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Quantum VS Help: Sales Desk |
All customer sales are processed via a Sales Order - a document used to process a customer sale.
The procedure for working with Sales Orders is as follows:
1. Create A New Sales Order. You may either:
Create a new blank Sales Order document on your desktop. Or:
Create a new Sales Order by duplicating an existing Sales Order, Quote, Sales Contract or Credit Note. Or:
Create a new Sales Order by converting an existing Quote or Sales Enquiry to a Sales Order.
See Creating A New Sales Order.
Note: Alternatively you may edit an existing Sales Order.
2. Enter Header Details. In the header section of the Sales Order you must enter/select the Customer and other important details.
There are various different types of Sales Order, as defined by entering certain options in the following fields:
Payment Type: i.e. a Cash sale (whereby the customer is paying part or all in cash, or by ) or an Account sale (whereby the customer is paying via a credit account).
Delivery Type: i.e. Collect Now (if the customer is going to take the goods away now), Collect Later (if the customer is going to take the goods away later), Delivered (if the customer wants the goods to be delivered) or Direct (if the Supplier is delivering the goods direct to the customer).
Note: There is a slightly different procedure for processing each Sales Order type. For a list of the various order types available and a summary of the actions users will need to take see Defining The Sale Type (Payment/Delivery Type).
At this point you may need to:
Deal with any pop-up windows which appear when you enter/select the Customer.
Enter an alternative delivery address.
If it is a Direct Sale: enter Supplier details in the Supplier tab which is created.
Enter/amend Route Round details.
See Entering Sales Order Header Details.
3. Enter Product Line Details. In the lines section of the Sales Order you must specify the products the customer wishes to order/purchase.
At this point you may:
View price and stock details for a product.
Enter Text, Manual and Special lines as well as standard Product lines.
View and enter additional details relating to the Sales Order in the Properties section.
Review product and customer details, and also view the Product Catalogue.
Optimise the display of Product lines (e.g. remove empty space; hide columns not required; freeze columns).
Cancel lines on the Sales Order, or cancel the whole Sales Order.
Right-click on a Product line to carry out a variety of useful operations, including copying and pasting products and inserting lines.
View and edit the allocation of Batch/Bin/Serial-numbered goods to the Sales Order.
Specify 'alternative products' (if set up in the Product record) if there are insufficient stocks of the current product available to fulfil the order.
Work with Auto Add-ons, Top Sellers And Associated Products - facilities for offering product recommendations to boost customer sales.
Lump-sum or re-price items on the Sales Order, or manipulate prices and discounts in other ways.
Save negotiated prices/discounts as Special Prices.
Add Timber, Sheet Material, Packs and Kits to the order.
Convert the Sales Order to a Quote.
View stock details for products added.
Work with Insufficient Stock warnings, check Back Order quantities and release Back Order stock to Sales Orders.
Park the Sales Order.
Select an alternative delivery Branch (if this optional enhancement has been set up).
See Entering Product Line Details.
You may also - subject to User Permissions:
Add a Forward Order line - and create a future order delivery schedule for the line. See Sales Orders: Adding Forward Order Lines.
Enter lines so that they are added to a Back-To-Back Purchase Order on Sales Order Completion. See Back-To-Back Sales Ordering.
4. Review/Enter Details In The Available Sales Document Tabs: A series of additional tabs display within sales documents at an appropriate point within the document's progress.
You may wish to review - and, if necessary, enter - details by selecting the following tabs within the Sales Order:
Diary: To view a list of Tasks for the selected Customer. You may also view, Complete, edit and delete individual Tasks, and also create Tasks.
Notes: To view Notes for the selected Customer. You may also view, edit and delete Customer Notes, and also create Customer Notes.
Documentation: To view default header and trailer text defined for this customer, which will be printed on the completed document, and if necessary select alternative header or trailer text for this document/customer.
User Defined Fields: Click the User Defined Fields tab to view User Defined Fields which have been defined for this document type (e.g. Sales Orders). In the available fields you may enter data, or select from a series of menu options.
See Additional Sales Document Tabs.
5. Review/enter details in the Properties area: When a sales document is open you may use the Properties area - to the right of the screen - to review and edit additional details relating to the current Document, Customer and Product.
This might involve specifying Collection Discount options, Settlement Discount options, 'Complete Delivery' options, 'Fixed Price' options, Special Price options, Print options, and more.
See Understanding The Properties Area.
6. Complete The Sales Order. This involves marking the Sales Order as 'complete' and initiates the next stage of the procedure.
Before Sales Order Completion you may wish to review/amend details in the Properties area relating to the Customer, Products and Document.
If it is a Cash sale you will enter additional details and potentially take payment.
You may wish to add a delivery charge (i.e. a Carriage Charge, Premium Delivery Charge or a standard Haulage Charge) and select/amend the Carrier and Carrier Service Level.
You may need to deal with a Credit Authorization prompt.
A Sales Order Acknowledgement Note may be printed automatically (depending on your system settings) or you may 'print' (i.e. print out, fax, email or save) or re-print it manually.
You may wish to hold, cancel or duplicate the Sales Order (as another Sales Order, or as a Quote, Sales Contract or Credit Note).
7. Picking, Despatch and Invoicing. Completing the Sales Order begins the Picking, Delivery and Invoicing procedure.
Once a Sales Order has been Completed, the Tracking tab displays: this enables you to view/open all documents relating to the Sales Order after Completion, including Picking Notes, Despatch Notes, Credit Notes and Sales Invoices.
Printing and/or Confirmation of Picking Notes and/or Despatch Notes may be configured to take place automatically or manually on your system for Collected and/or Delivered orders, depending on your working environment. You may be required to manually Print and/or Confirm Picking and/or Despatch Notes and record variance if necessary.
After goods have been picked an additional (optional) procedure is to assemble goods for delivery within the Delivery Assembly tab, prior to Despatch.
When the Picking and Despatch stages are complete you may raise a Sales Invoice.
See Picking, Delivery and Invoicing.
If it is a Forward Order (i.e. it contains Forward Order lines) you may subsequently have to run the Forward Order Stock Allocation and/or Forward Order Document Release process to allocate stock to the line and generate a Picking Note. See Forward Order Lines: Allocating Stock And Releasing Lines For Picking/Despatch.
If it is a Direct Order you may wish to recall and edit the Sales Order (e.g. after receiving the Supplier's invoice) or to manually confirm despatch so that the order can be invoiced. See Editing Direct Sales Orders.
If it is a Back-To-Back order you may, depending on options selected, have to retrieve and Complete the Parked Purchase Order and/or use the Back Order Manager to allocate order lines to a new or existing Purchase Order. See Back-To-Back Purchase Ordering.