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Principal

User Manual

Prepared by: Nadine Lund

Company: SGX Logistics

Department: DLS

Date of publication: February 2011

Document number: G:\Prod\SGX\DLS Training 2011


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TABLE OF CONTENTS
1. TRAINING OVERVIEW.............................................................................................................................................6
2. GLOSSARY OF TERMS .............................................................................................................................................6
3. ABOUT SGX ............................................................................................................................................................7
3.1 SGX SERVICES ....................................................................................................................................................7
3.2 SGX / PRINCIPAL/ DEPOT/ AGENT RELATIONSHIP .......................................................................................................8
3.3 SGX HEAD OFFICE TEAM STRUCTURE ......................................................................................................................9
4. INTRODUCTION TO MFG PRO ..............................................................................................................................10
5. CONNECTING TO MFG PRO ..................................................................................................................................11
6. SYSTEM USAGE TIPS.............................................................................................................................................11
7. SELECTING A PRINCIPAL .......................................................................................................................................11
8. EXITING MFG PRO ................................................................................................................................................11
9. NAVIGATION TOOLS.............................................................................................................................................12
9.1 FUNCTION KEYS ................................................................................................................................................ 12
9.2 ARROW KEYS, TAB AND HOT KEYS ......................................................................................................................... 12
10. CODES ............................................................................................................................................................ 13
11. AUDIT TRAIL .....................................................................................................................................................16
12. ORDER STATUS.................................................................................................................................................17
13. ORDER FLOW ...................................................................................................................................................18
14. PROCESS FLOW OF STOCK ................................................................................................................................19
15. PRINCIPAL STOCK RECEIPTS..............................................................................................................................20
16. HOW TO CAPTURE ORDERS ..............................................................................................................................23
16.1 AMENDING LINE ITEMS ........................................................................................................................................ 30
17. HOW TO FIND AND VIEW AN ORDER? ..............................................................................................................33
16.1 NAVIGATE TO ORDERS SCREEN ............................................................................................................................. 33
16.2 MANUAL NAVIGATION ....................................................................................................................................... 34
16.3 SORT OPTIONS ON ORDER NUMBER, STATUS, INTERFACE NUMBER, CUSTOMER ORDER NUMBER AND INVOICE NUMBER........... 35
16.4 THE STORE NAME OR CUSTOMER NUMBER: ............................................................................................................ 36
18. HOW TO CORRECTLY PROCESS A STOCK TRANSFER OUT ..................................................................................40
19. HOW TO VIEW AVAILABLE STOCK ....................................................................................................................44
20. REPORTING ......................................................................................................................................................44
20.1 DAILY SALES BY AGENT (8.14.8.1) ........................................................................................................................ 44
20.2 LATE NOMINATED DELIVERIES............................................................................................................................... 44
20.3 CUSTOMERS WITHOUT ORDERS ............................................................................................................................. 44
20.4 CREDITS BY REASON CODE (8.14.6.5).................................................................................................................... 44

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TABLE OF FIGURES
Figure 1: SGX/Principal/Depot/Agent Relationship ......................................................................................... 8
Figure 2: SGX Head Office Team................................................................................................................... 9
Figure 3: MFG/PRO Overview ......................................................................................................................10
Figure 4: Exiting MFG/PRO...........................................................................................................................11
Figure 5: Alt Billto Structure...........................................................................................................................16
Figure 6: Audit Trail ......................................................................................................................................16
Figure 7: 6.5.13 Principal Stock Receipts ......................................................................................................20
Figure 8: 6.5.13 Site Selection ......................................................................................................................20
Figure 9: 6.5.13 Input browse ........................................................................................................................20
Figure 10: 6.5.13 Item selection ....................................................................................................................21
Figure 11: 6.5.13 Qty Selection .....................................................................................................................21
Figure 12: Qty to be entered .........................................................................................................................21
Figure 13: 6.5.13 Delete Item confirmation ....................................................................................................22
Figure 14: 6.5.13 successfully deleted confirmation.......................................................................................22
Figure 15: 6.5.13 – Item entry .......................................................................................................................22
Figure 16: 6.5.13 - Confirmation of Receipt ...................................................................................................22
Figure 17: 6.5.13 - Output confirmation .........................................................................................................23
Figure 18: 6.5.13 - Report .............................................................................................................................23
Figure 19: 8.1 Order Capture ........................................................................................................................23
Figure 21: 8.1 Customer lookup filter.............................................................................................................24
Figure 22: 8.1 Customer name......................................................................................................................24
Figure 23: 8.1 Customer Filter selection ........................................................................................................25
Figure 25: 8.1 Previous order view ...............................................................................................................26
Figure 26: 8.1 Header information .................................................................................................................26
Figure 27: 8.1 - Undelivered orders ...............................................................................................................27
Figure 28: 8.1 Other undelivered orders ........................................................................................................27
Figure 29: 8.1 Item entries ............................................................................................................................28
Figure 30: 8.1 Item look up...........................................................................................................................28
Figure 31: 8.1 Complete order capture ..........................................................................................................29
Figure 32: 8.1 Order capture - Amending Lines .............................................................................................30
Figure 33: 8.1 Order capture - item number...................................................................................................30
Figure 34: 8.1 Order capture - Item selection ................................................................................................31
Figure 35: Order capture – New item entry ....................................................................................................31
Figure 36: Order capture - Qty change ..........................................................................................................32
Figure 37: Order capture - Complete order ....................................................................................................32
Figure 38: Navigate to Orders .......................................................................................................................33

