Primarius Data Entry. Table of Contents

Transcription

1 Primarius Data Entry This will cover the data entry processes in Primarius including: Receiving data from a Purchase Order to Pre-Receipt to Receipt and then to Storage Location of the Received Item. Order Entry and Distribution data from agency order creation thru Order Release, Picking and Shipping. Table of Contents 1. Create a Pre-Receipt a. Mass Pre-Receipts Process (Retail Pickup or Food Drive Receipting) b. Operations Tab c. Create a PO d. Move to Storage location(s) 2. Create an Order/Invoice a. Review b. Release c. Pick d. Invoice e. Confirm

2 1. Create a Pre-Receipt Primarius Data Entry All inventories are controlled at the receipt level. Nothing will show in inventory until it has become a receipt. There are three Receipt Types: PO used when ordering products that can then be broken in to smaller Pre-Receipts and/or when the order(s) needs approval Pre-Receipt is the recommended way (required for the Bar Code process) to generate a Receipt. From the Main Primarius screen click on Maintenance then Receipts. That will bring up the Receipts choices. Then choose Pre-Receipt. That will bring up the Pre-Receipts Grid. Then click New Pre-receipt Button/Tab.

3 The info on the Fields will be found in the Primarius Help Manual. The required Fields are the Donor No. entered or looked up by entering a (?) then choose the enter key. You will see a listing of Donors - choose/highlight the one you want and enter key that will populate the Donor No. Field and the name and Default Originated from Donor Maintenance. Confirm the Location is the Warehouse that will be receiving The Pre-Receipt. The Fields you should populate are the Donation Type, Receipt PU/D and Delivered By. The Total Freight and FA#/VDO/Other are optional. Info on these fields are in the Help and can be populated based on your specific Food Banks Process requirements.

4 Then click on the Details Tab to get to the Details Maint. Screen. Enter the Product Number by using the drop down or use the look up (?) That will populate the Product Name, Category and U/M. Enter Quantity Received (This is based on the U/M), Food Bank Cost/Donor Value and Base Price. This may or may not be populated based on Product Master & DSA settings. Entering a different Value will override the default settings if they are not grayed out. If the Product is a Mixed Prod. then the Rcvd Weight needs to be entered otherwise it will be system populated and be grayed out. The remaining fields are optional base on your food banks needs. Field info is in the Primarius Help Manual. No. of pallets should to be populated if you want to print a Pallet Tag it is required for Bar Code Primarius to print Pallet Tags = Pallet ID s Repeat (New Detail) until all products are entered. Save and Close and Click the General 1 Tab to return to the Receipt Maintenance screen. For Non Bar Code Food banks click Receive after making sure all entries are accurate. Print and File the Receipt according to your Food Banks Processes. For Bar Code Food Banks click Print Pallet Tags then follow the process in the Primarius Help implementing Bar Coding Primarius Bar Code Manual Receiving Product. After Scanning the Pallet Quantities to the Pallet ID s click Receive after making sure all entries are accurate. Print and File the Receipt according to your Food Banks Processes. The How to Enter a Pre- Receipt is in the Primarius Help.

5 a. Mass Pre-Receipts Process (Retail Pickup or Food Drive Receipting) This is for Bar Code Food Banks to enter multiple Pre-Receipts for identical products. Then consolidate the products on pallets and generate Pallet ID s for those pallets. The receipt detail for the individual Donors will still be maintained 1) Set the Default Retail PUD or Default Food Drive check box on all donors involved in one of these Programs (General Tab 1) or set the box in the Operations Tab. 2) Enter the pre-receipts for each donor. 3) Go to the Mass Pre-receipt Pallets screen under the Maintenance, Receipts menu a. Select 1) Retail Pickup or 2) Food Drive

6 b. Sort by Whse - Enter the number of Pallet IDs/Labels to print for each product for your Whse. c. Press Print Labels 4) On the hand held a. Select 1. Receive b. Press the Mass Add button c. Select Retail Pickup or Food Drive d. Scan the pallet e. Enter the Total Quantity. Also Total Weight for Mixed Products i. (Make note of any overage messages for future corrections) f. Repeat steps d. and e. until completed 5) In Primarius go to the Actions, Receiving, Receive Pre-Receipt menu a. Under Counts i. Go to the receipt detail for the product that was under received ii. Change the PALLET ID (not the quantity) to a number (like 2) and select an Adjustment reason code and then Save and Close. iii. See step 6 a. Under Counts b. Select the Pre-receipts that are ready to be received c. Press Receive d. Answer Yes/No question to print Receipts. 6) Post Receiving Processing e. If a warning message appears, write down the receipt and the product a. Under Counts i. On the receipt press the Receive Pre-Receipt button ii. Go to the receipt detail for the product and delete pallet 2 b. Over Counts i. Select the pallet using Edit, Find Pallet ii. Enter the quantity to add and select an adjustment reason code iii. Press Save and Close.

