The Counter Sales System is designed to streamline over-the-counter transactions in The Business Edge. Users can enter Orders and quickly turn them into invoices. An invoice is automatically created and will print out at the end of the transaction. There are no pick tickets or packing lists generated. The Counter Sales System is designed to accept payments for sales while keeping track of the Cash, Credit Cards and Terms sales. The built-in cash drawer will track payments throughout the day. The Business Edge will post the payments received to the appropriate cash accounts when you close and update your cash drawer – for example you may have separate accounts set up for cash, checks, and credit card transactions.
Enter Counter Sales is located in the Order and Quote Entry System in the Counter Sales System sub menu or in the Documents tab at the top of the tool bar. Sample screens presented below.
When you click on Enter Counter Sales the page displayed below will open. You will notice that there are several options in the Counter Sales System. The Enter Counter Sales option will allow you to enter a new counter sale ticket and process the entire order all the way to invoicing. When you click on Enter Counter Sales, the page displayed below will open. The Order number and Branch fields are already populated and The Business Edge will allow you to have a default customer that will automatically populate every time a new counter sale is entered. This is ideal for Clients that have a large amount of walk-ins. However, you can select the Customer each time if you prefer. The Payment Terms, Salesperson, Bill To Address and Tax Authority fields are automatically populated from the Customer Master File. If you need to make changes to the Customer, Payment Terms, add Freight Charges or Change the Salesperson or Tax for this order you can make the changes here. Clicking OK at the bottom of the screen takes you to the detail lines of the order.
The Enter & Edit Counter Sales-Detail Line screen is where you enter the product, quantity ordered, unit sell and view the unit cost. In scenarios where a customer can see the Counter Sales on a monitor, it is recommended to us the Enter Counter Sales Checkout feature. The Enter Counter Sales Checkout will give you the same screens as the Enter Counter Sales, however costing information will not be visible on the screens. The Counter Sales System also allows you to change the tax type for individual line items you are entering by clicking on Product Tax Type from the Options menu on the right-hand side. When you are finished entering the first product, clicking on OK at the bottom right of the screen will take you to the next line for the order.
If the product you selected has more than one lot/location the screen below will display for you to choose which lot and location to allocate the product from. There is also an option to Manually Adjust product from this screen.
After you have Allocated the Lot(s), click OK to proceed to the next screen where you can enter the next product. The previous line item’s quantity and price are displayed at the top of the screen for your review. The Business Edge allows you to enter as many line items as you need from this menu screen, taking you quickly through each detail line. The options on the right side allow you to go back to previous lines, edit the heading of the order, add a comment to the line item and change the tax type if necessary.
When you are finished with the order clicking OK at the bottom of the screen will take you to the payment screen. The payment terms are automatically populated from the Customer Master File, but can be changed here if needed. If the payment terms are cash enter the amount tendered and The Business Edge will calculate the change due for the order. When you are finished with the order select Yes from the drop-down menu for the Finished with Order question.
After selecting Yes that you are finished with the Order you now have the option to print an invoice. Choose your printer and the number of copies and click OK. This completes the transaction and takes you back to the heading to enter a new order.
If you would like to Enter an Order using your Customer payment terms there is an option on the left-hand side menu Enter & Edit Order to Counter Sales Checkout. This option will take you through all of the standard Enter & Edit Order Screens, but the final screen under Additional Information will give you an option to use Counter Sales Checkout
After you select The Counter Sales Checkout option the screen below will give you the option to Choose the Customer Payment terms and selecting Yes to Finished with Order will allow you to print an Invoice.
If you have an Order in the system and your Customer comes in to collect the products they ordered, there is an option for you to select an Order and Allocate it within the Counter Sales System. That option is Allocate Order to Counter Sales Checkout as shown below:
The Allocate Order to Counter Sales Checkout menu item will take you to the Allocate Order Screen as shown below:
First, select an existing Order and the Allocate Order to Counter Sales Checkout will take you through the standard Order Screens requiring you to allocate Inventory and select Counter Sale Checkout on the Final screen of the Order as seen below
The Allocate Order to Counter Sale Checkout will allow you to choose either your Customer terms or your Counter Sale Payment terms such as Cash, Check or Credit Card and print an Invoice.
When you are finished with your sales for the day, the Counter Sales in Process report is a report you can run that will show you all the Counter Sales Invoices that have been entered since the last update.
If you select Yes to Include Invoices on Report, you will see a list of all Invoices individually with the terms, total amount due, amount tendered, and change if the Invoice was a cash sale. If there is an invoice that does not look correct or needs to be changed you can leave this screen and go to the Edit Open Counter Sales menu item and make the changes required. After changes have been made, run the Counter Sales in Process report again for an updated total
Once you have finalized the Invoices and the Counter Sales in Process Report looks correct, the next step is to Close & Update Cash Drawer Sales. The Cut-Off date will allow you to back date the report to yesterday if Counter Sales have been entered in the current day, but you only would like to update Invoices from the day before.
The Close Out Cash Drawer screen will show you the Cash Beginning Balance for the Cash Drawer, the Update Date, and allow you to type the amount of Cash you are keeping in the Cash Drawer. The cash taking out field should match the amount of Cash in the drawer minus the Cash staying in the drawer.
If the Cash in Drawer does not match the amount of Cash collected, type the actual amount in the Cash in Drawer that is in hand. The amount that is over/under will automatically go into the balancing G.L account as shown below.
Once the cash amount is counted and entered, click OK or press Escape to take you to the Counter Sales Deposit Report as shown below.
If you select to Show each Check and Non-Check The Business Edge will show you a list of all Invoices entered with payment type, check number, amount, change and open amount. At this point if an Invoice does not look correct, you can select not to Update the Cash drawer and go back to Edit Open Counter Sales to make changes.
If you are ready to Update and all the Invoices look correct, clicking OK or Escape will take you to the screen below asking you whether you would like to Update the Cash Drawer
The Counter Sales Update process automatically posts a deposit in the Amount of Checks/Cash that was collected during the Counter Sale process and Updates the Invoices to show as Paid on the Customer’s Account. The General Ledger Summary is shown below:
