Warehouse

3:46

Receive a Purchase Order

Receive PO “Q” and “A” Type Items

Access Receive Purchase Order form and receive entire PO (Q type)–three options:

1. Workflow Menu > Warehouse > POs to Receive bucket > Drill into a PO
   1. Click Receive All button in lower grid
   2. Click Save button
   3. Confirm in pop-up window
   4. Print PO receipt (or not) in pop-up window
2. Inventory Menu > Work Queues > PO Receive Q > Drill into a PO
   1. Click Receive All button
   2. Click Save button
   3. Confirm in pop-up window
   4. Print PO receipt (or not) in pop-up window
3. On any Purchase Order > Process button > Receive PO
   1. Click Receive All button
   2. Click Save button
   3. Confirm in pop-up window
   4. Print PO receipt (or not) in pop-up window

Receive a part of a PO Line Item (Q type):

1. In the QRec column of the lower grid on any Receive PO form, double click and enter the number of Items you would like to receive
2. Click Save
3. Confirm in pop-up window
4. Print PO receipt (or not) in pop-up window

Receive A Type Item (requires Serial Number input):

1. On any Receive Purchase Order form, in the grid Serial No. column, either
   1. Double click in a field and manually enter the Serial Number OR
   2. Highlight the Line Item you would like to receive and click the Assign Serial Number button (the Serial Number will be assigned for you)
   3. Click Save

Pick Items (v24.01)

8:28

Pick Items (24.01)

Path: (Workflow > Warehouse > Items to Pick) OR (Inventory > Work Queues > Parts Pick Q)

Parts Pick Q Filters tab

• Parts flag = A or Q Type Items
• Non Parts flag = Non A or Q Type Items
• Linked = records linked to a Purchase Order
• Not Linked = records not linked to a Purchase Order
• No Parts = records with no Q or A Type Items
• Pick Only = Items available to be picked or that have previously been picked
• Unreceived PO Only = records containing one or more unreceived Line Items
• Record Type: select from Projects, Calls, Orders or ALL

Parts Pick Q grid colors

• Green = available to be picked or have been picked
• Yellow = some Items are available to be picked, but not all
• Red = not available to be picked or are back ordered or PO has not been received

Pick Parts for a Project

1. Drill into a record of Type Project.  The Pick Project form will open
2. Select an Order number or ALL from the Order No. drop down menu.  An Order will only be listed here if it contains Items with a PO Release Date set AND if the Order is in APPROVED Status.  The grid will display all Items associated with the selected Order(s)
3. To pick an Item listed in the grid, copy the Line Item Master No. (for Q Type items) or Serial No. (for A Type items) into the Scan Item field and click ENTER
4. OR, in lieu of selecting one Item at a time, click the Auto Pick button to pick all Items for the which the required Quantity is available in Inventory (only functions with Q Type items).  Fully picked Item rows will display in yellow.  Item rows which could not be picked will display in white (and be listed in the Purchasing Q)
   1. Split Line button:  allows the User to split a line with Qty greater than one into multiple lines to be picked separately (only functions with Q Type items)
   2. Hold / Rtn button: allows the User to select a Line Item to not pick this time
   3. Order button: open the Order associated with the highlighted Line Item
   4. Print button:  print a Pick List or Labels
   5. Exit button: closes the form.  Note:  this is NOT a SAVE button
5. After picking all desired items, click the To Ship Q button and confirm your choice in the window that appears – this will move picked Items to the Ship Item Queue.  If you were not able to pick all Items, Q360 will ask you to confirm that you would like to partial ship the Order.  Q360 will then ask you if you would like to print labels – select yes or no.  If yes, make label printing selections in the Print Report window that opens and click the Print button

Pick an Item From the Pick Order Form (Prior to v24.01)

3:34

Pick an Order

Path:  (Workflow Menu > Warehouse > Orders to Pick bucket OR Parts to Pick bucket) OR (Inventory Menu > Work Queues > Parts Pick Q OR Orders Pick Q)

Q360 has two types of Orders:  Orders originating from the Sales Process – non Work Order Type Orders i.e. Box Sales, Orders on Projects, Orders manually added to Service Calls (found in Orders Pick Q) and Work Orders produced by the Service department i.e. adding parts or time to a Service Call (found in Parts Pick Q).  For this, once a Service person has confirmed a Work Order, it will appear in the Parts Pick Q.

