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Logistics

Logistics

The Logistics group in the main menu contains all of uzERP’s logistics related activities: Sales, Purchasing, Despatch, etc.

1 - Delivery and Despatch Schedule

A Calendar view of all of the activity in the warehouse.

2 - Despatch

Manages the despatching function and warehouse operations.

Orders for Despatch

Warehouse Operations

3 - Goods Received

See: Setting the location for goods received

4 - Orders for Despatch

A view of all the Sales orders that are ready to go.

5 - Purchase Invoice Register

Purchase Ledger Invoices are entered from within the Logisitics area. Going to Logisitics > Purchase Invoicing > Purchase Invoices shows a list of Supplier invoices and their current status along with processing actions in the sidebar.

Creating Invoices

Action: New Invoice

The New Invoice action creates a new invoice against a supplier. A GRN number can optionally be entered against each line, but products and quantities cannot be entered or selected. This method of creating invoices can be used when you don’t need a purchase order or GRN, but need to register an invoice for payment.

Do not use the New Invoice action for invoices against blanket/call-off or orders for stock items. When this type of invoice is matched, the purchase order line will be considered complete and marked as invoiced, no more deliveries will be able to be received against it. Always use Create Invoice from GRN for blanket/call-off or orders for stock items.

Action: Create Invoice from GRN

[[Received|Modules/Logistics/Purchasing/Receiving]] purchase order lines will have a GRN (Goods Received Note), which can be used to create a supplier invoice. The Create Invoice from GRN action shows a list of GRN lines that can be selected to create an invoice that mirrors an invoice received from a supplier.

Matching Goods Received to Invoices

When an invoice is received against an order it can be matched against a Goods Received Note (GRN) by going to Purchase Orders > Create Invoice From GRN.

If an invoice is entered then subsequently needs to be matched go to Logistics > Purchase Orders > Purchase Orders > Match GRN to Invoice - you can post match an old line to an old invoice, assuming the invoice shows up in the drop down.

6 - Purchasing Order Processing

Purchase Order Processing allows for the management of supplier purchase orders for both goods and services.

Please see the Purchase Order Processing How To for some answers to common questions.

Suppliers

Before any orders can be processed suppliers must be set up on the system. This is achieved by first entering an account via Contacts > Accounts. The Account must be flagged as a supplier in the category section.

Once the contact details are added the supplier must be initialised in the Purchase Ledger under Accounts > Purchase Ledger > View Suppliers > Add Supplier. Here details relating to payment, VAT status, etc can be updated.

Products

Menu:

  • Logistics > Purchase Orders > Products
  • Logistics > Purchase Orders > Product Lines

The Product and Product Lines options are used to define the product catalogue for purchasing. In a manufacturing or wholesale environment, most product lines will be linked back to a stock item as well as to a defined supplier.

Using products is optional, order lines can still be entered on-the-fly by just entering a price and description. This enables one-off items to be purchased without the overhead of defining a product. For regularly purchased items the use of products is highly recommended. For stock controlled items the use of products is mandatory

Each product holds the following information:

  • Product Group - use this drop down to pre-select the product group of the item where the item is stocked
  • Stock Item - if the item is stocked, relate this price to a stock item
  • Description - a description for the item - this is defaulted to the item description where the product is a stock line
  • UoM - the unit of measure
  • Tax Rate - whether the item is taxable and the rate of tax to charge
  • GL Account - the GL account where the purchase is to be credited
  • Cost Centre - the cost centre where the purchase is to be credited
  • Start Date - the effective date of the price for this product
  • End Date - this can be used to ‘close off’ products so that they are no longer valid and cannot be used

Product Lines

Once a product is added individual price combinations can be added for suppliers and dates. Each product can have multiple lines to denote different suppliers for the same item. In addition the system can be used for time based pricing where a supplier increases (or decreases) prices over time.

Each product line holds the following information:

  • Supplier - the supplier for this price, leave blank to have this price available from ALL suppliers
  • Supplier Product Code - if required, enter the supplier’s code here for those situations where the supplier’s code needs to be quoted on documentation
  • Description - a description for the item, defaulted to the item description where the product is a stock line
  • Currency - the currency for the price (based on the customer’s currency)
  • Price - calculated based on gross price and discount matrix for the customer/type/discount combination
  • GL Account - the GL account where the purchase is to be credited
  • Cost Centre - the cost centre where the purchase is to be credited
  • Start Date - the effective date of the price for this product
  • End Date - this can be used to ‘close off’ product lines so that they are no longer valid and cannot be used
  • EAN - can be used to implement bar coding

When viewing Products or Product Lines, the default search selects records that are current at today’s date. Anything that has an end date in the past or start date in the future will not be listed.You can clear the Current At date search to show all past, present and future products/lines or set Current At to an appropriate date.

Order Processing

Orders are entered by selecting the Purchase Orders > New Order menu option or by using the New Purchase Order link from the sidebar of the purchase orders list view.

If the total value of the order exceeds the user’s authorisation limit, it will become a requisition and require authorisation before it can be sent to the supplier

The basic purchase order processing steps are:

  1. Enter the purchase order
  2. Send the order to the supplier by using the sidebar Print Order action. The order can be printed or sent via email, etc.
  3. Optionally indicate that the order has been acknowledged by using the Order Acknowledgement Received action.
  4. [[Receive deliveries|Modules/Logistics/Purchasing/Receiving]].
  5. [[Create and match supplier invoices|Modules/Logistics/Purchasing/Invoicing]]

Order Status

Each order/order line can have one of the following statuses:

  • New - order has been entered but not sent to the supplier
  • Awaiting Delivery - ordered but no deliveries received
  • Part Received - partial delivery received
  • Cancelled - order/line cancelled
  • Received - total order quantity received
  • Invoiced - order/line matched to an invoice

7 - Sales Invoice Resgister

The Sales Invoice Register is analagous to a sales “day book” and records every invoice or credit note entered. Invoices can be entered directly into the Sales Invoicing system or can be generated from the uzERP [Sales Order Processing](Sales Order Processing) system.

