Printing Pick Lists and acknowledgments - CUS 4

This option allows the printing, in batch mode, of picking lists, order acknowledgments, or both. It also allows orders to be processed directly as invoices, bypassing the open order stage. These invoices combine the features of the order acknowledgment and picking list into a single document which can be used by both customer and warehouse personnel. The direct-to-invoice option is particularly useful if you are accounting for a remote location or branch that does not have direct access to the computer. The branch can send you sales slips or invoice copies, which can be entered and processed in batch mode directly as invoices. There is a further option to process, but not print, which enables accounting for the transactions without wasting forms. This option can also be useful for companies and/or branches who want to start utilizing the system prior to switching to a live order entry mode.

Order pick lists show all items with the quantity and unit of measure ordered. They also convert the quantity ordered into cartons and pieces, cartons and sheets, lineal feet, square yards, etc., where applicable. Shade/dye lot, roll or serial numbers and warehouse location also print where applicable. Pricing is not usually shown on a pick list. See Control Panel for pricing options. There is room on the form for warehouse personnel to notate if everything was picked or if there are any discrepancies. When a pick list prints, inventory has been allocated. The order becomes part of the Open Order File, and all relevant statistics are updated when night jobs are run. Like the pick list, an order acknowledgment causes inventory to be allocated, and becomes part of the Open Order File and applicable statistics when Night Jobs are run. If you run order acknowledgments, but not pick lists, those orders are labeled Not Printed as Pick Lists on the Order Inquiry and on the Open Order Reports. You can subsequently print release a pick list by using option 12 on the Customer Orders Menu, or on the Order Desk Additional Functions Menu. The Order Inquiry Search program, F6 and F10 function keys, and the Cancel/Change Posted Orders option also allow you to change orders or print release pick lists. Orders that are processed, but not printed, are also labeled Not Printed As Pick Lists and may be subsequently released for printing.

An order acknowledgment is a printed copy of an order which closely resembles an invoice. However, it is not an invoice and is never posted to Accounts Receivable. Order acknowledgments show all unit and extended pricing, total price, taxes and payment terms discount, if applicable.

This option is required only for batch mode printing, as described above. When utilizing the Order Entry program in a live real time mode, each order can be printed as soon as entry is completed. When in live mode, this option will rarely, if ever, be used.

This option automatically distinguishes between regular customer orders, credit memos, direct ships, and stock purchase orders. Direct ship and stock purchase orders automatically print as purchase orders, even if entered within the same batch as regular orders. Credit memos are also distinguished and correctly printed. Usually, purchase orders are entered using the Purchase Orders Menu, but the system correctly processes purchase orders entered on the Customer Orders Menu. If you accidentally try to run a purchase order as an invoice, the program ignores the request.

From Customer Orders Menu, select option 4 and press Enter. The following Parameter Entry Screen displays.

There are two selections on this screen to print or process orders:
- To print all order reference numbers as pick lists, order acknowledgments or invoices, press Enter. When you run pick lists, order acknowledgments or invoices for all orders, all in this case refers to all orders entered at this terminal which have not yet been processed. Processed means run as picking list, purchase order, order acknowledgment or invoice. This screen is also used on the Purchase Orders Menu for printing purchase orders. In fact, both purchase orders and customer orders can be entered on the Customer Orders Menu and printed in the same batch. Any option for printing pick lists automatically recognizes a purchase order and correctly prints and processes it.
- To print only certain orders, choose one of the two options below:
  - To print all orders except for some, enter in the available fields the reference numbers of the orders which you do not want to print. Press Enter. All orders are printed except those specific reference numbers.
  - To print certain orders, enter in the available fields the reference numbers of the orders which you want printed. Press Enter. Only the reference numbers selected print.
After pressing Enter, the message entry accepted appears on screen. You can make changes at this time. Press Enter again after making changes. Press F7 to proceed.
Enter 1 to print pick lists or order acknowledgments. Enter 2 to print invoices. Press Enter.
Enter the option of your choice and press Enter. The documents you requested are printed at the designated printers.

Pick List printers are designated in the Warehouse File (Navigator). Order Acknowledgment printers are designated via the Print Orders on setting on screen 3 of the Workstation Control Panel (SET 1).
Whether you print acknowledgements, pick lists, invoices, or choose the option 4 to process but not print, inventory is allocated and the orders are added to the Open Order File.
The system process only the orders entered at your workstation. Be aware that if you have multiple-session terminals, the system looks at each session as a separate workstation. Therefore, if you have entered orders on more than one session, you need to process the orders for each session.

Printing Order Acknowledgments

Order Acknowledgments are printed during Order Entry through the F4 - Pick List & Ack and F5 - Ackn Only functions of the Print Selection and Cash Register screen.

The laser acknowledgment feature, triggered by the Lform type in the CONTROL Panel prints the order acknowledgment in a laser format, which includes the company name and address at the top of the form. Since this document does not need anything pre-printed it works great for faxing and emailing, as well as for printing on plain laser paper.

However, if you want to use the laser acknowledgment format on a pre-printed form, you can turn off the address that prints at the top of the form, and use that space on the pre-printed form for a logo. This functionality is controlled through an addition to the System Wide Setting - Options for Order Acknowledgment.

General Notes:

For slabs, the order acknowledgment shows the serial number and slab size, unless the line is a back order (which would not have a serial# assigned).
The customer's item number, item description, and unit of measure, which are maintained in the Customer Preferences File, can print on the order acknowledgment.The order acknowledgement prints both your item number and the customer's item number. The order acknowledgement prints quantities and prices in your native unit of measure and the customer's unit of measure. If the customer has their own item description, then only their item description prints.
Tax exempt items are noted with an asterisk (*).

Associated Files

System Wide settings - System-Wide Settings - Part 2 (Green Screen menu option SET 4)and Options for Order Acknowledgments - Part 2 - Are a series of options that control how Order acknowledgments print. For example, you may specify the title of Order acknowledgments to be left as is, or be changed to Sales Receipt or a user-defined title. You may also choose to include detailed payment information, regarding the payments received that day against the order being printed.

These options allow you to:

Select a title for the document
Show detailed payment information
Consolidate order lines with the same item, warehouse, serial number and price
Print serial numbers
Print weight
Select the number of copies to print
Print name and address at the top
Leave room for a logo
Print invoiced lines
Print separate subtotals
Change the standard status description to better match your companies processes.

Options for Pick Lists
Printing Copies of Order Acknowledgments, POs and Pick Lists - CUS 12
Order Pick and Load Sheet Defaults - SET 38
Control Panel - If your Control Panel is set to Retail Environment = Y, then the header salesperson prints on the acknowledgment. This feature is only applicable to companies that assign salespeople on the order header. If you only assign salespeople behind the scenes based upon product, then no header sales-person is used.