Counter Sales Reference Manual

Transcription

1 Counter Sales Reference Manual FASPAC 4.1 FPD/204

2 Faspac Systems, Inc Fay Avenue, Suite 301 La Jolla, CA Confidential and Proprietary Copyright 2000, 2001 Faspac Systems, Inc. All Rights Reserved This document is the trade secret property of Faspac Systems, Inc. and is protected by copyright law and international treaties. Its use by you is strictly governed by a license agreement. Unauthorized reproduction or distribution may result in severe civil or criminal penalties. Trademarks: FASPAC is a trademark of Faspac Systems, Inc. All other trademarks, registered trademarks, names, or product names contained in this publication are the property of their respective owners, and Faspac Systems, Inc. neither endorses nor otherwise sponsors any such product or services referred to herein.

3 Table of Contents Introduction...5 Before You Begin...6 Counter Sales Entry (CS/CSE)...7 Entering Customer Information....8 Entering Inventory Item Information Monthly Counter Sales Register (CS/MREG)...27 Counter Sales Register (CS/REG) Print Item Labels (CS/LBL) Scan Counter Sales Items (CS/SCSE) FPD/204 CS - 3

4 TABLE OF CONTENTS CS - 4 FPD/204

5 Introduction The Counter Sales module is designed to record and report sales and return activity generated by walk-in and will call customers. The Counter Sales programs can be used anytime an invoice needs to be generated immediately. The Counter Sales Entry program (CS/CSE) is the point of original entry. Orders can be entered for any customer in the Customer File, including the 9999x Miscellaneous Customers. Once an order is entered, an invoice is immediately printed on the printer designated in the Printer Assignments as the Counter Sales Printer. You are given the option of reprinting an invoice prior to beginning the next order. Note: The System Master file (SYS/CSS) can be flagged to print invoices for Counter Sales activity when the Accounts Receivable Invoice Print program is run. This option is available in addition to the invoices generated in the Counter Sales Entry program. Orders must be entered with a Type Code of either C for CASH or G for CHARGE. If CASH is selected, you are asked at the end of the Order Entry process to specify which method of cash payment (cash, credit card, or check) the customer is using. CASH orders are updated to the Shipped Orders to be Invoice File when the Counter Sales Register is finalized and are processed the next time the Invoice Calculation and Update program is run. Monthly Counter Sales Invoice Customers should use the CHARGE option. Monthly Counter Sales Invoice Customers frequently purchase items, but prefer to receive one bill at the end of each month. At the end of each month, the Monthly Counter Sales Register must be run and updated, which creates one invoice for each of these customers. The invoice is processed (as with CASH sales) the next time the Invoice Calculation and Update program is run. If you are using an Intermec Scanner, you can use the Scan Counter Sales Items program (CS/SCSE) to create orders. The Print Item Labels program (CS/LBL) provides a quick way to print simple item number and description labels for all or a range of items in the Inventory File. These labels print on the printer designated in the Printer Assignments as the Other Printer. FPD/204 CS - 5

6 INTRODUCTION Before You Begin The Counter Sales Entry program (CS/CSE) requires Operator Initials to be entered. These initials must be on file in the System Code File (SYCD) under Record type IT. The Counter Sales Specifications program (SYS/CSS) controls the operation of the Counter Sales module. See the System File Maintenance Reference Manual in Volume 5 for detailed information. Consult your FASPAC Service Representative if you have questions. Set the flags in the Counter Sales Specifications program PRIOR to using the Counter Sales module. CS - 6 FPD/204

7 Counter Sales Entry (CS/CSE) The Counter Sales Entry program (CS/CSE) is used to record sales and returns from walk-in and will-call customers. Counter Sales Activity prints on Counter Sales Invoice Forms on the printer assigned to the Counter Sales Printer in the Printer Assignments. Generic forms are available from the FASPAC Service Center. Custom forms can also be printed. The system check the SYS/OPS flag in determining whether to print the item or the item shortname. A two line, 100 character note/message can be entered at each terminal. This note/message prints at the bottom of each Counter Sales form printed from the terminal. Each note/message remains in effect until it is changed. A maximum of 90 lines can be entered on each order. Sales are recorded with a positive quantity; returns are recorded with a negative quantity. As each line item is entered, it displays in the bottom half of the screen. A running subtotal displays at the bottom of the screen; a total including tax (if applicable) displays once all lines have been entered. The 2 line, 100 character note/message is not included as part of the 90 entry lines. The note/message prints in a section of the form separate from the order lines. The System Master file (SYS/CSS) can be flagged to default to a specific percentage as a restocking charge for returned items. This default restocking charge can be accepted as displayed, changed, or not entered. If a restocking charge is entered for a returned item, a line is entered immediately below the item. Each order is assigned a Type Code of either C for CASH or G for CHARGE. If CASH is selected, you are asked at the end of the Order Entry process to specify which method of cash payment (cash, credit card, or check) the customer is using. If credit card is selected, you must further specify Visa, Master Card, or Other. CASH orders are updated to the Shipped Orders to be Invoiced File when the Counter Sales Register is finalized and are processed the next time the Invoice Calculation and Update program is run. CHARGE should be selected only for those customers who are flagged as Monthly Counter Sales Invoice customers, in the Customer Master File (CP/MAI). Monthly Counter Sales Invoice customers frequently purchase items, but prefer to receive one bill at the end of each month. At the end of each month, the Monthly Counter Sales Register must be run and updated, which creates one invoice for each of these customers. The invoice is processed (as with CASH sales) the next time the Invoice Calculation and Update program is run. FPD/204 CS - 7

