• Accounting > Receivables > Point of Sale > Returns and Refunds > Enter an Exchange

• Merchandising and Distribution > Logistics > Delivery Processing > Point of Sale > Enter an Exchange

• Customer > Point of Sale > Returns and Refunds > Enter an Exchange

• Customer > Customer Service > Returns and Refunds > Enter an Exchange

• Customer > Coordination and Logistics > Delivery Processing > Point of Sale > Enter an Exchange

Enter the transaction number for this exchange. If the auto-assign transaction numbers feature is active in the Point of Sale Control Settings, press Enter or click the Plus button to automatically assign the next sequential number.

To view an existing transaction, enter the order number. If you click on the Search button, a menu appears with the following options you can use to locate an existing order:

• View a Customer's Historical Purchases

• View a Customer's Open Transactions

• Search for a Sales Order by a Specific Product

If the Automated & Manual POS Numbers feature is active in the Warehouse/Store Location Settings you have the option of manually assigning an order number or letting the system automatically generate a number for you.  

Indicate the type of exchange order you are creating. You cannot change this field once the Original Order and Customer fields have been designated. You have the following options:

• D - Delivery (the store picks up the returned item and delivers the new item)

• P - Customer Pickup (the customer drops off the returned item to the store and picks up the new merchandise at a different location or at a later date)

• T - Take With (the customer drops off the returned item and takes the new item at the same time from the same location not available at WMS locations)

You can specify a default response to this field, or specify no default response for this field, at the Exchanges field on the General tab of the Point of Sale Control Settings.

Use this field to specify the salespersons who made the original sale and the salespersons processing the exchange.  Exchange documents can have different salespeople for the return and for the sale of the new replacement merchandise, thus facilitating the reassignment of commissions.

If you click on the Search button, a list of salespersons appears from which you can choose.  Any selection you make here modifies the salespersons on the new sale, not the return portion of the exchange.

If you click on the Action button, a menu with the following options appears:

• Salespeople for New Sales -  select the salesperson codes for the sale of the replacement items.

• Salespeople for Returns - add or change the salesperson codes for the original sale/return portion of the exchange.

To edit the Salesperson field, log-on users accessing an existing order must have permission via the Change the salesperson indicated on an open transaction setting in the Extended Security (Sales) settings. If not, this field is inactive.

The customer code from the sales document appears, if available. If the customer being billed for this exchange is not the same as the customer from the original sale, you can enter a different customer code. If the original sales document is not available, enter the code of the customer for whom you are creating this exchange.

If the code you enter is numeric, the system assumes you are entering a customer code. When you enter a valid customer code, additional customer information appears below and you can proceed with the order. If you enter a number that does not exist in the system, an error message appears.

If your entry includes one or more alpha characters (for example, a customer last name), the Customer Name Information Window appears which you can use to locate your entry (if it exists) in the system.

To search for an existing customer, click on the Search button to access the Search for a Customer screen from which you can select a customer.

To create a new customer "on-the-fly", click on the Action button An outlet to additional routines and functions. Identified by a lightening bolt image, Action buttons appear next to fields and at the bottom of a screen. to access the Customer Settings.  Note that if the Always Search for Customer field is active in the Point of Sale Control Settings, the Search for a Customer screen appears first.

The customers you can access at this and other Customer fields may be restricted by Regional Processing.

If available, the customer's home telephone number, cell phone number, work telephone number, work extension number, and primary email address display from Customer Settings.

If the Status field is set to either EST or SCD, you must enter an estimated or scheduled delivery date, respectively. If you click on the Calendar Icon, a calendar appears from which you can select a date.

If you click on the Action button, a menu appears with the following options:

• Routing Cutoff Calendar

• Override Route Capacity Date

If using the Consolidate Delivery Dates feature, the system checks for other orders scheduled for this customer.

Specify the delivery status. You have the following options:

• SCH = Scheduled - delivery date is a scheduled delivery date

• EST = Estimated - delivery date is only an estimate

• ASAP = As soon as possible - no delivery date provided at this time

• CWC = Customer Will Call - no delivery date provided, customer will call

This field is active when the order Type is set to Delivery or Split Ticket.

The default that appears in this field depends on the Default Delivery Status field on the Logistics tab of the Point of Sale Control Settings. To change the Status for the current order, you must have permission via the Change Delivery Status setting in your user settings.

This field indicates whether the shipping address for this exchange order is the same as the billing address (SAME) or if an alternate address has been established (See Alternate Address) for shipping of this order.

To enter an alternate shipping address for this exchange, click the Actions button at the bottom of the screen and select Shipping Information from the menu.

Select this option to print extended shipping instructions. The Extended Instructions window displays, providing for entry of additional shipping instructions. Click the Action button to edit previously entered extended instructions text.

