Managing Branch Transfers Solar & Eterm PRESENTED BY ZERION
P a g e 1 Table of Contents Class Overview... 3 Control Files... 4 Copy Comments For Hazard Items To Transfers... 4 Receiving Branch When Pricing Transfers... 4 Enable Branch Specific Products for... 5 Suggested Auto Transfer... 6 Setting up the Auto Transfer... 7 Control Files... 7 Running the Suggested Auto Transfer... 9 Solar... 9 Eterm... 11 Scheduling the Suggested Auto Transfer to run... 12 Eterm... 12 Solar... 13 Converting the Transfers... 14 Eterm... 14 Solar... 15 Transfer Confirmation... 16 Eterm... 16 Solar... 17 Auto Transfers... 18 Auto Create Stock Transfers... 19 Eterm... 19
P a g e 2 Solar... 20 Auto Create Procurement Transfers... 20 Eterm... 21 Solar... 23 Print Batch Transfer Order... 24 Running the Print Batch Transfer Order program... 25 Eterm... 25 Solar... 26 Cross Docking... 27 Control Files... 27 How the system selects orders for Cross Docking... 28 Cross Dock Suggested Transfer Queue... 30 Eterm... 30 Solar... 32... 33 Transfer Truck Schedules... 34 Transfer Surplus Queue... 35 Solar... 35 Eterm... 37 Reports/Dealing with Discrepancies... 38 Open Transfers... 38 Transfer Register... 41 Transfer Summary... 43
P a g e 3 Class Overview This class is designed to improve efficiency and accuracy in the transfer process. We will discuss the set up and steps to efficiently complete the transfer process.
P a g e 4 Control Files Copy Comments For Hazard Items To Transfers Indicate whether the system copies the hazard comments to the transfer order when a hazard product is placed on a transfer. Yes - Copies hazard comments. No - Does not copy hazard comments. Receiving Branch When Pricing Transfers For each branch, indicate whether the system prices transfers using the receiving branch. Yes - Prices transfers using the receiving branch price sheets. No - Prices transfers using the shipping price sheets. Note: The shipping and receiving branch assignments on the ledger record do not change.
P a g e 5 Update Associated Trackers Upon Invoicing Of Orders Indicate whether the system appends a comment to all trackers linked to the order when a user invoices a sales, purchase, or transfer order. The default is Yes. When you invoice an order: Yes - The system appends a comment to all trackers linked to the order, indicating that the order has been invoiced. All users on the tracker forward lists receive a message that the tracker has been updated. No - The system does not append a comment to trackers linked to the order. Enable Branch Specific Products for Select whether to enable branch access authorization for products and price lines by user branch or by price branch. This works with the authorized branches assigned to a user
P a g e 6 Suggested Auto Transfer Lesson Overview The Suggested Auto Transfer program replenishes branches based upon branch demand in accordance with relationships created in the procurement groups. It can be run in either a Normal type which is the mother to child inventory replenishment or in several different Return types. We will be covering primarily the Normal types.
P a g e 7 Setting up the Auto Transfer Topic Overview There transfer calculates what and how many items to send by using the branch product demand and transfer cycle. It can be run as needed and is also normally scheduled to run at regular intervals. There are also control files that impact what items and quantities are sent. Those include: Percentage Of Mother Branch's OP Protected In Suggested Transfer Respect Item Min/Max For Suggested Transfers Control Files Percentage Of Mother Branch's OP Protected In Suggested Transfer For each branch, enter the percentage, 0-99, of the branch's order point to protect during the suggested transfer process for a non-immediate-need situation. If you leave this record blank, the default is 100 percent. When you set the percentage to 0, the system does not protect any of the branch's order point.
P a g e 8 Respect Item Min/Max For Suggested Transfers Indicate whether the system respects item min/max settings for suggested transfers. Yes - The system calculates a suggested transfer quantity for an item in a child branch if the available quantity has gone below the minimum quantity, as specified for the branch on the User Inventory Controls screen/window. The suggested quantity brings the child branch back up to its maximum quantity. No - The system uses the standard transfer point calculation for branch replenishment.
