Discover the Ultimate Event Planner Invoice Example for Logistics

Event planner invoice example for Logistics

hello and welcome to East sweet today we're going to demonstrate the third-party logistics and warehousing functionality inside esuite third party warehousing is a very challenging feature to implement an erp system primarily because some of the transactions that are involved in in warehousing a non in non they're not really it's not your inventory and they're non accounting they're just activity and generally erp systems don't handle that very well which is why the majority of third party logistics and warehousing systems out there a homegrown spreadsheets custom-built solutions what we're going to see here is how we have managed to add some functionality to our ERP system to manage the third party warehousing in logistics so typical keep in mind what we're talking about here is managing other people's palates of inventory in our warehouse so what happens in this scenario is if you're managing other people's stock you have an opening stock and you have activity that comes in you have stopped coming in and stock coming out and then you have a closing pallets of stock and you want to charge your customers for the stock that you've got and any activity that's coming in now typically you would invoice them weekly for the the opening stock that you've got on hand plus anything that have come in and maybe a handling fee that comes in and any service fees like power trapping or stock counting now but every warehousing third-party warehousing business is different and what we find is that everyone's got different ideas on how they want to do this some customers want to want to invoice weekly some want to invoice monthly to reduce the number of invoices that go out customers want to produce stock on hand reports so what we're going to see is whilst this is a kind of an off-the-shelf solution it is also very very configurable and programmable and we've kind of created a a hybrid of standard functionality but also heavily customizable functionality to really deal with any type of third party logistics warehousing functionally you could ever possibly want on top of that we've created a website mobile app which allows you to see in real time the stock on hand position all the pallets the information relative to one of your customers and also allow that customer to send you a notification of pallets that they want to pull out of your warehouse so this is a very important part of the whole feature a solution so that your customers get a real live feedback of the information that that you're managing on their behalf now the other thing that we need to think about is that with third-party logistics warehousing a lot of them are you want to manage your warehouse very tightly you want to make sure that we optimize your bin wracking space so that it's always full and in particular freezer warehouses are often three or four pallets deep and you might have somebody's pallet in the back corner that's behind two other pallets and in order to get to those back corner pallets you've got to go and pull the two pallets out in front to get to the rear one and that's where another feature that we're going to show you is the graphical warehouse management system that allows us to see all this information graphically on the screen so let's have a quick look at that I'm going to log in to this to our our database here and first of all I'm going to go straight in and show you the where the graphical warehouse management system now this is just a demo database we'll make it a bit bigger fact will maximize the screen so what we've got here is aisles so you can imagine a forklift driver goes in here and he goes there's a gap in here he can drive all the way through to the end here we've also got the ability to put pallets in in the aisles them so this is what some people do with freezer warehouses again to optimize space or to put stuff in temporary areas we have these things called GP a general picking areas and we can create unlimited configurations this particular demo we've only got this is a this warehouse is five bins high so level 1 2 3 4 5 and we have aisles g h i j k l m and n en F and a chilla Y and Zed now just two for comparison I'm gonna just toggle into another layout now this particular warehouse we have an isle down here and this is where we could have three pallets deep so level 1 level 2 level 3 3 levels high and and this would be the you know immediately accessible and this is 1 deep and this is too deep this is an example of where this is a 2 deep palate arrangement here and yeah and so then again this to DPS so this is what you get these kind of configurations for freezer warehouses where space is an absolute premium and we can also have these general areas we can drop stock in there let's have a look how it works I'm going to go back to the demo so let's do jump straight into a notification in words select the customer and remember we're managing the stock on behalf of our customers now we do have the facility to manage stock codes and we can create various stock codes in here for our on our customers behalf but what I've done is I've actually created some generic stock codes for each customer because it's an option that you may or may not want to manage stock codes per se for the customer in this case I don't want to do that I just want to record really care what stock my customer has got they're going to send me a notification in words and I'm gonna say oh well I could be they're sending me some prawns and they're going and their code