Quantum VS Help: Sales Desk

Defining The Sale Type (Payment/Delivery Type)

The Payment Type and Delivery Type fields in the Sales Order header are important in determining the type of order (e.g. Cash - Collect Now; Credit Account - Delivered; and so on). See Completing the Sales Order header Details.

Default options are selected, based on your Terminal Type (defined in your User record; see Defining User IO Control Fields) and on the Customer Account Type (defined in the Customer record; see Entering Customer General Details). However, you may select an alternative option from the available menus as required:

The following menu options are available:

Payment Type:

Available values are:

Cash: Select this option if the Customer will be paying for all or part of the order in cash. (This might be the case for Collection Now, Collection Later, Delivery, Direct, Cash On Delivery (COD) and Deposit sales.)
Account: Select this option if the Customer will be paying for the order via a credit account, whereby an invoice is issued for the goods and the Customer pays at a later date. (This might be the case for Collection Now, Collection Later, Delivery and Direct sales.)

Note: The default value is based on the Account Type field in the General Details tab of the Customer's Customer Record - see General Details Tab: Viewing A Customer's General Details. The Customer may be defined as (a) a Credit Account Customer or (b) a Cash Customer - required to make a payment at the time of the sale.

Note: If you are dealing with a Customer whose account status is 'on stop', Cash is automatically set in the Payment Type field.

Delivery Type:

Available values are:

Collect Now: Select this option if the Customer will take the goods away themselves now.
Collect Later: Select this option if the Customer will take the goods away themselves later.
Delivered: Select this option if the Customer wants the goods to be delivered.
Direct: Select this option if the Supplier will deliver the goods directly to the Customer. For further details see Direct Sales Orders.

Note: Certain options may not be available to certain Customers, based on the Account Type field in the General Details tab of the Customer's Customer Record - see General Details Tab: Viewing A Customer's General Details, and on other system settings.

Note: The default Delivery Type is based on your Terminal Type (as specified in your User record - see Defining User IO Control Fields). Typically, a 'back office' user's Delivery Type will default to Delivered, whereas a 'customer-facing' user's Delivery Type will default to Collect Now. If the user's Terminal Type is set to 'No Default Delivery Type', 'None' is selected in the Delivery Type field. This requires the user to manually select a Delivery Type in order for them to Complete the Sales Order.

The order type chosen will define the actions to take when the Sales Order is Completed, and the various Tracking documents which are created/confirmed during the Picking, Despatch and Invoicing procedure.

Once you have selected the Payment Type and Delivery Type you must complete the remaining header details - see Completing The Sales Order Header Fields. You cannot change the type of sale (i.e. change the Payment/Delivery Type) once it has been set.

Summary Of Sales Order Types

Below is a summary of Sales Order types, how to set them up, and the actions to take when the Sales Order is completed:

Note: Certain options may not be available, depending on your system settings.

Type Of Sale

Definition

Sales Order Header:

What To Select

Action On Completion:

Order Process And Tracking Documents Created

CASH SALES

(Customer pays for all or part of the Sales Order in cash)

Collection Now

Customer pays in cash and takes goods with them

Payment Type: Cash

Delivery Type: Collect Now

On completion of Sales Order:

The Payment Form will appear: enter Complete Order as the Payment Type and take the Customer's payment. See Cash Sales And Payment.
Your system will typically be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Collect' orders your system will typically be configured so that Despatch Notes are printed and confirmed automatically.
You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

Collection Later

Customer pays in cash and collects goods later

Payment Type: Cash

Delivery Type: Collect Later

On completion of Sales Order:

The Payment Form will appear: enter Complete Order as the Payment Type and take the Customer's payment. See Cash Sales And Payment.
Your system may be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Collect' orders your system will typically be configured so that Despatch Notes are printed and confirmed automatically.
You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

Delivery

Customer pays in cash now and goods are delivered later

Payment Type: Cash

Delivery Type: Delivered

On completion of Sales Order:

The Payment Form will appear: enter Complete Order as the Payment Type and take the Customer's payment. See Cash Sales And Payment.
Your system may be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Delivered' orders your system will typically be configured so that a Despatch Note must be printed manually, order items despatched, then the Despatch Note may be confirmed manually.
You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

Direct

Customer pays in cash and goods are supplied and delivered by a third party

Payment Type: Cash

Delivery Type: Direct

On completion of Sales Order:

The Payment Form will appear: enter Complete Order as the Payment Type and take the Customer's payment. See Cash Sales And Payment.
Your system will typically be configured so that a Purchase Order - addressed to the Supplier and featuring the ordered products - is generated on Completion. The 'printed' Purchase Order will be issued to the Supplier, who will fulfil the order and send your their invoice. You will then begin the Purchase Invoice Registration and matching/allocation procedure. For further details see Direct Orders After Sales Order Completion.

