Purchase Orders2

Creating purchase orders

• Select purchases from the Main Menu and click New in the screen that opens. This will open the purchase order form ready to be completed.

• PO Number: automatically generated sequential number.
• Sales Order No: created automatically but only for purchase orders linked to direct sales created through the Direct Sales Menu in the Sales Order section.
• Supplier No: use the drop down menu to select and double click the required supplier. Remember a new supplier will have to be set up in the Supplier section before a purchase order can be created.
• Delivery Date: click the button at the right of the box to open the calendar and select the expected delivery date.
• Notes: enter any notes relating to this purchase order. You can choose to show or conceal Notes when the purchase order is printed out.
• To add the required items to the purchase order click Add New Item and complete the Purchase Order Item screen that opens.

• Recalculate: click this button to recalculate the final amount if there have been additions or amendments to the order.
• Carriage Net: manually enter any applicable carriage costs.
• Net: net value of the order automatically calculated
• Currency: use the drop down arrow to select the currency you will be invoiced in.
• Carriage VAT: use the drop down arrow to select the correct rate.
• VAT: use the drop down arrow to select the correct VAT rate. This will normally be T1 but use T0 for unregistered or overseas suppliers.
• Payment Terms: use the drop down arrow to select this supplier’s agreed payment terms.
• Payment Type: use the drop down arrow to select the payment type for this supplier.
• When you are happy that the order is complete click Save.

• To email or post the purchase order to the supplier click the email or print buttons.
• All purchase orders are saved in the system and can be viewed by selecting purchases from the Main Menu. Orders are analysed under separate tabs as completed, where goods have been delivered and booked in, and pending, where delivery is awaited.

Tip

The empty Received box can only be completed when the order is delivered.

Booking in Multiple Item inventory in to the inventory management software system

The multiple items option should be used for booking a volume of identical items such as tins of soup or computer keyboards in to the inventory management software.

• Select booking in from the Main Menu and click Multiple Items on the drop down menu. This will open an Add Stock form similar to the single barcoded Booking In form. The date and entry time is automatically generated. From the documentation included with the delivery enter the original order number by clicking the down arrow next to PO Number and double-clicking the relevant number. Provided the information was included on the PO this will automatically populate the form with Category, Supplier, PO Date, Manufacturer, Model Name, Sub Category, Specification, Cost Price and Quantity.
• Manually enter the Stock Code (if any), Serial No, Location, Condition and the Sell Price. Tick the Reorder Level box to manually set a reorder level. When the stock quantity drops to this level the main stock line is tagged in red on the Stock screen to highlight low stock levels.

• The Batch Code is automatically generated and can be used as the barcode for these items. Provided you set up a template with the Label Designer you can click Print Barcode to print out a sheet of labels where the batch code will be replicated as the barcode.
• The Quantity was automatically added to the form but in the case of a partial delivery this can be manually altered to reflect the actual number of units being booked in. The partial delivery can also be correctly reflected when the status of the Pending PO is updated.
• When happy that the form has been correctly and fully completed click the Add to Stock button. A dialogue box will open asking, “Do you wish to continue adding stock?” Click No and these items will be added to the Stock database.
• Open purchases to update the status of the PO. Click in the Received box to switch the status colour from red to blue. If there has only been a partial delivery click Save. This will leave the PO with Pending status. When the balance of the order is delivered click in the Received box and then click the Complete button to move the PO from the Pending list to the Completed list.

Booking in Direct Item inventory in to the inventory management software system

Direct items are never physically handled but to allow them to be matched to a sales order the inventory management software provides for the creation of notional stock.

• Select Direct Items from the booking in drop down menu. This will open a booking in form that looks identical to the Multiple Items booking in form.
• There is no automatic population of data into the direct Items form and all the information has to be entered manually. Use the drop down menus to select Category and Sub Category and then enter model, manufacturer and other specifications as required.

 

Warning!

