Logistics Guide. Avontus Software Corporation Avontus.com US AUS. Page 1

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1 Logistics Guide Table of Contents Logistics Guide... 1 Products Tab... 2 Shipping Tab... 3 Shipping Tab View Filter... 3 Creating a Shipment... 4 New Direct Ship Dialog... 5 Shipping Reports Creating Return Shipment Tickets Pre-Return Shipments Processing Pre-Return Counts Receiving Options Count Shipments upon Receipt Receive To Be Received Equipment Handling Discrepancies Editing Shipments Voiding Shipments History of Shipment Edits Transfers Adjusting Inventory Balances Adjust Quantities for Selected location Locking the Database Unlocking the Database History Report Re-Rent Adding Re-Rent equipment to inventory Removing Re-Rent equipment from inventory (return Re-Rent) Out of Service Placing Equipment Out of Service Mark Out of Service Equipment Billable Changing Status from Billable to Not Billable Moving Out of Service Products to the Branch Office available inventory Changing the Out of Service Condition for a Product Archiving Out of Service Items Out of Service Feature and Branch Office Set to Count on Returns Placing Equipment Out of Service with Counting Page 1

2 The Logistics guide includes information on shipping, receiving, and how to move equipment around your company. How to adjust inventory balances, manage out of service products and managing re-rent is also covered. Products Tab The Products tab displays inventory counts of equipment at the location of the node selected in the Organization tree. The Products tab is focus sensitive. Branch Office View: When a Branch Office has been selected in the Organization tree, the Products tab shows inventory counts of equipment located at the Branch Office. The Products tab for a Branch Office node displays: Part Number Description Owner For Rent New Reserved In Transit Discrepancy Part Number assigned to each part Part Description Owner of this part if a part is re-rent item. If this cell is blank the part is owned by your company. The count of this part that is available for rent The count of this part in New status and are available to be sold new. These parts are not available For Rent. The count of this part in Reserved status and being held for future shipment The counts of parts currently in In Transit status and waiting to be counted, if Counting (Receiving Options) is used at this branch office. Any unresolved counting discrepancy, if Counting (Receiving Options) if used at the branch office. Page 2

3 Job Site View: When a job site has been selected in the Organization tree, the Product tab shows inventory counts of equipment located at that job site. The Products tab for a Job Site node displays: Part Number Description On Rent In Transit Discrepancy Part Number assigned to this part Part Description The count of this part that is located at this location (On Rent rented by this location) The counts of parts currently in In Transit status and waiting to be counted, if Counting (Receiving Options) is used at this job site Any unresolved counting discrepancy, if Counting (Receiving Options) is used at this job site. Shipping Tab The Shipping tab displays the history of various types of shipments made to and from Branch Offices and Job Sites. The Shipping tab grid is focus sensitive. The grid displays the history of shipments for the node selected in the Organization tab. When a Branch Office is selected, the Shipping tab grid displays the shipping history for shipments to and from the Branch Office. With focus on a Job Site and the Shipping tab grid displays the shipping history for just that Job Site. Shipping Tab View Filter The Showing filter limits the view of shipments that appear in the Shipping grid based on selected filter criteria. The Showing filter displays the filter criteria selected as the name of the filter. In this example, the Showing filter criteria is set to show; All Statuses for All Dates and All Active Scaffold Tags. Page 3

4 To set the Showing filter criteria, select the filter drop down. Then select all of the criteria to be displayed in the Shipping Grid. The criteria, once selected, will be displayed with a check mark. To remove a Showing filter criteria, select again to remove the check box. Creating a Shipment Ship item to a location is used to generate various types of Deliveries, Transfers, and Returns and is used to move items between Branches and Jobs as needed. FROM TO Branch or Laydown Jobsite or Group Branch Office or Laydown Yard TRANSFER DELIVERY Jobsite or Jobsite Group RETURN TRANSFER In the Organization tree, focus on the Branch or Job Site that you want to ship equipment from. Select the Shipping Tab. On the Shipping Tab, click the SHIP ITEMS TO A LOCATION button. This will launch the New Direct Ship dialog. Page 4

