Sales Transactions

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Sales Transactions

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Sales transactions are integral to the use of Mobileezy and are created on the Mobileezy Handheld Software and then synchronised through to the Desktop Administrator where they can be exported to the Accounting System.  You can record the sales of items—both goods and services—to existing customers or to new customers created on the handheld device. For each sale, you can record details such as items, quantity of items, any payments made, and even the customer’s signature. For each sale created in Mobileezy you must record a customer and item(s) retrieved from the Card List and Items List.

Sales Transactions can be created from the Sales tab, the Card Details Screen or from the runlist on the handheld.

 

Types of Sales Transactions        Types of Sales Transactions

There are 5 types of standard sales transactions that can be created from the handheld:

Sales Transaction Type

Detail

Invoice

Invoices created from the handheld will be available in Desktop Administrator for export to the Accounting System.  Invoices will affect stock on-hand levels in the Accounting System.

Quote

Quotes created from the handheld will export to the Accounting System as a quote.  They will not affect any stock levels.

Order

Orders created from the handheld will export to the Accounting System as an order.  Stock levels will not be affected.

Invoice Credit

An invoice credit is used to create a credit against an invoice.

Order Credit

An order credit is used to create a credit against an order.

Creating a New Sale        Creating a New Sale

New sales are created on the handheld from the Sales tab. To create a new sale:

1.From the Sales tab tap on the New Sale button, this will open the sale screen.
Screenshot of New Sale Screen
Press the New Sale Button

 

2.Select the customer you are making the sale to by tapping on the Tap Here to Select Customer button and then selecting the customer from the cards list.

Note:  To find the customer name quickly,  write the first few letters of the customer name in the Look up field.

Screenshot of Selecting the Customer
Tap to Select the Customer
Screenshot of Selecting the Customer from the Card List
Select the Customer from the Cards List
3.If the ship to address for the customer is different from the bill to address, you can alter it by selecting the ship... button and selecting another customer from the cards list.  When the customer is selected, press the Ok button.
Screenshot of Selectng the Ship To
Selecting a Different Ship To Card

 

4.Select the sales transaction type

 

Screenshot of Setting the Transaction Type
Set the Transaction Type
Screenshot of Selecting the Transaction Type
Select the Transaction Type
5.Tap on the add items button to add line items from the items list to the sale
Screenshot of Starting to Add Items
Start Adding Items

 

6.To add an item, tap on the item name.  From the Item Information screen enter the quantity by using the Handheld qty arrowbutton or by tapping in the field next to qty to enter the amount manually.  The number pad will be automatically triggered for Android devices.
Screenshot of Selecting Items from the List
Select from the Items List
Screenshot of Entering the Item Quantity
Enter the Item Quantity
7.Edit the price if this is enabled (controlled through profile settings) and enter a note in the Note field if a line item note is required.

Note: Any notes added will print out on the invoice and also export to your Accounting System.

Screenshot of Adjusting the Price and Adding a Note
Adjust Price and Add a Note

 

8.Press ok and then continue to add items until all items are added to the sale.  When complete press ok from the Sales Item screen.
Screenshot of the Sales Item Screen
Sales Item Screen

 

9.If freight is chargeable on the sale, tap on the freight field and select the freight type.  This will automatically add the freight type and value to the sale.

Note:  You will need to have configured your shipping methods for this feature to be enabled.  Reckon Accounts will only allow the export of shipping type, no value will be automatically exported.

Screenshot of Selecting to Add Freight
Tap Freight Item
Screenshot of Selecting the Freight Type
Select Freight Type
10.Complete the sale by tapping on the Unsigned button and then taking the customer signature.  Once the signature is taken, you can print the transaction or press Ok to move on to the next.
Screenshot of the Unsigned Button
Tap the Unsigned Button
Screenshot of Taking Signature
Taking the Customer Signature

Setting the Transaction Status        Setting the Transaction Status

The transaction status should be set before it is completed and closed, by default all transactions will be set to the status of Done until this point.  If all mandatory fields are not completed, you will be prompted to fix the transaction or set it to a Void or WIP status.

To manually set the transaction status:

1.From the Sale screen, tap on the Status drop down list.
Screenshot of Selecting the Status List
Tap for the Status Drop Down List
2.Select the desired status from the list.
Screenshot of Selecting the Status
Select the Status

Transaction Status        Transaction Status'

The transaction status must be set on the handheld device from the sale screen.  There are 6 different transaction status' of which 4 can be manually set from the sale screen.  The table below describes the different transaction status':

Status

Description

Done

A completed transaction that will be sent to the Desktop Administrator on the next synchronisation.  After synchronisation it cannot be edited from the handheld.

Void

A canceled transaction that has not yet been sent to the Desktop Administrator.

WIP

A transaction that is a Work In Progress.  The WIP transaction will remain on the handheld even after transfer to the Desktop Administrator.

