Why can I not Retrieve a Customer Parts Order?
Contents
Summary
This article will explain why you might not be able to retrieve a customer's parts order, as well as the steps on how to make it retrievable.
More Information
There can be multiple reasons why it is not possible to retrieve a parts order. However the usual suspects are as follows :
- The items have not been ordered.
- The Purchase Order has not been completed and received into stock.
- The Sales Order has been booked out in error.
From the above examples, the main one that will cause problems is the last one, where the sales order has already been booked out in error. We will go through how to know when this has occurred, what has caused it and ultimately, how to get around this so you can complete the process.
Sales Order has already been booked out
Essentially you will know when this has occurred when you go to retrieve your order via the " Sales Order Retrieval" screen, and the order you are wanting to retrieve is shown in a pink colour. If you were to tag the item and retrieve the order you will get the following error message: "None of the items on this order can be transferred.".
The reason why this has occurred is because when the item has been received into stock and processed, the system has a pop up screen called Sales Order Link which allows the user to book out related items on a Sales Order. The reason why a user would do this is if you have a busy mail ordering side to your business, this process can speed things up. For more details on "Sales Order Link" click HERE.
Now we know that the order is not available to retrieve and the reasons why this has occurred, we can go about tidying up the situation.
Processing a Booked Out Sales Order
There are two methods that we can use to process the sales order for the customer. The first is to handle the whole process in Sales Order Processing or we can reverse the booking out process that has been done in Sales Ordering and then process the customer order in the usual fashion. Both methods start off in the same way.
The first thing we need to do is find out on which sales order number the item is stored. The reason for this step is that the customer might have multiple orders.
- Following the details on HERE, you will need to access " Stock Enquiries" and find the 'Order Number' for the item.
Once you have this information, go to " Sales Order Processing Add/Edit/Process Sales Order".
- On "Account :" enter the customer's 'Account Code', and press <Enter>.
- <Arrow Key Down> to the order in question.
- Press <F2>.
- Move to the relevant item and press <T> or click [Tag] to tag the item.
At this point, the processes diverge.
Process via Sales Order Processing
- Provided there are no other "*" shown against the item, press <Alt+F5> to invoice the item.
- This will show the customer's account code. Press <Enter>.
- The " Payments" screen appears which should show the "Previously Paid Deposits". As long as the "Invoice Total" shows '£0.00', press <F7> or click [Post] to tie the deposit to the invoice.
- Press <F5> or click [Invoice].
- Click [Accept] to save the invoice and complete the transaction.
Process via Point of Sale/Invoicing & Customer Orders
- Press <F7> to un-complete the item.
- Press <Enter> to choose tagged items.
- Click [Un-complete].
- Press <Esc> to exit from the order, then go and process the customer order in the usual fashion.
In Summary
If you do not use Sales Ordering on a regular basis, we would recommend that you use the Process via Point Of Sale/Invoicing & Customer Orders method. However, either method will achieve the end result which is to ensure that the goods are invoiced to, and paid for by the customer.
See also
- How do I Retrieve a Customer Parts Order?
- How do I Order Parts for a Customer?
- How do I Find a Customer?
- Selling Stock at Point of Sale
- How do I Use the Sales Ordering Link?
- Using Stock Enquiries
