TotalCode ERP User Manual
Contents
1. and decimals This allows the system to calculate shipping weights and corresponding shipping costs e Name The products name Ideally use a clearly identifying unambiguous name if multi language is enabled you will be asked for the product name in all active languages e Description The description can be left blank but it is very important to enter it when selling through the web store as this is ranks the product much better in search engines and helps the customer clear any doubts as to the product s characteristics if multi language is enabled you are encouraged to enter the product description in all active languages You can also select the channels through which this product will be sold the product type if it s a service or if it s delivered electronically for example software can be delivered electronically Very similar products can be grouped so that a container holds multiple variants For example a pair of shoes can come in multiple sizes Ideally you don t want to display each size of the same model as a separate product specially in the web store as it will take too much space which can be better used by displaying other models The best option would be to create a product called Shoe X and make it into a container by checking the Allow Variants option Then create variants for this product that could be called Shoe X size 9 Shoe X size 9 5 Shoe X size 10 etc Th2. is useful when more than one point of contact exists for a client for example someone in the billing department in purchasing etc A new contact can be created by clicking the New Contact button The Communications tab keeps record of all incoming and outgoing communications with the selected client New communications can be created using the New Communication button The communication channel time subject and details can be entered and will then be displayed in this section The Follow Ups tab can be used whenever a follow up contact is required with the client or when a list of pending and or completed follow ups is required This lets you schedule future tasks and see a report of all pending tasks under Clients gt Follow ups Multiple client properties or characteristics can be saved in the client record Example of common properties include birthday preferred football team number of employees topics to avoid etc This helps the sales team with valuable information and can serve as an additional filter when creating for example a mail or other campaign A set of tabs display sales orders for the selected client separated by current order status open released packed shipped canceled Each contains a list of any order in the selected status for the selected client The Finance tab presents a list of all client invoices credit memos client payments and outgoing payments along with th
3. option so that their address is copied to both shipping and billing by default they can always manually change it The Template Management section lets you control the look and banners of your store The Products subsection controls the way products are displayed in the web store You can choose to display products in all subcategories when viewing a specific category hide or display product stock status this will show customers if a product is in stock or out of stock and the probable ship date based on existing sales and purchase orders you can choose to list out of stock products but prevent them from being added to the shopping cart or even completely hide all out of stock products The shopping cart can be configured to offer the option of entering a Zip code to calculate shipping an taxes before the checkout process begins or select a specific delivery date for the order Product ratings by customers can be enabled or disabled and you can determine whether or not an Add to Cart button is displayed in product lists not only in the product page The Pricing and Gift Cards section lets you choose a price list for the web store this will be overridden once a client logs in determine if the discount code and gift card options are presented to customers and if the tax and shipping lines under the order s subtotal should be displayed even if their value is zero Under the Delivery section you can choose
4. as shipped If the carrier provides direct online tracking delivered cartons will automatically be marked as delivered Otherwise they can be marked delivered manually or simply left as shipped Orders or portions of orders can be canceled at any time except once they ve been shipped These cancellations will be displayed under the Canceled tab Invoices are created automatically based on the client s invoicing preferences when merchandise is marked as packed or shipped the moment when invoicing occurs is determined in Settings gt System Settings gt Invoicing gt General Just as you can view a list or orders in each status you can click on an order and see exactly which items are in which status The same status tabs as described above will be displayed when checking order details TotalCode ERP 15 6 Proposals Proposals are created in the exact same way in which sales orders are created except for one additional field an expiration date It also can t be released so once a proposal is created it can only be current or expired A user with the required permissions can change an expired proposal into a current proposal Proposals can be edited to match any negotiations with the client Also a current proposal can be converted into a Sales Order with the click of a button 7 Consignments When submitting merchandise to a client in the form of a consignment you should use the Transactions
