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3 FAQsHow do I complete the return portion while leaving the replacement sale open?
If you are unable to complete the return of merchandise and sale of its replacement merchandise at the same time, you can use the Split Exchange option from the Actions button on the Customer or Payment page of the exchange order. This option is used to allow corrections to existing exchanges by dividing the exchange into separate documents, one for the customer return and one for the sales order. Once the exchange is split into two separate documents, you can complete them independently. For more detail, please see the Splitting Exchanges topic.
What are the type of exchanges I can process?
When entering the exchange, choose one of the following types at the Fulfillment Method field.
Delivery - The store picks up the returned item and delivers the new merchandise.
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.
Take With - The customer drops off the returned item and takes the new merchandise at the same time from the same location. This type of exchange completes immediately once the return and take-with replacement are finalized. This type of exchange is not available at WMS locations.
Can I exchange an item even though we sold the original merchandise pre-STORIS?
Yes, you can exchange a pre-STORIS sale using the Enter an Exchange process. The exchange process does not require entry of an existing completed order number. As long as the return and replacement product codes are being tracked by STORIS, you can indicate any order number. You must have permission to complete an exchange without the original document, via the "Enter return/exchange/dollar adjustment without original order" setting in Create a User/Group Actions - Sales Security. A prompt appears if the completed order does not exist on your system and you have the option to continue with the exchange.
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
Page Headings: Step 1 - Customer, Step 2 - Return Merchandise, Step 3 - Sale Merchandise, Step 4 - Payment
Use this routine to enter merchandise exchanges. Both the return merchandise and replacement products are entered on a single document. Exchanges can be even or can include refunds or additional merchandise for which you can take payments. You can enter exchanges for Delivery, Customer Pickup, or Take With transaction types.
When issuing an exchange, you cannot select a gift certificate payment
type via the Payment
Summary Window.
If the Exchanges on Hold at Entry field is active in the Point
of Sale Control Settings, the system puts exchange orders on E1
Hold status pending approval from a user authorized via the Approve E1 credit holds
placed on customer exchanges field in either the User
file or User Group
file.
STORIS restricts certain edits to existing exchanges, but allows some of
those edits if you split
the exchange.
If the Automated & Manual POS Numbers field on the Miscellaneous page
in Warehouse/Store
Location Settings is blank and you enter a completed or voided order
number at the Exchange Number prompt, you have the option of viewing the
order in read-only mode. Once you indicate the order number, a message
appears stating that the order exists and asks if you want to view it
in inquiry mode. You can answer Yes to view the read-only version of the
order or you can answer No to reenter the number.
Depending on your permissions set in the Point of Sale User Verification
section on the Advanced page of Point
of Sale Control Settings, you may be required to enter your user ID
and password in order to create a new order or update and existing one.
If required to enter your credentials, a prompt opens after a new or existing
order number is entered into the Exchange Number field.
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. To search for an existing order, click the Search button to choose from the following options to locate an existing order:
If the Automated
& Manual POS Numbers setting 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.
Indicate the type of exchange order you are creating. This field can be edited until line items are entered on the Merchandise page; afterwards, this field cannot be changed. You have the following options:
Delivery - the store picks up the returned item and delivers the new item
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
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 or no default response to this
field using the Exchanges
field on the General page of the Point
of Sale Control Settings.
Indicate the number of the original order containing the item you want to exchange. This field is required even if an original order number does not exist. Click the Search button to search for the order by customer using Customer Buy History Inquiry screen.
To enter exchanges for orders not found in the
system, you must have access via the Enter
return/exchange/dollar adjustment without original order field
in the Extended
Security settings. If you do not have access, you cannot proceed
until you enter an order number that exists in the system.
The transaction date displays. For new orders, the current date defaults. You can change the date by entering a new date directly or by clicking on the Calendar Icon to select a date, but the date you specify cannot be a future date or for a closed period.
To backdate orders from an overlap month
back to the previous (current) month, you must have permission via
the Backdate Transactions
field in the Create
a User/Group Actions - Sales Security settings.
Enter the code for the location from which you are issuing the credit memo or return. The default location from the log-in screen appears, if any. Click the Arrow button to choose from the drop-down list of locations available to you (these locations may be affected by Regional Processing restrictions).
