NetFreight PO & Warehousing Documentation

NetFreight PO & Warehousing Documentation 2014 Andy Cook Descartes 2/25/2014

NetFreight PO & Warehousing Documentation Contents Initial Set Up... 3 Warehouse Screens... 3 Message Permissions... 3 Purchase Orders... 4 Purpose... 4 How to use... 4 Searching PO s... 7 Purchase Order Status... 7 The Warehouse Receipt / Check in Process... 8 How to use... 8 Weights and Measures... 10 Uploading documents... 11 Printing... 12 Viewing Warehouse Receipts... 12 Warehouse Receipt Jobs and Picking... 13 Disassociate items... 13 Generate a picking list... 13 Editing a Picking List... 14 Viewing Picking Lists... 16 Packing... 17 How to use... 17 Header Information... 18 The Packing Process... 18 Removing Items... 21 Viewing Packing Lists... 22 Message Updates... 23 Deliveries (Check Out)... 24 How to use... 24 2

Initial Set Up Before using the New NetFreight Warehouse Pick and Pack. There are some things that need to be configured. From the Home page, go to System Parameters as illustrated below. Warehouse Screens Select the Warehouse Tab and Check Use New Warehouse Screens Message Permissions For people wanting to use permissions, Make sure you turn them on for the correct groups. Navigate to the permission group you require, Select Edit group. Notice in the middle column there are now 3 New Permissions for Message Updates. Select the ones you require for that group. I.e. Operations Group may just require warehouse receipt messages, but Warehouse People Group may need the Picking and Packing List messages. For further info, Please see the Message Update section later in this document. 3

Purchase Orders Purpose A Purchase order is a recorded agreement between customer and vendor. In NetFreight it specifically refers to, (in majority cases) goods to be supplied detailing delivery dates, quantities, identification of items and other conditions. Each purchase order recorded can either be for one or many clients. Each PO is unique and specific for the purposes intended for each client. How to use 1) From the quick button on the left menu select the PO button. 2) From the PO screen you now have 2 options. Add New or View List. a) Add New. click the Add New and you will see a screen with a series of Options. The opening screen provides the specific details of the purchase order. Who it is for, the client s PO number, the project it may be associated to and so on. Please Note: NetFreight will check for duplicate PO s against each client while filling in information and will not allow you to save if the client makes the mistake of providing a duplicate PO. 4

Certain items filled out in the Purchase process can be used when checking in a Warehouse Receipt (WR). Certain information will be automatically filled in on the first PO selected in the WR. This is a time saving mechanism and information pulled in from the PO is still editable before the save. All PO s must first be Saved before you have the ability to add items. Once Saved you have the ability to add items. Click on the items tab, and click Add Items. Once items have been saved, you will see the items listed against your PO. See Below 5

At this point you are still able to edit your PO items. You are also able to delete your items if you choose to. Notice the items against the purchase order have two specific columns, Quantity and Quantity Remaining. At the start of any Purchase Order, these will be the same. If one of the items Quantity Remaining changes, you will still be able to edit the item but not able to delete the item as certain items have already been delivered against this purchase order. We will discuss deliveries at the end of the document. Given a scenario that a client calls in the middle of the week, and has a request to increase an order of a particular item. NetFreight will allow you to do this and will also reflect the items the client has already had delivered For example: The Above item shows an Original Quantity of 20 and Quantity remaining to satisfy that item is now 10. If I now Edit that item and increase its quantity by 5, notice the original quantity has now changed to 25 and the Quantity Remaining to satisfy the item is 15. Conversely, items decremented will reflect the same also. Notice the result having subtracted 5 items from the original 20. When Adding a PO in warehouse receipt, the Quantity Remaining against an item will always be used. At this point you may be wondering how items are Checked Out in the first place. This happens at the point of items being added to a delivery after items have been packed and saved against a particular job. This will be discussed later in the Deliveries section. 6

