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| ENTER TRANSACTIONS main menu > point of service Account sales may be entered directly or produced from a previously entered customer order. Cash transactions of sales and returns may be entered and optionally use a number of tender types such as cash, credit cards, cheques or other. Charge transactions such as charge sales and returns may be entered and payments recorded immediately. A transaction may accept different tender types. i.e. split tendering e.g. the customer may want to pay part by cash and part by credit card. Customer orders may be entered, altered, ‘cloned’ or deleted. The orders may by invoiced individually or invoiced in a batch. Quotations may be entered, altered, ‘cloned’, deleted or converted to customer orders or invoices. Layby sales may be entered. Payments may be entered. Petty cash payments may be recorded. Gift Voucher sales may be recorded. Cash and Charge Sales main menu > point of service > enter transactions > cash and charge sales Cashier / Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if this option is allowed in the Operator(Cashier)/Salesperson file for the entered cashier/operator code. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Stock Number Enter a valid stock number using either the stock number the barcode/alternate number or any of the suppliers stock codes, or use the partial code query facility. The stock item description will be displayed. On the bottom of the screen, for the entered stock number, will be displayed the list price, holding unit, current quantity available, quantity on customer order, quantity on purchase order and the due date of the oldest purchase order. The stock type and comment fields are also displayed. If you wish to sell an item not on file, select a similar item and enter its stock number. At the quantity field UP-ARROW to the Stock Number and enter the New stock number. This ability is only allowed if the option has been set for the entered cashier/operator code in the Operator(Cashier)/Salesperson file and a password may be required. Enter the description, suppliers product code, current cost. This facility may also be used for ‘trade-ins’. Enter the stock number of a similar product or a standard ‘trade-in’ stock number then enter ‘-1’ in the quantity field and continue as outlined above. After a stock number is displayed, you may enter ENQUIRY for alternative options, (see Introduction). Stock Description If no stock number is entered then the stock item can be selected by entering the description of the required item here or by using the partial description query facility. You may alter the description, for this transaction only, if allowed via the option in the Operator(Cashier)/Salesperson file. To alter the description, use the UP-ARROW key until the cursor is on the stock description field. The field may now be edited. Comment This field is reached by pressing UP-ARROW when the cursor is in the quantity field. This is displayed under the stock description field and can be edited to allow more information to be entered per product. This space is also used to enter serial numbers and dimensions (tallies) and therefore the products with these features cannot have a comment field entered. Location Requested if the option has been set in the control record. Enter the stock location from which the stock will be supplied (or returned to for refunds). The default is the current location. For sales analysis, the sale will be recorded against the current location, regardless of the location from which the stock is relieved or returned. Quantity Enter the quantity sold or returned. Note that the quantity returned will be entered as a negative value. Record a Lost Sale If the option to Record Lost Sales has been set (i.e. those sales you would have made had you had stock) and the quantity to be supplied is greater than the stock available, then the message “Greater than Quantity Available - Record a Lost Sale” will be displayed. Enter ‘Y’ to record the quantity as a lost sale (the cursor will return to the stock number). Enter ‘N’ to accept the quantity and continue to pricing if the option to allow sales which cause negative quantity on hand has been set in the Sales/Order Entry - System Configuration. Price Code Enter the discount percentage, if any, which is to be allowed for this item. Alternatively, if the option ‘Allow entry of either amount or percentage discount’ is set in the Sales/Order Entry - System Configuration and a discount percentage is required the ‘%’ character must also be entered. If the ‘%’ is not entered the value is treated as a discount dollar amount. Depending upon configuration settings, the message ‘Discount is greater than allowed maximum - press CANCEL to continue’ may appear and a password may be requested in order to proceed. Nett Price Nett price is calculated by applying the discount to the list price. Depending upon the setting in the Operator(Cashier)/Salesperson file for the entered cashier the message “Greater than your allowed maximum price variation - press CANCEL to continue” may appear. A password may then be requested. Nett price may be altered. If it is changed the message shown above may appear and a password may be requested. Gross The quantity times nett price will be displayed. Cost, Gross Profit & Gross Profit % If the options have been set, these fields will be displayed (only cost will have a label). They may be edited so that a new GROSS is calculated. Use the UP-ARROW and ENTER keys to see the recalculated figures. This feature can be used to negotiate prices. Tax Code/Tax Amount/Nett Enter a valid sales tax code. This option should only appear where Sales Tax is charged on Cash Sales and the appropriate tax parameters have been set. The amount of Tax will be displayed together with a nett figure of gross plus tax. Press UP-ARROW to get back to a previous line to make any required alterations. Press <return> to the end of the line as this will recalculate the current total of the sale. If you wish to delete the entire transaction, press CANCEL and a message ‘DELETE THIS TRANSACTION - ARE YOU SURE? (y/n) :’ will be displayed. Enter the appropriate response. The system will display (right hand side above Gross Column) the Current Total of the sale and , if selected, the GP% of the sale to date. The system will display (right hand side, under Current Total) the progressive Total Weight of those items where unit weight has been recorded on the stock record. If no more lines are to be entered press OK to complete the entry of lines. CONTROL will take you directly to the transaction discount section. This section may be bypassed by pressing the TENDER key. % Discount on Total & Total Value of Goods If this option is implemented, enter a discount percent on the total value of the goods or the total value of the goods may be altered, depending on your requirements. The difference in the value is distributed proportionally over the lines of the sale. A password may be required. A packing and delivery charge may be entered, if the option has been set to allow this. This will be added to the total value of the goods. Despatch details and any special instructions may also be entered, depending upon the option setting. Tender Details If, at this point, you wish to record the customer’s name and address and/or record this transaction against their account press function key 9 (MEMBER). This will now display a screen where an existing customer code may be entered or new name and address details recorded (see Customer/Charge Sales for further details). Once the name and address details have been displayed or recorded and OK (fn 10) pressed tendering may proceed as described below. If the customer wishes to charge part/all of this sale to their account proceed as detailed below depending upon the requirements. a). Charge Total Value of Sale. Press function key 8 (CHARGE). This will now display a screen to enter the code or select the customer via the partial code/name facility. When OK (fn 10) is pressed the sale is completed. b). Pay part and Charge part Enter the amount to be paid and the tender type. Split tendering is allowed as detailed below. When the balance to be charged is arrived at press function key 8 (CHARGE) enter the customer code or select via the partial code/name facility. When OK (fn 10) is pressed the sale is completed. c). Charge part Pay part and get change Enter the amount to be charged and press function key 8 (CHARGE). Enter the customer code or select via the partial code/name facility. When OK (fn 10) is pressed the message: INSUFFICIENT FUNDS TENDERED, press CANCEL to continue will appear. When CANCEL (fn 1) is pressed the tendering screen will be shown. Tendering may now be done to complete the sale. Split tendering is allowed. If CANCEL (fn 1) is pressed at any time before the completion of the sale you will be taken back to the sale screen. Enter tender details by entering an amount followed by the tender type. If no amount is entered, it will be assumed that the exact amount was tendered by the entered tender type. If the amount entered is greater than the total to be tendered the sale will complete and the amount of change due to the customer will be displayed. If the amount entered is less than the total to be tendered, then additional tender amounts and tender types can be entered. i.e. Split Tendering. A credit card hot list is available. If an entered credit card number matches a number on the hot list, CONTROL will display a warning message. Split Tendering Split tendering is used when a customer pays with two or more tender types. e.g. Cheque, Credit Card and Cash. Enter the sale, until you reach the tender section. Enter the first amount paid followed by the tender type. A second amount tendered will be requested, enter the amount and the second tender type. Continue entering amounts and tender types until the sale is complete. After each tender amount is recorded, the ‘Amount to Tender’ field will show the balance still to be paid. Up to five amounts and tender types may be entered. Layby Sales main menu > point of service > enter transactions > laybys Cashier / Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier/operator code. Layby No. Only requested if option is allowed. Enter the number to be used as the number for the layby docket when it is printed. If you leave the field blank, CONTROL will allocate the next available invoice (see Alter Branch Control Details) when the transaction is complete. Customer code Enter a valid customer code or use the partial code query facility to select a customer. The customer name and address, credit limit, current balance and date of last payment are displayed. If the credit limit is set to 0.01 or less, then the credit limit will not be displayed. If a code is not valid, CONTROL will ask if you wish to add this code i.e. adding a new customer. Select ‘ y ‘ to add a new customer or ‘ n ‘ to reselect a valid customer code. If a ‘Bill-to’ customer code is recorded on this customer record, then the address of the Bill-to customer will be displayed. If this customer is on Hold Supply, a message is displayed and you must press CANCEL before continuing. If the parameter to prevent