Data Fields on Enter Uncommitted Order

Location

The location the item is being ordered for. The location will default to the store location of the workstation; however, if you are ordering the item for another location, click in the Location box and select the applicable location from the drop down list.

Location would generally not differ from the Order Loc for customer orders. Location may differ from the Order Loc on stock orders.

Example: An example of a situation in which the Location may differ from the Order Location is as follows: You have a total of three stores and the ordering is done from one store. The Order Loc may be your location 1. You are ordering item 123 and need 12 of item 123 at Location 1, 6 of item 123 at Location 2 and 6 of item 123 at Location 3. You will have three separate line items for item 123, one for each of the locations you are ordering the item for.

Sku#

In the Sku# box enter the sku number or catalog number of the item the customer is purchasing. If you are not sure of the sku number or catalog number press the F6 key on your keyboard in order to Display Inventory. If the item is found in Display Inventory, click on the row to select it and click the Select button. The information pertaining to the item will be brought forward to the Sales Invoice window. Refer to 'Display Inventory' for more information on displaying inventory.

If you are not sure of the sku number of the item or if the item is not found in your inventory file, enter as close to an identification number or phrase as you can for the item. The number does not have to be accurate; however, something must be entered as the Sku#.

If you have a barcode to scan, scan the barcode while at the Sku# box. If the barcode is found in the barcode reference table, the barcode number will change to the item's sku or catalog number and the information pertaining to the item will appear in the appropriate fields.

If the Sku# entered is found in the inventory file at the location specified in the Location box, the information pertaining to the item will appear in the appropriate fields.

If the Sku# entered is not found in the inventory file at the location in the Location box, you must enter the category and description information.

Cat

If the Sku# entered was found in the inventory file, the category of the item will automatically appear in the Cat box and cannot be changed.

If the Sku# entered was not found in the inventory file or if a non-inventory item is being added to the sale, click in the Cat box and select the applicable category from the drop down list.

Categories are established in 'Categories' on the Inventory Maintenance menu.

Description/Title

If the Sku# entered was found in the SA inventory file, the description of the item will automatically appear in the Description box. If the Sku# entered was found in the Titles inventory file, the title of the item will automatically appear in the Description box. To change the description, click in the Description box and type the description as applicable.

If the Sku# entered was not found in the inventory file, the description of the selected category will appear in the Description box. It is recommended that you change the description to be more descriptive of the item in order to minimize confusion when listing order reports.

Vend#

If the Sku# entered was found in the inventory file and the item has an assigned primary vendor, the vendor number and name will automatically appear.

If it is necessary to change the vendor number or assign a new vendor number, enter the vendor number in the Vend# box. If you are unsure of the vendor number, press the F6 key on your keyboard and select the vendor from the 'Pick Vendor' list box. If the vendor does not exist in your vendor file, click the Add button to add the vendor information. Refer to 'Add/Change Vendors' for more information on adding a new vendor.

If an item number is found for the item with the vendor selected, the vendor item number will appear next to the vendor name.

Qty

Enter the quantity of the item the customer is ordering.

Picked

If you have a quantity of the item in stock and you want to use a portion of the in stock quantity for the customer order, enter that quantity in the Picked box. If the Uncommitted Order is turned into a Committed Order, the quantity that will actually be ordered is the Qty less the Picked.

Example: The customer orders five of item 123. You have two of item 123 in stock. The customer wants to be billed for and receive the full order at once so you want to keep the quantity ordered at 5. You are going to use the two you have for the customer order so you will enter 2 as Picked.

When displaying inventory, the quantity on order and the quantity picked may be viewed.

Price Ea

If the Sku# entered was found in the inventory file, the price each associated with the item will automatically appear in the Price Ea box. The price of the item that appears as Price Ea could represent a variety of different prices, described as follows:

• The inventory item's Our Price. The Our Price is the default price.
• The inventory item's Price A, Price B or Price C depending upon if the workstation is set up to use one of these price levels or if the customer is set up to use one of these price levels. If both the customer and workstation are set up with different price levels, the workstation price level will take precedence. The workstation price level is established on the Point of Sale tab of 'Workstations' on the General Maintenance menu. The customer price level is established either in 'Customer Defaults' on the Customer Maintenance menu or on the Billing Details tab of 'Add/Change Customer' on the Customer menu.
• The inventory item's Retail Price depending upon if the workstation was set up to use Retail Price as the selling price in POS. The difference between Retail Price and Our Price will then be the Discount amount and the Our Price will be the final selling price. Refer to the Point of Sale tab in 'Workstations' for more information.
• If the item is flagged as a sale item, the inventory item's Our Price, Retail Price, Price A, Price B or Price C will appear as Price Ea during the dates and times of the sale depending upon the price selected as the 'Price to Base Discount Calculation'. Refer to 'Maintain Sale Parameters' for more information.

If the Sku# entered was not found in the inventory file and if you know the selling price for the item, enter the applicable price in the Price Each box. This is the price before discounts.

Extended

The Extended price is the Qty x Price Each. The extended price is automatically calculated and cannot be changed.

Discount

The discount you are giving the customer on the item.

If you are giving a percentage discount, type a dash (-) before the decimal percentage.

Example: If you are giving a 15% discount, type -.15 in the Discount field.

If you are giving a dollar amount discount, simply type the amount.

Example: If you are giving a $15.00 discount, type 15.00 in the Discount field.

The Discount may automatically be calculated for you, according to a variety of different situations described as follows:

• If the workstation was set up to use Retail Price as the selling price in POS, the item's retail price will appear as Price Each and the difference between Retail Price and Our Price will automatically appear as the Discount. The discount may be changed as necessary. Refer to the 'Point of Sale tab' in 'Workstations' for more information.
• If the customer account was set up with an automatic discount on the type of inventory being purchased, the discount will automatically be calculated. Refer to the 'Billing Details tab' for more information.
• If the item is flagged as a sale item, during the dates and times of the sale the discount will automatically be calculated according to the discount percentage assigned to the item in 'Maintain Sale Parameters'. Refer to 'Maintain Sale Parameters' for more information.

Note: A Sale discount will override all price and discount levels.

• If the inventory item was set up with a quantity discount and the conditions for receiving the discount are met, the discount will automatically be calculated. Refer to the 'Detail Info tab' under 'SA Maintenance' or the 'Detail Info tab' under 'Titles Maintenance' for more information.

Note: If the customer was set up to receive an automatic discount and there is a quantity discount, the two discounts will be added together and the total discount will appear in the Discount field.

Total

The Total price is the Extended Price less any discounts.

The inventory item just entered on the Uncommitted Order will fall to the grid on the bottom of the Uncommitted Order window. If the item does not exist in your inventory file, an asterisk (*) will appear in the Status column. Continue entering items the customer is ordering. The Subtotal, Tax and Total fields will be updated as the items on the sales invoice falls to the grid.

Note: The inventory item must move to the grid in order for it to be added to the order.