Management Training Documents

SMARTSystem EOD Checklist 

Date: ________________

   SMARTSystem Backup (Before EOD for the first month, then only periodically)

• File > Backup Database.

   SMARTSystem End of Day Delivery Date Verification

• End-of-Day > Invoice Print Verification > Select date > Click Check Date button > Click Exit button.

   SMARTSystem End of Day

• End-of-Day > Export to Accounting > Select end date > Click the Export Daily Activities to QB button (turns red when done).
• Optional: Print Invoice Payment Register or create PDF. (Store PDF report in WFSData\EOD folder)
• Print Invoice Register or create PDF. (Store PDF report in WFSData\EOD folder)
• Click the Exit button.

   Quick Books Backup

• File > Switch to Single User Mode.
• File > Backup Company > Create a Local Backup. Local Backup > Save it now > OK > Save in QB Local Backup folder on the Server or on your PC.

   Quick Books Import Tool – Import Data to QB

• Click the Browse button > In WFSData folder > Export Files > Select QB_Complete file > Click the Import Data to QB button.
• Processed a total of ### records. OK.   #

   Quick Books back to Multi User Mode.

   Fill out Deposit Sheet and Make the Deposit. $____________________

   Quick Books Import Tool – Export Customer Balances.

• Click the Export Customer Balances button.
• Customer Balances have been exported > OK.

   SMART System – Import Customer Balances from QB.

• File > Import > Import Customer Balances > Browse > WFSData: Import Files > Open the file > Click the Import Customer Balances button.

** End of Checklist **

SMARTSystem Management Training Series
Training Session #11A – SMARTSystem End-of-Day Processing Summary

The following is a brief checklist of steps to close the day after completing Driver Check-in:

1. Select the End-of-Day Menu:

2. Invoice Print Verification

3. Export Data To Accounting

      a. Set the End Date to yesterday’s Delivery date.  You do not want to process today’s invoiced orders:

      b. When ready, click the button to

             

     c. The End-of-Day process is completed when the Red EXPORT COMPLETE button is displayed.

         

    d. There are three reports produced during this EOD process:

                 i. Invoice Register by Delivery Date

                ii. Invoice Register by Route

                iii. Invoice Payment Register

     

  

 



QB Import Tool Daily Operations

The sequence of events for daily importing of SMARTSystem transactions:

1. Run the SMARTSystem End-of-Day process to export transactions from the SMARTSystem.
2. Open your Quick Books with the administrator password, put Quick Books in Single User Mode and minimize.
3. Double click on the Quick Books Import icon:

                                                 

       4. The following screen will be displayed:

                       

       5. Click the Browse button on the lower right side of the screen, navigate to the WFSData Folder, Export Files               and the following will be displayed:

Click on the QB_COMPLETE entry to highlight it which is always at the top of the list.  The files under QB_COMPLETE contain each transaction type that is consolidated in the QB_COMPLETE file. Therefore, you select only one file, QB_COMPLETE to process your End-of-Day Import to Quick Books.

Click the Open button to continue.

       6. The screen will return with the selected QB_COMPLETE file in the “Source File:” area below:

                                             

       7. Click “Import Data to QuickBooks” and when the import process is completed you will be notified by the                   number of records processed.



QB Import Security Questions (first time only)

The first time you import SMARTSystem records to Quick Books the following QB security questions will be displayed.  Check the items highlight below:

  

After checking the two items above, click “Continue”.

After you click “Continue” Quick Books will want you to confirm your selection by clicking “Yes”

  

To finish the Quick Books security access process, click “Done” below:

  

    

QB Export Customer Balances

Normally, payments are manually posted against customer invoices and afterwards the customer balances are exported from Quick Books and Imported to SMARTSystem.

The sequence of events for daily exporting Quick Books Customer Balances that will be imported into the SMARTSystem is:

1. After payments are posted to your customer accounts.
2. Keep Quick Books open and minimized.
3. Double click on the Quick Books Import icon:

                                                         

       4. The following screen will be displayed:

               

       5. Click on the “Export Customer Balances” and the export from Quick Books will begin:

       

      6. When completed close the QB Import Tool.

      7. Open SMARTSystem, File, Import and Import Customer Balances.

             

      8. The following screen will be displayed:

             

       9. Click “Browse” to select the folder for Import:

                               C:\WFSData\ImportFiles

    Click on “customerbalances.txt” to select.

       

     10. Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:

     

     11. When completed close this “Import Customer Balances” screen.

This completes the entire End-of-Day cycle from beginning to end.

QB Peculiarities

1. Customer Names must be unique.
2. Vendor Names must be unique.
3. A Customer Name cannot be the same as a Vendor Name.
4. A Vendor Name cannot be the same as a Customer Name.
5. The Account No. field for each customer record in Quick Books is automatically updated with the SMARTSystem customer number.  If this customer number is missing you will not be able to update your Customer Balances in SMARTSystem.  See Quick Books, Customer Edit screen below:

                       

SMARTSystem Management Training Series

Training Session #10 – SMARTSystem Pre-Book Allocations

Purpose:   The purpose of Pre-book Allocations is to assign product to advanced orders.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Allocation – to set aside for a specific purpose; distribution according to plan.
• Pre-Book Allocation – is the assigning of inventory received or incoming to pre-book sales orders.  This action commits the product coming in to the specified sales order.
• Available Inventory-   On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.
• Pre-book Orders –   A Pre-book Sales Order represents product scheduled for future delivery to the customer. These products have not been removed from the On-Hand inventory in the computer.

Overview:

The Pre-Book Allocation program is designed to help you manage product allocations to advanced orders.

