STOCK ORDERS
Contents
1. User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi INVOICES The inwards goods invoice is used to update the financial aspects of the purchase to the suppliers file as well as the product file It can also update the stock levels if the supplier invoice is entered directly or converted from an invoice but not when converted from a packing slip The diagram below describes the process flow of an Invoice Invoice Received Did you place an Order Have you entered a Create New Invoice Packing Slip already Convert Packing Slip to Invoice Edit Invoice Place on Back Order E limaics Open Orders Fig 9 11 HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Inwards Goods Search Function 1 Type in the inwards goods number supplier name or supplier reference number and click on the F12 Search button 2 Choose the correct inwards goods invoice and click on the F12 Accept button 3 The inwards goods invoice will now open on the screen Converting an Order to an Invoice If you have already entered an order for the goods that you are about to invoice but you have not used a packing slip you can convert the order to an invoice This will eliminate the need to re enter the items you have ordered This option will update suppliers product stock levels as well as product prices if changed 1 Click on the Creditors button 2 Click on the Invoice button an2. Paylmmedictely DefPayment 2 Cheque ExemptGST No AccountRet MY1234 Cade Status MYSUP Active v DC Acc Bank ASE Branch Taupo AcNum 12345578 00 S Ac Nam My Supplier Payee Refi PayeeRef2 Payee Ref 3 d zs P Dr gt J om see Nahe C C ee a Jeciors aen Bat j Account Type Def Due Day Days Due In Account Ref Def Payment Exempt GST Bank Branch Ac Num Ac Nam Fig 9 2 Type of account you have with the supplier whether it is a pay on the 20th of the month following pay after a specified amount of time or immediate payment account Default Due Day The day of the month that payment will default to Not implemented yet Your account number according to the suppliers computer system The default payment method for this supplier Yes or No The bank that your supplier uses This is used for any Direct Credit payments The bank needs to be set up in Picklists before you can select a bank from the drop down list The branch of the bank that your supplier uses The suppliers bank account number This should not include bank and branch numbers but should include the suffix e g the highlighted number is the account number and a suffix 00 0000 0000000 000 The name of the Bank Account eg Beauty Fanatics HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Payee Ref 1 2 3 Reference fields for Direct Credit
3. packing slip The prices are there for reference only from the current prices on the product file d 11 Notes can be made in the bottom panel which will be printed on the finished packing slip 12 Choose the next action to perform from the buttons below a The F12 Finish button will complete the packing slip and the stock levels will be adjusted by the quantity arrived If you have put the quantity arrived at zero for any items you will now get the above prompt asking if you wish to place the product on back order b The F7 Barcodes button allows you to make the barcodes for the products on your packing slip if the BC Lbl field was changed to U or P You will be prompted to print the barcodes when you finish the packing slip or if you say No you can open a Product Record go to the Stock tab press the Barcodes button and view print delete all barcodes from there c The F8 Old button will bring up a search screen to search for open packing slips The packing slip you were editing will be automatically saved and exited d The F9 New button will open up a new packing slip The packing slip you were on will be saved and exited e The SF10 Cancel button cancels the packing slip If the packing slip is generated from an order it will allow you to convert the order again at a later stage f The F11 Save Exit button will save the packing slip and exit thi
4. at any invoice that has been previously created When you select this item it will give you the inwards goods search screen where you can enter the Invoice number you wish to view If you don t know the invoice number you can enter the supplier name to get the list of invoices for that supplier to select from or you can click Browse and it will open up the first invoice ever made in your system and you can use the navigation buttons to view all the invoices When viewing invoice history you have the option to SF10 Cancel the invoice if it is open or F7 Barcodes to make barcodes for the items required Printing Barcode Labels This option will open the Barcode Labels Maintenance window It will list all the barcodes currently saved in your queue allowing you to delete any barcodes that may have been saved accidentally From here you can print all barcode labels that are in the queue HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi PAYMENTS This section covers payments to be made for purchases and expenses Payment Run This option is used when you wish to make multiple payments to suppliers who have outstanding amounts owed 1 Click on the Creditors button 2 Click on Payments button and then select Payment Run 3 The Payment Run Screen will open Select the date range of outstanding invoices due 4 Each supplier has a default payment method so tick the
5. invoice number or a number date that will ensure you will know how this invoice relates to the supplier s invoice Enter the Arv Date this is the date the goods arrived and this field will default to today s date You are able to change it but make sure that you don t change it to a date in a closed off month If you have converted from a packing slip it will use the packing slip date Due Date is the date that payment for this invoice is due This is an excellent tool when the supplier has agreed on a delayed payment date Inv Num is the invoice number that is automatically generated by the system Ord Num is the number of the order that is being converted If the supplier has combined two or more orders together in the invoice you can add another order to the HairlinkS invoice by clicking on the SF6 Add Order button Sort the packing slip to match the supplier invoice The current sort order is indicated by the fifth button eg Number Clicking on this button will allow you to change the sort order by Order number Description or whether the order item has been verified Check all of the items on the invoice and make sure that this is exactly what you have received Adjust the items if necessary Check all fields relevant to each item and add any information Sup Code The supplier code for the particular item may be added changed Str The store into which you are adding the item for multi st
