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Delivery - Overview |
  
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Delivery - Overview |
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When Invoiced
An Invoice always means that products are "delivered" to the customer. Your stock counts are reduced and the sale is complete. An Exception
There are times when an invoice may include "Backordered" items; items which are NOT in stock and cannot be delivered to the customer. One cause of backorders could be an inaccurate stock count of the item. If the customer has the item in hand, then it is obviously in stock, but POSitive does not know it and thinks there are 0.00 available for sale. There are other reasons for Backorders on an invoice and they can be dealt with properly. Be sure to read about "Backorders" below and additional topics. |
On the other hand, Pending Transactions, classified as Layaways, Orders, Service Orders, Web Orders, and Quotes are not yet delivered to the customer for one reason or another. All of these pending transactions must eventually be converted to an invoice so that your stock counts are properly reduced and monies distributed.
If the customer wants only a few of the products at a time, use the Partial Convert button instead of the Convert button.
If the customer changes his mind, you can void the pending transaction and refund any monies collected as deposits.
Backorders
Tracking Backorders is critical to maintaining accurate stock counts. If you have not checked lately, go to Maintenance: System Setup: Transactions and make sure that the option "Allow Backorders On Invoice" is checked. Why?
If this option is unchecked, then POSitive always assumes the item is in stock and can be sold. This works fine if you are keeping up with your purchase orders, but if you start selling products before you have done the purchase order receiving, then your stock counts could become distorted. If your stock count ever drops to 0.00 and you continue to sell the product, POSitive has to assume that you have stock and will not alert you that there are problems. For a full discussion of handling backorders see XXXX. |
All of these Pending Transaction types, with the exception of Quotes, clearly indicate that items are backordered. How?
A Pending Transaction consists of a "Header" which has the customer name and total charges for the transaction and a "Details" view. Preceding the transaction number is an icon. If it is a green check mark, then all items on the pending transaction are in stock; there are no backorders. If there are backorders on the transaction, then the icon is a white page with a red dot.
The "Details" view of the Pending Transaction is also color coded to show what is "Backordered" and "In Stock".
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Partial Convert
When highlighting a Pending Transaction, you can choose to deliver some items by using Partial Convert button. This will list all items on the highlighted transaction. Some will be in stock and others will be backordered. You would Tag the items in stock which are to be delivered at this time. The items will be removed from this pending transaction and added to a new invoice. Also, any deposits available on the pending transaction will be consumed to pay for this invoice. For Example
This pending transaction has 3 items on it. Pay attention to the B'Ordr count. You would not want to convert the first item because you cannot deliver it. The second item could be converted to an Invoice, but you would only be delivering 1 of the 3 wanted by the customer. POSitive will handle this properly, the 2 which cannot be delivered will be automatically returned to this pending transaction. And most likely be paid for in advance when the invoice is tendered. (This is a setting in System Setup to charge or not charge for all items on the invoice, even if backordered.) The last item is in stock and convert it to an Invoice will cause no problems.
Tag the items to be converted and choose OK [F10]. An invoice will be created. When you process the invoice the stock counts will be reduced and are delivered to the customer. |