Select Pre-Book Allocations using the following Menus:

                   SHIPPING > VIEW PRE-BOOK ALLOCATIONS

                              

Click on the View Pre-Book Allocations and the following screen is displayed:

The selection criterion at the top of this screen includes:

• Order Delivery selection by
  • Start Date
  • End Date
• Customer Name
• Product Code / SKU
• Description Search
• Sales Person

There is a checkbox option on the upper right side of the screen to Show Unallocated Only products.

The information being displayed on this screen includes:

• Order Delivery Date
• PO Arrival Date
• Days to Delv (Delivery) – showing RED when past due
• Sales Order #
• Sales Order SFX (zero is main order, greater than 1 is a backorder)
• PO #
• PO Sfx
• Customer Name
• Product Code
• Product Description
• Net Available (On-Hand less On-Hold)
• Pre-Book Quantity Ordered
• Pre-book Quantity Allocated

This screen uses colors to represent specific product conditions and the color legend as at the bottom left corner of the screen:

Operation Steps:

You can perform a number of functions by clicking on a specific line item and right click to display a menu, as illustrated below:

The drop down menu options include:

• Open Sales Order
• Open Purchase Order/Receiving Lot
• Allocate Product
• Substitute
• Unallocate Product

Open Sales Order will display the Pre-Book Sales Order.

Open Purchase Order/Receiving Lot  will display the PO, if one is assigned.

Allocate Product will display the screen below which is divided into two parts:

• The top portion shows the Existing Purchase Order Details
• The bottom portion shows the Pre-Book Sales Order Detail Lines not yet Allocated

To Allocate product to a line item of a Pre-Book Sales Order:

1. Select the line at the top of the screen showing existing purchase order details.This will highlight the line you want to commit.
2. At the bottom of the screen
   1. Click the checkbox Add to PO on the line item to assign
   2. Click the blue button: Associate Selected Order Items with the selected PO Detail Line

The result is a link established between the Purchase Order, either received or incoming, and the Pre-Book Sales Order.  When the Pre-Book is converted to a Sales Order, the product allocated will reduce inventory on that lot.

The following message will display when the Allocation is successful.

         

Substitution will display like products, filtered by the same Category and Item,  that can be substituted:

To Substitute, click the line item you want and then the Substitute for Selected Product button.

Unallocate Product will display the following screen confirming that the allocation has been removed:

         

Sales Warehouse Allocation Chart:

Practice Drill

The purpose of Practice Drill is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem.
2. Go to the SHIPPING MENU and select View Pre-Book Allocations.
3. Walk through the Operational steps outline above.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.

SMARTSystem Management Training Series

Training Session #9 – SMARTSystem Warehouse Order Management

Purpose:  To streamline the operations in the warehouse by improving accuracy and information for staff to operate efficiently.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Warehouse Order Management (WOM) – Is a tool to keep the warehouse operations update-to-date with sales activity for delivery to customers.

Overview:

Warehouse Order Management (WOM) is the first sub-menu item under the main menu SHIPPING and when selected will display this screen:

WOM provides many features for Warehouse Management which includes:

• A special Sales Order View for Active or Invoiced sales orders within the Start / End Dates with the latest order at the top of the list.

  WOM is automatically checking for new sales activity every 30 seconds.  When new sales activity is identified the screen will show, in red “Refresh Required.”  When this occurs, click the yellow “Refresh / Clear Selections” button at the bottom left of the screen to update current sales orders.

                     

• Selection of sales activity by:
  • Specific Customer
  • Order Type
    • Sales Orders (ORD) or
    • Pre-Books (PB)
  • Order Status
    • ALL Orders
    • Not Cancelled (Active and Invoiced)
    • Active only
    • Invoiced Only, and
    • Cancelled Only
  • Sales Persons Orders
  • Ship Via routes for delivery
  • Shipper Code if you are dispatching for more than one organization
• Each order can be marked SHIPPED and a ship report printed as needed or at the end of a day.These orders are also used in the Delivery Export outlined below.
• Documents can be printed for
  • Pick Tickets
  • Invoice
  • Labels – see sample below when this label is printed

• Delivery Labels-see sample below when this label is printed

There are several options outlined below for the Delivery Label in System Control:

Control Info > System Control > Options Tab

              Control Info > System Control > Sales Options > General

              

Note: if the sales order is not invoiced the sales order number will be

          Printed instead of the invoice number

• Documents that have been printed are highlighted in yellow:

  

• Right click on a line item for options to:
  • View the Sales Order or double click on the link
  • View the Invoice
  • Enter Tracking Data

    

• The number of Delivery Labels identifies the pieces for delivery that are printed on the invoice and used in the Route Report as illustrated below:

  

  

• The lower portion of the WOM screen provides for:
  • The Order Number and Customer Name displayed for the line that you click on and highlight.
  • To the right are the Warehouse Comments that can be entered in the Sales Order Entry program or entered in this space provided.
  • Also, there is a field for the Freight Amount to be entered, if it applies.

    

• The next section contains each line item on the sales order. On each line you can:
  • Change the Box Type, if it applies
  • Length Width and Height of the box
  • Armellini Box Code, if it applies
  • Number of Boxes
  • Box Charge, if it applies
  • Packing for the Box
  • Product Description
  • Picked By for entering initials
  • Packed By for entering initials
  • Comments that can be entered for the line item
• An excel Delivery Export Option is available for a dispatcher when lines are marked SHIP:

  

  

The orders displayed on the screen can be exported to excel:

Route Report

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.

 

SMARTSystem Management Training Series

Training Session #8 – SMARTSystem Inventory Pricing

Purpose:  To provide an overview of the inventory pricing options available in the SMARTSystem.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• Mark-up – The amount added to cost to obtain the sales price of an item, e.g. $8.00 cost + 50% markup = $12.00 sales price.
• Margin – The amount of profit from a sale expressed as a %, e.g. $8.00 cost, $12.00 sales price = 33% margin.

