Introduction. Counter Sales: Introduction

Transcription

1 Introduction Counter Sales: Introduction Introduction The Jonas Counter Sales module is an effective tool to help you process inventory sales. From one screen, Counter Sales can Process orders Prints the Pick Slip and Packaging Slip Record the payment Print the Invoice Several functions are also availing to help you view notes on a particular part or product, including shipping information as well as a customer s order history while your customer is waiting at the counter. 1 Version 12.3 Copyright 2013 Gary Jonas Computing

2 Introduction Counter Sales Table of Contents Page Introduction Setup/Edit Quotations Setup/Edit Quotations Payment Button Quote Notes Button Quotations Shipping Info Button Quote Parameters Button Transfer Quote to Order Counter Sales Processing Over the Counter Sales Payment Button Notes Button Shipping Info Button Parameters Button Order History Parts Pricing Customer Comments Button Modify Quantity Shipped Approve Counter Sales Print Counter Sales Invoices End of Day Cashout Update Counter Sales Order History Inquiry Reports Back/Outstanding Order Report Invoiced Counter Sales Report Sales and Commission Report Receipt by Location Report Version 12.3 Copyright 2013 Gary Jonas Computing

3 Introduction Counter Sales Table of Contents Page Customer Selling Price Lookup Discounts Given Report Quotation Cost Report Counter Sales Profile Defaults Button Options Button Payment - G/L Allocation Setup Discounts/Coupons Version 12.3 Copyright 2013 Gary Jonas Computing

4 Setup/Edit Quotations Inventory -> Counter Sales -> Setup/Edit Quotations Setup/Edit Quotations This program allows you to enter Quotations by Customers that can be edited/printed, and once approved, be transferred to orders. Note: If a password was set in Inventory -> Counter Sales ->Counter Sales Profile Password, you will need to enter the password on this screen before any modifications can be made. Otherwise, you will only have inquiry access in this program. Company Enter your Company code or press <F2> to select from the list if you have multiple companies. 4 internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

5 Setup/Edit Quotations Subledger Enter your subledger code or press <F2> to select from the list. Quote # Enter the quote number here or press <F2> to select from a list of existing quotes. Pressing <ENTER> will automatically generate the next quote number in the system. Customer Enter the customer code or press <F2> to select from a list of existing customers. P.O.# Enter the customers' P.O. #, if any or press <F2> to select from the list of existing P.O. numbers. Type In the Type field, you must select one of the following: Product - Select your parts from your inventory file and enter the quantity ordered and the quantity shipped. The program will automatically calculate and fill in the quantity backordered, quantity invoiced, selling price and any applicable taxes. Comment - Type text that you want to appear on your invoice. Note: Your comment can be as long as you want. Long comments will wrap around and print correctly on the invoice. On your Counter Sales processing screen, long comment lines only show 25 characters. You can use your mouse to drag the right side of the description box to read the rest of the comment line, if required. Non-Inventory Item - Type your part description, quantity ordered and quantity shipped. The program will automatically calculate and fill the quantity backordered, quantity invoiced, selling price and any applicable taxes. It works exactly the same as a Product or Inventory line, except you must fill in the description and the selling price yourself. 5 internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

6 Setup/Edit Quotations Note: Both Product and Non-Inventory Items will follow the posting rules established in your Parts Categories (as shown above). Since Non-inventory items cannot be linked to a Parts Category, they follow the G/L integration rules from the 1st Parts Category on file. In the above example, this would be Category ELEC as it is at the top of the list. Other Charges - When you choose other charges, you will choose the distribution of your sales revenue for the other charge amount only. Freight - To add a freight line, you will need to setup a parts category called Freight in Inventory -> Files -> Parts Categories. Part # Enter the Part number or press <F2> to select from a list of Parts. Qty Quoted Enter the quantity of items quoted here. Qty Shipped This field will display the quantity of items that has been shipped. Qty Invoiced This field will display the invoiced quantity for the item. Price Enter the price of the item here, or press <F2> to display the Jonas Adding Machine calculator tool. Charge Ste Does State / Provincial Sales Tax apply to this item? Select YES (Tax 1/PST Applied) to calculate and add Tax or NO (Tax 1/PST not Applied) if it is Tax exempt or INCLUDED Tax 1 if Tax is included in the Price. 6 internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

7 Setup/Edit Quotations Tax2 Does Federal/GST Sales Tax apply to this item? YES (Tax 2/GST Applied) to calculate and add Tax or NO (Tax 1 not Applied) if it is Tax exempt. Line Total The line total will be calculated based upon the (Qty Quoted x Price). 7 internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

8 Setup/Edit Quotations Payment Button Inventory -> Counter Sales -> Setup/Edit Quotations ~ Payment Button Setup/Edit Quotations Payment Button The Payment Button allows you to record payment in full and write off the difference. If you enter zero in the write off field, the program will allow you to invoice your customer for the difference. Note: We have allowed for various payment methods such as Account, Cash, Check, American Express, Discovery, Master Card, Visa and Other. You must have a Write-Up/Off posting account set up in Accounts Receivable -> Files -> Create A/R Subledgers ~ Discount Accounts for Service Billing. If you have not already set the account up, you will see the following message screen: 8

