DISTRIBUTION USER MANUAL for VAN SALES & ORDER TAKING

Version 1.0 Aug 8, 2015

CONTENT A.

Installation guide

3

B.

How to update terminal

4

C.

Van sales C1 – How to do cash sales C2 – How to do customer sales

5 6 7

D.

Order taking D1 – How to use order taking D2 – How to reprint order D3 – How to cancel or edit unprocessed order D4 – How to print delivery order D5 – How to print delivery order with customer’s acknowledgment D6 – How to print invoice D7 – How to check & collect outstanding invoice

8 9 10 10 11 11

E.

Goods Return

14

F.

Swap

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12 13

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A. INSTALLATION GUIDE

+ TrackSol Terminal NOTES: 1. Paper roll can be bought from us or from any stationery shop. 2. Paper type : US38 48 GSM paper 3. Size : 57mm x 22.3 Meter x 12mm ( estimate diameter 38mm)

Terminal Adapter Connect Terminal Adapter to recharge the battery

TERMINAL SCREEN - INDICATOR

ON / OFF Button

Battery Level Indicator

Signal Indicator G  Fully connected G Blinking  No connection ST xx  Connection in progress

Speaker

Time

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B. HOW TO UPDATE TERMINAL

Updating your terminal regularly will allow your Terminal to have the latest functionality and data. Go to --> Admin --> Update Files --> Full Update (X) --> Done --> Update (X) -> Enter

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Version 1.0 Aug 8, 2015

C. VAN SALES Van Sales is defined as when customer purchase and pay immediately. Goods are delivered on the spot and payment is either via cash, cheque or terms.

There are 2 types of van sales: 1. Cash sales (Simplified Tax Invoice – No customer information printed) 2. Customer sales (Full Tax Invoice – With customer information printed) Note: You can only use the sales features after the administrator already has performed the necessary setup.

C1. VAN SALES - HOW TO USE CASH SALES Note: Cash sales (Simplified Tax Invoice – No customer information printed)

Step 1 – On the main screen, press Sales Step 2 – Then, select Cash Sales Step 3 - Enter product code or scan or select “Tambah / Add” to select product to sell Step 3a - To edit or delete, tap & hold (1 sec) on the product. A small menu will appear. Step 5 - Once product list confirmed, select “Selesai / Done”. Step 6 – On the payment screen, enter the amount received if it is 100% cash OR Step 6a - Tap “Bayaran Bukan Tunai / Non cash payment” to enter other payment option. For cheque, tap at the reference box and key in the bank & cheque number. Step 7 – Once confirmed, press Enter  Tap staff card. Tax Invoice will be printed. Step 8 – To acknowledge receipt, print duplicate copy  press Enter. The duplicate copy has customer’s acknowledgement signature & chop space.

Step 3

Step 6a

Step 6

Step 6a

Step 7

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C2. VAN SALES - HOW TO USE CUSTOMER SALES Step 1 – On the main screen, press Sales Step 2 – Then, select Customer Sales  Tap staff card to sign in (if any)

Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 - At the product screen, you can: a. Enter product code or scan or select “Tambah / Add” to select product to sell b. Or tap at “Lagi / More” to check purchase history of this selected customer . Pop up menu will appear  select Order Terdahulu  Select the product (tap up/down arrow key to scroll)  Tap on the product to add  Pop up menu will appear (Tambah Ini / Add this) --> Tap to confirm  Add quantity, price etc  Tap “Selesai / Done”. (Note: if error message appear (Item tiada dalam senarai produk kini / Item no longer in the latest list), it means the product is no longer available to sell). Step 4a – At the main list, to edit or delete, tap & hold (1 sec) on the product. A small menu will appear. Tap “Delete or Edit” menu or tap on screen to hide menu.