5. gt Consignment section instead of the Sales section Consignments behave in very much the same way as sales orders but no invoice is created when they are shipped Instead the system keeps a record of all merchandise that has been sent as consignments to each client and lets you invoice the clients using the Accounting gt Invoice Outgoings Consignments section At this point the system will present the previous vs current stock levels at the client and invoice the difference Pricing defaults to the original order pricing but can be changed to the current pricing from any selectable price list Outgoing Consignments New Outgoing Consignment f7 3 Client Type Client Ship From From Start Date All All All To Start Date Order Type All SSE Sa ae o rder T Client w Start Cancel Opens Open ITA ISA Rel PROYECTOS ESTIMU CPO 2013 09 27 2013 10 27 850 667 00 49 0 00 87 76 Is Io JARDIN INFANTIL cro 2013 10 07 2013 11 07 676 935 00 40 0 00 97 50 CEREBRITOS SAS PO 2013 10 11 2013 11 11 390 086 00 24 0 00 62 50 2 lax ALBERTO SANTOS G PO 2013 10 11 2013 11 11 193 293 00 13 0 00 92 31 coo o oe Ell YOUNG STARS SAS CPO 2013 10 11 2013 11 11 733 577 00 29 0 00 65 52 o 128 o Saaana 155 O00 82 58 0 00 Select one function Process 8 Purchase Orders New purchase orders can be created by going to Purchase Orders gt New Purchase Order TotalCode ERP 16 Three s
6. he can deliver as requested you can check the checkboxes on the right column and click the Confirm button to move them to the next status Confirmed Orders will be listed in this section once the vendor has confirmed the order You can click on the purchase order number or vendor name at any time to see details When vendors notify you that an order has shipped you can mark those orders as shipped You can group orders into shipments if one or more vendors have consolidated multiple orders for shipment This makes it easier to track the shipment and calculate shipping costs duties etc Simply check multiple orders TotalCode ERP 18 when clicking the Create Shipment button If provided by the vendor you can enter the shipment tracking number Shipped Shipped orders are listed under this section You can also see any incoming shipments by going to Purchase Orders gt Incoming Shipments The Shipments in transit tab displays any shipments that have been shipped by the client and will be arriving at the desired warehouse Once the shipment reached the warehouse you can click the Receive button The system will present a list of expected merchandise and you will be able to scan the incoming merchandise If the product requires lot and or expiration date tracking you will be asked for this information at this point The system will suggest a storage location for the products based on rotation weight lot numbe
7. open Released When products are released the system creates a pick ticket for each partially released order Pick tickets can optionally be printed Pick tickets serves as a guide for the warehouse clerks to proceed to the specified bin locations collect the required product quantities and pack them TotalCode ERP 14 Warehouse clerks can pick the required items and pack them by going to the Transactions gt Pick amp Pack page All types of outgoing released orders actually pick tickets will be listed here While picking and packing it is highly recommended to use a barcode or RFID scanner in order to make sure the correct products and quantities are being packed However you can also select the Without Scanner option and simply instruct the system what has been packed along with the carton distribution Packed Once picking and packing has been completed merchandise is marked as packed If the carrier selected for the order offers direct label creation UPS FedEx USPS TotalCode ERP will communicate with the carrier request pickup automatically create the required labels and record the tracking number for each carton If the carrier doesn t offer direct label creation tracking numbers for each carton can be entered manually and the carrier should be notified about the shipment Packed merchandise is awaiting carrier pickup Shipped Once the carrier picks up the packed merchandise it can be marked
8. 00 Total 4 759 582 71 Cancel Unreceived 9 Returns TotalCode ERP can help streamline and automate the returns process Clients can contact you and a new return authorization can be created by going to the Transactions gt Returns section and clicking on the New TotalCode ERP Return button top right The system will ask you to select the invoice corresponding to the merchandise that will be returned Invoices can be searched by invoice number client name or client PO The system will display the merchandise included in the selected invoice and will let you enter the number of items that will be returned for each of the invoice lines Once this step is complete you can click the Next Step button and enter the warehouse where the returned items will be received along with a description of the issue triggering the return as stated by the client The system will generate at Return Authorization number that will help track the progress of the return Once the merchandise reaches the selected warehouse the status of the merchandise can be determined You will be able to determine if a full or partial refund will be issued and if the returned merchandise will be restocked repaired or discarded If a refund is issued a credit memo will be created in the selected amount This will directly affect the client s balance If desired an outgoing client payment can be created or the client s balance can be used to compl
