit more often than your other profile lists. Exchange rates are constantly in flux, and you'll want to make sure your rates are occasionally updated. While market rates can fluctuate every 20 seconds or so, they typically do so in very minute amounts. Barring a major dip in one of the foreign markets, you can probably get away updating your rates between once a week and once a month. The Code field lets you specify a special code to use in reference to the particular currency, for example 'US$'. Now that you have set up the currencies, you must tell All Orders that a particular customer or vendor is foreign. You do this by opening up the customer or vendor editor and picking a currency from the 'Currency' drop down list.
Now when you create a transaction with a foreign customer or vendor (PO, SO, Ship Doc, Receiving Doc) your prices and costs will be in their currency! In the database however, prices and costs will be stored in your home currency. In other words the screen and your forms that you send to the customer or vendor will be in their currency but the internal reports (e.g. open sales orders, ship doc log etc) will be in your currency. The currency, which is editable, is shown on the transaction. 85
When you have a foreign customer All Orders will convert your standard price using the customer exchange which will yield prices with decimals etc. You have 2 choices in this regard. The first is to adjust your rounding preference which is available from the Price List screen.
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The second is to create a foreign currency price level to override the conversion.
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Production Cycle
Typical production work flow
The purpose of this topic is to describe in general terms the production cycle within All Orders. There are many variations on this work flow which will be discussed in other topics. In All Orders the work order is the document that handles production. Work orders are internal documents that specify the finished goods that need to be produced as well as the components required to produce them. Before creating a work orders you must first create one or assembly type items. Typically an assembly item will have a bill of materials. The bill of materials or BOM is like a recipe, it tells All Orders which components are required to make the finished good. When a work order is created, All Orders knows how much of each component is required and displays the quantity available for each component on the work order. A BOM will also have one or more production steps. Production steps allow you to split the BOM into multiple processes. In addition to help you track components and manage production, the work order assist in determining the cost of your finished goods. A few important notes regarding a Work Order is a follows: 1. Steps must be finished in sequence. 2. Finished good become available when the work order is finished. To demonstrate the work order flow, I created an assembly item with a bill of materials as follows:
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I then created a work order so that 50 Widgets can be produced as follows:
Please note the following regarding the above: The 'Ordered' quantity of the finished goods multiplies the Qty Per on the bill of materials to determine the components 'Required'. 89

The 'Ordered' quantity is included in the 'On Order' quantity on its item info. The 'Required' creates demand for the components for the purchasing purposes. The 'Produced' quantity is how much of finished good is actually produced. 'Produced' can be equal to, less than or greater than the 'Ordered' quantity. The 'Allocated' is the quantity of the components that are reserved for the work order and is deducted from the 'Available'. 'Allocated' can be equal to, less than or greater than the 'Required' quantity.
There are a variety of work order forms that can be used by your warehouse staff to pick components or as a router for production. You will also note that the status of the first step is 'Waiting' meaning that before the step begins, the components must be allocated. (Note Labor which is a service item and non-inventory items can be allocated without regard to 'Available'). Allocating each item on a work order can be cumbersome so All Orders will do the job for you. To pick all the available components on the current step click Activities --> Pick Selected and for all the steps at the same time click Activities --> Pick All. When the status is 'Ready' you can change it to 'In Production' (see understanding status). You change status by clicking the Details icon, then Change Status --> In Production.
If there is no lag between production and finishing a step you can change the status to 'Finished' directly which I have done on this example.
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You will that there is an extra component on the work order. It turns out that there was not enough stock of 7909-0094 so I added 7809-0093 which is an alternate part. All Orders allows you to change the components on the work order without affecting the original bill of materials. You continue until all the steps are finished. All Orders also has a function to pick all components and finish all steps at the same time. To accomplish this click Activities --> Finish All.
Understanding work order status

Statuses are used in each step of a work order to track its readiness to proceed to subsequent steps as follows: Status Waiting Description When 'Allocated' is less than 'Required' 'Allocated' quantity is greater than or equal to 'Required' How to change 'Allocated' quantity greater than or equal to 'Required' Can change to 'In Production' on an item by item basis. Can also be changed to 'Finished' if enabled in preferences. 91
Ready
All Orders by NumberCruncher In Production Finished The step is in production The step is complete User selects to change the status to 'Finished' n/a
The status of the work order as a whole is the same as status of the current step. When all the steps are finished, the work order status can be changed to 'History' by recording it in QuickBooks.
Bill of materials design considerations

One of the decisions you will have to make is how to design your bill of materials particularly if you have multiple-production steps or subassemblies. The basic options are: 1. Include all sub-assemblies in the same bill of materials and use steps to delineate them or 2. Create assembly items for each sub-assembly or step. The decision comes down to the answer to this question. - Do I produce the entire assembly at the same time or do I inventory sub-assemblies/steps so I can build the top level product later. If the answer is No, then you should design your BOMs using options #1. #1 above is easier to implement as you would not be required to create work orders for each sub-assembly/step. For #2 you can create work orders for any sub-assemblies at any time then use them in the work order of the top assembly like any other component. We have already seen a work order with multiple steps (see typical production work flow). The following Bill of Materials has 3 components 2 off which are also bill of materials of which 1 has a component that is a bill of materials so that the structure has 3 levels. I printed the 'Indented BOM' from item editor.
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When I add this item to a work order, you will see only three components. From the top assembly work order we can generate all the sub-assemblies by clicking Activities --> Drill Down.
If you add the column called 'Drill Down Ref' on the work order list, you can see all the work orders that derived from the top level work order.
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All Order will also enable you to collapse all the components of the subassemblies onto a single work order. First though you must mark all the sub-assemblies as phantom BOMs.
Then from the work order, click Activities --> Flatten
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Creating a New Disassembly

In any production environment, particularly for for-stock manufacturers, job shops, and custom-build retailers, occasionally you'll have an order cancellation or return that will necessitate breaking an Item back down into its base components. The Disassembly form can help you do just that. To start a new Disassembly, just select New Disassembly from the Production menu. You'll find the user interface of the Disassembly form remarkably similar to that of the Work Order. The only difference is that the process is flowing in reverse. Rather than taking components to build an Item, we're disassembling the Item into its original components. Every Disassembly consists of a number of Steps / Operations. This describes the labor and manufacturing involved with breaking down the Item in question. All Steps are drawn from the Steps Profile List. Just select the Step from the drop-down menu. Each Step can contain one or more Components. These are the Items that will be added to inventory as a result of the disassembly. At the top of the screen, you must first select the Item to be disassembled as well as how many disassemblies were ordered. As you go into production, you can also tally how many of the ordered units have actually been produced (broken down) thus far:
In the upper right-hand corner, you can enter both the order date and the date the order is due. You can alter these dates using the drop-down calendar control.
Also, if you do not wish to record this transaction within QuickBooks, just click NC Only, which will prevent it from ever going to QB. If you do wish to
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All Orders by NumberCruncher record the Work Order in QuickBooks, click the Record to QuickBooks button on the Work Order's tab:
Of course, you must first finish all steps before it can ever be recorded in QuickBooks. This brings us to our next point... You have the standard Details column at the end of each row that gives you control over adding, deleting, and inserting new line. But just as with the New Work Order form, you also have control over the status:
You can select Comment to add a comment about that particular step, for example why the step took longer than expected, or about how a particular component broke during breakdown. Within the Change Status submenu, In Production means that you are currently working on this particular step.
To finish this step, choose Finished, and you'll be able to begin the next step. Note how the date and time is recorded for you, both the Started time and the Completed time. Of course, since you not always be at your computer while in production, you can also manually track the duration required for each step:
The budgeted duration (that which is stipulated on the Item's Bill of Materials) is listed under budget, and you also have the UOM (hours, minutes, etc.) listed as a reference. The Actual field is editable, and it enables you to record the actual time taken to complete the step. With the Disassembly form, it's much more likely that the actual time will deviate from
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Using All Orders the budgeted time, since an assembly typically doesn't take anywhere near as long to break down as it does to assemble. Keep in mind that you have a number of Disassembly-related commands on the toolbar. First, let's examine the commands available from the Activities drop-down menu: Finish All. This will automatically finish all steps, provided there's enough allocated inventory. Additionally, you must have Status Skipping enabled in your Work Order Preferences for this command to work. Restart. Starts the Disassembly over from scratch, setting the Produced field back to zero and resetting all steps back to Ready status. Split. If you have already completed at least one disassembly, you can split off the remaining unfinished assemblies into a new Disassembly. Pick Selected. For the selected step, All Orders automatically fills the Allocated column with available stock. Pick All. For every step in the Disassembly, All Orders automatically fills the Allocated column with available stock. Additionally, you can pull up other information via the Details drop-down list: Instructions. Brings up any special instructions that pertain to the current Disassembly. Dependency. A dialog appears that shows all current inventory dependencies for your Disassembly components. Lot/Serial #s. If your Item (s) contains lot or serial numbers, this command will display available lots, allowing you to choose which lots to access for this Disassembly. Bins. Brings up a dialog that allows you to specify the bins from which you'll draw your Items to be disassembled:
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All Orders by NumberCruncher Clicking on the Get Available button will pull inventory from wherever it is available. As always, you can click the Save button at any point to save off your Disassembly and its progress. Once a Disassembly has been finished, click the QB Record button to send it on to QuickBooks. If you ever change your mind, a button will replace it called QB Undo. Click it to wipe the bill from QuickBooks.
Capacity planning
All Orders provides a report called the 'capacity report'. The capacity reports adds all the budgeted hours for all steps in all work orders within the specified due date grouped by Production Center. The sum of those hours will be deducted from the Production Center's capacity to arrive at 'Available Hours'. In order to use the capacity report you need to set up one or more production centers. Once you have set up your production centers and have a least one work order, you can run the capacity report from Reports > Work Orders. By default the Capacity Report will filtered for work orders that are due in the current month. You can change the filter to view capacity for a different period.
Splitting a work order

If you have a work order in which you have competed partial and want to make them available while keeping the others in production, you can split the work order so that a new work order is created for the remainder. To split a work order click Activities --> Split from the work order toolbar.
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Working with quantities and values

Understanding quantities in All Orders
There are different quantities that All Orders works with. The following is a description of how it works. The basis for all quantities in All Orders is derived as follows Adjustments + / Work Orders - Finished Goods (Produced) + Work Orders - Components (Allocated) Disassemblies - Finished Goods (Produced) Disassemblies - Components (Allocated) + Receiving + Customer Return + Ship Doc Vendor Return Transfer + / For any items you can view this calculation by printing the Inventory Movement Detail report. We call this quantity 'Sum Qty' meaning the net of all transactions. We adjust this quantity for various purposes as follows: Note: Many of the values you will see can be viewed on the Inventory Status report. Inventory List The column called 'Quantity' is the Sum Qty for all available locations. In other words if any transaction is from a location or bin that is marked as unavailable, it will be excluded. The column called QB QOH is the quantity on hand in QuickBooks. This quantity is updated during a selective sync of Item Inventory.
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Item Info Available = Sum Qty for available locations minus 'In Production' In Production = Finished Goods Produced on work order whose status is NOT finished. Unavailable = Sum Qty for unavailable locations On Order = Open purchase orders (Ordered - Received) plus finished goods Required on work order whose status is NOT finished (Ordered - Produced) Required = Open sales orders (Ordered - Shipped) plus components on work order whose status is NOT finished (Required - Allocated) Reserved = Open sales orders (Ordered - Shipped) plus components on work order whose status is NOT finished (Required - Allocated) that are linked to an open purchase order or work order. Deficiency = Required minus Available minus On Order minus In Production (Positive only) Inventory Status Report Committed = Ship Docs with 'Is Shipped' is No Allocated = Allocated components on work order whose status is NOT In Production RMA = Customer Returns with 'Is Received' is No (Unchecked) In Transit = Receivers or Transfers with 'Is Received' is No Available to Ship = Available minus 'In Transit' minus 'RMA' Owned = Sum Qty plus 'Committed' plus 'Allocated' minus 'RMA' On Hand = Sum Qty plus 'Committed' plus 'Allocated' minus 'RMA' minus 'In Transit' Quantities used by All Orders in Transactions: Allocating work orders uses 'Available' Creating ship docs from sales orders uses 'Available' When marking a ship doc as 'Shipped' uses 'Available to Ship' Quantity adjustment uses 'Owned'
Working with locations and bins

All Orders supports and unlimited number of locations! A location in All Orders can be physical e.g. a warehouse or virtual/conceptual e.g. 'Repair'. By default All Orders ships with one location called 'HQ'. You can rename this location but you cannot delete it.
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Using All Orders On transactions you specify the location and All Orders will increase or decrease the quantity in that location appropriately as follows: Transaction Type Receiving Doc Description You specify the location once in the header section You specify the location once in the header section You specify the location once in the header section You specify the location once in the header section The item will be built in the LAST step of the work order You specify the location in the Step You specify the location once in the header section You specify the location once in the header section - also see shipping from multiple locations You specify the location once in the header section You specify the location once in the header section Effect on Qty Increase
Vendor Return
Decrease
Ship Doc
Decrease
Customer Return
Increase
Work Order Item
Increase
Work Order Components Transfer
Decrease Net 0 effect
Sales Order
Non - posting
Purchase Order
Non - posting
Adjustment
Increase/Decrease
You can now the locations of your items. All Orders offers a number of tools to quickly determine the location quantity.

Item Info - shows the location quantity for a specific item Location Info - shows the item quantity for a specific location Reports
In addition to locations, within each location you can specify an unlimited number of bins. It essentially allows you to create location within locations, letting you more easily pinpoint the location of an Item. This can be valuable for organizations that have enormous warehouses with miles of aisles. A bin 101
All Orders by NumberCruncher can be any place of storage, from an actual bin to a shelf, workbench, crate, or even a virtual location. For each item which is a Part or Assembly you can specify a default bin.
When you add items to inventory (e.g. Receive Items or Work Order) the quantity will automatically go into the bin specified on the item. If there is no bin specified, then the quantity will go into the default bin in the transaction location. You can change which bin an item is either added to or pulled from on any transaction. You can split quantities between multiple bins in the same location. From the line item of a transaction, click the details icon then click Bins. Click in the column 'Bins' and select the desired bin then enter a quantity. Repeat for bins you want to affect and then click 'Save & Close'
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If you are on a transaction where the quantity is being decreased (e.g. Ship Doc) and you are unsure of which bin the product is in click 'Get Available' which will show the following dialog box:
Highlight one or more bins and click OK. Also see transferring quantities between bins. Should I use multiple warehouse locations or multiple bins? The decision to use multiple warehouses will depend on whether you want to have multiple locations on 1 document. For example if you have a new stock and used stock location and you want to have a ship doc which can pull from both locations, then you should use bins. For example in a ship doc, I may have an item that I can pull from multiple bins. First I highlight the line and click the arrow under the 'Details' column, then select Bins. Select the Bin from the Bin drop-down list and enter a quantity. Continue to add new lines 103
All Orders by NumberCruncher for each Bin and then click Save & Close. If your item has serial/serial # you should select Lot/Serial # then select the Bin, enter the Lot/Serial # and quantity. In both cases you can select 'Get Available'. Available vs. Unavailable Locations and Bins There may be inventory that you do not want make available for sale or use on a work order. In All Orders you accomplish this by either making the location or bin unavailable. Quantities in an unavailable location or bin will not be included in the Quantity show on the item list, sales order or ship doc. It will show on the adjustment and can optionally be shown on the work order. You can see the unavailable location from the Item Info.
Working with lotted or serialized items

In many businesses there needs to be a way to track not on the quantity of an item, but also the quantity of an identifiable sub-section within the item. Take for example a buyer and seller of modems. The modem has a model # (in All Orders the Item name of number) but each modem also has a serial #. Creating a new item for each serial # is unworkable. All Orders deals with this by allowing an item to be lotted or serialized whereby each serial # within the Item is tracked as though it were a separate item. You make an item lotted or serialized by CHECKING 'this item has lots or serial number' in the 'Other' tab of the Item editor. If you have existing quantity of the Item when you bring it in from QuickBooks, All Orders will prompt you to add the lot or serial #s.
When you click OK you see the Enter Lot / Serial Numbers screen:
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Click on the column called Lot / Serial Number and enter the number then tab and enter the Quantity, Expiration date, comment and custom fields. Repeat until all the lot and serial numbers are entered then click Save & Close. Thereafter on every transaction when this item is added you will see the same screen so you can enter you lot #. If you are transactions that are consuming lot or serial numbers then you can use the 'Get Available' button to select them from inventory. If you are in a transaction that is adding quantities you will see additional buttons on the toolbar.
Use Get Next # when you are generating your own # and want to retrieve the next one in sequence. Use Auto # after you need to generate multiple numbers in sequential order. You can view the available lot or serial numbers for an item from its Item Info - Lot / Serial # tab. When you double click a particular # the Lot / Serial # Edit dialog box will show. From here you can change the details of the # including the number itself.
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Working with Bar Codes

All Orders comes the software you need to work with bar codes. All Orders will work with any bar code scanner that acts as a keyboard emulator (which is most scanners). All you have to do is set a tab post amble to the scanner (refer to scanner documentation for instructions on how to do this). Essentially, this set up is the same as typing and tabbing. You can try it your self, open any transaction and type the name or number of an item and press Tab. You will notice that the item is added to the transaction.
In addition to the Item name or number All Orders will recognize an items UPC and manufacturers part number. On a purchase order and receiving docs, the vendors part # will be recognized, and on sales orders and ship docs, the customers part # will be recognized. These numbers are entered in the Item editor. Within the Enter Lot / Serial Number you scan bar coded serial numbers. Finally in the count screen, you can scan the item, lot/serial # and bin. If your items do not have bar codes, then you can print labels from All Orders just as you would with any other report or form.
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Adding additional costs to Items

As mentioned earlier one of the reasons to use the value adjustment is to add cost to items after the originating transaction has been completed. Consider the following examples: ABC, Inc. pays duty on imported products. It receives the product on January 11, 2009 and enters the Vendor Bill accordingly. On January 15, 2009, ABC receives a bill from the freight forwarder and wants to reflect the cost of duty in inventory. The first is to receive the items as usual with the Receiving Doc as show in the following image.
Now click the 'Add Costs' button and the following dialog will appear:
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All Orders by NumberCruncher On this dialog I enter the vendor and the amount of the duty bill. I then need to decide the allocation basis of the amount. You can select Cost, Volume, Weight or Quantity. When complete click OK a value adjustment is generated with the amount automatically allocated. Note also that the Quantity and Old Value come directly from the Receiving Doc. (Note if the Receiving Doc was in foreign currency then the Old Value will be converted to your home currency)
Costing in All Orders

All Order maintains a 'shadow inventory sub-ledger' which applies an alternate valuation method than that used in QuickBooks. QuickBooks uses the weighted average cost while All Orders applies is a combination of specific identification and First-in-first-out (FIFO). It uses specific identification when All Orders 1) the item is lotted or serialized or 2) when there is a linked transaction. Otherwise All Orders uses FIFO. Generally FIFO requires costs be applied in date order starting with the earliest date. For example, assume you received an 50 units of an item on December 20 for $3 per unit and a further 75 units on January 2 for $3.10 per unit. You sold 25 units on each of ship docs 1,2, 3 and 4 on December 22, December 28, Jan 1 and Jan 2 respectively. The first 2 ships docs would be cost at $3 per unit and the last 2 at $3.1 per unit. The same concept applies to finishing work orders, receiving items or any transaction recorded out of date sequence. Depending on the number of transactions preceding it that uses the same item this process can take a long time and the system appears to hang or be not responding. In fact the database is working and All Orders is waiting for a response.
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Using All Orders The trigger for recording transactions in the All Orders inventory sub-ledger as follows - Ship Docs/Customer Returns - when Shipped is checked (note this will also happen when you click Invoice if the preferences to mark as shipped is selected) - Work Orders - when status is changed to In Production of Finished - Receivers/ Vendor Returns - when saved - Adjustments - when saved - Transfers - when saved - Value Adjustment - when saved There are three reports that provide visibility into the All Orders inventory sub-ledger as follows Transactions Inventory Ledger Inventory Valuation
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Sample Work flows

Below is a work flow diagram of the various functions available in All Orders. It shows how the different arms of your business (sales, purchasing, warehousing, production) interact, and how the entire system interacts with QuickBooks.
All Order supports many different work flows, and usually simultaneously. Your own business may be engaged in many different activities, in which case you would use multiple work flows.
For-Stock Manufacturer
A for-stock manufacturer typically manufacturers a line of product for stock and thereafter sells their product to a wholesaler or end user. The distinction is made that production of the product occurs before a customer order. Estimating quantity to produce is critical in order to minimize back orders as well as reduce component and raw material inventory. Suggested Work Flow:
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Using All Orders You can schedule production by creating one or more Work Orders. Work orders can be created to reflect an entire months production and can be split as production is completed. Hint: Previous work orders can be duplicated. A work order will generate demand for components. Use the Reorder Analysis tool to create purchase orders to Vendors based on reorder point / reorder amount. Use Sales Order for customer orders. Use the Batch Shipping to auto-fill multiple sales orders. Use the resulting Ship Doc picking list template to pull stock. The Ship Doc is linked to UPS World Ship software. Once the tracking # is generated, it is automatically recorded on the Ship Doc. Use the Ship Docs packing list template to include the list with your shipment.
JIT Manufacturer
A JIT (just-in-time) manufacturer assembles or manufactures its product line very close to its scheduled delivery date. It typically keeps sufficient components (which could also have been assembled or manufactured) to enable it to assemble the finished product quickly. Orders may have multiple (scheduled) delivery dates. Suggested Work Flow: Use Sales Order for customer orders. Each line item can have multiple shipping dates. Create Work Orders using Reorder Analysis and use the Required amount as the order quantity. This will tie the sales order to the work order. One work order will be made per line item and ship date. Use the Reorder Analysis to create purchase orders or work orders for components based on reorder point, maximum inventory level and reorder amount. Finishing a work order will automatically generate the Ship Doc. The Ship Doc will be on the Shipping list. The Ship Doc is linked to UPS World Ship software. Once the tracking # is generated it is automatically recorded on the Ship Doc. Use the Ship Docs packing list template to include the list with the shipment.
Custom Manufacturer
A custom manufacturer creates product with variations and options. For example, a computer manufacturer may sell a computer with 40 or 80 Gig 111
All Orders by NumberCruncher hard drive. Components may be kept in stock or purchased on an order-byorder basis. Suggested Work Flow: In addition to having a Bill of Materials, items with variations will also have a Configuration that lists variation Items as well as optional Items. Use the Sales Order and configuration tool for customer orders. Create the Work Order (s) directly from the sales order so that variations will be considered. Create Purchase Orders for components directly from the work order, which will reserve quantity for the work order. When the purchased orders are received, the quantity will automatically be allocated to the originating work order. You can use one purchase order for multiple work orders. Finishing a work order will automatically generate the Ship Doc. The Ship Doc will be on the Shipping list.
Kits
There is a difference between an item that is manufactured and an item that is kitted. A manufactured item is converted, in one way or another, during the manufacturing or assembly process. In other words, by combining the components together, you create a new item. By contrast, a kit is a group of items that are sold together without conversion. Suggested Work Flow: You can create Kit items which can have fixed, variable or optional components. Use the Sales Order and configuration tool for customer orders. Use the picking list template from the sales order to pick the items and create the ship doc on an order by order basis, or use Batch Shipping to auto-fill multiple sales order as the same time. Use the Reorder Analysis to create purchase orders for components based on reorder point or the required amount. If a kit is pre-assembled, then you should create the item as an assembly, and you will use the Work Order for picking instead of the sales order. Refer to "Custom Manufacturer" above.
Job Shop
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Using All Orders A job shop performs one or more specific functions in a manufacturing process on a contract basis. For example, a manufacturer may outsource machining to a job shop. A job shop commonly receives components from the manufacturer and may apply its own components as well. Suggested Work Flow: Create items of type Job or Assembly having a Bill of Materials and Configuration that lists items that have variation as well as optional items. Optionally, you can use a customer return (receiving inventory from the customer) for use on the Job. Use the Sales Order and configuration tool for customer orders. Create the Work Order (s) directly from the sales order so that variations will be considered. Create Purchase Orders for components directly from the work order, which will thereby reserve quantity for the work order. When the purchased orders are received, the quantity will automatically be allocated to the originating work order. You can use one purchase order for multiple work orders. Finishing a work order will automatically generate a Ship Doc. The Ship Doc will be on the Shipping list.
Processor
A processor takes one item and breaks it down into component items. It may sell these items or use them in production. Suggested Work Flow Create items of type Assembly using a Bill of Materials, in which case the item that you purchase is the Assembly and the resulting products are the components. Create and finish a Disassembly to break down the item.
Parts & Labor

