Basic Sales and PurchasesLesson 10

Processing Direct Sales

Back to D300: Order Management Basics

Lesson 10: Processing Direct Sales

Part 2: Basic Sales and Purchases

This lesson explains how you can process a direct sale of non-stock items.

Direct Sales of Non-Stock Items: General Information

With a direct sale, a customer purchases and immediately procures goods and services in a retail store. These purchased items may or may not be linked to a sales order that the customer has placed. A point-of-sale (POS) system is an electronic system that is used to record the sales, payment, and return transactions of a retail store. The POS system can be operated by a cashier or can be a self-service terminal where customers perform all operations. Your organization can integrate Acumatica ERP with an external POS system for simplified processing of direct sales if the Advanced SO Invoices feature is enabled on the Enable/Disable Features (CS100000) form. In Acumatica ERP, a direct sale is processed through the creation of a sales invoice on the Invoices (SO303000) form. The processing of the sales invoice records the sale without a sales order being processed.

Learning Objectives

In this lesson, you will do the following:

  • Create a sales invoice for a direct sale of non-stock items
  • Add a sales line to the sales invoice
  • Process the direct sale of non-stock items to completion

Applicable Scenarios

You may need to create and process a sales invoice for a direct sale in the following cases:

  • A customer comes to the retail store, purchases goods, and directly procures the items, so that you need to process a direct sale through the POS system. In this case, you create and process only the sales invoice; there is no need to process a sales order.
  • A customer picks up all or part of the items included in a sales order that has been added to the system based on a phone or online sale. In this case, you need to process a direct sale through the POS system by linking the sales invoice that you create to the related sales order.

Direct Sale Processing

To process a direct sale, you create a sales invoice of the Invoice type on the Invoices (SO303000) form. To create the sales invoice, you add a line for each item included in the sale and specify the quantity of items to be sold. For serialized items, you should add a separate invoice line with this item and a quantity of 1 for each serial number. To release the sales invoice, you click Release on the More menu. This causes the system to automatically generate a batch of general ledger transactions. Also, when you release the sales invoice, the related AR invoice is created and can be processed further on the Invoices and Memos (AR301000) form.

Workflow of a Direct Sale of Non-Stock Items For a sales invoice created for the processing of a direct sale of non-stock items, the typical processing involves the actions and generated documents shown in the following diagram. Direct Sales of Non-Stock Items: Implementation Activity

In the following implementation activity, you will prepare the system for the processing of direct sales of non-stock items.

Story

Suppose that SweetLife Fruits & Jams will start selling items in its retail store. In the retail store, the customer will purchase and immediately receive these items, all of which are kept in the store. Acting as the implementation manager of the SweetLife Fruits & Jams company, you will configure the system for direct sales that can be performed without creating sales orders. You will also create the required non-stock items.

Process Overview

In this activity, you will create the required non-stock items for direct sales on the Non-Stock Items (IN202000) form.

System Preparation

To prepare the system for the processing of direct sales of non-stock items, make sure that you have completed the following prerequisite activity: Order Management Basic Configuration: Implementation Activity.

Step 1: Creating the APJAM32 Item You need to create the APJAM32 non-stock item to represent apple jam in 32-ounce jars. Do the following:

  1. On the Non-Stock Items (IN202000) form, add a new record.
  2. In the Summary area, specify the following settings:
  • Inventory ID: APJAM32
  • Description: Apple jam 32 oz
  1. On the General tab, specify the following settings:
  • Type: Non-Stock Item
  • Tax Category: EXEMPT
  • Close PO Line: By Quantity
  1. In the Unit of Measure section of the General tab, specify the following settings:
  • Base Unit: PIECE
  • Sales Unit: PIECE
  • Purchase Unit: PIECE
  1. On the GL Accounts tab, specify the following settings:
  • Expense Account: 60000 - Purchase Expense
  • Sales Account: 40000 - Sales Revenue
  1. On the form toolbar, click Save.
  2. On the Price/Cost tab, specify the following settings:
  • Default Price (Price Management section): 16.60
  • Pending Cost (Standard Cost section): 13.28
  1. On the More menu, click Update Cost. Notice that the system has copied the pending cost to the Current Cost box, cleared the Pending Cost box, and set the date in the Effective Date box to the current date.

