ProStix Smartstore Training Manual - Sales and Order Processing Sterland Computing

Transcription

1 ProStix Smartstore Training Manual - Sales and Order Processing

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3 Contents 3 Table of Contents Sales and Order Processing 4 1 Counter Sales... 5 Introduction to... Counter Sales 5 Counter Sales... Terminology 7 PreRequisites Processing a... Cash Sale 11 Processing an... Account Sale 12 Processing a... Cash Refund 13 Processing a... Credit Note 14 Processing a... COD/CBD Sale 16 Procssing a Cash... Sale with Delivery 17 Processing an... Account Sale with Delivery 18 Issuing Gift Cards/Vouchers Cash Account Sale Maintenance Deleting Changing... Details 23 Adding Comments Applying Discounts Ending a Sale Suspend/Resume Tender Types Till Reconciliation... & Banking 29 Till Reconciliation Printing a... Till Log 29 Bank Deposit... List 30 2 Order Processing Introduction to... Order Processing 32 Order Processing... Terminology 35 PreRequisites Accepting a Quote... into an Order 41 Order Maintenance Deleting an... Order 42 Adding Products... to an Order/Quote 42 Adding Comments... to an Order/Quote Line 44 Repricing... an Entire Order/Quote 44 Inserting Lines... into an Order/Quote 46 Adding Special... Products to an Order/Quote 48 Linking Purchase... Orders to a Sales Order 49 Maintaining the... Header of an Order/Quote 50 Create Contracts F10 - Orders -... F8 Linked Purchase Orders 53 Release an Order F10 Customer... Enquiry - Account Balance 56 Selling Packs

4 4 ProStix Smartstore Training Manual - Sales and Order Processing This menu allows you to process sales to your customers. The following options are available: 1. Counter Sales 2. Order Processing 3. Order Enquiry 4. Till Reconciliation 5. Delivery Addresses 6. Order Credit Approval 7. Transport Scheduling 8. Aborted Sales

5 Sales and Order Processing 5 1 Counter Sales 1.1 Introduction to Counter Sales ProStix is designed to capture information as and when the transaction is taking place. This information is stored and is used by all of the modules within ProStix eliminating the duplication of effort in keying information into separate systems for Inventory, Debtors and Creditors Controls and the General Ledger. The Counter Sales programs allow you to sell products and/or services to customers, collecting money in the process. The system includes processes to reconcile the money collected and to provide bank deposit reports to take to the bank with the takings. It is our aim in administering this course to provide knowledge and to give instruction so that the participant is able to apply the given knowledge; and to provide realistic examples so that the participant can further gain from the experience. It is intended that at the conclusion of this course all participants will be able to make informed choice of procedures and be able to perform the tasks necessary to achieve the desired outcomes. The object of this course is to give branch personnel the correct procedures for processing transactions through the ProStix Point of Sale system. Topics covered in this course are: terminology relating to Counter Sales functions the daily flow and procedures in Counter Sales defining sale types using the search engines transaction header window transaction processing in Counter Sales ending a sale collecting the money refunds and account payments in Counter Sales handling enquiries and miscellaneous tasks in Counter Sales

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7 Sales and Order Processing Counter Sales Terminology Bad Debt Part of a debt for which the debtor defaults payment of, that must be transferred from the debtors account to a Bad Debt Account. Balance Forward Accounting Only maintains the amount actually owing at any one point in time. This amount increases when sales are made to the debtor and decreases when payment is received from that debtor. Cash Sale Docket Records the receipt of monies and the data in respect of what was sold and not concerned as to who paid the money. Cash Sale Receipt Records the receipt of monies and the data in respect of what the cash was for and who paid the money because the initial debt to the business has already been recorded in the book of accounts. Credit Note Is issued by sellers when goods bought on credit by customers are returned by mutual agreement, or a price adjustment is necessary because of damage, overcharging, short delivery etc. Credit Status One of three valid codes that can be attached to a customer record to evoke specific action if a transaction is keyed for that customer. These codes are: A Active - the customer is permitted to trade within the agreed limits. S Suspended - if a user tries to create or invoice for a suspended customer, the system will issue a warning. This warning, however, may be ignored and the order can be created. However, the order will have to be Authorised before it can be printed or released to invoice. H Hold - if a customer is held, you will not be able to create or action an order or invoice. Debtor Customers (debtors) that have been granted credit to trade with your organisation. This area is vital to the functioning of an organisation as failure to manage debtors credit can cause substantial losses.