When using the Direct Items form there are some details that cannot be entered: PO Number, Supplier, PO Date, Batch Code, Reorder Level, Stock Level and Adjust Stock.

The quantity is retained at a default level of 99999 and cannot be altered.

• When you are happy that all the details have been entered click Add to Stock. The item will appear in the Stock record marked as DIRECT.

Booking in Bundle Item inventory in to the inventory management software system

A Bundle Item is uniquely identified inventory that is a combination of items from different sources or suppliers. Typically it might be a free mouse mat supplied with a new mouse, speakers with a new computer or else a classic “buy one get one free” offer.

Here are the steps needed to create bundle items stock.

• Bundle Items can be created when stock is being booked in but first a Bundle category must be created in the Products option. From the top menu bar select Settings → Options and click product. Add Bundle as a category in Stock Category.

• To create a new bundle item select the option from the booking in drop down menu. Click the New button and in the dialog box that opens enter a name to describe how your bundle might be sold, “Free mouse with your new desktop”, for example.

• Click OK. A new dialog opens where you are invited to enter a description of your new bundle item. This should describe accurately the stock items that make up the bundle. Type in your description and click OK.

• This opens a new dialogue box where you are invited to enter the selling price for this bundle item. Type in the required figure and click OK.

• Under the correct product tab select the item you want to include in the bundle. Click the double left-hand arrow to move the item into the bundle box. A dialog box opens asking how many bundle units you want to create.

• Pick the product tab for the next item in the bundle, peripherals in this case. Click on the stock line and click the double left-hand arrow. Enter the same number of units picked for the other item making up this bundle and then click save.
• Open stock from the Main Menu to confirm the item is included in the bundle stock category.

Searching the inventory management software database for inventory items

The inventory management software has a versatile search function that allows the user to easily search the inventory database for specific inventory items.

• Select stock from the Main Menu.

• All current inventory is listed and analysed under the separate Category tabs. Using the search tools at the top of the Stock screen it is possible to drill down the inventory database to find individual inventory item lines. This is useful once your inventory database has been populated with hundreds of lines of inventory items.

Advanced inventory database search

With the advanced search function of the inventory management software system it is possible to build a set of conditions that allow searches across all available fields.

• Click Advanced.

• Use the Search Conditions drop down to set a condition such as Quantity available.
• Next select the arithmetic, for example ‘>’ for “greater than”.
• Finally input criteria to compare against either a keyword or number, whichever is most relevant to the particular search. Trying to search for a condition which is numerical with an alphabetical condition will produce an empty result and vice versa with a search for an alphabetical condition and a numerical search criteria.
• Click Search to see the results isolated in the main Stock screen.
• Add more search conditions by clicking More and limit them by clicking Less.

Managing inventory in the Stock View screen of the inventory management software

Individual lines of inventory can be managed by double-clicking on the inventory line in the main Stock screen. This will open a descriptive window where it is possible to edit such details as Location, Cost Price, Sell Price, Stock Code, Serial No and Reorder Level.

With Adjust Stock it is also possible to manually correct stock discrepancies discovered through physical checks or annual audit. Enter the correct figure, click the Unlock button to change its status to Update and then click Update to confirm the new figure.

 

 

Generating sales orders with the inventory management software

The sales management feature of the inventory control system has been designed to simplify the sales process as much as possible while still retaining as much flexibility for the user.

Sales orders can be accessed on the All Orders form, which opens automatically when you click sales in the main menu toolbar.

All the sales orders are displayed in the list view of this form. You can scroll through the orders in the list view or use the search drop downs above the list.

• Click the first drop down to search by the user/sales person who created the order. The inventory management system will select all the sales orders created by that user and show them in the list view.
• To further narrow the list of sales orders click the Search Condition drop down to search by either Customer No or Email.
• Select an operator from the next drop down.
• Enter the relevant criteria in the next text field. For example, if the search condition selected is Customer No and the operator is LIKE then you can type in the whole or part of the Customer No you require and the inventory control system will find and display all the sales orders that fit that search.
• Click Search to find the relevant sales orders or click Show All to view all the orders held on the inventory management system.

