S A L E S
|
Sales 6-1 |
CUSTOMERS
Customer cards can be accessed from both the Sales and Receivables menus. Please see Customers in the Receivables chapter of your manual for details.
|
6-2 Sales |
SALES QUOTES
You can use Sales Quotes to keep track of prices you quote customers on items you sell.
Quotes are entered and changed the same way as Sales Orders. Sales Orders affect the Committed quantity in the Inventory file, while Quotes do not.
Each sales quote can have any number of line items and/or comment lines, and each line item can have details for:
If your customer orders what was quoted, you can convert the sales quote directly to a sales invoice. You can also copy a sales quote to a sales order when entering sales orders. Or copy a sales quote to a sales invoice, when entering sales invoices.
Inventory, Service, and Non-stock Items
You can set up items that are Inventory Items, as well as Service and Non-stock Items. See the Inventory chapter in your manual for more information on setting up items.
|
Sales 6-3 |
Assemblies and Kits.
Assemblies are Items assembled from other Items (components). Assemblies are items normally assembled prior to sale and stocked as an assembled item. In ProBooks assemblies are created by entering a production order, and converting the production order to an assembly bill of materials.
Kits are groups of items (components) sold as a single item. Kits are automatically ‘assembled’ when an item is sold. When kits are sold the items making up the kit are deducted from inventory. In ProBooks, when you sell an item that is set up as a Kit, an assembly bill of materials is created automatically, during posting.
Add/Edit Quotes
Add
Select [Add] to add a new Sales Quote.
Edit
To edit a quote, select [Edit] to activate the quotes list, locate the quote you want to edit using the arrow keys, then press [Enter]. Or double-click on the quote you want to edit using the mouse.
Tag
To tag a quote, select [Edit] to activate the quotes list, locate the quote you want to tag using the arrow keys, then press [SpaceBar]. Or click on the quote you want to tag using the mouse, then click on [Tag].
Convert
Select [Convert] to convert tagged quotes to sales invoices.
Forms
Select [Forms] to activate the Sales Forms dialog to print forms or reports from your quotes.
Post
If you have converted quotes to sales invoices, select [Post] to Post your sales invoices.
Xcancel
Select [Xcancel] to cancel tagged quotes, or to cancel invoices you converted from quotes. When you cancel invoices, they are restored to quotes. The information you entered when you converted the quote to an invoice is preserved, and you can convert the quote to an invoice again later, when you’re ready to post.
Deleting a Quote
To delete a quote, tag the quote you want to delete, then select [Xcancel]. Or highlight the quote you want to delete in the list, then press [Delete].
You can also delete a quote by selecting [Xcancel] in the Quote Detail window.
Done
When you are finished working on your quotes, select [Done].
|
6-4 Sales |
If you select [Done] and there are unposted invoices you’ve converted from quotes, you must either Post or Hold the invoices.
Hold
[Hold] restores your invoices to quotes. Any information you entered during conversion is preserved. You can convert the quote to an invoice again when you’re ready to post.
Continue
Continue your sales quotes session.
Post
Post the invoices converted from quotes.
|
Sales 6-5 |
Sales Quote Header
Adding and Editing Sales Quotes
CustNo
Select [Custno] to lookup a customer by customer number.
Customer
Select [Customer] to lookup a customer by customer name.
Ship To Address
If a ship to address has been entered in the customer record it will be displayed. You may enter a different shipping address if desired.
Multiple Ship To addresses are facilitated by use of the Billcustno field
in the Customer record. If a different Bill to Customer has been specified
for this Customer, the Bill to Customer address will be displayed in the
Sold to area, and the Customer address will be displayed in the Ship to
area.
Please refer to Customers in the Receivables chapter of your manual,
for more information.
SalesRep
The salesrep recorded in the customer card will be displayed by default. Select a different salesrep as appropriate.
Industry
The industry code recorded in the customer card file will be displayed. Select a different code as appropriate.
|
6-6 Sales |
QuoteNo
Select [QuoteNo] to assign the next quote number from the company file. If you leave QuoteNo blank, the next quote number will be assigned automatically when you save the quote.
The next quote number is set in Company Setup, Forms and Numbers.
You can also access the forms and numbers screen by selecting [Forms and Numbers] from the Sales Setup & Utilities menu.
Date
The default system date will be displayed as the order date. Change the date as appropriate.
Req’d Date
The date the items quoted would be required to be shipped.
P.O. Number/Date
The customer’s P.O. number. If there is a blanket P.O. number in the customer card, this number will be displayed by default.
Ship Via
The default Ship Via method as recorded in the customer record will be displayed. Enter changes if necessary.
FOB
Enter the shipping point, freight terms or other information as desired.
InvNo
Select [InvNo] to assign the next invoice number as recorded in the company file. You can leave invno blank. If you convert the Quote to an Invoice, you can enter an invoice number at that time.
Terms
The default terms code for this customer. You may enter a new code or lookup a code from the terms list by pressing [Up].
Tax Code/Rate
The default tax code from the customer record will be displayed by default. You can select a different tax code if it’s appropriate for this quote or invoice.
Discount
The default discount for this customer, as recorded in the customer record. If a discount percentage is specified, the price for each line item will be adjusted by the specified percentage.
Job
Select [Job] to assign a job number to this quote.
+Customers
Select [+Customers] to activate the Customer Card file to lookup additional information on this customer, to change customer information, or, to add a new customer.
Reports
Select [Reports] to load the Report Writer setup for a Quick Customer Report on this customer, or to run any other Report Writer setup.
|
Sales 6-7 |
Info
Select [Info] to activate the Customer Info dialog. The Info options provide quick access to detailed information on your customers.
Select [Items] to display items sold to this customer.
Select [Quotes]
to display all Quote to this customer.
Select [Orders] to display all Orders
for this customer.
Select [Ledger] to print or display a customer ledger.
Select
[Register] to print or display a sales register.
Select [Aging] to print
or display a receivables Aging.
|
6-8 Sales |
Pricing
Select Pricing to display the price level assignment set up for this customer in customer the card file. The price level grid allows you to set different default price levels for groups of items.
For details on price level assignment please refer to Customers, in the Receivables chapter of your manual.
Copy
Select [Copy] to copy items from another sales quote, sales order, or sales invoice. See Copying Items below for more information.
Note:
Select [Note:] to enter a note for this quote or invoice.
Detail
When all of the Sales Quote header information is correct, select [Detail] to proceed to the sales quote detail screen.
|
Sales 6-9 |
Copying Items
Select [Copy] to activate the Copy Quote/Order/Invoice dialog.
You can copy items from another Sales Quote, Order, or Invoice from a Receiving receipt, or from a Sales Order.
Show
Select Header to show only the header record for each form in the lookup list, or Detail to show all of the items for each form.
For
Select whether you want to show forms for all customers, or only for this customer
Copy Detail From
Select the file you want to copy from.
Number
Select [Number] to select the form to copy items from.
Copy
When you’ve selected a form to copy, select [Copy]. The items from the selected form will be loaded into your sales quote and the detail screen will be displayed. You can load items from additional forms by selecting [Header], then [Copy] again. Add or Edit this quote as desired after saving.
Cancel
Select [Xcancel] to cancel copying items..
|
6-10 Sales |
Sales Quote Detail
Add
Select [Add] to add a new item to your quote.
Pick
Select [Pick] to quickly add new items to your quote by picking items from the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your quote, select [Clear].
Convert
Select [Convert] to convert your quote to a sales invoice.
Header
Select [Header] to activate the Sales Quote Header window.
Forms
Select [Forms] to activate the Sales Forms dialog, to print forms or reports from your quote.
Xcancel
Select [Xcancel] to delete the quote.
Save
Select [Save] to save the quote.
|
Sales 6-11 |
Invoice Numbers
If an quote has been partially converted to an invoice previously, the invoice number from the last time the quote was converted will be displayed. You may wish to assign invoices from the same quote a similar number. If this is the case, add to the end of the previous invoice number, not to the beginning.
For example: If the previous invoice number for a quote was 1000, you could use 1000A or 1000B, but do not use A1000, B1000 etc.
Tax Code
Select the tax code for this invoice from your sales tax tables. If your customer is non-taxable, tax code is normally left blank.
You can, however, set up tax codes for non-taxable customers, if desired.
Shipping
If a shipping cost or manifest option is available, select [Shipping] to activate the cost or manifest dialog. Otherwise enter the shipping amount.
Freight Taxable/Non-taxable
Some states tax shipping, others may not. In addition, states that tax shipping may not tax shipping if the shipment is to an out of state address.
Select the appropriate options for your state in Company Setup.
Inserting or Deleting an Item
To delete an item, highlight the item you want to delete in the list, then press [Delete].
|
6-12 Sales |
To insert an item, highlight the item in the list that the new item is to be inserted after, then press [Insert]. Select [Item] to insert an item, or [Comment] to insert a comment.
