Sales

Purpose:  To Delete a Credit Memo from an Invoice.

Keywords:  Credit Memo, Staff Entry, Staff Code.

To delete a credit memo once you have permissions:

Go to the Credit Memo and open it. On the right hand side, you will have the option button “Delete Credit Memo”

Click the button and you will get this pop up:

Your deletion will be confirmed with this pop up:

Clicking OK will immediately bring you back to the Credit Memo’s and Your Credit memo will be gone from the list.

If you do not have a button to Delete a Credit Memo:

Please check with a supervisor to see if you have permissions to delete credit memo’s.  To enable a staff member to be allowed to delete a credit memo. You have to go into the Staff Entry in SMARTSystem Choose from the Staff Code your employee from the drop down list.

When permissions are added and you pick the Modify button. Exit.  The user should now be able to delete

Purpose:  To email invoices at end of day to all or specific clients.

Keywords: 

How to email invoices at the end of day:

1. Go to Sales Menu then Sales Document Processing:

1. Choose the orders you wish to send Invoices to at end of day. Click on the heading if you wish to select all invoice check boxes.

1. Double click the Invoices heading and you need to select which box Un-invoiced Only or All button:

   

2. If you choose All every Invoice box will be checked

   

3. Click the email Invoices button:

You will get a pop-up showing that emails are being processed and the Sales Document Processing list will show a darker highlight as they are being sent.

Purpose:  To create a credit request for a specific product and to know how to use a Credit Request document.

Keywords:  The following is a key term used in the SMARTSystem that you should be familiar with and understand:

• Credit Request – is a process used by sales staff to identify customers that want a credit on product invoiced to them in the SMARTSystem.  This process allows a document to be created and given to the customer in exchange for the returned product. A sales manager or supervisor approves the credit request and the next SMARTSystem End-of-Day processing will convert the Credit Request into a Credit Memo for the customer.

  How to make a Credit Request:

• Start the Credit Request process from the Sales Menu.

      Sales Menu > click on Create Credit Requests

1. The Credit Request Screen is displayed:

   

   On this screen, you can override the start and end delivery dates specified in the original sales order. Options to specific a specific customer or invoice number or a sales order number can also be entered.

2. Locate the product and double click on it to create a Credit Request by locating it on the specified invoice.

   

1. The Credit Request entry process works the same way as a standard Credit Memo, but it is not applied until approved.
2. The page opens to the related Invoice and displays the credit pop-up for the exact product chosen. The cursor is positioned for the Quantity Adjusted, Carnation Red Standard in this example.

   

3. Enter credit request quantity to adjust. If this quantity is to be returned to inventory, enter it in the field above.
4. In this example, the entire amount of product sold is entered in the Quantity Adjusted for 25 units.

   

5. The Carnation Red Standard is shown as entered to prevent it from being entered a second time. It will show as “Credited” until credit request is not approved:

   

6. Select the Credit Printer button to print the Credit Request.

1. The Credit Request is printed with a unique identification of “CR” in the upper right corner:

   

   **The printed Credit Request can then be used as a returns document.

2. The Credit Request can be found by selecting:

        Sales Menu > View Credit Memos

1. The Credit Request is added to the Credit Memo View as a Status “REQST” until it is approved. Once the Credit Request is approved it then becomes a Credit Memo.

   

   On the bottom of the View Credit Memo screen, you can select in the Status Filter box to view All, credit Requests only or credit Memo’s only.

   

2. Once the merchandise is back in house or the manager approves the credit request from the View Credit Memo screen and it would become a Credit Memo.
3. To approve the Credit Request, choose the “Flag for Export” button on the right hand side of the screen.

To indicate a credit on a Customer Sales Order,  highlight the Other Charges field and enter a minus (-), it will give you a “Warning” message. Just click OK.

Then enter the amount of the credit in the Other Charges field. Enter “Store Credit” into the Other Charges Comments field. The reason for the warning is to alert the salesperson to make sure the sales order does not go negative.  Going negative will cause a problem and it’s the salesperson’s responsibility to avoid that scenario.

The Pre-book Sales Summary screen appears only on Pre-book advanced orders, and is color coded to provide you the inventory status of items on a Pre-book advanced order. See the following example with explanations:

• Black background and Orange letters indicates:
  Product is not Allocated and there is not enough On-Hand to fulfill this item

• Gray background and Red letters indicates:
  There is sufficient product in inventory to fulfill this item. It can be Allocated from current inventory or Allocated to a specific Purchase Order

• Black background and White letters indicates:
  Product has been Allocated but there is not enough On-Hand to fulfill this item

NOTE: This screen is applicable only to Pre-book advanced orders

When viewing a customer’s invoice, you try to print it, and it displays the following screen:

This is indicating the customer has been made “Inactive”

Locate the customer in the Customers > Customer Entry program by typing in either their customer number or name.  Once the screen has filled with their information, click on “Activate” and the invoice will print normally. 

Prior to processing the standing orders, change the “Delivery Date” to the desired date.

Now you may process the orders.

If you processed the orders prior to changing the delivery date, you will need to manually correct the delivery date on those orders.

This will happen on some operating systems if you have the display settings set for any size larger than 100%.

To change these settings in Windows 10, do the following:

Click on the Windows icon and then click on the Settings icon:

Then click on System > Display and you’ll find an option for Scale and layout  Make sure it’s set to 100%.

Windows 10 may also be changing your printers on you.  It will default to the last printer used unless the setting is turned off.  To turn the setting off, click on the Windows icon, then the Settings icon.  Select Devices.  Make sure you are in the section “Printers & scanners”  Disable the setting “Let Windows manage my default printer” by setting it to “Off”.

If using Windows 7, you’ll do the following to set the display settings:

Click on the “Start” button, select Control Panel > Appearance and Personalization > Display.  Be sure the setting is for Smaller – 100%.  Be sure to “Apply” the setting.  You’ll be prompted to log off to apply the settings.

This will resolve the invoice being too large for it to fit on a standard 8.5 x 11 page.

If for some reason, the issue continues, the drivers (software) for the printer may be incorrect.  Have your IT person verify the proper drivers have been installed on your computer for the printer.