Entering Sales Orders in a Counter Sale Environment

This topic discusses how to enter sales orders in a counter sale environment.

Page Name

Definition Name

Usage

Short-Term Customer Setup Page

CUST_STERM_CREATE

Create a short-term customer.

The option to enter a short-term customer is based on the Default Template setting on the Order Entry Features page for the Order Management business unit.

Order Entry Form Page

ORDENT_FORM

Enter a counter sales order.

Counting Sales Picking Feedback Page

ORDENT_PICK_FEEDBK

Adjust the pick quantity for an item, change the storage location, enter serial ID information, lot ID, and ship serial number information.

Order Entry Form Page

Sales Order Messages Page

ORDENT_MESSAGES

Address issues when confirming an order, such as back order situation or payment hold.

Order Entry Form Page

Record Payment Page

ORDENT_PYMT

Record payments and deposits to an order.

Record Deposit Page

ORDENT_PYMT_DEP

Edit the deposit attributes such as deposit percent.

Record Payment Page

Change Deposit Page

ORDENT_PYMT_DEP

Use to change the deposit.

Check Information Page

CDR_CHECK_DATA

Add additional information to be associated with a check payment, such as check number or drivers license.

Card Information Page

CDR_CARD_DATA

Record credit, debit, or procurement card payment details.

Complete Order Page

ORDENT_COMPLETE

Use to view the order number after completing the order. You can add another order or return to this order from the page.

Order Entry Form Page

See Order Entry Form Page.

Image: Order Entry Form page for a counter sale (1 of 2)

This example illustrates the fields and controls on the Order Entry Form page for a counter sale (1 of 2). You can find definitions for the fields and controls later on this page.

Order Entry Form page for a counter sale (1 of 2)

Image: Order Entry Form page for a counter sale (2 of 2)

This example illustrates the fields and controls on the Order Entry Form page for a counter sale (2 of 2). You can find definitions for the fields and controls later on this page.

Order Entry Form page for a counter sale (2 of 2)

Field or Control

Definition

Short-Term Customer

In add mode, select the option to create a new customer using a customer template.

Note: You must add a customer name, address, and phone on the Short-Term Customer Setup page and (if the order is paid by credit card) add credit card information on the Credit Card Data page.

If you want to make changes to the short-term customer after adding it here on this page, you can access the page from the GoTo Header Menu on the Order Entry Form page.

See Using Short-Term Customers.

Header Summary

Field or Control

Definition

Order Owner

Displays the owner of the sales order, which is printed on the pick plan and receipt. The value can default from user preferences or from the user when the order is saved.

Sold To

When you enter new customers using the short-term customer option, the ID is created and displays after the order is saved.

Line Filter

Use to filter the lines by Line Status, Ship From BU, Pick Up Only, and Section.

Order Line Entry

Field or Control

Definition

Pick-Up

Use to indicate that the customer is picking up the product.

Pick Up Quantity

Displays the default value from the order quantity.

See Order Entry Form Page.

Price Summary

Field or Control

Definition

Gross Order Total

Displays the list price for all schedules of the order.

Line Adjustments

Displays the adjustments for list price for all schedules.

Order Adjustment

The total order adjustment amounts can only be applied once to the very first invoice. If the payment for the counter sales order is taken at the counter, then the Order Header Adjustment Billed flag must be set to yes. If there is subsequent order activity with this sales order, additional total order adjustment amounts will not apply.

Total Net Price

Displays the gross order total due minus the line adjustments and the order adjustments.

Freight Amount

Displays the freight charges summed for all deliveries.

Freight Tax

Displays the freight taxes summed for all deliveries with schedules.

Tax Amount

Displays the sales tax summed for schedules.

Total GST

Displays when the GST flag is enabled.

You can view the values for the line from the Taxes tab and for the entire order in the Price Summary area.

Net Order Total

Displays the total net price plus VAT amount plus freight charge amount plus freight tax plus tax amount.

Total Payment Received

Displays the total money received from the customer for the order. This amount includes all deposits and payments.

Payment Applied

Displays the payment that has been applied, used, or refunded. It is calculated as the difference between the total payment received and the order deposit balance.

Order Deposit Balance

Displays the balance of the total deposits made against the sales order minus any previously applied deposits or refund activity.

Deposit Required Basis

Displays the sum of the unfulfilled schedules that do not have a deposit placed for them. This basis amount will be used to calculate the amount of a deposit that is to be collected for an order.

