OTC Job or OVER THE COUNTER SALE

When you first enter the Order Entry module, you will see an option at the top left of the screen as follows:


This option was developed to handle quick cash & carry transactions on material items that are in stock and will be shipping out or leaving the store without needing to be ordered or installed. You can skip entering customer information by creating a “CASH” customer and the system will instantly invoice and then prompt you to close the Job once you enter the lines, assign the material, and post the payment. There are some important aspects to this feature that you need to understand before you proceed, so please be sure to read this section carefully.

When you click on either the OTC Job button or the New OTC Job option, the system will prompt an *** OVER THE COUNTER SALE *** screen as follows:

You will know you are in the OTC screen because of the red text displayed at the top of the screen as follows: *** OVER THE COUNTER SALE***. Also, if the System Control 1 Cash Sale Default option is set to “Y” for yes, and the Company Control 1 Over the Counter option is set to “CASH,” the system will prompt a Change Customer? box (as illustrated in the screen shot above). Click No to continue using the “CASH” Customer ID, or click Yes to prompt the Customer Selection box to add or search for a customer. Once you have selected the applicable Customer ID, the system will jump directly to the Find and Add Line Items screen. You will not be able to exit this screen until material has been assigned to all material lines or all material lines have been deleted.
Additionally, the system will not allow access to the Purchase Order option. Upon exiting the Find and Add Line Items screen, the system will prompt the following: Are You Ready to Finalize Sale? If you click No, the system will return you to that screen. If you select Yes the process will continue by prompting the Add Deposit box and defaulting to the total of the Job. Deposits must match the job total to continue, unless the Company Control 3 option “Allow OTC Jobs to carry Balance” is set to “Y” for yes. When the applicable deposit requirements have been met, the system will then prompt the following:

You must select one of the four options listed in the screen above before proceeding. The default option is Print Receipt. If you select the option to Cancel Order and Deposits, the system will then prompt the following:

Click Yes to continue with cancelling or click No to return to the prior menu. Regarding the Print Receipt option, the program will only prompt the Posting Period and Close Job questions, if the User is allowed to close Jobs. The Invoice/Credit Memo Reprint option will then automatically prompt so you can proceed with printing the Receipt/Invoice. During this routine, the system will default to “2” at the Number of Copies prompt. You can override where applicable. With proper setup, you can print a graphical Receipt/ Invoice from this feature.