Table of Contentsr2docs.unibiz.com/New_installation_docs/training/03...Filled option, only orders with an O-Status of Partly Filled appear. Typical Warehouse Flow 3-4 R2 Warehouse

Table of Contents

G U I D E 3 W a r e h o u s e

3.1 Typical Warehouse Flow . . . . . . . . . . . . . . . . . 2

3.1.1 Pick . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2

3.1.2 Order Fill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Filling Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Filling Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Receive Fill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Un Fill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Adding Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Exchange Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

S-Fill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Delete Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Assets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Filled/Out Also Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

3.1.3 Dispatch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

3.1.4 Return . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Scan Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Batch Returns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Returning an Item Without First Locating the Order . . . . 14

3.2 Unlocking Orders . . . . . . . . . . . . . . . . . . . . . .15

3.3 WIP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

3.4 Conf l icts . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

3.5 Ass ign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

3.5.1 How to assign a Sub Rental . . . . . . . . . . . . . . . . . . . . 18

3.5.2 How to assign a transfer . . . . . . . . . . . . . . . . . . . . . . 19

3.6 Overdue . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

3.7 Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Transfer Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Transfer In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

U N I Q U E B u s i n e s s S y s t e m s , C o r p . i

Table of Contents

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GUIDE 3 Warehouse

The R2 Warehouse module is used for functions related to inven-tory warehousing (entering assets), order filling and returns. This tutorial focuses on how the R2 Warehouse module is used to gather and distribute the gear needed to fulfill orders entered through the Account module.

To access the Warehouse window

1. Click on the Start menu.

2. Select Programs > Mantra > Warehouse.

3. Enter your User Name and Password.

4. Click OK.

The Warehouse window will appear.

S o f t w a r e f o r R e n t a l s & S a l e sa n d E v e n t M a n a g e m e n t

Typica l Warehouse F low

R 2 W a r e h o u s e M o d u l e

er

3.1 Typical Warehouse Flow

Reservations, entered through the Account module, are generally pro-cessed in the following order:

• Pick (3.1.1)

• Order Fill (3.1.2)

• Dispatch (3.1.3)

• Return (3.1.4)

3.1.1 PICK

Picking an order involves two steps: (1) printing a pick list and (2) print-ing a dispatch report.

To print a picklist for pending orders

1. From the drop-down menu, select the Order Fill option.

2. On the left side of the window, click on the Pick Order icon.

The title above the search fields changes to Pick Order.

3. Click on the Search button to view all orders, or perform a search for a specific order.

An order list will appear.

4. Click on the print icon .

Your Picklist is sent to the printer chosen using the Default Printsetup utility.

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Tr a i n i n g G u i d e

To print a dispatch report

1. Click on the DispatchList icon .

The DispatchList icon is located further to the right than the Print icon. The Picklist/Dispatch Report dialog will appear.

2. Adjust the Start and End Dates as necessary.

3. Choose the type of report you wish to print.

4. Click Run .

The Print dialog will appear, allowing you to choose a printer from your configured choices as well as determine printer settings.

5. Click OK to print your report.

3.1.2 ORDER FILL

Fi l l ing Orders

To Fill an order

1. Select the Order Fill > Order Fill function.

This option can be accessed through the View menu, or from the Warehouse pull-down menu and then by clicking on the Order Fill icon. The title above the search area changes to Order Fill.

2. Click on the Search button to view all Orders or perform a Search.

The Search area at the Order Fill window provides four extra filters: Partly Filled, Filled, Partly Filled Dispatch Ready and Dept. These filters let you limit the orders displayed. For example, if you select the Partly Filled option, only orders with an O-Status of Partly Filled appear.

U N I Q U E B u s i n e s s S y s t e m s , C o r p 3-3



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3. Double-click on the Order you wish to Fill.

The Order Fill dialog appears listing all items on the selected order.

4. Fill the order using the available function buttons.

See Filling Items, page 3-5 for step-by-step instructions.

5. Click on the Close button .

A small Order Fill dialog appears asking “Do you want to dispatcfilled items?”