Note: Additional information on Mark-up and Margin is in the last section of this document including how these are calculated in the SMARTSystem.

Overview:

There are two methods used by the SMARTSystem to set sales prices:

1. By Mark-up or Margin based on the landed cost calculated in the purchase order for each inventory item or you can
2. Manually set prices for each inventory item.

For you to take control of your sales prices and set sales prices manually, select the following menu items:

          Control Info > System Control > Sales Options> General 

Click on this checkbox:

                   

          You must “log off and log on” for this setting to take effect.

To set the SMARTSystem for Mark-up or Margin, select the following menus:

          Control Info > System Control > Doc Selection

Select your desired option using the “PO Pricing Method” drop down menu:

          

The SMARTSystem can calculate Sales Prices based on Mark-up or Margin.  Only one can be selected.  The default option is “Mark up.”  Refer to the “Additional Information on Mark-up or Margin Options” at the end of this document.

You must “log off and log on” for this setting to take effect.

Product Type

The Price Level Factor used to calculate Mark-up or Margin is identified by the Product Type and each inventory item is associated with a Product Type.

The Product Type has two main purposes:

1. To establish the percent of Mark-up or Margin for each inventory item, and
2. To organize product on the Pick Ticket by Product Type.

The SMARTSystem will calculate your preferred Mark-up or Margin based on Product Type specified for each inventory item and apply that margin to Customer Sales Price Levels. Each customer is assigned a Sales Price Level.

  

Typically, your Sales Price Level 1 would be your highest margin down to Price Level 5 as your lowest margin.  Price Level 1 can be your walk-in customers and Price Level 5 your largest, best paying customers.  Only Price Level 1 is required. See and example below:

Purchase Order Processing

Purchase Order Processing will perform your Mark-up or Margin calculations based on the Landed Cost of the inventory item. See example below: 

In this “Mark-up” example, the Landed Cost is showing .403 (internally it is being calculated to 5 decimal places that you can override the calculated value to 5 decimal places) and based on the Sales Price Level 1 Factor in the Product Type table for Fresh Cut of 1.700 the resulting Sales Price is .684 or a 41.08% margin. This Mark-up is calculated as follows:

Landed Cost * Sales Price Level Factor = Sales Price

.403 (rounded up from 5 decimals) x 1.700 = .684

Note that the current selling price of this product at Price Level 1 is .690.  When the computer is calculating your Sales Price Levels you can override the calculated Sales Price to be .69 cents to maintain the same Sales Price.

Sales Price Levels 2 thru 5 are also calculated at this time and carried with this inventory item in this PO.

If you are using Sales Price Maintenance under the Management Menu the prices that you set will override the computer calculated values.

Inventory Items

All sales prices calculated or manually entered are stored in each Inventory Item. In this example, the Carnation Select Pink inventory item shows:

• Current Landed Cost
• Average Landed Cost
• Sales Price Level 1
• Sales Price Level 2
• Sales Price Level 3
• Sales Price Level 4
• Sales Price Level 5

  

  Customer Sales Price Level

  When selling to a customer, the Sales Price Level set in the Customer Table for each customer refers to the Sales Price Levels in the Inventory Table for the items sold.  For example, the Sales Price Level for the Customer would show:

            

  

  Sales Price Maintenance

  Sales Price Maintenance is a sub-menu item under the Management Menu.

  This program shown below is used by you to set Sales Prices manually.  As you can see, this program provides several options:

• Select by Vendor (Primary Vendor in the Inventory)
• Round prices up to the nearest option:
  • None (default)
  • 5 cents
  • 25 cents

You can select inventory items by:

• Category
• Item
• Color
• Product Code
• Description Search

A special feature of this program is to adjust inventory items selected by a special percentage, either up or down:

          

This option can be used when a vendor, such as Syndicate raises its prices 7% across the board for all products.

When you right click on a line you have several options:

• Open Inventory Item
• Copy Selection to Clipboard
• Paste Data from Clipboard
• Fill Dow from Clipboard
• Clear Selected Cells

Using these options you can quickly update prices by:

• Entering prices on one line for 1 or all 5 Price Levels
• Right click and Copy Selection to Clipboard

  

• Hold the shift key and highlight your selected area

  

• Right click and fill down to update all prices in the group of products you selected

  

Click the Save Button in the lower left portion of the screen and you will get a confirmation “Saved/Updated Sales Price Changes.”

Volume Discounts

Volume Discounts is a sub-menu item under the Management Menu.

This program provides selection filters to select inventory items by:

• Category
• Item
• Color
• Product Code
• Description Search

There is also a “Recalculate Prices” Button to globally update your volume discounts based on the selection criteria you enter and Disc % changes.

At the bottom of this screen you can:

• Save your changes
• Export your selected items to Excel
• Import a previously export Excel file that has been changed which will update Volume Discounts.

The products you select will be displayed and you can create your Volume Discounts by:

• Entering Quantity 1which is the first quantity discount
• Enter Quantity 1 Discount Percent and the Sales Price will be calculated based on Sales Price Level 1
• Do the same for Quantity 2, 3,4, and Over

You can also enter a Minimum Sales Price to check and prevent excessive discounts entered by a Sales Rep.

When you right click on a line a drop down will display your options:

• Open Inventory Item
• Copy Selection to Clipboard
• Paste Data from Clipboard
• Fill Dow from Clipboard
• Clear Selected Cells

Using these options you can quickly update Volume Discounts by entering your changes on the first line:

• Entering Quantity
• Enter Discount Percentage

  

• Hold the shift key and highlight your selected area
• Right click and fill down to update all prices in the group of products you selected

  

• Click the Save Button in the lower left portion of the screen and you will get a confirmation “Saved/Updated Changes in Volume Discounts Table.”

