Warehouse

Pick Items

8:06

Pick Items

Path: Workflow Main Menu > Warehouse > Items to Pick OR Inventory Main Menu > Work Queues > Parts Pick Q

Parts Pick Q Filters

• Parts flag = A or Q Type Items
• Non Parts flag = Non A or Q Type Items
• Linked = records linked to a Purchase Order
• Not Linked = records not linked to a Purchase Order
• No Parts = records with no Q or A Type Items
• Pick Only = Items available to be picked or that have previously been picked
• UnReceived PO Only = records containing one or more unreceived Line Items
• Record Type: select from Projects, Calls, Orders or ALL

Parts Pick Q grid colors

• Green = available to be picked or have been picked
• Yellow = some Items are available to be picked, but not all
• Red = not available to be picked, or are back ordered, or PO has not been received

Pick Parts for a Project

1. In the Parts Pick Q, drill into a record of Type Project.  The Pick Project form will open
2. Select an Order number or ALL from the Order No. drop down menu.  An Order will only be listed here if it contains Items with a PO Release Date set AND if the Order is in APPROVED Status.  The grid will display all Items associated with the selected Order(s)
3. To pick an Item listed in the grid, copy the Line Item Master No. (for Q Type items) or Serial No. (for A Type items) into the Scan Item field and click ENTER
4. OR, in lieu of selecting one Item at a time, click the Auto Pick button to pick all Items for the which the required Quantity is available in Inventory (only functions with Q Type items).  Fully picked Item rows will display in yellow.  Item rows which could not be picked will display in white (and be listed in the Purchasing Q)
   1. Split Line button:  allows the User to split a line with Qty greater than one into multiple lines to be picked separately (only functions with Q Type items)
   2. Hold / Rtn button: allows the User to select a Line Item to not pick this time
   3. Order button: open the Order associated with the highlighted Line Item
   4. Print button:  print a Pick List or Labels
   5. Exit button: closes the form.  Note:  this is NOT a SAVE button
5. After picking all desired items, click the To Ship Q button and confirm your choice in the window that appears – this will move picked Items to the Ship Item Queue.  If you were not able to pick all Items, Q360 will ask you to confirm that you would like to partial ship the Order.  Q360 will then ask you if you would like to print labels – select OK or No.  If yes, make label printing selections in the Print Report window that opens and click the Print button

Ship Items

4:45

Ship Items

Q360 offers three methods by which Users may ship Items:

1. Workflow Main Menu > Warehouse > Items to Ship bucket.  The Ship Q will open in a new window.
   1. Drill into Item (Order, Call, Project or PO) to ship in the Ship Q grid.  The Ship Order form will open in a new window/
   2. On the Ship Info tab, highlight Items to be shipped
   3. Set Delivery / Return information (defaults from Header tab of Order)
   4. Set Courier / Waybill information if applicable
   5. Add Freight cost if applicable by clicking “Add Freight” button
   6. Click Ship button
   7. Confirm in pop-up window
   8. Print Packing Slip (or not) from pop-up window
2. Inventory Main Menu > Work Queues > Ship Q.  The Ship Q will open in a new window.
   1. Drill into Item (Order, Call, Project or PO) to ship in the Ship Q grid.  The Ship Order form will open in a new window.
   2. On the Ship Info tab, highlight Items to be shipped
   3. Set Delivery / Return information (defaults from Header tab of Order)
   4. Set Courier / Waybill information if applicable
   5. Add Freight cost if applicable by clicking “Add Freight” button
   6. Click Ship button
   7. Confirm in pop-up window
   8. Print Packing Slip (or not) from pop-up window
3. Pick Order form (Order record > Extended Menu > Pick This Order)
   1. Highlight Items to be shipped
   2. Set Delivery / Return information (defaults from Header tab of Order)
   3. Set Courier / Waybill information if applicable
   4. Add Freight cost if applicable by clicking “Add Freight” button
   5. Click Ship button
   6. Confirm in pop-up window
   7. Print Packing Slip (or not) from pop-up window

