Recording Over the Counter Sale Invoices

Transcription

1 Recording Over the Counter Sale Invoices SuccessWare21 allows entry of an invoice for counter sale purposes without going through the process of inserting a new job, recording call progress, completing/closing the job, etc. The counter sale invoice will have no relationship to any call, job, or project. Note: Since there is no job, the invoice will not appear in the Customer Service History. You must open the Billing Account History (F4) to review any counter sale invoice history. One or more generic counter sale customers (location and billing account) can be created for use when it is not necessary to track the sale to a specific location or billing account. The counter sale customer can be left open so that a search is not necessary between each counter sale invoice. COUNTER SALE SETUP Assigning User Rights You can assign the ability to create and post counter sale invoices by user group. 1. Select the 21 Menu, choose SETUP, and then click the USERS button. 2. Select USER GROUPS and edit each user group specifying whether that group should have access to counter sales. The CREATE/POST COUNTER SALES ability flag is on the CUSTOMER SERVICE tab under the A/R INVOICE heading. SuccessWare, Inc. Counter Sale Invoices- 1

2 Counter Sale Invoices Setting the default counter sale cash box Before you begin to process counter sales, you must assign a default cash box account into which you will post receipts associated with the counter sale. To set up the default counter sale cash box, 1. Select the 21 Main Menu, select SETUP and click the REFERENCE LIBRARY button. 2. Choose the ACCOUNTING Volume 3. Double click on REGISTER ACCOUNTS. 4. Press Ctrl+Enter to edit accounts. 5. You can either use the left and right pointing arrows to select an existing account or you can choose to add a new account. Note: Create a new cash box account for counter sales if you prefer to reconcile counter sale receipts separate from receipts returned from the field. If you create a new account separate from the default cash receipts cash box, you will reconcile each cash box separately, but if you like, you will still be able to combine the separate reconciliation items into a single bank deposit. 6. After selecting an existing account or adding a new one, be sure to checkmark DEFAULT COUNTER SALE ACCOUNT. 7. Enter a Sales Dept and Default Warehouse for the counter sale cash box. This will help automate the process of entering and posting the counter sale invoices. Counter Sale Invoices- 2 SuccessWare, Inc.

3 8. Press Save Creating A Generic Counter Sale Customer Account Generic counter sale accounts are created from the Receivables Manager. Create a counter sale account if you do not need to track counter sales to specific locations / billing accounts. To create a new counter sale account, 1. Open the RECEIVABLES MANAGER, 2. Right click, and select New Counter Sale Account 3. In creating the new billing account, it is recommended that you enter COUNTER, or some other descriptive text as the account number. 4. Enter Counter sale into the LAST NAME for search purposes. Note: If for some reason (different branch offices, different salespersons, other reporting purposes, etc.) you want to create multiple counter sale accounts you can call them COUNTER1, COUNTER2, etc. SuccessWare, Inc. Counter Sale Invoices- 3

4 Counter Sale Invoices 5. You must enter an address. You can use your company s address. 6. Enter Payment Terms and a Salesperson if you wish. These will be used as the default for new counter sale invoices. 7. Tab to the LOCATIONS field and press Ctrl+C to create a Carbon Copy Location. You must create a carbon copy location. A location / billing account combination is required for any invoice in SuccessWare21, including counter sales. 8. Double click on the location to open it and then select Edit. 9. Set the TAX CODE and INVOICE TYPE fields as you want them to appear on counter sale invoices. 10. Save the changes to the location when finished. 11. Save and close the new counter sales billing account Counter Sale Invoices- 4 SuccessWare, Inc.

5 General Ledger Setup Sales are posted to general ledger based upon the sale type on the Pricebook category/group of the item number being sold. Double-check the items in the Pricebook that you will be selling on counter sale invoices for proper Sales Type setup. USING COUNTER SALES Creating a counter sale invoice 1. Use the CUSTOMER SEARCH (CTRL+F12) to find either a generic counter sale customer, or a specific customer, depending upon how you want to record and track the sale. 2. Once you have located the correct customer select it by pressing Enter. 3. Create the counter sale invoice by pressing Ctrl+Insert, or right-click and select New Counter Sale Invoice. SuccessWare, Inc. Counter Sale Invoices- 5

6 Counter Sale Invoices 4. The INVOICE DATE will default to today s date. You can change it if necessary. 5. The DEPARTMENT and SALESPERSON fields will default based upon the setup of the Billing Account. These also can be changed. 6. Tab to the item grid and press Insert to add a new item. Counter sale invoices only allow the entry of Part or Miscellaneous item numbers. Tasks and Labor are not allowed for counter sales. 7. After the entry of line items, choose Apply Payments. Counter Sale invoices must be paid in full in order to be posted. 8. When payment entry is complete, post the counter sale invoice as you would any other invoice. 9. If the SuccessWare21 inventory module is active for counting, counter sale invoices will automatically post the required inventory transactions. 10. If inventory transactions have been processed, press Enter to close the Inventory Information box. Counter Sale Invoices- 6 SuccessWare, Inc.

7 + 11. Press Enter to acknowledge the resolution of Inventory Tags. 12. Choose whether or not to print the invoice 13. Close the invoice when finished. Note: As long as the default warehouse has been defined on the default counter sale cash box and therefore on the invoice header, the inventory posting process will automatically occur when the Post button is selected. If for any reason the inventory transactions cannot post, the Tag Manager will show in order to allow manual intervention. If inventory posting for all items on the invoice is not completed, either automatically or manually, posting will stop and the invoice will remain un-posted. Accessing the Counter Sales Customer If a generic counter sale account is used frequently for counter sale invoices, the customer form can be left open for quick access. Simply do not close the customer form, and when you want to do another counter sale, select the yellow C from the tool bar, and select the counter sale account. Then create the new counter sale invoice (CTRL+INS). REPORTS Invoice related reports have a filter, group, and sort option for Invoice Type. There are four invoice types tracked by the SuccessWare21: job related invoices, project invoices, agreement invoices, and counter sales. Reports can be run for a specific invoice type using the Invoice Type filter, or sorted and/or grouped by Invoice Type. SuccessWare, Inc. Counter Sale Invoices- 7