8 8 ProStix Smartstore Training Manual - Sales and Order Processing Debtors Account Types Are used internally by an organisation to validate transactions made by that debtor. For example, a debtor account may be: a standard debtor a lay by a cash card holder a COD an interest-free a hire purchase an insurance claim goods on loan miscellaneous a debt reduction a share holder a bad debt written off Delivery Docket Contains all of the information found on an invoice, usually without the unit and total price information. It is sent in duplicate with the goods to the purchaser, one copy of which is returned signed by the purchaser to the seller to acknowledge the receipt of the goods. Dishonoured Cheque A cheque received from a customer that is not paid when it is presented to the customer's bank for payment because it is not correctly prepared, an endorsement is incorrect, or there are insufficient funds in the customer's bank account. Float The amount of cash that is physically put into a cash drawer at the beginning of a day s trading to enable the operator to give change, where a customer does not offer the exact amount of money for a sale. This cash must be accounted for when the till is reconciled at the end of the day s trading. GST A broad-based Goods and Services Tax applied to the value of goods and services that are deemed to be taxable and are consumed in Australia for business purposes. Invoice A document sent by the seller to the purchaser outlining the details of a credit sale. Open Item Accounting Keeps details of all invoices sent to a debtor and, when that debtor makes a payment, it is applied specifically to a particular unpaid invoice. Unpaid invoices are called open items and the total of the open items per debtor is the balance owed to the business.

9 Sales and Order Processing 9 Counter Sales Docket A counter sale docket that is used when goods are sold over the counter, both for cash and account transactions. Settlement Discount Is applied when an account is paid and is conditional upon the buyer paying for goods within a prescribed time. If payment is late, the discount is not allowed. Statement Provides details in respect of unpaid amounts from the last period, purchases for this period, credit notes issued and payments received. Trade Discount Is unconditional and is given at the time of sale usually to good customers or to customers buying in quantity. Unallocated Payment Payments that have been keyed through the Cash Receipts option in the Point of Sale program that have not yet been allocated to an invoice or an accounting period for the customer.

10 10 ProStix Smartstore Training Manual - Sales and Order Processing 1.3 PreRequisites Before proceeding through this Counter Sales manual it is recommended that you have completed either: ProStix Basics - Character Mode (CHUI) OR ProStix Basics - Graphical Mode (GUI)

11 Sales and Order Processing Processing a Cash Sale Goal: In this lesson you will learn how to process a cash sale. Steps: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Cash Sale'. 2.Complete the sale header screen. 3.Key, scan or search for a product number. 4.Key in the quantity, price or discount % if required or <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 5.Press/Click <F6> to add comments where required. 6.Press/Click <F8> to access review mode and <F7> change or <F5> delete any sale lines. 7.Press/Click <F4> to end the transaction. 8.Complete the payment tender window and press/click <F1> or use the Tender hotkeys. 9.Print the docket for the customer & give change if appropriate. Review: You can now: Process a Cash Sale.

12 12 ProStix Smartstore Training Manual - Sales and Order Processing 1.5 Processing an Account Sale Goal: In this lesson you will learn how to process an account sale. Steps: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Account Sale'. 2. Select the correct customer. 3.Complete the sale header screen. 4.Key, scan or search for a product number. 5.Key in the quantity, price or discount % if required or press/click <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 6.Press/Click <F6> to add comments where required. 7.Press/Click <F8> to access review mode and <F7> change or <F5> delete any sale lines. 8.Press/Click <F4> to end the transaction. 9.Select the 'End Sale' option. 10.Print the docket, get the customer to sign and retain. 11.Print 2nd copy of docket for customer. Review: You can now: Process an Account Sale.

13 Sales and Order Processing Processing a Cash Refund Goal: In this lesson you will learn how to process a Cash Refund. Steps: Review: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Cash Refund'. 2.Select the appropriate reason for performing the cash refund. The reason will determine whether stock is returned or not and whether the refund has an associated cost etc. 3.Enter in the invoice/docket number that the goods being refunded were sold on. 4.Select whether all goods from the original docket are being credited or not. 5.Complete the sale header screen. 6.Key, scan or search for a product number or press/click <F7> (Invoice) to bring up the original invoice to select the product from. 7.Key in the quantity, price or discount % if required or press/click <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 8.Press/Click <F6> to add comments where required. 9.Press/Click <F8> to access review mode and <F7> change or <F5> delete any refund lines. 10.Press/Click <F4> to end the transaction. 11.Complete the payment tender window and press/click <F1> or use the Tender hotkeys. 12.Print the docket for the customer & give change to the customer. You can now: Process a Cash Refund.

14 14 ProStix Smartstore Training Manual - Sales and Order Processing 1.7 Processing a Credit Note Goal: In this lesson you will learn how to process a Credit Note. Steps: Review: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Credit Note'. 2.Select the correct customer. 3.Select the appropriate reason for performing the credit note. The reason will determine whether stock is returned or not and whether the credit note has an associated cost etc. 4.Enter in the invoice/docket number that the goods being refunded were sold on. You can choose the entire invoice or choose to use <F7> to select particular lines from the original invoice. 5.Select whether all goods from the original docket are being credited or not. 6.Key, scan or search for a product number or press/click <F7> to bring up the original invoice to select the product from. 7.Key in the quantity, price or discount % if required or press/click <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 8.Press/Click <F6> to add comments where required. 9.Press/Click <F8> to access review mode and <F7> change or <F5> delete any refund lines. 10.Press/Click <F4> to end the transaction. 11.Select the 'End Sale' option. 12.Print the docket, get the customer to sign and retain. 13.Print 2nd copy of docket for customer. 14.Where the docket number is NOT known or you do not wish to allocate the credit note to a particular invoice: press/click <F1> to bypass the Docket No screen, then press/click <F8> (No Invoice). the Transaction Header will be displayed - complete these details and press/click <F1>. key the products that are being returned and press/click <F1>. press/click <F4> to bring up the End Sale options and select END SALE to credit the Credit Note. if the customer would like a copy of the credit note, select 'yes' to 'Print POS Docket'.

