Special Order - Quick Guide - Nav 6.2

Special Orders Quick Guide LS Retail NAV 6.2

Author:

Date:

Arnbjörg J. Jóhannsdóttir, Guðrún Leósdóttir, Matthías E. Matthíasson 26.01.2011

© Copyright 2010, LS Retail ehf. All rights reserved. All trademarks belong to their respective holders.

Contents 1

Introduction....................................................................................................................... 1 1.1 The Purpose of this document ................................................................................. 1 1.2 Functional Overview ................................................................................................ 1 1.3 Definitions ................................................................................................................ 1

2

Setup .................................................................................................................................. 2 2.1 Special Order Setup ................................................................................................. 2 2.2 Store Ordering Setup ............................................................................................... 3 2.3 Item Ordering Restrictions ....................................................................................... 4 2.4 Payments ................................................................................................................. 6 2.5 Additional Charges ................................................................................................... 8 2.6 Retail Zones ............................................................................................................. 9 2.7 Estimated Delivery Date ........................................................................................ 10 2.8 Options ................................................................................................................... 11 2.9 Cancel Setup Lines ................................................................................................ 13

3

POS Commands for Special Orders ............................................................................. 15 3.1 POS Commands to Create Special Orders ........................................................... 15 3.2 POS Commands to Lookup Special Orders .......................................................... 16 3.3 POS Commands to Add Payment, Deliver and Cancel Special Orders ................ 17

4

Vendor Item Library ....................................................................................................... 18

5

Documents ...................................................................................................................... 21 5.1 Sales Order ............................................................................................................ 21 5.2 Purchase Order ...................................................................................................... 23 5.3 Transfer Order........................................................................................................ 24

6

Worksheets ..................................................................................................................... 25 6.1 Sourcing Worksheet ............................................................................................... 25 6.2 Transfer Worksheet ............................................................................................... 26 6.3 Order Worksheet .................................................................................................... 27

7

Cancel Special Order ..................................................................................................... 30 7.1 Mark Sales Line for Cancelation ............................................................................ 30 7.1.1 Cancel Special Order at POS .................................................................... 30 7.1.2 Cancel Special Order at BO ....................................................................... 31 7.2 Process Canceled Special Order ........................................................................... 33 7.2.1 Sourcing and Delivery Status..................................................................... 33 7.2.2 Refunding a Prepayment ........................................................................... 33 7.2.3 Canceled Special Order ............................................................................. 33 7.2.4 Process Canceled Special Order that has been sourced. ......................... 34 7.3 Canceling Additional Charge Line.......................................................................... 35 7.3.1 Additional Charge line linked to Sales line ................................................. 35 7.3.2 Additional Charge Line linked to Order. ..................................................... 35

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Use Cases ....................................................................................................................... 36 8.1 Item Without Options: Sourcing from Vendor, Delivered from Store ..................... 36 8.2 Item with Option: Sourcing from Vendor, Vendor delivers to Warehouse and customer collects from there. ........................................................................................... 43 8.3 Cancel Special Order ............................................................................................. 47 8.3.1 Cancel an Order on POS ........................................................................... 47 8.3.2 Cancel Order in BO .................................................................................... 49

Chapter 1 - Introduction

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Special Orders Quick Guide

1 1.1

Introduction The Purpose of this document

The purpose of this document is to give a quick overview of the Special Order function. This guide includes information about settings for the functionality and forms and processes are described. In the last chapter, few use case are described. In this quick guide, fields in SPO forms are described excluding fields that are used frequently in standard NAV or LS Retail NAV and should be familiar to the user. Also if the same field is used in several forms it is described only in the first form in each chapter.

1.2

Functional Overview

Special Orders are a mechanism that allows users working on the POS and BO to create special orders for specific customers. Special orders will allow customers to order customized items based on their own preference – such as sofas with different types of upholstery for example. Special ordering is not limited to items that need to be customized; it can be used for all items on file. The orders can be taken either at the POS or via a sales order in the central database. Items can be sourced from different locations and warehouses. Some items can be sourced from the store itself, others from the warehouse or directly from vendor. Shipping is flexible as well – customers can choose to have the goods delivered directly to their home or pick them up either at the store or a warehouse. The system can be configured to ask for a pre-payment when making a special order, which can differ between different kinds of products. We had to modify the POS a bit in order to include special orders. The POS can now display which options are associated with each item in a special order. Vendor item library is included as a part of the special orders module. This means that you can include your entire vendor item catalogue in the library and introduce items into active lifecycle as needed.

1.3

Definitions

In this quick guide there are some new phrases that need to be explained briefly: Source By:

Who is the provider of the item in the special order? Is the item being purchased from a vendor? Is it located in a warehouse or is it at the store? The answer is in this field.

Delivered From:

The location where the order is delivered from, to the customer. It can be either from a vendor, a warehouse or the store (either shipped or collected).

Delivery Method:

The order can either be shipped to the customer or the customer collects it.

Vendor Delivers to: If the item is sourced from a vendor: Does the vendor deliver the item to a warehouse, store or the customer? The answer is in this field.

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Special Orders Quick Guide

2 2.1

Setup Special Order Setup

Click on LS Retail – BackOffice, Setup, Special Order, Special Order Setup The form Special Order Setup, see Figure 1: Form Special Order Setup, contains basic setup for the Special Orders.

Figure 1: Form Special Order Setup

Fields in the form Special Order Setup: Vendor Item Library Nos.:

The number series to be used when creating a record in the Vendor Item Library.

Lot Nos. :

The number series to be used when creating a Lot No. for an item with options.

Default In-Transit:

Default In-Transit location when an In-Transit location has not been defined between two locations.

Buyer ID:

The Buyers ID that is populated to all Transfer and Purchase Order Documents created by sourcing process.

Buyer Group Code:

The Buyers Group Code that is populated to all Transfer and Purchase Order Documents created by sourcing process.

Special Order Source Code: The Source Code that is populated to all Transfer and Purchase Order Documents created by sourcing process. Default Item Costing Method: Default costing method for item when a retail item is created from Vendor Item Library. Non Refund G/L Account No: The G/L Account to which the system should post the Nonrefund amount, when canceling a Special Ordered item with defined non-refundable payment. Same Address in Shipping:

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When this field is check marked, the address registered to the customer is used for shipping.

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Special Orders Quick Guide

Create Item on POS:

When this field is check marked, an item can be created on the POS if it exists in the Vendor Item Library and has the status Available for use.

Show Details on Total:

Form with Special Order Detail appears when Total is pressed on the POS.

Customer Nos.:

Definition of a number series for customers created for Special Orders.

Default Cust. Posting Grp:

Default Posting Group when customer is created for Special Orders.

Use one Cust. for Contacts:

When a customer no. is inserted into this field then Special Orders are assigned to contacts instead of customer.

Contact Nos.:

Definition of a number series for contacts created for Special Orders.

Use Item Library Unit Price:

With this field checked, the price for an item with options is calculated from the price defined in the Vendor Item Library header in addition to the price defined for each option value that is selected. If this field is not check marked, the price is taken from the Retail Item Card and the selection of options has no impact on the price, even for a price of an item with a fixed option, see chapter 3, Vendor Item Library.

Use Item Library Unit Cost:

The same as Use Item Library Unit Price but applies to the unit cost.

Fixed Option UOM:

The UOM for fixed options.

Fixed Option Price Incl. VAT: With this field check marked, the manual input for fixed option price includes VAT.

2.2

Store Ordering Setup

Click on LS Retail – BackOffice, Setup, Special Order, Store Ordering Setup In the form Store Ordering Setup, see Figure 2: Form Store Ordering Setup, sourcing can be set up for each store, what sourcing options are allowed and the default values. A record for a store must exist in the Store Ordering Setup form so that a special order can be created at that store and sourced.

