Eclipse Standard Operating Procedures - Release 8 Warehousing

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1 Eclipse Standard Operating Procedures - Release 8 Warehousing These documented procedures were designed based settings described in the Suggested Maintenance section. Revised 2/06/04 Intuit Eclipse TM, among others, are registered trademarks and/or registered service marks of Intuit Inc. in the United States and other countries. Other parties' trademarks or service marks are the property of their respective owners and should be treated as such.

2 Suggested Maintenance Settings

3 ECLIPSE STANDARD OPERATING PROCEDURES CATEGORY: Warehousing TOPIC: Suggested Maintenance Settings Rel 8 REVISION: 4/2/03 SUGGESTED MAINTENANCE SETTING: RECEIVING Delete Stock Location with Blank Status and Zero Quantity = Y. Set control file "Print P/O Receiver Instead of Receiving Register = Y" If a PO Receiver is being used as a put away document and you are receiving material before putting it away, set control file Order Print Status Defaults for Received P/O Prt Rcv = Y Vendor Shortage Resolution: Set up standard internal note "Shortage - See Order Log" Set up standard job queue comment to show columns for required information (such as packing slip quantity and actual quantity received) for vendor short shipments. Vendor Overage / Wrong Item Resolution: Append Return Comments to Return Goods Queue and RG PO = Y Set up a nonstock item called Overshipment Item with $0.00 pricing. Vendor Damage at Time of Receipt Resolution: Set up misc charge item for "Freight Claim". Set up freight carriers as customers TRANSFERS: Set control file "Order Status Print Status Defaults" for Open Transfers = H Set control file User to get Tracker when a Tag is Broken = Writer Set control file "Print Transfer Receiver Instead of Transfer Register = Y" Set control file Order Print Status Defaults for Received Transfer Prt Xfer Register = Y INVENTORY ADJUSTMENTS: Validate Inventory Adjustment Header Comments = Y Valid Inventory Adjustment Comments: TITLE OFFSET ACCOUNT Defective / Allowance Defective Allowance Damaged Warehouse Breakage & Loss Store Use Store Use Inventory Adjustment (Lost/Found) Inventory Adjustment Average Cost Correction Moving Average Cost Adjustment CYCLE COUNTING: Enable Cycle Count Queue = Y Prompt for Picked Post Dated Orders During Physical = Y (Post Dated Orders consist of orders where the process date (date the ticket printed) is less than the ship date and less than the cycle count date. Basically, the date it printed is different than the date it is suppose to ship. Eclipse will ask whether or not post dated orders have been picked. ) Warehousing Suggested Maintenance Settings Rel 8.doc

4 Warehousing

5 RECEIVING Receive Material on System Before Putting Away - Rel 8 Vendor or carrier delivers material Page 1 of 2 Unload shipment and stage material Sign freight bill or other carrier's document Identify any damaged material on freight bill. If any questions about accepting delivery, contact appropriate individual. If necessary, print PO Receiver as a worksheet to write actual received quantity before entering in the system. NOTE: If shipment discrepancy (i.e. shortage, overage, wrong items, damage), refer to vendor mis-shipment resolution flowcharts Print bin labels and attach labels to products Labels Check in material against packing slip and check off the actual quantity received for each item Call up PO, change Rec'd Qty column to reflect the actual quantity received. Then change status to Received on the status screen Using labels or report to put away material IF VENDOR SHIPS ENTIRE PO: 1) Call up PO in stock receipts and go to the status screen. 2) Change status from open to received. IF VENDOR BACKORDERS A FEW ITEMS: 1) Call up PO in stock receipts. 2) Change Recv-qty column to reflect actual qty received and go to the status screen. 3) Change status from open to received on generation that you are receiving (use View Items hotkey to identify correct generation.) IF VENDOR BACKORDERS MOST ITEMS: 1) Call up PO in stock receipts. 2) Access Ship Dates hotkey, select new and enter today's date + 30 days in the Req-date and Recv-Date. Press enter through the remaining fields. This will clear all qty's from the recv-qty column. 3) Enter Recv-qty to reflect the actual qty received and go to the status screen. 4) Change status from open to received on generation that you are receiving (use View Items hotkey to identify correct generation.) Report PO Receiver report will automatically print upon escaping out of the received PO Select the X Dock hotkey - Change Prt to Y and then select the Print Tickets hotkey Pick tickets will print at default location for terminal. NOTE: The only pick tickets that print at this location should be from cross-docking You may also opt to cross dock transfers for replenishment. It is suggested to use the Add To hotkey to eliminate multiple transfers being created. Go to page 2 RECEIVING Receive Material on System Before Putting Away 3/18/03