Step 2: Creating the APJAM96 Item You need to create the APJAM96 non-stock item to represent apple jam in 96-ounce jars. Do the following:

  1. On the Non-Stock Items (IN202000) form, add a new record.
  2. In the Summary area, specify the following settings:
  • Inventory ID: APJAM96
  • Description: Apple jam 96 oz
  1. On the General tab, specify the following settings:
  • Type: Non-Stock Item
  • Tax Category: EXEMPT
  • Close PO Line: By Quantity
  1. In the Unit of Measure section of the General tab, specify the following settings:
  • Base Unit: PIECE
  • Sales Unit: PIECE
  • Purchase Unit: PIECE
  1. On the GL Accounts tab, specify the following settings:
  • Expense Account: 60000 - Purchase Expense
  • Sales Account: 40000 - Sales Revenue
  1. On the form toolbar, click Save.
  2. On the Price/Cost tab, specify the following settings:
  • Default Price (Price Management section): 45.15
  • Pending Cost (Standard Cost section): 36.12
  1. On the More menu, click Update Cost. Notice that the system has copied the pending cost to the Current Cost box, cleared the Pending Cost box, and set the date in the Effective Date box to the current date.

Direct Sales of Non-Stock Items: Process Activity

In this activity, you will process a direct sale of non-stock items through a point-of-sale (POS) terminal.

Story

Suppose that the employees of Prime Cafe regularly come to the SweetLife Fruits & Jams retail store and purchase quantities of goods for their personal use. Prime Cafe has agreed to reimburse those purchases; to simplify the process, the sales are recorded for the PRIME customer. The employees need a printed invoice in order to account for the purchased goods. A Prime Cafe employee has decided to buy two 32-ounce jars and one 96-ounce jar of apple jam. Acting as the sales manager, you need to create and print a sales invoice.

Process Overview

In this activity, to process a direct sale of non-stock items, you will create a sales invoice on the Invoices (SO303000)
form. You will add the appropriate lines to the sales invoice. Then you will release the sales invoice and prepare its
printable version.

System Preparation

Before you start processing a direct sale of non-stock items, make sure that you have completed the following
prerequisite activities:
  1. Order Management Basic Configuration: Implementation Activity
  2. Customers: Implementation Activity
  3. Direct Sales of Non-Stock Items: Implementation Activity

Step 1: Creating a Sales Invoice To create a sales invoice to record the direct sale, do the following:

  1. On the Invoices (SO303000) form, add a new record.
  2. In the Summary area, specify the following settings:
  • Type: Invoice
  • Customer: PRIME
  • Description: Retail sale #1, Prime Cafe
  1. On the table toolbar of the Details tab, click Add Row.
  2. Specify the following settings in the added row:
  • Inventory ID: APJAM32
  • Quantity: 2
  1. On the table toolbar of the Details tab, click Add Row.
  2. Specify the following settings in the added row:
  • Inventory ID: APJAM96
  • Quantity: 1
  1. On the form toolbar, click Remove Hold; the invoice now has the Balanced status.
  2. On the form toolbar, click Save.

Step 2: Releasing the Sales Invoice To release the sales invoice, while you are still viewing it on the Invoices (SO303000) form, click Release on the form toolbar. Notice that the invoice now has the Open status (as shown in the following screenshot). Figure: The sales invoice for a direct sale of non-stock items

Now you can prepare the invoice for printing.

Step 3: Printing the Sales Invoice To print the sales invoice, while you are still viewing this invoice on the Invoices (SO303000) form, click Print Invoice on the More menu. The system opens the printable version of the invoice in a new browser tab. Now you can print the invoice and give it to the customer.