9 Setup/Edit Quotations Payment Button 9

10 Quote Notes Button Inventory -> Counter Sales -> Setup/Edit Quotations ~ Quote Notes Button Quote Notes Button The Quote Notes Button gives you lots of space to type information about the quote. 10

11 Quotation Shipping Info Button Inventory -> Counter Sales -> Setup/Edit Quotations ~ Shipping Info Button Quotations Shipping Info Button The Shipping Info Button allows you to record shipping information for the quote. Shipped Via Indicate the method employed to ship this sale (ground, air, etc.). Way Bill # Type the way bill number that your shipper has assigned to this sale. 11

12 Quotation Shipping Info Button Shipper Indicate which Shipper you are using for this sale (FedEx, DHL, Purolator, etc.). Ship To If this Customer has Ship To codes established (from within the Customer Master File), you can select one here or add a new Ship-To address. 12

13 Quote Parameters Button Inventory -> Counter Sales -> Setup/Edit Quotations ~ Quote Parameters Button Quote Parameters Button The Parameters Button allows you to override the above default settings for this order only. Sales Category This field is the A/R Sales Category. If a Customer has a Sales Category attached to them (in the Preferences screen of the Customer Master File), it will be filled in. If the Customer doesn't have any preferred Sales Category, then the one associated with the Counter Sales Profile > Defaults will be used. Note: This can be forced to ignore the Customer's Sales Category by checking the 'Always use this Category' flag in the Defaults page. Warehouse Select the warehouse where you store your inventory for over the counter sales. 13

14 Quote Parameters Button Date of Quote Enter the date of the quote or press <F2> to select the date from the calendar. Terr./Sales Rep The Customer's Territory/Sales Rep. (from the Customer Master File), will be filled in as a default. Diff. Customer Name On the Counter Sales Invoice, if the customer code is 'Cash' this Diff. Customer Name will identify the Customer on the invoice when printed. This feature currently only works with custom invoice design: GJICS4BP. 14

15 Transfer Quote to Order Inventory -> Counter Sales -> Transfer Quote to Order Transfer Quote to Order This program allows you to transfer a quotation into a real order and remove the quotation. After you enter the Company and A/R Subledger, you can use the <F2> pop-up to look at all quotations entered. Once you select a quotation number, all information entered against this quotation will be transferred to the Counter Sales order (the next order # will be automatically assigned and you can either accept it or key in a new #). The quotation number will be saved as the first line of the order s Notes. Certain fields of the order will be defaulted as follows: Date shipped and Revised Date Shipped will default to the system date. # of copies of Picking slip, Packing slip and Invoice will default to that set up in the Counter Sales profile. Quantity ordered, shipped and invoiced will be set to Quantity quoted. Quantity back-ordered will be left as zero. 15

16 Over the Counter Sales Inventory -> Counter Sales -> Over the Counter Sales Counter Sales Processing Over the Counter Sales On this screen, you can enter new counter sales and review individual back orders. Note: The system assigns the Next Number for you, beginning with the number The two-digit suffix is a counter for Back-Orders. If you enter an order ( ) and you only ship and invoice part of the order, after you have updated your counter sales, the system will create a new order number ( ) with the balance forward quantities from the first order yet to be shipped and invoiced. 16

17 Over the Counter Sales U.S. Companies will see a Sales Tax Group field to allow for entry/changes: Company Code Enter your Company code or press <F2> to select from the list if you have multiple companies. Sub-Ledger Enter your sub-ledger code or press<f2> to select from the list. Order # Enter an order number or press <F2> to select from a list of existing orders. If you press <Enter> without entering in a number, the next available order number will be assigned. You can also press <F9> to create a revision to an order in history. The Approval Status will be displayed next to the Order # (Once it is approved, the Counter Sale will not be edit-able. Similar to after it is invoiced. If you want to edit the Counter Sales you will have to un-approve it). Customer Enter the customer code or press <F2> to select from a list of existing customers.there is also the option to add a new customer on the fly. To do this, press <F2> and click on ** Add A New Customer ** at the top of the Customer selection screen. Press <Enter> and the Setup/Edit Customers screen will display, allowing for new customer entry. P.O. # Enter the customers' P.O. #, if any. This field can be made mandatory through the Force Purchase Order # flag in the Counter Sales Profile -> Options screen. 17

