Saving Serial Numbers on Special Order
in progress
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Valerie Lonzi
Serial Numbers also need to be saved on Layaways in addition to special orders. I reconcile available inventory to available serial numbers. when it does not save on a layaway or special order how do you know that it is already committed to a customer. I read through the trail of email below, and I am unsure that the October proposed is going to fix the problem or not. can someone let me know will is save the serial number to the special order or layaway
Suzy Weightman
Merged in a post:
Special Order - Need Serial Numbers to Save
Toby K Selph Arnett
Recommendation: Please make it so we can save serial numbers in the SO.
Problem: It looks like we can (there is a spot for one), but then it doesn't actually save.
Background:
Initially, when we set up a Special Order we don't have the serial numbers. And, usually with a special order, the customer will pay for the bikes when they pick them up, so we turn the Special Order into a regular sale and enter the serial numbers at the time of "tender". So, for most Special Orders it's okay that the serial number doesn't get saved. However, on occasion, especially with fleet sales, we need to deliver the bikes and then wait on payment (from a company or a government entity...police, fire, city, etc). This means we give them an "invoice" (the special order saved as a PDF), deliver the bikes, and then wait for their purchasing department to process the payment. So, occasionally, we will need to put the serial numbers in the Sales Order and have it saved there. Deliver the bikes and then wait on payment. Once the payment arrives, then I'll convert the Sales Order to a regular sale and tender the payment. But, the serial numbers need to be saved in the SO and transfer to the reg sale, as the bikes have already been delivered.
This post was marked as
in progress
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Emma - Citrus-Lime
planned
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Emma - Citrus-Lime
Hi everyone. Thank you for your feedback. We're going to make a change later this year to address this issue. Here's a bit more detail.
Serial numbers are not supposed to save against open customer orders in Cloud POS. This would add extra complexity for a few reasons: we'd need to introduce another status for serial numbers to accommodate the ones assigned to customer orders; the platform would need extra validation checks to prevent serials being added to multiple orders; there'd be extra steps required to release and re-assign serial numbers between orders; there'd be a risk that cashiers would hand over a bike/battery without checking that the 'planned' serial number was definitely the one issued.
We're going to make it much clearer that serial numbers can't be saved on open customer orders. If you enter serial numbers into your transaction and then set it as a customer order, we'll display a pop-up to explain that the serial numbers have been cleared (and provide advice). If you set your transaction as a customer order and then add your serialized item, we will hide the field that allows you to enter the serial number in the first place.
In the scenarios where you do want to capture serial numbers when an order is still open, we would advise one of the following options:
a) record the intended serial number in the line comments. This can then be copied across into the serial number field when the sale is completed / the order is closed.
b) record the intended serial number in the transaction comments. This can then be copied across into the serial number field when the sale is completed / the order is closed.
c) if the customer is taking the item(s) now but making payment later, tender the order as a sale to 'Customer Account'. You can then add the serial numbers straight away and invoice the customer for payment afterwards.
If you need further help with any of these options, please contact the Support Team via phone or Live Chat, and we will be happy to advise based on your individual requirements.
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Emma - Citrus-Lime
Hi everyone. As Suzy has explained below, we're going to make a change later this year to address this issue. Here's a bit more detail.
Serial numbers are not supposed to save against open customer orders in Cloud POS. This would add extra complexity for a few reasons: we'd need to introduce another status for serial numbers to accommodate the ones assigned to customer orders; the platform would need extra validation checks to prevent serials being added to multiple orders; there'd be extra steps required to release and re-assign serial numbers between orders; there'd be a risk that cashiers would hand over a bike/battery without checking that the 'planned' serial number was definitely the one issued.
With the planned changes that Suzy has described, we'll make it much clearer that serial numbers can't be saved on open customer orders. If you enter serial numbers into your transaction and then set it as a customer order, we'll display a pop-up to explain that the serial numbers have been cleared (and provide advice). If you set your transaction as a customer order and then add your serialized item, we will hide the field that allows you to enter the serial number in the first place.
In the scenarios where you do want to capture serial numbers when an order is still open, we would advise one of the following options:
a) record the intended serial number in the line comments. This can then be copied across into the serial number field when the sale is completed / the order is closed.
b) record the intended serial number in the transaction comments. This can then be copied across into the serial number field when the sale is completed / the order is closed.
c) if the customer is taking the item(s) now but making payment later, tender the order as a sale to 'Customer Account'. You can then add the serial numbers straight away and invoice the customer for payment afterwards.
If you need further help with any of these options, please contact the Support Team via phone or Live Chat, and we will be happy to advise based on your individual requirements.
Suzy Weightman
Hi,
We're going to make a change to Cloud POS in the release later this year (October) - where we'll clear serial information against lines if the transaction is set to a Special Order and show a pop-up to say this has happened.
Thanks,
Suzy
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Emma - Citrus-Lime
Hi Toby. I'll reach out to you directly to explain the way forward here.
Neil McQuillan
Have you considered selling the special order to an 'account' this means you can see the money you are owed and send out statements to request payment. I can ask the helpdesk to provide training if that would be helpful.
I think this also addresses the serial number issue you raise as well.