Sales instructions for back office staff

Owned by Peter Drill
Jun 30, 2017
12 min read

Sales Instructions for Back Office Staff
Index
Pages
Creating a Picking Slip/Sales Order2-2
Converting that Picking Slip/Sales Order to an Invoice3-3
Creating a straight out Invoice4-5
Extracting a Credit for Account Customers onto an Invoice6-7
Extracting a Credit onto a picking slip for delivery drivers to pick up the
goods from customers and then invoicing that picking slip Credit8- 9
Reprinting a picking slip / invoice / credit / delivery docket / receipt10- 10
Running the Sales Back Order Report11-11
To extract a back order onto a picking slip & then invoicing it 12-13
To extract a back order straight onto an invoice14- 15
To mass extract back orders onto picking slips for more than
one customer, supplier and product16-17


From the Readysell Main Menu....
Click on <+ Sales Orders>
The Browse Sales Order window opens to screen....
Creating a Picking Slip/Sales Order
From Browse Sales Orders window...
Click on <Insert>
Key in the Customer Code
(use * and enter to bring up the selection of customers if you don't know which customer to use, then select that customer)
Press <<Enter>> on your keyboard
"Order" field – key in the customer's name or their purchase order number to you
Press <<Enter>> on your keyboard
"Reference" field does NOT print on the picking slip or invoice – it is an internal reference only – not compulsory
Press <<Enter>> on your keyboard
Check the delivery address is correct.
If the delivery address is not correct, click on tab 3. Addresses, click on <Customer Alternate Delivery Addresses> and insert and then select the correct address. This means the address will be there each time for that customer for you to select.
Click on <+ OK>
Key in your Operator Code
Press <<Enter>> on your keyboard
Scan or key in the products, or alternately use the product name search
Press <<Enter>> on your keyboard
Enter through the screen keying in the ordered quantity
Press <<Enter>> on your keyboard
Leave the supplied quantity as is.
You can DOWN ARROW (on your keyboard) to move to the next line for a new product
To attach a note to a product (not to a blank line) click on tab Additional Line Fields and type in the note & press <<Enter>> on your keyboard
To change a price on the product, either change it including tax on the sale line, or use tab Additional Line Fields and change it using either ex tax pricing or GP percentage then press <<Enter>> on your keyboard
Click on <+ OK> when you have finished.
The picking slip/sales order will now print off automatically at the printer that was designated by your manager when Readysell was first set up.
Converting that Picking Slip/Sales Order to an Invoice
From Browse Sales Orders window...
Click on tab 2. Sale Number and key in the picking slip/sales order number and press <<Enter>> on your keyboard.
This will take you to that picking slip/sales order.
Click on <+ Change>
Click on <1 – Invoice And Reallocate Stock>
Key in your Operator Code
Press <<Enter>> on your keyboard
<<Enter>> through the products changing supplied to that of which you can supply (according to the picking slip/sales order sheet). The system will then automatically calculate your back ordered quantities.
Click on <+OK> when done
Changing A Tender window...
Make sure 8 Account is in the tender type field
Click on <+ OK> to finalise the sale.
This will now print off the invoice.




Creating a straight out Invoice
From Browse Sales Orders window...
Click on <Insert>
Key in the Customer Code
(use * and enter to bring up the selection of customers if you don't know which customer to use, then select that customer)
Press <<Enter>> on your keyboard
"Order" field – key in the customer's name or their purchase order number to you
Press <<Enter>> on your keyboard
"Reference" field does NOT print on the picking slip or invoice – it is an internal reference only – not compulsory
Press <<Enter>> on your keyboard
Check the delivery address is correct.
If the delivery address is not correct, click on tab 3. Addresses, click on <Customer Alternate Delivery Addresses> and insert and then select the correct address. This means the address will be there each time for that customer for you to select.
Click on <+ OK>
Sales Adding Transaction code SALORD window...
Click on tab 3. Change
Click on <AF5 Set Transaction Code>
Click on <Invoice/Credit>
Click on <+OK>
Key in your Operator Code
Press <<Enter>> on your keyboard
Scan or key in the products, or alternately use the product name search
Press <<Enter>> on your keyboard
Enter through the screen keying in the ordered quantity
Press <<Enter>> on your keyboard
Key in the supplied quantity to be whatever quantity it is that you are supplying.
Press <<Enter>> on your keyboard
Key in the quantity to go to back order in the Back Ordered quantity field
You can DOWN ARROW (on your keyboard) to move to the next line for a new product
To attach a note to a product (not to a blank line) click on tab Additional Line Fields and type in the note & press <<Enter>> on your keyboard
To change a price on the product, either change it including tax on the sale line, or use tab Additional Line Fields and change it using either ex tax pricing or GP percentage then press <<Enter>> on your keyboard
Click on <+OK> when you have finished.
Changing A Tender window...
Make sure 8 Account is in the tender type field
Click on <+OK> to finalise the sale.
This will now print off the invoice.