6. supplier s website Rep Name Your particular Sales Representative or your main contact person for this supplier Phone Phone number for the local branch of your supplier Fax Fax number for the local branch of your supplier HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Email Ebiz Type Client Id Connection Category 1 i Category 2 Account Balances Email address for the local branch of your supplier These settings are used by CFL when setting up and configuring your EBIZ connection to this supplier These relate to the reporting categories the supplier is under This is a preset pick list that can be customised to your requirements in pick lists setup This section gives you a quick view of the amounts you owe your supplier Accurate current 30 60 and 90 day balances for a particular supplier are displayed on this part of the screen You are also able to perform account reconciliations by clicking on the TC button HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Financial Tab This tab shows all of the financial information relating to the supplier s account This is also where you enter bank details for Direct Credit payments and general financial information about this suppliers account w My Supplier Product Supplier 1 1144 Name My Supplier 1 General 2 Financial 3 History 4 Doc Mgr 5 Contacts AccountType
7. this option HairlinkS will give you the supplier search screen for you to select the supplier Once you have selected the supplier it will display a blank purchase invoice The invoice form should now appear on the screen Unfinished Invoices Use this menu item to find an invoice that you have started but not yet finished 1 2 Click on the Creditors button Click on the Invoice button and select Unfinished Invoice You will be given the inwards goods search window Search for the inwards goods invoice A new inwards goods invoice will be displayed O NOTE Invoices shown in your list in red are refunds HAIRLINKS User Manual v4 5 27 Updated 01 05 2012 S TZ ER STOCK ORDERS Processing an Invoice 1 2 10 11 Open the order you want to process Select your Staff ID The To Pay field is a cross checked total with the Total at the bottom of the invoice You can enter the total cost of the supplier invoice to make sure that you have keyed in all the correct quantities and prices on the invoice lines If the To Pay field does not match the Total an error box will appear when you try to finish the invoice You must then check to see where the totals are different whether a product has been missed off the bill if the GST figure is different or simply if freight was left off Enter a Supplier Reference for the invoice This is usually the supplier s
8. will retain the original sell price in your product file Note Change the sell price to zero when your list price has changed but you wish to retain the sell price BC Lbl If you wish to print barcode labels for this item change to U to create labels with the unit price on them P for labels with the pack price on them or N if you do not wish to generate a label This is defaulted from product file under the More tab and Generate Barcode for this Product U P or N Buy Size The number of units in a pack when purchasing This is defaulted to the Buy Size on the product file Unit Sell The sell price for each unit If the goods come in a pack of 100 this would be the cost of 1 of the 100 purchased This is defaulted to the unit sell on the product file This price includes GST Total Buy The total cost of purchasing these items Qty x Buy Price Total Buy Once an item in HairlinkS has been checked against the supplier invoice place a tick in the verified box This shows the user it has already been checked Add extra products if required for any extra items you have received Where the item did not arrive you may either enter zero in the Qty Arv field or you can delete the line item altogether If you enter less than the number ordered when finishing the Invoice you will be prompted to see if you want to place the items on back order Notes can be made in the
9. ERs Clear ALL Back Orders Fig 9 9 HAIRLINKS User Manual v4 5 1 7 Updated 01 05 2012 S TZ ER STOCK ORDERS Viewing Order History This menu item allows you to look at any order that has been previously created 1 2 Click on the Creditors button Click on the Orders button and then Order History An order search form will be shown on the screen Search for the order The order should now appear on the screen for viewing Q NOTE The Order History screen gives you the ability to view the SS orders but you cannot change any details on the orders You do have j the option of SF10 Cancel the order if it is still open or you can Print the order by using the buttons on the bottom of the form You can also clear any items that may be on Back Order How to Print All Open Orders 1 2 Click on the Creditors button Click the Orders button and select Print All Open Orders A window will open telling you how many orders there are to print and confirming that you wish to print them If you choose Yes it will preview each order Click the Print button to print off the order When you have printed them a confirmation box will ask you if you want to change the status of the orders to Closed Q NOTE If you choose Yes to Mark all the orders as closed you will Ke not then be able to find them in Unfinished Orders It will
10. STOCK ORDERS evi STOCK ORDERS CONTENTS ENEE 3 SUD DINGS n E E E E E nnme 3 Supplier e II 3 General Tap E 4 Financial TaD isc ceca sec eies ic ewreomentsneenine EEN 6 History CT EE 7 Doc Mor Tabris an reaa aAa aae aae aaepe Eana 8 Sealen FUNCION EE 9 How to Perform a Basic Supplier SearCh sssssnnnnnennnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnna 9 Using Advanced Search Options ssseeeeeeeeeeeeeeeeenneeeeeeeeeseneeeeeeeeeeeeeeeseneeenenees 9 How to Create a New Supplier cccccceseeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 10 How to Change Supplier Details c ceceeeeeeeeeeeeeeneeeeeeeeeeeeeeeees 10 Setting Up Supplier Categories 2 cccccceceecsseeeeeseneeeeeeeeeeeeeeeennaees 11 ORS IN PEE AEE A AAA A A E A 12 Manual EIER egeeesgesegeegeegedeeee eege 13 Automatic Orders eege eege 14 Automatic Order Setup csicvacccscicacstscess cece coenectanssaicteceraesiceastie ete eneeteeeicenceceeeeraces 14 Making an Automatic Order cccccccscssseeeeeeeeeeeeeeeeeeeneeeeeeeeeesenseeeeeeeeeeeeeesenseeennees 15 Unfinished Keid TEE 16 How to Clear Back Orders cccssccceseecesseeeneecensenenseeenneecenesensesenees 17 Viewing Order e E e A E 18 How to Print All Open Order ccccccccseeteeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeaees 18 Order Search Function scsscscscacecdcendensscisacectcecssieecetucwstsnasiececevussiniecsenes 19 How to Perform a Basic Order Search cccsssesceeseeeeees
