Transaction Setup or Invoice Setup has been subdivided into seven tabs: Transactions, Customers, Tender, Service Orders, Printing, Prompts, and Entry Options.
Transactions tab
Invoice Header - Leave this Blank. It is a special option for international users of POSitive who need to annotate the name Invoice on Windows invoice receipts (dockets). For example, entering the words "Taxed Invoice", will replace the title "Invoice".
Numbering - POSitive uses two sets of numbers for all sales transactions.
| • | Current Invoice # - Enter a number for your first invoice. All POSitive invoices, completed or not, will be numbered sequentially for auditing purposes. An invoice number cannot be reused nor modified. Invoice history will list all invoice numbers even if the invoice was voided or not used. (see option "Assign Invoice Number At End Of Transaction) |
| • | Current Order # - Enter a starting number for all other sales transactions. Sales transactions such as Orders, Layaways, Service Orders, Internet Orders, and Quotes will draw upon this other pool of numbers. Whenever a new transaction is created, the next available number is selected. This number is retained even if the transaction is converted to another type, such as converting a Quote to an Order. When the transaction is converted to an invoice, then the next available invoice number is attached as the permanent reference number. |
At Start Of Transaction
If your primary sales customer is a walk in customer, you may choose to gather research data using one or more of these three options. However, you should consider leaving these options blank and using settings on Customer Options and Station Settings first, and then explore the use of these options. Contact your dealer for more information.
NOTE: An individual workstation (such as a back office machine) can override these three options at the Stations Settings level.
| • | Ask For E-Mail Address - For all sales you will be prompted to ask for the customer's first and last name, company name, and an e-mail address. All other customer record information will be ignored, however it can be added later. The intent is to expedite the gathering of information relative to e-commerce, however, if this feature is abused by ignoring it or entering nonsense information, it will clutter the customer list. NOTE: Be sure to select SKIP [F7] if the customer does not want to give you the information. |
| • | Ask For Phone Number - (Not Generally Recommended) You will be prompted for a phone number of the customer before any other customer information is taken. This includes cash sale invoices and may not be suitable for your business. |
| • | Ask For Zip Code - For every Quick Sale (no customer name) transaction, you will be prompted to enter a zip code. The purpose is to compile statistics of sales to various locales so you can better understand your clients and target your advertising. |
Primary Settings
Assign Invoice Number At End Of Transaction - Choosing this option, POSitive waits until an invoice is to be processed to assign the next sequential invoice number.
| • | If checked, an invoice which is voided before completion will not use a number from the invoice sequencer. Also, if an order or layaway is converted to an invoice and then back to an order or layaway an invoice number will not be missing in the invoice history screen. |
| • | PROS/CONS - it will be more difficult to trace how often an invoice is voided. |
| • | If unchecked, POSitive selects the next sequential invoice number as soon as the invoice is created. If the invoice is voided before completion, then the number is no longer available for use, but it is recorded in the invoice history as Not Used. This adds an additional element of managerial control to know which employee is frequently voiding invoices and to determine the causes. |
Skip Prompt For PO Number - When you are creating an invoice or an order for a business you are normally asked for the customer's purchase order number.
| • | If checked, you will not be asked to select and enter a purchase order number. |
| • | If unchecked, you will be prompted for the PO numbers from the business which is making the purchases. |
Require "F10" to Accept When Asking For Quantity - the option "Ask For Quantity" for an inventory item will open a screen requesting a quantity value. The value is accepted by pressing either Enter or F10.
| • | If checked, you must press F10 to proceed. This prevents accidental entries triggered by the carriage return of a barcode scanner or mistaken keystrokes at the keyboard. |
| • | If unchecked, you may press Enter or F10 to proceed. |
Allow Packages - a grouping of inventory items on an order or invoice so that individual items will not display pricing, but rather be included in a blanket price entered on the package line.
| • | If checked, you can use the Package feature and the customer will see just one package price for the list of items being purchased. |
| • | If unchecked, the Package option of POSitive will not be functional and you cannot hide line item pricing from the customer. |
Allow Backorders On Invoice - If your degree of inventory control includes monitoring backorder status and generating special orders for backordered items, then this option needs to be checked.
Note To New Users: Some experienced users of POSitive recommend waiting for 90 days before activating this feature. Inventory entry and control is a big project and it will take a period of time until all inventory and stock counts can be fully reconciled. Turning this option on would merely add another level of complexity as you begin using the program.
