Reference Guide
DX Pro System
Order Entry Application
A complete field-by-field and button-by-button reference for the DX Pro Order Entry screens. Use the sidebar to jump to any section.
Initial Order Entry Screen
Screen · Header Fields
The starting point for every order. Enter customer and order context before moving into item entry.
| Field | Description & Usage |
|---|---|
| Customer | Used to locate customer information. Enter a customer ID or search to pull up account details automatically. |
| Location | Identifies which location the order is processed from. Affects inventory availability and pricing. |
| P/O Number | Customer's Purchase Order number. Used to link customer-generated POs to the system order for tracking and reconciliation. |
| Department | Used for sales department assignment and reporting. Helps categorize orders by internal team or cost center. |
| Order Number | Used to retrieve an existing open order or quote. Enter a known order number to pull it up for editing or review. |
Item Entry Screen — Line Items Tab
Screen · Item Entry
Where individual products are added to an order. Each row represents one line item. Fill in the fields below for each product being ordered or sold.
| Field | Description & Usage |
|---|---|
| Item Number | The part or product number entry field. Type or scan the item number to populate its details from the catalog. |
| Quantity | The number of units being ordered or sold on this line. |
| Manufacturer | Identifies the manufacturer of the item. Auto-populated when an item number is entered; can be used to filter searches. |
| Price | The price charged to the customer for this line item. Pulled from customer-specific or default pricing. |
| Factor | A discount or markup multiplier applied to the item price. Allows per-line pricing adjustments. |
| Description | Displays the item description from the catalog. This field can be overwritten to customize the description for the current order. |
| Core | Core pricing field — optional. Used when the item has an associated core charge (e.g., a returnable part core). |
| PO# | Line-level Purchase Order number. Links this specific line item to its own PO, separate from the order-level P/O. |
| B/O (Backorder) | Check to force a backorder on this item (Yes) or leave unchecked (No). Used when stock is unavailable and the item should be fulfilled later. |
| Tax | Check Yes to apply tax to this line item, or leave unchecked for No. |
| Tran Codes | Transaction codes that determine how an item is sold or returned. Controls the accounting and processing behavior for the line. |
| Notify Buyer | Notifies the purchaser to order this item. Leave blank for N/A, enter S for Special Order, or Y to include in the next regular order. |
| Release Codes | Indicates a stage in order processing. Each release code may have a separate document type associated with it, controlling workflow routing and paperwork generation. |
Item Entry Screen — Totals Tab
Screen · Order Summary
A read-only summary of the order's financial totals. Review this tab before releasing an order to confirm accuracy.
| Field | Description & Usage |
|---|---|
| Ordered | The total dollar value of all items added to the order before commitments are confirmed. |
| Committed | The value of inventory that has been committed/reserved from stock for this order. |
| Tax | Calculated tax amount applied to taxable line items on the order. |
| Order Total | The grand total for the order including all items and tax. |
| Gross Margin | The gross margin percentage for the order, showing profitability. Used by sales management to evaluate pricing decisions. |
Item Entry Screen — Ship To Tab
Screen · Shipping Details
Captures the delivery destination for the order. Auto-populated from the customer record but can be overridden per order.
| Field | Description & Usage |
|---|---|
| Name | The name of the ship-to recipient or business (e.g., Tolstons Tire & Auto). Pulled from the customer record but editable. |
| Address 1 / 2 | Street address lines for the shipping destination. Address 2 is used for suite, unit, or secondary info. |
| City / State / Zip | City, state, and ZIP code for the shipping address. Used for carrier routing and tax jurisdiction. |
| Country | Country field for international shipments. |
| Phone | Contact phone number at the ship-to location. May be required by some carriers. |
| International | Flag or field for designating and handling international shipments with appropriate customs documentation. |
| Carrier | The shipping carrier assigned to this order (e.g., UPS). Select from available carriers configured in the system. |
| Route / Stop | Used for internal delivery route assignment. Route defines the delivery run; Stop defines the sequence within that route. |
Item Entry Screen — Misc. Tab
Screen · Miscellaneous Settings
Contains order-level administrative and processing settings. Most fields are defaulted from the customer or system configuration but can be adjusted here.
| Field | Description & Usage |
|---|---|
| Purchase Order | The purchase order reference at the order level (e.g., TRUCK 1). Ties the entire order to a specific customer PO. |
| Department | Sales department code for the order. Defaults to the system default if not specified. |
| Transaction Code | Controls how the order is processed (e.g., IS = Invoice-Stock). Determines the document type and accounting treatment for the whole order. |
| Taken By | The employee who took the customer's order (e.g., the sales rep who spoke to the customer). |
| Speaking With | The name of the contact person at the customer who placed this order. |
| Release | Sets the release method or vendor for the order. Used in conjunction with release codes on line items. |
| Order Date | The date the order was placed. Defaults to today but can be backdated when necessary. |
| Invoice Date | The date to appear on the invoice. Can differ from the order date for billing cycle management. |
| Taxable | Order-level taxable flag. Overrides line-level tax settings when the entire order is tax-exempt or taxable. |
| Backorder | Order-level backorder setting. Check to allow backordering for any out-of-stock items on the order. |
| Extend | Extend flag for the order. Consult your system administrator for configuration-specific behavior. |
Order Entry Transaction Codes
Important Topics · Processing Control
The default transaction code for each location is set in a control record. However, at the item level on the detail screen, you can use any valid alternate transaction code from a pop-up window. The transaction code is a key element in the functioning of Order Entry — it controls the inventory impact of a transaction as well as key Accounts Receivable and pricing results.
The transaction code determines:
- Whether the transaction is an A/R debit or credit
- Whether the transaction impacts inventory or not
- If inventory is impacted, which on-hand type is affected
- Whether the ship quantity is calculated from the on-hand or force-shipped
- Whether the item price is System-calculated or zeroed when added to the order
- Whether invalid (no item master) or non-stocked (no location item) sales are allowed
Defining transaction codes is central to defining your System's Order Entry processing strategy.
Pre-built Transaction Codes
BOInvoice - Buyout
CCCredit Core Returns
CDCredit Damaged Goods
CNCredit Drop Ship
CSCredit Stock Returns
CWCredit Warranty Returns
IAInvoice - Available
IBInvoice Drop Ship / Buy-out
ICInvoice Core
IDInvoice Damaged Merchandise
IFInvoice - Force Ship
INInvoice Stock without Demand
ISInvoice Stock Merchandise
IWInvoice Warranty Mdse.
IZInvoice Non-Inv Items
KEKit End - Debit
KFKit End - Credit
KITKit +/- (Price balancing)
KMKit Master
L0Out of Stock
L1Price Too High
QTPrice Quotation
Tender Types
Important Topics · Payment Handling
Tender types indicate how payment is made for an invoice. Tender types can be aggregated toward "Amount Paid" on an invoice, depending on how the tender record is set up. Typically the in-house charge tender does not add to Amount Paid, while cash, check, and credit card tenders do.
| Tender | Description & Usage |
|---|---|
| Cash | Adds to Amount Paid. Change due may be allowed and given back in a designated tender. |
| Check | Adds to Amount Paid. A check number, and optionally an authorization code, can be required and stored encrypted for reference. |
| Credit Card | Adds to Amount Paid. A card number, expiration date, and authorization code can be required; data is stored encrypted in the PCI-compliant interface. |
| In-House Charge | Typically does not add to Amount Paid; the balance posts to the customer's A/R account for later payment. |
Each tender record can define:
- Whether the tender aggregates toward "Amount Paid" on the invoice
- A maximum and/or minimum amount accepted for the tender
- Whether change due is allowed, and the tender the change is given in
- Whether a check/card number, expiration date, and authorization code are required
PCI-Compliant: Check and credit card details are stored encrypted in the PCI-compliant interface and can be retrieved on demand when the optional Qwik-Pay module is active.