Use this field to specify the salespersons who made the original sale. Exchanges can have different salespersons for the original sale portion and the exchange portion. This field is inactive until an Original Order is specified. Click the Search button to choose a salesperson from the Salesperson window. The selection you make here modifies the salespeople on the new sale, not the return portion of the exchange. If multiple salespersons are on the original sale portion of the exchange, click the extra Action button to use the Multiple Salesperson Commission Screen.
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 Create
a User/Group Actions - Sales Security. If not, this field is inactive.
Use this field to enter the salesperson for the return portion of this exchange. Exchanges can have different salespeople for the original sale portion and the exchange portion. This field is inactive until an Original Order is specified. Use the Search button to choose a salesperson from the Return Salesperson window. If multiple salespersons are on the return portion of the exchange, click the extra Action button to use the Multiple Salesperson Commission Screen.
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 populates the fields 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 Search for a Customer screen appears which you can use to locate your entry (if it exists) in the system. This screen also appears when you click the Search button.
To create a new customer "on-the-fly", click the Action button An outlet to additional routines and functions. Identified by a blue button with a white ellipsis, Action buttons appear next to fields. 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.
Name, Home Phone, Cell Phone, Work Phone, Extension,
Primary Email Address
The customer's name displays from customer settings. 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.
Address 1,
Address 2, City, State Zip
The customer's billing address displays from Customer Settings. If changing the Shipping Information for this order, you have the option of also changing the Billing Information. (See below)
Name,
Home Phone, Cell Phone, Work Phone, Extension, Email Address
Once a customer number has been indicated, the shipping name, phone numbers, and email address display from Customer Settings. If separate shipping information has not been indicated in customer settings, the shipping information and billing information are initially the same when creating a new order. You can enter shipping information for the order by clicking the Actions button and selecting Shipping Information.
Address 1, Address 2, City, State Zip
The customer's shipping address, if any, displays from Customer Settings. If a separate shipping address has not been indicated in customer settings, the shipping information and billing information are initially the same when creating a new order. In either case, you can enter a shipping address for the order by clicking the Actions button and selecting Shipping Information.
Enter an estimated or scheduled delivery date. Click the Calendar Icon to select a date from the calendar that appears.
The Action button displays a menu with the following options:
If using the Consolidate Delivery Dates feature, the system checks for other orders scheduled for this customer.
This field is active when the order Fulfillment Method is set to Delivery. Specify the delivery status:
Scheduled - delivery date is a scheduled delivery date
Estimated - delivery date is only an estimate
As soon as possible - no delivery date provided at this time
Customer will call - no delivery date provided, customer will call
The default status depends on the Default Delivery Status field on the Logistics page 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.
The default response from the Ship Location field on the current order appears. You can edit this field, except for multi ship-to master orders.
The route code (if any) from the Zip Code Settings appears. The system checks the zip code from the Customer Settings. If no route code exists in the Zip Code file, this field is blank and you can enter a route code. If you click on the Search button, you access the Route Code Lookup window from which you can make a selection. If a route code appears in this field, you can click on the Action button to access a menu with the following options containing information on the current route code:
You may be required to enter security override credentials if the
Override Route on Sales and Service
Transactions field in Create
a User/Group Actions - Sales Security is not checked.
Once an order appears on a manifest, you cannot change the route.
Enter the scheduled pickup date for this order. This field is active only if the Fulfillment Method field is set to Customer Pickup.
This field is display only and is set to Scheduled. The pickup date is the scheduled pickup date.
This field is only active for pickup orders. Use the arrow to select the warehouse or store location where the customer wants to pick up this order. The default location is determined by the Customer Pickup field on the Inventory & Logistics page of Warehouse/Store Location Settings. If no location defaults, you must specify one before you can proceed to the next page.
At this and any other Location field, the list of locations
available to you may be affected by Regional
Processing restrictions.
Use this date to indicate when the customer prefers to receive the merchandise on the order. Ashley Furniture Industries (AFI) uses this date and attempts to ship merchandise earlier to meet the customer's requested date. However, this field can be used for informational purposes even if not using the AFI replenishment process. Click the calendar icon to select a date that is equal to or later than the order date. For Estimated or Scheduled orders, you can enter a requested date here in addition to the delivery/pickup date.
