"Event Receipt Template"
6bce688d-9d4e-413d-b522-560547920e83.xls ReceiptItemsData Note: the data lines in the yellow line below are SAMPLE lines. Please do not erase them. Received qty Putaway Item # Lot # License # Serial # Received qty unit Expire date loc Details Owner ref Customer ref Condition 138138 Lot555 Lic222 Ser111 125 ea 10/10/2010 Location 1 Example detail MM35A 9544VG good 6BWTY21 75 Lic223 Ser112 99 cs 8/15/2008 Location 2 Example detail LGRout66 R765 poor 20OH5 50 Location 3 Example detail HiTracSeries8 HTU87 excellent page 1 of 7 6bce688d-9d4e-413d-b522-560547920e83.xls Instructions Import Instructions for Receipt Item Data This tab includes instructions you should follow to successfully upload your receipt item data into SmartTurn. Uploading your receipt item data provides flexibility and saves time because you can complete the receipt items spreadsheet outside of SmartTurn, and then enter up to 500 items at once, where they are incorporated into the receipt. For instance, after you make a successful receipt item upload, you can make one click to receive all of the items into inventory. With one upload, you are communicating data across various modules within SmartTurn. Please read these instructions prior to upload so that you can gain an understanding of what is required during the upload process, namely the following key concepts: ► Reference data - Please make sure you have set up your Warehouse(s), Locations, Item Masters, and License Numbers within SmartTurn before uploading receipt items ► One Upload per Receipt ► Import receipt items only on new blind receipts ► Formatting constraints on the data spreadsheet ► Formatting constraints on the worksheet tab name ► Filtering interferes with the upload Our instructions take you step by step through the process of copying your existing data in a way that SmartTurn can read it. We also provide the following resources that you will need: ► A reference table for the data field definitions used in the worksheet ► Tips and suggestions for a successful upload ---------Basic Concepts to know before uploading your data to SmartTurn-------- SmartTurn wants to make it easy for you to transport and maintain your data between your accounting application and SmartTurn WMS. Before starting, there are six basic concepts to keep in mind: ► REFERENCE DATA - Some data fields in SmartTurn rely Mass Upload Sequence: on other data fields in SmartTurn in order to make sense. *1st: Business Affiliates (Customers, Vendors, etc.); Warehouse(s) For instance, if you import a receipt item with a putaway location 2nd: Locations that hasn't been set up at a Warehouse in SmartTurn, the 3rd: Item Masters import will fail. So the concepts to remember are that when 4th: License Numbers you're importing data to SmartTurn, you'll need to follow a 5th: Receipt Items/Shipment Items certain sequence. (See Mass Upload Sequence to the right), and you'll need to type data to match exactly the data that *you can upload these first three in any order, but all three must be already exists in SmartTurn. uploaded before you can proceed to uploading Locations. ► ONE UPLOAD PER (BLIND) RECEIPT - You can import How to get to the Add Blind Receipt screen in SmartTurn: receipt items to a blind receipt in the SmartTurn application. Then those receipt items are specific to that receipts in SmartTurn processes the receipt items records you upload from the Add SmartTurn. If you have multiple receipts to receive, you can Blind Receipt screen. If you have multiple receipts that need receipt upload them one receipt at a time. In other words, you can put items imported to SmartTurn, you create a new blind receipt for each all receipt items for one (blind) receipt on one Receipt Items group of receipt items. import template. However, you can not combine receipt items To navigate to the Add Blind Receipt Screen: from two or more (blind) receipts on one Receipt Items import 1. Select Receiving>Receive Purchase Orders in the navigation panel or template. from the process flow diagram on the SmartTurn Home page. A list of POs appears. 2. In the toolbar for the PO list, select Add Blind Receipt. The Add Blind Receipt screen appears. At the bottom of the screen is a blank Receipt items list. 3. In the toolbar for the Receipt items list, select Import. A dialogue will open, prompting you through the process. ► IMPORT ONLY ON NEW BLIND RECEIPTS - You can For instance, if you open up a Purchase order from the list at import receipt items to only to receipts that don't already contain Receiving>Receive Purchase Orders, you do not see the Import icon on the other items. The imports button does not appear as an option toolbar for Receipt items. when you are receiving from a PO. You must create a new blind receipt for every receipt item import. page 2 of 7 6bce688d-9d4e-413d-b522-560547920e83.xls Instructions ► SPREADSHEET FORMATTING CONSTRAINTS - Names For example: "Expiration date" would not work as a column header for of Columns in the workheets directly correspond to data the data field, "Expire date". There must be an exact match. fields in SmartTurn. This means that column headers in SmartTurn's data upload worksheets specify where to put the data you supply within SmartTurn. If you inadvertently change the column headers, the upload won't work because the column header no longer corresponds to a specific data field in SmartTurn. Similarly, if you add column headers that SmartTurn hasn't specified, the data will not correspond to anything in SmartTurn, and the upload will not be successful. (See example to the right.) CUSTOMIZE THE FILENAME, NOT THE WORKSHEET For example: if you rename the SmartTurn Worksheet from NAME: SmartTurn looks for a specific worksheet name 'ReceiptItemsData' to 'Receipt#122' and try to upload