Delivery Sales

This is the primary transaction file of the DeliveryMAX system. A Delivery Sale is the DeliveryMAX analogy to a Vend Visit in VendMAX. A Delivery Sale contains the details about products sold to a Delivery Point of Sale, the pricing, taxes and other financial and inventory details of the transaction.

Each Delivery Sale Transaction record has an assigned Invoice # which will be used to track the payment status beginning at the time of delivery, through the process of invoicing, Accounts Receivable tracking and Payment. The Delivery Sales transaction screen can be used to search for, view or edit a Delivery Sale which occurred in the past, or to enter the details of a recent Delivery Sale into DeliveryMAX for the first time.

The Delivery Sale transaction file is used to track this activity. This file opens in a Grid view, which includes all of the normal VendMAX selection and navigation tools. The details of the Header section of this screen are described in Delivery Sales – Header.

TIP:The Bill To for the POS does not necessarily have to be the Customer it was created under. You can set it to the National Account or the Location for the POS by changing the Bill to Bill to setting under the Main tab of the POS. You can also set the Customer to Bill to a different customer.

Master/Child Sales

If you are making multiple deliveries to a POS, and you would like to combine all the invoices to simplify billing, VendMAX allows you to do this with Master/Child Sales. To use Master/Child Sales, set the billing type under “Financials” on the Bill To (Customer, Location, or National Account) to Combine and Bill Later.

When you’d like to combine the invoices, you should Generate Accounts Receivable for the date you’d like to combine the sales up to.Once you’ve done this, VendMAX willcreate another Sale called the Master Sale. This sale will include all the child sales that have not been combined for that Bill To. If you’ve already combined your invoices, VendMAX will recombine all records that have not yet been locked. (A record is locked either when you mark it as printed, or when you post commissions for the sale.)

Once you’ve Generated Accounts Receivable, all your Child Sales will be marked as “Combined Sales”. These Combined Sales will all be included in a new “Master Invoice”. If you choose to unpost the Master Sale, it will be deleted as it is linked to all the child sales. You will need to regenerate A/R in order to recreate your Master Invoice. When you unpost a Master Invoice, you also have the option of unposting all child sales as well, or of leaving, them posted.

Printed Setting

To indicate that the sale is complete and it is ready to be billed, you mark it printed. There are three ways of handing this setting: Bill on Delivery, Bill Later and Combine and Bill later. Bill on Delivery will mark the sale as Printed as soon as it is Posted. This means that once you Post the sale, you will not be able to Unpost or Edit it. Bill Later means that you will send an invoice later. You will be able to unpost and edit the sale until you mark it printed. Combine and Bill Later is explained above.

TIP: The sale will use with whatever setting is selected at the Bill To when the sale is created. This means that if you create a sale when the Bill To is set to “Bill on Delivery”, and you later change the setting to “Combine and Bill Later” the first sale you created will NOT be combined later on.

To mark a sale as Printed, you should run the Invoice Statement Report for that sale and set the “Mark Invoices as Printed” filter to “Yes”. Simply hitting the Print button on the Delivery Sale – Form View screen will not mark the sale as Printed! For more information, see the Invoice Statement Report or Delivery Sales – Form View.

Delivery Sales – Creating

This can be accomplished either on a handheld, a mobile device and in the backend in VendMax.

To start the process of adding a Delivery Sale, hit the + as in other areas of VendMAX and the following dialog box will appear for defining your new Sale:

Invoice Type

Delivery Sale – For regular sale

Credit Memo – For a credit sale

Sale Date  

This is the date that the Delivery Sale will become effective. You can use the dropdown button to open a calendar and select the date for the Delivery Sale, or type the date directly into the Sale Date: field using the mm/dd/yy format.

Point of Sale

Point of Sale that the new Delivery Sale will be created against. You can use the Quick Lookup. Every Delivery Sale must be made to a Point of Sale. This field area allows the user to declare the Button, >>, to reveal a list of all possible records in the appropriate Master File. See Quick Look up for more information on data entry in field selection windows.

TIP: You may not use Vending, Vending Non-Revenue, Cold Food or Outsourced Points of Sale to create sales.

Bill To

Who will be billed for this sale, as set in the Point of Sale – Main tab. This field is not editable from this screen and populates based on the Point of Sale selected above.

Sale Type

This setting allows you to specify if the sale was created by a Route Driver by going to a POS (Delivery Sale), or if it was an Over the Counter (OTC) Sale.  An Over the Counter Sale does not have a route associated with it and the product will be depleted from the Main Warehouse.

Create Method

Create From Recent Sales

If this option is chosen, the sale will be created from a list of packaged products, invoice items, and comment lines used in previous sales for that POS.

Use [X] Sales:

Specify the number of Previous Sales to be looked at, when compiling the list of items. Defaulted to 3.

Include Product With Zero Quantities

If checked, products with zero quantities from previous sales will be included in the current sale. This option is checked by default.