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Figure 39: Navigate to Order Inquiry .............................................................................................................34


Figure 40: Manual Navigation to Select an Order ..........................................................................................34
Figure 41: View and Order Inquiry.................................................................................................................35
Figure 42: Sort Fields for Order Search .........................................................................................................35
Figure 43: Navigation to Order Management .................................................................................................36
Figure 44: Select a Principal .........................................................................................................................37
Figure 45: Filter an Order ..............................................................................................................................37
Figure 46: Searching for an Order over set Parameters.................................................................................38
Figure 47: Accepting Search Parameters for an Order ..................................................................................38
Figure 48: Select and View an Order.............................................................................................................39
Figure 49: 6.1(B) Transfer out .......................................................................................................................40
Figure 50: 6.1(B) Transfer out – Site selection..............................................................................................40
Figure 51: 6.1(B) Transfer out - Depot selection ............................................................................................41
Figure 52: 6.1(B) Transfer out – Item entry ....................................................................................................41
Figure 53: 6.1(B) Transfer out – Agent allocation..........................................................................................42
Figure 54: 6.1(B) Transfer out – Agent confirmation ......................................................................................42
Figure 55: 6.1(B) Transfer out – Capture complete ........................................................................................43

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TABLE OF TABLES
Table 1: Connection to MFG Pro ...................................................................................................................11
Table 2: MFG Pro Navigation Keys ...............................................................................................................12
Table 3: Territories........................................................................................................................................13
Table 4: Reason Codes ................................................................................................................................13
Table 5: Site references ................................................................................................................................14
Table 6: Alt Billto’s ........................................................................................................................................15
Table 7: Order Status....................................................................................................................................17

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1. Training Overview
No Title Menu Path Completed
1. Principal Stock Receipts 6.5.13
(Moving finished goods into the Hub Site)
2. How to Capture An Order 8.1
3. Viewing Orders 6.13.4.T (audit trail)
6.13.4.L (view line items)
4. Raising a Transfer (Stock Out) 6.1.B
(Moving from the Hub site to the Customer)
5. Reports: Daily and Automated
5.1 Daily Sales By Agent 8.14.8.1
5.2 Late Nominated Delivery 8.14.6.16
6 Non Automated Report:
6.1 Stock On Hand Report 6.1.E
7 Reports: Weekly
7.1 Customers without Orders 8.14.2.24.2
8. Monthly
8.1 Credits By Reason Code 8.14.6.5

2. GLOSSARY of TERMS
Term Definition
Agent Submits the order for interface
AS1 ITD’s Live System (Application Server 1)
AS3 Test System (Application Server 3)
Customer Orders goods and takes delivery of the goods
ERP Enterprise Resource Planning
ITD IT Dynamics (Pty) Ltd – IT Services provider to SGX
MFG\PRO The ERP system used by SGX and hosed by ITD
POD Proof of Delivery
Principal Owns the stock and the debtor’s book
SGX SGX Logistics (Pty) Ltd

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3. About SGX

SGX has it all! A Complete Supply Chain Management tailor-made to


streamline business and maximize returns:
 Adaptable Management

 National Sales

 Merchandising

 Key Account Agency

 Networks

 Warehousing and Delivery,

 Customer Administration

 IT systems and Infrastructure.

3.1 SGX Services

Services IT Infrastructure and Services


SGX Logistics, in partnership with IT Dynamics, will provide our partners with a system that delivers an
holistic, real time, online and fully integrated ERP solution, including licensing, wide area network
infrastructure and full general ledger functionality. Full user training is provided. The implementation of this
system will ensure total visibility across our distribution network, including debtors and thereby enhance your
ability to respond to fluctuations in the demand cycle, assist you in replenishment and give you instant access
to your orders progress through the supply chain.

