AR Visual Trace

AR Visual Trace is a TIPP CORE workspace page that follows one sales order from the order itself to its lines, related documents, invoices and cash receipts, all on one screen. Customer service and accounts receivable staff use it when a customer asks where an order stands, whether it was invoiced and whether the money has arrived. It reads from Exact Globe (or Macola ES) and is read only.

Before you start

• TIPP must be connected to the back office of the division that holds the order (Modules, TIPP, Setup, Connections, Backoffice Connection).
• The division must be an Exact Globe or Macola ES division. Otherwise the page shows “Backoffice type not supported” with the type number.
• The TIPP workspace objects must have been deployed to that division’s back-office database.
• You need the sales order number. The page starts empty until you enter one.
• Your user must pass the TIPP page security for this page, and the TIPP licence must be valid (Modules, TIPP, Setup, General, License).

How to trace a sales order

1. Open AR Visual Trace, or arrive from a link that passes a division and a sales order.
2. Choose the Division that holds the order.
3. Type the order number in the Sales Order field and press Enter or leave the field. The page reloads.
4. Read the title line: Sales Order followed by the order number, then Status and Customer.
5. Read the Header section for addresses and order information, the Lines section for the ordered items, then Related Documentation, Shipments & Invoices and Cash Receipts below.

How to open the order, customer or item in other screens

1. Click the order number in the title to open a menu for the order. If the order is already closed the menu is the one for posted sales orders, otherwise the one for sales orders.
2. Click the customer name next to Customer to open the customer menu.
3. Click an item number in the Lines section to open the item menu.
4. Click an invoice number in Shipments & Invoices to open the sales invoice menu.

How to open an attached document

1. In Related Documentation, click the Subject or the Attachment file name of the document.
2. The file is downloaded as a PDF. The download happens in the background: the AR Visual Trace page stays as it is and the order stays on screen.
3. Pressing Enter or refreshing the page afterwards does a normal search of the order and does not download the file again.

Screen guide

Selection fields

• Division: the division that holds the order, shown as number, a dash and name. All active divisions are offered. Changing it reloads the page. If the division cannot be opened and you did not request it in the page address, the page switches to one that can and shows an information message.
• Sales Order: the order number to trace. Surrounding spaces are ignored. It must be an exact order number.
• Sales Order Table: shows Open or History. You cannot change it. It is set automatically: Open for orders that are not completed, History for completed orders.

Title area

• Status: the state of the order (see Status values below).
• Customer: name of the debtor; click for the customer menu.

Header section (fields with no value are hidden)

• Bill to: invoice customer name and address lines.
• Ship to: delivery name and address lines.
• Sales Person: the representative of the order.
• Order Date: date of the order.
• Customer PO: for Exact Globe, the document number of the order; for Macola ES, the customer purchase order number.
• Ship Via/Shipping Instr.: the delivery method, and for Macola ES also the shipping instructions.
• Total Dollars: the order total. For Exact Globe this is the order value in the order currency.

Lines section (all lines, up to 1000, sorted by line number)

• Line: line number. Click the heading to reverse the order.
• Location: warehouse of the line.
• Item No.: item code; click for the item menu.
• Description: item description.
• Qty Ordered: ordered quantity.
• Qty to Ship: quantity ordered minus the quantity already delivered (Exact Globe).
• Unit Price: net price per unit.
• Ext. Price: quantity ordered times unit price.
• Request Date: the date the customer requested.

Related Documentation

• Date: when the document was created.
• Type: document type.
• Subject: subject of the document; click to download.
• Attachment: file name; click to download.

Shipments & Invoices

• Invoice Date: date of the invoice. For Exact Globe, invoices that exist but are not yet posted as invoiced have no date.
• Invoice No.: invoice number; click for the sales invoice menu.
• Amount: invoice amount.

Cash Receipts

• Check No.: transaction number of the payment.
• Description: reference of the payment.
• Date Received: value date of the payment.
• Amount: amount received. Only matched payments linked to an invoice of the order are shown, oldest first.