5 Alternate Method Focus on the Job Site and then right-click and select New Shipment from the menu and then either Deliver to this location or Return from this location as appropriate. This will launch the New Direct Ship dialog. The right-click method prepopulates the From and To sections of the Direct Ship dialog. Location sections may be updated as required. New Direct Ship Dialog The New Direct Ship Dialog sets up specific details for the Shipment. Summary Tab The Number field defaults to a sequential DEL number. The Date fields default to the current date, but may be changed if needed. The From field will default with the location previously selected in the Organization Tree. Note: the Branch Office or Laydown Yard can be changed or selected here with the drop down field. Page 5

6 To assign a Driver to this shipment, select the Driver s name from the drop down. If the driver isn t shown in the list, use the ADD button and add the driver to the database. In the To section, select either the Branch Office or Laydown Yard or Job Site or Group radio button and then select the appropriate ship to location from the drop down. If the To location selected is billable, the Billing for delivery section becomes available and the Rent start date becomes a required field. This is the date billing for items on the shipment will begin. Rent stop is optional. If the rent stop date is unknown, leave this field blank. Page 6

7 The value for rent stop entered here takes precedence over the rent stop date set when returning equipment. This rent stop date will be used for equipment that is still remaining on rent, if any. It is possible that equipment has already taken off rent due to FIFO allocations in rent billing, or when a rent stop date has been specified on a shipment. File attachments and Notes may be added to the Shipment. Next choose the equipment to be included in this shipment. Select the Products tab. Products Tab The Products Tab is used to select the products to be shipped with the Delivery. The Products Tab grid defaults products currently stocked at the FROM location chosen on the Summary tab. In this example, the Products Grid defaults to displaying parts at the Branch Office. To change the Product Grid view, use the drop down and select All or Parts on Shipment, if needed. The Product Grid will update to the view you choose. The Filter field can be used to filter down the list in the Product Grid to locate specific parts quickly. For example, to filter the grid down to view only Ladders, start typing ladder into the Filter field. The Grid list filters down and shows items that match the criteria entered. By default, the Filter will search in the Part Number and Description fields. Page 7

8 The Available column shows the current stock of each part. Enter the quantities of each item to ship in the To Ship column for each part to be included in this shipment. Alternatively, the button allows a manual entry. Clicking the button once will add a count of 1 in the To Ship column for that part. If you are shipping 3 of that part, click the button 3 times. The COPY AVAILABLE TO TO SHIP button can be used to enter all available parts in the To Ship column. Once part counts have been entered for the shipment, the total Pieces, total combined Weight, and Rent totals for this shipment can be viewed at the bottom of the dialog. Prorating Product Rent An optional feature allows rental rate amounts on shipments to be edited, or prorated to equal a specific amount for a rental cycle. The Prorate feature is turned on in Global Options. If enabled, the PRORATE RENT button will be available on the Products tab of the New Direct Ship dialog. The PRORATE button launches the Prorate dialog. Enter the total amount of Rent required for this shipment in the Desired amount field. In this example, $ has been entered. Click CHANGE RATES when ready. The Rent amount reflects the new prorated amount. Page 8

9 Consumables Select the Consumables tab to include Consumable items to the delivery. Enter counts of consumable items in the Sent column. The total sell amount of consumable items is shown in the status bar at the bottom of the Consumables tab. For information on calculating Consumable Sell Prices using the Discount, Markup, and Profit Margin calculator, see the Consumables Guide. Additional Charges Use the Additional Charges Tab to add one time charges for items, such as Freight charges. In this example, a Freight Charge of $ will be added to the shipment. Additional charges on this shipment total $ To complete the shipment, use the COMPLETE SHIPMENT button. Automatically Print Shipment Reports To automatically print copies of Shipment Reports when Shipments are completed, set the default at the bottom of the New Direct Ship dialog. Page 9