8 Cash receipts cannot be applied until the orders have been processed through the Invoice Calculation and Update program. The System Master file (SYS/CSS) can be flagged to automatically update the payment received on CASH orders. See the System File Maintenance Reference Manual in Volume 5 for detailed information. Operator Initial Codes are entered for each order. These Operator Initials must be in the System Code File (SYCD, Record Type IT). Counter Sales activity is reported under these Operator Initial Codes on the Sales Summary (SA/SS). Exception: Counter Sales activity for 9999X Miscellaneous Customers is reported under Operator Initial Code ZZX on the Sales Summary. The system assigns a unique number to each Counter Sales order. Multiple CASH sales and returns for the same customer are considered to be on one order until the Counter Sales Register is finalized. A completed Counter Sales order is assigned an Order Status Code of SHIPPED. For detailed information regarding Order Status Codes, see the Order Expediting Reference Manual in Volume 4. Each Counter Sales order prints immediately. You are then given the option of reprinting the order. The system checks SYS/OPS to determine whether to print the item number or shortname. The System Master file (SYS/CSS) can be flagged to include Counter Sales invoices when the Invoice Print program (AR/INP/IP) is run. Entering Customer Information A customer may be entered using the customer number or short name. Once a valid customer is displayed, the F3 and F4 function keys can be used to scroll through the Customer File. As each customer is displayed, the following information displays from the Customer Master Record (CP/MAI): Tax Exempt ID, default Contract Number, Term Code description, and Credit Code description. Pressing RETURN selects the displayed customer. If the Customer Master Record is flagged as having a default contract and not having multiple contracts, the default Contract Number displays in the Cont field. Pricing from this contract is used unless the contract is expired or doesn t start yet. If contract pricing is not used, customer and standard Price Tables are used. If the Customer Master Record is flagged as having a default contract and having multiple contracts, you may use the pricing from the default contract or any other contract for the specified customer. If contract pricing is not used, customer and standard price tables are used. CS - 8 FPD/204

9 Once the customer is selected, the sale Type Code must be entered (C = Cash, G = Charge). If the selected customer is on hold, suspended, or set to be purged in the Customer Master Record (CP/MAI), and CHARGE is selected as the method of payment, the following message is displayed at the bottom of the screen: Only a CASH sale can be entered for one of these customers Entering Inventory Item Information You enter an inventory item using one of the following methods: Enter a FASPAC item number, and press F1 to search the Item file based on that number. Enter an item Description code, and press F1 to search the Item file based on that code. Enter an item short name, and press F2 to search the Item file based on that short name. Enter! followed by a cross-reference item number, and press F1 to search the Item file based on that cross-reference number. Note: If the Create Cust Cross Ref Notes field of SYS/OPS is flagged with a Y, the cross reference number will automatically print in place of the FASPAC item number. You do not have to enter the order using the Cross Reference method described. If contract pricing is used, the following methods can be used in addition to those listed above: Enter # and a contract line number; press F1 to search the Contract File for the item based on the contract number specified and the contract line number entered. and a contract item number; press F1 to search the Contract File for the item based on the contract number specified and the contract item number entered. Use the F3 and F4 function keys to scroll through the Inventory File. Scrolling is based on the method used to select the item (such as number or short name). FPD/204 CS - 9

10 Note: The CAS Delivery-Point list box appears when you enter a part number for a CAS contract item. The list shows all occurrences of an item on a CAS contract. The Status field indicates if the contract item is Active, On Hold, or Discontinued at the delivery-point. A status of Effective: mm/dd/yy indicates that the item becomes effective in the future (after the current SON date). Enter the screen line number or scroll through the list to select a delivery-point. You can only select Active records (those with a Status of spaces). Pricing and available quantity information displays for each inventory item. The displayed pricing is based on a standard or customer specific Price Table unless a contract is specified when entering the customer information. In this case, the pricing displayed is the contract pricing (CT/MAI, CAS/MAI). See the Inventory Reference Manual in Volume 2 and the Contracts Reference Manual and the Contract Application System Reference Manual in Volume 4 for detailed information regarding price tables and contract pricing. Enter the selling price and discount (if applicable). To accept the displayed item information, enter Y in the OK field. Stock is committed and remains committed until the Counter Sales Register (CS/REG) is printed and updated AND the Invoice Calculation and Update program (AR/INP/INC) is run. Note: To maintain accurate inventory figures, update the Counter Sales Register daily before running the Invoice Calculation and Update program. A non-inventory item is entered using an asterisk (*), followed by up to 29 alphanumeric characters. A description of up to 50 alphanumeric characters can be entered. The unit of measure must be entered for a non-inventory item. The replacement cost is calculated when invoicing occurs and the default non-inventory multiplier in the System Master file (SYS/ARS) is used. CS - 10 FPD/204

