An invoice is a time-stamped commercial document that itemizes and records a transaction between a buyer and a seller. If goods or services were purchased on credit, the invoice usually specifies the terms of the deal and provides information on the available methods of payment. In Purchasing, Invoices are used to record purchases you have made from your vendors and in Sales, they are used to record sales you have made to your customers. The purpose of this inquiry is to display sales invoices created from sales transactions. Users may utilize search options to filter the results. From this inquiry, users may open the invoice, corresponding sales transaction or journal details.
Software Version: 2021.06.04 and newer
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Search
Search Options | Description |
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| Carrier | Used to select one or more Carriers. This is a multi-select standard lookup that is not required to return results. It defaults as blank. Carriers represent entities that transport goods from one location to another. They can be actual freight companies (i.e. UPS or Fed Ex) and/or they can represent a delivery method (i.e. Our Truck, Customer Pickup, Transfer in Storage, or UPS-Air). They are used on Inventory transfers and sales order shipments. The lookup contains a list of all 'Active' Carriers. |
| Customer | Used to select one or more Customers. This is a multi-select standard lookup that is not required to return results. It defaults as blank. A Customer is a person or organization that buys goods or services from you. They are used in Sales and Sales Programs. The lookup contains a list of all 'Active' Customers. |
| Date Range | Used to select the date the transaction was ordered, shipped or invoiced. It is used in conjunction with the Date Type field. This is a date range control that allows users to select a single date or a range of dates, formatted from the users 'Date Format' preference. This is required to return results and defaults with a date range of the past 30 days. |
| Date Type | Used to select the type of date to search on. It is used in conjunction with the Date Range field. This is a single-select standard lookup that is required to return results. It defaults as "Ordered". The lookup contains the values "Ordered", "Shipped" and "Invoiced". |
| Include | Used to specify the whether transactions in a status of "Void" should be included. This is a single-select standard lookup that is not required to return results. It defaults as blank. The lookup contains an option for "Voids". |
| Saved Searches |  Displays the saved searches lookup and related icons. This tool allows users to select previously saved search options, create a new set of search options, save changes to existing search options, forget/delete saved search options and/or assign a saved search option as the default for the page. Once changes are made to the search options, the user can click the Save Options icon and save the changes. Saving search options will also save the preferences for 'Auto Refresh on Open' and 'Auto Hide Filters'. The new search option can also be set as the default. Default searches can be removed by clicking the 'Set as Default' button again when the current default search is selected. Refer to this FAQ for advanced search options. |
| Search | A non-required text box that defaults to blank and is used to search across multiple fields. When the page is 'Refreshed', the data returned will be limited by what was included in the Search box (in addition to any other Search Options). Refer to this FAQ for advanced search options. The Search field can be used to search across the following fields:
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| Site | Used to select one or more Sites. It displays as [Site ID]: [Site Name]. This is a multi-select standard lookup that is not required to return results. It defaults as blank. Sites represent Plants, Warehouses, Distribution Centers, or virtual objects that are used to store and/or maintain perpetual inventory balances. The lookup contains a list of all 'Active' Sites. |
| Trans Class | Used to select one or more Transaction Classes. The values in this lookup are listed alphabetically. If there is more than one Transaction Class for the Transaction Type, then the value in the lookup will display as [Transaction Type] - [Transaction Class]. This is a multi-select standard lookup that is not required to return results. It defaults as blank. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. The lookup contains a list of all 'Active' Transaction Classes, with the exception of Quote type transaction classes. |
Page Details
| Toolbar Icons | Description |
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| Column Filter Show/Hide |  Toggles between displaying and hiding a filter row in the grid under the column headers. The filter row will be displayed by default if the Quick Column Filter is also implemented in the page. When enabled, this will allow users to type in text to filter by a specific column. |
| Excel |  Exports the contents of the grid to an Excel file that will automatically download. The contents that export are those that are visible to the user. Therefore, if the user has filtered the view, or excluded columns, only the contents in the grid will be exported. |
| Favorites |   Clicking on the star icon when it is an outline, adds the page to the 'My Shortcuts' tab and fills in the star. Clicking on the star icon when it is filled in (solid color), removes the page from the 'My Shortcuts' tab and returns the icon to an outline.
