Sales > Options menu > Sales Set Up Sales Entry Layout window > Sales Set Up Sales Entry Layout window: Header tab
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Sales Set Up Sales Entry Layout window: Header tab
Use this tab to define Header Information prompts for the sales entry windows. Header prompts appear in the top portion of the Sales Order Entry window or the Sales POS Register window and apply to the entire transaction.
When you select the prompts you want to appear, you can also select if the clerk is allowed to input information, what the column heading will be, how big the field is, and the order of the fields in the layout.
Header Prompts
Select the check box next to any Header Prompt you want to include in this sales entry window. Required prompts appear alphabetically in the list (preceded by an asterisk), followed by the optional prompts. When you click on each prompt, a description of the field appears below the Header Prompts box to help you decide if you need that prompt and how to use it.
Invoice/Receipt Date
This is the date of the transaction. It will default to the system date, but can be changed by the user if you select the Allow Input check box.
Invoice Number
This is the number of the current invoice or receipt and is set by the system based on your entry in the Last Invoice or Hold # box (if the transaction is an Invoice or Hold), or the Last Work Order or Quote # (if this transaction is a Work Order or Quote).
If you selected the On-Line Invoice Numbering check box on the Sales Order Entry Preferences window Defaults tab, this number cannot be changed by the user.
Transaction Number
This is the number of the transaction in the current batch (for Order Entry) or at the Register (for Point of Sale), and cannot be changed by the user. For example, the first transaction you enter will be number 1, the second will be number 2, and so on. When you open a new batch (for multi-batch Order Entry), post the batch (for single-batch Order Entry), or post the register (for Point of Sale), the numbering starts over again.
Customer Req. Number
Use this field to enter any order number or purchase order number that the customer provides you. If you make this field visible in the Sales Order Entry window or the Sales POS Register window you can then retrieve the transaction from that number, which the customer will usually have. This number can also be printed on the invoice.
Date Shipped
This is the date the items in the transaction are shipped to the customer. This will default to the current system date, but can be changed by the user if you select the Allow Input check box.
Discount Code
This is the code entered in the AR Customers window Discount field. It will be combined with the code from the IN Stock window Sales Info tab for each stock item in the detail section of the invoice to see if any Discount Codes exist for the customer/stock item combination. If a Code exists, the discounted price will automatically be calculated and applied.
OE UDF1 through OE UDF5
These are the Header Order Entry User-Defined Fields, as defined by you in the top portion of the Sales Order Entry Preferences window OE User-Defined Fields tab. For any Header User-Defined Fields that you set up, the title you entered in the Caption column of the Sales Order Entry Preferences window OE User-Defined Fields tab will appear following the User-Defined Field number.
For example, if you defined OE UDF1 as Installer so you can track the installer that is working on the service job, then the item will appear as OE UDF1 - Installer in this Header Prompt list box. If you make any of these fields visible, they will only appear in the Sales Order Entry window.
OE & POS UDF1 through OE & POS UDF5
These are the shared Header Order Entry and Point of Sale User-Defined Fields as defined by you in the top section of either the Sales Order Entry Preferences window OE & POS User-Defined Fields tab or the Sales Point of Sale Preferences window OE & POS User-Defined Fields tab. For any User-Defined Fields that you set up, the title you entered in the Caption column of the window in which you set up the field will appear following the number of the User-Defined Field.
For example, if you defined OE & POS UDF1 as Installer so you can track the installer that is working on the service job, then the item will appear as OE & POS UDF1 - Installer in this Header Prompt list box. If you make any of these fields visible, they will appear in the Sales Order Entry window or the Sales POS Register window.
Order Date
This is the date the items in this transaction were ordered by the customer. It might or might not be the same as the Invoice Date, depending on your business practices.
POS UDF1 through POS UDF5
These are the Header Point of Sale User-Defined Fields as defined by you in the top portion of the Sales Point of Sale Preferences window POS User-Defined Fields tab. For any User-Defined Fields that you set up, the title you entered in the Caption column of the Sales Point of Sale Preferences window POS User-Defined Fields tab will appear following the number of the User-Defined Field.
For example, if you defined POS UDF1 as Installer so you can track the installer that is working on the service job, then the item will appear as POS UDF1 - Installer in this Header Prompt list box. If you make any of these fields visible, they will only appear in the Sales POS Register window.