Extracting a Credit for Account Customers onto an Invoice
From Browse Sales Orders window...
Click on <Insert>
Key in the Customer Code
(use * and enter to bring up the selection of customers if you don't know which customer to use, then select that customer)
Press <<Enter>> on your keyboard
"Order" field – key in the customer's name or their purchase order number to you
Press <<Enter>> on your keyboard
"Reference" field does NOT print on the picking slip or invoice – it is an internal reference only – not compulsory
Press <<Enter>> on your keyboard
Check the delivery address is correct.
If the delivery address is not correct, click on tab 3. Addresses, click on <Customer Alternate Delivery Addresses> and insert and then select the correct address. This means the address will be there each time for that customer for you to select.
Click on <+ OK>
Sales Adding Transaction code SALORD window...
Click on tab 3. Change
Click on <AF5 Set Transaction Code>
Click on <Invoice/Credit>
Click on <+OK>
Key in your Operator Code
Press <<Enter>> on your keyboard
On tab 3. Change
Click on <AF9 Extract Credits>
Sales Order To Copy Into This Credit Select window...
Click on the box with the 2 dots in it next to the Invoice Number field on tab 1. Invoice
Sales Enquiry window...
Turn the flag Outstanding Only ON
Scroll down the top box list and find the SALINV that you are after for this customer – make sure you left click on it to highlight it blue.
Click on <+ Select>
Notice window...
Click on <+OK>
Sales Order To Copy Into This Credit Select window...
The products from this sale now show in this window
<Tag> each product that is being returned including the products that are being returned in part thereof
DO NOT tag any products from the sales invoice that was back ordered. You can see which ones were back ordered because the Quantity field will have a 0 (zero) in it.
Click on <OK>
Sales Adding window...
The tagged products now appear on this window with their quantities shown as a minus which then gives a minus value for each product.
Make any changes to the quantities on any of the product lines ensuring that the quantities still remains as a negative value.
Click on <+OK>
Key in the password for the credit (password is currently set to CREDIT)
Changing A Tender window...
Make sure 8 Account is in the tender type field
Click on <+OK> to finalise the credit.
This will now print off the credit.