  

  

Additional Information on Mark-up or Margin Options

The pricing terms “margin” and “markup” actually represent the same thing, but from a different stage of a sale.

Markup represents a monetary amount of a product or service before a sale, while margin represents that same monetary amount after a sale. Some confusion can come up between these numbers, especially when represented as percentages.

The math to find out Mark-up percentage is:

Selling Price minus Landed Cost equals Mark-up (e.g. $70 – $50 = $20)

Mark-up divided by Landed Cost equals Mark-up Percentage (e.g. 20/50 =.4; you then multiply by 100 to get the percentage of 40 percent)

The SMARTSystem MARK-UP calculation METHOD:

1. Landed Cost * Sales Price Level Factor = Sales Price

$1.00 x 1.60 = $1.60

       2. Sales Price = landed cost + 60% of the landed cost.

       3. Sales Price – Landed Cost / Sales Price

$1.60  – $1.00 /$1.60

SMARTSystem MARGIN PRICING calculation METHOD:

1. Shows what the percentage difference is between the sales price and landed cost. To yield a 60% margin, the Landed Cost MUST be 40% of the Sales Price:

Landed Cost / Price Factor of 1.60   =  Sales Price

$1.00  / (1 – (1.60-1))  = $2.50 sales price

                         ^

   Ref 1

                              Ref 1:

1 – 1.60 = .40

$1.00 / .40 = $2.50

Here is an interesting video link regarding this matter:

http://strategiccfo.com/wikicfo/margin-vs-markup-2/

Practice Drills

The purpose of Practice Drills is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem
2. Go to the MANAGEMENT MENU and select SALES PRICE MAINTENANCE.Work with this program and get familiar with it.
3. Go to the MANAGEMENT MENU and select VOLUME DISCOUNTS.Work with this program and get familiar with it.
4. Log Off when finished.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.

SMARTSystem Management Training Series

Training Session #7B – Physical Inventory using Laptop or Tablet

Purpose:  To capture physical inventory counts using one or more laptops and/or tablets at multiple locations.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• SKU – Is an abbreviation for stock keeping unit that identifies a specific stock item in inventory. In the SMARTSystem, SKU can be your Product Code, the UPC or GTIN numbers.
• RECORD SELECTOR – Is used on some screen displays to highlight a specific record. It is the left most column and when clicked it highlights that record and shows an arrow symbol (>).

Pre-requisites:

• Laptop or tablet
• Wired or wireless connection to the Server
• Bar Code Scanner connected to the laptop/tablet

Overview:

The Physical Inventory process consists of 4steps:

1. Scanning –  the bar code of inventory items is the first step.  The bar code can be your product code, UPC or GTIN codes,
2. Stage – inventory scans from one or more devices so that like products from different locations can be consolidated, 
3. Close–  all Physical Inventory scanning programs to prevent changes during the posting process, and
4. Post–  inventory quantities.

The Physical Inventory program is selected from the Inventory Menu:

          INVENTORY > Physical Inventory

this sub-menu displays the following screen:

Scanning:

Using the bar code scanner, scan the item bar code and the information from the bar code will be displayed in theSKU field in the top portion of the screen above.  If the code is found in the Inventory Table the product description will be displayed in the Description field and the cursor is positioned in the Quantity field.

You can Back Tab from the Quantity field to enter a repetitive Shelf Location / Note, then tab to the Quantity field and enter the item count.

This is repeated until all items are scanned and accounted for thereby completing a section or scanning area.

You can print a list of scanned items by clicking the Print button or Export them to Excel.

Items you have scanned and shown in the list have been automatically pre-staged for the next step.

Stage:

The scanned products from each laptop or tablet are staged for consolidation of like products using the Inventory Reconciliation Program.  

The next thing, after everyone has completed their scanning, is to select the Inventory Reconciliation program:

          INVENTORY > Inventory Reconciliation

Click the Manual Reconciliation checkbox to place this program in manual mode.

Click the blue button under Item Filter, Manage Staged Physical Inventory.  The following Manage Staged SMARTScan Data will be displayed with all of the items scanned including the Workstation, Date and Time Scanned, Scanned Code (SKU), Description, Shelf Location/Note and Quantity.

When this screen opens the *Selected checkbox on the left is set to include all of the scanned items and quantities for transfer to the Inventory Reconciliation program.  You can uncheck any item that you do not want to include in this process or delete the line item.

If you want to delete one or more lines click the Record Selector (holding the Shift key you can highlight multiple lines) and press the Delete Key on the keyboard.  This will remove the highlighted lines from the scanned items on this Staged screen.  The screen below shows a highlighted line before the Delete Key is pressed.

At this point, if you do not want to continue you can click the Exit button and close the scanned information without losing it. You can also make changes to the line items, including Quantities or deleting lines.

The second button on this screen can be used to export the items to Excel.

In a normal operation, the items scanned are automatically selected for you to transfer to the Inventory Reconciliation Quantity column for posting to inventory when you click the SAVE button.  Click the first blue button to Move Selected Items to Inventory Reconciliation.

You are now ready to Post your scanned inventory quantities by pressing the SAVE button.  Refer to Management Training Document #7 for information on the Inventory Reconciliation program.

Close:

Before transferring items to the Inventory Reconciliation program, make sure all scanning is completed and the Physical Inventory program is closed on all scanning devices.  If any laptop or tablet has the Physical Inventory program open the following message will appear in the title bar, as in the example below:

Closing the Physical Inventory scanning program on other devices is required to transfer quantities to the Inventory Reconciliation program.

