Special Orders

Quick Guide LS Retail NAV 6.2

Author:

Date:

Arnbjörg J. Jóhannsdóttir, Guðrún Leósdóttir, Matthías E. Matthíasson 26.01.2011

© Copyright 2010, LS Retail ehf. All rights reserved. All trademarks belong to their respective holders.

Contents
1 Introduction....................................................................................................................... 1 1.1 The Purpose of this document ................................................................................. 1 1.2 Functional Overview ................................................................................................ 1 1.3 Definitions ................................................................................................................ 1 Setup .................................................................................................................................. 2 2.1 Special Order Setup ................................................................................................. 2 2.2 Store Ordering Setup ............................................................................................... 3 2.3 Item Ordering Restrictions ....................................................................................... 4 2.4 Payments ................................................................................................................. 6 2.5 Additional Charges ................................................................................................... 8 2.6 Retail Zones ............................................................................................................. 9 2.7 Estimated Delivery Date ........................................................................................ 10 2.8 Options ................................................................................................................... 11 2.9 Cancel Setup Lines ................................................................................................ 13 POS Commands for Special Orders ............................................................................. 15 3.1 POS Commands to Create Special Orders ........................................................... 15 3.2 POS Commands to Lookup Special Orders .......................................................... 16 3.3 POS Commands to Add Payment, Deliver and Cancel Special Orders ................ 17 Vendor Item Library ....................................................................................................... 18 Documents ...................................................................................................................... 21 5.1 Sales Order ............................................................................................................ 21 5.2 Purchase Order ...................................................................................................... 23 5.3 Transfer Order........................................................................................................ 24 Worksheets ..................................................................................................................... 25 6.1 Sourcing Worksheet ............................................................................................... 25 6.2 Transfer Worksheet ............................................................................................... 26 6.3 Order Worksheet .................................................................................................... 27 Cancel Special Order ..................................................................................................... 30 7.1 Mark Sales Line for Cancelation ............................................................................ 30 7.1.1 Cancel Special Order at POS .................................................................... 30 7.1.2 Cancel Special Order at BO ....................................................................... 31 7.2 Process Canceled Special Order ........................................................................... 33 7.2.1 Sourcing and Delivery Status..................................................................... 33 7.2.2 Refunding a Prepayment ........................................................................... 33 7.2.3 Canceled Special Order ............................................................................. 33 7.2.4 Process Canceled Special Order that has been sourced. ......................... 34 7.3 Canceling Additional Charge Line.......................................................................... 35 7.3.1 Additional Charge line linked to Sales line ................................................. 35 7.3.2 Additional Charge Line linked to Order. ..................................................... 35 Use Cases ....................................................................................................................... 36 8.1 Item Without Options: Sourcing from Vendor, Delivered from Store ..................... 36 8.2 Item with Option: Sourcing from Vendor, Vendor delivers to Warehouse and customer collects from there. ........................................................................................... 43 8.3 Cancel Special Order ............................................................................................. 47 8.3.1 Cancel an Order on POS ........................................................................... 47 8.3.2 Cancel Order in BO .................................................................................... 49

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Chapter 1 - Introduction

1

Special Orders Quick Guide

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1.1

Introduction
The Purpose of this document

The purpose of this document is to give a quick overview of the Special Order function. This guide includes information about settings for the functionality and forms and processes are described. In the last chapter, few use case are described. In this quick guide, fields in SPO forms are described excluding fields that are used frequently in standard NAV or LS Retail NAV and should be familiar to the user. Also if the same field is used in several forms it is described only in the first form in each chapter.

1.2

Functional Overview

Special Orders are a mechanism that allows users working on the POS and BO to create special orders for specific customers. Special orders will allow customers to order customized items based on their own preference – such as sofas with different types of upholstery for example. Special ordering is not limited to items that need to be customized; it can be used for all items on file. The orders can be taken either at the POS or via a sales order in the central database. Items can be sourced from different locations and warehouses. Some items can be sourced from the store itself, others from the warehouse or directly from vendor. Shipping is flexible as well – customers can choose to have the goods delivered directly to their home or pick them up either at the store or a warehouse. The system can be configured to ask for a pre-payment when making a special order, which can differ between different kinds of products. We had to modify the POS a bit in order to include special orders. The POS can now display which options are associated with each item in a special order. Vendor item library is included as a part of the special orders module. This means that you can include your entire vendor item catalogue in the library and introduce items into active lifecycle as needed.

1.3

Definitions

In this quick guide there are some new phrases that need to be explained briefly: Source By: Who is the provider of the item in the special order? Is the item being purchased from a vendor? Is it located in a warehouse or is it at the store? The answer is in this field. The location where the order is delivered from, to the customer. It can be either from a vendor, a warehouse or the store (either shipped or collected). The order can either be shipped to the customer or the customer collects it.

Delivered From:

Delivery Method:

Vendor Delivers to: If the item is sourced from a vendor: Does the vendor deliver the item to a warehouse, store or the customer? The answer is in this field.

Chapter 1 - Introduction

1

Special Orders Quick Guide

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2.1

Setup
Special Order Setup

Click on LS Retail – BackOffice, Setup, Special Order, Special Order Setup The form Special Order Setup, see Figure 1: Form Special Order Setup, contains basic setup for the Special Orders.

Figure 1: Form Special Order Setup

Fields in the form Special Order Setup: Vendor Item Library Nos.: Lot Nos. : Default In-Transit: Buyer ID: Buyer Group Code: The number series to be used when creating a record in the Vendor Item Library. The number series to be used when creating a Lot No. for an item with options. Default In-Transit location when an In-Transit location has not been defined between two locations. The Buyers ID that is populated to all Transfer and Purchase Order Documents created by sourcing process. The Buyers Group Code that is populated to all Transfer and Purchase Order Documents created by sourcing process.

Special Order Source Code: The Source Code that is populated to all Transfer and Purchase Order Documents created by sourcing process. Default Item Costing Method: Default costing method for item when a retail item is created from Vendor Item Library. Non Refund G/L Account No: The G/L Account to which the system should post the Nonrefund amount, when canceling a Special Ordered item with defined non-refundable payment. Same Address in Shipping: When this field is check marked, the address registered to the customer is used for shipping.

Chapter 2 - Setup

2

Special Orders Quick Guide

Create Item on POS:

When this field is check marked, an item can be created on the POS if it exists in the Vendor Item Library and has the status Available for use. Form with Special Order Detail appears when Total is pressed on the POS. Definition of a number series for customers created for Special Orders. Default Posting Group when customer is created for Special Orders. When a customer no. is inserted into this field then Special Orders are assigned to contacts instead of customer. Definition of a number series for contacts created for Special Orders. With this field checked, the price for an item with options is calculated from the price defined in the Vendor Item Library header in addition to the price defined for each option value that is selected. If this field is not check marked, the price is taken from the Retail Item Card and the selection of options has no impact on the price, even for a price of an item with a fixed option, see chapter 3, Vendor Item Library. The same as Use Item Library Unit Price but applies to the unit cost. The UOM for fixed options.

Show Details on Total: Customer Nos.: Default Cust. Posting Grp: Use one Cust. for Contacts: Contact Nos.: Use Item Library Unit Price:

Use Item Library Unit Cost: Fixed Option UOM:

Fixed Option Price Incl. VAT: With this field check marked, the manual input for fixed option price includes VAT.

2.2

Store Ordering Setup

Click on LS Retail – BackOffice, Setup, Special Order, Store Ordering Setup In the form Store Ordering Setup, see Figure 2: Form Store Ordering Setup, sourcing can be set up for each store, what sourcing options are allowed and the default values. A record for a store must exist in the Store Ordering Setup form so that a special order can be created at that store and sourced.

Figure 2: Form Store Ordering Setup

The default values in this form are the values inserted when a special order is created and also when Set Default Value is run from the form SPO Sales Line Information. Fields in the form Store Ordering Setup: Location Code: Source by Vendor: Contains the sales location of the store. Sourcing from Vendor allowed in Special Orders from this store.