2:29

Ship a PO to a Vendor for Vendor Return

Ship a PO to a Vendor From a Vendor RMA

1. Inventory Main Menu > Work Queues > Ship Q or Workflow Main Menu > Inventory > Items to Ship bucket.  The Ship Q will open in a new window (or tab)
2. Use the grid filters to narrow your search results
3. In the Ord. Type column, look for RMARETURN Type Orders
4. Drill into the Line Item you would like to ship back to the Vendor.  Note: clicking on the Record No. will open the PO, NOT the Ship RMA to Vendor form
5. Highlight the Item to return to Vendor from grid.  Note: the Line Item will display Qty = a negative number indicating this is a return
6. Select a Courier from the Courier drop down menu and enter a Waybill number if you have it
7. Click Ship button.  The returned Item (Type RMARETURN) will be removed from the Ship Q (you may need to refresh the Ship Q grid to see this update.

3:39

Receive a Purchase Order

Receive PO “Q” and “A” Type Items

Access Receive Purchase Order form and receive entire PO (Q type)–three options:

1. Workflow Menu > Warehouse > POs to Receive bucket > Drill into a PO.  The Receive Purchase Order form will open
   1. Click Receive All button in lower grid
   2. Click Save button
   3. Confirm in pop-up window
   4. Print PO receipt (or not) in pop-up window
   5. Print Labels (or not) in pop-up window
2. Inventory Menu > Work Queues > PO Receive Q > Drill into a PO
   1. Click Receive All button
   2. Click Save button
   3. Confirm in pop-up window
   4. Print PO receipt (or not) in pop-up window
   5. Print Labels (or not) in pop-up window
3. On any Purchase Order > Process button > Receive PO
   1. Click Receive All button
   2. Click Save button
   3. Confirm in pop-up window
   4. Print PO receipt (or not) in pop-up window
   5. Print Labels (or not) in pop-up window

Receive a part of a PO Line Item (Q type):

1. In the Q/Rec column of the lower grid on any Receive PO form, double click and enter the number of Items you would like to receive
2. Click Save
3. Confirm in pop-up window
4. Print PO receipt (or not) in pop-up window
5. Print Labels (or not) in pop-up window

Receive A Type Item (requires Serial Number input):

1. On any Receive Purchase Order form, in the grid Serial No. column, either
   1. Double click in a field and manually enter the Serial Number OR
   2. Highlight the Line Item you would like to receive and click the “Assign Serial No” button (the Serial Number will be assigned for you)
   3. Click Save
   4. Confirm in pop-up window
   5. Print PO receipt (or not) in pop-up window
   6. Print Labels (or not) in pop-up window

5:20

Create a Master Part Number

Create Master Part Number Manually

Path: Inventory Menu > Master (a blank Master form will open)

1. Click the ADD icon.  A new Master: Add window will open with the Master No. automatically assigned
2. Fill in the fields for which you have information.  Note: the Item Type will be auto assigned as Q – Quantity by default, but may be changed by using the Item Type field drop down menu.  Note: a Master Type cannot be changed if there are Orders, Purchase Orders, or Assets linked to the Master Number
3. Click SAVE icon.  All other tabs and sub tabs will become visible at this point.

Note: once saved, a Master number may only be changed by using the Extended Menu option “Change Master No.”

4. On the Details tab, you may again enter EDIT mode and add additional information such as Selling Prices, Service Prices, GL Accounts, Deferred Revenue Accounts, Scrap Accounts, , Costs, Price Multipliers, etc.
5. Click the SAVE icon

Note: After saving, Inventory levels will be set to zero.  Additional actions must be taken to increase (set) Inventory levels i.e. applying Purchase Orders, or using the Extended Menu to adjust quantities.

Create Master Part Number via an Import

Note: additional instructions specific to each Import Map are available on each Import Map Template

1. Navigate to Inventory Menu > Import / Update Masters.  A “Select a file to import” window will open.
2. Select desired Import options and select your completed Import Map via upload or drag and drop.  To make sure new Masters are added to database, check the “Import items not found in database” option.  This will create new Masters for all Items on your Import Map that are not already in the system.  Note: if your new Masters have Categories and Sub Categories, check the “Create missing categories / sub categories” checkbox.
3. Click the Save button

1:42

Adjust Quantity Up/Down for “Q” Type Master

Outside of the regular Physical Inventory Count process, you may find you need to adjust On Hand Quantity – up or down – for a “Q” Type Master at a given Branch

