Main Tab

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Use this tab to capture the General Counter Sale information, such as who is purchasing the product and the Sales Person who sold it. As the same form is used in other CRM modules, the Type field on this tab captures the Customer Relationship Management module from which you gained entry to the physical form. The Type field defaults to Counter Sale.

You can refund a counter sale item. You must select Counter Sale Type Refund and then enter the detail required. Entry of a Refund is similar to entry of a Counter Sale.

Number

Enter a unique number. This field is alphanumeric. You can have Greentree generate the numbers for you.

Summary

Enter meaningful text to identify the Item. You can enter up to 50 alphanumeric characters.

View

This field determines which records you have access to. The default view is set in CRM > System > Module Control. You can modify your view (depending on your security level) by selecting one of these options:

Organisation

This field defaults to the Organisation selected in Module Control, Counter Sales tab. You will typically define a specific account to which the Counter Sales records will be posted. Select this account in Module Control to default to the required Organisation. Another Organisation can be selected from the dropdown list. The list contains all organisations defined in the CRM database.

You can select a contact. The dropdown list contains all the Contacts registered against the selected Organisation. The Status of the Contact is also displayed.

Barcode

The Barcode field is used to scan and identify the Inventory item. The Barcode is validated against the Barcode entered for the Inventory Item in Greentree Financials. This field is also used to determine the Receipt Type. Enter the number of the Receipt Type you require, displayed below the Barcode field. The required receipt detail fields displays.

For Cash Receipts there is an additional option in Module Control to Open the Cash drawer port.

Sales person

This field represents the Sales person involved in the Counter Sale. You can define a Sales Person for the default Counter Sale Organisation. If defined, the Sales Person defaults. You can change Sales Person as required by selecting the Sales person from the dropdown list. The dropdown list contains the Sales people defined in Accounts Receivable or in CRM.

Stage

Select a Stage from the list. Counter Sale stages are maintained in CRM > System > Utilities > Maintain Quote Stages.

Currency

The Base Currency as set in Greentree Financials displays. You cannot modify this field. Currency Maintenance is performed under System > Utilities > Currency Code Maintenance. The Base Currency is set per Company. To view or modify the base currency for your company, select System > Utilities > Company Maintenance.

Type

This field uses the module through which you gained access to Quotes. This field cannot be maintained. Quotes are available to these modules:

• Sales & Marketing - Type defaults to Sales.
• Service & Support - Type defaults to Service.
• Events Management - Type defaults to Events.
• Counter Sales - Type defaults to Counter Sale. Refunds can be entered through Type Refund.
• Donations - Type defaults to Donation.
• Pledges - Type defaults to Pledges.

Created Date

Date created defaults to system (current) date when a new Counter Sale is entered. You can update the date.

Invoice Number

This field is automatically updated when the Counter Sale is processed to Financials by clicking the Finalise button. This field is display only. Double-click the Invoice number to view the Invoice detail. You cannot modify this field.

Price Book

If the:

• Selected Organisation is of Type Customer (which is required to process a Counter Sale), then the Price Book defaults to the Price Book for the Accounts Receivable Customer.
• Selected Organisation is not of Type Customer, then the Price Book defaults to the Price Book set in Inventory Module control.
• Inventory Module is not enabled or no Price Book is set at Inventory level, then Price Book on the Counter Sale is blank. You can select another Price Book for the Counter Sale. The Price Book of the Line items in the Counter Sale defaults to this Price Book field.

Primary

This field defaults to selected and indicates that the record is the Primary Counter Sale record.

Locked

The Counter Sale transaction is auto locked after processing to Financials using the Finalise button. You can also lock a Counter Sale by selecting this field. A locked record cannot be changed. Locked records can be unlocked through CRM > System > Sales & Marketing > Unlock Quotes.

Authority Sighted

Select this option to indicate that a paper-based order is received.

Approved

Select if the Counter Sale is approved.

Invoice Number

This field is automatically updated when the Counter Sale is processed to Financials, using the Finalise button. For a Counter Sale, it displays the Invoice Number. For a refund, it displays the Credit Note Number.

This field is display only. Double-click the number in order to view the Invoice/Credit Note detail.

Discount

This field displays the Total Discount for the Counter Sale. This field is calculated using the Discount per Line item included. You cannot modify this field.

Net

This field displays the Total Net Income for the Counter Sale. This field is calculated based on:

• If Tax Type of Line Item = Inclusive of Tax: (Price + Tax) - Discount, for all the Line items included on the record.
• If Tax Type of Line Item = Exclusive of Tax: Price - Discount, for all the Line items included on the record. This field cannot be modified.

Sale Total

This field displays the Total Amount for the Counter Sale. This field is calculated using the Line Total for each item, including Tax. You cannot modify this field.

Transaction Lines

This table displays detail for each line. Lines can be added, edited or viewed. Line numbers are allocated as Line items are added. You can maintain the line numbers through editing the number column in the table.

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