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| Group By Show/Hide |  Toggles between displaying and hiding a row in the grid above the column headers to enable grouping by one or more column(s). Once displayed, users may drag and drop column headers to group by a specific column. Once the grid is grouped by a column(s), a subtotal footer row will display in the grouping for columns that have a page footer total. |
| Help |  Opens the online WIKI help page for the current page. |
 Opens the Print dialog window, where transaction and/or analysis reports can be downloaded, printed and/or emailed. When clicked, all the Reports that launch from the Print Dialog that are assigned to this page, and that the user has rights to (if Report Data Access is enabled) are displayed. | |
| Quick Column Filter |  Used to filter across all columns in the grid. When the user types text into the Quick Column Filter text box, the grid's Filter Row will be automatically hidden. The text in the Quick Column Filter text box automatically replaces any existing Filter Row filters. The results of the data immediately refresh as you enter text. |
| Refresh |  Re-queries the contents of the grid/page based on the Search Options or the default values for grids that do not support Search Options.
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| Saved Layouts |  Displays the column layout lookup and related icons. This tool allows users to select a previously saved layout, create a new layout, save changes to a layout, forget/delete a layout and/or assign a saved layout as the default for the page. Once changes are made to the layout, such as columns are added or removed, the user can click the Save Layout icon and save the changes to the column layout. The visibility of the Filter Row is also saved with a saved layout. The new layout can also be set as the default. This is useful for creating specific views to separate master files or transaction types (i.e. Invoice specific vs. Credit Memo specific). Default layouts can be removed by clicking the 'Set as Default' button again when the current default layout is selected. Please note that existing saved grid layouts will display the Filter Row as hidden by default. |
| Search Options |  Toggles between displaying and hiding the Search Options portion of the page. |
| View |
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| Fields | Description |
| Checkbox | Used to select one or more records to perform an action, such as Mass Update, More Actions, or Delete. |
Address ID | Identifies the ID of the Address for the associated Account. This comes from the 'Ship To' field on the 'Home' tab of the Sales Transaction Record View. It is not editable. Customer Address IDs are used as a short description and unique identifier for Customer Address records. They can be changed at any time to any alphanumeric value. For Customers with only one Address, the default value of PRIMARY can be used. Address IDs of BILLING and SHIPPING are often used for Customers with separate addresses for each. For customers with many Ship-to addresses a City or Street name can be used. Database Fields: ERPx_ARCustomerAddress.AddressID, ERPh_SOOrderHeader.AddressSK |
| Address Name | Identifies the ID of the Address for the associated Account. This comes from the 'Ship To' field on the 'Home' tab of the Sales Transaction Record View. It is not editable. Database Fields: ERPx_ARCustomerAddress.AddressName, ERPh_SOOrderHeader.AddressSK |
| Amount | Identifies the sum of all the Line Items allocated extended amount, formatted to 2 decimal places. This is a calculated field that is not editable. It is calculated as ([Allocated Quantity] * [Price]), where [Allocated Quantity] is the Allocated 'Units' when the 'Price UOM' is a Unit UOM and it is the Allocated 'Weight' when the 'Price UOM' is a Weight UOM. Database Field: ERPh_SOOrderHeader.AllocatedAmount |
| Attention To | Identifies the value from the 'Attention To' field. This field is only available for systems that get the Customer Address from a host system. This comes from the 'Ship Attention To' field on the Edit Ship To Address dialog box. It is editable via the More Actions button on the Sales Transaction Record View. Database Fields: ERPx_ARCustomerAddress.AttentionTo, ERPh_SOOrderHeader.ShipAttentionTo |
| Brokerage Amt. | Identifies the amount being accrued from one or more Brokerage programs. This field displays the total 'Program Amt.' of all line items on the transaction that qualify for the program. This field is not required. This field is a calculated field and may be edited from the Sales Program Details Record View.
