Order Processing - Orderwise

How to place a New Order - OFFICE

• HOME module = All main shortcuts saved here

CUSTOMER LIST

1. Search for customer in ‘Delivery Name’ or ‘Account number’ if known
2. Note, some accounts may be customers of multiple clients, so Type filter may also be used. See below example – Roy Thomas is a customer of Chanelle and Downland, so need to ensure the correct account is selected.
3. Double Click customer to open new order window or highlight and click New Order.
4. Order reference = Customer PO no, if none given insert ‘.’ 1 character minimum is required, Nimrod usually use a name as ref.
5. Sales Rep = Chanelle Only – Initials of person inputting order / Initial of sales Rep e.g. AO/JR
6. PN number = System Order Number
   1. Nimrod will provide a number starting with UKP for UK or EXP for Export
   2. Chanelle – They have 3 prefixes – PN, CV or PET + find next number
      1. PN = Chanelle Animal Health (Account numbers starting with 5)
      2. CV = Chanelle Vet (Account numbers starting with 6)

• PET = Chanelle Pet ((Account numbers starting with 7)

1. CK Food prefix = CK + find next number
2. Downland = DN + their order number
3. In order to find the last used and subsequent next number click on Sales Activity

• 
  Click in the PN number column and search for the required prefix – this will give you the last number used.

7. Search product in the ‘Code’ box by code or name – Enter or Tab, to open new window detailing all products within search parameter. QTY in Stock also displayed
8. Select product & Enter QTY required
9. To add new product / line click the blue +, or press F2 and repeat process
10. Products then need to be allocated to the order by clicking Allocations Tab and select the middle button on the bottom left ‘Edit order allocations’

11. Within the Allocations window click the blue ‘+ Add’
12. This will then display all stock of the product detailing Batch, Exp and location (Bin)
13. Type in the QTY required of the specific batch in ‘Typed in’, the selection will be based on Qty, location and Expiry etc
14. Save
15. Multiple lines can be added here by clicking ‘+ Add’ on the next product
16. Save, close Allocations Window
17. Check the delivery address is correct by clicking ‘Delivery Address’ – any delivery instructions to be added here also.
18. To add Invoice instructions e.g. Free stock, highlight the product in question and click ‘Line Information’, Type the note in Comments 1, Click Order Lines to return to main screen.
19. Save
20. To edit a saved order – ‘Sales Activity’, double click the order.
21. Orders actively being picking cannot be edited unless pick is cancelled.

2. Picking – WAREHOUSE
3. Once saved an order will appear in the ‘Orders Requiring Picking’ Tab (this shows all outstanding orders on the system)
4. Double click the order to allocate to the Warehouse
5. Allocating to the Warehouse will generate a Picking Note for printing

Once the picking note is printed / order allocated to warehouse, the order moves to ‘Open Picks’.

4. Once the order has been picked, the picker will highlight the relevant order and click ‘Confirm Pick’ or Double click - Order details will be displayed mid screen when highlighted:
5. New window opens, picker to input QTY picked - if picked in full as per requirement, click ‘Set Picked Quantity’ to auto populate Qtys picked.
6. Save and Continue
7. Picker to use the PN number or ‘Internal ref no’ to mark / identify the boxes.

3. Shipping - WAREHOUSE
4. Shipping section is to be completed when entering consignments into the courier system
5. Once pick is confirmed the order will move into ‘Orders requiring shipping’ in the DESPATCH tab
6. Select the order and click ‘Ship’ / Double click the order
7. Select packer, Input No of Parcels, Pallets, Weight, Courier and Consignment no
8. Ship
9. Select relevant Delivery Note from the 9 available templates (Chanelle / Nimrod), click the arrow & print 1 copy to be placed on the outgoing consignment and another copy to be saved in the Z drive.
10. To view previous despatches, see ‘Delivery History’ in Home.
11. Delivery Notes can also be re-printed by highlighting the order, click select Delivery Note and select required Delivery Note template to print.

4. Back Orders - OFFICE
5. Partially shipped orders will automatically create a Back Order
6. Back orders can be viewed in Orders requiring picking or in Sales Activity, then filter by ‘Status’ – partially despatched / Awaiting Despatch.
7. To view or edit a Back Order, double click the order in ‘Sales Activity’
8. Chanelle requires the PN/CV/PET number to be changed for each part of a Back order shipped, to highlight the order as a Back order, search by original PN number, open the order in ‘Sales Activity’ and edit the PN no. e.g. PN0001/1 PN0001/2
9. Save
10. Back orders shown in the DESPATCH tab will show the stock status as RED (None):

7. When stock is booked in, the Stock Status will change to Green (FULL) if enough stock has arrived to cover the order in full, or Yellow (PART) if only part stock is available.
8. Back order reports can be produced – see Reporting.
9. To allocate stock to a Back order, find & open the order in the Sales Activity tab, Click on Allocations and allocate stock as per normal.
10. Back orders will then be created again for any further shortfall in stock
11. If not, enough stock is delivered to cover all back orders, the Chanelle / Nimrod will usually indicate which customer is to receive which qty.