Extracting a Credit onto a picking slip for delivery drivers to pick up the goods from customers and then invoicing that picking slip Credit
From Browse Sales Orders window...
Click on <Insert>
Key in the Customer Code
(use * and enter to bring up the selection of customers if you don't know which customer to use, then select that customer)
Press <<Enter>> on your keyboard
"Order" field – key in the customer's name or their purchase order number to you
Press <<Enter>> on your keyboard
"Reference" field does NOT print on the picking slip or invoice – it is an internal reference only – not compulsory
Press <<Enter>> on your keyboard
Check the delivery address is correct.
If the delivery address is not correct, click on tab 3. Addresses, click on <Customer Alternate Delivery Addresses> and insert and then select the correct address. This means the address will be there each time for that customer for you to select.
Click on <+ OK>
Sales Adding Transaction code SALORD window...
Key in your Operator Code
Press <<Enter>> on your keyboard
On tab 3. Change
Click on <AF9 Extract Credits>
Sales Order To Copy Into This Credit Select window...
Click on the box with the 2 dots in it next to the Invoice Number field on tab 1. Invoice
Sales Enquiry window...
Turn the flag Outstanding Only ON
Scroll down the top box list and find the SALINV that you are after for this customer – make sure you left click on it to highlight it blue.
Click on <+ Select>
Notice window...
Click on <+OK>
Sales Order To Copy Into This Credit Select window...
The products from this sale now show in this window
<Tag> each product that is being returned including the products that are being returned in part thereof
DO NOT tag any products from the sales invoice that was back ordered. You can see which ones were back ordered because the Quantity field will have a 0 (zero) in it.
Click on <OK>
Sales Adding window...
The tagged products now appear on this window with their quantities shown as a minus which then gives a minus value for each product.
Make any changes to the quantities on any of the product lines ensuring that the quantities still remain as a negative value.
Click on <+OK>
Key in the password for the credit (password is currently set to CREDIT)
INVOICING THE CREDIT
From Browse Sales Orders window...
Click on tab 2. Sale Number and key in the picking slip/sales order number and press <<Enter>> on your keyboard.
This will take you to that picking slip/sales order.
Click on <+ Change>
Click on <2 – Invoice>
Sales Changing Transaction Code SALINV window...
Key in your Operator Code
Press <<Enter>> on your keyboard
You shouldn't need to change anything at this stage.
Click on <+OK> when done
Key in the password for the credit (password is currently set to CREDIT)
Changing A Tender window...
Make sure 8 Account is in the tender type field
Click on <+ OK> to finalise the credit.
This will now print off the credit/adjustment note.
Reprinting a picking slip / invoice / credit / delivery docket / receipt
From Browse Sales Orders window...
Select a transaction that you have done (highlight it blue by left clicking on it once)

Use tab Printing
Click on one of the buttons to match that of which you are wanting to print.
I.e.
To reprint a picking slip use button <Pick Slip>
To reprint an invoice use button <Invoice>
To reprint a quote use button <Quote>
To reprint a Delivery Docket use button <Delivery Docket>
To reprint a receipt use button <Receipt Print>
To just preview what the receipt would look like use button <Receipt Preview>
Running the Sales Back Order Report
From Browse Sales Orders window...
Click on <Back Orders>
Clear out the customer in the Only Customer field and press <<Enter>> on your keyboard to refresh that field.
Now all sales back orders will appear
On tab 8. Other...
Click on <Allocate Stock To Back Orders> - this looks for any stock that may have been received as stock on hand, which will be allocated now against the sales back orders.
Back on tab 7. Reports...
Click on <Backorder Report>
Click on the first option <1 – Select an option – Print report without page breaks before subheaders>
<Close> the "Select A Query For REPORTSALESBACKORDERS" window
Left click on sort order Customer
Click on <Select>
Leave Suppliers V3 layout as highlighted blue/selected
Click on <+OK>
The report builds and then shows to screen all sales back orders for your site.
Click on <Print> to print your report. (first button on the left hand side top of the screen)

To extract a back order onto a picking slip & then invoicing it
From Browse Sales Orders window...
Click on <Insert>
Key in the Customer Code
(use * and enter to bring up the selection of customers if you don't know which customer to use, then select that customer)
Press <<Enter>> on your keyboard
"Order" field – key in the customer's name or their purchase order number to you
Press <<Enter>> on your keyboard
"Reference" field – key in BACK ORDER
Press <<Enter>> on your keyboard
Check the delivery address is correct.
If the delivery address is not correct, click on tab 3. Addresses, click on <Customer Alternate Delivery Addresses> and insert and then select the correct address. This means the address will be there each time for that customer for you to select.
Click on <+ OK>
Sales Adding (New) Transaction code SALORD window...
Key in your Operator Code
Press <<Enter>> on your keyboard
On tab 3. Change
Click on <AF8 Extract Back Orders>
Sales Back Orders To Copy Into This Order Select window...
<Tag> the back ordered products you are supplying for this customer
Click on <OK>
Sales Adding (New) Transaction code SALORD window...
Click on <+OK> when finished with this window
The picking slip/sales order now prints.
INVOICING
From Browse Sales Orders window...
Click on tab 2. Sale Number and key in the picking slip/sales order number and press <<Enter>> on your keyboard.
This will take you to that picking slip/sales order.
Click on <+ Change>
Click on <1 – Invoice And Reallocate Stock>
Key in your Operator Code
Press <<Enter>> on your keyboard
<<Enter>> through the products changing supplied to that of which you can supply (according to the picking slip/sales order sheet). The system will then automatically calculate your back ordered quantities.
Click on <+OK> when done
Changing A Tender window...
Make sure 8 Account is in the tender type field
Click on <+ OK> to finalise the sale.
This will now print off the invoice.



