Managing Orders

Checkout offers the option of creating a new Quote, Order or Sale. If you are looking for the quickest way to create an Invoice and accept payment, select Sale. Quotes and Orders can be saved and open at a later time. They can be edited, and converted to Invoices.

Orders: General

In the main Checkout window, the order list is on the left side of the main window when you open your store. If the list isn't being displayed, click on the Orders (pencil and paper) icon, which is located in the upper left-hand corner of the main window, to the left of the Invoices (file cabinet) icon.

In the order list, each line shows:

  • The first column shows the allocation status of the order:
    • A green checkmark in the circle indicates the items are completely allocated
    • A partially-completed (pie-chart) circle indicates partial allocation
    • A yellow triangle indicates the order has a customer selected, but no items on the order
  • The next column shows Quote, Order or incomplete Invoice: a blank sheet is an Order, a blank sheet in a drawer is a Quote, and a green certificate is an Invoice
  • Quote, Order or Invoice number, and its age, below that
  • Customer Name
  • Notes that are recorded on the order

Above the list is a search field to search Quotes or Orders. Some common searches include product serial numbers, customer zip codes and even contents of notes on the transactions. When you begin typing in the search field, the results will be displayed immediately in the order list. Simply click the transaction from the list to view or print the transaction, or make changes.

Creating a New Order

Click on the New Order button on the toolbar to create a New Order.

On Orders, you can apply a discount by clicking in the column with the % header and entering the percentage rate of the discount. Discounts are applied on a line-by-line basis.

To save and leave the Quote or Order (for future processing)

  • Click on the Leave button on the lower left-hand corner of the window
  • Create a new Quote, Order or Sale
  • Click on the Orders or Invoices icon

To Invoice the Quote or Order, click the Invoice button. When an attempt to leave an anonymous Order is made, you will be prompted to select a customer. You cannot leave an anonymous Quote or Order.

Adding a Deposit

A deposit can be added to an Order that has a customer assigned to it. To add the Deposit, click on the Deposit icon, select the payment method, then modify the payment amount and select Pay. If you need to return a deposit, once again select Deposit, select the payment method, enter a negative amount and select Pay.

Adding Shipping

Shipping can be added to an Order that has a customer assigned to it. To add shipping, first place a check mark in Shipping on lower left-hand area of Order. Select a Shipping Method, and optionally select one of the customer's Bill-to Addresses. A default value for shipping will be entered on the Order, but you can edit it.

Allocating Orders

Allocating products to an Order will reserve on-hand stock for that Order, preventing allocation of that stock to another Order or Invoice. You can only allocate what you have on-hand. If you create an Order for items with amounts greater than what is on-hand, a backorder will be created when you convert the Order to an Invoice. The backorder will be an Order for the remaining quantity of the original Order.

To make products available for an Order, you could:

  • Reduce the allocation amounts of that product on another existing Order
  • Correct the stock count for that product, if the count is incorrect
  • Purchase more of this product, which will add stock to your on-hand total via the Stock Room

On the bottom of an order, there are two prices. The price on the left side is the price of the full order, the price on the right side is the price of the allocated portion of the order.

Non-stock products do not have inventory, and are immediately allocated by the system.

Additional Order Features

  • Notes
    You can add notes to an Order. The Notes area is located at the bottom of the Order. Click the Click to add a note link to create or add notes. Notes can be viewed by clicking the History button.
  • Product Serial Numbers
    You can also require the assignment of serial numbers when you sell products. Select the Needs Serial check box in the product setup. When this is check marked, you'll be required to enter a serial number, either by keying it in or by scanning it, when you sell the product(s). You will be unable to sell the product without a serial number.

Using a Barcode Scanner

To use the barcode scanner, just scan the barcode of an item while in an Order. (You will see a barcode icon appear in the upper right corner of the Order; if it appears in a search box, select the Order with your mouse.) If a matching barcode was found in your store, the product will be added to the Order. If a matching barcode was not found, the system will convert the scanned barcode into a regular search, and results will appear in the products list to the right. If your product appears there, enter it on the order by double-clicking or dragging it into the Order.

Deleting an Order

To delete an Order, click the Delete button at the bottom of the Order.

If you are attempting to delete an Order with a Deposit, you must first refund the deposit. Click the Deposit icon, and select Return Deposits in the payments window. Once the deposit is refunded, you can delete the Order.

Creating an Invoice

To convert the Order to an Invoice, click the Invoice button on the bottom toolbar. Only allocated products will be invoiced. If all products on the order were allocated and invoiced, the order will be deleted from the system (replaced with the Invoice). If there were products on the order that were not fully allocated and therefore could not be invoiced, only the products that were allocated will be invoiced and the order will be updated to reflect the remaining unallocated products.