Table of Contents
/wiki/spaces/DEV/pages/33036813
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
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:
Emails sent after 2:30 am daily.
Sent to users with 'Receive Late Store Order Batches' secure feature for stores in their context.
Store order batches will be reported if they are in Despatched status and the Expected date is before today.
(Expected date is set to the next working day after the batch is created.)
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
Only ONE store batch exists for each store at any one time. To create a new one the current one must be processed using "All boxes Picked and Packed"
Selecting a store will find the existing store batch if one exists.
A new store batch is not created until the first scan is done of a product.
The franchisor selects one of the orders to process - the lines will now be ready to scan.
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.
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.
If a Sales Order includes parts then the Franchisor Debtor record for this store Standard Profile must be set to Is Distributor (B2B) .
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
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.
The sales order does not change status from "Picking" and the line remains at "Plan" - however the "Ship Quantity" will now have a value equal to the number scanned. No Journals are written at this stage.
Right click to set a line to zero - the line will remain in "Plan" Status with the "Ship Qantity" set to zero and the line value set to zero.
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:
When a user scans an item into a box they put a lock on the batch.
The user will be in the 'Show users with lock' popup grid.
The lock will also show as Type Start, Notes Scan, in the Log on the Log/Audit tab.
If a user has a lock on the current batch then the 'Release My Batch Lock' will be enabled.
Clicking this button will release the lock.
This should be done when a user has finished scanning items into a box.
Removing items from a box will not release the lock.
The release will also show as Type Stop, Notes Release, in the Log on the Log/Audit tab.
The batch lock prevents any user from clicking 'All boxes picked/packed' until all locks on the batch have been released.
The batch lock does not prevent this or other users from adding to or removing from boxes in the batch.
A user with secure feature 'Override Store Batch Lock' can right click a user in the 'Show users with lock' list and override the lock.
The override will also show as Type Stop, Notes Override, in the Log on the Log/Audit tab.
The user who overrode will be named in the Related column.
Just keep scanning
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
Adding Boxes
Boxes can be added anytime.
Each box will indicate if it contains only parts (ie "Buy Only" SKU's - or Accessories (non part items) or both.
When ready - can create a second box. Anytime flip between boxes the items scanned will go to the selected box
Because parts tend to go to a different area than non parts. The boxes indicate if they have parts, some parts or no parts
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
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
Can reduce the scan by one if you made a mistake - or clear the scan for a product completely
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
When Finished - All Boxes Picked - will move to Sealed
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
This process is not reversible. Status will move to "Sealed"
Warnings
If the counts are not as expected - a warning box will show and also a list of the issues found
The Details of the warning
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.
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
Example label
Franchisor does a check scan
2nd scan 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
After prescan - status on the batch is "Sealed"
right click to re-open pre-scan of a Batch-Box
Mark Batch as dispatched when picked up by courier
From the batches screen > Mark the batch as dispatched.
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.
The sales order changes status to "Dispatched" and remains "Invoiced" - the lines do not change status from "Picked" if stock is being sent or "Unavailable" if the ship qty is zero
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.
Single scan accept in store
San the store box label
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.
Or right click in the shipments dashboard in the store.
PO Status will move to "Received" and "Invoiced" - the lines in any box scanned will move to "Counted" status. The sales order and lines do not change status.
Once all boxes are received the PO status will be "Closed" and "Invoiced" and all lines (including for zero quantity) will be "Counted" status.
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 )
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.
Use Dispatch Button on the batch - or MultiSelect batches then rightclick
Can review the items in each box
How do I know which box items were in ?
On the Drop ship purchase order a tool tip
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
In Store - in out dashboard
If the label cannot be scanned to the POS then can use the store in/out dashboard
Each box will show as a separate line - and the number of lines that are still remaining to count (ie in plan status) will show in brackets
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
The Done Button is very important
VERY 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...
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
What if not everything is counted ?
The system will indicate and will ask you to confirm = then will create a purchase order variance
What if i get something unexpected in the box ?
The system will add it - it will become a purchase order variance
Purchase Order Discrepancies
Single Step Receipt
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