6 RECEIVING Receive Material on System Before Putting Away - Rel 8 Page 2 of 2 Continued from page 1 This way you know which items still need to be put away. Did any pick tickets / transfer tickets print? Confirm pick ticket printing Mark off items on receiver report that printed tickets when XDocking Pull and stage material and pick tickets for completion of picking / checking If putting in secondary location, write location and quantity on PO receiver report Move material into the location stated on the report/label For remaining items that did not print on pick tickets or transfer tickets, does bin location appear on report/label? Find location for item in warehouse Write location on PO receiver report. Call up PO and update computer with location changes in the Split locations screen or in Product Location Maintenance File documents (packing slip, freight bill, PO receiver report) SPLIT LOCATIONS SCREEN 1) Access the Schedule hotkey. 2) Put cursor on the line that has the Recv-Qty and select the Split Locations hotkey. IF ENTIRE QUANTITY GOING INTO A FLOATING LOCATION 3) Enter the appropriate location in the location column IF NO LOCATION AND ENTIRE QUANTITY GOING INTO PRIMARY LOCATION 3) Select the Locations hotkey 4) Enter the new location (Type S, location, Loc-Status P) IF PUTTING MATERIAL INTO A NEW SECONDARY LOCATION 3) Enter location and quantities put into each location 4) Select the Locations hotkey 5) Designate appropriate status (ie S, P) in the Loc-Status for each location PRODUCT LOCATION MAINTENANCE SCREEN: 1) Access the Inq hotkey and then select Product Loc. 2) Edit on-hand quantity if total quantity is not all going into same bin location. 3) Enter new line with the Type S, location, remaining on-hand quantity and Loc Status of P or S. 3/18/03

7 Page 1 of 2 RECEIVING Put Away Material First and Then Receive on the System - Rel 8 Vendor or carrier delivers material Unload shipment and stage material Sign freight bill or other carrier's document Identify any damaged material on freight bill. If any questions about accepting delivery, contact appropriate individual. NOTE: If shipment discrepancy (i.e. shortage, overage, wrong items, damage), refer to vendor misshipment resolution flowcharts Check in material against packing slip and check off the actual quantity received for each item Call up PO and change Rec'd Qty column to reflect the actual quantity received IF VENDOR SHIPS ENTIRE PO: 1) Call up PO in stock receipts and go to the status screen. IF VENDOR BACKORDERS A FEW ITEMS: 1) Call up PO in stock receipts. 2) Change Recv-qty column to reflect actual qty received and go to the status screen. IF VENDOR BACKORDERS MOST ITEMS: 1) Call up PO in stock receipts. 2) Access Ship Dates hotkey, select new and enter today's date + 30 days in the Req-date and Recv-Date. Press enter through the remaining fields. This will clear all qty's from the recv-qty column. 3) Enter Recv-qty to reflect the actual qty received and go to the status screen. Go to the Status Screen and change the Prt flag to Y on the generation you want to print a PO Receiver report Put material away based on location on report Go to page 2 RECEIVING Put Away Material First and Then Receive on the System 3/18/03

