Searching, Fulfilling, and Refunding Orders from DEAR and Other Sales Channels

The Click and Collect page on DEAR POS allows searching for orders from DEAR and online sales channels, where the location of the orders is equal to the currently selected location in DEAR POS.


The details of these sales orders from DEAR and online sales channels  are viewed from the Sales Fulfilment page. Here, depending on the sales order status, orders can either be selected for fulfilment, or fulfilled, then converted to regular POS orders.


Online orders that are already paid for can be fulfilled without the need to convert them to regular POS orders. On the other hand, unpaid or partially-paid orders need to be converted to regular POS orders, after which they go through the usual DEAR POS payment process.


From the Sales Fulfilment page, you can also partially fulfil paid orders and refund the equivalent amount of the unfulfilled items in partially fulfilled orders.


Once fulfilled or refunded, sales orders are sent over to the Sales History page, where, depending on the action that was performed on the order, their updated status can be viewed.


Only DEAR POS outlets with active Internet connections can access the Click and Collect and Sales Fulfilment pages. 


Table of Contents


Prerequisites

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Accessing the Click and Collect Page

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To access the Click and Collect page, log on to a DEAR POS location currently connected to the Internet, then on the menu, click Sell, then Click & Collect.


Searching for Sales Orders

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On the Click and Collect page,  you can search by either customer data, i.e. customer phone and/or email  address, or by invoice/sales order/customer reference number. The search facility retrieves sales records with the following statuses:

  • Ready for Fulfilment  - if  all items bought in sale are available in the current location. Orders with this status are highlighted in green.
  • Not Ready for Fulfilment - if items bought in sale are not partially or fully available in the current location. Orders with this status are highlighted in red.
  • Fulfilled, Not Paid - if the order was fulfilled already in the store, and all items have been picked, but the order has not yet been paid. Orders with this status are highlighted in blue.

If the search returns several results, they are sorted by status in the following order: 

  • Ready for Fulfilment
  • Not Ready for Fulfilment
  • Fulfilled, Not Paid


Sales orders with Ready for Fulfilment can be fulfilled (partially or fully) or refunded. For more information, see Fulfilling/Refunding a Sales Order from the Sales Fulfilment Page.


If the search does not return any data, a No Invoices found message is displayed on the Click and Collect page.


To Search by Customer Data

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You can search for sales records using a customer's contact phone number or email address, if you have any of these two on hand.

  1. Enter the customer's phone number or email address on the Search by Customer box.
  2. Click the Search button. All records that meet the search criteria are then retrieved and displayed on the page. When clicked, the sales record's Details, or Sales Fulfillment,  page is displayed. You can then proceed in fulfilling and/or refunding the sales order.

To Search by Invoice or Order Number

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You can also search for sales records using the invoice or sales order number, if you have any of these two on hand. 

  1. Enter an invoice/sales order/customer reference number on the Search by Order or Invoice # box.
  2. Click the Search button. All records that meet the search criteria are then retrieved and displayed on the page. When clicked, the sales record's Details, or Sales Fulfillment, page is displayed. You can then proceed in fulfilling and/or refunding the sales order.


Fulfilling Orders from the Sales Fulfilment Page

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Sales orders retrieved during a search (see Searching for Sales Orders) can be fulfilled (partially or fully) or refunded from the Sales Fulfilment page, depending on the order's payment status (paid or unpaid). Paid sales orders can be fulfilled as-is while unpaid ones need to be converted to regular PO orders.


Sales orders that have been partially fulfilled can also be completely fulfilled from the Sales Fulfilment page, as long as stocks are available.


The Sales Fulfilment page shows the sales order details on the left, a Goods to Pick section in the middle, and an Already Picked section on the right.


To Fulfil a Fully-Paid Order

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Fully-paid orders from DEAR and online sales channels can be fulfilled from the Sales Fulfilment page.

  1. On the Sales Fulfilment page, you have three (3) options to fulfil an order:
    • Click the Fulfil All button at the bottom to transfer all the items in the Goods to Pick section to the Already Picked section.
    • Manually pick items from the Goods to Pick section and transfer them over to the Already Picked section. If there is more than one (1) item to be fulfilled, a Quantity window pops up. Enter the order quantity on the window, then click Apply.   
    • You can also use a barcode scanner to scan an item, then add it to the Already Picked section.
       
  2. Click Done to go to the next page, where a Sale Complete message is shown. Once fulfilled, the status of the sales order (viewable from the Sales History page) is changed to Fulfilled.


To Fulfil a Partially-Paid or Unpaid Order

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Partially-paid or unpaid orders from DEAR and online sales channels can also be fulfilled from the Sales Fulfillment page. These orders are converted to regular POS orders in the process.

  1. On the Sales Fulfilment page, you have three (3) options to fulfil an order:
    • Click the Fulfil All button at the bottom to transfer all the items in the Goods to Pick section to the Already Picked section.
    • Manually pick items from the Goods to Pick section and transfer them over to the Already Picked section. If there is more than one (1) item to be fulfilled, a Quantity window pops up. Enter the order quantity on the window, then click Apply.   
    • You can also use a barcode scanner to scan an item, then add it to the Already Picked section.
       
  2. Click DoneThis converts the sales order to a regular POS sale.
  3. On the Payment page, the balance of the order amount is displayed. The same payment procedure for regular POS sales applies in this case. For more information, see Making your First Sale in DEAR POS. Once fulfilled, the status of the sales order (viewable from the Sales History page)   is changed to Fulfilled.


To Partially Fulfil a Paid Order

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Partial fulfilment of a paid sales order is still possible even if your DEAR POS location does not have enough stock of an item or is lacking one or more items needed to completely fulfil the order.

  1. On the Sales Fulfilment page, items that are lacking from the sales order are highlighted in red.
  2. Click the item/s to partially fulfil the order. To do this, you can either click the Fulfill All button at the bottom to transfer all the available items in the Goods to Pick section to the Already Picked section, or manually pick the items from the Goods to Pick section and transfer them over to the Already Picked section.  
  3. Click Done to complete the sale. On the Sales History page, the sales order shows a Fulfilment button, meaning that some of the items in the order still needs to be fulfilled.


Refunding a Partially-Fulfilled Order

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The amount of the unfulfilled items in a partially-fulfilled sales order can be refunded from the Sales Fulfilment page.

  1. On the DEAR POS menu, click Sell, then Sales History.
  2. On the Sales History page, search for the partially-fulfilled sales order.
  3. Open the sales order's Details page.
  4. On the Sales Fulfilment page, click Refund to start the refund process for the unfulfilled items in the order. Once refunded, the status of the sales order (viewable from the Sales History page) is changed to Fulfilled.

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