SAMPLE ORDERS

When sending a sample to a customer free of charge, the order can be entered in Sample Orders. If the customer will be paying for the sample, it should be entered as an order in Customer Orders. When you click Sample Orders under Sales in the sidebar, a window titled Sample Orders opens.

Other ways to navigate to Sample Orders:

Menu Bar > Sales > Sample Orders

The upper table lists the sample order records, and the lower table lists the products associated with the highlighted record in the upper table. Below each table are buttons to view, add, change, or delete records in the table directly above them. For example, clicking the add button below the lower table allows you to add products, not a sample order.

Parts of the Sample Orders Window

In the Sample Orders window, you can highlight and then print the sample order using the easy access menu on the right of the browse window.

The Print Labels button copies to the clipboard the information needed for printing labels. You can select Address or Product to copy the information for the address label or product label, respectively.

The address label’s information is set up in this format:

Contact Name

Company Name

Address Line 1

Address Line 2

City, State Zipcode

The product label’s information is set up in this format:

Product Code, Product

Quantity and UOM, Today’s Date

Lot: Lot Number

Product Print Notes

The Copy button copies the order, but makes the new, copied order’s status open and gives it a new order number. The copy will not have a ship date even if the original order was already shipped.

On the top right, there is a Show Completed check box. When checked, it adds to the table all records that are marked as complete or canceled. To mark an order as completed or canceled, you can select the record and click Mark Order as Complete. You can also mark the status of hte record within the form entry screen.

The first marks the entry with a check in the P column, which is the third column in the upper table. The second marks the entry an X in the P column. You can also change a sample order’s status to completed or cancelled by selecting the sample order and clicking change. This takes you to the Order Will Be Changed window, which is identical to the Order Will Be Added window, you can make all the same changes you could when originally entering in the order, including changing the status. Clicking the Show Completed and Canceled button again causes all records marked complete or canceled to be hidden as before.

Adding a Sample Order

To add a sample order, click Add from the right task panel. The customer selection windows will pop up tto choose the company to receives the sample. Press the select button to select the highlighted record.

Order Will Be Added, is the form for the sample order.

To add a contact to the Send To field after the top window has been closed, type the name in entry field or click on the lookup button to the right. The name of the contact person can be filled in below the name of the company selected for Send To. This name will be listed as the addressee for the sample print and address labels. Above these blanks are the Order Number, which generates automatically to identify the order; the Order Date, which defaults as today’s date (the date you are entering the order); and Entered By, which lists the user who first created the sample order.

Fill in the rest of the entry fields and select the status in the upper right-hand corner. The status defaults as “open.” You can add the products to the order while entering or changing the order, or you can add them in the original window after the order has been saved. To add products when you are entering or changing the order, click on the Products tab, then click Add. To add products after saving the sample order, when you return to the original window (Sample Orders), select the order record you just created from the upper table and click Add under the products table.

Adding a Product to a Sample Order

Once you have opened the Product Will Be Added window, type in the product code or click to search for the product, which opens the Inventory by Supplier window. Here there are three tables. On the left, the table lists the principals, vendors, or all, depending on which tab you select at the top of the table. The upper right table lists the products associated with the supplier highlighted on the left. The lower right table lists the lots associated with the product highlighted in the Products table. When searching for a product, you need to select the principal or vendor that is supplying the product, then select the product from the list for the supplier. Click Select under the Product table.

The second tab in the Order Will Be Added window is Print Notes, which is for the order itself, not individual products. (Print Notes can hold up to 1000 characters in both cases.) Below is an example of how the print notes are listed on the printable Sample Order. The print notes for the products are listed under each product. In the example below, the “2 POUND SAMPLE” note is for the minced green onion product. The print notes for the sample order are listed last. In this example, “GREEN ONION MINCED KOSHER” is the print note for the sample order.

The third tab allows you to attach relevant documents. The fourth tab allows you to enter notes that are only associated with the electronic sample order and will not be printed. The fifth and last tab is for the shipping address for the sample order. After you are done entering all the required information, hit Save or Ctrl-S. You can print the order and labels in the original Sample Orders window.