P a g e 9 Running the Suggested Auto Transfer Solar 1. Xfers menu, select Suggested Auto Transfer to display the Add Transfer Branches initial dialog box 2. From Branch/Territory/All and To Branch/Territory/All fields, enter the branches for which to create a suggested transfer report. 3. Transfer Type field, select the type of transfer for which to create the report. Normal- selects standard parent-to-child transfers Return- selects and nonstick items in surplus in the child branches, which should be returned to the parent branch. When choosing a Return Transfer Type, the system uses the From branch as the To branch when creating the transfer order. Return (Stock) - select items in surplus in the child branches, which should be returned the parent branch. Stock and nonstock return transfers use transfer grace days to limit the quantities of stock items available at the branch to transfer back to the central warehouse. If you want to select items in surplus at your child branches and take into account needs from the branches in your network, then use the Return (Short) selection below. Return (Nonstock) - selects nonstock items in surplus in the child branches, which should be returned to the parent branch. A child branch has a surplus of a nonstock item if its PIL exceeds its surplus point. Return (Emergency) - Selects items in surplus in the child branches, which can be returned to the parent branch to fulfill an emergency need. An emergency exists when the product is below the order point of the parent branch, or will be below the order point if the parent branch conducts automatic transfers for the child branches.
P a g e 10 Return (Short) - Selects the surplus a child branch has if the parent branch or any other child branch is short. This selection only suggests returns from a child branch that has a surplus if there are other branches in your network that are below their order point in which case, they need the surplus stock. This selection differs from the Return (Stock) above. The Return (Stock) suggests returns from the child if it has a surplus regardless of the needs of the other branches in the network. Note: If you select the Return Transfer Type, the system used the From branch as the To branch when creating the transfer order. 4. Click OK to display the report columns in the Suggested Auto Transfer window. Click Add Branches to display the Add Transfer Branches dialog box again and change the parameters or add to the current report.
P a g e 11 Eterm 1. From the Xfers menu, select Suggested Auto Transfer to display the Add Transfer Branches screen. 2. In the From (Br/Tr/All) and To (Br/Tr/All) fields, enter the branches for which to create a suggested transfer report. 3. Transfer Type field, select the type of transfer for which to create the report. Note: When choosing a Return Transfer Type, the system used the From branch as the To branch when creating the transfer order. 4. Esc to generate the report. The Suggested Auto Transfer screen displays. Use the Add Branches hot key to display the Add Transfer Branches dialog box again and change the parameters or add to the current report.
P a g e 12 Scheduling the Suggested Auto Transfer to run Eterm Use the Opts hot key to schedule the run
P a g e 13 Solar Select Options > Schedule
P a g e 14 Converting the Transfers Topic Overview Once the Suggested Transfer program has run we can now convert the suggestion to an actual transfer. It generates a report by buyline that can be viewed prior to converting. Eterm 1. Xfers menu, select Convert Suggested to Actual 2. From Br and To Br fields, enter the branches, territories, or type all to display the suggested transfers between the selected branches or territories. 3. In the Do? field, type a Y for each transfer you want to select for conversion. Use the SetAll hot key, if you want to set each buy line to the same setting. This hot key is active only in detail mode. In summary mode, an asterisk (*) displays in this field if some buy lines are set to Y and some buy lines are set to N. 4. Use the Convert hot key to display the Create Transfer screen. The program starts with the first selected transfer and displays them in order.
P a g e 15 Solar 1. From the Xfers menu, select Convert Suggested to Actual to display the Convert Suggested to Actual window. 2. From Branch/Terr/All and To Branch/Terr/All fields, enter the branches, territories, or 3. type all to display the suggested transfers between the selected branches or territories. 4. Create field, click the check box for each transfer you want to select for conversion. Note: Use the Edit menu to Select All or Deselect All items in the queue. 5. From the File menu, select Create Transfer Orders display the Create Transfer window. The program starts with the first selected transfer and displays them in order.
P a g e 16 Transfer Confirmation Topic Overview This queue allows someone, typically a branch manager or warehouse manager, to review items that branches have procured from another branch prior to creating the Tagged transfer. Eterm 1. From the Xfers menu, select Transfer Confirmation 2. In the Transfer From Br field, specify the branch shipping the transfers. 3. In the Transfer To Br/Tr/All field, indicate if you want to view the transfers by branch or territory. Type All if you want to view all transfers in a combined view. 4. In the Sel column, enter an asterisk (*) next to each item you want to transfer. To clear an asterisk, press the Spacebar.