15 Sales and Order Processing 15 You can now: Process a Credit Note.

16 16 ProStix Smartstore Training Manual - Sales and Order Processing 1.8 Processing a COD/CBD Sale Goal: In this lesson you will learn how to process a COD/CBD sale. Steps: Review: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'COD/CBD Sale'. 2.Complete the sale header screen. 3.Choose the despatch method. 4.Key the customer contact details. 5.Key the customer delivery details. 6.Key, scan or search for a product number. 7.Key in the quantity, price or discount % if required or press/click <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 8.Press/Click <F6> to add comments where required. 9.Press/Click <F8> to access review mode and <F7> change or <F5> to delete any sale lines. 10.Press/Click <F4> to end the transaction. 11.Fill out the 'Security Deposit' amount. 12.Complete the tender window and press/click <F1> or use the Tender hotkeys. 13.Print docket for customer & give change if appropriate. COD accounts are they automatically purged by the debtors month end? Yes, they are included in the debtors purge if they are set to casual accounts, have a balance of zero and no active transactions for the number of days specified in the System Tailoring Integer 'RecCusDel'. If you want COD accounts to be created as permanent accounts, then the System Tailoring flag 'POSCODKeep' can be set to 'yes'. You can now: Process a COD/CBD Sale.

17 Sales and Order Processing Procssing a Cash Sale with Delivery Goal: In this lesson you will learn how to process a cash sale with delivery. Steps: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Cash Sale'. 2. Complete the sale header screen keying 'yes' to the field 'Delivery Reqd'. 3.Select the despatch method. 4.Key the delivery data and delivery details. 5.Key, scan or search for a product number. 6.Key in the quantity, price or discount % if required or <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 7.Press/Click <F6> to add comments where required. 8.Press/Click <F8> to access review mode and <F7> change or <F5> to delete any sale lines. 9.Press/Click <F4> to end the transaction. 10.Complete the payment tender window and press/click <F1> or use the Tender hotkeys. 11.Print the docket for the customer & give change if appropriate. Review: You can now: Process a cash sale with delivery.

18 18 ProStix Smartstore Training Manual - Sales and Order Processing 1.10 Processing an Account Sale with Delivery Goal: In this lesson you will learn how to process an account sale with delivery. Steps: Review: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Account Sale'. 2. Select the correct customer. 3.Complete the sale header screen, keying 'yes' to 'Delivery Reqd'. 4.Select the despatch method. 5.Key the delivery data and delivery details. 6.Key, scan or search for a product number. 7.Key in the quantity, price or discount % if required or press/click <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 8.Press/Click <F6> to add comments where required. 9.Press/Click <F8> to access review mode and <F7> change or <F5> delete any sale lines. 10.Press/Click <F4> to end the transaction. 11.Select the 'End Sale' option. 12.Print the docket, get the customer to sign and retain. 13.Print 2nd copy of docket for customer. You can now: Process an account sale with delivery.

19 Sales and Order Processing Issuing Gift Cards/Vouchers Goal: In this lesson you will learn how to process gift card/voucher sales. Gift Card/Voucher Sales are used when customers wish to purchase gift cards or vouchers, which people can later use to purchase goods from the company. A gift card has a magnetic stripe that is charged with a certain value; a gift voucher is a slip of paper whose tender value is written on it. Because there is no actual outgoing stock, these transactions are not treated as ordinary sales. Gift card and voucher issues are recorded in the till log and till reconciliation as Gift Card Iss transactions. Steps: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Gift Card / Voucher Sales'. 2.The system will then prompt you to start a Cash or Account sale. A Cash sale will have no customer details attached and are paid for on the spot. An Account sale is charged against the customer's account and can be paid for later. 3.ProStix currently has two methods in which gift vouchers are processed: Method 1: Steps: 1.In the inventory file create a product called 'gift voucher'. Do not assign any cost or sell to the product. Assign an expense product group to the product. The product should be GST-exempt. 2.When a customer wishes to purchase a gift voucher, perform a cash sale and input the product 'gift voucher' for the value of the voucher that the customer wishes to purchase. Take the money and complete the sale. 3.When another customer comes in to redeem the gift voucher, again perform a cash sale and input all the products that this customer wishes to purchase. Then input the gift voucher product code as a negative quantity. This in effect reduces the value of the sale so that all this customer has to do is to pay the difference between what he/she is taking and the gift voucher amount. 4.The General Ledger will equal zero for the gift voucher account, as one debit and one credit entry has been performed. Method 2: Create a General Ledger account for gift vouchers making 'yes' in the 'POS' column. When a customer wishes to purchase a gift voucher, process the sale as a cash receipt sundry payment to the gift voucher G/L account.

20 20 ProStix Smartstore Training Manual - Sales and Order Processing WHEN VOUCHER SOLD POS VOUCHER BR Cash Clearing DEBIT CREDIT Use the General Ledger account defined above as a Clearing Account for the various voucher types that can be used as payment at POS. Tender types are defined in 'Point of Sale' - File Maintenance' - 'Tender Types' and a clearing account can be defined for each type for each branch by selecting <F9> (Branch G/L) from within this option: Tender Types Code Description Numbered CNOTE Credit Note yes GIFT Gift Voucher yes M10$ Mitre 10 Dollars no REB 8 Rebate Voucher no F5 Delete F6 Add F7 Change F9 Branch GL Branch G/L for Voucher Type - CNOTE Brn Branch Name Clearing Account 1 Branch 1 Branch 1 Branch Branch When another customer comes in to redeem the gift voucher, process a cash sale for the goods being purchased. Once the sale is completed, enter the amount of the gift voucher in gift voucher tender type. If there is a balance to pay, enter the balance in whichever tender type the customer is paying. At the end of a POS transaction, if an amount is keyed into the tender type OTHER field, a list of the defined Tender Types will be displayed: Tender Cash : 0.00 Tender Type 0 Credit Note 0 Gift Voucher 0 Mitre 10 Dollars 0 Rebate Voucher When that till is reconciled, the OTHER field is not available. <F8> (Voucher) is used to display a list of the defined tender types so that a total amount can be keyed into the relevant ACTUAL field. When the Reconciliation is complete, the ACTUAL value is journalled out of the branch Cash Clearing account, into the nominated branch Tender Type Cash Clearing account: WHEN TILL RECONCILED POS VOUCHER BR Cash Clearing DEBIT CREDIT When the bank deposit is done it credits the Cash Clearing and debits the Bank. Review: You can now:

21 Sales and Order Processing 21 Process gift card/voucher sales using two methods Cash Selecting 'Cash' will open the prompt below: Operator No.: if user overrides this value system will prompt for a password. <F3> search is available if required. Gift Type: enter a defined tender type. <F3> search is available if required. The tender type definition will determine whether the transaction is of a card or a voucher. Once these fields have been validated the Voucher/Card entry screen appears as below: Docket: for information purposes only, disabled. Sold to: for information purposes only, disabled. Book Number: the number of the book from which the voucher comes. Must be nonzero. If the Gift Type specified in the previous step is a gift card, this field is not applicable and will be disabled Voucher/Card No: the number of the voucher or card being issued. Must be nonzero Amount: the value assigned to the card or voucher. Must be greater than zero. Can be any value up to $ For vouchers, the combination of Book and Voucher/Card No must be unique for the branch. For cards, the Voucher/Card No must be unique for the branch. You may enter more than one voucher or card on the one transaction. The exception to this rule is if the system is running integrated EFTPOS. In this case, only one card may be entered on a transaction, although multiple vouchers are allowable. You may add, edit or delete entries as required using the <F6>, <F7> and <F5> keys, respectively. Once all the desired values have been entered, press/click <F4> (twice if in Add mode) to exit to the Tender screen. A POS docket containing the details will be printed on receipt of tender. The head of the docket will read 'Gift Card Iss', even if a voucher was issued. Activate Gift Card If a gift card is being issued, it will need to be activated. After receiving payment for the card(s), the prompt below will appear: Gift Card Activation: Pleaser swipe the gift card through the eftpos machine in order to activate the gift card with the purchase amount. Pressing any key will close this prompt. If integrated EFTPOS is running, you will then enter the card through the EFTPOS machine to charge it with the desired value. Otherwise, system will prompt user to enter card numbers for all gift cards on the transaction. Gift Card Refund If for some reason a gift card cannot be activated, the user will need to refund the transaction. This is because payment for the card has already been received.

22 22 ProStix Smartstore Training Manual - Sales and Order Processing When an activation fails the warning message below appears: Not all gift cards could be activated so a refund is required. System will then prompt you to enter the refund amount. You will not be able to go back, cancel, suspend or perform any procedure on the refund other than End Sale Account Selecting 'Account' will present you with the customer browser. The headers of the Gift Type prompt and the Voucher/Card entry screen will be populated with the name and address of the selected customer. Entry of card or voucher details works in the same way as for a cash sale. After completing detail entry, <F4> will take you to the End Sale options. Selecting End Sale the system will print a POS docket containing the voucher or card number and the value. A transaction of type Adjustment will be logged against the customer. If a gift card cannot be activated a refund will be enforced as with a cash sale. Selecting End Sale will print a POS docket for the refund. The customer's balance will be adjusted accordingly.

23 Sales and Order Processing Sale Maintenance Deleting Goal: In this lesson you will learn how to delete a sale. Steps: 1.If still within the sale, then press/click <F4> to end the transaction. 2.On the End Sale Screen, press/click <F4> again and select the 'Cancel Sale' option. 3.Press/click <F5> to confirm the cancellation of the sale. 4.If the sale has been fully processed, it cannot be deleted - instead use the Cash Refund option for cash sales and Credit Note option for account sales. Review: You can now: Delete a sale from within the sale, or after it has been fully processed Changing Details Goal: In this lesson you will learn how to change sale details. Steps: 1.If you want to change product line details, press/click <F8> to access review mode and <F7> change or <F5> to delete any sale lines. 2.If you want to change other details, press/click <F4> on the End Sale Screen. 3.You will then be able to select options such as Reprice, Change Type, Delivery, Order Number and Back Order. 4.Press/Click <F4> to end the transaction. 5.Complete the payment tender window and press/click <F1> or use the Tender hotkeys. 6.Print the docket for the customer & give change if appropriate. Review: You can now: Change sale details.