6. Click on Yes or No.

If you select Yes, your order will be dispatched from within OrdeFill. You will still be able to print a contract or packing list from thDispatch window. Choose No to simply close the Order Fill dialoand return you to the Order Fill window. See To Dispatch an order, page 3-10.

NOTE: An order can be opened and Filled in the Warehouse module at multiple stations simultaneously. Use the Refresh icon to view other sta-tion activity.

3-4



Fi l l ing Items

Items are filled from within the Order Fill dialog. See To Fill an order, page 3-3 for instructions on how to access this dialog.

To fill serial items on an order

1. Click on the Fill Items button on the left-hand side of the Order Fill dialog.

The Fill Items dialog appears.

2. Scan or type in the Asset ID number.

The Asset ID appears in the Enter ID field.

3. Press <Enter>.

4. Click on the Close button.

The Fill Items dialog closes. The item status is changed from Reserved to Filled.

To fill Non-Serial items on an order

1. Double click in the Filled column for that item row.

2. Type the item quantity being filled.

3. Press <Enter> or <Tab>.

The item’s status will change from Reserved to Filled.

4. Repeat for all other Non-Serial items.




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To fill Serial Items not on the order




The Add Item? dialog will appear notifying you that the item is not on the order, and asking if you would like to “Add and Prep”?

3. Click on Yes.

This adds the item's Product ID to the order and fills it with the entered Asset ID.

To fill a Serial item not yet checked in from another order




R2 tells you that the item is out on another order, then asks if yowant to return and fill.

3. Click Yes.

R2 will return the item on the other order and fill it in the current order. Use this feature to return an item from an incoming order,to return an item that is in your physical inventory, but never recorded as returned.

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Receive Fi l l

Use this function to fill an item that does not yet exist in inventory but for which there is an existing Product Id. The Receive Fill button accesses the Receive Inventory dialog where you can enter new assets for serial items needed to fill this order.

For example, your order requires three of a particular monitor, but only two are available in inventory. To fill the third monitor, you need to receive it first. This function lets you receive the monitor into inventory without exiting the Order Fill dialog.

To Receive Fill

1. Highlight the item line in the Order Fill dialog grid.

2. Click on Receive Fill .

The Receive Inventory dialog will appear.

3. Enter an Asset No.

(The Mfg. Serial No. is optional.).

NOTE: The Asset No. cannot match an Asset ID already in the system. When you enter a valid Asset No. the item will be Filled.

Un Fi l l

To correct a mistakenly filled item

1. Highlight the incorrectly filled item line.

2. Click on Un Fill .




Adding Items

The Add Items button opens the standard Items search dialog from which you can search for and select Items, Kits or Misc. Charges.

Complete the following steps to include additional items on an order. If you are adding serial items, see To fill Serial Items not on the order, page 3-6 for another method.

To add items to an order from the Order Fill dialog

1. Click on the Add Items button .

The standard Items search dialog opens.

2. Search for an item or click on Search to open the entire items list.

3. Double-click on the item you wish to add to the order.

This highlights the selected item.

4. Click on Ok .

The Items search dialog closes and the new item appears in the Order Fill dialog. Items added from the Order Fill dialog are listed in blue text.

3-8



Exchange Items

The Exchange button opens a list of items within the selected item’s Exchange Group, if any. This allows you to exchange the selected item for an acceptable substitution.

S-Fi l l

To fill Transfer or Sub-Rental assigned serial items

1. Highlight the item line.

2. Click on S-Fill .

Delete Items

To fill delete items added during this Order Fill session


2. Click on Delete .

Assets

To view Serial Assets for a product


2. Click on Assets .

The Assets dialog will appear.




ing

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Fi l led/Out Also Box

This box, located in the upper right of the Order Fill dialog, determines which items appear at the Order Fill dialog when you click on the Refresh icon .

• Check this box to view only items that need to be filled when enterOrder Fill or as the screen is refreshed.

• Leave this box unchecked to view all order items, including thosealready filled or out at the Order Fill dialog.

