SuccessWare21® now allows entry of an invoice for counter sale purposes without going through the process of inserting a new job, recording call progress, completing/closing the job, etc. The counter sale invoice will have no relationship to any call, job, or project. Note that since there is no job, the invoice will not appear in the Customer Service History. Open the Billing Account History (F4) to review any counter sale invoice history.
One or more generic counter sale customers (location and billing account) can be created for use when it is not necessary to track the sale to a specific location or billing account. The counter sale customer can be left open so that a search is not necessary between each counter sale invoice.
You can assign the ability to create and post counter sale invoices by user group. Select the 21 Main Menu à Setup à Users. Select User Groups and edit each user group specifying whether that group should have access to counter sales. The ‘Create/Post Counter Sales’ ability flag is on the ‘Customer Service’ tab under the ‘A/R Invoice’ heading.
The Account Register setup determines which account will be the default account for counter sale payments. This account must be a cash box account.
To set up the default counter sale cash box, open the Reference Library à Accounting à Register Accounts. Press CTRL+ENTER to edit accounts. You can either scroll and select an existing account as the default counter sale cash box, or add a new account for the default counter sale cash box. Create a new cash box account for counter sales if you prefer to reconcile counter sale receipts separate from receipts returned from the field. Note that if you create a new account separate from the default cash receipts cash box, you will reconcile each cash box separately, but if you like, you will still be able to combine the separate reconciliation items into a single bank deposit. Enter a Sales Dept and Default Warehouse for the counter sale cash box. This will help automate the process of entering and posting the counter sale invoices.
Generic counter sale accounts are created from the Receivables Manager. Create a counter sale account if you do not need to track counter sales to specific locations / billing accounts.
To create a new counter sale account, open the Receivables Manager, right click, and select ‘New Counter Sale Account’. Enter ‘Counter sale’ into the Last Name for search purposes. It is recommended that you enter ‘COUNTER’, or some other descriptive text, for the account number, too. If for some reason (different branch offices, different salespersons, other reporting purposes, etc.) you want to create multiple counter sale accounts you can call them ‘COUNTER1’, ‘COUNTER2’, etc. The payment terms and salesperson entered will be used as the default for new counter sale invoices. Be sure to create a carbon copy location for any counter sale account you create. A location / billing account combination is required for any invoice in SuccessWare21®, including counter sales. Open and edit the carbon copy location and set the Tax Code and Invoice Type to be used on counter sale invoices.
Remember that sales are posted to general ledger based upon
the sale type on the category/group of the item number being sold. Double check the item numbers that you will
be using on counter sale invoices for proper setup in the Pricebook.
Use the Customer Search (CTRL+F12) to find either a generic counter sale customer, or a specific customer, depending upon how you want to record and track the sale. Once you have located the correct customer select it by pressing ENTER. Create the counter sale invoice by pressing CTRL+INS, or Right-click and select ‘New Counter Sale Invoice’. Enter Invoice Date, Department, Salesperson, and line items as you would with any other invoice, except that counter sale invoices only allow the entry of Part or Miscellaneous item numbers. Tasks and Labor are not allowed for counter sales. Use ‘Apply Pmt’ to enter any payment received.
When line item and payment entry is complete, post the counter sale invoice as you would any other invoice.
When the SuccessWare21® inventory module is active for counting, counter sale invoices require posting of inventory transactions before posting of the invoice. The inventory posting process has been automated to aid in this process. As long as the default warehouse has been defined on the default counter sale cash box and therefore on the invoice header, the inventory posting process will automatically occur when the Post button is selected. If for any reason the inventory transactions cannot post, the Tag Manager will show in order to allow manual intervention. If inventory posting for all items on the invoice is not completed, either automatically or manually, posting will stop and the invoice will remain un-posted.
If a generic counter sale account is used frequently for counter sale invoices, the customer form can be left open for quick access. Simply do not close the customer form, and when you want to do another counter sale, select the yellow “C” from the tool bar, and select the counter sale account. Then enter the new counter sale invoice (CTRL+INS).
Note that payment is required in full when using the counter sale customer. No open receivables are allowed for the counter sale customer.
Invoice related reports have a new filter, group, and sort option for Invoice Type. There are now four invoice types tracked by the SuccessWare21®: job related invoices, project invoices, agreement invoices, and counter sales. Reports can be run for a specific invoice type using the Invoice Type filter, or sorted and/or grouped by Invoice Type.