1. On a Master form > Master (main) tab > Extended Menu, select Adjust Quantities option.  The Adjust Inventory form will open
2. Select Company, Branch, Adjustment Account, and add Comment relating to adjustment
3. Enter new Quantity in New Qty column
4. Click SAVE button

Inventory adjustments may be viewed (with proper permissions) on the Trans tab of the Master form

1:36

Add Asset, increasing Quantity for “A” Type Master

The typical method to increase the On Hand Quantity for an “A” Type Master is to receive it on a Purchase Order.  However, if that is not how the Asset record was brought into the Warehouse, you may alternatively add an Asset record, which increases On Hand Quantity for an “A” Type Master, and defaults to AVAILABLE status with the appropriate Accounting entries

Add Inventory for an A Type Master:

1. On the Master form, click on the Extended Menu
2. Select the Add an Asset option.  A window will open asking for confirmation.  Click OK
3. A Create Asset window will open.  Fill in the required information including the Account No., Purchase Date, Cost, Serial Number, etc. and click OK
4. Inventory adjustments made may be viewed on the Trans tab of the Master form

2:04

Scrap Asset, decreasing Quantity for “A” Type Master

Scrap an Available Inventory Asset, decreasing On Hand Quantity for an “A” Type Master

Scrap Asset for A Type Master:

1. Locate the A Type Master you wish to Scrap via Inventory Menu > Master.  Use the Search field to locate a specific Asset record
2. On the Master form, click on the Assets tab
3. In the Assets grid, drill into the Asset you would like to scrap.  The Asset form will open
4. Click on the Extended Menu of the Asset form and select SCRAP This Asset
5. A window will open asking you to confirm this action.  Click OK
6. A Scrap Account window will open asking you select a Scrap Account.  Select a Scrap Account and click OK
7. Notice the Status on the Asset record has now changed to SCRAPPED.  Inventory adjustments may be viewed on the Trans tab of the Master form with the proper permissions.

1:18

Set Asset as Missing, decreasing Quantity for “A” Type Master

Set an Asset record as Missing, decreasing On Hand Quantity for an “A” Type Master

Mark and A Type Master Missing

1. On the Master form, click on the Asset tab
2. Drill into an Asset line. The Asset form will open
3. Click on the Extended Menu and select “Set to MISSING” option
4. The Status will change from AVAILABLE to MISSING upon Master form refresh

Note: If you have the proper permissions, you may view Inventory adjustments on the Trans tab of the Master form

2:51

Transfer Branch to Branch for “Q” Type Master

Transfer Branch to Branch for a “Q” Type On Hand Inventory Master, including From / To a Technician

Transfer Q Type Masters to Branches:

From Workflow Main Menu > Warehouse OR From Inventory Main Menu > Transfer Inventory

1. Click on Transfer Inventory bucket. Transfer Inventory form will open
2. Select From Branch to transfer from
3. Select To Branch to transfer to
4. In the Transfer Inventory grid, use filters to narrow results if needed
5. On a specific Item line in the Transfer Inventory grid, select quantity to transfer using the Trans. Qty column
6. Click Transfer button at bottom of form
7. Transfers will appear on the Trans tab of the Master record (requires permission)
8. Note: on the Transfer Inventory form, you may alternatively scan an Item Number into the Scan Item field. These Items will then appear in the Scanned Inventory grid.  Follow steps 2-6 above

From Master Extended Menu

1. Click on the Extended Menu of the Master form
2. Select Transfer Branch to Branch option. A Transfer Inventory window will open
3. Select the From Branch and the To Branch
4. Enter the desired transfer Ext Qty
5. Click the Save button

0:50

Transfer Branch to Branch for “A” Type Master

Transfer Branch to Branch for an Asset record for “A” Type Inventory Master, including From / To a Technician

Transfer A Type Masters between Branches:

From Workflow Main Menu > Warehouse Transfer Inventory bucket OR From Inventory Main Menu > Transfer Inventory

1. Follow one of the above paths.  The Transfer Inventory form will open
2. Select From Branch to transfer from
3. Select To Branch to transfer to
4. Scan the Asset Serial Number into the Scan Item field
5. In the Scanned Inventory grid, on the Item line, change the value in the Trans. Qty column to 1.  Note: Assets are transferred one at a time
6. Click the Transfer button
7. Transfers will appear on the Trans tab of Master record (requires permissions)