3.1.3 DISPATCH

The Dispatch Warehouse function is used to “dispatch” or ship order items after they have been Filled. As you dispatch an order, you may wish to print a contract to send with the order and print a packing lis

To Dispatch an order

1. Select the Dispatch > Dispatch Order function.

This option can be accessed through the View menu, or from the Warehouse pull-down menu. The title above the search area changes to Dispatch Order.

2. Click on the Search button to view all filled Orders or perform a Search.

At this point you may wish to print a contract to send with the order. See To print a contract to send with the order, page 3-11.

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3. Double-click on the Order you wish to Dispatch.

The Dispatch Order dialog appears listing all items on the selected order.

At this point you may wish to print a packing list for the order. See To print a Packing List for the order, page 3-12.

4. Click on the Dispatch Filled button.

Each item’s Status will change from Filled to OUT.


This closes the Dispatch Order dialog and returns you to the Dispatch window.

To add items to a dispatched order

1. Right click on order from within Dispatch.

2. Click on FillOrder.

3. Select View > Order Fill > Order Fill.

You will now be able to access the order and add items through the typical Order Fill window. See Order Fill, page 3-3 for greater detail.

To print a contract to send with the order

1. Highlight the appropriate order row within the Dispatch window.

2. Click on the Print Order icon .

The Contract Print Options dialog appears.

3. Select the applicable print filters.

4. Click OK to print.




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To print a Packing List for the order

1. Click on the Print Packing List icon as you are dispatching the order.

You need to be at the Dispatch Order dialog accessed in Step 3 under To Dispatch an order, page 3-10.

The Print Packing List icon is the second “printer” icon from the left.

The Print dialog will appear.

2. Select a printer and determine printer settings.

3. Click OK to print.

3.1.4 RETURN

When items are returned to your location, the item Product or Asset IDs must be scanned or entered. This updates the item Status and Availability within the system.

Most items are returned by simply scanning in the Product or Asset ID at the Return Order dialog. However, you can also mark an item as Damaged, Lost or Missing by highlighting the item line, then clicking on the corre-sponding function button. Subrented items are returned using the S-Return function button. Transferred items are returned using the Transfer In warehouse option. See Transfer In, page 3-26.

To access the Return Order dialog

1. Select the Return > Return Order function.

This option can be accessed through the View menu, or from thWarehouse pull-down menu. The title above the search area changes to Return Order.

2. Click on the Search button to view all orders or perform a search for a specific order.

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3. Double-click on the order you wish to return.

The Return Order dialog appears listing all items on the order.

Scan Items

To return items using the Scan Items button

1. Access the Return Order dialog.

2. On the left side of the window, click on the Scan Items button.


3. Scan or enter the Product or Asset ID.

If you are using the keyboard to enter IDs, press <Enter> key after each item.

4. Repeat step #3 for each item returned.


The Fill Items dialog closes, taking you back to the Return Order dia-log. The returned items’ status is changed from Out to Returned.

6. From the Return Order dialog click on the Close button.

If all items on the order were not returned, R2 notifies you that “All Items are not Shipped/Returned Do You Want to exit any way?” Click on Yes to continue. This takes you back to the Return window.




Batch Returns

To perform a Batch Return

1. Access the Warehouse Window.

2. From the upper menu line, select View > Return > Batch Returns.

The Batch Returns dialog appears.

NOTE: You can access this option from any window in the Ware-house module.

3. Scan or enter the Asset No. (Asset ID) or Mfg. Serial No. of the item.

The item status changes to Returned.

4. Repeat for all items in your “batch.”

5. Click on Close.

This returns you to the previous window.

Returning an Item Without First Locating the Order

R2 also allows you to return items on any order from any window within the Warehouse Module without first bringing up the correct order.

To return an item by barcode or Asset ID (without first locating the order)

1. Select Actions > Return Item from the upper menu line.

The Scan Item dialog will appear.

2. Scan the item or enter the product’s Asset ID.

R2 automatically returns the item on the correct order.

3-14

Unlock ing Orders


3.2 Unlocking Orders

To unlock an order

1. Right click on the order line.

2. Click Unlock.

You will be able to see who it is locked by.

