RF Receiving Process Refresher Training

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1 RF Receiving Process Refresher Training 1

2 Agenda Review of RF Keypad functions RF Receiving Transfer Overview Report Receiving no exceptions Receiving short shipments Receiving damages Transfer to Quarantine Short shipments Damaged product Inventory Adjustment Form Today s Webinar will focus on RF Receiving and the basic functions of the RF Scanner. 2

3 Review of RF Keypad functions The RF scanner keypad is displayed. Details of the keypad are below: Numbers area at the top - used for entering quantities and selecting options on the RF screen when a list is displayed Letters at the bottom used during logon/password entry (if not barcoded) and entering item codes (if not scanning barcodes) Function buttons along the left side F1 Inquiry is accessible when a list of options is available. Will show on bottom of the screen if applicable F2 for future use F3 returns the user to the main menu. If hit twice, logs you off F4 takes the user back one screen (similar to the back button on a computer browser) F5 used to change between case and bottle unit of measure modes in option 8 Inventory Count F6 used to change between case and bottle unit of measure modes in option 6 CaseBottle Count. To do this, press the orange button on the left side of the RF scanner once. The yellow light at the bottom of the scanner lights up. Press the E key once. Press the orange button one more time, and the yellow light is no longer lit. Case mode is now displayed on the RF scanner screen. Round yellow button at the top left (power button) - can be used to reboot the scanner by pressing and holding down the button until the screen clears Orange button midway on the left side turns on the directional arrows on the 2, 4, 6 and 8 buttons (scrolling capabilities in a list) When pressed, a yellow light will be lit in the bottom left corner of the gun (under the W button) Press again to disable it Scanner button Big blue button directly below the blue light at the top of the gun. Press this button to scan a barcode Can also press this button to wake up the scanner after a period of inactivity Enter button Big blue button on the right side of the keypad Press this button after entering data in a particular field so the system can respond Backspace button Directly to the right of the scanner button Use to delete and backspace an entry into a field 3

4 Transfer Overview Report Located on the Enterprise Portal Run when the Replenishment order has shipped and prior to the truck arriving for delivery Shows what was on the original Replenishment order and what has actually shipped Has TO# barcoded on the top right corner of the report Use this to start the receiving process Is in the same format as the Carrier s packing list The Transfer Overview report can be used for several different purposes. In the Replenishment Orders Webinar, we discussed how the report can aid in maintaining your weekly replenishment order. For receiving, the report should be run after the order has shipped and prior to the truck arriving. The carrier packing slip is in the same format. 4

5 Transfer Overview Report Transfer Order # barcode Quantity ordered Quantity shipped When run after the truck has shipped but prior to receiving, you can view what was on the original order and what has actually shipped and is enroute to the Agency. 5

6 RF Receiving Orders are picked and chimney stacked by DHL Bar codes face to the outside Product is not buried inside the pallet All items can be scanned for receiving without breaking down the pallet Pallets are shrinkwrapped prior to shipping Pallets are chimney stacked at the warehouse to allow product check in without having to break down the pallet. All barcodes face to the outside. 6

7 RF Receiving (Cont.) Pallets are audited for accuracy on the DHL dock once the order is picked Mark is placed through the item code to verify the item has been checked against the packing list Audits are performed on the DHL dock after the order is picked but prior to loading on the trailer. Marks through the item code number indicate that case was checked. 7

8 RF Receiving (Cont.) Once the truck arrives, gather the paperwork from the driver Packing slip is in the same format at the Transfer Overview report Sign on to the RF scanner and select option 10 TO RCV Case Use the TO Rcv Case option for receiving. This allows receiving in case quantities rather than bottle quantities. It will be easier and allow for quicker check in 8

9 RF Receiving (Cont.) Scan the TO barcode number from the packing list/transfer Overview report The packing slip and Transfer Overview report both have the TO# barcoded at the top right corner of the first page. Scan it to begin the receipt. 9

10 RF Receiving (Cont.) Scan the barcode on the first box If the wrong barcode on the box is scanned, the gun will beep and not take the entry Try another barcode until the correct one is scanned If an item is not on the order, it cannot be scanned Put the case aside to give back to the carrier Mark the overage on the carrier paperwork By using the case receipt option, you can quickly check in the shipment. For each item, scan the barcode. If the wrong barcode is scanned on the case, the scanner will beep and not take the entry. Try scanning a different barcode on the case until you get the right one. If an item is not on the order, it cannot be received. Put the case aside to give back to the carrier. Mark the overage on the driver s paperwork. 10

11 RF Receiving (Cont.) For case receiving, the quantity defaults to 1 Press the Enter key on the RF scanner to receive 1 case The receiving process is: Scan the barcode Press the Enter button to accept quantity of 1 11

12 RF Receiving (Cont.) Mark the case to indicate that case has been scanned Move on to the next case Scan item barcode Press the enter key for quantity 1 Mark the case Repeat until all cases have been scanned, entered, and marked Once the barcode has been scanned and the quantity of 1 entered, mark the case to indicate you have received the case. This will help you keep track of the cases that have and have not been received should there be any discrepancy at the end. 12

13 RF Receiving (Cont.) It is not necessary to consolidate all cases of one item and receive them together at one time System keeps count of the cases already received If the driver is placing the individual cases on a roller for receiving, mark the cases after scanning Allows the receiver to know where they are in the check in process Do not start opening boxes and restocking the shelves until the entire load has been received in You don t have to spend time sorting and consolidating like items together before receiving. The system will keep count of what has been received and will not let you over receive. You can scan the same item barcode multiple times. 13

14 RF Receiving (Cont.) The RF scanner keeps prompting for an item until all items and quantities on the TO have been scanned and received Press the F1 key at the item prompt to see what items still need to be received The remaining items and quantities are displayed All items must be received in full in order to complete the receipt The inventory does not show in the system until the entire TO has been received You will get prompted for an item code as long as the system thinks there is something that has not been received. You can press the F1 key from the item field to see the items and quantities remaining. 14

15 RF Receiving (Cont.) The order must be received in full on the RF scanner while the driver is still there If the driver will not stay until the order is received in full in the system, you need to contact the LESC and advise them that the driver left before the order was received in completely. If there are damages and/or shortages discovered when you complete the receipt after the driver has left, and you have not contacted the LESC, you may be charged for that damaged or short product. All orders must be received in full in the system with the driver present. If the driver leaves before the receipt is completed, you need to contact the LESC. If the driver leaves before 15

16 Short Shipments If all cases have been scanned but there are still open items on the receipt (visible using the F1 option on the RF scanner), do the following: Check to see if a case was missed or the wrong quantity was entered Marking the boxes will help in identifying possible errors Do not open cases and restock shelves until the receipt is complete If there are still items showing in F1 as unreceived, you need to check the items already received to see if something was missed. This is where marking the cases will help out. Also, do not start opening cases and restocking shelves until the full receipt has been reconciled. 16

17 Short Shipments (Cont.) Pressing the F1 key from the item prompt will display the remaining items and quantities (in bottles) 17

18 Short Shipments (Cont.) If the cases cannot be located: Get the details on the shortages by pressing F1 from the item prompt on the scanner and noting the items and quantities listed Note the shortages on the carrier s paperwork (all forms must be completed and signed by the driver before they leave) Packing list signature area Inventory Adjustment Form - provided by the Agency once the shortage product has been moved to Quarantine in the system. Print out 2 copies of the form, the Agency and the driver sign both copies, give a signed copy to the driver and keep a signed copy at the Agency Bill of lading Receive the missing items as complete on the RF scanner Use your copy of the carrier paperwork as a reference to move the missing product in the system to the Quarantine location If the cases showing in the F1 display cannot be located, document the item codes and quantities on the carrier paperwork. Receive the items in complete in the RF scanner. Use your copy of the carrier paperwork to move the missing product in the system to the Quarantine location. 18