11 The selling price and discount (if applicable) are then entered. The option is given to correct displayed item information. Use the following procedure to enter a non-inventory item using an inventory item (without affecting the inventory item in any way): 1. Display the inventory item. 2. Do not press RETURN to enter the item. 3. Press Insert. 4. Enter * as the first character, make changes to any other characters in the item number, and press RETURN to enter the item. 5. Press RETURN to enter the description as displayed, or make changes to the description and then press RETURN. 6. Enter the unit of measure. 7. Continue entering the item information. Entry/Inquiry Screen One Field Explanation Line 1 If a note/message has previously been entered in this field from this terminal, it displays each time the Counter Sales Entry program is accessed. You may accept the displayed entry (if applicable) or enter a new message. The note/message prints at the bottom of each Counter Sales form printed from this terminal. FPD/204 CS - 11

12 Line 2 If a note/message has previously been entered in this field from this terminal, it displays each time the Counter Sales Entry program is accessed. You may accept the displayed entry (if applicable) or enter a new message. The note/message prints at the bottom of each Counter Sales form printed from this terminal. Entry/Inquiry Screen Two Field Explanation Whse Cust Enter the warehouse number in which to enter the order. To exit the program, leave this field blank and press SKIP or RETURN. Enter the name or number of the customer for whom you are entering the order. If you are unsure of the complete name or number, you can select from the list of valid customers by entering the first few characters of the name, customer number, or phone number and pressing the appropriate function key. To accept the displayed customer, press RETURN. CS - 12 FPD/204

13 Error Messages: End of File - SKIP The end of the Customer File was reached while scrolling. Press SKIP to acknowledge this message and begin again. Invalid Entry or Function...SKIP Either the wrong function key was pressed or an invalid customer name or number was entered. Press SKIP to acknowledge this message and begin again. Tax Cont. This field is available only if a Tax Exempt ID is not set up in the Customer Master Record (CP/MAI). If the customer is taxable, leave this field blank and press RETURN. If the customer is non-taxable, enter one of the following categories exactly as shown: EXPORT NON-PROFIT OUT-OF-STATE IND-PROCESS If any other entry is made in this field, the customer is still considered non-taxable, however, the customer s sales are recorded under the category RESALE. These categories not only distinguish a customer as non-taxable, they also affect the Accounts Receivable Invoice Register (AR/INP/IR). In many reports, sales totals are calculated according to these categories, so it is important that each customer be classified under the appropriate category (if non-taxable). Keep in mind that tax is calculated on all items flagged as taxable, regardless of the entry in this field. For a NON-RESIDENT sale, enter / and up to 12 characters. The / designates that the entry is printed in the NON-RESIDENT TAX NO. box on the Counter Sales invoice form instead of on the RESALE TAX NO. box. This field is available only if the customer is flagged in CP/MAI as having multiple contracts. The default contract number from the Customer Master Record (CP/MAI) displays. This contract may be accepted or changed. To not use contract pricing, press SKIP while the cursor is on the first character in this field. To display available contracts, press F1. FPD/204 CS - 13

14 Contract does Not Start Yet - SKIP The start date of the contract entered falls after the sign on date. Press SKIP to acknowledge this message. Enter a contract with a start date prior to the sign on date or exit this program and edit the Contract Header so it can be used. Contract Has Expired - SKIP The end date of the contract entered falls prior to the sign on date. Press SKIP to acknowledge this message. Enter a contract that has not expired or exit this program and edit the Contract Header so it can be used. Contract Not For Whse Being Used - SKIP The contract number entered is not set up to be used in the specified warehouse. Press SKIP to acknowledge this message. Enter a contract number for use in the specified warehouse or begin again starting at the Whse field. Contract Set To Be Purged - SKIP The contract specified is flagged to be deleted. Press SKIP to acknowledge this message. Either enter an available contract or exit this program and edit the Contract Header so it can be used. No Contract Found - SKIP The contract specified is not in the Contract File. Press SKIP to acknowledge this message. Enter an open contract or press SKIP to not use contract pricing on this order. Unable to Read Contract Header - SKIP There is a problem with the Contract Header which is preventing access to this Contract. Press SKIP to acknowledge this message. Contact the FASPAC Service Center for assistance. Pricing To Be Taken From Contract? (Y/N) This field is available only if the customer is flagged in CP/MAI as not having multiple contracts and that contract and non-contract items cannot be entered on the same order. Y = Use pricing from the displayed contract. N = Do not use contract pricing, use pricing from customer or standard Price Tables. CS - 14 FPD/204

