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Sales Invoices
Before you begin entering sales on Keeper’s Main screen:
1. In the Invoice Copies box, enter the number of sales invoices (sales slips) you’d like to print when you complete a sale.
2. Enter a starting Invoice Number. Keeper will increment the number for each subsequent invoice.
3. If you’ve turned on the salesperson tracking system the Salesperson box will show in the upper right portion of the Main screen. To associate your sales with your salesperson record you must enter your initials in the Salesperson box. If you enter incorrect initials or if your initials aren’t in the salesperson database, Keeper will warn you and will refuse to accept the initials.
You enter sales items one at a time. Each time you complete a sales item Keeper puts it into the on-screen invoice at the left of the Main screen.
To enter a sales item:
1. If you want a customer’s record to be associated with this sale, select an existing customer or create a new customer record.
- To select an existing customer, click the [Select] button inside the Customer frame or press the <Alt-S> key combination. On the Customer Browse screen that pops up (Figure 49), click the appropriate customer.
- To enter information on a new customer, click the [New] button in the Customer frame in the lower left part of the screen or press the <Alt-N> key combination. The Customer screen (Figure 50) will pop up.
- Fill in appropriate information for this customer and click [Enter] or press the <Alt-N> key combination. The new customer’s name will appear in the Customer box in the main screen.
- If you make a mistake click the [Clear] button in the Customer frame in the lower left of the screen, or press the <Alt-C> key combination.
2. With the keyboard or with a barcode reader, enter a Stock Number and press <Enter>. You also can select a stock number by double-clicking the Stock Number box and choosing the item from the pop-up pick list. If the item designated by the stock number is already in the on-screen sales invoice, entering the number a second time will increment the item's quantity by one. If you're using a barcode reader you can swipe the barcode repeatedly to register the quantity of duplicate items.
3. If keeper can find the stock number you entered it will display the inventory item’s Description, Supplier, Category, List Price , any Discount, and On Hand quantity. Keeper will also put a quantity of “1” into the Quantity box and the List Price into the Unit Price box.If you've turned on Direct Entry From Stock Number Keeper will put the item directly into the on-screen invoice with a quantity of one.
4. If the Quantity is more than 1 click the Quantity box and enter the correct number. If the quantity you're selling exceeds the quantity in stock, Keeper will tell you so and then clear the entry screen. If you've turned on Keeper's backorder capability, Keeper will allow you to enter the sale quantity and then tell you how many items need to be backordered. Keeper will increment the Quantity in the on-screen invoice by one each time you re-enter the stock number.
5. If you’re selling the item for an amount different from the List Price enter the correct amount in the Unit Price box.
6. Click [Enter Item].
To edit an item in the on-screen invoice:
Right-click the line item with the mouse. All the item information will reappear in the enter item panel. The [Enter Item] button’s background will turn red to remind you to press it before you finish the sale.
When the [Enter Button] is red you can change the quantity and / or price of the item.
To discount an item in the on-screen invoice:
1. Right-click the line item with the mouse. All the item information will reappear in the enter item panel. The [Enter Item] button’s background will turn red to remind you to press it before you finish the sale.
2. Use the Sales | Checkout Discount menu sequence or just double-click the Discount box. The Checkout Discount screen will appear with the line item in it.
3. Enter the Discount Percent and click [OK].
3. If the discounted price is correct, click the red [Enter Item] button. If not, open the Sales menu and click Undo Discount Checkout.
To remove an item from the on-screen invoice:
Left-click the item in the on-screen invoice and then click [Delete Item], or double-click the item in the on-screen invoice.
To discount the entire sale:
1. Use the Sales | Checkout Discount menu sequence or just double-click the Discount box. The Checkout Discount screen will appear with the all the sales items in it.
2. Enter the Discount Percent and click [OK].
3. If the discounted sale is correct, click the red [Enter Item] button. If not, open the Sales menu and click Undo Discount Checkout.
To complete the sale:
Click [Complete Sale]. If you've elected to use the Change box, Keeper will pop up a screen showing the total sale. Enter the amount tendered by the customer and Keeper will show you the change due.
Keeper will update the database and will print a sales invoice (sales slip) if you’ve set the Invoice Copies value to one or more.
To cancel the sale and start over:
Click [Cancel Sale].
Entering a Sales Return:
1. Use the Sales | Enter Sales Returns menu sequence to turn on the [Sales Return] button at the bottom of Keeper’s Main screen.
2. Enter the sales return exactly as you’d enter a sale. You don’t need to use negative quantities or dollar amounts.
3. When you’ve finished the sales return click the [Sales Return] button to return Keeper to normal sales entry mode.
Entering Sales From a Previous Period
You can enter sales from a previous period of the current year by changing the date in the calendar at the top of the Sales screen. If you need to enter sales from a previous year you'll need to create a new database for that year.
Viewing and Re-Printing an Invoice
To view and optionally re-print a previous invoice, enter the invoice number in the Invoice Number box and press <Enter>.
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