Note: If you want to take a deposit for a product kit that is direct ship from the supplier, a noninventoried item, or a kit with a noninventoried component, disable the Mark for Billing at Save option on the Order Entry Features page of the Order Management business unit. Otherwise after confirming and saving the order, the deposit cannot be included because the nonstocked product will have already been shipped.

Deposit Percent

Displays the amount of the deposit to be used against the current order transaction. This amount will be automatically calculated. When calculating this amount, the system will leave enough of the deposit to cover any existing backorders. You can override the system generated amount on the Record Payment page. The deposit percent defaults from the bill to customer and then the Order Entry Feature page for the Order Management business unit.

Deposit Required Amount

Displays the system calculated amount representing the deposit amount to be collected from the customer for the current transaction. The value is calculated by multiplying the deposit required basis times the deposit percent. You can override the amount on the Record Payment page.

Pickup Amount

Displays the amount that is currently being picked up (immediately picked up from the counter at the time the order transaction is placed).

Deposit Applied

Displays the current refund amount available to offset the pick up amount, any remaining monies are used to offset the deposit required basis.

For example, suppose an order is completed and payment is taken for an order line that has not been shipped or picked up. Then the order line is cancelled and a new order line is added to the sales order. The system uses the refund amount available for the cancelled order line as a credit to offset the pick up amount first and then the required deposit basis secondarily.

Total Due

Displays the amount of the order that is due for the current order transaction.

Refund Due

Displays the refund due to the customer. It is calculated as the current order deposit balance, minus the amount withheld for the back order goods and any offset for the current transaction's pickup amount and basis for required deposit. It is displayed only if there is refund due.

*Payment Required

This message is displayed if the customer is required to make a payment at the time the order is placed. For example, if there is a total due on the order, and if the customer is marked as an immediate payment customer, then they will be required to pay in full for all items they are taking with them at order time. If the customer is marked as requiring a deposit, then they will be required to pay the deposit required amount at order time for any items that they are not taking with them, for example, backorder or special ordered items.

See Adding General Customer Information.

*Payment Not Required

This message is displayed if the customer is not required to make a payment at the time the order is placed. For example, if there is a total due on the order, and if the customer is not marked as an immediate payment customer, then the customer has the option to either pay in full, pay in part, or pay later for the items they are taking with them at order time. If the customer is not marked as requiring a deposit, then they will not be required to pay a deposit for any items that they are not taking with them.

Print Pick Plan

Click this link to print the counter sales pick plan. You can now change the report output device or printer path from the modal window displayed.

Note: The default printer path is as set on the Order Sales page, available from the User Preferences page; if the Display Pick Plan report on Screen check box is not selected on the Order Entry Features page then the printer path appears selected in the individual modal window, else not.

The pick plan can be configured to suit your business needs.

See Understanding BI Publisher Picking Plan and Goods Receipts Reports

Picking Feedback

Click this link to access the Counter Sales Picking Feedback page.

Confirm Order

Click this button to indicate that you are done creating or changing the order and is ready to move to the next step. After clicking the button, the system determines backorder conditions, prompts for backorder decisions, indicates that the order is ready for payment, and perform edits to confirm the order.

Note: Only items that are in the buffer will be confirmed when you click the button. If you are processing a large order that requires chunking, only those rows that are currently viewed online will be confirmed. In addition, you cannot change the quantity for configured products after the button is clicked and the demand is moved to the releasable state in PeopleSoft Inventory.

Record Payment

Click to access the Record Payment page.

If the order has not yet been confirmed, then the system will automatically confirm the order prior to displaying the Record Payment page.

Print Receipt

Click to print the goods receipt.

Note: If you select the Disable Price on Receipt check box on the General Information - Bill To Options page, prices on counter sales orders are masked.

SeeGeneral Information - Bill To Options Page

You can reprint a goods receipt that has been printed for a previously completed order by clicking the Reprint Goods Receipt link from the Header menu at the top of the Order Entry Form page. The document reference number is required on the prompt page. You have the option of printing the receipt as it is or including the current backorder report as of the date you reprint. You can also choose to hide the prices when you reprint the goods receipt.

The receipt can be configured to suit your business needs.

Complete Order

Click this button to complete the transaction.