Figure 2: Form Store Ordering Setup

The default values in this form are the values inserted when a special order is created and also when Set Default Value is run from the form SPO Sales Line Information. Fields in the form Store Ordering Setup: Location Code:

Contains the sales location of the store.

Source by Vendor:

Sourcing from Vendor allowed in Special Orders from this store.

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Source by Whse:

Sourcing from Warehouse allowed in Special Orders from this store.

Source by Store:

Sourcing from Store allowed in Special Orders from this store.

Default Source by:

The default value for the field Source by.

Deliver from Vendor:

Vendor allowed delivering item to a customer.

Deliver from Whse:

Warehouse allowed delivering item to a customer.

Deliver from Store:

Store allowed delivering item to a customer.

Default Deliver from:

The default value for the field Deliver from.

Store Delivery Location Code: The default store location the item should be delivered from. Whse Delivery Location Code: The default warehouse location the item should be processed through. Delivery Method – Collect:

Can the customer collect the order from the store/whse.

Delivery Method – Ship:

Can the customer have the order shipped to him from shipped from Store/Whse/Vendor.

Default Delivery Method:

The default value for the field Delivery Method.

Vendor Deliver to Whse:

Vendor allowed delivering items to warehouse.

Vendor Deliver to Store:

Vendor allowed delivering items to store.

Vendor Deliver to Customer:

Vendor allowed delivering items to customer.

Default Vendor Deliver to:

The default value for the field Deliver to.

2.3

Item Ordering Restrictions

Click on LS Retail – BackOffice, Setup, Special Order, Item Ordering Restrictions The setup for item ordering restrictions is done in the form Item Ordering Restrictions, see Figure 3: Item Ordering Restrictions.

Figure 3: Item Ordering Restrictions

To find Ordering Restrictions for the Sales Line, filters are applied to records in the SPO Item Ordering Restrictions form so that the values in the Item Category Code, Product Group Code, Item No. and Location Code fields are either empty or match the values in corresponding fields in the Sales line. The ordering restrictions in the matching record are used for the Sales line. If more than one line in the Item Ordering Restriction form matches, then the most specific record is used. If the status of the line is Invalid, the item included in the sale line cannot be ordered as a special order.

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For clarification: If item no. 65000 is in a special order, the restriction (see Figure 3: Item Ordering Restrictions) of that sale is that only sourcing from vendor is allowed while other items have no restrictions. Important Note: In the Item Ordering Restrictions form there must be a line where Item Category Code, Product Group Code, Item No. and Location Code are empty and the Status is Valid. The user must also be careful that the settings in the Item Ordering Restriction form and the Store Ordering Setup form match. Fields in the form Item Ordering Restrictions: Item Category Code:

Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories.

Product Group Code:

Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups.

Item No.:

Item No. can contain a value for a specific item or be empty and is then valid for all items. When Item No. is selected then the system should fill in automatically the values of the item to the Item Category and Product Group fields.

Location Code:

The Location Code must be the sales location of a store or be empty, and if empty then the record is valid for all locations.

Status:

The record can either have the status Valid or Invalid for a Special Order.

Sourcing:

The field specifies where the Special Order Item will be sourced from. The options are: None:

The sourcing location has not been decided but needs to be resolved before the system can source the record in the Sourcing Worksheet.

Vendor:

The vendor specified in the Vendor No. field will source the item. The system will create a Purchase Order, and the order will be delivered to the customer, the store or the warehouse according to the field Vendor Delivers to. The warehouse specified in the field SPO Whse Location will source the item and deliver (ship/collect) to customer or to the store according to the value in the field Deliver from. The store of the Special Order will source the item.

Whse:

Store: Vendor Delivers to:

The field specifies where the vendor is going to deliver the Purchase Order. This field is only used if the sourcing is done by vendor. The options are: None:

The sourcing is not being done by vendor or it has not been decided where the vendor should deliver the Purchase Order. Whse: The vendor will deliver the Purchase Order to the warehouse specified in the SPO Whse Location field. Store: The vendor will deliver the Purchase Order to the store in the Special Order. Customer:The vendor will deliver the Purchase Order directly to the customer.

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Deliver from:

The field defines where the item is going to be delivered. The options are: None:

Store Delivery Location: Delivery Method:

2.4

The location has not been defined. The sourcing cannot be done until the value has been defined. Vendor: The item will be shipped from vendor to the customer. The item has to be sourced by vendor. Whse: The item will be delivered (shipped/collected) from the warehouse specified in the field SPO Whse Location. Store: The item will be delivered (shipped/collected) form the store of the Special Order. The store location the item should be delivered from The order can either be shipped to the customer or collected by the customer. When delivering from the vendor the delivery method can only be shipped.

Payments

Click on LS Retail – BackOffice, Setup, Special Order, Payment Profiles Click on LS Retail – BackOffice, Setup, Special Order, Payment Setup Lines The settings for Payment is done in the forms Payment Setup, (see Figure 4: Form Payment Profile) and Payment Profile Lines, (see Figure 5: Form Payment Setup Lines).

Figure 4: Form Payment Profile

The Payment profile setup is used to define how prepayments are calculated and handled during the Special Order process both on the POS and in the BackOffice. It is also used to define that some part of the prepayment is not refunded if the order is canceled. The field At Delivery – Value reflects the minimum amount the customer must pay up front before the order can be finalized. This value has to be equal to or higher than the highest one in the fields At Order Entry – Value and At Purchase Order – Value. At Order Entry – Value is used to calculate the prepayment needed to finalize the Special Order at POS for further process in the system. Fields in the form Payment Profile: Code:

The code for a certain Payment Profile.

Description:

Description of the Payment Profile.

At Order Entry - Type:

Define whether the Prepayment Amount Limit at Order Entry is a fixed amount by choosing the option Amount or by having it as a percentage of the price of the item by choosing the option %.

At Order Entry - Value:

The value of either the percentage or amount of the Order Entry Prepayment Limit. The value of this field has to be paid when the order is taken from the customer.

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At Purchase Order - Type:

Define whether the Prepayment Amount limit at Purchase Order Entry is a fixed amount by choosing the option Amount or by having it as a percentage of the price of the item by choosing the option %.

At Purchase Order - Value:

The value of either the percentage or amount of the Purchase Order Entry Prepayment Limit. The customer has to have paid in total the value of this field before the order is sourced, that is before transfer order or/and purchase order is created.

At Delivery Order - Type:

Define whether the Prepayment Amount Limit at Delivery Order Entry is a fixed amount by choosing the option Amount or by having it as a percentage of the price of the item by choosing the option %.

At Delivery Order - Value:

The value of either the percentage or amount of the Delivery Order Entry Prepayment Limit. The customer has to have paid in total the value of this filed before the item is delivered to the customer.

Non Refundable – Type:

Define whether the Non Refundable Amount is a fixed amount by choosing the option Amount or by having it a percentage of the price of the item by choosing the option %.

Non Refundable - Value:

The value of the Non Refundable Amount, either amount or percentage.

If the user wants to make sure that Non Refundable Amount can be retrieved if the order is canceled then the amount at the Prepayment Limit at the Order Entry has to be at least the same as the Non Refundable Amount. The Payment Profile is then assigned to certain item, product group, item category and/or Location code in the Payment Setup Lines form, see Figure 6.

Figure 5: Form Payment Setup Lines

The fields in form Payment Setup Lines are the same as in Item Ordering Restriction form except for the Payment Profile Code. To find Payment Profile for each Sales Line, filters are applied to records in the Payment Setup Lines form so that the values in the Item Category Code, Product Group Code, Item No. and Location Code fields are either empty or match the values in corresponding fields in the Sales line. The Payment Profile for the matching record is used for the Sales line. If more than one line in the Payment Setup Lines form matches, then the most specific record is used.

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2.5

Additional Charges

Click on LS Retail – BackOffice, Setup, Special Order, Additional Charges Click on LS Retail – BackOffice, Setup, Special Order, Additional Charge Lines The setup for additional charges is done in forms Additional Charges, (see Figure 6: Additional Charges), and Additional Charge Lines, (see Figure 7: Additional Charge Lines).

