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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
Late Store Batch emails
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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
Anytime can select another one to work on then go back to one you were previously on - there is only one at a time - so can simply select the destination on the front of the form.
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Intra-Franchise Orders MUST be completely picked as part of the store batch. Unpicked items will be considered short shipped. |
Adding sales order and dropship via warehouse purchase orders to a store batch
The warehouse in/out dashboard provides a right click option to add transactions to a store batch. Alternatively a dropdown is displayed of all orders that are travelling from the franchisor to the store of the Store Batch.
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If a Drop Ship PO via Warehouse has one or more lines with an invoice quantity already that is not linked to the Batch Box it cannot be included. |
Ready to Scan
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When you scan the first item - the batch is created (if there was not one already) and the first box is created and the item is added to the box.
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Right click to set a line to zero - the line will remain in "Plan" Status with the "Ship QantityQuantity" set to zero and the line value set to zero.
Scan of items stored in carton quantities will add the carton quantity.
Scan Locks
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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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Adding Boxes
Boxes can be added anytime.
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Just Keep Scanning items into boxes - if you select "List Option" = Hide Completed then the list will only show the items you are still trying to find
Cannot find an item
Right click to set the counted quantity to zero
The Sales Order line will remain in "Plan" status and the "Shipped Quantity" will be set to zero and the line value will now be zero.
Scanned too many warning
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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Set counted to zero option - The Sales Order line will remain in "Plan" status and the "Shipped Quantity" will be set to zero and the line value will now be zero.
Clear Counted - removes the count in "Shipped Quantity" on the sales order ready to start again.
Print Labels for the Boxes anytime
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 Store Batches - sending multiple orders in a single batch#AddingBoxes Users with Secure Features#OverrideStoreBatchLock can remove others store batch locks |
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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) |
Warnings
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
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The Purchase Order (in the store) will remain in "Sent" status but will now be "Invoiced, the line status will remain in "Plan"
Print the box labels
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Example label
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Note that the box label is scanned in store POS on receipt of the box
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Franchisor does a check scan
Note: there is a 2nd scan required in all cases
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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Warehouse in/out dashboard - find the store batch out if wanting to prescan > right click to re-open pre-scan of a Batch-Box |
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Mark Batch as dispatched when picked up by courier
The batch cannot be received by the store until the warehouse has marked it as dispatched
From the batches screen > Mark the batch as dispatched
OR from the warehouse in/out dashboard mark the batch as dispatched
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When batches are dispatched from the warehouse, any drop-ship via warehouse POs in the batches will be marked as Shipped (Departed Supplier) if all non-cancelled lines in the PO are now in a dispatched batch. The POs will then not show in the Shipments In/Out dashboard.
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The Purchase order remains as "Sent" and "Invoiced" and the lines change to either "Scanned" if stock is arriving or remain as "Plan" if stock is not arriving
View the expected boxes in store
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
San the store box label in the POS
Store does not need to scan check - simply scan the box using the POS. All stock is now in the store inventory and can be put away.
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The Sales Order in the Franchisor will move status to "Delivered" and "Invoiced" and the lines will not change status from "Counted" for lines with a shipped quantity and "Plan" for items with no shipped quantity.
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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Use Dispatch Button on the batch - or MultiSelect batches then rightclick
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
The POS has a view of inbound purchase orders.
To receipt a PO - simply scan the label
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In Store - in out dashboard
If the label cannot be scanned to the POS then can use the store in/out dashboard
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Right click to process if the box label has not been kept.
In Store - Receiving the Boxes (when the store needs to scan each item)
When the box arrives in the store - from the in/out dashboard > right click to receipt
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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 ?
After the DONE button - until then it is considered in transit.
ONLY COUNTED STOCK IS ADDED TO THE STORE
What if I scan too many?
There will be a warning displayed and a sound - you can manually adjust the count if you need to
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
Single Step Receipt
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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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