Note: Counter sale will use the Document Reference number to distinguish between every completed transaction. If you implement a ten character order number, the maximum number of completed transactions allowed for a single sales order is 99,999. Implementing less characters for the business unit and order number would allow for more complete transactions per order.

Save

When you click the button, the system performs the same edits that it does for a regular sales orders such as performing lot allocation.

Note: You cannot perform lot allocations for a counter sale pick-up item if counter sale allocates the line and sets it to the released state.

Note: If you click the Record Payment button without first pressing the Confirm Order button, the system automatically performs the confirmation processing first, then it performs the record payment actions. Similarly, if you click the Complete Order button before clicking any of the prior buttons, the system first performs the confirmation process, then does record payment. If the customer is on account and there are no backorders, only clicking the Complete Order button will complete the order without requiring further action by the CSR.

See Record Payment Page.

Use the Order Entry Form page (ORDENT_FORM) to enter a counter sales order.

Image: Order Entry Form - Line page

This example illustrates the fields and controls on the Order Entry Form - Line page. You can find definitions for the fields and controls later on this page.

Order Entry Form - Line page

Field or Control

Definition

Hold

Displays the hold indicator. When you click the Complete button, the hold is removed for customer pickup holds. On the counter sale, the order is placed on hold at the schedule level to prevent the product from being sent to the customer from PeopleSoft Inventory. The CSR will not be able to view the hold unless they navigate to the Schedule Holds/Change Reasons page. All other holds behave the same as in the regular sales order.

Pick Up

Flags that the customer is taking the items or is picking them up at the will call area.

Pick Up Quantity

The quantity defaults from the line and represents the quantity that the customer is taking. If the amount is less than the value in the Quantity field, the balance goes on back order.

Ship From

This Ship From field is for the counter sale location where the goods are being picked up from. For counter sales, the Ship From BU from the Add page always defaults if the item is stocked in that Inventory business unit regardless of the distribution network assigned to the customer ID.

Use the Record Payment page (ORDENT_PYMT) to record payments and deposits to an order.

Image: Record Payment page

This example illustrates the fields and controls on the Record Payment page. You can find definitions for the fields and controls later on this page.

Record Payment page

Note: From this page, you can view only the receipt for the current order transaction. The receipt will typically be in a new or hold status from the sales order.

Field or Control

Definition

Receipt Number

Displays a unique value that is auto generated at save time.

Receipt Status

Select from the available options:

New: When you create a receipt, it is in a status of new. When in new status, you can edit all fields on the receipt. The cashier can change the status to a hold status.

Printed: After an order is completed, it will have a status of printed.

Reconciled: When you reconcile the cash drawer that is associated with the receipt, the status automatically changes from printed to reconciled. At this time, you cannot edit the receipt information.

Canceled: If a receipt was entered by mistake, you can mark it as canceled. Canceled receipts are not included in the Cash Drawer reconciliation process.

Hold: This status enables the cashier to handle the payment method "unknown" requirement for cash on delivery (COD) scenarios. Cashier can update a hold status to a new or canceled status. These receipts are not included in the Cash Drawer reconciliation process.

Cash Drawer ID

Displays the cash drawer ID. This value is defaulted from User Preferences page.

Display Receipt on Screen

Select this option if you want the receipt to appear on the computer screen.

Note: This field and value remain as selected on the Order Entry Features page.

If you deselect this option the receipt will only be available in print format and the Printer Path field appears.

Printer Path

Displays the default printer path set for the default Cash Drawer ID on the Order Sales page, available from the User Preferences page.

Pickup Amount

Displays the amount of the goods that will be taken by the customer for the current transaction.

Deposit Required Amount

Displays the system calculated amount representing the deposit amount to be collected from the customer for the current order transaction. This value is calculated by multiplying the deposit required basis with the deposit percent. You can override the amount on the Record Deposit page. This field will not display on the Payment page unless there is a deposit required basis.

Change Deposit

Click the link to access the Change Deposit page and make changes to the deposit such as the deposit percent or to specify if a deposit is refundable. This link will not display on the Payment page unless there is a deposit required basis.

Deposit ID

After a deposit is saved, a unique deposit ID will be assigned and will appear in this field.

This field will not appear on the Payment page unless there is a Deposit Required Basis.

Total Amount

Displays the pickup amount plus the deposit required amount.

Deposit Applied

Displays the amount of the deposit to be used against the transaction. The value is calculated by the system and the amount covers any existing backorders. You can override it on the Payment page if necessary. The field appears only if there is a deposit balance.

