Initial Preparation in Shared/Compiled Excel Sheet
- Export list of orders from Posted Sales Invoice page
- Organize columns accordingly and in this order. This will make it easy to re-name the ‘Print to PDF’ to ensure consistent naming convention.
- Get the ASN # from Oracle
- Instead of manually copying and pasting ASN into the sheet use the Index and Match Formula
BC Order No. | External Document No. | Insert new Column
ASN from ORACLE | Customer Name |
S622581 | 52322582 | 80007205 | PLCB - Vetri |
S622581 | 52206268 | 80006185 | PLCB - Zig Zag BBQ |
S624296 | 52192537 | 80006139 | PLCB - Giuseppe and Sons |
S624372 | 52322251 | 80007273 | PLCB - Market Cafe Swarthmore |
- As you work down the list - bold/highlight all the orders that are all set (ASN/Invoice with freight matching to our invoice)
- Color of your choice to represent all set(mine is purple)
- If freight does not match to $3/btl when doing invoices - highlight the text in red
Create ASN
- Put purchase Order # = 8000 number (if an ASN has already been created, an error will pop up)
- Click Search
- Highlight all lines
- Click Create ASN (it will take you to a Create ASN page)
In Create ASN Page
- Shipment = S### from BC
- Verify All Lines are correct and enter quantities. Ensure this matches what’s entered in BC Posted Sales Invoice (☀️Keep page open on the sales order you’re working on. It will come handy in next step)
- Submit ASN
- Click Done
Export PSI Invoice from BC (Naming Convention: #S000, 500# 800# Customer Name)
Create Invoice
- Identifying PO - 800 #
- Number = 500#
- Enter Current Date
- Add attachment - PSI Invoice. Name S### from BC
💡Keep in Mind🧠
Store = Freight Direct = Delivery fee if applicable + Freight (For delivery fee - add line for MISC. - description will be “delivery fee’)
FREIGHT VARIES PER BOTTLE- NOT ALWAYS $3/BTL
- Why? Freight can not cost more than bottle price. Anything less than $5/btl can not have $3/btl freight. (ex: Manta & Mahu -Freight will be $2.5/btl)
- Canned items - Dry Fly/Lubanzi - $1/btl/can
- Smaller sizes 375/200mls- also not $3/btl
Lines
- Select & Add Items and Click Select All > Apply
- Click + Button to add Type: Freight
- Calculate Freight
If freight does not match at $3/bottle, make a comment on the excel sheet so we can address with Leitha
Example 1:
Oracle Total without Freight = $198
BC Invoice total = $234
Calculate $234-$198 = $36 = Freight
To check = 36/12 bottles on the order = $3 ✅ The Math is mathing
Example 2:
Oracle Total without Freight = $546
BC Invoice total = $762
Calculate $762-$546= $216 = Freight
To check = 216/3 = 72 bottles on the order ✅ The Math is mathing
Final Step
DIRECT | STORE |
If no POD, ‘Save and Close’.
When POD is received, upload and submit | Click ‘SUBMIT’ |
Steps Above Completed. Congratulations! 😊
Deadline for submitting ASN + Invoices Store should be completed by Tuesday end of day Direct - Thursday (Save and Close) end of day (no PODs til Friday = Compliance to click Submit)
View Invoices > Edit Invoices that were submitted and closed
Supplier Field = T Edward Wines LTD > Click Search > Wait for page to load.
Click on Invoice Number NOT Purchase Order, otherwise you cannot edit