Inventory Receiving Hay House Skids Through EDI

Last modified: VS April 19, 2013

Receiving

Hi-Point > Modules > Inventory > Receiving

• Scroll through listed EDI invoices on right side of screen, move cursor to selected invoice
• Toggle Auto Enter balances check box (lower left).

RECEIVE INVOICE

1. Double-click selected invoice line. A pop up box may appear - ignore invoice details listed in this box, they may not be correct. Select OK.
2. Click Process button. All info is pulled directly from HiPoint, in Canadian funds.
3. In the WIP invoices section, right click the invoice, select “Receipt by Vendor Invoice”. Change destination to “File Open”, GO. This will open a csv file.

RECEIVING REPORT

1. Save this file as an excel file in J:Accounting_Vicki/Receiving Reports/Hay House, name with today’s date.
2. Click Done to close the receipt by vendor invoice screen.
3. In the WIP invoices section right click the invoice, select “complete invoice”.

• Repeat 'Receive Invoice' and 'Receiving Report' for the balance of the invoices.
• Cut and paste invoice lines into the open excel file you have just created.
• Save major invoice worksheet in its own tab, list all backorder invoices together on a second worksheet tab.
• Close csv file before receiving next invoice.

Receiving Document

For review purposes only - prior to shipment arriving:

• HiPoint > Inventory > Receiving > Print out EDI invoice (discard copy, this will not be in any usable order).
• This will create an excel file in C:\tdsfiles/EDIInvoicedetail.csv.
• Open this file

Excel File:

• Create a new tab (use move or copy sheet) combining ALL items received.
• Format sheet: Delete “vendor” column, and “currency” through to “init”.
• Format ISBN’s to see all digits, use comma style for price through to value : Change font to Consolas. Auto format column width to see all detail.
• Insert column before “qty”.
• Temporarily Delete any asterisks in the description column (make sure you put them back before printing out the report). [TO BE REVISITED - how is this done?]
• Highlight “description” column
  • Select “text to columns” function
  • Select “delimited”
  • “Next”
  • Deselect “tab”
  • Delect “other”
  • Insert an asterisk in the box
  • Select “Finish”.
• Sort excel file by category (CD, book, deck, etc.), and then alphabetically.
• Hide “PO”, “discount” and “value” columns.
• After “Price” column, add a column, insert “NOTES” in the header line.
• Format sheet through “Page Setup” see format of prior invoices for reference.
• Print out and attach receiving slip.
• SAVE the file. You will need it to create the accounts payable amount due in Canadian dollars (Invoice is in US $)

Pricing Issues

Check the XL file “Pricing Shelf” (VS Desktop) against invoice. If any items on the invoice are listed, make a note on the receiving document to add these items to the pricing shelf. Update quantity in excel file.

After Physical Receiving Has Been Done

• Check trans orders to see if this is an “old stock” price, or new stock at the new price.
• Check noted pricing differences on receiving document against Bookmanager to see who has how much stock on hand, and at what price.       If large quantities of stock are being sold elsewhere at a lower price, we may not be able to raise our prices. Also note that some of our customers do not use Bookmanager for pricing comparisons ...
• Open Hay House Log XL file. This may be a pricing change, and the item needs to go on the pricing shelf.

Adjust retail price based on the best option, taking the above three items into account.

Adjust Prices in HiPoint

HiPoint > INV module

• Toggle ADJ in the transaction type box, and the Repeat TR box
• Click “Apply Transaction” to open fields for entry

If Stock on Hand Is Higher than quantity received:

1. Note total quantity, adjust out TOTAL quantity as a negative amount
2. To Loc: STOCK
3. Reason: PRICE
4. Post the transaction
5. Go to item master, MORE screen
6. Note the existing average cost at the bottom of the screen
7. Multiply old quantity of stock on hand by the existing average cost to equal amount A.
8. Vendor Cost: Update ”price”, enter. Note the new “Cost” amount.
9. Multiply the new quantity received by the new “cost” amount to equal amount B.
10. Add A to B to equal amount C. Divide C by the total quantity to obtain the new average cost.
11. Domestic Cost: Update the new average cost: Close MORE screen,
12. Close item master screen.
13. Write up pricing shelf card, update “Pricing Shelf” excel spreadsheet.
14. Put Back Adjusted Out Quantity: INV module: receive the quantity you previously removed as a positive amount. This will update in Hi-Point at the new average cost.

If Stock on Hand EQUALS quantity received:

• Adjust out total quantity as a negative amount
• To Loc: STOCK
• Reason: PRICE
• Post the transaction
• Go to item master, MORE screen
• Vendor Cost: Update ”price”, enter. “Cost” amount will update with new average price.
• Domestic Cost: Update the new average cost: Close MORE screen,
• Update new retail price.
• Close item master screen.
• Put Back Adjusted Out Quantity: INV module: receive the quantity you previously removed as a positive amount. This will update in Hi-Point at the new average cost.