Database Field: ERPx_SPProgramSettlementItem.ComputedAmount |
| Currency | Identifies the Currency assigned to the transaction. This comes from the 'Currency' associated with the Customer on the transaction. This field is not editable. The Currency identifies the kind of money used for transactions. For example, if a Customer or Vendor is setup with a Currency of "USD" then all transactions for them are stated in terms of US Dollars and all payments received or made must be in US Dollars. Database Fields: ERPx_MFCurrency.CurrencyID, ERPh_SOOrderHeader.CurrencySK |
| Customer ID | Displays the unique identifier for the Customer record or for the Customer assigned to a transaction. This comes from the 'Ship To' field on the 'Home' tab of the Sales Transaction Record View. It is not editable. Customer IDs are used as a short description and the unique identifier for Customers. They can be changed at any time to any alphanumeric value. If you do not have an existing strategy for Customer IDs the 3-3-2 method would be recommended. Database Fields: ERPx_ARCustomer.CustomerID, ERPh_SOOrderHeader.CustomerSK |
| Customer Name | Identifies the name of the Customer record or for the Customer assigned to a transaction. This comes from the 'Ship To' field on the 'Home' tab of the Sales Transaction Record View. It is not editable. Customer Names are used as a long description for Customer records. Database Fields: ERPx_ARCustomer.CustomerName, ERPh_SOOrderHeader.CustomerSK |
| Freight Amt. | Identifies the total freight amount for all shipments on the transaction. This field is not required. This can be edited by updating the 'Freight Rate', 'Surcharge %' or 'Other Charges' fields on the Shipment Details Record View. This is a calculated field and not stored in the database. Error rendering macro 'excerpt-include' : No link could be created for 'Def - Freight Amt.'.
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| GL Date | Identifies the date the transaction posted (or will post) to the general ledger. This comes from the 'GL Date' field on the 'Shipments' tab of the Sales Transaction Record View. It is not editable. Database Field: ERPh_SOInvoiceHeader.GLDate |
| GL Period | Identifies the Fiscal Period based on the GL date on the source transaction or manual journal entry. This comes from the 'GL Date' field on the 'Shipments' tab of the Sales Transaction Record View. This field is not stored in the database. It is not editable. |
| GL Year | Identifies the Fiscal Year based on the GL date on the source transaction or manual journal entry. This comes from the 'GL Date' field on the 'Shipments' tab of the Sales Transaction Record View. This field is not stored in the database. It is not editable. |
| Gross Margin Amt. | Identifies the profit amount, using only product costs, on the transaction. This field is not required and not stored in the database. This field may be edited by editing any of the fields used in calculating this amount. The Gross Margin Amt. is a calculated field that identifies the profit amount just factoring in product costs. Whereas the Net Margin Amount is used to show the final profit amount that also includes Freight, Brokerage, Rebates, and Other Accrued expenses, the Gross Margin Amt. only includes Product Costs. It is calculated as: [Ext. Amount] - [Product Cost Amt.] |
| Gross Margin Pct. | Identifies the percentage of profit, using only product costs, on the transaction. This field is not required and not stored in the database. This field may be edited by editing any of the fields used in calculating this amount. Gross Margin % is a calculated field that identifies the Gross Margin % for the Transaction, Item, or Lot. It is calculated as: [Gross Margin Amt.] / [Amount] |
| Invoice | Identifies the invoice number associated with the sales order shipment. This comes from the 'Invoice #' field on the 'Shipments' tab of the Sales Transaction Record View. It is not editable. Database Field: ERPh_SOInvoiceHeader.InvoiceNumber |
| Invoiced | Identifies the date the shipment containing the item was invoiced, formatted from the users 'Date Format' preference. This comes from the 'Invoiced' field on the 'Shipments' tab of the Sales Transaction Record View. It is not editable. Database Field: ERPh_SOInvoiceHeader.InvoiceDate |
| Net Margin Amt. | Identifies the final profit amount on the transaction. This field is not required and not stored in the database. This field may be edited by editing any of the fields used in calculating this amount. The Net Margin Amt. is a calculated field that identifies the final profit amount. Whereas the Gross Margin Amount is used to show the difference between the sales revenue and the Product Cost, the Net Margin Amount also includes Freight, Brokerage, Rebate, and Other Accrued expenses. It is calculated as: [Gross Margin Amt.] - [Freight Amt.] - [Brokerage Amt.] - [Rebate Amt.] - [Other Accrual Amt.] |
