Quick Entry

The Quick Entry feature provides a quick way to enter commonplace orders for new customers. The information entered here will be used to make new records for the customer including a Client record, a Contact record, an Order record, and a Correspondence record.

Note: The Products included in a Quick Entry order must be defined as such on the Product record. (Open the Product record, select the Other Info tab and check the Quick Entry box.)

1. Open the Quick Entry window

Open the Quick Entry window

2. Enter the Client/Contact/Call info

Client

  • Telephone Main: The main telephone number for the Client.
  • Fax: The main fax number for the Client.
  • Company Name: Enter the company name for the Client.
  • Company Address 1 & 2: The default billing and shipping address for the Client.
  • City, State & Zip: The city, state (2 letter postal abbreviation) and zip code for the Client.
  • Country: The Client's country. AcctVantage uses USA as the default.
  • Business Summary: A brief description of the Client’s business.
  • Lead Source: Enter the method by which the Client was acquired. To select from a list, type the first few letters or the wildcard @ symbol, then press tab.
  • Category: Click here to select a group from a pop-up list. To add more items to the list, see Modifying Pop-up Lists.
  • Account Rep: The name of your employee who will be responsible for this account.

Contact

  • First Name: The first name of the Client’s primary representative to your company.
  • Last Name: The last name of the Client’s primary representative to your company.
  • Salutation: Enter the social title of the Contact. (e.g. Dr. Mr., Mrs. etc.)
  • Title: The Contact’s job title.
  • Telephone: The Contact’s telephone number, including area code. This will default to the Telephone Main previously entered.
  • Extension: The Contact’s telephone extension.
  • E-mail Address: The Contact’s email address.
  • Service: Click here to select the Internet Service Provider for the contact from a pop-up list. To add more items to the list, see Modifying Pop-up Lists. .

Call Info

This information will be listed in the Correspondence area for future reference.

  • Summary: A brief description of the first call with the Contact.
  • Detail: A detailed description of the first call with the Contact.
Enter the Client/Contact/Call info

3. Enter the Order info

Order Information

  • Their PO Number: The Client's Purchase Order number.
  • Warehouse: The Warehouse from which the Product(s) will be shipped. This field is linked to the list of Warehouses on the system. To select from a list, type the first few letters or the wildcard @ symbol, then press tab.
  • Account ID: If the Client has an account with the shipping service.
  • Ship Via: Enter the shipping service for the Order. This field is linked to the list of Freight-type Products. To select from a list, type the first few letters or the wildcard @ symbol, then press tab.

Shipping Information (By default these fields will be populated with the data that was entered on the Client/Contact/Call tab.)

  • Name: Enter the company name for the Client.
  • Addr 1 & 2: The shipping address for this Order.
  • City, State & Zip: The city, state (2 letter postal abbreviation) and zip code for this Order.
  • Country: The Client's country. AcctVantage uses USA as the default.
  • ATTN: Another field for the Ship To Address. Use this to alert a specific department or person at the shipping destination.

Line Items

  • Part Number and Product Name: These are the Part Number and Names of those products that have Quick Entry enabled on Other Info tab of the Product record.
  • Memo: A description of the Product, taken from the Product record.
  • Quantity: Enter the number of items that the Client wants to order.
  • Sell Price: By default, the Sell Price will be taken from the Product record. You can change it if you want.
  • Order Total: This is the Quantity multiplied by the Sell Price.

Payment

  • Receipt Type: Either select one of the immediate payment options from the drop-down list or click the Charge A/R box. If the Charge A/R box is checked, you are indicating that the Client has a line of credit with your company.
  • Entry fields: The data entry fields will change to reflect the payment type indicated above. Enter the data as prompted.
    • Pay Info: Used with Charge A/R payments. Information entered here will appear in the Payments tab of the Sales Order record.
    • Pay Info w/ Check ID: Used with check payments. Include the number of the Client’s check.
    • Card Holder Name: Used with credit card payments. Enter the name as it appears on the card.
    • Credit Card #, Exp Dt: Used with credit card payments. Enter the card number, followed by the expiration date in MM/YY format.

Other

  • Tax Area: Enter the Tax Area here. This field is linked to the list of Tax Areas on the system. To select from a list, type the first few letters or the wildcard @ symbol, then press tab. For more information see Tax Areas.
  • Subtotal: Calculates the sum of the Order Totals from the line items.
  • Tax: This shows the tax rate that will be charged and Calculates the sales tax based on the Tax Area chosen.
  • Freight: Enter the shipping charge.
  • Total: Calculates the total amount of the order.

Note: When you are finished with the Quick Entry click OK to save. New records will be created including a Client record, a Contact record, an Order record, and a Correspondence record.

Enter the Order info