Sales order management for product quality

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welcome to our short webinet on quality management and manufacturing erp on the salesforce platform let's get started what we'd like to do now is walk you through an example of a specific use case for how quality management and erp work together as one in this particular case what we're going to do today is we're going to receive something in we're going to buy something we're going to receive it in we're going to run it through an inspection process and then if it passes that process that now becomes inventory that's available to be sold and shipped out the door this is fairly it's a very specific use case but it's obviously very something that's very common in industry i'm david burton i'm a senior solution architect with rootstock and i'll start it off today what you see here is a home page with a lot of different information on it but if we go down here to the bottom we'll see we have a purchase order down here so i'm going to bring that purchase order up and this is the purchase order that we'll be transacting against to start our demonstration today so you see we're buying this blood glucose monitor here we've got a purchase order out there for 50 of those looks like we've received 22 in you can see down here the the history of all the receipts against that particular purchase order you can see down here the approval history of what it went through as part of a workflow process everything we're keeping digitally so that we don't have to generate paper pass paper around that even goes to how we transact this out to our vendor so if i come in here i'm going to show you a facsimile of what that purchase order would look like this might be a pdf that we send out to the vendor via email as an attachment this could be something that we edi transmit out to the vendor this might be something that we post on what we call a community and that's that becomes a location where the vendor can log in and then pick up that transaction from there so that's that's really the process of how we get that purchase order created generated approved and then out into the hands of the vendor and what i want to do is i want to go through and i want to introduce now my mobile application because what we're going to do now is let's say some of that product is is being delivered by the uh by the vendor so i'm going to bring my mobile app in here where we can see that on the screen so let's say for discussion purposes now we're going to go in and we're going to do a po receipt and now i've received five units against that particular purchase order so i've got a document here you're going to see in just a second but when i come in the first thing it's going to ask me is it's going to say well what is the item you're going to receive now if you look here on my screen i have the ability i can go in and i can read a bar code i could put i could type in characters here i could come over and i can read in this next block right here i can actually read character strings let's work with a barcode so i'm going to come in here and you see that the camera just read that barcode and now it'll bring that in so it's selected my product i'm going to walk that transaction on through now i've got a couple of purchase orders out there we're going to use this one it ends in 66 and so we're going to select that particular purchase order for that particular item let's receive five of those in on this particular transaction now it's going to ask me for what's my packing slip number so let's come back in here and we'll use our barcode reader and there is our packing slip and we'll come on down here it's going to ask us what the lot number is so to get that increased accuracy we're going to use that barcode reader again so now it's captured that information for me it's captured my lot number it's captured my stock number and it's it essentially now at this point we need to tell it then this could be barcoded as well but what's the expiration date on that particular lot so we're going to say it's december 22nd now the next thing we can do is you might say hey i'd like to make a copy of that receiving document and include that as an attachment to the transaction so i can certainly come in here i can say upload file i can say take a video or a picture in this particular case that you're looking through the camera in my office and i'm going to make a picture of that packing slip and now i'm going that's going to be attached to that particular receipt transaction so i'll say next and now at that point those five units have gone into inspection so when this transaction completes now those units are inspection they're not available to be transacted right now because how we've defined our process is we need to go through and do an inspection on those units before they're good and available inventory to be shipped so lou at this point i'm going to hand off to you to walk us through where we go from from here hi my name is lou sanator with compliance quest and i just want to reiterate our appreciation for being a part of this and having the opportunity to demonstrate to everyone so as david walked us through we have a customer order for a blood glucose monitor and our awaiting shipment from the vendors that we can fulfill that order and so once we get the shipment this is going to generate a receipt transaction and a material receipt transaction in our system so i think we already have that and let's take a look at how we find those things so quality control person is going to log into the system and land on a dashboard just like this and so here we have just a list view of those incoming receipts and you can filter these any which way that you want so here we have that receipt transaction with the correct lot number the accept location lot quantity that we're expecting and then the total order quantity here so let's dive into this record right now and take a look at what we have so this is all being carried over virtually from rootstock so they're passing over to us the lot number the order quantity the sample size all of these different parameters purchase order number and whether or not this needs an inspection so if we scroll to the bottom of the screen over here we have this needs inspection which auto creates the inspection in our system so if rootstock didn't pass that information over and that was our decision to make certainly we could have the qc person check the box and initiate the inspection order so i did also mention the material transaction so i'm going to talk about that a little bit later this is more focused on specifically the material and what's happening to that material over its time so let's dive into the inspection so we have this inspection order right here so i'm going to go ahead and click this open and so we have five total items that need to be inspected so the process that i'm going to go through right now is basically going to be repeated five times for each of those since this is a final inspection