PO'S, BILLS AND OUTSOURCING - JUNE MASTERCLASS

All right so I want to thank everyone to or for joining today's webinar on purchase orders bills and Outsourcing my name is Paul ryzen and I am a deployment leader here at steelhead Technologies and today I'm just going to run through some regular inventory workflow issuing POS receiving those items on the posos uh the bill processing workflow and also some Outsourcing workflows so jumping into steelhead here uh I guess before I get started feel free to drop any questions in the chat um I'll I'll try to pay attention whenever I can and then also at the end of the meeting I'll be available uh for questions so feel free to unmute yourselves and ask any questions you have all right so looking at inventory quick here uh a fair recent update is the ability to add a product to each specific inventory type so this is uh it comes in hand when you are doing billing for posos whatever product class you want to sync those items to an accounting that's where you can assign it here clicking into the specific inventory type you can also get a level deeper for products if I click uh the edit pencil here on the semigloss black powder I can also add the product to that inventory item uh another update here is the tax code so if you know you're always or if you want a default tax code on this uh inventory item for posos you can assign that here and also you can assign a default location for new batches so uh If you're receiving guy uh doesn't really know exactly where this powder goes this is nice uh to have a default pop up when he is receiving those items uh so for this one I'll just say it goes in uh shelf two also another small update is you can adjust the inventory type here if for whatever reason you need to transfer it to a different uh type so if I hit save here here uh that will save that information and then going back to the homepage uh kind of leading into issuing a purchase order for an inventory item as you can see we have a a red number three alert here on inventory so when I click on that it brings me to low inventory control this is a nice little shortcut for issuing purchase orders for low inventory items uh you can set these alert threshold per inventory item so you can see uh these couple columns here alert threshold and remaining amount so if I want to issue a purchase order for this semi glass black I can simply just click on new po select the vendor all that vendor information comes through uh the address contact uh you set default Bill terms per vendor as well ship via I will say this is going to be ups and if I put tax on here um that will calculate in the total once I uh type in the quantity so it brings in that inventory item uh if you have a stock stock keeping unit tied to that item that will come through as well otherwise it defaults to the name you can adjust that right here if you would like I will say I'm going to order 150 lb and I will keep the price of $10 per pound unit is pounds and then if if I want to enter notes I can enter notes and then this is where that product is coming through so if you remember I assigned the product to the inventory type powder and semigloss black is an inventory item within that inventory type so therefore it gets assigned the product powder since I have sales tax on this inventory item I can see uh the total breakdown up here so subtotal is $1,500 and then estimated tax and then the total price uh if I want to add a shipping fee I can simply do that here by clicking this button um I can give it a price product as well if I uh have a product assigned in accounting for shipping fees and then if you want it taxed you could also assign the tax here I can also add more items to this PO I don't only have to create this PO for that item that was on um or below that alert threshold uh another thing to note here is I can see that I have 95 pounds currently on hand so that's a a nice little reference to see um how much you currently have couple options here for saving the purchase order I can either save or save an issue uh if you have certain stages set up for your purchase orders uh this is where you would just hit save instead of issuing it right away so if I go to the homepage and then click into purchase orders I can see that purchase order number 99 for PPG and and then the items on that purchase order the total price and the current status is in draft I can uh issue the purchase order from here if everything looks good uh you can have different whatever stages you'd like on your purchase orders so you could have indraft and then review issued uh kind of whatever works best for your specific workflow so I will issue this purchase order and then I can send uh an email for this PO to the vendor I will send myself a copy as well and hit send so going back to the purchase order page you can see uh these statuses on the right side here so there's drafts issued and fulfilled if I go into issued I can see the status status changed to issued and sent because I issued the PO and I also sent an email as we can see with this uh little number one alert on the mail icon once we receive these purchase order items we can do that from this page by clicking this button right here so it brings in the vendor uh the purchase order number and then the items on that purchase order so if I hit receive I can type in the quantity received and on the right side here uh just a reference for how much I ordered so they sent us the exact amount that we ordered you can type in the date received select a time if you'd like and then if uh you keep track of lot numbers you can type that in here expiration date uh the inventory unit price you can adjust right here this is factoring in the tax breakdown as you can tell uh from up in the top right so if you don't want to include tax you can change that back to 10 uh dollar uh container names you can have multiple containers so how that looks is if I do the base name of box and then add a container it would just keep uh counting up for however many boxes I add for this one I will just say they sent one box with 150 pounds gross quantity this is if you have an offset that you want to uh factor in uh typically these boxes aren't too heavy so it's it's uh it's up to you if you want to do that and then as you can tell this location automatically filled in because I set the default location on this inventory item you can adjust that right here if you'd like or you can scan the location QR code here by clicking on the camera icon once I hit save I can see there's no more purchase order items to receive so I can close it and now that purchase order goes away from the issued and is now in fulfilled once uh once you get to here you can create a bill or receive the bill uh so once the the customer sends over the bill you can come into purchase orders fulfilled and then find that purchase order to receive the bill or you can also filter by billing status so there's open or closed once I'm on open I can see that this purchase order has not been build yet so when I create the Bill brings in that vendor their contact information uh if you have the vender invoice number you can type that in and the invoice date Bill two that is uh your domain address so whatever you have set as um in the domain settings as your address that is where that is getting pulled from so I can tell that it brought both items in from the PO so the powder and the delivery fee or the shipping charge uh it's factoring in the taxes so um if you remember or you can see the unit cost is $10 times 150 doesn't equal this so it's it's adding in that tax that we added on the PO um if for whatever reason the price is different on the