18 Over the Counter Sales Sales Tax Group (For US Clients only) The Sales Tax Group entered here will override the Sales Tax group on the Customer or Job or Company Profile. The order of selection is as follows: 1. From the Customer 2. If using a Job, then the Job overrides the Customer 3. If the flag is set to use Company Taxes, then Company taxes override 4. If a User enters a Sales Tax Group on the Counter Sales Order screen, then it overrides all of the above. Type In the Type field, you must select one of the following: Product - Select your parts from your inventory file and enter the quantity ordered and the quantity shipped. The program will automatically calculate and fill in the quantity backordered, quantity invoiced, selling price and any applicable taxes. Comment - Type text that you want to appear on your invoice. Note: Your comment can be as long as you want. Long comments will wrap around and print correctly on the invoice. On your Counter Sales processing screen, long comment lines only show 25 characters. You can use your mouse to drag the right side of the description box to read the rest of the comment line, if required. Non-Inventory Item - Type your part description, quantity ordered and quantity shipped. The program will automatically calculate and fill the quantity backordered, quantity invoiced, selling price and any applicable taxes. It works exactly the same as a Product or Inventory line, except you must fill in the description and the selling price yourself. Note: Both Product and Non-Inventory Items will follow the posting rules established in your Parts Categories (as shown above). Since Non-inventory items cannot be linked to a Parts Category, they follow the G/L integration rules from the 1st Parts Category on file. In the above example, this would be Category ELEC as it is at the top of the list. Other Charges - When you choose other charges, you will choose the distribution of your sales revenue for the other charge amount only. 18

19 Over the Counter Sales Freight - To add a freight line, you will need to setup a parts category called Freight in Inventory -> Files -> Parts Categories. Part # Enter the Part number (15 characters max) or press <F2> to select from a list of Parts or to create a new Part number. Press <F9> to print (or design) a listing. The part number, or code, is a vital piece of information. You will use this code throughout the system to charge and track the movement of the parts. Therefore, put some thought into the codes you choose. The code itself can be any alphanumeric combination up to 15 characters in length. For those of you that are using a Price Update Service, the code number will be assigned by the service. When <F2> is pressed and the parts list is displayed, press <F2> again or the ABC button to perform a Word Search. You can then narrow the list even further by performing a search within a search by entering in another search term. For example, you could search for Faucets then Chrome Faucets on an additional search to narrow the search. Price If the Disable Ability To Edit Selling Price flag was not selected in the Counter Sales Profile ~ Options screen, you will be able to edit the selling price of an item here. Discount ID If the Discount/Coupon Used flag was set on in the Counter Sales Profile ~ Options screen, you can select a Discount to apply to this line. Enter the discount code or press <F2> to select from available active codes on file. Bill-To Button The Bill-To button will allow you to choose which customer to bill the sale to. The options displayed will be based on how the Bill-To Customer Option is set on the Counter Sales Profile ~ Options screen. If set to S to allow for the choice of any customer, you will see a screen similar to the one below: 19

20 Over the Counter Sales Print Sales Documents From the Over the Counter Sales screen, you are able to print the Invoice, Pick Slip, Pack Slip and Acknowledgement using the corresponding buttons on the right side of the screen. 20

21 Payment Button Inventory -> Counter Sales -> Over the Counter Sales ~ Payment Button Payment Button The Payment Button allows you to record payment in full and write off the difference. If you enter zero in the write off field, the program will allow you to invoice your customer for the difference. Note: We have allowed for various payment methods such as Account, Cash, Check, American Express, Discovery, Master Card, Visa and Other. If the customer is a Cash customer, only Cash, Cheque or Credit Card payment types will be available. 21

22 Payment Button You must have a Write-Up/Off posting account set up in Accounts Receivable -> Files -> Create A/R Subledgers ~ Discount Accounts for Service Billing. If you have not already set the account up, you will see the following message screen: Deposit To designate a payment as a Deposit, select this check box. When this field is selected, the Deposit Amount field will become available for entry. 22

23 Notes Button Inventory -> Counter Sales -> Over the Counter Sales ~ Notes Button Notes Button The Notes Button gives you lots of space to type information about the order. 23 Version 12.3 Copyright 2013 Gary Jonas Computing

24 Shipping Info Button Inventory -> Counter Sales -> Over the Counter Sales ~ Shipping Info Button Shipping Info Button The Shipping Info Button allows you to record your shipping information as shown above. You can use any Ship To addresses you have setup in Accounts Receivable. Shipped Via Indicate the method employed to ship this sale (ground, air, etc.). 24

25 Shipping Info Button Way Bill # Type the way bill number that your shipper has assigned to this sale. Shipper Indicate which Shipper you are using for this sale (FedEx, DHL, Purolator, etc.). Ship To If this Customer has Ship To codes established (from within the Customer Master File), you can select one here. If you are using Invoice form GJICS4AS you can hit <F11> to enter a Shipping address which will be specific to this Order. Forms to use for printing the Shipping address entered are: GJICS2AS, GJICS3AS, GJICS4AS, GJICS5AS, and GJICS6AS. Shipping Labels Button The Shipping Labels button allows you to print a specified quantity of shipping and item labels, if answer Y for Item Labels. 25

