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Main Menu > Sales Ordering > Invoicing > Picking Run Maintenance & Invoicing

Main Menu > Warehouse > Picking Run Maintenance & Invoicing

 

 

The Picking Run Maintenance & Invoicing program allows users to confirm sales orders that have been generated and printed in the Print Picking Slips & Picking Run program, where goods have been picked and are ready to be despatched. Users can also remove orders from the picking run when they have been part picked and are waiting for more stock to arrive or when they can't be picked and have to be removed for order maintenance. Please refer to Picking, Packing & Despatch Process (Picking Run) for more information.

 

Picking Run Confirmation & Maintenance

Picking Run Confirmation & Maintenance

 

Number 1

Warehouse - Displays the warehouse the goods are being picked from. Only Picking Runs generated for this warehouse will be displayed.

Number 2

Find Sales Order (F3) - Allows users to search for a particular sales order that is on an active picking run by entering the sales order number.

Refresh (F9) - Refreshes the screen to reflect any entries that may have been updated since opening the Picking Run Confirmation & Maintenance screen.

Number 3

Active Picking Run - Displays a list of active picking runs with the date/time they were created. Where the picking run was created on a mobile device, the mobile device name will be displayed.

Number 4

Orders on Picking Run - Displays the sales orders on the selected active picking run.

Number 5

View Picking Slip - Allows users to view the PDF of the Picking Slip.

Number 6

Picking History - Allows users to view a list of the picking history.

SOE Picking History

View Pick Slip - Allows users to view the PDF of the Picking Slip.

View Pick Run - Allows users to view the PDF of the Picking Run.

Number 7

Messages - Allows users to view a list of messages attached to the Sales Order.

Messages alert

Number 8

Order Detail - Displays the product lines on the selected sales order. Double clicking a line will open the Confirm Sales Order Line screen for the associated sales order line. Please refer to Confirm Sales Order Line for more information on how to change the quantity picked or to add serial numbers.

Number 9

Confirm Order (F5) - Will confirm the sales order and navigate users to Invoice/Confirm Sales Order screen.

Number 10

Remove Order (F8) - Will remove the order from the picking run. Users will be required to enter a reason why the sales order is being removed. Please refer to Removing an Order from the Picking Run for more information.

Number 11

Mark Order as Picked - Marks the order as picked without confirming/invoicing it, this will also remove all stock from being shown in reserve.

Number 12

Delivery Printer - Displays the printer the delivery dockets and invoices will print to. Users can select an different printer by clicking magnifying glass if required.

tog_minus Invoice/Confirm Sales Order

The Invoice/Confirm Sales Order screen allows users to invoice a sales order.

 

Invoice/Confirm Sales Order Screen

Invoice/Confirm Sales Order Screen

 

Number 1

Order Number – The sales order number that is to be invoiced or click magnifying glass to search for the sales order

Number 2

Customer Account & Billing Details – Displays customers details

Number 3

Delivery Detail – Displays customers delivery details, users can select how the goods will be shipped and charge a delivery fee if required. If a freight charge was entered on the sales order, this field will automatically default to that amount.

Number 4

Order Lines – Displays a list of the products on the sales order. Double clicking a line will open the Confirm Sales Order Line screen for the associated sales order line. Please refer to Confirm Sales Order Line for more information on how to change the quantity picked or to add serial numbers.

Number 5

Order Messages – Displays current messages attached to the sales order and/or allows users to add messages to the sales order

Number 6

Confirm Order – By clicking Confirm Order or pressing F5 on your keyboard the Picking/Shipping Details screen will pop up. Please refer to Confirm Sales Order - Picking/Shipping Details for more information.
Number 7

Cancel - Will close the screen without invoicing the sales order or saving any changes made
Number 8

Sales Order Enquiry - Navigates users to the sales order/quote enquiry screen. Please refer to Sales Order Enquiry for more information.

Mark Order as Picked - Users can mark the order as picked without confirming/invoicing it, this will also remove all stock from being shown in reserve.

Number 9

Picking Confirmation (Scan Out) - Navigates users to the Picking Confirmation (Scan Out) screen. Please refer to Picking Confirmation (Scan Out) for more information.

tog_minus Confirm Sales Order Line

By double clicking a product line in the Invoice/Confirm Sales Order screen, users can amend the quantity picked of the selected product as well as enter any serial numbers (if relevant)

 

Confirm Sales Order Line Screen

Confirm Sales Order Line Screen

 

Number 1

Order - Displays the sales order number

Line - Displays the sales order line number of the selected product

U/M - Displays the selected product unit of measure

Qty Ordered - Displays the ordered quantity of the selected product

Prev Invoiced - Displays the previously invoiced quantity of the selected product for the selected sales order

Qty to Pick/Ship - Displays the quantity the system is auto-generating to be picked/shipped based on stock availability

Qty Backorder - Displays the quantity of the selected product on backorder (if any)

Quantity Picked - Allows users to amend the actual quantity picked. Please refer to Changing Quantity Picked/To be Invoiced for more information.

