Utilize Unposted Invoice Maintenance program to change a Finalized but Unposted Invoice or Hold Order. You may reprint or void orders here.

You are able to edit/change the following:  Payment Terms, Purchase Order Number, Invoice Date, Tender Type, Comment, Reprint, Void, Add Freight & Discounts, Salesperson of Record and Remove Taxes. Once the order has been printed and finalized, you cannot edit these items from “POS Order Entry” in POINT OF SALE (1.1).

You may only void an Unposted Order. If the Order is already posted, you must do a Credit Order and then re-do the Debit Order. Be sure to Apply the Credit Order to the old Debit Order in "Cash Apply of Posted AR" (6.9).

The following information will be displayed after you enter an Order Number:  Order Number, Invoice Number, Counterperson, Salesperson of Record, Order type, Internal Comment (if the <IN> option was entered on the Order the Internal Comment will appear and you may view or edit the comment, if no Internal Comment was entered at "POS Order Entry" in POINT OF SALE (1.1) then the Internal Comment screen will not appear), Date Entered, Customer Number, Bill To Customer, Alternate Shipto, Finalized Date, Time and the User that finalized the order, Payment Terms, Discount Date, Due Date, Pay Term, Purchase Order, Invoice Date, and Order Price Code (the Ord PC will only appear if the <PC> option was used to override the Customer's Price Code for the Entire Order).

You may get a list of Hold Orders by typing a question mark <?> at the Order Number Prompt. If you are reviewing a list of Hold Orders, you may view the next Hold Order. This feature is only for Hold Orders. At "Order Number" enter a <+> and press <ENTER>. The next order in your list will be displayed.                

An Inventory Inquiry may be displayed by typing an <I> at the Order Number prompt. Refer to "Part Number Inquiry" under Order Number in POINT OF SALE (1.1) for more information.

You may change the Payment Terms of the Order. The payment terms may be CHG for charge, COD for Cash on Delivery, or CSH for Cash. A Cash Customer may not be changed to COD or Charge terms.

       

You may change the Purchase Order Number of an Order. The current Purchase Order will be displayed in the Help section.

The Purchase Order number for a Paid Out is the “Reason” field entered in “POS Order Entry” in POINT OF SALE (1.1 field 5).

You may change the Invoice Date of an Order.

You may only reprint a Finalized Order. Hold Orders cannot be printed, the Order must first be finalized at "POS Order Entry" at POINT OF SALE (1.1). At "Enter Selection", type a <P> and press <ENTER>. Enter the number of the printer to print at, and press <ENTER>. The word "REPRINT" will be printed on the order.

Only Cash orders have a Tender Type. At "Enter Selection", type TT and press <ENTER>. Enter the new tender type by the Selection Number and press <ENTER>. Type in the reference number, if applicable, and press <ENTER>. You may add a Tender Type to a Payment on Account. You may also modify the Driver’s License and Home Phone Number of a Generic CASH customer at the Tender Type field.

You may Void an Order Entry. When you void the order, it automatically reallocates the inventory. At “Enter Selection", type a <V> and press <ENTER>. Once an invoice is voided, it is recommended that you make sure that all copies of the printed invoices are returned. The Defective QOH will be down counted when a Warranty Return (WI) is voided. The Defective QOH feature must be turned on in “Inventory Setup” in SYSTEM MANAGEMENT (10.2.4.2 field 20). Once you are in the Void program, you may Void, Delete, or Reallocate Inventory.

Enter a <V> and press <ENTER> to void the Order and reallocate the inventory.  This will put a "v" at the end of the Order number. You should always enter a Reason for Voiding at this entry. This will become part of the bottom comment field.

                       

Deleting an Order is helpful in cleaning up old quotes and memos. Enter a <D> and press <ENTER>.

Enter an <R> and press <ENTER> to only reallocate inventory.

The option <U> is to Unfinalize Point of Sale Orders. When an order is unfinalized, it will be put back on hold as if it were never finalized. The invoice number will be deleted and lost.

The following conditions will prevent an order from being unfinalized:

1. If a part on the order was superseded.

2. If a rental return has happened on a part.

3. If it is a VMI order

4. If the order is in a WMS active location.

Be very careful when voiding or deleting an order. Remember, once voided or deleted, the order may not be edited.

You may not Void or Reallocate Memos, Special Orders, Hold Orders, or Quotes since no inventory is affected. You must Delete these orders.

You may add a comment to the order. At "Enter Selection", type a <C> and press <ENTER>. Enter the free form comment and press <ENTER>. You have one hundred lines available. The text will automatically go to the next line without having to press <ENTER>.

You may add freight or give a discount to a Finalized Order. Type an <A> and press <ENTER> to add freight and/or give a discount on this order.

               

     Freight is entered in dollar amounts.

Discounts can be a dollar amount, a percentage, or multiple percentages. If the amount is a percentage, be sure to type the <%> key at the end of the amount. There should be no space between the amount and percent sign. You may also add multiple percentages. Enter the percentages, separated by a space, and press <ENTER>. The percent sign (%) must follow the first discount amount. There should be no space between amount and percent sign.

Taxes may be removed from an Invoice after it has been finalized. Remember, you may remove tax but you may not add tax to an Invoice. Once the tax is removed it is gone.

You may change the Salesperson of Record after an Invoice has been Finalized. This change will only affect the Invoice displayed.

You may password protect this item in “POS Passwords” in SYSTEM MANAGEMENT (10.2.6.3 field 21).