26 Parameters Button Inventory -> Counter Sales -> Over the Counter Sales ~ Parameters Button Parameters Button The Parameters Button allows you to override the above default settings for this order only. Sales Category This field is the A/R Sales Category. If a Customer has a Sales Category attached to them (in the Preferences screen of the Customer Master File), it will be filled in. If the Customer doesn't have any preferred Sales Category, then the one associated with the Counter Sales Profile > Defaults will be used. Note: This can be forced to ignore the Customer's Sales Category by checking the 'Always use this Category' flag in the Defaults page. 26

27 Parameters Button Warehouse Select the warehouse where you store your inventory for over the counter sales. Date of Order Enter the Date of Order or press <F2> to select the date from the calendar. Terr./Sales Rep The Customer's Territory/Sales Rep. (from the Customer Master File), will be filled in as a default. Diff. Customer Name On the Counter Sales Invoice, if the customer code is 'Cash' this Diff. Customer Name will identify the Customer on the invoice when printed. This feature currently only works with custom invoice design: GJICS4BP. # of Copies Set the default to the usual number of copies you will require for each form. Cost Item Enter or press <F2> to select the Cost Item for the Job Orders Cost of Sales. Cost Type Enter or press <F2> to select the Cost Type for the Job Orders Cost of Sales. 27

28 Order History Button Inventory -> Counter Sales -> Over the Counter Sales ~ Order History Order History The Order History Button allows you to review any orders previously placed by the customer whose order you are currently processing. This screen looks very similar to an accounts receivable inquiry. However, if you press the details button (Dtl) you will get all the information about previous orders. 28

29 Parts Pricing Inventory -> Counter Sales -> Over the Counter Sales ~ Parts Pricing Parts Pricing The Parts Pricing Button automatically takes you to the Part you have selected and opens your Parts Master lookup so you can see On Hand information, including your selling price. 29

30 Parts Pricing 30

31 Customer Comments Button Inventory -> Counter Sales -> Over the Counter Sales ~ Customer Comments Button Customer Comments Button Enter a comment/note/etc. that applies to this Customer. Click on INSERT ROW to insert a Comment Line before this Line. Click on DELETE ROW to delete this Comment Line. 31

32 Customer Comments Button Service Billing: If you set the Merge Customer Comments flag to Y in the Service System Profile, all comments will be merged to the description of the problem field when you create a work order. If you start a comment with an * (asterisk) the computer will automatically merge all the Comments/Notes to the description of the problem field on the Work Order. It will also place them at the top of the list of Comments displayed in the A/R Stats screen in W/O or if you start a comment line with a ~ (tilda) - the computer will automatically add the comment to the special message for all work orders for that customer. Note: If you are using "Common Phrases" in the Service Billing module and you set up a code using as asterisk (ex. *CN), this common phrase will take hierarchy and will print in the conditions section on the WO invoice and ticket found at the bottom of the page. Date Enter the date that applies to this Comment Line. Note: This is a free form date that is not validated by the computer. For example, the Comment might be "Furnace light is defective", and the date might reflect when the problem was reported. Disposition Enter the current status (disposition) of this item. For example, the Disposition might be "Waiting for Parts". 32

33 Print Counter Sales Invoices Inventory -> Counter Sales -> Modify Quantity Shipped Modify Quantity Shipped Instead of going back into each Counter Sale, you can use this program to change the Quantity Shipped on a sale. Note that by doing this, you affect the Quantity Invoiced too. Company Press ENTER to accept the default Company whose information you wish to enter or use the Small Down Arrow to select from a list of Companies. Sub-Ledger Enter the Sub-Ledger code or press <F2> to select from a list of codes. 33

34 Print Counter Sales Invoices Order # Enter the sales order number or press <F2> to select from a list of existing order numbers. Once an order number is selected, the Part #'s, Descriptions, Qty Ord'd, Qty B/O'd, Qty Inv'd, and Serial Numbers from the order lines will be added below. You can then change the Qty Ship'd field to make adjustments. Qty Ship d Change the Quantity Shipped field for the order lines you would like to adjust. 34

35 Approve Counter Sales Inventory -> Counter Sales -> Approve the Counter Sales Approve Counter Sales Select orders on this screen and actions for them. You can choose to Leave an Order Approved, Un-approve it, or Approve a C/S Order. Note: This report will sort by Customer Code, Customer and then by Order Number. 35

36 Approve Counter Sales Select Order # Enter the sales order number or press <F2> to select from a list of existing order numbers. Action Select the action you want to take for this order from either Approve C/S Order, Leave Approved, or Un-Approve Order. 36

37 Print Counter Sales Invoices Inventory -> Counter Sales -> Print Counter Sales Invoices Print Counter Sales Invoices For those clients who don't print off an Invoice at the time that the Counter Sale is entered, you can now print off Invoices for All, Selected, or a Range of Sales with this program. Orders Selection Select which orders you want to print; All Orders, Range of Orders, Selected Orders, All Approved J-Mail-able orders, Approved Non J-Mailable Orders, All Approved C/S Orders. Orders From Lowest Enter the lower From order that you wish to start at, or press <F2> to select from a list of existing orders. Orders To Highest Enter the highest To order that you wish to end at, or press <F2> to select from a list of existing orders. 37