Sales Quote Item
To add an item to your sales quote, select [Add], or press [Insert] from the Sales Quote detail window.
Item
The cursor will be in the Item field when the Item window is first activated. Press [UpArrow], or click on the [RightMouse] button to activate the Items lookup list and select an item.
When you select an item, the item description and last cost will be displayed.
Description
The item description.
Unit
The sales unit.
Ordered
The quantity quoted.
Shipped
The quantity shipped, if you’re converting the quote to an invoice.
Cost
The cost per unit.
Serial ID
An optional serial or ID number.
|
Sales 6-13 |
Job
An optional Job cost number.
+/-.
Select [+] to increase the quantity by one, [-] to decrease the quantity by one.
Pricing
Select [Pricing] to activate the Item Pricing windows showing all six price levels, the promo price, and the quantity discount for this item, for this customer. Select Price 1-6, or Promo Price to use one of these prices, or press [Esc].
Taxed
Check [X] Taxed if the item is taxed. Uncheck [ ] Taxed if the item is not taxed, even though this is a taxable customer.
Sales Account
Each line item can have a different general ledger sales account. The default sales account for each item is set in the Item card. You can select a different sales account number if appropriate.
Miscellaneous Items
An inventory item ‘MISC’ can be used for invoicing miscellaneous items which you don’t want to add as a permanent item. When creating the inventory record, leave the description, cost, and unit price for ‘MISC’ blank, for ProdType select ‘S’, for costing method choose standard cost and enter a standard cost of 0.00.
|
6-14 Sales |
Unit Cost
The unit cost from the Item card is stored with each line item.
It the item is set up to use Standard Cost, and the Standard Cost for the item is 0.00, the standard cost dialog will be displayed. Enter the cost for this item.
The unit cost is used to update the Inventory and Cost of Goods accounts when invoices are posted, and in profitability and commissions reports.
|
Sales 6-15 |
Pick
Select [Pick] to quickly select items from the Items list.
Comment
Select [Comment] to enter a comment line.
Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the quote.
You can also delete an item from a quote by pressing [Del] while Detail window is displayed.
Done
When you are finished adding/editing items, select [Done].
Sales Invoice Payment
Payment Type
If you select Cash, the cursor will appear in the Amount Tendered field.
If you select Check, the Check Info dialog will appear.
If you select a Credit Card type, the Credit Card info dialog will appear.
Amount Tendered
Enter the amount tendered. For example if your customer gives you a $20.00 bill, enter 20.00.
|
6-16 Sales |
Change
If the amount tendered is greater than the invoice total, the amount of change due to your customer will be displayed.
Balance Due
If the amount tendered is less than the invoice total, the balance due will appear.
Xcancel
Select [Xcancel] to abandon the payment information and return to the detail screen.
Save
Select [Save] to save the payment information and return to the detail screen.
Cash Account
The default cash account set up in your company file will appear. If this payment is for a different cash account, select [Cash Account] and select the appropriate account.
Credit Card Info
Card Number
The credit card number.
Name
The name on the credit card.
Expiration Date
The expiration date on the credit card. Enter the date as mo/yr, for example:
09/95
not:
Sept
15 95
Validation Code
Enter the credit card validation code if applicable.
|
Sales 6-17 |
Validate
If you have set up ProBooks for integrated credit card validation, after you enter the credit card name and expiration date, select [Validate] to initiate the validation procedure.
Save
Select [Save] to save the credit card information and return to the detail screen.
Comment lines will be added showing the credit card name, expiration date and validation code.
Xcancel
Select [Xcancel] to abandon the credit card information and return to the detail screen.
Check Info
Check Number
The check number.
Identification
Customer ID information, for example a drivers license or credit card number.
Validate
If you have set up ProBooks for integrated check validation, after you enter the check information, select [Validate] to initiate the validation procedure.
Save
Select [Save] to save the check information and return to the detail screen.
Comment lines will be added showing the check number and identification information.
Xcancel
Select [Xcancel] to abandon the check information and return to the detail screen.
|
6-18 Sales |
Converting a Sales Quote to an Invoice
Select [Convert] from the Sales Quote Detail screen to convert the quote to a invoice. You can also convert a group of quotes from the Sales Quotes screen.
Ship
Select [Ship] to enter quantities shipped for individual items.
Ship All
Select [ShipAll] to change all Ship quantities to the same as quantity quoted.
Reset
Select [Reset] to reset all quantities shipped to 0.
Receipt
Select [Invoice] to convert a quote to a sales invoice.
Continue
Select [Continue] to return to the Detail window without converting.
Order Amounts/Shipped Amounts
Select Order Amounts to show totals for quantities quoted.
Shipped Amounts to show totals for quantities shipped.
|
Sales 6-19 |
Posting Invoices Converted from Quotes
Select [Post] from Sales Invoices screen to post your invoices.
Period
Select the fiscal period these invoices are to be posted to. If you have entered invoices with dates in more than one fiscal period, you will only be allowed to post invoices for one fiscal period at a time.
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Receivable
Select the Receivables account for any payables which will be created from this posting.
Each Sales batch will update only one general ledger accounts receivables
account. If you have invoices for more than one receivables account, post
invoices for each receivables account in separate batches.
Cash
Select the Cash account for payments included in these invoices.
Each Sales batch will update only one general ledger cash account. If you
have paid invoices from multiple cash accounts, enter the invoices for
each cash account in separate batches.
|
6-20 Sales |
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your receivables file will be updated, but sales history files, and your general ledger, will not be updated.
This option can be used to make manual corrections to your receivables file, and is also used to enter existing receivables when you begin using ProBooks.
OK
Select [OK] to proceed with posting.
Cancel
Select [Xcancel] to cancel posting and return to the Sales Quotes window.
|
Sales 6-21 |
What Happens When Sales Invoices Are Posted
When Sales Invoices with Kit Items are Posted
|
6-22 Sales |
SALES ORDERS
Sales Orders are entered and changed the same way as Sales Quotes. Sales Orders affect the Committed quantity in the Inventory file, while Quotes do not.
Each sales order can have any number of line items and/or comment lines,and each line item can have details for:
When you ship or deliver the items ordered, you can convert the sales order directly to a sales invoice. You can also copy a sales order to a sales quote when entering sales quotes. Or copy a sales order to a sales invoice when entering sales invoices, or copy a sales order to a purchase order, when entering purchase orders.
Inventory, Service and Non-stock Items
You can set up items that are Inventory Items, as well as Service and Non-stock Items. See the Inventory chapter in your manual for more information on setting up items.
|
Sales 6-23 |
Assemblies and Kits.
Assemblies are Items assembled from other Items (components). Assemblies are items normally assembled prior to sale and stocked as an assembled item. In ProBooks assemblies are created by entering a Production Order, and converting the production order to an assembly bill of materials.
Kits are groups of items (components) sold as a single item. Kits are automatically ‘assembled’ when an item is sold. When kits are sold the items making up the kit are deducted from inventory. In ProBooks, when you sell an item that is set up as a Kit, an assembly bill of materials is created automatically during posting.
Add\Edit Sales Order
Add
Select [Add] to add a new Sales Order.
Edit
To edit a order, select [Edit] to activate the orders list, locate the order you want to edit using the arrow keys, then press [Enter]. Or double-click on the order you want to edit using the mouse.
Tag
To tag an order, select [Edit] to activate the orders list, locate the order you want to tag using the arrow keys, then press [SpaceBar]. Or click on the order you want to tag using the mouse, then click on [Tag].
Convert
Select [Convert] to convert tagged orders to sales invoices.
Forms
Select [Forms] to activate the Sales Forms dialog to print forms or reports from your orders.
Post
If you have converted orders to sales invoices, select [Post] to Post your sales invoices.
Xcancel
Select [Xcancel] to cancel tagged orders, or to cancel invoices you converted from orders. When you cancel invoices, they are restored to orders. The information you entered when you converted the order to an invoice is preserved, and you can convert the order to an invoice again later, when you’re ready to post.
Deleting a Order
To delete an order, tag the order you want to delete, then select [Xcancel]. Or highlight the order you want to delete in the list, then press [Delete].
You can also delete an order by selecting [Xcancel] in the Order Detail window.
Done
When you are finished working on your orders, select [Done].
|
6-24 Sales |
If you select [Done] and there are unposted invoices you’ve converted from orders, you must either Post or Hold the invoices.
Hold
[Hold] restores your invoices to orders. Any information you entered during conversion is preserved. You can convert the order to an invoice again when you’re ready to post.
Continue
Continue your sales orders session.
Post
Post the invoices. Each sales order can have any number of line items and/or comment lines, and each line item can have details for:
When you receive the items you ordered, you can convert the sales order directly to a sales invoice. You can also copy a sales order to a sales invoice when entering sales orders. Or copy a sales order to a sales invoice, when entering sales invoices.
|
Sales 6-25 |
Sales Order Header
Adding Sales Orders
CustNo
Select [Custno] to lookup a customer by customer number.