| Net Margin Pct. | Identifies the percentage of final profit on the transaction. This field is not required and not stored in the database. This field may be edited by editing any of the fields used in calculating this amount. The Net Margin % is a calculated field that identifies the final profit %. Whereas the Gross Margin % is used to show the profit margin just factoring sales revenue less Product Cost, the Net Margin % also includes Freight, Brokerage, Rebate, and Other Accrued expenses. It is calculated as: [Net Margin Amt.] / [Amount] |
| Order # | Identifies the transaction ID of the original posted transaction. It is a system assigned value and is not editable. It will display the source transaction ID on Price Adjustment and Return transactions. It will also display the source transaction ID on Sales Order transactions that were created as a result of approving a Sales Quote transaction. It is not editable. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. Database Field: ERPh_SOOrderHeader.OriginTransID |
| Order Trans Class | The unique identifier of the Transaction Class. This comes from the original order's 'Transaction Class' value selected by the user when the sales order or sales quote was created. It is not editable. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. Database Field: ERPx_SOOrderTypeDocument.DocumentID |
| Ordered | Identifies the date of the transaction. It is formatted from the users 'Date Format' preference. This comes from the 'Order Date' field on the 'Home' tab of the Sales Transaction Record View. It is not editable. Database Field: ERPh_SOOrderHeader.OrderDate |
| Other Accrual Amt. | The Other Accruals represent the amount calculated from 'Accrual' Sales Programs where the 'Freight Accrual' property is set to "No". This field displays the total 'Program Amt.' of all line items on the transaction that qualify for the program. This field is not required. This field is a calculated field and may be edited from the Sales Program Details Record View.
Database Field: ERPx_SPProgramSettlementItem.ComputedAmount |
| Payment Terms | Identifies the Payment Terms assigned to the transaction. This comes from the 'Payment Terms' field on the 'Properties' tab of the Sales Transaction Record View. It is not editable. Payment Terms identify the terms your company extends to your Customers and that your Vendors extend to you. Payment Terms are used to calculate aging and payment discounts. Linked Database Field: ERPh_SOOrderHeader.PaymentTermsSK |
| Product Cost Amt. | Identifies the actual cost of all items on the transaction. This field is not required. If the item is ordered, but not allocated, this field may be edited from the 'Actual Cost' field for the Item in the Item Master File. It the item is allocated; this field may be edited from the 'Actual Cost' assigned on the Inventory Lot. The Product Cost Amt. represents the actual cost of the Product(s) sold. It is set one of two ways:
Note: Until the Lots have been closed for Costing, the Product Cost Amounts are subject to change. Database Fields: ERPh_SOOrderItem.OrderItemActualCost, ERPx_IMLotCostHistory.Cost, ERPx_IMLotBalance.LotSK |
| Purchase Order | Identifies the Purchase Order number (PO number) entered for the transaction or transaction line item. This comes from the 'Purchase Order' field on the 'Home' tab of the Sales Transaction Record View. It is not editable. A Purchase Order (aka PO) is a document issued by a buyer committing to pay the seller for specific products or services to be delivered in the future. The advantage to the buyer is the ability to place an order without immediate payment. From the seller’s perspective, it reduces credit risk, since the buyer is obligated to pay once the products or services have been delivered. Each PO has a unique number associated with it that helps both buyer and seller track delivery and payment. Database Field: ERPh_SOOrderHeader.PurchaseOrder |
| Salesperson - Inside | Identifies the name of the inside salesperson associated with the transaction. This comes from the 'Salesperson - Inside Sales' field on the 'Properties' tab of the Sales Transaction Record View. It is not editable. Salespeople are individuals that sell goods and services to other entities. Inside Salespeople typically work in the office and are involved with sales over the telephone, email, or other cyber communication methods. Database Fields: ERPx_SPSalesperson.Salespersonname where SalespersonTypeEN = 2, ERPh_SOOrderHeader.InsideSalespersonSK |