38 Print Counter Sales Invoices Selected Orders If you chose Selected Orders above, enter the order numbers that you wish to print invoices for. You can also press <F2> to select from a list of existing invoices. To remove an invoice you have already selected, double click it on the pane to the right and a confirmation window will be shown. 38

39 End of Day Cashout Inventory -> Counter Sales -> End of Day Cashout End of Day Cashout This program is used as a daily register closeout utility. At the end of the day, enter the amounts for each individual payment type per Drawer/Printer. 39 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

40 Update Counter Sales Inventory -> Counter Sales -> Update Counter Sales Update Counter Sales Update Counter Sales posts your sale to the General Ledger and updates Accounts Receivable. You can select the range of dates for the orders you want to post and the date of record for posting to the GL. In addition, you can select All Orders, a Range of Orders or Selected Orders. Finally, if desired, you can print a preview of the orders you are about to process, before you do your final update. Note: If the Force End of Day Balancing flag is turned on in the Counter Sales Profile, the Orders Selection portion of the screen will default to All Orders and cannot be changed. 40

41 Update Counter Sales Invoice Dates From Enter the Order Date from which you want the update to start, or press <F2> to select the date from the calendar. Invoice Dates To Enter the Order Date from which you want the update to end, or press <F2> to select the date from the calendar. Date of Record Enter the Date of Record, which is the date the sale & cost will be recognized or press <F2> to select the date from the calendar. Orders Selection Select which orders you want to print; All Orders, Range of Orders or Selected Orders. Orders From Enter the lower From order that you wish to start at, or press <F2> to select from a list of existing orders. Orders To Enter the highest To order that you wish to end at, or press <F2> to select from a list of existing orders. Selected Orders If you chose Selected Orders above, enter the order numbers that you wish to print invoices for. You can also press <F2> to select from a list of existing invoices. To remove an invoice you have already selected, double click it on the pane to the right and a confirmation window will be shown. Post Option Select if you want to view a Preview Report Only, or if you wish to Update the counter sales. 41

42 Order History Inquiry Inventory -> Counter Sales -> Order History Inquiry Order History Inquiry The Order History Inquiry screen gives you the same information as the Order History Button on the Over the Counter Sales screen except you can also inquire on one or more selected customers at this location. Order History will only include orders that have been totally completed - for example, if you have processed order number 5-00, 5-01, and you have order number 5-02 open with a balance to ship, bill and update, then none of the orders previously listed will appear on the Order History Report. 42

43 Order History Inquiry Select Customers Press <F2>, click the Lookup button to select, or type the Customer code. If you wish to inquire on All Customers, press <F9>. If you have a lot of Customers, using F9 could take a while. From Invoice Date Enter the From invoice date that you wish to start at, or press <F2> to select the date from the calendar. To Invoice Date Enter the To invoice date that you wish to end at, or press <F2> to select the date from the calendar. Show P.O.# If you wish to show the P.O. # in the inquiry, select this check-box. Show Diff. Cust. Cust Name To show a different customer name (if any was entered), select this check-box. Sort By Select how you would like the inquiry to be sorted. Either by Order Number or Invoice Date (Descending). 43

44 Back/Outstanding Order Report Inventory -> Counter Sales -> Back/Outstanding Order Report Reports Back/Outstanding Order Report The Back / Outstanding Order Report allows you to report on either backorders or outstanding orders. You will select the date range of the orders that you wish to print. The Format can be Detailed or Summary. 44 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

45 Back/Outstanding Order Report Dates From Enter the starting from date or press <F2> to select the date from the calendar. Dates To Enter the ending to date or press <F2> to select the date from the calendar. Format Select the Format of the report that you want from: 1 - Summary Back Order 2 - Detailed Back Order 3 - Summary Outstanding Order 4 - Detailed Outstanding Order 5 - Freight to be Billed 6 - Detailed Up-updated/Completed Order 7 - Detailed Active/Backorder/Completed (This is the same as #2,but with additional columns for Ship-To and Invoice Amt. Customers Selection Select the Customers you wish to report on from All Customers, Range of Customers or Selected Customers. Customers From / To If you selected the Range of Customers option, these fields will be active for entry. Enter the starting (FROM) and ending (TO) customer codes to be used (ie. only Customers from the FROM Customer up to and including the TO Customer will be included). You can also press <ENTER> to start at the first Customer on file or press <F2> to select from the list of numbers. Selected Customers If you chose Selected Customers above, enter the customers that you wish to report on. You can also press <F2> to select from a list of existing customers. To remove a customer you have already selected, double click it on the pane to the right and a confirmation window will be shown. Parts Selection Select the Parts you wish to report on from All Parts, Range of Parts or Selected Parts. 45 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

