Adding a new sales order

General information

In order to add a new sales order (SO), it is necessary to:

[New Order] tile
Note
In order to add a sales order, the user needs to have relevant permissions granted in the ERP system.

New sales order form

The form of a sales order document contains the following fields (particular points correspond to areas marked in the figure above):

1. Reference No. (editable)

2. Search item – it makes it possible to search and add an item to the document

3. Handled By – it displays the name of a person responsible for the document

4. Document Item List, containing the following columns:

  • Name
  • Price
  • Quantity
  • Value

Hidden by default:

5. Customer – it enables the user to select a (primary and secondary) customer for the document

6. Summary – it presents the total value of all document items:

  • Total – displayed for documents with the VAT direction specified as On Total
  • Subtotal – displayed for documents with the VAT direction specified as On Subtotal
  • Discount
  • Mark-Up
  • Prepayments
  • VAT – displayed for documents with the VAT direction specified as On Subtotal
  • The overall sales value after considering a discount/mark-up/VAT
Note
A VAT direction may be defined on the ERP system’s side.

7. Item Buttons – they concern a selected document item, making it possible to change its quantity, regular price, etc.

8. Document Item Details – it presents detailed information on a document item and enables the user to change the item’s quantity, regular price, etc.

9. Item’s Warehouse – it makes it possible to change the warehouse of a document item

10. Processing Status – it displays values defined in the ERP system. In order to change a processing status, the user needs to have relevant permissions. A status may be changed in unconfirmed, confirmed, and pending orders.

11. Delivery Point – it makes it possible to select the order’s delivery point from among the available options:

  • Store to Door Delivery – selecting this option displays all addresses defined for the point of sale as pickup points and linked to the customer shown on the tile.
  • In-Warehouse Pickup – it contains the addresses of warehouses defined as delivery points available to the POS workstation. The application first presents addresses assigned to a center to which the POS workstation belongs.
  • In–Store Pickup – it contains the addresses of centers defined as delivery points available to the POS workstation. The application first presents addresses assigned to a center to which the POS workstation belongs.

 

Note
Delivery points are defined in the ERP system.

12. Payment Status – it displays values defined in the ERP system. In order to change a payment status, the user needs to have relevant permissions. A status may be changed in unconfirmed, confirmed, and pending orders.

13. Form – it is set as the default payment form of a customer selected in the document, with a possibility to change it. If the customer’s default payment form is not available on the POS workstation, the application sets a payment form of the Cash type assigned to the workstation. The field is editable.

14. Due Date – it displays the default due date of a customer selected in the document. The field is editable.

15. Expected Date – it displays the order’s expected date

16. Delivery Date – it is available if the delivery point has been set as Store to Door Delivery. It takes into account the maximum time needed by a given courier to deliver the order.

17. Reverse Charge – it displays the reverse charge of the document header

18. Attributes – it displays attributes assigned to the document type

Also, the sales order form contains the field Processing at Pickup Point (not visible in the figure above) – it specifies whether the Process at pickup point parameter has been selected in the ERP system. Available options include:

  • No – the order is to be processed outside the POS center and the customer will collect the ordered package (together with a generated receipt/invoice) at the POS pickup point
  • Yes – the order is to be processed by the POS center. The order will be prepared based on items stored in a warehouse belonging to the POS center and relevant sales documents will be generated (processing the order will decrease the store’s stock levels)

If the Process at pickup point parameter is selected in a sales order, it is possible to:

  • Generate a receipt from the SO
  • Generate an invoice from the SO
  • Open or close the SO
  • Cancel the SO
  • Use a voucher
  • Pick the order
Note
It is possible to generate an advance sales invoice and change a delivery status or payment status regardless of whether the Process at pickup point parameter is selected or not.

The form of a new sales order contains the following buttons:

  • [Park] – it saves the document as unconfirmed to enable its completion later or on another workstation
  • [Confirm] – it confirms the document
  • [Print] – it prints the document (hidden by default)
  • [Coupons] – it displays discount coupons
  • [Calculate Promotions]/[Promotions] – it calculates/deletes bundle promotions
  • [Confirm and Generate ASI] – it generates an advance invoice after confirming the order
Example
At a homeware store XYZ, a customer would like to buy a kitchen table from the display. At the point of sale, it turns out that there are no other available resources of this product in the store’s warehouse. The customer does not want to buy the product from the display, so she decides to order it from another store. In order to issue a sales order, the operator selects the buttons [Add] → [Order] on the list of sales orders and quotes. Next, he adds the item Kitchen table and defines the pickup point as Store to Door Delivery. Since the customer does not have an account in the store, the operator selects the buttons [Delivery Point] → [Store to Door Delivery] → [Add Address]. After filling in the address and saving changes, the operator fills in remaining fields in the document, without changing the Undefined customer.

Recording additional information about reservations

If a sales order contains subitems originating from a foreign warehouse, i.e. a warehouse unavailable within the center with the POS Agent service, additional information is recorded in the course of the following processes:

  • Opening and editing a sales order – if at least one subitem originates from a warehouse that is not available within a given center, the following notification is displayed on the POS workstation: “Note! Some of the warehouses defined for the order’s items are unavailable within this center. Saving changes after opening the order will automatically update the selected warehouse to those available in this store“.
  • Canceling or closing a sales order – all reservations for subitems in the warehouse available within the center that have been saved by the POS Agent service are released
  • Generating a receipt/sales invoice to a sales order document – if the document contains at least one subitem unavailable within the center, the following notification is displayed on the POS workstation: “Before starting to process the order, it is necessary to set available warehouses for all the order’s items. If warehouses are not modified manually, saving the document will automatically set appropriate warehouses for items. Would you like to open the selected order?“.

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