Suggested work flow: This is any business that supplies parts and labor to its customers. If you want all the parts and labor to be rolled up into one item on the invoice, you should use Job items and follow a work flow similar to the Job Shop above. Otherwise, simply create a Sales Order and list the parts and service items. Use the Fill button to generate a Ship Doc so that the items can be invoiced in QuickBooks.
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Drop Shipper
Suggested work flow: Create a drop ship Purchase Order directly from the underlying Sales Order. When the purchase order is received (even though it never is physically received), a Ship Doc will be created automatically so that it can be invoiced in QuickBooks.
Retailer Cash and Carry

Suggested work flow: Retailers with a cash and carry business do not need sales orders. Rather, they can go directly to a Ship Doc. Optionally you can create one customer that will be used for all retail business. Set its Term type as Cash. This will require that a payment will be made at the point of sale. A sales receipt will be recorded in QuickBooks.
Retailer Custom Order

Suggested work flow: Retailers who take custom orders will use the Sales Order to record the order. If desired, you can create just one customer that will be used for all retail business. Set its Term type as Partial Cash or Partial AR if a deposit is taken on order and balance paid on shipment. Create a Work Order or Purchase Order directly from the sales order to tie the documents together.
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QuickBooks Topics
How does QuickBooks handles Inventory

Accounts Reports Valuation Adjusting
Accounts QuickBooks tracks the quantity and value of items that have a type of Inventory and Assembly. It uses an inventory sub-ledger to track individual items then updates the various general ledger accounts as required. The following accounts are used by QuickBooks to track inventory. Sample Name/Type of Account Inventory Asset / Other Current Asset What's its used for This account is used to track the values of inventory on hand. QuickBooks will create this account the first time an "Inventory Part" item is entered. This account should be used exclusively for Items. Do not post any other transactions to this account, otherwise report totals (e.g. Balance Sheet) will not reconcile with the Inventory Valuation report. To get more detailed reports, set up one top level account to keep track of Inventory, then set up sub-accounts of the top-level account (e.g. Inventory Asset: Finished Goods). This account is used to record the sales side of invoices. When an item is sold its sales price multiplied by the quantity sold is posted to this account. NOTE: For items that are not sold (e.g. components), this account will never be used, although it is required by QuickBooks. This account is used to record the cost 115
Sales / Income
Cost of Goods Sold /
All Orders by NumberCruncher Cost of Goods Sold side of invoices. When an item is sold, its average cost is multiplied by the quantity sold and then posted to this account. NOTE: for items that are not sold (e.g. components), this account will never be used, although it is required by QuickBooks.
Reports The sub-ledger report is called 'Inventory Valuation Summary':
The blue circled value is the total cost of inventory for all products. This value should exactly match the asset (s) account described above on the balance sheet for the same period.
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They will not match for 1 of 2 reasons: 1. There is an inactive item with a value. 2. You made a journal entry directly to the inventory asset account. If you double click the item on the inventory valuation summary you will get the detailed transactions on how the value and quantity were derived.
Not the different transactions that make up the balance as follows: 1. Bill - represents purchases from your vendors and will increase quantity. 2. Credit - represent returns to your vendors and will decrease quantity. 3. Invoice - represent sales to your customers and will decrease quantity. 117
All Orders by NumberCruncher 4. Credit Memo - represents returns from your customers and will increase quantity. 5. Inventory Adjustment - will increase quantity or decrease quantity. Valuation QuickBooks uses the Average Cost to value Inventory. The costs of sale is determined by average cost of the items determined at the time of sale. The average cost is the purchases divided by the quantity. When an item is sold, the average cost is deducted from the inventory asset. See our article on inventory valuation for a discussion on the different methods used. Adjusting You must be in single user mode to adjust inventory and do as follows: 1. Vendors - Inventory Activities - Adjust Quantity/Value on Hand. 2. Select an account (e.g. Inventory Adjustment). 3. For the items in question, under 'New Qty' enter the desired new quantity. 4. If you want to also change the average cost, on the bottom of the adjustment form click 'adjust value'. Enter the TOTAL value in New Value (e.g. quantity X cost). 5. Press Save & Close.
Merging records in QuickBooks

You can merge a list record into another record. Once you merge the records, the merged record ceases to exits and any transactions will now show under the record it was merged into. To merge two records switch to single user mode, open up the relevant list and double click the record you want to remove then to open the editor. Change the name the record to an existing record then press OK. QuickBooks will show a dialog to confirm this action.
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Preferences
Adjusting Preferences
A critical part of the All Orders setup process lies in adjusting its many preferences to suit the needs of your business. You can access the Preferences dialog by choosing Preferences from the Company menu:
As you've probably noticed, the Preferences dialog is divided into several categories. Each category sports two preferences tabs, My Preferences and Company Preferences. The Company Preferences tab pertains to options that affect the actual functionality of the application, such as how All Orders interacts with QuickBooks. For these options, you'll want to settle on a company-wide standard. The My Preferences tab has more to do with individual settings that pertain to the aesthetics and usability of the program. Most of the categories only offer Company Preferences, and only the General category offers both. For more information on a specific preference category, please choose one of the links below. General QuickBooks Synchronization Inventory Purchasing / Receiving Sales Orders Work Order Shipping Docs #s 120
Reference

Reports Toolbar Lot / Serial #s
General Preferences
The General category of preferences contain miscellaneous options that affect the aesthetics and usability of the program (as seen as on the My Preferences tab), and also some basic functionality (viewable on the Company Preferences tab). Let us look at these tabs in turn: My Preferences A click of the My Preferences tab in this category reveals the following options:
When it comes to saving the various tabs on your All Orders desktop for later use, you may choose between three items: Save when closing company. Any lists or other tabs you had opened when exiting the software or closing a company are preserved. They open right back up again when you open a company file. Save current desktop. This is a manual save option that will preserve the configuration of tabs on your desktop exactly as they were when you chose that option. To manually save a new configuration, simply set up the tabs on your desktop as you'd like 121
All Orders by NumberCruncher them, return to the General My Preferences dialog, choose one of the other Desktop save options, and then click Save current desktop again. Don't save the desktop. This starts with a "blank slate" each time you open a company file. No tabs will be present on the desktop.
Additionally, you have an option called Show Home page when opening a company file, which will always bring up your Home Page first, regardless of whether or not it is part of your saved configuration of tabs. One extra usability touch is the checkbox marked Beep when Adding, Editing/Deleting Items. Checking this option will provide some audio feedback when working with Items. It's a handy safeguard to help remind users that they are making permanent changes. Checking Automatically refresh lists when information is updated will help ensure that any open lists will stay up to date when you change any information on a related form. In addition to these usability enhancements, you also have some general aesthetic preferences as part of this tab. First, you have the ability to choose a Color Scheme, which does no more and no less than paint the background of the program's user interface a lovely shade of your choosing. Just select a color from the drop-down list. Finally, you can change the appearance of the list tabs on your All Orders desktop. These are just aesthetic changes, and do not affect the functionality of these tabs in any way, so feel free to experiment to see which one you like best. Just click an option in the Tab Style section of the dialog to get started. Company Preferences The Company Preferences tab offers choices that pertain to the program's general functionality: The first section marked Decimal Points, controls how numbers are displayed in the application. Here you have spinner controls that let you set the number of decimal points for quantity values as well as dollar figures for cost and for price. Regardless of what you set here, total dollar amounts will always have two decimal places. These can be adjusting by clicking the value's up/down spinner buttons, or by simply typing a number into the value's field. Next, the checkbox Enable Foreign Currency allows you to use currencies other than U.S. dollars within All Orders. Once enabled, currencies (and their exchange rates) can be set up by way of the Currencies profile list. Also, be sure to check This company charges sales tax if you charge sales tax on
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Reference products, so that the appropriate taxes are applied to the totals on Sales Quotes and Sales Orders. You have a few options for allowing "NumberCruncher-only" transactions, where the results are not shared with QuickBooks. You can choose to allow these transactions if the user specifies it, disable them entirely, or force all transactions to be NC Only. Enable Manufacturers Rep Orders: Enables All Orders to create and fulfill manufacturers rep orders. Use Quick Reorder screen: Check this preference if you do not want to view the entire reorder analysis screen.
QuickBooks Synchronization Preferences

As mentioned in our guide to Synchronizing with QuickBooks, the synchronization procedure will let you keep data in both applications up-todate as you work. This dialog will let you set up a custom synchronization protocol with your QuickBooks file. You originally set part of these preferences when first setting up your New Company File, but this screen will let you adjust those settings as well as set several new options. At the top of the dialog, you have a few choices regarding the frequency of synchronization.
Selecting Manual Synchronize Only will sync the information only when you specifically command it, whereas clicking Auto Synchronize will bring up a special field enabling you to enter a time interval in minutes (by either typing or clicking the spinner arrows), and the sync will occur repeatedly at that interval for as long as the application is open. Additionally, you can toggle Synchronize On Startup. When checked, it will automatically synchronize with QuickBooks whenever All Orders is opened, even if the synchronization frequency is set to manual. To help ensure that QuickBooks has your most recent transactions, choose Send all unsent transactions / payments (that are available to be sent) to QuickBooks.
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All Orders by NumberCruncher You can also automate the reconciliation process on each sync if desired. You opt to automatically reconcile to All Orders, to QuickBooks, or not to automatically reconcile at all. For more information on reconciliation, please see Synchronizing with QuickBooks. Below this set of choice, you have a series of four tabs: The first tab, Inventory, affects how All Order synchronizes your Items. You have just one option here: Post Inventory Adjustments as Bills in QuickBooks. Normally, inventory adjustments are posted as adjustments with QuickBooks. This, however, requires that QB run in single-user mode. To address this limitation, you can instead post your inventory adjustment as a bill. Synchronize Manufacturers Part: Check if you want to synchronize part numbers with QB. Note, if you already have part numbers in All Orders they will be overwritten.
On the PO/Receiving tab, you have the following two checkboxes: Block All Purchase Orders from being sent to QuickBooks. None of your POs are introduced in QB. Send Receiving Docs to QuickBooks as Item Receipts. Typically, all Receiving Docs introduced into QuickBooks as bills. However, you should desire, you can check this box to send them as item receipts. Include custom:Job on Bill: Check to record the customer:job on the bill. This will only apply to receivers from linked purchase orders.
The SO/Shipping tab sports three drop-down lists. With them, you can associate an appropriate QuickBooks custom field to each of three All Orders fields that do not have a default QB counterpart. That way, when creating a sales order within QB, you can make sure these elements make it into your All Orders sync. The Original Order Quantity as well as the Back Order
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Reference Quantity fields can be mapped to custom item fields within QuickBooks, whereas the Sales Order # can be mapped to a custom customer field. Invoice #s. Allow QB to assign Ship doc #: as invoice ref # if you'd like keep the All Orders ship doc # as part of the information in the corresponding QuickBooks record. SO # - Seq: This option will use the sales order number a dash '-' and the shipping sequence. For example if you have 2 invoices from the same sales order 787, the invoices #s will be 787-1 and 787-2.
Finally, on the Lot/Serial #s tab, you can opt to include serial or lot numbers in the description of Invoices and Bills. When checked, the lot/serial numbers will replace the line items' descriptions, being displayed sequentially as each new line item is created within QuickBooks. You can also choose to append the expiration data to the description. MRO / MRS Record manufacturers rep shipment as either a sales receipt or vendor return Record gross sale and cost of sale as 2 separate line items or as one line item representing the net commission.
Inventory Preferences
The Inventory preferences screen allows you to specify how you want inventory adjustments handled within All Orders. You have the following checkboxes available to you: Allow negative inventory quantity. Allows an Item's inventory quantity to fall into negative values. Warn when negative (Ship Doc only). You'll be given a small warning when an Item's inventory quantity is dipping into negative values. Obviously, Allow negative inventory quantity must first be checked. Kit Selection prices must be the same its item's price. When you add a kit selection to any kit component in the Item editor, it assumes the selected Item's price by default. Normally, this price field remains editable; check this field to disallow edits. Allow the editing of an Inventory Item's properties inherited from the Item Group (Accounts, UOM, Price Level). If unchecked, an Inventory Item's properties will always be the same as its Item Group, with no option of editing the properties on a per-Item basis. Update an item's accounts when changing the item's group. While it's rare that you would want to change a particular Item's 125
All Orders by NumberCruncher account, you may at one point wish to change its group. If checked, the account will change to the new group's default account when moving an Item from one group to another. Auto allocate dependencies. If checked, transactions that are linked will automatically fill those transactions waiting for available inventory quantities. For example, say you create a Sales Order, but can't fill it due to a lack of inventory in stock. If you batch a Purchase Order from which you receive the available quantities, then the SO will be filled, and a Ship Doc automatically created. Force allocation to dependencies from linked transactions. Checking this option will allow a transaction needing a certain amount of inventory quantity to allocate any in-stock quantities, even if they're reserved for another transaction. For example, say you just received ten widgets on a Receiving Doc that had a dependant Sales Order. Under normal circumstances, that those widgets are reserved, and cannot be touched by other transactions. Force allocation frees up even reserved inventory, allowing you to "borrow" those widgets for other transactions. BOM component must be the same as its item's description. Under normal circumstances, users can manually edit the description for a bill of materials. If checked, the description will be rendered uneditable, automatically taking on the description of the component Item. This way, if the Item's description ever changes, the BOM component description changes automatically as well. description ever changes, the BOM component description changes automatically as well. Include RMA in available. Check if you want to include pending customer returns as inventory available to sell. Include In Transit in available. Check if you want to include inventory receipts that are in transit as inventory available to sell. Make available date sensitive... Generally available quantities use the current date and not the transaction date (with the exception of the count, adjustment and value adjustment). Check this option to use the transaction date instead of the current date. Enable Kit Rules. Check to use kit rules.
Purchasing & Receiving Preferences

These preferences check boxes pertain to making and receiving Purchase Orders. Require order approval. This option places an "Approved" checkbox on the Purchase Order form, allowing someone with appropriate user permissions (such as a manager) to approve each PO before it goes out. Auto fill PO back order on receiving. Normally, when creating a Purchase Order, all line items' quantities are initially set at zero. If checked, each line item's quantity will be automatically set to fill the entire back order from the PO. 126
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Show PO Back Order on receiving. Back ordered items (those with a quantity of zero) are typically removed from a PO's Receiving Doc. If checked, even zero-quantity Items are displayed on the Receiving Doc. Limit items for purchasing to items that have the current vendor listed as a preferred vendor. Only those Items for which the PO's Vendor is a Preferred Vendor can be added to the Purchase Order. Deny receiving quantities greater than ordered. If checked, and when creating a Receiving Doc from a Purchase Order, you cannot list quantities on the Receiving Doc that exceed the quantity currently on back order. Update purchase cost after receiving. Check if you want to update the purchase cost on the item editor each time you create a receiver for the item. Use SO or WO location on linked POs. When creating linked POs, All Orders will use the default location ('HQ'). Check this to optionally use the sales order location or work order step location. Copy purchase order line comments to receiver. Copies the purchase order comments to the receiver.
Sales Order Preferences

This set of checkboxes applies to the creation of Sales Orders within All Orders.
Require order approval. This option places an "Approved" checkbox on the Sales Order form, allowing someone with appropriate user permissions (such as a manager) to approve each SO before it goes out. Enforce Ship Method. If checked, the user must select a Ship Method in order to save and process a Sales Order (or Ship Doc). Allow expanding/collapsing of Kit Lines. Checking this option allows users to view kits on the Sales Order in a collapsible hierarchy as opposed to always having the kit fully listed. Customer POs must be unique. When checked, users will be barred from entering any Customer PO number that has already appeared on a previous order. Apply price levels to Kit Lines. Checking this option will apply the price levels you establish in the Price Levels profile list to kit lines on the Sales Order. 127

Show work order status. Allows you to view and change work order status to finished from the sales order. Show standard price and discount %. Will show the standard price and discount % on the sales order. The discount % is editable and will change the net price charged. Show work order location. Allows you to view and change the work order location (last step on the work order) prior to creating a linked work order. Enable vendor RFQ. Enables vendor RFQ functionality. Check credit limit before saving sales order. When checked, All Orders will provide a screen with the customers credit information. Note. This functionality will only work properly with version 2008 or higher of QuickBooks. Show standard cost and markup or margin %. Will show the standard cost and markup or margin % on the sales order. The markup or margin % is editable and will change the net price charged
Work Order Preferences

These preference check boxes pertain to production and the creation of Work Orders in All Orders. Allow status skipping. Checking this option will let a user move on to a later status in the Work Order, effectively skipping one or more status levels, as opposed to having to proceed sequentially through each one. Allow status forcing. Check this option for the ability to manually proceed past Waiting status for a particular step. Automatically put BOM instructions in the Item Comment. Any instructions that have been attached to the Bill of Materials will be placed in the Item's Comment field. Record in QuickBooks using the Due Date instead of the Date Finished. If checked, the due date will determine the bill's date of creation within QuickBooks. Check only available locations or bins when allocating components. If checked, All Orders will only check available locations or bins when allocating. Steps can only be used in one production center. un-check to add a step to more than one production center.
Shipping Preferences
These preference check boxes apply to shipping and the creation of Ship Docs. Auto fill quantity on shipping. Normally, when creating a Ship Doc, all line items' quantities are initially set at zero. If checked, each line item's quantity will be automatically set to fill the entire order quantity from the Sales Order. 128
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Show back order on packing slip. If creating a Ship Doc from a Sales Order, back ordered items (those with a quantity of zero) are typically removed from a Ship Doc. If checked, even zero-quantity Items are displayed on the Ship Doc. Show back order on invoice. If checked, all back-ordered items (those with a quantity of zero) will still show up on the invoice within QuickBooks. Mark as shipped when invoiced. By checking this box, a Ship Doc will be automatically marked as shipped as soon as it is invoiced. Mark as shipped when printing the packing slip. When checked, the packing slip shows the Items as shipped. Count number of packages. When checked, the number of packages will be automatically computed by counting the total quantities of all line items. Useful only for businesses that separately package each Item. Set weight to the total weight of the line items. When checked, All Orders automatically calculates the total weight of the shipment by adding together the weights of each individual Item. Deny shipping quantities greater than ordered. If checked, and when creating a Ship Doc from a Sales Order, you cannot list quantities on the Ship Doc that exceed the quantity currently on order. Use classes on shipping documents. If checked you can designate a class for each item on a ship doc or customer return. Copy sales order line comments to ship doc. Copies the sales order comments to the ship doc.
Document Numbering Preferences

In the Document Numbering preferences dialog, you will find a list of different transactions that generate transaction numbers as a means of identifying them. The first text field in this dialog allows you to specify a starting number for each of these ID numbers. The second field allows you to set the increment:
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For example, if you set the values for Next Sales Order to 100 and 5, respectively, then your subsequent Sales Orders would be numbered 100, 105, 110, 115, etc.
Reports
The Reports preferences dialog allows you to specify the company information that appears in the header of certain reports you print.
Click Use This Address for Company Address will activate a drop-down list, allowing you to choose from your various Locations. You can also choose which contact information to add, any combination of Name, Phone, Fax, or Email. These fields typically come up in reports such as Sales Order printouts that sport distinct "From" and "To" sections. Also, you can check Use Decimal Formatting to place decimal formatting on the report - leave it unchecked to use the formatting in the Report Designer.
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Toolbar Preferences
This preferences dialog is where you can fully customize the All Orders main toolbar to suit your exact needs. Notice that you already have a number of default commands, but these can be added to, moved around, exchanged, or deleting at your leisure.
So, let us discuss how we can manipulate these commands to give you the most effective toolbar possible: 1. Change the order of items. See those two icons at the top of the dialog?
These are your move commands. Just click a tool to select it, and then click the Up button to move the tool upward through the hierarchy, and the Down button moves it downward. 2. Add... Clicking this button will bring up a dialog allowing you to add tools to your toolbar:
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Just select one of the tools from the comprehensive list provided. Then assign a Label (the word by which it will be listed in the Toolbar preferences dialog, and also what you'll see if viewing the buttons with text) as well as a Description (which will appear as tooltip text whenever the user mouse over the tool in the toolbar). Click OK to confirm. The new tool will appear at the bottom of the tool list in the Tool preferences dialog. 3. Edit... You can change the Label and Description of any tool already on the toolbar by selecting it and then clicking this button. 4. Delete. Click to select any tool you wish to be rid of, and then click this button to make it go away. 5. Add Separator. This tool places a vertical separator at the end of your toolbar, and you can then use the arrow tools to place it where you wish. This is handy for separating your commands into groups of tools.
Lot & Serial Number Preferences

If your products make use of lot or serial numbers, this preferences dialog will serve as a means of customizing how they are used.
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Show Lot/Serial Expiry. When checked, Item lists can be filtered based on expiry. Force Lot/Serial 'Part Of'. If checked, you must specify on the Work Order the lot or serial number to which the component belongs. Increment duplicate number when scanning. If checked, the lot/serial number will be incremented instead of duplicated when scanning in Items. When getting available quantity get the exact quantity. By default, when a user adds an Item to a transaction that contains lot/serial numbers, the lot entry dialog appears. If the user clicks Get Available, a list of available lots is displayed. When checked, you will automatically get all of a chosen lot. If unchecked, you will only receive a quantity of one, even if there's a greater quantity of that particular lot. Allow duplicates. This allows duplicate lot or serials numbers to be entered. Enter a default number of days before a lot/serial # expires. This command will automatically generate an expiration date for new instances of an Item based on the number of days you enter here.
Setting Rounding Preferences

One interesting feature in All Orders is its ability to round currency (due to percentage discounts or markups) to your exact specifications. Just click the Rounding Pref. button on the Price Levels profile list to view the current company rounding preferences.
Check or un-check the No Rounding checkbox to turn rounding off and on. If you decide to round, select the type of rounding that should occur (Round Up, Round Down, or Round to Nearest) and then choose the numerical unit to which All Orders should round its prices. You can opt to increase or decrease prices by a specified amount by selecting Increase or Decrease from the drop-down list and then specifying the 133
All Orders by NumberCruncher amount to add. This Increase/Decrease will be performed after an applicable rounding takes place. For example, say an item's price comes to $107.30 and you have the rounding options set thusly... Rounding Options is set to Round to Nearest, Round to is set to $10, and Increase is enabled with a value of .99. As a result, the item's price will first be rounded from $107.30 to $110.00 and will then be increased by $.99 for a total price of $110.99. Leave the field empty if you do not wish to Increase/Decrease the rounded amount.
Menus and Icons

The All Orders User Interface
The user interface screens of All Orders have been redesigned from the ground up to be more intuitive and user-friendly, while still providing the power our users have come to enjoy. At the center of these design changes is a new tabbed interface, allowing you to have several lists, documents, and reports open at once:
You can easily switch between open items by clicking its corresponding tab. You can have as many or as few tabs open as you like. To close a particular tab, do the following: 1. If necessary, first activate the tab by clicking it. 2. Click the X button ( ), located on the far right-hand side of your row of tabs. OR... ) or a Cancel ( ) Most screens have either a Close ( button, both of which will close the current screen. Cancel closes the screen without saving any changes. Your tabs can also be easily rearranged simply by clicking a tab and then dragging it to a new location on the bar:
In addition to the above points, there are other user-interface related topics that are specific to Lists and transaction forms that are available within their corresponding sections. Below, you'll find links to additional topics that explain other user interface conventions as well as describe the contents of each menu in the All Orders application: 134
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The Home Page. This section covers the All Orders Home Page, a central hub of all program activity. Main Toolbar Buttons. A listing of the default toolbar commands, and instructions on how to stock the toolbar with the tools you find the most useful. Tab Toolbar Buttons. An exhaustive list of all tools that are related to particular screens. It tells you what each tool looks like, what it does, and where it can be found. The File Menu. A description of each tool in the File menu to help you easily manipulate your data file. The Edit Menu. A description of the various editing commands. The Lists Menu. A listing of available lists in the Lists menu, which also lists what these Lists do. The Sales Menu. The commands most pertinent to your sales staff: quotes, orders, returns, etc. The Purchasing Menu. Employees who routinely deal with Vendors will want to check out these commands, which include purchase orders, returns, The Production Menu. This menu contains all the commands used for production, such as work orders and disassemblies. The Warehouse Menu. All the forms, lists, and reports you need for tracking and moving inventory. The Reports Menu. All the available reports for All Orders data in one handy, accessible place, along with the Design application for editing and creating your own reports. The Window Menu. The place to adjust the location and alignment of your toolbar. The Help Menu. The help file, license key management, program information, and other forms of support.
The Home Page

The All Orders Home Page is a special launch screen that serves as a handy one-stop collection of all the most often-accessed lists and forms. There are two sections of note. The first is a quadrant that represents the four aspects of running an inventory-based business: sales, purchasing, production, and warehousing:
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As you can see, the icons in the grid imply a certain work flow. In addition to the larger icons on the grid, which lead to data entry forms, you can click the smaller icons to search for information in All Orders' various lookup tables (Lists). Additionally, to right of this quadrant is a section where more general-use commands are accessible:
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While all these commands are available from the various menus, the Home Page provides a high level overview of the entire range of All Orders functionality. You can set All Orders to launch the Home Page automatically on startup by choosing Company > Preferences, and then in the General category, click the My Preferences tab, and click the Show Home page when opening a company file checkbox.
Main Toolbar Buttons

