Quickly Closing Counter Orders

Use the Close Counter Order to quickly access a recent sales order and apply a payment to it. This window displays recently accessed invoiced orders for which a pick ticket has printed, and for which a ship ticket has not printed. Credit orders and direct orders do not display. You can also resolve errors that prevent the order from shipping.

If you are using Solar Eclipse Signature Capture 3.0, see Closing Counter Orders Using Signature Capture in the Signature Capture online help documentation.

To use this feature, the Enable Picking Confirmationcontrol maintenance record must be enabled for the branch at which payments are being taken.

Note: To refresh the Close Counter Order window, as needed, use the Edit > Refresh Orders menu option.

To quickly close a counter order:

From the Orders menu, select Close Counter Order to display the Close Counter Order window.

Note:If prompted, select the location you need documents to print.

In the Enter or Select Order area, select a sales order.
- Double-click one of your recent orders in the list. The list of orders includes your most recent invoiced orders for which you printed a pick ticket, and for which a ship ticket has not printed; for example, orders that you have assigned a Pick Up Now status and then exited. Up to 100 recent orders display in the list.
- Click the Multiple button to select more than one order and use the Close Multiple Orders option.
- Right-click one of your recent orders and select Collect Payment.
- Scan an order barcode, or manually type a sales order number, including the generation portion of the number, in the field at the top and press Enter. For example, type S1234567.001 and press Enter. If the order has been invoiced, has a pick ticket that has printed but no ship ticket, you can use the Close Counter Order window to accept payment and close the order.

Note: If you select an order that has heat number-required items, the system displays the Heat Number Entry window before you can gain access to the Close Counter order window.

In the Payment Method field, select a payment method and enter terms.

If you selected...	Then...
Cash	In the Terms field, change the payment terms, if needed. If this customer has default payment terms, those terms display here. In the Cash Amount field, type the cash amount being received and press Enter. Note: The system checks the Sales Order Entry Terms Code Override control maintenance record for cash payments override settings.
Check	In the Terms field, change the payment terms, if needed. If this customer has default payment terms, those terms display here. In the Check Number field, enter the customer's check number and press Enter. In the Check Amount field, enter the customer's check amount and press Enter. If a customer is not flagged for company or personal checks in the Credit Control Parameters window in Customer Maintenance, you cannot enter a check as payment.
Credit	In the Terms field, change the payment terms, if needed. If this customer has default payment terms, those terms display here. Click Pay With Credit Card. Use the Credit Card Authorization window to enter credit card information, and then exit to return to the Close Counter Order window. If your site does not use the Credit Card Authorization or the Element Credit Card Processing with Element companion product, enter the credit card transaction authorization number in the Auth Number field. In addition, enter the amount to charge in the Credit Amount field. Click Credit Card Info to open the Credit Card Information window and enter the card number and any additional needed information. Save your changes and return to the Close Counter Order window. After you enter the authorization number and credit amount, you can print the ship ticket for the order.
Gift Card	In the Terms field, change the payment terms, if needed. Gift cards/certificates use the same payment terms as Cash. In the Gift Card Number field, type the number on the gift card/certificate. In the Gift Card Amount field, enter the amount from the gift card/certificate to apply to the order. You can enter an amount that is less than the amount due on the order, if that is all that the gift card/certificate has available. You can also enter less than the total available on the gift card/certificate, if the order is for less than what is available on the gift card/certificate.

To enter more than one payment type, click Open Totals Screen to apply multiple payments to the order.

If the product is marked for Serial Number Entry in Product Maintenance, the system prompts you to enter the serial number.
If your company uses Signature Capture, the ePad device is activated automatically. See more:
Collect the signature, and then click Accept and Complete Order.
Important: You may need to re-select the order before the Accept button activates.
The signature displays in the Signed By field. This allows tracking for orders that are picked up by someone other than the person who ordered. The system notifies you if a signature has already been captured. If you want to recapture a signature or accept a new one, click Clear and Redo Signature.
Note: The system displays Device/Drivers Unavailable if Signature Capture cannot be detected. Check your connections and try again.