Chapter 2 - Setup

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Vendor allowed delivering item to a customer. Whse Delivery Location Code: The default warehouse location the item should be processed through. Chapter 2 . the item included in the sale line cannot be ordered as a special order.3 Item Ordering Restrictions Click on LS Retail – BackOffice. Vendor allowed delivering items to store. Store Delivery Location Code: The default store location the item should be delivered from.Special Orders Quick Guide Source by Whse: Source by Store: Default Source by: Deliver from Vendor: Deliver from Whse: Deliver from Store: Default Deliver from: Sourcing from Warehouse allowed in Special Orders from this store. If the status of the line is Invalid. The default value for the field Deliver from. Store allowed delivering item to a customer. Figure 3: Item Ordering Restrictions To find Ordering Restrictions for the Sales Line. Item Ordering Restrictions The setup for item ordering restrictions is done in the form Item Ordering Restrictions. filters are applied to records in the SPO Item Ordering Restrictions form so that the values in the Item Category Code. The default value for the field Delivery Method. Product Group Code. Vendor allowed delivering items to customer. Special Order. and Location Code fields are either empty or match the values in corresponding fields in the Sales line. Warehouse allowed delivering item to a customer. Vendor allowed delivering items to warehouse. Sourcing from Store allowed in Special Orders from this store. If more than one line in the Item Ordering Restriction form matches. Can the customer have the order shipped to him from shipped from Store/Whse/Vendor. The default value for the field Deliver to. Delivery Method – Collect: Delivery Method – Ship: Default Delivery Method: Vendor Deliver to Whse: Vendor Deliver to Store: Vendor Deliver to Customer: Default Vendor Deliver to: Can the customer collect the order from the store/whse. Item No. The ordering restrictions in the matching record are used for the Sales line. 2. then the most specific record is used.Setup 4 . see Figure 3: Item Ordering Restrictions. The default value for the field Source by. Setup.

Fields in the form Item Ordering Restrictions: Item Category Code: Product Group Code: Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories. The field specifies where the Special Order Item will be sourced from. The record can either have the status Valid or Invalid for a Special Order. Item No. The user must also be careful that the settings in the Item Ordering Restriction form and the Store Ordering Setup form match.: Location Code: Status: Sourcing: Vendor: Whse: Store: Vendor Delivers to: The field specifies where the vendor is going to deliver the Purchase Order. is selected then the system should fill in automatically the values of the item to the Item Category and Product Group fields. The options are: None: The sourcing location has not been decided but needs to be resolved before the system can source the record in the Sourcing Worksheet. Whse: The vendor will deliver the Purchase Order to the warehouse specified in the SPO Whse Location field. Customer:The vendor will deliver the Purchase Order directly to the customer. the store or the warehouse according to the field Vendor Delivers to. This field is only used if the sourcing is done by vendor. and if empty then the record is valid for all locations. the restriction (see Figure 3: Item Ordering Restrictions) of that sale is that only sourcing from vendor is allowed while other items have no restrictions. Item No. Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups. and the order will be delivered to the customer. The options are: None: The sourcing is not being done by vendor or it has not been decided where the vendor should deliver the Purchase Order. The system will create a Purchase Order. field will source the item.Special Orders Quick Guide For clarification: If item no. The vendor specified in the Vendor No. 65000 is in a special order. Important Note: In the Item Ordering Restrictions form there must be a line where Item Category Code. Chapter 2 . The warehouse specified in the field SPO Whse Location will source the item and deliver (ship/collect) to customer or to the store according to the value in the field Deliver from.Setup 5 . The store of the Special Order will source the item. When Item No. and Location Code are empty and the Status is Valid. can contain a value for a specific item or be empty and is then valid for all items. The Location Code must be the sales location of a store or be empty. Store: The vendor will deliver the Purchase Order to the store in the Special Order. Product Group Code. Item No.

Setup. Special Order. Special Order. Store: The item will be delivered (shipped/collected) form the store of the Special Order. Payment Setup Lines The settings for Payment is done in the forms Payment Setup. Description of the Payment Profile. Payment Profiles Click on LS Retail – BackOffice. Vendor: The item will be shipped from vendor to the customer.4 Payments Click on LS Retail – BackOffice. The value of either the percentage or amount of the Order Entry Prepayment Limit.Value: Chapter 2 . Fields in the form Payment Profile: Code: Description: At Order Entry . The item has to be sourced by vendor. The options are: None: The location has not been defined. The store location the item should be delivered from The order can either be shipped to the customer or collected by the customer. This value has to be equal to or higher than the highest one in the fields At Order Entry – Value and At Purchase Order – Value. At Order Entry . The sourcing cannot be done until the value has been defined. The field At Delivery – Value reflects the minimum amount the customer must pay up front before the order can be finalized.Type: The code for a certain Payment Profile.Setup 6 . The value of this field has to be paid when the order is taken from the customer.Special Orders Quick Guide Deliver from: The field defines where the item is going to be delivered. Define whether the Prepayment Amount Limit at Order Entry is a fixed amount by choosing the option Amount or by having it as a percentage of the price of the item by choosing the option %. At Order Entry – Value is used to calculate the prepayment needed to finalize the Special Order at POS for further process in the system. Setup. Figure 4: Form Payment Profile The Payment profile setup is used to define how prepayments are calculated and handled during the Special Order process both on the POS and in the BackOffice. Whse: The item will be delivered (shipped/collected) from the warehouse specified in the field SPO Whse Location. (see Figure 5: Form Payment Setup Lines). (see Figure 4: Form Payment Profile) and Payment Profile Lines. Store Delivery Location: Delivery Method: 2. It is also used to define that some part of the prepayment is not refunded if the order is canceled. When delivering from the vendor the delivery method can only be shipped.

Value: Non Refundable – Type: Non Refundable . that is before transfer order or/and purchase order is created. The Payment Profile for the matching record is used for the Sales line. The customer has to have paid in total the value of this field before the order is sourced.Value: At Delivery Order . Define whether the Prepayment Amount Limit at Delivery Order Entry is a fixed amount by choosing the option Amount or by having it as a percentage of the price of the item by choosing the option %. If more than one line in the Payment Setup Lines form matches. Chapter 2 . The value of either the percentage or amount of the Purchase Order Entry Prepayment Limit.Setup 7 . Product Group Code. The value of either the percentage or amount of the Delivery Order Entry Prepayment Limit.Value: If the user wants to make sure that Non Refundable Amount can be retrieved if the order is canceled then the amount at the Prepayment Limit at the Order Entry has to be at least the same as the Non Refundable Amount.Type: At Delivery Order . item category and/or Location code in the Payment Setup Lines form. At Purchase Order . filters are applied to records in the Payment Setup Lines form so that the values in the Item Category Code. Define whether the Non Refundable Amount is a fixed amount by choosing the option Amount or by having it a percentage of the price of the item by choosing the option %.Special Orders Quick Guide At Purchase Order . The customer has to have paid in total the value of this filed before the item is delivered to the customer. To find Payment Profile for each Sales Line. product group. Figure 5: Form Payment Setup Lines The fields in form Payment Setup Lines are the same as in Item Ordering Restriction form except for the Payment Profile Code. The value of the Non Refundable Amount. then the most specific record is used. Item No. The Payment Profile is then assigned to certain item. and Location Code fields are either empty or match the values in corresponding fields in the Sales line. either amount or percentage.Type: Define whether the Prepayment Amount limit at Purchase Order Entry is a fixed amount by choosing the option Amount or by having it as a percentage of the price of the item by choosing the option %. see Figure 6.

