Sales Form - Create (Demand)

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To create or change (edit) a Sales Form, select the Menu Tree then expand the Sales /POS tree branch then select Demand Sales Forms by double left-clicking on it. Or select it from the Windows Drop-Down Menu that is organized in the same way as the Menu Tree.

The Customer Selection and Sales Form (Demand Maintenance Related Tables are displayed. These tables are "related" by the application and when each Customer is selected/highlighted, that particular Customer's Sales Forms are displayed in the Sales Form Management Browse List. If the Customer has multiple Sales Forms, the line items for whichever Sales Form is selected/highlighted in the Sales Form Management Browse List is displayed in the Line Items For Selected Sales Form Browse List.

Use the cursor movement keys or the mouse to select a customer and then press the button below the Customer list. You can then enter a new Customer in the customer file.

Press the button below the Sales Forms list to add a new Sales Form or the button to change an existing Sales Form for the Customer that was added or selected in the Customer list.

The Sales Form Maintenance Form is displayed and you can make the Sales Form's Status one of the following. Changing the Sales Form's Status will change some of the Sales Form's functionality to fit whichever Status is selected. The types of changes include the managing of inventory items used in the sales form and the title of the printed Sales Form report.

The Sales Form can be used to make Estimates, Quotes, Pick Lists, Work Orders, Orders and Invoices.

While Orders affect inventory, Estimates, Pick Lists and Quotes do not. All types of Sales Forms can be changed to an Order and at this time inventory is taken in the system.

The Customer Name and Invoice Number are preset as entered in each Customer record by the system.

Enter (or select from a (control) file using the button for the:

1.

Sales Form Date

2.

Ship Date

3.

Purchase Order Number

4.

Sold By

5.

Discount Rate (If applicable.)

6.

Sales Tax Id (if applicable)

7.

Type.

Many of these fields will be filled in from the default data in the selected Customer's record on file.

From this Sales Form window you can:

1.

Apply shipping charges by pressing the button

2.

Apply a payment by pressing the button

3.

Print a Demand Sales Form (Estimate/Order/Pick List/Work Order/Invoice) depending on where in the actual business transaction the Sales Form Status is "set" at the point in time it is is being printed and therefore what kind of a transaction it is by pressing one of the following buttons.

4.

or or

Be sure to read and follow the prompts on the screens during the printing process. Once these are completed, press the Line Item Insert button to add detail transactions to the invoice.

The Order Line Item Detail Form is displayed.

The Sales Form Build A Line Item (Detail) form is used to enter products and services being sold. This form is also used to edit previously entered items when a previously entered item has been selected on the Form.

If items necessary for a Sales Form have already been entered into the Inventory (Control) File, use the button to select one from the inventory selection screen when it comes up over the top of the Sales Form Detail dialog box.

Or if the item is not already in the Inventory (Control) File, use the button to add a new inventory item to the inventory (control) file "on the fly" (as needed) and then select the newly added item as a sales form line item.

It is necessary to enter a minimum of the Item Number, Quantity, and Unit Price to complete this form. The remaining data is either preset or can be optionally entered and in some cases, changed (selected and keyed over).

To enter an extended or more verbose description, select and use the Extended Description Text Box. You can also use the button to select from the messages (control) file

to "build" some commonly used (standard) messages.

When finished entering the data press the button to complete this form.

Completing the Order Detail Form returns back to the Sales Form (Demand) screen ready to repeat the process for any remaining items to be added to this Sales Form (Demand).

Once all of the items on the Sales Form (Demand) have been entered:

·

Add a shipping amount, if needed, by pressing the button.

·

Add a payment or a partial payment amount, as needed, by pressing the button.

See Sales Form - Apply Payments (Sales Form) for complete instructions on applying payments.

You can then press the desired button to print the Sales Form and the Report Destination dialog box will appear.

Below shows a normal stand-alone printer is the "current Printer".

The user can change the "Current Printer" to any installed and selected "printer driver" which gives the ability to also send any report to any printer in a network. It also allows a report to be sent by eMail, FAX, or make a .PDF file if those printer drivers or Utility Applicarions have been installed.

Below shows a .pdf file printer driver.

Below shows a network printer.

NOTE: BE SURE AND SET THE PRINTER DRIVER BACK TO WHICHEVER PRINTER DRIVER IS THE "STANDARD" PRINTER DRIVER FOR YOUR SITUATION AFTER CHANGING THE PRINTER DRIVER TO SOMETHING "SPECIAL".

The Sales Form can be posted to the Accounting Modules (if used), converted to Invoice Status, and printed as an Invoice by pressing the button.

The Sales Form "Status" automatically get "set" to "Invoice" and is printed as an Invoice.

NOTE: Once the button has been pressed, the Sales Form can not be altered because it has been posted to the accounting modules. All functions on the form become disabled.

NOTE: Repeat the above processes for all outstanding (unpaid) customer Sales Forms to progress them through the Sales Process by their different stages according to your "real time" daily business need.

To view and/or print "Invoiced/posted" Sales Forms click on the proper Menu Tree choice and the Sales Form Query browse list will appear.

Press one of the two printer icon buttons or to print the Sales Form depending on which "format" (service or parts) is needed.

The fillowing Report Printing dialog box will appear.

Use the button and the fillowing dialog box will be displayed.

Use the printer selection drop-down to select one of the installed Windows printers.

Select the button to complete the print operation.