Solar Eclipse Standard Operating Procedures Shipping

Transcription

1 Solar Eclipse Standard Operating Procedures Shipping

2 2008 Activant Solutions, Inc. All rights reserved. Unauthorized reproduction is a violation of applicable law. Activant and the Activant Eclipse logo, among others, are registered trademarks and/or registered service marks of Activant Solutions, Inc. in the United States and other countries. Activant Eclipse is a trademark and/or a service mark of Activant Solutions, 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.

3 COUNTER SALES ORDER Using Pick and Ship Process, Using Cashier Page 1 of 2 Header Tab: Enter the Customer PO / Job name in the Customer PO # field and name of customer in the Ordered By field. Status Tab: The Shipping Status should be Pick Up w and the Ship Via should be Pick Up. Enter Sales Order Is customer on credit hold? Contact designated person to release ticket Pick ticket will print when credit hold is released. Generation goes to an invoice status and Prt flag goes to Q Pick ticket will print when you exit out of the order. Generation goes to an invoice status and Prt flag goes to Q STATUS goes to PICKING 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 If the product is not available, an over commit inventory prompt will display. If prompted for credit release because the customer is over their credit limit, contact the appropriate credit associate for authorization. Need to increase/ decrease quantity, add new items or enter serial numbers? Open the Warehouse Picking Confirmation Queue Enter or scan the ticket at the Order # prompt When in the body, change the view to see qty shipped and edit the quantity appropriately. Select the appropriate UET code (i.e. inventory discrepancy or customer cancelled order). Address the backordered item: Access the schedule screen. If the customer wants the backordered quantity, change the status to L for Call when Available. If the customer does not want the backordered quantity, change the status to X for cancelled. Pull additional items from the appropriate bin locations Add additional items & quantities to same generation Increase New Item Need to increase quantity, add new items, decrease quantity or enter serial numbers? Serial # Decrease Have designated associate make quantity changes Access Serial # hotkey and enter serial numbers Continued on page 2

4 COUNTER SALES ORDER Using Pick and Ship Process, Using Cashier Page 2 of 2 Continued from page 1 Payment required? Take ticket and payment to cashier Cashier Enters Order in Close Counter Order Amount due will display. Select Payment Type and enter payment amount Access the order in Close Counter Order NOTE: Order needs to be called up manually in invoice preview queue for completion of the billing process by changing the Prt flag to P. Using Signature Capture? Pull ship tickets from printer & obtain customer signature on one copy. Give customer material & other copy of ship ticket If payment, place signed copy of ship ticket & pick ticket in cash box tray. If no payment, place signed copy of ship ticket and pick ticket in tray to be billed If not already filled in, enter the customer's name in the Signature name field. This field defaults to the information in the ordered by field on the header. Press Accept. This changes the Prt flag to P and the signature is attached to the order. Have customer sign EPad Pull ship ticket from printer and give customer material and ship ticket If payment, place pick ticket in cash box tray. If no payment, place pick ticket in tray to be filed

5 COUNTER SALES ORDER Using Pick and Ship Process, Cashier Page 1 of 2 Header Tab: Enter the Customer PO / Job name in the Customer PO # field and name of customer in the Ordered By field. Status Tab: The Shipping Status should be Pick Up w and the Ship Via should be Pick Up. Enter Sales Order Is customer on credit hold? Contact designated person to release ticket Pick ticket will print when credit hold is released. Generation goes to an invoice status and Prt flag goes to Q Pick ticket will print when you exit out of the order. Generation goes to an invoice status and Prt flag goes to Q STATUS goes to PICKING If the product is not available, an over commit inventory prompt will display. If prompted for credit release because the customer is over their credit limit, contact the appropriate credit associate for authorization. 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 Open Close Counter Order Select Order from List or Enter or scan the ticket at the Order # prompt When in the body, change the view to see qty shipped and edit the quantity appropriately. Select the appropriate UET code (i.e. inventory discrepancy or customer cancelled order). Address the backordered item: Access the schedule screen. If the customer wants the backordered quantity, change the status to L for Call when Available. If the customer does not want the backordered quantity, change the status to X for cancelled. Pull additional items from the appropriate bin locations Add additional items & quantities to same generation Increase New Item Need to increase, add new items or decrease quantity? Decrease Have designated associate make quantity changes Continued on page 2

