Understanding the Counter Sale Business Process Flow

Here is a typical business process flow for a counter sale:

The customer brings the products that they want to purchase to the counter.
The sales associate starts a new sale using the Counter Sale menu and enters the customer information.

To add a customer, the sale associate adds them using a short-term customer or uses an existing customer.
The sales associate enters product identification and quantity ordered information for all of the products that the customer wants to purchase and take with them.

Note:

The Pick Up and Pick Up Quantity fields are required. The pick-up flag can default from the ship via code on the order line. The pick-up quantity initially defaults from the order quantity. The system places the line on customer pickup hold when the customer pickup flag is selected. This prevents PeopleSoft Inventory from fulfilling (and shipping) the demand. The pickup hold is created as any other order schedule hold (you can see it on the schedule holds page), but it will not show the "S" hold light on the line or the schedule, and you cannot delete it or inactivate it from the hold page. To remove the pickup hold, deselect the pickup flag.
The sales associate saves the order.
- The lines are priced and taxes are calculated.
- All schedules where the pick-up quantity has been entered will be allocated.
  
  If there is not enough quantity available to satisfy the pick-up quantity requested, the system will reset the pick-up quantity to the quantity that was allocated.
- General sales order edits are performed.
If there are items that need to be picked, the sale associate can generate a pick plan and retrieves the items.
After picking the items, the sales associates enters any changes into the system to reflect what was actually picked.
The sales associate confirms the order and makes any back order decisions or corrects any issues prior to accepting payment. The system:
1. Determines which schedules need further input from the sales associate when there is not enough quantity on-hand to fulfill the customer's request.
  
  The sales associate decides whether to create new shipment schedules for items that cannot be fulfilled in this session (backorders) or to cancel the remainder of the quantity requested.
  
  Note:
  
  If the system allows negative inventory, you can override the pick-up quantity.
2. Performs additional edits needed to continue with the order such as reservations, ATP and delivery estimated processing.
The sales associate informs the customer of the total due.
The customer tenders payment to the sales associate if the order is not on account.

The sales associate enters payment information. For cash payments, the sales associate may give the customer change due.
The sales associate prints a goods receipt.

Note:

For product kits, the receipt will display only the product kit parent ID. It will not list the components.
The sales associate completes the order.

The system confirms that payment has been received if the Immediate Payment field is selected for the customer and that serial IDs for the products the customer is taking with them are entered.

Once the order has passed the completion edits, the system:
1. Removes the customer pick up hold and price protects the schedule for customer pick-up schedules.
  
  Note:
  
  Any back order schedules, if created, are also price protected.
2. Sets the receipt status to Printed.
3. Sends a ship message to PeopleSoft Inventory. Nonstock and direct ship lines will be depleted when the order is completed.
  
  Note:
  
  In order to complete the processing for the order in PeopleSoft Inventory, the Fulfillment Requests process must be run.
  
  See PeopleSoft Inventory: Understanding the Fulfillment Engine.
The customer takes the items and the receipt.

The customer may need to drive to the pick-up location for the items that are not stocked behind the counter.

We will discuss three common scenarios in the counter sale environment:

The customer takes all the items and pays for the order up front (scenario 1).
The customer takes all the items and pays for part of the order up front (scenario 2).
The customer places an order for items that are not in stock and pays a deposit (scenario 3).

Scenario 1

The customer wants to order 100 of product 10002. The items are in stock and the customer will pay by cash. The CSR:

Enters a counter sale order for the customer.
Enters the product and quantity.
Clicks the pickup check box if it does not default from the ship via code on the line.
Clicks the Save button to save any unsaved order lines and allocate inventory to the order.

Note:

Optionally, clicking the Confirm Order button will also save any unsaved order lines.
Prints the pick plan, picks the product, and brings the product to the counter.
Confirms the order.
Enters a cash payment.
Prints the receipt.
Completes the order.

Scenario 2

The customer wants to order 20 of product 10002. The items are in stock and the customer will pay half of the order with cash and the rest on account. The CSR:

Enters a counter sale order for the customer.
Enters the product and quantity.
Clicks the pickup check box if it does not default from the ship via code on the line.
Clicks the Save button to save any unsaved order lines and allocate inventory to the order.
Prints the pick plan, picks the product, and brings the product to the counter.
Confirms the order.
Enters a cash payment for half of the order.
Prints the receipt.
Completes the order.

Scenario 3

The customer wants to order 20 of product 10004, which is not in stock. The customer is required to place a 100 percent deposit for the order and the customer wants the product shipped to his location. The CSR:

Enters a counter sale order for a short-term customer.
Enters the product and quantity.
Checks the on-hand balance and realizes that the product is not in stock.

The CSR asks the customer if he still wants the product. The CSR continues entering the product and deselects the Pick-Up option. The product is handled like a regular line on the sales order.
Confirms the order.
Records a deposit for the order and collects payment for the deposit.
Prints the receipt.
Completes the order.