1. Drill into an Order in either the Orders Pick Q or the Parts Pick Q.  The associated Pick Order form will open. Note: Branch field may be edited at this point
2. Scan field may be used to scan in the Serial Number or Asset Number of an A type item or the Master Number of a Q type Item
3. Ship button: toggles User to the next Line Item, or, when all Items have been picked, moves the Order to the Ship Queue
4. Auto Pick button: picks all Q Type Items for which the system shows sufficient inventory. Note:  This does not apply to A Type Masters
5. Change Qty button: Split qty of Q Type Masters for the purpose of a partial pick
6. Hold / Rtn button: Will hold the Order or return it to the Approval Queue
7. Order button: Returns User to Order form
8. Exit button: Exits the Pick Order form.  Note:  Pick choices will not be saved!
9. Picked Items will appear highlighted in YELLOW
10. When all Items have been picked, click SHIP button. User will be prompted with a message “Save picks and move order to Ship Q?”  Click OK.  Ship Q will open

For grid color definitions on Order Pick Queue, please see Order Pick Q Color Management

Ship Items (v24.01)

5:30

Ship Items (v24.01) – coming soon

1. Workflow menu > Warehouse > Items to Ship bucket
   1. Drill into Item (Order, Call, Project or PO) to ship in the Shipping Q grid
   2. Highlight Items to be shipped
   3. Set Delivery / Return information (defaults from Header tab of Order)
   4. Set Courier / Waybill information if applicable
   5. Add Freight cost if applicable by clicking “Add Freight” button
   6. Click Ship button
   7. Confirm in pop-up window
   8. Print Packing Slip (or not) from pop-up window
2. Inventory menu > Work Queues > Ship Q
   1. Drill into Item (Order, Call, Project or PO) to ship in the Shipping Q grid
   2. Highlight Items to be shipped
   3. Set Delivery / Return information (defaults from Header tab of Order)
   4. Set Courier / Waybill information if applicable
   5. Add Freight cost if applicable by clicking “Add Freight” button
   6. Click Ship button
   7. Confirm in pop-up window
   8. Print Packing Slip (or not) from pop-up window
3. Pick Order form (Order > Extended Menu > Pick This Order)
   1. Highlight Items to be shipped
   2. Set Delivery / Return information (defaults from Header tab of Order)
   3. Set Courier / Waybill information if applicable
   4. Add Freight cost if applicable by clicking “Add Freight” button
   5. Click Ship button
   6. Confirm in pop-up window
   7. Print Packing Slip (or not) from pop-up window

Ship Items (Prior to v24.01)

2:37

Ship an Order

Access the Ship Order form—three options:

1. Workflow menu > Warehouse > Orders to Ship bucket
   1. Drill into Item (Order) to ship in the Shipping Q grid
   2. Highlight Items to be shipped
   3. Set Delivery / Return information (defaults from Header tab of Order)
   4. Set Courier / Waybill information if applicable
   5. Add Freight cost if applicable by clicking “Add Freight” button
   6. Click Ship button
   7. Confirm in pop-up window
   8. Print Packing Slip (or not) from pop-up window
2. Inventory menu > Work Queues > Ship Q
   1. Drill into Item (order) to ship in the Shipping Q grid
   2. Highlight Items to be shipped
   3. Set Delivery / Return information (defaults from Header tab of Order)
   4. Set Courier / Waybill information if applicable
   5. Add Freight cost if applicable by clicking “Add Freight” button
   6. Click Ship button
   7. Confirm in pop-up window
   8. Print Packing Slip (or not) from pop-up window
3. Pick Order form
   1. Highlight Items to be shipped
   2. Set Delivery / Return information (defaults from Header tab of Order)
   3. Set Courier / Waybill information if applicable
   4. Add Freight cost if applicable by clicking “Add Freight” button
   5. Click Ship button
   6. Confirm in pop-up window
   7. Print Packing Slip (or not) from pop-up window

