Boost Your Business Efficiency with Sales Order Management System for Enterprises

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all right so for today's webinar uh we are going to go over the pick pack and ship for orders um we do have Renee Perry on um on the call she's one of our senior Consultants so we're going to walk through this together I am Lori Walsh I am a partner here at the forlane side and we do appreciate all of you who have joined today now let's go ahead get started on our um what we're here for today so what is our sales order fulfillment or when we say we want to talk about pick pack and ship well that's what Renee is going to help us so let me go ahead and change this over to her and that way she can get us started on our discussion today all right Renee it is all yours all right thank you Lori you're welcome and can we see my Quickbooks file at this point point we can excellent all right wonderful so uh yep we're going to talk about the Pick Pack ship functionality inside of QuickBooks and it is technically called the sales order fulfillment worksheet and to get started if you've never used it um you will need to have Enterprise with um enhanced or Advanced inventory and so so that lives over here and in my Advanced inventory we have something called side operations and that's where we can turn on the sales order worksheet and connect our mobile devices which are android-based devices and we'll show those on the screen here in just a little bit so the whole process begins well why why are we doing this in my company I sell things right so I start with my sales orders and then I want to be able to send uh some kind of information out to to the people in my warehouse who do not typically touch QuickBooks um and let them know that I've got some orders that are ready to go out and I need you to pick them and pack them and get them shipped um so this is what will allow us to have that process uh where they can fulfill these orders so our first order of business business is to go in and create our sales order as we normally would and I've done that ahead of time I think we all know how to set up a sales order um here we go and so I've just put a couple of things on the sales order now obviously if I'm picking this is inventory parts right I can't pick non-inventory Parts because they're not real they are real but but they're not uh touchable so inventory Parts only so I've put a couple of them on here I have multiple warehouses turned on so I've also chosen my um site and Bin and you'll see right here I've already sent it for pick I'm going to walk you through how I did that though but it does update the sales order to let us know where it's at in the process so created my sales yes yeah I have a question real quick so what happens if we have to change it at this point can we change it once it's been sent I would not yeah okay I would create a new sales order or a secondary sales order um and send it for pick awesome if I needed to make a change okay all right so we'll save and close that there we go and now it's available to us up here in customers sales order fulfillment worksheet and this would a list of all of my open sales orders um and I can narrow them down to specific inventory sites I can specify whether or not fulfill they're fulfill or not so what does that mean um that I have enough items in stock to fulfill my uh sales orders to fulfill my picking and then I can narrow down by days so here's our sales order I'll click it there and then over here I tell it what I want to do so what I've done I sent it for picking okay and when I sent it for picking I was able to assign a picker in the warehouse and you would be able to do that by adding a vendor that's a very specific type of vendor and this one's a little hidden not always easy to find but Warehouse user is the type of a vendor that would need to be set up as and these are built and once you turn this on that type of vendor is built into the system so you just assign that okay so I've sent this one to pick and now it's sitting over here in the pick Tab and you can see I have some others out there but this is the one we're working on um at the same time I can also come over here and um back over in the pic tab view the pck list I could print the pick list if I wanted a paper list to send but that's not the way we're going to do it today uh because of the magic of technology so there's my pick list if I wanted somebody to do this manually pi pick it and then fill in how many they picked we could do that right here uh that's certainly something we could handle but that's not what we're going to do so let's flip over here can you see this thing which looks like a phone it yes that says cycle count Pick and Pack exactly so this is uh an Android device it's a a called a zebra device and it has the addition of having a scanner attached to it so this is one of the ones that's approved by QuickBooks and I've installed the app it's free on the App Store it's called QuickBooks desktop um and this is what it looks like when I come in so I've logged in as myself Renee p and we can see here that I have a pick assigned to me so I'll just click right into that and then 136 this is the one we were just looking at okay so here are my two items that were on that list now I could this app on a regular Android phone and it works just fine I just wouldn't be able to scam barcodes but because I've chosen to use this zebra device I can scan my barcodes that are in QuickBooks what's nice about that even if I don't want to you know count every single thing with a with a with a barcode if I scan a barcode in the warehouse and I'm going to scan the wrong one okay it's gonna it's going to fuss at me so there I've scanned the wrong barcode and says um that item is not in the list of things you're supposed to be picking uh try again so that can be very helpful uh with the human error so I'll go back and scan um that first one that should be correct there we go all right and so it's come up the right barcode I put in how many I'm picking I can see how many I'm supposed to be picking so I'm going to go ahead and put that to the right count all right and then Mark that to pick right now I'm going to go on to the next one and I'll scan that barcode and I've hit the wrong one wonderful happens it's nice to see the what it hap what happens though right so that they can see that as well oh yeah because I mean it's G to we're going to make a mistake right it's good to know that okay so this one I was only supposed to pick one dozen there's my one dozen now