P a g e 17 Solar 1. From the Xfers menu, select Transfer Confirmation 2. In the Transfer From Br field, specify the branch shipping the transfers. 3. In the Transfer To Br/Tr/All field, indicate if you want to view the transfers by branch or territory. Type All if you want to view all transfers in a combined view. 4. Click Update
P a g e 18 Auto Transfers Lesson Overview The entire process of creating and printing can be automated to the point that no human interaction is necessary. This is done by automatically creating the stock and procurement transfers and then batch printing all transfers. In this lesson we are going to review: Auto Create Stock Transfers Auto Create Procurement Transfers Print Batch Transfer Order
P a g e 19 Auto Create Stock Transfers Topic Overview When setting up the Suggested Auto Transfer we have the ability to skip the report process and create the transfer directly from the setup screen. This can be scheduled to run at regular intervals. Eterm 1. Xfers> Suggested Auto Transfer 2. Use the Create Xfer hot key
P a g e 20 Solar 1. Xfers> Suggested Auto Transfer 2. Select File> Create Transfers
P a g e 21 Auto Create Procurement Transfers Topic Overview This can be used to replace the need to monitor the Transfer Confirmation Queue. This will automatically create all of the tagged procurement transfers. Eterm 1. From the Xfers menu, select Auto Create Procurement Transfers to display the Auto Create Procurement Transfers screen. 2. In the From Branch field, specify the branch from which you want the procured items transferred. 3. In the To Br/Tr/ALL field, specify the branches or territories that are receiving the procured items. 4. Unless specified, the system calculates which branches need the transfer and creates a transfer to that branch or territory. Type All if all branches are available to which you can transfer items. By selecting All, you indicate that the system can calculate for you which branches need the items. 5. In the Ship Via field, specify procurement ship vias to which you want the transfers restricted. If left blank, all procurements are transferred. 6. Use the Ship Vias hot key to enter a list of multiple ship vias. 7. In the Transfer Via field, to set the ship via for the transfers created regardless of the ship via under which it was procured. 8. Use the Begin hot key to initiate the transfers or the Schedule hot key to schedule them. 9. Two Phantom Processor messages advise you of the automatic transfer s progress. The first message notifies you that the transfer was created and identifies which branches were involved. The second message notifies you when the transfer is complete. 10. Press Esc to return to the main menu.
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P a g e 23 Solar 1. From the Xfers menu, select Auto Create Procurement Transfers to display the Auto Create Procurement Transfers screen. 2. In the From Branch field, specify the branch from which you want the procured items transferred. 3. In the To Br/Tr/ALL field, specify the branches or territories that are receiving the procured items. 4. Unless specified, the system calculates which branches need the transfer and creates a transfer to that branch or territory. Type All if all branches are available to which you can transfer items. By selecting All, you indicate that the system can calculate for you which branches need the items. 5. In the Ship Via field, specify procurement ship vias to which you want the transfers restricted. If left blank, all procurements are transferred. 6. In the Transfer Via field, to set the ship via for the transfers created regardless of the ship via under which it was procured. 7. From the File menu, select Begin to initiate the transfers or select Options > Schedule to schedule the transfers to run later.
P a g e 24 Print Batch Transfer Order Topic Overview This program is used to find all open transfers ready to ship and processes them all at one time. In order for the transfers to print the control file Order Status Print Status Defaults must be set to H for Open Transfers. Control File In order for the transfers to print the control file Order Status Print Status Defaults must be set to H for Open Transfers.
