Difference between revisions of "Dealing with backorders in point of sale"

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=== Creating the Order ===
 
=== Creating the Order ===
 
Go to {{Menu|{{ST}}|Point of Sale}}.
 
Go to {{Menu|{{ST}}|Point of Sale}}.
 +
* At {{DataPrompt|Stock Code}} enter the stock code for the item or click {{KeyPress|C-F1}} to [[How do I find a stock code?|search]] for an item.
 +
* Enter the {{DataPrompt|Quantity}} the customer requires and press {{KeyPress|ENTER}}.
 +
* Repeat to add all items being sold or ordered at this time.
 +
* Items unavailable for sale will be highlighted pink and a van will appear under the {{DataPrompt|Order}} column to advise you need to order the item.
 +
* If you find you need to order items click into the {{DataPrompt|Customer}} field at the bottom of the screen.
 +
** Enter the customer's account code if known, else [[How do I find a customer?|search]] for their account or create a new customer.
  
−
* {{YouTube|aKwPghJC4oA|Ordering Parts}}
+
{{Tip|text=Ordering parts under a customer record is preferable to using a generic account as it will make it easier to track the items and who they were ordered for.}}
  
−
* At {{DataPrompt|Customer:}} type in the customer's account code if known, or [[How do I find a customer?|search]] for the customer, or create a new customer.
 
−
* At the {{DataPrompt|Stock Code:}} enter the stock code that you want to sell, or [[How do I find a stock code?|search]] for a stock item.
 
−
* At the {{DataPrompt|Quantity}} enter the quantity of this item to be sold.
 
 
* Click {{Button|Checkout}}.
 
* Click {{Button|Checkout}}.
−
* This now pulls up a dialog box with the customer's order details. By default, the system will try and take full payment. If you need to change this, amend the amount accordingly.
+
* This will now display a dialog box with the customer's order details.
−
* Press {{KeyPress|F7}} or click {{Button|Confirm}} to proceed to the Payments screen.
+
* A {{DataPrompt|Reference}} will be generated using their name and phone number or mobile number, if entered. You may overtype this e.g. to enter a specific contact name and number to associate to the item/s being ordered.
−
*Take the payment in the usual way.
+
* By default, the system will assume you will take a full deposit payment for the item/s. You may amend this if necessary but you are encouraged to take a full deposit for items being ordered.
−
*The system will print a deposit receipt with the customer, order and payment details.
+
* Click {{Button|Confirm}} to proceed to the Payments screen.
 +
* Take the payment in the usual way including payment for items being taken away now.
 +
* The system will print a deposit receipt with the customer, order and payment details along with a slip print receipt for goods bought and paid for now.
  
 
=== Ordering the Item ===
 
=== Ordering the Item ===
−
* See [[Processing a Purchase Order|here]] for details on how to order the items from your suppliers.
+
* See [[Processing a Purchase Order]] for details on how to order the item/s from your suppliers.
−
* Once you have received the item from your supplier, the customer reference details will be printed on the goods received note. From this, you can contact the customer and inform them that their item has arrived. With the Sales Order Link switched on, you can inform them by text that the item has arrived.
+
* Once you have received the item/s from your supplier, the customer reference details will be printed on the goods received note. If in place, a label will be printed with the customer reference on to remind you to set the items aside.
 +
* You can contact the customer and inform them that their item has arrived.
 +
 
 +
{{Tip|text=With the [[How do I Use the Sales Ordering Link?|Sales Order Link]] switched on, you can immediately book the items out of stock and inform the customer by [[How do I send an SMS Message from Platinum?|SMS]] that the item has arrived.}}
 +
 
 +
{{Tip|text=If a customer calls to query the progress of their order see  [[How do I check customer order status?|this]] article.}}
  
 
=== Retrieving the Backorder ===
 
=== Retrieving the Backorder ===
−
Go to {{Menu|{{ST}}|Point of Sale}}.
+
When the customer arrives to collect their order go to {{Menu|{{ST}}|Point of Sale}}.
 +
* Press {{KeyPress|C-F3}} to search for their order.
 +
* Enter their {{DataPrompt|Reference}} by typing part of their name or phone number and pressing {{KeyPress|ENTER}}.
 +
* Select the correct reference to see their linked orders.
 +
* If all items are here the order will be green. If all items are not yet here the order will be pink.
 +
 
 +
{{Tip|text=You may view the items within an order by clicking the {{Button|Items}} button. To load selected orders/items only you should use the {{Button|Tag}} button to select the items.}}
 +
 
 +
* Once selected click {{Button|Accept}} if you wish to add more items to the sale or {{Button|Invoice}} to go directly to the payment screen. Select {{Button|Yes}} to confirm you have selected the correct items.
  