An order can be opened by double clicking on the relevant line in the list view.

New orders can be created by clicking the New Order button. New orders and existing sales orders both open in the Order Details form.

The flexible inventory management software has various methods by which the user can add inventory to a sales order.

• To add inventory that has already been booked in to the inventory management system database click the Add Item button or the Scan Item button to add inventory by scanning or manually entering the inventory item’s barcode.
  
• If the inventory has not been booked in to the inventory database click the New Item button. This will open a drop down menu listing the different options available depending on the type of inventory being added. The options available are single-barcoded item, multiple item, direct item, bundle item. By selecting the relevant option you can also quickly book inventory into your database.
• The inventory management software can also generate pro forma sales orders when required, simply click the Pro Forma button.

Another useful feature is the ability to alter the sales price of inventory on a sales order without having to leave the sales order form or change the prices globally. Simply double click the sale price column and enter your change.

This feature is also available for other financial details of the sales order, such as Sales VAT, Carriage VAT, Currency and Surcharge.

You can use the New Customer button to generate a sales order for a customer not already entered in to the Customer database of the inventory control system.

The inventory management software gives you greater efficiency and easy of use. You can complete a lot of the sales order processes from the sales order details form. This includes cancelling a sales order.

Add existing inventory to a sales order

To add inventory that has already been booked in to the inventory management software system simply click the Add Item button. This will open the Stock form. From this screen you can select the inventory you require.

Creating a sales order for single barcoded inventory items using the inventory management software

Creating sales orders for single barcoded inventory from existing or new customers is a straightforward process.

• Select sales from the Main Menu. This opens the Sales screen.

• Click New Order. This opens the sales order form.

• The Date, Sales Person and next sequential Sales Order No. are automatically entered by the inventory management software.
• Customer A/C No: Use the drop down arrow to select the customer from the list of existing customers. Double click the name to enter it in the box.
• If it is a new customer click the New Customer button at the bottom of the Sales Order form to open and complete a new customer form in the usual way.
• Individual item notes: Place to enter notes about the order such as delivery instructions or dates etc.
• To add single barcoded items to the order click the Add Item button to select inventory from the inventory management system database. This will open the Stock screen.

• Double click the item line. This opens the Stock Item List screen.

• Click on the inventory item you want. The inventory management software will highlight the item line.
• Right click on the highlighted line and an Add to Sales Order box will open. Click this to add the inventory to the sales order.
• Or you can double click the inventory line in the Stock Items List screen to open the Stock Item screen.

• You can alter inventory details in the Stock Item screen before adding to the sales order.

 

Tip

RightControl operates like an EPOS system allowing an inventory item’s barcode to be scanned into the Sales Order: just click the Scan Item button and run the barcode reader over the relevant barcode, either directly from the item or from a file of barcode labels.

 

The inventory management software gives you the flexibility to alter certain information on the sales order details form:

• The Sales Price for the selected items will be automatically entered from the inventory records and you can see/edit these in the various Stock screens. The system held prices can be overwritten by double-clicking individual sales items and manually altering the price. Click the Recalculate button to correct the net total.

• Select the correct Sales VAT, Carriage VAT rates and Currency from the drop down menus.
• Click in the Surcharge box to enter the surcharge.
• Click in the box next to Carriage to enter any carriage cost.
• Click the Recalculate button to get the final correct invoice total.
• To complete the order a payment type must be selected. Click the Customer Details tab and select the payment type from the drop down menu. Selecting credit card allows the entry of the customer’s credit card details.

• In the Customer Details form the invoice and delivery address can be altered if required. Any Invoice Notes added here will appear on the printed invoice.
• When happy with the Sales Order click Save. The order will be saved in numerical order in the list of sales opening screen under the Pending tab, awaiting despatch and invoicing.

