Managing Direct Through Stock Inventory. Release 9.0.4

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1 Managing Direct Through Stock Inventory Release i

2 Table Of Contents Disclaimer This document is for informational purposes only and is subject to change without notice. This document and its contents, including the viewpoints, dates and functional content expressed herein are believed to be accurate as of its date of publication. However, Epicor Software Corporation makes no guarantee, representations or warranties with regard to the enclosed information and specifically disclaims any applicable implied warranties, such as fitness for a particular purpose, merchantability, satisfactory quality or reasonable skill and care. As each user of Epicor software is likely to be unique in their requirements in the use of such software and their business processes, users of this document are always advised to discuss the content of this document with their Epicor account manager. All information contained herein is subject to change without notice and changes to this document since printing and other important information about the software product are made or published in release notes, and you are urged to obtain the current release notes for the software product. We welcome user comments and reserve the right to revise this publication and/or make improvements or changes to the products or programs described in this publication at any time, without notice. The usage of any Epicor software shall be pursuant to an Epicor end user license agreement and the performance of any consulting services by Epicor personnel shall be pursuant to Epicor's standard services terms and conditions. Usage of the solution(s) described in this document with other Epicor software or third party products may require the purchase of licenses for such other products. Where any software is expressed to be compliant with local laws or requirements in this document, such compliance is not a warranty and is based solely on Epicor's current understanding of such laws and requirements. All laws and requirements are subject to varying interpretations as well as to change and accordingly Epicor cannot guarantee that the software will be compliant and up to date with such changes. All statements of platform and product compatibility in this document shall be considered individually in relation to the products referred to in the relevant statement, i.e., where any Epicor software is stated to be compatible with one product and also stated to be compatible with another product, it should not be interpreted that such Epicor software is compatible with both of the products running at the same time on the same platform or environment. Additionally platform or product compatibility may require the application of Epicor or third-party updates, patches and/or service packs and Epicor has no responsibility for compatibility issues which may be caused by updates, patches and/or service packs released by third parties after the date of publication of this document. Epicor is a registered trademark and/or trademark of Epicor Software Corporation in the United States, certain other countries and/or the EU. All other trademarks mentioned are the property of their respective owners. Copyright Epicor Software Corporation. All rights reserved. No part of this publication may be reproduced in any form without the prior written consent of Epicor Software Corporation. Publication Date: April 19, 2018 ii

3 Managing Direct Through Stock Inventory Table of Contents Sales Management Overview... 1 Flexible Searching... 1 Numerous Product Entry Options... 1 Bid Management... 1 Management of Everyday Events... 1 Quick Access to Related Features... 1 Payment and Credit Management... 1 Operational Excellence... 2 Direct Through Stock Inventory... 3 Setup Requirements for Direct Through Stock Orders... 5 Control Maintenance Records... 5 Authorization Keys... 5 Creating Direct Through Stock Sales Orders and Purchase Orders... 6 DTS Sales Order Restrictions... 6 Managing Direct-Through-Stock Orders... 9 About Direct Through Stock Sales Orders... 9 Canceling DTS Orders About Line Item and Detail Scheduling About Purchase Orders How A/P Entry Handles DTS Orders About Location Maintenance Receiving Direct Through Stock Purchase Orders Using the Direct Through Stock Queue Displaying Direct Through Stock Orders Creating Shipments for Direct Through Stock Orders Transferring Direct Through Stock Material Handling Direct Through Stock Customer Credits and Adjustments Creating Customer Credit Returns through the DTS Queue Running the Direct Through Stock On Hand Report Index iii

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5 Sales Management Overview Use Solar Eclipse to manage every aspect of a sale, from the moment it is quoted until the day it is invoiced. Important: A few areas of Sales Management functionality have not been incorporated into Solar Eclipse as of this release. Use the character-based system to complete these tasks. Flexible Searching Look up customers, vendors, transactions, and products by virtually any identifier. Find customers and vendors by any part of a company name, phone number, or keyword. Find transactions by order number, product, customer PO number, or shipping address. Find products by UPC number, product description, size, color, or manufacturer. Numerous Product Entry Options When entering products on sales orders, change your view to see any number of details about order items. Create non-stocks, access substitute and add-on products, or add recently ordered products to the current order. Robust product and pricing information are a keystroke away. Real-time inventory accuracy helps order writers fulfill inventory commitments, increasing customer satisfaction. Bid Management Use bid management features to create and copy bids, subtotal and reprice bid items, and convert bids into orders. Follow up on bids by creating bid reminders and reviewing bids that have not been converted into orders. Management of Everyday Events Use the system to handle everyday occurrences, like credit denials, product returns, credit and rebill transactions, and warranty tracking. Use reporting options to track trends in these areas, and reprint needed documents at will. Quick Access to Related Features Menu options throughout order entry give you instant access to product features, discounts, shipment history, pricing information, and accounts receivable balances. You can schedule blanket orders, conduct credit checks, review order commitments, and check inventory availability at other locations. Payment and Credit Management Review invoices or orders before sending them to your customers, print consolidated invoices, and review invoices that match the criteria you specify. Monitor a customer's credit status at every stage of the order, and establish credit, past-due, and per-order limits as you like. 1