| • | If unchecked, no backorders will appear on the invoice, even if the item is not in stock. This should not be an issue, because invoices aren't usually made unless you can deliver product to the customer. |
| • | If checked, the invoice will display backorders. When attempting to accept Tender, POSitive will warn that backordered items are included on the invoice. You will be given options for handling the backorders which include overriding the backorder status or generating a followup order for the customer. Take From Pending Before Backordering - (not recommended) This is a special use option which can simplify invoicing, but could cause delays of customer order fulfillment. |
| • | If you choose to Allow Backorders, then you need to select one of the following: |
Pay When - The customer is expected to pay for backordered items when the items are
| • | Invoiced - Pay before backordered items are delivered. You only have to ask the customer for money one time. And this will assure that your costs will be covered. If you are unable to deliver the items, the money paid is held as a deposit which can be refunded or applied to future purchases. |
| • | Received - Pay at the time backordered items are delivered. The customer will be asked a second time for money. If you are unable to deliver the items, no money will need to be refunded. Group Backordered Items On Printed Invoice - this will position all items which were backordered at the bottom of the customer invoice so that you will know which items were delivered and which became part of pending order. (requires "Allow Backorders" to be active). An explanatory statement separates the groups. "The Item(s) below will be delivered at a later date." |
Show Item Picture On Screen - When invoicing, POSitive can display a picture of the item being sold. This feature is useful if you suspect that customers are switching price tags because you will be able to compare the item in hand to a picture of the item. In addition to the picture, you will be able to see the item's notes.
| • | If unchecked, no pictures will be displayed. There will be a Item Detail window at the upper right, but it will not be active. |
| • | If checked, pictures will be displayed in the upper right corner of the screen in place of the ship-to field. For Cash Sale invoices, the invoice layout must be changed manually by pressing ALT-F2. |
Automatically Add Decimal Point - When Entering Quantity/Price/Tender (Register Style Mode Only)
| • | If checked, whatever number is entered will automatically assume 2 decimal places. |
| • | PROS/CONS - this is not always a desirable setting, especially if you intend to change quantities. |
| • | If unchecked, (recommended) you can enter full integers without using a decimal, but any fractional amounts need you to type the decimal place. |
Restricted Pricing / Discount Percent - When an employee attempts to discount pricing of an inventory item on an Order or Invoice, the employee is limited to a discount level equal to or less than this management defined percentage. This will only affect employees with a security setting under Transactions: "Allow Price Changes: Restricted (System Setup)" activated. Other manager type employees should leave this unchecked so that they can make overrides.
| • | If left at 0%, all employees with the security setting option "Allow Price Changes" can discount an invoice or order by any percentage off amount. |
| • | If changed to a set percentage, an employee limited to "Restricted Price Changes" will be able to reduce the selling price on an invoice or order up to the percentage set her, and no higher. |
Pop-up And Display Item's Price Levels When Changing Price - Limits a change in selling price to predefined price levels by employees, but comes with a manager override. Security settings for employees control access. (see Price Selector)
| • | If checked, when the clerk attempts to adjust price, all levels will be displayed. |
| • | If unchecked, the clerk who has security clearance can enter any selling price. |
| • | PROS/CONS - if your customer's can view the screen as you create invoices they will see prices to which they are not entitled. |
Show "More Detail" on Customer Lookup - Displays first and last purchase dates, dollar total of purchases, number of purchases, number of return invoices and Authorized Buyers and AR Status.
| • | If checked, when the clerk comes to the Customer Locate screen the side panel is also opened. |
| • | If unchecked, the clerk can manually open the side panel |
Show "More Detail" on Inventory Lookup - Displays stock count status including number of items on vendor purchase orders, location details and Sub-Category assignments
| • | If checked, when the clerk comes to the Locate Item screen the side panel is also opened. |
| • | If unchecked, the clerk can manually open the side panel |
DUE DAYS
When a Job Cost, Sales Order, Service Order, or Quote is created, a Due Date or Expiration Date will be added to the order. This helps the customer and your store staff to plan ahead.
The due dates can be calculated based upon the number of days entered here. Since seasonal demands will vary, you may edit these numbers as often as necessary.
The calculated due dates are merely defaults. At the time of creating the order, you may select any due date for that particular order, unless you activate the Auto-Set which skips the calendar prompt.
| • | Default Job Cost Due Days - |
| • | Default Order Due Days - |
| • | Default Service Due Days - |
| • | Default Quote Expiration Days - Rather than a due date, an expiration date suggests that the quoted prices may not be still valid. This is both a tool for expediting sales and a protection in a market with rapid changes in costs. Auto-Set Due Days - This is a time saving feature of POSitive |
Turning on the Auto-Set switch will automatically apply the due date. The date due selection calendar will NOT pop-up when completing a transaction, thereby saving you a few extra keystrokes. The due date can still be manually changed.
QUANTITY SEPARATOR
Quantity Separator - Select a character to be used to indicate that the initial number is a quantity. The character selected here should NEVER be used as part of a SKU. If your current inventory SKUs include a / symbol then you will need to choose a different quantity separator or edit the SKUs to remove it.
How To Use The Quantity Separator
When adding an inventory item to an invoice, order, layaway, or quote, you can designate the Quantity being purchased before selecting the item. For example, if the customer is purchasing 4 of item ABC, then type 4/ and then choose the ABC item. The quantity will be automatically added and an extended price calculated.
Note: An indication that there is a conflict with your SKUs and this quantity separator is the inability to add an inventory item to an invoice, order, or quote. After selecting the item from the inventory list, the item will NOT appear on the invoice whereas other items are readily added.