Distribution Centre:Processing Vendor Debits

Processing Vendor Debits

Overview

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

parts of a debit

Process for Creating a Debit

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.