every time I pull the trigger on the scanner piece on this device it'll up this count by one obviously if I was counting a hundred of them I don't want to do that that's a lot of poking and you can just type it right in in the app but um yeah so that works that way so I'm going to go ahead and push pick all right I've picked my two things so I'm going to go ahead and I could save it if I'm not done and I had to stop I could just you know I'm looking for more parts or whatever I could go ahead and update the QuickBooks but I'm done picking so I'm going to click finish on that and that completes the pick for me okay now back over here in QuickBooks let's go back over there refresh and we can see that it's picked and I could update the sales order which would and okay very good update that there we go okay um so the next thing I need to do and I'll show you what that looks like over here see now the sales order if I was the salesperson or the customers called in I can come back and go oh yeah it's it's being picked right now it's just you know about to head out the door so that helps us understand that so the next thing I have to do is send it for pack I'm come back to the dashboard there's my sales order showing that it's been picked I'm here and I'm going to go ahead and send it for Pat now let me stop right there why am I doing this in two steps this depends on you and how your business runs and what your Warehouse looks like so if I have people who are assigned to pick and other people who are assigned to do packing the process I'm doing right now allows me to move this down the line and assign to different people if I need to if I'm the only person in the warehouse then I could have done an Express Pick Pack which is both functions all in one step and both would have been assigned to me but I wanted to show you how this goes the long way I'm going to send it for packing okay and the screen is popping up and it's asking me to assign it I'm going send it there and send it to the device okay and now it's sent for pack and it shows up in my pack Tab and then back over here on my screen we'll go ahead and refresh that now I should have a pack assigned and there it is okay so what's it asking me to do it's asking me to take these things and put them in a box and then tell it what size box I did so I'm going to put my three things here okay again why am I having to count again because what if these were big things and I was sending them in separate boxes I could create separate boxes for each of the items I'm packing up here we're going to just pretend these are small items I'm going to put that in a package okay you can see it's been added to our package and I'll go ahead and add this one right we've added and now can create the package so this is you know the usual how much did the package weigh 12 PBS what's the size of my package 10 by 10 by 8 I'm making things up I don't know if that's a real box size I haven't worked in a warehouse in a long long [Laughter] time H there we go all right and then I'm going to say okay all right and now you can Ste my package with the two items on it and if I needed remember I was saying I could create another package if I wanted to but I've put all the items into the one box so I'm going to go ahead and push finish on that and there we go back to my tasks and we'll refresh that all right so back at the ranch let's refresh this and it now shows that it is packed and we can go ahead and update the sales order view our packing slit print our packing slit which of course um I can literally print the FL packing slip onto the the template that we've set up all right so there we go now that pack is finished let me go back over here and this is the piece that I'm going to um fingers cross is going to behave for me so it doesn't always and I change computers so trust me normally it works but uh he there's my package beautiful and we go to next there we go it's open up the shipping uh manager which should be connected to a FedEx account and then it'll go ahead and let me print my shipping label um once that's done and I'm not going to make you sit through that but once that is done there we go okay so it's lost my connection to my actual FedEx account so I won't make you sit through all of that but trust me you can connect your FedEx account UPS account and USPS account and it'll print labels for you so it would send that information like we were just seeing over to this Wizard and then print my label for me okay and then once I've done that I can come over here and Mark this is Shi all right and okay so that one's finished and I think I went too fast through that button because of what you missed me doing let's go back over here to the customer center the last question and I shouldn't have gone that fast I'm sorry uh the last question when I marked it is shipped was hey do you want to go ahead and invoice it since you've shipped it because yes you do that's how we deplete our inventory inside of QuickBooks right is to invoice that sales order and I pushed yes then it created the invoice for me so there's the finalized invoice with all of my parts and pieces now out of my inventory and into my income and it closed out the sales order which is nice right so it did all of those steps where we can see it in real time right in QuickBooks which is nice um did have two questions one of them is do we have to use sales orders yes because that's the so if we are using estimates which the question was if we are doing estimates and going straight to the invoice to utilize this would we need to turn or convert that estimate to a sales order the answer is yes and the reason for that is so that we can get that product out the door before it invoiced right because that's as Renee said right that's where our inventory is depleted or you know where it actually leaving so we want to make sure that we're setting that up accurately so the sales I will say yeah exactly and I would say that on you know when you're dealing with an estimate you don't have to send the whole estimate to a sales order if you don't want to just send the just send the shippable parts to the sales order so if you have a ser service you know or or something you're not ready to ship with go ahead and just do part of the sales order from that estimate now let me ask you this Renee so what if the let's say that we that our sales order is these two um pieces right these two inventory items but we don't have enough to ship what happens yep so it's going to do what you're used to actually we'll just make a do one real quick so I'm going