How To Handle Display Models

HOW TO HANDLE DISPLAY MODELS
We have display models of equipment. We do not want PFW to automatically sell those whenever someone chooses to buy a particular model, however, there will be a time when I am willing to sell the display model. How do I set this up?


ANSWER
The key is to reserve the display model so that PFW will not assume it is available for sale. This is done with a little setup. Then, when you are ready to sell a display model, it can be "released" for a particular customer.

ADVANCED SETUP
You will need to activate
1) "Allow Backorders On Invoice" (File: System: System Setup: Invoice Setup: Allow Backorders On Invoice)

2) and maybe even activate "Allow Sales of Items...Negative Inventory" (File: System: System Setup: Inventory: "Allow Sales of Items...Negative Inventory". But do NOT activate "When Invoicing, Item Is Always Here"


HOW TO RESERVE DISPLAY MODELS
An inventory item is always available for sale, unless it is "Held" or reserved for another customer.
1) Create a Layaway for a customer named STORE DISPLAYS.
2) Add all of your display models to the layaway and save the layaway.

This will reserve a stock count of 1 for each display model and will not allow you to sell the display item unless you choose to do so. If your equipment has a serial number, then you can assign the serial number to this layaway item as well.

WHAT HAPPENS WHEN A CUSTOMER WANTS TO BUY A "NEW" ITEM?
1) Let's assume you only have 1 in stock which is being held on the DISPLAY Layaway.

2) When you create an invoice/order for the customer, PFW will allow you to add the item to the invoice, but will warn you that it is not in stock and automatically fill in the Backorder quantity. You will then be prompted to save it as an ORDER. You can then proceed with your normal routine to purchase the product from the vendor.

--- Allow Negative ---
If you have activated "Allow Sales...Negative Inventory",
PFW will automatically ask "IS IT HERE?"
In this case you should answer NO. PFW will then flag it as a backorder and automatically fill in the Backorder Quantity field. You will then be prompted to save it as an ORDER. You can then proceed with the process to purchase the product from the vendor.

*** Why not answer YES? You should only answer YES if you have more models on the back dock which you can give to the customer now. This item will be flagged as PRE-SOLD. Apparently, you have not processed the purchase order paper work. When you do receive the PO, then the item quantity will be deducted automatically from the stock count being received.

WHAT HAPPENS WHEN A CUSTOMER WANTS TO BUY THE "DISPLAY" ITEM?
1) Let's assume you only have 1 in stock which is being held on the DISPLAY Layaway.

2) When you create an invoice/order for the customer, PFW will allow you to add the item to the invoice, but will warn you that it is not in stock and automatically fill in the Backorder quantity.

3) While on the invoice/order, highlight the item, rightmouseclick, and choose OVERRIDE BACKORDER. You will then be given the option to Release
the item from the STORE DISPLAY Layaway. It is now in stock for this customer and you can process the invoice.

(Note: The Store Display Layaway will now have a backorder and you will be prompted to purchase a replacement display model. You may want to edit the Store Display Layaway and remove the item from the list.)

--- Allow Negative ---
If you have activated "Allow Sales...Negative Inventory",
PFW will automatically ask "IS IT HERE?"
In this case you should answer NO. PFW will then flag it as a backorder and automatically fill in the Backorder Quantity field.

Proceed with
3) While on the invoice/order, highlight the item, rightmouseclick, and choose OVERRIDE BACKORDER. You will then be given the option to Release
the item from the STORE DISPLAY Layaway. It is now in stock for this customer and you can process the invoice.

*** Why not answer YES? If you answer yes, then you are not able to release the item from the Store Display Layaway. And this will flag the item as a PRE-SOLD item and complicate processing of future purchase orders.