From the Asset form

1. Click on the Extended Menu of the Asset form
2. Select Transfer to Another Branch option.  A Transfer Asset window will open
3. Select the From Branch (and Company) and the To Branch (and Company)
4. Click the Save button

2:41

Tech Return of un-used Master

Tech Returns are sometimes necessary and entail returning un-used Masters from Technician Inventory.  These were obtained as a result of Branch Transfer, or Shipped “Release To Tech”

For Q or A Type Items on an Order:

1. Inventory Menu > Tech Returns. The Return Inventory window will open
2. Select the Technician from the Technician field drop down menu
3. Use the grid filter options to narrow your returned results
4. Highlight the Item you would like to return. If the Item is already on an Order, there will be a Contract No. listed
5. Click the Select button and confirm in the window that appears

For Q Type Items not linked to an Order:

1. Inventory Menu > Tech Returns. The Return Inventory window will open
2. Select the Technician from the drop down window
3. Use the grid filter options to narrow your returned results
4. Highlight the Item you would like to return. There will not be a Contract No. listed
5. Click the Select button and confirm in the window that appears

Note: with proper permissions, you may be able to see these transactions on the Trans tab on the Master record.  Tech Returns will display as Inventory Transfers

Scenario Example of End-to-End Flow:

Customer RMA, Return to Vendor with Replacement to be sent back to Customer

7:14

End-to-End Flow: Customer RMA, Return to Vendor with Replacement

2:13

Receive Customer RMA Item in RMA Q

Receive Customer RMA Items via RMA Queue

1. Access Workflow > Warehouse > RMA to Receive bucket (the RMA Q will open in a new window).  Note: you may also navigate to this location via Inventory Menu > Work Queues > RMA Q
2. Select Company and Branch from the drop down menus via the FILTERS icon
3. Click the Apply Filters button
4. Drill into the RMA Line Item that requires receiving (the RMA Return form will open)
5. Confirm the Shipped To field and select the Return To Company.  Select the Branch to which the Item should be returned
6. Adjust Qty using the Change Qty button if necessary, and scan the Serial Number or Master Number in the Scan Serial No / Master No field
7. Click Tab on your keyboard or click the Auto Scan button (the Line Item will turn green)
8. Click the Save button and confirm in the pop up window that appears.  The Item will now be removed from the RMA Return form and from the RMA Queue.

Decide on one of the following choices for the Customer RMA Item:

2:57

Move to Available Inventory from RMA TEST Q

RMA TEST Q:  Move to Available (Inventory Item received as Customer RMA)

1. Workflow Menu > Warehouse > RMA Test Queue bucket (the RMA Test Q form will open)
2. Using the Filter icon, refine your search results
3. Highlight an Item in the Awaiting RMA Testing grid, and from the Extended Menu, select Move to Available
4. OR drill into the Item (the Process RMA Test Inventory window will open).  Note: selecting the Create RMA Invoice checkbox on the Process RMA Test Inventory form will create an RMA Invoice (Customer Credit) for the Customer.  If the Auto Invoice option is turned on in Q360, this box will be checked by default.
5. From the Extended Menu, select Move to Available.  Confirm this choice in the pop up window that appears
6. A second pop up window will appear asking if you would like to restock the Item as Refurbished.  Select OK or Cancel

Note:  The RMA Test Q may also be accessed via the Inventory Menu > Work Queues > RMA Test Q

1:45

Create a Vendor Credit from RMA TEST Q

Create a Vendor Credit from RMA TEST Q

1. Workflow Menu > Warehouse > RMA Test Q bucket
2. Filter by Company and / or Branch using the Filter icon
3. Drill into the Item for which you would like to create a Vendor Credit (the Process RMA Test Inventory form will open)
4. From the Extended Menu, select Create Vendor Credit and confirm this choice in the pop up window that appears
5. In the pop up window that next appears, search for the Vendor to which you would like to issue a Credit
6. In the Results grid, highlight a Vendor and then click the Select button (a Voucher of Invoice Type Credit will open)
7. Process this Voucher as usual (the RMA Item will remain in the queue until this Voucher has posted)