(see Figure 6: Additional Charges). Special Order. This affects the prepayment profile since additional charge lines that are linked to an item have the same prepayment profile as the item that it is linked to. Vendor Code. Additional charge line can be added be added to sales lines. The charge type can only be amount and is independent of the quantity. This also affects cancelation of an additional charge line. Additional charges can be added as a fixed amount (multiplied by the quantity in the sales line) or as a percentage of the amount in the sales line. Product Group Code.5 Additional Charges Click on LS Retail – BackOffice. Item No. Additional charge line can either be linked to the item that triggered the charge or linked to the order. If there is more than one identical combination of Item Category Code. The price (additional charge cost) is taken from the field Charge – Value in the same form so that the price fields in the Retail Item Card have no impact on the additional charge cost. in the Additional Charge Lines form. They can also be added automatically or optionally on the POS. this additional charge is only added once to the order. and Additional Charge Lines. for example. be used to add special order charge to the order. If Only Trigger Once is selected. This can. Location Code and Retail Zone for the same Additional Charge Code the most specific record will be used.. Special Order.Special Orders Quick Guide 2. Figure 6: Additional Charges Additional Charge code is created in the form Additional Charges. (see Figure 7: Additional Charge Lines). one for each Additional Charge Code that exists. Additional Charge Lines The setup for additional charges is done in forms Additional Charges. Setup.Setup 8 . Additional Charges Click on LS Retail – BackOffice. Additional Charge appears in the Retail Sales Order as a separate sales line with an item no from the field Item No. Chapter 2 . Setup. Figure 7: Additional Charge Lines In the form Additional Charges the lines for Additional Charges are set.

Setup. 2. The additional charge lines need to be voided and reinserted. If the Additional Charge line is linked to the order then the user can define a Payment Profile in this field. When Item No. The value that is going to be the amount of the additional charge or the % value to be used to calculate the additional charge amount from the line amount. can contain a value for specific item or be empty and is then valid for all items.6 Retail Zones Click on LS Retail – BackOffice. for Charge: Charge – Type: Charge – Value: Description: Only Trigger Once: Action: Payment Profile: Additional Charges are only supported on the POS and not in the BackOffice where the additional charge lines have to be inserted manually. Retail Zones. Chapter 2 . Location Code must be the sales location of a store or be empty and if empty. for example to use additional charges to add different delivery cost for different zones or to calculate estimated delivery date in reference to the zone that the post code belongs to. Vendor Code can contain a value for a specific vendor or be empty and is then valid for all vendors. Specifies if the value field contain a % or amount value. Retail Zones can be used to group together different post codes. The options are Automatic and Ask.Special Orders Quick Guide The qty on an item cannot be changed when the item has additional charge lines linked to it and they appear on the POS in the item journal. used in the additional charge line on the POS. This can only be used when the charge is linked to order. Special Order. the Payment Profile is the same as for the item.: Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories. Additional Charge Code can contain a code to identify the type of the Additional Charge. Defines whether the additional charge is linked to the sales line for the item that triggered the additional charge line or to the order. This can be used in many ways. Description field to inform about the line. Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups. Retail Zones can be added to Retail Sales Order. Retail Zone can contain a value for specific Retail Zone or be empty and is then valid for all Retail Zones. Specifies whether the charge is added automatically or if it is optional. Item No. Vendor Code: Location Code: Retail Zone: Additional Charge Code: Links to: Item No. The item no. is selected. The additional charge can only be triggered once in a Special Order if the field is set to true. the record is valid for all locations.Setup 9 . Fields in form Additional Charge Lines Item Category Code: Product Group Code: Item No. Prepayment Profile can’t be chosen for an Additional Charge line that is linked to an item. the system should automatically fill in the values of the item to the Item Category and Product Group fields.

Product Group Code. which is accessed from menu button Retail Zones. Special Order. In this form. (see Figure 10: Form SPO Estim. Description of the connection of the Retail Zone Code and the Post code. In this form. that is different estimated delivery date for different combinations of the Item Category Code. Post Codes are added to a certain retail zone by entering post code to the form Retail Zone/Post Codes. Delivery Date List). Figure 9: Form Retail Zone/Post Code Fields in form Retail Zone/Post Code: Retail Zone Code: Post Code: Description: The code value of the Retail Zone.7 Estimated Delivery Date Click on LS Retail – BackOffice. The setup for Estimated Delivery Date is done in the form Estimated Delivery Date. SPO Estim.Setup 10 .. If a calculation of an estimated delivery date applies to more than one line in this form the most specific record will be used. (see Figure 8: Form Retail Zones). Location Code and Retail zones. of Post Codes: Shows the number of postcodes that have been connected to the Retail Zone. 2.Special Orders Quick Guide The setup up for Retail Zones is done in form Retail Zones. No. an estimated delivery date can be set for different records. Vendor Code. The Post Code that is connected to specific Retail Zone. Chapter 2 . Setup. Name of the Retail Zone. Figure 8: Form Retail Zones Fields in the form Retail Zones: Code: Description: Code value to identify the Retail Zone. Item No. By setting a value to one or more of these fields and defining a date formula. estimated delivery date is calculated for each sales line according to this setup. (see Figure 9: Form Retail Zone/Post Code). Delivery Dates. different zones are created by adding new code and description.

8 Options Click on LS Retail – BackOffice. the record is valid for all locations. the system should fill in automatically the values of the item to the Item Category and Product Group fields. Figure 11: Form Option List Chapter 2 . The setup for options is done in the forms Options List. Vendor Code can contain a value for a specific vendor or be empty and is then valid for all vendors. Setup. When Item No. Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups. is selected.Special Orders Quick Guide Figure 10: Form SPO Estim. Retail Zone can contain a value for specific Retail Zone or be empty and is then valid for all Retail Zones Date formula that is used to calculate the estimated delivery date of the Special Order.: Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories. Delivery Date List: Item Category Code: Product Group Code: Item No. Item No. (see Figure 11: Form Option List) and Option Value List. (see Figure 12: Form Option Value List). Vendor Code: Location Code: Retail Zone: Date Formula: 2.Setup 11 . Delivery Date List For example when the setup is as in figure 10 and item no 65030 is purchased. Location Code must be the sales location of a store or be empty and if empty. Fields in the form SPO Estim. For better clarification of options see Chapter 4: Vendor Item Library. the estimated delivery date would be 21 days for customer within retain zone Zone1 and 28 days within Zone 2 while estimated delivery date would be 15 days for other items and other retail zones. Options. can contain a value for specific item or be empty and is then valid for all items. Special Order. The date formula is used against the WORKDATE of the client.

These are the options that the customer can choose from for a specific option type. Values: The code for the option type for the Vendor Item Library. New option types are inserted into this form.Special Orders Quick Guide The Options List includes all options types for the Vendor Item Library. Description. (see Figure 14: Vendor Item Option Values). Description for the Option Type. Number of items in the Vendor Item Library that include this option type. (see Figure 13: Form Vendor Item Options). of Item Opt. Width. For each option type some option values must be created. In the form Option Type List. Price. Values and lists up where the option type is used for each option value and for each item. There are six predefined options for the fixed Input Type: Configuration ID. there are two drilldown forms. Length and Height. The form Vender Item Options. is accessed from the field No. of Item Opt. Number of how often option values for this option type are used. is accessed from the field No. Types: No. Is the option type a fixed option? Option values available for this option type. The form Vendor Item Options Values. of Item Opt.Setup 12 . Figure 13: Form Vendor Item Options Chapter 2 . of Item Opt. the option is a fixed option. Fixed Input: Fixed Input Type: With this field check marked. Figure 12: Form Option Value List The fields in the form Option Value List: Value: The options values available for an option type. The option values are created in the form Option Value List. (see Figure 12: Form Option Value List). Types and lists up where the option type is used. The fields in the Option List form are: Option Type: Description: Fixed Input: Available options: No. Vender Item Options and Vendor Item Options Values.

is selected.9 Cancel Setup Lines Click on LS Retail – BackOffice. Cancel Setup Lines The setup for Cancel Special Order is done in the form Cancel Setup Lines. and Location Code fields are either empty or match the values in corresponding fields in the Sales line. Fields in form Cancel Setup Lines Item Category Code: Product Group Code: Item No. Product Group Code can contain a value for a specific Product Group or be empty and then valid for all Product Groups. Product Group Code. Location Code: Chapter 2 . see Figure 15: SPO Cancel Setup Lines Figure 15: SPO Cancel Setup Lines To find cancel permission for the Sales Line. Setup. Item No. filters are applied to records in the SPO Cancel Setup Lines form so that the values in the Item Category Code. then the most specific record is used. When Item No. If more than one line in the SPO Cancel Setup Lines form matches. the system should automatically fill in the values of the item to the Item Category and Product Group fields.Special Orders Quick Guide Figure 14: Vendor Item Option Values The fields in the forms Vendor Item Options and Vendor Item Option Values are described in Chapter 4: Vendor Item Library. 2.: Item Category Code can contain a value for a specific Item Category or be empty and then valid for all Item Categories. The cancel permission in the field Cancel Permitted in the matching record is used for the Sales line. can contain a value for specific item or be empty and is then valid for all items. Special Order.Setup 13 . Location Code must be the sales location of a store or be empty and if empty. the record is valid for all locations. If no line in the Cancel Setup Line form matches the Sales Line then the default Cancel Permitted value is Always. Item No.