11. all the suppliers included in the payment run and generate a report and or output file depending on the payment method used 12 Now click F12 Finish 13 The suppliers account balances will be adjusted if the payment date was in the current period or before If you have entered the payment date later than the current open period it will not be processed by the background processor until the End of Month HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Com puter Fanatics 21 Barry s Point Road Takapuna AKL 10 Ph 09 489 2280 Cheque Payments Payment No 3949 Date Paid 14 Feb 2007 Date Due 14 Feb 2007 Aber P O Box 10095 Te Rapa Hamilton 10 InwGoods Date Supplier Ref Subtotal Discount GST Total 9892 13 11 2006 149 01 19 74 168 75 9906 01 11 2006 99999 00 99999 00 9918 28 12 2006 149 01 19 74 168 75 Staff OWN Subtotal 100297 02 Payment Method Cheque 113292 GST 39 48 Reference Payment Run Grand Total 100336 50 Fig 9 13 Com puter Fanatics 21 Barry s Point Road Takapuna AKL 10 Ph 09 489 2280 Summary for Cheque Payments Pmt Date 2007 02 14 Supplier Pmt No Total Aber 11 3949 cheque 113292 100336 50 Ringo Starr Supplies 233 3950 cheque 113293 1125 00 Total 2 Payments 101461 50 Fig 9 14 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi One off Payment If you wish to pay only one supplier you can use th
12. and received two for free you would enter two into the bonus arrived field BC Lbl If you wish to print barcode labels for this item change to U to print out labels with the unit price P to print out labels with the pack price or N to print out no labels Once an item in Hairlink has been checked against the supplier invoice place a tick in the verified box This shows the user it has already been checked Add any extra items that may have arrived but were not on the order if required You can use the down arrow on keyboard when you have selected the last item to add more products to the packing slip You can also click on the red button Where the item did not arrive you may either enter zero in the Qty Arv field or delete the line item If you enter zero it will ask you whether you wish to place the product on back order when you click finish or if you delete the line it will ask you immediately if you wish to place the product on back order to a packing slip G 2 NOTE Back Orders are only used when an order has been converted When you say Yes to back order a new order will be created You may convert this new order to a packing slip when the goods arrive or you may convert it straight to an invoice if the goods arrive with the invoice HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Ali HM NOTE You are not able to change any pricing information on the
13. assume j that once you have printed the order you have finished the order and faxed or mailed it to the supplier So if you wish to leave the order open after printing select No when prompted If you say Yes the order will now be marked as Finished and Printed HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Order Search Function The order search function is used in many areas of the program for example when viewing historical orders or searching for unfinished orders Regardless of what you are doing when searching for an order the same search options and dialogue boxes are used throughout the program How to Perform a Basic Order Search 1 Open the Order Search window 2 If you know the order number type that into the number field and press F12 Search 3 If a result is found click on F12 Accept to go into that order ge te NOTE To see a list of all available orders in the system leave the Number Filed blank then click on the F12 Accept button How to Perform an Advanced Order Search If you don t know the order number the advanced order search function can be used to expand the search options available 1 Open up a basic Order Search window and click on the Advanced button 2 An advanced order search form will open You can now search by supplier the staff member who entered the order or by a date range 3 To searc
14. ayment run function When you are happy with the invoice you can click on F12 Finish to complete the invoice SF10 Cancel to cancel the invoice NOTE You cannot save an expense invoice HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Paying Expenses by Expense Code 1 2 10 11 12 13 14 Click on the Creditors button and then on Expenses From the menu select Pay By Expense Code A product search form will now open Search for the expense you wish to pay A supplier search form will now open Search for the supplier you wish to pay An inwards goods invoice will now open on screen Enter your Staff ID Enter a supplier reference for the expense invoice if you wish in the Sup Ref field You can leave this field blank Enter the date on the supplier invoice in the Sup Inv Date field This will default to today s date Enter the date that payment is due by in the Pmt Due Date field Insert any other items as required on the expense invoice Choose how you wish to pay the expenses by choosing the payment method the How Paid field Enter your own payment reference in the Pmt Ref field You can leave this field blank To make the payment now tick the F6 Make Payment Now check box and the payment will be made on the date entered in the Pmt Date field If this box is not ticked the invoice will need to be pai
15. bottom panel which will be printed on the finished invoice The buttons at the bottom are used to take you to your next action required a F12 Finish This button will complete the invoice Supplier balances are updated stock levels will be adjusted by the amount arrived and pricing will be updated on the product file if you have made any changes b F7 Barcodes This button allows you to make the barcodes for the products on your Invoice if the BC Li field was changed to U or P You will be prompted to print the barcodes when you finish the invoice or if you say No you can open a product record go to the Stock tab press the Barcodes button and view print delete all barcodes from there c SF10 Cancel This button cancels the invoice If the invoice is generated from an order it will allow you to convert the order again at a later stage HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS d F11 Save Exit This button will save the invoice and exit this function The Invoice will be available again for editing from Unfinished Invoices 1915 Utea Dary Coma 50 re 1 3385 Eye Mahe Lip Reernover Et NOTIS Alpha Torr Mitt 100r 1 3742 Alginate Maene 500 4 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Returns Use this menu item when you wish to return an item and do a supplier refund There are two options und
16. choose from Active or Inactive Active is for suppliers that you currently use Inactive is for suppliers you no longer buy from Status Name Code Status My Supplier MYSUP Active v 1 General 2 Financial 3 History 4 Doc Mgr Z Postal 8 Delivery 9 RunOff Voice 07 123 4567 Category 1 StNum 21 Fax 07 123 4567 GEO More Default Street Barry s Point Road Mobile 021 234 5678 Category 2 suppont cfl co nz Default www vetlinksgl com 5 Contacts Suburb Takapuna Email City Auckland Web Post Code 1234 Branch Based Distance GPS rm Note Rep Name Phone Fax Email EBiz Type EBiz Client Id EBiz Connection Joe Bloggs 09 987 6543 09 987 6543 Inactive 1234567 Test Only joe bloggs co nz 3 Mth 2 Mth 1 Mth Current Total Fig 9 1 HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS General Tab The general tab will allow you to enter relevant details about the supplier Please refer to Fig 9 1 page 3 Postal Delivery This section is divided into 3 tabs allowing you to enter the postal address for all posted mail the delivery address for all delivered or couriered mail for the supplier Street Num Enter only the number of the location or if the supplier uses post office boxes the
