Inventory Pro Quick Guide

Contents

SSEC Quick Guide. 2

Inventory – Entering /
Editing Parts. 2

Suppliers Catalog. 4

Inventory Locate / Move. 6

Moves Between Warehouses. 8

Cycle Counts. 10

Counts with a Printout. 10

Cycle counts with the
Mobile Program.. 11

Posting Mobile Cycle
Counts to the System.. 13

Purchase Orders. 14

Purchase Order Header
Process: 14

Viewing / Receiving Open
PO’s. 15

Shipping Orders. 17

Entering a Customer. 17

Shipping Order Header. 18

Shipping Order Line Items. 18

Quotes and Drop Shipments. 19

FE Process. 20

FE Completing an Order
with the Mobile Site. 21

 

 

SSEC Quick Guide

Inventory – Entering /
Editing Parts

From
the “Item Master” list click when
configuring an item, there are a few key points to note:

1.      
Item ID – this is the identifier for the
item.  Typically, this is also the
contents of the “Barcode.”   Best
practice recommendation is to use the text from the barcode that is on the
item.

a.      
Note if you have multiple suppliers (Vendors)
for an item with different prices and part numbers you can use the “Suppliers
Catalog” in order to reconcile this. 

2.      
Description – The description is important when
a user is trying to find the item. 
Please use relevant descriptors in order to make finding the item easy.   We have standardized on “Manufacturer” then
“Description like below:

Terrawave
2.4 GHz, 5 dBi, OMNI Mast w/36 in RPTNC

3.      
Category – this is useful for both reporting and
filtering.   For our use we are putting
the “Manufacturer” also in “Category”

4.      
Re-Order Levels – This section should be
ignored.   Re-order levels are added from
the Item Master Screen shown below:

 

 

5.      
Serialization – This allows the product to be
traced by serial number.   Useful if you
need to know what serial numbers are sold to which customers.

6.      
Assemblies
– Identifies that the item is a “Make” that is created with Raw Materials from
a “Work Order.”

 

7.      
Units
/ Costs – There can be many different sell prices based on a “Price Level”
assigned to the customer.  Multiple costs
/ Suppliers are handled through the “Suppliers Catalog”.

 

8.      
Pictures – Up to 20 pictures can be added per
item.

 

Suppliers Catalog

The system has two different ways it handles suppliers and
costs.   If an item is only obtained
through one supplier then that information can be added in the item master
record as above.   If an item is obtained
through multiple suppliers then the “Suppliers Catalog” should be utilized.

In
order to use this feature there are two lists that have to be populated.   The first is the supplier itself.  This is found in “Orders / Suppliers”.

 

Next
a record that relates a supplier to an item must be created.   There can be an entry for each item with
every supplier although that is not necessary.

 

 

 

 

 

 

 

 

 

 

 

 

Inventory Locate / Move

The
“Item Master” list is great at displaying what parts you have and summarizing
how many you have however it doesn’t show you where your inventory is.  To see that, click on the “In Stock” number
displayed on the “Item Master” list.

 

From the “Locate / Move” screen other than seeing
where your inventory is it also lets you “Move Units”.   To do this all that needs to be done is
select the “To Location” (Must be within the Same Warehouse), at the top and
“Mark” the line you want to move and click “Move Units”

 

 

The above procedure will move all 8 units or the
entire line item.    What if you only
want to move 2 units?  This can be done
with a “Stock Split”.  To do this click
the “Units” and then enter how you want to split.

 

 

 

 

Now there are two lines that
can be “Marked” for moving. 

 

Moves Between
Warehouses

Item
movement from one warehouse to another is considered a “Transit”.   A Transit consists of two transactions “Put
In Transit” and “Receive From Transit.”

Now the
two itmes that were placed in transit do not show as available inventory, those
items are “On Hold” waiting for them to be “Received From Transit.”

The “Transit Slip” can be brought up in a few
different ways:

1.      
Click on the “Hold” quantity then “Receive From
Transit”

2.      
Goto “Inventory”
then “Locate Move” then Click on the “Receive Units In Transit”

To
finalize the move, simple select the “To Warehouse and To Location” in the new
warehouse, then “Mark” and finally “Receive Units”.

 

Now
you can see there are 8 in stock again if you select “All Warehouses” in the
filter box:

If you click the “8” to see where they
are it will now display stock in both warehouses.

 

Cycle Counts

The purpose of a “Cycle Count” is to update an incorrect
quantity in the system.   The actual
counting can be performed with a printout or with a tablet but the approval /
inventory updating must occur in the desktop interface of the program.

Counts with a Printout

Go to Utilities / Other Utilities / Cycle Count Utility

A
cycle count is a system record which has a number.  In the example below the user has created 3
cycle counts and posted two of them:

Once
a count is posted, it is complete.   To
start a new count click “Run New Cycle Count”

Cycle counts with the Mobile Program

The great thing
about using the mobile for cycle counts is the use of the barcode scanner with
the user interface being right in front of the items the user is counting.