If Require Either Requested Date or Delivery/Pickup Date on Order in Point of Sale Control Settings is checked, and the order's delivery/pickup status is set to CWC or ASAP, you must designate a requested date or change the status to EST or SCH and specify a delivery/pickup date. If your control setting is not checked, entry of a Requested Date is optional, regardless of the delivery/pickup status.
InstructionsThis
field provides for entry of up to two lines, 30 characters each, of delivery/pickup
instructions.
Select this option to print extended shipping instructions. The Extended Instructions Text Box displays, providing for entry of additional shipping instructions. Click the Action button to edit any previously entered extended instructions.
Specify the code of the delivery contact status (if any) you want to assign to this order. Click the Arrow to select from a list of available contact statuses.
To update this field,
you must have clearance via the Change
Delivery Contact Status field
in the Create
a User/Group Actions - Sales Security settings. If no delivery
contact statuses exist in your system, this field is inactive.
This field is inactive until a contact Status other than "None" is selected. Enter the contact date or click the Calendar Icon to select a date from the calendar.
Use this optional field to enter an alternate name or a business contact name.
Print Exchange - Available in View an Existing Sales Order only. To print in this routine, you must first complete the order.
Split Exchange - This action is not available if the customer is not required to provide a valid address.
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.
Assign Payment Terminal - Select this option to access the EMV Terminal Selection screen, where you can view and edit the current payment terminal assignment.
If the original sales document you entered on the Customer page exists on the system, the Original Order Piece Selection screen appears listing the products purchased on the original sales order. Use this screen to record the items being returned. The Customer Name, Current Document, and Original Document display.
To
add or delete line items on orders to which deposits and/or financing
have been applied, user access must be granted via the Able to Delete
or Add Lines When Deposit Applied field in either the User
or User Group files.
For unqualified users, line items on such orders are inactive.
Indicate the code of the product being returned. Click the Search button to select a product from the Search for a Product window. If the camera icon is active, click on it to view a picture of the product. If the camera icon is inactive, no image exists for the product at this time.
If the original sales document for the return exists in the system, the Original Order Piece Selection appears to select the item(s) to be returned. Once selected, the returned item(s) are automatically populated into rows on this Merchandise page.
BrandOnce a product has been
selected, the product's brand name displays from product
settings.
Quantity ReturnedThis is the quantity of
the product that is being returned. If available, the quantity purchased
on the original order defaults in this field and can be changed.
The original selling price of the product, minus any adjustments, displays. The amount in this field cannot be edited.
The original selling price of the product, minus any adjustments, displays. The amount in this field can be edited.
If the returned product is a linked warranty and the Prorate Returned Warranties box is checked in the Point of Sale Control Settings then a prorated price is populated in this field. If your Change reduced warranty price; not exceeding original price User Sales Security setting is enabled, you can increase the prorated warranty price, up to but not exceeding the original price.
If you established a reduced return percentage in either Costing Control Settings or Group Settings, the reduced price of returned merchandise displays here. If you have permission via User Sales Security, Change reduced return price; not exceeding original price, you can increase the price refunded up to but not exceeding the original selling price, minus adjustments. The cost reduction does not change when you edit the reduced price.
Extended PriceThis field displays the
Unit Price multiplied by the Quantity Returned.
Use this field to change the reason the item is being returned. Click the Arrow to select from a list of available reason codes.
You
must have security permission via Create
a User/Group Logistics Security (or obtain manager override credentials)
in order to assign a restricted As-Is reason code. A restricted reason
code has the "This Reason is Used For" field set to "As-Is
Restricted" in Reason
Code Settings.
To receive the returned merchandise into As-Is A status of inventory. Most inventory is considered "regular" inventory. As-is inventory includes everything other than regular inventory, including floor samples, damaged and clearance items, etc.
inventory, check the box at this field. To receive the returned merchandise
into regular inventory, leave the box blank.
If the Return Pieces to As-Is
field is enabled in the Point
of Sale Control Settings, a check defaults at this field but you
can override it.
