RP Prism User Guide - Chapter 10. Orders
Send Sale

Prism Send Sale PDF

A send sale enables a customer to pay for an item at one location (Selling Store) and pick up the item at a different location (Fulfilling Store). The most common use case is when an item is unavailable at the store where the customer is currently shopping but is available at a nearby store. The user pays for item(s) at the selling store and picks up the items at the fulfilling store. 
Send Sale Notes

• Selling Location and Fulfillment Location must be on different servers and a network connection must exist.
• The server address used for Send Sale and the server address used for replication must follow the same address resolution pattern — meaning either both should use IP or both should use hostname. We recommend using hostname for both.
• If using SSL certificates, enter the server address as https:// 
• The Selling and Fulfillment Locations must have the same set of employee records available (the same Associate(s) is listed on both the selling and fulfillment transactions.
• Partial fulfillment is not supported. If the Order Qty is no longer available at the Fulfillment Location, first fulfill the order. Next, perform a return and refund the money back to the customer.
• You cannot add order items to a transaction that has send sale items.
• You cannot add send sale items to an existing transaction, only a new transaction.
• The send sale can only be created for one store.
• You cannot edit item details of send sale items after the fulfillment transaction has been updated; however, you can edit notes or associate details.
• If the customer does not exist at the Fulfillment Location, the customer will be added.
• Send Sale is not yet supported in Sales-Tax Multi or VAT-Multi environments between stores with different tax areas.

Send Sale - Basic Steps
1. Edit store records to include the server hostname.
2. Configure replication profiles so send sale documents (and other resources as needed) replicate to participating stores.
3. In Prism, create a new transaction and list the item(s). Change the Item Type to "Send Sale." Select the Fulfillment Store. Tender/update the transaction. This amount will be available as a deposit when fulfilling the send sale. The transaction is sent to the selected Fulfillment Location through document replication. 
4. Fulfill the Send Sale at the Fulfilling Store. Use the available deposit to tender the sale.
5. When a send sale is fulfilled, an auto-verified transfer is created at the Fulfilling Store. The item quantity amounts at both stores are correctly affected:

• Item Qty at the Selling Store is unchanged.
• Item Qty at the Fulfilling Store is reduced by the Sold Qty.

Each of the basic steps is explained in more detail in the sections that follow:
Step 1 - Edit Store Records to include Hostname
Enter each participating store's server hostname in the Server Address field in the Store record. Only stores that have a hostname entered in the store record will be available for send sale.  If using IP Addresses, you must use IP Address for BOTH send sale (Server Address field) and data replication (Connection Manager).
SSL Certificates
If using SSL certificates, in the store record of that machine using SSL certs, be sure to put https:// before the fully qualified domain name.
Example:  https://myserver1.retailpro.com

Step 2 - Configure Replication Profiles
To ensure a Send Sale document is properly transmitted to any desired location a replication profile must be created that allows the DOCUMENT resource to be replicated from any Send Sale creation location to any desired fulfillment location. This may require allowing these documents to flow up to a POA and back down to the fulfilling store. It is recommended that every store defined in Step 1 above be included in this resource or the Send Sale will not be present to fulfill. It is assumed that INVENTORY and CUSTOMERS will also be replicated to properly fulfill the document once it arrives at the fulfilling store.

Step 3- Create Send Sale at Selling Store
Create a new transaction and list the item(s) and customer.
Select the item and click the Item Type button.
Change the Item Type to Send Sale.
A Store Selection modal displays.
Select the store to which the sale will be sent and click OK..

The item list now shows the Item Type set to "Send Sale."

Click Tender Transaction.
Take payment. The payment will become a "deposit" for the Send Sale order.
Note: After you click Print Update or Update Only, it will take a few seconds for the screen to refresh as the Send Sale is being transmitted. The transaction is sent to the selected Fulfillment Location through document replication.

 Step 4 - Fulfill Send Sale at Fulfilling Store
Use Transaction Lookup to find and display the document. Set the "Transaction Type" filter to "Send Sale". 
Click the Order Details button.
Click Fulfill Send Sale.
Order Details menu: 

Select the items and quantities to fulfill. The Qty Fill is updated. Click OK.

Click Tender Transaction.
A prompt informs the Associate that a deposit is available. The deposit will typically be for the full amount of the transaction. Click Yes.

