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CHAPTER 9

Point of Sale

Main Screen

Customer Fields

Tabs

Invoice

Shipping Info

Print Cust Bal

Print Daily Stmts

Credit

Layaway

Receive Payment

Repair

Sales Order

Customer Fields

• Always select or complete the customer information first before proceeding with a sale or invoice.
• The information from these fields will be shown on the Invoices.
• Use the F12 to search for the Customers Record.
• Use the Add/Edit Customer button to quickly add a new customer from the Point of Sale screen.
  
  

Invoice

The Invoice Tab has the following functions: F11:New List  Delete F6: Print and Post

• When creating a new Invoice, VIMACS will prompt for Tax Rate and Initials before displaying the Invoice screen since this information is required.

New Invoice

	The suggested Invoice number is shown here, to change the Invoice number, type in a new number.
	The Sales Tax rate is shown here, to change the rate, type in a new number.  The new rate will be applied to new items added to the invoice only, not to the existing items.  If you need to change the tax rate  you will need to delete the existing items from the invoice and add them in again.
	Initials of the person making the sale, used for commission calculations and report functions.
	Enter the Item number here, or use a bar code scanner to scan the merchandise number.  Once the number is entered, VIMACS will retrieve the remaining information from the Inventory Database
	Item Description is shown here, enter any changes to be shown on the Invoice.
	Enter the Quantity, make any changes to the price.
	Total is shown here, to change the tax status, change the Tax field to No
	Searchs of Inventory Database to retrieve the merchandise information for the Invoice Select the Item by clicking on it, and then press the OK button to continue with the Invoice procedure.
	Prints the Invoice and Posts the transaction to the Customer, Accounts Receivable, and General Ledger.
	Prints an Envelope with the merchandise invoice information.  Useful for shipping merchandise.  The customer can easily identify the order contents at time of receiving the merchandise.
	Shows the commission information for this Item
	Invoice Totals are shown here. Enter the Shipping Amount and the Amount Paid. VIMACS will prompt to enter the Shipping and Paid amounts if the Invoice is printed and posted if these fields are left blank.

List Invoice

Lists existing Invoices.  The Invoices can be modified and printed if necessary.

Select the Invoice from the List by clicking on it, the Invoice Information will then be shown.

Delete an Existing Invoice

Deletes an existing Invoice

View Current Invoice

Press this to return to a previous unfinished Invoice

Shipping Info

Enter the Shipping Information to appear on the Invoices for this customer.

Print Cust Bal

Prints Customer Balances

Print Daily Stmts

Prints various accounting  Reports, can also be printed from the General Ledger Screen.

Credit

Creates a credit invoice for merchandise returns

The Credit Tab has the following functions: F11:New  List  Delete F6: Print and Post

• When creating a New Credit Invoice, VIMACS will prompt for Tax Rate and Initials before displaying the Invoice screen since this information is required.

New Credit Invoice

	The suggested Credit Invoice number is shown here, to change the Credit Invoice number, type in a new number.
	The Sales Tax rate is shown here, to change the rate, type in a new number.
	Initials of the person making the Credit.
	Enter the Item number here, or use a bar code scanner to scan the merchandise number.  Once the number is entered, VIMACS will retrieve the remaining information from the Inventory Database
	Item Description is shown here, enter any changes to be shown on the Credit Invoice.
	Enter the Quantity, make any changes to the price.
	Total is shown here, to change the tax status, change the Tax field to No
	Enter the original Purchase Invoice here for record keeping purposes
	Allows search of Inventory Database to retrieve the merchandise information for the Invoice Select the Item by clicking on it, and then press the OK button to continue with the Invoice procedure.
	Prints the Credit Invoice and Posts the transaction to the Customer, Accounts Receivable, and General Ledger.
	Prints an Envelope with the merchandise invoice information.
	Shows the commission information for this Item
	Credit Invoice Totals are shown here. Enter the Shipping Amount and the Amount Paid back to the customer. VIMACS will prompt to enter the Shipping and Paid Out amounts when the Credit Invoice is printed and posted if these fields are left blank.

List Credit Invoice

Lists existing Credit Invoices.  The Credit Invoices can be modified and printed if necessary.

View Current Credit Invoice

Press this to return to a previous unfinished Credit Invoice

Layaway

Keeps a record of Item customers have placed on Layaway as well the amount the customer has paid toward the purchase

The Layaway Tab has the following functions: New Layaway Order List Layaways Delete an Existing Layaway Order Print and Post

• When creating a new Layaway, VIMACS will prompt for Tax Rate and user Initials before displaying the Layaway screen since this information is required.

New Layaway

	The suggested Layaway number is shown here, to change the  number, type in a new number.
	The Sales Tax rate is shown here, to change the rate, type in a new number.
	Initials of the person making the sale, used for commission calculations and report functions.
	Enter the Item number here, or use a bar code scanner to scan the merchandise number.  Once the number is entered, VIMACS will retrieve the remaining information from the Inventory Database
	Item Description is shown here, enter any changes to be shown on the Invoice.
	Enter the Quantity, make any changes to the price.
	Total is shown here, to change the tax status, change the Tax field to No
	Searches of Inventory Database to retrieve the merchandise information for the Invoice Select the Item by clicking on it, and then press the OK button to continue with the Invoice procedure.
	Prints the Invoice and Posts the transaction to the Customer, Accounts Receivable, and General Ledger.
	Prints an Envelope with the merchandise invoice information.  Useful for shipping merchandise.  The customer can easily identify the order contents at time of receiving the merchandise.
	Shows the commission information for this Item
	Invoice Totals are shown here. Enter the Shipping Amount and the Amount Paid. VIMACS will prompt to enter the Shipping and Paid amounts if the Invoice is printed and posted if these fields are left blank.

