Distribution Centre:Processing Vendor Debits

Processing Vendor Debits

Overview

This wiki will explain how to create and process vendor debits to receive credit in 3 parts.

parts of a debit:

Choosing a vendor to pick for Debit

Debit Creation/Submission for RA# and Printing

Completion of the debit and confirming the items/credit.

PART 1: Choosing a Vendor to do a debit

There are a few different criteria to look for when determining which debit to do next:

A. Vendors labeled as 3,6, or 9 months should be examined first as these vendors have less time for eligible items to be sent back.

B. Use Infonet (web browser) to determine which returns locations have the highest dollar value of product. These are the debits that will have the biggest dollar impact our inventory levels.

C. Walk through the returns shelving aisles and look for any boxes that have an excessive amount of product inside or are near to being full.

D. Returns "J" locations. These vendors often have pretty straightforward returns criteria and are both fast debits to do and high dollar value product.

2. Once a suitable vendor has been determined you will need to open the corresponding "Vendor Returns Policies" (Excel Spreadsheet) and proceed to "PART 2"

PART 2: Debit Creation/Submission for RA# and Printing

1. Mochasreen main menu → Type 2 for Unipharm Extensions → Type 1 for VA Company (PRODUCTION) → Type 50 for Warehouse Menu → Type 16 for Returns Menu → Type 40 for Work with purchase orders menu.

2. Press "F6" to create a new Debit → Type according Vendor number (Where marked "Supplier number") → Type "RT" (Where marked "Order Type") → Type "RET" (Where marked "Warehouse") → Press enter to create debit.

3. Sort out all items belonging to vendor at desk / cart and consolidate all eligible partials to be added to claim.

• Note:Please be aware that this can only be done in cases where opened/partial bottles are allowed by vendor.'

4. Type "1" on the top left field of debit lines → Press Enter to add a new Line.

5. Scan Item UPC onto line marked "Item/Assortment" → type Quantity then the "+" key.

a. In separate mochascreen (Returns Location Balance) confirm that quantity on hand closely matches amount in system inventory.

• Note: If the quantity on hand do not match what is in the system this could be an indication that there is an open debit for that vendor with said items on it.

b. If quantities are acceptable press "Enter" in order to Auto-populate the "U.O.M." for the according item and submit the line onto debit.

• Note: In the case where a vendor requires LOT + Expiry

Find the according line on the debit and type "7" the press "Enter" to enter the notes for that line. → Type "Lot:######## Exp: ##/####" and press "Enter" to confirm.

6. Placed entered items into box and repeat this process until all the items are on the debit.

7. Return to the "40" "Work with Purchase order" screen and find the debit memo you are working on. Once found input "7" next to debit and then press "Enter" to add notes to the Debit header. → Type the following into the provided notes area: "THIS IS NOT AN ORDER BUT A REQUEST TO RETURN OR DESTROY THE LISTED OUTDATES." → Press "Enter" to confirm.

8. Input "8" next to the debit followed by "Enter" to bring up the debit address's screen.

9. Input "1" next to "Dispatch" followed by "Enter" to bring up the address list. → Press "F4" to view the possible address's from the drop down menu. To choose one press "F12" and then input the correct "Address number" on the "Address number" line.

10. Return to the "40" "Work with Purchase order" screen and input "11" to "Print" followed by "Enter" → Ensure that the fields on this page are as follows:

Purchase orders

Printer queue... "RTNCOPIER"

Number of copies... "1"

hold on spool file... N

• Note: Print enough copies to have 1 in each box and 1 for our record.

DI PO creation list

Printer queue... PRT01

Number of copies... 1

hold on spool file... "Y"

11. Press "Enter" to bring up the Debit Authorization screen. →

"IF" Return Authorization is "NOT" required Press "Enter" again followed by "F12"

"IF" Return Authorization "IS" required Press "Enter" again → type "TO" next to the correct email/fax address and the press "F7" followed by "F10" to bring up the RA# request page.

12. Change the message text to the following:

"Please confirm the following request within 48 hours of receipt. Thank you! Please authorize the return or destruction of the listed outdates and credit our account accordingly." → Change the Fax Cobnfirmation number to 604-276-5283 then press "Enter" followed by "F10" to send the request.

13. Create a new Hotline corresponding to the debit that has just been created. → From the "16"/"Returns" menu type "10" ("Hotline" menu) and press "Enter"

14. Press "F6" to create a new hotline and fill out the following information:

On the customer order line input the Vendor number for the according debit. On the customer order number line input the according Debit memo# Input the "Handler" as "RETURNS" and the "Problem/Resol Code:" as "BRR/BDR" followed by "Enter" to auto-fill the rest of the sheet and create the hotline.

15. Press "F8" (Notes) → Press "F6" to input a new text line → Type the following: "Debit memo#_______ past due please contact the vendor for resolution. → Press Enter to add text to hotline.

16. Input information about debit onto "Returns Tracking" (Excel Spreadsheet) and proceed to "Part 3" when possible.

PART 3: Completion of the debit and confirming the items/credit.

1. Mochasreen main menu → Type 2 for Unipharm Extensions → Type 1 for VA Company (PRODUCTION) → Type 50 for Warehouse Menu → Type 16 for Returns Menu → Type 40 for Work with purchase orders menu.

2. Press "F8" and input the corresponding debit memo# → Press "F7" to replace the existing text with the debit shipping information. (EG: Shipped 01/01/2018 via Loomis#___________ as per RA#_________) → Press "Enter" to confirm. → Write this same information on the header section of the paper copy of the corresponding debit.

3. Type "13"' followed by pressing "Enter" → Ensure that "Hold on Spool file" is "Y"

DI PO creation list

Printer queue... PRT01

Number of copies... 1

Hold on spool file... Y

Press "Enter" followed by "F12"

4. Return to the "16" / "Returns" Menu and type "44" (Show Reception Note # for P/O) → Press "TAB" and input corresponding debit # followed by "Enter" → Copy the Reception note that is visible on this screen and Press "F12" until you are once again at the "16" / "Returns" menu.

5. Type "43" followed by "Enter" (Confirm P/O reception) → paste copied reception note and press "Enter"

6. Manually type accurate returns location that these items were located in for removal from system. Once the fields are filled in press "F8" to proceed to next page and continue this step until all items on debit have been confirmed.

7. Once the reception note confirmation has been completed the debit will be changed to status 60 in our system. Update the "Returns Tracking" (Excel Spreadsheet) with the new information and place the physical copy of the debit's paperwork in the pile to be sent over to the office.