SPECIAL ORDER PROCESS ORDERS PROCESS DELIVERY PROCESS

Transcription

1 SPECIAL ORDER PROCESS Pages 2-8 ORDERS PROCESS Pages 9-11 DELIVERY PROCESS Pages October 28, 2015 Page 1

2 What is a Special Order? o An item that does not exist in the system or a SKU that is set up, but not active in your store (store closeout). PART 1: Special Order for an item that does not exist in the system 1) Log into Point of Sale (POS). Press F2 then option 4 to turn the sale into a special order. 2) CUSTOMER: Enter the customer number in the Customer field. a. Non Member Customer screen ( customer 19 ) 3) A pop up box will ask if you want to display customers open orders..answer NO if this is a new special order 4) SKU #: Enter the correct special order SKU for the item you are choosing in the Item (SKU) field and PRESS ENTER (Special order SKUs always start with a SP followed by the item s department code, such as 426 for misc hardware or 433 for pet supplies. If it is for a roofing order or chain link fence order, choose the appropriate SKUs for those items). October 28, 2015 Page 2

3 5) A pop-up box will display that allows you to add a sku to the inventory file. This SKU contains vital information for tracking or ordering purposes. It is important to fill out each box carefully! (Only fill in the areas that you know for sure and have been provided by Retail Support). Highlighted below are the boxes that are the most important to fill in. This information will come from RETAIL SUPPORT. 6) VENDOR PART NUMBER: the number the vendor uses to identify the item. 7) DESCRIPTION: Type as complete of a description of the item as room allows. In all CAPS. 8) QUANTITY: How many of this item the customer needs. 9) LIST: leave this blank 10) COST: If you have been given exact cost of the item or a close estimate, type it in here. 11) RETAIL: If you have been given the retail you can enter it here. If retail was not given go to your Manager or Assistant Manager. 12) VENDOR: this is who the item will be ordered from. (Short cut for finding vendor :Press = sign then start typing vendor name) 13) MANUFACTURER: only fill in if you know the MFG and they are currently in our system 14) MFG PART NUMBER: again only fill in if you know the info October 28, 2015 Page 3

4 15) ORDER MULTIPLE, WEIGHT, STOCKING UNIT, PURCHASING UNIT: leave blank 16) ADD TO ADDITIONAL STORES- type in ALL or click drop down and chose ALL 17) Press ok to post the item 18) Continue adding items as needed to complete the special order. One PO per vendor. 19) FREIGHT- This is entered as a separate line item (SKU#). We want to use this when the customer needs the product right away and doesn t want to wait you can either get this from Retail Support, Vendor or from UPS online. 20) PO#: In the PO# field, it should default to RSRV and open a new PO for that vendor. If it does not default to RSRV you must type RSRV or click the drop down and scroll up to choose RSRV. a. Retail Support will handle the PO after this point. It wil be ed to the Vendor on the next order day. See exceptions below. b. The vendors listed below DO NOT require an to retail support. All other vendors DO i. ASC ii. PFX iii. VSI iv. Hill s v. Central Pet vi. Cargill vii. Purina viii. AFCO ix. Pet Food Experxts ( Northpoint) x. Prime Source xi. Rocky Brands ( Georgia Boot) October 28, 2015 Page 4

5 22) Enter the customer name and phone number in the reference box: 23) Press + (total) on the key pad as you would to accept payment on a regular invoice. This will take you to the Finish Special Order window. 24) You can either click option 1 (save without printing) or option 2 (save and print). Then this will automatically take you to the deposit screen, and the default dollar amount is 100% of the cost including tax. If the customer has the ability and desires to charge the item to their account, you can enter zero here, otherwise you will leave it at the 100% deposit amount. a. Charge accounts need to be.0 zero amount. Also, if the CHARGE customer has a LOYALTY account as well, DO NOT USE THE $5 ON THE DEPOSIT. 25) You will proceed to the payment screen where you can accept cash, check or bankcard. Enter in the payment method amount and press enter. A deposit slip will print out to give to the customer and the special order number will displayed on the screen. You do not need to record this number. At this point in time a PO has been created. 26) Please be aware that this transaction is not finalized. Once the items get received into your store, you will need to finish the special order transaction at the time the customer picks up the merchandise, even if they had placed a 100% deposit. These steps are explained later October 28, 2015 Page 5