Figure 6: Additional Charges

Additional Charge code is created in the form Additional Charges.

Figure 7: Additional Charge Lines

In the form Additional Charges the lines for Additional Charges are set. Additional charge line can be added be added to sales lines, one for each Additional Charge Code that exists. If there is more than one identical combination of Item Category Code, Product Group Code, Item No., Vendor Code, Location Code and Retail Zone for the same Additional Charge Code the most specific record will be used. Additional Charge appears in the Retail Sales Order as a separate sales line with an item no from the field Item No. in the Additional Charge Lines form. The price (additional charge cost) is taken from the field Charge – Value in the same form so that the price fields in the Retail Item Card have no impact on the additional charge cost. Additional charges can be added as a fixed amount (multiplied by the quantity in the sales line) or as a percentage of the amount in the sales line. They can also be added automatically or optionally on the POS. Additional charge line can either be linked to the item that triggered the charge or linked to the order. This affects the prepayment profile since additional charge lines that are linked to an item have the same prepayment profile as the item that it is linked to. This also affects cancelation of an additional charge line. If Only Trigger Once is selected, this additional charge is only added once to the order. The charge type can only be amount and is independent of the quantity. This can, for example, be used to add special order charge to the order.

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The qty on an item cannot be changed when the item has additional charge lines linked to it and they appear on the POS in the item journal. The additional charge lines need to be voided and reinserted. Fields in form Additional Charge Lines Item Category Code:

Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories.

Product Group Code:

Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups.

Item No.:

Item No. can contain a value for specific item or be empty and is then valid for all items. When Item No. is selected, the system should automatically fill in the values of the item to the Item Category and Product Group fields.

Vendor Code:

Vendor Code can contain a value for a specific vendor or be empty and is then valid for all vendors.

Location Code:

Location Code must be the sales location of a store or be empty and if empty, the record is valid for all locations.

Retail Zone:

Retail Zone can contain a value for specific Retail Zone or be empty and is then valid for all Retail Zones.

Additional Charge Code:

Additional Charge Code can contain a code to identify the type of the Additional Charge.

Links to:

Defines whether the additional charge is linked to the sales line for the item that triggered the additional charge line or to the order.

Item No. for Charge:

The item no. used in the additional charge line on the POS.

Charge – Type:

Specifies if the value field contain a % or amount value.

Charge – Value:

The value that is going to be the amount of the additional charge or the % value to be used to calculate the additional charge amount from the line amount.

Description:

Description field to inform about the line.

Only Trigger Once:

The additional charge can only be triggered once in a Special Order if the field is set to true. This can only be used when the charge is linked to order.

Action:

Specifies whether the charge is added automatically or if it is optional. The options are Automatic and Ask.

Payment Profile:

If the Additional Charge line is linked to the order then the user can define a Payment Profile in this field. Prepayment Profile can’t be chosen for an Additional Charge line that is linked to an item, the Payment Profile is the same as for the item.

Additional Charges are only supported on the POS and not in the BackOffice where the additional charge lines have to be inserted manually.

2.6

Retail Zones

Click on LS Retail – BackOffice, Setup, Special Order, Retail Zones. Retail Zones can be added to Retail Sales Order. This can be used in many ways, for example to use additional charges to add different delivery cost for different zones or to calculate estimated delivery date in reference to the zone that the post code belongs to. Retail Zones can be used to group together different post codes.

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The setup up for Retail Zones is done in form Retail Zones, (see Figure 8: Form Retail Zones). In this form, different zones are created by adding new code and description. Post Codes are added to a certain retail zone by entering post code to the form Retail Zone/Post Codes, (see Figure 9: Form Retail Zone/Post Code), which is accessed from menu button Retail Zones.

Figure 8: Form Retail Zones

Fields in the form Retail Zones: Code:

Code value to identify the Retail Zone.

Description:

Name of the Retail Zone.

No. of Post Codes: Shows the number of postcodes that have been connected to the Retail Zone.

Figure 9: Form Retail Zone/Post Code

Fields in form Retail Zone/Post Code: Retail Zone Code:

The code value of the Retail Zone.

Post Code:

The Post Code that is connected to specific Retail Zone.

Description:

Description of the connection of the Retail Zone Code and the Post code.

2.7

Estimated Delivery Date

Click on LS Retail – BackOffice, Setup, Special Order, SPO Estim. Delivery Dates. The setup for Estimated Delivery Date is done in the form Estimated Delivery Date, (see Figure 10: Form SPO Estim. Delivery Date List). In this form, an estimated delivery date can be set for different records; that is different estimated delivery date for different combinations of the Item Category Code, Product Group Code, Item No., Vendor Code, Location Code and Retail zones. By setting a value to one or more of these fields and defining a date formula, estimated delivery date is calculated for each sales line according to this setup. If a calculation of an estimated delivery date applies to more than one line in this form the most specific record will be used.

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Figure 10: Form SPO Estim. Delivery Date List

For example when the setup is as in figure 10 and item no 65030 is purchased, the estimated delivery date would be 21 days for customer within retain zone Zone1 and 28 days within Zone 2 while estimated delivery date would be 15 days for other items and other retail zones. Fields in the form SPO Estim. Delivery Date List: Item Category Code:

Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories.

Product Group Code:

Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups.

Item No.:

Item No. can contain a value for specific item or be empty and is then valid for all items. When Item No. is selected, the system should fill in automatically the values of the item to the Item Category and Product Group fields.

Vendor Code:

Vendor Code can contain a value for a specific vendor or be empty and is then valid for all vendors.

Location Code:

Location Code must be the sales location of a store or be empty and if empty, the record is valid for all locations.

Retail Zone:

Retail Zone can contain a value for specific Retail Zone or be empty and is then valid for all Retail Zones

Date Formula:

Date formula that is used to calculate the estimated delivery date of the Special Order. The date formula is used against the WORKDATE of the client.

2.8

Options

Click on LS Retail – BackOffice, Setup, Special Order, Options. The setup for options is done in the forms Options List, (see Figure 11: Form Option List) and Option Value List, (see Figure 12: Form Option Value List). For better clarification of options see Chapter 4: Vendor Item Library.

Figure 11: Form Option List

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The Options List includes all options types for the Vendor Item Library. New option types are inserted into this form. The fields in the Option List form are: Option Type:

The code for the option type for the Vendor Item Library.

Description:

Description for the Option Type.

Fixed Input:

Is the option type a fixed option?

Available options:

Option values available for this option type.

No. of Item Opt. Types:

Number of items in the Vendor Item Library that include this option type.

No. of Item Opt. Values:

Number of how often option values for this option type are used.

For each option type some option values must be created. These are the options that the customer can choose from for a specific option type. The option values are created in the form Option Value List, (see Figure 12: Form Option Value List).

Figure 12: Form Option Value List

The fields in the form Option Value List: Value: The options values available for an option type. Fixed Input:

With this field check marked, the option is a fixed option.

Fixed Input Type:

There are six predefined options for the fixed Input Type: Configuration ID, Description, Price, Width, Length and Height.

In the form Option Type List, there are two drilldown forms, Vender Item Options and Vendor Item Options Values. The form Vender Item Options, (see Figure 13: Form Vendor Item Options), is accessed from the field No. of Item Opt. Types and lists up where the option type is used. The form Vendor Item Options Values, (see Figure 14: Vendor Item Option Values), is accessed from the field No. of Item Opt. Values and lists up where the option type is used for each option value and for each item.

Figure 13: Form Vendor Item Options

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Figure 14: Vendor Item Option Values

The fields in the forms Vendor Item Options and Vendor Item Option Values are described in Chapter 4: Vendor Item Library.

