Item Line

The Item Line allows users to effectively view part items and their locations, edit ordered quantities, edit fulfilled quantities, and edit amounts as well as check traceability, verify correct Item Numbers, report lost sales, remove items from SO entirely, and create/edit discounts for specific items.  The Item Lines appear as rows in descending order by when they were added to the SO.

Gear, Rocket, Truck, Tax, Percentage and Money icons

The POS icons that appear in the left-hand column help signify what classification each Item Line is, and the different icons can be defined as follows:

• signifies the item line is a Part
• signifies the item line is a Machine
• signifies the item line is a Shipping and Handling (S&H) charge
• signifies the item line is an added Tax

• signifies the item line is an added Discount

• signifies the item line is a Payment
•  signifies the item line is a Note
•  signifies the item line is a Rental Contract
• signifies item line is a Work Order

Product/Service column

The Product/Service column allows users to view Item Number, Item Description, go to Item Dashboard, and change Item Description. The Item Description is listed underneath the Item Number in the Product/Service Column. 

Click the Item Dashboard button located just right of the Item Number to open up the Item Dashboard in a new tab.

Click the Pencil icon to change the Item Description.

• Note that changing Item Description in the POS does not permanently change Item Description in the Item Dashboard.  
• Tax Items will include their Tax Percentages in parentheses in its description

If Item has a Core, the Item Line will contain a Dirty Core option underneath the item description. Check the box if the Dirty Core has been returned. You can set the Core status of the Item when editing the Item's Dashboard.

Actions column

The Actions column, located in the middle of the POS, allows users to check fulfillment status, fulfill item, check traceability, change status of item number verification, report lost sale, check if there is updated pricing, and remove item from the SO.

To fulfill all item quantities, check the green Circled Check Mark icon

• An unfilled Circled Check Mark signifies that the ordered quantities of that specific item are not fulfilled
• A filled in Circled Check Mark signifies that the ordered quantities of that specific item have been fulfilled
• An orange Circled Check Mark signifies that the ordered quantities of that specific item have been partially fulfilled

                       

To check Traceability, click the Traceability icon .

• Traceability feature is only enabled when item has traceability information
• This feature is specific to manufacturing ERP companies

To change status of item number verification, click the Squared Check Mark icon.

• Once clicked, the Squared Check Mark icon will change to a Red Warning Sign to signify that the Item Number is not verified
  • Most likely the customer submitted the Item Number if not verified

To Report Lost Sale, follow these steps:

1. Click the Frowny Face icon  to redirect to the Loss Report Form
2. Fill in Loss Report Details with loss type, customer, reason, and estimation information
3. Verify Item Details such as the Selected Item, Listed Price, and QOH
4. Click Submit

To check Updated Pricing for an item that has changed pricing, a golden icon [picture of the icon] will appear in the action column. After clicking, an Update Pricing notification will pop-up and ask if a pricing update is applicable. If so, press the Send button and the item price will be updated appropriately.

To remove an item from the sale order, click the X, and the item line will disappear from the POS.

Location column

The Location column allows users to update or enter in an Item BIN, or a designated inventory storage location. To set the location, click the Pencil icon and type the BIN into the prompted text.

Quantity column

The Quantity column allows users to view and change Ordered Quantity, and view Quantity on Hand (available quantity), Quantity Consigned, Total Quantity, Dispute Quantity, and Request Transfer.

To change Ordered Quantity, use the arrows or click into the quantity number to manually type in the desired quantity. The QOH, or Available Quantity, is located directly below. Also, by clicking the Information icon, the QOH Breakdown Tab pops-up with the Quantity Available, Consigned Quantity, and Total Quantity.

To Dispute Quantity, click the Ladybug icon and enter the quantity that is actually on hand, not including ordered quantity.

• Notice that after disputing the quantity, the QOH will automatically be updated on the Sale Order, as well as on the Item Dashboard

To Request Transfer Quantity, click the Truck icon and fill out the Transfer This Item pop-up page. This page requires the Transfer Location, Transfer Quantity, Shipping Method, and if Drop shipped. Select either Transfer or Quick Transfer to finish the Transfer process.

Fulfill column

The Fulfill column allows users to view and change fulfilled quantities. To change fulfilled quantity, either click into the Fulfilled Quantity number or click arrows to incrementally add or take away Fulfilled Quantity. 

