Accounting Finance:Manually Create and Confirm a Manual Order (Customer Repairs and Wrong Parts Shipped)
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Manual order - Repairs
- A manual order must be created for all customer repairs and wrong parts shipped (to be replaced with correct parts). For example: marking guns which were sold to customer but required repair or home healthcare equipment shipped with wrong parts (parts taken from other equipment and put aside awaiting correct parts from supplier)
- A manual order number must be quoted on supplier invoice
- A manual order must contain prices if the supplier will be charging for the repairs (enter correct cost of repair – do not enter an estimate)
- A manual order can be free of charge (FOC) if the supplier will not be charging for the repair.
- Line and header texts are optional but will assist in the verification process.
- Taxes and freight are not included in prices
- Upon receiving items, reception note for manual order must be confirmed.
- Supplier invoice and a copy of manual order must be forwarded to the Finance department. The Finance department will create a customer invoice and enter the supplier invoice into ASW
Process
Validation Menu
- Enter 50 (Warehouse menu)
- Click enter
Warehouse Menu
- Enter 76 (Hotline)
- Click enter
Hotline Maintenance
- Enter Hotline incident number
- Click enter
- Click F8 (notes)
- Leave open on one monitor
Warehouse Menu
- Open another session
- Enter 16 (Returns menu)
- Click enter
Returns Menu
- Enter 40 (Work with purchase orders)
- Click enter
Work with purchase orders - Header view
- Enter 1 (to add) and click enter
- OR click F6
Purchase order maintenance
- Enter Supplier number
- Click enter
- Enter Order type MO
- Enter Dispatch date (today’s date or the date that you will be shipping out items)
- Enter Warehouse RET
- Click enter
Work with purchase orders - Add lines
- Enter Item number 02000149 (manual order fictitious item #)
- Enter Quantity 1 AND +
- Enter Unit EA
- Enter Price (if supplier is charging for the repair)
- Under FOC (free of charge), enter Y if supplier will not be charging for the report
- Click enter twice
Work with purchase orders - Order line, main info
- Enter Backlog N
- Change Description
- Click F8 (Additional info 1)
Work with purchase orders - Order line, additional info 1
- Enter Quality ctl N
- Click enter to confirm
Work with purchase orders - Order line, main info
- Click enter to confirm
Work with purchase orders - Add lines
- Click F12 to move back to Work with purchase orders - order lines
Work with purchase orders - Order lines
- Enter 7 (Text is require to identify items purchased)
- Click enter
Purchase order line - Edit Text
- Enter text
- Click enter to confirm
- Continue adding new items and line text until order is completed (optional)
Work with purchase orders - Order lines
- When manual order is completed, click F12
Work with purchase orders – Header view
- Enter 7 header text
- Click enter
Purchase order header – Edit text
- Enter header text
- Header text is use to provide further details such as waybill # and shipping details
- Click enter to confirm
Work with purchase orders - Header view
- Enter 2 header text
- Click enter
Work with purchase order - Order header
- Enter Hotline number (this will allow other users to search for manual order connected to Hotline)
- Click enter to confirm
Work with purchase orders - Header view
- Enter 11 to print
- Click enter to confirm
Purchase order printout
- Change printer queue RTNCOPIER
- Change Hold on spool file N
- Click enter to confirm
Doc Distribution Selection
- Click F12 to move back to Work with purchase orders - header view (no need to email)
- Attach manual order to items couriered to supplier for repair
- Go to Hotline incident and insert notes pertaining to shipment
Work with purchase orders - Header view
- When repaired items are returned from vendor, print another copy
- Enter 6 (Lines)
Work with purchase orders - Order lines
- Enter 2 (Change)
Work with purchase orders - Order lines, main info
- Change Request date to today’s date if in the future
- Change Disp date to day’s date if in the future
- Click enter
Work with purchase orders - Order lines
- Click F12
Work with purchase orders - Header view
- Click F12
Work with purchase orders - Header view
- Enter 13 (Rec note)
- Click enter
Reception note printout
- Click enter to confirm
Returns Warehouse
- Enter 44 (show reception note # for P/O)
- Click enter
Select Records
- Enter Manual Order #
- Click enter
- Copy Reception note number
- Click F12 twice
Returns Menu
- Enter 43 (confirm P/O reception)
- Click enter
Reception note confirmation
- Enter Reception note number
- Click enter to confirm
Location confirmation Put-Away
- Click F8 (Blank; sugg qty)
- Click enter to move back to Work with purchase orders - header view
- Click F12 to move back to Returns Menu
- Forward supplier invoice and copy of manual order to Angela Chan
- Angela will create a customer invoice and enter the supplier invoice into our system.
- When the customer invoice is forwarded to returns, returns will attach invoice to the items shipped to the customer
- Go to Hotline Incident and update notes and close incident