The options are Always.Special Orders Quick Guide Vendor Code: Cancel Permitted: Vendor Code can contain a value for a specific vendor or be empty and is then valid for all vendors. Table 1: Cancel Permission Cancelation Permitted Sales line has not been sourced Always Before Sourcing Never Cancelation permitted Cancelation permitted Cancelation not permitted Sales line has been sourced – Transfer Order and/or Purchase Order have been created. Table 1: Cancel Permission shows when a sales line can be canceled in regards to Cancel Permission setup and the status of the order.Setup 14 . Specifies whether sales line can be canceled or not. Cancelation permitted Cancelation not permitted Cancelation not permitted Chapter 2 . Before Sourcing and Never.

POS Commands for Special Orders 15 . Figure 16: POS Menu to create Special Order Table 2: POS Commands to create Special Orders Action SPO Actions Mark as Special Order Insert Customer information Add/Modify Options Additional Charges SPO Line Details Special Order Details Command MENU MARKSPO CUSTOMERSPO POPUPITEMLIBUPD ADDCHARGE POPUPSPODETAILS SPODETAILS Parameter SPO Chapter 3 .Special Orders Quick Guide 3 3.1 POS Commands for Special Orders POS Commands to Create Special Orders These are the POS commands that are used to create Special Order at POS and make changes from the default settings. see Figure 16: POS Menu to create Special Order and Table 2: POS Commands to create Special Orders .

Special Orders Quick Guide 3. both active Special Orders and Special Orders that have been posted. Figure 17: POS Menu for Special Order Lookup Table 3: POS Commands to lookup active Special Orders Action Find Special Order Find SPO by Order No.2 POS Commands to Lookup Special Orders These commands are used to lookup Special Orders on POS. SPO by Customer List Command MENU FINDPOSTEDORDER FINDPOSTEDORDER FINDPOSTEDORDER FINDPOSTEDORDER Parameter POSTORDLUP 1 2 3 4 Chapter 3 . Find SPO by Order List Find SPO by Contact No. The Order List lookup is not available when using Transaction Server. SPO by Contact No. Find SPO by Contact List Find SPO by Customer No. see Figure 17: POS Menu for Special Order Lookup. Find Pst. SPO by Contact List Find Pst. Table 3: POS Commands to lookup active Special Orders and Table 4: POS Commands to lookup posted Special Orders.POS Commands for Special Orders 16 . Find SPO by Customer List Command MENU FINDORDER FINDORDER FINDORDER FINDORDER FINDORDER FINDORDER Parameter ORDLOOKUP 1 2 3 4 5 6 Table 4: POS Commands to lookup posted Special Orders Action Find Posted SPO Find Pst. PO by Customer No. Find Pst.

deliver and cancel Special Orders Action Add Payment Deliver Cancel items Command ADDPP COLLECT SPOCANCELLINE Parameter Chapter 3 . deliver and cancel Special Orders.3 POS Commands to Add Payment. Deliver items.POS Commands for Special Orders 17 . Cancel and Refund Items from the Order Status Window. Deliver and Cancel Special Orders These commands are used to add prepayment or fully pay the Special Order.Special Orders Quick Guide 3. Figure 18: Order Status Menu Table 5: POS Commands for adding payment. see Figure 18: Order Status Menu and Table 5: POS Commands for adding payment.

VAT: Unit Cost: Option types for this Vendor Item Library. With the special order functionality. Other fields in the VIL card header are the same as in the Retail Item Card. VAT for this option value. for this table with several possible combinations of legs and table tops instead of one item no. (see Figure 19: Form Vendor Item Library). birch or oak. Items with options are items customized for the customer and are not available on stock. Chapter 4 . The header in the Vendor Item Library Card contains many of the same fields as the form Retail Item Card. Figure 19: Form Vendor Item Library The Vendor Item Library Card is similar to the Retail Item Card with the addition of options. which is a Table with table top sized 60 cm x 120 cm. Special Order.Vendor Item Library 18 .Special Orders Quick Guide 4 Vendor Item Library Click on LS Retail – BackOffice. The table top can either be made of oak or birch. The sub-form in the Vendor Item Library Card form includes following fields: Option Type: Option Value: Description: Unit Price Incl. that is. either at warehouse or store. Unit price incl. An example of item with options is Vendor Item Library VIL00002 Table GLO. The customer can choose whether he wants the table legs made of steel. This price calculation is only valid if the field Use Item Library Unit Price in the form Special Order Setup is check marked. Vendor Item Library Card. Items with options are created in the form Vendor Item Library Card. The final price of the table is decided from the unit price from the header of the VIL in addition to option chosen (price in the form Vendor Item Option Values). With the use of VIL there is one item no. Description of the option value. for each combination. if the item can be sold. The field Available for Use in the Vendor Item Library Card is used to indicate whether the item in the Vendor Item Library can be created as an item or not. These items are always sourced from Vendor. Unit cost for this option value. it is now possible to create an item with options. Option values for this Vendor Item Library.

the option is fixed.Special Orders Quick Guide Unit Price Excl. Sequence No. In which order will the option type appear on the POS. option types from the form Option List can be added to the Vendor Item Library by pressing lookup in the Option Type field. selection field in the form Vendor Item Option Card. (see Figure 21: Form Vendor Item Option Values). The option value Price overwrites all price setup if the field Use Item Library Unit Price in the form Special Order Setup is check marked. opens. The form is accessed by pressing the menu button Edit Options in the Vendor Item Library Card. Available Options: How many option values are available for the option type. Fixed Input: Fixed Input Type: An option type that is fixed is different from standard options type. Values are added to each Option Type and that is done by selecting menu button Option. There are six predefined fixed option types: Configuration ID. Figure 21: Form Vendor Item Option Values The fields in the form Vendor Item Option Values: Default Option: With this field check marked. If a fixed option type Chapter 4 . Option Values from the form Option Value List can be added to the option type by pressing lookup in the Option Type field. The options are added to the Vendor Item Library in the form Vendor Item Options. When buying an item with a fixed option. Price. Description. Price. one or more predefined option values can be selected as option value(s). It has six predefined option values: Configuration ID. By pressing Option Values the form Vendor Item Option Values. a mandatory input is required for all option values set for this item. With this field check marked. Figure 20: Vendor Item Options The fields in the Vendor Item Options form are: Mandatory Option: Is the option type mandatory? This field is not editable and takes its value from the Min. Description. When setting up a VIL with fixed option type. In this form. (see Figure 20: Vendor Item Options).Vendor Item Library 19 . Length and Height. Width. In this form. Length and Height. VAT: Unit price excl. Width. VAT for this option value. this option value will be used as a default value but the option value can be changed at the POS or in BO.

The field Available for Use in the Vendor Item Library header must be check marked so that an item can be created. the field Multiple Selection should not be check marked and this field will automatically have the value zero. an option value does not have to be selected for this option type. An example of use for fixed options is if there is a catalog from a vendor that has not been inserted in the Vendor Item Library. For an item to be created at the POS. Changes are made in the Retail Item Card and the changes can be synchronized by selecting the menu button Item and press Synchronize With Item. ID). This number cannot be modified on the POS in current system. Multiple Selection: If it is allowed to choose more than one option value for the option type. This field is only editable if the Multiple Selection field is check marked. Figure 22: Form Vendor Item Option Card The fields in the form Vendor Item Option Card are: Description: The text that appears on the POS when the option values are chosen. Configuration ID and Description for this item. When an item in the Vendor Item Library has been created as a Retail Item. the value in this field should be at least one. description and a price from the catalog are manually inserted.Vendor Item Library 20 . the field Create an Item on POS in the form Special Order Setup has to be check marked. Selection: Minimum selection of option values for the option type. Min. If the value is zero. Chapter 4 . most of the fields in the header of the Vendor Item Library become non-editable.Special Orders Quick Guide has not been created. Selection: Maximum selection of option values for the option type. a special order can be created for an item from the catalog where the input in the order is the ordering number from the catalog (Config. By setting the option value Price. Max. Prompt: The text in this field appears on the Options form on the POS as a description of the option type. An item can either be created from Vendor Item Library on the POS or by selecting the menu button Item and press Create Retail Item. If the option type is mandatory. When only one option value is to be selected for an option type. it can be done automatically by selecting the menu button Functions and press Options. (see Vendor Item Library VIL00003 in the Demo Data). Other settings for the option type are done in the form Vendor Item Option Card. Quantity: The default quantity of the option type in the sales line. (see Figure 22: Form Vendor Item Option Card). This form is accessed from the menu button Option in the form Vendor Item Options. Create Default Fixed Options.