Click the Save + Add Another button to add the current item to the order and reset the product entry fields to null.
Click the Save button to add the current item to the order.
Click the Cancel button to clear the product entry fields and return to the Line Item Display.
After adding an item to the order, the line is checked to ensure the route
capacity has not been exceeded. If exceeded, a warning displays "Route
X is full for MM/DD/YYYY. Do you wish to override the capacity limit?".
If Yes is selected, the capacity limit is overridden, which requires permission
found in Override capacities when scheduling
routes that are full in Create
a User/Group Actions - Logistics Security; if No is selected, the
line is added to the grid as unscheduled. The warning appears every time
merchandise is added or changed that causes an increase to route capacity.
If the added or changed merchandise reduces the already exceeded route
capacity, no warning appears, even if the reduction still results in over
capacity.
Click the Add Item button to add another line item to the order. The product entry fields appear at the top of the screen to be populated by you. When the product information has been entered, click the Save + Add Another button to add the current item to the order and reset the product entry fields to null; click the Save button to add the current item to the order; or click Cancel to cancel entering a new item and return to the Line Item Display.
Click the Expand All Rows button to display the full line item information for all available rows in the Line Item Display.
Click the Collapse All Rows button to hide the additional line item information for all available rows in the Line Item Display.
The Line Item Display section of this screen shows each line item with its information contained in its own row. Rows cannot be edited; to edit information in a row, click the associated Edit button and the product entry fields in the top of the screen populate where they can be edited. The row being edited turns yellow to signify that its information currently is being changed. To remove an item from the Line Item Display (and from the order), click the associated Remove link to delete the row from the order.
Each row in the Line Item Display displays the following information about the product on the order:
Product
Description
Status
Return to As Is
Quantity Ordered
Unit Price
Extended Price
Click to display additional information about the line item. The following additional information appears:
Second Description
Vendor Model Number
Regular Selling Price
Brand
Click to hide the additional line item information.
Click the Remove button to delete the entire line item row from the order. A message appears confirming this action. Click "Yes" to proceed with the deletion or click "Cancel" to keep the line item return to the entry process.
After you add the returned-product information to the Line Item Display,
the Inventory
Selection screen may display in order for you to provide entry
of the
- Quantity
of the return product,
- Reference Number
(if applicable),
- Storage Location
(if tracked), and
- Reason Code
(reason for return).
Additional Line Item Details - a line must be selected in order to use this option
View Adjusted Pieces - Select to open the Original Order Piece Selection window.
Use the fields on this tab to specify the replacement merchandise.
Enter the product code of the replacement merchandise. When initially accessing the Sale Merchandise page, the program prompts:
Is this an even exchange? Yes No.
To default product information (for the first product entered on the Return Merchandise page), 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:
2020 Spaces Import - Use this action to import products and quantities directly into an order from a file provided to you by 2020 Spaces. When you select this option, a 2020 Spaces Import screen displays, where you select the 2020 Spaces file to be imported. STORIS uses the data in that file to populate the product line items on the order.
Choose Substitutions - select substitute products for component in component priced soft kit
Flexsteel Import - use to import the Flexsteel XML file
Pro Kitchen Import - import product data and populate merchandise lines from spreadsheet provided by Pro Kitchen (3rd party software).
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.
If
the Prompt
User in POS setting
in Advanced
Product Settings is activated, the Multiple
Selection Lookup Window displays when a product is added to the
exchange. You can then select one or more prep codes to be associated
with the line item. Please note, if prep codes were defaulted
based on the prep code setting in Advanced Product Settings, those
will show as already selected in this screen. The defaulted
codes may be deselected if needed.
DescriptionThe description of the
new replacement product displays from product
settings.
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.
Quantity AvailableThe quantity ordered that
is available at the stock location displays.
If available, the selling price fills in. You can override the default selling price for this replacement sale; note that this action inactivates the Discount Code field.
Extended PriceIn this field, the program
displays the Unit Price multiplied by the Quantity Ordered.