8 Page 2 of 2 RECEIVING Put Away Material First and Then Receive on the System - Rel 8 Continued from page 1 Does bin location display on report? Move material into the location stated on the report If putting in secondary location, write location and quantity on PO receiver report Find location for item in warehouse Write location on PO receiver report. 1) Place cursor on item in body screen and access the Schedule hotkey. 2) Put cursor on the line that has the Recv-Qty and select the Split Locations hotkey. IF ENTIRE QUANTITY GOING INTO A FLOATING LOCATION 3) Enter the appropriate location in the location column IF NO LOCATION AND ENTIRE QUANTITY GOING INTO PRIMARY LOCATION 3) Select the Locations hotkey 4) Enter the new location (Type S, location, Loc-Status P) IF PUTTING MATERIAL INTO A NEW SECONDARY LOCATION 3) Enter location and quantities put into each location 4) Select the Locations hotkey 5) Designate appropriate status (ie S, P) in the Loc-Status for each location Call up PO and update computer with location changes in the Split locations screen Go to the status screen and change the status to Received In the status screen, use the View Item hotkey to make sure you are receiving the correct generation File documents (packing slip, freight bill, PO receiver report) 3/18/03

9 VENDOR SHORTAGE RESOLUTION Warehouse Side Identify shortage from the vendor Quantity received is less than quantity shown on packing slip and on system. ie. Ordered Qty Packing Slip Qty Actual Qty Recd Call up PO and change the quantity received to the actual quantity received Job queue purchasing to review the short shipment Identify the writer of the PO by going to the header and looking in the Written By field. From the body screen of the PO, put your cursor on the item that was short shipped and press <Shift F4>. Press <Enter> on the PO #. Select the Append hotkey In the Append screen, select the Sel Comment hotkey to pull up the standard comment of required information for vendor short shipments. Type in the required information. Select the Forward hotkey and enter the PO writer's User ID in the Forward To, Final Action By, and Action Required By fields. Press <Esc> until you are back to the body of the PO. Go to the header of the PO and select standard internal note "Shortage - See Order Log" Go to the Status screen and change the status to received Use the View Items hotkey to identify the correction generation. 8/29/02

10 VENDOR SHORTAGE RESOLUTION Purchasing Side PO writer receives job queue and views message about short shipment Purchasing contact vendor to determine how the short shipment will be handled A/P waits to pay the invoice until the total quantity is received Close job queue with comments about the vendor shipping the shorted amount Pay Pay original invoice and vendor will ship shorted amount or short pay? Short Pay NOTE: Communication must be made with the vendor to ensure they are going to ship and bill for the shorted amount on a separate invoice Cancel shorted amount or leave open? Open Close job queue with comment to "short pay vendor by XX pieces" AP will receive invoice for shorted amount once vendor ships Cancel Pull up open portion of PO Is entire open quantity being cancelled or just a portion? Portion Reduce quantity ordered by appropriate amount Entire open qty Delete item off PO Close job queue with comment to "short pay vendor by XX pieces" 12/17/02

11 VENDOR OVERAGE /WRONG ITEM RESOLUTION Warehouse Side Identify overage or wrong item shipment from the vendor Call up PO in stock receipts Quantity received is greater than quantity on system. Overage due to Standard Package Quantity: i.e.. Order Qty Packing Slip Qty Actual Qty Recd Overage not due to Standard Package Quantity: i.e.. Order Qty Packing Slip Qty Actual Qty Recd Add line item directly below existing item for additional quantity received Is overage due to standard package quantity? Attach a line item comment referencing the standard package overage From the body of the PO, create a new generation Access the Ship Dates hotkey Select New Enter a new date in the Req'd Date & Recv Date prompts Press Enter until you return to the body of the PO When the cursor is on the line item, go into the scheduling screen. Put your cursor on the line that has the over shipment quantity in the Recv Qty column. Change the Typ field to O for overshipment. Change the type to O for Overage Receive both the original quantity ordered and the additional quantity due to standard package overage all on one generation Enter the quantity and items that were overshipped Enter a line item comment to identify the packing slip quantity and the actual quantity received Change the type to O for Overage Enter internal notes indicating overshipment on gen XXX If the item is not in the system, use the item called "Overshipment Item" and enter an attached comment line to describe what the item is When the cursor is on the line item, go into the scheduling screen. Put your cursor on the line that has the overshipment quantity in the Recv Qty column. Change the Typ field to O for overshipment. Put overage quantity in it's normal bin location Receive the original quantity on one generation and the overage quantity on a separate generation Put overage quantity in it's normal bin location 8/29/02