              

Rate/Amount column

The Rate/Amount column, located furthest right of the POS, allows users to view and change Item Prices, as well as add discounts to each Item Line separately. The top number of the Rate/Amount cell is the Item Price which takes into account the Item Discount. Just below, is the Total Item price which additionally takes into account the Quantity Ordered. 

To add an Item Discount, click the Discount Line cell and fill out the Line Pricing pop-up menu and press Save. The Line Pricing pop-up menu requires Discount Percentage, Reason for discount, and will propagate the New Amount.

• After applying an Item Discount, the Money Icon in the Rate/Amount cell will fill green.

                        

Customer Tab Overview

The blue Customer tab allows users to enter the necessary Customer, Contact, and Machine information associated with the Sales Order. When a user creates a Sales Order, the initial tab opened is the Customer (4) tab.  The Customer tab opens automatically when the hotkey 4 is pressed on the POS. The remaining information on the Customer tab includes changing the Source of the Sales Order, Type, Salesperson, Location, and Consignment type. These features appear underneath the Customer, Contact, and Machine drop-down menus of the Customer tab.

How to add a Customer to the Sales Order

Users can add a customer to the Sales Order by following these steps:

1. Look up the customer using the drop-down menu. Look-up options include customer name, phone number, email, or Customer ID Number
2. Select by clicking on the desired customer’s name
   • Notice the title of the blue customer tab changes to the chosen customer’s name
   • If set, the default contact for the customer will be automatically assigned

How to add a Contact to the Sales Order

Users can add a contact to the Sales Order by following these steps:

1. Look up contact using the drop-down menu
   • Look-up options include a contact name, phone number, or email
   • New Contacts requires customer email or phone number
2. Select by clicking on the desired contact’s name

How to associate a Machine to the Sales Order

1. Look up the machine using the drop-down menu
   • Look-up options include Machine ID Number, Make, Model, Description, Serial Number 
2. Select by clicking on the desired machine’s name
   • Additional machines with similar customer information may appear
   • Associating a machine to a Sales Order helps Flyntlok associate common parts to machine models, and in internal documents such as Cost of Sale, Cost of Rent, and Capitalization tells Flyntlok which machine to associate the costs to

How to view Customer and Machine dashboards

Users can click the View button underneath the Customer and Machine dropdown menus to access their coinciding dashboards. These dashboards will automatically open in a new tab.

Customer dashboards give a detailed report of customer information such as customer ID, contact, company, deposit, payment, rental, recent sale orders information, and much more.

Machine dashboards give a detailed report of machine information such as machine ID, physical location, description, work order, sale order, recent notes, finance information, and much more.

 

How to edit Customer, Contact, and Machine information

Located next to the View button, the Edit button allows users to edit customer, contact, and machine information in their coinciding dashboards.

How to locate commonly bought parts by customer and machine

The Common button, located below the Customer and Machine drop-down menus, can be used to view commonly purchased parts by customer and machine.  Once selected, either the Customer Common Parts or the Machine Common Parts pop-up menus appear where users can scroll and add desired parts to the Sales Order by clicking the + button in the left column. Added part items will propagate in the line items of the Sales Order.

 

How to add new Customers, Contacts, and Machines

The Add button, located below the Customer, Contact, and Machine drop-down menus, can be used to add new customers, contacts, and machines quickly from your POS. After clicking the Add button, the Quick Create Customer, Add Contact, or Quick Create Machine pop-up menus appear where you can fill in the required information and press the Create button to finish the add new process.  The Quick Create Customer and Quick Create Machine menus have an Advanced option that directs the user to the Manage Customer and Manage Machine menus in a new tab.  These menus offer more detailed customer and machine information options.

How to change the Source of Sales Order

In the blue Customer tab of the POS, click the Source tab down menu and select to change the source of the customer affiliated with the sales order. The source provides an origin of the customer and default options in the Source tab down menu include Walk in, Phone, Service, and Purchase Order. 

How to change the Type of Sales Order

Click the Type tab-down menu and select the desired type to change the type of sales order. The type helps Flyntlok classify this sales order.  You can also set up your sales order ID’s to contain a prefix / suffix that contains the type designation. 

How to change the Salesperson of the Sales Order

Click the Salesperson tab-down menu and select the salesperson being credited for the Sales Order. 

How to change the Location of the Sales Order

Click the Location tab-down menu and select the desired location of where the Sales Order took place to change to the correct location. You can also set up your Sales Order ID’s to contain a prefix / suffix that contains the location designation. The default location is whichever location your user is assigned to.