Number 2

Serial Numbers - Users can enter serial number/s for the selected product (if relevant)

Number 3

OK - Will save any changes and close the screen

Cancel - Will close the screen without saving any changes

tog_minus Changing Quantity Picked/To be Invoiced

When the Quantity Picked is adjusted the below pop ups will be displayed (the quantity picked can only be adjusted down. i.e. when unable to pick the full quantity).

Users will be required to select how they wish to proceed.

 

clip1313

 

OPTION A – Will backorder the quantity on the sales order, reduce the quantity begin picked either for invoicing or quantity being marked as picked, and prompt users if they wish to perform a stock adjustment (access permitting). This should be used when the stock is unable to be picked because it cannot be located (ie not on the shelf or in the bin).

 

Once confirmation has been accepted for the change in quantity users will then be asked if they would like to perform a stock adjustment on the product now, clicking Yes will navigate users to the Stock Adjustments screen.

clip0174

 

OPTION B – Will leave the original quantity allocated on the sales order and will just change the quantity of the product that has been picked to either reduce the quantity being invoiced, or the quantity being marked as picked. This should be used when the product is going to be picked later prior to invoicing and can be useful when part picking an order but the operator does not want to pick the bulky items until the rest of the order is ready for despatch.

tog_minus Picking Confirmation (Scan Out)

Picking Confirmation (Scan Out) is available when invoicing from the picking run system, or when manually invoicing sales orders, by clicking on Picking Confirmation (Scan Out) at the bottom of the Invoice/Confirm Sales Order screen.

 

Invoice/Confirm Sales Order Screen

Invoice/Confirm Sales Order Screen

 

When this button is clicked, the below screen will pop up. (The scan out screen can be set to automatically pop up when confirming an order, please contact BBS to have this feature switched on).

 

Picking Confirmation Scan Out

 

In the Picked Product (F3) field you can scan or enter a product code (BBS, OEM, supplier etc).

 

If the allocated qty is 1, it will mark the product as picked and return you to the field to scan the next item. If the allocated qty is greater than 1, the cursor will stop in the ‘Quantity Picked’ field, which will be blank, and you will need to enter the actual quantity picked, and then enter through or click Update.

 

Picking Confirmation 1

 

If you want to use the mouse to manually check off items in the list, you can do so by double clicking or highlighting and pressing enter.

If the item has an allocated qty of 1, you’ll be taken straight to the Update button so you can just press enter again to confirm. If the allocated qty is greater than 1, the cursor will stop in the ‘Quantity Picked’ field, which will be blank, and you will need to enter the actual quantity picked, and then enter through or click Update.

 

If you scan a barcode, or enter a product code that is invalid, the following message will be displayed. This could be because the barcode on the product has changed.

 

Product NOF

 

If you scan a barcode, or enter a product code that is is not on the picking slip/sales order, the following message will be displayed. This could be because the wrong product has been picked.

 

Warning 2

 

If you scan a barcode, or enter a product code that has already been confirmed, the following message will be displayed.

 

Warning 3

 

Users can reset all picked quantities back to zero by clicking the Reset Picked Quantities button.

tog_minus Confirm Sales Order - Picking/Shipping Details

Confirm Sales Order - Picking/Shipping Details Screen

Confirm Sales Order - Picking/Shipping Details Screen

 

Number 1

Order No - Displays the sales order number

Ship Via - Users can select or change the ship via method by entering another method or clicking on the drop down arrow to select another method

Ship Date - Users can select the date the goods will be shipped (Automatically populates to the current date)

Picked By - Users can select the warehouse staff member who picked the order by entering the name or clicking on the drop down arrow to select the employee

Number 2

Freight – Displays current freight charges added to the sales order or users can add/change freight charges if applicable

Num Parcels - The number of parcels the order will be packaged into

Weight (KGs) - The weight of the total order

Number 3

Courier Labels/Consignment Notes – Users can enter courier labels or consignment note numbers that will be attached to the order for delivery

Number 4

Print Despatch Labels – When ticked despatch labels will be printed

Number 5

Invoice Date – Users can select a different invoice date if required (Automatically populates to the current date) (If the date entered is not in the current month the invoice will not be updated until the system has been rolled over into the period selected)

Label Printer - Users can select which label printer to print the current despatch labels to if more than one despatch label printer is set up.

Number 6

Save & Confirm (F5)– Saves any changes made and converts the sales order into an invoice.

Cancel - Closes the Confirm Sales Order - Picking/Shipping Details screen without saving changes and navigates users back to the Invoice/Confirm Sales Order screen

tog_minus Removing an Order from the Picking Run

When an order is removed from the picking run the below screen will pop up confirming that you want to remove the sales order. Users should click Yes.

 

Remove order from picking run

 

Once users have confirmed they want to remove the sales order from the picking run, users can select a reason as to why the sales order is being removed by clicking on the drop down arrow, users are also required to select the Storeperson who is removing the sales order from the picking run. The sales order can be flagged for immediate reprint by ticking the Flag Order for Immediate Reprint box, set to not print again until a certain date and time by ticking the Do not print again until box and selecting a date and time, mark the order as picked by ticking the Mark Order as Picked box or send a SMS to the customer notifying them that their order is ready for collection by ticking the Send Customer SMS Notification for Collection box (Please refer to Send Order Collection SMS for more information), Click OK.

 

Remove order from picking run 2
  

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