Step 5 - Once product list confirmed, select “Selesai / Done”. Step 6 – On the payment screen, enter the amount received if it is 100% cash OR Step 6a - Tap “Bayaran Bukan Tunai / Non cash payment” to enter other payment option. For cheque, tap at the reference box and key in the bank & cheque number. Step 7 – Once confirmed, press Enter  Tap staff card. Tax Invoice will be printed. Step 8 – To acknowledge receipt, print duplicate copy  press Enter. The duplicate copy has customer’s acknowledgement signature & chop space.

Step 3

Step 4b

Step 7

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Version 1.0 Aug 8, 2015

D. ORDER TAKING Order Taking is used to capture customer order. The order is then processed by warehouse for delivery and issuance of tax invoice later.

D1. ORDER TAKING - HOW TO USE ORDER TAKING Step 1 – On the main screen, press Sales Step 2 – Then, select Take Order  Tap staff card to sign in (if any)

Step 3a – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 3b – On the next screen, enter: 1. Customer Purchase Order No (Customer PO#) if any (tap on the box  a keypad will appear) 2. Expected Date of Delivery (tap on the date box. To delete, press Back button) Step 4 - At the product screen, you can: a. Enter product code or scan or select “Tambah / Add” to select product to sell b. Or tap at “Lagi / More” to check purchase history of this selected customer . Pop up menu will appear  select Order Terdahulu  Select the product (tap up/down arrow key to scroll)  Tap on the product to add  Pop up menu will appear (Tambah Ini / Add this) --> Tap to confirm  Add quantity, price etc  Tap “Selesai / Done”. (Note: if error message appear (Item tiada dalam senarai produk kini / Item no longer in the latest list), it means the product is no longer available to sell). Step 4a – At the main list, to edit or delete, tap & hold (1 sec) on the product. A small menu will appear. Tap “Delete or Edit” menu or tap on screen to hide menu. Step 5 - Once product list confirmed, select “Selesai / Done”. Step 6 – Order confirmation slip will be printed. On the screen, a pop up message will appear “Pengesahan? / Confirm?” Tap “Ya/Yes” if the order confirm correct or tap “Kembali / Back” to edit the order. Step 7 – Tap staff card to proceed  Order Note will printed. Step 8 – To acknowledge receipt, print duplicate copy  press Enter. The duplicate copy has customer’s acknowledgement signature & chop space.

Step 2

Step 7 – Order Note (customer’s copy)

Step 8 – Duplicate Order Note (with acknowledgement space) Page 9

D2. ORDER TAKING - HOW TO REPRINT ORDER Step 1 – On the main screen, press Sales Step 2 – Then, select Reprint Order Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 – A list of outstanding order will appear for this customer. Step 5 - Tap on the order number you wish to reprint. Step 6 – Tap “Cetak / Print” or “Selesai / Done” to print

D3. ORDER TAKING - HOW TO CANCEL OR EDIT UNPROCESSED ORDER Step 1 – On the main screen, press Sales Step 2 – Then, select Cancel Order Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 – On the product screen, tap at “Tambah / Add”  A list of outstanding order will appear for this customer. Step 5 - Tap on the order number you wish to cancel or edit  A list of products under this order number will appear. Step 6 – Tap on the product you wish to cancel or remove (X) one by one  then, tab the Home button to go back to Home screen.

Step 7 – Tap at “Selesai / Done”  Tap staff card to proceed Step 8 – A cancellation note will be printed. Page 10

D4. ORDER TAKING - HOW TO PRINT DELIVERY ORDER Step 1 – On the main screen, press Sales Step 2 – Then, select Deliver Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 – A list of outstanding order will appear for this customer. Step 5 - Tap on the order number you wish to print for Delivery (X) Step 6 – Tap “Selesai / Done” to print. Note: After printing, this order cannot be cancelled any more. To print with customer’s acknowledgment space  use Reprint Deliver menu