Indicate the code of the sales discount you want to apply to this line item. Click the Arrow button to choose an available discount code or, to apply multiple discount codes, click the extra actions button and select Enter Multiple Discounts Per Line.
any inventory formations associated with the product,
discount codes available to the current selling location, and/or
discount codes only available for As-Is/Saleable merchandise.
The extra Action button provides the following options:
Coupon Code Entry - Use this option to enter a coupon code for this line item.
Enter Multiple Discounts Per Line - Use this option to enter multiple discounts for this line item.
Override Discount Amount - Use this option to enter, accept, or override the discount amount.
The Coupon Code Entry window appears if the Activation
– Apply to Saleable Line Item Amounts
setting
and/or the Activation - Apply to
As Is Line Item Amounts
setting is checked, and the Only
Available to Link to Coupons
setting is also checked.
If the discount code selected 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" user
security setting or via a security override by an authorized user.
The ability to apply a discount to a quote prior to the starting date
of an advertised sale depends on the Sales Quote Starting Date field
in Sales Discount Settings.
If a Discount Code is applied before changing the Unit Price, a warning
message appears and the Discount Code is removed; the Unit Price remains
updated.
If a discount has been applied to the line item, the calculated or fixed discount amount displays here.
The fulfillment method defaults from the Customer page. If you specify Sales Order at the Order Type field, you can edit this field for a selected line item. You have the following options:
Delivery
Customer Pickup
Take-With
Direct Shipment
You cannot edit this field if the order is a quote, layaway, or multi-ship master. For Split Ticket order types, use this field to specify the line type. To convert all delivery lines on the order to a pickup or all pickup lines to a delivery, use the Convert Delivery/Pickup Lines options on the Actions button menu.
A product's settings in the Direct
Ship section of Advanced
Product Settings as well as the Direct
Shipments section of Point
of Sale Control Settings affect this field.
The default stock location is determined by first checking the Stock Location settings in the Inventory & Logistics page in Warehouse/Store Location Settings. If the Use POS Control Settings field is enabled for the selling location, the default stock location defers to the settings in the General page of Point of Sale Control Settings.
Here and at any other Location field, the list of locations
available to you may be affected by Regional
Processing restrictions.
The product's brand displays from the product settings.
The default ship-from location appears. You can edit the default for individual line items by clicking the Arrow button and selecting another ship location. 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 Pickup Location field on the Customer page. If you edit this field, the Pickup Location 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.
If a purchase order has been created for this product, the purchase order number displays here.
This field indicates whether or not the product being purchased is a special order product.
Use this field to indicate when the current line item is being delivered. Click the calendar icon to select a date from the drop-down calendar. Only dates for which there is available route capacity are eligible for selection.
If you click the Action button at this field, the following options appear:
Override Route Capacity Date - Use this option to select a date outside of the available delivery dates for a route that is otherwise full, thus overriding the route capacity date. If you do not have permission to override the route capacity date, a prompt appears to allow a user who has permission to enter their credentials. Permission to override the route capacity date is found at the Override capacities when scheduling routes that are full in Create a User/Group Actions - Logistics Security.
Select a Delivery Date - Use this option to select one of the delivery dates currently on the order.
Update Line Item Delivery Dates - This option is active if: 1) the "DELIVERY DATES - Allow multiple on order line" setting is checked in your Point of Sale Control Settings OR 2) the order line you are maintaining currently has multiple delivery dates. Use this option to select multiple delivery dates for the same line item.
Whether this field is active or inactive depends on several factors.
Click
here for more detail.
When initially adding a product to the order, the Fulfillment Date
field is inactive. All line items should be added to the order before
scheduling individual line items. Otherwise, the first delivery date
you enter for a line item becomes the default date for any subsequent
line items you add to the order.
This date displays by default if your Point of Sale Control Settings "ATP CALCULATION - Default display of ATC date in Point of Sale" field is not checked. This is a display-only field that provides the calculated date of availability for the selected line item. If the line item is reserved in full, the current date displays. If the line is not reserved in full, the next projected date of availability, as determined by the ATP calculation, is displayed.
If your Point of Sale Control Settings "DELIVERY DATES - Restrict based on available date" field is checked, a security override is required to perform the following:
Schedule a line item for a date earlier than that line's Available to Promise Date.
