Managing Sales Transactions

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Managing Sales Transactions

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Desktop Order Entry System can be used to create new sales transactions such as invoices, orders or quotes as well as to edit any sales completed by handheld users before their import into the Accounting System.  This topic provides step by step instructions on how to work with sales transactions in Desktop Order Entry System.

Desktop Order Entry System can be used to create new sales or edit sales completed in the field before they are sent through to the Accounting System.


Entering sales using Desktop Order Entry System        Entering sales using Desktop Order Entry System

New sales are created from the transactions tab in Desktop Order Entry System.  To create a new sales transaction:

1.Press the New Sale button
Screenshot of creating a new sale
Creating a New Sale
2.This will open the new transaction screen, where you need to set the transaction up by entering the transaction header detail:
Select the customer from the drop down list
Select the sale type from the Sale Type list - sale type is defined by available sales types in the user profile.
Set the sale status to WIP or Archived (default is Archived)
Edit the invoice date if required (default is the current date)
Enter a Purchase Order number if provided
Set the employee name if the employee making the sale is different from the logged on user.
Edit the invoice number if required
Set the freight type (if required) otherwise leave as Freight
Select the sell location (if stock is in use)
Screenshot of entering the transaction header
Enter the Transaction Header Detail
3.Start entering the transaction items by selecting from either the item code or the description list.  You can either use the mouse to select from the list, the keyboard up and down arrows to scroll through the list or start typing to auto select the item. Pressing the tab key will move the selector to the next field.  For each line item you will need to do the following:
Enter the quantity required
Edit the unit price if this differs from the customer pricing setup.
Enter a discount if this differs from any setup in the special pricing and discount events.
Enter any line item notes if required (these will print on the printed invoice)
Screenshot of the entering the line items
Adding Line Items

Note: Pressing the keyboard Tab button from the Item Code or Description column will cause an item search box to appear.

Screenshot of the Item Search Window
Tab to Select Items from the Item Search Window
4.After all transaction line items are entered, finish the sale by:
Entering a transaction comment (this will print on the printed invoice in the comment field)
Entering a payment by selecting the payment method and entering the amount taken.  A note can also be added to the payment.
Press the save button to complete.
Screenshot of finalising the transaction
Finalise the Sale

Note:  If you require this transaction to appear in the handheld runlist, you must select New visit from the transaction screen and assign a handheld user.

Editing handheld field sales        Editing handheld field sales

Sales completed by handheld users can be edited from the transactions tab.  To edit a sale:

1.Go to the transaction tab
2.Locate the sale by scrolling through the list or using the filters
3.Click on the Left Open Arrow  in the Edit Sale to open the transaction form.
4.Edit the sale as required and press Save to commit the changes.
5.Press Cancel to discard any changes made.

Note:  The profile setting Show Transactions Generated from Handheld must be set to True for transactions to be visible in the Desktop Order Entry System. Only sales that have not been exported to the Accounting System will be available for edit.

Using the transaction filters        Using Transaction Filters

There are three filters available in the transaction tab of Desktop Order Entry System.  These filters will enable you to sort through the transaction list in order to find a specific sale.

1.Sales Type:  Allows you to narrow down the list by transaction type.  Only transaction types that are enabled in the users profile setting will be available.
2.Status: Allows you to limit the list by the status of the sale.  The options are:
Completed Sales:  Sales that are completed but not yet exported to the Accounting System.
WIP: Sales that are in a WIP status.
All Sales: Sales in any status.
Void: Sales that have been marked as void. NOTE:  the availability of voided sales is controlled by the profile setting Allow Edit Voided Transactions
3.Filter: Allows you to type in any characters- this filter will search the customer name, address, transaction ID and limit the results accordingly.


Creating sales from templates        Creating sales from templates

To create a sale from a template, follow the process for creating a new sale (see Entering Sales using Desktop Order Entry System).

1.Select the customer name from the drop down list, this will cause a window showing the list of available templates to appear.
2.Select the required template from the available list.
3.Press Select Template to create the sale and continue by editing the sale.
Screenshot of the template selection window
The Template List

Deleting transaction line items        Deleting Transaction Line Items

At times you may want to delete a line item from a transaction, particularly if you are creating sales from templates.  This can be done by:

1.Use the mouse to right click on the line item in the transaction form.
2.Select Delete Line from the menu
3.Press Ok to the warning dialog
Screenshot of deleting a transaction line
Deleting a Transaction Line

Voiding and archiving transactions        Voiding and Archiving Transactions

Transactions can be either voided or archived from the transaction screen in Desktop Order Entry System.  You may need to do this in order to void mistakes made by field staff or to convert sales left in a WIP status into the Archived status, ready for export to your Accounting System.

Voiding Transactions

Transactions in the status of WIP or Archived can be voided.  To do this:

1.From the Transactions tab select the sale to void by left clicking on it (to select multiple sales hold down the ctrl key while selecting).
2.Right click on the line and select Void Transaction from the menu.  This will place all selected transactions into a void status.

Archiving Transactions

Transactions in the status of WIP can be archived.  To do this:

3.From the Transactions tab select the sale to Archive by left clicking on it (to select multiple sales hold down the ctrl key while selecting).
4.Right click on the line and select Archive Transaction from the menu.  This will place all selected transactions into an archived status ready for export.
Screenshot of voiding or archiving transactions
Voiding or Archiving Transactions

Profile Settings affecting sales transactions in Desktop Order Entry System        Profile Settings affecting sales transactions in Desktop Order Entry System

See Profile Settings (DOES) subsection.

See Also

Sales Templates

Creating and Editing User Profiles

Sales Transactions

Profile Settings

Item Properties and Sales