Retailer has the tools to enable retailers to effectively manage school booklist ordering. This article outlines how you can best perform and manage these functions. This article also assumes a good working knowledge of stock control through Retailer.
Setting Up School List Pricing
There are 10 steps involved in the process of managing school booklist ordering:
- Add booklist suppliers
- Remove unnecessary pending orders
- Create/activate catalogues for each school
- Create template invoices for each class
- Create individual customer invoices
- Create orders through customer invoices
- Send orders to suppliers
- Arrive sent orders
- Finalise customer invoices
- Stop catalogues
1. Add Booklist Suppliers
All suppliers being used must be in your supplier file. Add them through Stock -> Stock Maintenance -> Suppliers & Departments.
2. Remove Unnecessary Pending Orders
Before setting up individual customer invoices, you should remove unwanted pending orders in Stock Maintenance -> Orders -> Orders Maintenance. Otherwise, any new orders will be added to those existing ones.
3. Create/Activate Catalogues For Each School
A catalogue must be set up through Setup -> Catalogues with the pricing you are using for your school booklists. If you have different pricing for different schools, you will need to create a catalogue for each school.
4. Create Template Invoices for Each Class
Through Stock Maintenance -> Quote and Invoice Management, you can create an invoice template for each class.
- Create an invoice for each class, which you would add as a new customer.
- When adding stock, ensure that Normal/Catalogue prices are used.
- Print/Preview the invoices and make sure that the invoices are marked as Posted.
5. Create Individual Customer Invoices
Once you have an invoice template, you can then copy the invoice and edit the copy with different quantities for a particular customer/student.
6. Create Orders through Customer Invoices
While the invoice is still marked as Pending, click on Create Order and select the invoices and quantities to order. This will create a Pending Order in Orders Maintenance.
7. Send Orders to Suppliers
The Pending Orders then needs to be marked as Sent by printing the orders in Stock Maintenance -> Orders -> Orders Maintenance.
8. Arrive Sent Orders
When you receive the orders from the suppliers, they need to be arrived through Retailer to keep your stock-on-hand figures accurate.
9. Finalise Customer Invoices
Once the stock has been provided to the student/customer, the customer invoices can then be marked as Posted. This will charge the customer's account and adjust your stock-on-hand figures for the stock items.
10. Stop Catalogues
Once your customer invoices are done, you can stop the school catalogues manually so that stock at your POS will scan at its normal price. In Setup -> Catalogues, double-click on the Manual Stop tick-box and click Save.