Deposit Balance

Displays the balance of the total deposits made against the sales order minus any previously applied deposits or refund activity. The field appears only if there is a deposit balance greater then zero.

Total Due

Displays the amount to be collected from the customer. It is the pickup amount plus the deposit required Amount minus the applied deposit.

Payment Amount

This amount uses the default value from the Total Due field. You can change this value if the customer wants to pay for part of the pickup amount immediately and the balance to be billed to their account. Specify the amount to be paid at this time in the Payment Amount field. If the customer is marked as Immediate Payment Required, then this field will not be editable.

Payment Method

Values are Cash, Check, Corporate Voucher, Credit Card, Debit Card, and Procurement Card.

For checks, click the Additional Information link to access the Check Information page.

For credit cards, debit cards, and procurement cards, click the Additional Information link to access the Card Information page.

Amount Tendered

Enter the amount received from the customer for each payment method.

Remaining Balance

As amounts are entered into the payment tendered grid, the remaining balance will be updated to reflect how much is still to be collected for the current transaction. This is helpful when collecting money in multiple payment methods.

Non-Cash Received

Displays the system calculated amount, which is a sum of the amount tendered column for all noncash payments.

Cash Received

Displays the system generated amount for the amount tendered for cash payments.

Total Tendered

Displays the amount for all noncash and cash payments, as calculated by the system.

Change Due

Displays the amount calculated by subtracting the payment amount from the total tendered.

Comments

The sales associate can enter comments (up to 256 characters).

Note: Comments do not print on the goods receipt.

Cashier ID

Upon saving the page, this field is set to the current user ID.

Date/Time

Upon saving the page, this field is set to the last update date and time.

Print Receipt

Click to print the goods receipt.

Complete Order

Click to complete the order.

Use the Change Deposit page (ORDENT_PYMT_DEP) to use to change the deposit.

Field or Control

Definition

Deposit Required Basis

Displays the sum of the unfulfilled schedules that do not have a deposit placed for them. This basis amount will be used to calculate the amount of a deposit that is to be collected for an order.

Deposit Percent

Displays the percentage of the deposit required basis that will be collected for this order transaction. The deposit percentage defaults from the customer Bill to Options page and then from the Order Entry Features page for the Order Management business unit. You can override the percentage from here. The ability to change this amount is controlled through feature security.

Deposit Required Amount

Displays the system calculated amount representing the deposit amount to be collected from the customer for current order transaction. Calculated by multiplying the deposit required basis times the deposit percent. Alternatively, a flat deposit amount can be entered here. The ability to change this amount is controlled through feature security.

Deposit Refundable

Select this check box to indicate that a deposit is refundable. Unless you select this check box, the deposit is considered nonrefundable.

Use the Check Information page (CDR_CHECK_DATA) to add additional information to be associated with a check payment, such as check number or drivers license.

Your sales associate can enter as many fields as you require for the check payment.

Field or Control

Definition

Check Number

Enter the number for the check.

Authorization

If you are using a third-party application to authorize the fund, you can enter the number here.

Use the Card Information page (CDR_CARD_DATA) to record credit, debit, or procurement card payment details.

Use the Counting Sales Picking Feedback page (ORDENT_PICK_FEEDBK) to adjust the pick quantity for an item, change the storage location, enter serial ID information, lot ID, and ship serial number information.

The system does not allow configured items or configured kits to be overpicked or under picked or to select demand lines or schedules that are already pegged.

Note: Lot allocations, on the Lot Allocation page, cannot be made for counter sales orders when the customer takes the product with them. Lot can be allocated to demand that is not past the releasable state in fulfilment. Customer picked up orders are automatically sent to PeopleSoft Inventory in the released state. However, you can specify a lot, and change the automatically selected lot, if the product is controlled at that level on the Picking Feedback page. Also, if the product is defined as a ship serial item, you can enter the ship serial IDs on the Picking Feedback page.

Field or Control

Definition

Storage Area

Displays the location that appears by default from the Inventory business unit. You can adjust it here.

Lev 1, Lev 2, Lev 3, and Lev 4 (level 1, level 2, level 3, level 4)

Specify the level.

Qty Picked (quantity picked)

Adjust the amount picked.

Lot ID and Serial Number

If the item is lot controlled or has a serial number, it appears here.