24 24 ProStix Smartstore Training Manual - Sales and Order Processing Adding Comments Goal: In this lesson you will learn how to add comments. Steps: 1.If you want to add comments, press/click <F6>. 2.Key the Line Number for the comment. This enables you to insert comments after the product that they relate to. 3.Press/Click <F4> to end the transaction. 4.Complete the payment tender window and press/click <F1> or use the Tender hotkeys. 5.Print the docket for the customer & give change if appropriate. Review: You can now: Add comments to a sale Applying Discounts Goal: In this lesson you will learn how to apply discounts. Steps: 1.If the sale is an account sale, then the discounts will be automatically applied due to the customer you select being a member of a discount group. If there are selectable contracts that apply for this customer, they will be presented for selection as soon as you choose the customer. Alternatively, on the next screen you can select the contract and discount group that apply to this sale. 2.When you add a product to the sale, any applicable discount can be added by keying a percentage in the 'Discount' field as you are adding the product. This discount will be shown in the 'Disc' column as a percentage off the retail price once the product has been added to the sale. 3.To change the discount after a product has been added to the sale, use the <F8> Review option and then <F7> Change. <Tab> across to the 'Disc' field and then key the new discount. 4.Note that the discount you are allowed to give to customers is controlled by the POS Security options under User Setup. Review: You can now:

25 Sales and Order Processing 25 Apply discount to a sale.

26 26 ProStix Smartstore Training Manual - Sales and Order Processing 1.13 Ending a Sale Suspend/Resume Goal: In this lesson you will learn how to suspend and resume a sale. Sales can be suspended from the END SALE menu for a number of reasons e.g. the customer may have left their money in the car or may want to add something to their purchases. This lesson shows you how to resume and either complete or cancel a suspended sale. Steps: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Counter Sales' - 'Resume Sale'. 2.Once you have verified your Sales Rep number, you will be prompted for the docket number that you wish to resume. The number can either be keyed or can be scanned as a barcode off any stationery. 3.If the number is unknown, you can either leave the number blank or choose to search for the number. In either case a list of suspended sales will then be displayed. 4.Start keying the reference number for the sale and the cursor will move progressively down the list as you type. To reset the cursor at any time, press the <down arrow> key and rekey the number. 5.If you are not certain that you have the correct transaction, you can use the <F8> (Preview) function to check the details and products on the original sale before you drill down into it. Otherwise, if you resume the wrong sale, you have to Suspend it again and then come back into this option. 6.Once you have located the transaction to resume and pressed <Enter>, the sale will be retrieved and the order detail screen displayed. You can then maintain the product list, adding, deleting or changing product before complete the sale by pressing/clicking <F4> to display the END SALE options. 7.To delete a Suspended Sale, it must be Resumed using this option and then the option CANCEL selected from the END SALE options. The sale will appear on the Till Log as a Voided Sale. Reasons for Sales being suspended 1 If a user suspends a cash or account sale. 2 If a user processes a cash sale, up until the Tender type, and Ctrl-C's, it will also end up as a suspended sale, and there will be no log in the Till Log. 3 If a user processes a cash sale, prior to the Tender type, it will appear in the suspended sales, and there will be no log in the Till Log. 4 If a user processes an account sale, up to End Sale, <F1> or <Enter> past this, then Ctrl-C's out. The system will show on the till log, aborted, and also place the account sale in suspense. 5 If a user processes a cash sale and <F1> past the tender type screen, prior to any printout occurring, it will appear under suspended sales and there will be no log in the Till

27 Sales and Order Processing 27 Log. 6 If the user processes a cash sale and F1 past the tender type screen, and after a printout has started to print, the system will put the sale into suspended sales, and make a note in the till log 'Aborted'. Review: You can now: Suspend and resume sales Tender Types Goal: In this lesson you will learn about tender types. When you <F4> out of the order details (or select the 'End Sale' option) the tender screen will appear. Cash If the customer is paying cash, key the suggested cash amount or greater into the Cash field. The system will calculate the change to be given (if any). If the amount keyed is less that the total of the sale, the system will display an error message and you will be required to re-key an amount equal to or greater than the total of the sale. If the customer is paying by any other tender type, use the appropriate function key or, use the <Enter> key to move the cursor into the appropriate field on the Tender screen. Function keys are quicker and put the sale total into the appropriate field which cuts down on keying errors. EFTPOS <F5> Prompts you for any cash out if the customer is using a Debit Card. Once the customer swipes their card, the transaction is processed, either password entered or signature provided and then the sale is completed. Cheque <F6> Each user has a predefined limit on the value of a cheque that can be processed. If the current transaction exceeds this limit, an error will be displayed and Supervisor authority will be required before the transaction can proceed. You will then be required to key information from the cheque - the cheque name is important. If a cheque from this customer has been rejected in the past, an Accounts Receivable function is to record details of that cheque so that if the customer attempts to pay with another possible "Bad" cheque, the system will inform the user and the payment cannot be accepted. For this verification to function correctly, the Cheque Name must be keyed exactly as it appears on the cheque keystroke by keystroke with correct punctuation and capitalisation of the letters in the name. If OK, the information will print on the Bank Deposit list. Once all information has been entered and you press/click <F1>, the change amount to be given will be displayed, the docket will print and the cash drawer will open.