When the transfer to Inventory Reconciliation is completed the following screen will be displayed indicating that the transfer process is done and the number of records transferred.

                   

If this process does not complete normally and display the above message, the scanned records from the Physical Inventory counts are saved in the folder:

         

C:\WFSData\InventoryReconciliation

The file containing the Backup of the Staged Data, with date and time stamp looks like this in the above folder:

You can restart the Manage Staged data screen by selecting Get Data from XML button on the Inventory Reconciliation program:

Post:

Before clicking SAVE, set the checkbox to “Create Excel Spreadsheet on Save” to provide an audit trail of inventory items being Posted.

The scanned records will populate the Quantity column on the Inventory Reconciliation screen. See example below and the numbers in the Quantity column.   Click SAVE to process and update inventory Quantities.

You are now finished and updating your inventory physical counts is done.

         

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.

SMARTSystem Management Training Series

Training Session #7A – SMARTSystem Inventory Reconciliation

Purpose:   How to use Inventory Reconciliation.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

Inventory Reconciliation – A process of updating the computer with physical inventory counts.

Data Grid – Is a type of display screen used with Inventory Reconciliation.

On-Hand Inventory – Inventory in the computer that represents what is in the cooler/warehouse. On-Hand includes the On-Hold quantity.

On-Hold – An inventory quantity set aside in the computer and removed from the Available Inventory for sale by the sales staff.

Available Inventory – On-Hand Inventory less On-Hold Inventory is the Available Inventory for sale.

Sales Orders – A Sales Order contains product scheduled for delivery to the customer.  All products on a sales order have been removed from the On-hand inventory in the computer and ready for delivery/shipping.

Pre-book Orders – A Pre-book represents product scheduled for future delivery and these products have not been removed from the On-Hand inventory in the computer.

Invoiced Orders – Sales Orders invoiced for delivery to the customer.

Pre-packs – Products in the cooler that have been packed and staged for delivery/Shipment. This needs to be counted if using the “Subtract Open Orders from Quantity” option in Inventory Reconciliation.

Cooler Count – Quantity of product in the cooler that is not invoiced and would not include Pre-packs.

Open Orders – Products on Sales Orders (not invoiced) that have been removed from the On-Hand Inventory Balance.

Quantity – Cooler count quantity used on the Inventory Reconciliation Screen which is uploaded from an Excel spreadsheet or scanning device or entered by hand.

Net Avail – Net Avail (Available) is the Cooler Count, less Open Orders. This is will be the new On-hand Inventory quantity after reconciliation.

Auto-Hold – This is a special Growers process usually run by the Sales Manager to reserve products for fulfillment of Pre-book orders. This is reserved by putting the products On-hold through the date selected in the program. Wholesalers use Pre-Book Allocations to obtain this result.

SMARTScan – Is a specially written series of programs that run on the Motorola MC-3190 hand-held barcode scanner below.  These programs directly integrate with the SMARTSystem and can operate in a wireless environment.

Overview:

The purpose of this document is to detail how to create multiple Excel worksheets that can be used for physical inventory cycle count without causing conflicts during the reconciliation process.

Note: This process is designed to work with a handheld scanner and this procedure defines how to use it manually without the scanner.

Select Inventory Reconciliation by using the following Menus:

                   INVENTORY > INVENTORY RECONCILIATION

Creating Worksheets for Inventory Counts:

To create a worksheet of inventory records, open the Inventory Reconciliation program and click the Manual Reconciliation check box:

After the Manual Reconciliation box is checked ALL of your inventory products are automatically selected and displayed or you can identify specific products from the options provided (Category, Item, etc.):

Confirm selection for specific products then click the Find button to populate the data grid.

 

After you have clicked the Find button, click the Create Excel Worksheet button to create the spreadsheet that will be used for entering your physical inventory counts.

When you click the “Create Excel Worksheet” button the following screen will appear:

NOTE: The “Export to Excel” button will only appear if your computer has Microsoft Excel installed.

Click the “Export to Excel” button to save the Excel Worksheet to your hard drive. 

The Excel file is created as an Excel file in XML format.  Older versions of Microsoft Excel may not be able to read this format.

You are now ready to enter your inventory into your new spreadsheet.

Capture you inventory count for this cycle and when complete go to the next step.

Safely Recording Inventory Data:

This section will describe how to safely import the Inventory Records using Inventory Reconciliation and the Excel spreadsheet created using the procedures defined in “Creating Worksheet Records” above.

Before executing this procedure, please confirm that there is no inventory receiving activity being run on any other workstation.

To safely reconcile the inventory data follow these steps:

Make sure that the Excel Spreadsheet containing the data you intend to bring into Inventory Reconciliation is copied onto the computer that is going to run the Inventory Reconciliation before you start this procedure.

Open the Inventory Reconciliation program and click the Manual Reconciliation check box:

After the Manual Reconciliation box is checked select the inventory being processed from the options below, as done in the create worksheet section above:

Confirm selection for specific products then click the Find button to populate the data grid.

Click the “Get Data From Excel” button to select the Excel or Excel XML file that contains the inventory data to be reconciled.

The file selection dialog will allow you to navigate to the file containing your inventory records.  If you are importing from an Excel XML file you will need to change the file type to “Excel XML all version” in the file type selection drop down in the file selection window.

Select the file you want to reconcile and click Open:

After you click Open, the following screen will be displayed indicating how many records were found in the file you selected.

If there is a product code in the import file that is inactive or invalid in the SMARTSystem inventory table the following message will be displayed:

All products that are inactive or invalid in the SMARTSystem will be added to the exception report that is displayed after the file is completely loaded.