it, the upload will during import. In other words, the name of the worksheet fail. By contrast, it is perfectly fine to name your SmartTurn upload files within the file you import is important; it must match the name of according to which receipt they're for: the file SmartTurn is expecting to import. (See example to the SmartTurn_Receipt#122_070815.xls or 122_BlindReceipt.xls right.) Note that while you shouldn't change the worksheet name within the SmartTurn upload template, you can name the .xls file whatever you want. TURN OFF FILTERS: Filtering interferes with the SmartTurn For example: you may like to review your receipt item data by filtering it import process. Filtering may cause errors in the upload for blank cells. If you left this filter on, the upload to SmartTurn would process, so filtering must be turned off prior to upload. fail. To turn this off, click into the cell in the worksheet containing the SmartTurn can import only unfiltered worksheets. (See example filter arrow. In the Excel Toolbar, select Data > Filter > Autofilter. This will to the right.) Excel AutoFilter icon turn off the filtering. -------Steps to Complete the ReceiptItemsData Worksheet--------- What to Expect: Depending on the number of receipt items, detail needed, and condition of your existing receipt item data, SmartTurn expects this process to take anywhere from 5 minutes to 2 hours. The process involves extracting data from the system you are currently using to track receipt items, re-arranging a copy of this data to conform to the SmartTurn import system, and importing. 1. Check to make sure you have your locations, item masters, and licenses set up in SmartTurn. Log in to SmartTurn. a. Go to Administration>Locations. Review the list of Locations there to see that it contains the putaway locations you will specify in the import for receipt items. (If you have a multi-warehouse operation, make sure you are looking at the locations for the correct warehouse by checking the selection in the Warehouse selector up top.) You can also review the Location status and Capacity status to verify if there is space available in the desired putaway location(s). (Double-click a location and then select the Capacity tab to see its capacity specification in eaches.) b. Go to Administration>Item Masters. Review the list of item masters there to see that it contains the Item #s of the receipt items you will be importing. You can also double-click on any item master to review the Receiving unit you have specified, and other details. c. Go to Inventory>License Numbers. Review the list of license numbers there to see that it contains any License #s you intend to assign to receipt items included in the import file. Double-click a license number to make sure it is not on hold. 2. Obtain an electronic version of your existing data. Make a copy of an existing spreadsheet of your receipt item data. (It might be helpful to print this out so you can clearly see the names of the columns your existing spreadsheet uses.) Many accounting packages have an export feature to facilitate this process. If you do not have your data in electronic format, you may elect to use this spreadsheet for data entry. 3. Open the import template. Look at the ReceiptItemsData tab in this file. (It might also be helpful for you to print this out so you can clearly see the names of the columns SmartTurn uses.) page 3 of 7 6bce688d-9d4e-413d-b522-560547920e83.xls Instructions Tip: The column headers contain information. Click column header cell in the ReceiptItemsData worksheet to see important information about values for the field, whether the filed is required or optional, etc. 4. Complete the SmartTurn Import Spreadsheet. For each column header in the SmartTurn ReceiptItemsData tab, match a column header in the existing spreadsheet containing your receipt items data. Notice that the column headers are different colors. The fields that correspond to the column headers are either optional or required. Click into the cell to see more information in a pop-up: ►Required fields are denoted by Red column headers. These fields must be completed for a successful upload. ►Optional fields are denoted by Black column headers. You may leave these fields blank, but leaving them blank enters the default state for this field. Click into the column header for more information on the default state for that column. Important: Lines 5, 6, and 7 are reserved for the sample Tip: Reconcile your column header names with SmartTurn. Make data. note of any differences between the column header names in your data If you delete the sample data in these 3 lines, and include actual and the column header names in the SmartTurn import spreadsheet. data in them, that data will not be imported. SmartTurn ignores Also, make note of any extra or missing columns in your data set. data in lines 5, 6, 7. Include all SmartTurn column headers in the import, exactly as in the SmartTurn spreadsheet. 