28 28 ProStix Smartstore Training Manual - Sales and Order Processing Credit Card <F7> This option is only used where the EFTPOS system may be down and a manual credit card voucher needs to be created and banked. You will receive a warning in case you have selected the wrong option. The credit card is then swiped, the customer signs the voucher and two copies of the voucher are placed in the cash register to accompany the daily banking. Gift Voucher <F8> This option may be used when a customer is paying for a sale using a gift voucher. If the full amount is being paid for by voucher press/click <F8> to bring up a list of voucher types to choose from. (Note: Voucher types are defined through the Point of Sale - File Maintenance - Define Tender Types menu option). Select the voucher type to complete the sale. If the customer is only part paying for the sale by voucher you will need to enter the voucher amount in the 'Other' field and key the remaining balance into one of the other tender fields. When complete press/click <F1>. This will prompt you for the voucher type selection. Select a voucher type and press/click <F1> to complete the sale. Review: You can now: End sales using various tender types.

29 Sales and Order Processing Till Reconciliation & Banking Till Reconciliation Goal: In this lesson you will learn how to reconcile the till. After a day of trading through a till; the cash, cheques and EFTPOS transactions need to be accounted for, this process is called Till Reconciliation. Each till accumulates all its transactions on a daily basis and therefore the reconciliation must be done either at the end of the trading day or at some time in the days following. Steps: Review: 1. From the 'Main Menu' select options - 'Sales and order Processing' - 'Till Reconciliation' - 'Till Reconciliation'. 2. Key in the trading date for which you want to reconcile the till. 3. Key in the till number that you want to reconcile. Note: Tills should be reconciled by number and not by operator-id. 4. <Enter> past the operator-id field and select the required output option. 5. The till reconciliation can first be performed on paper by selecting a printer and then entered into ProStix or by selecting 'Screen Print' the reconciliation can be entered directly into the system. 6. Enter in your totalled up tender types, using <F9> to access the different card types within EFTPOS. 7. After entering through to the end, the total will be displayed and the reconciliation variance calculated. 8. If this variance is acceptable, press <Enter> and then answer 'yes' to 'Post to G/L?'. This will lock the till as reconciled so the figures can no longer be changed. 9. If the variance is not acceptable, press <Enter> and answer 'no' to 'Post to G/L?'. Then press/click <F4> to exit to the menu and investigate where the variance has come from. Repeat the above steps when the variance has been identified. You can now: Reconcile a till Printing a Till Log Goal: In this lesson you will learn how to print the till log. Every transaction that is processed through a till within 'Till Operations' is recorded in a Till Log.

30 30 ProStix Smartstore Training Manual - Sales and Order Processing The Till Log lists transaction numbers, date & time of transaction and the break up of tender types. Printing the till log can be very helpful in the till reconciliation process to identify any errors in tender types etc. Steps: Review: 1. From the 'Main Menu' take options 'Sales and order Processing' - 'Till Reconciliation' - 'Print Till Log'. 2. Key in the trading date that you wish to print the log for. 3. Key in either the till number or operator id that you wish to report on. 4. Select your Printing option. Note: The details displayed when output to screen are limited. If you want all details listed, the report needs to be printed or sent to 'View'. You can now: Print a till log to help with the till reconciliation process Bank Deposit List Goal: In this lesson you will learn how to print the bank deposit listing for a specified range of dates and till numbers. This can then be presented at the bank with your takings for the day. Steps: 1.From the 'Main Menu' take options 'Sales and Order Processing' - 'Till Reconciliation' - 'Bank Deposit List'. 2.Key in the range of trading dates you wish to print the list for. Defaults to the current date but can be overridden. The system will add the takings for the each of the days selected for the specified till/s and produce a single listing. 3.Key in the number of copies you require. Usually you might print two copies, one to leave with the bank, and another copy stamped by the bank that you retain as proof of their acceptance of the deposit. 4.Enter 'yes' to 'Print Cards' to print an itemised list of credit cards on the bank deposit list. 5.Override the device branch if necessary. 6.Override the date banked if necessary. If a date other than today's date (past or

31 Sales and Order Processing 31 Review: future) is keyed, a warning msg will be displayed to indicate you may have keyed the wrong date. You will not be permitted to key a date later than tomorrow. 7.The default G/L account for the bank will then be displayed. The <F3> search facility will display all other bank accounts defined for the company with their corresponding G/L account number if you are banking to a different account. 8.You will be prompted to post to the G/L - this may be an interim listing and you may not be ready to post. If you choose not to post, once the Bank Deposit list has printed, you will have a further opportunity to post. 9.If you do choose to post, a screen will display what is expected to be banked by tender types. 10.You can use the <F7> change facility to open up the 'This Bank' field and change the amount to be banked so that you can, say, hold money at the store to give extra till float over a weekend, or bank money several times through the day; and the system will keep track of what has and has not been taken to the bank. 11.To post the amount banked from the Cash Clearing to the Bank account, press/click <F8>. A POS Bank Deposit Listing and a G/L Posting Summary will be sent to the spooler. 12.You then need to physically print (two copies) of the bank deposit list to take to the bank with the cash and cheques. You can now: Print a bank deposit list.

