Purchase Order

See here for POS Purchase Orders Program Articles

Purchase Invoice

See here for POS Invoice Matching Program

Location Stock Transfer

Before you Adjust the Min/Max, ensure you understand Min/Max Ordering Process The below guide is for local range SKU's, if you would like to adjust the min/max or a core item please raise a ticket here: Adjust Min/Max for Core Items Go to Items > Min/Max Manager On the MIN/MAX Manager screen - click new to create a batch number. Enter a Description for your batch.  Additional information can be entered in the comments field above the grid to identify the merchandise selection you will be producing. Search for Items required by clicking the 3 dots in the Item ID column which will produce your Item Search screen. Enter criteria, click Find.   Select Tagged, items required will load into the Min Max Manager grid. The yellow columns in the grid have the following live cells: Item ID Order Code Min SOH Max SOH Order Method *Note – Ensure that the order method is set to ‘Min/Max’ for them to be active (Change the first one to Min/Max and then click on the curly arrow to change all lines)     A line that is highlighted in green indicates that there is currently a deal applied to that Item. To see the Item deal hover the curser on the line and the deal information will appear. (See example below)

Before you begin to set up your Min/Max, there a few things to consider first, are rolling stocktakes happening? It is vital that you have accurate SOH when using the Min/Max ordering method. Run the top seller reports, to identify the rate of sale of products in key categories to begin with, and then slowly introduce all categories. For example investigate top 10-15 lines per category.  This is the best ordering process moving forward and gives you the best chance of  remaining in stock of top sellers and general items in all departments. 1.    Select “Items” 2.    Select “Min/Max Manager” 3.    Select New and type a description 4.    Click into  the “Three dots” in the Order Code Box 5.    Item maintenance screen opens, make your selection and click “Select Tagged” 6.    When the products are on the screen Hit the “Run Formula” button 7.    Based on ROS (average number of sales over a 12 week period) set up min SOH for 3 weeks and then max SOH for 5 weeks. 8.    When the stock reaches the 3rd week minimum stock levels, it will reorder to 5 weeks max of stock, when Min/Max template is run. 9.    This way you are doing everything possible to remain in stock of your top sellers. 10.    Remaining in stock allows you to not miss out on sales and improves stock intensity per m2 and GMROF. 11.    Apply Min/Max Formula In Min Max Manager, when you select the “Run Formula” button the screen below will open. This is where your min/max requirements will be set. When you click “Run Formula” the program will look at your selected stock and calculate the min/max quantities based on the ROS  (Rate of Sale) and the number of weeks selected.