Customer
Select [Customer] to lookup a customer by customer name.
Ship To Address
If a ship to address has been entered in the customer record it will be displayed. You may enter a different shipping address if desired.
Multiple Ship To addresses are facilitated by use of the Billcustno field
in the Customer record. If a different Bill to Customer has been specified
for this Customer, the Bill to Customer address will be displayed in the
Sold to area, and the Customer address will be displayed in the Ship to
area.
Please refer to Customers, in the Receivables chapter of your manual,
for more information.
SalesRep
The salesrep recorded in the customer card will be displayed by default. Select a different salesrep as appropriate.
Industry
The industry code recorded in the customer card file will be displayed. Select a different code as appropriate.
|
6-26 Sales |
OrderNo
Select [OrderNo] to assign the next order number from the company file. If you leave OrderNo blank, the next order number will be assigned automatically when you save the order.
The next order number is set in Company Setup, Forms and Numbers.
You can also access the forms and numbers screen by selecting [Forms and Numbers] from the Sales Setup & Utilities menu.
Date
The default system date will be displayed as the order date. Change the date as appropriate.
Req’d Date
The date the items ordered would be required to be shipped.
P.O. Number/Date
The customer’s P.O. number. If there is a blanket P.O. number in the customer card, this number will be displayed by default.
Ship Via
The default Ship Via method as recorded in the customer record will be displayed. Enter changes if necessary.
FOB
Enter the shipping point, freight terms or other information as desired.
InvNo
Select [InvNo] to assign the next invoice number as recorded in the company file. You can leave invno blank. If you convert the Order to an Invoice, you can enter an invoice number at that time.
Terms
The default terms code for this customer. You may enter a new code or lookup a code from the terms list by pressing [Up].
Tax Code/Rate
The default tax code from the customer record will be displayed by default. You can select a different tax code if it’s appropriate for this order or invoice.
Discount
The default discount for this customer, as recorded in the customer record. If a discount percentage is specified, the price for each line item will be adjusted by the specified percentage.
Job
Select [Job] to assign a job number to this order.
+Customers
Select [+Customers] to activate the Customer Card file to lookup additional information on this customer, to change customer information, or to add a new customer.
Reports
Select [Reports] to load the Report Writer setup for a Quick Customer Report on this customer, or to run any other Report Writer setup.
|
Sales 6-27 |
Info
Select [Info] to activate the Customer Info dialog. The Info options provide quick access to detailed information on your customers.
Select [Items] to display items sold to this customer.
Select [Orders]
to display all Orders for this customer.
Select [Quotes] to display all
Quotes for this customer.
Select [Register] to print or display a sales
register.
Select [Aging] to print or display a receivables Aging.
Select
[Ledger] to print or display a customer ledger.
Pricing
Select Pricing to display the price level assignment set up for this customer in customer the card file. The price level grid allows you to set different default price levels for groups of items.
For details on price level assignment please refer to Customers, in the Receivables chapter of your manual.
|
6-28 Sales |
Copy
Select [Copy] to copy items from another sales order, sales quote, or sales invoice. See Copying Items below for more information.
Note:
Select [Note:] to enter a note for this order or invoice.
Detail
When all of the Sales Order header information is correct, select [Detail] to proceed to the sales order detail screen.
|
Sales 6-29 |
Copying Items
Select [Copy] to activate the Copy Quote/Order/Invoice dialog.
You can copy items from another Sales Quote, Order or Invoice, from a Receiving receipt, or from a Sales Order.
Show
Select Header to show only the header record for each form in the lookup list, or Detail to show all of the items for each form.
For
Select whether you want to show forms for all customers, or only for this customer
Copy Detail From
Select the file you want to copy from.
Number
Select [Number] to select the form to copy items from.
Copy
When you’ve selected a form to copy, select [Copy]. The items from the selected form will be loaded into your sales order and the detail screen will be displayed. You can load items from additional forms by selecting [Header], then [Copy] again. Add or Edit this order as desired after saving.
Cancel
Select [Xcancel] to cancel copying items.
|
6-30 Sales |
Sales Order Detail
Adding and Editing Order Items
Add
Select [Add] to add a new item to your order.
Pick
Select [Pick] to quickly add new items to your order by picking items from the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your order, select [Clear].
Convert
Select [Convert] to convert your order to a sales invoice.
Header
Select [Header] to activate the Sales Order Header window.
Forms
Select [Forms] to activate the Sales Forms dialog, to print forms or reports from your order.
Xcancel
Select [Xcancel] to delete the order.
|
Sales 6-31 |
Save
Select [Save] to save the order.
Invoice Numbers
If an order has previously been partially converted to an invoice, the invoice number from the last time the order was converted will be displayed. You may wish to assign invoices from the same order a similar number. If this is the case, add to the end of the previous invoice number, not to the beginning.
For example: If the previous invoice number for an order was 1000, you could use 1000A or 1000B, but do not use A1000, B1000 etc.
Tax Code
Select the tax code for this invoice from your sales tax tables. If your customer is non-taxable, tax code is normally left blank.
You can, however, set up tax codes for non-taxable customers, if desired.
Shipping
If a shipping cost or manifest option is available, select [Shipping] to activate the cost or manifest dialog. Otherwise enter the shipping amount.
Freight Taxable/Non-taxable
Some states tax shipping, others may not. In addition, states that tax shipping may tax not tax shipping if the shipment is to an out of state address.
Select the appropriate options for your state in Company Setup.
Inserting or Deleting an Item
To delete an item, highlight the item you want to delete in the list, then press [Delete].
|
6-32 Sales |
To insert an item, highlight the item in the list that the new item is to be inserted after, then press [Insert]. Select [Item] to insert an item, or [Comment] to insert a comment.
Sales Order Item
To add an item to your sales order, select [Add], or press [Insert] from the Sales Order detail window.
Item
The cursor will be in the Item field when the Item window is first activated. Press [UpArrow], or click on the [RightMouse] button to activate the Items lookup list and select an item.
When you select an item, the item description and last cost will be displayed.
Description
The item description.
Extended Item Descriptions
If an extended description has been set up for an item, the extended description will be added to your invoice detail automatically, as comment lines.
Refer to Items, in the Inventory chapter of your manual for more information.
Unit
The sales unit.
Ordered
The quantity ordered.
|
Sales 6-33 |
Shipped
The quantity shipped, if you’re converting the order to an invoice.
Cost
The cost per unit.
Serial ID
An optional serial or ID number.
Job
An optional Job cost number.
+/-.
Select [+] to increase the quantity by one, [-] to decrease the quantity by one.
Pricing
Select [Pricing] to activate the Item Pricing windows showing all six price levels, the promo price, and the quantity discount for this item, for this customer. Select Price 1-6, or Promo Price to use one of these prices, or press [Esc].
Taxed
Check [X] Taxed if the item is taxed. Uncheck [ ] Taxed if the item is not taxed, even though this is a taxable customer.
Sales Account
Each line item can have a different general ledger sales account. The default sales account for each item is set in the Item card. You can select a different sales account number if appropriate.
Miscellaneous Items
An inventory item ‘MISC’ can be used for invoicing miscellaneous items which you don’t want to add as a permanent item. When creating the inventory record, leave the description, cost, and unit price for ‘MISC’ blank, for ProdType select ‘S’, for costing method choose standard cost and enter a standard cost of 0.00.
|
6-34 Sales |
Unit Cost
The unit cost from the Item card is stored with each line item.
It the item is set up to use Standard Cost, and the Standard Cost for the item is 0.00, the standard cost dialog will be displayed. Enter the cost for this item.
The unit cost is used to update the Inventory and Cost of Goods accounts when invoices are posted, and in profitability and commissions reports.
|
Sales 6-35 |
Pick
Select [Pick] to quickly select items from the Items list.
Comment
Select [Comment] to enter a comment line.
Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the order.
You can also delete an item from a order by pressing [Del] while Detail window is displayed.
Done
When you are finished adding/editing items, select [Done].
Sales Invoice Payment
Payment Type
If you select Cash, the cursor will appear in the Amount Tendered field.
If you select Check, the Check Info dialog will appear.
If you select a Credit Card type, the Credit Card info dialog will appear.
|
6-36 Sales |
Amount Tendered
Enter the amount tendered. For example if your customer gives you a $20.00 bill, enter 20.00.
Change
If the amount tendered is greater than the invoice total, the amount of change due to your customer will be displayed.
Balance Due
If the amount tendered is less than the invoice total, the balance due will appear.
Xcancel
Select [Xcancel] to abandon the payment information and return to the detail screen.
Save
Select [Save] to save the payment information, and return to the detail screen.
Cash Account
The default cash account set up in your company file will appear. If this payment is for a different cash account, select [Cash Account] and select the appropriate account.
