Generating a Sales Delivery Docket

Generating a Sales Delivery Docket

Delivery Menu The Delivery menu creates a delivery docket for goods shipped to the selected customer.

To generate a Delivery Docket:

1. Select** Customers** to the left of the main screen.

2. In the customer list, select the customer for whom you want to generate a delivery docket.

3. In the Sales menu bar, click** Delivery**.

   When adding a new sales delivery, the following screen will appear:

   

   Image Description

   The Sales Delivery screen for customer 041 - Island Colour. The toolbar shows buttons for Save & New, Save & Close, Cancel, Open, Get a Quote, and Print in a Batch Later under Sales Actions. Tabs include Customer, Deliver To, Product Item, Text Item, Ledger Item, and Job Item. The Customer tab is active showing fields for Customer Code (041), customer address details (Island Colour, 172 Mill Drive, Toowoomba, Queensland 4263, Australia), Our Order Number, Customer's Order Number, Delivery Number, Delivery Date, Sale Discount %, BSP Notes field, and a "Support Order" button. An "Add First Line Item" button is at the right. The product grid at the bottom shows columns for Code, Description, Quantity, Price, Discount, NET, GST, and totals. Credit remaining of 10,000.00 is shown.

Sales Deliveries for Alpha Supplies

The Delivery menu contains the following options:

• Delivery Header

• Product Item

• Text Item

• Ledger Item

• Job Item

  **Delivery Header ** The first part of delivering products is to enter the basic details of the order into the Delivery Header fields. These fields are:

• Customer Code: Enter the unique identifying code for the customer here. Alternatively, press F3 or click the button to the right of the field to select from the customer list. To create a new customer account, see Setting up Customer Accounts.

• Customer Details: Enter the name and address of the customer here, as entered in the set up phase. Customer details appear here automatically when you enter the customer code in the previous field.

• Customer ABN: Enter the customer's Tax registration number here.

• GST/VAT Applies: By default, this box is ticked, indicating that the order is subject to Tax. If this is not the case, untick the box.

• Our Order Number: If you are making a delivery from an existing order, then enter the order number or press F3 to select from a list of orders. You can select any number of orders for the delivery. Otherwise it remains set to 'New Order'.

• Customer's Order Number: Enter the customer's order number here, if they provide one.

• Delivery Number: By default, this is set to 'Next Sequential' and is greyed out.

• Delivery Date: Enter the date on which the delivery is to be made. By default this field is set to today's date. To change the date press F3 or click the button to check the calendar.

• Sale Discount %: Enter the default discount that applies to the whole sale, on top of any line item special price. By default, this field is set to 0.00%

• Add First Line Item: Once all the details have been entered in the above fields, click this button to include product details in the delivery. This will automatically bring you to the 'Product Item' section.

  The details appear in the grid at the lower half of the screen, as they are entered. The totals also appear, so you can see at a glance the running totals for the quote.

  **Product Item **

• Product Code: Enter the code of this product for this sale. Press F3 or click the button to the right of the field to select from the list. If you know the barcode, enter the barcode and it will automatically be recognised. By default the quantity is set to first unit of measure in the field to the right. You can select a different unit of measure if more than one unit of measure has been set up for that product. See Setting up Product Accounts to set up a new unit of measure for the product.

• Description: Once the product code or barcode is entered, the description of the product, as entered in the set up phase, automatically appears.

• Qty. Delivered: Enter the quantity delivered at this time, but do not include any quantity delivered previously on this order. Press F3 or select the calculator button to the right of the field to enter the quantity amount.

• Qty. Ordered: Enter the total quantity of this item ordered at this time, including any back order. Press F3 or select the calculator button to the right of the field to enter the quantity amount.

• Location: Select the location for this order from the drop down list or press F3 or click the button to select from the list. When you select the location from the drop down list it will display the quantity on hand for that location. To set up a location for your product see Setting up a Stock Location

• Unit Cost Amount: Enter the cost price of the product per unit. Press F3 or click the calculator button to the right of the field to enter the amount.

• Delivery: Enter the date on which the order is made. Alternatively, press F3 or click the calendar button. By default this field is set to today's date.

• Price ex. GST/VAT %: Select the price of the product excluding Tax from the drop-down list. If a customer is in a Trade group (see Setting up Customer Groups) the Trade price for that product will automatically appear. To set different product prices for different groups of customers, e.g. Retail, Wholesale, see Setting up Product Accounts. To view the cost of the product and the margin on this transaction, click the % button.

• Discount %: Enter the discount rate that applies to this line item, if any. The default discount rate is set at 0.00%.

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. To change the GST code, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up A Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another product description to the grid for this quote.

  **Text Item **

• Block of Text: You can enter unlimited text to describe a product in more detail. After you have entered your text, select 'Next Item', and the text will appears in the 'Description' field of the grid. Note the details appear in the table to the bottom of the screen.

  **Ledger Item ** Use the Ledger Item section to enter expenses and services other than product costs, such as postage, shipping and so on.

• Account Code: Enter the appropriate ledger account code here. Press F3 or click the button to select an account code from the ledger list. See Adding a Ledger Account for details on how to set up a ledger account.

• Description: The description entered here appears on the printed document and on the ledger account history.

• Qty Delivered: Enter the quantity delivered at this time, but do not include any quantity delivered previously on this order.

• Qty. Ordered: Enter the total quantity of this item ordered, including any back order. Press F3 or click the calculator to enter the quantity amount.

• Analysis Code: The name of the appropriate contact for this item appears here. It can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list.

• Price ex. GST/VAT: Enter the price, excluding Tax here. The price can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list. If a customer is in a Trade group (see Setting up Customer Groups) the Trade price for that product will automatically appear. To set different product prices for different groups of customers, e.g. Retail, Wholesale, see Setting up Product Accounts.

• GST/VAT Code: By default, this box is set at 10% GST, indicating that the order is subject to Tax of 10%. To change the Tax code, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Serial Numbers/Lot Numbers: If you have selected a product that is serial tracked or lot numbered, select this option to enter the serial numbers or lot numbers for the purchased product. When selecting from the list of existing serial numbers, there is a Check Box at the bottom to Optimise for Barcode Scanning. Therefore, if you type in a serial number in Search box and select Enter, it now ticks the selected item in the list, and adds to the total selected. If you press enter while the search box is empty it will close the screen.

• Next Item: Once all the details have been entered, select this option to add another product description to the grid for this quote. Note the details appear in the table to the bottom of the screen.

  **Job Line Item **

• Job Code: Enter the code of the job for this sale. Press F3 or click the button to select from the list. To set up a job record, which includes a job code, see Adding Jobs.

• Description: Once the job code is entered, the description of the job, as entered in the set up phase appears.

• Qty. Delivered: Enter the quantity delivered at this time. Press F3 or click the calculator button to enter the quantity amount.

• Qty. Ordered: Enter the quantity ordered at this time, including any back order.

• Charge ex. GST/VAT: Enter the charge, excluding Tax here. The charge can be changed by entering a new one, by pressing F3 or by clicking the calculator button.

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator button to the right of the field to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the text line for this quote. Note the details appear in the table at the bottom of the screen.

  Save Settings When you have entered the relevant delivery details, select either: Save and Close: This will save the delivery information and bring you back to the main menu. or: Save and New: This will save the delivery information and open a new 'Sales Deliveries' screen.