0:46

Ship a PO to a Vendor for Vendor Return

Ship a PO to a Vendor From a Vendor RMA

1. Inventory > Work Queues > Ship Q
2. In the Ord. Type column, look for RMARETURN Type Orders
3. Drill into an Order.  Ship RMA to Vendor form will open
4. Highlight the Item to return to Vendor from grid
5. Select a Courier from the Courier drop down menu and enter a Waybill number if you have it
6. Click Ship button

2:27

Create a Master Part Number

Create Master Part Number

Path: Inventory Menu > Master (a blank Master form will open)

1. Click the ADD button.  A new Master window will open
2. Fill in the fields for which you have information
3. Click Save

Note: once saved, a Master number may only be changed by using the Extended Menu option “Change Master No”

4. On the Details tab, you may again enter EDIT mode and add additional information such as Selling Price, GL Account, etc.
5. Save

1:50

Adjust Quantity Up/Down for “Q” Type Master

Outside of the regular Physical Inventory Count process, you may find you need to adjust On Hand Quantity – up or down – for “Q” Type Master at a given Branch

Path:  Master form > Master tab > Extended Menu > Adjust Quantities

1. Select Adjust Quantities (the Adjust Inventory form will open)
2. Select Company, Branch, Adjustment Account, and add Comment relating to adjustment
3. Enter new Quantity in New Qty column
4. Save

Inventory adjustments may be viewed with proper permissions on the Trans tab of the Master form

1:50

Add Asset, increasing Quantity for “A” Type Master

The typical method to increase the On Hand Quantity for an “A” Type Master is to receive it on a Purchase Order.  However, if that is not how the Asset record was brought into the Warehouse, you may add an Asset record which increases On Hand Quantity for an “A” Type Master, and defaults to AVAILABLE status with the appropriate accounting entries

Add Inventory for an A Type Master:

1. On the Master form, click on the Extended Menu
2. Select Add An Asset.  A window will open asking for confirmation.  Click Yes
3. A Create Asset window will open.  Fill in the required information including the Account No.  and click Submit
4. Inventory adjustments made may be viewed on the Trans tab of the Master form

1:37

Scrap Asset, decreasing Quantity for “A” Type Master

Scrap an Available Inventory Asset, decreasing On Hand Quantity for an “A” Type Master

Scrap Asset for A Type Master:

1. On the Master form, click on the Asset tab
2. Refine your search using the fields at the top of the form and click the Find Assets button
3. In the Assets grid, drill into the Asset you would like to scrap.  The Asset form will open
4. Click on the Extended Menu of the Asset form and select Scrap This Asset
5. A window will open asking you to confirm this action.  Click Yes
6. A Select Account window will open asking you select a Scrap Account.  Select a Scrap Account and click the Save button
7. A window will open asking you to confirm the change from Available to Scrapped.  Click Yes
8. Inventory adjustments may be viewed on the Trans tab of the Master form with the proper permissions

1:09

Set Asset as Missing, decreasing Quantity for “A” Type Master

Set an Asset record as Missing, decreasing On Hand Quantity for an “A” Type Master

Mark and A Type Master Missing

1. On the Master form, click on the Asset tab
2. Drill into an Asset line. The Asset form will open
3. Click on the Extended Menu and select “Set to MISSING”
4. The Status will change from AVAILABLE to MISSING upon Master form refresh
5. If you have the proper permissions, you may view Inventory adjustments on the Trans tab of the Master form

2:31

Transfer Branch to Branch for “Q” Type Master

Transfer Branch to Branch for a “Q” Type On Hand Inventory Master, including From / To a Technician

Transfer Q Type Masters to Branches:

From Workflow > Warehouse OR From Inventory > Transfer Inventory form

1. Click on Transfer Inventory bucket. Transfer Inventory form will open
2. Select Branch to transfer from
3. Select Branch to transfer to
4. On the Item line in the Transfer Inventory grid, select quantity to transfer using the Trans. Qty column
5. Click Transfer button at bottom of form
6. Transfers will appear on the Trans tab of Master record
7. Note: on the Transfer Inventory form, you may alternatively scan an Item Number into the Scan Item field. These Items will then appear in the Scanned Inventory grid.  Follow steps 2-5 above