In the table below, you will find a list of all the standard buttons available from the All Orders toolbar. Only the default tools are listed. Keep in mind that you add, remove, and change the order of these buttons on a whim from the Toolbar Preferences dialog. There you'll have the option of adding a toolbar icon for just about any command within All Orders 5, so feel free to customize your main toolbar to contain the tools that you use the most. Company Home Find Items Clicking this button takes you back to your company's overview page. Perform a text search of all records in the All Orders database. The parts, kits, assemblies, and services that you're making available to your customer base. The database of those customers with whom you do business. Those who supply the items you sell. A list of the orders placed by customers.
Customers Vendors Sales Orders
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All Orders by NumberCruncher Purchase Orders Work Orders New Item A list of the orders you've placed with Vendors. A table of the documents that detail the manufacturing and assembly required to meet your customers' needs. Adds a new Item to your inventory, allowing you specify costs, accounts, purchasing info, related items, etc. Lets you add a new customer to the database, including billing and shipping information as well as payment details. Adds a new Vendor to the list of those with whom you already do business. Includes info such as payment terms, your credit limit, and their Tax ID number. Lets you add a new location, such warehouses or even Customer or Vendor addresses for direct shipping. Create a new order from one of your Customers. Choose Items, along with quantities and prices. Set payment terms, discounts, ship method, etc. Build an order for Items that you need from any of your preferred Vendors. Lets you create a Work Order detailing the parts and labor required to assemble an Item. Opens the help file you're reading right now. Quits All Orders 5.
New Customer New Vendor
New Location New Sales Order New Purchase Order New Work Order Help Exit
Tab Toolbar Buttons

Below, you'll find a comprehensive table of ALL the available buttons for a tab. A tab constitutes one screen in All Orders, whether it's a data entry form, a List, a Report, or a utility. For each tool, you can find out below what it does as well as where the tool can be found. All tools are listed in alphabetical order. Every single tab toolbar button is represented on this list, so if you ever get stuck on what a particular tool does, look no further. Note that some of these buttons are visible on the face of the tab, and others are accessed by clicking another button or right-clicking your mouse. Activities. This is a special drop-down menu for the Work Order and Disassembly forms that allows you to manipulate the steps and components 138
Reference of each process as well as create Purchase Orders or additional Work Orders using the current information. Add. Adds a new record to any list by opening its corresponding form. Add POs. Click this button on the New Receiving Doc form to see a list of open POs for that particular Vendor, so that you can select individual items to add to your Receiving Doc. Add to Open Docs... Adds all checked Items to any currently open transaction form. Available from the Item List or Location List. Add to Open Documents. Adds the current Item to any currently open transaction forms. Available from the Item Info screen as well as from the List contextual menu of the Item List. Auto Number. Automatically creates additional lot/serial numbers based on the last number entered. Batch. Provides a few batch processing commands for Sales Order, including Work Orders, Purchase Orders, Drop Shipments, and Recalculating Pricing. Available exclusively from the Sales Order screen. Cancel. Undoes any changes made to the current screen and exits the screen. Available on every screen where you can make changes. Cascade. When making changes in the Item Groups or Customer Types Profile Lists, this command applies the new values to Items you've already created based on the current category. Clear Filter. Removes any filter being applied to the current list. Close. Closes out the current List screen. Available from all Lists (except Profile Lists) as well as from Reorder Analysis. Configure BOM. Opens the configurations dialog for any configurable Bill of Materials. Available exclusively from the New Item form. Create Item Receipt. This creates an Item Receipt in QuickBooks from the current Receiving Doc. Available from the New Receiving Doc screen. If you wish to create a Vendor Bill instead, you may do so by selecting this option in Preferences. Create Vendor Credit. From the Vendor Return screen, this option creates a Vendor credit within 139
All Orders by NumberCruncher QuickBooks that represents the return. Credit Memo. From the Customer Return screen, this option creates a credit memo within QuickBooks. Custom Fields. Clicking this button will bring up a dialog that will let you enter information for the current record into any custom fields you've established for this form in the Custom Fields dialog. Customize. This drop-down menu lets you execute commands to alter the aesthetics of your various Lists, from changing row color to selecting a new font. The current list's Search Bar and the Auto fit to Page feature can also be toggled here. It can be accessed from any List (except Profile Lists). Delete. Removes the currently selected record. Available from all Profile Lists. Delete Selected. Deletes all checked records from the current list. Deselect All. Unchecks any records you have checked in the current list. Details. This is a special drop-down menu for the Work Order and Disassembly forms that lets you execute such production-related tasks as tracking lot/serial numbers, adding special instructions, keeping track of bins, and checking any inventory dependencies. Edit. Opens a list record for editing in the corresponding transaction form. Edit Notes. Opens a special text box that allows you to jot down any info related to the current record. Available when creating a new Item, Customer, Vendor, or Location. Email. Opens the default email client with a message to the current Customer or Vendor, automatically attaching the appropriate document in PDF format (Purchase Orders, Ship Docs, etc.). Available from numerous forms within All Orders where you might want to communicate form information to a Customer, a Vendor, or a member of your own staff. Fill. Automatically creates a Ship Doc from a current open Sales Order. Available exclusively on the Sales Order form. Find. Executes the command to search all records in a chosen transaction type based on filters that
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Reference you specify. Available exclusively from the Find tool. Flat View. Shows nested list records without indent, using the parent record name as part of its name. Example: Cabinets:Cabinet Pulls. Get Next #. Creates a new Lot/Serial number by auto-incrementing the current one. Help. Launches this help file, launching the exact help page that corresponds contextually to the current screen. Pressing F1 accomplishes the same thing. Available universally. Hierarchical View. Shows nested list records in an indented, hierarchical format. Instructions. Allows you to type out a set of text instructions to accompany a Bill of Materials. Available exclusively from the Bill of Materials dialog. Invoice. When issuing a Ship Doc, this command creates an invoice in QuickBooks so that the appropriate quantities will be deducted in the QB database. Available exclusively on the Ship Doc form. List. From any List screen, use this drop-down menu to add, edit, and delete records, choose how to view hierarchical information, add checked records to open documents, and select which columns to view. New Customer Return. Creates a new return from the currently selected record in the Customer List. New Quote. Creates a new quote from the currently selected record in the Customer List. New Purchase Order. Creates a new purchase order from the currently selected record in the Vendor List. New Receive Items. Creates a new receiving doc from the currently selected record in the Vendor List. New Sales Order. Creates a new sales order from the currently selected record in the Customer List. New Ship Doc. Creates a new ship doc from the currently selected record in the Customer List. New Vendor Return. Creates a new return from the currently selected record in the Vendor List. Next Seq #. Provided All Orders can extrapolate a number from the current Item name, it will create a 141
All Orders by NumberCruncher new Item by auto-incrementing the current Item. Previous and Next. Proceeds from one record in the current table to the next (or previous). Used in numerous forms and Profile Lists. Print. This will print the current screen. Depending on the screen, you could have numerous possibilities of different reports to print that relate to the current screen. These can all be accessed via the accompanying drop-down list. Select the appropriate printout and then click the Print button. Available universally. Process. After specifying your shipping criteria, clicking this button will process your ship docs. Available exclusively from the Batch Shipping form. Receive. Automatically creates a Receiving Doc from the details of the current Purchase Order. Available exclusively on the Purchase Order form. Record (into QuickBooks). This creates a special transaction in QuickBooks that corresponds to the current Work Order or Disassembly. Record Info. Provides basic information about the current record, such as when it was created (and by whom) and when it was last modified (and by whom). Available from most transaction forms. Refresh List. Updates the current look-up table with any changes that have since been made to its underlying data. Available from all Lists (except Profile Lists). Replace component. Allows you to swap out one BOM component with another for all BOM items in your Item List. Reset. Cancels all changes made to the current screen, reverting back to its last saved configuration. Return. Creates a New Customer Return directly from the Ship Doc form, or a New Vendor Return from the Receiving Doc form. This eliminates the need for retyping information. Rounding Preferences. When setting pricing levels in different categories on the Price Levels Profile List, click this button to choose how (or if) you want increase/decrease percentages rounded off. Save. Saves off any changes that have been made to the current screen. Also sports a drop-down list
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Reference with the options Save & Close (which subsequently closes out the current screen) and Save & New (which starts a new record after saving the current one). Used on any screen where you're allowed to make changes. Select All. Checks every single record in the current list. Select Columns. Allows you to choose which fields are visible in the current list. Send to QB. Records inventory or value adjustments as special transactions within QuickBooks. Available from the Adjust Inventory and Value Adjustment forms. Undo. Reverses the bill created in QuickBooks from the Work Order or Disassembly you posted. Undo Credit Memo. Cancels the credit memo in QuickBooks you commanded after creating a new Customer Return. Available exclusively on the Customer Return form. Undo Invoice. Cancels the invoice in QuickBooks you commanded after creating a new Ship Doc. Available exclusively on the Ship Doc form. Undo Item Receipt. Cancels the item receipt in QuickBooks you commanded after creating a new Receiving Doc. Available exclusively on the Receiving Doc form. Undo Vendor Credit. Cancels the Vendor Credit in QuickBooks you commanded after creating a new Vendor Return. Available exclusively on the Vendor Return form.
The Profile List Toolbar

Each Profile List contains a common toolbar that will help you execute basic tasks like accessing help, saving your work, removing records, or quickly moving from record to record:
This is what you're likely to find (though not all tools may appear on every list):
Previous & Next ( ). These two buttons will quickly scroll you from record to record without your needing to click on each individual line item. Save. The Save button is actually a drop-down menu with two different commands: 143
Save & New will save off the current record and start a new record, while Save & Close closes the current profile list tab after saving. Reset ( ). Resets the current profile list to its last saved state. Any changes you've since made will be wiped. Cancel ( ). This button also gets rid of any unsaved changes. Additionally, it closes the current profile list. Delete ( ). Removes the currently selected record. Print ( ). Makes a printout of the current record. Help ( ). Opens the help file you're currently reading.
Additionally, there are a couple of tools that only appear on specific profile lists: Cascade - Item Group only ( ). When you click this button, any information you've changed for a particular Item Group will be propagated to all Items that belong to that group. For more info, see the Item Groups profile list. Rounding Preferences - Price Levels only ( ). Allows you to specify exactly how you want any implemented discount or markup percentages rounded off.
The File Menu

New Company... Clicking this option will aid you in creating a new company file from scratch. Open Company... This option allows you to navigate to a All Orders company file. Close Company. Closes the current company's file. Backup... Allows you to back up the current company's database to an external file. Restore... This option can help you restore a previously exported company file. Maintain... This is your central hub for managing your database. You'll be able to remove old data, re-index the database if it's getting slow, delete your company file, and handle other administrative tasks. Import. This set of data management utilities allows the import of Excel data as well as the conversion of QuickBooks Sales Orders, Estimates, and Purchase Orders. Exit.
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The Edit Menu

The Edit Menu contains the standard commands for selecting and removing text as well as controlling the Clipboard. Undo (Ctrl-Z). Reverses the most recently performed command. Cut (Ctrl-X). Removes the currently selected item, placing it in the Clipboard for later pasting. Copy (Ctrl-C). Places a copy of the currently selected item into the Clipboard for later pasting. Paste (Ctrl-V). Inserts the contents of the Clipboard into the current field. Clear. Removes the currently selected item. Select All. Selects the entire contents of a field. Find. This option opens a tool to help locate a given search term on the current active tab. Print Screen. Makes an instant printout of the entire application window.
The Lists Menu

The Lists Menu consists of all the entity and transaction Lists available in All Orders 5. It is divided into the following subsections: 1. The four major entities, which are look-up tables that comprise the bulk of your non-transaction data, namely... Items. The parts, kits, assemblies, and services that you're making available to your customer base. Customers. The database of those customers with whom you do business. Vendors. Those who supply the items you sell. Locations. Your offices, warehouses, and production facilities. 2. Sales lists. Sales Orders. Tracks all goods and services ordered by your customers. Quotes. This table tracks all estimates that have been provided to customers. Ship Docs. The Ship Docs table tracks all items (usually from a Sales Order) that have actually been shipped to a customer. Ship Docs are required in order to ship any item or service. Customer Returns. The other half of the equation. This table tracks returned items. Batch Shipments. Keeps track of order shipments that have been batch processed. 3. Purchasing lists. Purchase Orders. Provides a list of the orders you've placed with Vendors, including the products ordered, quantities, costs, and logistics. 145
All Orders by NumberCruncher Receiving Docs. This table tracks the actual items received from Vendors. Vendor Returns. Keeps track of any items you've sent back to a Vendor. 4. Production lists. Work Orders. This table lists all labor-related orders, including any needed components and the steps or activities required to complete it. Disassemblies. A list of the assembled Finished Goods requiring disassembly into its individual components. It is the opposite of a Work Order. 5. Warehousing lists. Location Transfers. Maintains a record of all Items requiring shipment from one of your locations to another. Quantity Adjustments. A table showing all instances of when Item quantities have been adjusted up or down. Value Adjustments. Tracks all inventory value adjustments. 6. Profile Lists.
The Company Menu
Company Home. The home page provides an easy-to-follow flow chart structure to help you better understand the document flow within All Orders. Synchronize QuickBooks. Since All Orders and QuickBooks are two entirely separate entities, the two programs occasionally need to synchronize in order to ensure that they both have the latest data. By default, synchronization happens every time a company file is open. However, you can set other synchronization settings in your Preferences. Synch. This option synchronizes all inventory parts and all other lists starting with the date of the most recent sync. Selective Synch. You can select which lists to synchronize as well as specify a beginning date. Reconcile With QuickBooks - A handy set of reconciliation tools that include the following: Inventory Reconciliation Summary - A brief report of Items with differing quantities between QuickBooks and All Orders, including timing differences. Inventory Reconciliation Detail - A somewhat more detailed report that includes a listing of transactions that lead to timing differences. Reconcile to All Orders - Adjusts all inventory in QuickBooks to mirror the current inventory status in All Orders. Reconcile to QuickBooks - If QuickBooks is the application that shows accurate inventory, this command
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Reference adjusts all inventory in All Orders to mirror the current inventory status in QuickBooks. Manage Users. This option brings up a special dialog where you can add, edit, or delete users. Additionally, you can set each user's access privileges on this screen. Preferences. Brings up a comprehensive set of preference settings for All Orders 5, including such items as program aesthetics, QuickBooks synchronization, inventory management, and a host of other options. Custom Fields. Opens the Table Name dialog, allowing you to set up customized information fields for data specific to your industry. If desired, these can even be mapped to QuickBooks custom fields. Run Analysis. This option will help you quickly determine which items might soon require manufacture or reordering. After setting a few filters and other options, you'll end up with a filtered inventory list that you can use to generate a batch of Purchase Orders or Work Orders.
The Sales Menu

With All Orders now your sales representatives can access their most frequently used commands inside one handy menu. The available commands are as follows:

New Customer. Adds a new Customer record to the All Orders database. New Item (Ctrl+I). Allows you add a new part, kit, assembly, or service that you plan on obtaining from a Vendor and/or selling to a Customer. New Sales Order (Ctrl+S). Initiates a transaction of selling goods and/or services to a Customer. New Quote. A form that gives the Customer an estimate of the total price for the goods and services in which they're interested. New Ship Doc. A transaction that details the goods that actually go out to a Customer at any one time. New Customer Return. Use this transaction whenever the Customer wishes to return Items. New Batch Shipment. Allows you to process multiple orders at once, potentially creating numerous Ship Docs at the same time. Customers. The database of those customers with whom you do business. Items. The parts, kits, assemblies, and services that you're making available to your customer base. Sales Orders. Tracks all goods and services ordered by your customers. Quotes. This table tracks all estimates that have been provided to customers.
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Ship Docs. The Ship Docs table tracks all items (usually from a Sales Order) that have actually been shipped to a customer. Ship Docs are required in order to ship any item or service. Customer Returns. The other half of the equation. This table tracks returned items. Batch Shipments. Keeps track of order shipments that have been batch processed. Profile Lists. All the sales-related profile lists that support the main lists. This includes Customer Types, FOBs, Price Levels, Discounts, Shipping Methods, Payment Methods, and Terms. Sales Reports. The reports that pertain to sales are available here. You can get the scoop on all reports, including sales-related reports, on the Available Reports screen.
The Purchasing Menu

All Orders splits all purchasing commands into a single menu. The available commands are as follows: New Vendor. Adds a new vendor with whom you plan on doing business to your All Orders database. New Item (Ctrl+I). Allows you add a new part, kit, assembly, or service that you plan on obtaining from a Vendor and/or selling to a Customer. New Purchase Order (Ctrl-U). Initiates a transaction of purchasing Items from a Vendor. New Receiving Doc. A transaction that details the goods that are actually received from a Vendor at any one time. New Vendor Return. Use this transaction whenever you wish to return Items. Run Analysis. Create an entire batch of Purchase Orders (or Work Orders) at once based on the Items you need at the time. Vendors. Those who supply the items you sell. Items. The parts, kits, assemblies, and services that you're making available to your customer base. Purchase Orders. Provides a list of the orders you've placed with Vendors, including the products ordered, quantities, costs, and logistics. Receiving Docs. This table tracks the actual items received from Vendors. Vendor Returns. Keeps track of any items you've sent back to a Vendor. Profile Lists. The sales-related profile lists that support the main lists. This currently only includes the Vendor Types profile list. Purchasing Reports. The reports that pertain to purchasing are available here. You can get the scoop on all reports, including purchasing-related reports, on the Available Reports screen.
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The Production Menu

With All Orders, all commands related to manufacturing and production now appears in their own menu. The following commands are available: New Item (Ctrl-I). Allows you add a new part, kit, assembly, or service that you plan on obtaining from a Vendor and/or selling to a Customer. New Work Order (Ctrl-W). This transaction reflects your internal production, detailing both the components required and the steps needed to complete the production process. New Disassembly. A transaction that reflects the process of breaking an Item down into its individual components. Run Analysis. Create an entire batch of Work Orders (or Purchase Orders) at once based on the Items you need at the time. Items. The parts, kits, assemblies, and services that you're making available to your customer base. Work Orders. This table lists all labor-related orders, including any needed components and the steps or activities required to complete it. Disassemblies. A list of the assembled Finished Goods requiring disassembly into its individual components. It is the opposite of a Work Order. Profile Lists. All production-related profile lists can be found here. This currently includes Manufacturers and Steps. Production Reports. The reports that pertain to production are available here. You can get the scoop on all reports, including production-related reports, on the Available Reports screen.
The Warehouse Menu

For those staff members who are working inventory exclusively, the Warehouse menu offers all needed commands in one accessible place. The available commands are:
New Item (Ctrl-I). Allows you add a new part, kit, assembly, or service that you plan on obtaining from a Vendor and/or selling to a Customer. New Location. Adds a record to the locations of your business, including offices, warehouses, production facilities, even vehicles. New Location Transfer. A transactions that reflects the transfer of goods from one of your locations to another. New Qty. Adjustment (Ctrl-A). Lets you manually adjust inventory quantities to detail such events as giveaways, theft, damage, etc. New Value Adjustment. A transaction that changes the inherent value of your Items. Can be used to reduce value of obsolete inventory, or to assess depreciation for fixed assets. Run Analysis. Create an entire batch of Purchase Orders (or Work Orders) at once based on the Items you need at the time. 149

Items. The parts, kits, assemblies, and services that you're making available to your customer base. Locations. Your offices, warehouses, and production facilities. Location Transfers. Maintains a record of all Items requiring shipment from one of your locations to another. Quantity Adjustments. A table showing all instances of when Item quantities have been adjusted up or down. Value Adjustments. Tracks all inventory value adjustments. Profile Lists. All inventory-related profile lists are accessible here, such as Item Groups and UOMs. Inventory Reports. The reports that pertain to warehousing are available here. You can get the scoop on all reports, including inventory-related reports, on the Available Reports screen.
The Reports Menu

The Reports Menu is your one-stop access point for all the default reports offered by All Orders. At the bottom of the menu, you have access to the Design Reports tool, which will allow you to customize any stock report with additional fields or even your own corporate logo. The rest of the menu is a submenu listing of all built-in reports. The functionality of these reports is described on the Available Reports screen. Here's a listing of the report categories from which you can choose: Sales Orders Customer Shipping and Returns Work Orders / Disassemblies Purchase Orders Vendor Receiving and Returns Inventory Tracking Items Lists
The Window Menu

This menu controls the accessibility and aesthetics of the Sidebar and Toolbar. Show Sidebar. Toggles the Sidebar on and off. Toolbar. Provides access to the following: Views. Controls the Toolbar aesthetics. To wit: Size. You may choose between Small icons and Large icons. The toolbars icons will appear large or small depending on which option is selected. If you prefer to use All Orders 5 in a smaller window, choosing Small icons will let you view more icons in a smaller space.
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(small Toolbar) Text. This controls whether the name of each Toolbar button is visible on the Toolbar. You have three options: No text will present the icon alone with no accompanying text (though the name can still be viewed in ToolTip form by hovering the mouse button over the icon); Text Below places the name text of each button under its corresponding icon; and Text to the Side places the name text to the right of its icon. Align. This controls where within the user interface the Toolbar is actually placed. You're given four options: Top. Places the Toolbar toward the top of the window, just under the menu bar. Bottom. Places the Toolbar at the bottom of the window, just under the status bar. Right. The tools will appear vertically down the righthand side of the window. Left. The tools will appear vertically down the left-hand side of the window. Visible. This option lets you specify whether you'd like the Toolbar visible at all. It can be toggled on/off at will. Close All. This command will automatically close all open screens, but without actually exiting the program. It can be very handy if you have numerous tabs open.
The Help Menu

The menu contains access to the help file, license key registration, and links to additional resources. Specifically, the following commands are available. Help. Brings up the help file you're reading right now. License Key Management. Allow you to enter the key provided when you purchased the product. This removes the software's expiration date. NumberCruncher.com takes you directly to the All Orders web site. Tutorials. Links to online tutorial videos to help you get the most out of All Orders. Contact/Support. Brings you directly to the All Orders contact page. About. Includes information about the program, such as version information, QuickBooks version compatibility, and the last file opened.
Lists
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Lists in All Orders

The data in All Orders is stored in Lists, special look-up tables that organize all your inventory data into particular categories. These lists aren't designed for entering information (the program offers special forms especially for data entry), but rather for quickly and easily looking up information. In addition to the four main entities (Items, Customers, Vendors, and Locations), All Orders also maintains lists specific to Sales, Purchasing, Production, and Warehousing. Finally, Profile Lists are tables of secondary data that provide supplemental information to support your lists and transactions. Viewing a list is simple. Simply select the desired list from the Lists menu. Additionally, area-specific lists (e.g. all lists that are pertinent to Sales) can be found in the menu for that area. Working with Lists Below, you'll find a series of tips on how to get the most from the Lists you view. None of this applies to Profile Lists, which have their own interface conventions that are detailed in that section. Finding information in a particular field is quick and straightforward. Above each list, you will find a special search bar. Simply click the bar just above the field you wish to search on, and start typing. All Orders will take you to the first matching record for the string you've entered:
To open a record, just double-click it. You'll be taken to the appropriate form with the record's fields already filled in. These can be altered at will. For the 152
Reference four main entities, you'll also see a special Info icon for each record that looks like this: Double click this icon to view a comprehensive Info Screen, which comprises a complete history for the record in question. On the Customer Info screen, for example, you'll be able to see every sales order the Customer has ever placed. Every quote they were given. Every return they made. It's a handy place where all information even remotely related to that record is available in one handy place. Records can be sorted according to a column by clicking on that column. Clicking the same column a second time will display the records in descending order. You can set a filter on a particular field by clicking the small arrow ( ) on the right-hand side of one of your columns. For example, when filtering by Item Group, I can choose any of the following:
It allows to filter out blank fields (or filter to view only blank fields). Additionally, a comprehensive list of current field values is displayed. In the example above, if I were to select PT, then only those Items with the Item Group "PT" (Part) would show up in the list. Notice that you also have a Filter For text field at the bottom. This is handy for selecting multiple values, and is particularly handy filtering numerical fields, as Boolean symbols are accepted (<, >, =, <>, etc.). Note that you can also use the wildcard (*) character to help target your searches. For example, if you're trying to recall a Customer, and you know his first name is John. You can enter "*john" to bring up all Johns in your Customer list. Any set filters can be cleared by choosing Clear Filter from the current tab's List drop-down menu, or by choosing (All) from the Filter menu. If you don't clear the filter, then the filter will be saved when you close the list. You can see what filters are in place at the bottom of the application window, just above the status bar:
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All Orders by NumberCruncher An easy way to clear all filters (other than the default one) is to simply click the X to the left of the filter line. Keep in mind that each list has its own toolbar to help you manipulate your list information, change the aesthetics, and execute other tasks.
This is what you can expect to find on the tab of every List: Help. Opens the help file you're currently reading. List. This menu allows you to customize your view by selecting the fields you want to be viewable in the current list. Additionally, you can select records, delete them, choose between a flat and hierarchical view of your data, and add the record to a document. Customize. This drop-down menu enables you to make aesthetic changes to the view of the current list. You can do things like change the font, set alternating row colors, turn the Search Bar on or off, and specify whether you'd like the list contents to fit on one screen. Print. Allows you to make a printout of your records. You can choose between the entire list and selected records only by making the appropriate choice in the accompanying drop-down list. In addition, you can automatically print specific List-related reports by choosing the desired report from the drop-list that appears next to the Print button. To see what each one does, take a look at the Available Reports screen. Refresh. Reloads the current list. A List will automatically refresh when data is changed on another screen that affects the List. You may turn off auto-refresh in Preferences. Close. Closes the current list.
Making use of the List context menu