Schedule an order for a date earlier than the Available to Promise Date for any of the order's line items.
To toggle the view to display the Available to Customer Date, click
the Actions button at the top of the screen and select Toggle Display
of ATP/ATC Dates.
This date displays by default if your Point of Sale Control Settings "ATP CALCULATION - Default display of ATC date in Point of Sale" field is checked. This is a display-only field that provides the calculated date of availability for the selected line item. The date is based on both merchandise availability as well as delivery route capacities.
The system selects either the first open date on the order's route or the delivery date on the line (if the order is scheduled).
If the line item is reserved in full, the current date displays. If the line is not reserved in full, the next projected date of availability, as determined by the calculation, is displayed.
If your Point of Sale Control Settings "DELIVERY DATES - Restrict based on available date" field is checked, a security override is required to perform the following:
Schedule a line item for a date earlier than that line's Available to Customer Date.
Schedule an order for a date earlier than the Available to Customer Date for any of the order's line items.
To toggle the view to display the Available to Promise Date, click
the Actions button at the bottom of the screen and select Toggle Display
of ATP/ATC Dates.
Following entry of the product information, click the Save + Add Another button to add this item to the order and reset the product entry fields so another product can be entered. If this is a direct-ship order (Fulfillment Method = Direct Shipment), the Purchase Order Linkage Detail Maintenance screen appears, where you can edit the Scheduled Delivery Date, Vendor, and Purchase Order linking information.
Following entry of the product information, click the Save button to add this item to the order and list all products on the order in the Line Item Display section.
Click the Cancel button to clear the product entry fields and return to the Line Item Display.
Click the Add Item button to add another line item to the order. The product entry fields appear at the top of the screen to be populated. When the product information has been entered, click Save + Add Another to add the current item to the order and reset the product entry fields to null; click Save to add the current item to the order; or click Cancel to cancel entering a new item and return to the Line Item Display.
Click the Expand All Rows button to display the full line item information for all available rows in the Line Item Display.
Click the Collapse All Rows button to hide the additional line item information for all available rows in the Line Item Display.
The Line Item Display section of this screen shows each line item, along with information for that item, contained within its own row. Rows cannot be edited directly; to edit information in a row, click the associated Edit button and the product entry fields in the top of the screen populate where they can be edited. The row being edited turns yellow to signify that its information currently is being changed. To remove an item from the Line Item Display (and from the order), click the associated Remove button to delete the row from the order.
Product, Description, Fulfillment Method, *Status, Quantity Ordered, Quantity Reserved, Discount Code, Discount Amount, Unit Price, Extended Price. *Any one of the following can appear in the Status field:
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 - items on hold are not shipped, regardless of reservation or assignment. For example, if there are 5 items on an order but 3 are on Hold, no more than 2 (order quantity minus hold quantity) are shipped.
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 and with orders with a single delivery date to indicate that some quantity of the item is currently unscheduled
W – Linked warranty
Use these expanders to display/hide additional information about the product on that line. This additional information that displays is pulled from Product Settings and from the order; because of this, it cannot be directly edited here. The following additional information fields appear:
Second Description - This comes from the product record.
Vendor Model Number - This comes from the product record.
Special Order Information - This is from the Special Order Detail Information field in Special Order Entry.
Fulfillment Date - This is pulled from the Fulfillment Date field entered in the above entry section of the order.
Available to Promise Date/Available to Customer Date - This is pulled from the Available to Promise / Available to Customer field in the entry section of the order above.
Brand - This is pulled from the Brand field entered in the above entry section of the order.
Quantity Assigned - The number of available on-hand pieces applied to the order.
Purchase Order Number - This is pulled from the Purchase Order Number field entered in the above entry section of the order.
Regular Selling Price - This is from the Selling Price field in Product Settings.
Suggested Retail Price - This is from the Suggested Retail field in Product Settings.
Extended Suggested Retail Price - The current suggested retail price from the product record or, in the case of a configured product, the calculated price of the product excluding any current promotional pricing.
Click the Edit button to edit the row's contents. The row highlights in yellow and the row's information appears in the top of the screen to be edited. Note that the row itself (whether white or yellow) cannot be edited.