15 Type Enter the Type Code for this order: C = Cash sale G = Charge sale. A cash sale can be cash, credit card, or check. At the end of the Order Entry process you are asked to specify which method of cash payment (cash, credit card, or check) the customer is using. Charge should only be selected for the customers who are flagged as Monthly Counter Sales Invoice customers in the Customer Master File (CP/MAI). Note: If a 9999X Miscellaneous Customer is entered, the default is C. The default is G if a Customer other than a 9999X Miscellaneous Customer is entered. Error Messages: Customer Credit Limit - Can Not CHARGE - SKIP The customer s available credit is zero or less. Charge orders cannot be entered for this customer. Press SKIP to acknowledge this message. Only CASH Type orders can be entered for this customer until its available credit amount is positive. Customer Set On Hold - Can Not Take Charge - SKIP The customer selected is flagged in the Customer Record (CP/MAI) as being on hold. Charge orders cannot be entered for this customer. Press SKIP to acknowledge this message. Only CASH type orders can be entered for this customer until the SUSPENDED flag is removed. Customer Set To Be Purged - Can Not take Charge - SKIP The customer selected is flagged in the customer Record (CP/MAI) to be purged. Charge orders cannot be entered for this customer. Press SKIP to acknowledge this message. Only CASH type orders can be entered for this customer until the PURGE flag is removed. PO If Contract Pricing is used, the default purchase order number in the Contract Record (CT/MAI or CAS/MAI) displays. If Contract Pricing is not used, the default purchase order number in the Customer Master Record (CP/MAI) displays. You may accept the displayed entry by pressing RETURN or enter another number. FPD/204 CS - 15

16 Error Messages: Can t Accept Return Item At The Last Entry - SKIP A Counter Sales order is limited to 90 lines. There are currently 90 lines entered. the System Master file (SYS/CSS) is flagged to include a restocking charge. The return item you are trying to enter will need 2 lines which will exceed the maximum allowed. Press SKIP to acknowledge this message. Process the current order and then begin another. Can t Add More Items - SKIP A Counter Sales order is limited to 90 lines. You are trying to enter an 91st line. Press SKIP to acknowledge this message; the cursor moves to the Select field. Process the current order and then begin another. PO Number Must Be Entered For This Customer The Customer Record (CP/MAI) is flagged to require a purchase order. Press SKIP to acknowledge this message and enter a purchase order number. Quantity Cannot Exceed SKIP The UM for the item entered is YD and the quantity entered is greater than or less than Press SKIP to acknowledge this message and enter a valid quantity. Qty Enter the quantity of the item that was ordered. To enter a returned item, enter a minus sign before or after the quantity. Item An inventory item is entered using one of the following methods: a) Enter a FASPAC item number and press F1 to search the Item file based on the number entered b) Enter an item Description code and press F1 to search the Item file based on the Code entered c) Enter an item shortname and press F2 to search the Item file based on the shortname entered d) Enter! followed by a cross reference item number and press F1 to search the Item file based on the cross reference number entered CS - 16 FPD/204

17 If contract pricing is used, the following methods can be used in addition to those listed above: a) Enter # and a contract line number. b) Press F1 to search the Contract File for the item based on the contract number specified and the contract line number entered c) and a contract item number. d) Press F1 to search the Contract File for the item based on the contract number specified and the contract item number entered. Use the F3 and F4 function keys to scroll forward and back through the list of items. Scrolling is based on the method used to select the item (number, shortname, etc.). To display the list of substitutes for a displayed item, press F5. To accept the displayed item, press RETURN. Error Messages: End of Contract File...SKIP While scrolling through the Contract Item file, the first/last record has been reached. Press SKIP to acknowledge this message and begin again. End of Cross Reference File...SKIP While scrolling through the Cross Reference File, the first/last record has been reached. Press SKIP to acknowledge this message and begin again EOF On Part File - SKIP While scrolling through the Item file, the first/last record has been reached. Press SKIP to acknowledge this message and begin again. Invalid Part Number or Function - SKIP Either an invalid part number was entered or the wrong function key was pressed. Press SKIP to acknowledge this message and begin again. Item Not On Inventory Master File (IM01) Either a Cross Reference Number or a contract Item or Line Number was used to access an item and the Item Record (IM/MAI) cannot be accessed. This item cannot be used. Press SKIP to acknowledge this message. Contact the FASPAC Service Center for assistance. FPD/204 CS - 17

18 Warehouse Not In Use For This Item The item selected does not have an Item Warehouse Record (IM/MAI, 2nd screen) and is considered as not active in the specified warehouse. Either select a different item or use the CMD Window Backup function and change the ship from warehouse (Whse field) or use the CMD Window Lookup function to access Item Maintenance and create the necessary Item Warehouse Record. Um This field is available only if a non-inventory (*) item is entered. Enter the unit of measure in which this item is stocked and sold. Price Per UM Quantity Unit each EA or E PC hundred C PC thousand M PC million MM PC box BX BX case CA CA keg or bulk KE KE pound LB LB hundred weight CW LB pound (2 decimal places) lb lb feet FT FT hundred feet CF FT yards YD YD The quantity unit of PC indicates pieces. When a quantity is entered, it is entered per the quantity units. For example, selling 500 pieces at 3.50 per hundred pieces, you would enter 500 for the quantity, not 5. Then enter the price at 3.50 with the unit of measure C. The extension is calculated: 3.50 x 500/100 = 17.50, price x quantity/um value. Price The pricing displayed is contract pricing if a contract number is entered in the Cont field. If a contract number is not entered, pricing is from a customer specific price table. If customer pricing is not used, pricing is from the standard price table. If a non-inventory item is entered, pricing does not display. You may accept the displayed pricing by pressing RETURN or enter another amount (.00 and ). CS - 18 FPD/204