2.9

Cancel Setup Lines

Click on LS Retail – BackOffice, Setup, Special Order, Cancel Setup Lines The setup for Cancel Special Order is done in the form Cancel Setup Lines, see Figure 15: SPO Cancel Setup Lines

Figure 15: SPO Cancel Setup Lines

To find cancel permission for the Sales Line, filters are applied to records in the SPO Cancel Setup Lines form so that the values in the Item Category Code, Product Group Code, Item No. and Location Code fields are either empty or match the values in corresponding fields in the Sales line. The cancel permission in the field Cancel Permitted in the matching record is used for the Sales line. If more than one line in the SPO Cancel Setup Lines form matches, then the most specific record is used. If no line in the Cancel Setup Line form matches the Sales Line then the default Cancel Permitted value is Always.

Fields in form Cancel Setup Lines Item Category Code:

Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories.

Product Group Code:

Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups.

Item No.:

Item No. can contain a value for specific item or be empty and is then valid for all items. When Item No. is selected, the system should automatically fill in the values of the item to the Item Category and Product Group fields.

Location Code:

Location Code must be the sales location of a store or be empty and if empty, the record is valid for all locations.

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Vendor Code:

Vendor Code can contain a value for a specific vendor or be empty and is then valid for all vendors.

Cancel Permitted:

Specifies whether sales line can be canceled or not. The options are Always, Before Sourcing and Never.

Table 1: Cancel Permission shows when a sales line can be canceled in regards to Cancel Permission setup and the status of the order. Table 1: Cancel Permission

Cancelation Permitted

Sales line has not been sourced

Always

Cancelation permitted

Sales line has been sourced – Transfer Order and/or Purchase Order have been created. Cancelation permitted

Before Sourcing

Cancelation permitted

Cancelation not permitted

Never

Cancelation not permitted

Cancelation not permitted

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3

POS Commands for Special Orders

3.1

POS Commands to Create Special Orders

These are the POS commands that are used to create Special Order at POS and make changes from the default settings, see Figure 16: POS Menu to create Special Order and Table 2: POS Commands to create Special Orders .

Figure 16: POS Menu to create Special Order Table 2: POS Commands to create Special Orders

Action SPO Actions Mark as Special Order Insert Customer information Add/Modify Options Additional Charges SPO Line Details Special Order Details

Chapter 3 - POS Commands for Special Orders

Command MENU MARKSPO CUSTOMERSPO POPUPITEMLIBUPD ADDCHARGE POPUPSPODETAILS SPODETAILS

Parameter SPO

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Special Orders Quick Guide

3.2

POS Commands to Lookup Special Orders

These commands are used to lookup Special Orders on POS, both active Special Orders and Special Orders that have been posted, see Figure 17: POS Menu for Special Order Lookup, Table 3: POS Commands to lookup active Special Orders and Table 4: POS Commands to lookup posted Special Orders. The Order List lookup is not available when using Transaction Server.

Figure 17: POS Menu for Special Order Lookup

Table 3: POS Commands to lookup active Special Orders

Action Find Special Order Find SPO by Order No. Find SPO by Order List Find SPO by Contact No. Find SPO by Contact List Find SPO by Customer No. Find SPO by Customer List

Command MENU FINDORDER FINDORDER FINDORDER FINDORDER FINDORDER FINDORDER

Parameter ORDLOOKUP 1 2 3 4 5 6

Table 4: POS Commands to lookup posted Special Orders

Action Find Posted SPO Find Pst. SPO by Contact No. Find Pst. SPO by Contact List Find Pst. PO by Customer No. Find Pst. SPO by Customer List

Chapter 3 - POS Commands for Special Orders

Command MENU FINDPOSTEDORDER FINDPOSTEDORDER FINDPOSTEDORDER FINDPOSTEDORDER

Parameter POSTORDLUP 1 2 3 4

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3.3

POS Commands to Add Payment, Deliver and Cancel Special Orders

These commands are used to add prepayment or fully pay the Special Order, Deliver items, Cancel and Refund Items from the Order Status Window, see Figure 18: Order Status Menu and Table 5: POS Commands for adding payment, deliver and cancel Special Orders.

Figure 18: Order Status Menu Table 5: POS Commands for adding payment, deliver and cancel Special Orders

Action Add Payment Deliver Cancel items

Chapter 3 - POS Commands for Special Orders

Command ADDPP COLLECT SPOCANCELLINE

Parameter

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4

Vendor Item Library

Click on LS Retail – BackOffice, Special Order, Vendor Item Library Card. With the special order functionality, it is now possible to create an item with options. Items with options are items customized for the customer and are not available on stock, either at warehouse or store. These items are always sourced from Vendor. An example of item with options is Vendor Item Library VIL00002 Table GLO, which is a Table with table top sized 60 cm x 120 cm. The customer can choose whether he wants the table legs made of steel, birch or oak. The table top can either be made of oak or birch. With the use of VIL there is one item no. for this table with several possible combinations of legs and table tops instead of one item no. for each combination. The final price of the table is decided from the unit price from the header of the VIL in addition to option chosen (price in the form Vendor Item Option Values). This price calculation is only valid if the field Use Item Library Unit Price in the form Special Order Setup is check marked. Items with options are created in the form Vendor Item Library Card, (see Figure 19: Form Vendor Item Library).

Figure 19: Form Vendor Item Library

The Vendor Item Library Card is similar to the Retail Item Card with the addition of options. The header in the Vendor Item Library Card contains many of the same fields as the form Retail Item Card. The field Available for Use in the Vendor Item Library Card is used to indicate whether the item in the Vendor Item Library can be created as an item or not; that is, if the item can be sold. Other fields in the VIL card header are the same as in the Retail Item Card. The sub-form in the Vendor Item Library Card form includes following fields: Option Type: Option Value: Description: Unit Price Incl. VAT: Unit Cost:

Chapter 4 - Vendor Item Library

Option types for this Vendor Item Library. Option values for this Vendor Item Library. Description of the option value. Unit price incl. VAT for this option value. Unit cost for this option value.

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Unit Price Excl. VAT: Unit price excl. VAT for this option value. The options are added to the Vendor Item Library in the form Vendor Item Options, (see Figure 20: Vendor Item Options). The form is accessed by pressing the menu button Edit Options in the Vendor Item Library Card. In this form, option types from the form Option List can be added to the Vendor Item Library by pressing lookup in the Option Type field.

Figure 20: Vendor Item Options

The fields in the Vendor Item Options form are: Mandatory Option: Is the option type mandatory? This field is not editable and takes its value from the Min. selection field in the form Vendor Item Option Card. Available Options: How many option values are available for the option type. Sequence No. In which order will the option type appear on the POS. Values are added to each Option Type and that is done by selecting menu button Option. By pressing Option Values the form Vendor Item Option Values, (see Figure 21: Form Vendor Item Option Values), opens. In this form, Option Values from the form Option Value List can be added to the option type by pressing lookup in the Option Type field.

Figure 21: Form Vendor Item Option Values

The fields in the form Vendor Item Option Values: Default Option:

With this field check marked, this option value will be used as a default value but the option value can be changed at the POS or in BO.

Fixed Input:

With this field check marked, the option is fixed.

Fixed Input Type:

There are six predefined fixed option types: Configuration ID, Description, Price, Width, Length and Height.

An option type that is fixed is different from standard options type. It has six predefined option values: Configuration ID, Description, Price, Width, Length and Height. When setting up a VIL with fixed option type, one or more predefined option values can be selected as option value(s). When buying an item with a fixed option, a mandatory input is required for all option values set for this item. The option value Price overwrites all price setup if the field Use Item Library Unit Price in the form Special Order Setup is check marked. If a fixed option type

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has not been created, it can be done automatically by selecting the menu button Functions and press Options, Create Default Fixed Options. An example of use for fixed options is if there is a catalog from a vendor that has not been inserted in the Vendor Item Library, (see Vendor Item Library VIL00003 in the Demo Data). By setting the option value Price, Configuration ID and Description for this item, a special order can be created for an item from the catalog where the input in the order is the ordering number from the catalog (Config. ID), description and a price from the catalog are manually inserted. Other settings for the option type are done in the form Vendor Item Option Card, (see Figure 22: Form Vendor Item Option Card). This form is accessed from the menu button Option in the form Vendor Item Options.