17. cking Slip Fig 9 10 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Converting an Order to a Packing Slip If you are using purchase orders you can convert the order to a packing slip This will eliminate the need to re enter the items you have ordered 1 Click on the Creditors button 2 Click on Packing Slip and Convert Order to Invoice 3 The Order Search window will appear 4 Search for the order and select it 5 The packing slip form should now appear on the screen for you to edit New Packing Slips If you are not using purchase orders but wish to adjust only your stock levels when the goods arrive and not the pricing you can just create a new packing slip 1 Click on Creditors button 2 Click on the Packing Slip button and then select New Packing Slip 3 This form will list all the packing slips and orders that are open for that supplier Each order or packing slip will show the supplier reference so you can tell if someone has already started entering a packing slip for this supplier 4 If your new packing slip is not one of the ones listed click F7 New 5 The packing slip form should now appear on the screen to edit Unfinished Packing Slips Use this menu item to find a packing slip that you have opened but not yet finished 1 Click on Creditors 2 Click on Packing Slip and Unfinished Packing Slip 3 Becaus
18. d Convert Order to Invoice 3 When you click on this option it will give you the order search screen 4 The invoice form should now appear on the screen with the converted order See section Processing an Invoice more information on completing the invoice Converting a Packing Slip to an Invoice If you have used a packing slip when the goods arrived you HAVE TO convert the packing slip to an invoice This will avoid adjusting stock figures twice and will eliminate the need to re enter the items you have received 1 Click on the Creditors button 2 Click on the Invoice button and Convert Packing Slip to Invoice 3 When you click on this option an inwards goods search screen will pop up Remember a packing slip uses the same number sequence as inwards goods invoices so you can either select by packing slip number or you can search by supplier to bring up the required packing slip 4 The system will then convert the Packing Slip into an Inwards Goods Invoice 5 The packing slip form should now appear on the screen HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi How to Create a New Invoice If you have not created an order or used a packing slip when the goods arrived you can use this option to create a new inwards goods invoice 1 2 4 Click on the Creditors button Click on the Invoice button and New Invoice When you click on
19. d using the payment run function When you are happy with the invoice you can click on F12 Finish to complete the invoice SF10 Cancel to cancel the invoice NOTE You cannot save an expense invoice How to Browse Expenses The browse expenses function will let you view all the expenses you have entered into the system 1 2 Click on Creditors Expenses button then select Browse Expenses The product record will open for the first expense you have entered into the system Use the blue scroll buttons at the bottom of the product record to scroll through each expense Alternatively you can click on the Table View button and it open a form listing all the expenses in your system HAIRLINKS User Manual v4 5 Updated 01 05 2012
20. e the packing slip number is the same as the number used in an inwards goods invoice the inwards goods search window will appear 4 Search for the packing slip 5 The packing slip form should now appear on the screen to edit HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Processing a Packing Slip 1 2 10 Select your Staff ID Enter a Supp Ref Supplier Reference for the Packing Slip The supplier s reference for the packing slip Change the Arv Date if the goods arrived at a previous date The arrival date will always default to today s date If the supplier has combined two or more orders together in the packing slip you can add another order to the HairlinkS by clicking on the SF6 Add Order button Sort the packing slip to match the supplier invoice The current sort order is indicated by the fifth button eg Number Clicking on this button will allow you to change the sort order by Order number Description or whether the order item has been verified Check the items that are on your screen are the goods that have arrived You are able to enter information into the following fields Sup Code The supplier s code for the particular item can be entered Str The store the item will be added to Qty Arv The quantity arrived This is defaulted to the number ordered Bonus Arv The quantity of stock that you are not paying for e g if you have bought five
21. eceeesneseeeeeseeeceeennneeeeees 19 How to Perform an Advanced Order Gearch sek EEN 19 Packing SMD EE 20 Converting an Order to a Packing Slip cccccceeeeeeeneeeeeeeeeeeeeeeees 21 New Packing SIDS 2iccsitccccccenccce desde sx nccteetecedecescesetsntaceetenansetactceeeieceectons 21 Unfinished Packing SIipS 22 cc cccesssssesneeeeeececccecennnnenseseeeeecneees 21 Processing a Packing Slip sssssseeeeeeesceeenennennnsneneeeeneenes 22 HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Retter seg tetenanmenncnssisansndenenatendapedaaninesancannmtencdenensieaenennaie 23 Viewing Packing Slip History ccceeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeaeenes 24 Printing Barcode labels 2 cccecccecssseeeseeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeaees 24 ee 25 Inwards Goods Search FUNCTION s ceeeeeeeeeeeeeeeeeeeeneeeeeeeeeeneeees 26 Converting an Order to a INVOICE ceeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeees 26 Converting a Packing Slip to an INVOICE cceeeeeeeeeeeeeeeeeeeeeeeeeeees 26 How to Create a New INVOICE cccccceeeteeeeeeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeaees 27 Unfinished Invoices oedeesbgsegussieueegegeget eseu EEN EEGEN 27 Processing a INVO Ce sassssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nenna 28 HEH tee 31 Ile 31 Use Old BEN 31 Viewing Invoice History ssssssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnn
22. elected you are able to change the supplier code if you wish and the quantity ordered Press the down arrow key to open a new search window for your next product option of updating your product file for future use when ordering this product from this supplier egy NOTE If the supplier code is added or changed it will give you the Enter any notes for this order which will be printed on the bottom of the order Once you have finished entering everything you need you need to pick one of the following buttons at the bottom of the form a To finish the order click on F12 Finish b To return to the order later by click on the Save and Exit button c Click on the SF10 Cancel button the cancel the order HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Automatic Orders This feature requires some set up in the product file first as Automatic Ordering is taken from the preferred supplier on the product file and uses the minimum and maximum stock levels for the product Automatic Order Setup Advanced Automatic Ordering Automatic ordering can be setup in two different ways You can have 1 min and max value that is used for the whole year or you can have min and max values for each month if the order amount varies by season To set up advanced automatic ordering go to Options Setup Product and tick Advanced Ordering Supplier Set Up Before automatic ordering can work all the su
23. er this menu New and Use Old Invoice New This facility allows you to create a new Refund Invoice for a supplier When you click this option you get the supplier search 1 Click on the Creditors button 2 Click on the Invoice button Returns then New 3 Select the supplier required and a Refund Invoice will open that looks just like an ordinary invoice 4 Enter the items you wish to refund and then F12 Finish as you would for a regular inwards goods invoice The supplier balance and stock levels will be adjusted as a negative figure credit and in some areas like invoice history the return will display in red Use Old Invoice This facility allows you to refund an invoice already created and finished 1 Click on the Creditors button 2 Click on the Invoice button Returns then Use Old Invoice 3 When you click on this item you will get the inwards goods search to enable you to select a specific invoice The entire invoice will then be displayed as a refund 4 Review the items on the invoice make any changes that you wish and then click F12 Finish as you would for a normal invoice The supplier balance and stock levels will be adjusted as a negative figure credit and in some areas will display in red HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Viewing Invoice History This menu item allows you to look
24. h by a supplier or staff member click on the button next to the corresponding field 4 A supplier or staff search form will open Type the search details into the fields and click on F12 Search 5 When the correct result is found click on the F12 Accept button 6 You will be taken back to the order search form 7 To search by date range click on the date drop down menu and a calendar will appear 8 Select date ranges required and any orders in between these dates that still satisfy the other search criteria will be found 9 Once you have entered the entire search criteria click on the F12 Search button and a list of matching results will be found 10 Select the correct order and click on F12 Accept to go into that order HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS PACKING SLIP The packing slip function enables you to update your stock on hand levels as soon as the goods arrive from the supplier and before their invoice arrives You should only use this function if you have received the goods but the invoice is being sent later Do not use packing slips if you already have the actual invoice The following diagram shows the process flow of using a packing slip Packing Slip Received Did you place an Order Convet Order or Create New Packing Slip Back Order to Packing Slip Has all Stock arrived Place on Back Order Open Orders Edit Packing Slip Finish Pa
25. hich you can choose the payment 6 You can also click Browse and navigate your way through the payments with the navigation buttons at the bottom of the form HAIRLINKS User Manual v4 5 37 Updated 01 05 2012 S TZ ER STOCK ORDERS EXPENSES Paying Expenses by Supplier 1 10 11 12 13 14 Click on the Creditors button and then on Expenses From the menu select Pay Expense By Suppliers A supplier search form will now open Search for the supplier you wish to pay A goods and services search form will now open Search for the expense you wish to pay An inwards goods invoice will now open on screen Enter your Staff ID Enter a supplier reference for the expense invoice if you wish in the Sup Ref field You can leave this field blank Enter the date on the supplier invoice in the Sup Inv Date field This will default to today s date Enter the date that payment is due by in the Pmt Due Date field Insert any other items as required on the expense invoice Choose how you wish to pay the expenses by choosing the payment method the How Paid field Enter your own payment reference in the Pmt Ref field You can leave this field blank To make the payment now tick the F6 Make Payment Now check box and the payment will be made on the date entered in the Pmt Date field If this box is not ticked the invoice will need to be paid using the p
26. ill make an order for ONE supplier that you select based on the min and max values b Make Orders for Preferred Supplier s This button will make order for ALL Suppliers based on the min and max values c Make Order from Last Order This button will make orders for ALL suppliers but will order the same as you ordered last time on a previous order Once the orders have been created a box will saying Finished Making Orders Click OK to this prompt The Unfinished Orders Search Window will now open where you can select your order Check the items on it and make any changes you require Once you are happy with the order press F12 Finish to complete the order process IR Automatic Orders Automatic Ordering Staff Order Date Store 1 Consider Open Batched oe E si Bills for Stock on Hand 30 03 2010 v No h Make Order for a Preferred Supplier Makes order for a preferred Supplier HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Unfinished Orders Use this menu item to find an order that you have opened but not yet finished 1 2 Click on the Creditors button Click the Orders button and select Unfinished Orders An order search form will be shown on screen Search for the order you want to open Once an order is selected an order form will appear on the screen Make any changes to your o
27. is One Off Payment facility 1 Click on the Creditors button from the main menu 2 Click on Payments then One Off Payment 3 Search for the supplier you wish to pay and a payment screen will open 4 Select the date range of the invoices you wish to pay and click on F5 Extract Invoices to Pay button and the form will be populated with the outstanding invoices for that supplier 5 Review each invoice and adjust the Pay This Run amount as required Notice that if there are refunds you may incorporate these in the payment to reduce the amount to pay 6 When you are happy with the payment details enter a Payment Date and any payment reference details you wish Now click on F12 Make Print Payment The system will generate a payment for this supplier and it will adjust the supplier balances 7 You have the option to post the payment now or later If you answer Yes to this confirm prompt you will be passed automatically to the Print Post Payments process Should you answer No you can do this at a later stage Print Post Payments This facility is used if you have chosen not to Post Payments for the Direct Credit payment method when using the One Off Payment option 1 Also if there is a problem with creating the output file in the payment run process the system will leave unfinished payments in here so you can post and print them manually 2 Click on the Credit