10 Enter the number of copies to print in the Print field. Then choose the Shipment report to print. The copies of the selected report will print automatically to the default printer when the COMPLETE SHIPMENT button is clicked. The Shipping Tab now shows the shipment and status. With the shipment selected, the Bill of Materials and other shipment details are available below. Shipping Reports Shipping Reports are available from the Reports menu drop down. In the grid, select the Shipment to pull into the Report, then: Print Preview for Selected shipments The selected shipment Detailed version With Pricing version Select the Job Site to pull into the Report, then: Print Preview Return Pick Ticket for Job Site Return Pick Ticket for Job Site Access Pivot Reports Pivot Reports are reports that you construct and setup for your desired output. Creating Return Shipment Tickets Equipment is returned in the same way as the equipment was originally shipped from the Branch or Laydown yard to the Job Site. Select the Job Site returning equipment in the Organization Tree. Page 10

11 On the Shipping Tab, click the SHIP ITEMS TO A LOCATION button. This will launch the New Direct Ship dialog. The New Direct Ship dialog has been set up for a Return. The From and To sections have defaulted, but can be changed as needed. Enter the Rent stop date. The date entered here will affect billing and the invoicing of the equipment associated with this shipment. Discrepancies and out of service items cannot be processed on the same return when the Branch is set to count items. See the Out of Service Guide for additional details. Select the Products tab and set up quantities of items to be returned in the To Ship column. Note: the grid is showing parts at the job site selected in the From field. When ready click the COMPLETE SHIPMENT button. Pre-Return Shipments Pre-Return Shipments allows equipment to be returned from a job site and counted later when the equipment is unloaded. The Pre-Return status allows the equipment to be easily identified when the equipment is ready to be counted. To create a Pre-Return Shipment, select the ADD RETURN FOR PRODUCTS TO BE COUNTED AT ANOTHER TIME button on the Shipping tab. Page 11

12 Alternatively, select Pre-Return from this location from the rightclick menu. The Pre-Return Shipment dialog launches. Complete the From job site field (Required), the To branch office fields. Select the Driver from drop down if needed. Select the number of copies of the return report and return labels to print as needed. Click the OK button when ready. The copies of the return report and return labels will print to the default printer. If needed, additional copies may be printed from the Reports drop down. The Pre-Return is now shown in the Shipping tab grid. The Pre-Return has been created without an associated Bill of Materials. The Bill of Materials will be created when the Pre-Return is counted. Processing Pre-Return Counts Once the Pre-Return has been counted, the Pre-Return can be processed in Quantify. Page 12

13 Select the Pre-Return to be processed on the Shipping tab. Click the COUNT MATERIALS FOR SELECTED PRE- RETURN SHIPMENT button. The New Direct Ship dialog launches. Enter the Rent stop date in the From section. On the Products tab, enter the counts of products returned in the shipment. Set up charges for Additional Charges and return Recurring Rent as normal. Click the COMPLETE SHIPMENT button when ready. The shipping status updates to Completed and the products are added to inventory. Receiving Options Count Shipments upon Receipt When Receiving Options are set to Count equipment when received, the shipment is initially assigned the status of To Be Received. As equipment is moved out of a From location to a location using the option Count equipment when received, it shows as In Transit status at the To location. These shipments are not included in invoicing until the Shipment ticket is in Completed status. Page 13

14 In this example, Receiving Options are being used for this Job Site. - For Transfers, require counting of equipment when received by this job site - For deliveries, require counting of equipment when received by this job site When equipment is shipped to this Job Site, the shipment will have an intial status of To Be Received. The Products tab for this site will show this equipment as In Transit. Receive To Be Received Equipment To complete a shipment in To Be Received status, the equipment must be moved from In Transit status to On Rent status. This will make the equipment billable and included on invoices. Select the shipment in To Be received status that you want to complete. Click the RECEIVED SELECTED SHIPMENT button. This will launch the Receiving dialog. Page 14

15 The Receiving dialog shows the equipment included in this shipment that is waiting to be received. For each item listed, enter the count actually received in the shipment in the Received column. The received items will be added to inventory and will be available for invoicing. Handling Discrepancies When the receiving count is different than the shipment count there is a discrepancy on the shipment. The DEL icon has a red flag and the status is Completed with Discrepancies. The Bill of Materials shows the actual discrepancy count on the shipment. Note: Invoicing will not include shipments that are in Completed with Discrepancies status. Page 15