32 32 ProStix Smartstore Training Manual - Sales and Order Processing 2 Order Processing 2.1 Introduction to Order Processing ProStix is designed to capture information as and when the transaction is taking place. This information is stored and is used by all of the modules within ProStix eliminating the duplication of effort in keying information into separate systems for Inventory, Debtors and Creditors Controls and the General Ledger. The Sales Order Processing module of ProStix allows the user to create and maintain sales orders, quotes, jobs and returns for established account customers. Any special products, conditions or pricing associated with an order are tracked and verified throughout the process until such time as the entire order has been released, delivered and invoiced to the customer. Other features of the Sales Order Processing module of ProStix are: the ability to accept a quote, converting it into a sales order the ability to process special buy-ins as a contract attached to an order the ability to print picking lists for all or individual sales orders or for a range of deliveries for job orders the ability to enquire upon sales orders or to print various reports that relate to the sales orders that have been processed through the system the ability to attach more that one delivery address to a single customer with the option to link a different contract to each address a facility to report on all sales orders in the system notably the exceptions e.g those pending credit approval, those delivered but not invoiced, any that contain products that exceed acceptable GP% limits etc The main topics of this ProStix Sales Order Processing training are: terminology relating to Sales Order Processing the flow of a sales order creating a header for an order/quote adding products to an order/quote modifying an order/quote releasing the order and printing the picking slip printing a delivery docket invoicing the order order reporting sop flags troubleshooting The Flow of A Sales Orderder The basic steps that are involved with processing a sales order are:

33 Sales and Order Processing 33 the order is received from the customer through the mail, via a sales rep or hand delivered by the customer details on the order are manually checked for any special conditions such as out-of-stock products, products that are not normally stocked, urgent or delayed deliveries, pricing contracts etc. These special conditions should be highlighted so that they are not missed the customer details, delivery details and any special contracts for the order are keyed into ProStix. These details are referred to as the Order Header the product details are keyed into ProStix. If the user is processing a quote, the flow end here until such time as the status of the quote changes i.e deleted or accepted the customer requests delivery, i.e. the release of some or all of the order the picking slip is printed and the goods are picked the delivery docket is printed and the goods that have been released are invoiced The processes of releasing the order, picking the goods and invoicing the customer are repeated until all of the goods have been delivered and the order is complete. The following flowchart depicts this flow:

34 34 ProStix Smartstore Training Manual - Sales and Order Processing

35 Sales and Order Processing Order Processing Terminology Accept Quote A one-step process that turns a quote into a sales order. Once this occurs, the delivery date must be confirmed. C.O.D. Sale Credit Note Sales to customers that are delivered on the basis of collecting payment for the goods when they are delivered. The ProStix Point of Sale module can automatically create a temporary customer account for a C.O.D. customer to enable the credit manager to keep tabs on any outstanding C.O.D. amounts. Issued by sellers when goods bought on credit by customers are returned by mutual agreement, or a price adjustment is necessary because of damage, overcharging, short delivery etc. Current Sell The selling price of a product that will be applied to a sale of a product at a moment in time, or the price that was applicable at a moment in time when an invoice was processed, i.e. current at the time of processing the invoice. Customer Contract A list of products or product groups that have been specifically put together to allocate special prices for those products for a specific customer. Delivery Docket Discount Group The docket to accompany goods being delivered to the customer. The delivery docket normally shows the products being delivered without the prices. Some ProStix users choose to have the retail price displayed on delivery dockets. A group defined in System Setup. The purpose of the group is to allocate like customers to a specific group for the purpose of giving them similar discounts off the selling price of products. I.e. both customers and products are pointed to the Discount Group. You can define as many discount groups as you like. Future Pricing A facility where a price change can be loaded in advance and become effective from a nominated future date.