6 Operational Excellence Sales Management Overview Use management tools to examine sales trends, and to list orders that meet the criteria you specify. Uncover issues that impact profitability, view changes to orders, track sales sources, and more effectively manage your sales force. 2

7 Managing Direct Through Stock Inventory Direct Through Stock Inventory Eclipse provides the necessary tools to manage Direct Through Stock (DTS) Inventory or material ordered for your customer that is warehoused for them by you or another distributive branch. You bill the customer up-front for any material received into the warehousing branch. Note: This is also known as in-direct or reverse consignment. Eclipse helps you manage inventory along with keeping track of material shipments to the customer or customer site. Typically, this process is used for maintaining inventory on large jobs for job sites that do not have the space or facilities to hold the material. The distributor provides the extra service for their customer. With Direct-Through-Stock functionality you can create shipments, branch transfers, inventory adjustments, and customer credits on DTS inventory. Note: You can use Direct Through Stock inventory for Job Management. For instructions, refer to the Job Management online help connected to the Job Management application. The following shows the DTS workflow through the system: 3

8 Direct Through Stock Inventory Note: DTS dictionaries are available through Eclipse Reports. 4

9 Managing Direct Through Stock Inventory Setup Requirements for Direct Through Stock Orders Following are the control maintenance records and authorization keys used with the Direct Through Stock order functionality: Control Maintenance Records Direct Through Stock Credit Order Defaults Direct Through Stock Sales Source Authorization Keys DTS.ADJ.INCREASE DTS.ADJ.DECREASE DTS.ALLOWED The standard authorization keys for creating purchase orders are required for users to create a direct-through-stock order. 5

10 Creating Direct Through Stock Sales Orders and Purchase Orders Creating Direct Through Stock Sales Orders and Purchase Orders Direct Through Stock (DTS) order begins as standard sales orders. Changing the mode from whatever it started as to Direct Through Stock forces the entire order into either a Bid status or Direct Through Stock status. This restriction keeps stock material and Direct Through Stock material from being on the same order and guarantees that Direct Through Stock orders always contains material that is purchased for the customer. You create purchase orders direct from the sales order for the Direct Through Stock material. You can have as many vendor purchase orders from a single sales order as needed. Note: The standard authorization keys for creating purchase orders are required for users to create a direct-through-stock order. If menu items are grayed out when you are working with DTS orders, those system functions are unavailable because you are working with DTS order. Standard orders will still have that functionality. Use the Direct Through Stock Sales Source control maintenance record to set up default G/L sales sources to better track your DTS orders and apply those invoices to the correct G/L postings. DTS Sales Order Restrictions Direct Through Stock orders are very specific in how they work: many standard options available for Sales Order Entry are limited. After you create a Direct Through Stock order, you are limited to changing the order to a bid or an invoice if authorized. You can also cancel the order. In addition, once an order is made a DTS order, you cannot copy it to a sales order, purchase order, or transfer or convert the shipment to an order or a bid. Unlike traditional orders, after you change an order to a DTS order and create purchase orders, the system only allows changes to shipping products and pricing. These changes are reflected on the associated purchase orders to keep the sales order and the purchase order in sync. However, after the DTS purchase order has been received, you cannot change products or pricing. If you need to add new material, you must create a new DTS sales order and purchase order. Note: General receiving processes of purchase orders in your warehouse is not changed. You can use standard or RF receiving, as needed. DTS locations are marked on the appropriate tickets. Additionally, generations on DTS orders cannot be consolidated and line items cannot be merged after the order is changed to DTS. If you use Job Management, this same restriction applies: you cannot merge standard orders with either DTS or Job Management orders. If a sales order is changed to a DTS order, users cannot use any of the procurement logic in the following areas: Line Item Scheduling Detail Scheduling SOE Status Tab Procurement Confirmation Job Subtotals 6