5. Stock – OFFICE & WAREHOUSE
6. To see what stock we have, Click on ‘Product List’ Tab in Home
7. This will list all stock on the system and the total Qty held in stock.
8. Stock can be filtered / Searched by Name, Product Code or Supplier Type
9. Highlight the product in question and click ‘Transactions’
10. This will show how much stock is in each Bin / Location as well as the Batch, expiry and any comments such as ‘Damaged’.
11. Bin Number = Racking Location
12. Comments = Pallet Number

6. Goods In -WAREHOUSE
7. To book stock in Orderwise suggests generating a Purchase Order and booking stock in against it. This would be done on the ‘assumption’ of goods coming in i.e. Chanelle Delivery note copy that is emailed before the delivery arrives, OR check off delivered goods against the delivery note, then generate a Purchase Order from this
   1. To do this click the PURCHASING tab, Highlight the supplier (Chanelle / Nimrod), click New Order.
   2. Similar to generating a Sales Order fill in the required fields
   3. Search Product, double click and type in qty received
   4. F2 to add a line or blue +
   5. Add the LA no – to view previous LA no’s click ‘Purchase Activity’
   6. Change ‘Build Up’ to ‘Order’
   7. Save
   8. Order will now show as ‘Awaiting Goods’ in the status
   9. Order will appear in GOODS IN tab
   10. Highlight the order to be booked in
   11. Click GRN goods in
   12. Type in the QTY received & click book in (1 line at a time)
   13. New window will open, input Location (Bin), Batch, Exp, Qty etc
   14. If multiple batches use ‘Split Batches’
   15. Enter Batch, Location (Bin), Expiry
   16. Click Blue + to add new line
   17. Save
   18. Product label will open for print – to be attached to the pallet for scanning out.

2. Alternatively, search for a product via the STOCK MODULE
   1. Highlight the required product & Click ‘Transactions’
   2. Click ‘Add in Transaction’
   3. Input the product info – Location (Bin), Qty, batch, batch split etc
   4. Change Adjustment Type to ‘Incoming Delivery’
   5. Save
   6. Product label will open for print – to be attached to the pallet for scanning out.

*Goods can only be booked in via the HHT via Option 1 (GRN – Book in against order)

7. Reporting - OFFICE

1. Reports are available via in HOME under ‘All User Reports’ which is a shortcut to the most used reports.
2. These can be filtered / searched by tying the Report name
3. Reports can also be found in the relevant tabs e.g Stock reports = STOCK tab – ‘Reports’

End of Day – Chanelle Only

1. Chanelle require a copy of each Delivery Note at the end of each day.
2. The warehouse Saves a copy when shipping in the Chanelle file on the Desktop.
3. Paperwork needs to be collected from the Warehouse and sorted.
4. Match the Chanelle orders in the paperwork with whats saved in the file.
5. Open the PDF Generator shortcut on the desktop and drag the Delivery Notes to generate 1 PDF file.
6. New Email to [e-mail]
   1. Attach the new PDF File
   2. List all PN/CV/PET numbers in the body of the email so Carol can cross ref.

End of Week – Chanelle, Nimrod, CK Food

Chanelle

1. As well as the End of day, Chanelle require a copy of ‘Stock Report – By Stock Code’ and ‘Back Order Report – Chanelle’ to be sent to carol and all Reps in both PDF and Excel format.
2. All User Reports select the relevant report – Run to Layout and ensure ‘All Variants’ ticked - click the arrow to run report.
3. Click Export & Export to PDF - Save. Repeat Process as an Excel file
4. Z:\Pharmapack\Contracts\Chanelle\Reports\Weekly & Monthly Reports
5. Email to: [e-mail] , [e-mail], [e-mail] , [e-mail], [e-mail], [e-mail]

Nimrod

1. Nimrod Require ‘Stock Report – By Stock Code’ and ‘Despatch Report’ as PDF only.
2. Stock Report as per Chanelle
3. Despatch report - Highlight and Click Run to Layout – Edit date Range to cover the week in question – Click arrow to Run – Export to PDF - Save
4. Z:\Pharmapack\Contracts\Nimrod\Nimrod Reports
5. Email to [e-mail] & [e-mail]

CK Food

1. ‘Stock Report – By Stock Code’
2. Run to Excel
3. Save onto Desktop overwriting CK Stock file
4. Email to [e-mail]

8. Useful Tips
9. Press F1 on the keyboard for the online manual. For example, if on the SALES tab, pressing F1 will open the Sales help file.
10. If the search bar is not visible, Right Click – ‘Hide / Show’ – ‘Hide / Show Filter Row’
11. Additional columns can be added by Right Clicking – ‘Edit Grid Layout’ then search for the field you wish to add from the available list (can be typed into the top bar)
12. If someone is locked out of orderwise and cannot log in. Janet/ Admin to go to SYSTEM – Security, Users – highlight the user that’s locked and click ‘Mark selected as Logged out’
13. Adding New Customer
    1. Settings tab, deselect ‘must provide order ref’
    2. Default – Chanelle or Nimrod
    3. Click ‘Delivery Addresses’, and Click yes to copy address if the same as billing, then edit to add a contact if required.
14. Changing product Batch Status, i.e. if a product doesn’t require batch or Exp
    1. Find & highlight product
    2. Edit
    3. Click
    4. Settings tab
    5. Edit Batch settings accordingly
    6. Save
15. Reports
    1. To run report on all products with EXP dates, enter the required date
    2. To run a report on all products inc those with no EXP, tick ‘All Products’
16. Direct Ship – If a BO is fully or part shipped from the supplier:
    1. Find and open the order in ‘Sales Activity’
    2. Select the item line, click ‘Line Info’
    3. Tick the ‘Direct’ Box
    4. Select the supplier i.e. Chanelle or Nimrod
    5. Go to ‘Goods in’ Module and click ‘Direct goods in’
    6. Highlight the product being shipped direct and click ‘Book In’
    7. This will not impact our stock but will show an audit trail of stock being sent direct

Adding NEW PHARMAPCK CUSTOMER

1. System – Customer - Customer Type – Add
2. System – Global - Analysis Fields – Change Analysis Type to VARIANT – Supplier Name – Edit List - Add