36 36 ProStix Smartstore Training Manual - Sales and Order Processing Goods Receipting Acceptance of product delivered from a supplier into store and involves the completion of all accompanying documentation Internal Sale A sale made by one branch to another and is also referred to as a Stock Transfer. Invoice Approval An electronic signature that acknowledges that a supplier s invoice and all accompanying documentation are correct. This essentially gives approval for a cheque to be drawn when the invoice time payment terms have been satisfied. Linked Order Direct A Purchase Order raised from within Sales Order Processing specifically for that customer. It remains linked to the Sales Order until the goods have been supplied and charged. Linked Order Indirect Similar to a Direct Linked Order, but not customer-specific. If customer back-orders exist for a product being receipted into stock, a warning to this effect will be given at Goods Receipting so that the customer(s) can be supplied. National Contract A contract for large national organisations where many different customers can invoice against it, e.g. a contract to cover the construction of Parliament House. Typically, such a contract will be raised by head office only but will be accessed for invoicing by any/all of the branches. Negative Stock A product's Quantity on Hand when that quantity has been calculated to be less than zero, i.e. more sales orders exceed the available stock. Order Release A notification to the system that a Customer Sales Order or part thereof, is ready for invoicing. This process updates stock figures and the customer account is charged for the goods. Once released, the transaction can no longer be maintained. Original Sell The term used to describe the sell price of a product that was applicable when a customer contract was first established.

37 Sales and Order Processing 37 Picking List A print-out of the list of products ordered by a customer. This list enables the store person to select the goods so that they are ready to be despatched to the customer. Price Module A listing of products and discounts to which a customer is entitled, resulting in everyday buying of those products being defaulting to the discount unless a better price exists, e.g. promotions. Pricing Rule The instruction to the computer determining how a contract selling price is to be calculated. Pricing rules can be Sell. GP, Discount or Line. SELL GP Permits entry of product only. Acts like Fixed Price Applies specified GP to ruling Standard Cost price DISC Applies specified discount X to ruling Retail Price LINE Allows any of the above rules to apply to any line Quantity Contract A customer-specific, numbered contract where quantities are prompted for and, where an answer at header level can prompt a warning during Sales Order Processing and Point of Sale that quoted quantities have been exceeded. However, the sale may still proceed. Quotation Long A commercial contract price list commonly taken from a Schedule of Quantities. Quote A customer-specific, numbered, one-off contract that, once accepted, can be turned directly into a sale order for supply. Pricing defaults to the customer s Discount Module rates. but may be over-typed. A finish date must be entered. Quote Comment A narration field available in quotes and contracts for internal information only. Comments will not print unless specifically requested to do so.

38 38 ProStix Smartstore Training Manual - Sales and Order Processing Repricing A very powerful feature which allows a quote total to be adjusted by a dollar amount or a percentage to meet competitor prices. The amount of adjustment is then spread pro-rata across the selected products. Retail Quote A quote to a customer who does not have credit facilities, i.e. does not have a trading account. Sales Order The capture on computer of details of the customer order requirements. Can be invoiced in part or in full, depending upon availability of goods or if the customer requests staggered delivery etc. Standard Cost The deemed cost of an item which has been decided to base the calculation of selling price is when it is calculated from a Gross Profit %. The standard cost is also used by the system to calculate Gross Profit % when you are using Standard Costing rather than Average Costing. Standard Discount Contract A customer-specific contract designed to complement a Price Module or Discount Group. This is designed for pricing of any product that is used by the customer but is either not discounted in the module or an extra-special price must be given to meet competition. Supervisor Password A security feature that requires an authorising password from a suitably-empowered senior employee before certain functions can be performed by a restricted user. Unit of Measure Classification of how a product is supplied and charged, e.g. Each, Length, Kg, M3, M2 etc. User Any person who has been defined to the computer with the intention of that person being authorised to use the computer system.

39 Sales and Order Processing 39 Volume Break Quantity of a product beyond which the supplier offers an extra discount, e.g. purchasing between 0 and 99 may attract a 5% discount from the supplier whereas purchasing between 100 and 499 may attract an 8% discount. Volume Discount Quantity of a product beyond which a customer receives an extra discount, e.g.: if a customer purchases between 0 and 99, they may attract a 5% discount on their account whereas purchasing between 100 and 499 may attract an 8% discount.

40 40 ProStix Smartstore Training Manual - Sales and Order Processing 2.3 PreRequisites Before proceeding through this Sales Order Processing manual it is recommended that you have completed either: ProStix Basics - Character Mode (CHUI) OR ProStix Basics - Graphical Mode (GUI)

41 Sales and Order Processing Accepting a Quote into an Order Goal: In this lesson you will learn how to create a Quote. Steps: 1.From the 'Main Menu' select options - 'Sales and Order Processing' - 'Order Processing' - 'New Quote'. 2.Key in or <F3 > search for the appropriate customer number. 3.Complete the 'Delivery Details' screen. 4.Key, scan or search for a product number. 5.Key in the quantity, price or discount % if required or press/click <F1> to process the line with the default values from the Product Master File. Repeat for all products being sold. 6.Press/Click <F6> to add comments where required. 7.Press/Click <F8> to access review mode where you can change <F7> or delete <F5> any quote lines. 8.Press/Click <F4> to go to the 'Quote Header' when all lines have been entered. 9.Does the quote need to be repriced? If yes, go to 'Repricing'. 10.Select 'Print Quote' to output to desired destination, i.e. , fax, print. 11.To turn into an order select 'Accept Quote' from the header options. The transaction number will remain the same but the status will change from 'quote' to 'order'. 12.Press/Click <F4> to exit. Review: You can now: Create a Quote, print/send it to the customer and accept it as an order.