Adding Items to a Sales Order

The Item Search Bar, which appears on the top left side of the Point Of Sale, can be used to quickly search, view basic item information, and add items to Sales Orders. New items can be quickly created from the POS, also, Files containing Part Lookup numbers and their coinciding quantities can be imported to add items in mass to a Sale Order. Another Search Bar feature allows users to add part items by scanning their UPC codes.

How to add items to a Sale Order

Adding items to a Sales Order is a necessary step to complete an SO for a customer. Users can add items by:

  1. Looking up the item in the Item Searcher
    •  Items can be looked up by their Item Number, Item Number 2, MFR Item Number, Description, Comments  
    • Items that have been superseded will show up red with an option to view the Alternates
  2. Once you have highlighted the Item that you wish to sell, Tab or Enter (based on your user settings) will move you to the Quantity Field

How to quickly create a new item from the Point-of-Sale

If the item does not exist but needs to be added to a Sales Order, the user can create a new item by:

  1. Clicking the Add a new item button, displayed by a + icon  
  2. Fill out the required fields with the correct item information on the Quick Create Item pop-up menu

 

How to import a sales order from a file

Creating a Sales Order from a file can be handy when you have any Excel or CSV file with Part Numbers and their quantities. Follow the next steps to import items from a file.

  1. Click the Import items from file button located right of the Parts Searcher
  2. Choose the correct file in a table format to upload
    • This table should consist of a column with the desired part numbers as well as a column with correlating quantities
    • User may have to check the prompted box if the imported file contains a first-row header
  3. After clicking next, correctly assign columns from the imported file and click next again
  4. View the selected items that were pulled from the imported file
    • This step may require unselecting unwanted items, or resolving items with duplicate Item Numbers that match across different vendors
  5. Click next to go to this final stage and verify item quantities and quantities on hand
  6. Click Add and listed items will propagate into the item lines of the POS

 

 

 

How to add part items to a Sale Order by scanning the item

Adding items efficiently may require adding items by scanning items’ UPC. Users can scan items into SOs by:

  1.  Clicking the Scan items button located left of the Item Search Bar
    1. This is also a hotkey (Alt+B)
    2. Some scanners can be programmed to run the hotkey as you scan
  2. Scan each item’s UPC
    • Note that scanning an item twice will increase the quantity within its already preexisting item line and not create a new line
  3. Confirm correct items and item quantities were added into the SO after scanning

 

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

Add a Customer to the Sales Order

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.

 

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