Central sales order overview – Xentral help center

An overview of all existing sales orders in Xentral is available in theSell > Sales orders menu.

The sales order overview consists of the two tabs Orders and in Progress.

The Orders tab contains all sales orders that exist in Xentral. The in Progress tab only contains sales orders that have not been released yet and are thus still in draft mode.

Note

The sales order overview offers you the following features for your daily business:

Numerous filter options for your sales orders
Search for specific search terms within sales orders
Quick preview of particular sales order information
Processing sales orders via bulk batch processing
Quick overview of the current status of your sales orders with order status indicators

Filtering orders

The sales order overview contains various filters that you can use to filter and display your sales orders on the basis of different criteria and requirements.

The following chapters contain detailed information on the different filter possibilities in the Sell > Sales orders menu.

Filters in the Orders tab

As soon as you open the Sell > Sales orders menu, you can find the first option named Filter on the upper left.

Click on Filter to display the filter options.

The following table contains a list of all available filters and their function.

Filter	Description
Item is missing	Displays all sales orders for which an item is missing. Items are considered missing if no sufficient stock is available or the item is still in production.
Partial delivery possible	Displays all sales orders for which partial delivery is possible.
VAT check missing	Displays all sales orders for which the VAT check has not yet been carried out.
Payment ok	Displays all sales orders for which complete payment has been booked.
Payment is missing	Displays all sales orders for which no payment has been booked yet.
Postage missing	Displays all sales orders that do not contain a postage item.
Manual test	Displays all sales orders that still need to be checked manually.
Partial payment	Displays all sales orders for which partial payment has been made.
Without invoice	Displays all sales orders for which no invoice has been created yet.
Today	Displays all sales orders that have been created on the current day.
Auto-shipping missing	Displays all sales orders for which transfer to auto-shipping is deactivated and that have thus not been handed over to the dispatch center yet.
Auto-shipping ok	Displays all sales orders for which auto-shipping has been activated.
Fast lane	Displays all sales orders that are flagged as fast lane. Tip More precise information on the fast lane feature is available in this article.
Delivery date overdue	Displays all sales orders whose delivery date is overdue. The date from the field Delivery warehouse. If this field is empty, the field Desired deliver date is checked. If that field is empty as well, the field Order date is checked.
Address invalid	Displays all sales orders whose delivery addresses were registered by Xentral to be invalid or containing errors. Important This filter only works if you have activated the address validation in the Settings > Warehouse & Logistics > Logistics > Address validation menu. More information on this is available in this article.
Customers with several open orders	Displays all sales orders belonging to customers for which several open sales orders exist in Xentral.
Transfer outstanding	Displays all sales orders that are in the status to be transferred in the Transfers module. Important This filter only works if you are actively using the Transfers module for exchanging data. More information on the Transfers module is available in this article.
Transfer failed	Displays all sales orders for which data exchange in the Transfers module has failed. Important This filter only works if you are actively using the Transfers module for exchanging data. More information on the Transfers module is available in this article.
Transfer successful	Displays all sales orders for which data exchange in the Transfers module was successful. Important This filter only works if you are actively using the Transfers module for exchanging data. More information on the Transfers module is available in this article.

Filtering for order status

Above the sales order overview in the Sell > Sales orders menu, you have the possibility to filter all existing sales orders according to the current status of order processing in Xentral.

Detailed order filter

In addition to the previously described filters, you can find a detailed order filter right next to the search field above the sales order overview.

This filter contains more detailed criteria such as the receipt number, a free text search or dedicated filtering for specific date ranges and total sums for sales orders.

Using the order search

The sales order overview offers you several possibilities to quickly search for sales orders by using specific search terms.

Note

You cannot use the search fields described her to search for information that is not displayed in the overview, such as the name of a product contained in a sales order. Instead, use the appropriate filters to search for sales order information that is not displayed in the overview.

Possibility 1: Enter your search term in the Search field at the top left of the table. The search also works if you only enter a part of the search term.
Possibility 2: Enter your search term in the search field in the respective table column.

Using group processing for orders

You can process several sales orders at once in the overview by using Bulk batch processing.

Proceed as described below to process several sales orders at once:

Optional: If required, apply the filters described above to display the sales orders that you want to process via bulk batch processing first.
Activate the checkbox to the left to select the respective sales order. If you want to process all displayed sales orders via bulk batch processing, activate the option mark all in the Bulk batch processing section.
In the drop-down menu to the left, select the step that should be carried out for the selected sales orders.

The following actions are available for bulk batch processing:
- Mark as released: Sales orders that are still in draft mode are released.
  
  Important
  
  This option is not available for sales orders with the status canceled or completed.
- Mark as canceled: The selected sales orders are marked as canceled.
- Mark as “ready for shipping”: The selected sales orders are transferred to auto-shipping.
  
  Tip
  
  More detailed information on auto-shipping is available in this article.
- Mark as “not ready for shipping”: The transfer to auto-shipping will be canceled for the selected sales orders.
- Mark as “fast lane”: The fast lane flag will be activated for the selected sales orders.
  
  Tip
  
  More information on the fast lane feature is available in this article.
- Remove “fast lane” option: The fast lane flag will be removed from the selected sales orders, thus removing their priority status as well.
  
  Tip
  
  More information on the fast lane feature is available in this article.
- Send by mail: An order confirmation will be sent via email to the customers who have placed the selected sales orders.
- Mark as shipped: The selected sales orders are marked as shipped.
- Continue as production: The selected sales orders are continued as a production.
- Collective PDF: A PDF file containing the order confirmations of the selected sales orders will be downloaded to your computer.
- Print: The order confirmations of the selected sales orders are printed out using the printer that you have selected in the drop-down menu named Printer.
- Resubmit sales orders: Sales orders that have already been handed over to the Transfers module are handed over once again.
- Merge orders: The selected sales orders are merged into one individual sales order. More information on merging sales orders is available in the article Merging Sales Orders.
For some of the actions, you can decide whether you want to print the information. In case you want to print information, select the correct printer from the drop-down menu named Printer.
Click on Execute.

Displaying the order detail view

In the overview, you can view the most important information on the sales order without having to open the order itself.

Proceed as below to view a short overview of a sales order.

To the left of the sales order table, click on for the sales order whose detail view you wish to open.

The detail view contains the following information:

Customer number and order number
General information on the sales order: Status and project
Overview of receipts
Payment information
Shipping information
Overview of products included in the sales order
Payments
Protocol file containing all processes carried out for the sales order
RMA information
PDF archive for opening PDF files related to the sales order
Information on contribution margin

Close the detail view by clicking on to the left of the sales order.

Note

Filtering orders

Filters in the Orders tab

Tip

Important

Important

Important

Important

Filtering for order status

Detailed order filter

Using the order search

Note

Using group processing for orders

Important

Tip

Tip

Tip

Displaying the order detail view

Related articles