Once you exit a Purchase Order, you will be redirected to the Purchase Order List page (This is where you would be redirected to had you have chosen from the main PO screen at the beginning). Searching PO s NetFreight will allow you to search Purchase Orders via the following: Branch Customer Origin (Airport) Origin (Seaport) Destination (Airport) Destination (Seaport) PO Number Part Number Part Description Project Any of the above combined with Status Open / Closed / All. Purchase Order Status Purchase Orders in NetFreight have 3 Status s. OPEN This state indicates that the PO has been added, but not yet used. At this point you are still able to delete the PO at header level and the items contained within it. OPEN / IN PROGRESS This means that the PO has been added and used but some items are not complete. You are not able to delete these at header level, but it may be possible still to delete some items. CLOSED This indicates that the PO has been satisfied and all items have a Remaining Quantity of 0. You will still be able to view the PO but not edit them. 7

The Warehouse Receipt / Check in Process By design, there is a lot of information involved within the warehouse receipt. A decision was made to hide some of the warehouse Header Information when not in use. We did this, so when the user is adding items, he/she could focus on adding items without having to scroll the page. How to use Keep the Header Information closed for now, and start by selecting the branch, Warehouse, and Warehouse Zone. Notices after selecting these you are now able to Add Items. Start by clicking From PO Entry 8

Notice a pop up window appears. Search for the PO you want to check in, and check the check box. You can see that, NetFreight has added the items from your purchase order and as a convenience mechanism, we have defaulted some of the information from the purchase order (as previously mentioned). Please Note: You can check in as many Purchase Orders as you desire. Click button. Notice also, that some of the header information has now been filed in. 9

IMPORTANT When items are added, you must specify the Pcs Per Unit. NetFreight will work out the Total Pcs for you Item Weights and Measures shall be discussed shortly. Notice that some of the items on the warehouse receipt have been greyed out. This is because once the WR is saved; NetFreight will automatically fill these in. Weights and Measures Notice the blue information button in the middle that explains how the weights and measures work.. Clicking that will bring up an information popup Incorrect use of this will result in an error. For completeness, I will explain how the weights and measures have been designed to work. 10

Weights and dimensions can be added at item level or header level but not both. Notice after adding items, you can add Unit Weight, Gross Weight, Length, Width and Height to each item. If these have been added at item level. After you save the warehouse receipt, the header weights and measures will be worked out automatically. Conversely, you may not know at this point what each of the items weights and dimensions are and therefore you just want to enter a complete weight and a complete volume. Please note: You will still need to add the Pcs Per Unit at item level. NetFreight will complain if these are not filled in. If you save after just adding weights and dimensions at header level, NetFreight will distribute the complete weight across the number of items checked in. It will take the complete volume but not work out the Length, Width, and Height at item level. See below: This at header level: Results in this at item level. Uploading documents Please note, you can only upload documents after the warehouse receipt has been saved. 11

You are welcome to upload 5 documents at once. NetFreight will allow you to make notes against those documents while uploading individually. Printing Notice that after a warehouse receipt has been saved, certain prints will become available. Please check the print you require, and click print. You will notice another popup with the document report in the form of a PDF. Viewing Warehouse Receipts At any point in time you can come back into a warehouse receipt and view what has been checked in against it and if anything has been picked against it. From the main warehouse screen click View Warehouse Receipts This will bring up a standard view of the warehouse items and receipt. At this point you can open that warehouse receipt if you choose to. You can also view a warehouse receipt from a message generated on the home page. However, I will discuss this at the end of the document. 12

Warehouse Receipt Jobs and Picking At any point, if a job ref has not been recorded against a warehouse receipt you are able to create a job from it. The Type of job you create is irrelevant. What is important to know is once you have created your new job, the items on that warehouse receipt will now be associated to that job. Although at first glance this is not obvious because it is linked in with the job. Notice once you have been redirected to the new job (created from WR), certain items have been filled out for you within the job. Two specific buttons to note are. Link Warehouse Items to Job and Show Linked Warehouse Items. Clicking on the Show Linked Warehouse Items button will take you into a page showing that NetFreight has associated the new WR items to that job. From here you can do two things. Disassociate items and Generate a picking list. As you will find out, this part of the application is very flexible. Disassociate items Their maybe items you have checked in on a warehouse receipt that you just don t want to associate to this Job. We have therefore provided the functionality to disassociate those items. All you need to do is uncheck the items you wish not to be associated, and click the disassociate button. Conversely, from within the Job if you click on you will be able to associate / re-link the items back to the job. Generate a picking list At this point, a design decision was made that operational staff would produce the picking list. The warehouse person would print and pick the items ready for packing. For this reason, we have put this function in control of the operational staff. However, if permissions are not used the warehouse person would have full access to this anyway. Therefore, the solution fits companies of all sizes. To generate a picking list select the items you wish to pick and click the Generate Picking List button. Notice a picking list screen has now been generated. 13