11 Managing Direct Through Stock Inventory Any product that has a Lot Billed status cannot be entered on a DTS Order. If a lot item exists on the order and the user tries to convert the order then the system stops conversion to DTS until the item is removed. In addition, the system checks that none of the generations on the order has Lot Billed items at the time of DTS conversion process. Note: The system maintains any lot numbers assigned to products, however, lots must be assigned prior to converting the Bid to a DTS order or you can add the lots to the purchase order. Menu items may be grayed out if access is limited from a DTS Order. Cancelling shipments will restore records to the DTS queue. To create a direct through stock order: 1. Begin a sales order in any format, such as a quote or bid. A DTS order can begin in any format. 2. Enter the items on the customer order. 3. Group the material into different dates or order statuses based on the vendors from which you purchase material. This process is similar to handling direct shipments. 4. From the Edit Order menu, select Change Order Mode and then Direct Through Stock. If you are in Bid mode, the system prompts you to confirm you want to convert all items. You can create a purchase order even if the bid pricing has expired. Note: You can also use the Edit > Direct Through Stock option on the Status tab of the order. The system displays the Direct Through Stock Details window from which you create DTS purchase orders. Your order is automatically divided into generations based on ship dates and those generations are displayed at the top of the window. The bottom section provides details for each generation's product details. 5. In the Vendor column for each generation, enter the vendor for whom you need to create a purchase order. 6. From the Edit menu, select Create Purchase Order. Note: The purchase orders are sent to the vendor specified through print, fax, , or EDI. 7. Each purchase order displays individually. Update the purchase order, if needed, and exit the window to submit the purchase order. 8. To confirm the purchase orders were created, display the order and from the Edit Order > Change Order Mode menu, select Direct Through Stock to display the Direct Through Stock order entry window. The PO Created column displays a check mark for each generation with a created PO. In addition, the Order Status is changed to Direct Through Stock. This status also displays on the Status tab. Note: If a DTS order generation has been invoiced and you change the Status from I back to K, the system cancels that generation and removes the G/L posting. However, if the purchase order has been reconciled and the vendor has already been paid, the system cannot change the status. 7

12 9. Manage or review the direct-through-stock order, as needed. Creating Direct Through Stock Sales Orders and Purchase Orders 8

13 Managing Direct Through Stock Inventory Managing Direct-Through-Stock Orders When you create Direct Through Stock (DTS) sales orders by which the customers are billed, the system handles all the General Ledger postings. While you create DTS purchase orders from the sales order, the orders are not tagged, but the system does consider them linked. Therefore, if one side of the order is in edit mode, the other is locked. For example, if a user is receiving the purchase order, the sales order is in view-only mode until after the receiving process is complete and the user is out of the DTS purchase order. You can then use the Direct Through Stock Queue to monitor the information. By creating the DTS sales order and purchase order using the DTS functionality, the Direct Through Stock Queue updates with all the information. After the DTS inventory is received, those products are available for shipment to the customer. The Direct Through Stock Queue helps you handle all transactions related to the DTS inventory. Note: While we recommend handling all transaction information through the Direct Through Stock Queue, you can make product location changes using Location Maintenance both RF and non-rf and the system updates those records. Vendor invoices for DTS material are handled like all other vendor invoices. Matches must be made between payables and purchase orders. You can create adjustments, as needed, to quantities and pricing when a payable is approved. The system then invoices the customer's original DTS sales order for the material on the vendor invoice. Use the Direct Through Stock On Hand Report to count inventory and make adjustments. Adjustments must be made through the DTS Queue and require authorization. In addition, use the Inventory Valuation Report to sort by the Direct Through Stock Sales Category to review DTS inventory. Use the Direct Through Stock Queue to create customer credits for material not used. This must be done through the DTS Queue because the system then creates standard Eclipse credit and automatically uses the original DTS sales order for the Return Goods Verification screen. Note: If using the Eterm application, both sales orders and purchase orders display in view-only mode. About Direct Through Stock Sales Orders After changing a sales order to direct through stock order, you can change the mode to bid, cancel the order, or invoice it. In addition, once an order is made a DTS order, you cannot copy it to another sales order, purchase order, or transfer. The Sales Order Summary Pane on the sales order references the DTS purchase order number for each generation. If a user changes a sales order mode to Direct Through Stock, the system automatically converts any existing order status, including all generations on the order, to a Bid status. The system alerts users and prompts them to continue. Changing a DTS order to a Bid status cancels the corresponding purchase order and removes those products from the DTS Queue if the purchase order has no received generations. For example, a sales order has six generations and three different statuses: Ship When Available, Ship When Complete, and Pick Up Now. The system displays a message: All generations must be in Bid mode to convert to DTS. Do you want to convert them now? You select Yes to open the Direct Through Stock Details. A generation displays for each vendor. 9