8 - Sales Order Processing

Please see the [[Sales Order Processing How To|How-To/Sales-Orders]] for some answers to common questions.

[[TOC]]

Product Lines

Sales Order Product Lines represent the organisation’s catalogue.

You can input products for sale based on price lists which may be general across the company or relate to customer groups. In addition individual product prices may be input for specific customers. The columns in the SO product lines table are:

  • Product Group - use this drop down to pre-select the product group of the item where the item is stocked
  • Customer - the customer for this price, leave blank to have this price available to all customers
  • Stock Item - if the item is stocked, relate this price to a stock item
  • Customer Product Code - if required, enter the customers code here for those situations where the customer’s code needs to be quoted on documentation
  • Description * - a description for the item - this is defaulted to the item description where the product is a stock line
  • So Price Type - if this product line relates to a price list, for example trade or retail
  • Gross Price - the gross price
  • Product Group Discount - where extra discounts are available by group the code can be added here
  • Net Price - calculated based on gross price and discount matrix for the customer/type/discount combination
  • Currency * - the currency for the price (based on the customer’s currency)
  • UoM * - the unit of measure
  • Tax Rate * - whether the item is taxable and the rate of tax to charge
  • GL Account * - the GL account where the sale is to be credited
  • Cost Centre * - the cost centre where the sale is to be credited
  • Start Date * - the effective date of the price for this product
  • End Date - this can be used to ‘close off’ product lines so that they are no longer valid and cannot be used

Items marked * are mandatory.

When viewing Products or Product Lines, the default search selects records that are current at today’s date. Anything that has an end date in the past or start date in the future will not be listed.You can clear the Current At date search to show all past, present and future products/lines or set Current At to an appropriate date.

During order entry the system will look at this table to determine the items available for sale for the customer in question and build an appropriate drop down list allowed for that customer based on products that are:

  1. in the appropriate ‘price type’ for the customer (the ‘price type’ for the customer is set against the Sales Ledger record).
  2. specific to the customer, that is where the product line is allocated to a customer
  3. available in general to all customers

Entering products and prices here therefore greatly speeds up order entry. It is also worth noting the following when entering orders where the SO product line is used:

  1. When linking an item to a Sales Order Product Line, the item code and description from the Stock Item is copied to the Sales Order Product Line description which can then be amended to add additional information to the Sales Order Product Line (for instance customer part numbers/description)
  2. There are two description fields on the Sales Order Line; item description and description
  3. The description is always displayed on the Sales Order Line; in some places, the item description is also displayed
  4. The Sales Order Line description comes from the Sales Order Product Line description; the Sales Order Line description can then be changed to provide additional information at order entry time
  5. The Sales Order Line description is copied to the Sales Invoice Line
  6. The Sales Order Line item description comes from the Stock Item description to match with the linked stock item; the Sales Order Line item description cannot be changed
  7. The Sales Pick List shows the Stock Item code and the description from the Sales Order Line; this will highlight any differences between the linked stock item and the description
  8. When editing a Sales Order Line, the description is not automatically changed because this could lose any additional information that was originally entered for that order line
  9. If the Stock Item description is subsequently amended, neither the Product Line description nor the Sales Order Line item description is automatically updated

Order Processing

Orders are entered by selection the add Sales Orders -> New Order menu option or using the New Sales Order link from the sidebar of the sales orders list view.

Order Status

Each order/order line can have one of the following status. These are pretty straight forward and are listed below.

  • New - the order has been entered
  • Open -
  • Cancelled
  • Despatched
  • Part Despatched
  • Invoiced

Prints an acnowledgement for the order and sets its status to Open

Allows for the printing of a proforma invoice.

Confirm Pick List

Confirm items as picked on a line by line basis.

Edit Sales Order

This option only appears if editing is allowed, based on the status of the order.

Revise Line Despatch Date

Each line can have a different despatch date - this option allows for revisions for new/open lines.

Cancel Lines

Cancel lines on an order.

Show Packing Slips

This option is used to create a packing slip that can be enclosed when goods are despatched.

Price Types

Price types allow SO product lines to be grouped into price lists. Customers can be allocated a Price Type which means that at Order Entry the system will look for prices from the SO Product Lines table which are allocated to this price type. Examples would be:

  • EU - European Distributors
  • Medical - Medical Distributors
  • Trade - Trade & Industrial Customers

In addition Customer Discounts can be used to apply a discount to a price type based on an item’s product group for a particular customer.

Item Availability

When processing customer orders it is useful to have an overview of the availability of stock within the system. Two screens are available:

  • Logistics -> Sales Orders -> Sales Orders -> Item Availability
  • Logistics -> Sales Orders -> Product Lines -> View Supply/Demand

This shows demand for [[Stock Items|Modules/Manufacturing/Stock]], i.e. sales orders vs stock and supply ([[Works Orders|Modules/Manufacturing/Works-Orders]] or [[Purchase Orders|Modules/Logistics/Purchasing/Purchase-Order-Processing]]).

The columns are:

  1. Required = quantities from sales order lines
  2. Available = available quantities in saleable locations
  3. In Stock = quantities in stock but NOT in saleable locations
  4. Actual shortfall = (Available + In Stock) - Required
  5. On Order = Quantities from Purchase order or Works order lines
  6. Expected Shortfall = Actual Shortfall - On Order

Note that this ONLY deals with stock items, if the item is not stock on then it won’t appear. Item Availability only shows items for which you have an order whereas the View Supply/Demand shows the full list and can be selected by Product Group).