Sales Department Code
If you have more than one Sales Department, and you define a Sales Department for an entire invoice, then making it visible in the Header section of the Sales Order Entry window or the Sales POS Register window can be very helpful. If, however, the Sales Department tends to change for each detail line, you might instead choose to have it visible only in the Detail section of the Order Entry and/or Register windows.
You can have it visible in both the Header and the Detail sections of the windows. In this case, any line items without a Sales Department will default to the department indicated in the Header section.
Salesperson Code
If you make the Salesperson Code field visible in the Header section of the sales entry windows, then the Salesperson Code entered here will apply as the default for the entire invoice/receipt. The default for the Header Salesperson Code comes from the Salesperson box in the AR Customers window Credit/Collection tab. If there is not a default Salesperson Code for the customer, you can add a Salesperson in the Sales Order Entry window or the Sales POS Register window if select the Allow Input check box.
If a different salesperson could be responsible for different detail lines on a single sale, then you might want to make the Salesperson Code field visible in the Detail section of the window instead of the Header section. You can have it visible in both the Header and the Detail sections of the windows. In this case, any line items without a Salesperson Code will default to the salesperson indicated in the Header section of the window.
Ship Via Code
This is the shipping or delivery method of the transaction. You can create as many Ship Via Codes as necessary. When you enter a sale, you can choose the method for each sale from the drop-down list that will include all the Codes you set up.
Sales Tax Code
This is the Sales Tax Code that will apply to the sale. If you tend to have a single Sales Tax Code that will apply to the entire sale, then making this field visible in the Header section of the Sales Order Entry window or the Sales POS Register window is the best solution.
If, however, the Sales Tax Code changes from detail line to detail line, then you might instead prefer to make this field visible in the Detail section of the window. You can have it visible in both the Header and the Detail sections of the windows. In this case, any line items without a Sales Tax Code will default to the Tax Code indicated in the Header section of the window.
If you force the use of AvaTax, you will not be able to enter a Tax Code in this field.
Terms Code
This is the Terms Code that will apply to transactions entered in this sales entry window. If you have a standard outline for early payment discounts and finance charges, you can set up the sales entry windows to automatically reflect these terms.
Header Prompt Options
The right side of the window contains the check boxes and fields that allow you to define the options for the prompts you select to appear in the windows.
Header Prompt Label
At the top of the section, the prompt that you selected from the Header Prompts list on the left appears for your reference.
Allow Input
Select this check box to allow the clerk to type in the selected field when entering the transaction.
Skip This Column
Select this check box to skip the selected box when you press the ENTER or TAB keys during sales entry. If you select this check box, the clerk will have to use the mouse to access this field.
Log Off Between
This check box appears when the Salesperson Codes prompt is selected from the Header Prompts list and is enabled if you select the Allow Input check box. Select this check box if you want the system to log off salespeople between sales transactions. You might want to use this option if you have a busy sales floor and the clerks must frequently step away from the register. This protects the sales entry windows from unauthorized use. This feature will only work if you select the Allow Log On/Off between Sales check box in the Sales Order Entry Preferences window.
Text for Heading
Enter the heading text that you want to appear in the Sales Order Entry window or the Sales POS Register window. This will be the prompt that the sales clerk sees.
Column Width
Enter the number of characters to allow for data entry in the selected box. Be sure to include space for separating characters. For example, a PO# of 1245-387 would require a column width of 8 just for the characters.
You can also adjust the column width within the preview grid at the bottom of the window by holding your mouse over the border between two columns. The mouse will change to a resizing cursor, which you can then drag left or right to adjust the column to the left of the mouse. When you release the left mouse button, the number in the Column Width field will be updated automatically with the new width.
Column Number
Enter the order in which you want the selected item to appear in the sales entry screen. An entry of 1 places that column first, an entry of 2 places that column second, and so on. An entry of 0 in this box disables the selected item. You can also move and renumber columns within the preview grid at the bottom of the window by using your mouse to drag and drop column headers where you want them. The Column Number field will automatically be updated with the new number when you release the mouse button.
If only Order Entry is installed, there are 16 available columns. If only Point of Sale is installed, there are 13 available columns. If both modules are installed, there are 26 available columns.
Preview Grid
A preview of the Header section is provided at the bottom of the window so you can see how it will look based on the settings you have defined so far. You can also use the preview grid to resize and renumber columns as indicated in the Column Number and Column Width sections above.
Hide header information grid when opening sales transaction
Select this check box if you want the Header information sections of the Sales Entry windows to be minimized when either of the Sales Entry windows is opened. This leaves more room for the Customer Information and Detail item grid.
 
Customizing the Sales Entry Window