Use Recent Quantities

Automatically fill in product quantities from previous sales. This option is unchecked by default.

Use Recent Prices

Automatically fill in product prices from previous sales. This option is checked by default.

TIP: If you have two of the same product in the last sale, DeliveryMAX will combine all positive quantities, and use the highest price. Negative quantities will be ignored.

Use Current Prices

Automatically fill in product prices using current pricing rules.

Do Not Load Prices

Product pricing is not loaded.

Starting From [Date]

The date to be used for loading previous quantities/prices based on previous sales’ posting date.  

TIP: This date is independent from the process of product selection, which goes by specified number of previous sales, no matter when they were posted. The date is used only for filling in quantities and/or prices.  This is defaulted to be two months before the Sale Date, and changes when the Sale Date is changed. This date is editable.

Create From Order

This option will create the new Delivery Sale using a Delivery Order as reference. If this option is chosen, the user must choose a Delivery Order from the list area found in the lower section of this dialog box. The Packaged Products and quantities from the selected order will be brought into this Delivery Sale. The user can add additional items, change quantities, pricing, or delete items that were included in the Order. After the sale is posted, the Order will be marked as closed.

 Use Order Date

Check this box if you’d like to use the Order Date as your Delivery Sale date.

Create From Standing Order

This option will create the new Delivery Sale using the Standing Order from this Point of Sale, if one has been created. If this option is chosen, the Packaged Products and quantities from the selected order will be brought into this Delivery Sale and prices will be calculated based on pricing rules at the time of the sale. The user can add additional items, change quantities, pricing, or delete items that were included in the Order.

Create Manually

This option will allow the user to create the new Delivery Sale from scratch. You will be given the opportunity to add Packaged Product, define quantities and edit or declare pricing as necessary.

Create from Order/Invoice Number

If you have used the Build Delivery Invoices Activity to pre-print Invoices to be used as paper Route Cards, and you are now ready to key in the actual Delivery Sale, select this option and key in the Invoice Number from the paper form.

Once the “OK”  button has been selected, the user will be placed into the Form View window for Delivery Sales, where the remainder of the required information can be entered.

When the required and optional fields are completed in the Form View window, the Transaction must be Posted by choosing the “POST” button in order for the Inventory and Financial sides of the Transaction to take effect.

Warning Messages

When the Global Setting “Minimum Gross Profit %” is used, DeliveryMax will provide a warning message during entry of delivery order and delivery sales when the gross profit of any product falls below the accepted minimum. This helps ensures selling prices are properly set.

In addition to providing a warning message, the products with prices below the gross profit minimum are highlighted for easy resolution.

Delivery Sales – Credit Memos

Credit Memos are on way of giving a credit to an account in DeliveryMAX.  Credit Memos are linked to an existing Delivery Sale, require a comment line, and must have a negative total.    

To create a Credit Memo, hit the + button in the Transactions – Delivery Sales screen and change the Invoice Type to Credit Memo.  The Create Sale screen will change to the screen showed below.  

 Sale Date  

This is the date that the Delivery Sale will become effective. You can use the  button to open a calendar and select the date for the Delivery Sale, or type the date directly into the Sale Date: field using the mm/dd/yy format.

Delivery Sale

Select the Delivery Sale that the credit memo will be linked to using the >> button or typing the full invoice number directly into this field.

Point of Sale

To create a credit memo without applying it to a delivery sale, select only the POS that the credit memo will be applied to.  The credit memo can be saved, but not Posted (and therefore applied to the accounts AR) until a delivery sale is linked to it.

Once the “OK” button has been selected, the user will be placed into the Form View window for Delivery Sales, where the remainder of the required information can be entered.

TIP: A Credit Memo should always be created for a POS.  It can be saved (OK’d) without entering a Delivery Sale.  However, to post a Credit Memo, a valid Delivery Sale must be entered.

In order to save a credit memo, it must follow two rules:

– There should be at least one comment line.

– Total must be negative. The line at the top of the delivery sales screen indicates whether currently displayed invoice is a Delivery Sale, Credit Memo, Finance Charge or Discount.

For a Credit Memo, a Linked Delivery Sale info is displayed at the top of the screen.  For Delivery Sales, Linked Credit Memo(s), associated Finance Charge(s) and Discount(s) will be listed.  There are also Hotlinks, providing quick navigation between Delivery Sales, Credit Memo, Finance Charges and Discounts.

TIP: Credit Memos and Discounts are marked as printed on Post. Delivery Sales, including those with negative sale total, are not automatically marked printed.

Unapplied Payments and Unapplied Credits.

They are calculated for each Bill-To from the amounts of payments and credits entered in VendMAX, but not yet applied to any sales.

When a Credit Memo is posted, the system automatically applies the amount of the credit memo to the linked sale.  If the amount of Credit Memo is greater than the unpaid amount of linked delivery sale, then the sale will become paid in full, and unused amount of the Credit Memo will become an unapplied credit for the bill-to.