Round Tripping Invoices
- Stores create a Purchase Order in their system for whatever Supplier they need (e.g. CH-Steves Liquor)
- With regards to units vs. case quantities, this becomes a data setup issue. The Supplier Code for Supplier CH-Steves Liquor, for example, becomes the case code, not the unit code. The stores will then be ordering # number of the case codes – making the process easier for picking purposes
- Once they save it, they have the option to export it to a SwiftPOS format (current export formats are to csv and HLW formats)
- This order is then emailed to whatever email address is Setup in the Supplier record (e.g. your email address)
- You (the Warehouse) retrieve this email and save the attached order to a folder on your local PC
- From SwiftPOS Back Office POS, you will then have an option to import the order.
- From here you can make changes, create a picking slip etc. as per usual
- Once you have finalised this, you will then be able to send the invoice via email back to the store
- The store then picks up the email – and processes it in exactly the same way as if it were an invoice from SIL
- If the original purchase order number on the electronic invoice matches a pending purchase order number for that Supplier, the pending purchase order will be deleted upon saving the invoice. This eliminates the problem of having a heap of pending purchase orders that have never been retrieved due to the fact that they have been retrieved as electronic invoices
- Even though this process involves more steps and is effectively sending the order out, and then back in, then out and back in again, we thought that this might ultimately be the better process, as it means for the stores, they treat all electronic invoices exactly the same way (whether they be from SIL or from the Steve's warehouse), and also, if we get other Duncan's bottle shops onto the system that also buy from you, we can then say that we are able to interface both with SIL and Steve's liquor
Distribution Centre Order/invoicing Process
Purpose: Explanation of Settings and processing steps required by both Sites and Distribution Centre to manage goods ordering and receiving.
There is now an additional setting in the Location Edit screen to set the Location as a “Warehouse Location”. This setting must be enabled for the Distribution Centre Location.
- Remote Store creates purchase orders by PDE to relevant Suppliers. Orders will be saved as Unauthorised.
- Distribution Centre opens each order and modifies them as required (the Location will not be changed) then changes the order to Authorised, sends the order to the Supplier and saves the order.
- Distribution Centre receive the goods and Suppliers Invoice, and process via Supplier Invoices. The invoice will be recalled from the available Authorised Purchase orders, changes made as required and then, most importantly, change the receiving Location to that of the Distribution Centre before committing. Note : If the selected Location in the Supplier Invoice screen has been set to a Warehouse Location an additional checkbox will become available on the lower left section of the screen to mark the invoice as “Warehouse Stock Only”. This will exclude the invoice from being available in SwiftPOS Back Office SwiftPOS Touch terminal.
- Distribution Centre will open SwiftPOS Back Office POS, select the appropriate Price Level then select the “Retrieve Supplier Invoice” button, select from the available invoices which will import the items into the sales screen. The original Purchase order number and Location will be displayed for the imported Invoice. Then the appropriate account for the Remote Store is selected and the invoice is finalised to “Account Charge”. This will generate the Supplier invoice as a “Pending Invoice” for the Order Location and mark the retrieved invoice as processed.
- Remote Store will be able to access the newly created invoice immediately. Once the Goods have arrived (so they can check off the order) they can complete the Pending invoice, change pricing if required and sell items as normal.
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