This field is display only, it is set as follows:

• SCH = Scheduled - pickup date is a scheduled pickup date

 

Enter the warehouse or store location where the customer wants to pick up this order.  The default location is determined by the Pickup At field under Default Location for Customer Orders on the Inventory & Logistics tab in Warehouse/Store Location Settings.  If no location defaults, you must specify one before you can proceed to the next tab.

 This field is active only for pickup orders.

At this and any other Location field, the list of locations available to you may be affected by Regional Processing restrictions.

Actions Menu, Customer Tab, Exchange Processing

• Order Total Display

• Customer Order Information Screen

• Order Source Entry - Assign or change the source code for this order.

• Shipping Information

• Split Exchange

• Audit Comments Log

• Additional Comments

• Add Attachments

• View Attachment

• Edit Attachments

• Finance Credit Application

• View Signature - Click on this option to view the customer signature (if any) signed via the Complete a Pickup without Accessing Order Entry. Note that this option is active only for completed orders for which a pickup ticket has been printed.  

• Print Exchange - Available in View an Existing Sales Order only. To print in this routine, you must first complete the order.

• Select Fulfillment Date

• Assign Payment Terminal - Select this option to access the EMV Terminal Selection screen, where you can view and edit the current payment terminal assignment.

The products you select appear in the grid, along with product availability and pricing information. To select or remove columns from the grid, right-click inside the header cell and put a check mark next to the columns you want displayed or remove the check mark from items you do not want displayed in the grid. The Selling Price $ column, for example, is hidden by default; you can add it to the grid display. The following can appear in the Status column:

• L – Line-item comments exist

You can toggle between Product and Vendor Model (if one present) by selecting the Toggle Display of Product in the Actions button.  To make the vendor model the default view on this screen, check the box at the Default Display of Vendor Model in Point of Sale field on the General Tab of Point of Sale Control Settings.

To edit a line item, double-click to select the line from the grid.

Actions Menu, Return Merchandise Tab in Exchange Processing

• Audit Comments Log

• Line Comments

• Original Invoice

• Product Full Display

• Toggle Display of Product - You can use this Action to toggle the grid view between Product and Vendor Model (if one present).

Enter the product code of the replacement merchandise. When initially accessing the Sell Merchandise tab, the program prompts:

Is this an even exchange? Yes No.

To default product information (for the first product entered on the Return Merchandise tab), click Yes.  To enter the code of the replacement product, click No.

If you click the Search button, the Search for a Product appears from which you can locate and select the product code.

If you click the Action button, a menu appears with the following options:

• Special Order Sales

• Product Group/Collection Inquiry

• Pro Kitchen Import - import product data and populate merchandise lines from spreadsheet provided by Pro Kitchen (3rd party software).

• Choose Substitutions - select substitute products for component in component priced soft kit

• Flexsteel Import - use to import the Flexsteel XML file

If the Camera button is active, click on it to view a picture of the specified product. If the camera is dimmed, no image exists for the product at this time.

If the Allow Warranty Only Once Per Order setting is checked in the Warranty Category Settings, only one warranty per category is allowed per open order.

Enter the "sell-merchandise" quantity of the selected product you want to order for this replacement sale.  If you click on the Action button, the Purchase Order Reservations Screen appears (that is, provided the screen is active via the Sales Order Linkage Access field in the Purchasing Control Settings.

When adding a soft kit to an order, the Quantity prompt may be enabled or disabled, depending on your Point of Sale Control Settings, SOFT KIT – Allow Quantity Ordered Greater Than One setting.

Use this field to apply a price discount to the selected line item. To enter multiple discounts for this line item, click the Action button to access the Enter Multiple Discounts Per Line. If you click on the Arrow button, a list of available discount codes appears from which you can choose.  Note that the list may be restricted to any inventory formations associated with the product.

If the discount code you select is set as an Amount type discount and is set to allow an override, the Override Discount Amount window appears. You can accept or override a defaulted amount, or enter the amount when a default does not exist. You can access the Override Discount Amount window for an existing discount by clicking the Action button and selecting Override Discount Amount.    

This field is active only if the product is set as Discountable in the Product record and the DISCOUNTS  - Apply Discount Codes to Individual Line Items field in the Point of Sale Control Settings is checked. To edit this field, you must have access via the "Access sales order line discounts" field in the Extended Security settings.

If serial tracking is active, or if the selected product has an as-is status, use this field to select a specific piece (by serial/reference number) from inventory. If you click on the Action button, a menu appears from which you can choose one of the following inquiries to help you locate a serial/reference number:

• View Kit Product Details (Kit A group of stock products organized into a set so as to be sold as a package or suite. In STORIS, you can create hard or soft kits. Inventory/Availability) Inquiry

• View As-Is Product Details (As-Is Inventory) inquiry screen

The type of order for replacement merchandise displays from the Type field on the Customer tab. This field (the Line Type field) displays one of the following:

• D - Delivery

• P - Customer Pickup

• T - Take With

The default ship-from location appears. You can edit the default for individual line items. If you click on the Arrow, a list of available locations appears from which you can choose.  Note that for multi-ship-to master documents, the ship location defaults and you cannot edit it.