From Master Extended Menu

1. Click on the Extended Menu of the Master form
2. Select Transfer Branch to Branch option. A Transfer Inventory window will open
3. Select the From Branch and the To Branch
4. Enter the desired transfer Qty
5. Click the Save button

1:49

Transfer Branch to Branch for “A” Type Master

Transfer Branch to Branch for an Asset record for “A” Type Inventory Master, including From / To a Technician

Transfer A Type Masters to Branches:

From Workflow > Warehouse OR From Inventory > Transfer Inventory form

1. Click on Transfer Inventory bucket. Transfer Inventory form will open
2. Select Branch to transfer from
3. Select Branch to transfer to
4. Scan the asset serial number into the Scan Item field
5. In the Scanned Inventory grid, on the item line, change the value in the Trans. Qty column to 1
6. Click the Transfer button
7. Transfers will appear on the Trans tab of Master record

From the Asset form

1. Click on the Extended Menu of the Asset form
2. Select Transfer Branch to Branch option. A Transfer Inventory window will open
3. Select the From Branch and the To Branch
4. Click the Save button

2:23

Tech Return of un-used Master

Tech Return of un-used Masters from Technician Inventory obtained as a result of Branch Transfer, or Shipped “Release To Tech”

Return Un-used Masters From Technician Inventory

For Q or A Type Items on an Order:

1. Inventory Menu > Tech Returns. The Return Inventory window will open
2. Select the Technician from the drop down window
3. Highlight the Item you would like to return. If the Item is already on an Order, there will be a Contract No. listed
4. Click the Return Selected button and confirm

For Q Type Items not attached to an Order:

1. Inventory Menu > Tech Returns. The Return Inventory window will open
2. Select the Technician from the drop down window
3. Highlight the Item you would like to return. There will not be a Contract No. listed
4. Click the Return Selected button and confirm

Note: with proper permissions, you may be able to see these transactions on the Trans tab on the Master record.  Tech returns will display as Inventory Transfers

3:40

Perform a Physical Inventory Count

Perform a Physical Inventory Count

1. Inventory Menu > Physical Inventory Count
2. Click on the Search button to find and resume previous unfinished Inventory Counts
3. From the Extended Menu, select Add to Count
4. OR, to start a new Inventory Count, click on the Add button on the Physical Inventory form. The Add Physical Inventory Count form will open
5. Check the Inventory Lock checkbox and confirm this action in the pop up window
6. From the Extended Menu, select Print Variance Report – this is your checklist.  Right click and Export to Excel to print and carry with you if needed
7. From Extended Menu, select Add to Count
8. For Q type items, enter the Master Number in the Scan Code field or use a scanner to add the Master Number here
9. Enter the Item Qty and Location
10. Click the Save button
11. For A Type Items, add either the Serial Number or Asset Number, the Qty and the Location and then click the Save button
12. When the count is completed, select the Complete the Count option from the Extended Menu (once this has been done, you will not be able to add any more Items to the count)
13. Confirm that you wish to remove the Inventory Lock in the pop up window that opens
14. Complete any variances as needed using the Var. Used column in the Inventory Items grid (see additional instruction below)
15. Save the form

Remove an Item From a Physical Inventory Count

1. On the Inventory Items grid, highlight the Item
2. From the Extended Menu, select Remove Selected Items from Count
3. Confirm removal in the pop up window that opens
4. Note: Removed Items may be restored to the count by using the Extended Menu option Restore Removed Items

Apply a Variance:

1. On the Inventory Items grid, highlight the Items to which you would like to apply a variance
2. From the Extended Menu, select Apply Variance to Selected Items
3. Confirm this action in the pop up window that appears (note: this will also post GL entries to adjust the balance of your Inventory accounts)
4. When adjustments have been made, from the Extended Menu, select Close the Count and confirm this action in the pop up window that appears (this will lock the count and no other changes or adjustments may be made)

Scenario Example of End-to-End Flow:

• Customer RMA, Return to Vendor with Replacement to be sent back to Customer
• 

  7:14

  End-to-End Flow: Customer RMA, Return to Vendor with Replacement

If you find Inventory Stock that needs to be returned to the Vendor, you can initiate a Return to Vendor.  Determine if you expect the process to involve:

• No Vendor replacement
• With Vendor replacement