19 Error Message: Gross Profit Too Low Exception Report Will Be Created - SKIP The net selling price (including discount) produces a gross profit percentage less than the acceptable gross profit percentage listed in the System Master file (SYS/OPS). Press SKIP to acknowledge this message. The selling price and/or discount can be changed when the cursor is in the OK field. Disc Tx If Contract Pricing is used, the discount displayed is from the Contract Record; if Contract Pricing is not used (customer specific or standard). If a non-inventory item is entered, a discount does not display. You may accept the displayed discount by pressing RETURN or enter another percentage. Enter the discount percent in decimal format (10.00 = 10%). Remember to enter the discount according the flag setting in SYS/OPS. If the flag is N or +, any positive discount will lower the price of the item. You do not need to enter the minus sign. If you enter a negative sign it will increase the price of the item. If the flag is Y or - you must enter the minus sign to lower the price and no minus sign to increase the price. Y = Calculate tax on the item and add to order amount. N = Do not calculate tax on item. If an item is flagged as taxable, the tax is calculated based on the City, County, and State Codes in the Warehouse Address File (PO/POM/WAM). If these codes are not set up in PO/POM/WAM, the City, County, and State Codes in the System Master file (SYS/CIS) are used. Enter Restocking Charge This field is displayed only if the System Master file (SYS/CSS) is flagged to include a restocking charge on returned items and one or more line items include a negative quantity. The default percentage from the System Master file (SYS/CSS) displays. You may accept this percent by pressing RETURN or enter another figure (up to 99.99, in the xx.xx format). If you do not want to include a restocking charge, leave this field blank and press RETURN. FPD/204 CS - 19

20 OK? Y = Accept item information as displayed. N = Do not accept the item information and move cursor back to the Qty field to begin entry again. P = Change the price, discount, or tax flag. Once Y is entered in this field, the cursor returns to the Qty field. You may enter another item to this order or press RETURN to create the order as it is. To sell the item by the pound, press F1. Note: This option is available only for inventory items with a UM other than LB or CW. This option is not available for returned items. Error Messages: Credit Exceeded - Return to Continue The entry of this item causes the value of this order to exceed the customer s available credit. Press RETURN to acknowledge this message. The item is not included on this order. The cursor moves to the Select field; the items displayed can be processed as entered. Extend Price Overflow, Can t Accept This Item - SKIP The extended value of this item is either greater than or less than and cannot be entered. Press SKIP to acknowledge this message. The cursor moves to the Select field. Sorry - Can t Return By LB -SKIP A return item has been entered and the Pieces to Pound Conversion option was selected at the OK field. This option is not available for return items. Press SKIP to acknowledge this message. The cursor returns to the OK field. Total Price Overflow, Can t Accept More Items - SKIP The extended value of this order is greater than or less than , and additional items cannot be entered. Press SKIP to acknowledge this message. The cursor moves to the Select field. CS - 20 FPD/204

21 Enter Weight of Item Per C This field is displayed only if the Sell by Pound option is selected in the OK field AND the Item Master Record (IM/MAI) does not include the weight per unit of measure. Enter the weight per the unit of measure, using the xxx.xx format. Error Message: Number of PCS > SKIP Based on the weight entered, the number of pieces equivalent to the pounds entered is greater than Press SKIP to acknowledge this message and move the cursor back to the OK field. / Is Equivalent to Y/N This field is displayed only if the Sell by Pound option is selected. Y = The calculation is correct and the number of pieces displayed will be deducted from the inventory. N = The calculation is not correct; the cursor returns to the OK field. Note: See the Order Desk Reference Manual in Volume 4 for an example of the formula used. SELECT To confirm the lines entered as an order, leave this field blank and press CMD. To enter more line items, type ADD and press RETURN. To edit a line already entered, type CHG and press RETURN. To delete a line already entered, type DEL and press RETURN. To cancel the order, type CAN and press RETURN. Caution! Once CAN is entered, the order is canceled - a second chance (such as the prompts Continue? or Are You Sure? ) is not provided. To change the order type or the purchase order number, type TYP and press RETURN. Enter line number (SKIP to Quit) This field is displayed only if the CHG or DEL option is selected. Enter the line number to change or delete. Once you have finished changing/deleting lines, leave this field blank and press SKIP. FPD/204 CS - 21

