Basic Access to Open List Report
The Open List Report details all open lines within PS. Use the report to streamline how you view and access order level information.
Navigate: Reporting Tools>Report Manager>Explorer Tab>Order Management KEL> "open orders listing with latest date"
Purpose
The Open List report shows all open order lines. You can use it to:
- See why an order is or is not shipping
- Check if an item is backorder (B/O) on a specific order
- Confirm when an item is expected to be available to ship
Order Management updates this report daily and uses it to troubleshoot order status, backorders, and shipment timing. Their revised report is available on the network.
Part 1: Accessing the Open List report
- Navigate to Reporting Tools
- In PeopleSoft, go to the Main Menu.
- Select Reporting Tools.
- Open Report Manager
- In the Reporting Tools menu, choose Report Manager.
- Go to the Explorer tab
- In Report Manager, click the Explorer tab to see available folders and reports.
- Open the Order Management KEL folder
- Expand Order Management KEL.
- Select the latest Open Orders Listing report
- In the Order Management KEL folder, look for OPEN ORDERS LISTING.
- Click the most recent instance (based on date/time in the name).
- Download the report file
- On the report details screen, under Distribution Details, find the file ending in k_opnlst.xls (or similar).
- Click the .xls link to download the report.
- Open the file
- Open the downloaded file from your browser (typically from the downloads bar or folder).
- If Excel shows a file format warning, click Yes to open.
Part 2: Basic Excel setup (recommended)
These quick steps make the report easier to work with:
- Allow data conversions
- When Excel prompts about data conversions, click Convert.
- Turn on filters
- Click anywhere in Row 1 (the header row).
- On the Home tab, choose Sort & Filter > Filter so each column gets a dropdown arrow.
- Auto-fit columns
- Click the Select All button in the top-left corner of the sheet (above row 1, left of column A).
- Double‑click the right boundary of column A header to auto‑fit all column widths.
Now you’re ready to analyze open orders.
Part 3: Using the Open List to understand order status
Key columns to use when troubleshooting why an order is or isn’t shipping:
- Order / Line information – Identifies the order and specific line items.
- Backorder amount – Shows quantity on backorder.
- If this is greater than 0, the item (or part of the quantity) is on backorder.
- In DLX (or similar warehouse status column) – Indicates whether the item is actively in the warehouse and available to pick. The 10, 20, 30, 40 indicates the order priority level.
- Due date – When the item is expected to be back in stock and available to ship.
- Reason code – Explains why the order is not in the warehouse (for example, over line limits, not x amount complete within y number of days, future ship date, etc.).
Common questions you can answer with this report
- “Why hasn’t this order shipped?”
- Filter by order number to find the order.
- Check:
- Backorder amount – if >0, items are backordered.
- Reason code – explains the delay.
- In DLX – confirms if the item is staged in the warehouse or not yet available.
- “Is this item on backorder?”
- Filter on the item number or order number.
- Look at backorder amount:
- 0 = no backorder.
- >0 = item is backordered.
- “When will it be available to ship?”
- Use due date to see when stock is expected.
- Review the Comment detail column for any known insights provided by purchasing.
- Combine with backorder amount to communicate realistic ship timing to the customer.
Tips
- Use filters to narrow down by:
- Customer
- Order number
- Item number
- Reason code
- Keep your filtered workbook open if you need to refer back later in the day.
- If the due date looks unusual or is blank check with purchasing for better information or to create escalation of information share.