Credit Card Info
Card Number
The credit card number.
Name
The name on the credit card.
Expiration Date
The expiration date on the credit card. Enter the date as mo/yr, for example:
09/95
not:
Sept
15 95
|
Sales 6-37 |
Validation Code
Enter the credit card validation code if applicable.
Validate
If you have set up ProBooks for integrated credit card validation, after you enter the credit card name and expiration date, select [Validate] to initiate the validation procedure.
Save
Select [Save] to save the credit card information and return to the detail screen.
Comment lines will be added showing the credit card name, expiration date and validation code.
Xcancel
Select [Xcancel] to abandon the credit card information and return to the detail screen.
Check Info
Check Number
The check number.
Identification
Customer ID information, for example a drivers license or credit card number.
Validate
If you have set up ProBooks for integrated check validation, after you enter the check information, select [Validate] to initiate the validation procedure.
Save
Select [Save] to save the check information and return to the detail screen.
Comment lines will be added showing the check number and identification information.
|
6-38 Sales |
Xcancel
Select [Xcancel] to abandon the check information and return to the detail screen.
Converting a Sales Order to an Invoice
Select [Convert] from the Sales Order Detail screen to convert the order to a invoice.
You can also convert a group of orders from the Sales Orders screen.
Ship
Select [Ship] to enter quantities shipped for individual items.
Ship All
Select [ShipAll] to change all Ship quantities to the same as quantity ordered.
Reset
Select [Reset] to reset all quantities shipped to 0.
Invoice
Select [Invoice] to convert an order to a sales invoice.
Continue
Select [Continue] to return to the Detail window without converting.
Order Amounts/Shipped Amounts
Select Order Amounts to show totals for quantities ordered.
|
Sales 6-39 |
Select Shipped Amounts to show totals for quantities shipped.
Back Orders
When you ship only part of an order, any items and quantities not shipped will remain as a sales order with the original order number.
Posting Invoices Converted from Orders
Select [Post] from Sales Invoices screen to post your invoices.
Period
Select the fiscal period these invoices are to be posted to. If you have entered invoices with dates in more than one fiscal period, you will only be allowed to post invoices for one fiscal period at a time.
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Receivable
Select the Receivables account for any receivables which will be created from this posting.
Each Sales batch will update only one general ledger accounts receivables
account. If you have invoices for more than one receivables account, post
invoices for each receivables account in separate batches.
Cash
Select the Cash account for payments included in these invoices.
|
6-40 Sales |
Each Sales batch will update only one general ledger cash account. If you
have paid invoices from multiple cash accounts, enter the invoices for
each cash account in separate batches.
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your receivables file will be updated, but sales history files, and your general ledger, will not be updated.
This option can be used to make manual corrections to your receivables file, and is also used to enter existing receivables when you begin using ProBooks.
OK
Select [OK] to proceed with posting.
Cancel
Select [Xcancel] to cancel posting and return to the Sales Orders window.
|
Sales 6-41 |
What Happens When Sales Invoices Are Posted
Back Orders
What Happens Sales Invoices with Kit Items are Posted
|
6-42 Sales |
Using Sales Invoices
Sales Invoices are entered and changed the same way as Sales Quotes and Sales Orders.
Each sales invoice can have any number of line items and/or comment lines,and each line item can have details for:
Basic and Inventory Items
Basic items have only a description and an amount.
Inventory items have additional information... Unit Price, Quantity, Kits, etc.
|
Sales 6-43 |
Inventory, Service and Non-stock Items
You can set up items that are Inventory Items, as well as Service and Non-stock Items. See the Inventory chapter in your manual for more information on setting up items.
Assemblies and Kits.
Assemblies are Items assembled from other Items (components). Assemblies are items normally assembled prior to sale and stocked as an assembled item. In ProBooks assemblies are created by entering a Production Order, and converting the production order to an assembly bill of materials.
Kits are groups of items (components) sold as a single item. Kits are automatically ‘assembled’ when an item is sold. When kits are sold the items making up the kit are deducted from inventory. In ProBooks, when you sell an item that is set up as a Kit, and assembly bill of materials is created automatically, during posting.
Add/Edit Sales Invoices
Add
Select [Add] to add a new Sales Invoice.
Edit
To edit a invoice, select [Edit] to activate the invoices list, locate the invoice you want to edit using the arrow keys, then press [Enter]. Or double-click on the invoice you want to edit using the mouse.
Tag
To tag a invoice, select [Edit] to activate the invoices list, locate the invoice you want to tag using the arrow keys, then press [SpaceBar]. Or click on the invoice you want to tag using the mouse, then click on [Tag].
Forms
Select [Forms] to activate the Sales Forms dialog to print forms or reports from your invoices.
Post
Select [Post] to Post your sales invoices.
Hold
Select [Hold] to hold your sales invoices for review and/or posting at a later time.
Xcancel
Select [Xcancel] to cancel tagged invoices. When you cancel invoices they are deleted and cannot be restored.
Deleting a Invoice
To delete an invoice, tag the invoice you want to delete, then select [Xcancel]. Or highlight the invoice you want to delete in the list, then press [Delete].
You can also delete an invoice by selecting [Xcancel] in the Invoice Detail window.
|
6-44 Sales |
Done
When you are finished working on your invoices, select [Done].
If you select [Done] and there are unposted invoices, you must either Post or Hold the invoices.
Hold
[Hold] holds your invoices until you [Load] them later for review and/or posting.
Continue
Continue your sales invoicing session.
Post
Post the invoices.
|
Sales 6-45 |
Sales Invoice Header
Adding and Editing Sales Invoices
CustNo
Select [Custno] to lookup a customer by customer number.
Customer
Select [Customer] to lookup a customer by customer name.
Ship To Address
If a ship to address has been entered in the customer record it will be displayed. You may enter a different shipping address if desired.
Multiple Ship To addresses are facilitated by use of the Billcustno field
in the Customer record. If a different Bill to Customer has been specified
for this Customer, the Bill to Customer address will be displayed in the
Sold to area, and the Customer address will be displayed in the Ship to
area.
Please refer to Customers, in the Receivables chapter of your manual,
for more information.
SalesRep
The salesrep recorded in the customer card will be displayed by default. Select a different salesrep as appropriate.
Industry
The industry code recorded in the customer card file will be displayed. Select a different code as appropriate.
|
6-46 Sales |
InvoiceNo
Select [InvoiceNo] to assign the next invoice number from the company file. If you leave InvoiceNo blank, the next invoice number will be assigned automatically when you save the invoice.
The next invoice number is set in Company Setup, Forms and Numbers.
You can also access the forms and numbers screen by selecting [Forms and Numbers] from the Sales Setup & Utilities menu.
Date
The default system date will be displayed as the invoice date. Change the date as appropriate.
Req’d Date
The date the items invoiced would be required to be shipped.
P.O. Number/Date
The customer’s P.O. number. If there is a blanket P.O. number in the customer card, this number will be displayed by default.
Ship Via
The default Ship Via method as recorded in the customer record will be displayed. Enter changes if necessary.
FOB
Enter the shipping point, freight terms or other information as desired.
Terms
The default terms code for this customer. You may enter a new code or lookup a code from the terms list by pressing [Up].
Tax Code/Rate
The default tax code from the customer record will be displayed by default. You can select a different tax code if it’s appropriate for this order or invoice.
Discount
The default discount for this customer, as recorded in the customer record. If a discount percentage is specified, the price for each line item will be adjusted by the specified percentage.
Job
Select [Job] to assign a job number to this invoice.
+Customers
Select [+Customers] to activate the Customer Card file to lookup additional information on this customer, to change customer information, or to add a new customer.
Reports
Select [Reports] to load the Report Writer setup for a Quick Customer Report on this customer, or to run any other Report Writer setup.
|
Sales 6-47 |
Info
Select [Info] to activate the Customer Info dialog. The Info options provide quick access to detailed information on your customers.
Select [Items] to display items sold to this customer.
Select [Orders]
to display all Orders to this customer.
Select [Quotes] to display all
Quotes for this customer.
Select [Register] to print or display a sales
register.
Select [Aging] to print or display a receivables Aging.
Select
[Ledger] to print or display a customer ledger.
Pricing
Select Pricing to display the price level assignment set up for this customer in the customer card file. The price level grid allows you to set different default price levels for groups of items.
For details on price level assignment please refer to Customers in the Receivables chapter of your manual.
|
6-48 Sales |
Copy
Select [Copy] to copy items from another sales invoice, sales order, or sales quote. See Copying Items below for more information.
Note:
Select [Note:] to enter a note for this customer or invoice.
Detail
When all of the Sales Invoice header information is correct, select [Detail] to proceed to the sales invoice detail screen.
|
Sales 6-49 |
Copying Items
Select [Copy] to activate the Copy Invoice/Order/Quote dialog.