Systems are typically configured so that a Sales Invoice is raised automatically following Completion of the Sales Order and payment by the Customer. The procedure for confirming despatch and dealing with sales and purchase invoicing is described in 'Cash' Directs And Invoicing After Sales Order Completion.

Cash On Delivery (COD)

Customer pays in cash when goods are delivered

Payment Type: Cash

Delivery Type: Delivered

On completion of Sales Order:

The Payment Form will appear: enter Cash On Delivery as the Payment Type. See Cash Sales And Payment.
Your system may be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Delivered' orders your system will typically be configured so that a Despatch Note must be printed manually, order items despatched, then the Despatch Note may be confirmed manually.
When the Customer is ready to pay on delivery of the order you will need to find, open and re-Complete the Sales Order, then enter payment details on the Payment Form. See Cash On Delivery: Taking Payment.

You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

Deposit

Customer pays a deposit and pays the balance in cash when goods are delivered or collected

Payment Type: Cash

Delivery Type: Delivered

On completion of Sales Order:

The Payment Form will appear: enter Deposit as the Payment Type. See Cash Sales And Payment.
Your system may be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Delivered' orders your system will typically be configured so that a Despatch Note must be printed manually, order items despatched, then the Despatch Note may be confirmed manually. With 'Collect' orders your system will typically be configured so that Despatch Notes are printed and confirmed automatically.
When the Customer is ready to pay the balance of the order you will need to find, open and re-Complete the Sales Order, then enter payment details on the Payment Form. See Deposit: Taking Payment.

You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

CREDIT ACCOUNT SALES

(Invoice is issued for the goods and Customer pays at a later date)

Collection Now

Customer pays on account and takes goods with them

Payment Type: Account

Delivery Type: Collect Now

On completion of Sales Order:

Your system will typically be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Collect' orders your system will typically be configured so that Despatch Notes are printed and confirmed automatically.
You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

Collection Later

Customer pays on account and collects goods later

Payment Type: Account

Delivery Type: Collect Later

On completion of Sales Order:

Your system may be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Collect' orders your system will typically be configured so that Despatch Notes are printed and confirmed automatically.
You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

Delivery

Customer pays on account and the goods are delivered

Payment Type: Account

Delivery Type: Delivered

On completion of Sales Order:

The Payment Form will appear: enter Complete Order as the Payment Type and take the Customer's payment. See Cash Sales And Payment.
Your system may be configured so that Picking Notes are printed and confirmed automatically. Alternatively, a Picking Note must be printed manually, order items 'picked' in the warehouse, then the Picking Note may be confirmed manually.
With 'Delivered' orders your system will typically be configured so that a Despatch Note must be printed manually, order items despatched, then the Despatch Note may be confirmed manually.
You may then raise and print a Sales Invoice.

See Picking, Delivery and Invoicing.

Direct

Customer pays on account and goods are supplied and delivered by a third party

Payment Type: Account

Delivery Type: Direct

On completion of Sales Order:

Your system will typically be configured so that a Purchase Order - addressed to the Supplier and featuring the ordered products - is generated on Completion. The 'printed' Purchase Order will be issued to the Supplier, who will fulfil the order and send your their invoice. You will then begin the Purchase Invoice Registration and matching/allocation procedure. For further details see Direct Orders After Sales Order Completion.
The Sales Order is automatically 'held' on Completion, preventing it from being automatically invoiced. A Despatch Note is (typically) created automatically on Completion of the Direct Sales Order. Confirming the Despatch Note makes the 'confirmed as despatched' items invoiceable. Despatch Notes may be Confirmed manually; although if Optional Enhancement Price Book 688 is enabled, Despatch Note Confirmation and the raising of a Sales Invoice happens automatically following the Purchase Invoice Registration and matching/allocation procedure. The procedure for confirming despatch and dealing with sales and purchase invoicing is described in 'Account' Directs And Invoicing After Sales Order Completion.

For details on creating the following 'non-standard' Sales Order types see:

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