Important: You may need to re-select the order before the Accept button activates.

Click Complete Order and select one of the following:
Print Ship Ticket - Prints to you local default printer.
Complete Order without printing Ship Ticket

The system sets the ship ticket flag to Printed and adds a comment in the change log.

E-mail Ship Ticket to <e-mail address>

If the Validate Name In 'Ordered By’ Field Against Customer Contactscontrol maintenance record is set to Yes, then the systems uses the first e-mail address assigned to that contact. If none is entered, or the control maintenance record is set to No, the system uses the ship-to customer record for an e-mail address. If there is no ship-to e-mail set in the customer record, the system checks the bill-to customer record. If no e-mail addresses are on file, this option does not display.

Enter an E-mail Address to send Ship Ticket to

Note: If your company uses RF and has the Document to Print on RF Order Close field set to Pick Ticket in Branch Ship Via Additional Data, then the system disregards the Bypass Pick Ticket Print check box in Ship Via Maintenance.

Closing Multiple Orders from Close Counter Order

You can close multiple orders and pay for them all at once, if needed. The system allows payment by cash, check and credit card as usual. For example, you can select two or more orders and then select your payment method to include all selected orders on the same check.

If paying by credit card, the system creates a "payment sales order" to bundle the selected sales orders together for the payment. The payment sales order can still be located within the system as any other order. The payment sales order lists the selected to-pay sales orders numbers in the description so you do not lose track of which orders you've paid on this single payment. You must set the Close Counter Order Multi-Order Credit Card Payment Setupcontrol maintenance record to use credit cards to close more than one order. In addition, the customer's Credit Control Parameters must have the Allow Payment of Multiple Orders by Credit Card setting selected. If the system displays the following message on the payment window, the control parameter should be reviewed:This account is flagged not to accept payments for multiple orders by credit card. For each order paid, the system creates a cash receipt automatically for each order. The cash receipt shows the payment sales order (S000000001.DEP) with the total amount of the individual order being applied. Each order paid has its own cash receipt.

Note: While you can pay for multiple orders with credit cards, the system does not allow pre-authorization for paying multiple orders by credit card through Close Counter Order.

To close and pay multiple orders from Close Counter Order:

From the Orders menu, select Close Counter Order to display the Close Counter Order window.
In the Order Changes area, click Yes - Close Multiple button to display the Close Multiple Orders window.
In the Customer field, enter or select the customer for whom you want to close more than one order.
Use the Add Order and Remove Order buttons to arrange the orders you want to close into the Selected Orders column.

Note: If you are using RF Warehouse processes, orders still marked In-Process do not display to select.

Click OK.

The system returns you to the Close Counter Order Entry window.

Select the payment method and complete the order.

The system creates a cash receipt for each sales order you are paying.

More Options When Closing Counter Orders

Do any of the following, as needed:

If you want to...	Then...
change any quantities or items on the order	Click Yes - Edit Order. Change products and product quantities on the order's Body tab as needed. When you are finished, exit the order to return to the Close Counter Order window.
accept multiple kinds of payments for the same order	In the Detailed Payment area, click Open Totals Screen to display the order's Totals tab. Enter payment information on the order's Totals tab, and then exit the order to return to the Close Counter Order window.
override cash required for a COD customer	Click Override Cash Required. Note: You must be assigned the SOE.CASH.REQD.EDIT authorization key.
allow the customer to redo their signature	Click Clear and Redo Signature. After the customer signs, click Accept and Complete Order. Note: If no electronic signature device is attached, this option is not activated.
enter the name of the customer representative who is placing the order	In the Ordered By field, type a the customer representative's name. Or, select New to display the Contact Maintenance window, where you can enter a new customer contact. If you enter a customer representative's name, it may or may not be validated, based on the following: If this customer has contacts set up in Contact Maintenance, this field is validated against those contacts. If this customer does not have contacts set up in Contact Maintenance, and if the control record Validate Name In 'Ordered By' Field Against Customer Contactsis set to No, this field is free-form and is not validated.
cancel the payment you are entering and start over	From the File menu, select Cancel Payment. Re-select the order, or select a different order.