Introduction: Sales Transactions (02)

Overview

Sales Transactions is the heart of the Tyler System. Information captured by this application is used by almost every major area of the system:

• Order Processing
• Sales Analysis
• Commission Reporting
• Inventory
• Purchase Orders ( Normal Stock Orders or Automatic Special Order*)
• Accounts Payable
• Accounts Receivable – Open
• Accounts Receivable Installment*
• Accounts Receivable Revolving*
• General Ledger
• Payroll
• Customer History*
• Service*
• Direct Mail*
• Extended Warranty*
• Inventory Locator*

* Licensed Options

Order Processing

At the end of Point of Sale Entry (02-02), Delayed Delivery (DD) and Special Order (SO) transaction types are sent to Order Processing, where the order is shipped and updated.

Sales Analysis

During Transaction Update (02-05), sales information is sent from Sales Transactions to Sales Analysis. The Sales Analysis application then uses this information to create useful reports for your company.

Commission Reporting

During Point of Sale (POS) Entry, sales information is sent to the Commission Reporting area of the Sales Transactions application. Commission Reporting then uses this information, along with the commission plans you set up, to calculate sales commissions for your employees. Commission Plans are based on either profit dollars or gross sales, giving management a powerful tool for tracking sales by salesperson within departments. Commission Reporting takes into account sales and returned sales, so that sales personnel are charged back for merchandise returned. It also tracks two different types of spiffs.

Inventory

As items are added to a transaction in POS Entry, the Inventory Onhand, Committed, and Floor Model/Damaged Goods amounts are updated. Inventory statistics are always as current as the latest sales transaction. History figures are updated during Transaction Update.

Purchase Orders

If ‘Automatic Special Order’ is licensed on your system, Sales Transactions creates a ‘Request for Purchase Order’ for all Special Order (SO) merchandise (items not in the Inventory Master File or items flagged as Special Order items in the Inventory Master File). It also generates a ‘Request for Purchase Order’ for any customer order where the quantity available is insufficient to satisfy the order.

Purchase orders that are created from the ‘Request for Purchase Order’ contain the customer order number (on which the merchandise was ordered). Additionally, the customer order contains the purchase order number from the ‘Request for Purchase Order.’

Accounts Payable

Accounts Payable is automatically updated during Transaction Update for all transactions that require a refund from the office. This posting makes refund checks simple to control, as it eliminates duplicate checks and entry errors in Accounts Payable.

Accounts Receivable

Information is constantly being passed (and validated) between Sales Transactions and Accounts Receivable. During POS Entry, as changes are posted to Accounts Receivable accounts, middle layaway transactions are processed, or credit memos are used, the customer name, balance, and established credit limit for the account appear for verification. This prevents any misapplied payments or charges. It also makes it easy to verify customer balances so that accounts do not exceed established credit limits. New transactions are sent to Accounts Receivable during Transaction Update.

General Ledger

General Ledger entries are always in balance, as there are controls to make sure the daily transactions are in balance before transactions for any branch/day can be updated. When Transaction Update is run, transactions are sent to General Ledger where they are updated to the G/L Master File or G/L Future File using the A/P P/R/ P/O A/R Audit/Update selection (15-10).

Payroll

Payroll can be updated with commission information and spiff earnings through the Commissions Reporting Payroll Interface selection (02-24). Payroll is not updated at the time of POS Entry, but after the appropriate calculations and reports have been completed (see the Commission section of this document for details). The summary totals for the pay period are all that is necessary to complete accurate processing within Payroll or the automatic interface from commissions to Payroll. It is also important to note that commission reporting can be used independently of Payroll Processing.

Customer History

During Transaction Update, the item number, description, warranties, and any service work associated with an item are sent to Customer History, provided that the ‘Customer Hist’ field in Inventory Inq/Maint (03-01) is set to ‘Y’ for the item.

Service Dept Automation

The Service application integrates with Sales in a couple of different ways. First, Work Order Entry (07-01) writes an “RA” transaction for any work order that has a deposit applied at the time of entry. Second, it writes a TW transaction to the Sales Transaction Files for all finalized work orders. This allows work orders to be updated into the Sales Transactions files with Transaction Update selection.

Direct Mail

You can select, from a wide range of criteria, the names to be used in any specific bulk type mailing. The labels can use the Bill To Customer Name or the Ship To Customer Name from the Customer Master File. Transactions only need to be entered in POS Entry in order for labels to print.

Extended Warranty

You can sell Extended Warranties during POS Entry for items being sold on the transaction or for items from a prior sale that are in Customer History. The Warranty Expiration Date is maintained in Customer History, based on the duration of the Warranty Code as set up in the Warranty Code Maintenance selection ((02-18-08-01) or (06-02-01)).