Posting Mobile Cycle Counts to the System

Performing a mobile cycle count does not actually change the
counts in inventory.  You have to go back
to the Cycle Count Utility in order to post those transactions.

Go to Utilities / Other Utilities /
Cycle Count Utility

 

The system assumes that the entire
location was counted and displays all of that location.   If the user counted items from more than one
location then all of the items in each location that was touched will
display.   This does not mean that you
have to post zeros to all of the other items.  
Simply check the “Post” checkbox to the items that you want to apply to
the inventory and leave the others blank. 
To complete the post click the “Post Receipts and Issues” button.

Purchase Orders

The idea of a purchase order is an item or set of items that
have to be either ordered for a customer order or for inventory.   An
item can be placed on order with one or multiple suppliers, then received in as
the supplier order arrives.  An
individual PO can only go to one supplier, but multiple PO’s are allowed for
the same item at the same time.

For normal product ordering (PO’s) go to “Orders /Purchasing
-> Create Purchase Order”.

 Purchase
Order Header Process:

The “Order Header” Screen will require
the “Order Number”, “Supplier”, “Ship To” and “Bill To”.   

 Once “Save” is clicked the “Line Items” tab at
the top will appear.

Click “Add Line” in order to add an item to the order.

 

When
you find the “Item”, you want simply click on it to add it to your order and
change the “Units” that are required.

From here another line can be added or you can click “Save”
to finish the order.

Viewing / Receiving Open PO’s

Goto
“Orders” then “Purchase Orders” to view supplier orders that have not yet been
fully received. 

To
receive items on the order click the
“Order” number, then “Line Items” and then “Receive.”

 

In the example below, the setting “Uses
Serial Numbers” is enabled for this part. 
This requires that the serial numbers are collected.   The other required field is the location
where the part is to be stored which will default to that parts “Default
Location” in the “Item Master” record when the part was setup.

Note

 

 

Shipping Orders

Shipping orders are for items going from inventory to a
customer for a project.  The “Shipping Order”
number will be the “SSEC Project Number.”  
If multiple orders are required we will use a -1, -2, -3 after the
project number.  For example, for a
project P10213 the shipping orders will be P10213-1, P10213-2, etc.

For normal Shipping Orders (SO’s) go to “Orders /Shipping
-> Create Shipping Order”.

Entering a Customer

First note, before a “Shipping Order”
can be entered a customer must be entered.  
Customers are found Orders / Shipping / Customers/Contacts.

 

 

Shipping Order Header

The required fields are “Shipping
Order”, “Warehouse” and “Ship To”, fill out the rest that is helpful and press
“Save” in order to enter the line items just like we do in the “Purchase Order”
screens.

Shipping Order Line Items

Like “Purchase Orders” once the header
record is “Saved” a “Line Items” tab will appear at the top of the screen.

Here the individual items that are to be
ordered for the project are entered. 
Click the “…” by the “Line1” to open the “Search” screen to begin
selecting the items.

To select the item (part) simple click on the number.

 

 

 

 

 

 

 

 

 

 

 

Continue selecting parts until the order is complete.

Quotes and Drop Shipments

There
has been a feature added for “Quotes” and another for “Drop Shipments”   A quote or drop shipment is a purchase / shipping
order with a status flag set see below:

Quote Behavior – If a shipping order is set to “Quote” then
the system will not allow it to be shipped.  
The status of the order must be changed to “Order” so that it may be
fulfilled to the customer. 

Drop Shipment Behavior – when a shipping order is set to
order type “Drop Shipment” it is not expected to have to be received in.   This allows an order to be placed in the
system and flagged that it went directly to the customer.   These orders are hidden from the mobile.

 

 

FE Process

There are several steps to fulfilling a project
correctly.  We have determined that the
steps below are the best approach:

·        
Put a shipping order in the system.   This can start out as a quote and be changed
later or can go directly to being an order. 

·        
At the time the order is being entered, we will
not know who the FE is so the order is assigned to the SSECWH warehouse.  

·        
When the project is approved and underway, the
shipping order warehouse must be changed to the FE’s warehouse.

·        
All of the items must be transferred to the FE
using a transit slip and “Place Items In Transit” on the “Locate / Move”
screen.

·        
The FE must log into their warehouse and use the
“Receive Units in Transit” option also in the “Locate / Move” screen.

·        
FE is now able to “Ship” the order.

 

FE Completing an Order with the Mobile Site

The FE can login, the menu below will display.

·        
Select View Shipping Orders (or Search Orders if
you know the number).

·        
Select the order in question, in this example it
will be “ABR3”

·        
Select the items to issue to the customer or use
the “Select All” button

·        
Select “Complete Order”

·        
The line items will display one last time for
confirmation also giving the user the ability remove any one item from the
order.   Click “Issue” at the top in
order to complete the order.