−
* {{YouTube|bh_eQNba6dw|Retrieving an Order}}
+
{{Warning|text=Retrieving an order/items is irreversible. If you make a mistake you will need to manually add the items to the invoice screen when the customer comes in as their order will no longer exist. You will be able to retrieve and link their deposit by ensuring you enter their customer account in the {{DataPrompt|Customer}} field and selecting {{Button|Previously paid deposit}} on the {{Tab|Payment}} screen. }}
  
−
* At {{DataPrompt|Customer:}} type in the customer's account code if known, or [[How do I find a customer?|search]] for the customer.
+
* On the {{Tab|Payment}} screen, the customer deposit will be retrieved and will show in the {{Button|Previously paid deposit}}{{DataPrompt|Paid}} column.
−
* Press {{KeyPress|C-F3}} to search for the customer's order reference.
+
* Select the correct payment method for any remaining balance.
−
* This will bring up a reference search. Type part of the customer name or telephone number and press <Enter>.
+
* Click {{Button|Post}} to complete the sale.
−
* Select the customer's reference and press <Enter>.
 
−
* This will bring up a list of all outstanding orders for the customer.
 
−
*Press {{KeyPress|T}} to tag all the orders you wish to transfer.
 
−
*Click {{Button|Accept}} or {{KeyPress|F2}} to transfer all the orders to the Point of Sales screen so you can continue adding items.
 
−
*When ready, click {{Button|Checkout}}.
 
−
*If payment has previously been taken, this will be shown in {{DataPrompt|Previously Paid Deposit}}.  If you need to take payment, select the relevant centre and click {{Button|Post}} to complete the transaction.
 
  
 
== See also ==
 
== See also ==
Line 44: Line 56:
 
* [[Dealing with Backorders in Invoicing and Customer Orders]]
 
* [[Dealing with Backorders in Invoicing and Customer Orders]]
 
* [[Creating a Stock Sales Order#Ordering the Parts|Sales Ordering]]
 
* [[Creating a Stock Sales Order#Ordering the Parts|Sales Ordering]]
 +
* [[How do I check customer order status?]]
  
 
{{KB_Tags|backorder, point of sale, stock, credit, retrieve, video}}
 
{{KB_Tags|backorder, point of sale, stock, credit, retrieve, video}}
 
{{Hint}}{{KB_ST}}{{ZN_PartsCounter}}
 
{{Hint}}{{KB_ST}}{{ZN_PartsCounter}}

Latest revision as of 13:55, 8 July 2024

Summary

The following article explains how to deal with customer orders in Point of Sale. There will be times when an item a customer wants is out of stock, or they want a special order item.

More Information

Creating the Order

Go to " Stock Control Point of Sale".

  • At "Stock Code" enter the stock code for the item or click <Ctrl+F1> to search for an item.
  • Enter the "Quantity" the customer requires and press <Enter>.
  • Repeat to add all items being sold or ordered at this time.
  • Items unavailable for sale will be highlighted pink and a van will appear under the "Order" column to advise you need to order the item.
  • If you find you need to order items click into the "Customer" field at the bottom of the screen.
    • Enter the customer's account code if known, else search for their account or create a new customer.
Ordering parts under a customer record is preferable to using a generic account as it will make it easier to track the items and who they were ordered for.
  • Click [Checkout].
  • This will now display a dialog box with the customer's order details.
  • A "Reference" will be generated using their name and phone number or mobile number, if entered. You may overtype this e.g. to enter a specific contact name and number to associate to the item/s being ordered.
  • By default, the system will assume you will take a full deposit payment for the item/s. You may amend this if necessary but you are encouraged to take a full deposit for items being ordered.
  • Click [Confirm] to proceed to the Payments screen.
  • Take the payment in the usual way including payment for items being taken away now.
  • The system will print a deposit receipt with the customer, order and payment details along with a slip print receipt for goods bought and paid for now.

Ordering the Item

  • See Processing a Purchase Order for details on how to order the item/s from your suppliers.
  • Once you have received the item/s from your supplier, the customer reference details will be printed on the goods received note. If in place, a label will be printed with the customer reference on to remind you to set the items aside.
  • You can contact the customer and inform them that their item has arrived.
With the Sales Order Link switched on, you can immediately book the items out of stock and inform the customer by SMS that the item has arrived.
If a customer calls to query the progress of their order see this article.

Retrieving the Backorder

When the customer arrives to collect their order go to " Stock Control Point of Sale".

  • Press <Ctrl+F3> to search for their order.
  • Enter their "Reference" by typing part of their name or phone number and pressing <Enter>.
  • Select the correct reference to see their linked orders.
  • If all items are here the order will be green. If all items are not yet here the order will be pink.
You may view the items within an order by clicking the [Items] button. To load selected orders/items only you should use the [Tag] button to select the items.
  • Once selected click [Accept] if you wish to add more items to the sale or [Invoice] to go directly to the payment screen. Select [Yes] to confirm you have selected the correct items.
Retrieving an order/items is irreversible. If you make a mistake you will need to manually add the items to the invoice screen when the customer comes in as their order will no longer exist. You will be able to retrieve and link their deposit by ensuring you enter their customer account in the "Customer" field and selecting [Previously paid deposit] on the [Payment] screen.
  • On the [Payment] screen, the customer deposit will be retrieved and will show in the [Previously paid deposit]"Paid" column.
  • Select the correct payment method for any remaining balance.
  • Click [Post] to complete the sale.

See also


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Keywords AND Misspellings
backorder, point of sale, stock, credit, retrieve, video
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