Counter Sales

Counter Sales allow for the capture of items sold and receipt of payment at the point of sale. Products are identified using a barcode scanner. You can also select a product from the dropdown list of items. Payment is received and processed to Financials.

Tabs on This Form

The Counter Sales form consists of these tabs:

These tabs have been designed in such a way that the financial numbers for the total Sale are always displayed. These include Discount, Net, Total, and Profit Margin. A table at the bottom of the form displays all the Line items included on the Counter Sale, with a column for all the detail of the Line item.

Buttons on This Form

The buttons on the Counter Sales form are:

Check Availability - The Inventory Stock Availability form is opened. This form gives a summary of the Stock levels per item included on the Counter Sale. The quantity required, quantity available per Location and in Total, and the Shortage per Location and in total, displays. Click the Finalise button to process the sale to Financials and update the stock levels.
Discount
Finalise - When you click this button:
1. Greentree runs an availability check on all Inventory Items included in the Counter Sale. If any of the items cannot be supplied, a 'Confirm Create Invoice' message displays, listing all items with insufficient stock. You have the option to proceed with the Invoicing or to Cancel. If cancel is selected, you are returned to the Counter Sale to maintain the Line items.
2. Invoicing is performed through invoking the Greentree Financials Invoicing function. The header information is pre-filled, and on saving the header, all the Counter Sale lines are imported onto the invoice. The Invoice number is retained on the Counter Sale form in the Internal number field and the Counter Sale Stage is set to the default setting as specified in the Customer Relationship Management Module Control, Sales & Marketing tab. The Counter Sale items are related to the Invoice as:
  - Each line item on the Counter Sale is added to the Invoice as an Invoice line Item. All the Counter Sale line item fields are updated to the Invoice line item.
  - If the Counter Sale line item is a Combined Product (a product that is made up of other products), then each sub-item is listed as an Invoice Line item. The same detail as for standard line items, display. The calculation of Unit price is an exception:
    - In the case of non-kitset line items, the unit price on the invoice is equal to unit price in CRM. If the line item is part of a Kitset, the unit price is calculated as a fraction of the price entered for the Kitset. This is required because the price of a kitset may differ from the Total unit price of all sub-items, due to manual update on the CRM Product Maintenance form. The fraction is calculated as: Unit Price x (Difference between Kitset Price and Total unit price of all Sub-items)) ÷ Total unit price of all Sub-items
Customer Enquiry - Gives access to the Customer Enquiry form, displaying the detail for the AR Customer linked to the Organisation selected on the Counter Sale.
Pricing - Opens the Inventory Price and Availability Enquiry form. This function enables you to directly query any Inventory item's availability and pricing in Greentree Financials.
The Barcode field is on the Base form to scan the Product sold. This field is also used to identify the Payment method.
Refunds - A Counter Sale can be refunded. To refund an item/s, you must create a Counter Sale of Type Refund. Entry is similar to that of Counter Sales. You select the items to be refunded, update the Price if required and then 'Finalise' the Refund using the Finalise button. The Finalise generates an AR Credit Note, which is filled with all the detail, such as AR Customer and Line Items. The accompanying AR Journal entry is also automatically created so that there is no credit waiting in the account.
Hotprint - Available through the Print button located in the icon bar on the Counter Sales form. Hotprint enables you to print the detail of the Counter Sale/Refund in Word or Excel, using a user-defined template. The Template may contain database fields, which are defined through the COM Interface. You can customise Counter Sale forms according to your needs. If you use a Word Template, then these options are available:
- Print direct to Printer: You must select the printer to be used. The Printer dropdown lists all your defined Printers and Faxes. The print-out is sent to the selected Printer.
  Note: If you have a PDF Writer/Image Writer installed, then you can also use these options to create a PDF.
- Save letter as attachment: This option is enabled if the 'Print direct to Printer' option is selected. If selected, the letter (.doc) is auto saved as an Attachment against the Counter Sale. You must indicate the location to which you want to save the deliverable, if an image or PDF is created.
The hotprint feature also gives access to the Quote Detail report.