The credit notes program is a tool to manage the return of stock for credit. Credit notes can be raised during the invoice process where stock is short-sent or being returned, or they can be added manually. All credits raised will subtract the credited quantity of Stock off the SOH. Create a Manual Credit Note 1. Open and Login to the POS Works System Menu. 2. Navigate to the Credit Note program. 3. Select New. 4. Enter Supplier, Enter agent if required. 5. If Available: Enter Supplier RA/SRA Credit Note number. This field can be changed at any point during raising the credit note, or sending it 6. Select Save. 7. In Grid, enter Item ID or Order Code to add the Item. 8. In grid, select Credit Reason. 9. Enter amount of credit, and Carton Cost Value to Credit. All amounts should be positive. 10. Select Save. 11. Select Send. 12. A Prompt message will appear. 'Are you sure you want to send Credit Note (#)? Yes/ No' 13. Select Yes to send. Search and Manager Credit Notes Suppliers will send you notifications regarding the status of Credits you have raised with them from time to time. PRMS Credit Note program allows you to keep track of what is pending, approved and cancelled. 1. Open and Login to the POS Works System Menu. 2. Navigate to the Credit Note program. 3. Select Search This will open a search window 4. Enter available information in search criteria. 5. Select Find. Results will populate in the grid below. A column for SOH is included in the Credit Notes main grid. When a credit note is created from invoicing the SOH column will not be populated until the credit note is viewed for the first time (this is to make sure the SOH is as up to date as possible). If a few hours / days have passed since the Credit note was created there is a 'refresh button' within the SOH column so that users can refresh to the current SOH. 6. Select required Credit Note. Program will return to previous window, automatically populating Credit Note details of required Credit Note. Search Criteria Fields   Field Name Description Credit Note# This is an internal number attached to the Credit note. This is an ID number created by POS Works upon creation of the Credit Note Location Location the Credit Note was created Supplier Invoicing party the Credit Note was raised to Agent Name of the third party contact the Credit was submitted to Status Current state of the Credit Note: Open, Approved, Cancelled & Pending Date Sent Date Credit Note was Sent and SOH adjusted Date Approved Date the Credit Note status changed to Approved Item ID Option to search for and located a Credit Note using the Item ID or the Ellipses search Source Invoice The original PRMS invoice the Credit Note was raised from Credit Reason Reason why Credit Note is valid When using the search options less is more. Restrict the search criteria to only what is known. PRMS can search with only one field of criteria. The most common search would be for any Credit Notes where the status is Pending. To Approve Credit Note Within the Credit Note Program 1. Search and Select the Pending Credit Note. 2. Select Approve. 3. A Prompt message will appear "Are you sure you want to approve Credit Note [#]? Yes/No" 4. Select Yes. Status of Credit Note will change to Approved. To Reverse an Approved Credit Note, click the Reverse Approve button which will allow the user to move an approved credit note back into a Pending Status. To Cancel Credit Note Within the Credit Note Program 1. Search and Select the Pending Credit Note. 2. Select Cancel Credit Note. 3. Enter User ID and Password. 4. Select Continue. 5. A Prompt Message will appear "The SOH has been adjusted for this cancelled Credit Note. OK"  6. Select OK. Note that the status of Credit Note should be Cancelled. "Date Cancelled" should be displayed and "Cancelled By" 7. A Prompt message will appear "Are you sure that you want to delete the current record? Yes/No" 8. Select Yes. 9. A Prompt message will appear "Record has been deleted" 10. Select OK. Create a Credit Note from Invoice The fields Credit Quantity and Credit Reason are included in the Purchase Invoice Matching program. This process removes the need to raise a negative invoice. Where a issue has been identified with an invoice prior to accepting or entering the invoice into the system you accept the full invoiced quantity (this will ensure your invoices balances to the paperwork), then you enter the quantity you wish to credit in the field titled CREDIT QUANTITY (remember to use the customise columns if the fields are not visible), then you enter the CREDIT REASON. When you accept your invoice you will be prompted with a message regarding your CREDIT, this will create a new tab linking your credit to your invoice also allow you to enter more details (e.g. Credit reference number, or name of the Rep you spoke to). When you Save and Accept your Invoice the system will automatically create a Credit Note and adjust the SOH according to the Units Credit. There is an option to have separate credit notes to be created based on credit reason: This gives the users the ability to raise individual credit notes for each reason used. When this option is checked 'ON' the purchase invoice program will create one credit note per credit reason on the invoice, i.e. 4 credits on an invoice, 3 with reason A, 1 with reason B, 2 credit notes will be created.

