Approval window

General details of the approval

Displays the customer name. Click to view the account name, address, and other demographic information including phone numbers and email. Right-click in this box to copy the email address information to the clipboard.

Displays the customer to whom the items will ship. Click to view the account name, address, and other demographic information including phone numbers and email. Right-click in this box to assign a different shipping address.

Displays the customer to whom the approval will be billed. Click to view the account name, address, and other demographic information including phone numbers and email. Right-click in this box to copy the email address information to the clipboard or to assign a different billing account.

Displays the automatically generated invoice (reference) number (according to the system variable NextInvoice). This number may be changed, but must not duplicate any other invoice number.

Note: Tri-Tech does not recommend changing this number.

Select a location to apply to this approval, if different from the default. This box is unavailable once inventory is added to the approval.

Select a tax authority to apply to this approval, if different from the default.

This box supports F6 functionality; the Pick Tax Authority window opens.

Select an employee to assign to this approval, if different from the default. The default value in this box is the employee assigned to the customer account or, if one is not assigned to the account, the employee logged in to AIMsi. Regardless of the employee selected in this box, the logged-in employee is always recorded on the ledger transaction for the approval to provide an accurate audit trail.

This box supports F6 functionality; the Split Sale window opens.

Displays the current date. This value may be changed if necessary.

To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard.

This box supports F6 functionality; the Choose Date window opens.

Displays the date the approval is to be returned to the store. AIMsi uses the system variable ApprovalReturnDate to determine the default value in this box. For example, if the variable is set to 30, and today is 03/27/13, this box defaults to 04/26/13. This value may be changed if necessary.

To quickly enter today's date, press T on your keyboard. To quickly back-date or forward-date by one day, use the Hyphen key (-) and Equal key (=) on your keyboard (alternatively, use the Minus Sign and Plus Sign keys on your keyboard number pad). To quickly back-date or forward-date by one month, use the Page Up and Page Down keys on your keyboard.

This box supports F6 functionality; the Choose Date window opens.

Enter a customer-provided purchase order number for this approval, if necessary.

Use this option to filter on specific approvals on the Approval report. For example, if you allow a band director to take an item from your store before you have PO# to fully invoice the item, you can mark this item as a Hold for req item and find it quickly and easily. When you run the Approval report, you can choose to report on only approvals marked Hold for req, those marked Approval only, or both.

Item entry

Enter the quantity of an item being purchased. For non-inventory items, such as shipping, enter 1. If you skip this box when entering merchandise, the value set up in the DefaultQty system variable will be used.

Enter the alpha-numeric SKU number or serial number for the item. If found, the Cat, Desc, and Price Ea boxes are automatically completed. For non-inventory items, such as shipping, leave this box blank.

This box supports F6 functionality; the Display Inventory window opens.

Select a category for this item, if necessary. This box is only available to edit if an item could not be identified in the SKU#/Serial# box. The options in this box are set up on the Inventory Categories window.

Displays the description of the item (if found by the SKU#) or category (if a category was manually selected). You can optionally update this description with up to 140 characters of text. Tri-Tech recommends that you update the default text in this box to be more descriptive and minimize confusion on the sales reports.

Enter the price of the item, if necessary. The value here may represent the item's Ourprice value, Price A, B, or C value, or the Retail value. For additional information about how Price Ea is calculated, refer to What is the Price ea?.

Displays the total cost of the item (Qty x Price Ea = Extended) before a discount is applied. This value is automatically calculated and is read-only.

Enter a percentage or dollar amount to apply as a discount to the sale. The value here may be automatically calculated. For additional information about the automatic calculation of discounts, refer to What is the Discount amount?.

Displays the total cost of the item after any discount is applied (Extended - Discount = Total).

If the total price falls below the minimum price established for an inventory item, a warning displays. Employees with permission to do so can enter their password and override the warning.

Items on Approval grid columns

Displays the value entered in the Qty box for this item.

Displays the SKU number of the item added to the approval, if applicable.

Displays the description entered for the item in the Desc box.

Displays the discount applied to this item, if applicable.

Displays the total cost for this item (Extended - Discount).

Totals and notes

Enter comments for the approval/receipt. These comments print on the receipt in addition to any comments set up as customer defaults.

This box supports F6 functionality; the Select Comment window opens.

Displays the total cost of all items on the approval.

Displays the total amount of tax that will be applied to this approval based on the Tax and Expt boxes above.

Displays the total amount the customer owes for this approval (Subtotal + Tax = Total).

Saves the approval. This button displays when you access this window from the Modules menu or by the keyboard shortcut Ctrl+I, or through a quick sale.

Click to cancel the approval.

Click to open an Import Approval window where you can browse to an  inventory file you previously scanned with a hand-held device and saved to your computer. This adds any item in that file to the approval so that you do not need to scan the items individually at the counter. This may be useful if a customer is taking several large and bulky items or many items out on approval.

Item buttons

Displays the selected item's details in the Item Entry boxes where you can change any of the values as necessary.

Deletes the selected item from the approval.

Displays the Notes window where you can add any notes about the selected inventory item. When a line item has an associated note, an asterisk displays in the blank column on the right side of the Items on Approval grid.

Displays the Inventory Detail window where you can view the details of a specific inventory item on your invoice.

Approval buttons

Displays the Back Into Total window where you can change the total sale price on the invoice to a lesser amount and automatically apply discounts.

Displays the Blanket Discount window where you can enter a discount amount for the entire approval.

Displays the Accept Deposit window where you can enter an amount that the customer is paying for the approval. This amount will be added to the customer's account as a credit that can be applied later if he or she purchases the item(s) on the approval.

Bring forward into current approval buttons

Displays the Select Proposal window where you can bring a proposal for this customer forward into the approval.