for those pawns as PR W 0 0 1 and I'm going to have three pallets of prawns and and they're also going to send me some calamari and the code for that is CL 0 0 1 and maybe this time they're just going to send me 40 cartons of that and let's say they're going to send me some scallops and let's say it's are they're going to send me this time half a pallet of scallops and we're gonna share that pallet with another pallet so we're gonna have 20 cartons which is effectively half a pallet and we'll share that with some basa Phillips and that's going to be shared with the pallet above so what what the system is doing behind scenes is it's creating these pallet IDs and we can see that this these two have got a shared pallet ID but they have individual batch references okay when I finish this what we're gonna do and remember this is a notification in which so what we're saying here is we've got this this stock to put away and we need to assign where we're going to put it so I'm gonna drop it into these bins and it's just a matter of hang on a second let's start at the top I'm gonna go up here highlight this one here and click click click click and now this last one here will be half a pallet and we click again and there's the remaining I'd stock on that on that pallet I could if I could customize everything in our system here is customizable and I've actually just realized that I need to put in a particular field in order to see I think it's this one yep that's actually my stock description field for the that's our customers stock description field I'm just gonna tweak this a little bit just because and this is this only be used if we're going to use our a generic stock codes but I'm not really interested in those there we go that's better now we can see what we're talking about and I could customize that and put our own now the the customers stock code that we had in there we get its you're using a user-defined field and what this is just a short demo of how flexible this system is I mean everything in the in this e suite system is configurable and customizable so we have a notification in words so getting back to here this this is the no hang on we need to hit the refresh button and hopefully when we refresh what we should see on our graphical warehouse is there's the the items that I've just brought into to be then notified in now they're not actually showing up as transactions here we get to see information down the bottom of what's physically in these in these items again you can as you click on the cells it'll highlight the corresponding information at the top here if I click away it it's showing them in light gray because these are notification in words items they're not physically taking up space in the warehouse but if I click on them what it does is highlight in green all the stock that's associated with that ABC customer so depending on where you click you get different results so let's complete that now we just entered a notification in words this is the one that I just did and what I'm going to do is I'm going to open it up and I'm going to receive it like this now what it's going to do is we've pretty allocated all those the bins so we know exactly where these items are going to go in the warehouse if I click on this I can verify that and see that where these items are so if I click on it you can see it's highlighted in red the art of the the locations for these items and when I now one more thing that we're going to do is we're going to print this out and give it to our forklift driver now the advantage of this what we've just done it may not be apparent when you're just looking at this is we were able to pre-allocate where this stock was going to go in our graphical warehouse that saves you a lot of time because you can predetermine where you're going to put stuff and then when the goods actually arrive you know an hour or two hours later you can with a couple clicks of the button you can then convert it to real stock in the warehouse and we can print out this report that we just give to the forklift driver to put the stock physically in the warehouse did I print that I oops I printed it to the printer let's have a look at it on the screen and so this is the the kind of report that we would like to see and it tells us some the bin numbers to to put the stock into bin numbers are fully configurable you can make them the numbering scheme whatever you like that's totally customizable so we can we're telling our forklift driver to put these these pallets away into these and how many cartons we're talking about and so on so this is actually actually probably I could tweak this a little bit better and have the wood pallet beside here I probably put the unit of measure in there I could have done that okay so that is some logistics in now what we're going to do is we're going to bring the stock out so that notification in has disappeared and and it should have gone into the stock in section and there it is there now I'm going to tweak this I want to actually back date this ah you wouldn't normally do this I want to set it back up a week and I'm it's a little bit of a cheat I know but it's just gonna help my demo because what I want to see is later on we're going to do that invoicing and my invoicing works off week ending of a Sunday and today's Friday so what I want to see is the activity as if we were invoicing on the Monday of this week so either physically recorded that stock is coming in on the 22nd says no you can actually do backdated transactions now what I'm going to do is I'm going to bring out some of that stock I'm going to