28. made to the supplier It shows the payment number the date the payment was made the date the payment was actually due the total of the payment the status of the payment and the staff member who processed the payment HAIRLINKS User Manual v4 5 7 Updated 01 05 2012 S TZ ER STOCK ORDERS Doc Mgr Tab The document manager is for recording any sort of communication that you have had with your supplier Nene My Supplier MyYSUP 1 General 2 Financial I 3 History A Doc Mar 5 Contacts OA All D nu Note Z P Phone IL Leger E Email C SMS Date Sto Type Descapion Reply PReaceved AJ DY Wong oer santagain 2903 2010 AJ a Joe called todays abod the upcoming specals H D Le fis i n monom Le Te Le l eesg m eenen LLelststz Fig 9 3 This is broken down in to six sections A All N Note P Phone F Fax L Letter E Email By clicking on each tab you are given a listing of all entries made under each type of communication HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi SEARCH FUNCTION The supplier search function is used in many areas of the program for example when creating orders searching for invoices or simply looking up supplier details Regardless of what you are doing when searching for a supplier the same search options and dialogue boxes are used throughout the program How to Perform a Basic Supplier Search 1 2 6 F
29. n enter the post office box details Street Refers to the street name You can either type it in or select from the drop down list provided Suburb Select the suburb from the pick list provided HairlinkS allows you to add that suburb and the correlating city to the pick list if it is missing by pressing Shift F2 on the keyboard City Once you have selected a particular suburb HairlinkS automatically displays the city for you Post Code Refers to the post code of the supplier Distance This is how far a supplier is located from the clinic Enter the figure in kilometres GPS This refers to the map or grid reference for the physical location Note This field allows you to enter any notes such as the actual directions on how to get to the location for your own reference Contact Numbers Enter all the contact numbers for the supplier The Voice Fax Cell E mail Web Branch Based Contact Details numbers do not have to be in any particular format but it is advisable to enter them in such a way that they can easily be read and where applicable with the corresponding area codes The supplier s e mail address This is displayed in a purple colour which signifies that you can automatically activate the mailbox and send an e mail just by double clicking on the address The suppliers web address This can be used in the same manner as the e mail option It activates your web browser and goes straight to the
30. nfirm prompt you will be passed automatically to the Print Post Payments process Should you answer No you can do this at a later stage The system will then adjust the creditor balances and update the Amount Paid on the original invoice so they will appear again in the next payment run Printing a Payment Due Report This option produces a report that lists all supplier invoices that are due in the specified date range This is useful to see what payments are overdue or what payments are coming up 1 2 Click on the Creditors button Click on Payments and then Payment Due Report A filter screen will open Choose the date range for the report and a supplier You can choose All for the supplier Click on the Next button and on the following form you can choose to either print of preview the report HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Viewing Payment History This option allows you do access all payments that have been made on the system 1 Click on the Creditors button 2 Click on Payments then Payments History 3 When you click this option you will be given a search screen that will allow you to enter the payment number to go to the payment directly 4 If you don t know the payment number you can enter the supplier details and click F12 5 You will then be given a screen with the list of payments for that supplier from w
31. nnnnnnnnnnnnnnnnnnnn nna 32 EALL E 33 P ym nt RUM sssrisseee neesi aka anneanne aaea aAa ESEE AEAEE REE 33 One off Eau geeegeeEeEEee dek 35 Print Post Payments siceccccescecesecicnsecensececectcedeescotacacentenaasecaceceenicecenees 35 E D 36 Printing a Payment Due Repott ccceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 36 Viewing Payment HiStory cccccseseseeseeeeeeeeeeeeeeeeeeneneeeseeeeeeseeeenenanes 37 EENS 38 Paying Expenses by Supplier ccccceseeseeeeeeeeeeeeeeeeeeeeeneneeeeeeeeseaees 38 Paying Expenses by Expense Code ccccceeeeeeeeeeeeeeeeeeeeeeeeeeeaees 39 How to Browse Expenses cccccccceeeeeeeeeneeeeeeeeeeeeeeeneeeeeaeneeeeeeeeseaees 39 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi OVERVIEW The Creditors module is used for purchasing Retail Materials from suppliers marking the products as received updating stock levels and pricing and paying the suppliers that you purchased goods or services from SUPPLIERS Supplier Details The following three fields will always be shown on a Supplier file regardless of the tab that you are in Name This is the actual company name of the Supplier Code Abbreviation of the supplier name An abbreviation used to easily identify or search for the supplier This is not a unique ID of the supplier but works as an alias or common name Current status of the supplier There are only two available options to
32. ore systems only Qty Arv The quantity arrived This defaults to the number ordered If you enter less than the number ordered when finishing the invoice you will be prompted to see if you want to place items on back order Bonus Arv Any bonus stock that may have arrived in addition to the goods i e Stock that you have received but are not going to pay for List Excl This is the standard price given by the supplier to all clients excluding GST If you receive a discount from the supplier this is the price is before the discount This defaults to the list price from the product file If you change the list price the sell price HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi will be updated using the current mark up Buy Excl This is the actual price you pay from the supplier excluding GST It is the list price less any discount you get from the supplier This defaults to what is currently on the product file If you change the buy price because the supplier has charged you a different price it will only adjust the average cost for this product for profit calculations It will NOT affect the sell price in any way Sell Incl This is the sell price for this item including GST It is usually calculated by multiplying the list price by the mark up set in the product file If the sell price is changed here it will adjust the mark up and retain the list price If the sell price is set to 0 zero it
