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Quantum VS Help: Sales Desk |
When a product flagged for 'batch traceability' is entered as a Credit Note line, the system automatically selects the Batch Number, Serial Number and/or Bin Location of the product to be credited/refunded.
Notes: (1) A product is 'batch traceable' if 'Batch Reference', 'Multi-Bin' or 'Serial Number' is selected in the Batch Bin Serial Flag field in the Issues & Stock tab of the Product record. (2) The setting in the Batch Allocation Sequence field - in the Batch Trace tab of the Price Book Flags control record - determines which Batch/Bin/Serial Number is allocated by the system. For further details see Product Batch Traceability Maintenance.
Most of the time you will not need to view or edit this batch allocation. You may continue adding further Product lines to the Credit Note as necessary before Completing and Printing the Credit Note.
However, you have the option to:
View the batch allocation of a product line before and after Credit Note Completion; and
Edit the batch allocation on a Credit Note product line before Completion; for example, when you wish to ensure the goods are allocated a different Batch/Serial/Bin number to the one(s) selected automatically by the system.
Note: If Automatic Collection is not activated (i.e. the Automated Confirm Collection fields are not enabled in the Quantum User Fields tab of your User record) you will also have the opportunity to edit the Batch/Bin/Serial Number allocation of a product line at the collection stage of the Credit Note cycle. See Working With Collection Notes.
To view and edit the Batch/Bin/Serial Number allocation of a Credit Note product line:
1. Select the Product line and click Shift + [F4] (the keyboard shortcut for viewing Batch Allocations).
2. The Sales Document Batch Allocation window displays. The product, the quantity credited and the quantity currently allocated are displayed at the top of the window.
The Batch Allocation tab lists the quantity allocated to each Batch (or Serial) Number and/or Bin Location:
Note: Batch Reference- and Serial Number-flagged products are not required to have a Bin Location. Multi-Bin-flagged products will not display a Batch Number. A Certificate Number will display if one was entered for the 'batch'. You may click on the Batch/Serial Number or Bin Location hyperlinks to view the Product Inventory record.
You now have the following options:
To change all of the listed Batches/Bins/Serial Numbers (i.e. when all of the allocation is to come from different Batches/Bins/Serial Numbers to those displayed): Click Clear All Batch/Bin Allocations. Or:
To change some of the listed Batches/Bins/Serial Numbers (i.e. when part of the allocation is correct but part is to be allocated from different Batches/Bins/Serial Numbers to those displayed): Edit the quantity/ies allocated to the listed Batches/Bins/Serial Numbers as appropriate.
3. If you cleared or edited the Batch/Bin/Serial Number allocation in the previous step, click to select the Available Batches tab.
Existing batches of this product are displayed:
Note: The Status of each 'batch' is displayed; i.e. whether the Product Inventory record is Used / Not Used / Available / on Automatic Hold (i.e. automatically held for inspection) / on Manual Hold (i.e. manually held for inspection) / Fully Allocated / In Transit. If necessary you may select a batch which was previously 'Fully Allocated' for the goods to be credited/collected back into stock at/returned to.
Note: Also displayed for each Batch/Bin/Serial Number are the: Sell By and/or Shelf dates - if recorded; Receipt and Issue dates; Received / Free / Physical / Allocated / Picked / Delivered / Invoiced quantities, plus Free Weight; Stock details, including Last Stock Take Date, the number of items recorded as 'on file' and 'counted' at the last stock take (Stock Take On File/Counted), and whether the product is included in an active stock take.
Note: If there are multiple lines or pages you may use the standard 'Finder' features to page through the list and search based on entered text, to find the required batch(es). If necessary, click Advanced to display the Sequence menu (to re-sequence the order select an alternative menu option then click the Search icon on the toolbar) and Status menu (to show only batches of a certain Status, uncheck fields as appropriate then click the Search icon on the toolbar).
4. To select batches and quantities to be credited/refunded:
Select Batch/Serial Numbers and/or Bin Locations as appropriate using the left-hand 'check box' fields. Then:
Enter the quantities to allocate for each Batch/Bin/Serial Number in the This Qty column. Then:
Click Add.
Note: For Serial No-flagged products you will only be able to enter a quantity of 1, since each single item has its own Serial Number.
5. When you have finished selecting batches and quantities, click OK.
The Sales Document Batch Allocation window is closed and the new allocation for that product line is retained on the Credit Note.
When you have finished you may repeat the procedure for other product lines and add further Product lines to the Credit Note as necessary, before Completing and Printing the Credit Note.