notify out you can bypass the notify if you just go right I'm gonna go straight for logistics out you can do it that way in fact well why don't we do it that way because so ABC it's the customer and I get down to here now I can't remember what stock they've got so I'm gonna hit ctrl spacebar to look it up and and here's all the items that we've got in stock and let's say we want to pull out those bass affiliates of 20 cartons select and that would automatically it knows that those items are coming out of the bin and again we keep we create this report and give it to the warehouse driver to to pull out of that bin number 20 cartons of bass affiliates and again I probably should I just need to tweak that and have a unit of measure on that report if you really want to see it we can go and design that report in here and design it so this is our report designer and it would be a matter of just tweaking this this layout but that's not for now we were going to move on and so what I've got is logistics outward transaction and what we should see when we finish that so if we go back to our warehouse and hit the refresh button what I'm hoping is one of these pallets disappears there it is see so we've now got half a pallet and it's also now showing up as blue because it's in stock not not as not just notified in there physically in stock and this is a half a pallet left over so we deal with the complexity of half pallets and cartons and pulling stock in and out and I could have taken I could have even just taken one carton out of this and it would keep track of both cartons and pallets so very powerful third party logistics warehouse management what else the only other thing that we can do is we can do some activity like a logistics service ABC and this is a bit simpler we just need to enter in a service kind of stock code something like miscellaneous fees or it's the wrapping fee okay so we're doing a pallet wrap and we'll do three pallets okay we've got three dollars per pallet wrap and we'll set that back to last week just for the fun of it now let's have a quick look at the the website and log in as the same customer and now straight in it just gives you that list of stock on hand now just to see how that works if I go back to east sweet what I'm talking about here is if I go notify out select the customer and hit the F control spacebar sorry and control spacebar these are these are all the stock items that I've got for for this customer within the ERP system and it's showing the same information on the on the website and if the customer wants to notify you that they hey they want this pallet out and maybe this one and this one they just tick the items that they want to pull out of your inventory system and just for the hell of it that's batches 93 97 and 99 and they go like this and what that will do is create a transaction inside the core program there it is okay so it's created a transaction called excess no.2 53 let's have a quick look at that so we are in the middle of let's get out of here let's get out of here and let's have a look at our sales transactions notify out so there is the transaction that was created on that on that website so it's very powerful that not only does the customer get to see a list of all their pallets and half pallets but they can also notify you that they want to withdraw this these pallets out of your inventory system incredibly powerful feature and then all you have to do is open up the transaction as we've done here and hit dispatch and it's going to create a logistics outward transaction if I finish that so it's going to take out of these bins G 2 o 1 G 2 and 5 it's gonna pull these items out of stock so I don't know if I can do that where it is but what we should see if i refresh this screen it will have come out of somewhere it's probably coming out at one of these areas in here there we go see it's pulled these these these pallets out of your out of your warehouse automatically just knew where they were and again I thought what I should have done is printed that off to the and giving it to the forklift driver to to to extract from the warehouse so that was a stock out I can obviously reprint it there's the transaction screen that and here's a notification of the items that are coming out of the warehouse there's the 3 the 3 it's that are coming out okay now right so what we've demonstrated here is we've got opening stock we've got pallets in pallets out we've got a closing pallet we got this website that gives us stock holding we did some services we did notification in notification out so I've done all that what about the invoicing okay so let's have a quick look at that right now so what we're going to do is the invoicing is pretty complicated and anyone that's doing Threepio warehousing or third-party logistics warehousing on behalf of their customers know that it gets pretty tricky because you got to deal with from week to week you've got to deal with an opening stock on hand quantity you have to deal with stock coming in stock coming out and somehow invoice your customers for holding stock but also for this activity that's occurring the SEC you know whether it's stock coming in and stopped going out now typically a lot of customers don't charge for stock out it's just pretty standard in the in the industry however what we're going to show you in a minute is how this is totally programmable configurable customizable and we can create a solution no matter what your model of charging your customer is because all of this invoice is based on a formula and let's have a quick look at that because that's