Extended Invoice Terms
Important Topics · Billing & Terms
Extended invoice terms let you grant a customer additional time to pay, or apply special dating to an order, without altering the standard terms on their account. Use these fields when a promotion, seasonal program, or negotiated agreement requires non-standard payment timing.
| Field | Description & Usage |
|---|---|
| Terms Code | Selects the payment terms applied to this invoice (e.g., Net 30, Net 60, 2% 10 Net 30). Defaults from the customer record but can be overridden per order. |
| Due Date | The calculated date payment is due based on the terms code. Can be manually extended to grant the customer additional time when authorized. |
| Discount Date | The last date an early-payment discount can be taken. Used with prompt-payment terms to reward customers who pay ahead of the due date. |
| Future Dating | Sets a delayed invoice date so the terms clock starts later than the order date. Common for seasonal or pre-buy programs where billing is deferred. |
| Credit Override | Authorizes an order to proceed when extended terms would otherwise exceed the customer's credit limit. Requires appropriate manager permissions. |
Note: Extended terms beyond the customer's standard agreement should be approved by a credit manager. Always confirm the customer's current A/R standing using Accts Recv before extending due dates.
Processing Credit Cards
Important Topics · Payment Capture
The Qwik-Pay integrated card module lets you authorize and capture credit and debit card payments directly from the order without leaving the entry screen. Card data is tokenized and processed through the integrated gateway for PCI-compliant handling.
| Field | Description & Usage |
|---|---|
| Card on File | Selects a previously stored, tokenized card for the customer. Avoids re-keying card numbers for repeat customers and keeps full card data out of the order record. |
| Auth Amount | The dollar amount to authorize against the card. Defaults to the order total but can be set lower for partial authorizations or split payments. |
| Authorization Code | The approval code returned by the processor once the card is authorized. Stored with the order as proof of authorization. |
| AVS / CVV | Address Verification and card security code results returned by the gateway. Review these responses to reduce the risk of fraudulent or declined transactions. |
| Capture / Settle | Converts an authorization into a completed charge. Capture at the time the order is released or shipped, depending on your store's settlement policy. |
Tip: Authorize the card when the order is taken, but only capture when the goods ship. This prevents charging the customer for backordered items that have not yet been fulfilled.
Taking Deposits
Important Topics · Partial Payments
Deposits let you collect a partial payment up front on an order — common for special orders, large-ticket items, or custom work. The deposit is recorded against the order and applied to the balance due at the time of final invoicing.
| Field | Description & Usage |
|---|---|
| Deposit Amount | The dollar value collected up front. Can be entered as a flat amount or a percentage of the order total, depending on your store policy. |
| Payment Method | How the deposit was tendered — cash, check, or credit card. Links the deposit to the appropriate cash drawer or card transaction. |
| Deposit Date | The date the deposit was received. Used for cash reconciliation and to track how long funds have been held against an open order. |
| Balance Due | The remaining amount owed after the deposit is applied. Automatically recalculated and displayed on the Totals tab. |
| Refundable | Flags whether the deposit can be returned if the order is canceled. Set according to the terms agreed with the customer for special or custom orders. |
Note: Deposits remain held against the order until it is released and invoiced. Use Order Inquiry to review open orders with outstanding deposits and confirm funds are applied before final billing.
Future Orders
Important Topics · Scheduled Fulfillment
Future orders allow you to enter an order now for fulfillment at a later date. Inventory and pricing are reserved according to your configuration, and the order is automatically released for picking when its scheduled date arrives.
| Field | Description & Usage |
|---|---|
| Requested Date | The date the customer wants the order delivered or available for pickup. Drives scheduling and the order's release timing. |
| Release Date | The date the system will automatically activate the order for picking and fulfillment. Typically set ahead of the requested date to allow processing time. |
| Reserve Stock | Determines whether on-hand inventory is committed now or only at release. Reserving early guarantees availability; reserving at release keeps stock free for other orders. |
| Price Hold | Locks the quoted pricing for the future order so the customer is protected from price changes between entry and fulfillment. |
| Recurring | Flags an order that should repeat on a set schedule (e.g., a standing weekly order). Generates new orders automatically at each interval. |
Tip: Use Reserve Stock for future orders on fast-moving items to guarantee the customer's quantity is protected. For standing arrangements, set the order as Recurring so it regenerates without re-keying.