Chapter 10. Orders
Prism 1.14.7 User's Guide Chapter 10. Orders PDF
Prism 2.3 User's Guide Chapter 10. Orders PDF
An order is a planned purchase of merchandise by a customer. All orders in Prism require entry of a Bill To Customer. Depending on your preference settings, the customer may be required to make a minimum initial deposit. Additional deposits can be taken at any time until the order is filled. Fulfill the order when a customer is ready to pay off the balance and receive the items. Fulfilling an order records the sale and deducts the items from inventory.
There are three different order types available in Prism:
| Order Type | Notes |
|---|---|
| Customer Order | This is the "standard" order type and by default is the only order type enabled in preferences. |
| Layaway | Use layaway orders when customers will pay for the item(s) over time. For example, using a layaway the customer can spread the purchase amount over three equal monthly installments. |
| Special Order | Special orders enable customers to order items not normally carried in inventory, (e.g. "one-off" orders) or to order a special shipment of an item that already exists in inventory.A new item can be added to Inventory for listing on a special order. |
In practice, there is not much difference between a customer order and a layaway. Both order types enable you to take one or more deposits against the order. The distinction is more a logical one, in which a customer order is used to order out-of-stock merchandise or merchandise not normally carried, and a layaway is used to allow a customer to pay for the purchase over time.
When creating an order, often the item(s) being ordered will be the only items on the transaction; however, by default you can include both sale and order items on a single transaction. When tendering the transaction, the initial deposit amount required for the order (if any) is added to the transaction subtotal.
| Topic | Description |
|---|---|
| New Order | Create a new customer order or layaway order, list the items and take the initial deposit. |
| Order Deposits | Take additional deposits for an order. |
| Fulfill Order | How to take payment for the order balance so the order is fulfilled (completed). |
| Edit Order | Edit an existing order. |
| Close Order | Close orders that are no longer active or that the customer wants to cancel. Any deposit balance will be refunded. |
| Fees and Shipping on Orders | When fulfilling only part of the order, the user must specify the portion of shipping and fees to use. |
Preferences
You can define a minimum percentage that will be due when creating each type of order. This preference is in Node Preferences > Transactions > Orders.
Sample Node Preferences > Transactions > Orders:
If a minimum percentage is defined and an item's type is changed to "Order", the required deposit amount is added to the transaction Total. Users can modify the initial deposit amount, if necessary, when tendering the transaction. If no minimum percentage is defined, then the deposit dialog will still be displayed; however, users are not required to make an entry.
Restrict Order Item Rows to Single Quantities
The "Restrict Order Item Rows to Single Quantities" preference (Node Preferences > Transactions > General), when enabled, ensures that when a user lists an order item on a transaction, that order item can only have a quantity of 1. The "Restrict Order Item Rows to Single Quantities" preference is a child setting to "Restrict transactions to a single item type" and is only available when "Restrict transactions to a single item type" is enabled (by default, "Restrict transactions to a single item type" is disabled).
A use case for the "Restrict Order Item Rows to Single Quantities" is to avoid having partially fulfilled orders that could result in mismatches between the tax rate on the original order and the tax rate at a later point.
For example, an order is created that has one or more items and a full deposit is taken. After the order is finalized, the customer wants to increase or decrease item quantity. However, in the interim, the tax rate has changed. If the existing order item has been partially fulfilled and the tax rate has changed since the order was created, it may not be possible to change the tax rate on the order item.
In this type of situation, if the "Restrict Order Item Rows to Single Quantities" preference is enabled, the order item quantity can only be fulfilled or changed to zero; it can never be partially filled (assuming no decimal quantities).
When "Restrict Order Item Rows to Single Quantities" is enabled:
- If using Item Lookup to add an item as an order item, the item will not consolidate with existing rows.
- If the quantity of an order item is manually edited, the row is automatically split into single quantity rows.
Permissions
You can control employee access to the following orders-related features:
| Permission | Description |
|---|---|
| POS - Allow Negative Order Deposits | Allow group members to update a transaction that results in a negative order balance for the customer. Entering a negative deposit amount enables the Associate to easily refund a deposit in the original tender. For example, if a user made a $5.00 deposit but later wants to close the order, the user can click Order Details > Take Deposit and then enter -5.00 (negative five dollars) as the Deposit Amount and refund the money to the customer. |
| POS - Allow Order Fee | Allow group members to add an order fee to a transaction. |
| POS - Change Order Fulfillment Store | Allow group members to fulfill an order at a store different from the store where the order was created. |
| POS - Close Orders | Allow group members to close orders. If not selected, the Close Order button is disabled when viewing order details |
| POS - Order Item | Allow group members to change an item's type to Order |
| POS - Send Sale Add Item | Allow group members to change an item's type to Send Sale |
| POS - Send Sale Close | Allow group members to close send sale orders. |
| POS - Send Sale Fulfillment | Allow group members to fulfill a Send Sale order. |
| POS - Special Order Add Item | Allow group members to add items to special orders. |
| POS - Special Order - Close | Allow group members to close a special order. |
| POS - Special Order - Fulfill | Allow group members to fulfill a special order. |
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