12 VENDOR OVERAGE /WRONG ITEM RESOLUTION Purchasing Side Purchasing checks the Return Goods Queue for Type O on a daily basis Review comment lines displayed Access the Edit hotkey to call up the received PO Is overage due to standard package qty? Indicate either to wait for the vendor credit memo or take the credit immediately. Enter tracking number in internal notes When the cursor is on the line item, go into the scheduling screen and change the type from O to S to make inventory available for sale Keeping or returning the overage? R e t u r n Create a negative PO from Return Goods Queue. Enter RGA in the Order ID field on the header Enter Internal notes on when to apply the credit to the overshipment generation Print Return PO acknowl edgment Change status from open to received after material is shipped to vendor If necessary make changes to buy package quantity in the product file. (Also enter package quantity in the minimum sell package quantity for nonstock items) Keep Paying vendor for overage? Access received PO in edit mode When the cursor is on line item, go into the scheduling screen and change the type from O to S Change cost on item to $0.00 Add a line item comment to the existing comment about keeping the item, not paying for it Instruct vendor to bill on PO XXX Access received PO in edit mode When the cursor is on the line item, go into the scheduling screen and change the type from O to S 8/29/02

13 VENDOR DAMAGE AT TIME OF RECEIPT RESOLUTION Warehousing Side Identify damaged material at time of receipt Call up PO in stock receipts Verify total quantity that was received. (both good and damaged) in the Recv Qty column When cursor is on the line item, access the Scheduling screen Is total quantity of item damaged? Position cursor on the line that has the Recv Qty and enter the amount of good material you received and press Enter At the "Position Cursor to Increase Qty by XX" prompt, move your cursor to any line that has 0 Recv Qty and press Enter Position the cursor on the line that has the damaged quantity and change the Typ to F Return to the body screen Change the Recv Qty again to reflect the total quantity received (good and bad) Change the Typ field to F on the line that has the Recv Qty Enter an item attached comment that identifies the freight carrier or vendor at fault and bill of lading # Enter Internal notes with number of cartons damaged Receive all material on one gen Place material in damaged section in building and put a label identifying PO it was received on If necessary, send job queue to appropriate associate notifying them to pull up damaged item in RGQ Revision 2 2/06/04

14 VENDOR DAMAGE AT TIME OF RECEIPT RESOLUTION Freight Carrier Credit Purchasing checks Return Goods Queue for Type F on a daily basis Purchasing contact carrier to obtain RGA and appropriate information to receive credit/ check for the damaged material Attach comment and adjust price accordingly if backcharging carrier for freight. Receiving check or credit memo? CM Ck Create negative PO with the carrier issuing the credit from the Return Goods Queue Create negative PO with the carrier name issuing the check from the Return Goods Queue Go to totals screen to identify the value of the return Enter a Freight Claim Misc Charge item with the same cost as the negative qty created from the RGQ Verify total is now zero Change status to received and print PO acknowledge ment if required to return material Create sales order with carrier as the customer & a Freight Claim misc charge item entered with the sell price reflecting the amount to be received on the check Change to invoice status & Prt flag to B Check is applied in A/R when receive d If backcharging carrier for freight, add misc charge item with a -1 quantity and appropriate pricing on body of PO Enter comment that identifies why material is being returned and the PO it was originally received on Enter the RGA number in the Order ID field on the header Enter internal notes if A/P is not to take an immediate deduction for the credit Return material or scrap Scrap Include comment that material is being scrapped Return Print return PO acknowledgement Change status to received when material is shipped Enter tracking number in internal notes if material was returned Revision 2 2/06/04