16 To resolve the discrepancy, focus on the item with the discrepancy and then select the RESOLVE DISCREPANCIES drop down button. Navigate through the Resolve Discrepancies menus and choose to add or subtract the overage or shortage from the Job Site or the Branch Office as appropriate. When the discrepancy has been cleared, the status of the delivery will be updated to Completed. Editing Shipments Shipments may be edited up until the shipment is invoiced. Non Billing related shipment properties can always be edited. To Edit a Shipment, double-click on the shipment or select the shipment and click the Edit Shipment button. The Editing Completed dialog for this shipment will launch. Make edits here as needed and click the OK button when ready. Page 16

17 Voiding Shipments When shipments are voided, quantities will be adjusted at both locations. Shipments may not be voided if they have been invoiced. To void a shipment, select the Shipment to be voided and click the VOID SHIPMENT button. Are you sure you want to void this item? Responding Void to the message will alter the quantities for both locations. Respond to the Confirm Void message. Will Void the shipment Cancels the Void shipment request History of Shipment Edits The History tab displays the Edit, Receive and Void history of shipments. To view delivery History, select the Shipment in the Shipping grid and then select the History Tab. Each Entry in the History Tab shows: Date User Name Change Item Old Value New Value Date and Time shipment was edited Quantify User who edited the shipment Type of change that was made to the shipment Item that was edited The original value for this item before the edit The current or new value for the item after the edit Page 17

18 Transfers A Transfer is done when shipments are sent from Branch to Branch or Job to Job. FROM TO Branch or Laydown Jobsite or Group Branch Office or Laydown Yard TRANSFER DELIVERY Jobsite or Jobsite Group RETURN TRANSFER For a Job to Job Transfer: Enter the Rent stop date for the From location. Enter the Rent start date for the To location. Additional Charges can be added to either or both locations as needed. Page 18

19 Adjusting Inventory Balances Quantify allows the quantities of inventory to be quickly updated to match actual yard counts for Branch Offices or Laydown Yards. Select the Branch Office or Laydown Yard in the Organization tree. Click on the ADJUST QUANTITIES FOR THE SELECTED LOCATION button. The Adjust Products dialog will launch. Note: the database must be locked before the ADJUST QUANTITIES FOR SELECTION LOCATION button is functional, see Locking the Database. Adjust Quantities for Selected location The Adjust Products dialog grid will display the current inventory and other counts for the location in the Organization tree selected. To add new item to the Branch Office change the filter drop down to All. Update counts as needed in the appropriate column. Note: column headings may have different naming conventions based on configuration of the database. Enter appropriate documentation of adjustment in the Comment field. Click OK when ready. The updated counts can be viewed in the Products tab. Locking the Database Before adjustments can be made to inventory levels, the database must be locked down. Locking the database will prevent any activity in the database to occur that might affect inventory levels by any end-user. When the ADJUST QUANTITIES FOR SELECTED LOCATION button is clicked and the database has not been locked down, the following information message will be displayed. Click OK, and then lock the database before proceeding. Page 19

20 To lock the database, select Lock Quantify for Branch Office Adjustments from the Tools menu. Click the YES button on the confirmation dialog. Note: when the Quantify database is locked down, no end-user will be able to create deliveries or any other type of transaction in the database. If attempted by the end-user, this informational message is displayed for the enduser. Unlocking the Database To unlock the database, select Lock Quantify for Branch Office Adjustments from the Tools menu. Click OK for the confirmation message. The lock will be removed and available to all end-users. Page 20

21 History Report Quantify tracks the History of product count updates that occur. This information is easily viewed through the HISTORY button located on the Organization tab. The History report displays adjusted product count history for the Branch Office level. Arrange data fields as required. Click PRINT PREVIEW button. Select the Branch Office. Click the HISTORY button. The Change History for Branch pivot report displays. For complete information on running Pivot Reports, see Pivot Reports handout The Change History pivot may be printed, ed, or exported with a PDF, RTF, or Excel format. Re-Rent Track the movement of re-rent equipment (rented equipment from other companies) with the Re-Rent feature. When equipment in inventory is owned by another company (re-rent) an additional owner column is available in the Products grids. This column indicates the company that the equipment was rented from. In this example, two line items are shown for Scaffold Buggies on the Products tab for this branch. The first line item shows the 10 that are owned by the company. The second line shows the 7 re-rent inventory that is owned by Delta Rentals. Use the Transactions tab to add and remove Re-Rent inventory. Select the ADD button on the Transactions tab. Re-Rent adds re-rented equipment to Branch Office inventory and makes it available for rent. Return Re-Rent Removes rented equipment from Branch Office inventory. Page 21