Note: The RMA Test Q may also be accessed via the Inventory menu > Work Queues > RMA Test Q

1:51

Scrap Item from RMA TEST Q

Scrap Item via RMA TEST Q

The purpose of this queue is to determine what to do with the Item that has been received in the RMA Queue.  Scrap an Item from this queue if it cannot be fixed or is otherwise deemed unusable

Scrapping an Item this way will not create a Credit and will not impact anything on the Vendor side

1. Workflow Menu > Warehouse > RMA to Test bucket
2. Click on the Filters icon and refine your search results as needed
3. Highlight a Line Item
4. From the Extended Menu, select “Scrap”
5. Or, drill into a Line Item and select “Scrap” from the Extended Menu of the Process RMA Test Inventory form
6. Confirm this action in the window that appears

Note: the RMA Test Queue may also be accessed from the Inventory Menu > Work Queues > RMA Test Q

2:33

Return to Customer from RMA TEST Q

Return to Customer via RMA TEST Q

Use this option if you do not require a replacement Item from the Vendor or from Inventory, or if there was no problem found with the Item, or if it is able to be repaired in-house and can be sent back to the Customer

You will have the option of adding a Repair Processing Charge to the Invoice

1. Workflow Menu > Warehouse > RMA Test Q bucket
2. Click on Filters icon and refine your search results if necessary
3. Highlight a Line Item
4. From the Extended Menu, select “Return to Customer”
5. Or, drill into a Line Item and select “Return to Customer” from the Extended Menu of the Process RMA Test Inventory form
6. A window will open asking you to confirm your selection
7. An Order of Type ICO and Status SHIPQ will be created.  A positive quantity Line Item (in PICKED Status) will be added to the Line Items tab of the Order.  A negative quantity Line Item (in RETURNED Status) will be added to the Line Items tab of the Order.

Note: the RMA Test Queue may also be accessed from the Inventory Menu > Work Queues > RMA Test Q

2:52

Return to Vendor from RMA TEST Q

Return to Vendor with no replacement via RMA TEST Q

Use this option when you need to return damaged Items to the Vendor.  This instruction does not include receiving any Replacement Parts or Credit for the returned Items

1. Workflow Menu > Warehouse > RMA to Test bucket
2. Click on the Filters icon and refine search results as needed
3. Highlight a Line Item
4. From the Extended Menu, select “Create Vendor RMA”
5. Or, drill into a Line Item and select “Create Vendor RMA” from the Extended Menu of the Process RMA Test Inventory form
6. A window will open asking you to confirm your selection
7. A Vendor RMA window will open.  From this window, you may choose to add a replacement to the P.O. and choose to add as a Refurbished Item if appropriate.  You may also choose to ship a replacement to the Customer (from Inventory or from the Vendor).
8. Click OK
9. A search window will appear allowing you to select the Vendor.  Use the fields at the top to narrow your search
10. Highlight the desired Vendor in the grid and click the Select button
11. A Purchase Order will be created and will open. The PO Type will auto populate with RMARETURN and Status of DATAENTRY.  Vendor information will be pre-filled.  Process PO normally.  Once this has been done, the PO will appear in the Ship Q.

Note:  The returned Item will be removed from the RMA Test Q only when the PO has shipped and cleared from the Ship Q

If you find Inventory Stock that needs to be returned to the Vendor, you can initiate a Return to Vendor.  Determine if you expect the process to involve:

• No Vendor replacement
• With Vendor replacement

2:17

Initiate Return to Vendor for Inventory Stock, no Vendor replacement

Inventory Stock: Initiate Return to Vendor without a Vendor replacement

1. Workflow Menu > Warehouse > Return to Vendor bucket OR Inventory Menu > Return to Vendor.  The RMA Return to Vendor search form will open
2. Use the fields at the top to search for a Vendor. Highlight the desired Vendor in the grid and click the Select button.  The RMA Return to Vendor form will open.  Select the appropriate Company and Branch
3. If you are returning a Q Type Item, enter / scan the Master Number in the “Scan Serial No / Master No” field.  If you are returning an A Type Item, enter / scan the Serial Number in the same field
4. Click the Save button.  A confirmation window will appear – click OK
5. Another confirmation window will prompt “Add replacement items?” Click No – in this scenario, we are not adding replacement items
6. A Purchase Order will be created and will open.  The PO Type will auto populate with RMARETURN and the Status with DATAENTRY.  Vendor information will be pre-filled.  Process PO normally
7. On the Line Items tab, you will see the Line Item with a negative Quantity and Status DATAENTRY.  Put the form in Edit mode and adjust the Cost by double-clicking in the Cost column
8. Click the form SAVE button, and then from the Process button, confirm the PO.  The PO Status will change to CONFIRMED
9. Once the negative Line Item is shipped, the PO status will change to RECEIVED, and on the Line Items tab, the Line Item Status will appear as RETURNED