After the file is completely processed an exception report will be displayed along with a dialog box indicating how many records were processed. The number of records processed includes records on the exception report and records that were successfully matched to the active inventory.

 

The exception report shows all of the products found in the file that could not be found in the SMARTSystem database. These products will need to be corrected (modified) in order for them to be reconciled.

After the import process is complete you can easily check the quantities that were imported by sorting the inventory data grid by the Quantity column in descending order.  To do this, click the Quantity Column Header twice to bring all of the numbers to the top of the list.

Once you are satisfied with the inventory quantities, and you are 100% sure that no one is running Inventory Receiving or Reconciliation. Click Save to reconcile the values in the list.  Blank Quantities are ignored.

Once the Excel Spreadsheet has been imported into the Inventory Reconciliation program you must click SAVE to update the inventory quantities. If you do not click save, no adjustments will be made to your inventory.

When SAVE is selected a copy of the data before processing will be saved on an excel spreadsheet.  The spreadsheet will be saved automatically in C:\WFSDATA\Excel with a file name

Inventory Reconciliation – MM-DD-YYYY_HH-MM.xlsx

Note: Excel is installed on the PC you are using

Subtract Open Orders from Quantity:

This feature was added to provide a way to compensate for product that is in the cooler and being counted, but already sold on sales orders.  The reason this was done is that when a Sales Order is created in the SMARTSystem the product is immediately removed from inventory; however, some of our users do not pick the order the same day it is entered.  This creates a condition where some of the inventory in the cooler is not shown in the SMARTSystem.

To handle this condition the “Open Orders” column was added to show the quantity of each product that is currently on Sales Orders that have not yet been invoiced.  The “Subtract Open Order From Quantity” feature was added to subtract the quantity of product on sales orders that have not been invoiced from the physical count entered into the Inventory Reconciliation program.

This feature is selected by checking the “Subtract Open Orders From Quantity” box:

When this box is checked a new column is displayed to show the New Available quantity that inventory will be set to after subtracting out the Open Orders. This will become the new “On Hand” quantity when the Save button is clicked and the inventory is reconciled.

Explanation of this example:

There are currently 10 on hand and 16 on open orders.  This means that there 10 units available for sale before the reconciliation and 16 items that have been sold but are not yet invoiced.  When the “Subtract Open Orders From Quantity” box is checked the value of 16 will be subtracted from the quantity entered into the Quantity box to yield the correct New Quantity Available to sale (26 – 16 = 10).

Add Quantities to Available Balance:

This feature was added to allow the Inventory Reconciliation program to be used for bulk inventory receiving.

Effective June 13, 2013 you are allowed to enter a negative quantity, for example “-25”

To use this feature check the “Add Quantities to Available Balance” box:

When this is checked all quantities entered will create new receiving lots for the product.  After checking the box simply enter the quantity of each product that needs to be added to inventory and click SAVE.  This will increase the available quantity by the amount entered into the quantity box.

“Subtract Open Orders from Quantity” feature is disable when “Add Quantities to Available Balance” is checked.

Manage Staged SMARTScan data:

This feature was added to provide a way for SMARTScan users to preview and modify the data collected by the SMARTScan software before reconciling it into the live inventory.

This feature is now a mandatory step between retrieving the data from the SMARTScan devices and reconciliation. 

The SMARTScan procedure has been changed as follows:

1. Cradle the SMARTScan device.
2. Click the “Get Data from SMARTScan” button
3. Respond to this prompt

   

   1. Clicking “No” will cancel the operation
   2. Clicking “Yes” will cause the SMARTSystem to communicate with the SMARTScan device and retrieve its Inventory Data.
   3. This step can be repeated for each SMARTScan device and all of the data from the SMARTScan devices will be stored in the Staged SMARTScan Data table to be managed when you are ready
4. After the SMARTScan data is collected from the device it is then stored in a Staging area to be reviewed and edited before being reconciled.

   

   1. This data can be edited, saved and recalled at a later time.
   2. All fields on this screen can be modified by the user.
   3. Rows can be deleted by selecting the row and pressing the delete key.
   4. ONLY the rows that are marked as “Selected” will be brought into Inventory Reconciliation.
   5. After making changes the user can choose from the following buttons:
      1. “Save Changes” to save the work they have done
      2. “Exit” to exit the program without saving changes
      3. “Export to Excel” to create an Excel Spreadsheet from the Staged SMARTScan Data in its current form.
      4. “Move Selected Items to Inventory Reconciliation” to import all “Selected” records into the Inventory Reconciliation program to be reconciled when the user clicks the “Save” button in the Inventory Reconciliation program.
         1. Note – this process purges the Staged data at when it is clicked clearing the system to be ready for the next Inventory Reconciliation Cycle
         2. The user is presented with a final opportunity to modify the data in the Inventory Reconciliation program before clicking “Save” to reconcile the inventory from the SMARTScan devices.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.

SMARTSystem Management Training Series

Training Session #6D –Box Rate Based Landed Costs Setup

Purpose:

To define the sequence of actions needed to establish Vendor Box Rate based landed costs for Purchase Orders.

Keywords:

• Box Rates – Box Rates represent all of the shipping costs associated with getting the box to you.  These costs can include: box charges, freight, customs duties, ground transportation, etc.
• Full Box Equivalent – THIS DOES NOT APPLY TO BOX RATES.
• Unit of Measure – a standard unit to describe a box size or units such as an each, a bunch or a stem.

• Country/Region – is a field in the Vendor table that represents an area from where products are shipped.

Overview:

A Vendor/Farm identifies how to calculate Landed Costs when Purchase Orders are created.

Box Rate based Landed Costs are typically established by Country/Region.  For example, the country Colombia would breakdown transportation costs by Region for Bogota and separately for Medellin due to the cost based on location.

