1. Batches (Ques)

The additional properties section will show you what Que (Batch) the sales document is currently in along with the Price Level applied to the document.

Additionally you will find information about any holds that might exists.

The ‘Batch/Q’ field will show you the current location of the sales document in relation to the workflow. In general, any batches that start with New, like New Quotes, New Orders and New Invoice, hold documents that are not complete and still need attention. Documents in these batches are not considered customer ready.

Here is a breakdown of our Workflow Batch/Que layout:

2. Totals

The totals section will hold all the fee values plus some important payment controls. This should be reviewed prior to releasing any documents.

Misc Charge is where we are currently placing the 2.25% credit card surcharge. If you’re accepting a credit card this area should show the charges.The top Discount & Discount% are not currently used.Freight is for any delivery fees. If you’ve selected any of the delivery options under Ship Method a freight fee will be auto calculated. If you choose Freight as the Ship Method you will need to calculate and input your own fee.Change will show any change that is due to the customer after over payment was made.

3. Order Properties Menu

The Order Details Menu is where many aspects of the order are organized. As you can see in the above image there are several keys tabs that are relevant to an order. In this section we’ll go over those tabs.

4. Line Items

The Line Items tab is where you will add/remove items to fill out a sales document. The main toolbar allows you allows you to add a ‘New’ line, ‘Delete’ and existing line and ‘Insert’ a line below or above, or copy and paste a line, into the line item list.

 The Line Items list is where you’ll fill out the details of the items. Often, especially for first time users, you’ll need to adjust the line-item list headers so that you have all the needed fields, shown here:
 

We require that you start with Item, Description, NI(Non-Inventory), WNI Available, QTY(Quantity), QTY Fulfilled(Quantity Fulfilled), Price, Price Change Reason, Whse (Warehouse), Markdown, and Ext Price. 

Item–contains the item number, once you’ve selected an item, but also serves as a search box. The dots icon ( ) at the end of the field is a button that will launch the Inventory Lookup screen. 

Description–holds the description and will also show the bin used to fill the allocated items on orders and invoices. WNI Available*– WNI Available is especially required as it uses true availability from the custom GP code. This is to be used and is different from Available.

QTY(Quantity) This is where you’ll adjust the line item to show how many of this item you want to order.Price–shows the per unit price of the item. You can edit the price as needed as long as you add a reason code in the Price Change Reason field.

Price Change Reason–This field is used to record the price change reason. This is required for every price change.

QTY Allocated-This field will show you how many of an item was successfully allocated against your local inventory. If QTY is greater than QTY Allocated, you’ll often see that line item highlighted in red and you should expect it to be sent for fulfillment as it indicates you don’t have it or enough of it in stock to fulfill the order.

QTY Fulfilled–This field will show you how many of an item are fulfilled. When QTY and QTY Fulfilled match, it means the order is ready for delivery. When they don’t match it means that items need to be received in inventory and Allocated to the order once available.

QTY BO (Quantity Backorder)- This field will tell you how many items are going to be sent to fulfillment from the nursery.

NI(Non-Inventory) This noneditable check box will show if the item is it NI or not. A check in the box means it is a non-inventory. Non-Inventory items will not allocate, they don’t need to. However, ZZ’ing an item will also designate that item as non-inventory also.

Nursery Fulfillment-This checkbox is used to force an item to be nursery fulfilled even if you have it in stock locally.Discounted – This checkbox will tell you if an item is available to apply the customers discount to. You can also toggle discount on or off for a particular item if needed.

Fulfillment Status-This field will show you the status of your fulfillment request.

Whse (Warehouse)–This field will show you where the item is being allocated from. In general, this should match your store location. If you get warehouse errors on an order it often means that this value is not set as expected and this is the field to check. 

Markdown–This field will show you the markdown of an item based on the customers discount levels. Since not all items are available for a discount, like net items, this field allows you to see how the discounts are applied.Ext Price-This field shows the total price of the line (QTY x (PRICE-DISCOUNTS) = Ext Price).

5. Adding, Deleting, and Inserting Items

To add an item, click ‘New’ and then either type a name or number in the item box (or leave it blank) and click the search icon dots, to the right of the field, shown here: This will open the Sales Inventory Lookup screen. To delete an item simply highlight the line that you want to delete and then click ‘Delete’ on the LineItem menu, as shown here: 

You can also insert items anywhere in your Line-Item list. If you want to put an item in a particular spot or order, you can select a line above or below where you want to insert a new item and then click ‘Insert’ and choose where you want to insert.

Optionally, ‘Insert’ can be used to copy from one invoice to another. You can select a line or lines, then click Insert and click ‘Copy Line.’ Now you can go to a different sales document or even in the same document, click ‘Insert’ again and click any of the ‘Paste Line’ options to paste the copied items into the document.

6. Line Item-Adjustments

Once you’ve added your line item(s)you can make adjustments as needed on the invoice. Some of the properties you can adjust are quantity adjustments, price adjustments, fulfillment, backorders, and allocation, just to name some common ones. 

7. Quantity Adjustments

Making Quantity Adjustments is simply just changing the value of a line item in the QTY column of the line. It’s important to be aware that any QTY adjustments will impact the Qty Fulfilled value. If QTY is greater than Qty Fulfilled the item will be back ordered as it implies that inventory is short. 
 

