Sales Order Entry Preferences window: General tab

SalesCS > Sales > Options menu > Sales Order Entry Preferences window > Sales Order Entry Preferences window: General tab

Use the General tab to define basic sales entry preferences.

Last Batch

This box indicates the last batch number created in the sales module.

Last Posting

This box indicates the last sales batch posted.

Transaction Types

The check boxes in this group control the types of transactions you will permit in the system, including Holds, Work Orders, and Layaways.

Allow Holds

Select this check box to allow invoices to be placed on hold. Held invoices are retained in the transaction file. When you post a batch of invoices, invoices on hold do not post, but remain open in the transaction file. Inventory items included on invoices that are placed on hold are committed from Inventory.

For information on purging the Hold/Quote batch, see Purging Hold or Quote Transactions.

Allow Work Orders

Select this check box to allow work order invoicing. When you post a batch of invoices, the work order invoices do not post, but remain open in a work order batch file until you retrieve them and convert them into an invoice or delete them. Work orders allow you to accept multiple deposits on the invoice while you continue to work on the project for the customer.

Allow Deposits

This check box is only enabled if you selected the Allow Work Orders check box. Select this check box to enable the ability to accept deposits on work orders.

Allow Quotes

Select this check box to allow quote invoicing. A quote is similar to an invoice, but is kept in a recurring quote batch until you retrieve it and convert it into an invoice or delete it. Inventory items included on invoices that are saved as Quotes are not committed from Inventory.

For information on purging the Hold/Quote batch file, see Purging Hold or Quote Transactions.

Allow Back Orders

Select this check box to activate back order tracking when you enter invoices. The back ordered quantity defaults to the difference between the quantity ordered and the quantity shipped. If you have the Qty. Back Ordered box active in your Sales Order Entry window, you can override the quantity to be placed on back order. If you want the Quantity Shipped field to be editable in the Order Entry window, you must allow back orders.

After you post, the system can automatically fulfill invoices for items that were back ordered, and several Back Order tracking reports are available. See Sales Back Order Tracking Report window and Sales Back Order Fulfillment Report window for more information.

Allow Layaways

If you select Exclude POS Options in the Transaction Preferences section of the window, this check box is not available. Select this check box to activate the Layaway features in Order Entry. If you will be using layaway, define your Layaway Preferences in the Sales Layaway Preferences window.

Transaction Preferences

The options in this group control the way transactions can be entered.

Exclude POS Options

Select this check box to expedite order entry. You can save and print transactions directly from the entry screen. We recommend this option if you save the majority of your orders to customer accounts through AR Charge.

This option enables the Payment Method drop-down in the Order Entry screen so you can change the payment type if necessary.

If you select this check box, you will not be able to use the layaway or age verification options when you enter an order or tender Hold or Quote transactions from the Transaction Closeout window.

Automatic Salesperson Login

Select this check box if you want your salespeople to automatically log into the entry screen. If you use multi-batch mode, the salesperson that will log in is based on the salesperson you select in the Sales Set Up Order Entry Batch window. If you use a single batch, the salesperson will be the Salesperson Code you select on the Defaults tab in Sales Order Entry Preferences.

Multi-batch mode

Select the Multi-batch mode check box to process transactions in batches. If you choose to use batch processing, you must define batches as described in the Sales Set Up Order Entry Batch window.

Multiple users per batch

Select this check box to allow multiple users access to the same batch at the same time when they enter orders. If you select this check box, the On-Line Invoice Numbering check box on the Defaults tab is selected and disabled. This ensures two people in the batch don’t use the same invoice number.

Override Invoice Numbers in Print Invoices

This check box is only enabled if you select the Multiple users per batch check box. Select this check box if you want to enable the Assign Starting Invoice Number check box in the Sales Print Order Entry Invoices window. This allows users to change system-generated invoice numbers.

Post Credits as Unapplied

Select this check box to have credit transactions, such as sales returns, post to Accounts Receivable as unapplied credit memos. This option influences your accounting procedures in the following ways:

• Unapplied credit memos require a manual transaction entry in Accounts Receivable to apply them to a specific invoice.

• Applied credits automatically apply to the oldest invoice. If you let them automatically apply, you have no control over which invoice they apply against.

Transaction Detail

The options in this section specifically control the way in which detail lines are handled in the Sales Order Entry window, including price changes, the way comments are formatted, and whether or not kit items are listed individually on the invoice.