Figure 22: Form Vendor Item Option Card

The fields in the form Vendor Item Option Card are: Description: The text that appears on the POS when the option values are chosen. Quantity: The default quantity of the option type in the sales line. This number cannot be modified on the POS in current system. Multiple Selection: If it is allowed to choose more than one option value for the option type. Min. Selection: Minimum selection of option values for the option type. If the value is zero, an option value does not have to be selected for this option type. If the option type is mandatory, the value in this field should be at least one. Max. Selection: Maximum selection of option values for the option type. This field is only editable if the Multiple Selection field is check marked. When only one option value is to be selected for an option type, the field Multiple Selection should not be check marked and this field will automatically have the value zero. Prompt: The text in this field appears on the Options form on the POS as a description of the option type. An item can either be created from Vendor Item Library on the POS or by selecting the menu button Item and press Create Retail Item. The field Available for Use in the Vendor Item Library header must be check marked so that an item can be created. For an item to be created at the POS, the field Create an Item on POS in the form Special Order Setup has to be check marked. When an item in the Vendor Item Library has been created as a Retail Item, most of the fields in the header of the Vendor Item Library become non-editable. Changes are made in the Retail Item Card and the changes can be synchronized by selecting the menu button Item and press Synchronize With Item.

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5 5.1

Documents Sales Order

The Retail Sales Order, (see Figure 23: Part of Sourcing Worksheet), is created either by entering it in BackOffice or at the POS. When a POS Transaction marked as Special Order (SPO) is processed in the sourcing worksheet, the system automatically creates a Retail SO marked as SPO.

Figure 23: Part of Sourcing Worksheet

The SPO fields from the POS Transaction are transferred to relevant fields in the SO Header and SO Lines during the process. These fields can be modified in the Retail SO form on the Special Order Menu.

Figure 24: Form Retail Sales Order

The processing of SPO entered at POS automatically posts necessary prepayment invoice to be applied against any prepayment associated to the POS Transaction in Statement Posting process. If the Special Order is entered in BackOffice and there is a Payment profile defined for the ordered Items, the user must enter the prepayment amount in each Sales line and post the Prepayment invoice manually before the SO can be released and processed further.

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This value is calculated in the Additional Information form and can be modified there.

To define a Retail SO as a Special Order the location selected on to General tab must be defined as a Store location and marked as Special Order Location.

When selecting such a location the system automatically ticks the Retail Special Order field in the Sales Order Header which will be treated as such.

The Order Lines are filled out, either by using normal Retail Items of items attached to Vendor Item Library with various Options.

For each line in the sales order, the user has to define how the Order should be processed regarding sourcing and delivery. On the menu button Line are menu items to access the Line properties added to the standard Sales Line properties, such as Options for Vendor Item Libraries, Additional Information regarding sourcing, delivery and prepayments, Status Lines and Payment Lines. If an Item associated to a Vendor Item Library is selected in the sales line, the Option configuration appears.

The Additional Information form is used to define sourcing and delivery for each line on the SO.

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When all fields have been filled out, the line has to be Checked before the item order can be processed further. The system automatically checks the line when the form is closed if it has not already been checked. The sourcing and Delivery combination selected is checked against each other, against defined Item Restrictions and Store Ordering Setup and status lines are created to show what is wrong if anything fails the check. SO Line with status lines cannot be processed further.

The SO can be modified at all times but it is not recommended to modify it if all Lines have been sourced.

5.2

Purchase Order

When a Special Order, where all necessary prepayments have been sourced and Sourcing = Vendor is sourced, the system creates a Purchase Order to the Vendor defined in the Special Order Additional Information. This Purchase Orders marked as Retail Special Order and the items on the PO are reserved for the Special Sales Order lines in question. The Purchase Order is assigned to the Buyer ID and Buyer Group Code defined in the Special Order Setup. The Purchase Order is processed in the same manner as other Purchases in the system.

Figure 25: Form Retail Purchase Order

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Note that Special Orders with Delivery Option by Vendor; that is, the customer collects the goods at the Vendors site, need also to be purchased and transferred trough the Special Order system where the actual Sale must be finalized. This is done to keep track on all sales regardless of how the customer receives the goods.

5.3

Transfer Order

Special orders that are sourced from Vendor to Store via Warehouse (Vendor delivers to = Store) or directly from Warehouse, also trigger Transfer Orders to be created. These need to be posted (shipped and received) before the Special ordered item is available to collect at the store or finalized in the Order Worksheet.

Figure 26: Form Transfer Order

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6 6.1

Worksheets Sourcing Worksheet

Click on LS Retail – BackOffice, Special Order, Sourcing Worksheet. The form Sourcing Worksheet is a worksheet that is used to handle Special Orders before sourcing, (see Figure 27: Form Sourcing Worksheet).

Figure 27: Form Sourcing Worksheet

The Sourcing Worksheet contains sales lines from orders that are Special Order and have not yet been sourced. The sales lines can be filtered by locations code and/or by sourcing status. The Sourcing Worksheet is designed to be used at Head Office database and the main purpose of it is to: Collect Special Orders from POS and create Retail Sales Order Performing an Error Check - viewing and adjusting Retail Sales Orders Source Special Orders The menu button Function contains four menu items: Process Transaction: This collects Special Orders from the POS and creates Retail Sales Order. Sales Orders from POS do not appear in the Sourcing Worksheet unless Process Transaction is pressed but orders created at BackOffice automatically appear in the Sourcing Worksheet by refreshing the form. This action can be executed as a Scheduled job. Error List: If an error occurs when pressing Process Transaction then transactions that can’t be processed are listed up in the Transaction Order list form. Check: This performs various checks to see if the sales lines are ready for sourcing; that is, is the sourcing according to setup (see chapter 2 Setup), and if all necessary information exists in the order. If some errors are detected in the error check they are displayed as a status line, the sales order gets the status Info. Missing and the sales line cannot be sourced. An example of this is the second line in Figure 27: Form Sourcing Worksheet, the line gets the status Info.Missing because Deliver from is Vendor and Delivering Method is Collect and when delivering from vendor it is only allowed to ship the order. When the sales line is correct, it gets the status Ready for sourcing. This action can be executed as a Scheduled job.

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Sourcing: This sources the sales lines that have the status Ready for sourcing. Sourcing a Sales line includes creating a Transfer Order or/and Purchase Order documents with reservation. When the sales line has been sourced it gets the status Sourced, disappears from the Sourcing Worksheet and appears in the Order Worksheet. This action can be executed as a Scheduled job Fields in the form Sourcing Worksheet: Document No.:

Sales Order Document number.

Location Code: location code for the store

Location Code of the Sales Order Line, the Special Order

Sourcing Status: The field shows the status of the sourcing process. The options for sourcing status are: New, Info.Missing, On hold, Cancelled, Ready for Sourcing and Sourced. Status Lines:

The number of Status Lines for the Sales Order Line.

No.:

The number of the item being ordered.

On the right panel of the Sourcing Worksheet the user can access: Sales Order Document for the selected line. Additional Information for the selected line. Item Card for the selected line. Vendor Item Library Card (if the item is a Vendor Item Library record). Option Lines for the selected line if the item has options. Status lines for the selected line if there are some actions that need to be corrected before the record can be sourced. In this panel sourcing information are also displayed.

6.2

Transfer Worksheet

Click on LS Retail – BackOffice, Special Order, Transfer Worksheet. The form Transfer Worksheet is a worksheet that contains all transfer order for special orders, (see Figure 28: From Transfer Worksheet).