14 Managing Direct-Through-Stock Orders After creating the DTS purchase order, the system limits many standard Sales Order Entry functions. Any edits after the DTS purchase order creation should be done through the DTS sales order. Updates in the system flow from the sales order to the purchase order. However, receiving of DTS purchase orders are completed through standard stock receipts entry. Additionally, after receiving, edits are limited on the order: users cannot add or delete items. For example, if the DTS sales order has a quantity of two (2) for a blue widget and those two items are already received, then users cannot change the quantity of that product. Cost of goods sold (COGS) edts are allowed only if the user is authorized. Note: The COGS on a DTS sales order is equal to the DTS purchase order COST. If the DTS purchase order is still open, users can add or delete products or change quantities on the order if they have not been received. All updates are automatically updated on the purchase order. Note: The DTS sales order and DTS purchase order are linked together in the system. If a user has one open in Edit mode, the other is locked in view-only mode. For example, the warehouse is receiving a purchase order. The corresponding sales order cannot be editing until the receiving is completed and the user exits the purchase order being received. Canceling DTS Orders You can cancel a DTS order, if the customer no longer wants to material for a job. Canceling a DTS Sales Order that is currently in a Direct Through Stock status ( K ) cancels the corresponding purchase order and removes those products from the DTS Queue. However, if you try to cancel a DTS Sales Order generation and there are items from that generation on a purchase order that has been received the system displays an error message: You cannot cancel this Direct Through Stock order because items have already been received on the associated purchase order. You can cancel those items that have not been received through the DTS Sales order. In addition, if the products have been received, you can create a credit sales order from the Direct Through Stock Queue. About Line Item and Detail Scheduling Unlike traditional orders, after you change an order to a DTS order, the system does not allow changes to shipping branches or shipping dates. Generations on DTS orders cannot be consolidated. Generations for DTS orders are directly tied to purchase orders and invoicing, therefore you cannot add or subtract products to generations once an order is converted to DTS. In addition, line items cannot be merged after the order is changed to DTS. About Purchase Orders After creating a direct-through-stock purchase orders, users are limited in the updates allowed. Users receive an error message to make updates, such as quantity changes, through the Direct Through Stock sales order to make sure that the system keeps both sides of the order in sync. Users that try to update cost on the DTS purchase order: Cannot update cost on Direct Through Stock Purchase Order. Update the COGS on the Direct Through Stock sales order." Received quantities can be updated up to the ordered quantity or what is left open to receive on the purchase order. An error message displays if the quantity entered is too high. Users can edit Purchase Order Entry header information not related to the product. 10

15 Managing Direct Through Stock Inventory In addition, users cannot cancel items from the purchase order. Items must be deleted or cancelled from the sales order and then the system deletes or cancels the items on the purchase order. Note: The purchase orders are sent to the vendor specified through print, fax, , or EDI. For information about receiving purchase orders, see Receiving Direct Through Stock P/Os in this documentation. Note: Customers using Virtual Supplier and EDI can have purchase order automatically created. How A/P Entry Handles DTS Orders Direct Through Stock purchase orders change the A/P Entry process very little. Since a DTS purchase order uses the standard Eclipse purchase order numbers, users see no difference. When users must edit the receive quantities or pricing, the editing must be done from the DTS sales order. Users are warned when trying to edit quantities and cost on the DTS purchase order. In addition, the P/O Variance process remains the same. Again, users must edit the receive quantities through the DTS sales order. You can edit the DTS sales order from the P/O Variance Queue and filter the queue results by DTS purchase orders. In A/P Entry when you reconcile a payable to a DTS purchase order and the approval flag is set to Yes, the DTS Sales Order will automatically be invoiced when you exit A/P Entry and save the changes. If the approval flag is set to No (manually or because the purchase order was un-reconciled) the invoiced DTS Sales Order generation will not be canceled and users must reopen the DTS sales order by changing the Invoice status to K (Direct Through Stock). In the AP Preview Queue when a payable s approval flag is set to Yes or No the DTS sales order linked to the reconciled purchase orders will either be invoiced or cancelled and set back to Direct Through Stock depending on the approval flag setting. About Location Maintenance While handling the orders, some restrictions do apply, in Product Location Maintenance and RF Location Maintenance users can enter new DTS locations and move DTS quantities, as needed, as long as the total quantity remains the same. In Inventory Adjustments however, modification of DTS quantities, products, or location types, is not allowed. All quantity changes must be done through the DTS queue for the branch. 11