33. ors button from the main menu 3 Click on Payments then Print Post Payments 4 When you click on this menu item you will get the following screen 5 The system will list the payments that need to be posted You have the option of changing the name of the output file and can either click F12 Post All or F11 Post Selected One The system will then produce the output file specified and will post the payment transaction to update the creditors balances HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Refund If you are required to reverse a payment to a supplier for any reason you can use the creditor refund payment option 1 2 Click on the Creditors button Click on Payments then Refund If you click on this menu item you will be given the supplier search screen Enter the supplier then search for the payment you wish to refund Once you have selected the payment you wish to refund the system will display the screen below You need to enter in your Staff ID and change the Pmt Date from the default of today if required You are not able to edit the details on the refund The system just reverses the original payment Click on F12 Finish to finish the refund You will be prompted with the option to print out the refund payment if you wish You have the option to post the payment now or later If you answer Yes to this co
34. payment methods you wish to include in this payment run If you select Direct Credit check to make sure the path for the output file is correct This is a customisable feature that is preset in the Setup 5 Click on the F5 Extract Suppliers for Payment Run button to get the following screen 6 This screen will have all the suppliers who have invoices due in the period selected and meet the payment method criteria selected 7 You will now need to review each supplier and select which invoices you wish to include in this payment run To do this you need to double click on the supplier to get a list of unpaid invoices 8 If you wish to change the amount to be paid for a particular invoice in this run you can do so in the Pay this Run field Once you have checked the invoices and adjusted the amount to be paid this month click on F12 OK 9 The corrected Paying amount will be displayed on the payment line for that supplier Continue the above process for all of the suppliers in the payment run 10 When you have finished you may print VERY HIGHLY RECOMMENDED out the details or a summary of the run by using the F6 Print Details or F7 Print Summary buttons on the bottom of the form See Fig 9 13 and Fig 9 14 page 34 11 When you are ready to complete the payment run you must select the Payment Date before clicking on F12 Make Print Payments The system will then create payments for
35. payments These are the Payee fields that will show both on your bank statement and the suppliers This should contain information like your company name your Account number that the supplier knows you by and any other relevant fields that your supplier may specify that they need to know This is the only information they have to know that a Direct Credit payment is from your company and not someone else s so be clear about who you are here Many companies include their account number with their supplier to reduce the chance of confusing the payment with another client of the supplier History Tab This tab shows the purchase history for the supplier It is split into four tabs Each tab shows various histories Disc Penalty Not implemented yet Orders This tab shows all orders made for this supplier the date the order was made the status of the order when the order is expected to arrive the cost of the order and the staff member who made the order Invoices This tab shows all invoices refunds made for this supplier the invoice number the day the goods arrived or were sent back the status of the invoice refund the type of transaction invoice or refund the order number the Invoice relates to if any the amount of the invoice the staff member who processed the transaction the supplier code and whether the invoice has been paid and if so what the payment number Payments This tab shows all the payments you have
36. por ctl co nz Default City Auckland Web lwwwvetinksgicom Post Code 1234 Eer e Distance Rep Name Joe Bloggs GPS m Phone 09 987 6543 Note Fax 09 987 6543 Email joe bloggs conz 3 Mth EBiz Type Inactive 2 Mth EBiz Client Id 1234567 1 Mth EBiz Connection Testony SW Current 1 E Ce Pesaro ER Delete am nen Fig 9 4 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Setting Up Supplier Categories Categories group clients products or suppliers together for reporting purposes You can then generate a report for a particular category to see their sales figures or profitability See below for instructions on creating a new category 1 Click on the Options menu and select Picklists Setup 2 Expand the client product or supplier menu depending on what type of category you are setting up 3 Double click on category 1 or 2 If you are creating a product category you have an extra three categories to choose from 4 If you are creating a new category click on the plus button at the bottom of the form If you are editing a category name just click on the name with the mouse and type in the new name 5 A blank line will be added at the bottom of the grid Type in the name of the category and click on the red plus button to save 6 When creating a new client product or supplier record o
37. ppliers you wish to use must be created with a supplier record See Supplier section for more information on creating suppliers Product Set Up 1 Search for and open a product record you wish to use for automatic ordering 2 On the General tab in the Preferred Supplier field select the supplier that this product will be ordered from when making automatic orders 3 On the Stock tab enter the Min and Max levels that you want to use to trigger automatic ordering cW NOTE A Min or Max of zero will exclude the product from Automatic vu Orders 4 Discs 5 Complex 6 History Z _2 Ponsonby 1 Parnell AF5 Stock Take AF6 Stock Xfer AF7 Stock Adjust AF8 Barcodes aLL ormmnmbr m o a Adon arse Fig 9 6 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Making an Automatic Order Make sure that there are no Open orders as the system will not allow you to start automatic ordering 1 2 Click on the Creditors button Click on the Orders button and select Make Automatic Orders The Automatic Orders Window will open Select your Staff ID Order Date and Store Change the Consider open Batched Bills for Stock on Hand to Yes if you would like to the stock on hand to include these bills Select the type of automatic order you wish to do a Make Order for a Preferred Supplier This button w