15 VENDOR DAMAGE AT TIME OF RECEIPT RESOLUTION Vendor Credit Purchasing checks Return Goods Queue for Type F on POs that have comment for concealed / vendor damaged Purchasing contact vendor to obtain RGA and appropriate information to receive credit for the damaged material Create negative PO with the vendor name issuing the credit from the Return Goods Queue If backcharging carrier for freight, add misc charge item with a -1 quantity and appropriate pricing on body of PO Enter comment that identifies why material is being returned and the PO it was originally received on Enter the RGA number in the Order ID field on the header Enter internal notes if A/P is not to take an immediate deduction for the credit If necessary, Job Queu AP to take an immediate deduction Return material or scrap Scrap Include comment that material is being scrapped Return Print return PO acknowledgement and PO Receiver Enter tracking number in internal notes if material was returned Change status to received when material is shipped Revision 2 2/06/04

16 TRANSFER RECEIVING - Rel 8 Receive Material on System Before Putting Away Page 1 of 2 Our truck or carrier delivers material Unload shipment and stage material Make note if shipment discrepancy (i.e. shortage, overage, wrong items, damage). Do you want to verify shipment quantities? Check in material against packing slip and check off the actual quantity received for each item Quantity changes necessary? Put cursor on affected item. Press Shift F4 & select the order number to pull up call tracking entry screen. Select the Append hotkey to type in your message and then press Esc. Select the Forward hotkey and enter the appropriate login ID in the forward list and action required by fields. Put your name in the Final Action by field. The discrepancy should be resolved so the ship quantity equals the receive quantity on the transfer Call up Transfer and change the receive quantity Job queue designated person at shipping branch to resolve the discrepancy Change status to Received on the status screen Print bin labels and attach labels to products Labels Using labels or report to put away material Report Transfer Receiver Report will automatically print Select the X Dock hotkey - Change Prt to Y and then select the Print Tickets hotkey Pick tickets will print at default location for terminal. NOTE: The only pick tickets that print at this location should be from cross-docking Continued on page 2 3/2/03

17 TRANSFER RECEIVING - Rel 8 Receive Material on System Before Putting Away Page 2 of 2 Continued from page 1 This way you know which items still need to be put away. Did any pick tickets print? Confirm pick ticket printing Mark off items on receiver report that printed tickets when XDocking Pull and stage material and pick tickets for completion of picking / checking If putting in secondary location, write location and quantity on PO receiver report Move material into the location stated on the report/label For remaining items that did not print on pick tickets, does bin location appear on report/label? Find location for item in warehouse Write location on PO receiver report. If necessary, make location changes in Product Location Maintenance PRODUCT LOCATION MAINTENANCE SCREEN: 1) Edit on-hand quantity if total quantity is not all going into same bin location. 2) Enter new line with the Type S, location, remaining on-hand quantity and Loc Status of P or S. File paperwork 3/2/03

18 TRANSFER RECEIVING Put Away Material First and Then Receive on the System Page 1 of 2 Our truck or carrier delivers material Unload shipment and stage material Make note if shipment discrepancy (i.e. shortage, overage, wrong items, damage). Check in material against packing slip and check off the actual quantity received for each item Be sure to select the transfer # without a generation assigned (not the one with.001) Access the PO Receiver Report on your menu, enter in the transfer number and select the print hotkey Put material away based on location on report Continued on page 2 12/23/02