9. TotalCode ERP TrOTALCODCE Keep it simple Make it powerful 1 Access and Login Open a web browser window and point your browser to your system s URL web address You can find the URL in TotalCode s welcome email The URL consists of your system name as entered when your system was created followed by totalcode erp com Your web browser will display the system login page Type your username and password to gain access If this is the first time you log in you will find your username and password in TotalCode s welcome email You can reset your password at any time by clicking the Forgot your password link in the login page System Login Username Password Signin Help Forgot your password 2 Users and Permissions Users can be added deleted and modified by going to the System Users section under the Settings menu Settings gt System Users A list of active users will be presented You can add new users by clicking the New User button or you can modify any user s profile and contact information by clicking the user s name You can also delete one or more users by selecting the checkboxes in the first column and then clicking the Delete button Permissions for each user can also be viewed and changed by clicking the Set link under TotalCode ERP 2 the Permissions column or by clicking the Permissions tab while editing the user s p
10. at are allocated from stock ISA in stock allocated and allocated from incoming orders ITA in transit allocated The system attempts to allocate available merchandise to the order if the order start date is within the auto allocation days configured in Settings gt System Settings gt General Allocation basically assigns or locks merchandise to a specific order Merchandise can be assigned to an order either from stock or from incoming purchase orders production orders or warehouse transfers Allocation can also be triggered manually either for an individual order or for multiple orders Just check the checkbox in the first column beside the desired orders select Allocate in the function selector under the order list and click process You could also select Reallocate for orders that need to be urgently released The reallocate functionality can allocate merchandise to the selected order from other orders basically stealing merchandise from another order while allocation will only allocate available merchandise that isn t allocated to any other order It s important to note that only merchandise that has been allocated from stock can be released Before releasing an order it s a good idea to check the ISA in stock allocated percentage and allocate additional items if required You can release only a portion of the order by default the portion that is allocated and the remaining portion will remain
11. ator Sales Rep POS Cashier and Warehouse clerk Administrators have access to the entire system limited only by permissions while the other profiles have limited access only those sections related to their function TotalCode ERP 3 3 System Configuration System settings can be managed by clicking the Settings menu and then the System Settings link Select the section tab you want to configure General sales orders shipping invoicing payment processing purchase orders inventory EDI or web 3 1 General Configuration The General tab under system settings holds basic information about your company including company name tax ID business type and location of headquarters System Settings cenere f Ore serra mete Acoameny Paymari rooesety erty Eoi wes r Company Data Company Name Tax ID Tax Data Business Type Small Retailer Sales Tax Exempt Always Withhold Withholding Exempt r Headquarters Location State r City Bogot D C Update Headquarters Location Zip Code Save 3 2 Orders Settings Settings for all order types can be edited here sales purchases transfers production The General subsection applies to all types of orders and lets you determine how long order drafts are kept how much in advance of an order s ship start date should products be allocated to it if automatic inventory adjustments should occur w
12. ct the billing department and manage invoice sequences Separate invoicing sequences can be used TotalCode ERP 5 for different channels POS web sales ERP manual sales and even by POS store or POS terminal The look of invoices can also be configured separately for invoices generated by the different channels POS web ERP Each channel can be setup to display a different invoice header and footer which can be an image or text and for some channels the number of products per page font size and width can be configured 3 5 Payment Processing The Payment Processing tab holds the configuration for payment processors You must first determine what payment processor you use for credit cards Authorize net FirstData etc and then input the information required for that specific processor which is provided by the processor itself once a contract has been signed Apart from credit card payments direct bank deposits can also be enabled and only requires basic bank account information You can even set a minimum invoice amount that needs to be met in order to offer bank deposit payment PayPal Collect on Delivery COD and phone processing of credit cards can also be enabled 3 6 Inventory Settings Under the Inventory tab the system can be configured to automatically copy new products UPC to SKU copy product container name to its new variants enable or disable transfer of consignment goods between warehouses a
13. e client by editing the client s profile TotalCode ERP 11 Order details include order type standard samples or allocate only start date and cancel date date range when the client wants to receive the order client Purchase Order PO number a single PO can be used for multiple orders payment terms price list applies only to current order default warehouse number of shipments allowed and sales rep Products This section displays the list of products that have been added to the order and lets you add more products to the order draft Products can be added searching by name SKU or using a barcode scanner Simply select the product and enter the desired quantity The system will automatically determine the product price based on the selected price list which by default is the price list assigned to the client If the user s permissions allow it the product prices can be edited by hand You will also be able to enter discount codes or a discount amount if you user has the correct permissions and unrestricted discounts are enabled and select a shipping carrier and service The system will automatically determine if sales tax is applicable and calculate it The order is automatically saved as a draft every time something is changed This allows you to browse away of the order creation page even log out and then return to the where you left off as long as the Save order drafts for setting hasn t been exce
