Screens, Printers Parameters and Options

You will need to access the Screens and Printer Parameters menu. From this screen, you will determine which screens will have access to the  Order Entry menu and set the parameters accordingly. Here is an example of what this screen looks like.

For a description of all Available Fields from Screen Parameters: See related subject

When creating Screen Parameters for the menu, you will have to select the following options:

Screen Mode: ORD – Order Entry

Transaction Type : 

1- Payable on Delivery: This option generates a delivery slip. Once the delivery is completed and money is cashed from the customer, the user will need to recall the delivery slip and invoiced the transaction.

          2- Shippable paid here: This option generates an invoice once the customer pays his order. This allows you to write down all delivery information in the system.

          20- Cash & Carry: This option allows you to print a coupon order once the order is completed. The coupon order will be carry by the customer to the till, and be ready to be           invoiced.

          3- Order: This option allows you to finalize and save the transaction as an order without invoicing the customer. At the end of the transaction, the system will reserve any product and quantity           on the order, in the inventory maintenance.

          4- Special: This option allows you to finalize and save the transaction as a special order. It will usually be used when your customer wants to order a non-stock product. Saving the transaction           as a special order will allow you to take a deposit from the customer.

          5- Quote: This option allows you to finalize and save the transaction as a quote. A quote will not reserve any quantity in the inventory.

          6- Charge: This option allows you to charge the transaction on the customer’s account. This option will be available only if the customer is set up as charge allowed in the customer                               maintenance.

          7- On hold: This option allows you to suspend a transaction while it is in process and start over a new transaction. Using the on hold option will save your transaction in the system, without                     reserving the stock in the inventory maintenance. Once it is on hold, the transaction can be recall at any time, be finalized or deleted.

          8- Lay Away: This option reserves the stock in the inventory. This allows you to take a deposit on the order until it is fully paid and ready for pick up.

          9- Wish list: This option can be used for special events such as weddings, showers, etc. This allows the customer to create a list of items he would like to receive as a gift and be saved in the           system. Every items purchase on that list by his guests will be           automatically update. The customer’s guests can have access to that list and see which           items are available.

          99 – Order: N/A

When creating the screen parameters, you can select multiple events and options.

Events: Allows you to print multiple documents for one Type of transaction.

Options:  Allows the user to choose between printing, faxing or email the document.  This option will pop up a window asking the user for a choice.

Documents:   The number of documents available here changes with the Transaction Type the user choose above.

If the user chose Payable on Delivery, your document choice is as follow:

If the user chose Shippable paid here, your document choice is as follow:

If the user chose Order, an Order form will automatically print when you finalize your order.

If the user chose Cash & Carry, your document choice is as follow:

If the user chose Special, your document choice is as follow:  Order should be chosen. 

If the user chose Quote, your document choice is as follow: 

If the user chose Charge, your document choice is as follow: 

If the user chose on Hold, your document choice is as follow: 

If the user chose Lay Away, your document choice is as follow: 

If the user chose Wish list, your document choice is as follow: 

DE2 - Loading Slip: This document acts like a pick-up ticket and will print when customer buy items that needs to be pick-up in the yard. The loading slip is a duplicate of the invoice, but only shows quantities without prices.

DE3 - Coupon Delivery Slip: This document will print the same information as the Delivery Slip (see below) - however, it will print on a small receipt instead of on a large document.

De4 - Delivery Slip (Whs): This document will be selected for multi-stores company. It will print the same information as the Delivery Slip (see below) - the only difference is that the address that will print on the header of the document is the warehouse from where the inventory was shipped.

DEL - Delivery Slip: This document prints a large delivery slip that includes quantity to be delivered and delivery information such as Address, Phone number, Special instructions, Delivery time, etc. The address that will print on the header of this document is the one from the head office.

IN5 - Payable on Delivery: This document is the invoice that will print when the user finalizes the transaction on a Payable on Delivery.

IN6 - Invoice (Whs): This document will be selected for multi-stores company. It will print the same information as on a regular invoice - the only difference is that the address that will print on the header of the document is the warehouse from where the inventory was sold. 