3. Verify that the order is not currently in use.

4. Enter password to unlock.

Contact your system administrator or R2 technical support for pass-word assistance.

3.3 WIP

The Work In Progress (WIP) section lets you view an order’s Status, or progress, at a glance. For each order you can also view the quantity of both Serial and Non-Serial items Ordered, Picked, Shipped, and Returned.

To view order progress

1. Select the Warehouse > WIP function.The title above the search fields changes to Work In Progress.

2. Perform a search for the order(s).

A list of orders matching your search criteria will appear.

3. Double-click on any record to view Progress Details.

The Progress Details dialog will appear as shown below.


Conf l ic ts


3.4 Conf l icts

The Conflicts report identifies and explains item availability changes occurring after an item was reserved.

A Conflict typically occurs when a reserved item becomes unavailable. For example, an item may become unavailable when it is overdue or marked as In Service.

A Conflict may also occur when an item becomes available. This type of conflict may appear when an item that required subrental when placed on a reservation has since become available.

To view order conflicts

1. Select the Warehouse > Conflicts function.

The ReGenerate Conflicts dialog appears.

2. Click Yes .

3. A list of conflicts will appear.

3-16

Assign


3.5 Assign

Items that are unavailable can be assigned as sub-rentals, transfers, pur-chases or exchanges in either the Account module or Warehouse. Items not assigned when the order is created (as a Reservation, Hold or Contract) must be assigned in the Warehouse module before the item can be filled.

To assign an item within Warehouse

1. Select the Warehouse > Assign function.

The title above the search fields changes to Assign.

2. Click on the Search button to view all Items that need to be assigned or perform a search.

A list of NotAvailable items will appear.

3. Locate the first Item you wish to assign.

4. Right Click on the row handle.

A list of options will appear.


Ass ign


5. Click on Assign.

The Assign dialog will appear.

6. Select an Assign option.

To do this, click on the radio button to the left of the option name.

7. Click on OK.

Depending on your selection, this will return you to the Warehouse window or prompt you for additional information. See the follow-ing sections for selection based directions.

3.5.1 HOW TO ASSIGN A SUB RENTAL

To Create a Sub-Rental PO

1. Choose Sub-Rental within the Assign dialog.

See To assign an item within Warehouse, page 3-17 for instructions on accessing the Assign dialog.

2. Click OK.

The Sub-Rental Assign dialog will appear.

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Assign


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a-

3. Select a vendor assign option.

• Choose User Assign to designate which vendor to rent the item from. This opens the Vendors dialog.

• Choose Assign Later to choose an item vendor later within the order process. This changes the item status to S-Rent, indicating that the item vendor still needs to be selected.

4. Click OK.

If you chose Assign Later in step 3, the Sub-Rental Assign dialog closes and the item status in changed to S-Rent. To generate a Sub-Rental PO, you will need to return to the Sub-Rental Assign dialand complete the steps for User Assign.

If you chose User Assign the Company dialog appears.

a. Perform a search.

b. Double-click to select a vendor.

The Company dialog closes, removing the item from the Assignlisting. The Item Status changes to S-Assign and a Sub-Rental P.O. is created for the item. You are now able to print, view, or revise thP.O through Warehouse > Subrentals.

3.5.2 HOW TO ASSIGN A TRANSFER

NOTE: You may wish to check item availability for the Site you are planning to transfer from before beginning to assign a Transfer.

To assign a Transfer within Warehouse

1. Select the Warehouse > Assign function.

The title above the search fields changes to Assign.

2. Click on the Search button to view all items that need to be assigned, or perform a search.

A list of mostly NotAvailable items will appear (some may have a sttus of S-Rent or Purchase.)

3. Locate the first Item you wish to assign.


Ass ign


4. Right Click on the row handle and choose Assign.

The Assign dialog appears.

5. Select Transfer In and click Ok.

The Transfer Assign dialog appears.

6. Select to either User Assign or Assign Later.

Choose User Assign to create a Transfer Order and select a Transfer From site at this time. See To enter Transfer Order Information, page 3-21 for further directions.