19 TRANSFER RECEIVING Put Away Material First and Then Receive on the System Page 2 of 2 Continued from page 1 If putting in secondary location, write location and quantity on PO receiver report Put cursor on affected item. Press Shift F4 & select the order number to pull up call tracking entry screen. Select the Append hotkey to type in your message and then press Esc. Select the Forward hotkey and enter the appropriate login ID in the forward list and action required by fields. Put your name in the Final Action by field. The discrepancy should be resolved so the ship quantity equals the receive quantity on the transfer Does bin location display on report? Find location for item in warehouse Move material into the location stated on the report Write location on PO receiver report. Job queue designated person at shipping branch to resolve the discrepancy Call up Transfer and change the receive quantity Quantity changes necessary? Go to the status screen and change the status to Received PRODUCT LOCATION MAINTENANCE SCREEN: 1) Edit on-hand quantity if total quantity is not all going into same bin location. 2) Enter new line with the Type S, location, remaining on-hand quantity and Loc Status of P or S. If necessary, make location changes in Product Location Maintenance Screen File paperwork 12/23/02

20 TRANSFERS - Rel 8 Shipping, Using Pick and Ship Process STATUS goes to PRINTED Transfer prints via phantom Open Warehouse Picking Confirmation Queue, enter or scan ticket at the Order # prompt, verify picker in Current User ID field and then select the Confirm hotkey STATUS goes to PICKING User ID that confirms an order to picking will be assigned as the picker of the order. If pulling items that require serial numbers, write the serial number on the ticket Hand write any quantity changes and circle quantities on the ticket. Pull requested material Move ticket and material to designated checking area Open Warehouse Picking Confirmation Queue and enter or scan ticket at the Order # prompt NOTE: If this quantity change results in no open quantities on the transfer, cancel both the shipped and received generations on the status screen. Need to make any quantity changes or enter serial number? Select the Edit hotkey to pull up the transfer If required, enter serial number in Serial Number Entry screen If required, change view to Ship Qty / RecQty and change ship quantity Select the Confirm hotkey in the Warehouse Picking Confirmation Queue For transfers being shipped via Our Truck, reference the manifest flow shown in Our Truck Orders flowchart Did the following prompt appear: "Do you want to print a ship ticket now"? Answer Y to print the ship ticket Put material and paperwork in staging area Ship to designated branch File paperwork 12/23/02

21 INVENTORY ADJUSTMENTS - Rel 8 Identify need to make an inventory adjustment Be sure all in process orders are taken into account when determining the amount for the adjustment Enter today's date and select NEW in the inventory adjustment screen Select valid comment on why the adjustment is being made Examples: Store Use Damaged Need to increase or decrease the inventory quantity Increase Enter a positive amount and the appropriate product Decrease Enter a negative amount and the appropriate product Check history ledger of item to verify inventory count is correct NOTE: Adjustment is posted to GL offset account assigned in Valid Inventory Adjustment Comments. Adjustment is complete 3/19/03

22 CYCLE COUNTING NOTE: Recommended to count in the evening after business hours or early in the morning before the start of business. Prior to cycle counting, make sure all in process activities are complete Received material is put away. Printed pick tickets and transfers are pulled. NOTE: This does not include "trouble" items. Be sure to also run the Access Cycle Count Queue: Generate/Print to count these items as well. If you want to include additional items to cycle count on a daily basis, schedule the Random Cycle Count Generation. Only "cycle count queue" items? Designate items in "Generate Control File" Print Control File Includes the following: Products that have negative onhand. Products there were overcommitted on a sales order or transfer. Products that were manually backordered on a ship ticket. Also includes items from random cycle count generation if run. Access Cycle Count Queue: Generate / Print Manually count items on the cycle count sheets. Enter the counts into the system using the Physical Count Load-In screen If running in the AM, use the same date as today. If running in the PM, use tomorrow's date. Find variances using the Count Variance Report When running the Count Variance Report, at the "Have you picked all post-dated orders" prompt, indicate Y or N. Post Dated Orders consist of orders where the process date (date the ticket printed) is less than the ship date and less than the cycle count date. Basically, the date it printed is different than the date it is suppose to ship. Recount variances Make any necessary changes in the Physical Count Load-In Screen. Run the Count Variance Report again Are recounts necessary Update your on-hand quantities using the Update Physical On-Hand Screen 12/24/02

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