sales to customers on ‘hold supply’ has been set then the sale cannot continue. By option, you can also prevent sales to customers with overdue invoices. If, during the sale, the customer’s credit limit is exceeded you may be asked for a password before being able to continue. Customer Name If you do not enter anything in the customer code field, then you can select the desired customer record by entering the customer name or using the partial code query facility in this field. If this is a new customer CONTROL will ask if you wish to add it. Answer ‘y’ or ‘n’ as appropriate. The customer code allocated, in this case, will be the transaction number for this sale. OK OK may be pressed at anytime to allow immediate entry of transaction lines. Customer Order Number Enter a customer order number if supplied. If the order number is greater than the nine alphanumeric characters available, then enter the last nine characters here and enter the full order number in the special instructions field described below. If CONTROL has been told that order numbers are required for this customer then you cannot proceed to enter the transaction line items without entering a customer order number. This field will not be displayed if the customer record is set to ‘n’ for customer order no required. If the field, in the customer record, is blank then this field, although displayed, is optional. Sales Tax Number If a sales tax number is recorded then line items will have a sales tax code ‘1’ (Tax number quoted) and no sales tax will be charged for this transaction. If the word ‘exempt’ (in either upper or lower case) is entered in the sales tax number field then line items will have a sales tax code ‘2’ (certificate exempt) and no sales tax will be charged for this transaction. If no sales tax number is recorded then sales tax will be calculated on a stock item basis. Pickup Date The due date for collection of the layby is displayed and may be altered. This date is calculated from the parameter set in the Sales/Order Entry - System Configuration. OK? Enter ‘y’ if you wish to proceed with the layby. Press UP-ARROW if you wish to alter any of the fields - customer order number or sales tax number. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. Stock Number Enter a valid stock number using either the stock number the barcode/alternate number or any of the suppliers stock codes, or use the partial code query facility. The stock item description will be displayed. On the bottom of the screen, for the entered stock number, will be displayed the list price, holding unit, current quantity available, quantity on customer order, quantity on purchase order and the due date of the oldest purchase order. The stock type and comment fields are also displayed. If you wish to layby an item not on file, select a similar item and enter its stock number. At the quantity field UP-ARROW to the Stock Number and enter the New stock number. This ability is only allowed if the option has been set for the entered cashier/operator code in the Operator(Cashier)/Salesperson file and a password may be required. Enter the description, suppliers product code, current cost. After a stock number is displayed, you may enter ENQUIRY for alternative options, (see Introduction). Stock Description If no stock number is entered then the stock item can be selected by entering the description of the required item here or by using the partial code query facility. You may alter the description for this transaction only, if required. To alter the description, press <return> and then use your UP-ARROW key until the cursor is on the stock description field. The field may now be edited. Comment This field is reached by pressing UP-ARROW when the cursor is in the quantity field. This is displayed under the stock description field and can be edited to allow more information to be entered per product. This space is also used to enter serial numbers and dimensions (tallies) and therefore the products with these features cannot have a comment field entered. Location Requested depending on option set in control record. Enter the stock location from which the stock will be supplied. The default is the current location. For sales analysis, the sale will be recorded against the current location, regardless of the location from which the stock is relieved or returned. Quantity Ordered Enter the quantity ordered by the customer. If it is more than the quantity available the message ‘Greater than quantity available, press CANCEL to continue’ will be displayed. Quantity Supplied If a quantity ordered was entered and is above the quantity available, then the quantity available is displayed, otherwise the quantity ordered is repeated. This quantity can then be edited. Enter the quantity of this stock item supplied to the customer. If the option to allow sales which cause negative quantities on-hand has been set to ‘N’ then the quantity supplied cannot exceed the quantity available. The two quantity fields described above will appear if the parameter ‘Customer accepts backorders’ is set to ‘Y’ on the customer record. If this is set to ‘N’ then only the quantity supplied field will be shown with the simple heading ‘quantity’. Record a Lost Sale If the option to Record Lost Sales has been set (i.e. those sales you would have made had you had stock) and the quantity to be supplied is greater than the stock available, then the message “Greater than Quantity Available - Record a Lost Sale” will be displayed. Enter Y to record the quantity as a lost sale (the cursor will return to the stock number). Enter N to accept the quantity and continue to pricing if the option to allow sales which cause negative quantity on hand has been set in the Sales/Order Entry - System Configuration. List Price This price is determined by reference to the standard list price, a special or new list price, a price based on quantity or a special price. Price Code Enter the discount percentage, if any, which is to be allowed for this item. Alternatively, if the option ‘Allow entry of either amount or percentage discount’ is set in the Sales/Order Entry - System Configuration (page 5) and a discount percentage is required the ‘%’ character must also be entered. If the ‘%’ is not entered the value is treated as a discount dollar amount. Depending upon configuration settings, the message ‘Discount is greater than allowed maximum - press CANCEL to continue’ may appear and a password may be requested in order to proceed. Nett Price Nett price is calculated by applying the discount to the list price. Depending upon the setting in the Operator(Cashier)/Salesperson file for the entered cashier the message “Greater than your allowed maximum price variation - press CANCEL to continue” may appear. A password may then be requested. Nett price may be altered. If it is changed the message shown above may appear and a password may be requested. Gross The quantity times nett price will be displayed. Cost, Gross Profit & Gross Profit % If the options have been set, these fields will be displayed (only cost will have a label). They may be edited so that a new GROSS is calculated. Use the UP-ARROW and ENTER keys to see the recalculated figures. If the calculated cost of sales is zero then CONTROL may request a cost figure to be entered. Tax code The settings of the sales tax parameters in the system configuration will determine whether or not this option appears together with the Tax Amount and Nett fields. The tax code will default to the code entered in the stock file maintenance. This will determine what rate the tax will be charged at. This field may be edited according to the customers requirements. If a sales tax number or ‘exempt’ has been recorded for this customer nothing is displayed and the field is skipped over. Tax Amount/Nett The Sales Tax amount is calculated and displayed, but can be altered. This is necessary if you are entering transactions that had been previously completed manually and the sales tax calculation may not be exactly the same. A nett figure of gross plus tax will be displayed. Press UP-ARROW to go back to a previous line to make any required alterations. Press <return> to the end of the line as this will recalculate the current total of the sale. If you wish to delete the entire transaction, press CANCEL and a message ‘DELETE THIS TRANSACTION - ARE YOU SURE? (y/n) :’ will be displayed. Select the appropriate response. If no more lines are to be entered press OK to complete the entry of lines. The cursor will move to the Total Value of Goods or the Packing and Delivery section. % Discount on Total & Total Value of Goods If this option is implemented, enter a discount percent on the total value of the goods or the total value of the goods may be altered, depending on your requirements. This discount is applied before sales tax and freight is added. The difference in the value is distributed proportionally over the lines of the sale. A password may be required. A packing and delivery charge may be entered, if the option has been set to allow this. This will be added to the total value of the goods. Despatch details and any special instructions may also be entered, depending upon the option setting. Tendering A tender amount may be entered against a layby by pressing TENDER while in the Delivery Details section. This provides for a part payment or the payment in full of the layby. The ‘Payment Amount’ will be displayed and by default it is the percentage of the layby value as set in the Sales/Order Entry - System Configuration. Alter the amount to the value to be paid. Enter tender details by entering an amount followed by the tender type. If no amount is entered, CONTROL will assume that the total was fully tendered by the entered tender type. If the amount entered is less than the total to be tendered, then a second tender amount and tender type can be entered i.e. Split Tendering is provided. A credit card hot list is available. If an entered credit card number matches a number on the hot list, CONTROL will display a warning message. Gift Voucher Sales main menu > point of service > enter transactions > gift voucher sales This facility allows the sale of gift vouchers which are treated in CONTROL as a form of pre-payment. Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Gift Voucher Number Enter the number. This is a required field and will appear when the option has been set in Sales/Order Entry parameters configuration. It is normally set when pre-numbered vouchers are being used. Customer code Enter the code of the customer or use the partial code query facility in this field. If you do not know the customer code, but do know the customer name press <enter> to move the cursor to the customer name field. Customer Name If you do not enter anything in the customer code field, then you can select the desired customer record by entering the customer name or using the partial code query facility in this field. This will display the customer code, customer name, address, customer group, credit limit, current balance and the last payment date. If the credit limit is set to 0.01 or less, then the credit limit will not be displayed. Amount Enter the amount received. Amount Tendered Enter tender details by entering an amount followed by the tender type. If no amount is entered, it will be assumed that the total was tendered by the entered tender type. If the amount entered is less than the total to be tendered, then additional tender amounts and tender types can be entered. Payments main menu > point of service > enter transactions > payments This facility may be used to process a customer account or layby payment. It may also be used to receive a payment against a customer order. Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Layby/Sale Number Enter the number of the layby or sale, if known. CONTROL will then display the date and amount outstanding for this transaction. Receipt Number This will only appear if the option has been selected. Enter the number to be used as the number for the receipt when it is printed. If the receipt details were manually recorded on pre-numbered forms (on a trade counter for example) then the form number could be used as the receipt number. If you leave the field blank, CONTROL will allocate the next available receipt number (see Alter Branch Control Details) when the transaction is complete. Customer code If a layby/sale number was not entered CONTROL will prompt for this code. Enter the code of the customer or use the partial code query facility in this field. If you do not know the customer code, but do know the customer name press <enter> to move the cursor to the customer name field. Customer Name If you do not enter anything in the customer code field, then you can select the desired customer record by entering the customer name or using the partial code query facility in this field. This will display the customer code, customer name, address, customer group, credit limit, current balance and the last payment date. If the credit limit is set to 0.01 or less, then the credit limit will not be displayed. When customer information has been entered CONTROL will list the outstanding sale/layby transactions also included in this list will be any orders for which a deposit/part payment has been made. If one of these is selected it will be displayed together with its date and amount outstanding. Orders which have had no previous payments and for which a payment is to be recorded are selected using the layby/order number field below. Layby/Order No If no invoice/layby number is entered or selected then you may enter the number of an invoice/layby or an order number for which a payment is to be received. If you do not enter a number, the amount received will be recorded on the Customer’s account as an unallocated payment. Amount Enter the amount received. Amount Tendered Enter tender details by entering an amount followed by the tender type. If no amount is entered, it will be assumed that the total was tendered by the entered tender type. If the amount entered is less than the total to be tendered, then additional tender amounts and tender types can be entered. Charge Sales and Returns main menu > point of service > enter transactions This facility may also be used for cash sales where customer name and address information is to be recorded. Returns can either be a cash refund or a credit to the customer's account. Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier/operator code. Layby/Sale No. (credit notes only) This field will only be displayed when entering credit notes. Enter the number of the sale or layby which you are crediting. The date of the invoice and the current amount owing will be shown. If no number is entered, a list of invoices will be displayed when the customer code/name is entered. An invoice may be selected from here if required. Sale No / Cred. note no. Only requested if option selected. Enter the number to be used as the number for the invoice or credit note when it is printed. If invoice or credit note details were manually recorded on pre-numbered forms (on a trade counter for example) then the form number could be used as the invoice or credit note number. If you leave the field blank, CONTROL will allocate the next available invoice or credit note number (see Alter Branch Control Details) when the transaction is complete. Customer code Enter a valid customer code or use the partial code query facility to select a customer. The customer name and address, credit limit, current balance and date of last payment are displayed. If the credit limit is set to 0.01 or less, then the credit limit will not be displayed. If a code is not valid, CONTROL will ask if you wish to add this code i.e. adding a new customer. Select ‘ y ‘ to add a new customer or ‘ n ‘ to reselect a valid customer code. If a ‘Bill-to’ customer code is recorded on this customer record, then the address of the Bill-to customer will be displayed. If this customer is on Hold Supply, a message is displayed and you must press CANCEL before continuing. If the parameter to prevent sales to customers on ‘hold supply’ has been set then the sale cannot continue. By option, you can also prevent sales to customers with overdue invoices. If, during the sale, the customer’s credit limit is exceeded you may be asked for a password before being able to continue. Customer Name If you do not enter anything in the customer code field, then you can select the desired customer record by entering the customer name or using the partial code query facility in this field. If this is a new customer CONTROL will ask if you wish to add it. Answer ‘y’ or ‘n’ as appropriate. The customer code allocated, in this case, will be the transaction number for this sale. OK OK may be pressed at anytime to allow immediate entry of transaction lines. Customer Order Number Enter a customer order number if supplied. If the order number is greater than the nine alphanumeric characters available, then enter the last nine characters here and enter the full order number in the special instructions field described below. If CONTROL has been told that order numbers are required for this customer then you cannot proceed to enter the transaction line items without entering a customer order number. This field will not be displayed if the customer record is set to ‘n’ for customer order no required. If the field, in the customer record, is blank then this field, although displayed, is optional. Sales Tax Number If a sales tax number is recorded then line items will have a sales tax code ‘1’ (Tax number quoted) and no sales tax will be charged for this transaction. If the word ‘exempt’ (in either upper or lower case) is entered in the sales tax number field then line items will have a sales tax code ‘2’ (certificate exempt) and no sales tax will be charged for this transaction. If no sales tax number is recorded then sales tax will be calculated on a stock item basis. Recall Lines (credit notes only) This field will only be displayed when entering credit notes and a valid number has been entered in the layby/sale no field. Enter ‘Y’ to display the full invoice. When you press OK to move to the invoice screen, the line item details will be displayed allowing you to edit them in the case of a partial credit. This is beneficial if most of the invoice is to be credited, or there were special prices for this customer. Using this feature, if there are items displayed that are not to be credited, you must clear the quantity ordered/supplied field (i.e. make it zero). By entering ‘n’ in this field, CONTROL allows you to enter the stock number and quantity returned. This is useful if only one line item is returned. Due Date The due date for payment of an invoice may be altered, if this option has been allowed in the Operator(Cashier)/Salesperson file for the entered cashier or operator code. Our Order No Enter our order number, if appropriate. Deliver to The name and address from the customer record are displayed but may be edited. Instructions Special instructions stored with the customer record are displayed but may be edited. OK? Enter ‘y’ if you wish to proceed with the sale. Press UP-ARROW if you wish to alter any of the fields - customer/our order number, sales tax number, deliver to details, instructions. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. Reason Code (credit notes only) If the appropriate parameter has been set you will be required to enter a code. A list of valid codes and reasons is displayed. Additionally, a 30 character comment may also be entered. Stock Number Enter a valid stock number using either the stock number the barcode/alternate number or any of the suppliers stock codes, or use the partial code query facility. The stock item description will be displayed. On the bottom of the screen, for the entered stock number, will be displayed the list price, holding unit, current quantity available, quantity on customer order, quantity on purchase order and the due date of the oldest purchase order. The stock type and comment fields are also displayed. If you wish to sell an item not on file, select a similar item and enter its stock number. At the quantity field UP-ARROW to the Stock Number and enter the New stock number. This ability is only allowed if the option has been set for the entered cashier/operator code in the Operator(Cashier)/Salesperson file and a password may be required. Enter the description, suppliers product code, current cost. This facility may also be used for ‘trade-ins’. Enter the stock number of a similar product or a standard ‘trade-in’ stock number then enter ‘-1’ in the quantity field and continue as outlined above. After a stock number is displayed, you may enter ENQUIRY for alternative options, (see Introduction). Stock Description If no stock number is entered then the stock item can be selected by entering the description of the required item here or by using the partial code query facility. You may alter the description for this transaction if required. To alter the description, press <return> and then use your UP-ARROW key until the cursor is on the stock description field. The field may now be edited. Comment This field is reached by pressing UP-ARROW when the cursor is in the quantity field. This is displayed under the stock description field and can be edited to allow more information to be entered per product. This space is also used to enter serial numbers and dimensions (tallies) and therefore the products with these features cannot have a comment field entered. Location Requested depending on option set in control record. Enter the stock location from which the stock will be supplied (or returned to for refunds). The default is the current location. For sales analysis, the sale will be recorded against the current location, regardless of the location from which the stock is relieved or returned. Quantity Ordered Enter the quantity ordered by the customer. If it is more than the quantity available the message ‘Greater than quantity available, press CANCEL to continue’ will be displayed. Quantity Supplied If a quantity ordered was entered and is above the quantity available, then the quantity available is displayed, otherwise the quantity ordered is repeated. This quantity can then be edited. Enter the quantity of this stock item supplied to the customer. If the option to allow sales which cause negative quantities on-hand has been set to ‘N’ then the quantity supplied cannot exceed the quantity available. The