46 Back/Outstanding Order Report Parts From / To If you selected the Range of Parts option, these fields will be active for entry. Enter the starting (FROM) and ending (TO) parts numbers to be used (ie. only Parts from the FROM Part up to and including the TO Part will be included). You can also press <ENTER> to start at the first Part on file and press Enter again in the Parts To field to end at the last part on file or press <F2> to select from the list of numbers. Selected Parts If you chose Selected Parts above, enter the parts that you wish to report on. You can also press <F2> to select from a list of existing parts. To remove a part you have already selected, double click it on the pane to the right and a confirmation window will be shown. Salesrep Selection Select the Salesrep you wish to report on from All Salesreps, Range of Salesreps or Selected Salesreps. Salesrep From / To If you selected the Range of Salesreps option, these fields will be active for entry. Enter the starting (FROM) and ending (TO) Salesrep codes to be used (ie. only Salesreps from the FROM Salesrep up to and including the TO Salesrep will be included). You can also press <ENTER> to start at the first Salesrep on file or press <F2> to select from the list of Salesreps. Selected Salesreps If you chose Selected Salesreps above, enter the Salesreps that you wish to report on. You can also press <F2> to select from a list of existing Salesreps. To remove a Salesrep you have already selected, double click it on the pane to the right and a confirmation window will be shown. Sort By Select how you want the report sorted from either Customer Code, Part #, Job # or Sales Rep. Add l $$ Values If the Detailed Back Order format was selected, this option will be available. If selected, then the following columns are added to report: Unit Price - after the Qty Ordered column Backorder Amt - after Back Ordered column 46 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

47 Back/Outstanding Order Report Add l Info If the Detailed Back Order format was selected, this option will be available. If selected, then the following columns will be added to the report: Notes (1st line) - after Customer PO column. Salesperson - After Notes column Note Len (10 to 60) If the Detailed Back Order format was selected, this option will be available. Enter the number of characters of the 1st line of notes to show. 47 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

48 Invoiced Counter Sales Report Inventory -> Counter Sales -> Invoiced Counter Sales Report Invoiced Counter Sales Report This sales report will show for a specified date range the following information: Invoice date, Invoice number, Order number, Items sold, Cost and selling price, Profit margin. A Grand Total for the entire report will be printed. 48

49 Sales and Commission Report Inventory -> Counter Sales -> Sales and Commission Report Sales and Commission Report This report is a Custom program, which will report commission calculations. Feel free to select what you want to print on the report and try it if you like. 49

50 Receipt by Location Report Inventory -> Counter Sales -> Receipt by Location Report Receipt by Location Report This is a Custom report created for a client that was produced to show the daily receipts by Warehouse and Type for a particular day. The report needs to be run before the actual update of invoices is done. To show the breakdown of receipts by location and type on the report, you will need to turn on a new flag "Audit: Breakdown by location and Type" in the Counter Sales Profile options. ie. Location = Warehouse, Type = Cash, Ck, MC, VISA, Discover, Amex. 50

51 Customer Selling Price Lookup Inventory -> Counter Sales -> Customer Selling Price Lookup Customer Selling Price Lookup This report will pickup from the Order History by Part Number/description: customer code/name, most recent order(s), order date, invoice #, selling price & quantity ordered. Un-billed orders will not be included. 51

52 Discounts Given Report Inventory -> Counter Sales -> Discounts Given Report Discounts Given Report This report will display the Discounts/Coupons given by invoice and will allow for selection of Customers, Parts and Discounts to print on the report. Dates From Enter the starting from date or press <F2> to select the date from the calendar. Dates To Enter the ending to date or press <F2> to select the date from the calendar. 52 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

53 Discounts Given Report Customers Selection Select the Customers you wish to report on from All Customers, Range of Customers or Selected Customers. Customers From / To If you selected the Range of Customers option, these fields will be active for entry. Enter the starting (FROM) and ending (TO) customer codes to be used (ie. only Customers from the FROM Customer up to and including the TO Customer will be included). You can also press <ENTER>to start at the first Customer on file or press <F2> to select from the list of numbers. Selected Customers If you chose Selected Customers above, enter the customers that you wish to report on. You can also press <F2> to select from a list of existing customers. To remove a customer you have already selected, double click it on the pane to the right and a confirmation window will be shown. Parts Selection Select the Parts you wish to report on from All Parts, Range of Parts or Selected Parts. Parts From / To If you selected the Range of Parts option, these fields will be active for entry. Enter the starting (FROM) and ending (TO) parts numbers to be used (ie. only Parts from the FROM Part up to and including the TO Part will be included). You can also press <ENTER> to start at the first Part on file and press Enter again in the Parts To field to end at the last part on file or press <F2> to select from the list of numbers. Selected Parts If you chose Selected Parts above, enter the parts that you wish to report on. You can also press <F2> to select from a list of existing parts. To remove a part you have already selected, double click it on the pane to the right and a confirmation window will be shown. Discount Selection Select the Discount you wish to report on from All Discounts, Range of Discounts or Selected Discounts. Discounts From / To If you selected the Range of Discounts option, these fields will be active for entry. Enter the starting (FROM) and ending (TO) discount codes to be used (ie. only discounts from the FROM discount up to and including the TO discount will be included). You can also 53 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