22 Adding Re-Rent equipment to inventory Select the ADD button on the Transactions tab and select Re-Rent This launches the Re-Rent dialog. Add quantities to: select the Branch Office or Laydown Yard the re-rent inventory will be moved to. This field defaults based on Organization Tree focus, but may be changed as appropriate. Vendor: select the vendor from the Vendor drop down. Vendor may be added to the database using the ADD button if necessary. On the Products tab, navigate to the appropriate line item. The View filter defaults to Showing: All parts. Enter the count of parts included in the re-rent and the daily rent for that item. Click OK when ready. The Re-Rent transaction can now be viewed on the Transactions tab. With the Re-Rent transaction selected, the Bill of Materials information can be viewed below. Page 22

23 Removing Re-Rent equipment from inventory (return Re-Rent) From the ADD button on the Transactions tab, select Return Re-Rent. This launches the Return Re-Rent dialog. Return items from: Branch Office or Laydown Yard to remove inventory from. This field defaults based on Organization Tree focus, but may be changed as appropriate. Select the vendor from the Vendor drop down. The Products tab displays the equipment rented from the Vendor selected on the Summary tab. Enter the count of items to be returned in the Quantity column. Click OK when ready. The Re-Rent return transaction can be viewed on the Transaction tab. Out of Service The Out of Service feature allows items that aren t returned, returned damaged, or damaged beyond repair to be placed Out of Service. Out of Service items are moved to an Out of Service queue until repaired and placed back into service and/or optionally billed back to the job site. The defaulted names and labels used in the Out of Service feature are set at the Global level, and can be changed to whatever labels needed for your Company. From the Tools menu, select Global Options. Select the Products tab from the Global Options dialog to make changes to the labels used in your database. In our examples, the labels, Damaged, Scrap and Lost/Missing are used. Page 23

24 The Out of Service feature is activated at the Branch level and can be enabled at any time. Once the Out of Service feature has been enabled it cannot be disabled if Out of Service items exist in the Out of Service queue. In this example, the Out of Service feature has been enabled for the Branch Office. An OUT OF SERVICE button will now be available for use when returning items to this Branch Office. Note: The feature cannot be disabled after items have been moved to the Out of Service queue. Placing Equipment Out of Service Equipment may be placed in the Out of Service queue when returned to a Branch Office or Laydown yard that has an Out of Service queue associated with it. Note: if the Branch with the Out of Service queue is also set to count items on returns, please see the Out of Service Feature when Branch Office Set to Count on Returns section for this information. In this example, this Branch Office has an Out of Service queue. Equipment can be placed out of service when returned to this Branch Office. To return items to be placed out of service, a shipment is created to return from the job site to a Branch Office that has an Out of Service queue. Page 24

25 Items that will be placed in the Out of Service queue will be entered in the OUT OF SERVICE button for that item. Enter the count of the product to be returned to stock in the To Ship column. Use the OUT OF SERVICE button to enter the count of the product to be placed Out of Service. The Total column shows the total count of that Product included in the Shipment. Use the OUT OF SERVICE button to enter counts of Out of Service items in the shipment. In this example, the Damaged condition is used with a Quantity of 2. Items may be set Damaged, Scrap or Lost/Missing. Note: The labels used for the Out of Service condition in your database can be changed in Global Options. Optionally Notes regarding the items can be added here. These notes will appear on Out of Service Reports, but not on invoices. When ready, click the OK button. Page 25