Every List within All Orders lets you manipulate the contents of these tables with a readily accessible set of tools. These tools can be accessed in one of the following two ways:
Click the List button from the toolbar of the current toolbar:
Alternatively, right-click anywhere within the current List. Either way, you'll end up with a box that looks a bit like this:
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The available commands do the following: Add. Opens up the form for that particular list, allowing you to add more records. Edit. Opens the same form as when adding a record, this time with the current record's details in the form's various fields, ready for editing. This command is the same as double-clicking a record. Delete Selected. Gets rid of any records you checked prior to executing the command. Clear Filter. Removes the current filter from the list, allowing you to once again see all its records. Select All. This places a checkmark beside each record in the current view. This is typically done to let you operate on more that one record at a time (printing, deleting etc). Filtered items (those records that are part of the table but not currently seen) are unaffected. Deselect All. This removes any lingering checkboxes on records that you decided weren't ripe for deletion after all. Delete Selected. Takes all those records you checked and goes quietly about the business of removing them from the list. Well, not entirely quietly: you will receive a dialog asking if you're sure. Click OK if you are. Add To Doc. This command automatically adds any checked records to any pertinent forms you might have open. For example, when browsing the Item List, executing this command will add all checked Items to an open Quote or Sales Order. Select Columns. Every List has a large number of both predefined and custom fields available for your use. These fields obviously vary according to the particular List you're looking at. Depending Upon installation, you're already set up with the most often-used fields currently visible as columns. For example, here is the column selection boxes for the Item List:
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Flat View vs. Hierarchical View. These two mutually exclusive items let you decide how you'd like to view records that are sub-items of another. Take these two examples from a Customer List:
As you can see, the second (hierarchical) view removes superfluous information, opting instead to nest its sub-items. Which option you select is a matter of personal taste.
Duplicate/Copy. Available exclusively on transaction lists, this command will allow you to make a copy of a particular record. This allows you to execute identical and nearly identical transactions quickly and efficiently. For example, if you have a Customer who always orders the same items, you can duplicate one of their sales orders. The Sales Order form will open with the details already present, allowing you to tweak them as needed before saving.
Changing List Aesthetics with the Customize Menu
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Reference Each List tab (except for Profile Lists) offers a special Customize drop-down menu, which allows the user to change how the list is viewed. All changes made from this menu are purely aesthetic; they do not affect the actual data whatsoever.
You have the following commands available to you: Change Font. This option brings up a standard Windows Font dialog, allowing to change the Font, Font Style (bold, italic, etc.), Size, Effects (strikeout, underline), Color, and Script. Change Back Color. Provides a standard Windows Color dialog, with which you can select a new background color for the current list (even rows only). Change Alternate Back Color. Provides a standard Windows Color dialog, with which you can select a new background color for the current list (odd rows only). To remove alternate background coloring, set both Change Back Color and Change Alternate Back Color to the same color. Search Bar. This toggles the current list's Search Bar on and off:
Fit To Page. This command toggles between on, fitting all viewable fields to the current size of the application window, and off, which will allow the fields' columns to grow beyond the borders of the application window, providing a scrollbar to scroll back and forth. The latter option is useful if you have many columns on screen at once, and fitting it all on one page would constrict the width of each column to the point of uselessness. Reset Default Settings. If you play around with these settings, and in the end would prefer the factory default, a quick click of this option will make it happen.
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The Batch Shipments List

In the section on creating a New Batch Shipment, we showed you the utility of being able to start several (or a whole stack of) Ship Docs at once. The Batch Shipments List is where you can review and print the details of these batches. As this list has something of a non-standard user interface (compared to the other Lists), we've opted to cover this one specifically. On the left-hand side of this tab, you'll see a list of all the batches you've created. When searching through these batches, it's likely that you'll mainly want to see only the most recent ones. That's why you can filter the batches based on date range or even on the exact batch number if you happen to know it. Just set your parameters and click Filter. To view the details about a given batch, just click on it in the Batch Number pane. On the Batch Detail Pane (right-hand side), you'll be able to view information about the batch, including: Stats like the batch number, date of creation, and the user who executed it. Any Memo notes the person entered during creation. A list of all the sales orders that was included in the batch. You can drill down on a particular SO by doubleclicking it.
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You can print the details of the batch by choosing Batch Shipping from the drop-down list, and then clicking the Print button:
Adding information to All Orders

Adding a New Item
All Orders provides rich functionality for managing you items. There are numerous considerations in creating your items such as: Whether to use inventory or non-inventory items Whether to use a bill or materials or kit. Whether an item should marked as being serialized or lotted. If you need to create items that are part of a style matrix, the consider using the Style Manager (Version 6 or higher). Please read Item Setup which discusses some of these considerations. topic is divided as follows: General Item Vendors Bill of materials Kits and configurable bill of materials Images and documents This
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General You can bring up the New Item form from the Sales, Purchasing, Production, or Warehouse menus, by clicking its icon on the main toolbar, or by pressing Ctrl+I. Additionally, double-clicking a record on the Item List will also bring up this form, and its fields will be populated with that record's information.
To create a new Item, first you must choose an Item Group from the Group drop-down list. It's important to select correctly, as this choice will govern which other fields are available for your use. Then provide a name (or number). You can also use the NextSeq# button if your Item names are partially numeric and All Orders will display the next number in sequence. If this Item is a sub-item of a pre-existing Item, check Sub-item of, and choose the Item from the corresponding drop-down list. Note, you can also use the Copy button to copy the entire contents of an existing Item into the new Item. If you're at (or nearing) the limit of entities you can store within QuickBooks, All Orders provides a mechanism by which you can continue to add more Items. You can do this by selecting a 'Proxy' Item. When you choose a proxy, the new Item will show up in QuickBooks as the proxy Item rather than as a new Item. This helps keep the quantity of entities in QuickBooks to a manageable size. To select a proxy for your new Item, simply check Has Proxy, and then select the proxy Item from the drop-down list. The rest of the dialog is separated into tabs. Which tabs you have (as well as the contents of those tabs) will depend on the type of Item Group you selected. Let us therefore look at each of these in general terms: General (all types). This is where you enter general descriptive information about the Item, set its weight and volume (for parts), and specify financial information such as price, accounts, price level, and whether the Item is taxable. Purchasing (all types except Job & Kit). Here you can detail purchase information, such as cost, reorder point, reorder amount, and maximum quantity. You can add information about the Manufacturer, and even select preferred Vendors from whom you routinely procure the Item. Bill of Materials (Assembly & Job types only). This field shows a detailed list of components that make up the Item. To create a BOM 160
Reference for a particular Item, click the Edit Bill of Materials... button from this tab, where you'll be able to specify the steps and components that result in the Item's production.
Kit/Config (Assembly, Job, & Kit types). If the Item is a kit, you can use this dialogue to specify the different components that comprise it. If the Item is an Assembly or Job, you can use the tab to list out those Items that are optional or not part of the assembly. More on kits and configurations...
Related Items (all types). On this tab, you can choose Items in your inventory that are somehow related to the current item. Just pick a related item from the drop-down list, enter a description, and choose a relation. Relations come in two flavors. Either the Item is a Replacement, that is, something that can substitute for the current Item if it's out of stock, or it is an Up Sell, which can be accessories, related services, or any other Item that somehow augments the main Item. Customer #s (all types). If a certain Customer is required to refer to one of your Items by a particular part number, you can record this information here. Other (all types). What you see here will depend on the Item Group type, but can include UOM conversions, linked files, and whether the Item in question has lots or serial numbers. In addition to the standard buttons, the New Item form offers two exclusive buttons on its toolbar:
NextSeq# is designed to facilitate the creation of new Items. When pressed, the system will check for the name and current group of the Item most recently entered. If there are any numerical values at the end of the name, it will auto-increment and place a newly generated name into the Item name field. Item Vendors As many businesses purchase products from multiple vendors, All Orders allows you to have multiple vendors per Item. Each vendor has their own part number, cost, lead time and other pertinent information. To add a vendor click the Purchasing Tab then click in an empty line in the Preferred Vendors grid. You will see a drop down of your active vendors which you can select. You can only enter each vendor once per item. After selecting the vendor enter the rest of the information as follows: Part No: This is what your vendor call your item. You can print this on purchase orders to provide better information to your supplier. You can also scan this number into a PO or Receiver and it will automatically bring up your part number. Vendor UPC: Is an informational text field.
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All Orders by NumberCruncher Cost: This is the cost used for the item on a purchase order when the purchasing from the particular vendor. It is important to note that this cost should be entered in the VENDORS' currency. Min. Order: This is the minimum order amount on purchase orders. All Orders will automatically correct purchase order quantities to conform to vendor minimum order requirements. Order Inc.: This is the order increment. All Orders will automatically correct purchase order quantities to conform to vendor order increment requirements. Lead Time: This is number of days it takes your vendor to deliver from the order date. All Orders used the lead time in conjunction with the order date to determine the 'due date' when creating purchase orders from the reorder analysis. Default: Indicates the default vendor. You may already have an entry imported from QuickBooks. To change the default vendor, simply click the check box for alternate vendor. Please review working with vendors to see how the above information is used in All Orders.
Item images and documents In All Orders you can store images and documents of any type in All orders, even web images. Click the 'Other Tab' and you will see two buttons on the bottom. Click 'Add'.
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You then be prompted to select whether the file is a local or web file. If its a local file, simply click OK and you will be prompted for the location of the file. Ifs its a web resource enter the URL / web address of the image (e.g. http://www.numbercruncher.com/images/logo.gif) then click OK. You can add an unlimited number of files.
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Adding a New Customer

The New Customer form can be accessed from the Sales menu, or by clicking its icon on the main toolbar. Additionally, double-clicking a record on the Customer List will also bring up this form, and its fields will be populated with that record's information. Let us first have a look at the top of the form:
Here you're required to fill out a Customer Name. If this Customer is actually a Sub-item of a currently existing customer (for example, a new bath remodeling project), then you may wish to type "Bath remodeling" into the Customer Name field, check Sub-item of, and then choose the Customer's name from the drop-down list below it. If the Customer has a proxy, check Has Proxy and select the proxy recipient. If migrating from another system and the customer has a current balance, enter it under Opening Balance and then provide the Opening Balance Date. The rest of the form has several tabs of information:
General Info Company name, contact name information, and a Price Level for this particular customer, if applicable. Customer categories and defaults, such as the Type, Shipping Method, Payment Terms, Sales Rep, Freight on Board (FOB), and Currency. Sales Tax information, such as a Resale Number and any applicable Item Sales Tax. Billing Info Billing address. Contact information of the person responsible for billing. Shipping Info Shipping address. Contact information of the person responsible for shipping. Every Customer can support multiple shipping addresses. These are listed down the left-hand side of the tab. Addresses can be added/removed by clicking the appropriate button at the bottom left164
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To make matters simpler, each address listing offers copy & paste buttons to quickly make a duplicate of a particular shipping address, allowing you to make minor edits for multiple addresses that are otherwise very similar:
Payment Info Account Number. Credit Limit. These selections change if the payment method type is Credit Card. Additional interface elements On the tab's toolbar, you may notice a couple of extra buttons:
First, you'll be able to create Custom Fields to add for this Customer. You'll also have the opportunity to Edit Notes, which can be a detailed log of customer interaction, additional thoughtful details about the Customer (interests, birthdays, etc.), or just about any other customer-related data you can think of. Once a Customer has been added, choose Save & New from the tab's Save button to start a new Customer, or click Save & Close to exit the tab after saving.
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Adding a New Vendor

The Vendors form can be accessed from its icon on the main toolbar, or by choosing New Vendor from the Purchasing menu. It allows you to maintain an accurate list of the Vendors with whom you do business. The upper portion of the tab looks like this:
You are prompted to enter the Vendor's name. If this new Vendor is a proxy for a pre-existing Vendor, then check Has Proxy, and select the Vendor from its corresponding drop-down list. Or, if this is a new Vendor, leave Has Proxy unchecked, enter an opening balance (which will probably be zero if you're not migrating from another system), and the date of the opening balance (most likely today). Below that, the Vendors form has two tabs:
General Info. The company name. Vendor contact information. The company name as printed on any checks. Additional Info. Your account number with the Vendor. Vendor categorizing and default information, such as Vendor Type, Payment Terms, and Currency. Your credit limit with the Vendor. The Vendor's Tax ID number. Whether the Vendor is eligible for a 1099. Billing Info Billing address. Contact information of the person responsible for shipping. Every Vendor can support multiple billing addresses. These are listed down the left-hand side of the tab. Addresses can be added/removed by clicking the appropriate button at the bottom left-hand corner of the tab: To make matters simpler, each address listing offers copy & paste buttons to quickly make a duplicate of a particular shipping address, allowing you to make minor edits for multiple addresses that are otherwise very similar: Additional interface elements 166
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On the tab's toolbar, you may notice a couple of extra buttons:
First, you'll be able to create Custom Fields to add for this Vendor. You'll also have the opportunity to Edit Notes, which can be a detailed log of vendor interaction, additional thoughtful details about the Vendor, or just about any other vendor-related data you can think of.
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Adding a New Location

The Locations tab can be accessed from the New Location tool on the main toolbar, or by choosing New Location from the Warehouse menu. This allows you to add new facility locations as your business grows. The upper portions of this tab looks like this:
Simply enter a Location name, and then specify whether you'd like it listed as available. Below, this area, you're presented with three tabs: Address Information. The address of the new location. If the location is actually a current Customer or Vendor (e.g. in the case of drop shipping), you can click either the Copy from Customer or Copy from Vendor buttons, and will be able to select the appropriate record:
Bins Bins allow you to create location within locations, letting you more easily pinpoint the location of an Item. This can be valuable for organizations that have enormous warehouses with miles of aisles. A bin can be any place of storage, from an actual bin to a shelf, workbench, crate, or even a virtual location.
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Just click in the line below Default to add a new bin. Type in a descriptive name, check whether the particular bin is available, and even mark it as the new default if desired. You can remove any bin by clicking its Delete button.
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Adding a New Style

A style is a grouping of items that have virtually the same characteristics but differ by their attributes. For example a shirt can come in different sizes and colors. Managing styles create a big headache for many companies. The problem is managing the items within the style. For example say you have a style with 5 sizes and 4 colors and you need to keep track of each item separately. That means that you would need to create 20 virtually identical items. If you need to change the description, price or cost of these item you would need again to edit all 20 items. All Orders solves this problem with the 'Style Manager'. Using the style manager you can manage the style and all items that are part of the style using a single screen. Before you start creating styles, you will need to create one or more attributes as wells as the selections within the attributes. An attribute is something like 'Color' or 'Size'. Blue, green and red are selections within the Color attribute. Small, medium and large are selections within the Size attribute. A style can have up to 5 attributes and an unlimited number of selections within the attributes. To create a new style, click Sales --> New Style. All Orders support two types of styles. Single Item: A single item style is used when you do not want to create a separate item on the list for each variation. You would use this when you do not need to track then quantity of each individual item in inventory but still need to determine the different characteristics at order time or each variation has different prices and cost. Under this scenario, on a transaction (PO, SO) a single item on the item list along with the attributes and selections are used. Multiple Items: A multiple item style is used when you need to track the quantity of each variation. First enter a unique name of number for the style and optionally enter a description. Then select either the Single Item or Multiple Item type. Next you need to add attributes and selections. Remember that your attribute selection will include all possible variations so that you can include in the style what you need. For example one style may have red, blue and yellow as colors whereas another may have red, green and black. Therefore enter all applicable selections for Color you need to list red, blue, yellow, green and black. On the first box from your left, you will see the available attributes, highlight one of them then click the Add >> button. That attribute will by transferred to the second box from your left 'Selected Attributes' and its selections will show on the third box from your left 'Available Selections'.
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Reference Highlight one of the selections and again click Add >>. have added your attributes and selections. Repeat until you
The order of your attributes is important and should represent a logic flow of how you view your items. For example colors would logically come BEFORE size. You can reorder the attributes using the Move Up and Move Down buttons. Note: Once you save the style you cannot change the attributes nor can you change the style types. You can however add or delete selections.
The next step is to click the Item Link tab. If you have selected the Single Item style type, then you will see a single drop down box where you can select the EXISTING item to associate with this style which you should now go ahead and pick. If you selected Multiple Item style type then you will see three options: Use existing item as template: Select this option when you want to use an existing item for all the items in the style. The additional items so created will use the templates group, account, UOM etc. Create new items: Select this option when you want to create brand new items for the style. Link to existing manually: Select this option when you want to associate existing items to the style variations. If you pick either of the first two options you will have additional options to tell All Orders how to create or update your items.
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All Orders by NumberCruncher Append attributes to description: If this is selected the item description will include the attribute and selection date (e.g. [your description] Color Blue Size Large) Item name separator: When creating or editing items, All Orders will concatenate the style name and the attribute selections using the separator to derive the item name. For example if you select '-' as the separate your item name may look like H7093-BL-L. Copy BOM: (first option only) will instruct All Orders to copy the bill of materials from the template to the new items. If you are creating new items, you must select a group that will be used for the new items. You should also complete the description, vendor, price and cost.
The final step is to click the Style Matrix tab, note that the Save button will be disable until you do so. On the grid you can view all the items in the style. You can edit the cost and price on the grid. Once finished click Save, Save & New or Save & Close. Orders will create or modify your items. If necessary, All
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Open the Style List from the list menu to view and edit your styles.
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Adding Notes/Comments to Records in All Orders

When creating a new Item, Customer, Vendor, or Location, you might have occasion to jot down a few pertinent notes in the process. Rather than doing so on paper and possibly not having the info available when you need it, you can click the Edit Notes... button to add some text notes to the record:
In addition to the above records you can add comments and expand a line item's description from applicable transactions by clicking then Details icon.
Finally you can expand the memos on certain transactions.
You're then presented with a dialog that looks like this:
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Click the Date Stamp button for the system to automatically insert the date. Then simply type your notes. The Expand Notes button works in conjunction with Custom Messages. Enter the pound symbol twice followed by the abbreviation of the custom message then click Expand Notes. For example the following two images show the notes screen before and after pressing the Expand Notes. Before:
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After:
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Reference The remaining three buttons on the dialog pertain to the saving of information: Save & Close. Saves the notes and closes out the dialog. Cancel. Returns the note screen to its last saved configuration, trashing any changes that have happened since. Delete. Removes all notes for the record in question. You'll be presented with a dialog asking if you're sure. Click Yes to confirm.
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Sales Forms
Creating a New Sales Order
To create a sales order, choose New Sales Order from the Sales menu, or simply hit Ctrl-S. A Sales Order form will appear. First, you will need to select a Customer as well as choose the address to which the order will be sent (if the Customer has more than one). Then, choose the Location from which you will be sending the order.
The icons above the drop-down lists act as buttons to edit the Customer/Ship To Address/Ship From Location, or to simply view the Customer or Location info. From there, choose an Item from the drop-down list on the order grid. Most of the other fields in the grid will auto-fill based on what you select.
Fill in the amount ordered, and make any other adjustments as necessary. If desired, you can adjust the contents of the Price Per field to reflect item discounts or markups. These adjustments are taken from the Price Levels profile list:
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Reference Just choose the Price Level that reflects the special offer or group discount, and the item price will update itself accordingly. You can also specify items such as Payment Terms, the Sales Rep, Freighton-Board, Class (a category field used in QuickBooks), the Promise Date, and the Customer PO number, if applicable. The information for the Term and FOB fields are drawn from their corresponding profile lists. The Sales Rep data is taken from your QuickBooks database.
Below the order grid, you have drop-down list fields for computing discounts and freight:
Additionally, the memo field at the bottom of the dialog serves as a miscellaneous field for the order-takers to jot down any additional information as well as identify themselves as the person who took the order. Now that the order is ready to go, you have a few options as to how to proceed. In the Sales Order preferences, you have the option of specifying whether Sales Orders require approval before they're able to be processed. If your company does have an order approval process, an Approved checkbox will appear on each order, letting users who have appropriate permission levels approve the order for processing
. Orders can be processed (filled) in one of the three following ways: To automatically create a Ship Doc from this order, just click the Fill button on the tab's toolbar. Provided you've specified a Ship From Location, and there is only one Ship To Location and one Ship Date, then a Ship Doc will appear with the information already filled in. If the Ship From location is left blank, or there are multiple Ship Tos or Ship (release) Dates, then the Batch Shipping form will open instead, and the user can select the shipping location then. You can also fill a Sales Order from the Batch Shipping form. This will list all open Sales Orders and indicate their Can Ship status. Clicking Process will create a batch shipping report. 179
Provided the Auto allocate dependencies option within Inventory Preferences is checked, then a Sales Order will be filled automatically whenever you receive a Purchase Order or finish a Work Order upon which the sales order in question is dependent or linked.
Once finished, you may wish to email a copy of the sales order to the Customer. To do so, simply click the Email button on the tab's toolbar. A PDF of the sales order will be automatically generated and attached to the outgoing message. To save the SO, just choose one of the options from the Save drop-down menu on the tab's toolbar. Now, keep in mind that if the payment term you chose in the Term field isn't based on accounts receivable, you'll need to enter payment info for the order before it can be processed. After saving it, a small box should appear in the lower right-hand corner of the application window that looks like this:
Click the Payment button to enter transaction information for this order:
Just enter the payment details, including the method and amount. For credit card payments, you'll be prompted for the card details. Check Receive Payment in QuickBooks to record the cash receipt in QuickBooks when saving the sales order.
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Reference Keep in mind that you have a few additional options by way of the Batch button, also handily located on the tab's toolbar. It opens a drop-down menu, by which you can execute the following commands: Purchase Order. This opens the Reorder Analysis screen, allowing you to quickly place an order for Items from the Sales Order that you don't currently have on hand. Drop Ship. This option will automatically create a related Purchase Order from your Sales Order, allowing your preferred Vendor (s) of the Item (s) in question to drop ship directly to the Customer. Work Order. This opens the Reorder Analysis screen, allowing you to quickly place a work order to create any Items from the Sales Order that you don't currently have on hand. Recalc Pricing. This option completely resets all pricing adjustments you've made on the Sales Order.
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Creating a New Sales Quote

If a Customer requests a price quote for Items they wish to order, you can provide a detailed statement in the form of a New Quote, which can be accessed from the Sales menu. Aesthetically, the Sales Quote is nearly identical to the Sales Order, so please see that section if you have questions about filling out the form. Functionally, these two forms serve very different purposes:

The Sales Quote is used when the Customer is merely inquiring about price, inventory, etc., and has not yet committed to purchasing. The Sales Order is used when the Customer has actually agreed to the purchase.
When you've completed the Sales Quote, a click of the Email button on the tab's toolbar will start a message to the customer with the quote included (in PDF format) as an attachment. Once the Customer Okays the transaction, you can go right from Sales Quote to Sales Order by clicking the Create Sales Order button, also available on the tab's toolbar:
This will convert all information from a quote to an order, with zero need for retyping.
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Creating Ship Docs