For pickup and take-with orders, the ship location defaults from the Pick Up At field on the General tab. If you edit this field, the Pick Up At field reflects the change.  

The ship location can be the same as the stock Location. If you specify a location different from the stock location, and the Auto Schedule Days field is set in the Point of Sale Control Settings, the system creates an automatic transfer for the line item.

 Here and at any other Location field, the list of locations available to you may be affected by Regional Processing restrictions.  

The products you select appear in the grid, along with product availability and pricing information. To select or remove columns from the grid, right-click inside the header cell and put a check mark next to the columns you want displayed or remove the check mark from items you do not want displayed in the grid. The following columns are not automatically added to the grid by STORIS, but are available to be added: Description, Vendor Model, Assigned, Discount $, Selling Price $, and SO Info.

Any one of the following can appear in the Status column:

• A – As Is

• C – Linked to a COM (customer's own materials) A STORIS feature allowing customers to add their own materials when creating special order items.

• H – Line on Hold

• L – Line-item comments exist

• P – Linked to a PO

• S – Linked to an open service order

• T – Linked to a transfer

• U - Unscheduled; used with the Multiple Delivery Dates feature to indicate that some quantity of the item is currently unscheduled

• W – Linked warranty

Products in the grid display in the order in which you enter them and you cannot sort or re-arrange the grid order.  Note, however, that for printed orders containing group pricing, STORIS keeps the group-priced items together, regardless of the order in which you enter them.

You can toggle between Product and Vendor Model (if one present) by selecting the Toggle Display of Product in the Actions button.  To make the vendor model the default view on this screen, check the box at the Default Display of Vendor Model in Point of Sale field on the General Tab of Point of Sale Control Settings.

To edit a line item, double-click to select the line from the grid.

Actions - Sell Merchandise Tab

• Additional Line Item Details

• Advanced Line Item Display

• Assign Pieces

• Audit Comments Log

• Convert Delivery Lines

• Convert Pickup Lines

• Costed Line Item Display

• Customer's Own Material (COM)

• Enter a Discount on Multiple Lines - Select this option to apply a discount to all eligible lines.

• Extended Warranty Detail

• Group Pricing

• Line Comments

• Line Item Display

• Line Item Linked Document Display

• Prep Codes

• Price/Spiff/Commission Table

• Product Benefits Inquiry

• Purchase Order

• Sales Margin Scratchpad

• Select Fulfillment Date

• Toggle Display of Product - You can use this Action to toggle the grid view between Product and Vendor Model (if one present).

• View Order Discounts - View a ledger of how line discounts have been applied to the order.

• View/Edit Exception Comments

The calculated delivery charge from the Delivery Company Settings defaults.  This amount can be $0.00.  You can charge or refund delivery or pickup fees.  To edit this field, you must have access via Override System Calculated Delivery Charges or via entry of a security override from an authorized user.  

Enter the amount (if any) you want to apply to this order to cover delivery expenses. This field is active only if the order includes one or more of the following line item types:

• delivery

• direct-ship (provided the Direct-Ship Delivery Charges field is active in the Point of Sale Control Settings).  

 For split orders, the system applies the full delivery charge during the initial release for completion of the order. That is, even if only a portion of the order is for delivery, the system still calculates delivery charges based on the entire order.  You can override this amount.

To automatically recalculate delivery charges on existing orders, use the Automatic Delivery Charge Calculation Feature.  

If the DELIVERY CHARGES - Prompt for Reason Code if Overridden setting is enabled the Enter Reason Code window displays and you must enter a reason code.  

To issue a refund check to the customer, click the check-box. When filing out of the entry (Save button), a prompt appears in which you must confirm you want to create a refund check.

If you leave this box blank, the option to post an A/R credit appears when filing out of the entry.

The Refund Check field in the Point of Sale Control Settings (Sales Order ACF) controls when this prompt is available.

The payment/refund type and amount appears, if specified. To enter or edit the amount, click on the Action button to access the Payment Summary Window. Use that screen to enter payments/refunds for this order.  Or, if you enter a valid payment type into this field, the associated payment entry screen appears into which you can enter the payment/refund.

 Your ability to enter refunds/payments as cash, check, third-party-financed, credit card, or gift certificate depends on various system settings.

To finance the amount due or credit the refund back to the 3rd party finance provider, indicate the Financing Payment Plan and then the Finance Receivable Entry window displays. Use this window to enter finance payment/credit information, such as the account number supplied by the finance provider, insurance type (if any), amount paid/credited, and the authorization number supplied by the finance provider.