Assign Later - Selecting Assign Later displays the item as a Transfer. This indicates that the item needs to be assigned to a transfer site.

7. Click OK.

3-20

Assign


To enter Transfer Order Information

1. Choose User Assign in Step 6 above and click OK.

The Transfer Order dialog appears.

2. Select to either use an existing Transfer order or Create a New Transfer Order.

3. Click Ok.

Depending on your selection in Step 2, you will now be able to choose which Transfer Order you would like to make additions to, or you will be prompted to create a new transfer order.

Use an Existing Transfer Order:

1. Click Use Existing Transfer Orders:

The Transfer Tag dialog appears.

2. Click Search to view all existing Transfer Orders, or per-form a search.

3. Highlight the Transfer Order you wish to use.

4. Click OK.


Ass ign


erate

Create New Transfer Order:

1. Click Create New Transfer Order.

The Transfer Order Information dialog appears.

2. Enter a Description, From Site, To Site, Start Date and Time.

NOTE: If you check the Return Order check box you must enter a Return Date and Time. If your business is operating in “Real Time” (as opposed to distributed databases), at the same time you gena Transfer In order, a Transfer Out Order will appear automatically in the selected Site’s database.

NOTE: The Transit Time field is used to accurately track Item Avail-ability.

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Assign


3. Click Ok.

The Transfer Order dialog will appear.

4. Check your Transfer Order for accuracy

If necessary, you may also use the Print icon to create a paper copy.

5. Click exit .

NOTE: See Transfers, page 3-24 for instructions on receiving Transfer In orders and instructions on how to Transfer Out from your site.


Overdue


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3.6 Overdue

The Overdue section lets you check for items out past their time due. This is an integral function of the Warehouse module.

To view overdue items

1. Select the Warehouse > Overdue function.

The title above the search fields changes to Overdue Items.

2. Click on the Search button to view all Overdue Items or perform a search.

This returns a list of Overdue Items.

3.7 Transfers

The Warehouse > Transfers function allows you create and receive Trans-fer Orders.

Transfer Out

Use the Transfer Out function to view and process transfers from your site to another.

“Out” orders are typically generated when another site designates ysite as the source (From Site) on a Transfer Order. If your business opeates in “Real Time” (as opposed to distributed databases), a Transfer Out order appears automatically in your database when another site choto Transfer In from your site and marks the Return Order check box.

You may need to closely monitor the Transfer Out listing to make suyour site correctly dispatches transferred items.

3-24

Transfers


To dispatch a Transfer Out order

1. Select Transfers from the warehouse pull-down menu.

The title above the search fields defaults to Transfer Out.

2. Click on the Search button to view all Transfer Out orders, or per-form a search.

A list of Transfer Orders will appear.

3. Double click on the order you wish to dispatch.

The Transfer Order window will appear.


Trans fers


4. Click on Dispatch .

The Transfer Fill dialog will appear.

5. Type the Asset Id and click Ok.

The Transfer Fill dialog closes.

6. Repeat steps steps 4 and 5 for any additional items on the Transfer Order.

Transfer In

The Transfers > Transfer In function is used to receive transfer items.

To receive item transfers

1. Select the Transfers > Transfer In function.

The title above the search fields changes to Transfer In.

2. Click on the Search button to view all Transfer In orders, or perform a search.

A list of Transfer Orders will appear.

3-26

Transfers


3. Double click on the order you wish to receive.

The Transfer Order window will appear.

4. Highlight the transfer item you are receiving.

Any item with a status of Dispatch may be received.

5. Click on Receive .

The Transfer Fill dialog will appear.

6. Type the Asset Id and click Ok.

The Transfer Fill dialog closes.

7. Repeat steps steps 5 and 6 for any additional items.


Book3 – Warehouse


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Documents

Table of Contentsr2docs.unibiz.com/New_installation_docs/training/03...Filled option, only orders with an O-Status of Partly Filled appear. Typical Warehouse Flow 3-4 R2 Warehouse