Ship Docs are transactions that show what Items are shipped to Customers. Ship Docs usually correspond to Sales Orders to show how much of the Ship Doc needs to be filled. However, Ship Docs can be created without Sales Orders. Ship Docs are easily created from Sales Orders by navigating to the order in question and clicking the Fill button on the tab's toolbar:
You can also create a new Ship Doc from scratch by choosing New Ship Doc from the Sales menu. This can be handy for complimentary items or other situations in which no formal order was placed, yet you are still shipping something out to a Customer and wish to keep track of it. If created from a Sales Order, all information from the SO will be brought in to populate the fields. Otherwise, you have to fill them in manually. Additionally, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box...
...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works. As you can see, the forms in All Orders are designed to be very similar, all the way from quote to order to shipping (and if necessary, to return). But there are also some fields here not featured on either the Sales Quote or Sales Order form.
If you do not use QuickBooks with All Orders, be sure to check the NC Only box above. It allows you to close out a Ship Doc without recording it in QuickBooks. Now, a Ship Doc has two states: Allocated (meaning Not Shipped) and Shipped. Check the Shipped checkbox when you actually send the contents 183
All Orders by NumberCruncher listed on the document. Once a Ship Doc has been checked as Shipped, it cannot be edited.
In addition to the standard Sales Order information, the Ship Doc contains a few additional fields such as the Ship Doc Reference (a customer reference number), the number of packages in the shipment, and the total weight of the shipment. Below the order grid, you have a few additional fields for choosing discounts and freight:
When choosing Term type, if the Customer does not receive payment terms from you, then a small payment box will appear in the lower left-hand corner of the screen:
Please see the New Sales Order screen for more information on filling out the payment dialog. To print out the Ship Doc, just use the Print toolbar button. You can include this document as a packing list. By using its drop-down list, you can print one of several other reports about the current document. If you are also working with QuickBooks, when the Items are actually shipped to Customers, the Ship Doc needs to be closed out so that quantities can to be deducted from QuickBooks. This is done by creating an invoice for the customer. To create an invoice, just click the Invoice toolbar button:
The invoice for the shipment will then be created from within QuickBooks you'll receive an alert that tells you the invoice number:
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Processing Customer Returns

Whether due to error or a change of heart, your customers will occasionally return items. Customer Returns are transactions that show what Items are shipped by Customers back to you. You will notice that the Customer Return form is nearly identical to that of the Ship Doc. The only difference is the direction of the shipment: with Ship Docs, Items are shipping from you to the Customer; a Customer Return merely reverses the process. Customer Returns have 2 states: 1. RMA: Return Merchandise Authorization (RMA) is a document provided to the customer which authorizes them to return a product. As long as the 'Returned' check box is UNCHECKED the return will be in RMA state. By default RMAs are available for sales when the RMA is created. The logic for this is that you may want to resell the product even before its actually shipped back to you. You choose to exclude RMAs from available in Inventory Preferences. 2. Returned: The customer actually shipped you back the merchandise and the 'Returned' box is checked. You can easily create a new Customer Return from scratch by choosing New Customer Return from the Sales menu. However, to avoid retyping of critical information, it's wise to create the return from the Ship Doc information. To do this, perform the following steps: 1. From the Shipping List screen, double-click the record from whence the return will come. This will bring up that record's Ship Doc form. 2. From this form's toolbar, click the Return button. If created from the Ship Doc, all information from will be brought in to populate the fields. If typing a manual Customer Return, you have to fill the fields in manually. Additionally, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box...
...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works. Be sure to check the Returned checkbox when you actually receive the Item (s) back at your warehouse.
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Once a Customer Return has been checked as Returned, it cannot be edited. If you do not use QuickBooks with All Orders, be sure to check the NC Only box above. It allows you to close out a Customer Return without recording it in QuickBooks.
In addition to the standard Sales Order information, the Customer Return contains a few additional fields such as the Ship Doc Reference (a customer reference number), the number of packages in the shipment, and the total weight of the shipment. If you are also working with QuickBooks, when the Items are actually arrive back at your warehouse, the Customer Return needs to be closed out so that quantities can to be adjusted within QuickBooks. This is done by creating a Credit Memo. To create one, just click the Credit Memo toolbar button: The invoice for the shipment will then be created from within QuickBooks, and you'll receive an alert that tells you the invoice number:
If you change your mind and wish to remove the invoice from QB, you have the option of clicking the Undo Credit Memo button on the toolbar.
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Creating a New Batch Shipment

If your administrative staff send out orders at a specific time of day (or a specific day of the week), it helps to be able to get through the process easily and efficiently. That's where the ability to create batch shipments comes in. With it, you can take all open sales orders and instantly create Ship Docs from them, no matter how many you have. It works like this: First, you have the ability to filter based on Ship Date or Order Date (or both). Just click all appropriate boxes. If you wish, you can also filter on a particular Customer or ship Location. The Allocate By options let you alter the order in which the filtered listings will appear.
If you create additional Sales Orders while this tab is open, a click of the Reload Orders button will them to the batch list (if they survive your filter that is). There are two ways of viewing this list, in 1) Item mode (default) or 2) Order Mode. Item mode allows you to view items that will be shipped for all the orders listed in aggregate while order mode allows you to view the items on an order by order basis. To toggle between to Order Mode click the following check box.
Item Mode
In Item Mode you can chose to include or exclude a particular item from shipping in any of the orders listed. Click the Incl. check box. You cannot change the allocated quantity in Item mode by you can in Order Mode.
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Order Mode In Order Mode you can exclude or include a particular order by checking or unchecking the Incl. checkbox.
In Order Mode you can manually change the allocated quantity of an item. If there are multiple locations from which an Item can be shipped, the item will be listed for each location of which there is available. Changing the allocated from one location will automatically change all other locations.
Additionally, the Item listings pane can be filtered by Item or by shipping Location:
After typing in any required Memo information, simply click the Process button to start creating the Ship Docs, or click Cancel to exit the screen without creating them. If working within QB, make sure that the checkbox Create invoices in QuickBooks is checked so that inventory within QB is appropriately deducted.
From here, you'll be taken automatically to the Batch Shipments List, where you can view information about all batches you've processed as well as print the Batch Report and all Ship Docs.
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Creating a New Manufacturers Rep. Order (MRO)

A manufacturing rep order is an order allows you to create a document that records items to be shipped directly from your vendor. This is different than a drop ship in that for a drop ship, you actually purchase the product then resell it immediately. The vendor bills you and you bill the customer. Your company earns the difference between the selling price and cost. In an MRO, your company never purchases the product, your vendor bills the customer directly and you earn a commission based on the sale price or gross margin. To create an MRO choose New Manufacturers Rep. Order from the Sales menu. First, you will need to select a Customer as well as choose the address to which the order will be sent (if the Customer has more than one). Then, choose the Location from which you will be sending the order. Next select the Vendor (manufacturers) to which the order will be going to. The icons above the drop-down lists act as buttons to edit the Customer/Ship To Address/Ship From Location/Vendor or to simply view the Customer, Vendor and Location info. From there, choose an Item from the drop-down list on the order grid. Most of the other fields in the grid will auto-fill based on what you select. Note: only non-inventory (service, non-inventory and other charges) items are available to use in MROs.
The MRO is similar in many respects to a sales or purchase order except that the transaction amount is the commission total in instead of the item total. Fill in the quantity ordered, and make any other adjustments as necessary to description and price. Quantity multiplied by price will get the Total Price. Next enter the G.M. (gross margin) % to arrive the Total which is the amount from which the commission will be derived. If you receive commission on the 190
Reference entire sale, simply enter 100%. arrive at Comm (commission). Finally enter the Comm. (commission) % to
Purchasing Forms
Creating a New Purchase Order
To create a brand new PO, choose New Purchase Order from the Purchasing menu, or simply hit Ctrl+U. A Purchase Order form will appear. First off, you will need to choose the Vendor from which you'll be ordering from the list provided. If you have multiple locations, you'll also have to select a Receive To Location from the corresponding drop-down list.
Alternately, if you're planning on having the Vendor drop ship directly to the Customer, click the Drop Ship checkbox, and the available fields will change a bit:
Just select a Customer as well as choose the address to which the order will be sent (if the Customer has more than one). The icons above the drop-down lists act as buttons to edit the Vendor / Customer / Ship To Address / Receive From Location, or to simply view the Vendor, Customer or Location info. There are a couple of different ways of adding Items to your order. First, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box... ...and scan in an example of the Item (s) you'd like to order. Typing the name of the Item and then pressing Tab also works. Or, choose an Item from the drop-down list on the order grid. Most of the other fields in the grid will auto-fill based on what you select.
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You can also specify items such as Shipping Method, Freight-on-Board, and Class (a category field used in QuickBooks), the Promise Date, and the Customer PO number, if applicable. The information for the Shipping Method and FOB fields are drawn from their corresponding profile lists. The Sales Rep data is taken from your QuickBooks database.
Additionally, the memo field at the bottom of the dialog serves as a miscellaneous field for the creator to jot down any additional information as well as identify themselves as the person who placed the order. Now that the order is ready to go, you have a few options as to how to proceed. In the Purchasing / Receiving preferences, you have the option of specifying whether Purchase Orders require approval before they can be received. If your company does have an order approval process, an Approved checkbox will appear on each order, letting users who have appropriate permission levels approve the order for processing.
To automatically create a Receiving Doc from this order, just click the Receive button on the tab's toolbar. A Receiving Doc will appear with the information already filled in. If using order approval, the PO must of course be approved prior to moving on the Receiving Doc stage. Once finished, you may wish to email a copy of the PO to the Vendor. To do so, simply click the Email button on the tab's toolbar. A PDF of the purchase order will be automatically generated and attached to the outgoing message. To save the SO, just choose one of the options from the Save drop-down menu on the tab's toolbar. 192
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As with all transaction forms in All Orders, keep in mind that you have the option of adding Custom Fields to the transaction by clicking the Custom Fields button. Setting up your custom fields for each field type is done with the Custom Fields tool.
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Creating Receiving Docs

Receiving Docs are transactions that show what Items have been shipped by the Vendor and actually received at your location. Receiving Docs usually correspond to Purchase Orders to show how much of the PO still needs to be filled. However, Receiving Docs can be created without Purchase Orders. Receiving Docs are easily created from Purchase Orders by navigating to the order in question and clicking the Receive button on the tab's toolbar:
You can also create a new Ship Doc Receiving Doc from the Purchasing complimentary items or other situations in yet you are still receiving a shipment from of it.
from scratch by choosing New menu. This can be handy for which no formal order was placed, the Vendor and wish to keep track
If created from a Purchase Order, all pertinent information from the PO will be brought in to populate the fields. Otherwise, you have to fill them in manually. Additionally, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box...
...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works. Now, when the shipment physically comes in, that's when you'll want to mark it as having been Received. Once you've marked a shipment as Received, it can no longer be edited.
If you do not use QuickBooks with All Orders, be sure to check the NC Only box above. It allows you to close out a Receiving Doc without recording it in QuickBooks.
In addition to the standard Sales Order information, the Receiving Doc contains a few additional fields such as a Vendor Reference field, the Ship 194
Reference Doc Reference, the number of packages in the shipment, and the total weight of the shipment. If you have multiple outstanding Purchase Orders with a particular Vendor, and you receive the Items on the different POs as part of one package, it's easy to amalgamate the contents of the various POs by clicking the Add POs button on the tab's toolbar:
A special dialog will open that will allow you select Items from the Vendor's currently outstanding POs by simply checking off the appropriate Item (s) and clicking OK:
At the bottom of the screen, you have your usual Memo information as well as a special total cost field:
Use the Charges field to record all shipping costs charged to you by the Vendor or courier. To print out the Receiving Log for your records, just use the Print toolbar button. By using its drop-down list, you can print a couple of other reports about the current document: Items Shipped Without Serial No. Displays only those Items without serial numbers. Items Shipped With Serial No. Displays only those Items with serial numbers. If the Vendor wishes to be notified when Items are received, you can use the Email button to automatically generate a PDF file of the Receiving Log and attach it to an outgoing email message. If you are also working with QuickBooks, when the Items are actually received by you, the Receiving Doc needs to be closed out so that quantities can to be added to QuickBooks. This is done by creating an item receipt for the customer. To create an item receipt, just click the Item Receipt toolbar button:
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All Orders by NumberCruncher The item receipt for the shipment will then be created from within QuickBooks. If you change your mind and wish to remove the item receipt from QB, you have the option of clicking the Undo Item Receipt button on the toolbar.
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Processing a Vendor Return

You may have occasion to return an Item or Items back to the Vendor, for example... When there's an error in shipping. The Item (s) arrives damaged You have a special arrangement with the Vendor to return unused stock. Vendor Returns are transactions that show what Items are shipped by you back to the Vendor. You will notice that the Vendor Return form is nearly identical to that of the Receiving Doc. The only difference is the direction of the shipment: with Receiving Docs, Items are shipping from the Vendor to your Location; a Vendor Return merely reverses the process. You can easily create a new Vendor Return from scratch by choosing New Vendor Return from the Purchasing menu. However, to avoid retyping of critical information, it's wise to create the return from the Receiving Doc information. To do this, perform the following steps: 1. From the Receiving List screen, double-click the record from whence the return will come. This will bring up that record's Receiving Doc form. 2. From this form's toolbar, click the Return button. If created from the Ship Doc, all information from will be brought in to populate the fields. If typing a manual Customer Return, you have to fill the fields in manually. Additionally, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box...
...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works. Be sure to check the Returned checkbox when you actually receive word from the Vendor that your shipment has arrived back at their location.
Once a Vendor Return has been checked as Received, it cannot be edited. 197
All Orders by NumberCruncher If you do not use QuickBooks with All Orders, be sure to check the NC Only box above. It allows you to close out a Vendor Return without recording it in QuickBooks.
In the above information box, you have the exact same fields as on the Receiving Doc. Don't forget to update these field if, for example, using a different courier for the return. Similarly, you'll want to update the number of packages and/or weight if only returning part of your original order. To print out the Return Doc, just use the Print toolbar button. You can include this document as a packing list. If you are also working with QuickBooks, when the Items are actually arrive back at the Vendor location, the Vendor Return needs to be closed out so that quantities can be adjusted within QuickBooks. This is done by creating a Vendor Credit. To create one, just click the Vendor Credit toolbar button:
The invoice for the shipment will then be created from within QuickBooks. If you change your mind and wish to remove the invoice from QB, you have the option of clicking the Undo Vendor Credit button on the toolbar.
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Production Forms
Creating a New Work Order
If there's a production aspect of your business, and you're creating new Items out of singular components, then you're likely to grow very familiar with creating a Work Order. Work Orders amalgamate the two major aspects of production: parts and processes. The Work Order form in All Orders 4 offers you a split view to help you more easily see how these two aspects interact:
Every Work Order consists of a number of Steps / Operations. This describes the labor and manufacturing involved with producing the Item in question. All Steps are drawn from the Steps Profile List. Just select the Step from the drop-down menu. Each Step can contain one or more Components. These are the Items that go into producing the final product. To add components highlight a 'Step', and then select (or scan in) the component. But we're getting ahead of ourselves. To start a new Work Order, choose New Work Order from the Production menu, or simply press Ctrl+W. At the top of the screen, you must first select the Item to be produced as well as how much of the Item was ordered. As you go into production, you can also tally how many of the ordered units have actually been completed thus far:
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Also, if you do not wish to record this transaction within QuickBooks, just click NC Only, which will prevent it from ever going to QB. If you do wish to record the Work Order in QuickBooks for invoicing, click the Record to QuickBooks button on the Work Order's tab:
Of course, you must first finish all steps before it can ever be recorded in QuickBooks. Each step will have a status which can have one of the following values: Waiting: Components need to be allocated. You can enter quantities directly into the Allocated column of the Component List, or use Pick All or Pick Select to automatically allocate components based on available quantities. All components must be allocated before status can be changed to In Production, unless you have the Allow status forcing option selected in Preferences. Ready: All components have been allocated and the step is ready to be placed into production. In Production: The step is currently is being worked on. Finished: Production is finished for the step. Status will automatically change from Waiting to Ready. To change to In Production, you use the standard Details column at the end of each row that gives you the option to change status.
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Reference To finish this step, choose Finished, and you'll be able to begin the next step. You can skip In Production and go directly to Finished by selecting Allow status skipping in Preferences. Note how the date and time is recorded for you, both the Started time and the Completed time. Of course, since you're not always right at your computer while in production, you can also manually track the duration required for each step:
The budgeted duration (that which is stipulated on the Item's Bill of Materials) is listed under budget, and you also have the UOM (hours, minutes, etc.) listed as a reference. The Actual field is editable, and it enables you to record the actual time taken to complete the step. Keep in mind that you have a number of Work Order related commands on the toolbar. First, let's examine the commands available from the Activities drop-down menu: Finish All. This will automatically finish all steps, provided there's enough allocated inventory. Additionally, you must have Status Skipping enabled in your Work Order Preferences for this command to work. Restart. Starts the Work Order over from scratch, setting the Produced field back to zero and resetting all steps back to Ready status. Split. If you have already completed at least one assembly (and have the inventory available to produce the remaining total ordered), you can split off the remaining unfinished assemblies into a new Work Order so that you can bill for the ones you've already produced. Pick Selected. For the selected step, All Orders automatically fills the Allocated column with available stock. Pick All. For every step in the work order, All Orders automatically fills the Allocated column with available stock. Flatten. In the case of a multi-level Bill of Materials, you might want to do a single Work Order, listing all the components of the entire hierarchy as though it were a single Bill of Materials. This button allows you to do that. In order for the Flatten function to drill down to the components of the sub-assembly, the sub-assembly must be parked as a Phantom BOM. Drill Down. In the case of a multi-level Bill of Materials, Drill Down will to automatically create the chain of work orders for the top level item's sub-assemblies. All work orders that are part of the chain will have the same Drill Down Ref being the work order # of the top level
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All Orders by NumberCruncher item. You can filter the work order list to by Drill Down Ref to view only the work orders in the drill down chain. Create Purchase Orders. Opens the Reorder Analysis tool, allowing you to place orders for components required directly from the Work Order. Create Work Orders. Allows you to create related work orders in order to produce components that are sub-assemblies. Additionally, you can pull up other information via the Details drop-down list: Instructions. Brings up any special instructions that pertain to the current Work Order. Dependency. A dialog appears that shows all current inventory dependencies for your Work Order components. Lot/Serial #s. If your components contain lot or serial numbers, this command will display available lots, allowing you to choose which lots to access for this Work Order. Bins. Brings up a dialog that allows you to specify the bins from which you'll draw your components:
Clicking on the Get Available button will pull inventory from wherever it is available. As always, you can click the Save button at any point to save off your Work Order and its progress. Once a Work Order has been finished, click the QB Record button to send it on to QuickBooks for invoicing. If you ever change your mind, a button will replace it called QB Undo. Click it to wipe the bill from QuickBooks.
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Creating a New Disassembly

In any production environment, particularly for for-stock manufacturers, job shops, and custom-build retailers, occasionally you'll have an order cancellation or return that will necessitate breaking an Item back down into its base components. The Disassembly form can help you do just that. To start a new Disassembly, just select New Disassembly from the Production menu. You'll find the user interface of the Disassembly form remarkably similar to that of the Work Order. The only difference is that the process is flowing in reverse. Rather than taking components to build an Item, we're disassembling the Item into its original components. Every Disassembly consists of a number of Steps / Operations. This describes the labor and manufacturing involved with breaking down the Item in question. All Steps are drawn from the Steps Profile List. Just select the Step from the drop-down menu. Each Step can contain one or more Components. These are the Items that will be added to inventory as a result of the disassembly. At the top of the screen, you must first select the Item to be disassembled as well as how many disassemblies were ordered. As you go into production, you can also tally how many of the ordered units have actually been produced (broken down) thus far:
Also, if you do not wish to record this transaction within QuickBooks, just click NC Only, which will prevent it from ever going to QB. If you do wish to
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All Orders by NumberCruncher record the Work Order in QuickBooks, click the Record to QuickBooks button on the Work Order's tab:
Of course, you must first finish all steps before it can ever be recorded in QuickBooks. This brings us to our next point... You have the standard Details column at the end of each row that gives you control over adding, deleting, and inserting new line. But just as with the New Work Order form, you also have control over the status:
You can select Comment to add a comment about that particular step, for example why the step took longer than expected, or about how a particular component broke during breakdown. Within the Change Status submenu, In Production means that you are currently working on this particular step.
To finish this step, choose Finished, and you'll be able to begin the next step. Note how the date and time is recorded for you, both the Started time and the Completed time. Of course, since you not always be right at your computer while in production, you can also manually track the duration required for each step:
The budgeted duration (that which is stipulated on the Item's Bill of Materials) is listed under budget, and you also have the UOM (hours, minutes, etc.) listed as a reference. The Actual field is editable, and it enables you to record the actual time taken to complete the step. With the Disassembly form, it's much more likely that the actual time will deviate from 204
Reference the budgeted time, since an assembly typically doesn't take anywhere near as long to break down as it does to assemble. Keep in mind that you have a number of Disassembly-related commands on the toolbar. First, let's examine the commands available from the Activities drop-down menu: Finish All. This will automatically finish all steps, provided there's enough allocated inventory. Additionally, you must have Status Skipping enabled in your Work Order Preferences for this command to work. Restart. Starts the Disassembly over from scratch, setting the Produced field back to zero and resetting all steps back to Ready status. Split. If you have already completed at least one disassembly, you can split off the remaining unfinished assemblies into a new Disassembly. Pick Selected. For the selected step, All Orders automatically fills the Allocated column with available stock. Pick All. For every step in the Disassembly, All Orders automatically fills the Allocated column with available stock. Additionally, you can pull up other information via the Details drop-down list:

Instructions. Brings up any special instructions that pertain to the current Disassembly. Dependency. A dialog appears that shows all current inventory dependencies for your Disassembly components. Lot/Serial #s. If your Item (s) contains lot or serial numbers, this command will display available lots, allowing you to choose which lots to access for this Disassembly. Bins. Brings up a dialog that allows you to specify the bins from which you'll draw your Items to be disassembled:
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All Orders by NumberCruncher Clicking on the Get Available button will pull inventory from wherever it is available. As always, you can click the Save button at any point to save off your Disassembly and its progress. Once a Disassembly has been finished, click the QB Record button to send it on to QuickBooks. If you ever change your mind, a button will replace it called QB Undo. Click it to wipe the bill from QuickBooks.
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Inventory (Warehouse) Forms

Creating a New Location Transfer
If your business operates from multiple locations, then it's likely that you'll need to shift inventory between them at some point. Since it's vital to keep track of where exactly your Items are located at any given time, All Orders offers the Location Transfer form to facilitate things. Think of the Location Transfer as a kind of Shipping Doc, except that you're both the sender and the recipient. To create a Location Transfer, just choose New Location Transfer from the Warehouse menu. The first order of business to choose the Location you're shipping from, and the location you're shipping To:
You can use the Activate From and Activate To radio buttons to specify a Location for entering Item-specific information such as a Bin or Serial/Lot#, as these are typically tied to an Item's location. Then select the Items you'll be transferring, making sure to enter an accurate quantity. Obviously, only those Items you have in stock will appear in the drop-down list. Then, select the shipping method, a ship doc reference number (if applicable), the number of packages, and the total weight:
Keep in mind that you can always enter memo notes for this transaction at the bottom of the form as well as identify yourself as its creator. Don't forget to set the transaction date (if other than today), and to specify whether the transfer has already taken place (defined by the moment the transfer arrives at the destination):
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Click the Save button to save the transfer. You can print a copy of the Location Transfer, or if desired, the Transfer Log. Clicking the Email button will open an outgoing email message with the Location Transfer doc already attached in PDF format.
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Creating a New Quantity Adjustment

At times, you'll have cause to tweak the quantity figures in All Orders to reflect real-world changes. This can happen for several reasons. Here are a few examples: One of your staff members wants to take merchandise to a trade show to give away as samples or door prizes. You are the victim of theft, fire, or some natural disaster that causes inventory or fixed assets to go away. You find a few of the "mystery" +/- Item quantities when doing a manual inventory count, and need to update the system to better approximate real life. The first thing you'll need to do is select a location for the adjustment as well as choose an account. The Account you use should NOT be an inventory asset account.
If desired, you can also choose a QuickBooks class. You have two choices for entering items into this form. First, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box...
...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works. Alternatively, you can choose the Item in using the drop-down menu by clicking the first blank line in the Item column of the list. Adjust the quantity of the Item in the Qty field. Use negative values to indicate lost inventory. You can adjust the date of the adjustment in the upper right hand corner of the form:
Be sure to check Only adjust in NumberCruncher if you do not want these adjustments to be reflected within QuickBooks.
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Performing an inventory count

Periodically you will need to count inventory and adjust quantities. In All Orders this is done with count screen. To create a new count, form the click Warehouse --> New Qty. Count. After selecting the Location, the quantities for all the items within that location as of the Count Date will appear. The following should be kept in mind regarding counts. 1. Counts are location specific, if you have more than one location you will need to create a count for each. 2. Only one count per location can be open at one time. A count is open if it has not been finalized. 3. You cannot change the Location or the Count date once the count has been saved. 4. Leaving the New Qty blank means the item has not been counted. 5. There is one row for each Item, Bin, Lot/Serial # 6. The Current Qty is the quantity on hand NOT quantity available. See understanding quantities.
Once you added the location and count date, completing the count is straight forward. For each row enter either the New Qty or Difference. When you have completed the count click Activities --> Finalize which will create an adjustment for all items having a quantity differences. If an item, bin, lot/serial # combination is not on the count, click Activities -> Add Item.
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Reference If you are using bar code, you can scan (or type and tab) the items, bin and if applicable the lot or serial #. By default All Orders expects the first scan to be the Item although you can change this by toggling the 'Scan By' options. The filter tab allows you to shorten the # of items in the shown on the grid.
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Creating a New Value Adjustment