Click the Remove button to delete the entire line item row from the order. A message appears confirming this action. Click "Yes" to proceed with the deletion or click "Cancel" to keep the line item return to the entry process.
After adding an item to the order, the line is checked to ensure the route
capacity has not been exceeded. If exceeded, a warning displays "Route
X is full for MM/DD/YYYY. Do you wish to override the capacity limit?".
If Yes is selected, the capacity limit is overridden, which requires permission
found in "Override capacities when scheduling routes that are full"
in Create
a User/Group Actions - Logistics Security; if No is selected, the
line is added to the grid as unscheduled. The warning appears every time
merchandise is added or changed that causes an increase to route capacity.
If the added or changed merchandise reduces the already exceeded route
capacity, no warning appears, even if the reduction still results in over
capacity.
Right-Click Menu
Right-click menus are user-defined menus available in selected routines. The options listed below come delivered with STORIS, but you can edit these menus using the Dynamic Escape Settings.
Convert Delivery Lines - This option is available for sales orders and exchanges containing delivery line items (that is, delivery and split-ticket orders containing delivery line items.) Use this option to convert delivery order type lines to customer pickup lines. Exchanges set to Take With cannot be changed here, only before line items are added to the order. Once you select this option, the following prompt appears: Ready to convert Delivery to Pickup? Yes No. If you select Yes, the order type changes from Delivery to Customer Pickup for all delivery lines on the order.
Convert Pickup Lines - This option is available for sales orders and exchanges containing customer pickup line items (that is, customer pickup orders and split-ticket orders containing pickup line items.) Use this option to convert customer pickup order type lines to delivery lines. Exchanges set to Take With cannot be changed here, only before items are added to the order. Once you select this option, the following prompt appears: Ready to convert Pickup to Delivery? Yes No. If you select Yes, the order type changes from Customer Pickup to Delivery for all pickup lines on the order.
Enter a Discount on Multiple Lines - Select this option to apply a discount to all eligible lines.
Purchase Order - This option is available when a special order line item is selected. Use this option to create purchase orders for special order products. The program prompts: NNN Currently Available; NNN Net On Order. Do you want to create a purchase order. Yes No. The prompt displays the quantity of the selected special order product currently on hand and quantity currently on order. Answer Yes to create a new purchase order for the special order item. The purchase order number assigned to this order displays. If No is answered at the "create PO?" prompt, and there is quantity available in inventory, the program prompts: Stock available - Reserve Stock for this order? Yes No Cancel. In order to add the special order line item to the order, either a purchase order must be created or merchandise must be reserved. If No is answered at the "create PO?" prompt, the system displays a warning "Must either reserve or place on Purchase Order; all merchandise ordered."
If the Set Purchase Order to Hold field is active
in the Purchasing Control Settings, all special
order purchase orders created via sales order entry will be placed
automatically on hold. To process the purchase order, you must remove
the Hold status from the purchase order (via the Purchase Order Entry
program).
For purchase orders created on-the-fly Performed simultaneously, in the midst of another routine. For example, creating a new product during sales entry rather than leaving the sales process to create the product in product settings.
via sales order entry, non-inventory items require their own purchase
order (that is, you cannot mix inventory items with non-inventory
items).
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.
Exchange Number, Available Credit and Customer Name appear as read-only fields.
The subtotal discount amount on the sale portion of an exchange
will not exceed:
-the subtotal amount of the sale portion. If it does, the subtotal sale
discount amount is reduced to match the sale portion subtotal.
-the subtotal discount amount on the return portion of the exchange. If
it does, the subtotal amount of the sale portion is recalculated.
This applies to fixed discount amounts only; percentage discounts and line
discounts are not affected by this.
If an uneven exchange is made for merchandise of lesser value, all subtotal
discounts applied to the order are subject to the Amount
field of Minimum Eligibility
Required in Sales
Discount Settings. If this is the case, a message appears to alert
the user who can determine if the transaction should proceed as a Split
Exchange.
Merchandise SubtotalThis field displays the
total dollar amount of the return merchandise, before tax and discount
amounts are applied.
DiscountThis
field displays the total subtotal discount amount (if any) of the return
merchandise.