 
The deposit amount is added to the transaction. 
Note: If only part of the send sale is being fulfilled, the deposit amount is adjusted accordingly.
Click Take.
Tender the transaction.
Print and update the transaction.
A prompt informs the order is now fulfilled and can be closed. Click Yes.
 
Another prompt gives the user the change to print and close the order.
 
Click OK to close without printing.
Click Confirm & Print to close and print the receipt.
Day to Day replication will replicate the transaction to the POA.
Notes about Fulfillment Store
When fulfilling a Send Sale order, the price level used on the fulfillment transaction is the active price level at the Selling Store.
The Fulfillment Store CAN reduce the item quantity (e.g. if the ordered quantity is no longer physically available)
The Fulfillment Store CANNOT:

• Add new items to the transaction
• Increase the quantity
• Return deposits for removed items
• Update a Send Sale transactions after removing all Send Sale items

Step 5 - Transfer Slip Created to Update O/H Quantities
A Transfer Slip will automatically be generated to move merchandise from fulfilling store to the selling store in order to balance the monies taken and the sale of merchandise. This process occurs automatically when the Send Sale is fulfilled at the fulfillment store.

• A Transfer Slip transferring the merchandise from the fulfilling store to the selling store will be created with a comment indicating what documents caused its creation.  The comment looks like: "Send Sale: order xx , receipt yy" in order to indicate which Send Sale document and Receipt documents were used to facilitate this transaction.
• A Transfer Voucher will be created at the selling store to receive the merchandise referenced by the transfer slip.  The Transfer Voucher will reference the associated Transfer Slip number.
• All documents (Send Sale, Transfer Slip & Transfer Voucher) reference the original Send Sale store which originated the transaction.

Closing a Send Sale
In Prism 2.4.1 and later, you can close a send sale at either the selling or fulfilling store. In Prism 2.4 and earlier, closing a send sale has to be done at the fulfillment store. Closing a send sale returns any paid amounts back to the customer. Note: By default, store credit is the only allowed tender for Deposit Refunds. You can select additional allowed tenders for Deposit Refunds in Admin Console > Node Preferences > Transactions > Tenders > Requirements.
Steps for Closing a Send Sale:
1.    Find and display the send sale transaction.
2.    Click Order Details > Close Order. A confirmation is displayed. Click Confirm & Print to close and print the order or click OK to close the order without printing.
If you closed the send sale at the selling store, the closed order replicates upstream to the Root Authority (RA) and then downstream to the fulfillment store.

The following security permissions control employee access to the Send Sale feature.

Send Sale Tax Location Preference
In Preferences & Settings > Taxes > General, you can select which store's tax area will be used when fulfilling a Send Sale transaction. By default, the Selling Location is selected. If necessary, you can change this to the Fulfillment Location.

Resending a Send Sale
If necessary, you can resend a send sale. This might be necessary if there was a problem with the Internet connection when the original transmission was sent. Use Transaction Lookup to find the send sale transaction. In the Transaction Lookup dialog, select the transaction and then touch or click the Resend button.

Item Details > Fulfillment Location
If you need to check which store was selected as the Fulfillment Location, use the Item Details button and then select the Item Details tab. The Fulfillment Location is displayed.

Changing Item Tax on Send Sale Transactions
Beginning with Prism 2.0, users can edit item Tax Amount. However, changing item Tax Amount is not allowed for send sales when the fulfillment store tax rate is used. If an item on a transaction has an Item Type of "send sale," and the preference for applying tax on a send sale is set to the Fulfillment store, then item tax cannot be edited.

Canceling a Send Sale
At the fulfillment location, perform a return against the sale, and then start over, if necessary.

Send Sale Database Fields
The following database fields are in the DOCUMENT table.

Sublocations and Send Sale
You can do a send sale transaction using sublocations. Simply change the item type to "Send Sale." In Prism 2.12 and earlier, when the Send Sale is fulfilled, the item will be pulled from the default sublocation assigned to POS Documents for the Fulfillment Store. In Prism 2.2 and later, users can change the sublocation from which an item is pulled when fulfilling a send sale. When fulfilling a send sale, a Sublocation selection drop-down at the top of the screen defaults to the Primary sublocation but users can select a different sublocation if needed. This enables the user to select the desired sublocation, which may be different at the selling and fulfillment stores. Upon change, the subloc_id attribute of fulfilled items is set to the selected sublocation.