22 Error Messages: Cannot Change or Delete Restocking Charge Without the Returned Item You selected a line number that Corresponds to a restocking charge. Press SKIP to acknowledge this message; the cursor moves back to the Select field. A Restocking Charge can be changed or deleted only by selecting the item to which it pertains. Enter the CHG or DEL option and then select the line number that corresponds to returned item. Invalid Line Number The Line Number entered does not exist or has already been deleted. Press RETURN to acknowledge this message and begin again. Invalid Order Number This message can be displayed when entering cash sales orders for a customer. When entering Counter Sales Cash Orders, only one number is created. This same order number is used until Counter Sales Register is updated. When this error occurs, the order number is no longer on file. This will happen when Change Order Status is run for the order then it is processed through Shipping Confirmation and invoiced through Invoice Calculation. To correct this error, you must finalize the Counter Sales Register. You may then start entering cash orders again for this customer. Sure? (Y/N) This field is displayed only if a line is DELETED Y = Delete the specified line. N = Do not delete the line. Method of Payment This field is displayed only if the order entered is a CASH sale. Specify the method of payment the customer is using. C = Cash R = Credit Card X = Check If credit card is selected, you must further specify Visa, Master Card, or Other. CS - 22 FPD/204

23 V Visa M - Master Card O Others SKIP to Change Method of Payment These fields are displayed only if R (credit card) is entered as the method of payment. Select the type of credit card used. V = Visa M = MasterCard O = Other To change the method of payment from cash to charge (charge = Customer is billed when Invoice Calculation is run), leave this field blank and press SKIP. Enter Operator Code Enter the Code of the operator who entered this order. This entry must be a valid System Code from SYCD. Note: The sale is reported under this Operator Code on the Sales Summary Report. Exception: sales to 9999X Miscellaneous Customers are reported under Operator Code ZZX when reported on the Sales Summary. If the Tagging System is being used, the Commit Tag program (OP/CTO) is accessed and the Committed Tags screen displays. See the Order Processing section for detailed information. Do you want to print company heading? This field is displayed only if the System Master file (SYS/CSS) is flagged to include the company or warehouse address on the invoice form AND it displays only for the FIRST order entered each time the Counter Sales Entry program is accessed. Y = Print the company/warehouse heading on the next form. Select this option if forms have just been put into the printer. N = Do not print the company/warehouse heading on the next form. Select this option if forms have been sitting in the printer and the address was previously printed on the next form to be used. Note: If the option to print a heading is selected, the heading is printed on the next form after the current invoice is printed. This action allows the current invoice to be torn off without wasting another form. FPD/204 CS - 23

24 The following fields are updated by the system and cannot be changed (except for the entry in the UM field for non-inventory items, or *, items). TM CC UM Avl No Qty Item Price UM The description of the Terms Code in the Customer Record (CP/MAI). The description of the Credit Code in the Customer Record (CP/MAI). The inventory item s unit of measure. The result of subtracting the Committed quantity from the On Hand quantity. The line number assigned by the system. The quantity ordered. The item description. The item price per unit of measure. The item unit of measure. Ex. Price The item extended selling price. Subtotal The total extended price of all lines. Tax The tax charged. This amount is calculated using the City Code, Country Code, and State in the Warehouse Record (PO/POM/WAM). If there are no entries in the Warehouse Record, the Codes in the System Master file (SYS/CIS) are used. CS - 24 FPD/204

25 Total The total of the Subtotal amount and the Tax amount. Error Messages The following messages are displayed if an error occurred because of a problem with the printer. This Order Has Not Been Created. Do You Want to Create It? (Y/N) Y = Enter the displayed order and print an invoice N = Do not enter the displayed order and do not print an invoice Caution! If N is entered, the displayed order is cleared and it is as if it was never entered. Do You Want To Reprint Order No. XXXXX-XX? (Y/N) Y = Reprint the order number. N = Do not reprint the order number. FPD/204 CS - 25

26 Sample Counter Sales Invoice TOYOTA MOTOR SALES /10/ BWH CASH VERBAL C37HCS5X/P T C /4-20 X 3/8 HEX C/S PATCH GR 5 PLN IT S OUR 50TH ANNIVERSARY WE NOW ACCEPT VISA/MASTERCARD/DISCOVER BEST FASTENERS, INC. P: F: FIRST AVENUE CHICAGO IL CS - 26 FPD/204

27 MONTHLY COUNTER SALES REGISTER (CS/MREG) Monthly Counter Sales Register (CS/MREG) The Monthly Counter Sales Register program is used to process Counter Sales activity for CHARGE sales. This program should be run at the end of each month. CHARGE sales are used for customers who are billed once a month. A customer must be designated as a Monthly Counter Sales Invoice customer in the Customer Master File (CP/MAI) in order to be eligible for monthly billing (CHARGE sales). A customer that is not flagged will not be listed on the Monthly Counter Sales Register. The Monthly Counter Sales Register program prints the charge sales and return activity that was entered in the Counter Sales Entry program (CS/CSE) since the last time the Register was finalized. When a final copy is printed, the orders are updated to the Shipped Orders to be Invoiced File, to be processed the next time the Invoice Calculation and Update program is run. The orders are updated to the file on one invoice, so that the customer will only receive one bill. As part of the audit trail, a register number prints on each FINAL COPY Register. Caution! Do not finalize the Monthly Counter Sales Register when activity is being entered in the Counter Sales Entry program. If an order is printed through the Entry program while the Register is being finalized, the order will never show up on the Counter Sales Register. Caution! Do not finalize the Counter Sales Register while the Invoice Calculation & Update program (AR/INP/INC) is being run. FPD/204 CS - 27