Find out how to Despatch sales order inventory

Or how to Part Despatch sales order inventory

 

Creating a sales order for multiple items using the inventory management software

The inventory management software uses a different process to create a new sales order for multiple inventory items than the one used for single barcoded items.

• Select sales from the Main Menu.This opens the Sales screen.

• Click New Order. This opens the sales order form.

• The inventory management software automatically enters the Date, Sales Person and next sequential Sales Order No. in to the form.
• Customer A/C No: Use the drop down arrow to select the customer from the list of existing customers. Double click the name to enter it in the box.
• If it is a new customer click the New Customer button at the bottom of the Sales Order form to open and complete a new customer form in the usual way.
• Individual item notes: Place to enter notes about the order such as delivery instructions or dates etc.
• To add items to the order click the Add Item button to select inventory from the inventory management system database. This will open the Stock screen.

• Double- click the relevant inventory line and in the Stock Entry form that opens click the Add to Order button. By default the system selects one item but this can be manually altered by typing in the required volume, 5 for example.

 

Tip

The inventory management software operates like an EPOS system allowing an inventory item’s barcode to be scanned into the sales order: just click the Scan Item button and run the barcode reader over the relevant barcode, either directly from the item or from a file of barcode labels.

When the multiple item inventory has been added to the sales order complete the rest of the form:

• The sales price for the selected items will be automatically entered from the Stock records. The system held prices can be overwritten by double-clicking individual sales items and manually altering the price. Click the Recalculate button to correct the net total.
• In the order value section use the down arrows to select the correct VAT rates and currency from the drop down menus.
• Add any carriage cost required manually and then press the Recalculate button again to get the final correct invoice total.
• To complete the order a payment type must be selected. Click the Customer Details tab and select the payment type from the drop down menu. Selecting credit card allows the entry of the customer’s credit card details.
• In the Customer Details form the invoice and delivery address can be altered if required. Any Invoice Notes added here will appear on the printed invoice.
• When happy with the Sales Order click Save. The order will be saved in numerical order in the list of Sales Orders, the opening screen of sales, with the status Pending, awaiting despatch and invoicing.
• To initiate despatch click on the relevant order line in the list of Pending orders to open the order. Then click the despatch button.

Add inventory direct from supplier to a sales order

You can add inventory to a sales order that ships direct from the supplier using the Direct Item option in the New Item drop down on the sales order details form.

 

Add bundle inventory to a sales order

The versatile inventory management software makes adding bundle inventory to a sales order quick and easy. Click the Bundle Item option in the New Item drop down on the sales order details form.

 

Creating a Pro Forma sales order

You will need to create a pro forma sales order if you have new customers and you require payment before the inventory is despatched.

The inventory management software allows you to easily create a pro forma sales order:

• Click the sales tab on the Main Menu toolbar. This will open the Sales Order screen.

• Click New Order. This will open the Order Details screen.

• Fill in the Customer A/C No. You can add new customers to the inventory management software’s inbuilt contact management system by clicking the Customer tab in the Main Menu toolbar.
• Click the Add Item tab to add inventory to the sales order. This will open the Stock screen.

• Double click on the line of inventory you want to add to the sales order. This will open the Stock Items List screen.
• Click on the inventory line you want. The inventory management software will automatically highlight this line.

• Right click the highlighted line. This opens the Add to Sales Order box. Click the box to add the inventory to the sales order. Close the Stock Item List screen and the Stock screen and go back to the Order Details screen of the Sales Order screen.
• You can also use the Scan Item tab on the Order details screen to quickly add inventory to the sales order by scanning the barcode. The inventory management software will automatically add the inventory to the sales order.