Use Order Template Manager to setup a series of suggested ordering templates. The design principle is based on each item having a set ordering method (this is set by item by store). Each location can choose to use Min/ Max, top up, order XXX days and replenish. The order template is supplier-based and allows you to combine the different ordering methods into one Purchase Order. The program looks to the order method linked to the ITEM in Item Profile then looks at the template requirement. This is to save time sending Purchase Orders. Add or Modify Order Templates 1. Open and Login to POSWorks System Menu. 2. Navigate to the Order Template Program.  to add an Order Template, select New, enter available information in Criteria Summary and select Save.  to Modify an Order template, search and select Template, edit Criteria Summary and select Save. To Create a Order Template using Item Groups, Item Group will need to be created first in Item Maintenance. To learn how to do this, see guide here. Criteria Summary (* = mandatory field) (# = only required if relevant to the Items) Field name Description Description Your preferred reference name for this template * Supplier Name of the Supplier that will invoice you the stock # Manufacturer Name of the maker of the Items # Agent Name of the third party that you need to give the order to so you get the best trading terms Include Scripts on hold data If ticked, data from script hold pool will be used to suggest orders ie. if Lipitor 20mg has a SOH of 7 and 3 have already been dispensed, then the order template will pretend that Lipitor 20mg has a SOH of 4. Order Method Option to select one single order method type Min SOH to be used as absolute minimum holding Option is only visible if the related Site Configuration option is enabled. When ticked the value for Min SOH will be applied to any order type to ensure the minimum SOH is retained. Max SOH to be used as absolute maximum holding Option is only visible if the related Site Configuration option is enabled. When ticked the value for Max SOH will be applied to any order type to ensure the maximum SOH is retained. Use Individual Item settings Where you have applied Suggest Methods at the Item level, this option will only order based on the settings you apply. You can use one or a combination of Suggest Methods to create your order. When your order is being generated the system will only look at Items that have the Item Order Method matching the chosen order method. Only Items with this order method Where you have applied Suggested Methods and you only want the order to pull in Items with that Suggest Method. Selected Item Groups Option to Order against a Item Edit Group that has been set up Select Categories Allow you to include or exclude a range of Categories Allow Deal Qty Boosting Option to boost order quantities to achieve required quantities for active deals.

1. Log onto System Menu 2. Select Items 3. Select Item Maintenance  4. Enter item in Search 5. perform a manual SOH adjustment 6. Click the (+) below the SOH field and follow the prompts This a supervisor only function. Manual SOH adjustments are not recommended and should only be used in special circumstances as a ‘one-off’.

Stock Adjustment is used when there is a reason for stock to be written off or added into the system outside of being invoiced in. The Stock Adjustment Program is not designed as a stocktaking tool; it’s more commonly used as a daily shop keeping procedure to ensure the accurate recording of merchandise movements which are not sold or received using the POS Works system.  The Stock Adjustment utility gives you the ability to adjust SOH numbers and gives the user a tool to record the reason that stock figures are being adjusted. 1. Open and Login to t he POSWorks System Menu. 2. Navigate to Stock Adjust. 3. Select New. 4. Enter a Description. 5. Enter Items to apply Stock Adjust to. You can search for an Item by selecting the ellipses in the Item ID column.  6. Enter Adjust Quantity and select Reason. 7. Select Save. 8. Select Accept if all entries are correct. 9. Enter POSWorks User Credentials. 10. Select Continue.  Rapid Entry Stock Adjustments   The rapid entry function is available if the workstation has a barcode scanner attached and allows user to scan items directly into the grid. This is useful if the store has a large amount of items to be processed. Each product you scan (based on your Quantity selected) the system will automatically Add the Item to your Stock Adjustment. 1. Open and Login to the POSWorks System Menu. 2. Navigate to Stock Adjust. 3. Select New or search and select desired pending Stock Adjust. 4. Enter Description and select default stock adjustment reason. 5. Select Rapid Entry. 6. Enter Quantity or Tag Always use a quantity of one (1). 7. Select Scan Code. 8. Scan each item as required. 9. Select Add Product. 10. When finished scanning items, select Cancel to close the Rapid Entry window. 11. Select Save. 12. Select Accept. 13. Enter the user ID and Password. 14. Select Continue. Stock Adjustment Reports 1. Enter batch ID if known, or search and select the batch required. 2. Select Report.  3. Select Save or Print. 4. When finished viewing the report, you may close the window. 

1. Open Min/Max Manager Program 2. Click New 3. Click here 4. Click Ellipses 5. Load Items by Category 6. Click here 7. Click here 8. Click here 9. Click here 10. Click here 11. Untick Show Non- Stocked Lines 12. Click Find 13. To load Item in Item Group - click Advanced Tab 14. Click Item Group 15. Click Find 16. Click Yes to Clear No to Add to existing results 17. Click Select Tagged 18. Click on New Order Method 19. Click Drop Down Arrow 20. Select Order Method 21. Click on Right-Arrow 22. Click Yes 23. Click New Min to Adjust Min 24. Enter Quantity 25. Repeat for New Max 26. Repeat for other Items 27. Repeat as above 28. Click Save 29. Click Apply 30. Click Yes 31. Click OK