16 Receiving Direct Through Stock Purchase Orders Receiving Direct Through Stock Purchase Orders When the material arrives in the warehouse, the receiving department receives the purchase order just like any other purchase order. However, the material needs to be places in the designated Direct Through Stock (DTS) area of the warehouse, so that it remains separate from the standard, non-customer owned, inventory. When the products on the purchase order are received, the system keeps track of the DTS inventory by assigning it a W type. In the Inventory History Ledger, the on-hand amount is not affected because the inventory is customer-owned and not owned by you. The Inventory History Ledger records it as a DTS PO. Note: If you use the Direct Terms options on the Default Payment Terms control maintenance record, the system still creates the standard purchase order and uses the direct terms defined. To receive a DTS purchase order: 1. From the Purchase menu, select Stock Receipt Entry. 2. In the Branch field, enter the branch at which you are receiving the material. 3. In the Vendor/Order # field, enter the purchase order you are receiving. 4. Click the Status tab. 5. In the Order Status field, enter R and press Enter. 6. Click Yes to receive the purchase order and click the Body tab. 7. From the Inquiries menu, select Inventory History. Verify that the DTS PO type and on-hand quantities did not change. 8. Save your changes and exit the window. 9. From the Maintenance menu, select Product Location Maintenance. Verify that the W type has not changed and the Tag ID is for the customer who owns the inventory. 10. Save your changes and exit the window. 12

17 Managing Direct Through Stock Inventory Using the Direct Through Stock Queue The Direct Through Stock Queue is the center for Direct Through Stock (DTS) inventory for each branch. All transactions occur from the DTS Queue. The project manager for the customer can review what quantities have been ordered, received and shipped. Then, material can be shipped or transferred. In addition, users can drill into the corresponding orders, track transfers and shipments, or make inventory adjustments, when needed. Note: If using the Eterm application, both sales orders and purchase orders display in view-only mode. If you are in an RF warehouse environment, DTS items do not display as available in the DTS queue until they are fully closed through the RF process. For more information about how DTS work on an overall scale, see Direct-Through-Stock Orders Overview in this section. Use the following when working with the DTS Queue: To... display the queue sort the queue create a shipment Do this From the Orders > Queues menu, select Direct Through Stock to display the Direct Through Stock Queue. 2. In the Branch/Tr/All field, enter the shipping branch for which you want to filter the queue. 3. In the Customer field, enter the customer whose orders you want to filter by in the queue. To see all customer orders, leave this field blank. 4. In the Vendor field, enter the vendor whose orders you want to filter by in the queue. To see all vendor orders, leave this field blank. 5. In the Job Name field, enter Job Management, Job Name, or Job Bid Name. If you are not using Job management, leave Job Name field blank to display the queue for all jobs. 6. In the Job Number field, enter the number created from Job Management for the job. Leave this field blank to display the queue for all job numbers. 7. In the Product Description field, enter the products you want to display in the queue. Leave this field blank to display the queue for all products. 8. Use the Completed Items area to indicate whether to include items that have been completed. Completed Items are products that have ordered, received, and shipped completely. 9. Select Display Available Only to show only those orders that are ready to ship. 10. Click Update. Click the column header to sort alphabetically by that column information. 1. Use the Action Qty column to select how much you want to ship. 2. From the Orders menu, select Create Shipment. For full instructions, see Creating Shipments for DTS Orders in this documentation. Generations on DTS orders cannot be consolidated and line items cannot be merged after the order is changed to DTS. If you use Job Management, this same restriction applies: you cannot merge standard orders with either DTS or Job Management orders. 13