28 MONTHLY COUNTER SALES REGISTER (CS/MREG) Entry/Inquiry Screen Field Explanation For Whse Enter the warehouse number from which to print the CHARGE Counter Sales activity. To exit the program, leave this field blank and press SKIP. Do you want to continue? (Y/N) Y = Print the Monthly Counter Sales Register for the specified warehouse. N = Exit the program without printing the Monthly Counter Sales Register. Do you want this to be the final copy? Y = Register is cleared and CHARGE sales are updated to the Shipped Orders to Be Invoiced File. The CHARGE sales for each customer are updated on one invoice, so that the customer will receive only one bill for all the CHARGE sales. N = Register is a temporary copy; records will be included next time the register is printed. CS - 28 FPD/204

29 MONTHLY COUNTER SALES REGISTER (CS/MREG) Error Messages Order Not On File - Already Invoiced The order was shipped and invoiced (OP/COS) before the regiser was printed and finalized. Sample Register COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: MREG CHARGE LISTING BY CUSTOMER 03/10/97 RUN BY: WPD 09:46:16 03/10/97 WAREHOUSE: 01 CUST NO CUST NAME SEQ NO INV NO TYPE OP SUBTOTAL DISCOUNT TAX TOTAL ================================================================================================================================ 20 MARKHAM INCORPORATED G BWH G BWH * CUSTOMER 20 TOTAL * * CUSTOMER 20 TOTAL * STARK RETAILERS, INC G JSP G JSP * CUSTOMER 188 TOTAL * * CUSTOMER 188 TOTAL * ATLANTIC RIGGING G JLG ORDER NOT ON FILE, ALREADY INVOICED * CUSTOMER 429 TOTAL * * CUSTOMER 429 TOTAL * MONTH S SALES TOTAL - SUBTOTAL : MONTH S SALES TOTAL - SUBTOTAL : DISCOUNT : 0.00 DISCOUNT : 0.00 TAX : 0.00 TAX : 0.00 TOTAL : TOTAL : *** TEMPORARY COPY *** TOTAL ORDERS = 0 FPD/204 CS - 29

30 COUNTER SALES REGISTER (CS/REG) Counter Sales Register (CS/REG) The Counter Sales Register program is used to process Counter Sales activity that was entered as a cash sale (cash, check, credit card). This program prints the cash sales and return activity that was entered in the Counter Sales Entry program (CS/CSE) since the last time the Register was finalized. Once the Register is finalized, the cash orders are updated to the Shipped Orders to be Invoiced File, to be processed the next time the Invoice Calculation and Update program is run. Note: We recommend that you print and finalize the Counter Sales Register every day. The Counter Sales Register must be printed for each warehouse individually. A separate summary prints for each of the following types of transactions: cash, checks, Visa, Master Card, Other Credit Cards. A summary of ALL sales/returns also prints. The System Master file (SYS/CSS) can be flagged to update the Accounts Receivable File (AR/ATB) when cash orders are recorded. If this option is used, a CP transaction in the amount of the Counter Sales Order is updated to the Accounts Receivable File for each cash order. When this option is used, the cash is not updated to the Cash Receipts Register (AR/CSH/CRR); the Counter Sales Register serves as the cash received register for these transactions. As part of the audit trail a register number prints on each FINAL COPY Register. Caution! Do not finalize the Counter Sales Register when activity is being entered in the Counter Sales Entry program. If an order is printed through the Entry program while the Register is being finalized, the order will never show up on a Counter Sales Register. Caution! Do not finalize the Counter Sales Register while the Invoice Calculation & Update program (AR/INP/INC) is being run. CS - 30 FPD/204

31 COUNTER SALES REGISTER (CS/REG) Entry/Inquiry Screen Field Explanation For Whse Enter the warehouse number from which to print the Counter Sales activity. To exit the program, leave this field blank and press SKIP. Do you want to continue? (Y/N) Y = Print the Counter Sales Register for the specified warehouse. N = Exit the program without printing the Counter Sales Register. Do you want this to be the final copy? Y = Register is cleared and cash records are updated to the Shipped Orders to be invoiced File. N = Register is a temporary copy; records will be included next time register is printed. Error Messages Order Not On File - Already Invoiced Either OP/COS, OP/SC, or AR/INC was run for this order before the register was printed and finalized. FPD/204 CS - 31

32 COUNTER SALES REGISTER (CS/REG) Sample Counter Sales Register COMPANY: 10 BEST FASTENERS, INC. PAGE 1 RUN ID: CSREG COUNTER SALES - CURRENCY SUMMARY 03/10/97 RUN BY: WPD 09:45:06 03/10/97 WAREHOUSE: 01 CUST NO CUST NAME SEQ NO INV NO OP SUBTOTAL DISCOUNT TAX TOTAL ================================================================================================================================ JSP JSP PACTEL SUB LAB JSP PACTEL SUB LAB JSP PACTEL SUB LAB JSP JSP JSP JSP JSP TOYOTA MOTOR SALES BWH * CURRENCY TOTAL * * CURRENCY TOTAL * SUB-TOTAL ORDERS = 10 CS - 32 FPD/204