INV - Customer Invoice:  This document is the regular invoice that print at point of sale.

NO2 - Form B/O Order (No prices): This document prints when the use sells more quantities than your actual quantities on hand. If the customer wants the back order quantity, the system will print a different form with back order quantities only – no price is printing on that document.

NO3 - Form B/O Order (Net price):  This document prints when the use sells more quantities than your actual quantities on hand. If the customer wants the back order quantity, the system will print a different form with back order quantities and prices on it.

NOR - Form Order (B/O): This document will only print on an order that has Back order quantities. When the user finalizes his order, if some of the items are flag with back order quantities, first document that prints will be either OR3, OR4, OR8 or ORD - then document NOR will print as a second document (second order) and will only show the back order items and quantities. 

OR3 - Order (Qty <> 0): This document will print all items on an order that have remaining quantity on hand at the time the order was finalized.

                                    i.e: The user creates an order with 3 different items:

                                                  Item #1: Quantity on Order: 10 - Quantity on Hand is greater than Quantity on order;

                                                  Item #2: Quantity on Order: 8 - Quantity on Hand : 5 - Quantity Back Order: 3;

                                                  Item #3: Quantity on Order: 5 - Quantity on Hand: 0 - Quantity Back Order: 5.

                                   Conclusion: If document OR3 is selected - it will print each item with quantity <> 0. Therefore, only Item #1 and #2 will print on this document.

OR4 - Coupon Order: This document prints your order on a small receipt with a reference document and a bar code at the bottom. This is mostly used with option cash & carry - which means the customer is ready to pay his order once it is completed.

OR7 - Pick List:  This document is only useful with WMS. It gives additional information (i.e specific location of the item in the warehouse) when you need to transfer inventory from the warehouse to the floor using the WMS software. 

OR8 - Order (Whs): This document is the regular form that prints, excepted that the address that will print on the header of the document will be the one of the warehouse from where the order was finalized.

ORD – Customer order: This document is the regular form that prints when the user finalizes an order - the address that will print on the header is the one from the head office. It will print every items - quantities - and back order quantities.

QU2 – Quote (Long): This document will show the same information as the regular form that prints when the user finalizes a quote - the only exception is that the field that display the description of the product is longer than the regular form. Therefore, if the quote includes items that have extended description, they will show as one line on this document instead of multiple line with the regular form.

QU3 or QU6– Quote (Sort-whs-net):  This document will print when a quote is finalized by a user. It will be used by multi-stores company since the address that will print in the header of the document will be the one from the warehouse where the order was created. Unlike the regular quote form (QUO) - the items will be sort on the form by Product number. Also, if discount are given on that quote, the price that will print on this document will only show price after discount.

QU4 – Quote (Sort): This document will print when a quote is finalized by a user. Unlike the regular quot form (QUO) - the items will be sort on the form by Product number. This form will show all items with quantity and price that were created on the saved quote.

QU5 – Quote (Whs): This document will print when a quote is finalized by a user. It will be used by multi-stores company since the address that will print in the header of the document will be the one from the warehouse where the order was created.

QUO – Quote: This document is the regular form that prints when a quote is finalized by a user. It will show all items with quantity and price that were created on the saved quote.

Copies:  Select the number of copies the user would like to print.  i.e. If you print your invoices on a laser printer, the use might want to print 3 copies (1 for the customer, 1 for the loading area and 1 for the office).  The one from the loading area must be stapled to the office copy ready for invoicing.

Form:

Form: This is used if the user has dot matrix invoices, which is not really used anymore.

ST - Stock Tab: This is a 8 1/2 x 11 sheet which is very popular now since everybody uses a laser printer.

CC - Cash Coupon:  This option is used when cash coupon or a till receipt is required.

Printer:  This option allows the user to select the printer where the user wants to print the document chosen.

Once the user entered one line, the user must click on save.

Thee following are the options to consider when setting up the Order Entry module. The options can be set up in the System Options Maintenance: