Additional Detail Entry Options

Although not available by default Diamond and Premier users can configure additional options within detail entry.

Payment Entry

As an alternative to the ‘Order Paid’ option discussed earlier the PAYMENT option allows you to enter the payment against various payment types – cash, cheque, credit card or account (up to fifteen types can be defined). Each payment type has its own bank account assigned to it, with options for either a percentage or fixed amount surcharge against a particular payment type.

On selection of the PAYMENT option the system displays the available payment methods, the value of the sale, and asks you to enter the payment amount – you can split the amount over more than one method if desired. Pressing <F4-Select> against a payment type updates the sale value against that payment and returns you to detail entry options.Alternatively, once the entered values match the sale value you can press the <End> key to return to the entry screen.

If you enter the payment analysis detail then the payments entered must match the sales value of the order. You can also set the system that payment details must be entered for all sales orders.

Note that the payment is not updated to the sales ledger until invoiced. If you don’t enter, or configure to enter, the payment details during order entry the invoice document can be configured to prompt for these details.

Deposit

This facility adds the ability to take a deposit on a sales order to the payment entry procedures above.The deposit (which could be the order value in full) is updated to the sales ledger on entry.

Taking a Deposit

The deposit process adds two detail lines to the order. The first line contains the deposit amount as a positive value – this is the line that is paid to record the deposit on the sales ledger. The second line contains the deposit amount as a negative value – this reduces the final value on the invoice to deduct the deposit that has been paid.

When the operator selects the DEPOSIT button the system displays the order value, the VAT amount, the total, any earlier deposits taken and the outstanding value. At this point they enter the deposit amount (pressing <F7-Option> to update a default deposit as a percentage of the order value). You can also refund deposits taken previously by entering a negative value.

After entering the payment amount the operator will be prompted for how the deposit is to be paid.

The system displays the pre-configured payment options and asks you to enter the payment amount against one, or more than one, of the payment types. At this point you can press <F4-Select> to automatically update the previously entered deposit amount against one of the payment types.

Once the deposit analysis has been completed the system will then add the two deposit lines and produce, depending on configuration, an order acknowledgement and a deposit slip – updating the sales ledger for the deposit taken.

Counter Sales Discount

Discount options discussed so far allow you to enter a discount percentage against individual lines on an order or indeed to apply an overall discount percentage. This option creates a detail line on the order for the discount and is entered as either a specific amount or a percentage.

When the operator selects the DISCOUNT button the system displays the order value, the VAT amount and the total. They then have the option to enter either a discount percentage or amount. On entry of the rate the system calculates the amount (or vice versa), displays the discounted total and then prompts the operator if they wish to apply this discount.

Once accepted the system will add an order detail for the discount agreed.

Matrix

One of the discount matrix entry options is a quantity break where the price or discount changes based on the quantity ordered. However this relates to individual order details. This option, applicable for matrix entries defined against a stock group, allows a ‘discount’ matrix entry to be applied taking into account multiple lines for the same group.

For example, say you have a matrix entry that gives a 10% discount when more than 5 of an item in a particular group are purchased. The standard matrix application would only apply in one order line had a quantity of 5 or more. This option applies the discount by accumulating all the detail lines by product group and, if reaches the quantity break level, applies the discount to all lines for the group.

You can select the MATRIX option within order entry as required, however the system will automatically apply the matrix check on exit from order entry or on print of a document.

Change Order Status

The STATUS option allows you to change the status of the order, say from Quote to Active, from within order entry. Selecting the option displays the current status and asks for the new status to be applied.