When using Box Rates for the State of California it can be sub-divided into zones, such as, Northern California, Central California and Southern California.

Setting up Box Rates to calculate Landed Costs on Purchase Orders includes:

• Defining Country/Region
• Identify Units of Measure to include in this process
• Setting a Box Rate for each Country/Region
• Assigning Country/Region to respective Vendors
• Setting Vendors to calculate Landed Costs by Box Rates

Procedures:

1.       Determine the Country/Region that you want to establish box rates to determine Landed Costs.

2.       Determine your average Landed Cost per box size (Unit of Measure) for:

          A.      Full Box

          B.      Half Box

          C.      Quarter Box

          D       Eighth Box

          E.      etc.

3.       Make sure you have the Box Size defined in the Unit of Measure table which is found on the INVENTORY Menu:

There are 3 required parameters:

• Unit of Measure Code (up to 3 characters)
• Unit of Measure Description
• Box Type (general category, for example HB=half box) this is required for this entry to show on the Country Box Rates table (see #5 below)

Since the Unit of Measure Code is up to 3 characters and you may have more than one box type, for example HB (half box) can use the third character of the code to make it unique.  For example, if you have 3 types of half boxes you can define them as:

• EHB (Ecuador half box regular)
• EHS (Ecuador half box small)
• EHL (Ecuador half box large)

4. Establish Country/Region Table which can be found on the MANAGEMENT Menu.  The Country/Region Table Maintenance looks like this:

Enter the Country/Region Code and the Name of the area.  To remove an entry, highlight the first column and press the delete key on your keyboard.

5. Select the Vendor View and sort by Country/Region to get all of your vendors for the Country/Region you are working with in one place.

6. Select Vendors for the Country/Region you are working with and make sure the correct “Country/Region” is displayed.  If not, use the drop down menu to select the correct Country/Region for this vendor.

7. Select the Purchase Info tab and change the Shipping Calculation Type to “Box Rate” (near the bottom of the screen below):

 

8. Click MODIFY to save this information.

9. On the MANAGEMENT Menu, select Country/Region Box Rates and the following screen will be displayed: 

             

10. Select the Country/Region that you are working with and enter your Box Rates that will be used to calculate Landed Costs for this Vendor’s purchase orders.  Press enter to SAVE.

11. When your entries are saved you can update vendors for the selected Country/Region by pressing the “Update Vendors” button.  If you do not want to update an existing Vendor Box Rate, click “Do not overwrite existing Vendor box rates.” This update process will match the Vendor Table Country/Region with the Country/Region in this Box Rates Table.
12. You can verify the Vendor’s Box Rate for the Country/Region you are working with by selecting a Vendor:
13. The following is an example of how the Box Rates work with an Ecuadorian Vendor: 

    The Box Rate shows the Base Freight Cost at $12.75 for a QB (quarter box) which is set for the vendor:

In the purchase order you can add the Surcharge percent for product like Roses:

You can also add Other Vendor Charges to match with the Vendors Invoice.

See the result in the screen below:

• The Other Vendor Charges of 1.07 are entered and reflexed properly. 
• The Surcharge of $3.375 is calculated correctly based on the 7.5% entered. 
• The total Freight Cost of $17.195 is correct. 

SMARTSystem Management Training Series

Training Session #6C – SMARTSystem PO Standing Order Processing

Purpose:  To provide a good, strong working knowledge of PO Standing Order Processing.

Keywords:  The following is a list of key terms used in the SMARTSystem that you should be familiar with and understand.

• PSO – Master PO Standing Order
• PSOC – is a “child” or “copy” of a master standing order

Overview:

Establish a PO Standing Order

The foundation of a PO Standing Order (PSO) is a real, live purchase order that is used as a template creating a master Standing Order.  The PSO can be created from a regular purchase order that is In Process, Ordered, or Received.  You can also create a new PSO from a “child” purchase order (PSOC).

To create a PSO do the following:

• Display a purchase order that has been entered and that you want to repeat
• Select the Standing Order Info tab, see example below
• Set the Start Date of the PSO. The start date would normally be next re-order date
• Set the End Date of the PSO. This can be one week, one month, one year, etc.
• Click the Day or Days of the Week that this PSO is re-ordered. At least one day or multiple days can be set.

CAUTION:  This Purchase Order will now be used as a template and any changes to it will affect the “child” purchase order.

When the PSO parameters have been set, click the Update Standing Order button and the message “Recurring data has been saved” which indicates that the PSO has been saved.  See example below:

Remember that this order is now a Master Standing Order and shown on the Purchase Order View with an “M” under the SO or Standing Order column.  This order is the source of data for future PSOC’s when created.

When this Purchase Order is displayed after being set as a master PSO it will show “S/O Master” just below the Vendor Name. See below:

You can stop a master PSO by clicking on the Standing Order Information tab and click Stop Standing Order which turns off the PSO status and will be removed from the standing order view.

If Lock Standing Master Orders is set in System Control the PSO is now locked and will not allow changes. Refer to System Control section below.

Should you need to change a PSO, you can stop a master PSO by clicking on the Standing Order Information tab and click Stop Standing Order which turns off the PSO status and will be removed from the standing order view.  This will allow you to make changes to your purchase order.

PO Standing Order Processing

Under the PURCHASE ORDERS Menu, select the sub-menu item View Standing Purchase Orders. The following screen will be displayed:

There are several options for this display of PSO’s:

• When the screen is first displayed the “Show orders to be processed on the following day of the week“ shows blank which represents the display “ALL” option.

• You can select a specific day of the week and the default shows all PSO’s for that day of the week:

The PO master standing orders that are displayed for a day of the week are based on the selection made in the PO on the screen below:

On the Standing Purchase Order screen you can double click a line and open that PO.