two quantity fields described above will appear if the parameter ‘Customer accepts backorders’ is set to ‘Y’ on the customer record. If this is set to ‘N’ then only the quantity supplied field will be shown with the simple heading ‘quantity’. Record a Lost Sale If the option to Record Lost Sales has been set (i.e. those sales you would have made had you had stock) and the quantity to be supplied is greater than the stock available, then the message “Greater than Quantity Available - Record a Lost Sale” will be displayed. Enter Y to record the quantity as a lost sale (the cursor will return to the stock number). Enter N to accept the quantity and continue to pricing if the option to allow sales which cause negative quantity on hand has been set in the Sales/Order Entry - System Configuration. List Price This price is determined by reference to the standard list price, a special or new list price, a price based on quantity or a special price. Price Code Enter the discount percentage, if any, which is to be allowed for this item. Alternatively, if the option ‘Allow entry of either amount or percentage discount’ is set in the Sales/Order Entry - System Configuration (page 5) and a discount percentage is required the ‘%’ character must also be entered. If the ‘%’ is not entered the value is treated as a discount dollar amount. Depending upon configuration settings, the message ‘Discount is greater than allowed maximum - press CANCEL to continue’ may appear and a password may be requested in order to proceed. Nett Price Nett price is calculated by applying the discount to the list price. Depending upon the setting in the Operator(Cashier)/Salesperson file for the entered cashier the message “Greater than your allowed maximum price variation - press CANCEL to continue” may appear. A password may then be requested. Nett price may be altered. If it is changed the message shown above may appear and a password may be requested. Gross The quantity times nett price will be displayed. Cost, Gross Profit & Gross Profit % If the options have been set, these fields will be displayed (only cost will have a label). They may be edited so that a new GROSS is calculated. Use the UP-ARROW and ENTER keys to see the recalculated figures. If the calculated cost of sales is zero then CONTROL may request a cost figure to be entered. Tax code The settings of the sales tax parameters in the system configuration will determine whether or not this option appears together with the Tax Amount and Nett fields. The tax code will default to the code entered in the stock file maintenance. This will determine what rate the tax will be charged at. This field may be edited according to the customers requirements. If a sales tax number or ‘exempt’ has been recorded for this customer nothing is displayed and the field is skipped over. Tax Amount/Nett The Sales Tax amount is calculated and displayed, but can be altered. This is necessary if you are entering transactions that had been previously completed manually and the sales tax calculation may not be exactly the same. A nett figure of gross plus tax will be displayed. If, during the sale, the customer’s credit limit is exceeded a message will be displayed and you may be asked for a password before being able to continue. This will occur for each line item entered after the limit has been exceeded. Press UP-ARROW to go back to a previous line to make any required alterations. Press <return> to the end of the line as this will recalculate the current total of the sale. If you wish to delete the entire transaction, press CANCEL and a message ‘DELETE THIS TRANSACTION - ARE YOU SURE? (y/n) :’ will be displayed. Select the appropriate response. If no more lines are to be entered press OK to complete the entry of lines. The cursor will move to the Total Value of Goods or the Packing and Delivery section. % Discount on Total & Total Value of Goods If this option is implemented, enter a discount percent on the total value of the goods or the total value of the goods may be altered, depending on your requirements. This discount is applied before sales tax and freight is added. The difference in the value is distributed proportionally over the lines of the sale. A password may be required. A packing and delivery charge may be entered, if the option has been set to allow this. This will be added to the total value of the goods. Dispatch details and any special instructions may also be entered, depending upon the option setting. Tendering A tender amount can be entered against an invoice or credit note, by pressing TENDER while in the Delivery Details section. This provides for a part payment or the payment in full of the invoice. The ‘Payment Amount’ will be displayed and by default it is the total invoice value. Alter the amount to the value to be paid. Enter tender details by entering an amount followed by the tender type. If no amount is entered, CONTROL will assume that the total was fully tendered by the entered tender type. If you are entering a credit note and the amount of the credit note is more than the amount outstanding on the invoice which is being credited, then the system will show, as the ‘payment amount’ the amount previously paid on this invoice. You can reduce this amount, if required. The system will the show the amount to be refunded. Enter the refund amounts followed by the tender type. If no amount is entered CONTROL will assume that the total was fully refunded by the entered tender type. If the amount entered is less than the total to be tendered, then a second tender amount and tender type can be entered i.e. Split Tendering is provided. A credit card hot list is available. If an entered credit card number matches a number on the hot list, CONTROL will display a warning message. Customer Orders main menu > point of service > enter transactions > customer orders & repairs New Customer Orders Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Our Order No. Only requested if option selected. Enter the number to be used as the number for this order when it is printed. If you leave the field blank, CONTROL will allocate the next available order number (see Alter Branch Control Details) when the transaction is complete. Customer code Enter a valid customer code or use the partial code query facility to select a customer. The customer name and address, credit limit, current balance and date of last payment are displayed. If the credit limit is set to 0.01 or less, then the credit limit will not be displayed. If a code is not valid, CONTROL will ask if you wish to add this code i.e. adding a new customer. Select ‘ y ‘ to add a new customer or ‘ n ‘ to reselect a valid customer code. If a ‘Bill-to’ customer code is recorded on this customer record, then the address of the Bill-to customer will be displayed. If this customer is on Hold Supply, a message is displayed and you must press CANCEL before continuing. If the parameter to prevent orders for customers on ‘hold supply’ has been set the transaction cannot continue. If, during the entry of order details, the customer’s credit limit is exceeded you may be asked for a password before being able to continue. Customer Name If you do not enter anything in the customer code field, then you can select the desired customer record by entering the customer name or using the partial code query facility in this field. If this is a new customer CONTROL will ask if you wish to add it. Answer ‘y’ or ‘n’ as appropriate. The customer code allocated will be the order number for this transaction. OK OK may be pressed at anytime to allow immediate entry of transaction lines. Customer Order Number Enter a customer order number if supplied. If the order number is greater than the nine alphanumeric characters available, then enter the last nine characters here and enter the full order number in the special instructions field described below. If CONTROL has been told that order numbers are required for this customer then you cannot proceed to enter the transaction line items without entering a customer order number. This field will not be displayed if the customer record is set to ‘n’ for customer order no required. If the field, in the customer record, is blank then this field, although displayed, is optional. If in the customer record the order number field is blank, and no customer order number is entered, CONTROL copies the “Reference No.” into this field. This is for easy listing of customer orders in customer enquiries. Sales Tax Number If a sales tax number is recorded then line items will have a sales tax code ‘1’ (Tax number quoted) and no sales tax will be charged for this transaction. If the word ‘exempt’ (in either upper or lower case) is entered in the sales tax number field then line items will have a sales tax code ‘2’ (certificate exempt) and no sales tax will be charged for this transaction. If no sales tax number is recorded then sales tax will be calculated on a stock item basis. Enter the date the customer order is due. Defaults to today’s date plus the number of days as set in the Sales/Order Entry parameters. Deliver to The name and address stored on the customer record is displayed but may be edited. Instructions Special instructions stored with the customer record are displayed but may be edited. OK? Enter ‘y’ if you wish to proceed with the order. Press UP-ARROW if you wish to alter any of the fields - customer order number, sales tax number, deliver to details, instructions. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. Stock Number Enter a valid stock number using either the stock number the barcode/alternate number or any of the suppliers stock codes, or use the partial code query facility. The stock item description will be displayed. On the bottom of the screen, for the entered stock number, will be displayed the list price, holding unit, current quantity available, quantity on customer order, quantity on purchase order and the due date of the oldest purchase order. The stock type and comment fields are also displayed. If you wish to order an item not on file, select a similar item and enter its stock number. At the quantity field UP-ARROW to the Stock Number and enter the New stock number. This ability is only allowed if the option has been set for the entered cashier/operator code in the Operator(Cashier)/Salesperson file and a password may be required. Enter the description, suppliers product code, current cost. After a stock number is displayed, you may enter ENQUIRY for alternative options, (see Introduction). Stock Description If no stock number is entered then the stock item can be selected by entering the description of the required item here or by using the partial code query facility. You may alter the description for this transaction if required. To alter the description, press <return> and then use your UP-ARROW key until the cursor is on the stock description field. The field may now be edited. Comment This field is reached by pressing UP-ARROW when the cursor is in the quantity field. This is displayed under the stock description field and can be edited to allow more information to be entered per product. This space is also used to enter serial numbers and dimensions (tallies) and therefore the products with these features