Purchase Order/Goods Received Notes
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1 Purchase Order/Goods Received Notes Electronic Ordering. When you want to create an order from one of your suppliers either using the Pico or directly from the backoffice machine, the order details are created and stored using the Purchase Order/Goods Received Notes screen. See USING THE PICO for further information on creating Pico orders. The PO/GRN screen is split up into two sections Purchase Order/Goods Received Notes and Order Lines. The top window is used to list your orders and the bottom window will display the individual lines contained in each order. SMITHS JONES Transmit Substitute History Join/Split Orders Purchase Order Header Detail The header information on the Purchase Order contains general information about the order itself. The date and time it was created, which supplier the order is for, how many order lines there are, the current status of the order (the status can change automatically when working with electronic orders), the value (cost to you) and the Retail Value (sell value to your customer) - these values will automatically update as you add and/or delete lines from your order. You can Join or Split two open Purchase Orders as long as they are all for the same supplier. Simply use the CRTL button together with the left mouse button to multiple select the two open orders and then click on the JOIN/SPLIT ORDER icon. Purchase Orders can remain open for a considerable period of time and during that time you can go back to it and make amendments. However, once your order has been transmitted you cannot make amendments to it. You can also delete an order by clicking it with the mouse and selecting DELETE - F10. Other icons at the top of the screen allow you to use substitutes, show order history and transmit your existing open orders. Purchase orders can have a different status depending on what is happening with them. Typically with electronic orders their status is changed automatically by the system as your order goes through all the various stages - open, complete, picking, picked, and so forth. With non-electronic orders their status will be set based on your actions - for example selecting STOCK - F4 will change the status to STOCKED.
2 Purchase Order / Goods Received Note Header Information Place Client Account Order Source Number Date Supplier Status Method Lines Value Retail Value The system name for your organisation. The name of the machine that is used to create the order. Your account number or name for the supplier of that order. Pre-defined in SUPPLIERS. System generated. Defined by the method used to create the order - directly from the backoffice machine, using the PICO, etc. The number for this Purchase Order. Note this is defined by the system and will always be a unique number. The data and time the order was started. The supplier name for this specific order. The current state of the order. OPEN means that the order can be edited as it has not yet been transmitted. Once the order has been transmitted its status will change to COMPLETE, ORDERING, ORDERED, PICK, PICKING, PICKED, HELD, DELNOTE, RECEIVED, UNKNOWN. Advanced Users Only. The method in which the order is going to be sent to your supplier. Methods include ODBC for electronic orders, FTP, Phone, Post and Fax. The number of lines in the current order. The WHOLESALE value of your current order. The RETAIL VALUE of your current order. Due Received Posted Paid The DUE date of your order. The RECEIVED date of your order. Shows if the order is posted. This is done by the customer. Shows if the order is paid. This is done by the customer. Complete Shows if the order is complete. This is done by the customer.
3 Working with Non-Electronic Orders Non-electronic orders can still be made with the system. The relevant ordering method set in SUPPLIERS will define how an order is sent from the EPOS system. The primary difference is when it comes to transmitting the order - with non-electronic orders you will need to print or your order. Once your goods have been delivered you can then change the status of the order to STOCKED by selecting the STOCK - F4 key. If your delivered quantity is different from your ordered quantity you can either use the PICO system to check off the delivered stock which will alter the individual lines in the original P/O or you can amend it manually line by line prior to selecting the STOCK - F4 key. The header information is used by the system to display general information about the complete order. Any changes that are made to the header of an order will effect the complete order rather the individual line on any given order. Creating A New Order (Using the Backoffice System) Normally you would use the PICO system to create an order. However you can also do an order manually without using the PICO at all. One advantage in using this method is that you can order products that you currently don t have in stock by looking up the products in the product database. Go to STOCK - PO/GRN This will show a screen showing historical orders. You need to create a new order so select CREATE - F2. This will produce a pop-up dialogue box where you can select your supplier and, where necessary, your account number for that supplier. The box will show your last 14 days Order History if applicable Your Company Name Quick Tip: You can transmit your order directly From the Pico system - however if you wish To check quantities, etc, you can do this from the backoffice System prior to transmission.
4 Once you have entered this information select SAVE - F3. You will then be presented with the following screen. The details section will update as you start entering lines into your order. This information is generated By the system based on settings Defined in SUPPLIERS Much of the information in this screen has already been defined in FILE MAINTAINANCE - SUPPLIERS / ACCOUNT DETAILS. Select SAVE - F4 - you can now begin to add individual lines to your order. TO add lines, click on the Order Lines window and then select ADD LINE - F2. (Note: if you system is configured to create orders based on Minimum Stock Levels, simply click on GENERATE - F7). In the PRODUCT field you can either scan the product using your wired scanner or key in the product name or barcode manually. As you begin to enter the products details a drop-down menu will appear detailing all the possible choices in the database based on what you are keying.
