The Batch print documents option allows you to print picking notes or advice notes for selected WIPs, and clear backorders. Backorders can be cleared at the same time that picking notes are printed or you have the option to allocate backorders only.
This option is particularly useful in situations where a central warehouse is linked to several POS companies, and orders are raised for parts on the central warehouse stock. In this situation, you can use this option once a day or periodically to print the necessary documents in a batch.
To batch print picking notes or advice notes:
From the Rev.8 Master Menu, select the Point-of-sale option and Company you require.
The POINT OF SALE menu is displayed.
Select the Batch print documents option.
The Print batch of Documents form is displayed.
Complete the following group boxes to determine which WIPs are displayed:
Tip: A search is available for the cut off date. Click the Ellipsis button ![[...]](Ellipsis.gif){kind=small}
to invoke the search. An electronic calendar is displayed. Select the month and date required and double-click to load the chosen date.
Click the Refresh button.
The grid is refreshed to display the transactions that match your criteria.
Tip: All WIPs are selected by default. To deselect/re-select a WIP, single click the row.
Do one of the following:
Note: By default, the Consolidated documents option is ticked. This option consolidates orders for the same dealer and account number into one piece of paper. If you do not want to consolidate documents, untick this box.
To produce picking notes, select the WIPs that you want to process and click the Picking note button.
To produce advice notes, select the WIPs that you want to process and click the Advice note button.
You will get one of the following two results:
If you clicked the Picking note button, Autoline scans the system for WIP lines at P status, and prints a picking note to the currently selected printer for lines with a picking note number of zero (that is, not printed before).
If you clicked the Advice note button, Autoline scans the system for WIP lines at P status, decards the parts and sets the line status to X, and prints advice notes to the currently selected printer.
You are returned to the POINT OF SALE menu.
It is possible to clear backorders at the same time when picking notes are printed or to allocate backorders only. Warehouses must use this option at their own discretion. For example, if stock is delivered to the warehouse overnight and the bins are restocked, the warehouse could clear backorders in the morning and print picking notes at the same time. However, if picking notes are also produced in the afternoon, but an additional stock delivery is not received during the day, the warehouse may not want to clear backorders a second time.
In order for a backorder to be cleared, the WIP must be a valid backorder type set in the Purchase order types field on the Main tab of the POS parameters, or at status B. The system checks all WIPs on the system (not just the orders in the grid) at the correct status to see if there is sufficient stock to fulfill an order and, if so, determines whether the system should release any back orders using the following calculation, which is based on the order type:
Order header type V:
Step 1: Find the WIP line at V or R status.
Step 2: If there is a stock quantity that can fulfill the whole ordered quantity, and the Date in field on the WIP header is greater than the date entered in the program selection, change the line to P status.
Any other header order type:
When the WIP line status is any valid back order type:
If the stock on hand minus the backorder quantity is equal to or greater than the Average Monthly Demand for the part, multiplied by the product group reserve calculation, change the line to P status.
If the WIP line status is R:
If the stock on hand is greater than what is required on the line, set the line to P status.
Note: Before you clear backorders, ensure that the following parameters are set correctly:
The VOR reserve held in the Stock Management (SM) Product Group record must be greater than zero. This value is a percentage of the average monthly demand.
S must not exist in the Back/back P/Orders field on the Main tab of the POS parameters.
S must not exist in the Flag parts on status field on the Main tab of the POS parameters.
S must not exist in the Purchase order types field on the Main tab of the POS parameters.
To batch print picking notes and/or clear backorders:
From the Rev.8 Master Menu, select the Point-of-sale option and Company you require.
The POINT OF SALE menu is displayed.
Select the Batch print documents option.
The Print batch of Documents form is displayed.
Do one of the following:
Note: By default, the Consolidated documents option is ticked. This option consolidates orders for the same dealer and account number into one piece of paper. If you do not want to consolidate documents, untick this box.
To clear backorders and produce picking notes, tick the Clear backorders box and click the Picking note button.
To clear backorders only, tick the Clear backorders box and click the Allocate B/O only button.
You will get one of the following two results:
If you ticked the Clear backorders box and clicked the Picking note button, the system calculates whether there is sufficient stock to fulfill the backorders and, if so, clears the backorders and prints the picking notes to the currently selected printer.
If you ticked the Clear backorders box and clicked the Allocate B/O only button, the system calculates whether there is sufficient stock to fulfill the backorders and, if so, clears the backorders.
You are returned to the POINT OF SALE menu.