You can copy items from another Sales Invoice, Sales Order, Sales Quote
Show
Select Header to show only the header record for each form in the lookup list, or Detail to show all of the items for each form.
For
Select whether you want to show forms for all customers, or only for this customer
Copy Detail From
Select the file you want to copy from.
Number
Select [Number] to select the form to copy items from.
Copy
When you’ve selected a form to copy, select [Copy]. The items from the selected form will be loaded into your sales invoice and the detail screen will be displayed. You can load items from additional forms by selecting [Header], then [Copy] again. Add or Edit this invoice as desired after saving.
Cancel
Select [Xcancel] to cancel copying items.
|
6-50 Sales |
Sales Invoice Detail
Adding and Editing Invoice Items
Add
Select [Add] to add a new item to your invoice.
Pick
Select [Pick] to quickly add new items to your invoice by picking items from the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your invoice, select [Clear].
Header
Select [Header] to activate the Sales Invoice Header window.
Forms
Select [Forms] to activate the Sales Forms dialog, to print forms or reports from your invoice.
Xcancel
Select [Xcancel] to delete the invoice.
Save
Select [Save] to save the invoice.
|
Sales 6-51 |
Invoice Numbers
If an order has previously been partially converted to an invoice, the invoice number from the last time the order was converted will be displayed. You may wish to assign invoices from the same order a similar number. If this is the case, add to the end of the previous invoice number, not to the beginning.
For example: If the previous invoice number for an invoice was 1000, you could use 1000A or 1000B, but do not use A1000, B1000 etc.
Tax Code
Select the tax code for this invoice from your sales tax tables. If your customer is non-taxable, tax code is normally left blank.
You can, however, set up tax codes for non-taxable customers, if desired.
Shipping
If a shipping cost or manifest option is available, select [Shipping] to activate the cost or manifest dialog. Otherwise enter the shipping amount.
Freight Taxable/Non-taxable
Some states tax shipping, others may not. In addition, states that tax shipping may not tax shipping if the shipment is to an out of state address.
Select the appropriate options for you state in Company Setup.
Inserting or Deleting an Item
To delete an item, highlight the item you want to delete in the list, then press [Delete].
|
6-52 Sales |
To insert an item, highlight the item in the list that the new item is to be inserted after, then press [Insert]. Select [Item] to insert an item, or [Comment] to insert a comment.
Sales Invoice Item
To add an item to your sales invoice, select [Add], or press [Insert] from the Sales Invoice detail window.
Item
The cursor will be in the Item field when the Item window is first activated. Press [UpArrow], or click on the [RightMouse] button to activate the Items lookup list and select an item.
When you select an item, the item description and last cost will be displayed.
Description
The item description.
Extended Item Descriptions
If an extended description has been set up for an item, the extended description will be added to your invoice detail automatically, as comment lines.
Refer to Items, in the Inventory chapter of your manual for more information.
Unit
The sales unit.
Invoiced
The quantity invoiced.
|
Sales 6-53 |
Shipped
The quantity shipped.
Cost
The cost per unit.
Serial ID
An optional serial or ID number.
Job
An optional Job cost number.
+/-.
Select [+] to increase the quantity by one, [-] to decrease the quantity by one.
Pricing
Select [Pricing] to activate the Item Pricing windows showing all six price levels, the promo price, and the quantity discount for this item, for this customer. Select Price 1-6, or Promo Price to use one of these prices, or press [Esc].
Taxed
Check [X] Taxed if the item is taxed. Uncheck [ ] Taxed if the item is not taxed, even though this is a taxable customer.
Sales Account
Each line item can have a different general ledger sales account. The default sales account for each item is set in the Item card. You can select a different sales account number if appropriate.
Miscellaneous Items
An inventory item ‘MISC’ can be used for invoicing miscellaneous items which you don’t want to add as a permanent item. When creating the inventory record, leave the description, cost, and unit price for ‘MISC’ blank, for ProdType select ‘S’, for costing method choose standard cost and enter a standard cost of 0.00.
|
6-54 Sales |
Unit Cost
The unit cost from the Item card is stored with each line item.
If the item is set up to use Standard Cost, and the Standard Cost for the item is 0.00, the standard cost dialog will be displayed. Enter the cost for this item.
The unit cost is used to update the Inventory and Cost of Goods accounts when invoices are posted, and in profitability and commissions reports.
|
Sales 6-55 |
Pick
Select [Pick] to quickly select items from the Items list.
Comment
Select [Comment] to enter a comment line.
Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the invoice.
You can also delete an item from a invoice by pressing [Del] while Detail window is displayed.
Done
When you are finished adding/editing items, select [Done].
Sales Invoice Payment
Payment Type
If you select Cash, the cursor will appear in the Amount Tendered field.
If you select Check, the Check Info dialog will appear.
If you select a Credit Card type, the Credit Card info dialog will appear.
|
6-56 Sales |
Amount Tendered
Enter the amount tendered. For example if your customer gives you a $20.00 bill, enter 20.00.
Change
If the amount tendered is greater than the invoice total, the amount of change due to your customer will be displayed.
Balance Due
If the amount tendered is less than the invoice total, the balance due will appear.
Xcancel
Select [Xcancel] to abandon the payment information and return to the detail screen.
Save
Select [Save] to save the payment information, and return to the detail screen.
Cash Account
The default cash account set up in your company file will appear. If this payment is for a different cash account, select [Cash Account] and select the appropriate account.
Credit Card Info
Card Number
The credit card number.
Name
The name on the credit card.
Expiration Date
The expiration date on the credit card. Enter the date as mo/yr, for example:
09/95
not:
Sept
15 95
|
Sales 6-57 |
Validation Code
Enter the credit card validation code if applicable.
Validate
If you have set up ProBooks for integrated credit card validation, after you enter the credit card name and expiration date, select [Validate] to initiate the validation procedure.
Save
Select [Save] to save the credit card information and return to the detail screen.
Comment lines will be added showing the credit card name, expiration date and validation code.
Xcancel
Select [Xcancel] to abandon the credit card information and return to the detail screen.
Check Info
Check Number
The check number.
Identification
Customer ID information, for example a drivers license or credit card number.
Validate
If you have set up ProBooks for integrated check validation, after you enter the check information, select [Validate] to initiate the validation procedure.
Save
Select [Save] to save the check information and return to the detail screen.
Comment lines will be added showing the check number and identification information.
|
6-58 Sales |
Xcancel
Select [Xcancel] to abandon the check information and return to the detail screen.
Posting Invoices
Select [Post] from Sales Invoices screen to post your invoices.
Period
Select the fiscal period these invoices are to be posted to. If you have entered invoices with dates in more than one fiscal period, you will only be allowed to post invoices for one fiscal period at a time.
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Receivable
Select the Receivables account for any receivables which will be created from this posting.
Each Sales batch will update only one general ledger accounts receivables
account. If you have invoices for more than one receivables account, post
invoices for each receivables account in separate batches.
Cash
Select the Cash account for payments included in these invoices.
|
Sales 6-59 |
Each Sales batch will update only one general ledger cash account. If you
have received payment for multiple cash accounts, enter the invoices for
each cash account in separate batches.
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your receivables file will be updated, but sales history files, and your general ledger, will not be updated.
This option can be used to make manual corrections to your receivables file, and is also used to enter existing receivables when you begin using ProBooks.
OK
Select [OK] to proceed with posting.
Cancel
Select [Xcancel] to cancel posting and return to the Sales Invoices window.
What Happens When Sales Invoices Are Posted
When Invoices with Unshipped Items are Posted
Back Orders
When Sales Invoices with Kit Items are Posted
|
6-60 Sales |
POS INVOICING
Point of Sale (POS) Invoicing is much the same as standard Sales Invoicing, with the exception that it is designed to be used in much the same way as the check out system at your grocery store.
When you start POS invoicing the simplified Invoice Item window appears, ready for you to scan a bar code, or lookup an item from the Items List.
Startup Options
You can also start ProBooks directly from the DOS prompt or Windows Program Manage to the Invoice Item prompt, bypassing all menus, except for the Please Login prompt, if Access Control is activated.. For details please refer to Help topic Startup Options.
The Customer number defaults to CASH, a customer number reserved in ProBooks for Cash sales.
Customer CASH
When the Customer number is CASH, you can’t save an invoice that has a balance due, and ProBooks will automatically prompt you for payment information when you try to save an invoice that has a balance due.
You can still enter an invoice for customers who have open accounts using POS invoicing, by selecting a customer number other than CASH.
And you can still edit the invoice header and edit line items, with all of the options of standard sales invoicing.
Setup Options
Sales Invoicing Options, accessed from the Sales Setup and Utilities menu, provide options which allow you to set:
|
Sales 6-61 |
How you set up these options will depend on the nature of your business.