5 Once you have entered the product you wish to order, you will then need to specify how many UNITS or PACKS you require. Note: the number of packs per unit is defined in PRODUCT MAINTAINANCE. Once you have selected how many UNITS or PACKS you require, select SAVE - F3. You can now repeat with ADD LINE - F2 until you have fulfilled your order. Finding Products - Advanced Search Techniques Sometimes you have find that you have difficulty in finding the product you re looking for. When adding lines manually to an order the PRODUCTS - F6 feature can greatly help. Simply press F6 and the following screen will appear:- The example above shows the results of a thorough search through the products database looking for the word ORANGE. By using a combination of ANYWHERE in the middle box (this tells the application to search through all the data fields) and right-clicking with the mouse in the input field and selecting SEARCH OPTIONS - CONTAINS (this makes the search command search through the entire line of data - not just the first word), the end result is more hits than any other search method. Once you have found the product you re looking for, right click on it and select OPTIONS - COPY this will copy the barcode of the product. Select the PO/GRN tab to return to your order screen, click on the PRODUCT field, right-click and select PASTE. This will paste in the correct barcode for the product you were looking for. You can then complete the line by entering the number of units or packs that you require before saving and continuing. Once you have finished compiling the lines in your order, use the PRINT - F9 key if you are printing the order out for posting or faxing or the TRANSMIT - F5 key if you are sending the order electronically. You will see the following pop-up message - simply click YES - F4 to continue.
6 Ordering With The Pico The ideal way of producing an order is to use the PICO system. This makes the whole process or order both quick and easy. You simply take the PICO around your store and stockroom, scan the products that you wish to order, specify the quantity required each time you scan and, when finished you can either transmit your order electronically directly from the PICO or alternatively return to the backoffice system to review and amend your order prior to sending. You can also use the backoffice functionality described on previous pages to add lines to your order of products that you currently don t have in stock or simply stop halfway though and continue the order with the PICO at a later date. Creating A Purchase Order Log into the PICO system either by scanning your login card or entering SHIFT 1234 OK 1234 OK SHIFT then select STOCK MENU - GOODS PO/GRN. Select Create An Order and then select the supplier you wish to create an order with. Once you have selected the supplier, you can begin scanning the barcodes of the goods you want to order and then selecting the quantity of cases required. You can stop your order at any time by selecting F3. The machine will then offer the option to SAVE, ABORT or CANCEL. If you want to temporarily store scanning your order to resume at a later date, select SAVE. You can resume your order on the Pico unit at any time by selecting Resume An Order and then selecting the relevant open order from the list of current open orders. Menu Function (within PO/GRN) At any time during the creation of a new order you can press F4 to call up a menu that is relevant to the current open order. From there you have Complete Order, View Order Lines, get Order Info or Supplier Info. You can close this menu and continue ordering by pressing F3. For further information regarding the use of the PICO system consult the PICO Section in the manual.
7 Electronic Delivery Notes When using the system to order electronically, your supplier may be able to send you a confirmation that the goods have been dispatched in the form of an electronic delivery note (EDN). In effect, the delivery note simply completes the data on your existing Purchase Order - the following columns will be updated:- QTY R eceived Case QTY Received Cost (this will only be updated if there are changes to your existing data). Checking A Received Order Using The Pico One very useful feature is the ability to check off a received order using the PICO. This helps you to ensure the received quantities match the ordered quantities and that no lines are unaccounted for in your order. To check off an order, log into the PICO and select STOCK MENU - GOODS PO/RN and enter the number of the received order. You can then go through your delivered order with the PICO scanning each item in turn. When you scan the item it will be displayed on the PICO screen and show the amount you ordered. To confirm that the delivered quantity matches the amount you ordered, simply press OK. If you ordered 4 packs but only had 2 packs delivered, simply enter the quantity received into the PICO before pressing OK. When you have finished scanning your goods in and are happy with the quantities, you can update your stock by selecting STOCK - F4. This is an excellent way to ensure your stock levels are maintained accurately. The EPOS system supports scanning both the inner (product) barcode and the outer (product packaging) barcode so you don t have to open each pack in order to electronically scan your received order - the inner and outer barcodes are linked together.
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