38. r when editing an existing record you should now be to assign that record to a category HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS ORDERING HairlinkS allows you to track your inwards goods recording from order through to packing slip then to Invoice and finally to payment The following flow chart describes the process of ordering stock through HairlinkS Place an Order Make Automatic Create New Order Order s Open Orders in Unfinished Orders Edit Order Edit Order Finish Order Fig 9 5 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi Manual Orders 10 Click on the Creditors button Click on the Orders button and a menu will be displayed Click the New Order selection A supplier search window will pop open Search for the supplier Once you have selected a supplier an order form will open Enter your staff ID and the store you are ordering for Press tab to move down to the Prd_Num field or you can click on it with your mouse This will open a goods amp services search window to enable you to load the products onto the order Search for the product you wish to order black text If they are not the preferred supplier they will show in red You can still however order products that are displayed in red text ds NOTE All products with this supplier as the preferred supplier show in Once the item has been s
39. rder then finish your order or save it again Order Search Number Gem Fig 9 8 HAIRLINKS User Manual v4 5 Updated 01 05 2012 STOCK ORDERS evi How to Clear Back Orders There may be times when you wish to clear the quantities on back order for certain products on order or for all products on backorder For example if the supplier no longer stocks a particular item or if you wish to create a new order for that item 1 Click on the Creditors button 2 Click the Orders button and select Clear Back Orders 3 The Clear Back Orders window will open Select the type of back orders you wish to clear 4 The first back order matching your previous selection will open 5 Click on SF10 Clear Backorder and then Yes to the prompt to cancel the order if you wish to cancel the back order If you wish to view another back order use the scroll buttons at the bottom of the window S NOTE If the order has been converted to an invoice and the invoice E has the status of Open you cannot cancel the back order until you have finished the invoice A message will appear telling you to finish the invoice You will need to go to Unfinished Invoices and process the invoice before you can cancel the back order VI Clear Back Orders DER Clear Back Orders For a Preferred PRODUCTI For a Preferred SUPPLIER For a Preferred ORDER For Partly Received ORD
40. rom the main menu click on the Creditors button From the creditors menu click on the Suppliers button Clicking on the supplier button will open a supplier search window Type in the first few letters of the supplier name or code Once you have entered the details click F12 Search This will display a Results window You can scroll up and down with your arrow keys to highlight the supplier required Find the supplier you are looking for and click on F12 Accept Using Advanced Search Options If you cannot find the supplier you need or if there are too many results to search through you can narrow your search by using the advanced search function 1 2 Open up a normal supplier search screen and click on the Advanced button Number The system generated number automatically assigned to this supplier Name The name of the supplier User Code Alternative user defined search code Cat1 Cat2 The user defined categories the supplier is classed under Status Allows you to view Active only Inactive only or either Active and Inactive clients The advanced supplier search form will now open This form provides more options for you to search by such as the supplier number category and the suppliers status Once you enter a few details in any of the options provided the program will list only the suppliers that match the details in the results window below This generally reduces the lis
41. s function The packing slip will be available again for editing from Unfinished Packing Slips Returns You are unable to process a return based upon a packing slip therefore when trying to add a return it will pop up a warning If you wish to make a return you will first need to finish your Packing Slip then convert your Packing Slip to an Invoice The Return will then have to be done from the Inwards Goods Menu HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS Viewing Packing Slip History This menu item allows you to look at any packing slip that has been previously created 1 2 Click on Creditors button Click on Packing Slip and Packing Slip History You can now enter the packing slip number you wish to view If you don t know the packing slip number you can enter the supplier name to get a list of all packing slips for that supplier Alternatively you can just click on Browse and it will open up the first packing slip in Hairlink and you can use the navigation buttons to scroll through them all When viewing packing slip history you have the option to SF10 Cancel the packing slip if it is open or F7 Barcodes to make barcodes for items required by clicking the corresponding buttons at the bottom of the form Printing Barcode labels This menu item is self explanatory Choose to print the barcode labels that are in your queue HAIRLINKS
42. t of suppliers to look through When you have highlighted the supplier you require press F12 Accept and the supplier record will now be displayed HAIRLINKS User Manual v4 5 Updated 01 05 2012 S TZ ER STOCK ORDERS How to Create a New Supplier 1 2 From the main menu click on the Creditors button From the creditors menu click on the Suppliers button This will open a supplier search window Click on the F7 New button and a blank supplier record will be displayed Enter the relevant information for the supplier and once finished click on the tick button to save the new supplier record How to Change Supplier Details 1 2 From the main menu click on the Creditors button From the creditors menu click on the Suppliers button and a supplier search window will open Search for the supplier Select a supplier and their supplier record will open Modify any of the information fields for the supplier and once finished click on the tick button to save the new supplier record NL My Supplier Product Supplier 1 1144 Adding New Record Name Code Status My Supplier MYSUP Active Ki General 2 Financial 3 History 4 DocMgr 5 Contacts Z Postal 8 Delivery 9 PRunOff Voice 07123 4567 Category 1 StNum Fax 07 123 4567 M Default Street Barry s Point Road Mobile 021 234 5678 Category 2 Suburb Takapuna Email sup
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