pretty good stuff so the way we do it is we actually use our import system to import sales from our own system and it's kind of sounds a little bit interesting but let's have a look I'm gonna load this one and it's gonna ask a couple of questions gonna go as of what date well this is why I backdated it because I wanted it to be as off so I've got a week ending on a Sunday and this particular system wants to do four weeks time so it's going to invoice for that week that week that weekend that week and what we're going to do is then it's so normally what I'm doing by the way is I'm actually stepping through this template I'm normally I just clicked load and run but I'm going to step through it just so I can show you a little bit about what's going on so here is some of the formula this is just a little bit of the formula it's actually calling an SQL stored procedure and I'll show you that in a little bit but just cut a long story short what we're going to do is just zip through this you've got field matching here you got formulas in here so there's a fairly sophisticated little guy here but let's just see how you normally run it right because that kind of looks a little bit complicated right so what they do is you go file import import transactions and you literally just hit the enter key once hit the enter key again and hit the enter key enter key enter key and one more time and what this is gonna do is it's importing it's calculating all the transactions all the invoices it's doing all the calculations for all the customers for all their opening opening balances and their week storage and their ends and their outs and the service charges and so on and it's importing that data and what we're going to see in a minute is the transactions that it creates there we go alright so so again this particular in this particular implementation we're invoicing for weeks at a time so we have an opening weeks storage we have products that's arrived in words during that period and then we have the next week products arrived and the following products arrived and then finally the the last week ending the week of the ending of the 25th we've got the products in words and and the in/out fee and in this case I did a pallet wrapping fee so so that's basically it and it's going to created invoices for in this case I didn't have any activity just a standard 22 pallets we're in stock for this particular one so it generates all of these it's going to generate 24 invoices against all these customers what I'm going to do is - I'm just gonna so this is the all the customers that it's are going to invoice for create invoices for I'm gonna reject these ones I just want it because I just want to import the top - yeah okay done what that's doing really is basically just for the purpose of demo I didn't well I only wanted to so it's gonna reject these other ones here so you can be selective over which customers you you invoice so let's import that and what it's going to do is it's imported my two transactions and now the next thing that I can do is I can email these and send off all these invoices to to my Outlook a system so we'll just hit the button here and it's gone off and sending invoices to our customers for their stock on hand all right now let's have a look at the invoices that it created it's going to my sent items and here is the invoice and if we sorry I've got two monitors here and so here's here's my invoice and you can see you've got your opening number of pallets products arrival and so on so it's very detailed and also I think it also gives you on the second page in our transaction summaries that that's occurring in those periods as well as service charges and pallets in stock so they've got a printout as well as that website every week they get this email and it gives them a very detailed report and they can see I've got 39 pallets in stock so now just just if you're if you don't want to see the technical side of things then stop now but I am just going to very briefly show you the some of the formulas that are going on here just to say you realize that so these are all SQL stored procedures and what we have is this one here let me just get that one happening yeah so if we have a look at it this is then calling this stored procedure 3pl billing 3pl billing oh there it is there which is then calling this one which is in calling some more formulas like this one here through peeling out summary yeah this one here and so I say you know then that one calls another one so there's a lot of fairly sophisticated formulas I guess the point is is that whatever you're in weekly or monthly invoicing system is we can configure this system to to make it work for your for your business and however whatever the formulas just one more little thing we have a thing called a dashboard which is a report that you can it's like a reporting tool its custody and fully customized and we can use this to to see what stock we've got for our customers and we can print that out and send them to them on a one-off basis we can see what they're in monthly invoicing might look like yeah so that's it well thank you for watching that's third party logistics warehousing if if you want to to see what we can do for you give us a call or contact us send us an email I can guarantee that whatever your third-party warehousing and logistics functionality is we can create a solution for you so yeah looking forward to seeing what weird and wonderful third-party warehousing and logistics systems you're running and and how we can improve on them and make them far more efficient thanks for watching bye