Counter Sales

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Counter Sales allow you to enter a sales order and generate the invoice automatically upon saving the order. This omits the delivery note stage and is used where goods have been collected by the customer and the order can be invoiced immediately.

1. Select Gx CRM from the toolbar.

2. Select Contact Details from the menu.

3. Select the required customer.

4. Click Place Order in toolbar and then select Counter Invoice.

5. Order Number - the system automatically allocates the next order number.

6. Account Code - this is filled in with the account you had open in Contact Details.

7. Deliver To - this is not relevant as no delivery note is being produced

8. Click the Invoice To tab to ensure the correct invoice address exists for this customer. Click the

icon to create a specified invoice address for this account.

9. You should complete the header details for this order.

10. You can then work through the other option tabs available when placing a counter invoice. These are:

· Product Lines to add stock product lines

· Non Stock to enter free type, non stock items

· Text Lines to add descriptive text to product lines

· Information to add invoice messages

· Other Charges to enter additional charges

· Balances & Memo to view balances and record account memos

· Products Bought to look up the customer's product history

· Upselling to display associated products

· Memo to record memos about this order

· Save the Order

Enter the Order Header Details

1. Ensure the Header Details tab is selected.

2. Date & Time Order Placed - confirm the date and time the order has been placed.

3. Customer Reference - enter the customers purchase order reference.

4. Rep Code - this will automatically show the rep set up in Customer Details but you can use the drop-down menu to select another rep if this order is to go onto a different rep.

5. Cost Centre - use the drop-down menu to select the required cost centre for this order. Cost centres are set up on the Options tab in Customer Details.

6. Deliver to Customer By - use the drop-down menu to select collection. See: Create Delivery Methods

7. Contact Name - use the drop-down menu to select the required contact person for this order. You can use the

icon to create a new contact.

8. Having completed the Header Details, you can now enter the product lines for this order, or enter non-stock lines if codes do not exist for the items.

Enter Product Lines

This screen allows you to enter the stock code lines on the order.

1. Click the Product Lines tab.

2. Product Code - type in the product code if know. If you do not know the code, you can use the product search option, accessed by clicking the

icon in the toolbar. Alternatively you can right-click the product entry line and select Search for Products from the popup menu. You have access to the customers purchase history to look up and select products they have previously purchased from you. Once you have selected the catalogue for this item, you can view the product image and additional information.

3. Catalogue Selection - the catalogue selection window pops up. Double click a catalogue to choose that selling price.

4. Description - this fills in automatically.

5. Packs - enter the number of whole packs.

6. Singles - enter the number of singles.

7. Price - the price will fill in for you. The price applied will be taken from any pricing or discount options set for this customer. You can refer to the Price and Discount Hierarchy to view the order in which the system applies special pricing and discounts. The centre right of the screen above the option tabs shows whether this is a contract price, catalogue price etc. You can right-click the line and choose Price Check from the popup menu to view the price and discounts set for this customer for this product. You can over overtype the price on the order if required. Amended prices will show in blue font.

8. Discount - the discount will automatically be applied if this customer is set to receive discount on this product. You can refer to the Price and Discount Hierarchy. You can over type the discount value. Amended discounts show in blue font.

9. Warehouse - use the drop-down menu to select the warehouse this order is to be despatched from. Multiple warehouses may be chosen on a sales order.

10. Cost price - the Product Supplier Details window pops up showing the suppliers of this product and their respective prices. Select From Our Stock for counter invoices since the goods are being taken directly from stock.

11. Adj - this column relates to credit note price adjustments where money is refunded to the customer but the sales quantity is not. This ensure sales analysis is correct, updating the sales value but not the quantity.

12. The line profit value, profit percentage and total sales value are displayed at the end of the line. The total sales, cost and profit on the order are shown on the right side of the screen.

13. You may wish to view the upselling prompts attached to this product. You can add text lines to these product lines or use any of the other options available in placing counter invoices.

View Products Previously Bought

This enquiry allows you to view the customer's purchase history to view the products bought, date last bought and the price last paid. The products are displayed in numerical then alphabetic order of stock code. You can search the products bought by description, product group and order date, helping you locate a specific product within the history if the code is not known. You can also select a product from the history to enter it on the current order.

1. Click the Products Bought tab in the top right quarter of the screen.

2. To search the history, chose the search option from the Find drop-down menu.

3. In the search box enter the search criteria. For example if you have selected Description type some keywords. If you selected Product Group, you will be displayed a drop-down menu of the product groups to make a selection from. If you selected Order Date you must enter the date in the format dd/mm/yy.