| Salesperson - Outside | Identifies the name of the outside salesperson associated with the transaction. This comes from the 'Salesperson - Outside Sales' field on the 'Properties' tab of the Sales Transaction Record View. It is not editable. Salespeople are individuals that sell goods and services to other entities. Outside Salespeople typically work outside the office and are involved with face to face meetings with active and prospective customers. Database Fields: ERPx_SPSalesperson.Salespersonname where SalespersonTypeEN = 1, ERPh_SOOrderHeader.SalesPersonSK |
| Ship City/State | Displays the destination City and State where the order will be shipped to. This comes from the 'City' and 'State' fields on the 'Properties' tab of the Customer Addresses Record View when the transaction was created. Once the transaction is posted, this field is not editable. The City identifies the value of 'City' in an address record. The State identifies the value of 'State' in an address record. Database Fields: ERPx_ARCustomerAddress.City, ERPx_ARCustomerAddress.State, ERPh_SOOrderHeader.ShipCity, ERPh_SOOrderHeader.ShipState |
| Ship Country | Displays the Country the order will be shipped to. This comes from the 'Country' field on the 'Properties' tab of the Customer Addresses Record View when the transaction was created. Once the transaction is posted, this field is not editable. The Country identifies the 'Country' of an address record. Database Fields: ERPx_ARCustomerAddress.Country, ERPh_SOOrderHeader.ShipCountry |
| Ship Phone | Displays the phone number at the address where the order will be shipped to. This comes from the 'Phone' field on the 'Properties' tab of the Customer Addresses Record View when the transaction was created. Once the transaction is posted, this field is not editable. Used to record the primary phone number associated with an address. This is informational only. Database Fields: ERPx_ARCustomerAddress.Phone1, ERPh_SOOrderHeader.ShipPhone1 |
| Status | Identifies the Status of the transaction. This comes from the 'Status' on the 'Home' tab of the Sales Transaction Record View. It is not editable. Status is used to identify where a transaction, Purchase Order, Price List, BOM, or Master File record is in its life cycle. Records start in a Status of 'New' and progress sequentially through additional statuses until they are 'Posted' or 'Closed'. The list of potential Statuses changes depending on the transaction type. The Statuses that apply to transactions in this Inquiry include: Posted: Signifies the transaction has been posted and/or applied to a transactions (e.g. Payment Receipt). When a transaction is posted, it updates the General Ledger and/or On Hand Item Balances. While in the Status of 'Posted' transactions are considered closed and all the fields are disabled with the exception of a few fields that are always editable. Void: Signifies a previously posted transaction has been voided. This status is only available for transactions that support voiding posted records (not all transactions support this). Voided transactions remain in the database and can be viewed from history inquiries. Database Fields: ERPx_SOOrderStatus.OrderStatusName, ERPh_SOOrderHeader.OrderStatusSK |
| Trans Class | The unique identifier of the Transaction Class. This comes from the 'Transaction Class' value associated with the Invoice, Return and Price Adjustment transaction type. It is not editable. Transaction Classes are used to categorize transactions within transaction types and assign specific default values and business rules for each. Database Field: ERPx_SOOrderTypeDocument.DocumentID |
| Trans Type | Identifies the Transaction Type for each transaction. This is a system assigned value and is not editable. The transaction types are: Invoice, Return and Price Adjustment. Transaction Types are used to differentiate unique types transactions within the system. Transactions with the same Transaction Type share the same record view pages and business rules. Transaction Types can be further classified using Transaction Classes. Every transaction in the system is assigned a Transaction Type. Database Field: ERPx_SOOrderType.OrderTypeName |
| Transaction | Identifies the unique Transaction ID for each transaction. This is a system assigned value and is not editable. Sales transaction numbers may be system assigned IDs to differentiate unique transactions. Transaction ID's are unique by the unique combination of 'Document Prefix' + 'Next Document Number'. Database Field: ERPh_SOOrderHeader.OrderID |
Units | Identifies the sum of all the Line Items allocated 'Units', formatted to 2 decimal places. This is a calculated field that is not editable. Database Field: ERPh_SOOrderHeader.AllocatedUnits |
Weight | Identifies the sum of all the Line Items allocated 'Weight', formatted to 2 decimal places. This is a calculated field that is not editable. Database Field: ERPh_SOOrderHeader.AllocatedWeight |
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