Customer Sale

To begin a customer sale, find the customer with the search functions then click the Customer Sale button. A small window will open and you will be asked to select a salesman. Double click or enter the initials to select the salesman. Once a salesman has been selected the invoicing screen will open. To change the contact, bill to and ship to designation for this invoice, click the drop down arrow next to the correct field. Enter a PO number if applicable. To make this sale a quote, check the Quote box to price out an order without reducing available inventory. You begin at the part number field where you can start entering a part number or you may press F2 for the inventory search screen. If the same part number is used by multiple manufacturers or there are part numbers that closely relate to the part entered, it will display a list for you to choose the correct part. Double click the desired part to enter it into the sales order. Pressing enter or tab will move the cursor to the quantity field. If the item you have selected is not in inventory, the backorder window will open.

Creating a Backorder:

When a part number is entered on a sales order that is not in stock, the back order window will open. Here you have two options. The top part of the window is where you will place the part number on order for the customer. You may also add an extra qty for stock here as well. if you have the item in hand you can receive it into inventory to complete the sale. Once finished click OK to save the order, or Cancel to close the window.

To give the customer a discount or change the displayed price hold the right arrow on your keyboard and hit enter and you are able to set the discount amount by typing in a dollar amount or by a percentage(enter the amount then select shift-percent and the system will calculate the discount for you) to change the selling price. Now you may press tab or enter to add the item to the order. The cursor will go back to the part number field and you can continue to add items to this order. If you wish to remove a part from the order simply click on the arrow next to the part in the order and press your delete key on your keyboard. At this point you have an option to print a pick ticket or end the order.

Misc. Charges:

If there are any miscellaneous charges for these items, enter them by clicking on the Misc. Charges tab next to the Parts tab. Use the drop down menu to select the charge you want to add and then click the Add button to add this charge to the order. To remove a charge, click the Remove button after you select the line to be removed.

Trade In:

The Trade In tab is where you will enter any information on a trade in. The system automatically assigns a part number and mfr code using the default Trade In mfr setting in the Admin section, so all that you need to enter for information is a description and the amount you are giving the customer for the item. Once you have entered the information, click the Add to Sales Order button to add the trade to the sales order. If the trade in section is grayed out, you have not setup a default trade in mfr in the Dealer Information section under Admin. You will need to do this before you can start using the trade in system.

If you want to add any notes to this order, enter them in the Notes box located at the bottom of this window. To end the order click End to Invoice or you may use the END key on your keyboard. If there are backordered parts on the order then select save for later. If you do not want to save or end this sale then click the Cancel button to close the window.

Completing the sale:

  • Taking a Payment: Once you have clicked the end to invoice button, the complete sale screen opens. Here you can select the payment type, select invoice or receipt (invoice is the default setting) for printing and enter an amount tendered. If the customer is using multiple forms of payment, click the Split Payment button to open the split payment screen.

    Split Payments:

    In this screen you have the option of taking up to three forms of payment for the invoice. Use the drop down menu to select the payment method, the amount, and the check or credit card number (if applicable). Click the OK button to save the payments and return to the complete sale screen. If you do not want to save these payments, click the Cancel button.

    Once all this is finished you decide to print or not by selecting one of the buttons at the bottom. If you do not want to finish the sale at this time, click Cancel.

  • Charge account: Once you have clicked the end to invoice button, the complete sale screen opens. On a charge account the default setting is credit/charge. Clicking Finish and Print will put the invoice on the customerís account. If the customer wants to pay for the items, then you can change the selection to payment and follow the taking payment instructions.

  • Backorder Deposit: Customers that are not approved for credit and have back ordered items can be required to give a 100% deposit. When you select end to invoice it will default to deposit since there are backorders on the ticket. From here select payment type and the amount tendered and print/no print. The order will be saved for when the backorders come in. When the parts are received, open the order and click End to Invoice/Take Deposit. When the payment screen opens, click the Apply Deposits button and then print the invoice.