14. e current balance of the client s account This report can be filtered by date and or by transaction type You can click any of the transaction in the list to see its details The Returns and Chargebacks tabs display and returns or chargebacks associated with the client 11 Vendors The existing vendor list is displayed at Vendors gt Vendor List You can filter the list by name and geographic location You can click on any vendor on the list to see vendor details TotalCode ERP 21 When clicking on a vendor or creating a new vendor Vendors gt New Vendor multiple tabs will be displayed which contain information related to the selected vendor The Profile tab is selected by default and holds the vendor s primary address and contact information Multiple shipping addresses can be associated to a specific vendor allowing for faster creation of returns as the saved address can be easily reused Invoicing and payment options can also be configured for each vendor which will be loaded by default when creating a purchase order allowing the assignment of the default payment terms default payment method default shipping method default currency and account type The Contacts tab lets you create multiple contacts for each client This is useful when more than one point of contact exists for a client for example someone in the billing department in purchasing etc A new contact can be created by clicking
15. ections need to be completed to create a purchase order Vendor Details and Products New Vendor Purchase Order Cancel VENDOR i Company First Name Last Name Tax ID Phone E mail Start Date Cancel Date Goods on Purchasing currency consignment PRODUCTS Name SKU Ga Place Order Vendor Typing the first few letters of a company name or vendor name will bring up a list of possible vendors The list will get shorter as you type more allowing you to click on the desired vendor If the desired vendor doesn t appear on the list click the New button to create a new vendor After the vendor has been selected or created you can select the warehouse where you want the merchandise delivered from the list of available warehouses Details If an existing vendor has been selected TotalCode ERP will automatically populate the Details section with the vendor s defaults These defaults however can be modified for the specific order or can be changed permanently for the vendor by editing the vendor s profile Order details include start date and cancel date date range when you want the vendor to deliver the order purchasing currency for international vendors if you decide to transact in foreign currency and the Goods on Consignment checkbox in case you are receiving the vendor s merchandise on consignment TotalCode ERP 17 Products This section displays the list of
16. eded The order draft is converted to an actual order when the Place Order button is clicked The system will evaluate client credit and the order will appear as an open order or as an order on hold if the client s credit limit is exceeded or Prepaid is selected under payment terms 5 1 Order Processing and Fulfillment All sales orders can be viewed by going to Transactions gt Sales You can always filter sales order reports using the top search section Multiple tabs are presented displaying the different order processing status Each tab displays the status and the number of orders in that status Note that a single order could include items in more than one status for example a portion of the order is open a portion is released and another portion is shipped you will see the order in multiple tabs The following tabs are available TotalCode ERP 12 Overview Graphically displays an overview of sales order status An order goes through several different statuses in order to be fulfilled 1 On Hold The order requires payment payment terms are prepaid or exceeds the client s credit limit in which case a user with the corresponding permissions can override the system and authorize the order 2 Open The order has been created and can still be modified Most frequently orders in this status are simply waiting for the ship start date or merchandise is not yet available 3 Released The
17. ete a new sales order 10 Clients CRM The existing client list is displayed at Clients gt Client List You can filter the list by name account type geographic location past purchasing habits price list client properties or sales rep You can click on any client on the list to see client details When clicking on a client or creating a new client Clients gt New Client multiple tabs will be displayed which contain information related to the selected client The Profile tab is selected by default and holds the client s billing address and contact information Multiple shipping addresses can be associated to a specific client allowing for faster creation of orders as the saved address can be easily reused Invoicing and payment options can also be configured for each client which will be loaded by default when creating a sales order allowing the assignment of an account type default price list default payment terms default payment method paper vs email vs EDI invoicing and the way in which invoices should be consolidated This enables the system to automatically invoice each client Shipping preferences such as default carrier service and client requirements such as UCC 128 labels packing lists content TotalCode ERP 20 labels grouping into Bills of Lading BOL and default shipment to distribution centers DC can also be setup The Contacts tab lets you create multiple contacts for each client This