• If you want to add inventory that has not been booked in to the inventory management software’s inventory database simply click the New Item tab on the Order Details screen and select a booking in option from the drop down.
• When you have added the inventory you want to the sales order click Save. The inventory management software will prompt you to fill in the customer payment details if you have not already done so.
• Click the Customer Details tab (next to the Order Details tab at the top of the sales order screen) and select the payment method from the Payment Type drop down. The payment methods shown are the ones you added to the inventory management software in Settings → Options → Financial.

• Click the Pro Forma tab on the Order details screen. The inventory management software automatically generates a printed Pro Forma invoice.

 

Cancelling a sales order in the inventory management software

The inventory management software enables the user to easily and quickly cancel existing sales orders.

• Click sales in the Main Menu toolbar.
• Double click on the sales order you want to cancel. This will open the order in the Order Details screen.

• Click Cancel Order. This will open a Confirm Delete box.

• Click Yes to cancel and No to keep the order.

 

 

 

Dispatching orders with the inventory management software

To send inventory to dispatch you have to first complete the sales order:

• Open the relevant sales order and click the Despatch button in the Order Details screen. If the sales order has not been saved the inventory management software will prompt you to do so.

• The inventory management software will open a message box informing you that the inventory has been sent to dispatch.

• Click OK and close the sales order screen.
• Select Dispatch from the Main Menu toolbar.

• Select an order from the Pending list by double clicking on it. This will open the Pending screen.

• Click Printout to print out the Despatch Note. Print two copies: one for picking the item and to retain and one to include with the despatch to the customer. (Print extra copies as required for your own internal control systems.)
• Before the order can be completed, despatched and invoiced the inventory barcodes must be entered. This can be entered manually or scanned in from the inventory item with a barcode reader. Click Scan Items. This opens the Despatch Items box.

• Either scan the barcode or type it in and click the Enter key on your keyboard. The barcode will not be visible until you hit the Enter key. The inventory management software will not accept incorrect barcodes. You must enter the barcode as shown on the Despatch Pending form, including any hyphens.
• Once the barcode has been entered click Complete on the Despatch Items box.
• Entering the barcode is designed to prevent incorrect items being shipped. An Administrator can over-ride this requirement by clicking the Override button. The sales order will be automatically completed by the inventory management system.
• Items waiting for the barcode to be scanned or typed in are highlighted in red on the Pending screen. Once the barcode has been scanned or typed the Barcode box inthe inventory item line of the Pending screen will switch from red to white.
• Once the inventory items have been correctly scanned in and the entries switched from red to white, click Complete. A box will open asking for a delivery reference, typically a consignment or tracking number provided by your courier company. Click Cancel if you do not have one.

• Clicking Complete automatically raises an invoice, ready for printing or emailing in the invoices section of the Main Menu.
• If you click Complete before entering the barcodes for all the inventory on the sales order the inventory management software will give you the option to part-despatch or not.

• Click Yes to despatch part of the inventory on the sales order or click No to cancel the Complete.

 

 

Part-despatching orders with the inventory management software

You can despatch part of the inventory on a sales order with multiple inventory lines using the versatile inventory management software. First complete the sales order and send it to despatch:

• Select the relevant sales order and click the Despatch button in the Order Details screen. The inventory management software will prompt you to first save the sales order.

• The inventory management software will confirm the inventory has been sent to despatch.

• Click OK on the message box and close the sales order screen.
• Select Dispatch from the Main Menu toolbar.

• Double click on the relevant sales order in the Pending list. This opens the Pending screen.

• Click Printout. The inventory management software will automatically generate a Despatch Note and take you to the print screen. Print a copy to pick the item and retain and one to include with the despatch to the customer. (Print extra copies as required for your own internal control systems.)
• Before you can part despatch the order the inventory barcodes must be entered. This can be entered manually or scanned in from the inventory item with a barcode reader. Click Scan Items. This opens the Despatch Items box.