6 COUNTER SALES ORDER Using Pick and Ship Process, Cashier Page 2 of 2 Continued from page 1 Answer Y and enter the appropriate serial number(s) Did the "Enter Serial Numbers w?" prompt appear? Is Payment Required? Select Payment Type and Enter payment Answer Y to the "Do you want to print ship ticket" prompt NOTE: Order needs to be called up manually in invoice preview queue for completion of the billing process by changing the Prt flag to P. If not already filled in, enter the customer's name in the Signature name field. This field defaults to the information in the ordered by field on the header. Press Accept. This changes the Prt flag to P and the signature is attached to the order. Using Signature Capture? Have customer sign EPad Pull ship tickets from printer and obtain customer signature on one copy. Give customer material & other copy of ship ticket If payment, place signed copy of ship ticket and pick ticket in cash box tray. If no payment, place signed copy of ship ticket and pick ticket in tray to be billed Pull ship ticket from printer and give customer material and ship ticket If payment, place pick ticket in cash box tray. If no payment, place pick ticket in tray to be filed

7 WILL CALL ORDER Using Pick and Ship Process, Using Cashier STATUS goes to PRINTED When phantom goes to print the pick ticket, the order will go to the Open Order Status Review queue if on credit hold. Enter Sales Order Pick ticket will print. Generation goes to an invoice status & Prt flag goes to Q Page 1 of 2 Header Tab: Enter the Customer PO / Job name in Customer PO # field and name of customer in Ordered By field. Status Tab: Select appropriate shipping status (Ship When Specified when item is available) and make Ship Via Will Call. Enter the ship date the customer will be picking up the material. (This date will print on the pick ticket when Ship When Specified is selected.) STATUS goes to PICKING User ID that confirms an order to picking will be assigned as the picker of the order. 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 Go to header Tab to identify writer. 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 writer login ID in the forward list, action required by and final action by fields. When in the body, change the view to see qty shipped and edit the quantity appropriately. Select the appropriate UET code (i.e. inventory discrepancy) Access the Schedule screen and change the status on the backorder quantity to L for Call when Available. Pull requested material Stage material in will call area and write location on pick ticket Open the Warehouse Picking Confirmation Queue and enter or scan ticket at the Order # prompt 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 Job queue order writer with quantity changes Make necessary quantity changes in system Change Qty Need to change ship quantity and/or enter serial #? Access Serial # hotkey and enter serial numbers Select the Confirm hotkey from the Warehouse Picking Confirmation Queue STATUS goes to WILL CALL Place pick ticket in designated will call folder Continued on page 2

8 WILL CALL ORDER Using Pick and Ship Process, Using Cashier Page 2 of 2 Continued from page 1 If customer wants to add additional quantities or items to the order: Add additional items & quantities to same generation If the product is not available, an over commit inventory prompt will display. If prompted for credit release because the customer is over their credit limit, contact the appropriate credit associate for authorization. Pull additional items from the appropriate bin locations Customer arrives for material Pull Pick Ticket from folder and pull staged material Payment required? Take ticket and payment to cashier Cashier accesses order in Close Counter Order Amount Due will appear. Select Payment Type and enter payment Access the order in Close Counter Order Using Signature Capture? Pull ship tickets from printer, obtain customer signature on one copy. Give customer material & other copy of ship ticket If payment, place signed copy of ship ticket and pick ticket in cash box tray. If no payment, place signed copy of ship ticket and pick ticket in tray to be billed If not already filled in, enter the customer's name in the Signature name field. This field defaults to the information in the ordered by field on the header. Press Accept. This changes the Prt Flag to P and the signature is attached to the order. Have customer sign EPad Pull ship ticket from printer and give customer material and ship ticket If payment, place pick ticket in cash box tray. If no payment, place pick ticket in tray to be filed

9 WILL CALL ORDER Using Pick and Ship Process, Cashier STATUS goes to PRINTED When phantom goes to print the pick ticket, the order will go to the Open Order Status Review queue if on credit hold. Enter Sales Order Pick ticket will print. Generation goes to an invoice status & Prt flag goes to Q Page 1 of 2 Header Tab: Enter the Customer PO / Job name in Customer PO # field and name of customer in Ordered By field. Status Tab: Select appropriate shipping status (Ship When Specified when item is available) and make Ship Via Will Call. Enter the ship date the customer will be picking up the material. (This date will print on the pick ticket when Ship When Specified is selected.) STATUS goes to PICKING User ID that confirms an order to picking will be assigned as the picker of the order. 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 Pull requested material If pulling items that require serial numbers, write the serial number on the ticket Go to header Tab to identify writer. Put cursor on affected item. Press Shift F4 & select the order number to pull up call tracking entry screen. Select File, New Append to type in your message and then press Exit Select the Forward Tab and enter the writer login ID in the forward list, action required by and final action by fields. When in the body, change the view to see qty shipped and edit the quantity appropriately. Select the appropriate UET code (i.e. inventory discrepancy) Access the Schedule screen and change the status on the backorder quantity to L for Call when Available. Stage material in will call area and write location on pick ticket Open the Warehouse Picking Confirmation Queue and enter or scan ticket at the Order # prompt Hand write any quantity changes and circle quantities on the ticket Job queue order writer with quantity changes Make necessary quantity changes in system Need to change ship quantity? Select the Confirm hotkey from the Warehouse Picking Confirmation Queue STATUS goes to WILL CALL Place pick ticket in designated will call folder Continued on page 2