When customers wish to return merchandise it may be desirable to require them to obtain a returned merchandise authorization (RMA) before returning goods. The RMA system is designed to enter and keep track of RMA’s for items which are to be returned from customers, and then upon receipt of returns, credit the customer, update inventory, and update the general ledger with appropriate transactions.
Sales Returns are entered and changed the same way as Sales Quotes and
Sales Orders.
Each sales return can have any number of line items and/or
comment lines,and each line item can have details for:
Add
Select [Add] to add a new Sales Return.
|
6-62 Sales |
Edit
To edit a return, select [Edit] to activate the returns list, locate the return you want to edit using the arrow keys, then press [Enter]. Or double-click on the return you want to edit using the mouse.
Tag
To tag a return, select [Edit] to activate the returns list, locate the return you want to tag using the arrow keys, then press [SpaceBar]. Or click on the return you want to tag using the mouse, then click on [Tag].
Forms
Select [Forms] to activate the Sales Forms dialog to print forms or reports from your returns.
Convert
Select [Convert] to convert tagged returns to credit invoices.
Post
If you have converted returns to credit invoices, select [Post] to Post your credit invoices.
Xcancel
Select [Xcancel] to cancel tagged returns, or to cancel credit invoices you converted from returns. When you cancel credit invoices, they are restored to returns. The information you entered when you converted the return to a credit invoice is preserved, and you can convert the return to a credit invoice again later, when you’re ready to post.
Deleting a Return
To delete a return, tag the return you want to delete, then select [Xcancel]. Or highlight the return you want to delete in the list, then press [Delete].
You can also delete a return by selecting [Xcancel] in the Return Detail window.
Done
When you are finished working on your returns, select [Done].
|
Sales 6-63 |
If you select [Done] and there are unposted returns, you must either Post or Hold the returns.
Hold
[Hold] holds your returns until you [Load] them later for review and/or posting.
Continue
Continue your sales return session.
Post
Post the returns.
Sales Return Header
Adding and Editing Sales Returns
CustNo
Select [Custno] to lookup a customer by customer number.
Customer
Select [Customer] to lookup a customer by customer name.
Ship To Address
If a ship to address has been entered in the customer record it will be displayed. You may enter a different shipping address if desired.
|
6-64 Sales |
Multiple Ship To addresses are facilitated by use of the Billcustno field
in the Customer record. If a different Bill to Customer has been specified
for this Customer, the Bill to Customer address will be displayed in the
Sold to area, and the Customer address will be displayed in the Ship to
area.
Please refer to Customers, in the Receivables chapter of your manual,
for more information.
SalesRep
The salesrep recorded in the customer card will be displayed by default. Select a different salesrep as appropriate.
Industry
The industry code recorded in the customer card file will be displayed. Select a different code as appropriate.
ReturnNo
Select [ReturnNo] to assign the next return number from the company file. If you leave ReturnNo blank, the next return number will be assigned automatically when you save the return.
The next return number is set in Company Setup, Forms and Numbers.
You can also access the forms and numbers screen by selecting [Forms and Numbers] from the Sales Setup & Utilities menu.
Date
The default system date will be displayed as the return date. Change the date as appropriate.
Req’d Date
The date the items returned would be required to be shipped.
P.O. Number/Date
The customer’s P.O. number. If there is a blanket P.O. number in the customer card, this number will be displayed by default.
Ship Via
The default Ship Via method as recorded in the customer record will be displayed. Enter changes if necessary.
FOB
Enter the shipping point, freight terms or other information as desired.
InvNo
Select [InvNo] to assign the next return number as recorded in the company file. You can leave invno blank. If you convert the Return to a Credit Invoice, you can enter an return number at that time.
Terms
The default terms code for this customer. You may enter a new code or lookup a code from the terms list by pressing [Up].
Tax Code/Rate
The default tax code from the customer record will be displayed by default. You can select different tax code if it’s appropriate for this return.
Discount
The default discount for this customer, as recorded in the customer record. If a discount percentage is specified, the price for each line item will be adjusted by the specified percentage.
Job
Select [Job] to assign a job number to this return.
+Customers
Select [+Customers] to activate the Customer Card file to lookup additional information on this customer, to change customer information, or to add a new customer.
|
Sales 6-65 |
Reports
Select [Reports] to load the Report Writer setup for a Quick Customer Report on this customer, or to run any other Report Writer setup.
Info
Select [Info] to activate the Customer Info dialog. The Info options provide quick access to detailed information on your customers.
Select [Items] to display items sold to this customer.
Select [Orders]
to display all Orders for this customer.
Select [Quotes] to display all
Quotes for this customer.
Select [Ledger] to print or display a customer
ledger.
Select [Register] to print or display a sales register.
Select [Aging]
to print or display a receivables Aging.
|
6-66 Sales |
Pricing
Select Pricing to display the price level assignment set up for this customer in customer the card file. The price level grid allows you to set different default price levels for groups of items.
For details on price level assignment please refer to Customers, in the Receivables chapter of your manual.
Note:
Select [Note:] to enter a note for this return or return.
Detail
When all of the Sales Return header information is correct, select [Detail] to proceed to the sales return detail screen.
|
Sales 6-67 |
Sales Return Detail
Adding and Editing Return Items
Add
Select [Add] to add a new item to your return.
Pick
Select [Pick] to quickly add new items to your return by picking items from the Items list.
Edit
To edit an item, select [Edit] to activate the items list, locate the item you want to edit using the arrow keys, then press [Enter]. Or double-click on the item you want to edit using the mouse.
Clear
To clear all items from your return, select [Clear].
Convert
Select [Convert] to convert your return to a credit invoice.
Header
Select [Header] to activate the Sales Return Header window.
Forms
Select [Forms] to activate the Sales Forms dialog, to print forms or reports from your return.
Xcancel
Select [Xcancel] to delete the return.
|
6-68 Sales |
Save
Select [Save] to save the return.
Return Numbers
If a return has previously been partially converted to a credit invoice, the credit number from the last time the return was converted will be displayed. You may wish to assign credits from the same return a similar number. If this is the case, add to the end of the previous credit number, not to the beginning.
For example: If the previous credit invoice number for a return was 1000, you could use 1000A or 1000B, but do not use A1000, B1000 etc.
Tax Code
Select the tax code for this return from your sales tax tables. If your customer is non-taxable, tax code is normally left blank.
You can, however, set up tax codes for non-taxable customers, if desired.
Shipping
If a shipping cost or manifest option is available, select [Shipping] to activate the cost or manifest dialog. Otherwise enter the shipping amount.
Freight Taxable/Non-taxable
Some states tax shipping, others may not. In addition, states that tax shipping may tax not tax shipping if the shipment is to an out of state address.
Select the appropriate options for your state in Company Setup.
Sales Return Payment
|
Sales 6-69 |
Sales Return Item
RMA Qty
The quantity authorized to be returned.
Qty Received
The actual quantity received.
Price
The unit price to be refunded.
Taxed
Check [X] Taxed if the item is taxed. Uncheck [ ] Taxed if the item is not taxed, even though this is a taxable customer.
Sales Account
Each line item can have a different general ledger sales account. The default sales account for each item is set in the Item card. You can select a different sales account number if appropriate.
Save/Done
Select [Save] to save the item and any changes you’ve made. If you’re adding items and select [Save], the fields will clear, and the Item window will remain active, so you can enter the next item. If you are finished adding items, select [Done] to save the item, and return to the Detail window.
Xcancel
If you are adding an item, select [Xcancel] to cancel adding a new item. If you are editing an item, select [Xcancel] to cancel any changes you’ve made. If you are editing an item, and you have not made any changes, select [Xcancel] to delete the item from the return.
You can also delete an item from a return by pressing [Del] while Detail window is displayed.
Done
When you are finished adding/editing items, select [Done].
Converting a Sales Return to a Credit Invoice
Select [Convert] from the Sales Return Detail screen to convert the return to a credit invoice (or if you prefer ‘credit memo’).
|
6-70 Sales |
You can also convert a group of returns from the Sales Returns screen.
Receive
Select [Receive] to enter quantities received for individual items.
Rec All
Select [RecAll] to change all Received quantities to the same as quantity returned.
Reset
Select [Reset] to reset all quantities received to 0.
Receipt
Select [Return] to convert a return to a credit invoice.
Continue
Select [Continue] to return to the Detail window without converting.
Return Amounts/Shipped Amounts
Select RMA Amounts to show totals for quantities authorized to be returned.
Select Recvd Amounts to show totals for quantities received.
Posting Receipts Converted from Returns
Select [Post] from Sales Returns screen to post your receipts.
|
Sales 6-71 |
Period
Select the fiscal period these returns are to be posted to. If you have entered returns with dates in more than one fiscal period, you will only be allowed to post returns for one fiscal period at a time.
Posting Date
Select the posting date to appear on the general ledger transactions for this posting. The posting date must be within the selected fiscal period.