Customer’s copy of the Delivery Order

D5. ORDER TAKING - HOW TO PRINT DELIVERY ORDER WITH CUSTOMER’S ACKNOWLEDGEMENT Step 1 – On the main screen, press Sales Step 2 – Then, select Reprint Deliver Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 – A list of outstanding order will appear for this customer. Step 5 - Tap on the order number you wish to re-print (X) Step 6 – Tap “Selesai / Done” to print. Duplicate Deliver Order (with customer’s acknowledgement space) Page 11

D6. ORDER TAKING - HOW TO PRINT INVOICE Note: Invoice normally will be given to customers after products have been delivered and customer is now making payment. This function is for those customer that use order taking. Step 1 – On the main screen, press Sales Step 2 – Then, select Create Invoice Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 – A list of outstanding order will appear for this customer. Step 5 - Tap on the order number customer wish to pay (X) Step 6 – On the payment screen, enter the amount received if it is 100% cash OR Step 6a - Tap “Bayaran Bukan Tunai / Non cash payment” to enter other payment option. For cheque, tap at the reference box and key in the bank & cheque number. Step 7 – Once confirmed, press Enter  Tap staff card. Tax Invoice will be printed. Step 8 – To acknowledge receipt, print duplicate copy  press Enter. The duplicate copy has customer’s acknowledgement signature & chop space. NOTE: AFTER PRINTING COMPLETED AND YOU WISH TO RE-PRINT THIS INVOICE AT LATER DATE, YOU CAN USE SALES  REPRINT INVOICE FUNCTION.

Step 2 – Create Invoice

Step 4 – Order Listing

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D7. ORDER TAKING - HOW TO CHECK & COLLECT OUTSTANDING INVOICE A. Perform UPDATE first. System will check latest outstanding list. Step Step Step Step Step Step

1 – At main screen, go to Admin. 2 – Tap on Update Files 3 – Tap at Arrow button, scroll until the end when you see Full Update 4 – Tap (X) Full Update  then, tap at “Selesai / Done”. 5 – Tap (X) Update  then, tap at “Selesai / Done”. 6 – Then, press Enter

B. After update completed, then only go to Sales  O/S Invoice Step 7 - Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 8 – Tap at the Invoice No field. A pop up menu will appear listing the outstanding invoice for this customer. Step 9 – Tap the O/S invoice (X) customer wish to pay. Then, tap “Ok”. Step 10 – Tap at the amount paid box. Enter the amount to pay  then, “Selesai /Done”  a summary payment screen will appear  tap Ok to proceed.

Step 11 - On the payment screen, enter the amount received if it is 100% cash OR tap “Bayaran Bukan Tunai / Non cash payment” to enter other payment option. For cheque, tap at the reference box and key in the bank & cheque number. Step 7 – Once confirmed, press Enter  Tap staff card  A payment note will be printed

Step A - Update

Step B – Check O/S

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E. GOODS RETURN Step 1 – On the main screen, press Sales Step 2 – Then, select Good Return Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 – Enter customer’s PO number (optional, if required). Then, press “Selesai / Done”  Ok Step 5 – Tap at “Tambah / Add” to select product to be returned. Enter quantity and tap at “Rujukan / Reference” field if any. Once confirmed, tap at the home button. Step 6 – Tap at “Selesai / Done”  Tap staff card to proceed Step 7 – Item Return Note will be printed.

F. SWAP Swap is used when goods are exchanged but no payment or refund is collected. It is normally for the same product. For example, an expired product A swap with non expire product A.

Step 1 – On the main screen, press Sales Step 2 – Then, select Swap Step 3 – Select customer name from the list. To scroll down, press # button, to scroll up press * button. If you know the customer code, tap at the reference box and enter the customer code  then, press “Selesai / Done”  Ok Step 4 – Tap at “Tambah / Add” to select product to be swapped. Enter quantity and tap at “Rujukan / Reference” field if any. Once confirmed, tap at the home button. Step 6 – Tap at “Selesai / Done”  Tap staff card to proceed Step 7 – Swap Note will be printed.

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