Sales Order Processing FAQs

• To enter a sales quote or layaway order:

• • Sales quotes and layaways are created via the Enter a Sales Order routine.

  • After the order number is assigned, click the arrow at the Order Type field and select "Sales Quote" or "Layaway Order".

  • Enter customer information and merchandise information as you would a regular order.

  • When creating a quote, merchandise is not reserved, and payments are not applied.

  • Layaway orders do accept payments and when a scheduled date is selected, can reserve products to the order.

  • When you save the quote or layaway, you can print, email, and/or fax it. You can later recall sales quotes or layaways to view or edit them, or convert them to sales orders.

  • For more detail on quotes and layaways, see the Order Type field in the Enter a Sales Order topic.

• To convert the quote or layaway to a sales order:

• • Enter the sales quote/layaway number in the Order Number field in the Enter a Sales Order routine.

  • Click the arrow at the Order Type field, and select "Sales Order" from the drop-down list.

  • A confirmation message asks "Ready to convert Quote to Sales Order?" or "Ready to convert Layaway to Sales Order?".

  • Click Yes to convert the quote/layaway to a sales order. The order time is set to the time of conversion (not the time of quote/layaway entry).   

  • You can then edit the sales order and process it as a regular sales order.

Immediately upon completing a sales quote or other sales document, the Print Options Window appears, where you have the option to email the quote/sales document to the customer. For instructions on setting up this option, as well as a list of document types that can be emailed, see the Emailing Sales Documents topic.

To convert the shopping cart to a sales order, follow the steps below. Shopping carts that are older than the number of days specified at the Shopping Cart Retention Days field on the Manual tab of the Shopping Cart Control Settings are deleted.

1. Access the Enter a Sales Order screen and enter the cart ID number at the Order Number field.

2. A confirmation message asks "Convert Shopping Cart to Order?". Click Yes to convert the cart to a sales order.

3. Continue with the entry/modification of the sales order, as necessary.

To remove a stock reservation from a sales order, follow these steps.

1. Access the open order using Enter a Sales Order, and then select the Merchandise page.

2. Select the product line item for which you are removing the reservation and click the Edit button.   

3. Click the global Actions button to select Additional Line Item Details. Your ability to change the reserved quantity is determined by the Manually reserve stock merchandise setting in the user/user group actions - logistics security. If you do not have permission to change this quantity, the Security Override Screen appears. You must then obtain the initials and password of a user with access in order to proceed.

4. On the Additional Line Item Details screen, select the Sales Order tab.

5. Use the Reserved Quantity field to change the number of pieces you want to remain on reservation for this order.

6. To remove all quantities reserved for this line item, enter zero (0) in the Reserved Quantity field.

To reassign a reservation from one sales order to another, use the Reassign a Sales Reservation entry screen.  In this way, you can remove and add a reservation within one entry screen, thus making it a more efficient process.

Once an item is marked with a purchase status that indicates the product is obsolete (purchase status set to D - dropped, T - discontinued, or P - purge), you cannot sell more than the quantity currently on hand, nor can you add the product to new purchase orders. Due to the product’s purchase status, the system looks at the quantity on hand and quantity on open sales orders and assumes those pieces “promised” to those orders, even though they may not yet be reserved to the orders. If all of the on-hand pieces are either reserved or promised to orders, the system prevents you from selling the product on new orders, since it cannot be placed on purchase orders.  

One-time-buy products are not automatically transferred, so they are available to add to a sales order only if the product exists in the selling store location's inventory. However, you can transfer the item to the selling store so that it may be added to the order.

Once the purchase order is received and items are reserved to the order, the line item links are removed. The line item linked quantities are zeroed out, indicating that the PO quantity needed to fulfill the sale has been received. The order still shows the linkage, but not on the individual line items.   

Use the Customer's Own Material (COM (customer's own materials) A STORIS feature allowing customers to add their own materials when creating special order items.) feature in Enter a Sales Order to enter and process special-order sales that include non-inventory, customer owned products known as COM components. The COM Order Entry/Maintenance program facilitates the process of ordering a COM component (for example, a fabric, fringe, or welting) from one vendor and sending it directly to a second vendor. The second vendor then uses the COM product to manufacture a product to be delivered to the retailer.

COM Entry

1. Using Enter a Sales Order, enter one or more special-order products  by selecting Special Order Sales from the Product field Action button.

2. Use the Special Order Entry window to enter your special-order product (a frame, for example). If creating a new special order product, the Product Settings window opens; complete this screen then click Save, which closes the window and returns to the Special Order Entry window. After completing the Special Order Entry window, click Save.

3. Add the special order product to the grid in the Merchandise tab of Enter a Sales Order by clicking the green plus button. If the item is not available or on order, a prompt appears asking if you would like to create a purchase order.

4. Use the global Actions button to select Customer's Own Material (COM). The COM Order Entry/Maintenance screen displays.

5. When you finish entering COM component information, click Save. The P/O Header Comments screen appears; comments entered here appear as instructions on the purchase order created in Step 3. When you exit the P/O Header Comments screen, the number of the purchase order assigned to the COM product displays. You can then enter additional COM component products, if necessary.

6. Once you enter all your COM component products, you can update the remainder of the sales order in the usual manner.

Completed/closed orders cannot be directly updated. However, you can create other transactions to correct errors on completed orders. Below are some examples of how you can update information on a completed order.

To make dollar adjustments to completed orders: Use the Adjust Dollars on a Completed Order program to make debit or credit dollar adjustments to specific completed orders without affecting inventory.

To change any information on a completed order: Use Enter a Return or Enter an Exchange to access the order and complete the return/exchange. Then create and complete a new sales order with the adjusted information (customer, salesperson, product, payment type, etc.). The "new" sales order can be back-dated to the original (incorrect) order, if necessary.

To change the salesperson for a completed order: Use the Enter a Commission Adjustment routine to correct the salespeople associated with an order. Use the Salesperson field on the adjustment screen to edit the salesperson and/or adjust the commission split.  

To edit customer phone numbers while in Enter a Sales Order, click the Actions button in the Customer tab and select Shipping Information. The Shipping Information Window opens, which allows you to edit the customer name, address, phone numbers and email address.

Note that you can also update a phone number via the Update a Customer Address routine.

That feature can be turned off using the CUSTOMER SEARCH - Always during Entry check box on the Customer tab of your Point of Sale Control Settings. If you check the box, the Search for a Customer routine appears when you click the Action button at the Customer field to create a new customer number during order entry. (This feature allows you to search for the customer by name and thus verify that you do not already have an account set up for the same customer.) If you leave the box blank, the Search routine does not display.  Instead, only the Customer Settings routine appears, where you can add the new customer.

Most likely the order had no line items and was not properly saved. If your session is interrupted (loss of connection to server, etc.) in the middle of order entry (or if your order is otherwise not properly saved) and the document has no line items, STORIS deletes the document automatically the next time you access the order. The Audit Comments log updates with this action.

If you check the box at the Do Not Solicit field on the Advanced tab of Advanced Customer Settings, the customer is excluded from all mailing lists and eSTORIS emails.

Access the Customer Activity Log and view the customer's log. If the data has not been purged (see notes below), the customer's entry date should appear on the first line of the Comments field.

 To include changes to customer settings in this activity log, you must select the Customer file in the Track Settings Activity routine. The system purges the Customer Activity Log based on the Retain Customers for NN Months field on the Customer tab of Point of Sale Control Settings.