To extract a back order straight onto an invoice
From Browse Sales Orders window...
Click on <Insert>
Key in the Customer Code
(use * and enter to bring up the selection of customers if you don't know which customer to use, then select that customer)
Press <<Enter>> on your keyboard
"Order" field – key in the customer's name or their purchase order number to you
Press <<Enter>> on your keyboard
"Reference" field – key in BACK ORDER
Press <<Enter>> on your keyboard
Check the delivery address is correct.
If the delivery address is not correct, click on tab 3. Addresses, click on <Customer Alternate Delivery Addresses> and insert and then select the correct address. This means the address will be there each time for that customer for you to select.
Click on <+ OK>
Sales Adding (New) Transaction code SALORD window...
Click on tab 3. Change
Click on <AF5 Set Transaction Code>
Click on <Invoice/Credit>
Click on <+OK>
Key in your Operator Code
Press <<Enter>> on your keyboard
On tab 3. Change
Click on <AF8 Extract Back Orders>
Sales Back Orders To Copy Into This Order Select window...
<Tag> the back ordered products you are supplying for this customer
Click on <OK>
Sales Adding (New) Transaction code SALORD window...
Change the quantities to those you are part supplying, the system will then put back to back order the remaining items that are still waiting to come in from your supplier.
Click on <+OK> when finished with this window
Changing A Tender window...
Make sure 8 Account is in the tender type field
Click on <+ OK> to finalise the sale.
This will now print off the invoice.







To mass extract back orders onto picking slips for more than one customer, supplier & product
From Browse Sales Orders window...
Click on <BackOrders>
On tab {7 Reports}
Click on <Release Picking Slips>

Depending on how you are releasing the back orders will depend on what information you fill in.
To release ALL BACKORDERS for all suppliers for all customers and all products, make the Start At fields blank and the End At fields as ZZZZZZZZ
If you want to release the back orders by Supplier – key in the same supplier code in the Start at Supplier field and End at Supplier field leaving all the other start fields as blank and the other end fields as zzzzzzz
If you want to release the back orders by Customer – key in the same customer code in the Start at Customer field and End at Customer field leaving all the other start fields as blank and the other end fields as zzzzzzz
If you want to release the back orders by Product – key in the same product code in the Start at Product field and End at Product field leaving all the other start fields as blank and the other end fields as zzzzzzz
To only release back orders if you have sufficient stock on hand, turn the flag on for "Only Release Back Orders If Sufficient Stock On Hand"
Generate Sales Orders from Back orders (Do Not Just Print A Trial Report)
Turn the flag off and it just give you a report on what is going to be released. The report will preview to screen. After you close the report, it will take you back to the "Sales Back Orders Browse" to start all over again.
Turn the flag on and you will get a warning screen... "Warning, sales orders will be generated. We suggest you run a report without generating orders as a test run before actually generating orders."
Click on <+OK>

Flag as on the "Show All Outstanding Back Orders Even If They Are Not Released"
The Default Register should automatically show.
Key in your Operator code in the Default Operator field
Turn the flag on for "Print Picking Slips For All Orders Generated" – this means all picking slips generated with back orders will print automatically instead of just sitting in the Outstanding tab in Browse Sales Orders waiting to be actioned.
Leave the Transaction Code as SALORD – you cannot release the back orders as a SALINV
Click on <+OK>
"Select A Query For REPORTEXTRACTBACKORDERS" window appears. Click on <Close>
"Report Extract Sales Back Orders" window appears. Left click on Customer. Click on <Select>
The Report appears to screen first "Extract Sales Orders From Sales Back orders"
Print this report – by selecting the <Print> button it will close the preview and then automatically prints ALL PICKING SLIPS generated by your release of back orders using the above process.
You are now taken back to the "Sales Back orders Browse" window. Refresh the data in the white data box by clicking on a different tab at the top (tabs 1 through to 6)
The back orders you have released will not show (unless you turn the flag on "Show Completed Back Orders"
Click on <Close> if you have finished with the Back Orders window.
This takes you back to the "Browse Sales Orders" window.