Entering Product / Invoices

See Also: Processing Invoices

Entering Products on the Invoice

Entering Products With the Product Find Window. Click on the “Find” button in the invoice to open the product find window.

You can type any part of the description,color or part number.As you type, the window will automatically list all products that match what you're typing.(after 3 characters) The field is not case sensitive. When the window has displayed a list of matches, you can click on the desired product to highlight it and then click "Enter" to add the product to the current window. You can also use the up and down arrow keys to navigate the list and then press the "Enter" key on your keyboard to add the product to the window.

You can also double click on the desired product to add it. The Locate window lists product part numbers, inventory level, retail price and description. Product can be searched for section one/limited edition or section two.

Entering products with the Description Lookups

On the invoice you will notice that a drop down box is displayed listing all the products in the products database. If the product drop down list is not displayed, double click in the first description field in the invoice. I recommend that you take just a few minutes and scroll through the list, becoming acquainted with how the products are listed. You may notice that the lists contains some products which are no longer “current”. The program is shipped with the “current” order form as well as classic product dating back about 2 years. You can remove any classic product that you are not using in the products window. Many of you are not brand new consultant’s and may have classic product on your shelves. The system’s product descriptions are entered similar to the company order form. i.e.) cleansers are listed on the order from under Cleanse and then the formula. If you are looking for cleansers here, you will find them under the description “Cleanse” and then when you tab to the Color field you will have the option to select the formula. You have the ability to change the descriptions of the products in the system, please refer to the chapter on Products for additional information.

In the Description field: You can either scroll the product list and click with your mouse to locate a product to select it or Begin to type the name of the product. When the product is highlighted in the box below, press the tab key to select the product and move to the next field. In the Color field: If the product has an associated formula or color, a color drop down box will appear listing the various selections. As in the description field, you can either scroll the list and click with your mouse to select, or Begin typing the first few letters of the color or formula you wish to select. When the product is highlighted in the box below press the tab key to move to the next field. After selecting the product, the system will locate the product in your database and display the product’s List or Retail price along with your inventory level and number of products on order. The system will also insert the list price as the default sales price and enter a default quantity sold of one.

Order Field: This field is a display only field. It will display the quantity on order, for the product you have selected. If you are using the inventory management part of the system, this will help you identify if you have to locate the item from a sister consultant, or let the customer know the item is on back order and will be delivered as soon as you receive it.

Stock: A display only field. If tracking your inventory, this field will reflect the current inventory level of the selected product. This field will be updated when the invoice is processed to reflect the new inventory level the next time the product is pulled up.

Amount: Enter the quantity of the selected product that the customer wishes to purchase.

List: This is the retail price of the product. This field can be edited.

Price: This is the price that you are selling the item for. In the majority of cases, this will be the same as the list price. Occasionally you may find it necessary to change a price. Some of the reasons you may do this would be, you are discounting one particular product or you are selling her a section two item and want to charge more than the List figure.

If you make a change to the price of an item, an S will appear in the far right column. This identifies the item as a special price. The printed invoice will display the item and identify it as a special price also.

Total: This will be an extension of the price times the quantity. Continue preparing the invoice using the tab key to advance from field to field or the mouse until all items have been added. The invoice will handle up to 40 items per invoice.

 Entering Products by Part Number

When the invoice appears it will be in description mode and the Description field will be the active field. Simply enter the # sign (shift + 3) while in the description field to change the invoice to part number mode. In Part Number mode, a part # field appears and products will be displayed when you have entered the product’s part number and pressed the tab key. To switch back to description mode, with the cursor in the Prod # field, enter another # sign.

Entering Custom Products

You can enter products that are not in your database which the system will automatically tag as custom, inserting a “C” in the right side column. To enter a custom product, enter the full description of the product into the description field which will cause the description lookup window to disappear, indicating that the system has not located the product. Enter the retail value, the actual sales price and the quantity sold in the appropriate fields. Custom products are just like any other product when calculating the invoice and in reports. Since custom products do not exist in your product data base, nothing is updated in your product database when the invoice is processed. You can add products to your product database while you are in the middle of an invoice by clicking the product icon. See Products

See Also

Imvoicing / Entering Customer Sales

Invoice Window Description

Invoice totals/summary

Invoicing Gifts/Demos/Personal Use

Processing Invoices