18 Using the Direct Through Stock Queue To... create a transfer adjust inventory when handling discrepancies create a customer credit order change views purge the queue to keep your records more organized. Do this... Use the Action Qty column to select how much you want to ship. From the Orders menu, select Create Transfer. For full instructions, see Creating Transfer Orders for DTS Orders in this documentation. Use the Action Qty column to enter the positive or negative adjustment needed, such as -1. From the Orders menu, select Create Adjustment. For full instructions, see Handling DTS Customer Credits and Adjustments in this documentation. Use the Action Qty column to select how much you want to credit the customer. From the Orders menu, select Create Credit Order. For full instructions, see Handling DTS Customer Credits and Adjustments in this documentation. From the View menu, select Change View to select different columns on the queue to best suit your needs: Customer / Vendor - Displays the default view for the queue with customer and vendor information. Transfer - Adds the Open on Transfer and Transfer Qty columns. Customer Credit / Adjustment - Adds the Credited Qty and Adjusted Qty columns. Job Details - Adds Job Name and Job Number columns. For more information about the columns on the queue, see Displaying DTS Orders in this documentation. Close the DTS Queue. From the Maintenance menu, select Merge/Purge > Purge Direct Through Stock Queue. The system only purges the products that have been shipped completely. The purge utility checks the shipment date to compare to the amount of months in the purge setup. Note: The purge date is based on the product's shipment date and then the original DTS order date. view or edit a corresponding transaction Use the Order menu to select which type transaction you want to view or edit: View / Edit Sales Order View / Edit Purchase Order Note: If using the Eterm application, both sales orders and purchase orders display in viewonly mode. view or edit transactions update or view locations Use the Transaction menu to select what transactions to view or edit that relate back to the product on the original DTS order. View / Edit Shipments View / Edit Transfers View / Edit Credits View / Edit Adjustments From the View menu, select Change View to display the Customer Credit / Adjustment column. By default the system assigns the DTS location based on the settings in Location Maintenance for the product. 14

19 Managing Direct Through Stock Inventory Displaying Direct Through Stock Orders After quoting an order, you change the status of that the order to a direct-through-stock (DTS) order. The Direct-Through-Stock Queue displays orders added to the system to keep track of customer-owned inventory. You can review the ordered material and the status or how much is left in the customerpurchased inventory awaiting shipment. The DTS order displays in the queue only after the purchase order for the DTS has been created. After an order has been changed to a DTS order, there are restrictions on how the order can be handled. For more information about how DTS work on an overall scale, see Direct-Through-Stock Orders Direct-Through-Stock Orders Overview in this section. Note: If using the Eterm application, both sales orders and purchase orders display in view-only mode. Eclipse Reports contains a report source Sales - Direct Through Stock Queue that you can use to run reports for information in the DTS queue. For more information, see Eclipse Reports Overview or the online help attached to the Eclipse Reports application. To display the queue: 1. From the Orders > Direct Through Stock menu, select Direct Through Stock Queue to display the Direct Through Stock Queue. 2. Use the header fields to filter the queue for the direct through stock orders you want to review: Field Branch/Tr/All Customer Vendor S/O Writer Product Job Name (Job Mgmt) or Job Bid Name Job Number (Job Mgmt) P/O Writer Completed Items Additional Options Enter... the shipping branch for which you want to filter the queue. the customer whose orders you want to filter by in the queue. To see all customer orders, leave this field blank. the vendor whose orders you want to filter by in the queue. To see all vendor orders, leave this field blank. the DTS sales order writer you want to filter by in the queue. For example, you may need to view all orders for a particular writer who is on vacation to make sure that those orders are handled while they are out. the product you want to fine in the queue. the job name used in Job Management or the Job Bid Name entered on the DTS sales order from the additional header window. the job number used in Job Management for the DTS customer. the DTS purchase order writer you want to filter by in the queue. the selection to indicate whether to include items that have been completed. Completed items are those that have been ordered, received, and shipped out completely. Click Display Available Only to show only those sales orders that can be fulfilled by the available quantity in the customer's DTS stock. Note: Transfer items always display in the queue. If you filter by a writer, any sales orders with transferred items on them associated with that order writer display. 15

