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Invoicing (tab) |
  
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Invoicing (tab) |
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(Backorder & Fast Add)
When you are creating an invoice, order, layaway, service order, or quote and you need to access the inventory list, POSitive will use these settings.
Default Item Lookup
When creating a sales transaction and you choose to lookup inventory, the items will be initially displayed in this selected sort order. Sort by Description is most commonly used because sales people know the name of the item rather than the SKU of the item. Choose one.
| • | SKU |
| • | Description |
Invoice Prompt Behavior When Negative Stock is ON
If you have activated, "Allow Backorders on Invoice" (Invoice Setup) and "Allow Sales of Items Before Receiving...(Negative Inventory)" then when creating an invoice and selling an inventory item which is out of stock, POSitive will prompt you in one of three ways. It is assumed that the product is in hand, that the customer can take the item at time of invoicing.
| • | Item Is Always Here (skip prompt to backorder) - POSitive will automatically flag the item being sold as "Pre-sold." When the next purchase order is received, the PO received quantity will be reduced by the number pre-sold. (See explanation below.) |
| • | Prompt Defaults to "It's Here" - POSitive wants to confirm that the item is truly in hand and that the customer will be taking the product at the time of invoicing. The item will then be flagged as "Pre-sold." |
| • | Prompt Defaults to "Backorder It" - POSitive assumes that the item cannot be delivered. When processing the invoice, you will be prompted to create a "special order" for the customer so that the product can be delivered later. |
PRE-SOLD - What It Means and How It Works
Depending upon the above settings, if an item is sold with a stock count of 0.00, then the clerk will be prompted with
...."The system shows that the item you have selected is out of stock. You have negative stock tracking turned ON. Is this item really here or do you want to backorder it?" You then select one of two options: "It's Here" or "Backorder It."
The first question should be, why does POSitive think this item is out of stock? Have initial stock counts not been entered? Has a purchase order not been received? Does the inventory need to be "verified?" But at the time of the sale it is important to meet the customer needs first.
By definition, an Invoice means you are delivering the product; a pending Order or Layaway means the product is not being taken by the customer at this time.
| • | If you activated the first or second option "It's Here", because the item is in the store but not yet received into POSitive inventory, then the item will be sold without being flagged as a backorder. |
However, POSitive will consider the item pre-sold and when the purchase order from the vendor is processed, the quantity pre-sold will be deducted from the quantity received.
For example, I have received a shipment of 10 widgets and have opened the box for pricing and shelving, but have not yet processed the purchase order for the items in POSitive. A customer purchases the item. The sales clerk will respond that the item really is here. POSitive will then count the sale as quantity 1 pre-sold. When I get around to processing the purchase order, POSitive will deduct the 1 from the 10 normally being received and up my stock counts by just 9 items.
The this option works fine, however, if you do not understand it's use, it increases chances for mistakes in stock counts. It is especially awkward if the inventory item is serialized and you are tracking serial numbers.
| • | If you activated the third option, selling an item which is not in stock will force the item into a backorder status and require you to fill the backorder before delivering the product (only if you have Allow Backorders On Invoice activated). |
Fast Add Settings
Auto-Assign SKU When Using Fast Add -When adding new inventory while creating an invoice or order, you may wish to assign the SKU rather than accept a default SKU generated by POSitive.
| • | If checked, you will be able to edit the generated SKU and replace it with a vendor SKU or one of your own design. This will eliminate an extra step when posting inventory and save time by not having to look the item up again. This is especially useful if you are also adding costs of the item. The downside of checking this field is some loss of inventory control wherein store practices of SKU definition are vulnerable to change. |
| • | If unchecked, the SKU field cannot be edited while invoicing the item. |
Enter Costs When Adding Inventory - When adding new inventory from the Register, you might find it convenient to be able to add the cost of the item as you are defining it. Frequently you will know the cost of the item, having looked it up in a vendor catalog.
| • | If checked, the cost field will be available. If you do not know the cost, the field can be left blank and the cost entered at a later time. |
| • | If unchecked, the cost field will not be visible. This might be a wise choice if you do not want sales staff to have access to it. |
Department / Category of Fast-Add Inventory
Set Default Department/Category [F5] - Inventory can be defined on-the-fly while creating a customer invoice, but the definition of the item will not be complete and must be edited later. These added inventory items take on characteristics of the category selected here. Use the [F5] button to select or add the category you wish to use.
TIP: It is recommended that this "default" category be named UNPOSTED so you will know which items need to be edited further and reassigned to a more useful category.
Auto Assign Dept/Catg (cannot be changed when adding) - Selecting this option provides more control by preventing anyone from assigning the item to a different category while invoicing.