Notice that some of the header items have been pulled through. Also, notice you can select the number of items you wish to pick. For Example: In the above image, maybe your client wants only 5 of a item PART1D this week, and 5 next week. If I now choose a quantity of 5, and leave the other item as a quantity of 10 and save. Notice, you are redirected back to the link warehouse items page. The view against the job now shows me, what has been picked against the job. It also shows me what has not been picked but is still associated against the job. I said earlier that this part of NetFreight was highly flexible. There is no limit to how many picking lists you can create against a job. At this point, you have 3 options. 1) Disassociate the remaining items 2) Generate another Picking List (for the remaining 5 Items) 3) View and Edit the picking list you have just created. As we have already discussed how to do the first 2. I will only demonstrate how to do number 3. Editing a Picking List From the view in front of us, I will select the check box pick 599. Please Note: If you do not select a picking list and try to view, the following error message will show. 14

Now I have selected picking list 599 I am able to view and amend if necessary. I am going to edit the picking list, and delete the 10 items I previously picked. Notices now that, my 10 items have been put back in stock and are still associated to the job. However, 5 items are still picked. If I were to delete all items, the picking list would be deleted completely and all the items would be put back in stock. Please Note: the items although coming from the warehouse receipt as a quantity of 10 x PART1D and 10 x PART2D, If I went ahead to delete the other items 5 Items here they would display as 2 set s of 5, accumulating to 10. Please see below: Notice that picking list 599 has disappeared because for this example I have deleted all the items, and it now no longer exists. 15

Viewing Picking Lists There are 3 ways in which a picking list can be viewed. 1) From Within the Job. 2) From the Main Warehouse Screen. 3) From a message on the Home Page. You have already seen a picking list is created and can be viewed from within a job. Another place you can view to edit a picking list is from the main warehouse screen. Once you click here you will see the picking list you have previously generated. From here you can do the same as you would normally be able to in a picking list. Please Note: You will be able to edit any picking list as long as a packing list has not yet been generated. I shall discuss packing next. I have also stated that you can view a picking list from a message from the home page. Please see under the message update section later in this document. 16

Packing Now you have an idea of how the picking works and interacts with each Job. You are now ready to pack the items. You may have noticed a button earlier in the picking list, which said Generate Packing List You can only generate a packing list, after a picking list has been generated. We designed it this way because it is the next logical step in the process. How to use While in a picking list, click the Generate Packing List button. You will be redirected to the packing list page, with the items you picked earlier. Please Note: clicking on the small blue help icon will bring up a pop up, giving you help if you get stuck. Packing items at first may seem confusing. However, NetFreight s multi level packing system is actually very simple. 17

Header Information By default, most of these fields will be filled in from the Purchase Order fields, and some from the picking list. However, this is just for convenience and it is important you fill in the correct values. For ease of use, and so not to interfere with the packing process, a button has been added to show and hide the header information in the packing screen, similar to the Warehouse Receipt. The Packing Process 1) Start by Choosing a Package. These are what we want to pack the items from the picking list in. for example, if the picked items are of a packet type, you may want to put the items in a box. NetFreight requires codes, use the lookup provided or just type the code to choose your package type. Make sure you give the package type a weight and create the package by clicking Create Package. You should now see an empty package created at the bottom of the page. 2) Choose the required number of items to pack into the newly created package. Once you have selected the quantity. Click Add on that specific row! 18

You have now packed your first item. The pack now contains the item, and displays a package weight, the total items weight, and a total weight for the newly created package. Notice the column 'REMAINING UNITS TO PACK'. Once this column reaches 0, you will not be able to add any more items from that row. 3) Now you have packed your first item. You can either add more to the current package, or Start a New Package. 4) If you click 'Start New Package'. Notice the 'Create Package' button is now enabled, and you can choose another package. >>>> 5) Repeat the same steps, until all the items have been packed. PLEASE NOTE: You can only SAVE once ALL the items have been packed. You MUST check the Final Repack check box, to indicate you DO NOT want to repack the items again. Three things will happen after this is checked. 1) You will no longer be able to repack the items on the 'Repack Items' page. 2) A final weight will be calculated indicating you have packed all the necessary levels. 3) You will be able to add the Packing List to a delivery for that specific job. (We will cover this later). 19