Figure 28: From Transfer Worksheet

The Transfer Worksheet is designed to be used by warehouses in the Head Office database. Transfer Orders in the Transfer Order Worksheet can be filtered by location code or/and Transfer status. To update status on Transfer Orders or add them to the Transfer Worksheet, select menu button Functions and press Process. When a Transfer Order receives the status Shipped it disappears from the Transfer Worksheet.

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From the right panel, see the part the user can access: Transfer Order Document for the selected line Purchase Order Document connected to the selected line Fields in the form Transfer Worksheet: No.:

The Transfer Order Document number.

Transfer-from Code:

The warehouse the Transfer Order is going to be delivered from.

Transfer Status:

The field is used to control the Transfer Order process in the Special Order Transfer Worksheet. The values are: Waiting, Ready for Picking, Released or Shipped. See Transfer Order documentation for more detail.

Transfer-to Code:

The store’s Special Order location the Transfer Order is going to be delivered to.

Transfer-to Name:

Name of the store’s Special Order location.

Status:

The value of the field Status – Open or Released (standard Dynamics NAV field).

Is Available:

Shows true if the all outbound Transfer Order Lines are reserved against an Item Ledger Entry.

Purchase Order No.:

The Document No. of the Purchase Order Document that is reserved against the Transfer Order.

6.3

Order Worksheet

Click on LS Retail – BackOffice, Special Order, Order Worksheet The form Order Worksheet is a worksheet that is used to handle Special Orders after sourcing, (see Figure 29: Form Order Worksheet).

Figure 29: Form Order Worksheet

The Order Worksheet contains sales lines from orders that are Special Orders and have been sourced. The sales lines can be filtered by locations code, delivery method and delivery

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status. The Order Worksheet is designed to be used at location from which Special Order is to be delivered. The main purpose of the Order Worksheet is to keep an overview of all sales orders that have been sourced, keep track of the delivery status and post the sales order/line when the item has been delivered to the customer By selecting the menu button Function and pressing Process, orders that have been sourced are imported in the Order Worksheet and the status of current sales line is updated. Transfer Orders and Purchase Orders can be accessed from the Order Worksheet and processed. If the delivery status is Waiting the transfer order or/and purchase order have not been processed but when they have been correctly processed, the sales lines get the status Ready for delivery and the item can be delivered to the customer. One of the other delivery statuses is Payment Pending which means that the sales line has a prepayment before delivery requirement that has not been paid. When they have been processed, the delivery status of the sales line is updated. When an order has been collected on the POS, it is posted automatically when Process Transaction (in the Sourcing Worksheet) is run. Orders that are processed in the BackOffice are posted in the Order Worksheet by selecting the menu button Functions and pressing either Post Line or Post Order. When posting a Retail Sales Order a Reference Entry form, appears and a delivery reference no. can be inserted there (optional). If an order contains lines with a different delivery location code, the lines must be posted separately but when posting, the last line must be done by Post Order. A Delivery document can be printed from the Order Worksheet. The user chooses in the Order Worksheet one or more line from the same order. This done from the menu button Print and then press Delivery Document. Fields in the form Order Worksheet: Document No.:

Sales Order Document number.

Delivery Location:

The location that the item is to be delivered to. The location would be warehouse or store according to the field Deliver from field.

Delivery Status:

The field will show the status of the delivery process (Sourcing, Waiting, Payment Pending, Warehouse Pick, Ready for Partial Delivery, Ready to Deliver, Delivered or Cancelled).

No.:

The Item No. of the Retail Special Order line.

Delivering Method:

The field defines how the item is delivered to the customer (ship/collect).

Payment Pending:

Show the difference if the current payment of the Sales Order is less that the Payment Delivery Limit of the Sales Order.

Transfer No.:

The Document No. of the Transfer Order Document that is reserved against the Sales Order Line.

Purchase Order No.:

The Document No. of the Purchase Order Document that is reserved against the Sales Order Line.

From the right panel, the user can access: Sales Order Document for the selected line. Additional Information for the selected line. Item Card for the selected line. Vendor Item Library Card if the item is a Vendor Item Library record. Option Lines for the selected line if the item has options.

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Payment Lines for the selected line. Transfer Order Document according to the reservation lines. Purchase Order Document according to the reservation lines. In this panel, sourcing information is also displayed.

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7

Cancel Special Order

Special Orders can be canceled and refunded according to the Cancel Setup Lines and the Payment Profile. The sales lines are marked for cancelation, prepayment refunded if it exists and canceled sales lines are processed. Special Order sales lines can both be marked for cancelation at POS and at BO but the cancelation process is done in BO. The user can cancel one or more sales line in the order. The cancelation process varies with different Sales Order. Cancelation of Sales Order with a single line that has no prepayment is relatively simple while canceling sourced sales line in an Order that includes many items, additional charges, prepayments and is partially nonrefundable is a more complex process.

7.1 7.1.1

Mark Sales Line for Cancelation Cancel Special Order at POS

Click on LS Retail – POS, POS Client, Find Special Order, Order No. Then click Cancel Items on the Order Status popup window and the Select lines to Cancel window appears.

Figure 30: Order Status popup window

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Figure 31: Select Lines to Cancel

Select lines to cancel and press OK. Only sales lines that are allowed to cancel are listed up in the Select Lines to Cancel window but the user can see all sales lines in the order by pressing Order Details in the Order Status Window. The user has to confirm the cancelation. Note: Order can’t be canceled at POS unless Retail Sales Order has been created. If there has been a prepayment paid for the canceled item and the refunded amount is not added as payment to the rest of the order then the refundable amount will be paid to the customer. Chapter 7.2.2 includes more detailed information about how prepayments are refunded. The rest of the cancelation process will be completed in BackOffice. 7.1.2

Cancel Special Order at BO

Retail Sales Order is used to cancel Special Orders at BackOffice. This is done line for line by pressing Menu Button Line, Retail Special Order, Cancel Line.

When Cancel Line is pressed then the form SPO Confirm Cancel Line appears. This form appears for the user to confirm the cancelation and it gives the user payment and refund information.

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Figure 32: SPO Confirm Cancel Line form

Field in form SPO Confirm Cancel Line Document No.:

The Order No.

No.:

Item No. for the line to be canceled.

Description:

Description of the Item.

Line Amount Incl. VAT:

Line amount for the item that is selected for cancelation.

Line Amount on Linked Lines:

Line amount for add. charge lines that are linked to the line that is being canceled.

Total Payment for Line:

Total Prepayment for the item that is selected for cancelation.

Total Payment on Linked Lines:

Total amount for add. charge lines that are linked to the line that is being canceled.

Non Refund Amount:

This amount will not be refunded for the item that is selected for cancelation.

Non Refund Amt. on Lined Lines:

This amount will not be refunded for the add. charge lines that are linked to the item selected for cancelation. If the Item will be canceled then add. charge lines linked to the sales line will also be canceled.

Difference, Payment – Non Refund.:

The refundable amount, that is difference between the Prepayment Amount and the Non Refund Amount for both the item selected to be canceled and the add. charge lines linked to the sales line.

Amount Unpaid on Other Lines:

The total amount that the customer has to pay for other sales lines in the order before the items are delivered to him. This amount is the difference of the Prepayment paid for this lines and the Prepayment limits at Delivery Entry.

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Amt. to be Distributed to other lines:

The refundable amount for the canceled lines is distributed to other lines if the Amount Unpaid on Other Lines is greater than zero.

Amount to Customer Account:

If the refundable amount is greater than the Amt. to be Distributed to other lines then the difference is added as to the Customer Account.

After cancelation has been confirmed by pressing OK on the SPO Confirm Cancel Line form, the Sales line and linked lines are marked for cancelation. In some cases the order is fully processed for cancelation when the OK button is pressed in the SPO Confirm Cancel Line form. Next chapter will describe the BackOffice Cancelation process.