If the Special Order is entered in BackOffice and there is a Payment profile defined for the ordered Items. is created either by entering it in BackOffice or at the POS. the user must enter the prepayment amount in each Sales line and post the Prepayment invoice manually before the SO can be released and processed further. Chapter 5 . These fields can be modified in the Retail SO form on the Special Order Menu. Figure 24: Form Retail Sales Order The processing of SPO entered at POS automatically posts necessary prepayment invoice to be applied against any prepayment associated to the POS Transaction in Statement Posting process.Documents 21 . the system automatically creates a Retail SO marked as SPO. When a POS Transaction marked as Special Order (SPO) is processed in the sourcing worksheet.1 Documents Sales Order The Retail Sales Order. (see Figure 23: Part of Sourcing Worksheet). Figure 23: Part of Sourcing Worksheet The SPO fields from the POS Transaction are transferred to relevant fields in the SO Header and SO Lines during the process.Special Orders Quick Guide 5 5.

The Additional Information form is used to define sourcing and delivery for each line on the SO. If an Item associated to a Vendor Item Library is selected in the sales line. When selecting such a location the system automatically ticks the Retail Special Order field in the Sales Order Header which will be treated as such. The Order Lines are filled out. Additional Information regarding sourcing. the user has to define how the Order should be processed regarding sourcing and delivery. On the menu button Line are menu items to access the Line properties added to the standard Sales Line properties. such as Options for Vendor Item Libraries. Chapter 5 . delivery and prepayments.Special Orders Quick Guide This value is calculated in the Additional Information form and can be modified there. the Option configuration appears. Status Lines and Payment Lines. either by using normal Retail Items of items attached to Vendor Item Library with various Options. For each line in the sales order. To define a Retail SO as a Special Order the location selected on to General tab must be defined as a Store location and marked as Special Order Location.Documents 22 .

Figure 25: Form Retail Purchase Order Chapter 5 . the system creates a Purchase Order to the Vendor defined in the Special Order Additional Information. where all necessary prepayments have been sourced and Sourcing = Vendor is sourced. This Purchase Orders marked as Retail Special Order and the items on the PO are reserved for the Special Sales Order lines in question.Documents 23 . The Purchase Order is processed in the same manner as other Purchases in the system. SO Line with status lines cannot be processed further.Special Orders Quick Guide When all fields have been filled out.2 Purchase Order When a Special Order. the line has to be Checked before the item order can be processed further. against defined Item Restrictions and Store Ordering Setup and status lines are created to show what is wrong if anything fails the check. The system automatically checks the line when the form is closed if it has not already been checked. 5. The Purchase Order is assigned to the Buyer ID and Buyer Group Code defined in the Special Order Setup. The sourcing and Delivery combination selected is checked against each other. The SO can be modified at all times but it is not recommended to modify it if all Lines have been sourced.

Figure 26: Form Transfer Order Chapter 5 . also trigger Transfer Orders to be created. This is done to keep track on all sales regardless of how the customer receives the goods. These need to be posted (shipped and received) before the Special ordered item is available to collect at the store or finalized in the Order Worksheet. 5. need also to be purchased and transferred trough the Special Order system where the actual Sale must be finalized.Special Orders Quick Guide Note that Special Orders with Delivery Option by Vendor. the customer collects the goods at the Vendors site. that is.Documents 24 .3 Transfer Order Special orders that are sourced from Vendor to Store via Warehouse (Vendor delivers to = Store) or directly from Warehouse.

Sourcing Worksheet. Error List: If an error occurs when pressing Process Transaction then transactions that can’t be processed are listed up in the Transaction Order list form. Figure 27: Form Sourcing Worksheet The Sourcing Worksheet contains sales lines from orders that are Special Order and have not yet been sourced. Sales Orders from POS do not appear in the Sourcing Worksheet unless Process Transaction is pressed but orders created at BackOffice automatically appear in the Sourcing Worksheet by refreshing the form. the sales order gets the status Info. This action can be executed as a Scheduled job. This action can be executed as a Scheduled job. The sales lines can be filtered by locations code and/or by sourcing status.Missing because Deliver from is Vendor and Delivering Method is Collect and when delivering from vendor it is only allowed to ship the order. Missing and the sales line cannot be sourced. Special Order. Chapter 6 . The form Sourcing Worksheet is a worksheet that is used to handle Special Orders before sourcing.1 Worksheets Sourcing Worksheet Click on LS Retail – BackOffice. When the sales line is correct. An example of this is the second line in Figure 27: Form Sourcing Worksheet.Special Orders Quick Guide 6 6.Worksheets 25 . the line gets the status Info. is the sourcing according to setup (see chapter 2 Setup). (see Figure 27: Form Sourcing Worksheet).viewing and adjusting Retail Sales Orders Source Special Orders The menu button Function contains four menu items: Process Transaction: This collects Special Orders from the POS and creates Retail Sales Order. that is. and if all necessary information exists in the order. The Sourcing Worksheet is designed to be used at Head Office database and the main purpose of it is to: Collect Special Orders from POS and create Retail Sales Order Performing an Error Check . If some errors are detected in the error check they are displayed as a status line. Check: This performs various checks to see if the sales lines are ready for sourcing. it gets the status Ready for sourcing.

: The number of Status Lines for the Sales Order Line. On the right panel of the Sourcing Worksheet the user can access: Sales Order Document for the selected line. (see Figure 28: From Transfer Worksheet). select menu button Functions and press Process. Location Code of the Sales Order Line. Chapter 6 . Sourcing a Sales line includes creating a Transfer Order or/and Purchase Order documents with reservation. To update status on Transfer Orders or add them to the Transfer Worksheet. When a Transfer Order receives the status Shipped it disappears from the Transfer Worksheet. Option Lines for the selected line if the item has options. This action can be executed as a Scheduled job Fields in the form Sourcing Worksheet: Document No. Figure 28: From Transfer Worksheet The Transfer Worksheet is designed to be used by warehouses in the Head Office database. Special Order. the Special Order Sourcing Status: The field shows the status of the sourcing process. 6. When the sales line has been sourced it gets the status Sourced. The number of the item being ordered.Missing.: Location Code: location code for the store Sales Order Document number. Cancelled. The options for sourcing status are: New. On hold.Special Orders Quick Guide Sourcing: This sources the sales lines that have the status Ready for sourcing. Transfer Orders in the Transfer Order Worksheet can be filtered by location code or/and Transfer status. disappears from the Sourcing Worksheet and appears in the Order Worksheet. Status lines for the selected line if there are some actions that need to be corrected before the record can be sourced. Ready for Sourcing and Sourced. Transfer Worksheet.Worksheets 26 . Vendor Item Library Card (if the item is a Vendor Item Library record).2 Transfer Worksheet Click on LS Retail – BackOffice. Additional Information for the selected line. Item Card for the selected line. Info. Status Lines: No. The form Transfer Worksheet is a worksheet that contains all transfer order for special orders. In this panel sourcing information are also displayed.