Delivery Charge Refund/Pickup ChargeA pickup
fee can be debited or refunded/credited. Refunds are entered as positive
dollar amounts, increasing the return total amount. Charges are entered
as negative dollar amounts, reducing the return total amount.
Installation Charge Refund/Restocking FeeA
restocking fee can be charged or credited/refunded. Refunds are entered
as positive dollar amounts, increasing the return total amount. Charges
are entered as negative dollar amounts, reducing the return total amount.
A restocking charge is automatically calculated if a value exists in the
Restocking Fee on Returns field
in Point
of Sale Control Settings. This amount can be overridden if the user
has permission as defined in Create
a User/Group Actions - Sales Security. A newly calculated charge overwrites
any previously overridden amount. Once a charge is manually overridden,
the charge is no longer recalculated. Overridden charges are updated to
the audit comments for the transaction.
Miscellaneous FeesIf any miscellaneous
fees were applied to the order, the total amount displays here.
Sales TaxIf the customer and/or
replacement products ordered are subject to tax, the running total of
calculated sales tax for this order displays here.
RETURN NET TOTALThis
field displays a running total of replacement merchandise on the exchange
order, including discounts applied and additional charges (sales tax,
delivery, installation charges). This total does not include deposits/financing
amounts.
Merchandise SubtotalThis
field displays the total dollar amount for the replacement merchandise
ordered, before tax and discount amounts are applied.
DiscountThis
field displays the total subtotal discount amount (if any) of the replacement
merchandise ordered.
Delivery Charge Refund/Pickup Charge
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 DELIVERY CHARGES - Apply to Direct Shipments 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.
Installation Charge Refund/Restocking FeeIf
applicable, an amount may be entered here to add an installation charge
to the order total.
Miscellaneous FeesIf any miscellaneous
fees were applied to the order, the total amount displays here.
Sales TaxIf the customer and/or
replacement products ordered are subject to tax, the running total of
calculated sales tax for this order will display here.
SALE NET TOTALThis field displays a
running total of replacement merchandise on the exchange order, including
discounts applied and additional charges (sales tax, delivery, installation
charges). This total does not include deposits/financing amounts.
Use this field to enter the payment/refund type. Either enter the type directly into the field or click on the Action button to access the Payment Summary Window in order to enter payments/refunds for this order.
Your
ability to enter refunds/payments as cash, check, third-party-financed,
credit card, or gift certificate depends on various system settings.
When issuing credit card refunds, the system does not credit funds
to the customer until you complete the customer return.
After the Payment Type Code for this Payment section has been specified, the total amount to be refunded to the customer appears in this read-only field.
To issue a refund check to the customer, check this box. When saving the entry, a confirmation prompt asks if a refund check should be created. If this box is not checked, the option to post an A/R credit is offered when saving out of the entry.
The Refund Check field in the Point of Sale Control Settings controls when this
prompt is available.
This field is inactive if the order is for a customer who is not
required to provide a valid address.
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.
After the Payment Type Code for this Financing section has been specified, the total amount to be returned to the finance provider appears in this read-only field.
This field displays the combined subtotal of the returned merchandise and the sale merchandise (both Merchandise Subtotal fields).
DiscountsThis field displays the
net subtotal discount amount for the sale merchandise/return merchandise.
Charges and FeesThis
field displays the net amount for charges and fees.
Net SaleThis field displays the combined net amount of
the Return
Net Total and the Sale Net Total.
The field displays any payments towards the Balance Due field.
Balance DueThis
field displays the total amount due to the customer, or due from the customer,
after payments/refunds/financing has been applied. If this is an even
exchange, the even exchange 0.00 amounts displays.
To print an exchange ticket for this order, check the box. Otherwise, leave the box blank. This field is active if:
The Prompt Ticket Print in Order Entry field in the Point of Sale Control Settings is set to "Deliveries Only", "Pickups Only", 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 in Create
a User/Group Actions - Logistics 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.
When finished entering data on the Payment screen, click the Save button at the top of the screen to process the exchange.
If an amount is due from
the customer, the program prompts:
Amount Due is NNN.NN. Continue?
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.
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.
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.
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?
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.
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.