Value adjustments are used to change the value (cost) of your Items. Value is defined as Quantity multiplied by Cost. Therefore, if an item's value changes without changing its quantity, the cost is also changed. Value Adjustments might be used to reduce value of obsolete inventory or add costs for additional costs not included on the purchase order (e.g. freight). To add a value adjustment click Warehouse --> New Value Adjustment. You can also create a value adjustment directly from Receiving Doc and Transfer (see below). When working with Value Adjustments please keep the following points in mind: 1. Value adjustments are DATE specific. You should pick the Adj. Date BEFORE adding items. Once you start adding items you will not be able to change the Adj. Date. 2. The Account you use should NOT be an inventory asset account. 3. The Old Value is the All Order FIFO cost as of the Adj. Date and not the QuickBooks average cost although when you Send to QB, All Orders will adjust the average cost appropriately. 4. The Quantity represents Quantity owned as of the Adj. Date. See understanding quantities in All Orders. 5. 6. When created the warehouse menu the amount will adjust the cost of all the items but when created from a Receiving Doc or Transfer the amount will only be applied to the cost on those transactions. To complete the value adjustment, add items and edit either the Amount of New Value columns. Repeat for all the items you want to adjust then click 'Save'. To see the effects of your value adjustment, run the Inventory Valuation or Inventory Ledger reports. Adding additional costs to Items As mentioned earlier one of the reasons to use the value adjustment is to add cost to items after the originating transaction has been completed. Consider the following examples: ABC, Inc. pays duty on imported products. It receives the product on January 11, 2009 and enters the Vendor Bill accordingly. On January 15, 2009, ABC receives a bill from the freight forwarder and wants to reflect the cost of duty in inventory. The first is to receive the items as usual with the Receiving Doc as show in the following image.
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Now click the 'Add Costs' button and the following dialog will appear:
On this dialog I enter the vendor and the amount of the duty bill. I then need to decide the allocation basis of the amount. You can select Cost, Volume, Weight or Quantity. When complete click OK a value adjustment is generated with the amount automatically allocated. Note also that the Quantity and Old Value come directly from the Receiving Doc. (Note if the Receiving Doc was in foreign currency then the Old Value will be converted to your home currency)
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Profile Lists
Profile Lists
The real power of All Orders lies in its ability to be customized to your exact need. Much of this power is unlocked by way of your Profile Lists. Profile Lists are complimentary tables of data that key into your main lists and transaction screens, providing valuable information to them. Unlike your main lists, these lists also serve as forms for entering additional data. For example, the Customer Types list allows you to set any number of customer types specific to your business. Once set up, you'll be able to quickly select the desired type on the New Customer screen. Profile Lists are a bit different from other kinds of Lists in that there are no separate fields for entering information. These Lists are meant to be edited on-the-fly, with current records listed on the left-hand side of the tab, and individual fields of the record on the right:
Just click a line item on the left-hand side of the tab to bring up that record's details in the fields on the right. Your Profile Lists are frequently referenced on the various transaction forms, often in more than one place. Mostly, these consist of drop-down list boxes that allow you to select from the values in the referenced profile list. For example, take a look at the Ship Method field from a Sales Order form:
The values listed here are taken directly from the Shipping Methods profile list. If you were filling out this form and noticed that your desired shipping carrier isn't listed among the choices, a quick double-click of the <Add 214
Reference New> line item will immediately open the appropriate profile list so that you can remedy the situation. There are currently 13 Profile Lists on the following topics: Item Groups. These are special designations for the Items in your inventory. For example, if you wanted set up a separate group for services and other non-inventory Items (as opposed to products), you can freely do so. Customer Types. Allows you to specify classifications of customer. Additionally, these Customer Types can be nested, so if you wanted multiple sub-classifications of your residential customers, for example, this is simple to execute. Vendor Types. Similarly, you can also classify the Vendors who sell you product according to various types. Units of Measure. Lets you add various units of measure, including appropriate abbreviations. FOBs. Freight on Board. Price Levels. This database allows you set specific rules regarding pricing, such as volume discounts, currency adjustments, and special markups. Discounts. Lets you quickly set up discounts and promotions according to a set percentage. Shipping Methods. Allows the easy specification of shipping methods and prices. Payment Methods. Set up the various payment methods you accept. Terms. A listing of the assorted payment terms used in your company. Steps. A database of the steps used in the manufacture and assembly of finished product. These steps can then be utilized on new Work Orders. Manufacturers. A listing of the manufacturers with whom you do business. Currencies. A database of foreign currencies and their current exchange rates. Each profile list has its own toolbar to help you execute certain tasks.
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Item Groups
This profile list supports the Item List, allowing you to group your Items into categories. The current Item Groups are listed down the left-hand side of the tab, while the current item group's fields are on the right-hand side:
There are some default Item Groups in place, and you can freely add more by choosing Save & New from the tab's Save tool:
For each Item Group, you want to give it a Name as well as a recognizable Short abbreviation. From there, it's easy to set a default Price Level as well as Default Accounts that filter down to the individual Items assigned to that group. Of course, these properties can be readily changed on a per-Item basis. From there, you'll want to choose the Primary UOM (Unit of Measure), allowing you to select appropriately between lengths, spans of time, units, or pieces. If you wish to break it down further, you can specify different units of measure for the group when sold versus when used or purchased. For 216
Reference example, you might purchase lumber by the yard, but then cut it down to use it by the foot. The Sold/Used/Purchased classifications will allow you to perform that conversion automatically. For more information and some realworld examples, see the UOM description page. Finally, Cost Properties help determine how determines costing for the Items in that group. this particular group
As you edit these settings, it's likely that you'll need to apply the new values to Items you've already created based on the current Item Group. For example, if one or more default accounts change for your Assembly group, you may want the accounts for all Items that belong to that group to change as well. For this, we click the Cascade button, which is located on your Item Groups tab's toolbar:
Click this button, and you'll be presented with a dialog asking if you're sure. Click OK if you are. Note that depending on how many Items are part of that group, the process could take a few minutes. Once the accounts are synchronized, then the Items will be modified in QuickBooks as well.
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Customer Types
The Customer Types profile list is a handy way of categorizing your customer base into two or more types. Keeping track of your Customer Types can greatly increase the usefulness of your reporting, allowing you to target specific niche markets. You'll be able to quickly discover what kinds of customers are your cash cows, and where your marketing and advertising dollars might be best spent. As will all profile lists, the current set of Customer Types are listed on the left-hand side of the tab, with the fields on the right. The data in this list is really quite simple:
First, enter a Name for the Customer Type, and also specify whether this type is active or inactive. If desired, you can set the type to be a SubType of another Customer Type. In the above example (Government), you add SubTypes differentiating between state and federal government, or between law enforcement and legislative bodies. You can even nest SubTypes, thus creating SubTypes within SubTypes to help you maximize your reporting. Finally, you'll want to specify a Price Level for your Customer Type. For example, if you wanted to give law enforcement offices a 10% discount on all goods and services, it's relatively straightforward to do so. For more information on setting Price Levels, be sure to check out the Price Levels profile list.
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Vendor Types
The Vendor Types profile list is very similar to Customer Types, in that it allows you to break down your Vendors into individual classifications for the purposes of reporting. For example, to find out how much money you spent last year on outside subcontracting, all such Vendors will need to be grouped into the Subcontractors Vendor Type.
As you can see, the current list of Vendor Types is listed to the left, whereas the editable fields are on the right. Just as with Customer Types, you can enter one or more Sub-Types of a particular Vendor Type. Equipment vendors, for instance, might be broken down according to the kind of equipment they sell.
Units of Measure
The Units of Measure profile list details the various UOMs that will be available to your items:
You'll be able to select the primary UOM from the General Tab of your Inventory Item form. The UOM can also be auto-filled by selecting the default UOMs of item groups on the Item Groups profile list. These units come in four basic flavors: Spans of time. Minutes, Hours, Days, Weeks, Months. Useful for service-related Items. Lengths. Inches, Feet, Yards. Very handy for lumber and other building materials. Units. For identifying standalone components and finished products. Pieces. Useful in identifying kits that contain large numbers of varying components.
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All Orders by NumberCruncher Though it's possible you'll never to add any other UOMs to this list, you can still do so by choosing Save & New from the tab's Save tool. Simply enter a name, an abbreviation, and specify whether the current unit is active or not.
FOB
The Freight On Board (FOB) profile list allows you to establish a set of custom rules indicating at what point in the shipping process that you have fulfilled your obligations as a seller.
This is particularly important for international shipments involving large crates of goods. If the buyer has indicated a vessel upon which they want their goods delivered, then the seller's obligation typically ends when the product has passed over the ship's rails. Setting up custom FOB can help you keep track of exactly when the risk of loss shifts from the seller to the buyer during transit. To add one, just choose Save & New from the FOB tab's Save button. Then enter a name, and specify whether you'd like the current FOB to be active (accessible within transactions from the FOB drop-down list).
Discounts
The Discount profile list allows you to come up with general discounts can be applied to specific orders. This differs from the Price Levels discounts, as it is applied to the entire order, and can in fact be combined with price level reductions. To add a new discount, choose Save & New from the tab's Save tool.
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Reference You need only specify a Name for the discount, a Percentage off to give from the order total, specify whether the discount is Taxable, and finally, choose the Account from which the discount will be deducted. If the Discount is inactive box is checked, then the discount will not be available for selection on the Discount drop-down list on Sales Quotes and Sales Orders, though it will still be retained in the database.
Shipping Methods
The Shipping Methods profile list allows you to quickly set up the freight carriers you use in your business.
Once added, these new ship methods will be available to you in the Ship Method drop-down list when creating your Sales Orders, Quotes, Purchase Orders, and Ship Docs. You can also set a default Ship Method for each Customer on the Customers form. Adding shipping prices Note that you can also use the Other Charge and Price fields to specify a flat-rate shipping cost (if desired), and the Freight $ field on your transaction form will auto-fill with your established price every time you select that particular ship method (though this can obviously be changed on a per-transaction basis). Finally, you can choose whether or not you wish for the current Ship Method to be active, that is, whether you want this record to be present in the Ship Method drop-down list when filling out a given transaction form.
Payment Methods
This profile list keeps track of all Payment Methods you accept. This can be anything from credit cards to cash to paper checks and more.
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To add a new payment method, choose Save & New from the tab's Save tool. Then simply enter a name, and choose either Credit Card or Cash or Check from the Payment type drop-down list.
Terms
The Terms profile list serves as a storehouse for all payment terms you accept from your various customers.
It ties directly to your Term drop-down list from your Sales Order, Sales Quote, and Ship Doc transaction forms:
To add a new payment term, just choose Save & New from the tab's Save tool. Then enter a name, and choose a Term Type: AR (Accounts Receivable), Cash, PartialAR, or PartialCash. The system default is AR. Here's a quick rundown of the various term types: AR - the customer has established payment terms and will be invoiced for items shipped. 222
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Cash - A payment for the full amount of the Sales Order or Ship Doc must be entered. Partial AR - A partial payment is expected on the Sales Order, and customer will be invoiced for the remainder. Partial Cash - A partial payment is expected on the Sales Order, and the remainder is expected on the Ship Doc. Sales Orders with this term cannot be auto-filled as a result you'll need to un-check Auto fill quantity on shipping on the Shipping Preferences dialog.
As with other profile list items, you can set Term is inactive if you want to keep the term, but don't wish for it to appear in the drop-down list when filling out your transaction form.
Steps
The Steps profile list helps lay the groundwork for efficiently filling out your New Work Order forms, particularly if you have work processes where you're executing the same steps over and over. Take a look at this (admittedly very simplistic) example:
By documenting most of the likely steps in your everyday work processes ahead of time, filling out your work order forms is thereby greatly facilitated. While you certainly can add a step on the fly when creating the work order, having these steps done ahead of time will greatly cut your time on task. To create a new step, just click Save & New from the tab's Save tool. Then add a name as well as a complete description. Finally, specify from your various business Locations exactly where this step can take place. As always, if you want to keep a step in the database, but don't want it showing up in the Name drop-down list on your Work Orders, then check Process is inactive.
Manufacturers
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All Orders by NumberCruncher The Manufacturers profile list allows you to quickly give supplemental information on the Items in your database by identifying their manufacturer.
This information is fed (in the form of a drop-down list) to the Inventory Item form, in the Supplementary Information area of the Purchasing tab:
To add a new Manufacturer to this list, simply choose Save & New from the Manufacturers tab's Save button. If you wish to temporarily remove a manufacturer from the Inventory Item drop-down list without deleting it entirely, check the Manufacturer is inactive box.
Attributes
Attributes work in conjunction with styles. A style is a grouping of items that have virtually the same characteristics but differ by their attributes. For example a shirt can come in different sizes and colors where by color and size are attributes. Within each attribute are 'Attribute Selections'. Here you would list all potential variations in color or size. \ To create a new or edit an existing attribute, click Lists --> Profile Lists -> Attributes. Enter a unique name for the attribute then add your attribute selections by clicking on an open line of the grid in the 'Selection' column. Enter a unique name and abbreviation (within the attribute). Repeat until all your attributes and selections are entered then click Save, Save & New or Save & Close. You can add an unlimited number of attributes and selections.
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Production Center
Product Centers are used to group one or more Steps for the purposes of resource planning. A Production Center can be a specific machine or individual. To create a new click Lists --> Profile Lists --> Product Center and click Save & New from the tool bar. Enter a name, weekly capacity and at least one step. A step can only be listed once per Production Center and by default can only be in one Production Center. You can enable a step to be part of more than one Production Center by un-checking the preference in Company > Preferences > Work Orders > Company Preferences.
Custom Messages
In All Orders you can add notes and comments to various list records and transactions. Frequently notes are repetitive so All Orders provide a way to enter store all your repetitive notes and comments. To create a custom message select Lists --> Profile Lists --> Custom Messages and click Save & New. Enter a short abbreviation and template then click save.
Account
Accounts are used to post financial transactions in the QuickBooks general ledger and All Orders inventory ledger. 225
To create an Account Lists --> Profile Lists --> Account and click Save & New. Enter a short Name, Account Type and Sub Account (if applicable) then click Save, Save & Close or Save & New. Note, if you cannot edit accounts through All Orders. You must edit the account in QuickBooks then synchronize.
Sales Rep
To create an sales rep Lists --> Profile Lists --> Sales Rep and click Save & New. Enter Initials and Vendor then click Save, Save & Close or Save & New. You can set the default sales rep for a customer.
Class
Classes are used to departmentalize financial transactions in the QuickBooks general ledger and All Orders inventory ledger. To create an Account Lists --> Profile Lists --> Class and click Save & New. Enter a short Name and Sub Class (if applicable) then click Save, Save & Close or Save & New. Note, if you are connected to QuickBooks you cannot edit classes through All Orders. You must edit the account in QuickBooks then synchronize.
Item Sales Tax

US versions only.... Item sales taxes are used to track sales tax payable for separate taxing authorities. To create an Item Sales Tax, click Lists --> Profile Lists --> Item Sales Tax. Enter a short Name and Sub Item (if applicable), the tax percentage, description and tax authority (vendor) then click Save, Save & Close or Save & New. You can set the default item sales tax for a customer. If an item or customer is taxable (i.e. when 'Sales tax code is a taxable' is checked), then All Orders will use the Item Sales Tax rate to determine the tax on quotes, sales orders and ship docs.
Sales Tax Code
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Reference Sales tax codes are used to determine whether and item and/or a customer is taxable. To create an Sales Tax Code, click Lists --> Profile Lists --> Sales Tax Code.
US Versions If an item or customer is taxable (i.e. when 'Sales tax code is a taxable' is checked), then All Orders will use the Item Sales Tax rate to determine the tax on quotes, sales orders and ship docs. The customer's sales tax code takes overrides an item's sales tax code. For example if an item is generally taxable but the customer is non-taxable, there will be no tax charged. Enter a name, description and check whether the code is taxable or nontaxable then click Save, Save & Close or Save & New.
Non-US Versions Sales tax codes are used tax on quotes, sales orders and ship docs. At the time of writing, All Orders relies on QuickBooks to calculate sales taxes on item receipts. Enter a short name and description. United Kingdom and Australia - Enter the VAT tax rate under 'Tax1 Rate'. Check 'Is Tax1 Exempt' if the tax code is exempt. Canada 1. Enter the GST tax rate under 'Tax1 Rate'. Check 'Is Tax1 Exempt' if the tax code is exempt. 2. Enter the PST/HST rate under 'Tax2 Rate'. Check 'Is Tax2 Exempt' if the tax code is exempt. 3. Check 'Is piggyback rate' if Tax2 is calculated on the sub-total including Tax1 amount.
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Searching for information in All Orders

The 'Info' History Screens
While browsing the Item, Customer, or Vendor Lists, you'll probably notice an icon on each line that looks like this: This is the Info button. Double-clicking the button will take you to a special Info screen where you can view all sorts of information about the record in question. For example, when you click a particular Customer's Info button, you'll be taken to the Customer Info dialog where you can essentially view that Customer's entire transaction history. Information about each of the Info screens can be found here: Item Info Customer Info Vendor Info Location Info
Item Info
The Item Info screen is a one-stop shop for viewing all information related to a particular Item. At the top of the screen are vital stats such as the Item Type, QB Type, and Item Group to which this Item belongs. Additionally, you have a General Info section that gives a running tally on year-to-date sales and purchases, how much of the Item you have on hand, how much on order, and your next order's ETA. If you see anything amiss with the Item information and wish to edit the Item, just click this button: ...and you'll be taken to the New Item screen, with the Item's info already filled in. Just make any needed adjustments, and then save it off. In the Item details pane, you have up to seven tabs of information, followed by a context-sensitive list table. For each tab, you can see a different set of information:

Status. Indicates the current inventory status for current Item at all locations. Lot/Serial #s. If the Item makes use of lot or serial numbers, this tab will keep track of the various lot/serial numbers you currently have in stock. Vendors. This provides a list of all approved Vendors who sell the Item in question. On Order Detail. Shows a list of all purchase orders that contain the Item, the quantities of it you have on order, and the total amount you're spending on the Item for each transaction.
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Required Detail. Shows any sales orders or work orders where the Item is listed but not allocated or shipped. Transaction List. Provides a complete listing of all transactions that are related to this Item, including sales orders, purchase orders, ship docs, receive docs, and returns. Related Items. Shows a list of Items that are related to the current Item. Components. (Assemblies only) Shows the component quantities as well as the quantity of finished goods ('Can Make') that can be produced from the available components.
Not all tabs will show up for all item types. For example, you won't find a Status tab for non-inventory parts. If you have any open transaction forms to which you'd like to add this Item, click the Add to Open Documents button on the tab's toolbar. If you have more than one available document, you'll receive a special dialog asking you to choose those docs to which you want to add the Item:
Just check the appropriate box and click OK. You may select only one document.
Customer Info
The Customer Info screen contains a complete history of that Customer's dealings with your company. At the top of the screen, you'll have easy access to vital stats such as the Customer's address, contact info, and their credit limit for making purchases. If any notes about the Customer exist, you'll see the first few lines of these notes in this section as well. Just click the Edit Notes... button to view the notes in their entirety.
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Of course, if you see any information about the Customer that needs to change, click the Edit Customer... button to pull up the New Customer dialog with the Customer's info already filled in. Just make any needed adjustments, and then save it off. Below this info, you have a series of three tabs. Each tab has a set of commands as well as a pertinent list of information available to you:
You can double-click any listing to bring up its corresponding transaction. Let us quickly go over the information and commands that can be found on each tab: Sales Orders / Quotes. This tab shows a list of all Sales Orders and Quotes that you've created for this Customer. Additionally, you have buttons that will let you create a new SO or Quote for the Customer. Finally, you can also choose Duplicate Selected Transaction to create a new instance of an old transaction. This is can be a real timesaver if, for example, you have a Customer who places periodic Sales Orders for the same set of Items over and over. Ship Docs / Customer Returns. This tabs shows all Ship Doc and Return transactions for the Customer. Additionally, it offers buttons to create a brand new Ship Doc or Customer Return for the Customer in question. Recently Shipped Items. Finally, you have a list that shows all the Items that were recently shipped to the Customer. This defaults to the 30 most recently shipped Items, but you can change this with the filter located just below the list itself:
This tab also sports a couple of useful commands. Click Add Selected 230
Reference Items To Open Documents to add any selected Items in the list to any or all open transaction forms of your choosing, such as Sales Docs, Customer Returns, etc. Or, you can choose the Add Selected Items to New... submenu to start a brand new transaction based on the current Customer. You can choose from the following documents: Sales Order, Ship Doc, Quote, or Customer Return.
Vendor Info
The Vendor Info screen contains a complete history of your dealings with a particular Vendor. At the top of the screen, you'll be able to access vital stats such as the Vendor's address, contact info, and your credit limit with them. If any notes about the Vendor exist, you'll see the first few lines of these notes in this section as well. Just click the Edit Notes... button to view the notes in their entirety.
Of course, if you see any information about the Vendor that needs to change, click the Edit Vendor... button to pull up the New Vendor dialog with the Customer's info already filled in. Just make any needed adjustments, and then save it off. Below this info, you have a series of three tabs. Each tab has a set of commands as well as a pertinent list of information available to you:
You can double-click any listing to bring up its corresponding transaction. Let us quickly go over the information and commands that can be found on each tab: Purchase Orders. This tab shows a list of all purchase orders and that you've created for this Vendor. Additionally, you have buttons that will let you create a new PO for the Vendor. Finally, you can also 231
All Orders by NumberCruncher choose Duplicate Selected Transaction to create a new instance of an old transaction. This is can be a real time-saver if, for example, you have a Vendor from whom you places periodic Purchase Orders for the same set of Items over and over. Receiving Docs / Vendor Returns. This tabs shows all Receiving Doc and Return transactions for the Vendor. Additionally, it offers buttons to create a brand new Receiving Doc or Vendor Return for the Customer in question. Recently Received Items. Finally, you have a list that shows all the Items that were recently shipped to the Customer. This defaults to the 30 most recently shipped Items, but you can change this with the filter located just below the list itself:
This tab also sports a couple of useful commands. Click Add Selected Items To Open Documents to add any selected Items in the list to any or all open transaction forms of your choosing, such as Sales Docs, Vendor Returns, etc. Or, you can choose the Add Selected Items to New... submenu to start a brand new transaction based on the current Customer. You can choose from the following documents: Purchase Order, Receiving Doc, Vendor Return, or RFP.
Location Info
If you manage inventory at multiple locations, the Location Info tab can be particularly handy for getting a bird's eye for inventory status, lot and serial numbers, and all transactions that have come from a particular location. At the top of the dialog, you have standard address information as well as you notes you've made about the current location:
You can edit these notes by either clicking the Edit Notes... button, or by simply clicking inside the Notes area itself. Below this area, you have three tabs, accompanied by a context-sensitive list table:
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The function of these tabs is described below: Status. This allows you to check the inventory status of that location for every Item in your database. For those Items with positive quantities in stock, a plus sign appears next to its listing:
If you click the plus sign, you'll be able to drill down on bin-related details, such as the bins) where the Item is located, the quantity, and whether that quantity is available or reserved for other transactions.
Lot / Serial #s. This helps you keep track of all Items at that location that have lot or serial numbers. You can view such elements at the Items' bin locations, quantities, expiration, and text descriptions. A simple double-click on any record will bring up the Lot/Serial # Edit Form, letting make any needed adjustments on the fly:
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Transaction List. This table is a comprehensive list of all transactions that have taken place at the current location. These could be Sales Order, Purchase Orders, Customer Returns, virtually any transaction type you can name. Double-clicking a particular record will open the transaction in question.
The Find Screen

If you're looking around for a particular transaction and you just don't know where to start, the Find tool can be really handy. It allows you to search on any transaction, broken down by type. You can further filter by whatever main entity your particular transaction type keys into. Look at the following example:
In the first shot, we're searching on Customer Returns, which obviously lets you filter by individual Customer, if desired. In the second, because we're searching Work Orders, we can now filter by Item. Additionally, you can choose a date range. Just click either of the drop-down arrows to choose a date from the calendar tool. You can uncheck one or both of the From/To boxes to broaden the search. In the examples above, if I were to uncheck the To box, the system would search from September 6th, 2006 through the present. A final useful search method is by Doc No. In All Orders, every transaction is given a document number that applies to its transaction type. If you happen to know it, it's easy to enter into the corresponding field. If you want to search on multiple document numbers, simply separate each number with a comma. button will Once you've set your search criteria, a simple click of the set things in motion. You'll find all records that meet your criteria in the list below.
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Now that your list has appeared, you can sort by any column merely by clicking it (click twice to sort in descending order). Additionally, you can filter according to a particular column's values by clicking the small drop-down on the right side of column's title bar. You can open any record by double-clicking it.
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File and Data Maintenance

