Movements : Prima Edge Inc

Confirm receipts and Dispatch

Confirm Back Orders

Shortages

Customer & Supplier Returns

Manifests

POD

Task 1

Task 2

1. Select Movements from the drop down list, then click on the Receipts icon.

2. Then select the Avail. Lines button and click the Enter/Return key on your keyboard.

3. The lines will be returned to the Grid.

4. Highlight the line(s) to be booked in.

5. Press the Create Notes button.This will generate the relating Oustanding Receipt Note(s)

6. Click Complete button, and again in the pop up click Complete and then Close.

If a change of quantity is required:

1. Double-click on the Receipt Note in the grid.

2. Double click on the line.

3. Change the Quantity Received to the correct amount that has been received.

4. Press the Save icon.

5.Complete the note by changing the status with the dropdown list to Complete and click Apply.

No changes can be made to a Receipt Note once it is completed.

Task 4

Shortages

Within the supplier company record set the supplier to either Return and Reorder or Receipt Later as per the supplier’s main returns procedure. This setting can be overwritten within the receipt note if required at the time. To do this go to Company > Companies> Search for the supplier and enter into the company record > click onto Supplier tab > with Shortage Action field select the option > Save

Summary of Procedure

Edit receipt note with quantity received with the relevant Shortage Action
Complete the receipt note
Receipt the item in when it arrives later or process the supplier return note so that a credit is raised and purchase the item again.

Detail of Procedure

Receipt Later option

When the item is to be receipted in, overwrite the Quantity Received with what has been delivered by the supplier. On saving, the Shortage Qty field will update with the missing quantity. If the supplier record is set with Receipt Later option, then this will be the default Shortage Action however if this needs to be changed, change it in the receipt note before completing the note.

On completing the receipt note, the item will be placed into Receipts available lines. When the item does arrive from the supplier go to Movements > Receipts> Avail Lines > highlight the item line and Create Notes.

Return and Reorder option

When the item is to be receipted in, overwrite the Quantity Received with what has been delivered by the supplier. On saving, the Shortage Qty field will update with the missing quantity. If the supplier record is set with the Return and Reorder option, then this will be the default Shortage Actionhowever if this needs to be changed, change it in the receipt note before completing the note.

Return - On completing the receipt note the item will automatically be placed onto a Supplier Return note. Clicking onto the item links button within the receipt note will show the link to the supplier return. If a shortage the supplier would still invoice so use the supplier return to raise a credit.

Reorder - On completing the receipt note the item will be placed back onto requirements to be purchased again. In the Notes field of the requirement will be a note of **SHORTAGE REQUIREMENTS**. If there is stock of this item, the requirement line will be allocated from stock to be delivered to the customer.

Task 4

Task 5

Manifests allow users to set up a delivery schedule against Outstanding Dispatch Notes.

Manifests can be used with or without van routes setup. If van routes are to be used then these are set up in the Administration Application via: General Administration -> Van Routes

If you add a new van route and save the information, the Route is then available to be set against the Location in the Company record.

Once the Van Route is saved against the Location then the Van Route is ready to be used.

Manifests only work once you have created your Outstanding Dispatch Notes.

Once the Outstanding Dispatch Notes are created, if you go to:

Movements ->Manifests

Select Available Lines, then run the search.

The available Dispatch Notes in an Outstanding Status can be added to your new Manifest.

Select the appropriate lines and click Create Notes.

You will then be prompted with a pop-up which you are then provided with already Outstanding Manifests to the right hand side where you can add Outstanding Dispatch Notes to or the option on the left hand side, to create a new Manifest.

There are different options to create or add to a manifest:

Create Manifest for Chosen Route

Highlight the line on the left, select the route from the drop down list and click the button Create Manifest from Chosen Route. The manifest is created and is moved to the right box.

Create manifest for Chosen Route (Blank)

This will create a blank manifest which enables you to add to it and also allows you to create more than one route of the same name. Highlight the line on the left and click the button Create Manifest for Chosen Route (Blank). The manifest is created, moved to the right hand side but will show 0 Lines Count. To add to the manifest highlight the line on the left hand side, highlight the route you want to add to on the right hand side and click the button Add to Selected Manifest.

Create a New Manifest

Highlight the route on the left hand side and click the button Create a New Manifest. The manifest is created and moved to the right hand side of the screen.

Add to Selected Manifest

Highlight the route on the left hand side, select the manifest on the right hand that you want to add to and click the button Add to Selected Manifest.

Archive Selected Manifest

0 count lines can be archived. Highlight the manifest and click the button Archive Selected Manifest. To remove the lines off the manifest so it can be archived, go into the actual manifest and using the delete /bin icon delete the lines off.

When you are happy with your Manifests, select the Close in the bottom right and then navigate to your list of Manifests.

At this point you select your preferred Dispatch order, by highlighting a Dispatch Note and using the arrows on the bottom-right hand side of the screen and you would load your vehicle according.

*You must assign a Driver to the Manifest which would require a user to be setup in Prima.

You can also double click onto a Dispatch Note in the list to open that particular note to make any changes if required.

When you are happy to proceed, click Load and this puts the Manifest into Transit mode, at which point you cannot edit the Dispatch order. This will also progress the Dispatch Notes to In Transit. If using the POD the dispatch note will be visible on the POD.

You can print off the Manifest at this point showing the map by right clicking or if you go to 'Report' you can print off the Dispatch Notes, Address and Van Route information from there.

Once the driver comes back from his Route with the Manifest, it can be Completed which will set the status to all the Dispatch Notes to Dispatched.

Task 6

How to use Manifests and set up the POD

Manifests allow users to set up a delivery schedule against Outstanding Dispatch Notes. The POD works based on drivers as well as van routes. If van routes are to be used these must be setup as below.

Step 1 Set up Van Routes

Van Routes are set up in the Administration Application via: General Administration -> Van Routes

Add a new van route and save the information, the Route is then available to be set against the Location in the Company record.

When in the location, create the coordinates at this point by clicking Set Coordinate. The coordinates are required against each location for the map to load.

Once the Van Route is saved against the Location then the Van Route is ready to be used.

Step 2 Creating Manifest

The Route can be seen on a map in the Map tab

You can print off the Manifest at this point showing the map by right clicking or if you go to 'Report' you can print off the Dispatch Notes, Address and Van Route information from there.

You are now ready to install the POD app to work alongside the Manifest in Prima.

Step 3 Installing and using the Prima POD app

In Prima Administration > User Administration create a new user specifically for the POD user e.g. pod. The POD user cannot be used in the back office as this is required for the app

Go to System Keys > Manifest and change External proof of delivery used change to Y

In Prima, ensure that the outstanding manifest’s driver is the POD user. For the Manifest to show on the app, you will need to Load the manifest.

Open PrimaCloud and Log in as POD user and change password. Exit Cloud

Go to Play Store and search for PrimaPOD (no space)

Download onto your android device or phone.

Open the app on your Android device and enter username and password of POD user

You will need to contact Prima Support to get the RegKey (this is a one off setup on the phone). Prima Support will email you the key, copy and paste into the login on your phone.

Select Load Manifest

When your customer is ready to sign for the goods click Get Signature and once the customer has signed click Confirm > Complete. If you cannot get a signature click Skip.

Once you have selected complete, the line will then move to the bottom of the list with the status Completed.

Click into the dispatch note and repeat the process.

Once you have done this for all lines click the Complete Manifest button at the bottom of the screen (you may need to scroll down to see this, if you have a lot of lines on the manifest).

Any lines that have been skipped will go back into the Avail. Lines in the Manifest's module in the Prima back office to be added to another manifest.

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