7.2 7.2.1

Process Canceled Special Order Sourcing and Delivery Status

When a sales line is marked for cancelation then the Sourcing Status is set to Canceled and if prepayment exists then it is refunded. If the sales line has not been sourced then the Delivery Status is also set to Canceled. Setting Delivery Status to Canceled is either done when the cancelation is confirmed or after pushing Process Transaction in the Sourcing Worksheet. If the sales line has been sourced then the user has to manually handle some actions before the order can be fully processed for cancelation, see chapter 7.2.4., so that the Delivery Status can be set to Canceled. The Sales line can’t be fully processed for cancelation until both Sourcing Status and Delivery Status is set to Canceled. 7.2.2

Refunding a Prepayment

When a prepayment has been paid for the canceled sales line then a Credit Memo Invoice is created for the existing Prepayment Invoice and a new Prepayment Invoice is created for the remaining amount if the order has some other lines that require a Prepayment Invoice. If a part of the prepayment is not refunded because in the setup a non-refundable amount is defined then a Retail Sales Order for the Non Refundable Amount is created and posted. New payment lines are created for the refunded amount; that is credit payment line is created for the canceled line and if the refunded amount is added to other sales lines in the order then a new payment line is created for amount added as payment. 7.2.3

Canceled Special Order

When a sales line is canceled a Canceled Special Order is created and can be accessed from LS Retail – BackOffice, Special Order, History, Canceled Special Order, see Figure 33: Canceled Special Order. The Canceled Special Order has the same No. as the original Retail Sales Order and is a simpler version of the Retail Sales Order form.

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Figure 33: Canceled Special Order

Additional Information, Payment lines and Options for the Sales Line can be accessed from the Canceled Special Order form. The form also includes a link to Shipments and Invoices that are linked to this order, see Figure 34: Canceled Special Order - Menu button Order and Line.

Figure 34: Canceled Special Order - Menu button Order and Line

7.2.4

Process Canceled Special Order that has been sourced.

When a sales line has been sourced then the user has to manually handle part of the cancelation process because the status of the order can be at various stages. Some questions have to be answered i.e. can the purchase order be canceled, do we want still want to buy the item from the vendor and if so do we want to keep it in stock at the warehouse or in the store? When a sales line has been sourced then Purchase Order and/or Transfer Order has been created with reservation entries attached to it. The sales line cannot be processed for cancelation until all linked reservation entries have been canceled and if the item is an option item then the item tracking line also have to be deleted. The user has to manually created Transfer Order if he wants to relocate the item somewhere else. Reservation Entries for Retail Sales Order are canceled from the Reservation Entries form that is accessed from the Retail Sales Order form, Line, Reservation Entries. To cancel Reservation Entries press Function, Cancel Reservation. Reservation Entries for Retail Purchase Order are canceled the same way but Reservation Entries form is accessed from the Reserved Quantity Inbnd. and Reserved Quantity Outbnd fields for the Retail Transfer Order.

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The Item Tracking Lines form can be accessed from the Retail Sale Oder form, Line, Item Tracking Lines. The Item Tracking Lines for the order are deleted from the form. Item Tracking Lines for Retail Purchase Order and Retail Transfer Order are deleted in the same way. When Reservation Entries and Item Tracking Lines have been deleted Purchase Order and/or Transfer Order can be deleted, depending on the status of the order and decisions about where to store the item.

7.3 7.3.1

Canceling Additional Charge Line. Additional Charge line linked to Sales line

When an additional charge line is added to an order the cancelation permission depends on the whether the additional charge line is linked to a sales line or to the order. If the additional charge line is linked to a sales line then the cancel permission is the same as the cancel permission for the sales line it is linked to.

7.3.2

Additional Charge Line linked to Order.

Additional charge line that is linked to the order is canceled if the rest of the order is canceled but if the user wants to cancel only that line then it is not possible unless the line was added by option.

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8

Use Cases

In this chapter some use cases will be displayed by going step by step through the process.

8.1

Item Without Options: Sourcing from Vendor, Delivered from Store

Normal Items can be used for Special Ordering with Prepayment Profile and Item Ordering Restrictions. In this case use item 65000. Set POS Local Setup on Store S0009 and Terminal Number P0023. Use Staff id 101. Select Item 65000 on POS, press the Special Order button and select Customer Information.

Figure 35: Regular Retail Item selected.

In the Pop-Up, the user can either select an existing Customer or create a new one by entering the Information needed to create a Customer Account. Select customer 10000.

Figure 36: Customer Registration

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Fill out at least one Phone number on the Contact tab. Press OK through the remaining tabs and close the Pop-Up. Now the POS line shows Item description, Amount and Prepayment amount required. This can be modified by a user with manager privileges by selecting the SPO Line Details button.

Figure 37: Special Order Details

Press Back and then Total. The POS now displays SPO information for all items in the transaction for review. When closing the Pop-Up, the amount required as deposit is displayed, select Cash and post the sale. Calculate and post a Statement for Store S0009. The Deposit paid by the customer is posted as a Payment. Press Process Transaction in the Sourcing Worksheet. The system creates a Sales Order for the customer and posts a Prepayment Invoice for the total amount of the order. Run the Check function on the Sourcing Worksheet.

Figure 38: Sourcing Worksheet, Order Checked

The SPO line is now ready to be sourced. The sourcing fields on the SPO are, according to Store sourcing setup, From Vendor 44000 who delivers the ordered item to the Store where the customer collects it.

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Figure 39: Sourcing Worksheet, Additional Information

Select the function Source on the Sourcing Worksheet, Function button.

Figure 40: Sourcing process

The SPO disappears from the Sourcing Worksheet and is now displayed on the Order Worksheet with the Delivery status Waiting.

Figure 41: Order Worksheet

The Source function also creates a Purchase Order and the item on the Purchase Order line is reserved for this particular Sales Order. The Line pane on the Order Worksheet shows all necessary sourcing and delivery information and access to a linked Purchase Order.

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Figure 42: Order Worksheet, Line information pane

Press the Purchase Order button, fill in the Vendors Invoice No. and Post the PO (Receive and Invoice). Looking back into the Order Worksheet the Field Is Available has changed to Yes from empty. The Item is now Available at sales location. Select the function Process on the Function menu of the Order Worksheeet.

Figure 43: Order Worksheet, process function

Now the SPO is ready for the customer to collect at the store.

Figure 44: Order Worksheet, PO posted.

To Deliver the SPO on the POS, scan the barcode for the SPO order number from the original slip or press the Find Special Order button. This can only be done on a new Transaction.

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Figure 45: POS Start menu

Press Order No. You can enter the SPO Order number before pressing the button or enter it on the screen keypad.

Figure 46: Screen Keypad

The POS displays the status screen for the Order.

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Figure 47: SPO Order status – Remaining Order Amount

If there would be a Remaining At Delivery limit amount to pay then the user would have to press Add Payment and pay the remaining amount. This function is also used to post additional deposits to the SPO at any time. The Amount is accepted and the POS returns in Payment mode. Select Tender and post the payment transaction. The user has to find the order again by pressing Find Special Order and select the SPO as described in the previous step. In this case the customer does not have to make an additional payment since Remaining at Delivery Limit is zero. Press the Delivery button on the Order Status Form. A form displaying all Items on the SPO pops up and the collection is finalized by pressing the OK button.

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Figure 48: Deliver

In BackOffice the order is still visible on the Order Worksheet. Select the Process function in the Sourcing Worksheet and the system posts the SO and deletes it.

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8.2

Item with Option: Sourcing from Vendor, Vendor delivers to Warehouse and customer collects from there.

In this case the customer is purchasing item VIL00002 which is a table where the customer can chose from three types of Table Legs and two types of Table Top. Set POS Local Setup on Store S0009 and Terminal Number P0023. Use Staff id 101. Select Item VIL00002 on POS. Since this is an option item the customer registration window pops up when this item is chosen, the user does not have to mark this as a Special Order. When the customer information has been filled out then the option window pops up, see Figure 49: Options for Item VIL00002. Here the customer can choose which type of Table Legs and Table Top he chooses. As can be seen in the Option Pop-up window an option can have additional cost i.e. if the customer chooses Oak Legs then no additional cost is added but if he chooses Birch Legs than he has to pay additional 10 EUR for the table.

