SP2-08-04 S/P PROCESSING 31575 Order Register and Update, Registers
PURPOSE
The order register and update program prints a set of batch registers that enable you to see exactly how your inventory and G/L will be affected by the sales in the batch. Before updating any batch it is recommended that you review the registers for accuracy. Although data entry errors can be corrected after updating the batch, it is far easier to correct errors before updating. Batch registers consist of the following.
Order Detail Register
Prints a detailed report showing each order and detail line.
Calculates cost of goods sold using product average cost.
Prints cost and profit information for each detail line and for each order.
Optionally can print all order header information.
Order Summary Register
Prints a summary report showing the totals and subtotals of each order.
Prints relevant order header information.
Order Product Sales Summary
Prints a summary report showing all products that are included in any of the orders.
Prints quantity, sales dollars, cost, profit and margin information for each product.
Includes an insufficient quantity warning.
General Ledger Posting Summary
Prints a summary report showing how the G/L will be affected.
Uses the G/L codes defined in the following files:
Company Parameters File.
Product Group File.
Line Type File.
Payment Type File.
You can print the registers to paper through a physical printer, print to disk if your system is configured to recognize printer PB, or to screen by selecting printer SC. This can be useful if you want to preview the registers before committing them to paper. At any point during the printing to screen of any of the registers, the operator can press [F4] to skip the rest of the current register and start the next register. An order register that has only been printed to screen cannot be updated until it is printed to an actual printer (paper or disk).
Your system can be configured to limit which of the following order registers are printed.
Order Detail Register.
Order Summary Register.
Order Gross Profit Register.
Product Summary Register.
General Ledger Posting Summary (always prints).
In addition, your system can be configured so that the order register program displays the following prompt.
** PRINT 'TEST' REGISTERS ONLY?:
Which test registers get printed can be limited to any of the above listed order registers. An order register batch cannot be updated until the actual registers have been printed. Thus, if you print the test registers you must also print the registers. An example of how this can be used to save paper is:
The test registers to be printed are configured to be the Order Gross Profit Summary, Product Summary and General Ledger Posting Summary register.
Print the test registers to an actual printer, or optionally to screen, and examine the register for any erroneous profit margins or G/L accounts etc.
When you are satisfied that you want to update the batch, reprint the order registers using the option to "Print From Already Selected Orders" to an actual printer or to printer PB (saved to disk).
You can then update the order register batch.
Once the registers have been printed, the program returns to the Sales Processing menu.
The registers should be reviewed for such as the following.
Invalid costs and margins (Order Detail Register) indicating that average costs might be incorrect. If your system is configured appropriately, the Order Register program will use the product supplier #1 cost if the average cost is zero. This is useful where you often sell products before they have been received into the system. Also, the program can be configured to use the product last cost if the average cost or the supplier #1 cost is zero.
Insufficient quantities indicating that inventory receiving might not be up to date.
Once the registers have been reviewed, orders can be deselected if required or the batch can be updated. See 31574 - ORDER REGISTER AND UPDATE, BATCH OPTIONS.
NOTE
The General Ledger Posting Summary normally shows one entry to the Cash Sale Holding account which represents the total of completed cash invoices (debits) and payments made against cash invoices (credits). Optionally your system can be configured so that the Cash Sale Holding account is detailed for non-zero type entries as follows:
01-01-1220 CASH SALE HOLDING ACCOUNT 117.00
01C1A9966/01C101617
01-01-1220 CASH SALE HOLDING ACCOUNT 10.00
01C1A9967/01C101618
The first entry indicates that cash invoice 01C101617 was completed and included in the batch, and that it was paid via payment slip 01C1A9966 which was not included in this batch (was probably included in another previous batch).
The second entry indicates that payment slip 01C1A9967 was included in the batch but that cash invoice 01C101618 that it is to be applied against was not included in this batch (probably because it wasn't completed). Likely, the payment was a deposit only or the sale was a delivery, and is yet to be delivered etc.
Example Order Registers follow.