20 3. Click Update. Displaying Direct Through Stock Orders 4. Review the column data. All columns are view-only except the Action Qty column. Column Branch Product Description Sales Order Customer Purchase Order Vendor Order Qty Open on PO Shipped Qty Avail Qty Action Qty Description The branch in which the original order was taken. The item ordered as customer-owned stock on the original order. The sales order number from the original order. The ship-to customer who ordered the material for you to store. The purchase order number used to purchase the material. Note: The customer receives an invoice only after the the purchase order is reconciled to the vendor invoice. The ship-from vendor supplying the material ordered by the customer. The number of items the customer needs for the job. The number of items currently open on purchase orders. The number of items shipped to the customer site. The current available quantity that can be shipped to the customer's job. Enter the quantity you want to ship, transfer, adjust, or credit. From the Order menu, select an action that you want to perform with the items, such as Create Shipment or Transfer. Note: You can purge the queue using Purge Maintenance to keep your records more organized. The system only purges the products that have been shipped completely. The purge utility checks the shipment date to compare to the amount of months to keep in the Purge Setup. 5. Double-click the order you want to display or use the Order menu to select an action for the order. 6. Exit the queue. 16

21 Managing Direct Through Stock Inventory Creating Shipments for Direct Through Stock Orders From the Direct Through Stock Queue, you can create shipments for any of the line items, as needed. Use the Action Qty column to indicate the quantity you need to ship for that line. The system creates one shipment for all products selected for a customer. The system completes the record when the shipped quantity and received quantity are equal. You must then display the completed orders to view those records. You cannot ship more than you have available. The shipment orders have no costs or prices. Any General Ledger postings will be listed at zero ($0.0), similar to how consignment transfers work. Any standard Eclipse order status can be used on shipments. You can add freight and handling charges to the shipment, if needed. Note: Branch overrides are ignored when handling DTS shipments because pricing and G/L branch assignments are not relevant to a DTS order at this stage. The system uses the shipping branch listed in the DTS Queue for DTS shipment orders. To create shipment for a DTS order: 1. Display the DTS Queue. 2. In the Action Qty column for each row you want to ship, enter the quantity you want to ship. For each line item you specify, the system creates a shipment. 3. Press Enter to commit the quantity entered. 4. From the Order menu, select Create Shipment. After you create a shipment, the system updates Avail Qty and Shipped Qty columns accordingly. Note: If you are creating a Job Management shipments, the system copies the customer purchase order number, release number and job bid name to the shipment. You can edit the ship-to address after the shipment creation, if needed, but not the customer name. 5. Exit the queue. The system changes the stock type in the Line Item Scheduling window to W and displays the customer number. After the shipment is created, you can edit the order, as needed from Sales Order Entry. 17

22 Transferring Direct Through Stock Material Transferring Direct Through Stock Material The system provides a way to move Direct Through Stock (DTS) material to another branch and location. For example, you have 100 ceiling fans marked as DTS in Branch 1, but Branch 3 is closer to the customer job site. You can transfer the fans to Branch 3 so it is easier for the contractor to pick up or quicker to have it delivered. You can transfer DTS material from branch to branch and maintain the material in the DTS Queue. DTS transfers can only created through the DTS Queue. Once created, users cannot change the shipped and received quantities. If changes are needed, then the transfer must be canceled. All Pricing, including COGS or COST, are set to $0 on the transfers because it has already been paid for by the customer. Use the Transfer view in the DTS Queue to display the transfer order number. This displays only in the receiving branches in the DTS Queue. To create transfer for a DTS order: 1. Display the DTS Queue. 2. Select the products you want to transfer. 3. In the Action Qty column, enter the quantities you want to ship to another branch. 4. From the Order menu, select Create Transfer. 5. In the Enter Transfer To branch, enter the branch number to which you need to move the DTS material for better accessibility. 6. From the Transactions menu, select View Transfer to display the new transfer or Edit Transfer if you need to make changes. 7. Exit the queue. 18

