Transactions

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Sales

Entry type

This always defaults to Sales in the first instance. If the User Preferences allow the entry of quotes and/or returns, select the type before entry.

Last reference

This field displays the last point of sale transaction reference number in read-only format. The reference can relate to a sale, quote, or return. Last reference numbers for each type specific to the station also display on the Location & Controls tab on the Station Maintenance form.

Transaction Header Details

Docket number

This field is always empty when a new transaction is being entered. Greentree Desktop always generates docket numbers for sale, quote, and return transactions using the parameters assigned on the Auto Generate Code form. The number is generated when the transaction is saved.

You can use this field to select a previously-saved transaction to view/convert to sale, and the like. The option to retrieve saved documents is based on the User Preferences Saved document retrieval options.

Date

The default value is today's date, but you can change it. This is the transaction document date used when the general ledger updates.

Customer

The default value is the default customer assigned to the station on the Station Maintenance form. If your business is a cash business, this is a generic cash customer that is set up on the AR Customer Maintenance form. You can select a different customer — for example, if the sale is on account for a particular customer.

Note: If you change the customer after entering sales lines, all prices is recalculated using the new customer or item or quantity combinations.

Salesperson

If the POS Control option Use customer default salesperson is selected, this defaults to the customer's default salesperson assigned on the Customer Maintenance form. Otherwise it defaults to the salesperson assigned on the User Preferences form. Salespersons are assigned to transactions for analysis.

The salesperson for a transaction also displays in both the POS Customer Enquiry and POS Inventory Enquiry forms, enabling you to perform enquiries and analysis using the salesperson.

Price level

This defaults in read-only format to the price level (book) assigned to the customer on the AR Customer Maintenance form. If the User Preference option Price Level is selected, you can change this on the Additional Line Details form. Otherwise, you can't change it.

Discount %

This defaults in read-only format to the invoice discount assigned to the customer on the Accounts Receivable Customer Maintenance form. The value defaults to all new transaction lines.

Transaction Line Details

Inventory Item/Description

Enter or select the inventory item that is being sold. You can use either the item code or description to search for the item. If a code is entered that does not match an inventory code set up on the Inventory Item Maintenance form, Greentree Desktop searches for item barcodes. If found, Greentree Desktop returns the item code of the barcode.

Location

This field is enabled if the User Preferences option Include location in entry table is selected. It displays the default location for the selected item. If the user preferences allow a location change, this can be done at the line level, using the Additional Line Details form or the Insufficient Inventory Available form.

Note: Point of Sale always validates the location for an item, regardless of whether the Inventory Module Control option Validate locations is selected or not.

Quantity

The default value is 1.00 but you can change it to reflect the quantity of the transaction. An error occurs if a quantity of zero is entered.

Note: If the User Preferences option New line after inventory item selection is selected, this defaults to the item's available quantity if it is less than 1 but greater than 0.

Price

The default value is the transaction line using the pricing rules associated with the selected item. The price can be edited at the line level, however several User Preference options determine the extent to which this can be done, and how the discount value effects by any change.

An error occurs if you enter a price of zero, unless the User Preferences option Allow zero price is selected.

Discount %

The default value is the Discount % displayed in the transaction header. The value can be edited at the line level or using the Additional Line Details form. User Preference options determine the extent to which this can (or whether it can) be done, and how the price is effected by any change.

Total

This is a read-only field displaying the total line value represented as Price less Discount %.

User

This column only displays if the User Preference option Include user in the entry table is selected for the current user. It displays the user who selected the inventory item on the line.

Adding Lines

You can add multiple lines to the transaction by entering through to a new line in the table, or by clicking the Add line button on the right side of the form.

Deleting Lines

To delete a line before receipt, highlight the line and click Shift-F2 or click the Remove line button on the right side of the form.

Other Transaction Entry Options

Serial/Lot
When you are entering a transaction line for an item that is serial or lot controlled, the Serial/Lot Number Entry form displays following selection of the item and location (if visible), requiring you to enter both the serial/lot number and the quantity for the line.

Options to Auto Allocate, Auto Generate, and Suspense are not valid during point of sale entry. When you have entered serial/lot and quantity details, click OK and the quantity updates back to the transaction line.

You can click the Serial/Lot button while on the serial/lot line before receiving the transaction, enabling you to view or edit details. You can't save a transaction for a serial/lot controlled item unless details have been entered.
Dimensions
When you are entering a transaction line for an item that is dimension controlled, the Dimension Line Quantity Calculator form displays following selection of the item and location (if visible), requiring you to enter the dimension quantities for the line.

When you have entered dimension and quantity details, click Update Line Quantity and the Total units quantity updates back to the transaction line.

You can click the Dimensions button while on the dimension item line before receiving the transaction, enabling you to view or edit details. You can't save a transaction for a dimension controlled item unless details have been entered.
Last line
Click this button to move to the last transaction line in the table. This may be applicable if you have entered several lines, moved up to adjust the detail on one of the previous lines, then want to reposition back to the last line to continue entering the transaction.
Options
This button enables access to multiple additional options relating to transaction entry.

Line Navigation

You can right click while positioned in the white space beneath the current transaction lines, or click the application key on your keyboard to access these options:
- Add Line - Adds a new line beneath the last existing line
- Insert Line - Inserts a new line above the line you are positioned to.
- Remove Line - The line you are positioned to are deleted.
- Last Line - You will be positioned to the last line in the table. This may be applicable if you have entered numerous lines and they cannot all be viewed on the form.
Notes

The Notes tab is available if the POS Module Control option Allow notes entry is selected. You can enter notes relating to the transaction (up to 2000 characters), which prints on the header of the invoice or credit note.

Note: If the customer has a Cash account type, you can't save the sale transaction unless a receipt is processed using the Receipts form. If the customer has an Account or Lay-by type, the transaction can be saved without processing a receipt and the customer's outstanding balance updates (increased) by the value of the transaction.