Also, you can print a list of the PSO’s selected using the Print button at the bottom left.

To begin the process of creating PSO’s you can highlight a specific PSO and click the “Process the Selected Order” button.  Only one PSO can be processed at a time.

When you select “Process Selected Order”  it will display the new “child” purchase order and the following message indicates that it was created successfully.

At the top of the screen it indicates that this PO is a “S/O Child” indicating it was generated from a Master.

You can change the “Child” Standing Order as needed without impact on the Master.  Also, a new Master standing order can be created from a “Child”.

The new PSOC will have the Ship and Arrival dates automatically updated by 7 days.

After processing a Standing Order, the Standing Order View will be updated to reflect the “Next Order Date” and the date “Last Processed”.

System Control Options

PO Master Standing Orders are locked down with the same feature as used in Sales Standing Orders. Go to the System Control Table, Sales Options tab, General tab that locks the master Standing Master Orders to prevent them from being changed by accident:

If you need to change a PO that is set as a master standing order, PSO just click

Stop Standing Order which turns off the PSO status and will be removed from the standing order view.

Preparation to Go Live

Purchase Orders entered in the following manner will not be removed when test transactions are cleared from the SMARTSystem database before the Go Live event: 

• Enter the PO as a real purchase order that will be the first one processed when we Go Live

It must stay in “IP” (in-process) status

• On the Standing Order tab, enter the Start Date of the recurring standing order after it has been processed for the first week
• Enter the End Date and the day of the week check box to order

Practice Drills

The purpose of Practice Drills is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem.
2. Go to the PURCHASE ORDER MENU and VIEW PURCHASE ORDERS.
3. Create a new Purchase Order and set it as a Standing Order.Exit the PO.
4. See the View showing that PO is now a Master.
5. Display the Standing Order View and check out the Standing Order you just created.
6. Go through this training document and gain experience by trying different scenarios with PO Standing Orders.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306for assistance.

SMARTSystem Management Training Series

Training Session #6B – SMARTSystem Purchase Order Processing Continued

Purpose:  To gain a good, strong working knowledge of Purchase Order Processing.

Keywords:  The following is a list of key terms used in the SMARTSystem

that you should be familiar with and understand.

• Allocation-is the assignment of product for Pre-Book Sales Orders to Purchase Orders.
• Mixed Box-a box containing a several different products.

PO Entry and Receiving Continued

Product Information Screen

The Product Information screen will display products enter from this screen or products entered from the Quick Entry screen.

This screen provides for the entry of product and additional features.  These additional features are:

• Line Item Edit Screen
• Product History
• Mixed Box Entry
• Recalculate Sales Prices
• Recalculate Shipping

Line Item Edit Screen

After entering a PO line items you may need to make changes.  The simplest way to make changes to a PO line item is to use the edit screen.

Just click on the line to change in the line summary portion of the Product Information screen below and it will activate the Line Item Edit screen.

This Line Item Edit screen will allow you to make changes to specific fields only.  You cannot change the Product Code or Description.  You must delete the line to change product.

The following fields can be changed on this screen:

• Purchase Quantity Ordered
• Purchase Quantity Received
• Farm
• Internal Comment
• Purchase Item Cost
• Purchase Unit of Measure
• Purchase Item Qty
• Purchase Item Freight
• Sales Price

After making your changes click the Update button to save your changes and you will return to the Product Information screen:

Or you can click the Delete button to remove the line item from the PO.

Click EXIT to return and not make any changes to the line item.

Product History Screen

 

When entering a PO line item and before you click the Add Selection button, click the Product History button to show the last 10 purchases of this product.

 

The last 10 purchase orders Received containing this product will be displayed:

Mixed Box Entry Screen

Enter a Mixed Box by clicking this button  to display the Mixed Box entry screen:

Information entered when creating the Mixed Box is in 2 parts:  Box information is at the top and contents of the Mixed Box.

Box information:

• Type of Box – is used to calculate freight for landed costs
• # Boxes – quantity
• Pack – number of units/stems in the box
• Farm – default Farm is the Vendors Farm Code

The products contained in the box are itemized:

• Select by Product Code or Product Description
• Quantity – number of units/stems in the box for this line item
• Item Cost – cost per unit
• Sales Price – will be calculated based on your defined margin or you can set the sales price yourself

Click the Add to Box button to add your entry to the Mixed Box Summary portion of the screen:

To delete a line item, click on the line and press the delete key on your keyboard.

When you click the Add to Order button the Mixed Box items will be added to the PO Summary.  Refer to the last 4 lines below:

To access the Mixed Box screen again, just click on one of the line items.

Multiple Mixed Boxes can be created on a purchase order.  By moving the slide bar at the bottom of the screen to the right there is a “Mixed Box” column which identifies the lines associated with each Mixed Box entry.

The “Add Unallocated Items” cannot be used to create a Mixed Box:

Recalculate Sales Prices

The Recalculate Sales Prices is used when you want to force the recalculation of the Sales Prices after costs have changed.  This would usually be done after Recalculate Shipping button is pressed.

Recalculate Shipping

The Recalculate Shipping button is used to force the recalculation and allocation of the additional costs resulting in a revised Landed Cost.

These buttons are display as follows:

     Practice Drills

The purpose of Practice Drills is to get you more familiar with the SMARTSystem and comfortable using it. 

1. Login into SMARTSystem
2. Go to the PURCHASE ORDER MENU and select VIEW PURCHASE ORDERS.
3. Click NEW PO at the bottom of the screen.
4. Enter several line items to the PO
5. Enter at least one Mixed Box entry with multiple items in the box.

Questions and Answers

If you have any questions or need support, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance.