After a special order product has been received or manufactured, it is ready to be sold to the customer. To invoice (sell) an individual order, go to the Sales or Open Tickets transactions in Point of Sale. Sales immediately charge the customer, Tickets can be invoiced either immediately or later all at one time (Tickets usually only apply to receivables customers except in regard to some Installed Sales). We also offer a utility that allows you to invoice many orders at the same time. Please see the topic, Invoice Orders, for more information.

From Sales, orders are selected for sale by choosing Invoicing (F5) function and "Customer Order."

From Tickets, orders are selected by choosing the Ticketing (F5) function and "Customer Order" (or "Installed Sale Order" if the special order is linked with an installed sale contract).

The "Select Order" form is used for Order selection in the transaction. The "Order #" drop down is used to select the order for sale or ticketing. If a customer account was previously specified, the selection list will just include orders matching that customer. If a customer order is linked with an installed sale in Tickets, the listing only includes the customer orders that have been associated with the specific Installed Sale contract document selected in the Open Tickets form.

There are two (2) ways to choose the items for sale or ticketing once the Select Order form appears: All Items and Selected Items.

Selecting "All Items"

Choosing the "All Items" radio button copies all the products on the order into the sale or open ticket regardless of availability for sale. Sale (and Ticket) quantities are set to the "ordered" quantity, not the received or on-hand for the item. If less of a particular product was received than the quantity ordered, the quantity will be flagged in red since the on-hand would not be sufficient to sell the quantity ordered. Furthermore, it is assumed that any additional quantities ordered are not being back-ordered.

Just as with stocked items, we do allow sales to the negative (this is true unless your company's system administrator has prohibited this by raising the priority on task list warnings to errors). If you sell more of a product than what's available, the on-hand will be negative until the product is received. If the product is never received, the special order item will never merge back into it's source item and will remain as a separate product SKU in your inventory. The only acceptable reason for selling a product into the negative is when the item is physically present but just hasn't been received into inventory yet. If an item is sold into the negative for this reason, the product should be received as soon as possible to clear the issue with the on-hand.

If you modify the quantity being sold to match the quantity available for sale, any remaining quantity will not be back-ordered.

Choosing "Selected Items"

The "selected items" option offers a bit more control over quantities and back-ordering. Choosing this option expands the "Select Order" form to display a listing of the special order items from the order in a grid. The quantity column is used for determining the quantity that will be invoiced.

The most important thing to understand about this form is that the quantity column is used to indicate what you are selling. Any changes to the quantity being sold should be made from the Select Order form, not from the Sales or Open Tickets forms.

If a quantity is reduced or changed, the row's back order (BckOrd) and Select columns are automatically checked.

Quantity

This is the quantity that is to be sold at this time. It defaults to the quantity currently committed to the selected customer order (ordered less any sold). This quantity defaults to the unit of measure used on the order.

U/M

This is the unit of measure for both the quantity and received columns.

Received

For non-stocked items, this is the on-hand. It is described as "received" because (a) it only applies to non-stocked items and (b) usually the on-hand should match with the quantity received for non-stocked items. Stocked items display a zero in this column and are not directly linked specifically to a particular purchase order. Stock availability for stocked items can be checked from the Sales or Open Tickets folders after closing the Select Order form.

Back Order (BckOrd)

This column is used for designating whether or not a particular item should be back-ordered if the quantity for sale is less than the remaining amount committed to the selected order. If checked, the remaining amount that isn't being sold will remain open on the customer order for future processing. If the check box is not checked and the item is also selected, no quantity will remain committed to the order for the item. If no items are back-ordered and all items are selected, the order will be marked closed if the sale (or ticket) is processed.

The back order flag has no effect unless the select check box is also checked and the sale (or ticket) transaction is processed.

Select

This column designates whether the row (item) should or should not be invoiced or ticketed at this time. If the check box is not selected, the item will not be listed in the Sales or Open Tickets item grid and will remain open for future processing on the customer order. If the select check box is checked, the item will be added to the Sales (or Tickets) grid for the quantity specified.

Total Selected

This total is a running total of all items selected. The amount is based upon the quantity of each selected item as well. The figure includes sales tax.

Deposits

There are two (2) amounts listed on the Select Order form that pertain to order deposits: deposit remaining and deposit to apply. These figures are only displayed when using the "Selected Items" feature.

Deposit Remaining

If a customer order holds any deposit that hasn't yet been used, it is listed as "deposit remaining." This is the total amount of deposit retained on the order that wasn't previously applied to sales of products from the order.

Deposit to Apply

The "Deposit to Apply" amount is the amount of deposit to be used toward the current sale (or ticket) transaction. This amount is automatically changed due to modifications to quantities and whenever items are selected or cleared. When less than the entire order is being sold (or ticketed), the total deposit amount is prorated in order to retain some of the deposit for any remaining items.

Why? The deposit is your company's insurance that a customer will eventually pay for products for which you ordered on their behalf. For example, if you use all of a customer's 50% deposit to pay for the first 1/2 of their customer order and they then decide that they no longer need the remainder, you might be stuck with stock you don't need (and have no deposit). By always keeping some of the deposit until the order is fully sold, you maintain some leverage with the customer.

It's important to understand that although we encourage companies to retain some deposit, this is not required. You can manually modify the deposit "to apply" amount to any amount up to the "deposit remaining" amount. So, if you want to apply more (or less) deposit to a particular sale, you can.