• Either scan the barcode of the inventory you want to despatch or type it in and click the Enter key on your keyboard. The barcode will not be visible until you hit the Enter key. The inventory management software will not accept incorrect barcodes. You must enter the barcode as shown on the Despatch Pending screen, including any hyphens.
• When the barcode has been entered click Complete on the Despatch Items box.
• Items waiting for the barcode to be entered are highlighted in red on the Pending screen. The inventory item lines will switch from red to white when the barcode has been entered.
• Once the inventory items you want to despatch have been correctly scanned in and the entries switched from red to white, click Complete.
• Clicking Complete without entering the barcodes for all the inventory items on the sales order prompts the inventory management software to give you the option to part-despatch the order.

• Click Yes to despatch part of the inventory on the sales order or click No to go back to the Pending screen.

• A box will open asking for a delivery reference, typically a consignment or tracking number provided by your courier company. Click Cancel if you do not have one.

• Clicking Complete automatically raises an invoice, ready for printing or emailing in the invoices section of the Main Menu.

Warning!

Entering the barcode is designed to prevent incorrect items being shipped. An Administrator can over-ride this requirement by clicking the Override button. The sales order will be automatically completed by the inventory management system but all the inventory on that order will be despatched!

 

 

Sales invoicing

The inventory management software automatically generates a sales invoice form when an order is despatched and completed.

• Click dispatch in the Main Menu toolbar of the inventory management system. This opens the main Despatches screen.

• Select an order from the list under the Pending tab by double clicking on the relevant line. This opens the Pending form.

• Click Scan Items and enter the barcode or scan with a barcode reader.
• Click Complete on the Pending form. The order has now been despatched and can be found under the Complete tab in the main Despatches screen. The inventory management software will automatically generate an invoice for this order.
• The inventory management software will automatically close the Pending screen and open the Complete screen. Make a note of the Invoice No of the completed order.

 

• Click invoices in the Main Menu toolbar.

The layout in the Invoice module is identical to the Sales Order module with three separate tabs for All Invoices, Invoice Details and Customer Details. It is not possible to alter the details or add notes in the Invoice Details and Customer Details tabs.

 

Tip

Note that there are two additional functions in the Invoice Details tab that distinguish it from the Order Details tab.

• Any delivery reference entered at Despatch is displayed on the Invoice.
• If the item was a return booked into inventory the return note can be accessed from here.

Here are the steps for sending the invoice to the customer and entering the sales invoice into your accounting system.

• Click on an invoice in the All Invoices list. This opens the Invoice Details screen.

 

• Click the Print button to print out an invoice that can be posted to your customer.
• Or click the email button to email a copy.
• If you are running SAGE accounts click Upload to automatically upload the invoice to your accounts system.

Entering returned inventory to the inventory management software system

Goods are normally returned because they are faulty or damaged or did not match the advertised specification. For inventory items that need repair by a manufacturer or require a credit note or refund this is the process to follow.

Entering returns

 

• Click returns on the Main Menu and click the New button on the screen that opens or double-click one of the Pending Returns waiting for details to be entered. This will open the Returns Record screen.

•  The easiest way to identify the item being returned is to scan its barcode. Click the Scan Barcode button and in the dialog box that opens scan or type in the barcode of the returned item and click OK.

• Once identified by the barcode the following Returns Record boxes will be automatically populated
  • Sales person: the original salesman
  • Customer No
  • Customer
  • Return Date
  • Engineer: the system user scanning in the return
  • Invoice No: Item’s sales invoice number

• When you click OK on the barcode box the inventory management software will open another box. Enter the quantity of retiurned inventory items and click OK.
• This opens the Fault Report, where the user can enter details of the fault.

• Click Save to add the Returns Record to the list of Pending Returns.

 

Repairing and restocking returned inventory

The Repair and Restock button is a great time saving feature. When you use this feature the inventory management software will automatically book returned inventory that has been repaired back into the inventory database. This feature can be used for returned inventory that you Send to Supplier for repairs or for returns that have been internally repaired.

Record the Parts Used, Cost Of Parts, Length Of Time (to do the repair) and Cost Of Time. The length of Warranty provided with the repaired can also be recorded.