making sure that each of these items are up to quality standards and ready for shipment to the customer so a couple things that we have here so once the inspection is created it's going to generate these inspection details so the inspection details are essentially a checklist and these are going to be things like measuring uh size weight tensile strength so forth and so on and this is all going to be related to the specific product that has been selected here we also have some information over here that's going to be important so we again have our material transaction that's been carried over and we have our lot number so let's take a look now at the material transaction before we actually complete this inspection so once we open up the material transaction again it's going to look very similar to that receipt record but it's very specific to just the material and you can see that we're in this status called inspection created and hopefully if all goes well the inspection will pass and the system will update this once we apply an electronic signature if we come back out here we can take a look at the lot these two things are going to come into play and so we have this lot which is in the status of open and again once we have a successful inspection this should move into qa release which will update the system send notifications out and alert the folks at rootstock that hey this inspection has passed you can then carry on with the life cycle of this particular product and get ready for shipment so let's go through the process of what a qc person might do to complete the inspection um so they're going to log into the system they're going to come here and walk through a variety of different uh questions right so they're measuring the power on power off timing here we have an upper and lower spec limit and then there's going to be an observed value so i'm going to go ahead and put in some observed values here and in this case we have a visual inspection so we're looking to see if the label content location is in the right place maybe we use a schematic that's attached to the inspection record and that's going to help us understand where it's supposed to be placed versus where it is placed on that particular device so let's go ahead and pass this we're going to put in some data in here just to make sure that everything is indeed going to pass and we'll move on to the next phase okay so here i'm gonna put in some values here and when i'm finished it should be successful and we are successful because the inspection result moved to pass so if i just refresh this table right here we'll get all grade check boxes and so here we go so we have one past inspection again we'll do this five times and when i'm finished all i have to do is come up here and sign off that i've completed this so here's an electronic signature okay and this is designed so that we ensure the authenticity of records and that the person signing off on it is indeed the person who it's supposed to be so i'm just going to go ahead and put in a comment here completed inspection and put in my password here and that's going to trigger a variety of business rules behind the scenes okay so behind the scenes what that's doing is it's saying all right so we've successfully completed our inspection okay we have a pass result here and so because of that that's going to update our material transaction record so here we have now the inspection is passed not failed so that's good and if we come down here and look at the lot now we have the status from open moving to qa release so again these are going to send out all the notifications going to update the proper records and alert the team at rootstock or managing rootstock that action needs to be taken and we can continue on with the fulfillment process so at this point um i'm not going to do this five times i'm going to pass this back over to david so that we can complete the fulfillment process thanks again everybody okay so we have now gone through we went through the inspection process we've got past goods that are now in inventory and ready to be transacted so the last step in this uh this this vignette that we're doing today we're going to go through and we're actually going to process a sales order to sell some of that product in this case we're going to sell it to a hospital see this order here 151 349. i actually have that open in another tab here a couple of things i just wanted to point out here so you see this order we're going to sell a quantity of one unit selling it for dollars and a couple of things we can do as part of this process one thing is in a using the technology on the platform on the salesforce platform we can have einstein look at the transactions that we're doing and make recommendations on things that need to be changed or added to those transactions so for example one thing we could do here is this particular unit might our often sells with a an upgraded warranty option so one of the things we could do here is we could accept that we could add another line item for this particular sales order here if the customer wants to do that to be able to uh sell them an extended warranty on this piece of equipment which generates more revenue for us and obviously gives them more protection for that piece of equipment but let's let's go along now so let's let's process through this particular unit here that we're selling so if i come out here to look do my order fulfillment step if you notice down here i can look and i see that i have five units in an inventory those are five units that were part of that group or were that group that ran through the inspection process here just a few minutes ago i could go through a number of processes here to to pick pack ship and create an invoice i'm just going to combine all these together to shorten up and save a couple of minutes of time so in one step we're going to allocate that product from inventory we're going to pick it pack it ship it and create an invoice so i'm going to go ahead and process those lines so now we'll come down here here is our sales invoice we can approve that invoice this could all be done as a batch process as well it certainly can be done individually like we're doing here or you may have a batch that runs every hour every evening something like that that runs these processes through but if we wanted to print that invoice we'll pull up a uh a format here for that particular invoice and then we will there it is so there's that particular glucose monitor that's gone out so what we've seen now is we've gone all the way from the point that we've bought a particular product we've received it in we've received multiple quantities of it in multiple transactions but we showed you how we took one transaction we ran it through the quality inspection process then we created a sales order shifted out the door and now we've invoiced for it so we'd like to thank you today for taking the time to watch the demonstration if you would like to request a personal demo go to rootstock.com demo thank you for your time