P a g e 25 Running the Print Batch Transfer Order program Eterm 1. From the Xfers menu, select Print Batch Transfer Order to display the Print Batch Transfer Order screen. 2. In the From Br/Tr/All field, enter the branches for which to print the open transfers. 3. The system populates the Xfers Selected field with the number of open transfers. 4. Set options, if needed, and complete printing. 5. Press Esc to return to the main menu. To schedule the print batch to run automatically use the Schedule hot key To Preview the transfers use the Preview hot key To print the transfer use the Print hot key
P a g e 26 Solar 1. From the Xfers menu, select Print Batch Transfer Order to display the Print Batch Transfer Order screen. 2. In the From Br/Tr/All field, enter the branches for which to print the open transfers. The system populates the Xfers Selected field with the number of open transfers. 3. In the Location field, select which printer you want to send the transfer orders to for printing. 4. Set options, if needed, and complete printing. To schedule the print batch to run automatically select Options > Schedule To print the transfer select File > Print
P a g e 27 Cross Docking Lesson Overview The cross docking process occurs when material received at your dock can fulfill an outgoing order at your receiving branch or at another branch; and instead of receiving the material, stocking it on your shelves, and then picking it for the outgoing orders, you immediately transfer the material from the receiving dock to the shipping dock holding the outgoing orders. Cross docking makes warehouse processes more efficient. By cross docking material, you can skip the putting away and picking steps for much of your received inventory. Control Files Enable Automatic Suggested Transfers From Cross Dock Printing Queue Indicate whether to display entries for suggested transfers to other branches that can occur as a result of a P/O receiving in the Cross Dock Printing Confirmation Queue. The system checks items received on the P/O for suggested transfers. A suggested transfer displays in the Cross Dock Printing Confirmation Queue as a separate line in the queue with a description of "Transfer to Branch 'x'," and a user can flag the suggested transfer to print. When the user uses the Print Tickets hot key, the system generates a transfer for that branch. Y Displays entries for suggested transfers to other branches. N Does not display entries for suggested transfers to other branches.
P a g e 28 Enable Immediate Print/Process From Cross Dock Sug Transfer Indicate whether to print and ship transfers created from the Cross Dock Suggested Transfer Queue. Y The system prints and ships any transfer created from the Cross Dock Suggested Transfer Queue. You can use this control maintenance record alone or with the Enable Automatic Suggested Transfers From Cross Dock Printing Queue control maintenance record. If your company uses the Xfer hot key on the Cross Dock Printing Confirmation Queue screen to generate suggested transfers, the system can also print and process the transfers. N The system does not print and ship transfers. How the system selects orders for Cross Docking When selecting orders to place in the Cross Dock Printing Confirmation Queue or the Cross Dock Suggested Transfer Queue, the system searches for the following attributes: Only outgoing orders with a shipping status, such as Ship When Specified, display in the queues. Only outgoing orders that can be partially or completely fulfilled by material on orders being received display in the queues. Quantity being received must meet the following caveats: The received material must be available not tagged to other orders, not defective, and so on. The received material can be cross docked only from purchase and transfer order generations that have been received. When the above attributes are met, the system displays outgoing orders in the queues in the following order: Status A, Ship When Avail When an outgoing order is tagged to an incoming order that is received, then the order displays. There is no quantity check by the system. If an order is not tagged, then the system checks the quantities for each product type and location on the incoming order. If the quantities are less than or equal to the received order quantity, then the order displays. Status H, Ship When Complete When an outgoing order is tagged to an incoming order that is received, then the order displays. There is no quantity check by the system.
P a g e 29 If an order is not tagged, then the system checks the quantities for each product type and location on the incoming order. If the quantities are less than or equal to the received order quantity, then the order displays. Orders with Ship When Complete statuses display only when all quantity is available. Status S, Ship When Specified When an order's ship date meets the current date and the same rules as for Status H, Ship When Complete can be applied, the order displays. Status M, Ship Item Complete When an order's items can be fulfilled by both the total of tagged and stock quantities and the same rules as for Status A, Ship When Avail can be applied, then the order displays.
P a g e 30 Cross Dock Suggested Transfer Queue Topic Overview The Cross Dock Suggested Transfer Queue displays outgoing orders at other branches that can be fulfilled by your branch's inventory both inventory received on purchase orders (P/Os) or other transfers, or items in stock. Eterm 1. Purch menu, select Purchase Order Entry 2. Display the purchase order on which you have items to receive by entering the transaction number in the Ship From field. 3. Press Esc to view the header information, and enter freight information, if needed. 4. Press Esc to display the Order Status screen. 5. Type R to change the status from Open to Received for the item that has arrived. 6. Use the XDock hot key to display the Cross Dock Printing Confirmation Queue screen. 7. Use the Xfer hot key to display the Cross Dock Suggested Transfer Queue screen. 8. The Xfer? field defaults to Y. Change for each line item if you do not want to add them to an order. 9. Manage the selected line items using one of the following hot keys: Hot Key Create Xfer Function Creates a transfer order for the selected line items. The system prompts to ship all material on the latest ship date, if the selected items ship on different days. Note: Creating a transfer does not change the status from Open to Shipped. Instead you must change the status manually on the Transfer Order Status screen. For this reason, we recommend that you set the Order Status Print Status Defaults control maintenance record for open transfers to Batch. The status on batch printed transfer orders changes immediately.