to put a new sales order we let grab an item I'm going to choose this site just because there's only two there so that'll that'll do it for us so I'm going to put three on here but I'm going to choose a site that I know only has a couple that one there should be good to go okay so let's save and close this all right number 137 we'll save and close that and we'll go back to our salesorder fulfillment okay so notice over here there's 137 it's one we just did and it's open open there's one item but there's multiple quantity of that item but my fulfill instead of saying yes says it's partially fulfill so what are we going to do we'll send it for pick okay I've ordered they've ordered three the fulfill quantity is three but again if I look over here see it's partial I know I've only got to so I could either tell my picker MH let's go ahead and fill the two and change that right here right client wants what we have on hand we'll ship the rest later awesome I can do that so I can tell my picker to do three but let's also assume maybe I wasn't doing my job very well that day and I missed that so I just went ahead and sent it anyway so we'll go and send that out there all right that's sent to my pick and I'm going to go instead of going back to my phone I'll just go right here so I go out to pick it oh oops you know what there's really only two there now my status is partially picked which is what I would assume would happen so I'm going to come up here and update my sales order I've got serial numbers turned on sorry I've got all the things turned on so fuss about all of it so technically I've completed this pick even though we couldn't pick all the things I've completed the assignment of this pick does that make sense not the sales order because you've done the the T the one item which is I've done the one test yeah exactly so now my my status is partially picked and if I go back to that sales order uh if I had the right oh yeah because I haven't invoiced it yet um so I fulfilled too so there's my fulfilled right my status partial they've ordered three so I've still got one sitting on back order cool I just go send it through again when it's ready to be filled so in this state I mean in this case we would have to manually invoice it or did I just miss the one to say to go ahead and invoice yeah no you didn't miss it so I'm back on the dashboard I only picked it I haven't packed it I go ahead and skip the pack part and just Mark is shipped right that's fine and um do I still want to do it yes I do I don't recommend it but yes I'm gonna and then uh and now it says the invoice was cre perfect okay and if I go back now to my sales [Music] order that was 37 um we've invoiced in that shouldn't be true ah I screwed that up sorry that's my bad um it's not invoiced in full I'm close that was my fault go that invoice 571 I did invoice them for three but I shouldn't have I shouldn't have skipped that there we go okay now we should be proper there we go that's how I should have done it I'm sorry I apologize I just uh went through fast as always because I'm used to flying through this and I shouldn't do that um I invoiced the two I sent so I've still got the one on back order on my sales order awesome so we have another question um so the question is are these individual items or are they part of an assembly and if they are assemblies is there a way to automate the build assembly and there's there is a way to automate it but not in QuickBooks we have um created a custom but uh the first part of that are these individual items or are they assemblies the these are individual items but it wouldn't matter if they were individual items or assemblies as far as the sales orders concerned uh it's just a question of whether or not your if it was an assembly would the finished good be available to sell and the aners not if you don't have any on hand and you haven't run a build assembly right that's a good question though build a Sy I adore them they drive people crazy I love them right yeah me too um and as far as the automation goes right there are there are ways it's just not in the QuickBooks product and this is not linked to the build assemblies this is just getting the inventory or assembly item out the door exactly or tracking what we want need to build which is also where sales order comes in handy um that's a really good question sales orders are great for um inventory or minor manufacturing um workflow right to know what we need to do ahead of time and we have used sales orders to do just that for to help with um kind of a scheduling so if if that is something that you need assistance with reach out to Forlan because we can definitely help you with that too yeah the magic of the sales order right all right we have about three minutes left let me check the questions real quick make sure we don't have any more no it looks like we are up to date on the question so that's amazing um yeah so is there anything else you want to add Miss Renee um well yes I actually I do so by turning these things on we also have some other things available to us that can be done uh over in this little app that we were looking at and the the one of them is po fulfillment which you know your mileage may vary it's not my favorite thing but one of my fav favorite things in the whole world coming from uh inventory background is the cycle count and the ability to create a cycle count in QuickBooks and assign it again to a person in the warehouse who does not need to touch QuickBooks and have them start counting the things I've asked them to count you can see on this one I started and then I stopped I haven't counted that yet same thing with the ability to scan the barcode and then it fills it in and sends it back to QuickBooks when I finished with it and then a person of responsibility inside uh the office would see that those have been counted and any discrepancies would show up and that person would automatically be able to just create the inventory adjustments directly from that count very very simple so I do love this this feature awesome awesome okay well we have about two minutes so I'm going to go ahead unless you have something else I'm go ahead and we can just um thank everybody for being here today it's always so much fun to see how many people show up and participate in the webinars and today's questions were fabulous so that is nice um there also so I hope everyone has a great rest of your day and again check in with our our YouTube and our Facebook channels just so you can get connected with the the QuickBooks for Lane have a good [Music] day