IDEALWARE
10/26/07 00:25:39 PAGE: 1
ORDER DETAIL REGISTER - BATCH: 01VO0019
FOR STORE '01' CASH & CHARGE SALES, WITH ORDERED DATES UP TO Fri Oct 26/07
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SEQ TP PRODUCT SH DESCRIPTION QTY PER PRICE PER TOTAL COST PER COST PROFIT %
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ORDER NO: 01-A100620 CUSTOMER: (DIVCON,) DIVINE CONSTRUCTION SALESMAN: BARJO ORDERED: 10/25/07
010 P 109695 01 2X4 S4S STD&BTR GR FIR 8-12
SHIPPED: 100/08 200/10 300/12 6400 LIN 600.00 MFB 2560.01 N 494.45 MFB 2111.47 448.54 17.5
-------- -------- --------
2560.01 2111.47 448.54 17.5
PT PROVINCIAL SALES TAX 179.20
GT G.S.T. 179.20
--------
ORDER TOTALS: 2918.41
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ORDER NO: 01-C100618 CUSTOMER: (CASHSALE,) SALESMAN: BARJO ORDERED: 10/25/07
010 P 320570 01 10LB SLEDGE HAMMER 1 EA 28.59 EA 28.59 N 14.57 EA 14.57 14.02 49.0
020 P 340810 01 1L PAINT THINNER 5 BOX 27.90 BOX 139.50 N 1.16 EA 57.85 81.65 58.5
-------- -------- --------
168.09 72.42 95.67 56.9
PT PROVINCIAL SALES TAX 11.77
GT G.S.T. 11.77
--------
ORDER TOTALS: 191.63
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ORDER NO: 01-C1A9672 CUSTOMER: (CASHSALE,) SALESMAN: BARJO ORDERED: 10/22/07
001 IS 01C100618 SEE INVOICE NUMBER: 01C100618 191.63 N .00 191.63 100.0
-------- -------- --------
ORDER TOTALS: 191.63 .00 191.63 100.0
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ORDER NO: 01-C1A9675 CUSTOMER: (CASHSALE,) SALESMAN: BARJO ORDERED: 10/22/07
001 IS 01C100621 SEE INVOICE NUMBER: 01C100621 500.00 N .00 500.00 100.0
-------- -------- --------
ORDER TOTALS: 500.00 .00 500.00 100.0
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ORDER NO: 01-C1A9676 CUSTOMER: (CASHSALE,) SALESMAN: BARJO ORDERED: 10/21/07
001 CP GALBRA BRAD GALVERT 400.00 N .00 400.00 100.0
-------- -------- --------
ORDER TOTALS: 400.00 .00 400.00 100.0
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--------
BATCH TOTALS: 4201.67
========
IDEALWARE
10/26/07 00:25:43 PAGE: 1
ORDER SUMMARY REGISTER - BATCH: 01VO0019
FOR STORE '01' CASH & CHARGE SALES, WITH ORDERED DATES UP TO Fri Oct 26/07
-------------------------------------------------------------------------------------------------------------------
ORDER SHIP-TO BILL-TO SUB PRICE ORDER PAYMENT ORDERED ORD SMAN
NUMBER CODE CODE TOTAL DISCOUNT CARTAGE P.S.T. G.S.T. TOTAL DISCOUNT DATE STAT CODE
-------------------------------------------------------------------------------------------------------------------
01-A100620 DIVCON DIVCON 2,560.01 .00 .00 179.20 179.20 2,918.41 38.40 10/25/07 SO BARJO
01-C100618 CASHSALE CASHSALE 168.09 .00 .00 11.77 11.77 191.63 .00 10/25/07 SO BARJO
CASH: 191.63
01-C1A9672 CASHSALE CASHSALE 191.63 .00 .00 .00 .00 191.63 .00 10/22/07 CS BARJO
CASH: 191.63
01-C1A9675 CASHSALE CASHSALE 500.00 .00 .00 .00 .00 500.00 .00 10/22/07 CS BARJO
CHEQ: 500.00
01-C1A9676 CASHSALE CASHSALE 400.00 .00 .00 .00 .00 400.00 .00 10/21/07 CS BARJO
CASH: 400.00
--------- --------- --------- --------- --------- --------- ---------
RECORDS: 5 3,819.73 .00 .00 190.97 190.97 4,201.67 38.40
========= ========= ========= ========= ========= ========= =========
IDEALWARE
10/26/07 00:25:43 PAGE: 1
ORDER PRODUCT SALES SUMMARY - BATCH: 01VO0019
FOR STORE '01' CASH & CHARGE SALES, WITH ORDERED DATES UP TO Fri Oct 26/07
--------------------------------------------------------------------------------------------------------------
PRODUCT STANDARD SALES AVERAGE
CODE DESCRIPTION QUANTITY DOLLARS COST PROFIT MARGIN
--------------------------------------------------------------------------------------------------------------
109670 2X4 S4S STD&BTR GRN FIR 8 533.34 320.00 255.45 64.55 20.17
109680 2X4 S4S STD&BTR GRN FIR 10 1,333.34 800.00 669.34 130.66 16.33 INSUFF QTY
109690 2X4 S4S STD&BTR GRN FIR 12 2,400.01 1,440.01 1,186.68 253.33 17.59
320570 10LB SLEDGE HAMMER 1.00 28.59 14.57 14.02 49.04 INSUFF QTY
340810 1L PAINT THINNER 50.00 139.50 57.85 81.65 58.53
---------- ---------- ---------- ---------- ----------
4,317.69 2,728.10 2,183.89 544.21 19.95
========== ========== ========== ========== ==========
Which test registers get printed can be limited to any of the above listed order registers. An order register batch cannot be updated until the actual registers have been printed. Thus, if you print the test registers you must also print the registers. An example of how this can be used to save paper is:
The test registers to be printed are configured to be the Order Gross Profit Summary, Product Summary and General Ledger Posting Summary register.
Print the test registers to an actual printer, or optionally to screen, and examine the register for any erroneous profit margins or G/L accounts etc.
When you are satisfied that you want to update the batch, reprint the order registers using the option to "Print From Already Selected Orders" to an actual printer or to printer PB (saved to disk).
You can then update the order register batch.