Accounts Payables
Select the Payables account for any payables which will be created from this posting.
Each Sales batch will update only one general ledger accounts payable account.
If you have returns for more than one payables account, post returns for
each payables account in separate batches.
Cash
Select the Cash account for payments included in these returns.
Each Sales batch will update only one general ledger cash account. If you
have paid returns from multiple cash accounts, enter the returns for each
cash account in separate batches.
Don’t Update Ledger
If you check [X] Don’t Update Ledger, your receivables file will be updated, but sales history files, and your general ledger, will not be updated.
This option can be used to make manual corrections to your payables file, and is also used to enter existing payables when you begin using ProBooks.
OK
Select [OK] to proceed with posting.
|
6-72 Sales |
Cancel
Select [Xcancel] to cancel posting and return to the Sales Returns window.
|
Sales 6-73 |
What Happens When Sales Returns Are Posted
When Sales Returns with Kit Items are Posted
|
6-74 Sales |
Auto Billing provides for automatic billing of customers that are billed the same amount during each or any period of the fiscal year. Monthly service contracts, rental contracts, retainer fees, etc. can all be invoiced automatically using Auto-Billing.
The Auto-Billing feature begins with the entry of the customer’s information in his master record. The fields Auto Code, Auto Period, Auto Amt and Auto Acct in your customer cards are used to set up auto-billing. For more information on setting up these fields please refer to Customers, in the Receivables chapter of your manual.
ProBooks provides for eight user definable billing descriptions to be used in the auto-billing invoices. These can be changed whenever necessary.
Auto-billing invoices will include an amount line, which shows the auto-billing description for the autobilling code selected for each customer.
You can setup any customer to be billed in any or all fiscal periods during the year.
Preparing Auto-Billing Invoices
Edit Billing Statements
Enter or change the description to be added to auto-billing invoices for each auto-billing code.
Add This Message
Enter an optional message to be added to each auto-billing invoice if desired.
Select the auto-billing code for which this auto-billing is to be run. You can bill each one of your auto-billing types separately, or run all codes together.
|
Sales 6-75 |
Normally you will run auto-billing for any auto-billing group only once during each fiscal period. If you attempt to auto-bill a group a second time in the same fiscal period an alert will notify you to prevent accidental multiple billings.
Print Report/Invoices
If you check [X] Print Report/Invoices, the Sales Forms dialog will appear before the Post Invoices dialog. Check this box if you want to review the invoices ProBooks has prepared, or print invoices before posting.
Auto Credit
The Auto-Billing module has the ability to issue a periodic credit to a customer. If the amount you enter in the customer’s master record is a negative number, then that amount will be deducted from their account each time the auto-invoicing routine is run. Under the page number, the invoice will show “CREDIT MEMO”.
Billing Multiple Amounts per Customer
You can use auto-billing in conjunction with ProBooks ‘BillToCustno’ features to automatically bill multiple amounts to the same customer on a single invoice. To do this, set up a master record for each customer. Enter additional records with a variation of the original customer code for each additional amount to be billed. For each of these additional records enter the master customer code as the Bill To Customer.
During the autobilling process, an invoice will be created for each ‘master’ BillTo customer with amounts from each Customer record that has the same master BillToCustno.
What Happens When Auto Billings Are Posted?
|
6-76 Sales |
Print/ Reprint Invoices/Orders/Print Packing Lists
Enter or look-up the beginning and ending invoice numbers. To print only one invoice, enter the same number at the ‘Beginning’ and ‘End’ prompts.
Copies
Select + or - to select the number of copies to be printed.
Form
Press [F]orm to select an alternate form or press [Up] to display a list of all available forms.
Modify
Press [M]odify to modify the selected alternate form. See Report Writer for more information on creating and modifying alternate forms.
Quote
Press [Q]uote if you want to reprint quotes.
Order
Press [O]rders if you want to reprint orders.
Invoice
Press [I]nvoice if you want to reprint invoices.
Credit Memo
Press [C]redit Memo if you want to reprint Credit Memos.
Packing List
Press li[S]t if you want to print packing lists
|
Sales 6-77 |
COD Tag
Press[T] to print COD Tags.
Press [P]rint to print. When prompted, prepare your printer and align invoice forms if necessary or Display to display the selected report on the screen.
Form
Press [F]orm to select an alternate Shipping Label form. Enter the form name at the Alternate Form Name prompt, or press [Up] to display a list of all available report forms. The standard label format is designed for label stock approx. 4" wide by 2 15/16" high (3" center to center). Labels are available from most forms suppliers.
When quantity discounts are applied unit prices can be rounded to 0, 1, 2, 3, or 4 decimal places. The second character in the AutoPrice code field in the Inventory file controls rounding of unit prices.
Note: You must choose a form which has been designed for use with the Invoices
file, or an error message will result.
For more information on user defined forms and reports please see the Report
Writer chapter in this manual
User Defined Forms
Default User Defined forms can be specified in Company File Maintenance screen 4 for Invoices, Packing Lists, Sales Invoices and Picking Lists.
If a User Defined form is specified in Company File Maintenance screen 4, the designated form will become the default whenever that form is printed (instead of the ‘standard’ form, which is a part of the program, and not modifiable).
Modify
Press [M]odify to modify the selected alternate form. See Report Writer for more information on creating and modifying alternate forms.
Press [P]rint to print the selected form.
Display
Press [D]isplay to display the selected form.
|
6-78 Sales |
SALES REGISTER
The sales register can be printed for a specified range of dates. By default, the report will be for all customers and for the current period.
Any or All Customers
The sales register can be printed for a specific customer:
Select [Customer] to look up a customer by customer or company name, or enter a customer or company name in the customer field.
Select [Custno] to look up a customer by customer number, or enter a customer number in the customer number field.
Summary or Detail
The sales register can be printed showing summary or detail information for each invoice:
[Summary] report shows invoice totals only.
[Detail] report shows line item detail for each invoice.
The sales register can be sorted by date or by invoice number:
By Date or Invoice
By [Date] produces a report sorted by invoice date.
By [Invoice] produces a report sorted by invoice number.
Select [From], or enter a date in the From field, to select the beginning date.
Select [To], or enter a date in the To field, to select the ending date.
|
Sales 6-79 |
Select [Print] to print the report with the selected options.
SALES REPORTS
|
6-80 Sales |
Sales and profitability reports can be printed any time. Each report may be sorted by Customer, Item, or Salesperson.
Upon selecting sales analysis, you will need to indicate if the report is to be based upon profitability of either cost or sales. The program will calculate the percentage of profit using one of the two formulas:
If based on COST, the formula is: Profit/Cost
If based on SALES, the formula is: Profit/Sales
After selecting C)ost, or S)ales, indicate whether the report is to be sorted by customer, item, or salesperson.
Next, you will need to indicate if you want only subtotals and totals printed and if optional filters are required.
Sales Reports
The sales report is a listing of all items sold during the specified period, sorted by customer, item number or salesperson. In addition, you can choose to print subtotals and totals only and use optional filters.
|
Sales 6-81 |
User Defined Sales Analysis Reports
User Defined Sales Analysis
Report by Salesman, Customer, Invoice
See Report Writer for more information on creating and modifying user defined report and label forms, and the User Defined Reports dialogue.
The form SALESSCI is similar to the commission report but doesn’t show commissions.
This report provides a report of each sales rep’s sales, grouped by customer.
|
6-82 Sales |
Commissions
Sales Commissions reports provide user defined commission reporting capabilities. The standard report provides detail for each invoice, grouped by Customer for each Salesperson. The report can be run for any range of dates and for all or individual Salespersons.
See Report Writer for more information on creating and modifying user defined report and label forms, and the User Defined Reports dialogue.
See Commission Formulas for information on using the standard commission formulas or creating user defined commission formulas for use in commission reports.
Commission reporting options
Commission reports can be based on the current commission formula for an item, or on the formula in effect at the time the item was sold.
When commission reports are run, the option of basing the report on the commission formula stored for each item in the Inventory file, or on the commission formula stored in the sales transaction file at the time the invoice was created.
If the (T)ransactions method is selected, the commissions in the report will be based on the commission formula that was in effect for each item when the sale was made.
If the I)nventory method is selected, commissions in the report will be based on the current commission formula for each item.
|
Sales 6-83 |
Commissions based on receipts
Some companies selling on open account pay commissions only when invoices have been paid.
Commissions Based on Payments
Current Period Payments
Reports commissions for invoices that became paid in full during the current period.
Prior Periods Payments
Reports commissions for invoices that became paid in full during a range of dates in prior periods.
Prior Periods Payments
Reports commissions for invoices that became paid in full during a range of dates in prior periods.
SalesTax Reports
|
6-84 Sales |
This report gives a breakdown of taxable and non-taxable sales and sales tax collected by state and sales tax code.