Name of the store’s Special Order location.3 Order Worksheet Click on LS Retail – BackOffice. The sales lines can be filtered by locations code. (see Figure 29: Form Order Worksheet). Figure 29: Form Order Worksheet The Order Worksheet contains sales lines from orders that are Special Orders and have been sourced. Order Worksheet The form Order Worksheet is a worksheet that is used to handle Special Orders after sourcing. Special Order.Special Orders Quick Guide From the right panel. Ready for Picking. See Transfer Order documentation for more detail. The store’s Special Order location the Transfer Order is going to be delivered to. Released or Shipped.Worksheets 27 . of the Purchase Order Document that is reserved against the Transfer Order. The warehouse the Transfer Order is going to be delivered from. The Document No. Transfer-to Code: Transfer-to Name: Status: Is Available: Purchase Order No. The field is used to control the Transfer Order process in the Special Order Transfer Worksheet. delivery method and delivery Chapter 6 . The values are: Waiting. see the part the user can access: Transfer Order Document for the selected line Purchase Order Document connected to the selected line Fields in the form Transfer Worksheet: No.: 6.: Transfer-from Code: Transfer Status: The Transfer Order Document number. The value of the field Status – Open or Released (standard Dynamics NAV field). Shows true if the all outbound Transfer Order Lines are reserved against an Item Ledger Entry.

When they have been processed. Delivered or Cancelled). appears and a delivery reference no. If the delivery status is Waiting the transfer order or/and purchase order have not been processed but when they have been correctly processed. Warehouse Pick. Option Lines for the selected line if the item has options. Ready to Deliver. Payment Pending. can be inserted there (optional). The user chooses in the Order Worksheet one or more line from the same order. Item Card for the selected line. Vendor Item Library Card if the item is a Vendor Item Library record. the last line must be done by Post Order. A Delivery document can be printed from the Order Worksheet. If an order contains lines with a different delivery location code. When an order has been collected on the POS. of the Retail Special Order line. The location would be warehouse or store according to the field Deliver from field. the delivery status of the sales line is updated. Show the difference if the current payment of the Sales Order is less that the Payment Delivery Limit of the Sales Order. The Document No. When posting a Retail Sales Order a Reference Entry form.Worksheets 28 . the sales lines get the status Ready for delivery and the item can be delivered to the customer. The location that the item is to be delivered to. The Order Worksheet is designed to be used at location from which Special Order is to be delivered.: Purchase Order No. Additional Information for the selected line. keep track of the delivery status and post the sales order/line when the item has been delivered to the customer By selecting the menu button Function and pressing Process. The field will show the status of the delivery process (Sourcing. The main purpose of the Order Worksheet is to keep an overview of all sales orders that have been sourced. Delivery Status: No. orders that have been sourced are imported in the Order Worksheet and the status of current sales line is updated. Fields in the form Order Worksheet: Document No.: Delivery Location: Sales Order Document number. The Document No.: Delivering Method: Payment Pending: Transfer No. The Item No. Transfer Orders and Purchase Orders can be accessed from the Order Worksheet and processed. the lines must be posted separately but when posting. Ready for Partial Delivery. the user can access: Sales Order Document for the selected line. Chapter 6 . This done from the menu button Print and then press Delivery Document.: From the right panel. One of the other delivery statuses is Payment Pending which means that the sales line has a prepayment before delivery requirement that has not been paid. of the Purchase Order Document that is reserved against the Sales Order Line. Waiting. Orders that are processed in the BackOffice are posted in the Order Worksheet by selecting the menu button Functions and pressing either Post Line or Post Order. of the Transfer Order Document that is reserved against the Sales Order Line.Special Orders Quick Guide status. it is posted automatically when Process Transaction (in the Sourcing Worksheet) is run. The field defines how the item is delivered to the customer (ship/collect).

Purchase Order Document according to the reservation lines.Worksheets 29 .Special Orders Quick Guide Payment Lines for the selected line. sourcing information is also displayed. In this panel. Transfer Order Document according to the reservation lines. Chapter 6 .

The user can cancel one or more sales line in the order.Special Orders Quick Guide 7 Cancel Special Order Special Orders can be canceled and refunded according to the Cancel Setup Lines and the Payment Profile. The sales lines are marked for cancelation. Order No.Cancel Special Order 30 . 7. The cancelation process varies with different Sales Order. prepayments and is partially nonrefundable is a more complex process.1 Mark Sales Line for Cancelation Cancel Special Order at POS Click on LS Retail – POS. Find Special Order.1. POS Client. additional charges. Special Order sales lines can both be marked for cancelation at POS and at BO but the cancelation process is done in BO. Then click Cancel Items on the Order Status popup window and the Select lines to Cancel window appears.1 7. prepayment refunded if it exists and canceled sales lines are processed. Figure 30: Order Status popup window Chapter 7 . Cancelation of Sales Order with a single line that has no prepayment is relatively simple while canceling sourced sales line in an Order that includes many items.

Note: Order can’t be canceled at POS unless Retail Sales Order has been created.Special Orders Quick Guide Figure 31: Select Lines to Cancel Select lines to cancel and press OK. 7.2.Cancel Special Order 31 . Chapter 7 . When Cancel Line is pressed then the form SPO Confirm Cancel Line appears.1. Cancel Line. Chapter 7. Retail Special Order. The rest of the cancelation process will be completed in BackOffice. This is done line for line by pressing Menu Button Line. If there has been a prepayment paid for the canceled item and the refunded amount is not added as payment to the rest of the order then the refundable amount will be paid to the customer. Only sales lines that are allowed to cancel are listed up in the Select Lines to Cancel window but the user can see all sales lines in the order by pressing Order Details in the Order Status Window.2 Cancel Special Order at BO Retail Sales Order is used to cancel Special Orders at BackOffice. The user has to confirm the cancelation.2 includes more detailed information about how prepayments are refunded. This form appears for the user to confirm the cancelation and it gives the user payment and refund information.

Total Prepayment for the item that is selected for cancelation. VAT: Line Amount on Linked Lines: Total Payment for Line: Total Payment on Linked Lines: Non Refund Amount: Non Refund Amt. charge lines linked to the sales line. Payment – Non Refund. The total amount that the customer has to pay for other sales lines in the order before the items are delivered to him. Line amount for the item that is selected for cancelation. charge lines that are linked to the line that is being canceled. for the line to be canceled. Item No. This amount is the difference of the Prepayment paid for this lines and the Prepayment limits at Delivery Entry. The refundable amount.Cancel Special Order 32 . Difference.: Description: Line Amount Incl. This amount will not be refunded for the item that is selected for cancelation. charge lines that are linked to the line that is being canceled. on Lined Lines: The Order No. This amount will not be refunded for the add. Description of the Item. that is difference between the Prepayment Amount and the Non Refund Amount for both the item selected to be canceled and the add. Total amount for add. charge lines that are linked to the item selected for cancelation.Special Orders Quick Guide Figure 32: SPO Confirm Cancel Line form Field in form SPO Confirm Cancel Line Document No. Line amount for add. If the Item will be canceled then add. charge lines linked to the sales line will also be canceled.: No.: Amount Unpaid on Other Lines: Chapter 7 .

7. so that the Delivery Status can be set to Canceled. If the sales line has not been sourced then the Delivery Status is also set to Canceled. as the original Retail Sales Order and is a simpler version of the Retail Sales Order form. New payment lines are created for the refunded amount.2. to be Distributed to other lines then the difference is added as to the Customer Account. the Sales line and linked lines are marked for cancelation. Chapter 7 . to be Distributed to other lines: The refundable amount for the canceled lines is distributed to other lines if the Amount Unpaid on Other Lines is greater than zero.3 Canceled Special Order When a sales line is canceled a Canceled Special Order is created and can be accessed from LS Retail – BackOffice.4.2.2. If a part of the prepayment is not refunded because in the setup a non-refundable amount is defined then a Retail Sales Order for the Non Refundable Amount is created and posted.Cancel Special Order 33 . that is credit payment line is created for the canceled line and if the refunded amount is added to other sales lines in the order then a new payment line is created for amount added as payment. see chapter 7. Next chapter will describe the BackOffice Cancelation process.1 Process Canceled Special Order Sourcing and Delivery Status When a sales line is marked for cancelation then the Sourcing Status is set to Canceled and if prepayment exists then it is refunded.2 7. The Sales line can’t be fully processed for cancelation until both Sourcing Status and Delivery Status is set to Canceled..2. If the refundable amount is greater than the Amt. If the sales line has been sourced then the user has to manually handle some actions before the order can be fully processed for cancelation.2 Refunding a Prepayment When a prepayment has been paid for the canceled sales line then a Credit Memo Invoice is created for the existing Prepayment Invoice and a new Prepayment Invoice is created for the remaining amount if the order has some other lines that require a Prepayment Invoice. Canceled Special Order. Amount to Customer Account: After cancelation has been confirmed by pressing OK on the SPO Confirm Cancel Line form.Special Orders Quick Guide Amt. History. 7. Setting Delivery Status to Canceled is either done when the cancelation is confirmed or after pushing Process Transaction in the Sourcing Worksheet. In some cases the order is fully processed for cancelation when the OK button is pressed in the SPO Confirm Cancel Line form. The Canceled Special Order has the same No. see Figure 33: Canceled Special Order. Special Order. 7.