18. g and payment process Ja Sales New sales orders can be created by going to Transactions gt Sales and clicking the New Sales Order button top right corner Three sections need to be completed to create an order Client Details and Products New Sales Order Cancel CLIENT Company First Name Last Name Tax ID Phone E mail New Order Type Start Date Cancel Date PO Payment Terms Price List Channel Standard Prepaid Retail Manual Ship From Limit Shipments Sales Rep Mai Unlimited z Sel Order on hold Carrier hired by client 3 3 5 3 A t 8 3 a PRODUCTS Name SKU sien Place Order Client Typing the first few letters of a company name or customer name will bring up a list of possible clients The list will get shorter as you type more allowing you to click on the desired client If the desired client doesn t appear on the list click the New button to create a new client Once the client has been selected or created you will be presented with a list of available shipping addresses for that client or you might want to create a new shipping address for the selected client by clicking the New button Details If an existing client has been selected TotalCode ERP will automatically populate the Details section with the client s defaults These defaults however can be modified for the specific order or can be changed permanently for th
19. hen an inventory mismatch is detected during order packing and the default source warehouse The Sales subsection lets you choose the default view for sales orders by individual sales order or grouped by client purchase order the late order alarm interval sales department email address and geographical shipping limitations The ERP Sales subsection controls the manual creation of orders within the ERP The default channel payment terms and price list can be selected along with the option to enable unrestricted discounts system users can enter a discount amount instead of being limited to existing discount codes TotalCode ERP 4 The Point of Sale subsection allows for the configuration of any sales completed in POS terminals The price list to be used in the terminals and maximum number of simultaneous turns per terminal can be configured along with the minimum client information requirements phone number email address tax ID You can also setup the system to email a copy of the POS invoice to the client enable the sale of products with zero price and enable the production auto build of products with materials when not in stock The maximum return percentage and late return warnings can be configured in the Returns subsection Under the Purchase Orders subsection you can determine when late vendor confirmation and shipping alarms are triggered the maximum allowed overpayment supplier invoice v
20. ing level by warehouse consignment goods and items allocated to orders Stock level and cost adjustments can be completed by authorized users just choose the warehouse and bin location to be affected by the adjustment and enter the number of units Stock alarms can also be configured in this tab A product can also be moved to other bin locations within the same warehouse using this tab The Status tab displays information related to the product based on current and previous orders and levels You can see which sales orders include the product and see the stock level history and forecast for the product The Gallery tab lets you upload up to six images and a video for each product You can arrange existing images by dragging them into the desired order and you can add new images in the New Image section Images must be in JPG format You can also enter a YouTube video code to display the product s video in the web store The YouTube code can be found in the YouTube video page URL after the v or after the last when you click the Share link under the video You can also setup the product s unique identifiers for different vendors and clients by clicking on the Vendors and Clients tabs This will let you send purchase orders to vendors using their own internal product TotalCode ERP 10 identifiers and send invoices to clients using their identifiers thus speeding up both the purchasin
21. is will display Shoe X in the web store and once the customer clicks on the product the system will ask for the desired size variant Containers themselves are not sold nor do they have a stock TotalCode ERP 9 level but only serve as a grouping entity Variants are sold and have a stock level The product will be created when you click the Save Changes button At this time two new sections will be displayed Specifications and Price Lists Also new tabs will appear for inventory information product gallery vendors and others related to the new product The Price Lists section lets you assign a price to the current product for each of the existing price lists Each client can be assigned a price list and a default price list is also assigned to the Web Store and POS New price lists can be created using the Inventory gt Price List Management tool Common price lists can include retail and wholesale Price breaks can also be assigned when product pricing within a price list changes depending on the number of units sold Specifications are optional but very useful as they allow clients and system users to find products not only by name and category but also by product characteristics Common specs include brand color size etc An unlimited number of specs can be assigned to each product The Inventory tab under each product displays stock level information for the product includ
