Add Products via Fast Input in Sales Orders

May 1, 2016 in Order Management

Purpose

This option enables you to add products to a Sales Order, Transfer Order or Quote as a line item with minimum input. It is used to add or adjust product line items, covering both Stocked and Non-Stocked inventory items. It is designed for fast keyboard entry where the minimum required inputs are the product and quantity, assuming standard pricing exists for the selected product.

This particular line item entry option is sometimes referred to as ‘fast input’. It differs from ‘normal product input’ in that there are several prompts and information displays that have been removed from the screen to provide quick data entry for the user.

Data input

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Product

Enter the product code of the item that you want to add to the order. For details on the use of “codes”, see The Roles of “Codes” in Online Advantage.

It is expected that the product entered here is an Inventory item (either Stocked or Non-Stocked), and not an add-on or service type product. If you do enter an add-on or service type product, the screen will automatically ‘switch’ to the correct mode of entry for that product’s classification.

In order entry there is an additional product ‘search’ utility available called the ‘Product Walker‘. It is a simple navigation tool for finding products by browsing through the product catalogue structure i.e. their product index settings.

Note that once a product is entered/selected, if appropriate the user will be prompted to select a Size and/or Colour. This assumes these features are turned on in the Product Forrmat function and that the product itself is sized/coloured.

If you omit the product code, you can enter text for a ‘text only’ sales line item that can be added to the order at any time.
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Quantity

Enter the order ‘Quantity’ of this product that you are entering/editing. The order quantity is normally entered in the Selling ‘Units of Measure’. If there is a Minimum Order Quantity set up in the ‘Product Details‘ function, that quantity is the default order quantity shown at this prompt. Click here for full details on entering quantity and associated data.
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Price (Exc)

Enter the unit ‘Price’ excluding tax, for one selling unit of this order item. The unit price is defaulted according to the Customer’s Price Matrix. Look here for more details on pricing.
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Last Price Used

The ‘Last Price Used’ for the customer is displayed for reference, assuming the customer has purchased the item before. You may choose to select to ‘Use’ the last price on the order you are working on by clicking on the ‘Use’ button, or to use the ‘View’ button to see the previous sales transaction details for the customer for this product to assist in discussions with the customer.
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Discount

Enter the percentage ‘Discount’ to be applied to this specific line item. The discount is defaulted according to the Customer’s Price Matrix. Look here for more details on pricing.

NOTE: Discount percentages cannot be entered where the price applied is a “Contract Price”.
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Tax Rate

Displays the ‘Tax’ based on the tax percentage of the sales item applied to the value of the order line. i.e. Qty x Unit Price less Discount x Tax%. The tax percentage is determined from the tax code entered on the Products details. If a ‘Tax Exemption Certificate’ has been entered at the start of the order, then the tax percentage used here is 0%.

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Value

Displays the gross value of the sales item i.e. Qty x unit Price less Discount.
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Tax

Displays the sales tax based on the tax percentage of the product applied to the Value of the order line. i.e. Qty x Unit Price Less Discount x Tax%. The tax percentage is determined from the tax code entered on the Product Master details. If a Sales Tax Exemption Certificate has been entered at the start of the order, then the tax percentage used here is 0%.
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Nett

Displays the extended nett price of the product i.e. Qty x unit Price less Discount + Tax
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Special

Select this option, to nominate when a ‘Special Sale’ (or credit) occurs. The rules for when a transaction is a special are determined by internal policy but it allows you to isolate these transactions separately in the Sales Analysis system so that ‘Special Sales’ can be excluded from ‘Normal Sales’. It may be that a one-off sales transaction has occurred at a price quite different to the normal price or that the quantity of this one-off sales transaction is so great that it is appropriate that the transaction be separated from orders classed as normal sales activity. See here for a more detailed description of Special Sales.

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Sample

This option is selected automatically by the system when an item is sold at no charge i.e. zero price. It is then assumed to be a sample sale. You can override the automatic tagging of zero priced items as a sample by using the Sales Pricing setting in the System Options function. See here for more details on Sample Sales.

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Text

Enter any notes/text you wish to add that specifically relates to the particular product item being ordered. This text will appear on picking dockets, packing slips, despatch dockets, customer invoices and all customer/order related displays for the product item. You may copy text from the notes entered on the previous sales order line item if you want to using the check box provided.

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Stock Availability

A display of available stock for the product being ordered can be shown. The display of this information is dependant on the user’s ‘Quantity on Hand’ and ‘Quantity on Hand All Locations’ settings in User Details. With ‘Quantity on Hand’ only selected, the quantity details for the order’s issuing location are shown:

Quantity on Hand

 

 

 

With both ‘Quantity on Hand’ and ‘Quantity on Hand All Locations’ selected, the quantity details for ALL locations are shown, where possible:

Quantity Available for all locations

 

 

 

 

 

 

NOTE: If ‘Quantity on Hand’ is not selected in the User Details, then no ‘Stock Available’ information will be shown to that user.
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