bill compared to the PO you can adjust that here you can also add a new line item if you'd like um whether that's a certain fee that they attach to the bill uh or whatever that may be and also you can now click uh from purchase order so what this does is it brings in every purchase order for this vendor PPG and you can uh attach items uh from these other purchase orders so say ppb PP PG sends you a bill for uh this purchase order and also uh this purchase order here purchase order 74 I can add that item to this bill so it brings in that uh R 3020 traffic red powder um you can adjust the price there once I have all the proper information on the bill I can either create the bill or create the bill in sync uh whatever works best once you get the hang of everything it's it's good to or just a shortcut to create the Bill and sync it right away uh for this example I will just create the bill so now I switched the billing status to closed and uh this bill is now closed I can also click into bills up here and and see exactly what this bill uh includes so two purchase orders uh the invoice number the vendor terms due date total and once I'm ready to sync that bill I can finalize the bill and sync to accounting before it syncs I can edit that bill so if I forgot to add something I can simply come in here and add whatever I need we also have a a bills module so that's another way to access what uh the previous screen I was just on uh just uh there's always going to be some shortcuts up at the top here so purchase orders bills um receiving Outsourcing and so on so that's uh a very quick run through of issuing a purchase order and creating a bill for that purchase order uh you don't need to create a purchase order from these low inventory control items you can always come into purchase orders and create a new purchase order from scratch uh just by filling in the vendor inventory items or another way to create purchase orders is if you are in inventory and if you're on any uh inventory item you can click new purchase order here also you can see the uh previous or open purchase order history uh for this specific inventory item on this page so kind of Switching gears now to Outsourcing workflow um I I already had some orders written up and for a process that has Outsourcing in it so for this example I will go to work boards and the parts are currently in receiving so I'm just going to type in the work order number here and find this job so I can see the process name powder coat with Outsource it's currently at receiving and if I am moving the parts to the next step of the process I can see how I'm moving 10 parts from receiving and stepping them into the blast Outsource node so once I hit move it disappears from the workboard and if I go to the homepage and click on Outsourcing I can find those parts here uh with the work order number 1763 so whoever would be doing or handling the Outsourcing in your shop can open up this page find the specific Parts uh you can filter by that specific work order if you'd like so if I only want to see work order 1763 and nothing else I can apply a filter for that work order as you can see there's four different stages here at Outsourcing So currently these parts are at awaiting purchase order so if I select these parts and create the PO I can assign the vendor so for this one this is a blast Outsource I'm going to choose the correct vendor and that vendor information gets filled in here we will say we are delivering it on our semi uh you can apply any sort of uh Bill terms sales tax if there was and a deadline um you can put a price if you'd like and then also uh product so this is where you will want to assign the product so you can correctly uh create the bill or just so this product fills in uh when you are creating the bill uh once everything is finalized this one I will just select blast labor and give it a price of $100 if there was a shipping fee I can add that just like I showed when creating a purchase order for the powder uh so if everything looks good here I can hit save and then you can see those uh Parts moved over into a waiting shipper so once these parts are ready to be shipped out you can select that specific work order and create shipper here's just a little verification that you're saying or you're shipping out 10 parts you will hit save and now it goes into awaiting departure once these parts uh leave the shop you can mark it as shift that's little confirmation you can say yes and now the parts are at the vendor just going to clear this just so we can see how the dashboard would look uh with without applying any filters down low here we have uh all the parts in Outsourcing so you can see the different statuses waiting po waiting shipper waiting departure and then Parts at vendor so we can see this work order 1763 currently have 10 parts at the vendor if I open up that work order I can see the current status of these parts so on the tree here they're at BL blast Outsource um and then if I do view status that just brings me right to the Outsourcing page here uh whenever you are going to the Outsource workflow always go through the the steps here never uh click on move parts on the work order page because if I do this it will just skip everything and go into the next step on the process tree also when you uh create POS on this page it will tie it to that work order therefore giving you uh proper work order margins where you can see how much that uh Outsourcing cost you for that job so now that these parts are at the vendor I can um or once these parts come back from the vendor I can receive them so if I just hit receive here you can type in the date uh you can type in any notes if you'd like and then the quantity received so you will say we received 10 out of 10 parts you can upload a receiver file when you click on this you have the option to take a picture or select a file from your or computer or iPad and uh now if everything looks good on this page I can receive and move the parts so it will pop open this move Parts dialogue saying there's 10 parts here's the part number and we're moving them from Outsource into the next step of the process which is ready for wash so when I hit submit now these parts will show up and ready for wash for the guys on the floor to begin working on them and they will show up in the correct workboard as well you can also receive items uh through receiving uh doesn't need to be done on Outsourcing um so how that looks is you would receive purchase order items you could select the vendor or just type in whatever po uh is tied to that vendor and when you select that PO it shows uh exactly what was on that PO and then you can receive items through there uh let's see so I'm going take a look at the chat here uh looks like Jasper is able to answer some of those questions does the tax print on the PO as a breakdown like that uh yes I believe we can uh fully customize the PO PDF to break out that tax and the total price um so yeah definitely uh possible and yeah feel free to unmute yourselves uh I'll Stick Around for another five to 10 minutes here um or enter or throw some questions in the chat also if you have any questions uh feel free to reach out to Kelsey here's her email here and also these master classes are recorded So they are accessible on our website uh and I believe also um we send them out in newsletters and Linkedin so yeah um feel free to head out if if you don't have any questions um but again I'll just I'll stick around here for a few more minutes e e all right looks like most people are out of here um Marino's Auto or outo Pilot not sure if you have any questions feel free to unmute yourself if you do all right