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/wiki/spaces/DEV/pages/33036813
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Store Batches are used by Franchisors to send products to Franchisees.
Why?
Deliveries are frequent
It is common for a single delivery to have multiple orders
Intra-Franchise Orders (Sales Order from the Franchisor to the franchisee with mirror PO created in Franchisee)
New stock items / urgent stock / special requests etc
Parts replenishment
Accessories replenishment
Consumable items
etc
Supplier Drop Ship via Franchisor PO's (Purchase order from the Franchisor to a Suppliers that will pack an order per store but send to the Franchisor to check )
It is expected that the lines on these purchase orders may not all arrive at the same time and hence they can cross store batches - including splitting partially counted lines
It is important to check at both ends - this is done using scanning
Every product that departs
Every product that arrives
With so many things travelling - it is common that they travel together (often mixed in the same boxes) so this process manages that
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A problem is created when stores do not indicate acceptance of the store batch and instead simply put the stock away. Late store order batches emails:
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Starting a Store batch
The Franchisor selects a store they want to send things to. A list of transactions that may be ready to go now are listed
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The Status of the orders listed are as follows
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Finding the store batch you want to work on
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Any user that scans into a batch is added to the locked users list. The batch cannot be completed and ready for shipping until all users with a lock have released their lock.
Lock:
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Just keep scanning
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If you print a picklist for the orders you are picking you can then walk around the warehouse picking it - and scanning items directly into a box as you go |
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Because parts tend to go to a different area than non parts. The boxes indicate if they have parts, some parts or no parts
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Each item can only be in one box. If you have 10 of an SKU to send - you must put them all in the same box |
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A warning will show at the time of an overscan
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Can reduce the scan by one if you made a mistake - or clear the scan for a product completely
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The labels are scannable when the box is received 
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When Finished - All Boxes Picked - will move to Sealed
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All users that have a lock on the batch must release their lock prior to the ability to move the store batch to sealed - see 32640200 Store Batches - sending multiple orders in a single batch#AddingBoxes Users with Secure Features#OverrideStoreBatchLock can remove others store batch locks |
This process is not reversible. Status will move to "Sealed"
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The process updates all the lines on the related sales orders and drop ship purchase orders with a counted quantity and creates the intercompany invoices and removes the stock from the warehouse (where appropriate) |
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If the counts are not as expected - a warning box will show and also a list of the issues found
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The Details of the warning
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Examples
Not enough were scanned
Intra-Franchise Orders - the line will be short shipped and the intercompany invoices will reflect the counted quantities
Any lines with no scan will be considered short shipped (and will trigger a warning)
Drop Ship PO via Franchisor - the line will be split (expecting the balance later) and only the counted qty will be invoiced
Any lines with no scan will be considered as expected later (and will not trigger a warning)
Too many were scanned (all will trigger a warning)
Intra-Franchise Orders - the line will be over shipped and the intercompany invoices will reflect the counted quantities
Drop Ship PO via Franchisor - the line will over shipped and the intercompany invoices will reflect the counted quantities
Not enough stock
A stock adjustment will be required before the stock count can be processed
The sales Order will change status to "Picked" and "Invoiced" - all lines picked will move status to "Picked" all lines with zero shipped will move status to "Unavailable" - the COGS journals will be created, the Debtor invoice created and the matching creditor invoice in the store created.
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Print the box labels
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Example label
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Franchisor does a check scan
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Stores can be setup to either
Be able to do a single scan receipt of a box (common for non-profit share ownership stores)
to not have access to single scan receipt of store batches (common for profit share ownership stores)
Use Host company flag on each store “Franchisor handles stock receipt”
open store batch screen for full scanning receipt of stock - do not allow single scan receipt (current functionality but not initiated by scan in POS)
users with access to Warehouse in/out dashboard can initiate scan from there
If a scan qty for a line is not the same as expected it must be scanned again
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After prescan - status on the batch is "Sealed"
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right click to re-open pre-scan of a Batch-Box |
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Mark Batch as dispatched when picked up by courier
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From the POS screen view the expected Items by box with expected PO's listed on the top.
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Single scan accept in store
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If not pre scanning then from the In Out Dashboard > Mark Dispatched (Store will have to scan each item to check)
You cannot Despatch a batch unless it has a Booking Ref.
You cannot Despatch a group of batches unless they all have a Booking Ref.
Dispatch when ready (can multi-select )
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Can review the items in each box
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How do I know which box items were in ?
On the Drop ship purchase order a tool tip
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In Store - view in POS of expected items
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To receipt a PO - simply scan the label
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In Store - in out dashboard
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When the box arrives in the store - from the in/out dashboard > right click to receipt
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| title | The Done Button is very importantVERY IMPORTANT to use the Done button once complete - no stock is added to the store until the done button is pressed. If the Done button is used before all items as scanned - the unscanned items will be considered short shipped... |
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When is the stock moved to being in the store ?
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if the scan is correct and more was received than sent - the system will create a purchase order variance
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What if not everything is counted ?
The system will indicate and will ask you to confirm = then will create a purchase order variance
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What if i get something unexpected in the box ?
The system will add it - it will become a purchase order variance
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Purchase Order Discrepancies
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Only available to users with the secure feature - Secure Features#SetStoreBatchCounted |
Show 'Set Scan to Sent or Reqd on all lines' button under items list of Scan Receipt form
Will set Scan quantity to Sent quantity on all lines.
If Sent quantity is null (shows as 0 in grid), will set Scan to Reqd Quantity. Note this is different to a value of zero sent which is the case in interfranchise orders.
This will allow this feature to be used for receiving warehouse purchase orders where the Sent or Invoiced quantity might not have been set.
The Done button must still be clicked to finalise the process.
Accept Store Batch Box
This may be used by the Warehouse to accept a store batch box which has not been accepted by the Store
Swap to the Store
In / Out Dashboard
Find the appropriate Store Batch
Right click on Store Batch to receive
Click on Accept pre-scanned Store Batch Box
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Flow Process
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