Figure 49: Options for Item VIL00002

In this scenario the customer chooses to have Birch legs and table top instead of the Oak which is the default value.

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When the user has chosen the options for the item and pressed OK the POS line shows Item description, Amount and Prepayment amount required, see Figure 50: POS line.

Figure 50: POS line

The basic price for the item is 89 EUR but by choosing Birch Table Top and Leg an additional 25 EUR are added to the price. The Total Price is therefore 114 EUR and the Prepayment charge is 34,2. The prepayment profile, see Figure 51: Prepayment Setup, states that when buying an item from the Item Category Code Furniture and Product Group Code Table then the Prepayment Profile Code is PRECUSTACC meaning that the customer has to pay 30% prepayment at the time he orders item VIL00002.

Figure 51: Prepayment Setup

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The options for the item can be modified before the order is finalized. This is done be pressing Add/Modify Options in the SPO Menu. The same popup window as seen in Figure 49: Options for Item VIL00002 appears and if changes are made to the option previously chosen then the total price is updated when the option popup window is closed. The order is finalized on the POS by pressing Back and then Total. The POS now displays SPO information for all items in the transaction for review. When closing the Pop-Up, the amount required as deposit is displayed, select Cash and post the sale. Calculate and post a Statement for Store S0009. Press Process Transaction in the Sourcing Worksheet. The system creates a Sales Order for the customer and posts a Prepayment Invoice against the Total amount of the Order. The user at BackOffice can now go over the order and make changes. In this case the user changes the sourcing information from the default values. This item will be sourced from the Vendor who will send it to the Warehouse and the customer will collect it from there. To change the sourcing information, open the SPO Sales Line Add. Information form, see Figure 52: SPO Sales Line Add. Inform. form. This form can be accessed from the Sourcing Worksheet.

Figure 52: SPO Sales Line Add. Inform. form

Run the Check function on the Sourcing Worksheet or run the Check function from the SPO Sales Line Add. Inform. form. The SPO line can’t be sourced until it gets the Sourcing Status: Ready for Sourcing. If the Check function results in error message then the status is set to Info. Missing and the user has to make adjustments to the order and re-run the check until the SPO line gets the Sourcing Status: Ready for Sourcing. If the Check function is run before the Statement is posted for the Store then the SPO line will get the status Info. Missing because the Payment Line has not been created. The SPO line can’t be sourced until the Statement for the Store has been posted. When the status of the SPO line has the sourcing status: Ready for Sourcing then it is ready to be sourced. Select the function Source on the Sourcing Worksheet, Function button.

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The SPO disappears from the Sourcing Worksheet and is now displayed on the Order Worksheet with the Delivery status Waiting.

Figure 53: Order Worksheet

The Source function creates a Purchase and Transfer Order. The PO, TO and the RSO all have Tracking Item Lines and Reservation Entries for this particular item. Press the Purchase Order button, fill in the Vendors Invoice No. and Post the PO (Receive and Invoice) when the warehouse has received the item. Select the function Process on the Function menu of the Order Worksheeet. The Field Is Available will be changed to Yes from empty and Delivery Status will be set to Ready for Delivery. When the customer collects the item the order can be posted by pressing Function, Post, Order in the Order Worksheet. The user does not have to ship/receive the Transfer Order. That will be done automatically when the order is posted.

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8.3 8.3.1

Cancel Special Order Cancel an Order on POS

Customer has special ordered item at store S0007, item no. 60050 and a Special Order charge and Insurance charge (additional charges) have been added to the order. The customer comes back to the store to cancel the order, which has not been sourced.

Figure 54: Retail Sales Order

The user finds the order on the POS by Pressing Find Special Order in the POS Start Menu. The Order Status window pops up and the user chooses Cancel Item, see Figure 55: Order Status popup window. In this window the user can see Total Payment and Non Refund Total.

Figure 55: Order Status popup window

When pressing Cancel items the popup window Select Lines to Cancel appears with all the lines that can be canceled, see Figure 56: Select Lines to Cancel popup window. The user marks all lines for cancelation and then presses OK. If the user only marks the line for item 60050 the additional charge lines will also be canceled since they are linked to the item line.

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Figure 56: Select Lines to Cancel popup window

When pressing OK to the conformation window a cancelation slip is printed out, see Figure 57: Cancelation Slip and the payment Window appears. The customer is refunded all the prepayment since Non Refund Amount is 0.

Figure 57: Cancelation Slip

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The order is then fully processed in the BackOffice when Process Transaction is run in the Sourcing Worksheet. That will create a Cancel Special Order, see Figure 58: Canceled Special Order, and delete the Retail Sales Order. The Canceled Special Order can be accessed from LS Retail, – BackOffice, Special Order, History, Canceled Special Order.

Figure 58: Canceled Special Order

When the statement for the store has been posted then a refund Customer Ledger Entry is created. Customer Ledger Entries for Order No. HOSPO000036 can be seen in Figure 59: Customer Ledger Entries for order HOSPO000036.

Figure 59: Customer Ledger Entries for order HOSPO000036

8.3.2

Cancel Order in BO

Customer has special ordered two items at store S0007, item no. 60000 and item no. 60020, order no. HOSPO000029 see Figure 60: Order HOSPO000029 and Payment Lines. No additional charges were added to the order. The Prepayment Limit at Order Entry for these two items is 30% and Non Refund Amount is 10%. The order has not been sourced.

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Figure 60: Order HOSPO000029 and Payment Lines

The customer contact the call center (BackOffice) and wants to cancel item 60000, which has Cancel Permission = Always. To cancel the item the user has to press Retail Sales Order, Line, Retail Special Order, Cancel Line.

Figure 61: Cancel SPO line

When the line is canceled then the SPO Confirm Cancel Line form appears, see Figure 62: SPO Confirm Cancel Form. Here the user can see information about Payments, Non Refund Amount, how much will be refunded and if the refunded amount will be added to other sales lines in the order and/or paid to the customer account.

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Figure 62: SPO Confirm Cancel Form

In this case the customer has paid 75 EUR as a prepayment for item 60000, the Non Refund Amount is 25 EUR and the difference that will be refunded to the customer is 50 EUR. There is another item in the order that costs 35 EUR and 10,5 EUR have been paid for that item. The Prepayment Limit at Delivery Entry is 100% so the customer has to pay additionally 24,5 EUR to be able to collect that item. The refundable amount 50 EUR is therefore divided so that 24,5 EUR are added as payment to sales line for item 60020 and 25,5 EUR are added to the customer account. When pressing OK in the SPO Confirm Cancel form then the sales line is marked for cancelation and partially processed. In this process a Prepayment Credit Memo for the whole order is created and a new Prepayment Invoice for the remaining item in the order created. The Sourcing and Delivery Status for the canceled line is set to Canceled and a Canceled Special Order is been created with the canceled Sales Line. The quantity to ship and invoice for the canceled line in RSO has been set to zero and the color of the canceled line has been grayed in the RSO and the SPO Worksheets. In Figure 63Figure 63: G/L Entries for order HOSPO000029the Customer Ledger Entries for this order can be seen at this stage of the process.

Figure 63: G/L Entries for order HOSPO000029

The user then processes the rest of the order so that item 60020 will be ready for delivery at store s0007. When the item is delivered the user pushes Process Transaction in the Sourcing Worksheet. The Retail Sales Order will be posted and deleted but information about the canceled line will exist in the Canceled Special Order form, that can be viewed in LS Retail – BackOffice, Special Order, History, Canceled Special Order. The invoice for the Non Refundable Amount can be accessed from the Canceled Special Order in addition to the Shipment and Invoice for item 60020.

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