6 PART 2: Placing a SPECIAL ORDER for an item that is set up in the system, but not active in your store (STORE CLOSEOUT): 1) You will create this as a special order by pressing F2 and choose option 4 when you first log into Point of Sale. Then enter the customer info as you normally would. 2) SKU & QUANTITY: At the SKU field enter in the SKU or SKUs you are ordering, and their quantities. 3) RETAIL, DESCRIPTION & COST: You do not need to enter anything into these fields other than what is already there. The retail may be changed if this is a bid for a large quantity or there is some other discount involved. 4) VENDOR & PO: Again the PO number defaults to RSRV. a. Retail Support will handle the PO after this point. It wil be ed to the Vendor on the next order day. ( see exceptions on page 3 for what vendors we need an to Retail support) 5) You will then follow through with the deposit process and payment process as listed in the steps above. 6) As mentioned before, the transaction has not been completed yet and must be finalized (invoiced) when the product has been received and the customer is picking up the merchandise. Finalizing the Special Order sale THE SPECIAL ORDER PROCESS MUST BE COMPLETED THROUGH POINT OF SALE - CUSTOMER SIGNATURES ARE REQUIRED ON ALL SPECIAL ORDER INVOICES ON THE DAY OF CUSTOMER PICKUP 1) After the item is received and the customer comes in to pick up their special order, it is time to finalize the sale. Log into Point of sale and either bring up the customer s number and select Display Open Orders?-YES or simply bring up the document by typing in the special order number found on the Call Ticket. 2) Once the document has been retrieved, place the cursor in the SKU field and press + (total) on the key pad to go to the payment screen. 3) On the list of options, you will want to select 3 Invoice This Special Order. 4) The next screen will show if there is any additional payment needing to be collected to finish the sale. If the deposit amount was 100%, this should be zero. To finish the sale, simply process any additional payment as you would any other transaction, the final receipt will print and you are done. It is at this point the sale will show up in our daily sales report, with the correct margin in place. October 28, 2015 Page 6

7 Invoicing A Partial Special Order or Order 1. Log into Point of sale and either bring up the customer s number and select Display Open Orders?-YES or simply bring up the document by typing in the special order number found on the Call Ticket. 2. The curser needs to be in the ITEM ( SKU) field. Press the MENU (-) key then click option 3- Partially Invoice Order. 3. Choose the one that is the less lines you will need to fill in, Include lines option 1 or Exclude lines option 2, one of the boxes will pop up for you. Type in your line numbers followed by a comma, press OK. 4. Once you have chosen your lines or line there will be (I) in the Codes column and the Subtotal at the bottom. 5. Place the cursor in the SKU field and press + (total) on the key pad to go to the payment screen. October 28, 2015 Page 7

8 Canceling a Special Order If you need to cancel a special order due to an error or if the customer cancels in time to cancel the order with the supplier, follow the steps below to refund a deposit and delete the transaction. 1) Refunding a deposit. To refund a deposit, you simply need to bring up the special order document in Point of Sale as you would if you were going to complete the order. 2) Press + (total) on the key pad to enter the Finish Special Order window, and press D Accept Deposit 3) On the Enter Deposit Amount or Refund screen, press the Refund button (see below). 4) The amount of the deposit taken will automatically pop up on the following screen. Press enter to accept the amount, and the credit payment screen will pop up. Key in the refund amount under Cash and press enter. Return the funds to the customer. 5) You still need to delete the special order document from the system at this point. To do so, bring up the document once again in Point of Sale. From the customer field, press F11 to enter into the Point of Sale Header screen. From this window, you can simply press F10 Delete and select yes to delete the special order document from the system. 6) If there was a generated PO in the system created as a result of this now deleted special order, the final step would then be to notify Retail Support and have them delete it. 7) If you have a special order stuck in process, please contact Retail Support October 28, 2015 Page 8

9 Creating an Order in POS What is an Order in POS? o This is for a large volume of an item that far exceeds a regular stock level or an active SKU that is currently out of stock. 1- Sign on to point of sale 2- Press F2 to begin a transaction 3- Choose #3, order: 4- Enter the customer name and phone number in the reference box: 5- Enter the SKUs and any applicable discounts 6- Total the order 7- Choose 1, save without printing or choose 2, save and print. 8- Accept the 100% deposit (if required), enter the payment type and print the order. a. MEMBER ACCOUNT- ZERO DEPOSIT REQUIRED (CHARGE ACCOUNT ) Also, if the CHARGE customer has a LOYALTY account as well, DO NOT USE THE $5 ON THE DESPOSIT. 9- A deposit receipt will print on the receipt printer and an order document will print on the invoice printer. Staple them together and give to the customer. IMPORTANT: Once an order is created in the system, it will initiate retail support to fill in that order for your store automatically. October 28, 2015 Page 9