P a g e 31 Hot Key Add to Xfer Function If open transfer orders between the two branches already exist, the system displays a list of currently open transfer orders, letting you add the selected line item to a transfer order. If no open transfers exist for the selection, the system prompts to create a new transfer. If you select a transfer that is currently being edited by another user, the system displays a message and prompts you to create a new transfer Note: When adding to transfers, you can select those transfers with a future date at least one day beyond the current date. 10. Press Esc to save changes and exit the screen.
P a g e 32 Solar 1. Purch menu, select Purchase Order Entry 2. Display the purchase order on which you have items to receive by entering the transaction number in the Ship From field. 3. Access header to view information, and enter freight information, if needed. 4. Access the Order Status screen. 5. Type R to change the status from Open to Received for the item that has arrived. 6. Select Edit> Cross Dock to display the Cross Dock Printing Confirmation Queue screen. 7. Select Edit> Transfer Queue to display the Cross Dock Suggested Transfer Queue screen. 8. Manage the selected line items using one of the following: Edit> Create Transfer Edit> Add to Transfer Creates a transfer order for the selected line items. The system prompts to ship all material on the latest ship date, if the selected items ship on different days. Note: Creating a transfer does not change the status from Open to Shipped. Instead you must change the status manually on the Transfer Order Status screen. For this reason, we recommend that you set the Order Status Print Status Defaults control maintenance record for open transfers to Batch. The status on batch printed transfer orders changes immediately. If open transfer orders between the two branches already exist, the system displays a list of currently open transfer orders, letting you add the selected line item to a transfer order. If no open transfers exist for the selection, the system prompts to create a new transfer. If you select a transfer that is currently being edited by another user, the system displays a message and prompts you to create a new transfer Note: When adding to transfers, you can select those transfers with a future date at least one day beyond the current date. 10. Press F12 to save changes and exit the screen.
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P a g e 34 Transfer Truck Schedules Topic Overview Transfer truck schedules are used when using a central warehouse scheme. The transfer truck schedule program helps you replenish child branches quickly and efficiently. By using the transfer truck schedule the futures ledger program calculates how soon the parent branch can deliver an item to the child branch based on when it arrives at the parent branch. 1. System > System Files, select Transfer Truck Schedule to display the Transfer Schedule window. Note: If prompted, log on to the character-based system. 2. In the From Branch and To Branch fields, enter the branches to which the schedule applies. 3. Use the Add hot key to display the Date Scheduler screen. 4. Define the schedule by entering the following information: 5. Enter a starting date and ending date for the transfer schedule. 6. Indicate which days of the week the truck makes a transfer by flagging the appropriate fields with an asterisk (*). 7. Indicate whether the schedule is daily, weekly, or bi-weekly by flagging the appropriate field with an asterisk (*). 8. Press Esc to return to the Transfer Schedule screen. The system prompts you to change a scheduled date when it coincides with a holiday. You can edit and add dates to the list. The scheduled dates are listed on the screen. Note: Use the Clear hot key if you need to clear all dates on the Transfer Schedule screen. 9. Use the Start hot key to move the cursor to a date on the Transfer Schedule screen. The system prompts you for the date. 10. Press Esc to save the schedule. Note: Repeat steps 2-5 to schedule trucks for other branches.