10 WILL CALL ORDER Using Pick and Ship Process, Cashier Page 2 of 2 Continued from page 1 If customer wants to add additional quantities or items to the order: Add additional items & quantities to same generation If the product is not available, an over commit inventory prompt will display. If prompted for credit release because the customer is over their credit limit, contact the appropriate credit associate for authorization. Pull additional items from the appropriate bin locations Customer arrives for material Pull pick ticket from folder and pull staged material Access the order in Close Counter Order Answer Y and enter the appropriate serial number(s) Did the "Enter Serial Numbers w?" prompt appear? Is payment required? Select appropriate Payment Type and enter Payment Amount Using Signature Capture? Pull ship tickets from printer, obtain customer signature on one copy. Give customer material & other copy of ship ticket If payment, place signed copy of ship ticket and pick ticket in cash box tray. If no payment, place signed copy of ship ticket and pick ticket in tray to be billed If not already filled in, enter the customer's name in the Signature name field. This field defaults to the information in the ordered by field on the header. Press Accept. This changes the Prt Flag to P and the signature is attached to the order. Have customer sign EPad Pull ship ticket from printer and give customer material and ship ticket If payment, place pick ticket in cash box tray. If no payment, place pick ticket in tray to be filed

11 OUR TRUCK ORDERS Using Pick and Ship Process Page 1 of 2 STATUS goes to PRINTED When phantom goes to print the pick ticket, the order will go to the Open Order Status Review queue if on credit hold. Enter Sales Order Pick ticket will print. Generation goes to an invoice status & Prt flag goes to M Header Screen: Enter Customer PO / Job name in the Customer PO # field. Status Screen: Select appropriate shipping status (Ship When Specified when item is available) and make Ship Via Our Truck. Enter the ship date the material needs delivered. (This date will print on the pick ticket when Ship When Specified is selected.) 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 Open Warehouse Picking Confirmation Queue, enter or scan ticket at the Order # prompt, verify picker in Current User ID field and then select File, Confirm 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 Making Quantity Adjustments When in the body, change the view to see qty shipped and edit the quantity appropriately. Select the appropriate UET code (i.e. inventory discrepancy) Access the Schedule screen and change the status on the backorder quantity to L for Call when Available. Entering Serial Numbers: Access the sales order in edit mode and arrow to each item that requires a serial number. The system will automatically display a window for the number to be entered. Sending Job Queue to Order Writer Go to header screen to identify writer. Put cursor on affected item. Press Shift F4 & select the order number to pull up call tracking entry screen. Select Edit, New Append to type in your message & then Exit. Click on Forward tab and enter the writer login ID in the forward list, action required by and final action by fields. Quantity adjustments or serial number entry required? Designated person edits order to make quantity adjustments and/or the serial # hotkey to enter serial numbers Job queue order writer with quantity changes Edit order select Line Item, Labels to print shipping labels if necessary STATUS goes to STAGING Enter staging location of number of boxes, bundles, pallets, etc. and then select Confirm from Warehouse Confirmation screen If you need to add an order after the manifest has been locked, select File, Unlock. Then re-lock the manifest once it has been added. Build manifest Lock manifest when delivery is ready to leave Enter orders in delivery sequence (If scanners are available, access Edit, Select Tickets & scan each ticket to be loaded on the manifest.) When order is loaded on manifest STATUS goes to MANIFEST Continued on page 2

