Imagine you are at an event and your first customer would like
to buy something from you. They have picked up a couple of items from your display but would also like
to purchase some other items too, which they have heard about or read about on your website (if you
don't have a website, then contact maxant for details on how to get one!).
The first thing you do, is open the sales wizard,
using CTRL+s.
Next, use the filter to find the customer, or create a new customer and capture the customers details.
If you do not want to, or cannot, collect the customers details, then choose the
anonymous customer, ID 7516.
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If you chose to capture the customers details, then the new customer
dialog is opened. Once you have their details, click the OK button.
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You can see the (new) customer is now selected. Click on the "next" button.
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The next step is to choose the event. If you have not
already created the event, click on the "New Event..." button.
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The new event dialog lets you capture information about
the event. You must also choose a customer who is hosting this event. If you need to, you can also
capture a new customer to represent the host, by clicking on the "New..." button next to the host field.
That will open the new customer dialog.
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Once you have
captured the event details, ensure it is selected, and click the "next" button.
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You are now presented with a list of items which are currently for sale. Items where you have stock, or items
which are in your suppliers catalogues are listed here.
The customer gives you the items that they have chosen from your display, as well as a list of other items
that they wish to purchase.
By using the filter and double clicking on the row in the upper table, a row is created for each item in
the lower table. Since there is no quantity column in the lower table, you should ensure that there is
one row in the lower table, for each physical item that the customer is buying.
Update the price for which each item is being sold, if this is different than the RRP in your catalogue -
items might have a discount sticker on them, or be priced different from your catalogue.
In this example, the customer is purchasing two items directly from your stock (product 0056, the two bottom
items in the lower table). They are also purchasing product 0193 which you do not have in stock, whose
price is different than shown in your catalogue. Finally they have asked for a brand new copy of product
0056 to be ordered for them, because all your other stock items of this product are slightly damaged and they
want it as a present for someone. Once you have captured all of this information on the screen, click the
"next" button.
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You must now provide BookStore with some additional details. The only mandatory field is the payment type.
However, if you select "Invoice" or a card payment, you are likely to have either an invoice payment slip
reference number (from your bank), or a transaction reference number from your credit card machine. This
reference can be entered as the reference number on the screen. If you process your card payments offline /
in batch, you can always enter the reference number at a later time, on the
sales screen.
If the customer pays in cash, you can enter the amount of cash they have given you and BookStore will
tell you how much change is due. BookStore can also work in foreign currencies and uses the
configuration to do so.
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Since some of the items you just sold were in stock, you will now see a dialog where you can select the items
which the customer took with them. These items will be marked as "Delivered" in the sales order.
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Once the sales order is complete, you can view it in the sales screen.
Use the filter in the sales screen to locate the sale, based on date, customer name or payment reference.
You will notice that some of the sales order items have the status "Delivered" (the ones that the customer
took with them), and some have the status "Awaiting Restock". By right clicking on an item that is
awaiting restock, you can choose to open the purcahse order.
Notice how the sales order notes also state that the customer picked two items themselves, which is what
was selected right at the end of the sales wizard, above.
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The purchase order screen shows the two items being ordered, as well
as others which were there previously. In this example, sales order number 5 was created (we know that
from the search in the last screen). You can see the
two items awaiting reorder which belong to this sales order.
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Continue to add sales order at this event, and other events, until such a time as you are ready to
order this PO with your supplier. This time is normally the time at which the PO value is optimum
in terms of delivery charges from your supplier. You can set this optimum value in the
supplier screen.
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At the time when you are ready to order this PO with your supplier, right click on the PO in the
table in the bottom half of the
purchasing screen, and choose the "Mark PO as Ordered"
context menu option.
You will be presented with a screen as shown to the right. Here, the mandatory fields are the suppliers
order reference, total paid and total charged.
Create the order with your supplier in your usual manner, typically using their website or by sending them
a fax. They will confirm this order and provide you with the total amount that you need to pay for the order
(in their currency), as well as an order reference number.
Enter the total amount that you paid for the order, in
the suppliers currency. BookStore will use the latest exchange rates and its
configuration to suggest a price that you will be actually charged
by your bank. You need to enter the total charged in your currency accurately in order to get the finances
in BookStore correct. However, until you receive a bank statement you are unlikely to know exactly what
you were charged for this order. You can update the total charged at a later time, in the
purchasing screen. Once you have entered these details,
click the OK button to close the dialog. For more information on the other fields on this dialog
please look here.
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Once this order is delivered (or part delivered) to you from the supplier, you can use the
purchasing screen to mark the items as delivered. Use the filter
to find the purchase order with the order reference number as shown on the delivery note included in the
delivery. Then in the upper table on the purchasing screen, tick the box in the "delivered" column for
each item that you get delivered. In this example, the delivery is split into two. The first three
items (as shown to the right) were delivered in the first batch. Notice how the state of the
purchase order is "Part Delivered".
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If you go to the sales screen and look at the sales order that was
created, you will see that it some of the items are now "Awaiting Picking", because the items were
delivered. Note however that the overall state of the sales order is still "Awaiting Restock" because it
still has items which have not been delivered from the supplier.
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Once all the items have been delivered and marked as delivered, the state of the purchase order will be
"Delivered".
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At this stage, the sales order is marked with a  icon, indicating that
you need to do something with it. Since all items have now been delivered, this sales order is completely
pickable, meaning you can gather together the items which are "Awaiting Picking" from your stock and
put them in a bag / box ready for delivery to the customer.
If you were to look at the stock screen at this stage, you would see stock
items reserved for this sales order.
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As you pick the items from stock, you can mark them as picked.
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Once all items are picked, the state of the sales order is "Awaiting Delivery". You can then arrange delivery
or pickup with the customer. The order is marked with the  icon
to indicate that it is ready for delivery.
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Once the items are delivered or picked up by the customer, you should mark those items in the sales order
as delivered.
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Once all items in the sales order are delivered, it will have the status "Delivered". The order
will no longer have any icons on it since it is effectively completed. If the sales order is still unpaid
it will still have a icon, indicating that you should look out for its
payment. The decision as to whether you deliver unpaid orders is entirely up to your business, and as
such BookStore will not stop you marking unpaid orders as delivered.
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Once payment is received, you can mark a sales order as paid.
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Once the sales order is marked as paid, the payment date is shown on the
sales screen.
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