4. On entering you selection criteria, you will be displayed the products from the history that match your search.

5. Click the Restore button to restore the full product history list.

6. To enter a product from the history into the current order, you must have the Product Lines tab open at the bottom of the screen. Clicking an item from the products bought list inserts it on a new line in the order. You can complete the order line as normal. Note: the current price is applied, not the price last paid, but as it is shown in the Products Bought display you can key this price into the current order line if desired.

Upselling Prompts

There is an option to attach associated products to a product file in Gx Stock\Product details. Click here for instructions on entering the 'upselling' products. When you enter a sales order line for a product that has associated products set up, you will be prompted to upsell these items to the customer.

1. Having entered the order line for a code with associated products, the Upselling tab comes to the forefront in the top right of the screen showing the products associated to the one entered in the sales order. You can then prompt the customer to order these items too. For example tea bags may be linked to coffee and sugar.

2. To enter one of the associated product into the current order, double click the product from the display on the Upselling tab and complete the order line.

View Product Image

1. Select the Product Lines tab.

2. Select a product line and then click the View Product button which is at the bottom of the Stock Code Column. Alternatively you can right-click a product line and select View Image of this Product from the popup menu.

3. You can close the image and complete the order line.

Enter Non Stock Lines

This section of the order allows you to enter free type description lines for items that do not have stock codes. These are sometimes referred to as N.O.F.s (Not on File). Although this facility is available, it is always best to create a product file if possible to enable better product sales analysis, customer purchase history enquiries and speedier order processing if the item is sold again.

1. Click the Non Stock tab.

2. Description - enter a free type description for the item.

3. Quantity - enter the quantity ordered.

4. Price - enter the price per item.

5. Discount - enter the discount given per item.

6. Cost Price - enter the cost price per item.

7. VAT - select the require V.A.T. code from the drop-down menu.

8. Nominal Code - select the sales nominal code from the drop-down menu.

9. The line profit value, profit percentage and total sales value are displayed at the end of the line. The total sales, cost and profit on the order are shown on the right side of the screen.

10. You can work through the other options available in entering counter invoices.

Attach Descriptive Text Lines

This option allows you to add descriptive text to product lines ordered (not non-stock lines). For example a stock code for chair may not be for a specific colour, so you can attach the chosen colour here as a text line associated to the stock code.

1. Click the Text Lines tab.

2. Select the product line you wish to enter text against.

3. Associated Text - enter the free type text.

4. You can work through the other options available in entering counter invoices.

Add Invoice Information

This allows you to add invoice messages to the counter invoice.

1. Click the Information tab.

2. Move the cursor to the Invoice Information box and type in your message.

3. Alternatively you can set up commonly used messages using the Information Messages program. To attach a pre-set invoice message use the drop-down menus and select the required message. You can free type additional text into the template message for this order. This will not update the saved information message.

4. You can work through the other options available in entering counter invoices.

Add Other Charges

This allows you to add other charges such as packaging to an order.

1. Click the Other Charges tab.

2. Charge Code - select the required charge code from the drop down menu. These are set up in Gx SOP\Additional Charges.

3. Sales Value - this is set up in the Additional Charge Code but you can over type it with the value to be used in this sales order.

4. Cost Value - this is set up in the Additional Charge Code but you can over type it with the value you will be charged for this sales order.

5. You can work through the other options available in entering counter invoices.

View Balances and Record Account Memos

This screen allows you to view balances, credit limit, turnover and last order and invoice dates. You can record memos about the account. These memos will also appear in the Memos tab in Customer Details, and any memos entered there can also be viewed here allowing the accounts and telesales departments to share notes about an account. There is a separate option to record memos about this counter invoice.

1. Click the Balances & Memo tab.

2. Click on the memo box and type any comments you wish to record about this account.

3. You can work through the other options available in entering counter invoices.

Record Memos About the Order

You can add memos about this counter invoice. These can then be viewed in sales order enquiry. These are not to be confused with the general account memos that can be set in the Balances & Memo tab.

1. Click the Memo tab on the top right of the screen.

2. Key in your memo about this sales order.

3. You can work through the other options available in entering counter invoices.

Save the Order

1. Click the Save button.

2. The invoice will print automatically on the default printer.

3. This takes you back to Contact Details.