Using the Sales Entry window

Use the Sales Entry window to manage the sale of active stock items. Only active stock items can be sold to customers. A stock item may have been set to inactive on the Stock tab of Item Maintenance. See Item Maintenance - Stock tab.
This topic provides general information on using the Sales Entry window, and its fields and buttons. You should also see:

Opening the Sales Entry window

To open the Sales Entry window:

Select Module > Sales > Sales Entry from the main menu.
The Select Business Unit window is displayed if you:
• use business units at your organisation
• are authorised to access more than one business unit.
Select the business unit you are selling the stock items from, if prompted to do so.

Important Note: You can configure the business unit so that Synergetic prompts for the customer details either before or after the sale. The following steps assume that Synergetic is prompting for the customer before the sale details. See Synergetic Financial Configuration - Business Units - Sales sub-tab in the Finance manual.
Click .
The New Sale window is displayed.
Select the customer. See Searching for a customer.
Note: If you are processing a cash sale, click to continue processing without identifying the customer.

The Sales Entry window is displayed.

Sales Entry window - key fields and buttons
Fields

Field

Description

Sale is a Return of Goods

Select if the customer is returning goods.
See Processing customer returns.

Regular Sale / Internal GL Sale

Select to make the sale:

a regular sale that is not entitled to internal general ledger price groups or general ledger payment options
an internal general ledger sale paid from a general ledger account.

Note: You can only make internal sales to customers who have the appropriate privileges. See Synergetic Financial Configuration - Business Units - Sales sub-tab - Page 2 sub-tab in the Finance manual.

Item grid area unique fields

Most of the fields in the item grid area are displayed in the Sale Details area.

Field

Description

On Hand

Quantity of this item available for purchase before the current transaction.

Price Group

Price group selected for the sale of this item.

Note: Synergetic automatically selects the cheapest available price group that the customer is entitled to. You can select another price group from the Price Group grid.

Sale Details area fields

The values in the Sale Details area relate to the highlighted stock item in the grid area.

Field	Description
Barcode	Barcode number of the stock item.
Description	Manually enter a description for the stock item, if you want to override the default description. This replaces the item description on the sale record. Note: You can select Enforce Manual Description in Item Maintenance if you require a unique description for the line item. See Maintaining items.
Quantity	Quantity of the stock item sold.
Unit Price	Price for each individual unit of the stock item. For example, pens can be sold individually or as packets of 10. The unit price is based on which unit is being sold and the number of units.
Tax Code	Change the tax code if a different tax treatment is required for the item.
Tax	Amount of tax calculated based on the unit price, quantity and tax code.
Discount	Discount amount based on the percentage or dollar amount applied to the stock item.
Extended Price	Price for the number of the stock items being bought, after discount.

Price Groups grid area fields

The Price Groups area displays all applicable price groups for the highlighted stock item, provided more than one price group is applicable.
Note: You can change the price group used for an item by selecting the price group and clicking . An item in a regular sale can use any applicable price group that is not marked for internal sales, including price groups that the customer is not normally entitled to. Price groups the customer is not entitled to are displayed in grey font.

Field	Description
Price Group No	Priority of the price group.
Price Group Description	Description of the price group.
Unit Price	The unit price for this item determined by the price group.
Tax Code	The tax code for this item determined by the price group.
GL Sale	If selected, this price group is used for internal general ledger sales.

Buttons

Button	Description
(Top left-hand side of window)	Launch into Community Maintenance if the customer has been selected before the sale is processed. See Maintaining community members in the Community manual. For example, you could update the customer's contact details to include their mobile phone number, if you need to phone them when some new stock arrives.
(Top of window)	Change the sale date or the sales person. Select to change the date of all subsequent sales until either you: change the sales date exit Synergetic.
(Right-hand side of window)	Launch into Item Maintenance for the highlighted item. See Maintaining items. Tip: Press F6 to display a menu for launching Community Maintenance or Item Maintenance.
	Add a new sales item row, then either: scan the barcode on the stock item and enter the quantity type in the sale item in the Sale Details area. Note: If the customer purchases more than one of the same item, they either appear as separate line items or as one line item with the quantity reflecting the number being purchased. See the Adjust Quantity for Same Sale Item field on the Page 1 tab of Synergetic Financial Configuration - Business Units - Sales sub-tab in the Finance manual. This can be set independently for each business unit at your organisation. Note: If no item is highlighted, you do not need to click . Just use the drop-down fields to find the item.
	Delete the selected sales item. A confirmation window displays the details of the item to be deleted.
	Check the price and the stock on hand of an item, without interrupting the current sales process. See Performing a price enquiry.
	Open the cash drawer. Note: If you do not have a cash drawer, the button will not be displayed. The following window is displayed requesting the password, if it has been set. Note: The password is configured using the No Sale Password field on the Page 2 tab of Synergetic Financial Configuration - Business Units - Sales sub-tab in the Finance manual. This can be set independently for each business unit at your organisation.
	Display the docket for the last sale made.
	Move to the prior row, if not already at the first record.
	Change the quantity for the highlighted item.
	Apply a discount, expressed as a percentage off the extended price sale, for the highlighted item. Note: Use the Select Payment Method window to apply a discount on the entire sales invoice amount. See Selecting payment methods.
	Apply a discount, expressed as a dollar amount off the extended price sale, for the highlighted item. Note: Use the Select Payment Method window to apply a discount on the entire sales invoice amount. See Selecting payment methods.
	Select a stock item manually. See Selecting stock items for sale. The Stock Item Search window is displayed if the Barcode field is blank. If an existing line item is selected, click twice. The first time, to add a new row and the second time to display the Stock Item Search window.
	Lock in the changes made to the highlighted line item.
	Change the price group used for this item to the selected price group.
	Hold the sale temporarily. To resume the held sale, see Resuming a held sale. Note: Items in a held sale are removed from stock levels.
	Either: search for the customer, if they are a community member type in their name and address if they are not a community member. Note: If the customer belongs to a price group that changes the price of the item, a warning label is displayed.
	Delete the current sale being processed, if you have security rights to do so. A confirmation window displays the total sale amount. Note: You can only delete a sale if your group's delete rights have been set using the Inv \| InvoiceSalesEntry resource. See Group/User Security Maintenance - Groups View in the System maintenance manual.
	Accept the sale details and process the payment. See Selecting payment methods.
	Exit from the sale. Note: You only use this button if Synergetic is configured to prompt for the customer details after the sale details, and no items have been added to the sale.