Figure 34: Canceled Special Order . Chapter 7 .Menu button Order and Line. Cancel Reservation.Special Orders Quick Guide Figure 33: Canceled Special Order Additional Information.2. The sales line cannot be processed for cancelation until all linked reservation entries have been canceled and if the item is an option item then the item tracking line also have to be deleted. see Figure 34: Canceled Special Order . Line. The user has to manually created Transfer Order if he wants to relocate the item somewhere else. Payment lines and Options for the Sales Line can be accessed from the Canceled Special Order form.Cancel Special Order 34 .Menu button Order and Line 7.e. can the purchase order be canceled.4 Process Canceled Special Order that has been sourced. do we want still want to buy the item from the vendor and if so do we want to keep it in stock at the warehouse or in the store? When a sales line has been sourced then Purchase Order and/or Transfer Order has been created with reservation entries attached to it. To cancel Reservation Entries press Function. Reservation Entries. Some questions have to be answered i. The form also includes a link to Shipments and Invoices that are linked to this order. When a sales line has been sourced then the user has to manually handle part of the cancelation process because the status of the order can be at various stages. Reservation Entries for Retail Sales Order are canceled from the Reservation Entries form that is accessed from the Retail Sales Order form. Reservation Entries for Retail Purchase Order are canceled the same way but Reservation Entries form is accessed from the Reserved Quantity Inbnd. and Reserved Quantity Outbnd fields for the Retail Transfer Order.

Special Orders Quick Guide The Item Tracking Lines form can be accessed from the Retail Sale Oder form. Additional charge line that is linked to the order is canceled if the rest of the order is canceled but if the user wants to cancel only that line then it is not possible unless the line was added by option. Chapter 7 . depending on the status of the order and decisions about where to store the item. 7. Line. 7.Cancel Special Order 35 . Item Tracking Lines.3. If the additional charge line is linked to a sales line then the cancel permission is the same as the cancel permission for the sales line it is linked to. The Item Tracking Lines for the order are deleted from the form.3 7.3.2 Additional Charge Line linked to Order. Item Tracking Lines for Retail Purchase Order and Retail Transfer Order are deleted in the same way.1 Canceling Additional Charge Line. Additional Charge line linked to Sales line When an additional charge line is added to an order the cancelation permission depends on the whether the additional charge line is linked to a sales line or to the order. When Reservation Entries and Item Tracking Lines have been deleted Purchase Order and/or Transfer Order can be deleted.

Figure 35: Regular Retail Item selected. In this case use item 65000.Use Cases 36 . Use Staff id 101. In the Pop-Up. press the Special Order button and select Customer Information. Select Item 65000 on POS. Set POS Local Setup on Store S0009 and Terminal Number P0023. 8. Figure 36: Customer Registration Chapter 8 .Special Orders Quick Guide 8 Use Cases In this chapter some use cases will be displayed by going step by step through the process.1 Item Without Options: Sourcing from Vendor. the user can either select an existing Customer or create a new one by entering the Information needed to create a Customer Account. Select customer 10000. Delivered from Store Normal Items can be used for Special Ordering with Prepayment Profile and Item Ordering Restrictions.

The POS now displays SPO information for all items in the transaction for review. Amount and Prepayment amount required.Special Orders Quick Guide Fill out at least one Phone number on the Contact tab. The system creates a Sales Order for the customer and posts a Prepayment Invoice for the total amount of the order. according to Store sourcing setup. Order Checked The SPO line is now ready to be sourced. Now the POS line shows Item description. Press Process Transaction in the Sourcing Worksheet. From Vendor 44000 who delivers the ordered item to the Store where the customer collects it. Press OK through the remaining tabs and close the Pop-Up. Figure 37: Special Order Details Press Back and then Total. When closing the Pop-Up. The sourcing fields on the SPO are. Calculate and post a Statement for Store S0009. This can be modified by a user with manager privileges by selecting the SPO Line Details button. The Deposit paid by the customer is posted as a Payment.Use Cases 37 . Run the Check function on the Sourcing Worksheet. Figure 38: Sourcing Worksheet. select Cash and post the sale. Chapter 8 . the amount required as deposit is displayed.

Additional Information Select the function Source on the Sourcing Worksheet. Function button. The Line pane on the Order Worksheet shows all necessary sourcing and delivery information and access to a linked Purchase Order. Figure 41: Order Worksheet The Source function also creates a Purchase Order and the item on the Purchase Order line is reserved for this particular Sales Order. Figure 40: Sourcing process The SPO disappears from the Sourcing Worksheet and is now displayed on the Order Worksheet with the Delivery status Waiting. Chapter 8 .Use Cases 38 .Special Orders Quick Guide Figure 39: Sourcing Worksheet.

Chapter 8 . Line information pane Press the Purchase Order button.Use Cases 39 . Figure 43: Order Worksheet. To Deliver the SPO on the POS. Select the function Process on the Function menu of the Order Worksheeet. PO posted. and Post the PO (Receive and Invoice). scan the barcode for the SPO order number from the original slip or press the Find Special Order button. The Item is now Available at sales location. fill in the Vendors Invoice No. Figure 44: Order Worksheet. This can only be done on a new Transaction. process function Now the SPO is ready for the customer to collect at the store.Special Orders Quick Guide Figure 42: Order Worksheet. Looking back into the Order Worksheet the Field Is Available has changed to Yes from empty.

Use Cases 40 . You can enter the SPO Order number before pressing the button or enter it on the screen keypad.Special Orders Quick Guide Figure 45: POS Start menu Press Order No. Figure 46: Screen Keypad The POS displays the status screen for the Order. Chapter 8 .

Use Cases 41 . Select Tender and post the payment transaction. This function is also used to post additional deposits to the SPO at any time. The user has to find the order again by pressing Find Special Order and select the SPO as described in the previous step. The Amount is accepted and the POS returns in Payment mode.Special Orders Quick Guide Figure 47: SPO Order status – Remaining Order Amount If there would be a Remaining At Delivery limit amount to pay then the user would have to press Add Payment and pay the remaining amount. Press the Delivery button on the Order Status Form. A form displaying all Items on the SPO pops up and the collection is finalized by pressing the OK button. Chapter 8 . In this case the customer does not have to make an additional payment since Remaining at Delivery Limit is zero.

Chapter 8 .Use Cases 42 .Special Orders Quick Guide Figure 48: Deliver In BackOffice the order is still visible on the Order Worksheet. Select the Process function in the Sourcing Worksheet and the system posts the SO and deletes it.

Chapter 8 . see Figure 49: Options for Item VIL00002.Use Cases 43 . In this case the customer is purchasing item VIL00002 which is a table where the customer can chose from three types of Table Legs and two types of Table Top.e. if the customer chooses Oak Legs then no additional cost is added but if he chooses Birch Legs than he has to pay additional 10 EUR for the table. Figure 49: Options for Item VIL00002 In this scenario the customer chooses to have Birch legs and table top instead of the Oak which is the default value. Select Item VIL00002 on POS. the user does not have to mark this as a Special Order. Use Staff id 101. When the customer information has been filled out then the option window pops up. As can be seen in the Option Pop-up window an option can have additional cost i.2 Item with Option: Sourcing from Vendor. Set POS Local Setup on Store S0009 and Terminal Number P0023.Special Orders Quick Guide 8. Since this is an option item the customer registration window pops up when this item is chosen. Vendor delivers to Warehouse and customer collects from there. Here the customer can choose which type of Table Legs and Table Top he chooses.