8. Price Adjustments

Price Adjustments can be made on each line item with a valid reason. For every item that the price is adjusted, you must select the reason for the adjustment in the ‘Price Change Reason’ column, as shown here.

9. Fixing Inventory Issues with 'ZZ-'

In the event of an inventory discrepancy we will use the “ZZ-“ process to tell SalesPad to ignore a line item until inventory can be corrected. This is a very simply process of first adding a line item to the order and then prepending ‘ZZ-“ to the beginning of the item number.The first step is to add the item by number to the order so that it pulls all the associated attributes like, price, cost, discounting and so forth. 

And then prior saving or changing any of the values like price or Qty, you would prepend ‘ZZ-‘ to the beginning of the item number, like this:

If you do not do this prior to saving or making changes you will lose any of the changes you’ve made on that line item as it resets when you add the ZZ. It’s also important that you include the ‘-‘ sign. It must be put in as ‘ZZ-‘ to work as expected.

10. Discount Adjustments

To properly discount items it could be necessary to manually apply a discount. An example of this is when a price is changed. By default, price changes are perceived as special pricing which are not generally eligible for a discount. However, since there are exceptions to the rules you may need to toggle discounts on or off.

To do that you’ll need to have the ‘Discount’ field added as one of your line-item columns.To discount an item manually you will simply need to ensure that the Discount is checked. And the same is true if you need to turn discounts off. Here is an example of a line item where the discount is on:

11. Notes

There are two type of notes that can be added to an order. A comment, which is a note for the customer that is displayed on the invoice, and a note, which is an internal note relevant to that order.

It’s important to realize that comments go to the customer and notes do not. Here is an example of what the customer would see if the above comments and notes were added to the order. As you can see only the ‘Thank you!’ shows up.

12. Addresses

The address tab will show you the current shipping address associated with the order. You can use this tab to adjust any information related to the current order only.

13. Changing Addresses on a Quote, Order, or Invoice

If you find that you need to change the shipping address for any reason, you will click the ‘Addresses’ tab on the Order Detail Menu. Then in the ‘Ship To Address’ section simply use the ‘Address Code’ drop down menu to locate the appropriate shipping address and the click ‘Save’ on the sales documents main toolbar.

 If the address isn't present, you will need to create a new address on the customer card.

14. Holds

This section shows any holds impacting this sales document. This is also where you’d go to release a hold.

15. User Fields

This section holds any special fields that we added.

16. Adding a Reason for Deletes

To add a reason for deleting an order, open the order that you plan to delete, go to the User Fields tab, and use the box provided called ‘Reason Deleted?’ to enter the details for the deletion. You will be allowed up to 4000 characters. Remember, the only reasons orders should be deleted are: 1) customer cancelled or 2) inventory is not available and no substitutions exist. You must click save after entering your reason.

You will not be able to delete an order without adding a reason. If you forget and click delete without first adding a reason the system will remind you with the following message:

17. Audit

The Audit tab will allow you to see all the actions a document has completed. The audit is used to see what a document has gone thru and can be used to understand issues when things go wrong.

18. Related Documents

Related Documents will show a list of any other sales documents that are related to the current one. For example if this is an order that started as a quote, the quote would show under previous documents. We use previous documents to show all quotes, orders, invoices, returns, or voids related to a particular sale.

19. Completing a Sales Document - Release

 It’s very important that sales documents are completed to ensure nothing is missing. We use the ‘Save’ button to tell the system to check that all steps have been covered. After saving any changed work and reviewing the document. It’s important that you use ‘Release’ to complete the document. The easiest way to check is that if you consider a sales document completed (customer ready), you shouldn’t see “Release” in the top right corner of the sales document, as shown here on a current order:

 This means this order is not complete, the items have not been allocated for the customer, until someone hits ‘Release’ it’s not printable but probably more importantly someone else can still order these items since they haven’t been committed as part of the release process.

What we want to do as a rule on every sales document is ensure we’ve completed the document to make it customer ready. That only happens once “Release’ is no longer a the top of the sales document.

Here are some examples of completed documents. Notice how none of them contain “Release” in the top right corner. These are the states your documents should be in before sending them to customers.

A completed Quote looks like this and is in the “Quoted” batch. There’s no ‘Release’ just Transfer’ which is what you’ll use to transfer this to an order.

A completed Order looks like the one below. While this one is in the “Pickup” batch/que, completed orders can also be in the ‘Delivery’ batch but neither will still show ‘Release’ once completed. You’ll just see Transfer, which is what you will use to transfer this order to an invoice when the customer is ready. Not fully releasing orders can result in items not being allocated for the customer. There is one exception on orders that require additional fulfillment, like nursery fulfillment, in that you have to receive the items and allocated them before you can do the final release. Those items will be in a special Fulfillment batch and it’s okay to not release these orders unit the items are allocated.

A completed Invoice looks like the picture below. There’s nothing at all in the top right corner because once completed there’s nothing left to do. If you do not release an invoice prior to printing you run the risk of totals changing since the ‘Release’ button does a final calculation check, and final save which ensures are changes have been applied.