Difference between revisions of "How do I Order Parts for a Customer?"

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== Summary ==
 
== Summary ==
The following article explains how to deal with customer orders in Invoicing and Customer Orders. This is for the instances when an item a customer wants is out of stock, or they want a special order item.
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The method used to order parts for a customer depends on whether you choose to sell parts through Invoicing and Customer Orders, Point of Sale or Sales Ordering. Parts for a specific workshop job can be ordered from the jobcard.
  
 
== More Information ==
 
== More Information ==
There may be instances whereby you need more options than the Point of Sale invoicing screen can provide. This is where the Invoicing and Customer Orders screen can help.
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Select the relevant article for the steps to follow:
  
=== Creating the Order ===
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* [[Dealing with Backorders in Invoicing and Customer Orders|Invoicing and Customer Orders]]
Go to {{Menu|Systems\{{ST}}|Invoicing and Customer Orders}}.
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* [[Dealing with backorders in point of sale|Point of Sale]]
* At {{DataPrompt|Customer}} enter the account code of the customer who needs to order the stock item. You can [[How do I Find a Customer?|search]] for the customer, or [[Creating a New Customer/Supplier|create]] a new customer if required.
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* [[Creating a Stock Sales Order#Ordering the Parts|Sales Ordering]]
* In the {{DataPrompt|Stock code}} column, enter the stock code that you want to sell, or alternatively you can [[How do I find a stock code?|search]] for it.
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* [[How do I order parts for a workshop job?|Workshop Jobcards]]
* In the {{DataPrompt|Quantity}} column, enter the quantity of the item to be sold.
 
  
To the right of the screen, the {{Tab|Line Details}} will show information about the stock item of the current line.
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== See also ==
* {{DataPrompt|Free:}} is the amount of that stock available to sell, i.e. that is not committed to other customers.
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* [[Selling stock in Invoicing and Customer Orders]]
* {{DataPrompt|At depot:}} is the quantity of the stock you have "on the shelf".
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* [[Selling stock at point of sale]]
If either of these figures is less than 1 then you will need to order the item for the customer.
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* [[Creating a Stock Sales Order]]
 
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* [[Processing a Sales Order]]
* Repeat to add all items to be sold or ordered at this time.
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* [[Processing a Purchase Order]]
 
 
=== Placing the Order and Taking a Deposit ===
 
* Press the {{Button|Backorder}} button on the tool-bar at the top of the screen or press {{KeyPress|S-F3}}.
 
* The {{Tab|Availability - Bookout/Backorder}} screen will appear.
 
* A {{DataPrompt|Reference}} will be created for this order, using the customer's Phone Number and Account Name. You may overtype this e.g. to enter a mobile number and name.
 
* The {{DataPrompt|Deposit}} amount will default to taking full payment for the items to be ordered.
 
* Press {{KeyPress|Enter}} to move down the screen. The {{Tab|Standard Payment Centres}} will pop up for you to select the payment method for the deposit.
 
 
 
** The items to be ordered will show under the {{DataPrompt|Backorder}} column.
 
** The items to be invoiced now will show under the {{DataPrompt|Invoice}} column.
 
You may add any of these items to the order rather than selling the items you have in stock.
 
** Select the item in the list then click the {{KeyPress|->}}. button to add it to the order. The deposit amount will re-calculate to include the additional items.
 
 
 
* Press {{KeyPress|S-F2}} or click {{Button|Invoice}} to confirm this backorder.
 
* The system will print a deposit receipt with the customer, order and payment details.
 
* If there are any items to invoice, you will be taken to the Invoice screen to produce the final invoice/slip print and take payment for the goods being taken away now - see [[Selling Stock in Invoicing and Customer Orders|Selling Stock in Invoicing and Customer Orders]] to complete the sale.
 
 
 
=== Processing the Ordered Item ===
 
* See [[Processing a Purchase Order]] for details on how to order the items from your suppliers.
 
* Once you have received the item from your supplier, the customer reference details will be printed on the goods received note. From this, you can contact the customer and inform them that their item has arrived. With the Sales Order Link switched on, you can inform them by text that the item has arrived.
 
 
 
=== Retrieving the Backorder ===
 
Go to {{Menu|Systems\{{ST}}|Invoicing and Customer Orders}}.
 
* At {{DataPrompt|Customer}} enter or [[How do I Find a Customer?|search]] for the customer's account code.
 
* Press {{KeyPress|Enter}}. to move onto the {{Tab|Items}} screen.
 
* Click {{Button|Retrieve}} on the tool-bar at the at the top of the screen or {{KeyPress|C-F3}}.
 
* This will bring up a reference search.
 
**If the reference is not the correct one, type part of the customer name or telephone number and press {{KeyPress|Enter}}..
 
** Select the customer's reference and press <Enter>.
 
* This will bring up a list of all outstanding orders for the customer.
 
** The colour of the order will indicate if it is now in stock. Generally if it is in green, then it is all available; if it is red/pink, then not all the items are yet available.
 
 
 
{{Note|title=Note|text=Where the order is red/pink, you can click on the {{Button|Items}} button at the top of the screen to check whether all the items are still unavailable. You will see a screen with the items displayed in the same colours as for the order, i.e. green is available, red/pink is not. You can then tag individual items to transfer if you or your customer so wish.}}
 
 
 
*Press {{KeyPress|T}} to tag all the orders you wish to retrieve.
 
 
 
{{Note|text=You can only retrieve an order once. You should only retrieve the orders/items which are available to invoice.}} 
 
  
*Click {{Button|Accept}} or {{KeyPress|F2}} to transfer all the tagged orders or items to the Invoice and Customer Orders screen so you can continue adding items.
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{{KB_Tags|backorder, invoice, customer, cust, inv, invoicing, invoicing and customer orders, order, stock, deposit, jobcard}}
*When ready, click {{Button|Invoice}} to get to the delivery address screen then click {{Button|Invoice}} again.
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{{How}}{{KB_ST}}{{ZN_PartsCounter}}
*If payment has previously been taken, this will be shown in {{DataPrompt|Previously Paid Deposit}}.  If you need to take payment, select the relevant centre and click {{Button|Post}} to complete the transaction.
 
 
 
== See also ==
 
* [[How do I Order Parts for a Customer?]]
 
* [[Processing a Purchase Order]]
 
* [[Dealing with Backorders in Point of Sale]]
 
* [[Taking a Parts Deposit]]
 
* [[Selling Stock at Point of Sale]]
 
* [[Why can I not Retrieve a Customer Parts Order?]]
 
  
{{KB_Tags|Backorder, invoice, customer, cust, inv, invoicing, old stock, old, invoicing and customer orders, order, Stock, Credit}}
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{{KB_Ref|SO03, ST09, ST17 ST94}}
{{KB_ST}}{{ZN_PartsCounter}}
 
{{KB_Ref|ST09, SO03, ST11, ST17 ST94}}
 

Latest revision as of 11:02, 28 September 2020

Summary

The method used to order parts for a customer depends on whether you choose to sell parts through Invoicing and Customer Orders, Point of Sale or Sales Ordering. Parts for a specific workshop job can be ordered from the jobcard.

More Information

Select the relevant article for the steps to follow:

See also


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Keywords AND Misspellings
backorder, invoice, customer, cust, inv, invoicing, invoicing and customer orders, order, stock, deposit, jobcard
Tags

SO03, ST09, ST17 ST94