can not have a comment field entered. If stock items are set to ‘auto order unfilled customer orders’ the comment field will print on the purchase order generated. Location Requested depending on option set in control record. Enter the stock location from which the stock will be supplied. The default is the current location. For sales analysis, the eventual sale will be recorded against the current location, regardless of the location from which the stock is supplied. Quantity Ordered Enter the quantity ordered by the customer. Quantity Supplied If a quantity ordered was entered and is above the quantity available, then only the quantity that you can supply is displayed (the quantity available). This quantity can then be edited. Enter the quantity of this stock item supplied to the customer, at this time. If CONTROL is set to disallow sales that cause negative stock on hand but you still wish to record the order, the quantity supplied must be less than or equal to the quantity available. You will not be allowed past this point until this is the case. Since this is an order, the quantity supplied, in most cases, would be zero. List Price This price is determined by reference to the standard list price, a special or new list price, a price based on quantity or a special price. Price Code Enter the discount percentage, if any, which is to be allowed for this item. Alternatively, if the option ‘Allow entry of either amount or percentage discount’ is set in the Sales/Order Entry - System Configuration (page 5) and a discount percentage is required the ‘%’ character must also be entered. If the ‘%’ is not entered the value is treated as a discount dollar amount. Depending upon configuration settings, the message ‘Discount is greater than allowed maximum - press CANCEL to continue’ may appear and a password may be requested in order to proceed. Nett Price Nett price is calculated by applying the discount to the list price. Depending upon the setting in the Operator(Cashier)/Salesperson file for the entered cashier the message “Greater than your allowed maximum price variation - press CANCEL to continue” may appear. A password may then be requested. Nett price may be altered. If it is changed the message shown above may appear and a password may be requested. Gross The quantity times nett price will be displayed. If quantity is zero, then you can enter a gross. Cost, Gross Profit & Gross Profit % If the options have been set, these fields will be displayed (only cost will have a label). They may be edited so that a new GROSS is calculated. Use the UP-ARROW and ENTER keys to see the recalculated figures. If the calculated cost of sales is zero then CONTROL may request a cost figure to be entered. Tax code The settings of the sales tax parameters in the system configuration will determine whether or not this option appears together with the Tax Amount and Nett fields. The tax code will default to the code entered in the stock file maintenance. This will determine what rate the tax will be charged at. This field may be edited according to the customers requirements. If a sales tax number or ‘exempt’ has been recorded for this customer nothing is displayed and the field is skipped over. Tax Amount/Nett The Sales Tax amount is calculated and displayed, but can be altered. This is necessary if you are entering transactions that had been previously completed manually and the sales tax calculation may not be exactly the same. A nett figure of gross plus tax will be displayed. If the customer decides to change the quantity of a stock item while you are still entering the order, UP-ARROW to the appropriate stock item and change the quantity ordered. Press <return> to the end of the line as this will recalculate the current total of the order. If you wish to delete the entire transaction, press CANCEL and a message ‘DELETE THIS TRANSACTION - ARE YOU SURE? (y/n) :’ will be displayed. Select the appropriate response. If no more lines are to be entered press OK to complete the entry of lines. The cursor will move to the Packing and Delivery section. % Discount on Total & Total Value of Goods If this option is implemented, enter a discount percent on the total value of the goods or the total value of the goods may be altered, depending on your requirements. This discount is applied before sales tax and freight is added. The difference in the value is distributed proportionally over the lines of the order. A password may be required. Packing and Delivery If a standard packing and delivery fee is stored on this customers record, it will be displayed ready for editing. Enter an amount if required. Despatch Via You can enter transport details here. If despatch via details have been pre-recorded on the customer record then these details will be displayed and can be altered. Special Instructions You can enter any special instructions here. If special instructions have been pre-recorded on the customer record then these details will be displayed and can be altered. Tendering A tender amount can be entered against an order, by pressing TENDER while in the Delivery Details section. This provides for a deposit with an order or payment in full. The ‘Payment Amount’ will be displayed and by default it is the percentage of the total order value as determined by the value set in the system parameters. Alter the amount to the value to be paid if necessary. Enter tender details by entering an amount followed by the tender type. If no amount is entered, it will be assumed that the total was fully tendered by the entered tender type. If the amount entered is less than the total to be tendered, then a second tender amount and tender type can be entered i.e. Split Tendering is provided. A credit card hot list is available. If an entered credit card number matches a number on the hot list, CONTROL will display a warning message. Alter Orders Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Our Order Number Enter the number of the order. If you have selected a valid order number, CONTROL will display the customer code, customer name, address, credit limit, current balance, last payment date, customer group, due date and delivery address. If all of these details are correct, OK may be pressed. This will move the cursor to the next screen and allow the order lines to be altered. Customer code If an order number was not entered, enter the code of the customer for whom the order was made. CONTROL will display a list of current orders for that customer. Select the appropriate order number by the line number shown. Customer Name If you do not enter anything in the our order number field or customer code field, then you can select the desired customer record by entering the customer name or use the partial code query facility in this field. A list of orders that satisfy the information entered above will be displayed. Select the desired order. OK To proceed with the transaction press OK at any time or answer ‘y’ to ‘OK?’ when the cursor is positioned at this field. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. The information entered with the original order will now be displayed. You may edit any of this information. Refer to ADD ORDERS for a detailed explanation of each prompt. Additional items may be added. To ‘delete’ an item ensure that both quantity ordered and supplied are zero. Clone An Order This option provides the ability to ‘copy’ an existing order and amend it as necessary. The new order may be for the same or a different customer. Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Our Order No. Enter the order number of the order you wish to ‘copy’. The customer code from this order will be displayed and when return is pressed, name and address details will be displayed. Our Order No. The cursor will return to this field only if this option has been selected. Enter the number to be used as the number for this order when it is printed. If you leave the field blank, CONTROL will allocate the next available order number (see Alter Branch Control Details) when the transaction is complete. Customer code/name Enter the customer code/name details as per ADD ORDER. OK To proceed with the transaction press OK at any time or answer ‘y’ to OK? when cursor is positioned at this field. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. The information entered with the original order will now be displayed. You may edit any of this information. Refer to ADD ORDERS for a detailed explanation of each prompt. Additional items may be added. To ‘delete’ an item ensure that both quantity ordered and supplied are zero. Delete An Order This option may be used to delete a customer order. Select the order that you wish to delete using the same method as in ALTER ORDERS. The first screen of this order will be displayed. DELETE - ARE YOU SURE ? This message will appear. Enter ‘y’ if you wish to delete the order or ‘n’ if you wish to select a different order to delete. Create Sale From An Order This option may be used to invoice a customer order that exists in CONTROL. Select the order that you wish to invoice using the same method as in ALTER ORDERS. The first screen of this order will be displayed. You may edit any of the information as per the ADD ORDERS procedures. The line item details will then be displayed and you may alter these details at each individual prompt or press OK to accept the order as shown to become an invoice. Quantity supplied must be present on each line item to be invoiced. When the line area is complete, you may alter the packing and despatch details or press OK to accept these. Refer to the section for charge sales for a description of each field. Invoice Multiple Orders The below message will be displayed. Enter ‘ y ‘ to continue or ‘ n ‘ to quit. The invoice amounts will be posted to the customers’ accounts Delete Multiple Orders This option may be used to delete a range of customer orders from CONTROL. The following message will be displayed. Enter ‘y’ to continue or ‘n’ to quit. Quotations main menu > point of service / trade sales > enter transactions > quotations Add Quotes Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Quotation No. Only requested if option selected. Enter the number to be used as the number for this quote when it is printed. If you leave the field blank, CONTROL will allocate the next available quote number (see Alter Branch Control Details) when the transaction is complete. Customer code Enter a valid customer code or use the partial code query facility to select a customer. The customer name and address, credit limit, current balance and date of last payment are displayed. If the credit limit is set to 0.01 or less, then the credit limit will not be displayed. If a code is not valid, CONTROL will ask if you wish to add this code i.e. adding a new customer. Select ‘ y ‘ to add a new customer or ‘ n ‘ to reselect a valid customer code. If a ‘Bill-to’ customer code is recorded on this customer record, then the address of the Bill-to customer will be displayed. If this customer is on Hold Supply, a message is displayed and you must press CANCEL before continuing. Customer Name If you do not enter anything in the customer code field, then you can select the desired customer record by entering the customer name or using the partial code query facility in this field. If this is a new customer CONTROL will ask if you wish to add it. Answer ‘y’ or ‘n’ as appropriate. The customer code allocated will be the quote number for this transaction. OK OK may be pressed at anytime to allow immediate entry of transaction lines. Customer Order Number Enter a customer order number if supplied. If the order number is greater than the nine alphanumeric characters available, then enter the last nine characters here and enter the full order number in the special instructions field described below. This field will not be displayed if the customer record is set to ‘n’ for customer order no required. Sales Tax Number If a sales tax number is recorded then line items will have a sales tax code ‘1’ (Tax number quoted) and no sales tax will be charged for this transaction. If the word ‘exempt’ (in either upper or lower case) is entered in the sales tax number field then line items will have a sales tax code ‘2’ (certificate exempt) and no sales tax will be charged for this transaction. If no sales tax number is recorded then sales tax will be calculated on a stock item basis. Quote Start Date Enter the date that this quote starts. Defaults to today’s date. Quote Expires Enter the date on which this quote expires. Deliver to The name and address stored on the customer record is displayed but may be edited. Instructions Special instructions stored with the customer record are displayed but may be edited. OK? Enter ‘y’ if you wish to proceed with the quote. Press UP-ARROW if you wish to alter any of the fields - customer order number, sales tax number, quote start/expiry dates, deliver to details, instructions. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. Stock Number Enter a valid stock number using either the stock number the barcode/alternate number or any of the suppliers stock codes, or use the partial code query facility. The stock item description will be displayed. On the bottom of the screen, for the entered stock number, will be displayed the list price, holding unit, current quantity available, quantity on customer order, quantity on purchase order and the due date of the oldest purchase order. The stock type and comment fields are also displayed. If you wish to quote for an item not on file, select a similar item and enter its stock number. At the quantity field UP-ARROW to the Stock Number and enter the New stock number. This ability is only allowed if the option has been set for the entered cashier/operator code in the Operator(Cashier)/Salesperson file and a password may be required. Enter the description, suppliers product code, current cost. After a stock number is displayed, you may enter ENQUIRY for alternative options, (see Introduction). Stock Description If no stock number is entered then the stock item can be selected by entering the description of the required item here or by using the partial code query facility. You may alter the description for this transaction if required. To alter the description, press <return> and then use your UP-ARROW key until the cursor is on the stock description field. The field may now be edited. Comment This field is reached by pressing UP-ARROW when the cursor is in the quantity field. This is displayed under the stock description field and can be edited to allow more information to be entered per product. This space is also used to enter serial numbers and dimensions (tallies) and therefore the products with these features can not have a comment field entered. Location Requested depending on option set in control record. Enter the stock location from which the stock will be supplied. The default is the current location. For sales analysis, the eventual sale will be recorded against the current location, regardless of the location from which the stock is supplied. Quantity Enter the quantity for which this quote is being prepared. List Price This price is determined by reference to the standard list price, a special or new list price, a price based on quantity or a special price. Price Code Enter the discount percentage, if any, which is to be allowed for this item. Alternatively, if the option ‘Allow entry of either amount or percentage discount’ is set in the Sales/Order Entry - System Configuration (page 5) and a discount percentage is required the ‘%’ character must also be entered. If the ‘%’ is not entered the value is treated as a discount dollar amount. Depending upon configuration settings, the message ‘Discount is greater than allowed maximum - press CANCEL to continue’ may appear and a password may be requested in order to proceed. Nett Price Nett price is calculated by applying the discount to the list price. Depending upon the setting in the Operator(Cashier)/Salesperson file for the entered cashier the message “Greater than your allowed maximum price variation - press CANCEL to continue” may appear. A password may then be requested. Nett price may be altered. If it is changed the message shown above may appear and a password may be requested. Gross The quantity times nett price will be displayed. If quantity is zero, then you can enter a gross. Cost, Gross Profit & Gross Profit % If the options have been set, these fields will be displayed (only cost will have a label). They may be edited so that a new GROSS is calculated. Use the UP-ARROW and ENTER keys to see the recalculated figures. If the calculated cost of sales is zero then CONTROL may request a cost figure to be entered. Tax code The settings of the sales tax parameters in the system configuration will determine whether or not this option appears together with the Tax Amount and Nett fields. The tax code will default to the code entered in the stock file maintenance. This will determine what rate the tax will be charged at. This field may be edited according to the customers requirements. If a sales tax number or ‘exempt’ has been recorded for this customer nothing is displayed and the field is skipped over. Tax Amount/Nett The Sales Tax amount is calculated and displayed, but can be altered. This is necessary if you are entering transactions that had been previously completed manually and the sales tax calculation may not be exactly the same. A nett figure of gross plus tax will be displayed. If the customer decides to change the quantity of a stock item while you are still entering the quote, UP-ARROW to the appropriate stock item and change the quantity quoted. Press <return> to the end of the line as this will recalculate the current total of the quote. If you wish to delete the entire transaction, press CANCEL and a message ‘DELETE THIS TRANSACTION - ARE YOU SURE? (y/n) :’ will be displayed. Select the appropriate response. If no more lines are to be entered press OK to complete the entry of lines. The cursor will move to the Packing and Delivery section. % Discount on Total & Total Value of Goods If this option is implemented, enter a discount percent on the total value of the goods or the total value of the goods may be altered, depending on your requirements. This discount is applied before sales tax and freight is added. The difference in the value is distributed proportionally over the lines of the quote. A password may be required. Packing and Delivery If a standard packing and delivery fee is stored on this customers record, it will be displayed ready for editing. Enter an amount if required. Despatch Via You can enter transport details here. If despatch via details have been pre-recorded on the customer record then these details will be displayed and can be altered. Special Instructions You can enter any special instructions here. If special instructions have been pre-recorded on the customer record then these details will be displayed and can be altered. Tendering A tender amount can be entered when converting a quote to either an order or an invoice, by pressing TENDER while in the Delivery Details section. This provides for a deposit to be taken. The ‘Payment Amount’ will be displayed and by default it is the percentage of the total value as determined by the value set in the system parameters. Alter the amount to the value to be paid if necessary. Enter tender details by entering an amount followed by the tender type. If no amount is entered, it will be assumed that the total was fully tendered by the entered tender type. A credit card hot list is available. If an entered credit card number matches a number on the hot list, CONTROL will display a warning message. If the amount entered is less than the total to be tendered, then a second tender amount and tender type can be entered i.e. Split Tendering is provided. Alter Quotes Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Quotation Number Enter the number of the quote. If you have selected a valid quote number, CONTROL will display the customer code, customer name, address, credit limit, current balance, last payment date, customer group, quote start and expiry dates and delivery address. If all of these details are correct, OK may be pressed. This will move the cursor to the next screen and allow the quote lines to be altered. Customer code If a quote number was not entered, enter the code of the customer for whom the quote was made. CONTROL will display a list of current quotes for that customer. Select the appropriate quote number by the line shown. Customer Name If you do not enter anything in the quotation number field or customer code field, then you can select the desired customer record by entering the customer name or use the partial code query facility in this field. A list of quotes that satisfy the information entered above will be displayed. Select the desired quote. OK To proceed with the transaction press OK at any time or answer ‘y’ to ‘OK?’ when cursor is positioned at this field. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. The information entered with the original quote will now be now displayed. You may edit any of this information. Refer to ADD QUOTES for a detailed explanation of each prompt. Additional items may be added. To ‘delete’ an item ensure that the quantity field is zero. Clone A Quote This option provides the ability to ‘copy’ an existing quote and amend it as necessary. The new quote may be for the same or a different customer. Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Quotation No. Enter the quote number of the quote you wish to ‘copy’. The customer code from this quote will be displayed and when return is pressed, name and address details will appear. Quotation No. The cursor will return to this field only if this option has been selected. Enter the number to be used as the number for this quote when it is printed. If you leave the field blank, CONTROL will allocate the next available quote number (see Alter Branch Control Details) when the transaction is complete. Customer code/name Enter the customer code/name details as per ADD QUOTE. OK To proceed with the transaction press OK at any time or answer ‘y’ to ‘OK?’ when cursor is positioned at this field. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. The information entered with the original quote will now be displayed. You may edit any of this information. Refer to ADD QUOTES for a detailed explanation of each prompt. Additional items may be added. To ‘delete’ an item ensure that the quantity field is zero. Delete A Quote This option may be used to delete a customer quote from CONTROL. Select the quote that you wish to delete using the same method as in ALTER QUOTES. The first screen of this quote will be displayed. DELETE - ARE YOU SURE? Enter ‘y’ if you wish to delete the quote or ‘n’ if you wish to select a different quote to delete. Create An Order from a Quote This option may be used to create a customer order from a quote that exists in CONTROL. Select the quote that you wish to create an order from using the same method available in ALTER QUOTES. The first screen of this quote will be displayed. You may edit any of the information as per the ADD QUOTES procedure. The line item details will then be displayed and you may alter these details at each individual prompt or press OK to convert the quote as shown to an order. When the line area is complete, you may alter the packing and despatch details or press OK to accept these. Create An Invoice From A Quote This option may be used to create a customer invoice from a quote that exists in CONTROL. Select the quote that you wish to create an invoice from using the same method available in ALTER QUOTES. The first screen of this quote will be displayed. You may edit any of the information as per the ADD QUOTES procedure. The line item details will then be displayed and you may alter these details at each individual prompt or press OK to convert the quote as shown to an invoice. A quantity supplied must be present for each line to be invoiced. When the line area is complete, you may alter the packing and despatch details or press OK to accept these. Delete Multiple Quotes This option may be used to delete a range of customer quotes from CONTROL. From Customer Code : To Customer Code : Include Trans Due By : THIS WILL DELETE ALL SELECTED QUOTATIONS ARE YOU REALLY SURE ? (Y/N) : The above message will be displayed. Enter ‘y’ to continue or ‘n’ to quit. Petty Cash This facility may be used to record petty cash payments/purchases. Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier code. Petty Cash Code Enter a code from ‘1’ to ‘9’. If descriptions have been assigned to these codes, they will be displayed. Description Up to 25 alpha/numeric characters may be entered to further describe the transaction. Amount Enter the petty cash amount. A report of Petty Cash transactions is available. This shows the amount, code and its description (if used) and the narration entered at the time of the transaction. Each petty cash code may be assigned a general ledger account code (see System Configuration - Locations). A separate summary total for each code is also possible (see General Ledger). Charge Sales and Returns main menu > point of service > enter transactions This facility may also be used for cash sales where customer name and address information is to be recorded. Returns can either be a cash refund or a credit to the customer's account. Cashier/Operator Enter a valid cashier/operator code. This is only required if the option has been set in the Sales/Order Entry - System Configuration. Transaction Date You may enter the date of the transaction if you have requested this option in the Operator(Cashier)/Salesperson file for the entered cashier/operator code. Layby/Sale No. (credit notes only) This field will only be displayed when entering credit notes. Enter the number of the sale or layby which you are crediting. The date of the invoice and the current amount owing will be shown. If no number is entered, a list of invoices will be displayed when the customer code/name is entered. An invoice may be selected from here if required. Sale No / Cred. note no. Only requested if option selected. Enter the number to be used as the number for the invoice or credit note when it is printed. If invoice or credit note details were manually recorded on pre-numbered forms (on a trade counter for example) then the form number could be used as the invoice or credit note number. If you leave the field blank, CONTROL will allocate the next available invoice or credit note number (see Alter Branch Control Details) when the transaction is complete. Customer code Enter a valid customer code or use the partial code query facility to select a customer. The customer name and address, credit limit, current balance and date of last payment are displayed. If the credit limit is set to 0.01 or less, then the credit limit will not be displayed. If a code is not valid, CONTROL will ask if you wish to add this code i.e. adding a new customer. Select ‘ y ‘ to add a new customer or ‘ n ‘ to reselect a valid customer code. If a ‘Bill-to’ customer code is recorded on this customer record, then the address of the Bill-to customer will be displayed. If this customer is on Hold Supply, a message is displayed and you must press CANCEL before continuing. If the parameter to prevent sales to customers on ‘hold supply’ has been set then the sale cannot continue. By option, you can also prevent sales to customers with overdue invoices. If, during the sale, the customer’s credit limit is exceeded you may be asked for a password before being able to continue. Customer Name If you do not enter anything in the customer code field, then you can select the desired customer record by entering the customer name or using the partial code query facility in this field. If this is a new customer CONTROL will ask if you wish to add it. Answer ‘y’ or ‘n’ as appropriate. The customer code allocated, in this case, will be the transaction number for this sale. OK OK may be pressed at anytime to allow immediate entry of transaction lines. Customer Order Number Enter a customer order number if supplied. If the order number is greater than the nine alphanumeric characters available, then enter the last nine characters here and enter the full order number in the special instructions field described below. If CONTROL has been told that order numbers are required for this customer then you cannot proceed to enter the transaction line items without entering a customer order number. This field will not be displayed if the customer record is set to ‘n’ for customer order no required. If the field, in the customer record, is blank then this field, although displayed, is optional. Sales Tax Number If a sales tax number is recorded then line items will have a sales tax code ‘1’ (Tax number quoted) and no sales tax will be charged for this transaction. If the word ‘exempt’ (in either upper or lower case) is entered in the sales tax number field then line items will have a sales tax code ‘2’ (certificate exempt) and no sales tax will be charged for this transaction. If no sales tax number is recorded then sales tax will be calculated on a stock item basis. Recall Lines (credit notes only) This field will only be displayed when entering credit notes and a valid number has been entered in the layby/sale no field. Enter ‘Y’ to display the full invoice. When you press OK to move to the invoice screen, the line item details will be displayed allowing you to edit them in the case of a partial credit. This is beneficial if most of the invoice is to be credited, or there were special prices for this customer. Using this feature, if there are items displayed that are not to be credited, you must clear the quantity ordered/supplied field (i.e. make it zero). By entering ‘n’ in this field, CONTROL allows you to enter the stock number and quantity returned. This is useful if only one line item is returned. Due Date The due date for payment of an invoice may be altered, if this option has been allowed in the Operator(Cashier)/Salesperson file for the entered cashier or operator code. Our Order No Enter our order number, if appropriate. Deliver to The name and address from the customer record are displayed but may be edited. Instructions Special instructions stored with the customer record are displayed but may be edited. OK? Enter ‘y’ if you wish to proceed with the sale. Press UP-ARROW if you wish to alter any of the fields - customer/our order number, sales tax number, deliver to details, instructions. Salesperson Enter a valid salesperson code. This is only required if the option has been set in the Sales/Order Entry - System Configuration and there is no salesperson code on the customer record. If such a code is present then, depending upon options chosen, it will display and is able to be altered. Reason Code (credit notes only) If the appropriate parameter has been set you will be required to enter a code. A list of valid codes and reasons is displayed. Additionally, a 30 character comment may also be entered. Stock Number Enter a valid stock number using either the stock number the barcode/alternate number or any of the suppliers stock codes, or use the partial code query facility. The stock item description will be displayed. On the bottom of the screen, for the entered stock number, will be displayed the list price, holding unit, current quantity available, quantity on customer order, quantity on purchase order and the due date of the oldest purchase order. The stock type and comment fields are also displayed. If you wish to sell an item not on file, select a similar item and enter its stock number. At the quantity field UP-ARROW to the Stock Number and enter the New stock number. This ability is only allowed if the option has been set for the entered cashier/operator code in the Operator(Cashier)/Salesperson file and a password may be required. Enter the description, suppliers product code, current cost. This facility may also be used for ‘trade-ins’. Enter the stock number of a similar product or a standard ‘trade-in’ stock number then enter ‘-1’ in the quantity field and continue as outlined above. After a stock number is displayed, you may enter ENQUIRY for alternative options, (see Introduction). Stock Description If no stock number is entered then the stock item can be selected by entering the description of the required item here or by using the partial code query facility. You may alter the description for this transaction if required. To alter the description, press <return> and then use your UP-ARROW key until the cursor is on the stock description field. The field may now be edited. Comment This field is reached by pressing UP-ARROW when the cursor is in the quantity field. This is displayed under the stock description field and can be edited to allow more information to be entered per product. This space is also used to enter serial numbers and dimensions (tallies) and therefore the products with these features cannot have a comment field entered. Location Requested depending on option set in control record. Enter the stock location from which the stock will be supplied (or returned to for refunds). The default is the current location. For sales analysis, the sale will be recorded against the current location, regardless of the location from which the stock is relieved or returned. Quantity Ordered Enter the quantity ordered by the customer. If it is more than the quantity available the message ‘Greater than quantity available, press CANCEL to continue’ will be displayed. Quantity Supplied If a quantity ordered was entered and is above the quantity available, then the quantity available