22. nd manage price lists 3 7 EDI Configuration The EDI Electronic Data Interchange section holds basic EDI information and only needs to be completed if your company uses EDI The X12 EDI ID can be entered in this section along with the primary EDI contact within your organization and options related to price validation and price preference when receiving inbound transmissions You can also determine whether or not discounts will be included in the 810 invoice transmissions TotalCode ERP 6 3 8 Web Store Configuration Setting up you web store is extremely easy All you need to do is adjust some parameters under the Web Store tab The store name which can be the company name or a separate store name and store phone help provide web store customers with contact information If you check the Private Store option web store visitors will be required to enter their email and password in order to see the store If the store is private you can check the Enable private store invitations option to allow customers to invite others to join You can also determine if you want to display Facebook Like and Twitter Share buttons if a copy of the customer s invoice should be emailed in addition to the order confirmation email and if the customer s company name and Tax ID are required If most of your web store customers purchase items for themselves it might be a good idea to enable the Copy shipping to billing address
23. order has been released to the warehouse for picking and packing one ore more pick tickets have been created 4 Packed Merchandise has been packed and is awaiting pickup by the selected carrier 5 Shipped The carrier has picked up the merchandise If the carrier provides live tracking information the system will be able to determine if the merchandise has been delivered Sales Orders New Sales Order SEARCH Client Type Client Client P O Ship From All All All 2 amp All From Start Date To Start Date Order Type All onv Ce CS ee eee Unauthorized MOpen MReleased Packed Ver i Overview Details Unauthorized M oOpen W Packed MOnhold WOntime M Neardeadine Late On Hold This tab displays orders that have been placed on hold by the system or by the user when the order was created You can click an order TotalCode ERP 13 number to see details to apply a client payment for example for prepaid orders or to authorize the order if you have the required permissions You can also click the client name to see client details Open This tab lists open orders You can click the order number or client name to see the corresponding details Each order s start and cancel date are listed and color coded so that users can easily determine which orders need to be released The number of open items and corresponding dollar amount are also displayed along with the number of items th
24. products that have been added to the order and lets you add more products to the order draft Products can be added searching by name SKU or using a barcode scanner Simply select the product and enter the desired quantity The system will automatically populate the product cost based on the vendor s price list if provided when configuring each product or the historic cost of the product with the vendor The suggested cost can always be edited when creating the purchase order to accommodate for any cost negotiation The order is automatically saved as a draft every time something is changed This allows you to browse away of the order creation page even log out and then return to the where you left off as long as the Save order drafts for setting hasn t been exceeded The order draft is converted to an actual purchase order when the Place Order button is clicked 8 1 Receiving Purchase Orders Just as other types of orders purchase orders move through different statuses as they are processed by the vendor Orders in each status can be listed by going to the Purchase Orders menu item You can always filter sales order reports using the top search section These are the different status for purchase orders Pending Confirmation When purchase orders are created they appear in this status The vendor hasn t yet confirmed he can deliver the requested merchandise on the selected date When the vendor confirms
25. r expiration date and whether or not the merchandise is received on consignment Received Once the merchandise has been received the process is complete You can enter any shipping and duties so that the system can calculate the actual cost of each product in the warehouse The list of received orders will list all received orders so that you can easily have access to historic information at any point in time Received Vendor Purchase Orders 2 Vendor SKU Category All All 3 All From Client Ship To Client Ship Ship to z Update 2013 01 01 2013 11 11 Casa Pulido Ospina RECEIVED VENDOR PURCHASE ORDERS _ Order Consig Vendor w ETA Client Ship Ordered Confirmed Shipped Received Received 164 Yes INTRADING PRODUCTS S A S CPO 2013 01 21 2013 02 21 100 100 00 100 00 100 00 1 658 621 00 165 No GOLLNEST amp KIESEL KG CPO 2013 01 21 2013 02 21 240 100 00 100 00 100 00 1 460 467 20 Ip 21 Is lt g LILLE KLUD SAS CPO 2013 05 05 2013 06 05 100 00 100 00 100 00 35 388 00 100 00 100 00 100 00 150 388 00 Ip IS IDs z LILLE KLUD SAS CPO 2013 05 06 2013 06 06 lt lt CLEMENTINE SAS CPO 2013 05 06 2013 06 06 100 00 100 00 100 00 52 000 00 I BI z g LILLE KLUD SAS CPO 2013 05 07 2013 06 07 100 00 100 00 100 00 70 776 00 le Ie Is Ri z g O Be BABY UNIVERSE S A S CPO 2013 08 22 2013 09 22 100 00 100 00 100 00 1 331 942 51 Unreceived 0
