How To: Clear EPOS "Awaiting Stock" orders at the end of each day

The EPOS till allows you to sell stock items even when Khaos Control thinks an item is out of stock. When that happens, the Sales Invoice goes into Sales Invoice manager's Awaiting Stock stage and the stock item goes onto back order. In order to ensure the system is accurately reporting sales, each shop should be clearing completed EPOS invoices out of Awaiting Stock and then processing them to ensure they get issued on a daily basis.

There are two ways of releasing EPOS Sales Invoices from the "Awaiting Stock" stage, either:

Once this has been done the EPOS orders must be processed through the Sales Invoice manager and issued as normal.

Using Stock Adjustments

Adjust Stock Levels before manually assigning stock to affected Sales Order lines:

  1. Create stock adjustments for the stock items, see How To: Adjust Stock Levels for a Single Item and How To: Adjust Stock Levels for a Group of Items.
  2. Assign the stock to the EPOS sales orders, there are two methods of doing this:
    1. Open each affected EPOS sales order and assign stock to the affected items, as each sales order is fulfilled, it will move from Awaiting Stock to Released in the Sales Invoice Manager.
    2. Use the [ Sales Invoice | Back Order (Stock Assignment) ] tab, see How To: Auto Assign Stock on Back Order. This method is more efficient as groups of stock items can be assigned and orders fulfilled at once depending on the filters selected.

Using Dummy Purchase Orders

Adjust stock levels and automatically assign stock to affected Sales Orders:

  1. As all the shop orders are EPOS (and they therefore don't have any real back-ordered items):
    1. Change stock control site to the shop's site.
    2. Sort the Stock Reordering screen's grid by B/O column (descending, so you see all the stock items on back order at the top of the grid).
    3. Enter the backorder quantity into the quantity to order column.
      Note: if you have multiple rows requiring the same quantity:
      1. Green-select the relevant rows.
      2. Right-click and from the context menu select Apply Value Range.
      3. In the popup enter the quantity and press Ok.
    4. Create a dummy Purchase Order with just those items on it.
  2. Create a delivery note and book all the items on this dummy Purchase Order into stock. They will be automatically assigned and the sales invoices will move from "Awaiting Stock" to "Released". On paper, this looks more complicated, but it's a lot quicker should you have more than a handful of sales invoices in "Awaiting Stock".

Processing the Orders

  1. Once all EPOS sales orders have been released from Awaiting Stock, move all their invoices through each of the active invoice manager stages. Don't forget to print all the invoices in the "Invoicing" stage - of course you don't have to physically print them, as Khaos Control will mark them as printed once they appear in the preview window.
  2. Issue the invoices, this should be done on a daily basis.

Deferred Cost of Sale

By default, all new systems have the Deferred Cost of Sale option set. Once stock values have been entered remember to do the Deferred CoS Posting, see How To: Generate and Analyse the Deferred Cost of Sales Report and for information about posting the Deferred Cost of Sales see How To: Post a Deferred Cost of Sales.

See Also


Did you find this article helpful?