File Utilities
In the section on Installation and Setup, you learned how to create a new company file and synchronize your All Orders database with QuickBooks. This section is devoted to the techniques you can use to import data, to back it up, and to generally maintain the health of your database.
Backing Up and Restoring Your Database. Prevent disaster by backing up regularly. All Orders makes this process a snap, and it's equally easy to bring it back. Database Maintenance. With the Maintenance... command in the File menu, you can manipulate your database file, get rid of old data, and re-index the database to increase efficiency. Importing Excel Data. Using this technique, you can freely import information from an Excel spreadsheet into one of your main entity lists. Converting QuickBooks Data. This set of commands will allow you to import Estimates, Sales Orders or Purchase Orders from QuickBooks into All Orders.
Backing Up and Restoring

Whether through hardware failure or some cataclysmic mistake on the part of your staff, data loss is a problem that plagues many businesses. The difference between a mild inconvenience and total disaster is how well you prepare for this eventuality. Backing your All Orders database is quick, easy, and can really save your neck in the event of data loss. To back up your All Orders database, just choose File > Backup... Just how long the backup takes depends heavily on the size of your database, but it should be relatively quick and painless. Once the process completes, you'll receive an alert message that looks like this:
Notice that the filename contains the current date. This allows you to make incremental backups and organize them by date. But your job isn't done just yet. To truly protect yourself, remember to include this file in the periodic file backups you make of your general business data, whether you back up over a network or save to removable 236
Reference media like DVD-ROM or tape. It's vital to keep a periodic copy of your data off-site, in a different building than the file server that normally houses it. That way, in the event of a catastrophe like fire, natural disaster, or theft, you'll have a copy of your data safe someplace away from ground zero. Restoring a backed up copy couldn't be simpler. Just choose Restore... from the File menu. You'll see a dialog that looks like this:
Click Yes to begin the restore procedure. All Orders looks in the SQL Server backup directory for the .bak file you created. In the event of multiple files, All Orders takes the one with the most recent date.
Database Maintenance
Every once in a while you'll probably have occasion to perform some basic maintenance on the database and the records within them. This can include re-indexing it, removing some old data, or detaching it for the purpose of copying. All these commands, and more, are part of the Maintain Company File dialog. To open this dialog, just choose Maintain... from the File menu. The dialog contains two tabs, Maintenance and Advanced.
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The tools on the Maintenance tab are as follows: Re-index Company File. As time goes on and data is added to the database, the data file will start to grow a bit sluggish. Re-indexing the file reorders the current data set in such a way that records can be found much more efficiently. Especially if you're starting to notice a slowdown, you'll want to occasionally give the Re-index button a click to maintain maximum responsiveness. You'll get a confirmation message when the process is complete. Replace Deleted Items. When working with the two applications, it's possible that Items that have been part of transactions have been deleted in QB. You can use this command to replace those deleted Items with new or current ones, so long as they're the same Item Type as the ones that were removed. Condense Company File. If you've been working with All Orders for a while, you might notice that searches are slowing down considerably due to the sheer girth of the file. This command will let you purge older transactions to reduce the file size a bit. NOTE: We generally recommend hanging onto data as long as you have the space. You'll never know when an old transaction will come in handy for whatever reason. Before removing any older transactions, see if you can't first speed things up by re-indexing the company file (see above).
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Delete Company File. If the current file is unsalvageable for some reason, click this button to be rid of it forever. You'll get one of those "Are you sure?" warning dialogs. Click Yes if you are.
Moving on to the Advanced tab, you have additional (lesser-used) options here for working with the data file and the information in it.
Modify Server Settings. This handy command will bring up the server settings you specified when first creating your company file. You'll see a dialog that looks like this...
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All Orders by NumberCruncher ...where you'll be able to select your NCD and database (MDF) files. You also have options for changing the SQL Server (if you happen to have more than one) as well as entering the login details.
Detach Company File. When you created your data file for All Orders, it was attached to your SQL Server so that it could be accessed. However, in order to move that database, it must first be detached from the server. To do this, just click the Detach button. Attach Company File. Of course, if you detach a file, it'll need to be reattached before you can actually use it again. You'll have a chance to adjust any server settings during the process. Clear Company File Transactions. This command is used for the rare event that you'll want to hang onto your main entity data, but wish to get rid of the transactions that link them. Clear Company File Data. This is the big red button that essentially purges all data in the current data file. Preferences will be kept.
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Importing Data from Excel

Importing Lists Importing Transaction
There are times when you might not have the desire or ability to enter data directly into All Orders. Fortunately, the application makes it easy to import data into your main entity tables from a standard Microsoft Excel spreadsheet file. Why might you want to do this? Here are a couple of examples: You have a colleague who wishes to enter records, but is currently in a remote location with no access to the All Orders database. You have records stuck in an old database application. Since most data-intensive applications support export to Excel, this is a handy way of converting the old data without having to retype everything. To import some data from Excel, choose File > Import > Excel, and then pick the data type you wish to import from the submenu that appears. You have five options:
Of course, in the file that you import, you'll need headers in place to let All Orders know which columns to import into which fields. Fortunately, you have a template .XLS document for each of the data types just waiting for you in the Import folder within your All Orders install directory. Feel free to copy these documents and use them for adding your data. Once you've chosen a data type, you'll be prompted to choose a file. By default, All Orders will take you to the aforementioned Import folder as well as auto-select the file based on the data type you chose. Click Open to import the file's contents. Importing Lists can be used either to add or modify records. Only fields that need to be modified need to be in completed in the Excel template. For example, if you want to change all the prices, complete the FullName and Price Columns of the Excel template. If you wish to delete the contents of a field without replacing it put \d in the cell. Notes: You should not delete any columns or individual work sheets. 241
All Orders by NumberCruncher The columns in bold are required.
Importing Lists The sheets in Excel templates provided mirror table structure of All Orders. For example you will notice that the ItemInventory.xls (used to import all types of items) has several sheets. The main sheet Item is the starting point. You must enter values in this sheet first before any other sheet will be considered. For example if you want to add 2 vendors for a particular item, you first enter the Item's 'FullName' and Group on the Item sheet.
Then on the Vendor sheet enter the Item twice plus each vendor once. that the Vendors listed must already be in All Orders.
Note
Importing bill of materials and/or kits is done in the same way. To create a kit you start with the Item worksheet as above then populate the Kit Components worksheet repeating the item full name for each kit component.
Finally populate the Kit Selections work sheet as follows:
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Importing Transaction Transaction Excel files also mirror the All Orders table structure. Take for example the InvAdjustment.xls which will create a Qty Adjustment in All Orders. It has 3 worksheets. InventoryAdjustmentHeader: Adjustment. Used for the top portion of the Qty
InventoryAdjustmentItem: Used for each item on to be included in the Qty Adjustment
LotSerialNumbers: Used to import lot or serial #s if applicable.
ControlRef in the InventoryAdjustmentHeader represent 2 adjustment. The ControlRef is repeated for each item that will be included in the adjustment 243
All Orders by NumberCruncher in InventoryAdjustmentItem. Notice also that for ControlRef 1, Item YY4515 is repeated twice because I wanted to make the adjustment to 2 separate bins. If an item has lot or serial #s, you will need to complete LotSerialNumbers. In this case the LotControlRef corresponds to each Lot or Serial # entry. LotControlRef is used also to link to LotSerialNumbers to InventoryAdjustmentItem
Converting Data from QuickBooks

If you've been working with QuickBooks for a while, and are just now getting into All Orders, chances are that you've entering a great number of transactions in QB that you'd now like to convert over so that you have all information in one handy location. After all, synchronization brings over all data related to your main entities (Items, Customers, Vendors, Locations), but doesn't bring over old transactions, because All Orders doesn't really need them in order to do its job. You can start fresh with the new company file, leaving the old transactions in QB without ever importing them. However, should you wish to import all your Sales Orders, Purchase Orders, or Estimates (or at least a subset of the most recent ones), it's easy to do so by choosing File > Import > QuickBooks and then selecting one of the three available transaction types:
Regardless of the transaction type you select, the resulting dialog will look almost exactly like this:
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You can limit the import either by date, or by the transaction's document number (in the above example, the Sales Order number). You can enter multiple document numbers by separating them with commas. Then, you'll select the action to be taken within QB. You can specify one of the following: No Action. Nothing happens to the transaction within QB. Delete SOs from QB after Import. After a successful import, the transactions in question disappear from QB. Set SOs to cleared after Import. Closes out the transactions in question after successfully importing them into All Orders.
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Designing and Using NumberCruncher Reports

Designing and Using All Orders Reports
All Orders Reports are used to review Inventory and Work Order Status as well and view those transactions that have been posted to QuickBooks. Reports can be viewed from the Reports menu or from within the Customize Reports dialog. Some reports viewed from the menu have default filters, such as current month, to give a quick review of data. The default filters are only starting points. Use the Customize Reports tool to view all data for a report or to customize, filter, or resort data. The Customize Reports dialog While you can always view a report directly from the Reports menu, you have a much greater array of options from the Customize Reports screen. To view reports from within this dialog, simply choose Design Reports from the Reports menu. All Orders is packaged with a comprehensive library of reports. These original reports are made to be run as is. For the moment, ignore the toolbars (which will be discussed later). Here are the steps to run a report. 1. First, click the Modify Design tab (if not already selected), and you will see the list of reports displayed in the reports tab 2. Next, click a report name in the grid under the Reports tab. These reports are arranged by category. Simply click the (+) symbol to open the desired category's nested list of reports. 3. Click the Preview tab to view the report.
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Of course, there's so much more to the executing, creating, and editing of reports than the simple steps listed above. So, let's briefly discuss what else you can learn in this section: Available Reports. Creating a New Report. Filtering Data. Sorting. Exporting Reports and Data. Customizing a Report. Printing Labels. Reports Toolbars. Displaying Data.
Available Reports
The following table shows the reports that are supplied with All Orders. You may use these reports as supplied or make copies of any of them. Consider the original reports as templates; they may not be changed. Most of the default reports can be accessed directly from the Reports menu. However, you are free to customize the copied reports in many ways.
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All Orders by NumberCruncher Sales Order Reports

Report Name What it's used for
Sales Order Sales Order - Kits
Sales Orders - Item Ship Dates
Pick List
Pro forma sales order pick list
Sales Order History Sales Order Dependency
Sales Orders By Doc No
Sales Orders By Due Date
Sales Orders By Item
Sales Orders By Customer
Sales Orders By Customer PO
Sales Orders By Order Date
Sales Orders By Rep
The Sales Order document. An alternate version of the Sales Order document showing Kit hierarchies. An alternate version of the Sales Order document showing Ship Dates and Ship To Info for each Item. Internal document listing all Sales Order Items on back order. A specialized report that shows the which sales order can be shipped based on available inventory. Shows ship docs related to the sales orders. Shows what each Sales Order needs for completion. (Purchase Orders or Work Orders). Lists all Sales Orders by Doc No with Items and Ship To Info. Default: Open Sales Orders Lists all Sales Orders by Due Date with Items and Ship To Info. Default: Open Sales Orders Lists All Sales Orders with Items and Ship To Info, grouped by Item. Default: Open Sales Orders Lists All Sales Orders with Items and Ship To info, grouped by Customer. Default: Open Sales Orders Lists All Sales Orders with Items and Ship To info, grouped by Customer PO. Default: Open Sales Orders Lists All Sales Orders with Items and Ship To info grouped by Order Date. Default: Open Sales Orders Lists All Sales Orders with Items
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Reference and Ship To info grouped by Sales Rep. Default: Open Sales Orders The current Sales Quote document.
Quote
Customer Shipping and Return Reports

Ship Doc Pick Ticket
Bill of Lading Ship Doc Log Batch Shipment Lots Sold
Shipping Label Ship Doc
Items Shipped Without Serial No Items Shipped With Serial No
RMA
Customer Return Log
Ship Doc P & L
The Ship Doc - Used as Packing List. A listing of only those Ship Doc Items that are in-stock and available for shipping. Details of Customer Returns. Default: Current month Details of Ship Docs. Default: Current month A listing of all Batch Shipments. A listing of all Items shipped that carry a lot or serial number. Creates a shipping label from the Ship Doc that includes the address info, PO #, and the number of packages. A bar code listing of all Items in the Ship Doc that do not have a lot or serial number. A bar code listing of all Items in the Ship Doc that have a lot or serial number. A Return Merchandise Authorization form for a Customer Order. Shows all recently processed RMAs. Defaults to the last three days. A specialized report that shows the item by item profit based on the All Orders costing method.
Work Order / Disassembly Reports

Finished Goods - Can Make
Lists how many of each Finished Good can be produced with available quantities on hand. 249
All Orders by NumberCruncher Work Order A line summary of each Work Order Step and the Items involved. Default - Open Work Order Items A listing of Work Order component Items that have been allocated. Lists Items in the Work Order (both finished Items and component Items) that have a lot or serial number. Shows what each Work Order needs for completion. (Purchase Orders, Work Orders). Shows all Work Orders and their current status. Show all Work Orders, ordered by their due date. Work Orders by Item, Work Order. Default - Open Work Order Items Shows the status of all unfinished Work Orders, including start date and budget information. A bar code listing of all Items on the Work Order that do not have a lot or serial number. A bar code listing of all Items on the Work Order that have a lot or serial number This report, which is grouped by date, shows summary of finished goods produced and components used on all work orders that are 'Finished'. Default - Current month Prints details of the current Disassembly. Complete listing of Disassemblies. Shows components of a Disassembly if they have lot or serial numbers.
Work Order Pick List
Work Order With Lot/Serial No
Work Order Dependency
Work Order List Work Orders by Due Date Work Orders By Item
Work In Progress
Items Produced Without Serial No Items Produced With Serial No
Production Report
Disassembly Disassembly List Disassembly with Lot-Serial Numbers
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Reference Capacity Report The capacity reports adds all the budgeted hours for all steps in all work orders within the specified due date grouped by Production Center. The sum of those hours will be deducted from the Production Center's capacity to arrive at 'Available Hours'.
Purchase Order Reports

Purchase Order Purchase Order Item Ship Date Purchase Order By Doc #
Purchase Orders By Due Date
Purchase Orders By Item
Purchase Orders By Order Date
Purchase Orders By Vendor
PO History
Purchase Order Dependency
Purchase Order document. Alternate format for purchase order that shows multiple ship or release dates. Shows details of each PO line item grouped by Doc #. Default - Open Purchase Orders sorted by Seq #. Shows details of each PO line item grouped by Due Date. Default - Open Purchase Orders sorted by Doc #, Seq # Shows details of each PO line item grouped by Item. Default - Open Purchase Orders sorted by Doc #, Seq # Shows details of each PO line item grouped by Order Date. Default - Open Purchase Orders sorted by Doc #, Seq # Shows details of each PO line item grouped by Vendor. Default - Open Purchase Orders sorted by Doc #, Seq # Shows transaction history for each Purchase Order line item (received, returned, etc) with backorder subtotals. Shows what transactions are dependent on each Purchase Order.
Vendor Receiving & Returns Reports

Items Received with Serial No
Items Received without Serial
A bar code listing of all Items on the Receiving Doc that do not have a lot or serial number. A bar code listing of all Items on 251
All Orders by NumberCruncher No Receiving Log Return Log the Receiving Doc that have a lot or serial number. Lists details of Items received. Default - Current month Lists details of Items returned. Default - Current month
Inventory Reports
Inventory Status
Inventory Movement Detail
Shows the summarized (i.e. all locations) quantity status of each item (e.g. On Hand, In Production, etc). A report that shows the transactions that affect the quantity of an item.
Inventory Reconciliation Summary Inventory Reconciliation Summary
Inventory Status Details On Order by Item Detail
Required by Item Detail Required - by Item
Required - by Vendor
Deficiency - by Item Location By Item Summary
Inventory Value Adjustments
Show inventory discrepancies between QuickBooks and All Orders inventories. If there are items on this report you should reconcile your inventory with QuickBooks. Details of a inventory quantity by BIN. Shows all items currently on order, both from Purchase Orders and Work Orders. For each open quantity of an item by transaction. For each Item, it lists the required, deficient, available, and on-order quantities. For every preferred Vendor of an Item on backorder, it shows the required, deficient, available, and on-order quantities of their wares. Lists all currently deficient Items. Shows how much of each Item are in each Location grouped by Item. Shows details of all Inventory Value Adjustments.
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Reference Default - Current month Shows details of all Inventory Quantity Adjustments. Default - Current month A listing of all transactions for a specified date range. A report that shows the quantity and value of inventory based on the All Orders costing method. A ledger of current inventory which uses the All Orders costing method. Transfer document. Shows details of transfers. Default - Current month. Shows how much of each Item are in each Location grouped by Location. Count register, shows items counted on a specific count transaction. Show the quantity per book on a specific count transaction.
Inventory Quantity Adjustments Transactions Inventory Valuation
Inventory Ledger
Location Transfer Transfer Log Items by Location - Summary
Count
Count worksheet
Item Reports
Components Used In Items Finished Goods - Can Make
Bill of Materials
Kits Item Customer No
Item Relations Item Vendors
Shows the which bill of materials that use a component. Lists how many of each Finished Good can be produced with available quantities on hand. A comprehensive list of all Bills of Materials, including all Steps and needed components, costs, etc. Lists all kits, including kit type and all components. If any of your Customers use special part numbers for identifying your Items, this report will list them by Customer. Shows how Items relate to one another. A listing of all Vendors who are preferred Vendors for at least 253
All Orders by NumberCruncher one of your Items. Lists all Items they sell. A listing of all Items, including group, type, UOM, price, and cost information. A label listing of select Items, including each Item's name, bar code, price, cost, and bin. Shows which dependant transactions a receiver or work order allocated to.
Items
Item Label
Allocation Report
List Reports
Bins Customers
Currencies Customer Addresses Customer Type Discounts FOB Item Groups
Item Group Price Levels Price Levels Volume Price Levels
Item Price Levels Location List Manufacturers Payment Methods
A listing of the available bins at each Location. A list of all Customers, including phone and fax contact information. Shows all records from the Currencies profile list. A listing of all Customer addresses. Shows all records from the Customer Types profile list. Shows all records from the Discounts profile list. Shows all records from the FOB profile list. Shows all Item Groups, including their accounts, UOM, etc. Lists any Price Levels specific to individual Item Groups. Shows all records from the Price Levels profile list. Lists all Price Levels where a volume discount has been applied.. Lists any Price Levels specific to individual Items. A list of all Locations. Shows all records from the Manufacturers profile list. Shows all records from the Payment Methods profile list.
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Reference Shipping Methods Steps Terms Unit of Measure Vendors Vendor Types Shows all records from the Shipping Methods profile list. Shows all records from the Steps profile list. Shows all records from the Payment Terms profile list. Shows all records from the Units of Measure profile list. Provides a comprehensive list of all Vendors. Shows all records from the Vendor Types profile list.
Creating a New Report

All Orders gives the users the ability to customize their reports without having to export the data to Access or another destination. The original reports cannot be modified. However, you can make as many copies of the reports as you wish and customize them to fit your business. For example, you may add a corporate logo to a report to personalize the report to your company. Fonts can be changed to any that you have on you computer. You can also play with font colors, bold, italics, and underline at your discretion. From the list of fields available for a selected report, you can add more fields or remove existing ones. Before modifying a report, however, you have to make a copy of the report you wish to customize. Open a report in the Modify Design tab, as described in the Overview. Now click the Copy Report button (it is framed in red in the screen shot below).
Or you could use the View menu. Copy Report is the 8th item in the list. Either way, you will be prompted for the name of your report copy. When All Orders finishes copying, you will see the name you gave to the report in the Reports grid. Click on the new name to load that copy onto the Modify Design tab.
Filtering Data
In the image below, there are three columns. The left column lists the available fields you might want to filter on. The right column contains the existing filters for the current report. The middle column, called the Criteria List, is where you specify which range of values in the current field are (or
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All Orders by NumberCruncher are not) desired in the report. And the final column shows you exactly which filters are now in place.
Reports can be filtered by almost any field. When the 'Filters' tab is selected, a list of available fields to filter by is shown. By default, the first item in the list is selected and the criteriais shown in the second list. For example, when the 'Sales Orders - By Order No' report is selected and the 'Filter' tab is clicked, the 'Available Field' list shows all the fields that can be filtered. The first field, 'Doc No', is automatically selected and a range of values is shown in the Criteria list. Data can be of three different types: text, numeric, and date. Each of these is selected in different ways. When you select filtering criteria for a field (no matter what type) and then move on to another field, the previous field will now sport a red background color to show that there is criteria selected that will be applied to the report. All fields that have criteria selected will have a red background color. Note: Some data such as Item names may have values that look numeric, such as '101', but it is still treated as text.
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Reference Filtering Text Data When a text field is selected from the 'Available Fields' list, a list of available text values is displayed in the criteria list. To select a single text value, click on the value in the criteria list to highlight it. To select other values in the list, hold down the Ctrl key and click on the desired values. To deselect a value, hold down the Ctrl key and click on the selected value. (Note: If a value is clicked without holding the Ctrl key and other values are selected, all previously selected values will be deselected). There are several ways to select more than one text criteria. To select a range of values, drag the mouse from the first desired value to the last desired value. This will highlight all values in between. Another way to select a range of values is to click on the first desired value, scroll to the last desired value, hold the Shift key and click on the last desired value. This will also highlight all values in between. It is even possible to select multiple ranges of values, such as 1-3, 5-7. First select the first range of values as stated above. Next, go to the first value in the next range, and then hold down the Ctrl key while selecting the next range. Text Search Some lists of values can be very long and be cumbersome to find and select. To make selecting values easier, use the Show Search feature.
When the 'Show Search' button is clicked, a box and two buttons appear. Type the text to search for and click 'Apply'. All values matching the text are now selected. Click 'Clear All' to start a new search.
Filtering Numeric Data
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All Orders by NumberCruncher When a selected field is numeric down list of operators (>, <,=, value. Most of the operators are first and last values are displayed Operator >= <= = <> > < From Select Clear two boxes appear. The first box is a drop etc.) and the second box is to input the standard mathematical symbols. Also, the for information purposes only.
Description Greater than or equal to Less than or equal to Equals Does not equal Greater than Less than A range of values Enter specific values Clears all criteria
Aside from the basic operators, there are two other choices: From and Select. Use 'From' to select one range of values. When 'From' is selected a second box appears. Type in the values and they will be applied to the report. Note: the numbers entered are included. For example, if "From 3 to 10" is entered, both 3 AND 10 are included. Use 'Select' to select specific values. This is similar to selecting pages when printing from other programs. Multiple values or even ranges of values can be entered. Values and ranges are separated by commas. For example, in the Work Order - Details report, filtering on the Work Order number, entering '2-5, 11, 14-18' will bring up Work Orders 2,3,4,5,11,14,15,16,17 and 18. Filtering By Date Filtering by Date is exactly like filtering by numbers except that a button appears next to the box that brings up a calendar for selecting a date, and the 'Select' option is not available. Use 'From' to select one range of dates. When 'From' is selected, a second box appears. Type in the dates and they will be applied to the report. Note: the dates entered are included. For example, if "From 61/2003 to 6/15/2003" is entered, both 6/1/2003 AND 6/15/2003 are included.
Sorting
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Reference Reports can be sorted by almost any field, but only up to three fields can be selected. Most reports have a default sort order that you may replace. Now, certain reports have a fixed order for the first (or perhaps first and second) sort field, because the name of the report implies an order and the report would not make sense if the primary sort was by another field. Examples of this fixed sorting include Sales Orders by Order Number and Sales Order by Customer Order. In these reports, you may add additional sort criteria such as sorting by vendor or item. When the Sort By tab is clicked, two list boxes appear. The first list contains the available fields to sort by, and the second list will contain the fields to sort by.
There are two ways to select a field to sort by. First is to double click on the desired field in the Select Fields to Sort By list. This will remove the field from that list and place it in the Sort list. A field can also be moved by highlighting the desired field in the list of available fields and then clicking the >> button. Fields can be removed from the Sort list in the same way (clicking the << button instead). Reports will be sorted in the order in which the fields appear in the Sort list. To change the order of these fields, they must be removed and then reentered in the desired order... Some reports may contain headers for sorting and grouping by. The fields that reports are grouped by takes precedence over any user selected sort 259
All Orders by NumberCruncher fields. For example, the 'Purchase Order - By Vendor' report is sorted by Vendor. The Vendor field is not displayed in the list of available fields. So if sort by PO # is selected by the user, the report will be first sorted by Vendor, then by PO #.
Exporting Reports and Data

