Service Order Confirmation Reports

The service order confirmation reports are a group of reports available from the Service Orders page or the Service Orders tab for accounts and events. You can run the service order confirmation reports for a single service order or for multiple service orders at once. You also can download, print or email the reports. 

To access the service order confirmation reports:

1. Click the Service Orders link from the Main Menu or select the Service Orders tab for an account or event.
2. Select the service order(s) for the report. Use Ctrl+Click or Shift+Click to select multiple reports.
3. Right-click and select Reports -> Service Order Confirmation Reports. The Mass Print - SO Confirmation window opens.

There are four reports available by default: 

• Delivery Tickets
• Invoice – Proforma for Events by Department
• Proforma Service Order Invoice
• Service Order Confirmation

Delivery Tickets

A delivery ticket is an internal ticket you can print or email that includes the description, department and start and end dates and times for ordered items, similar to an event work order. This report is used to confirm that delivery of items is completed. To create a delivery ticket:

1. Select the Delivery Tickets report.
2. Click the Select button. The Delivery Tickets window opens.
3. Enter the necessary information:
   • Send - Select to print or send the report via email to the customer or to yourself.
     • To Printer - Report is printed.
     • Via Email to Myself - Report is sent to your email address. 
     • Via Email to Bill-To Account/Contact - Report is sent to the bill-to contact or bill-to account if there is no bill-to contact.
     • Via Email to Account/Contact - Report is sent to the order contact or account if there is no order contact.
   • Print Reports Not Sent - If checked, report(s) not sent via email are printed.
   • Set Print Flag on Order(s) - If checked, the Print setting is updated to Yes for the order once the report is printed or emailed.
   • Rename Report - If checked, enter the report name to use into the field.
   • Add Activity of Type - If checked, an activity with the selected type is added to the order and account when the report is printed/sent. 
   • Include Private Communications - If checked, email addresses marked as private are included in the To field of the Email window. Only available if Via Email to Bill-To Account/Contact or Via Email to Account/Contact is selected from the Send drop-down.
4. Click OK.

Invoice – Proforma for Events by Department

The Proforma Invoice is usually run prior to an event to provide an estimate of a customer's current order expenses before the event takes place. Proforma invoices only use ordered amounts and are for orders that are not invoiced. The Proforma Invoice shows the order information organized by department, including the charge, payment and net due balances.

1. Select the Invoice - Proforma for Events By Department report.
2. Click the Select button. The Invoice - Proforma for Events By Department window opens.
3. Enter the necessary information:
   • Send - Select to print or send the report via email to the customer or to yourself.
     • To Printer - Report is printed.
     • Via Email to Myself - Report is sent to your email address. 
     • Via Email to Bill-To Account/Contact - Report is sent to the bill-to contact or bill-to account if there is no bill-to contact.
     • Via Email to Account/Contact - Report is sent to the order contact or account if there is no order contact.
   • Rename Report - If checked, enter the report name to use into the field.
   • Save Reports in Folder - Documents tab where the report is saved.
   • Add Activity of Type - If checked, an activity with the selected type is added to the order and account when the report is printed/sent. 
   • Set Print Flag on Order(s) - If checked, the Print setting is updated to Yes for the order once the report is printed or emailed.
   • Include Private Communications - If checked, email addresses marked as private are included in the To field of the Email window. Only available if Via Email to Bill-To Account/Contact or Via Email to Account/Contact is selected from the Send drop-down.
4. Click OK.

Proforma Service Order Invoice

The Proforma Service Order Invoice is usually run prior to an event to provide an estimate of a customer's current order expenses before the event takes place. Proforma invoices only use ordered amounts and are for orders that are not invoiced. The Proforma Invoice shows the order information organized by order, including the charge, payment and net due balances.

1. Select the Proforma Service Order Invoice report.
2. Click the Select button. The Proforma Service Order Invoice window opens.
3. Enter the necessary information:
   • Send - Select to print or send the report via email to the customer or to yourself.
     • To Printer - Report is printed.
     • Via Email to Myself - Report is sent to your email address. 
     • Via Email to Bill-To Account/Contact - Report is sent to the bill-to contact or bill-to account if there is no bill-to contact.
     • Via Email to Requester Account/Contact - Report is sent to the requester contact or requester account if there is no requester contact.
     • Via Email to Ship-To Account/Contact - Report is sent to the ship-to contact or ship-to account if there is no ship-to contact.
     • Via Email to Account/Contact - Report is sent to the order contact or account if there is no order contact.
   • Save Reports in Folder - Documents tab where the report is saved.
   • Add Activity of Type - If checked, an activity with the selected type is added to the order and account when the report is printed/sent. 
   • Rename Report - If checked, enter the report name to use into the field.
   • Set Print Flag on Order(s) - If checked, the Print setting is updated to Yes for the order once the report is printed or emailed.
   • Include Private Communications - If checked, email addresses marked as private are included in the To field of the Email window. Only available if Via Email to Bill-To Account/Contact or Via Email to Account/Contact is selected from the Send drop-down.
   • Include Service Order Attachments - If checked, any service order attachments for the service order are included with the report.
4. Click OK.

Service Order Confirmation

The Service Order Confirmation to provide your customers that includes the event functions, all orders, charges and payments.

1. Select the Service Order Confirmation report.
2. Click the Select button. The Service Order Confirmation window opens.
3. Enter the necessary information:
   • Send - Select to print or send the report via email to the customer or to yourself.
     • To Printer - Report is printed.
     • Via Email to Myself - Report is sent to your email address. 
     • Via Email to Bill-To Account/Contact - Report is sent to the bill-to contact or bill-to account if there is no bill-to contact.
     • Via Email to Requester Account/Contact - Report is sent to the requester contact or requester account if there is no requester contact.
     • Via Email to Ship-To Account/Contact - Report is sent to the ship-to contact or ship-to account if there is no ship-to contact.
     • Via Email to Account/Contact - Report is sent to the order contact or account if there is no order contact.
   • Save Reports in Folder - Documents tab where the report is saved.
   • Add Activity of Type - If checked, an activity with the selected type is added to the order and account when the report is printed/sent. 
   • Rename Report - If checked, enter the report name to use into the field.
   • Set Print Flag on Order(s) - If checked, the Print setting is updated to Yes for the order once the report is printed or emailed.
   • Include Private Communications - If checked, email addresses marked as private are included in the To field of the Email window. Only available if Via Email to Bill-To Account/Contact or Via Email to Account/Contact is selected from the Send drop-down.
   • Include Service Order Attachments - If checked, any service order attachments for the service order are included with the report.
4. Click OK.