6) Once you have saved you will be re-directed to the Repack page. You now have 3 options. a) If at this point you have not checked the 'Final re-pack' checkbox, you will be able to repack the items again. b) If you are not happy with the Packing at this point, you can start it again. c) You can remove packed items. 7) Hitting the 'Repack To Larger Packages' button, will take you back into the Packing screen only this time, the items are your previously packed containers. 8) Repeat the same steps as before to pack your Packages into larger Packaging. Again all must be packed before you can save 9) Once saved, you are taken back to the repack page where you have the option to keep repacking if you have not checked the 'Final Repack' Checkbox. Expand the control to View your packed items. Repeat the packing steps again, if needed. If you have checked the final repack, you will no longer be able to repack again. But you can still remove items. PLEASE NOTE: There is no limit to how many times you can repack, as demonstrated below. 20

Removing Items To remove items from the packing list, click the remove button. Notice you are only able to delete the complete row of items. Once you have deleted the row, NetFreight will work out the containers weights again and adjust each accordingly. For example, removing the 3 PART1D items above will adjust the containers below. In addition, the picking list will be updated. And the items will be put back in stock, but still associated to that specific job. Please see image below. PLEASE NOTE: Logically at this point, you can still hit the Restart Packing Entirely, however if you have put items back in stock, (and because the picking list has been updated ) you will only be able to repack the items that are in front of you. 21

Viewing Packing Lists As with picking lists there are 3 ways in which a packing list can be view once complete. 1) From Within a Picking List. 2) From the Main Warehouse Screen. 3) From a message on the Home Page. Once you have created a packing list. You are able to view it from the Picking List. This is handy, because you may have started a packing list but not checked the final re-pack checkbox after the save. If this is the case, view your packing list from within the picking list. Viewing from the main warehouse screen, you will not be able to do this until the packing list has achieved its final re-pack. You have already seen a packing list can be viewed from within a picking list. Another place you can view and amend a packing list is from within the main warehouse screen. Once you click here you will see the packing list(s) you have previously generated. 22

I have also stated that you can view a packing list from a message from the home page. Please see under the message update section below. Message Updates As part of a better communication facility between departments, we were asked to provide the user more updates when certain events took place. As part of this, we have Implemented message updates to interested parties for people using NetFreight permissions within departments. Message updates have been created for Warehouse Receipts, Picking Lists and Packing Lists. When you click on a message, this will take you to the appropriate screen. Messages are only be viewable for people who they are intended for, and they reside on the bottom right of the main NetFreight main screen. In a typical set up, Operations would usually have the permission to see when goods have come into a warehouse. But would not be interested in the Pick and Pack messages. Once the warehouse receipt has been created. Operations would then be notified of that even if they warehouse were 5 miles down the road. They could then create the picking list, which the Warehouse person would receive as an update and could then view and print. Operations may also create the packing list also, again for the Warehouse person to view and print. PLEASE NOTE: Messages will disappear for that user, once read. 23

Deliveries (Check Out) Once the packing process is complete within NetFreight, The next logical step is to add the goods to the delivery. In effect, this is where the goods now leave the warehouse and as such are checked out. How to use Open the Job you know you have goods packed against. Go to the Transport Page, and select deliveries tab, and click Edit. This will take you into the deliveries page. Notice the button, Add from Packing list. Clicking on the button will bring up a popup with a list of packing lists against that job. See Below 24

Select the packing list you require, and notice certain fields will be defaulted and your items will be added to the delivery. Once you save this, Your Purchase Order (PO) entry will be updated to the correct status. If all the PO items have been packed and added to the delivery, the Purchase Order will then be closed. Alternatively, some items may not have come in or not been picked and packed, and so the PO will not be updated until the next delivery. On the delivery above, I have added all the PO items, so because all the PO items are satisfied and this then closes the purchase order. This completes the new NetFreight PO & warehouse Pick and Pack operation. Please Contact helpdesk@impatex.com for further information or assistance. 25