26. rofile Po Prema UPDATE USER Name User E mail Phone Department Management Position Language English Warehouse All Monthly Sales Goal Active No User Profile Administrator Sales Representative Point of Sale Cashier Warehouse Pick amp Pack _ Fill in these fields if you want to change your password Leave them blank to keep your current password New Password Re type new password permissions from E Reset Save Changes C Cs Adjust Product Prices Add Edit Delete Client Chargebacks Cancel Purchase Orders Allocate Reallocate C Acd Esit Delete Client Invoices C Create Purchase Orders Allow POS Z Out Add Edit Delete Client Payments Mark POs as Shipped Authorize Sales Orders Ad Edit Delete Credit Memos Receive Purchase Orders Cancel Open Items Add E it Delete Outgoing Client Payments Reinstate Canceled Items Cancel Released Items Ad Edit Delete Vendor Chargebacks Update Purchase Orders Cancel Shipments BLs Add Edit Delete Vendor Invoices Poemes iat jrewms Cancel Add Edit Delete Products Create Return Incomplete Pack Z Adjust Inventory Costs Edit Returns Pack Adjust Prices Override Return Limit Pack Without Scanner Move Bin Contents Print C C Ad Edit Delete Clients Ad Edit Delete Warehouses Add Edit Delete Sales Reps Ad Edit Delete Discount Codes System Settings Add Edit Delete Users Users can have one or more profiles Administr
27. s original PO and setup drop shipment behavior if the order should be marked delivered when shipped by the vendor 3 3 Shipping Configuration Shipping settings can be configured using the Shipping tab A default carrier and service can be selected If the carrier has no online rate functionality the system will default to the amount selected as the default shipping rate If the carrier does have online rate functionality the system can add a percentage to the carrier s quoted rate When using a carrier that doesn t provide online rate functionality it is important to determine the default shipping rate as described above and you can also setup exceptions to the default rate by weight range and destination For example if a shipment exceeds 100lbs you may want to create an exception so that the shipping rate is higher than the default rate TotalCode ERP can connect to UPS and FedEx in order to get rates automatically create labels and track shipments In order to enable each or both you must provide the connection information under the UPS and or FedEx subsections This information is provided by the carrier when you signup for online services 3 4 Invoicing Configuration This section allows for the configuration of multiple invoicing options You can determine whether TotalCode ERP creates invoices automatically when orders are packed or shipped determine what email address clients can use to conta
28. the New Contact button The Communications tab keeps record of all incoming and outgoing communications with the selected vendor New communications can be created using the New Communication button The communication channel time subject and details can be entered and will then be displayed in this section A set of tabs display purchase orders for the selected vendor separated by current order status pending confirmation confirmed shipped received and canceled Each contains a list of any purchase order in the selected status for the selected vendor TotalCode ERP 22
29. to enable customer pickups at your warehouses or stores for web store orders select the default warehouse for web store order shipment and determine if you want the customer to select the shipping destination type residential business hospital etc TotalCode ERP 7 4 Products and Inventory Products are grouped into categories and subcategories providing both clients and system users a hierarchical structure they can browse Creating an intuitive category structure will greatly benefit you and your clients The category tree can be created using the Inventory gt Category Management or Inventory gt Product Management tools By going to the Inventory gt Product Management tool you can manage both categories and products simultaneously The topmost section will display the current category initially the Main category is displayed The left column displays all subcategories of the currently selected category and the right column displays the products in the currently selected category In a newly created system both subcategories and products will be empty The Main category is special in that only subcategories can be created under it not products The first step is to create subcategories under the Main category by clicking the New Category button When creating a new category please enter the category s name if multi language is enabled you will be asked for the category name in all active lang
30. uages if the category should be displayed in the web store and if products in the category should by default be tracked by expiration date lot number and or serial number when a product is scanned for packing or receiving the system will ask for this information This is just the category default but you can later select these characteristics in a product by product basis Once you click the Save button you will be returned to the Product Management tool You can now click a category and add subcategories or add products A new product can be created by clicking the New Product button in the right column of the Product Management Tool The New Product window will be displayed displaying the basic characteristics of the new product e UPC Universal Product Code This is the product s barcode the global unique identifier of the product You can use a barcode scanner to populate this field in order to avoid typos TotalCode ERP 8 e SKU Stock Keeping Unit Your company s internal product code If desired you can use the UPC as the SKU this can be completed automatically by going to Settings gt System Settings gt Inventory and checking the Copy UPC as SKU option e Unit of Measure Specify whether a product is sold purchased stored as a unit or if it s sold by pounds for example beef inches for example fabric etc The default is Unit e Weight Enter each unit s weight in pounds
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