Maintain Changed Price

Select this check box if you want additional quantity of an item to be added at the changed price. Leave it unchecked if you want the new quantity to be added at the original price. This function will only be used if the detail line is edited after the original entry.

Auto format comments

If you select this check box, comments you enter in the Sales Order Entry window will be automatically formatted to use the minimum number of detail lines.

Leave this check box unchecked to create blank lines in the Comment sections by pressing ENTER when you type the comment. The comment appears in the Sales Order Entry window exactly as it does in the Enter Transaction Comments window. Each line has a maximum of 50 characters and anything over this amount will be wrapped to the next line.

Print Location from Entry Window

If you select this check box, then the location of the Inventory item sold will appear on the customer’s invoice or receipt.

Update Salesperson in Detail When it is Changed in Header

Select this check box if you want the salesperson on the detail lines to change when the salesperson in the Header section is updated. Leave this check box unselected if you want the original salesperson to remain on the order, even if another salesperson recalls the transaction.

List Kit Items on Invoices / Picking Lists / Packing Slips

Select this check box to list each individual stock item component comprising a “kit” on the invoices, picking lists, and packing slips whenever an Inventory kit item is sold.

Allow Inventory Oversell

Select one of the following inventory oversell options. This setting determines if more items can be sold than are actually in your inventory.

• Yes: this option allows you to sell as many of an item as you wish, regardless of the quantity on hand for that item.

• No: this option prevents you from selling an item if selling the item would bring the quantity on hand in the software below zero. You will still be able to create Quotes for more quantity than is available, but you won’t be able to change the Quote to a different Transaction Type until there is enough quantity. You will be able to recall the Quote in Point of Sale, where it becomes an invoice that you can oversell, regardless of your setting in Point of Sale Preferences.

• Warning: this option prompts you with a warning message each time an inventory oversell is attempted. You can choose if you want to oversell the item or not. The warning will not appear for Quote Transaction Types.

Create Purchase Orders from Transaction

If you want to create purchase orders from Order Entry, use the options in this section to define your setup.

Allow Create POs

Select this check box if you want the option to create purchase orders directly from the entry window. If you select this check box, the Create POs button will be enabled on the Options slide-out menu in the entry window.

Merge POs Per Vendor

Select this check box if you want to group purchase orders for the same vendor. When you post, all purchase orders for the same vendor will be merged into one order. Purchase orders that are drop shipped will not be grouped.

Buyer Code

This is the purchasing buyer for all orders in Order Entry. If there is a default purchasing buyer in Purchase Order Module Preferences, this field will default to that buyer, but you can change it. If there is no default buyer, use the Lookup to select a buyer. You must enter a buyer here to use this feature.

Sales Tax Preferences

The check boxes in this section control the way in which sales tax should be handled when entering transactions.

Use Header Tax Code For All Detail Lines

Select this check box to apply the Sales Tax Code entered in the header portion of the transaction screen to each individual line item.

If you leave this check box empty, the Sales Tax Code for each detail line defaults to the default Sales Tax Code specified in the stock item’s Inventory Code. In the case of a non-inventory item, the Sales Tax Code used will be the one attached to the non-inventory item itself.

Replace Detail Tax Codes when Header Tax Code is Changed

If you want the Sales Tax Code for the detail line items to be changed if/when you change the Sales Tax Code in the header section of the Sales Order Entry window, select this check box. If, however, you want the Sales Tax Codes of the detail lines to remain the same even if the Sales Tax Code for the Header section of the transaction is changed, leave the check box unchecked.

Credit/Debit/Gift Cards

The options in this section concern tendering gift cards and the type of authorization software you are using.

Authorization Software

TSYS® TransPort™ must be installed before you can select it in this window. If you purchased TSYS® Genius™, there is no software to install, but you must enter your setup information in the TSYS Setup window. Select from the authorization software options:

• <No Authorization Software>: Choose this option if you will not use authorization software.

• TSYS® TransPort™: Select this option to use TSYS TransPort as your authorization software.

• TSYS® TransPort™ 4.0/Genius™: Select this option to use TSYS Transport 4 or TSYS Genius as your authorization software. TSYS Transport 4 is the web portal where you can enter payment information and Genius is a Customer Engagement Device where you can swipe payment cards.