12 OUR TRUCK ORDERS Using Pick and Ship Process Page 2 of 2 Select Full Manifest w/ BC & Ship Tickets. (This will print out both manifest and bar coded ship tickets. ) If you have items that should not be pulled until you load the truck, (ie pipe), then you can use the preload option in the manifest for a picking report. te any problems or discrepancies on manifest and pick ticket Continued from page 1 Print the manifest and ship tickets Take manifest, pick ticket, ship ticket and material to deliver to customer Have customer sign manifest and give them ship ticket along with the material Upon return, give manifest and pick ticket to designated person Making Quantity Adjustments When in the body, change the view to see qty shipped and edit the quantity appropriately. Select the appropriate UET code (i.e. inventory discrepancy) Access the Schedule screen and change the status on the backorder quantity to L for Call when Available. Sending Job Queue to Order Writer Go to header screen to identify writer. Put cursor on affected item. Press Shift F4 & select the order number to pull up call tracking entry screen. Select Edit, New Append to type in your message & then Exit. Click on the Forward tab and enter the writer login ID in the forward list, action required by and final action by fields. Any quantity changes? From manifest edit order to make quantity adjustments Job queue order writer with quantity changes Scan manifest and pull up manifest processor This process attaches the signatures to each individual order in Intuit Eclipse Click on image of manifest and process to crop and scan signatures Press Alt Delete to take order off manifest Destroy copy of ticket If any orders were not delivered, edit ship date and delete order off the manifest and put in tray to be delivered tomorrow This will automatically change the Prt flag from M to P, as well as update the Ship Date and Ship Via on all tickets to match the manifest STATUS goes to CLOSED Were any COD payments received? Close manifest File manifest Edit the order and access the totals screen and enter payment in appropriate field for cash, check or credit card If payment, place pick ticket in cash box tray. If no payment, place pick ticket with manifest in tray to be filed Select Payment, Apply and verify the Apply Amt is correct before exiting Put money in cash box

13 3RD PARTY DELIVERY ORDER Using Pick and Ship Process, Star Ship Optional Page 1 of 2 NOTE: This procedure is based on shipping one sales order per box using Star Ship. STATUS goes to PRINTED When phantom goes to print the pick ticket, the order will go to the Open Order Status Review queue if on credit hold. Enter Sales Order Pick ticket will print. Generation goes to an invoice status & Prt flag goes to Q Header Screen: Enter Customer PO / Job name in the Customer PO # field. Edit freight out exemption status if necessary. Change freight out exempt field to Y to not charge freight or N to charge freight. Status Screen: Select appropriate shipping status (Ship When Specified when item is available) & select 3rd party Ship via. Enter the ship date the material needs delivered. (This date will print on the pick ticket when Ship When Specified is selected.) Open Warehouse Picking Confirmation Queue, enter or scan ticket at the Order # prompt, verify picker in Current User ID field and then select File, Confirm STATUS goes to PICKING User ID that confirms an order to picking will be assigned as the picker of the order. NOTE: 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 Quantity adjustments required? Go to header screen to identify writer. Put cursor on affected item. Press Shift F4 & select the order number to pull up call tracking entry screen. Select Edit, New Append to type in your message and then exit. Click on the Forward tab and enter the writer login ID in the forward list, action required by and final action by fields. Select File, Edit Order to pull up the sales order and make qty adjustments Job queue order writer with quantity changes Quantity Adjustments: When in the body, change the view to see qty shipped and edit the quantity appropriately. Select the appropriate UET code (i.e. inventory discrepancy) Access the Schedule screen and change the status on the backorder quantity to L for Call when Available. If not using an integrated system, select Line Item, Labels and enter the number of labels and then select Print Continued on page 2

14 3RD PARTY DELIVERY ORDER Using Pick and Ship Process, Star Ship Optional Page 2 of 2 Continued from page 1 Select File, Confirm in the Warehouse Picking Confirmation Screen Answer Y and enter the appropriate serial number(s) Did the "Enter Serial Numbers w?" prompt appear? Answer Y to "Do you want to print a ship ticket now" prompt STATUS goes to CLOSE Pull ship ticket from the printer Star Ship automatically does the following: Applies freight either to the billable or expense column depending on the freight out setting on the order. Changes the Prt flag to P. Posts the tracking number in the change log. Using integrated shipping system? Process shipment through UPS system Attach ship ticket to material. Place shipping labels from Star Ship on boxes and stage in area for carrier to pick up Put ticket in tray to be filed Process shipment Do you have a freight & tracker # sticker, using bill of lading, or no sticker or paperwork available? Bill of Lading / Sticker Attach bill of lading / sticker to the pick ticket thing Write freight amount and tracker number on ticket Attach ship ticket to material. Place shipping labels on boxes and stage in area for carrier to pick up Put pick ticket in tray to be billed