Reports can be exported "As Is", meaning what you see on the report is what you see on the exported document. The data behind the report can also be exported as well to allow users to create their own reports based on the data. Exporting is done through the toolbar that appears when a report is previewed. The two buttons on the left hand size of the toolbar are for Export.
Exporting Reports You can export a report in four different formats. Select the format you desire from the Export Report tool's drop-down arrow.
Excel
When a report is exported as an Excel sheet, all the formatting, totals, etc are exported. In other words, "what you see is what you get". There are several points to remember when exporting a report to Excel: If selecting an already existing Excel (*.xls) file, the file will be overwritten instead of the report being added as a new worksheet. Some lines, borders, and other shapes may appear thicker on the Excel sheet (though these can be edited in Excel). If selected, each page of a report will appear on its own worksheet. Calculated totals in the report are saved in the Excel sheet; however, the numbers are saved as numbers, not as calculations (e.g. =sum(A1:A10))
PDF
PDF is the extension used by Adobe Acrobat. Files saved using PDF can be opened using Acrobat Reader (a free download from Adobe.com)
RTF
RTF (Rich Text Format) is used by Microsoft Word (and other products). A document saved as RTF can be opened in Word, edited, and saved as a Word document (*.doc) or any other document type featured in Word. 260
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HTML
HTML is the format used for viewing web pages or documents saved with a .htm extension. Use Internet Explorer (or other web browser) to open reports saved as HTML. Exporting Data You can also choose only to export the data from the report rather than the report itself. To this, simply choose the desired export format using the dropdown arrow of the Export Data tool (second leftmost button on the toolbar). When exporting data, only the raw data for the report is saved. Data is exported in tabular format. For the most part, no calculated fields such as 'Total' are saved. Now, some calculated fields are calculated before the report is formatted, these fields ARE saved and can usually be found in the detail section of the report. Other 'Total' type fields are calculated by the report itself. These are the fields that are NOT saved. These are usually found on a separate row from the detail and are labeled accordingly. A report's data can be exported in one of two formats:
Access Table
Data can be saved in a user's own Microsoft Access database table. After exporting, new custom reports can be created in Access by the user.
Excel Worksheet
Data can be saved in a user's own Microsoft Excel workbook. After exporting, new charts, graphs, etc. can be created in Excel by the user. Unlike exporting a report, many data exports can be exported into preexisting Excel file (*.xls). During export, the user is prompted for both a filename AND a worksheet name. If the worksheet name already exists, the new worksheet will still be saved with a (v2) at the end of the worksheet name.
Customizing a Report
Most of the changes you will make to a Report or Label will use one of these five toolbars. They are all visible by default. You can selectively hide any or all of them from the View menu. In this section, we'll only discuss the most common of these tools. For a full description of all five toolbars, check out the Reports Toolbars page. It's probably not necessary to learn them all; you can look up the functionality of any button if and when you need it. Adding a Label to a Report At this point, you have probably managed to successfully copy a report (if not, please see Copying a Report for instructions). You can use this copy to experiment with these customizations. 261
Starting with the Toolbox toolbar, let's add something to this report.
The first button on the toolbar is the Select tool; it is the normal default mouse cursor. When you are done adding items from this toolbar to your report, this is where you should click to restore your mouse cursor. The second button on this toolbar (the one with the capital and lower-case 'A's) is the Label tool. With a click of this button, your mouse cursor becomes a tool for drawing labels on your report. So let's try it out: move your mouse cursor over some unobstructed part of your report. Left click and drag the mouse until the size of the rectangle is large enough to key in your name, then release the left mouse button. Now click on some empty space anywhere on the report (or click the Select tool) to restore your mouse cursor. Now we will use the Standard toolbar to display the property list for the label you just added to the report.
The third button from the right, the one with the hand holding a list, shows the Property List. Click it now. Now when you open the Property List, it probably will not be this wide. To make it wider, position your cursor over the left edge of the Property List until the mouse cursor changes to a double headed arrow (pointing left and right). Then, click and drag until it is wide enough for you to see the contents clearly. While you can leave the name 'Label1,' it is good form to change the name to something more meaningful. There are plenty of examples in the reports collection. Look down a few lines to where you see the Caption field. Click on the right-hand side of that line and replace the default value of Label1 with your name. We could make more changes, but for now let's click on the Preview tab and see that you have indeed added to the report. If you don't see your name right away, it could be that you did what I did while I was writing this procedure: I put the label in the report footer. To view the end of the report we will use yet another toolbar: 262
Reference
Click the Last Page button (that right-facing arrow that is pointing to the vertical line). The meaning of this is "Go to the End of the report." You should see your name on the report now. Adding a Field The toolbar you used above to add a label will also allow you to add a field. If you choose to do it that way, you then have to associate the field with data from the database. An alternate (easier) way to add fields is to use the Fields List. Returning to the Standard toolbar that we used for the Property List, click the Fields List button, located just to the right of the one we used to show the Property List: This button shows the Fields List: The Fields List button is a toggle button. That is, clicking it multiple time will make the Fields List appear and disappear at your whim. To demonstrate the use of the fields, simply click and hold on one of the fields. While holding the mouse button down, drag the field from the field list to any open area of the report. During the time you are dragging the field, it appears as a beige rectangle. After the mouse button is released, the field name shows in the rectangle on the report. If the field has been used on the report already, a number is added to the field name to distinguish this control from the other controls using the same data. The eight squares attached to the field are sizing handles. You can click and drag on any of them to resize the control. More precise sizing, and positioning, can be done using the property list.
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Making Report Changes

Single Field Changes
Most of the changes you can make can either be done using toolbar buttons or the Property List. Clicking the top of the Property List toggles the presentation from an alphabetical sorting of properties to a presentation that groups the properties by function. Click on a report field, display the Property List and click the button at the top of the list (framed in the screenshot to the left) to have it display grouped properties. Experiment with the Appearance group of properties. I recommend that you do not change the Style property. Notice that the first property is Horizontal Alignment (left, center, right) and the last property in the Appearance group is Vertical Alignment (top, middle, and bottom). Font is in a group by itself. Click into the section where the font name is displayed. After you have clicked in there, there should be a button marked with an ellipse (...). Simply click that button to open a dialog window in which you can change the font name, size and style. In this dialog, there is an area where you can preview your font choice. Click OK to make your change or Cancel to leave things as they were.
Deleting fields from the report
To get rid a field, just click to select a field or label you do not need on your report. Then, click the Delete button (marked with an X) on the Standard toolbar. In most cases, the field or label will be removed from the report. In some cases, fields have been designated as compulsory, and may not be deleted. In these few cases, you can "remove" the field by changing the font color to white, so the field will be effectively invisible. You may even place other controls on top of the existing control. Only the top control will be seen in the report.
Undoing mistakes
One day you may be making changes and suddenly realize that you made them to the wrong field. What to do now? If you haven't already saved your changes, you can reload the report and start over. The Load Original 264
Reference Layout toolbar button (appears as a yellow scroll) will reload the original copy of the report.
Multiple Field Changes
One handy time-saving command that you can apply to multiple fields at once is to make the fields the same size. On the Align menu, you fill see the Size submenu. From here you have three choices: Same Width, Same Height, or Both. Multiple fields may be selected by holding down the Shift key and clicking the fields individually. However, there is a faster way to select multiple fields if they are on the same row. Just click inside the ruler area, right next to the desired row. For example, try to locate the horizontal band labeled Detail in your current report. Click just below that point a bit to the left on the vertical ruler. You will see that all the fields in the Detail report group have been selected. Now you could change the alignment, font, color, etc. on all of these fields with one command.
Printing Labels
Most All Orders users will print labels, such as shipping labels, inventory labels or serial number labels. One way to think about labels is that they are a type of report with only one small detail section. On a normal run, one might print a label for every part number. It is possible that when you return to the printer to pick up the labels, you'll find that the printer ran out of toner while printing all the Items whose name begins with the letter "L". You replace the toner cartridge, but you don't want to print another copy of the labels for Item names beginning with letters "A" through "K." The solution is to add a Filter on the Item Name field that only includes the names you now need to print. To work with Labels, simply open the Customize Reports app and click on the Labels tab (it's sitting right next to the Reports tab). The Labels list is now displayed. Just like the reports, you can use these labels as is or make copies and customize them. All Orders 4 ships with specifications for 300 label types. To access the Label Setup dialog, just double-click the name of the label in the Label list:
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When the label is chosen, all the dimensions are displayed on the form, and a representation of how the labels will fit on the stock is displayed on the righthand side of the form. Click a few different label names and see the number of labels on the page change. The size of the individual labels will change accordingly. If you have the stock that matches the number displayed in the Label Name, then that is the one to use. If your particular label set isn't in the database of labels, then you'll need to enter their measurements manually. If you have a leftover partial sheet of labels, that's no problem whatsoever. Simply click the box on the right-hand side of the format hat corresponds to the first available label on your sheet. Printing will start there. In the same way that All Orders provides for user-designed reports, you can also specify and name your label. To create your own label specification (for example, if your particular label set isn't in the database of labels), just click the Add button. Enter all the dimension and then click the Layout button. The program then attempts to verify that the numbers you entered will work. If they do not, you will see a message box that explains which values need to change. Take note of how the virtual labels are presented on the right-hand side of the form. Keep changing the dimensions and clicking Layout until you have what you want. Then just choose a name for the Label Name. Finally, click Save & Close to save your new custom label.
Reports Toolbars
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Reference Toolbars are movable. You can move them left or right or to another row. Position your cursor over the toolbar handle, click with the left mouse button and drag the toolbar. This is an enlarged view of the toolbar handle which is on the left end of all of the toolbars.
Most of the buttons have tooltips. This means when you let the mouse cursor hover over the button for a few seconds, a small yellow box will appear that displays the name of that button. In each of the following toolbars, the function of each button will be described from left to right.
Align Toolbar
1. Bring to Front. Reorders the selected field to be in front of all others. 2. Send to Back. Reorders the selected field to be behind all others. 3. Align Lefts. Select multiple fields, click this button, all selected fields will have the same value (x coordinate) for the left position. 4. Align Centers. Similar to the last button, but this one centers all the selected fields. 5. Align Rights. Similar to button 3, but this time all selected fields will have the right edge in the same position. 6. Align Tops. Moves the selected controls so the top of each control has the same y coordinate. 7. Align Middles. Where button 4 centered the selected fields horizontally, this button centers them vertically. 8. Align Bottoms. Moves the bottom of each selected control to the same line. 9. Align to Grid. On the report design surface, you will see a series of squares with rows and columns of dots within them, created a grid pattern. This button causes the controls to line up with that grid. 10.Size to Same Width. Makes all selected controls the same width. 11.Size to Same Height. Makes all selected controls the same height. 12.Size to Same Width and Height. Makes all selected controls the same size. 13.Lock controls. Freezes the controls so that you don't accidentally move them.
Format Toolbar
1. 2. 3. 4. Style. Sets a predetermined paragraph style for a control. Font. Allows you to select a font from the drop-down list. Size. Lets you choose a font size from the drop-down list. Bold. 267
All Orders by NumberCruncher 5. Italic. 6. Underline. 7. Font Settings. Opens a special Font dialog that lets you choose more advanced formatting options. 8. Left Align. Aligns all text content in the field to the left. 9. Center Align. Centers the text content in the field. 10.Right Align. Align the field's text content to the right. 11.Back Color. Lets you choose a background color. 12.Text Color. Brings up a dialog for choosing a text color 13.Borders. Allows you to choose the style and color of the field's border.
Standard Toolbar
1. Undo. Undoes the last change you made. 2. Cut. Removes the current selection, placing it in the clipboard for later pasting. 3. Copy. Copies the current selection to the clipboard. 4. Paste. Pastes the clipboard contents into the current report. 5. Delete. Permanently removes the currently selected object. 6. Load Original Layout. Reloads the report. This is helpful getting rid of any unwanted (and unsaved) changes. 7. View Grid. This toggle button allows to display or hide the report's grid. 8. View Property List. Opens the Property List, which displays all properties of the currently selected object. 9. Fields List. Displays the Fields List, allowing you to drag available data fields onto your report. 10.Explorer Window. Shows the Explorer Window, a special bird's eye listing of all the data fields in each report section. The latter four buttons can all be toggled on and off with multiple clicks.
Toolbox Toolbar
1. Select. Restores the default mouse cursor after using one of the other Toolbox tools. 2. Label. Lets you click and drag to add a Label to the current report. 3. Field. Allows you to add a data field to a report. 4. Checkbox. Gives you the ability to add a checkbox control to a report. 5. Image. Gives you the option of adding an image (such as company logo) to your report. 6. Line. Lets you add a line to a report (handy for visually separating report elements). 7. Shape. Allows you to add a shape (square, circle or rectangle) to a report. 8. Rich Text. Lets you insert a rich text box (similar to a Microsoft Word document) into a report. 268
Reference 9. Frame. Gives you the ability to insert a frame, which is useful for grouping other controls. 10.Page break. Allow you to insert a page break, and any material below it will appear on the next page. 11.Bar code. Control used to print 3-of-9 bar codes on labels. After using the Toolbox toolbar to draw your various report elements on the screen, you can alter their characteristics in the Properties List.
View Toolbar
1. Report Design. Corresponds to clicking on the Modify Design tab but since this toolbar is only visible in design mode it is not used 2. Preview Report. Preview mode corresponds to clicking on the Preview tab 3. Filter Data. Corresponds to clicking on the Filters tab 4. Sort Data. Corresponds to clicking on the Sort By tab 5. Reports List. Shows the Reports (and Labels) List 6. Status Bar. Shows the Status bar at the bottom of the form 7. Save. Saves the change you have made to the report 8. Copy Report. Makes a copy the current report 9. Delete Report. Deletes the entire report! 10.Is Default Report. Sets the Default property of the report. If you have made one or more copies of one of the reports, All Orders has to know which one you would like to be used when the report is activated from a menu or a list form. Click the report you want to be the default in the Reports List and then click this toolbar button. The report you chose on the Reports tab will turn blue and all of the others for that report will be black. Reports that are original to All Orders will always be listed in bold. 11.Is Active Report. This toggle button allows you to specify whether the currently selected report on the Reports tab is active. You may be working on a report and do not wish to use it until you are finished with your changes. Note that you can actually filter based on whether or not a report is active. There are three radio buttons on the Reports tab just about the Report list, allowing you to select only Active reports, only Inactive Reports or All Reports. 12.Printer Setup. Allows you to choose a printer for your report. 13.Report Properties. Allows you to set Report page size, Portrait, Landscape etc.
Viewer Toolbar
1. Export Report. Lets you save off your report in any of the following formats: RTF (rich text), PDF (Adobe Acrobat), Excel, and HTML. All formatting is preserved as closely as possible. 2. Export Data. This option is similar to #1, except that it lets you trash the report formatting and export only the raw data, for example for 269
All Orders by NumberCruncher further crunching in a spreadsheet or database. You can export data to either an Microsoft Access table or a worksheet in Microsoft Excel. 3. Print. Prints your report. You are first provided with a dialog that allows you to set any desired printing options. 4. Ruler. Toggles the vertical and horizontal ruler bars that border your report. 5. Search Field. A text box that will let you enter a string of text to search on within your report. 6. Find. This button executes the search for whatever you typed in the Search Field. 7. Copy. Copies the entire current report page into the clipboard. 8. Single Page. Shows only one page of the report at a time. 9. Multi Page. Shows multiple pages (as many as six) of the report at once. To drill down on any single page, just double-click the desired page. 10.Zoom In. Magnifies the current page by an incremental amount. 11.Zoom Level. The drop-down list field allows you to choose the level of zoom from a pre-established list. 12.Zoom Out. Reduces magnification of the current page by an incremental amount. 13.First Page. Moves to the first page of the report. 14.Previous Page. Moves to preceding page of the report. 15.Page Field. Shows the current page number as well as the total number of pages in the report. To instantly move to a particular page, you can also edit the first value to reflect the desired page, and then press Tab. 16.Next Page. Moves to the next page of the report. 17.Last Page. Moves to last page of the report. 18.Back. Goes back by one screen in your history. 19.Forward. Moves forward by one screen in your history (you'll obviously need to have clicked the Back button first).
Displaying Data
The Explorer Window, displayed from the Standard Toolbar, is a tool that lets us see what data field is being used in a given report section. Reports are apt to get busy with fields. You may be starting a report on a Monday and not get back to it until Thursday. Then, when you drag a field from the fields list onto the report, it shows up as the second or third copy of that field. Now, it's pretty unlikely that you really want that many copies of the same field on your report. You may not be able to spot that field in a report that contains multiple headers and footers. So we use this tool to discover where a field is being used. Here is an Explorer Window from the Sales Order History Report.
270
Reference
You can open more that one section at a time.
271
Index
A Access control .........................18 Accounts creating ............................. 225 items ................................. 159 types ................................. 225 Accounts ......................... 26, 115 Accounts ............................... 209 addresses ...............................40 Adjustments ad hoc ............................... 209 counts ............................... 210 value ................................. 212 Adjustments ............................26 All Orders file ........................... 9 Allocated.................................99 Approval ........................... 54, 82 Available.................................80 Average cost ..................108, 115 B Back orders .............................43 Backup ..........................144, 236 Bar codes.............................. 106 Batch shipping ................. 44, 188 Bill of materials........................50 Billing addresses .............164, 166 Bins count................................. 210 creating ............................. 168 C Capacity ..........................98, 225 Cash sales ................. 69, 72, 222 Class.................................... 226 Committed .............................. 99 Components...................... 50, 99 Configuration .......................... 50 Cost vendor cost ........................ 159 Costing.......................... 108, 115 Count ................................... 210 Credit limit............... 54, 164, 229 Credit Memo ........................... 26 Currency...................... 26, 66, 84 Custom fields .......................... 15 Custom Messages .................. 225 Customer return ......... 26, 55, 186 Customer Type .................26, 218 Customers creating ............................. 164 discounts ......................73, 220 info ................................... 229 payment method................. 164 returns .........................55, 186 rights .................................. 18 sales codes ........................ 164 terms ......................... 164, 222 types.......................... 164, 218 273 using ................................. 100
All Orders by NumberCruncher Customers ..............................26 D Data..............................237, 260 Database .......................... 9, 237 Decimal points ....................... 121 Deficiency ...............................80 delete............................118, 152 Dependency ............... 46, 80, 178 Disassembly .................... 95, 203 Discount .................................73 Drop ship ........................ 49, 178 E Expiration ............................. 104 Exporting .............................. 260 F FIFO..................................... 108 Filtering ................................ 255 Find Screen ........................... 234 Finished ..................................91 Finished Goods ........................99 FOB...................................... 220 G Get Available ......................... 104 Groups ................................. 216 H History ...................................91 I Importing Excel ................................. 241 QuickBooks ........................ 244 K Kits........................................ 50 L Labels .................................. 266 License Key Management ............5 License keys..............................5 In Production.........91, 98, 99, 199 In Transit.......................... 80, 99 In transit receipts .................... 80 Inventory.............................. 125 Inventory Adjust ...................... 26 Inventory Part ......................... 26 Is Purchased ........................... 80 Is Received ............................. 99 Is Shipped .............................. 99 Item Discounts ........................ 26 Item Groups.......................... 216 Item Receipt ........................... 26 Item Ship Date ........................ 37 Item Sub-total......................... 26 Items accounts ............................ 159 bill of materials ..............92, 159 copy .................................. 159 creating ............................. 159 groups ........................ 159, 216 kits ................................... 159 rights .................................. 18 types................................. 159 units of measure ................. 159
274
Index Linking ...................................80 Lists customize....................154, 156 Lists ..................................... 152 Lists ..................................... 154 Locations bins ................................... 168 creating ............................. 168 quantity ............................. 232 shipping from .......................35 transfers ............................ 207 using ................................. 100 Lots ..............................104, 132 M Manufacturers ................159, 223 Manufacturers Rep Order ........ 190 Max Qty.......................... 80, 159 MDF ..................................... 237 merging................................ 118 N Non-Inventory Part...................26 Notes ............................174, 225 O On Order ................................99 Other Charges .........................26 Owned....................................99 P Partial .............................. 43, 98 Payment Methods.....................26 Payments........................ 69, 221 R Ready .............................91, 199 receiving .............................. 126 Receiving Doc.......................... 75 Receiving Log ........................ 194 Preferences .............. 19, 120, 133 Profile List............................. 143 Purchase orders approval .............................. 82 blanket ................................ 78 creating ............................. 191 creating multiple ................... 80 numbers ............................ 129 preferences ........................ 126 receiving..............126, 191, 194 rights .................................. 18 using ................................... 75 Purchase orders ....................... 26 Q Quantity different than QuickBooks....... 31 transfer ............................. 207 Quick Reorder ......................... 46 QuickBooks importing ........................... 244 quantity differences ............... 31 synchronization................... 123 Quotes customer ........................... 182 vendor................................. 62
275
All Orders by NumberCruncher Reconcile .............................. 123 Re-indexing........................... 237 Reorder amount ............... 80, 159 Reorder point .................. 80, 159 Rep order.............................. 190 Reports Available Reports ................ 247 Copying a Report................. 255 Customizing a Report ....246, 261 Filtering ............................. 255 Sorting .............................. 259 Reports...................................20 Required ......................80, 91, 99 Reserved quantity ....................46 Restore................................. 236 Returns .......................... 55, 186 Rights.....................................18 RMA .......................... 55, 99, 186 Rounding .............................. 133 S Sales Order .............................26 Sales Orders approval ..............................54 back orders ..........................43 converting from quote.......... 182 creating ............................. 178 numbers ............................ 129 preferences ........................ 127 price levels ...........................57 rights...................................18 ship dates ............................ 37 ship to ................................. 40 shipping............................. 183 shipping complete ................. 55 Sales Orders ........................... 32 Sales Receipt........................... 72 Sales rep ... 26, 164, 178, 182, 226 Sales tax .........................26, 226 screens ................................ 134 Search .......................... 228, 234 Serial numbers ............... 104, 132 Ship to address ..................... 164 Shipping ............. 35, 74, 128, 221 Shipping complete ................... 55 Shipping Methods .................. 221 Sorting ................................. 259 Split....................................... 98 Status .............................91, 199 Steps ..............................91, 223 Styles adding to orders.................... 52 attributes ........................... 224 creating ............................. 170 matrix ............................... 170 selections........................... 224 Synchronization .....25, 26, 29, 123 T Term Type ............................ 222 Terms .................................. 222 Transactions.......................... 237
276
Index trial code ................................. 5 U Unit of measure ..............159, 219 Users .....................................18 V Vendor Credit ..........................26 Vendor return .................. 82, 197 Vendor Type............................26 Vendors creating ............................. 166 multiple ...............................78 part numbers 126, 159, 228, 231 purchase orders .................. 191 W Waiting............................91, 199 Work flow ............................. 110 Work Orders creating ............................. 199 creating multiple ................... 80 preferences ........................ 128 rights .................................. 18 using ................................... 88 returns .........................82, 197 rights .................................. 18 types................................. 219
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All Orders by NumberCruncher

All Orders by NumberCruncher

All Orders Server Setup

All Orders Client Setup

You next step is to create the All Orders company file.

Entering the trial code

Entering or adding license codes.

All Orders by NumberCruncher

Testing, Implementation and Training

Preparing your information

All Orders by NumberCruncher

Terms Shipping methods Payment methods Manufacturers Currencies

Current QuickBooks Users

Converting from another system

Creating a Company File

All Orders by NumberCruncher

All Orders by NumberCruncher

Converting from All Orders 3

Important Conversion Notes

Setting up Custom Fields

All Orders by NumberCruncher

All Orders by NumberCruncher

Custom fields from Item

Sales Order Item Work Order

Sales Order Ship Doc Purchase Order Receive Items

Ship Doc Item Purchase Order Item (linked transactions only)

Purchase Order Item

Preparing your forms

Item Groups and Types

All Orders by NumberCruncher

All Orders by NumberCruncher

Lotted or serialized items

Using All Orders

All Orders by NumberCruncher

What information is shared with QuickBooks

Using All Orders

List Inventory Part Service NonInventory Part Other Charges Assemblies

Imported from QB Yes Yes Yes

Create in AO Yes Yes Yes

Edit in AO Yes Yes Yes

Delete in AO Yes Yes Yes

Yes Yes Component list not updated

Groups Item Subtotal Item Payment Customers

No No No Yes Does not import credit card information

Customer Type Vendors Vendor Type Employees Other Names Accounts

Yes Yes Yes No No Yes

Yes Yes Yes No No Yes

Yes Yes Yes No No No

Sales Rep Terms Units of measure Classes

Ship Doc Customer Return Receive Items

Invoice Credit Memo Bill

Can optionally create 'Item Receipt' - see QuickBooks Preferences

Work Orders Disassembly Adjustment 28

Bill Bill Bill

Can optionally create

Transfers are not recorded in QuickBooks

Which transaction should be done in All Orders

All Orders by NumberCruncher

Resolving quantity difference between QuickBooks and All Orders

Using All Orders

Using All Orders

Shipping from multiple locations

All Orders by NumberCruncher

User's Manual

User's Manual