Prima Edge Inc

Sales Orders

o Click on New Record and choose Sales Order

o In the Popup type in the Customer Name or Account Code and Press Enter or click “Search”

o Select the customer and click Create

o Enter the Customer Order No

o Click in the Item entry box

o Type in item code or use the description search

o Press your “Tab” key (or click “Search”)

o Type in the quantity and ensure pack size on the right is correct

o Press the tab key to select Add & Jump then hit enter

o Tab to enter the price

o Tab again to highlight return to line entry then hit enter

o Once all the lines have been entered click on the Summary tab to check:

• Delivery Address
• Delivery Method
• Delivery Notes
• Delivery Charges

o Once finished click Authorize

o Use Authorize and back to back to order the goods with the ticked supplier or use Standard Authorization to place the items on the requirements list.

Requirements

o Click on POP > Requirements and hit enter.

o YES in the first column denotes a cheaper vendor is available, ** in the first column denotes that there is an alternative available.

o To view other vendors or alternatives, double click on the line and look at the Alternative tab at the bottom of the page, double click on what you want to change to, and click OK.

o Within the Stock Available column this shows your available stock, compare this to Quantity Requested column and highlight anything where you have stock and click the Part Allocate button.

o To check stock with the vendors, highlight all the lines and click the Stock Check button

o Once happy with the list, highlight all the lines and click Purchase 

o Un-check the EDI option if you would like to order manually or add stock to the PO

Purchase Orders

o Click on POP > Orders and click Search or hit Enter key

o If any orders say outstanding, they need to be sent to the vendors

o To add stock to the order, double click and go into the Order Lines tab, click the New button then type in your code, quantity, cost, etc.

o Then process the order:

For electronic orders

• Double click to open each order
• Click Purchase then OK

For non-electronic orders

• Double click to open each order.
• If you have verbally agreed on a special price, double click on the item and change the actual cost below and also select the special price check option.
• Phone the order through, or e-mail using the options in the report tab.
• Click the Purchase button.
• Ensure Standard order is selected and click OK.
• With non-EDI suppliers, none of the buttons will be checked, so if you know the items are coming in the next day and want the items to be put on a dispatch note before receipting in you will need to check ‘receipt as pre-book’ and check ‘auto-build receipt note’ to by-pass building receipt notes. If items are not expected next day, leave all unchecked. 

Before Creating your delivery notes

o Authorize any outstanding sales orders

o Check for any imported orders

o Check the Requirements list is empty

o Check the electronic PO’s have and EDI status of ‘Completed’

Creating Delivery notes

o Click on Movements > Dispatch

o Click on the Avail Lines button on the right

o Click the Search button

o Highlight the lines and click Create Notes

o This will create all the delivery notes which should now be listed on the screen in front of you

o Click on the Print or Email button then Start Jobs to print the notes

NEXT DAY: Confirming Supplier Deliveries

o Click on Movements > Receipts

o Click the Return/Enter key or Search

o If anything didn’t come in from the vendor, open the receipt note and double click the line to adjust the quantity received. Save & Close. These will go onto the Back-order list (step 6).

o Highlight all lines that have come in

o Click the Complete button

o In the pop up click Complete and then Close

Booking in Back-order Items

o Go to Movements > Receipts

o Click the Avail. Lines button

o Enter filters if necessary and click the Search button

o Highlight the items to be booked in

o Click Create Notes

o Highlight the notes to be completed and Click Complete

o Click Complete button again in the pop-up, then Close

o Revert to Creating delivery notes step

Confirming Delivery Notes

o Click on Movements > Dispatch

o Hit Enter key or Search button

o Highlight all In-transit deliveries that have been completed by your drivers

o Click the Complete button

o In the pop up click the Confirm Notes button and then Close

AS REQUIRED: Sales Invoicing

o Click on Invoicing > Sales Invoices

o Click Avail. Lines

o Click Search

o N.B. (Items will not show here until the delivery notes are confirmed)

o Highlight all the lines required and click Create Notes (Ignoring -1 merged lines if necessary)

o Invoices will now be displayed in a list.

o Click Complete

o In the pop up choose a Completion Date from the Calendar & click Complete

o Click on Batch Process, check the list and click Start Jobs

Customer Return

o Click on Movements > Customer Returns

o Click Avail. Lines

o Enter customer Account Code/Name and click the Search to find items in the grid

o Select item(s) in grid and click Create Notes button

o Open Return note (by double click on a line in the grid)

o Select options e.g. Return to Supplier and Credit Customer.

o Print Note.

o Select REASON for return.

o Complete the Note only when a driver has brought back a signed note – this will automatically create a return note to the vendor.

Sales Credits

o Click on to Invoicing > Sales Credits

o Select Credit Status as Outstanding click Return/Enter key

o Highlight the credits to be completed and click the Complete button

o Select the credit date and click ok

o If credit was not created from a return, go to Sales Credits and click the new button and new again to free type the line details. Then complete as above.

Supplier Return

o Created from Customer return:

• Movements > Supplier Returns
• Search
• Double click to open
• Phone or e-mail through
• Complete once the goods have been collected

o Manual Returns

• Mark the product for return
• Movements > Supplier Returns
• Avail. Lines
• Enter supplier
• Search
• Highlight and Create Notes
• Complete the note once the goods have been collected

Purchase Invoicing

o Electronic Invoices:

• Go to Invoicing > Purchase Invoices
• Select Invoice Status as Outstanding and Return/Enter key
• All EDI invoices that have not completed need to be matched and completed….
• Double click on the first invoice and go to the Invoice lines tab
• Highlight the first item with XXX on (unmatched) and press Enter
• Click the ‘Match Item’ button and double click on the PO line to match it to and click Match.
• If it doesn’t need to be matched to anything, select the Nominal on the bottom right and department.
• Repeat for any lines that have XXX against them
• Go back to the Purchase Invoice header and click Complete to accept the values

o Non Electronic Invoices:

• Go to Invoicing > Purchase Invoices
• Click into Avail. Lines on the right
• Enter the supplier name or PO no and click the Return/Enter key to see your purchase order lines 
• Highlight lines to be generated onto an invoice and click All Lines to build the manual invoices.  (Do not build manual invoices for Edi vendors).
• Double click on the invoice that has been created
• Enter supplier invoice ref and supplier date
• Enter the Invoice Nett total (if incorrect you will need to change the item values in the Invoice Lines tab.
• Enter tax values, and then Save
• Click Complete

Purchase Credits

o Click on to Invoicing > Purchase Credits

o For electronic purchase credits Select Credit Status as Outstanding click Search/Enter

o Double click into each credit to be completed

o Double click on each line and click Match to link to the relevant purchase invoice (if no supplier returns, can’t match but can just complete after checking nominal are correct)

o Change the Credit Status using the dropdown list at the top right to Complete

o Select the credit date and click ok

o For manual credits go to Invoicing>Purchase Credits

o Click the new button and fill in the header details

o Click into the lines area underneath and press the new button and add the item details

o Match and complete as above