19 Damaged Product If damages are noted during receiving, the process for handling them is similar to the short shipment process: Receive the damaged product in full using the RF scanner Note the damages on the carrier s paperwork (all forms must be completed and signed by the driver before they leave) Packing list signature area Inventory Adjustment Form - provided by the Agency once the damaged product has been moved to Quarantine in the system. Print out 2 copies of the form, the Agency and the driver sign both copies, give a signed copy to the driver and keep a signed copy at the Agency Bill of lading Use your copy of the carrier paperwork as a reference to move the damaged product in the system to the Quarantine location Damages found during receiving are handled similar to shortages: Note the damaged product on the carrier paperwork Receive the damaged product in full on the RF scanner Move the damaged product to the Quarantine location 19

20 Receiving Documents Carrier Packing Slip Total case count on order on last page of packing slip Signature area of packing slip need to note any exceptions This is a sample of the carrier packing slip. The last page has case totals for the shipment and signature areas for the driver and Agency. Exceptions need to be noted before the driver leaves. 20

21 Receiving Documents (Cont.) Carrier Bill of Lading Transfer order summary with total cases shipped Signature area on Bill of Lading - need to note any exceptions This is a sample Carrier Bill of Lading 21

22 Transfer Items to Quarantine If damages or shortages are noticed during receiving, the product must be received in full using the RF scanner in order for the receipt to be completed Damages and shortages need to be noted on the carrier s documents before they leave If the carrier refuses to remain until the load is completely checked in on the RF scanner, the Agency needs to contact the LESC Items that were short or damaged in transit need to be received in full in the system in order to complete the receipt. Then they need to be transferred to the Quarantine location. This needs to be done before the driver leaves. 22

23 Transfer Items to Quarantine (Cont.) Move the product, short or damaged, to Quarantine before the driver leaves Print the Inventory Adjustment Form and have the driver sign for the exceptions before they leave Give a copy of the signed Inventory Adjustment Form to the driver and keep a copy at the Agency The Inventory Adjustment form is automatically generated by the system when items are moved from Stock to Quarantine. Print out the form and have the driver sign it before leaving. 23

24 Transfer Items to Quarantine Short Shipments Sign on to the RF scanner and select option 7 Item Transfer 24

25 Transfer Items to Quarantine Short Shipments (Cont.) From Location S is automatically defaulted by the system Note: you can only move inventory from Stock to Quarantine Enter the appropriate item code to transfer to the Quarantine location 25

26 Transfer Items to Quarantine Short Shipments (Cont.) The total bottles in inventory in the Stock location is displayed, along with the item code and description Enter the quantity of bottles short on the shipment for this item in the Quantity field NOTE: shortages at receiving time will be full cases. Make sure to enter the full case quantity in bottles. 26

27 Transfer Items to Quarantine Short Shipments (Cont.) For short shipments, select option 3 Short Shipment for Case Condition For shortages found during receiving, select the Short Shipment option on the Case Condition screen. 27

28 Transfer Items to Quarantine Short Shipments (Cont.) For short shipments, select option 1 N/A for Case Imprint Since the product is missing, N/A is the correct response for the Case Imprint screen. 28

29 Transfer Items to Quarantine Short Shipments (Cont.) For short shipments, select option 1 Blank for Outside Damage Since the product is missing, the first option blank is the appropriate choice for the Outside Damage screen. 29

30 Transfer Items to Quarantine Short Shipments (Cont.) For short shipments, select option 1 N/A for Bottle Condition Since the product is missing, N/A is the correct choice for the Bottle Condition screen. 30

31 Transfer Items to Quarantine Short Shipments (Cont.) For short shipments, select option 1 N/A for Damage By Since the product is missing, N/A is the correct choice for Damage By. This selection charges the Warehouse for the missing product. 31

32 Transfer Items to Quarantine Short Shipments (Cont.) Scan the TO# from the packing list into the Transfer number field Since the short shipment is being tied to a specific inbound, use the packing slip and scan in the TO#. 32

33 Transfer Items to Quarantine Short Shipments (Cont.) Enter a brief note in the Inv Adj Audit Note field, if desired Entering a note into the Inv Adj Audit Note field is optional. 33

34 Transfer Items to Quarantine Short Shipments (Cont.) Success message - Transfer to Quarantine is complete Once you see Success displayed on the RF screen, the transfer is complete. 34