• Select returns from the Main Menu and click on the relevant item in the Pending Returns list to open the Returns Record.

• Double-click the inventory item line in the Returns Record. This will open the Returned Item window.

• Enter the cost of that time in the Cost of Time box.
• Enter the amount of time taken to repair the item in the Length Of Time box.
• Fill in the Warranty box.
• Enter the Parts Used.
• Enter the Cost of Parts.
• Fill in the cost of labour in the Labour box.
• Click the Repair and Restock button to mark the item as repaired and enter it back into the inventory management software inventory database.
• Click Save.
• The inventory management software automatically fills in the Status field once the form has been filled and the return restocked, despatched or sent back to supplier.
• Close the window and open again to view the status change.

• The Open Item button will open the item information in the Stock View screen for multiple barcoded and direct inventory items or Stock Item screen for single barcoded inventory.

• Click the Complete button to move the item from the Pending list of returns to Complete.

Warning!

The transfer of an item from Pending to Complete cannot be undone.

 

Repair returned items that will not be returned to inventory

Use the Unit Repaired option to flag returned inventory that has been internaly repaired or repaired by the supplier that you do not want to restock.

The process is similar to the Repair and Restock option in many ways.

• Click the returns tab on the Main Menu to open the Returns window.
• Double click a return from the Pending list to open it in the Returns Record window.

• Double click on the inventory line to open the Returned Item window.

• Enter the cost of that time in the Cost of Time box.
• Enter the amount of time taken to repair the item in the Length Of Time box.
• Fill in the Warranty box.
• Enter the Parts Used.
• Enter the Cost of Parts.
• Fill in the cost of labour in the Labour box.
• Click the Unit Repaired button to mark the item as repaired.

• Click Save.
• The inventory management software automatically fills in the Status field once the form has been filled and the return saved on this window and the Returns Record window.
• Close the window and open again to view the status change.

• Click the Complete button to move the item from the Pending list of returns to Complete.

Warning!

The transfer of an item from Pending to Complete cannot be undone.

 

 

Despatching returned inventory back to the customer:

In the case of returned inventory that has been internally repaired or repaired by the supplier and is to be sent back to the customer the repair must be logged using the Unit Repaired option.

Once the inventory has been repaired the item can be sent back to the customer.

• Click returns on the Main Menu.
• Select the return from the Pending list to open the Returns Record for that item.

• Click on a line of inventory to see any notes in the Engineer Report section.
• Double click on an inventory line to open the Returned Item window.

• Click the Despatch to Customer button to raise a Despatch Note and prepare the item of inventory for return to the customer.

• Click Yes to raise a Despatch Note.
• Click No if you do not require one.
• The inventory management software will ask for a location for the item to await despatch.

• Click Save and Close the Returned Item window.
• Click Save in the Returns Record.
• If you open the Returned Item window again the Status of the return will have been updated automatically by the inventory management software.

• Once an item’s status has been marked as Returned to Customer you can not use the Open Item button to view it as it no longer exists in the inventory database system.
• Click the Complete button to move the item from the Pending list of returns to Complete.

Warning!

The transfer of an item from Pending to Complete cannot be undone.

• Click on the return in the Complete tab of the Returns window to open it in the Returns Record.
• Click on an inventory line to see any notes in the Engineer Report section.

• Double click on an inventory line to open the Returned Item window.

 

 

Send returned inventory to supplier for repair or refund

 

Use the Send to Supplier button to flag inventory that has been sent back to the supplier for repair or refund.

• Click returns on the Main Menu toolbar of the inventory management software.
• Double click on a return in the Pending list of the Returns screen to open the Returns Record window.

• Click on an inventory line to see any notes in the Engineer Report section.
• Double click on the inventory line to open the Returned Item window.

• Click the Send to Supplier button.
• The inventory management software will open a Confirm Restock window.