Template

A transaction that is a template for future sales.  Requires the profile setting Disable Templates in Status List to be set to No to be available from the handheld.

Archived

A completed transaction that has been sent to the desktop.  A done transaction will automatically be set to archived after being sent to the Desktop Administrator.  Archived transactions cannot be edited.

Voided

A canceled transaction that has been synchronised to the desktop.  It cannot be edited after synchronisation.

Additional Sales Details: Purchase Order Number; Comments; Instructions and Employee        Additional Sales Details: Purchase Order Number; Comments; Instructions and Employee

Customer Purchase Order number, transaction comments, picking instructions and employee name can be optionally added or edited for each sales transaction.  These fields are accessed by tapping on the Details button from the Sales Screen.

1.From the sales screen tap on the Details button
Screenshot of the Details Button
Tap on the Details Button
2.From the Info tab, enter the purchase order number (if required), any picking instructions and change the Employee name if required.
Screenshot of the Sale Details Screen
Enter Additional Sale Details
3.Tap on the Comments tab to enter any comments about the sale.
Screenshot of the Sales Detail Comment Tab
Enter Sales Comments 
4.Press the Ok button to return to the sale.

note: The purchase order number, employee name and transaction comments will print onto the invoice replication report and handheld printout.  The Instruction field is only visible in Desktop Order Entry System, the Picking Module or when naming a sales template.

Creating a Sale from a Template        Creating a New Sale from a Template

Creating a sale from a sales template can dramatically improve the speed of sales transactions, particularly when you have a long product list.

1.From the Cards tab, tap on Card List and locate the customer you are making the sale to.
2.Tap the New Sale button
Screenshot of Creating a New Sale from the Card
The New Sale button
3.If a template is available, it will  be listed on the next screen.
4.Highlight the template you want to use by tapping on it and then press the Ok button.
Screenshot of Selecting the Sale Template
Select the Sales Template
5.Tap on the N Items button.
Screenshot of the Adding Items
Tap the Items Button
6.Adjust sales items as required by tapping into the item and adjusting the quantity, deleting or pressing the Add button to add new items.

Editing Sales Transactions:        Editing Sales Transactions

Only transactions that have been placed in a WIP status or that have not yet been synchronised to the Desktop Administrator can be edited from the handheld.  Transactions that are in a Voided or Archived status cannot be edited on the handheld device although they can be edited using the Desktop Order Entry System.

To edit a transaction on the handheld, locate the transaction in the sales history and tap on it to open.  This will open the transaction from where you can edit any of the transaction details.

Editing the Invoice Number and Invoice Date        Editing the Invoice Number and Invoice Date

Both the invoice number and invoice date can be edited for sales transactions.  These two functions are controlled by profile settings configured on the Desktop Administrator.

Profile Setting

Behaviour

Allow Edit Invoice Number

Controls whether the handheld user can edit the invoice number (Defaults to No)

Allow Edit Invoice Date

Controls whether the handheld user can edit the invoice date (Defaults to No)

To Edit the Invoice Number

1.From the New Sale screen tap on the invoice number in the screen header.
Screenshot of Tapping the Sale Number
Tap the Sale Number
2.Select Edit Sale Number from the menu
Screenshot of Menu Selection
Select from the Menu
3.Tap in the Sale # field and edit as desired.
Screenshot of Editing the Sale Number
Enter the New Number

To Edit the Invoice Date

1.From the New Sale screen tap on the date field.
Screenshot of Editing the Sale Date
Tap on the Date Field
2.Select the new date from the onscreen calendar.

Applying a Payment to a Sales Transaction        Applying a Payment to a Sales Transaction

Payments can be applied to sales transactions on the handheld and will be exported in conjunction with the sales transaction to the Accounting System.  To take a payment,

1.From the New Sale screen tap on the Paid Today button
Screenshot of the Paid Today button
Tap Paid Today
2.Select the payment type and then enter the amount received.
Screenshot of Entering Payment Details
Enter Payment Details
3.A note regarding the payment can be entered in the Memo field.  This will export to the Accounting System.

Note: If no payment type is selected on a transaction, the default payment type of None will be added.

Branch Office sales on the handheld        Creating Sales to Branch Offices on the handheld

To create a sale to a branch office on the handheld, simply follow the process described for creating a new sale selecting the branch office as the customer card you are creating the sale to.

Screenshot of Selecting the Branch Office card
Select the Branch Office Card

If your head offices have been correctly configured, Mobileezy will automatically set the ship to address as the branch office and the bill to address as the head office card.

Screenshot of Head Office Card in Bill To Address
Bill To Address is the Head Office Card

Deleting Sales        Deleting Sales

Sales cannot be deleted from Mobileezy, instead they are placed into a Void status.  To do this, follow the instructions for Editing Sales Transactions setting the status to Void.

See Also

Handheld Sales Templates

Sales History

Payment Types

Items List

Printing

Head Offices

Item Properties and Sales