is displayed, otherwise the quantity ordered is repeated. This quantity can then be edited. Enter the quantity of this stock item supplied to the customer. If the option to allow sales which cause negative quantities on-hand has been set to ‘N’ then the quantity supplied cannot exceed the quantity available. The two quantity fields described above will appear if the parameter ‘Customer accepts backorders’ is set to ‘Y’ on the customer record. If this is set to ‘N’ then only the quantity supplied field will be shown with the simple heading ‘quantity’. Record a Lost Sale If the option to Record Lost Sales has been set (i.e. those sales you would have made had you had stock) and the quantity to be supplied is greater than the stock available, then the message “Greater than Quantity Available - Record a Lost Sale” will be displayed. Enter Y to record the quantity as a lost sale (the cursor will return to the stock number). Enter N to accept the quantity and continue to pricing if the option to allow sales which cause negative quantity on hand has been set in the Sales/Order Entry - System Configuration. List Price This price is determined by reference to the standard list price, a special or new list price, a price based on quantity or a special price. Price Code Enter the discount percentage, if any, which is to be allowed for this item. Alternatively, if the option ‘Allow entry of either amount or percentage discount’ is set in the Sales/Order Entry - System Configuration (page 5) and a discount percentage is required the ‘%’ character must also be entered. If the ‘%’ is not entered the value is treated as a discount dollar amount. Depending upon configuration settings, the message ‘Discount is greater than allowed maximum - press CANCEL to continue’ may appear and a password may be requested in order to proceed. Nett Price Nett price is calculated by applying the discount to the list price. Depending upon the setting in the Operator(Cashier)/Salesperson file for the entered cashier the message “Greater than your allowed maximum price variation - press CANCEL to continue” may appear. A password may then be requested. Nett price may be altered. If it is changed the message shown above may appear and a password may be requested. Gross The quantity times nett price will be displayed. Cost, Gross Profit & Gross Profit % If the options have been set, these fields will be displayed (only cost will have a label). They may be edited so that a new GROSS is calculated. Use the UP-ARROW and ENTER keys to see the recalculated figures. If the calculated cost of sales is zero then CONTROL may request a cost figure to be entered. Tax code The settings of the sales tax parameters in the system configuration will determine whether or not this option appears together with the Tax Amount and Nett fields. The tax code will default to the code entered in the stock file maintenance. This will determine what rate the tax will be charged at. This field may be edited according to the customers requirements. If a sales tax number or ‘exempt’ has been recorded for this customer nothing is displayed and the field is skipped over. Tax Amount/Nett The Sales Tax amount is calculated and displayed, but can be altered. This is necessary if you are entering transactions that had been previously completed manually and the sales tax calculation may not be exactly the same. A nett figure of gross plus tax will be displayed. If, during the sale, the customer’s credit limit is exceeded a message will be displayed and you may be asked for a password before being able to continue. This will occur for each line item entered after the limit has been exceeded. Press UP-ARROW to go back to a previous line to make any required alterations. Press <return> to the end of the line as this will recalculate the current total of the sale. If you wish to delete the entire transaction, press CANCEL and a message ‘DELETE THIS TRANSACTION - ARE YOU SURE? (y/n) :’ will be displayed. Select the appropriate response. If no more lines are to be entered press OK to complete the entry of lines. The cursor will move to the Total Value of Goods or the Packing and Delivery section. % Discount on Total & Total Value of Goods If this option is implemented, enter a discount percent on the total value of the goods or the total value of the goods may be altered, depending on your requirements. This discount is applied before sales tax and freight is added. The difference in the value is distributed proportionally over the lines of the sale. A password may be required. A packing and delivery charge may be entered, if the option has been set to allow this. This will be added to the total value of the goods. Dispatch details and any special instructions may also be entered, depending upon the option setting. Tendering A tender amount can be entered against an invoice or credit note, by pressing TENDER while in the Delivery Details section. This provides for a part payment or the payment in full of the invoice. The ‘Payment Amount’ will be displayed and by default it is the total invoice value. Alter the amount to the value to be paid. Enter tender details by entering an amount followed by the tender type. If no amount is entered, CONTROL will assume that the total was fully tendered by the entered tender type. If you are entering a credit note and the amount of the credit note is more than the amount outstanding on the invoice which is being credited, then the system will show, as the ‘payment amount’ the amount previously paid on this invoice. You can reduce this amount, if required. The system will the show the amount to be refunded. Enter the refund amounts followed by the tender type. If no amount is entered CONTROL will assume that the total was fully refunded by the entered tender type. If the amount entered is less than the total to be tendered, then a second tender amount and tender type can be entered i.e. Split Tendering is provided. A credit card hot list is available. If an entered credit card number matches a number on the hot list, CONTROL will display a warning message. Serial Stock (with Serial Stock Location) Serial stock is defined as being each individual item of a common stock description which is recorded separately according to a unique number by which it is able to be identified. A typical example of this type of stock is mobile phones, where each phone is stored using the IMEI (International Mobile Equipment Identifier) number as its stock code. Other examples could include products as diverse as cameras or lawnmowers, using unique serial numbers as stock codes. This section details the additional procedures associated with transactions for this type of stock. The information provided should be read in conjunction with the appropriate description of that transaction as described in other sections of the manual. These other sections will detail the input requirements for data fields which are not covered here. Transactions Each transaction affecting serial stock is covered below. Again, only areas relevant to these stock items are detailed. For details of the transaction, not covered here, the appropriate section of the manual for the transaction should be consulted. Depending upon the transaction, at its completion CONTROL will check that the correct number of serial stock items have been entered. If a discrepancy is detected, an error message will be displayed. These messages and their meanings are detailed at the end of this section. Quotes and Orders The MODEL stock code for the serial item being quoted/ordered is entered together with the appropriate quantity. Individual serial numbers are not entered initially. When the required number of serial items have been ‘picked’, the individual serial numbers (together with any other required information - Phone Number and Sim Card Number in the case of mobile phones) are added to the order or quote before it is converted into an invoice. When the order/quote is converted to an invoice a warranty expiry date will be required. Enter the required date or press enter/return to accept the date if there is one present and it is correct. Sales The sale of a serial stock item is recorded by entering the MODEL stock code for the serial item being sold and the quantity sold (usually one). On the subsequent line (or lines) the serial number(s) of the individual item(s) is/are entered with a quantity of one. As each serial item is entered a warranty expiry date will be required. Enter the required date or press enter/return to accept the date if there is one present and it is correct. Other required information (e.g. Phone Number and Sim Card Number in the case of mobile phones) is to be entered after each serial item. Returns Where a return is made against a previously entered sale and the lines are recalled, the quantity of the MODEL stock code is to be adjusted to the number being returned. For each serial item being returned, leave its quantity at one. For each serial item NOT being returned, change the quantity to zero. Where no reference is made to a previous sale, enter the MODEL stock code of the serial item being returned. Enter the quantity being returned. On the subsequent line (or lines) the serial number(s) of the individual item(s) being returned is/are entered with a quantity of one. Error Messages One or more of the following messages may appear during or at the completion of a transaction. Corrective action, as indicated, must be taken in order to complete the transaction. The UP-ARROW key is used to go back to previously entered data. “NOT ENOUGH SERIAL STOCK ITEMS FOR ‘model stock code’ - press CANCEL to continue” The number of serial stock item codes entered is LESS than the quantity entered against the MODEL stock code. Either adjust the quantity on the MODEL stock code or enter additional serial stock item codes. “NO MODEL STOCK ITEM ‘model stock code’ FOR ‘serial stock code’ - press CANCEL to continue” The number of serial item codes entered is MORE than the quantity entered against the MODEL stock code. Either adjust the quantity on the MODEL stock code or ‘delete’ the additional serial stock item codes. To ‘delete’ the unwanted entries turn AUTOLINE off, if this has been activated during stock receipts or transfers, go to the required serial stock item code and change the quantity to zero. NOTE - If this is a stock receipt the additional serial stock records will also have to be DELETED using the Stock File Maintenance - Delete function. “SERIAL STOCK ITEMS CAN ONLY HAVE ZERO OR ONE ON HAND, press CANCEL to continue” The entered information would result in the stock balance of this item being other than zero (0) or one (1). The cause is generally due to a serial stock item code being entered twice during stock receipts or an attempt to transfer a serial stock item which does not have a balance of one (1) or an adjustment to a serial stock item. “NO MATCH - press CANCEL to continue” The entered serial stock item code does not exist. Enter a valid serial stock item code. “WARRANTY EXPIRY DATE REQUIRED, press CANCEL to continue” Enter a valid date. |
see [file:///home/usr/doc/manual/user/rel9/ss/sieat.htm rel 8 manual] |
CONTROL/sales/sieat Module
see [file:///home/usr/doc/manual/user/rel9/ss/sieat.htm rel 8 manual]