Processing Old Purchase/Special Orders – Webinar

How To Clean Up Purchase Orders

Clean Up Purchase Order List – TUS – Knowledgebase

How To Clean Up Special Orders

Cleaning Up Special Orders – TUS – Knowledgebase

Q & A

1. When doing a physical inventory, should we scan the special orders waiting to be picked up?
   • Physical inventory and special orders are not connected. You do not need to scan special orders when doing a physical inventory.
2. If we are delivering the special orders when the customer picks them up, do we still need to go back and change the dates or is that just for clean up where it was not done the day of?
   • This is just for the cleanup.
3. Why would you not delete or order the orders rather than delivering and changing the date?
   • You can delete the order if there is not credit card payment on that order, no items are ready and not items are linked to a PO.
   • You can order the items but make sure the customer will come pick it up.
4. When you change the sale date, is the system logging the activity.
   • Yes, it will log the original date, the date it was changed to and the user who did it.
5. Does changing the date affect old reports? So if a customer paid for it on 12/1 then picked it up on 12/7 if I change the date to 12/1 rather than leave it for today, it will mess with the reports from 12/1 would it not?
   • Yes, it will modify the reports, but we are under the assumption those reports are already inaccurate due to the orders not being delivery adjusted at the correct date. We do not recommend using today’s date, but you can either change it to the date of the special order or a date prior to the use of TUS. This way you can easily view these changed invoices.
6. Why would we delete an item that the customer has paid for and not refund the customer? Assuming we only delete them because they no longer want it, it’s their money. why are we keeping it?
   • This question assumes the order was given to the customer physically but was never completed in TUS. If you are able to confirm the client never received the items you can choose to refund them. If you are unable to confirm they received their items, it’s up to your discretion how you want to handle this.
7. Is there a way to go back and clean up the old receiving lists from lists we received months ago?
   • You will need to run a month end. DO NOT delete the receiving lists. This will impact your stock levels.
     • Setup your month end settings by going into Setup Tab – Month End
     • Run the month end by going into the Maintenance Tab – Month End – Select Yes
8. When changing the customer to the clean up account, does it still keep the remaining items that were received under that customers sale?
   • It does not. You will need to change the customer to an on-account record and take the payment from the new payment section. The reason we use the clean up on account customer record is to be able to do one write off payment for multiple sales.
9. If a special order was paid for, but not picked up and we “delete it” what happens to the payment? We want to make sure the payment is not improperly going back to the customer.
   • Do not delete the order. If the order has a credit card charge and you delete it, it will return the funds to the customer. If you do not have a process for items not being picked up, we recommend you create one for your business.
   • You can F8 deliver adjust the order out and then return the items to stock. This will create a negative balance, you will then use a miscellaneous charge to zero out the negative value. We highly recommend you put include a message in the sale notes section about the customer not picking up their items.
10. How do we clean up negative accounts or names out of the system?
    • You will need to go into each sale and use a miscellaneous charge to correct those negative balances.
    • You do this by typing in * followed by the sub total amount, then hit enter. This will zero out the negative amount.
      
11. How do you clear orders with a full box icon that do not not show any items when selecting deliver/adj?
    • If this is happening, then there is some data issue with those orders. If you follow these steps you should be able to clear those out.
      1. You will need to click into the order and add a random special-order item. Then click ok to save the order.
      2. The full box should disappear. Double click back into the order and delete the item you just added.
      3. Select ok to save the order. The order will disappear from your open order list.