What an online order is
An online order is something a customer wants that is not handed over at once: it is collected later, or delivered. Retail manages the order. It is not a shop website.
The list shows each order newest first, with its customer, its store, how it is handed over and paid, what it comes to and where it stands. Search by part of the order number or the customer's name, or the last four digits or more of the phone, and narrow by Status and store. Still open only leaves out completed and cancelled orders. Refund due only lists orders paid online that are owed money back and have not been refunded yet: cancelled, or handed over with less than was paid for. Each says how much is owed back.
Taking an order
- Press Take an order.
- Choose the Store that hands it over. Its goods are held on that store's shelf.
- Say who it is for. Somebody who may see customers can choose A customer on record; otherwise type the name, and a phone if you have it.
- Choose how it is Handed over: Collected from the store or Delivered. A delivery needs a Delivery address and may carry a Delivery charge.
- Choose when it is Paid: When it is handed over or Already paid online. An order paid online needs the Reference of the online payment.
- Add each product with its quantity. Under each, the page says what the store can promise: what is on its shelf, less what is held for other orders.
- Add Promised for, Where it came from, Its reference there and Notes if you like, and press Take the order.
A Price promised for one left empty is the store's price for the product today. Either way the order is sold at that price when it is handed over, whatever the shelf says by then, and no offer is worked out on top of it.
Taking an order holds its goods, so two orders are never promised the last one. An order the store cannot promise in full is refused, and the refusal names each product and how much of it can be promised: lower the quantity, or take the order from another store. A product whose units have serial numbers cannot go on an order. It is sold at a till, where its number is scanned.
Its reference there is the order's own number where it came from. The same reference from the same place is one order: typed a second time, the order already taken opens and nothing new is made. Promised for is a day and a time on your company's own clock. It is written on the order, and nothing happens by it.
A delivery charge is sold as a line of its own when the order is handed over. Where your company charges VAT, it carries the usual VAT code from Retail setup, and an order with a charge is refused until one is chosen.
Picking, packing and handing over
Open an order to move it on. Only the steps its state allows are offered, and a step Accmerio still refuses says why in words.
| Button | When it is there | What it does |
|---|---|---|
| Say what was found | A new order, or one being picked | Enter what was really found for each line, between nothing and what was ordered, and press Save what was found. Less than was ordered is a short line: the rest is let go at once, and the order is for what there is. |
| Packed and ready | A new order, one being picked, or a delivery that came back | The order waits to be collected or sent. A line nobody said otherwise about is taken as found in full. An order on which nothing was found is refused: cancel it instead. |
| Send it out | A delivery that is ready | Enter Who is taking it and a tracking reference if there is one. Accmerio does not follow a parcel. |
| It came back | A delivery that is out | Enter why. The goods stay held. Mark it ready and send it out again, or cancel it. |
| Hand to another store | Until an order is out or completed, with more than one store | What this store holds is let go and the same is held in the other store, where the order is picked again. It is refused where the other store cannot promise all of it: transfer the stock there first. |
| Complete the order | An order paid online that is ready, or out for delivery | The order becomes a sale and its goods leave stock. |
| Cancel the order | Any order not completed or cancelled | Enter why. Its goods are let go, and the order is kept, marked cancelled. |
| Refund made | An order marked Refund due | Enter the reference of the refund, once the customer has been refunded where they paid. |
How an order becomes a sale
An order ends as an ordinary sale with a receipt number, so it is reported, posted and returned like any other. How depends on how it is paid.
| How it is paid | How it becomes a sale |
|---|---|
| Paid when handed over | It is rung up at a Sales till in its store, with Collect an order, when the customer collects it or the driver brings the money back. The till takes the payment. This page has no button for it, and says so on the order. |
| Paid online | Press Complete the order here. The sale is recorded in the store's Online orders register, which has no drawer and no till, and posts at once. |
At a till a cashier is shown the customer's name and the last four digits of their phone, and nothing more: not the whole number and not the address.
A completed order names the sale it became; the number opens the receipt for somebody who may see sales. Goods from a completed order come back against that receipt, at a till. If the sale is voided, the order is ready again and holds its goods again.
What reaches the books
| What you do | What is posted |
|---|---|
| Take, pick, pack, send out, move or cancel an order | Nothing. Holding goods changes what can be promised, not what stock is worth. |
| Complete an order paid online | The sale, at once: debit Online payments clearing; credit sales and VAT output; debit cost of goods sold and credit inventory. A card settlement for online payments clears it when the money reaches your bank. |
| An order rung up at a till | With that till's register session, like any sale. |
| Refund made | Nothing. |