• Click No to cancel the action.
• Click Yes to mark the inventory as returned to supplier.
• The inventory management software will show the inventory as Returned to Supplier Under Warranty in the Engineer Report field of the Returns Record window.

• Click Save to record the current status of the returned inventory in the system.
• The inventory management system will also flag the returned inventory as Returned to Supplier in the Status field of the Returned Item window.

There are two ways to deal with inventory that has been repaired by the supplier and returned to you.

• Use the Repair and Restock button to flag the inventory as repaired and enter it back to the inventory database.
• Or use the Unit Repaired button to mark the inventory as repaired and send it back to the customer using the Despatch to Customer button.

If the supplier provides a refund or credit the item must be manually released from the inventory system to maintain an accurate stock level.

• Click Open Item. This will open the Stock Item window. All inventory that has been repaired by the supplier and returned will be treated as single tracked items by the inventory management software.

• Click the Release button at the bottom of the Stock Item form to manually release the inventory item from the inventory system.
• The inventory management software will give you the option of cancelling this action or confirming it in the Confirm Stock Release window.

• Click No to cancel the action.
• Click Yes to continue and release the inventory from the system.
• The inventory management software will ask you to enter a cause for release in the Unit Release box.

• Enter a cause and click OK.
• The inventory management software will automatically release the inventory from the database system.
• Click Save.
• Click the Complete button to move the item from the Pending list of returns to Complete.

Warning!

Do not click the Complete button on a pending return order that has been sent to the supplier until the inventory item has been repaired and returned by the supplier or they issue a credit has been issued by the supplier.

The transfer of an item from Pending to Complete cannot be undone.

Raising a credit for returned inventory

Credits are normally raised for faulty or damaged inventory that has been returned by a customer. In these cases the credit routine can be started from the Returns Record window of the inventory management software.

 

• Click the Credit button on the Return Record screen of the inventory management software system.
• A box opens asking whether you want to credit delivery costs.

• Click No if you do not want to credit the delivery costs.
• Click Yes if you want to credit the delivery costs and add the net delivery cost to the dialog box that opens.

• The inventory management system then defaults to Print and the credit note can be printed and sent to the customer or printed as a PDF and emailed to the customer.

 

 

Raising a credit that is not for returned inventory.

Credits not associated with returns, such as an allowance or a retrospective discount, can be raised directly from the credits tab on the Main Menu of the inventory management software.

• Select credits from the Main Menu of the inventory management software.

• Click New on the main Credits screen that opens.
• The inventory management software will open the Credit Note box.

• The inventory management software will automatically generate a Credit No.
• Select an entry in the customer drop down.
• Enter the Amount of the credit.
• Enter the reason for the credit in the Description box.
• Then click Add.
• The new credit will be listed in Pending credits in the main Credits screen.
• Click on the credit in the Pending list to open the Credit Details form used to generate the Credit Note.

• The versatile inventory management software allows you to change the Tax applied at this stage by selecting from the drop down. The tax codes are created in the Settings → Options → Financials section of the inventory management software.
• Click the Recalculate button and the inventory management software will automatically update the amounts.
• Change the Currency by selecting from the drop down under the Tax drop down. The currencies used are saved in the Settings → Options → Financials section of the inventory management software.
• Click Print to raise a physical credit note that can be posted or a PDF that can be emailed to the customer.
• Finally click Complete to transfer the credit from Pending to the Completed list of credit notes.

 

 

 

 

 

Interrogating inventory management software database

The RightControl inventory management software system has a powerful and versatile search function that enables the user to quickly find the data they require. Specific details about the inventory held on the inventory management software database can be searched using the Lookup Item  function.

Lookup item

Using a barcode reference or unique model serial number, individual stock items can be easily located with the lookup item feature.

• Select lookup item from the Main Menu and scan or type in the item’s barcode.

• Click OK and the item’s stock record will be displayed.

For a greater range of interrogative searches click reports on the Main Menu.