54 Discounts Given Report press <ENTER> to start at the first discount on file or press <F2> to select from the list of numbers. Selected Discount If you chose Selected Discount above, enter the discounts that you wish to report on. You can also press <F2> to select from a list of existing discounts. To remove a discount you have already selected, double click it on the pane to the right and a confirmation window will be shown. 54 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

55 Quotation Cost Report Inventory -> Counter Sales -> Quotation Cost Report Quotation Cost Report This report was created as a custom feature for a client. It will list the Part lines from the Quotation only. Quote Date From Enter the starting from date or press <F2> to select the date from the calendar. Quote Date To Enter the ending to date or press <F2> to select the date from the calendar. Customer Option Select the Customers you wish to report on from All Customers, Range of Customers or Selected Customers. Customers From / To If you selected the Range of Customers option, these fields will be active for entry. Enter the starting (FROM) and ending (TO) customer codes to be used (ie. only Customers from the FROM Customer up to and including the TO Customer will be included). You can also press <ENTER>to start at the first Customer on file or press <F2> to select from the list of numbers. 55 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

56 Quotation Cost Report Customer Selected If you chose Customer Selected above, enter the customers that you wish to report on. You can also press <F2> to select from a list of existing customers. To remove a customer you have already selected, double click it on the pane to the right and a confirmation window will be shown. 56 Version 12.3 Copyright 2012 Gary Jonas Computing internal training purposes only. the reproduction of any part of this article for any other purpose is strictly prohibited.

57 Counter Sales Profile Inventory -> Counter Sales -> Counter Sales Profile Counter Sales Profile The profile must be set up before the Counter Sales module will function. You must have already setup your Parts/Invoicing Parameters first (Inventory > Files). First, pick the forms you need to run the program. We have provided one standard (text based) form and one GUI (graphical) form for the Pick Slip, Pack Slip, Invoice, Acknowledgement and Quotation. 57

58 Counter Sales Profile Terminal Setup Button Use this screen to setup default the Receipt Printer and Warehouse for a Terminal ID. Password Button If a password is entered on this screen, you will be required to re-enter this password in order to modify a Counter Sales order. This can be used to limit modification abilities for employees. 58

59 Defaults Button Inventory -> Counter Sales -> Counter Sales Profile ~ Defaults Button Defaults Button The Defaults button allows you to select your most common rules for processing counter sales. You must make sure that each default setting is filled - don t leave any blank. As you will see later, we have made it easy to override these selections when you are processing your order. Line Type Your choices are Product, Comment, Non Inventory item and Other Charges. Each of these selections will be discussed in more detail in the processing section of this brief. You can quickly access and generate an invoice for parts in inventory by setting your default to Product. You do not necessarily need to include any of the other selections to generate a parts invoice. Warehouse Select the warehouse where you store your inventory for over the counter sales. 59

60 Defaults Button Sales Category You can setup a new sales category for Counter Sales or you can simply set the default to be one of your existing Sales Categories (if you do not need to keep track of Counter Sales Inventory separately). Always Use This Category Check this flag if you prefer all counter sales to use this category and ignore the customer default. # of Copies Set the default to the usual number of copies you will require for each form. G/L Account Freight Enter or press <F2> to select the G/L account to be charged for freight. Cost Item Enter or press <F2> to select the Cost Item for the Job Orders Cost of Sales. Cost Type Enter or press <F2> to select the Cost Type for the Job Orders Cost of Sales. 60

61 Options Button Inventory -> Counter Sales -> Counter Sales Profile ~ Options Button Options Button The Options button allows you to use a Work Order markup table to create your selling price. To use this feature, you must have the Service Billing module. Your parts will be marked up based on the default table set in the service billing profile, unless you have specified a different table in your customer master file (Setup Edit Customers -> Preferences -> Travel / M. U. Table). Use Markup Table Select from one of the following Option buttons: Y - Use this flag if you wish to use the Parts Markup Tables from the Service Billing System for posting Counter Sales Invoices. If so, it will follow the same rules as Service Bill- 61

62 Options Button ing, (i.e. if the Customer Master File has a Preference set for a particular markup table, it will use it rather than the one in Service Billing). It will first check the new Part MU Override table (if flagged for use). C - Use the parts Parameter's Counter Sales markup table. If it is set to C, then it will pick up the counter sales markup table, and use the customer's preference selling price level # to determine which mark-up percentage is to be used. It will then calculate the marked-up selling price based on the part's cost. If there is no selling price level in the Customer Preference File then the system will default to the first mark-up percentage. N - If selected, then Non-Inventory Line Items in Counter Sales will now also look at the Customer Preferences screen to determine which Markup Table to use to calculate the Selling Price. If there is no Selling Price Level in the Customer Master File, the Counter Sales Module will default to the selling price in the Inventory Parts Master file. Use Part Markup Override? If this option is selected and you are using the W/O Markup Table (the Use Markup Table option is set to Y, then it will first check the new Part MU Override table for pricing information. Bill-To Customer Option Set this drop box to reflect how you wish to treat Customers that have Bill-To's setup on their Customer Master Files. The options are: N - if a Bill-to exists, then use it without asking Y - if a Bill-to exists then pop-up a question asking to use it S - allow the choice of any Customer when the Bill-to question arises Force Purchase Order # If you wish to force the entry of a Purchase Order number when taking the Counter Sales order, then check this flag. Disable Payment Button Some clients don't accept payments at the time of the Counter Sales order (they just send out the Invoices generated later). If you want to disable the payment button, check this flag. Invoice Prefix For clients that have a lot of A/R Subledgers processing Counter Sales, you can add a prefix letter to distinguish the invoice numbers from one another.leave this field blank if you do not want to prefix your Invoices. 62