If the amount due is being charged to the customer's revolving plan, enter the revolving payment type in this field. Click the Search button at this field to select from a list of valid Revolving Receivables Payment Plans codes. Once you select the revolving payment type, you access the Revolving Worksheet (Short), or Revolving Worksheet (Full), depending on your control settings.  

If the Required Percentage Paid before Add-on Allowed field in Revolving Receivables Payment Plans is set to a value greater than zero, a window appears with what the plan balance must be before add-ons are allowed.  In order for a user to override the required percentage restriction, they must have access via the Revolving Worksheet; Override Required Percentage Paid for Add-on field in Receivables Security or obtain an security override by an authorized user.  

If the Require Credit Application field in Credit Application Control Settings is checked, the system determines if a valid credit application exists for the customer. If not, a warning is issued and you are prevented from entering the financing or revolving payment type until a credit application is entered for the customer. To enter a financing or revolving credit application, click the Actions button at the bottom of the screen and select Finance Credit Application.

Once an amount has been financed, you can click the Action button at the Financing field and select Financing Entry to access the Finance Receivable Entry or Revolving Worksheet window. For unapproved 3rd party financing, you can change the Account Number, Insurance, and Amount fields and enter an Authorization Number. If an Authorization Number was previously entered, you cannot edit the financing information. For revolving financing, you can change the Insurance code, Finance amount, and Payment amount, if applicable.

To print an exchange ticket for this order, check the box. Otherwise, leave the box blank. This field is active only if the following are true:

• The Prompt for Ticket Print field in the Point of Sale Control Settings is set to Deliveries Only (for delivery exchanges), Pickups Only (for pickup exchanges), or Deliveries and Pickups.

• The delivery/pickup status is Scheduled.

• For delivery exchanges, the delivery date is within the Delivery Lead Days defined in the Point of Sale Control Settings.

• At least one item on the order is reserved A line-item status indicating the system was able to find and allocate inventory to the line item..

• The order is not on credit hold.

 The "Print a delivery ticket within POS entry" and "Print a customer pickup ticket within POS entry" fields on the Logistics tab of User/User Group extended security restricts unauthorized users from accessing this field.

To complete the exchange and invoice the transaction, check the box. Otherwise, leave the box blank. If this field is inactive, the order is incomplete; for example, an item may be back-ordered or a delivery/pickup ticket has not been printed.

For partial completion of an exchange, the status of the remaining open delivery lines is determined by the Status After Partial Completion - Delivery setting on the Logistics tab of Point of Sale Control Settings. Open pickup lines are only allowed a status of SCH - Scheduled.

• Split Exchange

• Order Total Full Display

• Finance Credit Application

• COD Worksheet - this option is available only for delivery orders that include a debit exchange.

• Remove Delivery Override Flag - recalculate delivery/pickup charges.

  If the order is partially completed, or if a user manually overrides the amount in either the Delivery Charge or Pickup Charge fields, this option activates and you can recalculate the delivery or pickup charge based on your Automatic Delivery Charge Calculation parameters.  Note that to use this option, you must have access via the Override System-Calculated Delivery Charges field in the User settings.

• Minimum Deposit By Line

• Audit Comments Log

When finished entering data on the Payment screen, click the Save button at the bottom of the screen to process the exchange.

• If an amount is due from the customer, the program prompts:  
  
  Amount Due is NNN.NN. Continue Yes  No.
  
  Click Yes to process this exchange and post the debit to the customer's account. Click No to return to the Payment screen.

• If a refund amount is due to the customer and the Create Refund Check option is not selected, the program prompts:
  
  Upon document completion, an A/R credit of NNN.NN will be posted. Yes  No  
  
  Click Yes to post the A/R credit to the customer's account or click No to return to the Payment screen.

• If the Issue Refund Check option is selected, the following prompt appears:

NNN.NN Credit. Will create refund check.  OK Cancel

Click OK to create a refund check or click Cancel to return to the Payment screen. The check-mark at Issue Refund Check is automatically cleared.   

• If cash payments were applied to the payment due amount, the Amount Tendered Window appears.

• The program prompts:
  
  Would you like a printed copy of this exchange. Yes  No.
  
  Click Yes to print/view the exchange document or click No to skip printing the exchange document.

• If completing a pickup exchange (Complete Exchange is checked), the Completion Date Entry window prompts for the Completion Date. Indicate the date and click OK to proceed.

• For Customer Pickup exchanges, a confirmation window prompts:
  
  Would you like to generate the Pickup Ticket? Yes  No
  
  Click Yes to print the pickup ticket now, or click No to skip printing the pickup ticket at this time. You can still print the ticket later via the Print an Order/Delivery Ticket process.  Note that you cannot print tickets for orders with open balance exceeding the amount in the Maximum Balance field and the Over Maximum Balance field set to Disallow Ticket Print in the Point of Sale Control Settings.