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Creating a New Counter Slip for Wholesale Customers

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Step 1. From the Parts Inventory menu, select Counter Sales. The Counter Parts Sales screen opens.

Step 2. In the Customer field, type the customer number. If you don't know the customer number, search for the customer by clicking Customer List. Type the first letter of the customer’s last name or prominent business name. A list of customers whose name begins with that letter appears. You can view Parts Customers Only or All Customers using the respective tabs at the top of the screen. To select a customer, click the customer from the list.

Step 3. The DMS automatically assigns an invoice number when the order is generated.

Step 4. The Date field automatically populates with the current date.

Step 5. The customer’s name, address, phone number, cell number, fax number, tax ID number and wholesale compensation code populate the screen.

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If memo information has been entered in the customer’s wholesale file or in the customer’s receivable file in Accounting, a Memo button appears next to the Memo field. Click the button to view the memo data. Click Close on the Customer Memo screen to close the memo data. Otherwise, use the Memo field to type a memo as needed.

Step 6. In Sales Rep, type the sales representative for this customer.

Step 7. In the PO field, type the purchase order number.

Step 8. The Receivable/Cash field populates from the customer’s wholesale file. It displays R if this is a receivable customer or C if this is a cash customer.

Step 9. The Sold By field defaults to the current operator ID.

Step 10. The Customer Class field displays the customer class assigned to the wholesale customer (for example, W for wholesale, R for retail, I for internal, etc.). If necessary, type the letter that corresponds to the class you want to assign the customer if the class is missing. You created customer classes in the System Setup under Wholesale Pricing Levels.

Step 11. The Wholesale Level field displays the discount level assigned to the wholesale customer. You created discount levels in the System Setup under Wholesale Pricing Levels. If you press ENTER to advance through this field and there are parts on the counter ticket, you will be prompted to re-price the parts on the ticket using the discount level. Click Yes to re-price the parts, or click No to keep the prices as they have been entered.

Step 12. The Tax field populates based on the information in the customer’s wholesale file. You cannot edit a wholesale customer's default tax rate. If no special tax rate was entered in the customer’s file, the tax defaults to the tax rate entered in the Operating Defaults.

Step 13. Use the Freight field to enter the shipping amount.

Step 14. You can click Ship To (or press SHIFT + F2) to enter a shipping address if it differs from the billing address. Click Ship To List (or press F3) to display any saved shipping addresses. Click the address you wish to use, and click Select.

Tip:   If you enter a shipping address directly on the Ship To tab, the address is saved on the counter ticket only and will not be saved to the wholesale customer's saved Ship To List of addresses. To save a new shipping address for a wholesale customer, you must use the Ship To Addresses screen to create a new shipping address.

Step 15. Use the working line fields to enter the information for the parts sales. Type the Part Number and press ENTER to advance to the remaining fields to enter information as needed. 

Step 16. Type the quantity sold in Qty.

Step 17. The D/N (dealer net), List, Price, Description, S (source), O/H (on-hand quantity), and Bin fields populate with information from the part’s master inventory record. Click the List label to switch between the list and retail for the part.

Step 18. The W field indicates if the part is eligible for wholesale compensation. It displays Y for yes or N for no. The system keeps a list of all wholesale parts sold, and you can generate reports for your wholesale compensation parts.

Step 19. The C field pertains to parts with cores. Use it to indicate if a dirty core was returned. The entry in this field determines if a dirty core will be added to the inventory. You can view the dirty cores for parts on the Master Inventory screen, and you can edit the dirty core quantity to ensure the integrity of your dirty core inventory as needed. There are three valid entries for this field:

  • O for outstanding: This entry does not affect the dirty core inventory.  
  • R for returned: A dirty core will bed added to the inventory. If the entry in this field was R for returned when the part was added to the counter slip and the slip is edited and the entry changed to O for outstanding, a dirty core will be subtracted from inventory.  
  • C for charge customer.

Step 20. Use the Fill Ratio fields to indicate how you filled the order. These fields are for reporting purposes and do not affect the on-hand quantity.

The Req field indicates the requested quantity. It defaults to the number entered in the Qty field, but you can edit the amount as needed. 

Use the FS (From Shelf) field to indicate if you filled the part order from the shelf. Type Y for yes or N for no. (The system will populate this field based on the information it finds in your Master Inventory. The accuracy of the default entry depends on the accuracy of your inventory files.) If you enter N for no, you should use the SD (Same Day) field to indicate if you were able to get the part and fill the part order the same day. If you enter Y, leave the default N in the SD field. 

You can only use the SD field if the FS field contains an N to indicate you did not fill the part order from the shelf. You use this field to indicate if you were able to fill the part order the same day. Type Y for yes or N for no. (The default entry for this field is N.) You cannot enter a Y in this field if there is a Y in the FS field. This field only applies when you did not fill the part order from the shelf.

The FS and SD fields also accept U for unusual sale. If you type U in either field, the other field automatically defaults to U as well. For unusual sales, both the FS and SD fields must contain U.

Below is a combination of the possible entries for the FS and SD fields and what the entries mean.

  • FS = Y and SD = N: This means that you were able to fill the part order from the shelf. The SD field will always be N when the FS field is Y.
  • FS = N and SD = Y: This means that you were not able to fill the part order from the shelf, but you were able to get the part and fill the part order the same day.
  • FS = N and SD = N: This means that you were not able to fill the part order from the shelf or able to get the part to fill the part order the same day.
  • FS = U and SD = U: This indicates an unusual sale.

Step 21. The Part Information section displays parts information for the part number you enter. Click the Part Information label to hide the part information. Click the label again when you want to view the information. The information displayed is the same information you can view on the Master Inventory screen. As you add parts, you can display or hide the sales information (pricing hierarchy) of individual parts by clicking the binoculars icon at the bottom of the Parts Information  

Tip:   If you enter a part number that has supercession information, you can click the “From” or “To” lines in the Part Information section (or press F7) to view the supercession history.  In the supersession window that appears, you can select which part number you want to use for the part sale. Click the part number, and click Select

Step 22. Once you press ENTER to advance through the SD field, the part line is filed. As each part is processed and added to the list in the bottom part of the screen, the cursor comes back to the Part Number field for the next part line. 

Step 23. At this point, you have two options:

  • If the invoice is complete, press ENTER from the blank field, and you will be prompted to generate the order. Click OK.
  • If the invoice is not complete, continue to add parts as needed. When you are finished entering the information, click Generate Order. When prompted to verify you want to generate the order, click OK

Step 24. Once the order is generated, you will be prompted to indicate what you want to do with the counter slip. You have four options:

  • Click to select Close & Print to close the slip and print it.  
  • Click to select Invoice To Cashier to send the slip to the Cashier module so a receipt can be printed.  
  • Click to select Close & Print (Including Packing List) to close the slip and print it. This will also print a packing list for the order.
  • Click to select Print Packing List to print just a packing list for the order.

Step 25. Once you make your selection, click OK to print the order.  

 

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