26 The Bill of Materials for the Shipment in the Shipping tab now displays the items that were placed in the Out of Service queue on this shipment. The Out of Service queue now shows the 2 damaged Tubes that were returned and placed out of service at the Branch Office. Once equipment is in the Out of Service queue, the Change menu is used to optionally bill the job site for the items, move the items back to inventory, and to archive out of service line items. Mark Out of Service Equipment Billable Once equipment is added to the out of service queue the job site can be charged for the equipment by changing the Billing status to To Be Invoiced. The assigned charge for the items will be added to the job site s invoice. Note: the initial status of the item is configured in Global Options. Select the item to be marked billable. Then select the Change menu drop down and select Mark Selected Product as Billable for Sale This launches the Billing dialog. The Billing dialog displays the information associated with the Out of Service equipment. The Price ea. field displays the Replacement cost as entered in the Rate Profile associated with the job site, but may be overwritten if necessary. Click OK when ready. Page 26

27 The Billing status is changed to To Be Invoiced. In this status, the out of service item will be included in the Job s invoicing based on the Out of Service Invoice date. When the out of service item has been invoiced, the status will be changed to Inv No: and reflect the Invoice number that included the out of service item. In this example, the billing status identifies Inv No: INV as the invoice that includes this out of service item. Changing Status from Billable to Not Billable To change an out of service item with a Billing Status of To Be Invoiced to Not Billable, select the out of service item on the Out of Service tab. Then select Mark Selected Product as Not Billable for Sale from the Change menu drop down. Moving Out of Service Products to the Branch Office available inventory To move a product from the Out of Service queue to a Branch Office available inventory, change the product s Stocked status to Moved to Branch Office. Select the Product in the Out of Service grid, and then select Move Selected Product to Parent Branch Office For Rent from the Change menu drop down. A confirmation window launches. Are you sure you want to move this item to the parent branch office? Click the YES button to continue. The Stocked status for the Product is changed to Moved to Branch Office Page 27

28 The Product has been added to the available inventory stock at Parent Branch Office and removed from the Out of Service queue. Note: The out of service line item has not been removed from the Out of Service tab. See Archiving Out of Service items to archive line items. Changing the Out of Service Condition for a Product When a Product is added to the Out of Service queue, a condition status is assigned. This condition can be changed up until the Out of Service Product has been invoiced. To change the Condition status, select the Product, and then select Change Out of Service Condition from the Change menu drop down. In this example, the Damaged condition of the 6 Tubes will be changed to Lost/Missing. A confirmation message is launched. Click Yes to confirm this message. The condition status for the product will reflect the new status. Archiving Out of Service Items To archive an out of service line item, select the item, and then choose Mark Selected Product as Archived from the Change menu drop down. Page 28

29 The Archived Date for the line item is populated with the date the item was archived. The line item is not viewable when the View filter is set to Showing: Active. The archived item is viewable when the View filter is set to Showing: All or Showing: Archived. Out of Service Feature and Branch Office Set to Count on Returns When the Branch Office is set to count equipment on return, the Out of Service feature works a little differently. Items are placed in the Out of Service queue, during the Receive Selected Shipment process. In this example, the Branch Office is set up to use the Out of Service feature and is requiring that equipment received at the Branch Office be counted when received. Placing Equipment Out of Service with Counting In this example, 10 6 Tubes were returned to the Branch Office and are waiting to be received. Page 29

30 To receive the equipment, select the shipment on the Shipping tab, and then click the RECEIVE SELECTED SHIPMENT button. A Receiving window is launched. The Products tab is displayed and the items waiting to be received are shown. For this example, 10 6 Tubes were shipped, all 10 were received, but 2 will be placed in the Out of Service queue. Enter 8 in the Received column for the 6 Tubes and click the OUT OF SERVICE button. Enter the count of out of service items in the Quantity field for the out of service condition for these items. In this example, 2 of this item are Lost/Missing. Optionally, notes regarding the items may be entered in the Notes field. These notes will display on reports, but not on invoices. Click OK when ready. The Receiving window now reflects the 10 6 Tubes sent, 8 received, and 2 in Out of Service. When ready, click the RECEIVE SHIPMENT button. The Shipment has now been received with a Status of Completed. The 2 6 Tubes have been added to the Out of Service queue for the Branch Office. Page 30