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IdealWare Online Users Manual

SP2-06-02 S/P PROCESSING
31554 Sales Order Entry, Order Initialization

PURPOSE

Order Initialization is used to accomplish the following.

PROCEDURE

The store code must be entered only once. After that, the program always returns to the salesperson code field once an order has been completed or after an inquiry has been accessed. This helps ensures that the correct salesperson code is always entered before an order is created. If extra security is required by the user that accessed the sales order entry program, a password must be entered in place of the salesperson's code in order to initiate a sale. Alternatively, your system can be configured so that upon exiting an order, the SALESPERSON CODE field defaults to the previous salesperson's code or password and the cursor placed at the SELECT OPTION field. This speeds up order entry because a new sale can be generated immediately.

When you press one of the order initialization keys [F5] through [F11], the program automatically determines the next available sequence number which uniquely identifies the order and also makes up the last 6 characters of the order number. All order types except quotations (F11) use the same numbering series.

SALESPERSON CODE or PASSWORD

If your system is configured so that sales statistics are updated to the salesperson who created the order as opposed to the customer's assigned salesperson, then the statistics will be updated to the salesperson code that you enter here. If your system is configured to default to the previous salesperson code in sales order entry, the program will also default to the previous salesperson code in the following cases:

• after cancelling a sale.
• after attempting to access a sale that is being processed through an Order Register.
• after attempting to access a sale that has been cancelled.

ORDER INITIALIZATION OPTIONS.

ENTER INVOICE NUMBER

Enter the invoice number of the invoice that you would like to access or press [Enter] to access the last invoice that was created/modified at the terminal. To create a new sale, use the [F5] through [F11] keys as described below.

An invoice can be accessed for continued processing, document printing or for inquiry purposes. Once you access an existing invoice, the program prompts you to select a processing option. See 31555 - SALES ORDER ENTRY, ORDER MODIFICATIONS.

By default, invoice numbers are in the format SSDNNNNNN where:

Your system can be configured to generate invoice numbers in the format: YY-NNNNNN, where:

This format enables partial shipments and/or backorders to retain the same invoice number but have an 'A', 'B', 'C' etc suffix added. It is not possible to do this if the invoice numbers include the document code, and in that case completely new invoice numbers are generated for the partial shipment and/or backorder. The downside of this is that invoices will not automatically sort by document type for order inquiry and in various order reports.

For invoices that have been generated through the sales order entry program, you can specify the invoice by entering the following portions of the invoice number:

For invoices that have been generated through the cash till sales entry program, you must specify the entire invoice number:

F5 = SALE (WITH PAYMENT)

Press [F5] to create an order for which payment is accepted at the point of sale for purchased merchandise. Once the order is completed and the appropriate documents printed, payment in the form of cash, cheque, visa, mastercard, american express or debit card can be accepted. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - Sale (With Payment).

F6 = REFUND

Press [F6] to create a order for which payment will be given to the customer for returned merchandise, typically at the point of sale. Once the refund order is completed and the appropriate documents printed, a refund in the form of cash, head office cheque, visa, mastercard, american express or debit card can be issued. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - Refund.

F7 = A/R CHARGE SALE

Press [F7] to create an order in which a customer A/R account is debited for the purchased merchandise. No payment is processed. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - On Account Sale. On account sales are also created for credit to purchase and merchandise credit type customers.

F8 = A/R CREDIT NOTE

Press [F8] to create an order in which a customer A/R account is credited for returned merchandise. No refund payment is processed. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - On Account Credit. On account credits are also used to create credit to purchase and merchandise credit type customers and to add credit amounts to their account.

F2 = RENTAL

Press [F2] to create an order with recurring, scheduled payments for purchased merchandise. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - Rentals.

F9 = TRANSFER SALE

Press [F9] to create an order in which merchandise is transferred from this store to another store. Applicable only in multistore environments. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - Transfer Sale.

F10 = SPECIAL ORDER TICKET

Press [F10] to create a special order in which purchased merchandise is associated with a purchase order and a supplier code. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - Special Order.

F11 = QUOTATION

Press [F11] to create a quote for merchandise or services. This is basically an order that does not affect the inventory committed quantities or the customer committed balance. It can be converted to an actual sale when the customer agrees to prices and terms. See 31556 - SALES ORDER ENTRY, HEADER ENTRY - Quotation.

F12 = LAST# (SUPER/01-C100075)

Press [F12] to access the last order that was created or modified by the current salesperson.

OTHER OPTIONS

Shift F5 = LAST INQUIRY

Press [Shift][F5] to access the last inquiry displayed on this screen from the time that the sales order entry program was accessed. For example, if you were last in the order inquiry by customer, press [Shift][F5] to go directly back to the inquiry by customer screen, bypassing the various option prompts.

Shift F6 = ORDER INQUIRY

Press [Shift][F6] to access the order inquiry program. See 31586 - SALES ORDER INQUIRY. From within the inquiry program, orders can be inquired upon, selected and returned to the sales order entry program.

Shift F7 = CUSTOMER INQUIRY

Press [Shift][F7] to access the customer inquiry program. See 25647 - CUSTOMER INQUIRY.

Shift F8 = SUPPLIER INQUIRY

Press [Shift][F8] to access the supplier inquiry program. See 24593 - SUPPLIER INQUIRY.

Shift F9 = PRODUCT INQUIRY

Press [Shift][F9] to access the product inquiry program. See 30976 - PRODUCT INQUIRY.

Shift F4 = PRO CARD INQUIRY

Press [Shift][F4] to access pro card inquiry. See 31592 - PRO CARD INQUIRY.

Control Shift F1 = CREDIT HOLD INQUIRY.

Press [Control][Shift][F1] to access credit hold inquiry. See 31586 - SALES ORDER INQUIRY.

Shift F1 = CASH TILL FUNCTIONS

Press [Shift][F1] to access the cash till sales entry program. This option is typically used for the following reasons:

Shift F2 = VOID CASH SALE

Press [Shift][F2] to void a cash sale. See 31547 - CASH TILL SALES ENTRY, VOID SALE/PAYMENT.

Shift F3 = CUSTOMER PAYMENT

Press [Shift][F3] to receive a customer payment on account. See 31558 - SALES ORDER ENTRY, DETAIL ENTRY - Customer Payment Line.

Shift F10 = PURCHASE ORDERS

Press [F10] to access the purchase ordering system. See 30109 - PURCHASE ORDERS, MAINTENANCE MENU. Purchase orders can be automatically generated when creating special order detail lines. See 31566 - SALES ORDER ENTRY, MISC. GENERATE P.O.

Shift F11 = CONTRACT MAINTENANCE

Press [F11] to access the contract maintenance program. See 31006 - CONTRACT PRICING MAINTENANCE.

Shift F12 = MAINTENANCE OPTIONS

Press [F12] to access the maintenance options. The following maintenance options are displayed. Note, access to these programs may be limited by user security profiles.

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