P a g e 35 Transfer Surplus Queue Topic Overview The transfer Surplus queue is user to create transfer from surplus quantities that appear in the Suggested P/O Queue. This queue allows for automatic transferring of surplus stock that would be purchased to satisfy short buys or line buys. Branches within the network can transfer surplus to another branch. The system verifies that the transfer quantity cannot exceed the surplus quantity. The program ignores the following: The normal branch transfer relationships specified in Procurement Group Maintenance when calculating the Transfer Surplus. The Transfer Excess Grace Days set for the product. A parent branch has a surplus, if the available stock is greater than the line point plus the Economic Order Quantity (EOQ) rounded to package quantity. Solar 1. From the Xfers menu, select Transfer Surplus Queue to display the Transfer Surplus Queue window. Note: Use the File > Transfer Queue option to display the window from the Suggested P/O Queue. The system prompts you to display surplus items in the currently selected buy line or in all buy lines listed on the Suggested P/O Queue. 2. From Branch field, identify branches from which the surplus stock is being transferred. Separate multiple branches with a comma. 3. To Branch field, identify branches that are receiving the surplus stock. Separate multiple branches with a comma. 4. Buy Line field, enter a buy line to check for surplus product.
P a g e 36 5. Mode field, select which type of surplus items to display in the queue. Press F10 and select from the following: All - Displays all available surplus items. Position to Buy - Displays surplus items listed on the Suggested P/O. Short Buy - Displays surplus items listed on the Suggested P/O that are below their order point. 6. Click Update.
P a g e 37 Eterm 1. From the Xfers menu, select Transfer Surplus Queue to display the Transfer Surplus Queue screen. Note: Use the Xfer Q hot key to display the screen from the Suggested P/O Queue. The system prompts you to display surplus items in the currently selected buy line or in all buy lines listed on the Suggested P/O Queue. 2. From Br field, identify branches from which the surplus stock is being transferred. Separate multiple branches with a comma. 3. To Br field, identify branches that are receiving the surplus stock. Separate multiple branches with a comma. 4. Buy Line field, do one of the following: 5. Enter a buy line to check for surplus product. Press F10 for a list of buy lines. 6. Use the Buy Lines hot key to create a list of multiple buy lines. *Multi* displays in the field if more than one buy line is selected. 5. Mode field, select which type of surplus items to display in the queue. Press F10 and select from the following: All Displays all available surplus items. Position to Buy Displays surplus items listed on the Suggested P/O. Short Buy Displays surplus items listed on the Suggested P/O that are below their order point.
P a g e 38 Reports/Dealing with Discrepancies Lesson Overview There are reports that we can run to monitor the status of transfers, see historical transfer records, and look for discrepancies. They include: Transfer Register Open Transfers Report Transfer Summary Report Open Transfers This report will list all transfers that have created but not yet processed within a given date range. 1. From the Xfers > Reports menu, select Open Transfers 2. Br/Tr/All field, specify which or all branches and territories to include on the report. 3. Start Date and End Date fields, enter the date range of the report 4. Order/Ship Date field, designate whether to select the transfer orders to include in the report by their Order Date or Ship Date. 5. Sort by Branch/Order#/Date field, designate whether to sort the report data by branch, order number, or date. The default is Branch.
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P a g e 41 Transfer Register This report can be used to provide a detailed historical listing of transfers and can also be used to identify any discrepancies within the transfers. It can be run in the shipped and received status, shipped and not received status, or discrepancy status. 1. From the Xfers > Reports menu, select Transfer Register to display the Transfer Register screen. 2. In the Start Date and End Date fields, enter the date range of the report. 3. In the To Br(s) field, indicate the branches to which transfers have been made. 4. In the From Br(s) field, indicate the branches from which transfers have been made. 5. In the Status field, press F10 and select the transaction status for the transfers you want to list on the report. Shipped and Received- completed transfers. Check that the Total Ship, Total Recv, and Total Cost amounts are equal for each transfer. Disputed Only- disputed transfers Shipped/Not Received- shipped transfers in transit to another branch. If the transfer is in transit at month-end, you must decide which branch owns the inventory while it is in transit. For that branch, post a journal entry to debit Inventory and Credit Transfer Exchange. On the first date of the following month, reverse the journal entry. 6. In the Batch field, enter the Batch ID to run the register for a batch of transfers. This field is optional. 7. Set options to print or send to Hold spooler
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P a g e 43 Transfer Summary This report lists a summary of all of the transfers that have been transferred in and out of each branch. From the Xfers > Reports menu, select Transfer Summary
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