7 b. Operations Tab Retail Pickup / Delivery when checked, this field identifies this receipt as a retail pick or delivery. It can be used for Agency Store Pickup, Fresh Alliance, Wal-Mart and others. It will tie in to the Mass Pre- Receipts set number of Pallets/Labels. Also is used for Feeding America reporting. Food Drive when checked, this field identifies this receipt as a food drive receipt. The additional fields can be used to schedule the delivery of several types of containers and also record the amount of money collected. The Donation Amount field is for reference only. It does not connect to any other part of Primarius at this time. It will tie in to the Mass Pre-Receipts set number of Pallets/Labels. There are reports for this feature on Reports/Donor/Donor Receipts

8 c. Create a PO Enter the same as above for a Pre-Receipt Enter Order Qty leave Received Blank when creating a PO

9 When ready to create a Pre-Receipt fill in the Qty to Receive then click the Create Pre-Receipt Button For Non Bar Code Food banks click Receive after making sure all entries are accurate Print and File the Receipt according to your Food Banks Processes. For Bar Code Food Banks click Print Pallet Tags then follow the process in the Primarius Help - implementing Bar Coding Primarius Bar Code Manual Receiving Product. d. Move to a Storage Location In the Receipt Detail Location Tab manually enter the storage location ie. One Pick location and Various Bulk locations as needed. Bar Code Main screen type #2 Warehouse Move Type 1 Pallet to a New Location. Scan the PalletID click enter then Scan the New Location

10 2. Create an Order Orders can be created by clicking on new order or thru the Allocations or POL/PWW Features. The order entry process and Field info is available in the Primarius Help under Orders The required Fields are the Agency, Warehouse, and Ship Via. At Agency (?) enter number or lookup the agency with the (?) or use the drop down for the Number. Warehouse will populate based on login choice but can be edited. For Ship Via make a choice from the drop down. Optional fields - Pickup WHSE will default from the Agency Master or choose the drop down choice. Pick Up By can be entered, choose from drop down (contacts) or both. Click the Product Tab for entry of Products

11 Enter the product Number, use drop down, or use the Look up (?). Enter the Quantity based on the Unit of Measure for that item. Depending on Food Bank Policy or Procedure (the Unit Price and or the Service Fee/LB) those values can be edited (if Black) (can not if Gray). Click on New Detail or tab key or enter key then repeat above until all products are entered. Then save and close. If you should need to show the Product was committed from a specific Receipt after the Order is marked as Picked open the Product and check the committed tab if that is not the correct receipt (system will default to the oldest Receipt-FIFO) then set the quantity to 0 then from the Available tab choose the correct Receipt then Quantity.

12 If you are using Grants and auto apply is not set in the DSA then click Apply Grants Based on DSA settings Review, Release and Pick may or may not be grayed out. a. Review - for POL and PWW orders The Food Bank will Review the Order for accuracy - Can also be done in groups from the Review Grid. After Review is done an will be sent to the Agency confirming the receipt of the Order and the Order will appear on the Replenish Pick Locations Grid Choose the Order(s) that want to generate a Replenishment Report. The Replenishment Report will list the Products that need to be moved from a bulk location to the Picking Location the move needs to be done before the Product is marked as Picked. b. Release for Bar Code and Strawberry Release will generate the Pick List. If you are using Floating Locations you will need to have completed the Move from the Replenishment Report before Releasing the Order - Can also be done in groups from the Release Grid only after the Order was set to be in the Replenishment Report. Otherwise release from the Order entry Screen. c. Pick for Bar Code and Strawberry In the DSA, Warehouse & Location Maint can be set to Use Pick By storage so that when set that warehouse can pick an order by the Products Storage Type - Can also be done in groups from the Pick Grid after the Order has been Released. d. Click Invoice to print the invoice of the order. e. Confirm the Invoice/Order after it has been printed or by clicking Confirm. Based on settings in the DSA a confirmed order may or may not be edited. See Orders>Adjustments and or Credit Memos for help on Editing an invoice. After an Order is confirmed the Credit Memo is the recommended process when a Quantity is returned or needs to be changed.