POS Add Contract (Customer Invoice)Grendata Computer Systems
POS Add Contract (Customer Invoice)
Whey you choose option 1 from the Sales Main Menu, you will arrive at this screen.
This is the point where you must choose a character that corresponds to the store that you are selling from.
You will then move on to this screen:
Here you must enter the proper code for the store where you would like your receipts printed. Our example shows only one set, but there could be multiple sets. We are contemplating eliminating this screen choice and simply associating the receipt number with the previous choice of the store. But for now, you must enter it.
You will then arrive at this screen, where you enter an invoice number. You can enter a manual number or simple enter a " # " and the computer will pick the next available number in the character sequence that you entered above. Please note, that even if you choose to enter an invoice number manually, that beginning character must match one of the legitimat characters from the first screen above. In order to save space in this help file, we are showing you the screen after entering a # for the invoice number. If you have a flag set that allows the operator to enter the posting date, then the operator will also be asked for the appropriate date.
You now must enter the "customer code". You can also enter the telephone number for this customer. The telephone number will present you with a screen of cutomer listings, usually with the entered phone number at the top of the list. If the customer code does not match exactly, you will be presented wtih a list of customer codes. If you find your customer in either list, you can now import this customer information back to your input screen simply by depressing the matching item number on the screen.
We entered 5193644075. Since this was not a recognizable phone number, but nevertheless, was a 10 digit number, the computer asked us to verify if this is a customer code or a phone number. We replied P)hone number, and then the computer presented us with the following screen
From the above screen, we found our customer and typed " 2 " to import item #2 back to our input screen. We then see this.
Notice the command line Y)es change C)ode, sold T)o.
If type " C ", then we can go around again with the above "Enter Customer Code " routine, If we type " T ", we can edit the "Sold to" address. If we type " Y ", then we move on. This is what we did and then see the following screen.
It is now asking us whether or not the "ship to " address is ok. This address is the "ship to" address that is stored in the customer record. If there is nothing in this field, then the "ship to" becomes the same as "sold to". If we answer "N", then we see the following screen.
We will not run through the whole procedure here, but give you an outline as to what will happen.
E)dit allows you to edit the "ship to" address sequentially line by line
update from D)efault will retrieve the ship to address from the customer record and place it here
sold T)o will make the "ship to" address the same as the "sold to"
S)ave to default will save the "ship to" address back to the customer record for future use.
eX)it leaves the routine when you are done.
Nothing is automatic here, so if you change the ship to address and then go on to finish the invoice, the "ship to" address will be ok in this invoice, BUT, unless you S)ave it, the original ship to will remain in the customer record.
For now, we will answer "Y" and move on. You will then be presented with the following screen, where you must enter the salesperson(s) involved with this invoice. You can have any number of salepersons, and all pertinent sales information will be split in the proper ratios if more than one. We have shown the following screen with One salesperson entered, and the system waiting for another entry. Each entry that you make here is also verified against the master salesperson file so that you cannot make a mistake.
We then enter nothing in the next field, and the salesman window prompt appears, and we type F)ile. You will notice that when you drop to the command line, there are options to view p)rev and n)ext page, K)ill a value, A)dd a value E)dit a value .
We then get to the field (at the top of the screen again), where we get to enter the DEL TYPE (delivery type) for this contract.
One of the functions of placing the delivery type here is to allow the system to automatically place this same delivery type and associated delivery date into each line in the body of the invoice. There is a hidden list of legitimat delivery types in the system and your entry here is verified against this list so that you cannot enter anything that is wrong. These types are:
AP As soon as possible
SC schedule
TW Take with
PU Pick up
MX mixed
There are also types PH and WK but you cannot use these. Only the system will place these here.
If you choose one of SC,PU you must also enter an associated date.
If you choose one of AP,MX no date is required
If you TW system automatically uses today's date.
SC,PU,AP and TW are all automatically placed in each line of the body of the invoice as you make your entries
MX will stop at delivery type and date in each line and let you make your own manual entries.
So, we will enter AP and the following screen should appear.
The first field is where you enter the SKU or part number of the item that you wish to sell. There are three options when you enter an SKU.
1/ The system can find it and you continue on
2/ The system can't find it and gives you the option to either L)ook for it or add a N)ew part to the inventory file.
If you choose to look for it, you will get a listing of all parts whose first characters match those that you entered. You can then import this number back to the input screen by depressing the item number from the listing.
The SKU we entered was DUMMY99. The system found the record in the inventory file and displayed the amounts available along with the warehouse and location as seen in the screen shot below:
Once the operator has decided where to obtain the product from, he/she will f)ile this window and move on to entering quantiies ordered by customer. The window will remain on the screen for reference until no longer needed though. In future releases, we will probably be adding a flag to the system that will control whether or not the operator will be given the right to choose an item. If not, then the system will simply choose one from a warehouse that is closest to the selling store.
We then arrive at this screen where we have already entered the quantity and the sale type (RE for reserve stock from inventory). There are also sale types TM and SO, but we will cover these later. The system is waiting for us to enter the WAREHOUSE AND LOCATION from where to get the stock. We do this simply by entering the ref number of the item in the window. You will see a " 1 " in this field in the screen below.
Then moving on, once we have entered the 1, the location changes to the location that appeared in line 1 in the window. We then moved to the QUAN FILL column. Although not demonstrated here, this is a multiple line field and one must continue to add items filled to this column until either the stock in the locatin is exausted or the QUANTITY FILLED matches the quantity ordered. The system then inserts the Unit (selling) Price of the item, and the operator has an opportunity to over-ride this selling price. Again, we might flag this one so that the option is either given or not. Finally when, this unit price is accepted, the extended price is place on the invoice. Then as show below, there is a field for "special description" In addition to the invoice printing with up to 3 normal description fields from the inventory file, this field gives the operator an opportunity to add up to 3 more lines of free form entry. This capability was placed here because of the appliance retail side of our system. The operator (salesperson), could put something like "right hand facing" or "left hand facing" if the product was a fridge, and the shippers had to know which way the door was to be attached before delivery.
Once this field is either completed or ignored, the system then places the cursor back into the PART NUMBER column for further entries. An <ENTER> in this field causes the system to wrap up this invoice. There are flags to remind the operator to add certain notes to the invoice, but we have skipped this portion for now.
And finally arrive at the completed invoice as shown below:
You will notice that this is an invoice that was produced for Ontario ,Canada and that we have two taxes that MUST BE APPLIED to all sales, the PST and the GST. However, some entities such as those with native status, companies purchasing for retail etc will have some exemptions. If you look at the screens showing the customer's names and addresses, you will see that this cusomter is GST EXEMPT.
This is the reason that the 66.89 amount is deducted from the final total.
The product amount is 955.59. GST on this product is 66.89, but customer is exempt
There is 76.45 PST on this product and customer is not exempt so gets charged.
There are many options on this final command line and we will attempt to explain them below:
R)ewrite the screen. not used much, but if info becomes scrambled, or there is a "window" open over some data, this will clear it.
N)ext/P)rev will show the next and previous pages if there is more than one page to this invoice.
1/2/3/4/5/6 shows you 6 different views of the page that you are on. example,1 is the accounting page that you see in our examples. 2 shows first line of description, 3 shows second 4 shows third. 5 shows you the serial number of an item, but is only valid if there is just one item on a line. 6 shows the discount applied to each line of the contract.
B)tm line, recalculates and shows the bottom line
D)is allows operator to apply either a percentage or dollar value discount to one or more lines
V)pro-rate allows operator to pro-rate a retail price over several items based on the cost of the item. An example would be a dining room suite sold for 8000.00. Pro-rating would split this 8000.00 among the table, chairs, buffet, hutch etc.
E)dit lets the operator back track to edit various fields in the contract including notes ,Customer info Financing, items sold, Delivery Schedules etc.
tA)x type allows the changing of tax schedule for this contract. (perhaps a tax included sale that was forgotten).
L)ook Del Sched allows a sales person to actually look at a truck load for a specifc day and run to make sure there is still room for this order before making any promises.
@)abort Finally, the operator has the option to abort the whole thing but is warned 3 times before the final abort is done.
F)ile Once operator decides to file this contract, there are more options. It can be Filed as finalized (normal), Post & Hold (items are reserved but no movememt of stock is done) WK stock is moved ready to ship, but no ACCOUNTING is done.
OTHER VARIATIONS:
If you are using the HOSPICE version of our program, you have the following options.
There are some flags you can set to cause the process to change a bit while you are adding a contract.
1/ Flag to control whether you enter the "deliver to" address or the "bill to " address after you have entered the "sold to" address. This does not prevent you from having both "deliver to" and "bill to" addresses, but simply allows the order in which they appear to make life easier for the operator according to your operations. However, which-ever one you choose will be the only one that comes up in the normal flow. If you choose to have "bill to" normally, then the "deliver to" will be defaulted to the default delivery address in the customers account, or if this is blank, then the "sold to" address. If you are following this course of events, then you will have to edit the "deliver to", if you are using it.
2/ The same utility also allows you to set flags to control the printing of addresses on your invoices and statements.
You can set the main heading to print either the head office address, the selling store address, or leave it blank if you are running pre-prints.
In the space we call the "left pane", (appears where it will show through a window envelope), you may choose to print any of the "sold to", "deliver to", or "bill to" addresses.
You have the same option in the "right pane"
The same options are available for the customer statements. HOWEVER, if you choose to print the "selling store" address at the top of form, you must realize that any customer could visit an buy from any number of your stores in a month, so the delima becomes, "which store address does one print". We have decided that , if you choose to print "store address", then we will look at the customer transactions and what ever store the last invoice in his transaction file was from, will decide what address to print.
These flags are set in the Accounts Receivable Utilities menu, option # 2. Go to the menu and choose this to see the screen