A Debit Invoice (DI) is a ticket that you would create to sell something to someone.
From the Main Menu go into 1.1.
Hit ENTER to create a new order number (every ticket must have an order number).
Enter your secret code for your counterperson. If you do not know your secret code, see a manager.
After you enter your secret code and hit ENTER, you will jump past field #1 and be on field #2. The computer assumes you are selling something to someone as the default. It will automatically make field # 1 a DI unless you use your up arrow and change the DI to something else (Like a Credit Ticket, or Paid on Account, etc.)
On field #2 enter either the customer code, or part of the customer’s name to enter the customer you are going to sell to (If it is a cash customer then enter CASH and hit ENTER). If you enter the correct customer code then the customer will then appear on line #2. If you do not know the code, or the customer does not have a code, then enter part of their name and hit enter. This will bring you into the customer lookup (it’s like a roll-o-dex). If the customer appears in the list then choose the indexed number by punching it in and hit ENTER. The customer will appear in field #2. If the customer does not appear in the list (remember the list is alphabetical) then they may not be in the list at all. See a manager to enter a new customer.
When you enter the customer and hit ENTER, the computer will skip lines 3, 4 and 5 because it pulls this information from the customer file. Line #3 is the payment terms (Cash, Charge or COD). Each customer has this in their customer record. If it needs to be changed see a manager. If the charge customer would like to pay cash for this sale, then simply use your up arrow and modify the CHG to CSH for CASH. Line #4 is the Ship Via - how something is delivered. If you do not use delivery as a method of shipping, then do not worry about this field. If you do use it, remember, that field work two ways: one as a text field and anything can be typed in here and two, you can enter in Ship Via types in 6.1.9.1 (ex. Blue, Red, etc..) and do a ? at this field and chose type from a list. Line #5 is the Purchase Order number. The only time the computer will force you to put a number in here is if the customer file is set up to have one of these numbers as mandatory. If the customer is set up like this, then you must enter something in the field even if it is a space.
Field #6 is where line items are entered. First enter the Quantity of the item. Then enter the part number. Part numbers can be entered by Manufacturer then a period (.) then the part number (ex. MMM.6334) or just enter in part# (ex. 6334) and list will appears if more than one Mfr have the ame part#. If it has multiple units of measure for the part number then enter the corresponding number of the size you want. You will see that the computer prompts you to choose a size if there are multiples. Then enter through to the next line item.
In field #6 you have the ability to hit an “I” for Inventory inquiry while anywhere on the line item. This will give you the ability to check a part’s status.
The last option in field #6 is the taxable indicator. It can be “Y” for always taxable, “N” for never taxable, and blank for default to the customer status. This is setup in inventory entry. If it needs to be change you can change it by hitting a Y or N depending on the situation. To permanently set the default to see the manager or someone in charge of inventory.
If a customer wanted to buy 5 (QTY ordered) but you only had 3 (QTY shipped), then you can use your arrows and enter key to modify the QTYSH field to reflect what he is actually getting. Change the 5 to a 3 here and the computer will prompt you for a backorder when you finish the ticket. If you do not want a backorder when finished with the ticket just answer NO the create backorder question.
When you are finished entering line items then hit ENTER until your cursor is blinking at the bottom of the screen at ENTER SELECTION.
You can put a comment on the order by hitting the “C”. It gives you four lines of text to type which will appear that the end of the order.
You may need to add freight onto the ticket, or give the ticket a discount just hitting “A”, you can do either. If you choose to do one and not the other, just skip over the one you do not need and fill the other out.
Note: Discount = discount on the whole of the ticket – not onr line item.
At Enter Selection you will be able to print out the ticket and finalize it by hitting “P”. If you want to hold the ticket to modify it later and print no receipt hit “H”. If you want to print a Pick Ticket (A Ticket which prints and is placed on hold but does not get finalized) then hit PI. A ticket on hold can be pulled up at any time in POS (Point of Sale) when doing a “?” (Question mark) where the order number would go. Before hitting ENTER for a new order, do a ? to find all holds out in the hold-list, and two ?? to find all backorders out there in the backorder list.
