Searching and managing sales orders

SECURITY  Security level with access to CRM and sales order object permissions.

NAVIGATION   >  CRM >  Search >  Sales Orders

NAVIGATION  My >  CRM >  Sales Orders

  • To display a list of all records of a given entity in your Autotask instance, click Search without applying any filters.

Search results containing more than 25, 50, or 100 records (depending on your Records per page setting) are paginated. Use page navigation to view additional results. At most, 5,000 data record will be retrieved at any one time.

The Active filter defaults to Active on the Organization Search, Contact Search, My Organizations, and My Contacts pages, as well as on the global Search by Organization, Contact (First Name), Contact (Last Name), and Contact (Email). The counters in the My menu also reflect only active entities.

NOTE  There are several options for phone number filters. The Phone filter will look for a contains match that includes any characters (such as - or () ) entered in the filter box. The Organization Search and Contact Search pages have a Phone (numbers only) option that will ignore special characters in the filter and the results. It will do a contains search for just the numbers entered in the filter box. The Contact Search page also allows you to do a Phone (Starts With) search. It will search for phone numbers that start with the value entered in the filter box.

The following tool buttons appear above the table:

Tool Button Description

SECURITY  By default, Export is available to users with Admin security level and disabled for all others. It can be enabled for other security levels. Refer to Can export Grid Data.

NOTE  When exporting to CSV: To ensure consistent date/time formatting in the CSV output, we strongly recommend that the user’s date/time format settings in Autotask be identical to the Windows date/time format settings of the computer performing the export. This will prevent conflicts in how the software that generates the report interprets the date/time format.

  1. Click the Export as CSV icon.
  2. A window opens that allows you to download and open the exported file.

NOTE  Note that only the selected columns of the first 5,000 records will be exported.

IMPORTANT  The export file does not contain all fields that are required to re-import the data using the data import templates, and the data headers do not match.

The Column Chooser allows you to customize search results tables throughout Autotask. It determines the following:

  • Which columns are displayed on the table
  • The left-to-right display order of the columns

NOTE   Column Chooser settings on search results tables and some standard reports are part of the user settings stored on the Autotask server. You can log in from any computer and have your column chooser settings applied to your Autotask session. To clear the data stored in your Autotask instance and reset the column chooser settings to the Autotask default settings, click Reset Settings in My >  Miscellaneous > Settings.

To customize the table, do the following:

  1. Click the column chooser icon above the search results. The Column Chooser page opens.

Columns appear either in the Available Columns or the Selected Columns panel.

  1. Double-click a column name or select one or multiple columns and click the left or right arrow to move columns to the other panel.
  2. To change the display order of the columns, select one or multiple columns in the Selected Columns panel and click the up or down arrows.

NOTE  Top-to-bottom order in the Selected Columns list becomes left-to-right order on the Search Results list.

  1. Click Save & Close.

NOTE  If the characters + # appear after the column name, then that column may have multiple items returned for some rows. If that occurs, the first item will appear in the row followed by + and the number of additional items returned. To display the list of additional items, hover over the item in the column.

Click the refresh icon to execute the search on the current table again, using the same search criteria to find new records that were added since you first performed the search.

Name Description
General
Edit Sales Order Edit Sales Order permission required. Refer to Editing a sales order.
Cancel Sales Order Edit Sales Orders permission is required. Refer to Creating or editing a custom security level.

All items associated with the sales order will be canceled. Click OK to continue or Cancel to close the message without canceling the Sales Order.

Delete Sales Order Delete Sales Orders permission is required. Refer to Creating or editing a custom security level.

All items associated with the sales order will be deleted. Click OK to continue or Cancel to close the message without deleting the Sales Order.

View Opportunity Click to open the opportunity associated with the sales order. Note that the Opportunity Name cannot be selected in the column chooser.
Add
Note The New CRM Note window will open with fields pre-populated with information related to the Sales Order.
To-Do The New To-Do window opens with fields pre-populated with information related to the Sales Order.
  • The sales order will be deleted
  • The sales order’s opportunity will no longer have a sales order associated with it. This means users will have the opportunity to create another sales order when you run the Won Opportunity Wizard on the opportunity again.
  • Any notes, to-dos, and attachments that were associated with the sales order will be deleted
  • Charges associated with the sales order will have their status set to Canceled
  • Any tickets that were associated with the sales order will no longer be associated with the sales order, but they will not be deleted. They will still be associated with the opportunity.
  • Any purchase order items that were associated with the sales order will no longer be associated with the purchase order, but they will still be associated with the ticket, project or contract.

NOTE  If you do not have permission to delete all notes, to-dos, and Attachments associated with this Sales Order, you will see the following error message: “This sales order cannot be deleted because it has notes, to-dos, and/or attachments that you do not have permission to delete.” The sales order will not be deleted.