List and Credit Layaways

Lists existing Layaways  The Layaway orders can be modified and printed if necessary.

Select the Layaway from the List by clicking on first gray column to the left of the Layaway number.

Delete an Existing Layaway Order

Deletes an existing Invoice

View Current Layaway Order

Press this to return to a previous unfinished Layaway Order

Receive Payment

Customer Payments are entered using this Tab

The Receive Payment Tab has the following functions: Invoice Payment Layaway Payment General Payment

Invoice Payment
Enter payments to be applied to a particular Invoice.
Select the Invoice the payment is to be applied to.

Layaway Payment
Enter payments to be applied to merchandise on layaway.
Select the Layaway number for the number to apply the payment to.

General Payment
Enter payments to be applied to the customers balance, but not applied to any single Invoice or Layaway.

Repair

• Items brought in for repair are tracked in this module.
• VIMACS will also track Items which are subcontracted out for repairs
• If a repair requires multiple parts and or labor steps, enter all the various items and steps on the repair.

The Repair Tab has the following functions: New Repair List Repairs Delete Repair Print Report

New Repair

Enter the Salesperson Initials and Repair due dates when prompted

	The suggested number is shown here, to change the  number, type in a new number.
	Enter the Salesperson Initials
	Enter the Date the Item was brought in.
	Enter the promise date
	Enter the date the merchandise was sent outside for repairs.  If the Item requires multiple repairs, such as body work, and then repainting, then enter multiple lines in the repair order.
	Enter the date the Item came back in from outside repairs
	Enter the Date the customer picked up the repaired item.
	Searches of Inventory Database to retrieve the merchandise information for the repair.  For example if the item needs new batteries, use the Inventory lookup to add the Items from inventory to the repair order. Select the Item by clicking on it, and then press the OK button to continue with the Invoice procedure.
	Prints an Envelope with the merchandise repair information.  Useful for shipping merchandise.  The repair person can easily identify the order contents at time of receiving the merchandise.  If using a perforated repair envelopes with tear off receipts, set the number of envelopes per sheet accordingly.
	Enter the Item number, and Qty and description of work done and or parts needed for the repair.
	Estimated cost of the repair
	Shows the status and where the repair has been sent to for work.  i.e., painting, bodywork, resizing shop. Enter any important information regarding the status here, i.e. waiting for parts
	Creates an Invoice for the Repair, and changes the status for the repair to Job picked up
	Prints out a receipt to give to the customer for the merchandise left for repair
	Prints various reports regarding Repairs.  For example a report can be created showing all the repair work that has not been completed yet. Analysis of repair work can be done using these reports.
	Changes the Code of the job to
	Changes the Code of the job to
	Changes the Code of the job to

List Repairs
Lists repairs in the database.  Select the repair from the list to view the details of the repair.

Delete an Existing Repair Order

Deletes an existing Repair Order

Print Report

Prints various reports regarding Repairs.  For example a report can be created showing all the repair work that has not been completed yet. Analysis of repair work can be done using these reports.

View Current Repair

Press this to return to a previous unfinished Report Order

Sales Order

• Use this module to place Orders for merchandise that is not in stock, or for special order merchandise.
• VIMACS will  track Items which are subcontracted out for modifications prior to customer delivery.
• Use this module to create a new item in inventory database at the time the order is placed.

The Order Tab has the following functions: New Order List Orders Delete Order Print Report

New Order

Enter the Salesperson Initials and merchandise promise dates when prompted

	The suggested number is shown here, to change the  number, type in a new number.
	Enter the Salesperson Initials
	Enter the Date the Item was ordered
	Enter the promise date
	Enter the date the merchandise was sent outside for value added modifications.  If the Item requires multiple jobs, such as body work, and then repainting, then enter multiple lines in the repair order.
	Enter the date the Item came back in from outside.
	Enter the Date the customer picked up the item.
	Searches of Inventory Database to retrieve the merchandise information for the repair. Select the Item by clicking on it, and then press the OK button to continue with the Invoice procedure. Use the View Master only Option to view items in Inventory which can be used as a template for the merchandise order.  i.e.   Suppose a customer wants to purchase a refrigerator model XYZ with an Ice Maker, but you only have in stock Model XYZ without the icemaker.  Search the Inventory for Master records for Model XYZ, then press the Create a New Item Inventory No, this will create a copy of the Master and assign a new Item number to the copy.  Now modify the description of the copied record and add the icemaker option. Now there is a new Item in the Inventory database to match the customer's order.  When the refrigerator arrives, there is already a number assigned to it.  Now all you have to do invoice the refrigerator when the customer makes a payment.
	Prints an Envelope with the merchandise order information.  Useful for shipping merchandise.  The job person can easily identify the order contents at time of receiving the merchandise.  If using a perforated  envelopes with tear off receipts, set the number of envelopes per sheet accordingly.
	Enter the Item number, and Qty and description of work done and or parts needed for the repair.
	Estimated cost of the Order
	Shows the status and where the order has been sent to for work.  i.e., painting, bodywork, resizing shop. Enter any important information regarding the status here, i.e. waiting for approval.
	Creates an Invoice for the Order, and changes the status for the Order to Job picked up
	Prints out a receipt to give to the customer for the merchandise ordered.
	Prints various reports regarding Order  For example report can be created showing all the Orders which have not been fulfilled. Analysis of Orders can be done using these reports.
	Changes the Code of the job to
	Changes the Code of the job to
	Changes the Code of the job to

List Orders
Lists orders in the database.  Select the orders from the list to view the details of the order

Delete an Existing Order

Deletes an existing  Order

Print Report

Prints various reports regarding Order  For example report can be created showing all the Orders which have not been fulfilled. Analysis of Orders can be done using these reports.

View Current Order

Press this to return to a previous unfinished Report Order