In addition to a standard sale, DEAR Inventory offers advanced sale, a type of sale with advanced features.
An advanced sale allows items to be shipped and/or invoiced separately while still being considered part of the same sale. It also allows multiple credit notes to be issued for a single sale order. You can directly create a new advanced sale.
Any order which requires multiple fulfilments should be made as an advanced sale. If you are using standard sale to fulfill an order with fewer items than what is stated in the sale order or invoice, you will be given the option to convert the normal sale to an advanced sale. Once converted, the advanced sale cannot revert back to being a standard sale.
This article assumes that the reader is familiar with the standard DEAR Inventory sale process. Please see Processing a Sale for more information.
Familiarity with Processing a Sale, all previous Prerequisites
- Generating an Advanced Sale
- Converting an Existing Sale to an Advanced Sale
Generating an Advanced Sale
Advanced Sales can be either be created new, or converted from an existing sale. The customer details, sale quote, and sale order are all set up and filled in in the same way as in the basic sale process. The same is true for transactions, history, attachments, and manual journals. The sale quote, sale order, transactions, attachments, and manual journals are also displayed in a sidebar on the right.
It is in the fulfilment, invoice, and credit note functions that there are changes from the normal sale process. Aside from these functions now being displayed in a sidebar on the right, multiple fulfilments, invoices, and credit notes can be created in an advanced sale.
Creating a new Advanced Sale
To create a new Advanced Sale:
Navigate to Sale -> New -> Advanced Sale.
On the Advanced Sale page, the customer details, sale quote and sale order is entered and authorised in the same way as in Processing a Sale. Only the sale quote initally appears on the sidebar on the right, but once authorised, the sale order appears as a sidebar on the right as well. The same is true for the rest of the steps in the Advanced Sale process.
Fulfil Sale - Pick, Pack, Ship
Fulfilment of the order in DEAR is controlled by the Pick, Pack,and Ship steps. Orders can be shipped in full or in parts depending on product availability or at your discretion.
To fulfil the sale:
In the sidebar on the right, go to the Fulfilments section.
Click +Fulfilment to begin.
Pick stock and Save or Authorise the Pick.
To pick the stock that has already been invoiced, choose one or more invoices in the For Invoice(s) drop-down menu.
Manually add items to the pick list by clicking Add More Items.
Click Pick Remaining to pick all sale order items that have not yet been picked.
Click Pick Available to pick all sale order items that have not yet been picked and are in stock.
Pack stock, specify quantity and box numbers, then Save or Authorise the Pack.
Use Copy from Pick to add items to Pack automatically.
Click Add More Items to manually add items.
Ship stock when orders are ready to be dispatched. Save or Authorise the Ship.
Click Auto Fill to automatically populate the Ship tab with default information.
- If the current shipment is being sent via multiple carriers you can click New Shipment to create a new line and add the details of Ship Date, Carrier, Tracking number and Boxes being shipped.
To add one or more additional fulfilments, repeat step 2-5 until the entire sale order has been fulfilled.
Fulfiling an Exchange - Pick, Pack, Ship
When an Exchange is processed in DEAR POS, a new fulfilment will be processed in the Advanced Sale Module, which will automatically complete the Pick, Pack, Ship process.
Invoicing a Sale
With a multiple fulfilment order, invoices can be generated for the entire sale, a single fulfilment, or more than one fulfilment. An invoice is a document issued by the company to the customer which indicates product and/or service details provided, such as quantities, agreed pricing on goods and/or services provided. It may also include other additional costs, e.g. freight charges and fees, among others.
To invoice a multiple fulfilment sale:
In the sidebar on the right, go to the Invoice section.
Click the automatically generated invoice or +Invoice.
Enter Invoice Date.
In the Fulfilment # field, choose the fulfilment you want to invoice. You can choose more than one fulfilments per invoice. Items can be manually added to the invoice by clicking Add more items.
Click Invoice Remaining to invoice all remaining uninvoiced items.
- Add any Additional Charges if required. Only Service type items can be added to Additional Charges.
Authorise the invoice.
Repeat Steps 2-6 until all items have been invoiced.
Generating Credit Notes
One or more credit notes can be generated for each sale. For more information on the different types of credit notes, see here.
NOTE: items in the credit note with a Bill of Materials showing their component parts will be auto-disassembled during restock. For more information, see Disassembly.
To issue one or more credit notes to a customer:
In the sidebar on the right, go to the Credit Note section.
Click New Credit Note.
Enter a Credit Note Date.
In the Credit Note for field, choose the invoice the Credit Note relates to. This automatically copies the items from that invoice to the credit note.
Create the credit note as discussed in the credit note section.
The Restock function will be automatically filled in from the credit note item details.
Authorise the credit note.
To associate more credit notes with the same sale, click +Credit Note in the sidebar, then repeat Steps 3-7.
Converting an Existing Sale to an Advanced Sale
To convert an existing Sale:
Navigate to Sales -> Orders.
Choose a sale to convert.
The change from basic Sale to Advanced Sale is irreversible. Click Yes to confirm the conversion.
Conversion of an existing Sale can be done at any point in the order process.
The option of converting to an Advanced Sale will be offered automatically if you attempt to fulfill an order with fewer items than the sale order or invoice requires. To convert the sale to an Advanced Features Sale, click Multiple Fulfilment when prompted.