23 Managing Direct Through Stock Inventory Handling Direct Through Stock Customer Credits and Adjustments There are times when large jobs are completed, but material is left by the customer in your warehouse because it was over-ordered, or the job specifications changed and the material was no longer needed. You can create a negative sales order, or credit return, review the material using the Return Goods Verification tool, and apply the appropriate credit to the customer's account. Then you can move the products into your stock on-hand or return it to the vendor. The system handles the material as other returned products and adjusts inventory, applies general ledger postings, and appends to activity logs. Note: You must have the DTS.ADJ.INCREASE or DTS.ADJ.DECREASE authorization keys assigned to adjust inventory. We recommend limiting the assignment of the DTS.ADJ.INCREASE authorization key because DTS materia is customerowned. When material that has been received cannot be located in the warehouse, you must create an inventory adjustment. Since the material is owned by the customer, any material that is "adjusted out" must be replenished and "adjusted back" into the DTS stock for the customer job. For handling shipments to the customer job site, see Creating Shipments for DTS Orders. To create an adjustment for DTS inventory through the DTS Queue: 1. Display the Direct Through Stock Queue and locate the job that is complete but has leftover stock. 2. Locate the order on which you need to adjust inventory. 3. In the Action Qty column, enter the quantity by which you need to adjust it. Use the negative sign to adjust inventory down, such as From the Order menu, select Create Adjustment. If there is not enough on hand quantity in the warehouse, the system displays a message indicating you need to fix the quantity accordingly. Creating Customer Credit Returns through the DTS Queue You can return goods to normal inventory if the customer finishes a job with excess material that they want to return or the material is in the DTS queue, which means it is in your warehouse, and the customer does not want the material any longer. In addition, if the material was already delivered to the job site and the customer wants to return the material then it is handled as a regular return order. The customer can then be credited for the returned material. To create a return order leftover DTS stock: 1. Display the Direct Through Stock Queue and locate the customer/job that is complete but has leftover stock. 2. In the Action Qty column, enter the amount of inventory that is leftover. This is a positive amount, similar to creating shipments and transfers. 3. From the Orders menu, select Create Credit Order. 19

24 Handling Direct Through Stock Customer Credits and Adjustments The system updates the Credited Qty and Avail Qty columns and displays the Return Goods Verification for each line item of material you are returning. The system automatically adds a shipping instruction to indicate this was a Direct Through Stock material return. In addition, the system appends to each line item the location for the DTS material. Note: The original DTS sales order must be invoiced before you can create the credit from the DTS Queue. The original DTS order populates with the original sales order field in Return Goods Verification. You can cancel the credit and return the inventory to the DTS location, if the customer changes the decision. Use the Direct Through Stock Credit Order Defaults control maintenance record to assign a ship via and special shipping instructions to put onto the credit order for DTS material being returned. For more information about returning products to vendors, see Returning Products to Vendors in the Purchasing online help documentation. 4. Exit the window. 20

25 Managing Direct Through Stock Inventory Running the Direct Through Stock On Hand Report Use the Direct Through Stock On Hand Report to count your DTS inventory in each branch. This report can be used to check a specific customer's DTS inventory or your DTS inventory as a whole. Any location changes can be done in Product Location Maintenance, RF warehouses, and manual warehouses. Any changes to the overall DTS quantity must be done using the DTS Queue. Note: You can also run the Inventory Valuation Report with DTS items on it to check the value of the inventory you have in your warehouse. DTS dictionaries are also available through Eclipse Reports. To run the Direct Through Stock On Hand Report: 1. From the Orders > Direct Through Stock menu, select Direct Through Stock On Hand to display the report driver window. 2. In the Branch field, specify which branch to report on. You can only run the report for one branch at a time. 3. In the Customer field, specific which customer you want to report on. Leave the field blank to run for all customers. 4. In the Location field, enter the DTS location you want to check. 5. In the Sort By field, indicate how to sort the items on the report: Customer or Product. By default, the report sorts by location. 6. If you are using the report for inventory counts, select Include Count Column to display a column on the report to record counts. 7. Set options, if needed, and generate the report. 21

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27 Index ( (DTS) direct through stock receiving POs 12 D direct through stock (DTS) 3 about 3 adjusting inventory 19 authorization for adjusting inventory 19 authorization keys 5 cancelling returns 19 control maintenance records 5 creating orders 6 DTS Queue adjusting inventory 13 changing views 13 creating shipments 13 displaying the queue 13 editing transactions 13 purging 13 sorting line items 13 viewing transactions 13 managing 9 on hand report 21 overview 3 purchase orders vs. sales orders 9 queue 15 receiving POs 12 returning inventory to stock 19 returns 19 reviewing orders 15 sales sources 6 setup requirements 5 shipments 17 transferring material 18 DTS (direct through stock) 3 about 3 adjusting inventory 19 authorization for adjusting inventory 19 authorization keys 5 cancelling returns 19 control maintenance records 5 creating orders 6 DTS Queue adjusting inventory 13 changing views 13 creating shipments 13 displaying the queue 13 editing transactions 13 purging 13 sorting line items 13 viewing transactions 13 managing 9 on hand report 21 overview 3 purchase orders vs. sales orders 9 queue 15 receiving POs 12 returning inventory to stock 19 returns 19 reviewing orders 15 sales sources 6 setup requirements 5 shipments 17 transferring material 18 23

28 Index S sales management, about 1 sales orders direct through stock, about 3 24