2:50

Initiate Return to Vendor for Inventory Stock, with Vendor replacement

Initiate a Return to Vendor from Inventory stock with a Replacement Item:

1. Access RMA Return to Vendor form from Workflow Menu > Warehouse > Return to Vendor bucket OR Inventory Menu > Return to Vendor
2. Use Vendor field to search for and select a Vendor (highlight the Vendor you wish to use and click the Select button)
3. On the form the opens, select a Company and a Branch
4. In the “Scan Serial No / Master No” field, scan the Master Number (Q Type Item) or Serial Number (A Type Item)
5. Click Tab on your keyboard, and then click the Save button
6. A confirmation window will open.  Click OK to confirm
7. Another window will appear asking if you would like to “add a Replacement Item.”  Click OK
8. A PO of Type RMARETURN will be created (in Status DATAENTRY).  On the Line Items tab, note that Q360 has added the Item to be returned to Vendor (negative Quantity) and the Item to be replaced in Inventory (positive Quantity).  Click the EDIT icon on this PO and adjust the Item Cost in Cost column as needed
9. If you want to add a restocking fee, add an M Type Item at this time.  If this is not done now, it will need to be done by someone in Accounting later.
10. Click the SAVE icon
11. Using the Process button, confirm the PO.  The PO Status will automatically change to CONFIRMED and both Line Items will still appear in DATAENTRY Status

Note: When the returned Item has “shipped,” the negative line’s Status will change to RETURNED.  When the replacement Item is received by the Warehouse, the Status of the positive line will change to RECEIVED and the PO Status will change to RECEIVED

3:07

Perform a Physical Inventory Count

Perform a Physical Inventory Count

1. Inventory Menu > Physical Inventory Count
2. Click on the Search button to find and resume previous unfinished Inventory Counts
3. From the Extended Menu, select Add to Count
4. OR, to start a new Inventory Count, click on the ADD icon on the Physical Inventory form. The Add Physical Inventory Count form will open
5. Check the Inventory Lock checkbox and confirm this action in the pop up window that appears
6. From the Extended Menu, select Print Variance Report – this is your checklist.  Right click and Export to Excel to print and carry with you if needed
7. Back on the Physical Inventory form, from Extended Menu, select Add to Count.  A pop up window will appear.
8. For Q type items, enter the Master Number in the Scan Code field, or use a scanner to add the Master Number here
9. Enter the Quantity and Location, and click the Save button
10. For A Type Items, add either the Serial Number or Asset Number, the Qty and the Location and then click the Save button
11. When the count is completed, select the Complete the Count option from the Extended Menu.  Note:  once this has been done, you will not be able to add any more Items to this Count
12. Confirm that you wish to complete the count (in the window that opens).  This will remove the Inventory Lock
13. Complete any variances as needed using the Var. Used column in the Inventory Items grid (see additional instruction below)

Remove an Item From a Physical Inventory Count

1. On the Inventory Items grid, highlight the Item(s)
2. From the Extended Menu, select Remove Selected Items from Count
3. Confirm removal in the pop up window that opens
4. Note: Removed Items may be restored to the count by using the Extended Menu option Restore Removed Items

Apply a Variance:

1. On the Inventory Items grid, highlight the Item(s) to which you would like to apply a Variance
2. From the Extended Menu, select Apply Variance to Selected Items
3. Confirm this action in the pop up window that appears (note: this will also post GL entries to adjust the balance of your Inventory accounts)
4. When adjustments have been made, from the Extended Menu of the Inventory Items grid, select Close the Count and confirm this action in the pop up window that appears (this will lock this Count and no other changes or adjustments may be made)