10 Recalling the Order 1- Sign on to point of sale 2- Pressing F11 will take you to the CUSTOMER field. 3- If you know the Order Number, enter a period followed by the order number in the CUSTOMER field to bring up the order. /OR/ From the CUSTOMER field, hit the Misc Key (- on the keypad) to bring up your Document Viewer, change Type to O (orders) and select the order you need to recall from the list and hit enter. 4- Once the order is brought up, total the order. 5- Choose Option 3 Invoice this order at the prompt. 6- If there was a 100% Deposit taken the invoice total should be zero, otherwise accept payment as normal and complete the invoice. IMPORTANT: Be sure ALL products on your order have been received into your store s inventory. The selling of unreceived merchandise, particularly on orders, can generate inaccurate margins and incorrect reporting for your store. IMPORTANT: It is ALWAYS important to remember to INVOICE all orders at the time the customer picks up the product, or when it is delivered. Even if they paid a 100% deposit, the sale is not finalized, and it will not show up in your daily sales, UNTIL it is invoiced. It is a best practice to assign someone the task of reviewing all your open orders once a month and clean up any old ones. October 28, 2015 Page 10

11 Deleting a Order 1- Sign on to point of sale 2- Recall the order as shown above 3- Go to the HEADER SCREEN (hit F11 once from the CUSTOMER field or twice from the ITEM/SKU field) 4- Select F10 to delete the order from the system. Orders can ONLY be deleted from the Header screen. Refunding a Deposit If there was a deposit taken on the order, it needs to be refunded BEFORE an order can be deleted. When you have the order recalled, go to the Payment Screen 1. Select D - Accept Deposit 2. In the DEPOSIT prompt, select REFUND. 3. The total amount of the deposit will show on the next screen. Select OK. 4. Refund the deposit as you would a return 5. Once the deposit has been refunded, you may recall the order again and delete it as shown above. October 28, 2015 Page 11

12 6. After POS login select F2 OPTION 3 ORDER Delivery Order Processing 7. In Point of Sale, when creating the ORDER for the delivery, go to the HEADER SCREEN by pressing F11 twice from the CUSTOMER Field a. FROM THIS SCREEN YOU WILL NEED TO COMPLETE SEVERAL FIELDS BEFORE COMPLETING THE TRANSACTION: 1. DESTINATION BASED SALES TAX We are required by federal law to charge the tax rate based on the point of DELIVERY on all our delivery transactions. For reporting purposes, follow these steps when invoicing ALL deliveries, regardless if they are in your store s same ZIP Code or not. Steps to change the tax rate from your store s local rate to the rate of the delivery address: 1- You will need to 5 digit ZIP CODE for the delivery address 2- Go to the TAX Field in the Header Screen and search for the Zip Code by first entering in a equals sign (=) and then the 5 digit Zip Code. October 28, 2015 Page 12

13 a. Select the appropriate zip code. b. PRESS (F5) TO MAKE THE CHANGE ON THE ZIP CODE. 2. At this time you will fill in the additional information on the header screen that will print on the delivery ticket, including correct ship-to address, and any special instructions, and the customer s PO#, if required. 3. To complete the Delivery Instruction portion of the transaction, press the - key on the 10 key pad to get this box. 4. Then select option 6 to open the note box. October 28, 2015 Page 13

14 5. Then select Delivery Instruction to be able to enter any additional information the driver may need to complete the delivery. October 28, 2015 Page 14

15 6. At this time you are also required to enter in the Reference field (Ref) the following information in the format shown below (do not deviate for sorting purposes): a. DEL-CUSTOMER LAST NAME-CONTACT PHONE NUMBER (ie. DEL-JOHNSON ) 7. Once done on the header screen, Hit F11 to go back to the posting screen to finish the delivery order. 8. When finalizing the order for a CASH customer, they need to pay a FULL DEPOSIT on the order. For a CHARGE customer you will need to enter 0.00 in the deposit field then hit OK. Also, if the CHARGE customer has a LOYALTY account as well, DO NOT USE THE $5 FOR A DESPOSIT. 9. This will bring up the print save and print option of the order: a. Select option 2 (save and print) this will print the invoice paper work for the delivery the customer will receive the receipt from the register. 10. Final step is to provide your warehouse staff with the delivery invoice paper work to be pulled and staged for the delivery. 11. Delivery team will contact the customer to set up delivery date and time. October 28, 2015 Page 15