33 PRINT ITEM LABELS (CS/LBL) Print Item Labels (CS/LBL) The Print Item Labels program prints the FASPAC item number and description on 1 15/16 x31/2 labels. Labels can be printed for all or a range of items. If you select to print the whole file, labels can be printed in Item Number, Item Short Name, or Category code sequence. If you select to print for a range of items, labels can be printed in either Item Number or Category code sequence. Labels print on the printer designated in the Printer Assignments as Other Printer. You can specify a print size of 10, 12 or 16, and up to 998 labels per item can be printed. If the SYS/LAI Allow Printer Change option has been set to Yes for LBL, the first time you request to print, the current printer type is displayed (Other Printer). If you wish to change the printer type, a complete list of all printer types created in PCM is displayed. You have the option of selecting any of the displayed printer types. The current printer assignment is displayed (Other Printer). If you wish to change the printer assignment, a complete list of all printers that have the same printer type as previously selected will be displayed. The first printer displayed will always be the current printer. Entry/Inquiry Screen FPD/204 CS - 33

34 PRINT ITEM LABELS (CS/LBL) Field Explanation Print Whole File? (Y/N) Y = Print item labels for all items in the Item file. N = Specify the items for which to print labels. Print By Item, Shortname or Category? (I/S/C) Select the sequence in which to print the labels. I = Print in Item Number sequence S = Print in Item Short Name sequence C = Print in Category code sequence Note: Option S is only available if you selected to print labels for the Whole File. The following fields are displayed only if you selected not to print labels for the whole file, and Item Number was selected as the print sequence. Print From To Enter the range of item numbers or Description codes. To print labels for one item or code, enter the same number or code in both fields. Enter Category code This field is displayed only if you selected not to print labels for the whole file, and Category code was selected as the print sequence. Enter the Category code that an item must have to be eligible for a label. Print Size? (10, 12, 16) Select the print size of the text to be printed on the labels (10, 12, or16 only). Note: Remember to set the print size on the printer to correspond with the entry in this field. How many labels across? Enter the number of labels that go across the sheet (1, 2, or3 only). How many labels per item? Enter the number of labels to print for each item (1-998 only). CS - 34 FPD/204

35 PRINT ITEM LABELS (CS/LBL) Print all materials Y = Print labels for all specified items, regardless of the Material code. N = Print labels only for those items that have a specific Material code. Only Material This field is displayed only if you selected to print labels for those items that have a specific Material code. Enter the Material code that an item must have in order for a label to print. To print labels only for those items that do not have a Material code, leave this field blank and press SKIP. Print all finishes Y = Print labels for all specified items, regardless of the Finish code. N = Print labels only for those items that have a specific Finish code. Only finish This field is displayed only if you selected to print labels for those items that have a specific Finish code. Enter the Finish code that an item must have in order for a label to print. To print labels only for those items that do not have a Finish code, leave this field blank and press SKIP. Print all specials Y = Print labels for all specified items, regardless of the Special code. N = Print labels only for those items that have a specific Special code. Only specials This field is displayed only if you selected to print labels for those items that have a specific Special code. Enter the Special code that an item must have in order for a label to print. Do not enter the slash (/). To print labels only for those items that do not have a Special code, leave this field blank and press SKIP. Do You Want To Continue? Y = Print the item labels for the specified items. N = Exit the program without printing the item labels. Note: A message is displayed at the bottom of the screen, reminding you of the print size for which the printer should be set. FPD/204 CS - 35

36 PRINT ITEM LABELS (CS/LBL) Sample Item Labels / IMED SPECIAL FRICTION STRIP /21919-WH WH4 CABLE CLAMP /AP-D-5/8 ALLIANCE PLASTICS #D 5/8 RED CAP /APEX APEX O RING REPLACEMENT /APEX-1302-P APEX #1302-P #2 X 7 3/4" (OVERALL) /ARM ARMSTRONG /4 DR. TO 3/8 DR /BATTERY-9V BATTERY 9 VOLT, 6 PER PACK /BATTERY-AA BATTERY AA, 20 PER PACK CS - 36 FPD/204

37 SCAN COUNTER SALES ITEMS (CS/SCSE) Scan Counter Sales Items (CS/SCSE) This program is used like the Counter Sales Entry program, to record sales and returns from walk-in and will-call customers. However, this program can be used with an Intermec Scanner to scan items rather than keying them in. If the System Master file is flagged to use tagging, this program also enables you to automatically commit tags. While the cursor is in the Item field, you can scan in the tag number, rather than the item number. When the Commit Tags Screen is accessed at the end of the entry process, the tag is already committed. For detailed field explanations, see Counter Sales Entry (CS/CSE) on page. Entry/Inquiry Screens FPD/204 CS - 37

38 SCAN COUNTER SALES ITEMS (CS/SCSE) CS - 38 FPD/204