Status values (Exact Globe)

• Completed: the order is flagged as completed in the back office. This status is shown first, whatever the delivery or invoice state of the order is.
• Ordered: the order is not yet approved.
• Approved, no confirmation needed: approved and no order confirmation is required.
• Approved, waiting for confirmation: approved and the confirmation is printed but not yet confirmed.
• Confirmed: confirmed with nothing delivered or invoiced yet.
• Fulfilled: something is delivered, not yet invoiced.
• Fulfilled & Printed: delivered and an invoice is prepared.
• Fulfilled & Invoiced: delivered and invoiced.
• Not fulfilled & Printed: invoice prepared without a delivery.
• Not fulfilled & Invoiced: invoiced without a delivery.
• Fulfilled & Payed: delivered, invoiced and a payment is linked.
• Not fulfilled & Payed: invoiced without delivery and a payment is linked.
• N/A: none of the above applies.

Status values (Macola ES)

• Credit Hold, Closed, Booked, Pick Ticket Printed, Picked, Pack Slip Printed, Shipped, Billed, Invoice Printed, and Invoiced for all other states.

Buttons

• Refresh: reloads the page.
• Close: closes the page.
• Favorite, Excel export, Printable: these header buttons are defined but the header is not shown on this page.

Messages and what to do

• “Sales order X does not exist in division N.” The number was not found in any order type of that division. Check the number and the division.
• “Order X is a purchase order, not a sales order.” followed by the link “Open it in AP Visual Trace”. The number belongs to a purchase order. Click the link to trace it there.
• “Order X is not a sales order (order type ‘T’).” The number belongs to another order type, for example a quotation. Use the right screen in Exact Globe.
• “This Sales Order does not exist!” Shown for Macola ES when the order is not found.
• “Backoffice type not supported (CompanyType=N).” The division is not Exact Globe or Macola ES.
• “No data found.” shown under Lines, Related Documentation, Shipments & Invoices or Cash Receipts: nothing exists for that part of the order.
• Connection messages: “Please verify your back-office connection settings via [Modules, TIPP, Setup, Backoffice Connection].”, “Please verify the SQL user name & password via [Modules, TIPP, Setup, Backoffice Connection].” and “Error making a connection to your back-office system. Please verify your TIPP license is valid via [Modules, TIPP, Setup, License].” Fix the connection or licence. The search fields are hidden meanwhile.

What you cannot do here

• You cannot change orders, invoices or payments. Use Exact Globe or the menus that open from the links.
• You cannot search by customer, date or item; only by exact order number.
• You cannot change the Sales Order Table field.
• You cannot trace purchase orders here; use AP Visual Trace.

Related pages

• AP Visual Trace: the same kind of trace for purchase orders.
• Backoffice Connection (Modules, TIPP, Setup, Connections, Backoffice Connection) and License (Modules, TIPP, Setup, General, License).

Common questions

What is AR Visual Trace for?

It shows one sales order with its lines, documents, invoices and payments so you can see where it stands.

How do I look up an order?

Choose the Division, type the exact order number in Sales Order and press Enter.

Why does it say the order is a purchase order?

The number you typed belongs to a purchase order. Click the link “Open it in AP Visual Trace”.

What does Sales Order Table mean and why can I not edit it?

It shows whether the order is Open or in History. TIPP sets it by itself once it finds the order.

What does the status Fulfilled & Payed mean?

The order is delivered, invoiced and a payment is linked to it.

Why is a header field missing?

Header fields with no value, such as extra address lines or the customer PO, are hidden.

Why are there no cash receipts?

Only payments that are matched to an invoice of the order are listed. “No data found.” means none exists yet.

What does the status Completed mean?

The order is flagged as completed in the back office of Exact Globe. TIPP shows Completed before any other status.

Why does an invoice have no date?

In Exact Globe, an invoice that is not yet posted is listed without a date.

How do I download an attached document?

Click its Subject or Attachment name in Related Documentation. The file is downloaded as a PDF and the page stays on the same order. Refreshing the page or pressing Enter does not download it again.

Why is the page empty after opening it?

No order number has been entered yet. Type it in Sales Order.