Lay-bys

LAY BYS
Pages
The System Reference Settings Required2-2
Transaction Codes For Laybys2-2
The Layby Browse window3-4
Creating A Layby 5 - 8
Making Payments on a Layby9 - 12
Finalising A Layby13 -18
[IF THE CUSTOMER IS PICKING UP THE GOODS AT THIS POINT
OR HAS ALREADY PREVIOUSLY PICKED UP THE GOODS|#_IF_THE_CUSTOMER]16-17
[IF THE CUSTOMER IS NOT PICKING UP THE GOODS
AT THIS POINT AND WILL BE PICKING THEM UP LATER|#_IF_THE_CUSTOMER_1]18-18
Cancelling A Layby19-20

The System Reference Settings Required

Type: LAY-BY-TERMS
Code: this is the short code for the length/term of the layby
Description: this is the description of the short code for the length/term of the layby
Value: this is the actual number of days the layby goes for
Type: REGISTER
Code: LAY-BY-TERMS
Description: should be percentage (%) of minimum deposit required
Value: should be numerical value of percentage of minimum deposit required

Transaction Codes For Laybys

SALLAY – Sales Layby - The creation of the Layby – the initial part of the Sale
SALRLB – Sales Receipt LayBy payment – making a payment on the layby but not finalising it
SALRFN – Sales Receipt Final payment – making the final payment on the layby
SALLFN – Sales Layby Finalisation – finalising the layby and closing it off
SALLCA – Sales Layby Cancellation – cancelling an existing layby
NOTE: RECEIPT LAYOUTS/INVOICE LAYOUTS/LAYBY TENDER WILL NEED TO BE CREATED/ADJUSTED DURING SET UP IN ORDER TO RUN THIS PROCEEDURE.

The Layby Browse Window

From the Readysell Main Menu
Click on +Sales Orders
Close the front window/s
Click on button Layby
The Lay By Browse window appears (as below)

Payments button – allows you to view payments made on the layby

Change button – allows you to make changes to the customer's details for the layby (does not change the customer account details in the customer file)

Products button – allows you to see each product on that layby and the pricing for each product charged at the time of layby

Creating A Layby

In sales…
(If the F2 Customer screen appears first – hit the Cancel button to close this window)

Key in your Operator Code
Press Enter on your keyboard
Scan in or Key in the products for the Layby
Hit ALT L on your keyboard (or go to Tab 5 Other – button ALT<L> Lay By)

Enter Lay By Details window appears

You can either just key in the customer's details yourself – they may not be account customer on file. If they are a customer on file, click into the Customer field, key in * and hit enter on your keyboard to select from the customer file.
Key in the amount for Deposit on this layby
Key in the Tendered amount – i.e. the actual amount they are handing you
The terms are defaulted at AUTO CREAT.
Click into this field, Key in * and hit enter on your keyboard to select the terms for the layby from the system reference as below…

Left click on the length of time you want the layby running for this customer.
Click on Select

Click on +OK
The receipt prints off and a SALLAY transaction is now created and shows in the Browse Sales Orders window (when you are in that window)


The Layby now shows in the Lay By Browse window.

Making Payments On A Layby

In Sales…
(If the F2 Customer screen appears first – hit the Cancel button to close this window)
Key in your Operator Code
Either…
Hit ALT F11 on your Keyboard OR On tab 5 Other, click on button ALT F11 Lay By Receipt

Key in the Lay By number (if you have it). If you don't know the layby number, key into the field * and hit enter on your keyboard to bring up the following window…

Search for the layby, Left click on it to highlight it blue, click on button Select

Key in the Payment amount
Key in the amount actually Tendered (actual $ amount received from the customer. I.e. payment is $3 but they give you $5)
Key in a Tender Type number (if you are unsure, hit * and enter on your keyboard

Click on +OK

A window pops up (as above) telling that this payment is not finalising the layby and that the customer will have to make another payment or more in order to finalise the layby.
Click on +OK

The payment shows as a SALRLB – Sales Receipt LayBy payment
If you wish to do another payment, follows the above steps (pages 9 to 11 of this document – section – Making Payments On A Layby)

Back in the Lay By Browse window, Left click on the layby, click on button Payments

The payments for this layby are now showing.

Finalising A Layby

In Sales…
(If the F2 Customer screen appears first – hit the Cancel button to close this window)
Key in your Operator Code
Either…
Hit ALT F11 on your Keyboard OR On tab 5 Other, click on button ALT F11 Lay By Receipt

Key in the Lay By number (if you have it). If you don't know the layby number, key into the field * and hit enter on your keyboard to bring up the following window…

Search for the layby, Left click on it to highlight it blue, click on button Select

Key in the Payment amount (The Balance shows under the Already Paid amount)
Key in the amount actually Tendered (actual $ amount received from the customer. I.e. payment is $7.05 but they give you $10)
Key in a Tender Type number (if you are unsure, hit * and enter on your keyboard)
The amount for Change at the end of the transaction is shown below the Tender Type field.

Click on +OK

At this point you need to find out from the customer…
Are they picking up the goods now?
Or are they paying off the laby and picking up the goods later (as the goods may still be on order)

IF THE CUSTOMER IS NOT PICKING UP THE GOODS AT THIS POINT AND WILL BE PICKING THEM UP LATER

Click on -NO

The above tells you that when you need to, in order to finalise the laybe you will need to do one last layby receipt.
Click on +OK



Then when you are going to finalise it…
In Sales…
(If the F2 Customer screen appears first – hit the Cancel button to close this window)
Key in your Operator Code
Either…
Hit ALT F11 on your Keyboard OR On tab 5 Other, click on button ALT F11 Lay By Receipt

The Balance is $0.00 therefore you do NOT need to enter in a Payment amount – leave it $0.00
Key in a Tender Type number of 1 Cash (if you are unsure, hit * and enter on your keyboard)
The amount for Change at the end of the transaction is shown below the Tender Type field.
Hit +OK

IF THE CUSTOMER IS PICKING UP THE GOODS AT THIS POINT OR HAS ALREADY PREVIOUSLY PICKED UP THE GOODS

Click on +Yes
A receipt now prints showing layby is now finalised.
A SALRFN AND SALLFN now issue in the Browse Sales Orders window. The layby is now finalised and closed.

Cancelling A Layby

In Sales…
(If the F2 Customer screen appears first – hit the Cancel button to close this window)
Key in your Operator Code
Either…
Hit ALT F11 on your Keyboard OR On tab 5 Other, click on button ALT F11 Lay By Receipt

Click on button Cancel A Lay By

You can charge a Cancellation Fee if you wish to. Simply left click into the field, delete the 0.00 and key in the $ amount you wish to charge. If no cancellation fee is required, leave the field with 0.00 in it.
The Payments button will show any payments made already
The Products button will show the products that are currently sitting as being on Layby.
Click on +OK
Key in the Password (currently is SUPER) and Click on +OK

This window pops up giving you a second chance to change your mind in case the customer decides they don't after all want to cancel the layby – in which case you select –NO
Click on +YES to cancel the layby A layby cancellation receipt prints for the refund. SALLCA is now generated. (see screen print below)