The sales processing system procedures are generally broken down into the following categories:
Daily Order Processing
Intermittent Processing
DAILY ORDER PROCESSING
The following are the general sales processing procedures to be performed on a daily basis.
CASH TILL BATCH CREATION
See 31541 - CASH TILL SALES, Batch Creation/Access.
If you will be accepting payments during your point of sale processing, then a cash till batch must be created for the day's payments at each terminal where you will receive payments.
Sales can be generated either via the cash till sales entry or the sales order entry programs.
CASH TILL SALE ENTRY
See 31542 - CASH TILL SALES, Sale/Refund Creation/Access.
See 31554 - SALES ORDER ENTRY, Order Initialization.
See 31567 - SALES ORDER ENTRY, Misc. Refund, Payment Transfer.
CASH TILL BATCH PROCESSING
See 31572 - ORDER REGISTER & UPDATE, Overview - Payments Register & Update.
Cash till batch processing includes:
CASH TILL BATCH BALANCING
At the end of the day, the payments in the cash till batches should be balanced with the actual payments received when cashing out. Typically the INQUIRY option of the payments register & update program is selected and the batch is then balanced from the printed registers.
CASH TILL BATCH UPDATE
Once the cash till batches have been balanced, the batches must then be updated. The sales and payments will not be selectable in the order register & update program until this is completed.
Process the packing slips that come back from the warehouse or yard. This might involve:
Modifying QUANTITIES to reflect the actual quantities shipped.
Setting the SHIPPED DATES.
Taking orders off HOLD.
You can use the ORDER/QUOTATION REPORT (see 31621 - ORDER/QUOTATION REPORT/PURGE) to print a report of all PICKING LISTS that were printed the previous day and use this report to determine if any PICKING LISTS have gone missing.
This procedure should be done at least weekly. The Non-Selectables report prints any orders that will not be selected by the order register & update program. The report can be used to determine if any PICKING LISTS have been misplaced or if any orders have not been completed properly. Use the ALL SALESMEN, UP TO 99/99/99 and BOTH CASH AND CHARGE options to print all non-selectable orders. Followup on any problem orders. COMPLETE or CANCEL orders if required.
Create an order register & update batch for the day and print the registers. Use BOTH CASH & CHARGE SALES, TODAY'S DATE and the UP TO SELECTED DATE options to capture all completed orders.
PRINT & REVIEW THE REGISTERS
Review the registers for accurate pricing and costs.
DESELECT ORDERS
If required, DESELECT any orders that require modifying and perform the DESELECTION register & update procedure.
UPDATE THE BATCH
The update affects the Inventory, Accounts Receivable, General Ledger and Order History files.
DAILY REPORTS (optional)
See 31615 - FLASH TOTALS & CATEGORY GROUP FLASH TOTALS REPORTS.
If required, print the FLASH TOTALS report using the BOTH option specifying TODAY'S DATE. This prints a summary of all orders generated for the day.
INTERMITTENT PROCESSING
NON-SELECTABLES PROCESSING
See 31593 - SALES ORDER ENTRY, Misc. Non-Selectable Orders Processing
This procedure should be done at least weekly as part of the Daily Procedures.
INVOICE PRINTING
See 31550 - INVOICE PRINTING, Batch Create/Access.
This procedure can be done as often as required (ie daily, every 2 or 3 days, weekly). The Invoice Printing program prints invoices for the on-account orders that have been processed through the order register & update program.
This procedure can be done as often as required. The Quotation Report/Purge program allows you to print a report of expired quotes and purge them from the system.