The Sales Tax Report shows taxable sales, non-taxable sales, taxable shipping, and total sales tax as well as a breakdown of the state, county and local components of the sales tax. Totals are shown for each State, and for each Tax Code with the State, for any specified period.
Tax Invoiced/ Tax Collected
The default report (Taxes Invoiced) show sales and taxes according to sales records.
Some states only require payment of the amount of sales taxes actually collected. An optional report of Taxes Collected shows only the amounts which have actually been collected. The portion of both sales and taxes billed, but still receivable, is not included in the totals. Your state may or may not allow you to report sales and taxes on this basis. Check with your taxing authority before choosing this method of reporting sales and taxes collected.
SALES SETUP & UTILITIES
|
Sales 6-85 |
Forms & Numbers
Select Forms & Numbers to select the next default numbers, Preprinted T/F, and default names for your
|
6-86 Sales |
Commission Formulas
A commission formula can have unlimited variations. The sample formulas give examples for basing commissions on Various percentages of gross sale amount (Unit Price) Various percentages of gross profit amount (Unit Price=UnitCost) A percentage of sales price, depending on the Price Level at which the item was sold.
Variations of the commission report SALESCOM can also be created which use a formula contained in the report, instead of utilizing the commission formulas file.
The report form SALESCOM uses the following expression to calculate the commission amount shown in the report.
iif(.not.eof(),eval(alltrim(as alescm.formula)),0)
This expression could be replaced with other expressions. As an example, you could take any commission formula from the commission formulas file and use the expression directly in the report form.
The commission formulas file includes several basic commission formulas. Additional formulas can be added as required. Each Inventory Item can be assigned a specific commission formula.
Commissions are generally calculated based on varying percentages of sales price or gross profit according to a formula. The commission report uses formulas which calculate an amount based on fields from the sales transaction file. Detail is stored in the transactions file for each invoice line item.
Example: Information contained in the transaction record include quantity shipped (QTYSHP), unit cost (UNITCOST), and unit price (UNITPR). The following formula calculates a commission of 10% of gross profit (UNITPR-UNITCOST).
|
Sales 6-87 |
ROUND (( QTYSHP * (UNITPR-UNITCOST ) ) * 0.10 , 2)
Meaning: Multiply quantity shipped by price minus cost. Multiply the result
by 10 percent. Round the resulting value to two decimal places.
Using Commission Formulas
The sample commission report form SALESCOM has been designed to use a commission formula code assigned to each inventory item to look up a commission formula from the commission formulas file, and calculate the appropriate commission according to the formula.
A commission formula can have unlimited variations. The sample formulas give examples for basing commissions on Various percentages of gross sale amount UnitPrice) Various percentages of gross profit amount UnitPrice=UnitCost) A percentage of sales price, depending on the Price Level at which the item was sold.
Variations of the commission report SALESCOM can also be created which use a formula contained in the report, instead of utilizing the commission formulas file.
The report form SALESCOM uses the following expression to calculate the commission amount shown in the report.
iif.not.(eof(),eval(alltrim(asalescm.formula)),0)
This expression could be replaced with other expressions. As an example, you could take any commission formula from the commission formulas file and use the expression directly in the report form.
|
6-88 Sales |
Sales Tax Table
The Sales Tax Codes file holds information on sales tax codes and rates.
You can select a default sales tax code for each customer. If you have selected a default sales tax code for your customers, this sales tax code will appear automatically when you enter invoices.
Setting up and maintaining the Sales Tax Codes file is covered in detail in the System chapter of your manual, in the section Setup System.
|
Sales 6-89 |
Payment Terms
The Payment Terms file holds information on payment terms codes and related due dates, discount dates, discount percentages, etc.
You can select a default payment terms code for each customer. If you have selected a default payment terms code for your customers, this payment terms code will appear automatically when you enter invoices.
Setting up and maintaining the Payment Terms file is covered in detail in the System chapter of your manual, in the section Setup Company.
|
6-90 Sales |
Screen Style
Sales Screen Style
The Standard screen style displays a scrollable list showing all invoices in the active file.
The Standard screen style is generally preferable if the number of records in the files is not too great, as it provides for faster selection of the invoice/order/quote for editing. However, depending upon the number of records in the file and the speed of your hardware, the scrollable list can become unacceptably slow as the file grows to a certain size.
The Large File screen style is similar to the screen style of the Customers file... details for the selected invoice/order/quote are displayed, and you can select from other records in the file by using the arrow keys or popping up a list sorted various ways, or by selecting Form and printing or displaying a listing of the records on file.
Depending upon the number of records in the file, and the speed of your hardware, the scrollable list can become unacceptably slow as the file grows to a certain size. The Large File screen style is preferable when the speed of the Standard screen style becomes unacceptably slow due to a large number of records in the file. This can happen especially when you have a large number of quotes or orders on file, or if you hold a very large number of invoices for posting. The size of the selected file is a function not only of the number of individual invoices/orders/quotes, but also of the number of line items per invoice/order/quote.
|
Sales 6-91 |
Invoice/POS Options
No Item Qty Prompt
If [T]rue program will not prompt for quantity after item code is scanned or entered. A line item with quantity 1 will be added automatically.
If [F] program will prompt for quantity and details after item code is scanned or entered.
No Pick Qty Prompt
If [T]rue program will not prompt for quantity after item code is selected from Pick List. A line item with quantity 1 will be added automatically.
If [F] program will prompt for quantity and details after item code is selected from Pick list.
Cost Prompt
If [T]rue program will not prompt for standard cost if standard cost for item is 0.0000 .and. costing method for item is [S]tandard. Unit will be costed at 0.0000.
If [T]rue program will prompt for standard cost if standard cost for item is 0.00, and costing method for item is [S]tandard. Unit will be costed at the amount entered by the user.
Unit cost affects amounts posted to Cost of Goods and Inventory accounts during posting, and also is used in Profitability and Commission reporting.
New Item Prompt
If [T]rue the program will display a message if an Item number is entered which is not found in the Items file.
If [F]alse the program will select the item from the Items file that most closely matches the Item number entered.
The New Item Beep option can be used in conjunction with the New Item Prompt option to control how the program reacts when an item number is entered or scanned that is not found in the items file.
|
6-92 Sales |
New Item Beep
If [T]rue the program will Beep twice if an Item number is entered which is not found in the Items file.
If [F]alse the program will not Beep if the item entered is not found in the Items file.
The New Item Beep option can be used in conjunction with the New Item Prompt option to control how the program reacts when an item number is entered or scanned that is not found in the items file.
Receipt Printer 1
If a Printer number from the printer file is entered, a receipt or invoice will be printed on the selected printer, using the user defined form specified in Receipt Form 1 when a newly created invoice is saved.
Receipt Form 1
If a Receipt Form name is entered here, this receipt or invoice will be printed on the Receipt printer 1 using the user defined form specified in this field when a newly created invoice is saved.
Receipt Printer 2
If a Printer number from the printer file is entered, a receipt or invoice will be printed on the selected printer using the user defined form specified in Receipt Form 2 when a newly created invoice is saved.
Receipt Form 2
If Receipt Printer 2 is selected, a receipt or invoice will be printed on the selected printer, using the user defined form specified in Receipt Form 2 when a newly created invoice is saved.
Cash Drawer
If a Printer number from the printer file is entered, the reset code for the selected printer will be sent when Save is selected from the Invoice Payments dialog. The printer setup for the receipt printer should contain the appropriate code to open the cash drawer in the Reset field.
Many cash drawers also integrate directly with receipt printers. For cash drawers that integrate directly with receipt printers, you can embed the escape code that opens the cash drawer in your invoice form.
To embed an escape code in a user defined invoice form:
Notes: CHR(27) = ASCII 027 = Escape. CHR(254) = ASCII 254 = Open Cash Drawer (your printer may use another code). Multiple (CHR ) codes must be separated the plus [+] character.
Card Reader
Set to [T]rue if you have a Credit Card Reader (Card Swipe) present. When the card reader option reader is set to true, ProBooks will prompt you to swipe the credit card when the Credit Card Info screen is activated.
Shipping Popup
Set to [T]rue if you have the ProBooks UPS Manifest option installed, and you want the Manifest Item screen to pop up when [Shipping] is selected in Quotes, Orders or Invoices.
If set to [F]alse the cursor will jump the the shipping amount field when [Shipping] is selected in Quotes, Orders or Invoices.
For information on Verify Setup options see the topic IC Verify Setup.
|
Sales 6-93 |
See Also: Invoicing/POS Options, Startup Options, IC Verify Setup, Bar Codes, Bar Code Scanning, Credit Card Reader, Cash Drawer
Void Invoices will void previously posted sales invoices.
Select the sales invoice to be voided by entering an invoice number, or select an invoice from the list.
What Happens When Sales Invoices Are Voided
|
6-94 Sales |
|
Sales 6-95 |