35 Transfer Items to Quarantine Damaged Product Sign on to the RF scanner and select option 7 Item Transfer Transfers to Quarantine for damages are done very similar to short shipments. 35

36 Transfer Items to Quarantine Damaged Product (Cont.) From Location S is automatically defaulted by the system Note: you can only move inventory from Stock to Quarantine Enter the appropriate item code to transfer to the Quarantine location 36

37 Transfer Items to Quarantine Damaged Product (Cont.) The total bottles in inventory in the Stock location is displayed, along with the item code and description Enter the quantity of bottles damaged on the shipment for this item in the Quantity field 37

38 Transfer Items to Quarantine Damaged Product (Cont.) For damages, select the appropriate option to describe the damage for Case Condition 38

39 Transfer Items to Quarantine Damaged Product (Cont.) For damages, select the appropriate option for Case Imprint 39

40 Transfer Items to Quarantine Damaged Product (Cont.) For damages, select the appropriate option to describe the Outside Damage 40

41 Transfer Items to Quarantine Damaged Product (Cont.) For damages, select the appropriate option to describe the Bottle Condition 41

42 Transfer Items to Quarantine Damaged Product (Cont.) For damages noticed during receiving time, select option 5 On Truck for Damage By For damages found at receiving time, select the option for On Truck. This will charge the trucking company for the cases. 42

43 Transfer Items to Quarantine Damaged Product (Cont.) Scan the TO# from the packing list into the Transfer number field Since the damage is being tied to a specific inbound, use the packing slip and scan in the TO#. 43

44 Transfer Items to Quarantine Damaged Product (Cont.) Enter a brief note in the Inv Adj Audit Note field, if desired Adding comments into the Inv Adj Audit Note field is optional. 44

45 Transfer Items to Quarantine Damaged Product (Cont.) Success message - Transfer to Quarantine is complete Once you see Success displayed on the RF screen, the transfer is complete. 45

46 Inventory Adjustment Form Is run from the Enterprise Portal Reflects information entered when items were transferred to Quarantine Needs to be printed out any time inventory is transferred from the Stock to Quarantine, then signed by the appropriate parties (driver, customer) Give a signed copy to the driver and keep a copy at the Agency Checked by the Auditors to validate inventory moved to the Quarantine location The report is run from the Enterprise Portal. If the transfer is done is related to an inbound receipt, the transfer needs to be completed on the RF scanner and the Inventory Adjustment Form printed out before the driver leaves. The driver needs to sign off on the exceptions noted. 46

47 Inventory Adjustment Form Select Inventory Adjustment Form under the Retail tab of the Enterprise Portal 47

48 Inventory Adjustment Form Form defaults to the current date - change if needed Add an Item or Journal Number to aid in the search for the appropriate form 48

49 Inventory Adjustment Form Short Shipment Shows details of the adjustment Indicates the Warehouse will be charged for the short shipment, based on how the case condition questions were answered on the RF scanner Driver needs to sign the form before they leave Agency must give the driver a copy of the signed form and keep a copy on file at the Agency The Inventory Adjustment Form will display the selections entered on the RF scanner. The form also indicates that the Warehouse will be charged for the short shipment cases. 49

50 Inventory Adjustment Form Damaged Product Shows details of the adjustment Indicates Trucking will be charged for the damages, based on how the case condition questions were answered on the RF scanner Driver needs to sign the form before they leave Agency must give the driver a copy of the signed form and keep a copy on file at the Agency The Inventory Adjustment Form for damages also shows the choices made on the RF scanner while transferring the inventory to the Quarantine location. The selection made on Damage By screen determines who will get charged for the cases. In this example, selecting Driver charges the trucking company. 50

51 Questions? ANY QUESTIONS 51

52 Find Help Here The New Liquor Enterprise Service Center (LESC): Committed to customer service Responsible for receiving operations inquiries and issues; for assigning, tracking, and reporting on all inquiries and issues, spotting trends and finding their causes Committed to resolving all issues Monitored by the Department of Commerce at highest levels Inquiries can be logged by either of the following methods: phone: