Table of Contents

Store Batch process

Store Batches are used by Franchisors to send products to Franchisees.

Why?

1. Deliveries are frequent

2. It is common for a single delivery to have multiple orders

   1. Intra-Franchise Orders (Sales Order from the Franchisor to the franchisee with mirror PO created in Franchisee)

      1. New stock items / urgent stock / special requests etc

      1. Parts replenishment

      2. Accessories replenishment

      3. Consumable items

      4. etc

   2. 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 )

      1. 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

3. It is important to check at both ends - this is done using scanning

   1. Every product that departs

   2. 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

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

Open

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.

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.

Ready to Scan

Open

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 Quantity" set to zero and the line value set to zero.

Scan of items stored in carton quantities will add the carton quantity.

Scan Locks

Just keep scanning

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

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

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

Note: there is a 2nd scan required in all cases

Stores can be setup to either

1. Be able to do a single scan receipt of a box (common for non-profit share ownership stores)

2. to not have access to single scan receipt of store batches (common for profit share ownership stores)

   1. Use Host company flag on each store “Franchisor handles stock receipt”

   2. 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)

      1. users with access to Warehouse in/out dashboard can initiate scan from there

      2. 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"

Mark Batch as dispatched when picked up by courier

From the batches screen > Mark the batch as dispatched

1. OR from the warehouse in/out dashboard 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 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.

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)

1. You cannot Despatch a batch unless it has a Booking Ref.

2. 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

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

See Purchase Order Variations

Single Step Receipt

1. Show 'Set Scan to Sent or Reqd on all lines' button under items list of Scan Receipt form

2. Will set Scan quantity to Sent quantity on all lines.

   1. 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.

      1. This will allow this feature to be used for receiving warehouse purchase orders where the Sent or Invoiced quantity might not have been set.

3. 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

1. Swap to the Store

2. In / Out Dashboard

3. Find the appropriate Store Batch

4. Right click on Store Batch to receive

5. Click on Accept pre-scanned Store Batch Box

Flow Process