This form is displayed when you select the Batch print documents option from the POINT OF SALE menu. From this form you can print picking notes or advice notes for selected WIPs, clear backorders and print picking notes at the same time, or clear Backorders only.
This field relates to the printing of documents only. Enter the date up to which you want to include orders. Orders after this date will not be processed. This field automatically defaults to today's date.
Tip: A search is available for the cut-off date, click the Ellipsis button
This field relates to the printing of documents only. Enter the departments to be included. For example, P for Parts or W for Workshop.
All: This box is ticked by default. It tells the system to include orders for all departments. If you enter a department code (and press the TAB key), the box is automatically unticked.
This field relates to the printing of documents only. Enter the backorder statuses to indicate which lines you want to include. For example, S, V, I or C. Alternatively, click the Ellipsis button
Note: At all times, the Discount category on the WIP header must be set to S even if the backorder status of a line is V.
This field relates to the printing of documents only. Enter the code for the delivery van route used for a customer delivery. Only WIPs for the selected route will be processed.
All: This box is ticked by default. It tells the system to include orders for all route codes. If you enter a route code (and press the TAB key), the box is automatically unticked.
Consolidated documents: If required, the system can combine stock and VOR orders for the same dealer and account number into one piece of paper when you print picking notes or advice notes. For example, for the same dealer and account number, you may have a stock order for the current week, a stock order for the previous week and a VOR order. With this option selected, the system will produce one picking note number for the orders when you click the Picking note button. This box is ticked by default.
Clear backorders: This option allows you clear backorders at the same time that picking notes are printed or to allocate backorders only.
When you select the Batch print documents option, the system displays, in a grid, a list of WIPs with any lines that can be picked or advised. You can limit the display of WIPs in this grid by completing the Departments, Backorder statuses or Route. From this list, select the WIPs for which you want to print a picking note or advice note.
For each WIP, the following details are displayed:
Tip: To select all WIPs, click the Select all button. To deselect all WIPs, click the Deselect all button.
Account: The Sales Ledger (SL) account number
WIP No: The Work-in-Progress record number
Name: The customer name on the SL account record
Route: The up to 3-character route code
Stock: Number of lines within the WIP with a line status of Stock or Pick.
Note: If there are VOR lines within the WIP, Stock is considered to be zero as all lines are to be reported as VOR.
VOR: Number of lines within the WIP if there is a single VOR line within the WIP.
Note: VOR line statuses are defined within the POS parameters main tab
Pick: Number of lines on the WIP available for Picking.
Pick Value: The value of the lines to be picked. The calculation for this figure is:
(Order qty x Selling price)
Partial: This field relates to the Partial invoicing field on the Options tab of the WIP, and indicates whether all lines can be invoiced.
Credit: This field indicates whether the order value is within the credit limit. If it is, the field is set to OK. If it is not, this field is set to NONE.
Can Pick: This field indicates whether any lines on the WIP can be picked. As soon as a single line on the WIP can be picked, this field is ticked.
Can Advise: This field indicates whether any lines on the WIP are picked, and so can be advised. As soon as a single line on the WIP is picked, this field is ticked.
PUSH BUTTONS:
Refresh: If you specify Departments, Backorder statuses or Routes, click this button to display all WIPs that match the criteria.
Account: Enables you to display WIPs for selected accounts.
Exit: Returns you to the POINT OF SALE menu
Select All: Selects all records currently displayed in the grid
Deselect All: Deselects all records currently displayed in the grid
Picking note: This option can either be used to print picking notes for selected WIPs or to print picking notes for all cleared backorders.
Allocate B/O only: This button is only enabled if the Clear backorders box is ticked. When you click this button, the system calculates, for WIPs at the correct status, if there is sufficient stock to clear all backorders on the system. If the criteria are met, the backorders are cleared and the status of the WIP lines is changed to P.
Advice note: Prints advice notes for the selected WIPs.
This form is displayed when you click the Ellipsis button within the Backorder statuses group box on the Print batch of documents form. From this form you can identify the lines for which you want to print documents by selecting backorder statuses.
Code: The discount type code defaulted from the WIP header discount type field in the SO system parameters. For example:
- S: Stock
- V: VOR
- I: Interdealer
- C: Collect
- s: Lower case stock
- v: Lower case VOR
- i: Lower case interdealer
- c: Lower case collect
Description: A description of the discount type code which is defaulted from the discount categories file.
Sel: Tick this field to indicate which backorder statuses you want to include.