4. Import the SmartTurn spreadsheet. When your spreadsheet is complete, log in to SmartTurn a. If you have a multi-warehouse operation, check up above at the top of the screen to make sure you are in the correct warehouse for the receipt. b. Go to Receiving>Receive Purchase Orders in the navigation panel. A list of POs appears. c. In the toolbar for the PO list, select Add Blind Receipt. The Add Blind Receipt screen appears. At the bottom of the screen is a blank Receipt items list. d. In the toolbar for the Receipt items list, select Import. Follow the prompts to browse for the file and complete the import. page 4 of 7 6bce688d-9d4e-413d-b522-560547920e83.xls Instructions -------ReceiptItemData Field Names and Definitions--------- Receipt Item fields Field Definition and Value Restrictions (if any) Item # Required: The item master number your company uses to reference the item description, materials and handling specifications, sales & fulfillment specifications, & warehouse-specific information. This # must already be set up in SmartTurn for your import to succeed. Lot # The lot number assigned to the item. License # The license number assigned to the item. Serial # The serial number assigned to the item. Received qty Required: The quantity received. Received qty unit The unit of measurement (UoM) for the received qty. If supplied, must match a UoM defined in the item master *for this item* (not necessarily the Receiving UoM). If left blank, this field will default to the receiving UoM specified in the item master. Expire date For perishable goods: Format mm/dd/yyyy. The expiration date associated with an inventory item. For reference only--the SmartTurn system will not alert or prompt you when the date passes. Putaway loc The location where the item is put away upon receipt. If you enter data here, this location must be configured in SmartTurn and have capacity to hold the Received qty. However, if you leave it blank, the import template will automatically consult with the item's item master and look for a default putaway location. If one is configured for the item, SmartTurn enters that location. You can change this before you make the final click to receive the receipt items. Details Miscellaneous details about the item (up to 200 characters). (This field is available in the Edit pop-up or if you customize the Create Receipt page.) Owner ref The reference field the owner of this item uses for tracking purposes. (This field is available in the Edit pop-up or if you customize the Create Receipt page.) Customer ref The reference field the customer of this item uses for tracking purposes. (This field is available in the Edit pop-up or if you customize the Create Receipt page.) Condition The condition of the item. (If left blank, defaults to "Good".) Enter a valid value: Damage Excellent Fair Good Poor Unknown (This field is available in the Edit pop-up or if you customize the Create Receipt page.) Product ID The VENDOR's ID for the item master. Override Unit Cost The cost of the item, in the Received qty unit. If left blank, defaults to the Purchase Cost specified in the item master. (This field is available if you customize the Create Receipt page.) page 5 of 7 6bce688d-9d4e-413d-b522-560547920e83.xls Instructions <name of your custom field> If you have defined custom fields for business process Inventory, add one column for each custom field. The column name must match exactly the name of the custom field you have already defined in SmartTurn. For each receipt item, enter the value for the custom field. The value must be a valid value for that custom field. For example, if your custom field is a list type custom field, the value you enter must match exactly one of the list options you defined when you created your custom field. If you do not add a column for a custom field, its value on the receipt item is based on the Business Process Details you defined when you created your custom field. If you do add a column for a custom field, the value you enter overrides any default set up in the Business Process Details. If you are importing custom field information, you may need to "unprotect" the ReceiptItemsData worksheet in order to add the custom field columns. To "unprotect" the worksheet, select Tools>Protection>Unprotect Sheet (Excel 2003) or Review>Changes>Unprotect Sheet (Excel 2007). (Custom fields are available in the Edit pop-up on the Custom tab, or if you customize the Create Receipt page.) page 6 of 7 6bce688d-9d4e-413d-b522-560547920e83.xls Instructions -------Tips for a Successful Receipt Item Data Import to SmartTurn--------- ► Turn off filters: If you use filters in your spreadsheet to review data, please disable them in the SmartTurn ReceiptItemsData worksheet before you import to SmartTurn. ► Deactivate Sorting: If you use sorting in your spreadsheet to review data, please disable it in the SmartTurn ReceiptItemsData worksheet before you import to SmartTurn. ► Freeze Panes: When you review the data you paste into the SmartTurn ReceiptItemsData worksheet, you can use the default Freeze Panes formatting to examine your data. This tool will help you carefully review the data by showing each record in close proximity to the column headers and required record information. If you are unfamiliar with Freeze Panes, see Microsoft Excel Help. ► Automate if possible: Consult your accounting software package to see if you can export data in the same format required by SmartTurn. ► Examine twice, Copy & Paste once: To borrow from an old carpenter's rule, make sure your data records are clean and correct before pasting them into the SmartTurn ReceiptItemsData spreadsheet. This is crucial for handling the data in a way that will prevent overwrites and losses. ► If an upload fails, SmartTurn provides specific error messages: In the event that your data import fails, the SmartTurn system provides error messages that describe what records are causing the failure. If you have a large amount of records, there could be numerous errors. SmartTurn provides specific errors messages, based on when in the sequence they occurred. If you correct the errors, and then subsequent imports fail, you can refer to any new error messages to guide your next corrections. ► SmartTurn can import up to 500 records with this template: Please limit each import to 500 records. ► SmartTurn prevents you from Adding or Deleting rows and columns in the template: SmartTurn has protected the import template against adding or deleting rows. Paste additional rows at the bottom of the data instead of adding rows. Instead of deleting rows with incorrect data, fix the data. page 7 of 7