63 Options Button Print Profit Margin Col. Selecting this option will cause the program to add a column to the Counter Sales Audit Trial to display the Profit Margin percentage for each order on the Preview and Update reports. N/A Parts: Unit Cost If checked, then the Cost Value field on Non-Inventory Line Items in the Counter Sales entry screen will represent the Unit Cost, not the total extended cost (which is what it usually represents). Whse Dept Override for Posting If this option is selected, then use the Warehouse Dept as the override for posting the Sales and Cost. Use Company Sales Tax Group Turn this flag on to use the tax group setup in the Company Profile. If turned off, the tax group default will be the Customer's tax group. Always Check Parameters Screen Select this option if you want the parameters screen to always be checked. Inv/Upd Orders ONLY if Packing Slip printed If 'Y' then Print Invoices & Update Invoices from the menu only if the Packing Slip has been printed. Job Number Entry Select Optional, Must, or Never to determine whether to Link a Counter Sales Order to a Job number in order to commit products to a job and then charge the costs of those parts to the job without creating an A/R invoice. Skip Invoice if Job Order If you want to skip an invoice if it is a Job Order, select this option. Print Part Notes on Forms If 'Y', then on the forms it will print the Part Notes under each line. Current forms available include: Pick List: GJICS2A, GJICS2AA Pack List: GJICS3A, GJICS3AA 63

64 Options Button Invoice: GJICS4A, GJICS4AA, GJICS4DYF Acknowledgement: GJICS5AA Quotation: GJICS6AA Audit: Receipts by Location and Type (CUSTOM) If 'Y' then when updating Invoices, add another section to show breakdown of receipts based on Location (Warehouse) and Type (Cash, Ck, MC, VISA, Discover, Amex). New Order: Check for duplicate P.O.# When creating a new Order and a P.O.# is entered, if this field is check-marked, validation will be performed to see if the number exists on any other Order for the same Customer. A warning message will appear with the option to continue or not Disable Invoice Printing C/S Screen If this option is checked (ON), then the invoice button will be grayed out in the Counter Sales entry screen. Also, with the use of "Password" only, the Cancel button will be disabled to prevent users from accidently deleting orders if they really wanted to press 'OK' and accept the order entry. If a Password is entered, the "Cancel" button will be enabled and the order the can be cancelled if the invoice is not updated. You can not cancel an invoice that has been updated. Force End of Day Balancing If this option is selected, it will force users to cash out their drawer at the end of the day. A new section will be included in the Counter Sales Update listing showing the Payments received (Computer Totals vs User Entered Cashout), and any differences between Computer totals and the User entered cashout will be posted to the Short/Over Account. Note: If you select to Force End of Day Balancing, you must run the Update Counter Sales program every night. Discount/Coupon Used Selecting this option will allow for entry of Line Discounts (either a dollar amount or a percentage). The Setup button will be enabled, which will allow for individual discounts/coupon ID s to be entered or edited. 64

65 Options Button Disable Ability to Edit Selling Price If this option is selected, users will not be able to override/change the selling price of items on the Over the Counter Sales screen. Cash Customer Code This field is used to designate the Cash Customer Code (as created in Accounts Receivable > Files > Setup/Edit Customers). Enter the code or press <F2> to select from the list of customer codes. Note: The following rules for cash customers apply: -Back orders are not allowed for Cash Customers. -Cash Customers must pay the invoice at time of entry. They cannot use the On-Account feature. 65

66 Payment G/L Allocation Inventory -> Counter Sales -> Counter Sales Profile ~ Options Button ~ G/L Alloc Payment - G/L Allocation This screen is used for General Ledger allocation for different payment types of the Force End of Day Balancing flag was selected. The payment types that are available on this screen are: American Express Discover Master Card Visa Other Short and Over 66 Version 12.3 Copyright 2012 Gary Jonas Computing

67 Setup Discounts/Coupons Inventory -> Counter Sales -> Counter Sales Profile ~ Options Button ~ Setup (Discounts/Coupons) Setup Discounts/Coupons This screen is used to setup or edit discounts and coupons. This screen will only be available if the Discount/Coupon Used flag is selected on the Options screen. 67 Version 12.3 Copyright 2012 Gary Jonas Computing