The prepayment profile.2. Figure 51: Prepayment Setup Chapter 8 . Figure 50: POS line The basic price for the item is 89 EUR but by choosing Birch Table Top and Leg an additional 25 EUR are added to the price. Amount and Prepayment amount required.Use Cases 44 . see Figure 51: Prepayment Setup. states that when buying an item from the Item Category Code Furniture and Product Group Code Table then the Prepayment Profile Code is PRECUSTACC meaning that the customer has to pay 30% prepayment at the time he orders item VIL00002.Special Orders Quick Guide When the user has chosen the options for the item and pressed OK the POS line shows Item description. The Total Price is therefore 114 EUR and the Prepayment charge is 34. see Figure 50: POS line.

The POS now displays SPO information for all items in the transaction for review. When the status of the SPO line has the sourcing status: Ready for Sourcing then it is ready to be sourced. If the Check function results in error message then the status is set to Info. The order is finalized on the POS by pressing Back and then Total. form. Inform. If the Check function is run before the Statement is posted for the Store then the SPO line will get the status Info. This item will be sourced from the Vendor who will send it to the Warehouse and the customer will collect it from there. the amount required as deposit is displayed. This is done be pressing Add/Modify Options in the SPO Menu. Inform.Use Cases 45 . Chapter 8 . form. When closing the Pop-Up. This form can be accessed from the Sourcing Worksheet. Press Process Transaction in the Sourcing Worksheet. The user at BackOffice can now go over the order and make changes. Figure 52: SPO Sales Line Add. The SPO line can’t be sourced until the Statement for the Store has been posted. open the SPO Sales Line Add. In this case the user changes the sourcing information from the default values. The same popup window as seen in Figure 49: Options for Item VIL00002 appears and if changes are made to the option previously chosen then the total price is updated when the option popup window is closed. see Figure 52: SPO Sales Line Add. Inform. Information form. form Run the Check function on the Sourcing Worksheet or run the Check function from the SPO Sales Line Add.Special Orders Quick Guide The options for the item can be modified before the order is finalized. Missing and the user has to make adjustments to the order and re-run the check until the SPO line gets the Sourcing Status: Ready for Sourcing. The SPO line can’t be sourced until it gets the Sourcing Status: Ready for Sourcing. Calculate and post a Statement for Store S0009. Function button. Missing because the Payment Line has not been created. To change the sourcing information. select Cash and post the sale. The system creates a Sales Order for the customer and posts a Prepayment Invoice against the Total amount of the Order. Select the function Source on the Sourcing Worksheet.

Select the function Process on the Function menu of the Order Worksheeet. and Post the PO (Receive and Invoice) when the warehouse has received the item. Order in the Order Worksheet. TO and the RSO all have Tracking Item Lines and Reservation Entries for this particular item. The PO.Use Cases 46 . The user does not have to ship/receive the Transfer Order. fill in the Vendors Invoice No. That will be done automatically when the order is posted. Post.Special Orders Quick Guide The SPO disappears from the Sourcing Worksheet and is now displayed on the Order Worksheet with the Delivery status Waiting. When the customer collects the item the order can be posted by pressing Function. The Field Is Available will be changed to Yes from empty and Delivery Status will be set to Ready for Delivery. Figure 53: Order Worksheet The Source function creates a Purchase and Transfer Order. Press the Purchase Order button. Chapter 8 .

3 8. The user marks all lines for cancelation and then presses OK. 60050 and a Special Order charge and Insurance charge (additional charges) have been added to the order.Special Orders Quick Guide 8. which has not been sourced. item no.Use Cases 47 . Figure 54: Retail Sales Order The user finds the order on the POS by Pressing Find Special Order in the POS Start Menu.1 Cancel Special Order Cancel an Order on POS Customer has special ordered item at store S0007. The Order Status window pops up and the user chooses Cancel Item. If the user only marks the line for item 60050 the additional charge lines will also be canceled since they are linked to the item line. Chapter 8 . Figure 55: Order Status popup window When pressing Cancel items the popup window Select Lines to Cancel appears with all the lines that can be canceled.3. The customer comes back to the store to cancel the order. see Figure 55: Order Status popup window. see Figure 56: Select Lines to Cancel popup window. In this window the user can see Total Payment and Non Refund Total.

Special Orders Quick Guide Figure 56: Select Lines to Cancel popup window When pressing OK to the conformation window a cancelation slip is printed out. The customer is refunded all the prepayment since Non Refund Amount is 0.Use Cases 48 . see Figure 57: Cancelation Slip and the payment Window appears. Figure 57: Cancelation Slip Chapter 8 .

Figure 59: Customer Ledger Entries for order HOSPO000036 8. The Canceled Special Order can be accessed from LS Retail.Use Cases 49 . Canceled Special Order. The order has not been sourced. order no. Special Order.Special Orders Quick Guide The order is then fully processed in the BackOffice when Process Transaction is run in the Sourcing Worksheet. item no.3. Customer Ledger Entries for Order No. and delete the Retail Sales Order. History. 60000 and item no. Figure 58: Canceled Special Order When the statement for the store has been posted then a refund Customer Ledger Entry is created. The Prepayment Limit at Order Entry for these two items is 30% and Non Refund Amount is 10%. No additional charges were added to the order. HOSPO000036 can be seen in Figure 59: Customer Ledger Entries for order HOSPO000036. Chapter 8 . – BackOffice. see Figure 58: Canceled Special Order. HOSPO000029 see Figure 60: Order HOSPO000029 and Payment Lines.2 Cancel Order in BO Customer has special ordered two items at store S0007. 60020. That will create a Cancel Special Order.

Use Cases 50 . Here the user can see information about Payments. Non Refund Amount. Chapter 8 . Retail Special Order. Figure 61: Cancel SPO line When the line is canceled then the SPO Confirm Cancel Line form appears. how much will be refunded and if the refunded amount will be added to other sales lines in the order and/or paid to the customer account. Cancel Line. which has Cancel Permission = Always. see Figure 62: SPO Confirm Cancel Form. Line. To cancel the item the user has to press Retail Sales Order.Special Orders Quick Guide Figure 60: Order HOSPO000029 and Payment Lines The customer contact the call center (BackOffice) and wants to cancel item 60000.

The refundable amount 50 EUR is therefore divided so that 24. The invoice for the Non Refundable Amount can be accessed from the Canceled Special Order in addition to the Shipment and Invoice for item 60020. The quantity to ship and invoice for the canceled line in RSO has been set to zero and the color of the canceled line has been grayed in the RSO and the SPO Worksheets.5 EUR have been paid for that item. The Prepayment Limit at Delivery Entry is 100% so the customer has to pay additionally 24.5 EUR to be able to collect that item. There is another item in the order that costs 35 EUR and 10.Use Cases 51 . History. In Figure 63Figure 63: G/L Entries for order HOSPO000029the Customer Ledger Entries for this order can be seen at this stage of the process.Special Orders Quick Guide Figure 62: SPO Confirm Cancel Form In this case the customer has paid 75 EUR as a prepayment for item 60000. When the item is delivered the user pushes Process Transaction in the Sourcing Worksheet. When pressing OK in the SPO Confirm Cancel form then the sales line is marked for cancelation and partially processed. Chapter 8 .5 EUR are added to the customer account. Canceled Special Order. The Retail Sales Order will be posted and deleted but information about the canceled line will exist in the Canceled Special Order form. the Non Refund Amount is 25 EUR and the difference that will be refunded to the customer is 50 EUR.5 EUR are added as payment to sales line for item 60020 and 25. Special Order. In this process a Prepayment Credit Memo for the whole order is created and a new Prepayment Invoice for the remaining item in the order created. Figure 63: G/L Entries for order HOSPO000029 The user then processes the rest of the order so that item 60020 will be ready for delivery at store s0007. The Sourcing and Delivery Status for the canceled line is set to Canceled and a Canceled Special Order is been created with the canceled Sales Line. that can be viewed in LS Retail – BackOffice.