Logistics Management
SGX Logistics prides itself on the delivery of service excellence in the management of outsourced logistics.
Each partner is appointed a highly skilled account executive who will ensure that assistance is a phone call
away. The AE will handle:

• Master data maintenance on the system including item/product master, customer master as well as pricing
details.

• Creditor management of our networked partners

• System security management to ensure confidentiality of data and access control according to your
requirements

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• Auto-email technology which allows performance updates on a daily, weekly or monthly basis directly to your
mailbox.

• Business analysis conducted monthly and reports provided together with recommendations for improvement.

Accounts Receivable
Although our principals retain title to the debtor’s book, SGX Logistics will administer and account for the
debtor’s ledger. This includes sending monthly statements to all nominated customers and following through
on the collection of outstanding amounts.
Warehousing and Distribution

SGX Logistics has secured the services of reputable product haulers and distribution facilities to handle our
principal’s product. We have at least one depot in each region which services both top-end retailers and
bottom end distributors, catering for each sector of the FMCG trading community.

Product Data Catalogue


We are the only Natal based organization which is certified by PDCZA to load and maintain your product data
on the central product data catalogue which is fast becoming a requirement to trade in the top end retailer and
wholesalers.

3.2 SGX / Principal/ Depot/ Agent Relationship

Figure 1: SGX/Principal/Depot/Agent Relationship

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3.3 SGX Head Office Team Structure

Figure 2: SGX Head Office Team

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4. Introduction to MFG PRO

MFG/PRO is a data management tool.


Principals will be making use of limited portion of MFG/PRO, namely outbound supply chain management,
with the intention of possibly making use of the entire suite (Manufacturing, full financials etc.) after further
review.
MFG /PRO are made up of a number of modules or options. Each licensed user will have access to a
selection of these modules. The selection will be unique and determined by what the user requires in his or
her work environment. Access to these modules will be controlled by Principal Management and maintained
through the very powerful security framework i.e. Principles only have access to their own information. E.g.
Agents, Reps, Carriers etc...

Figure 3: MFG/PRO Overview

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5. Connecting to MFG PRO

1 Click the internet explorer icon for web access

2 Enter the web address https://portal.itdynamics.co.za/sgx/


3 Click AS1 on the menu bar on the left of your screen
4 Enter your username and press enter on the keyboard
5 Enter your password and press enter on the keyboard
OR

1 Click the AS1/MFG PRO icon on your desktop for network access
2 Enter your username and press enter on the keyboard
3 Enter your password and press enter on the keyboard
Table 1: Connection to MFG Pro

6. System Usage Tips


 The system automatically defaults to change the passwords every 4 weeks. Passwords must remain
confidential for obvious reasons.
 If you make an error “Ctrl W” will clear the field as you can’t backspace. Select a Principal
 If you have cannot drill down to in the menu bar is may be because your screen is maximised.
Reduce your screen size for AS1 to function.
 Hold Ctrl and C simultaneously to navigate to the front menu option
 If this doesn’t help, as the LAST resort, please contact IT Dynamics on (031) 719-0820 and they will
kill your session for you

7. Selecting a Principal
Press the number of the related to your Principal to enter the database.

8. Exiting MFG PRO


DO NOT USE the “x" icon on the top right of your screen
The x icon at the top left of you screen will leave the program open and could result in a crash due to the
computer overload. Instead type in X Enter.

Figure 4: Exiting MFG/PRO

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9. Navigation Tools
9.1 Function Keys
F1 Advance / move forward/ Process
F2 Help menu or pop - up table
F4 Exit / move backwards
F8 To clear something (instead of deleting)
Ctrl U To go to the previous field
Ctrl W Clears the field as you cannot back space
Table 2: MFG Pro Navigation Keys

9.2 Arrow Keys, Tab and Hot Keys

The user can move around on MFG/PRO by using the arrow keys. To access the browse
options in the browse menus press the <tab> key and select the option the letter associated
with the option.

10.

Press the capital letter on your keyboard to


select the action.

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Codes

Table 3: Territories

Code Territories Code Territories


rtv Transvaal/ Gauteng rk Kwa Zulu Natal
rfs Free State rep Port Elizabeth
rwc Western Cape rsc Southern Cape/ George
ret Transkei reb East London

Table 4: Reason Codes

Code Agent Codes Code Depot / Transfer Codes


100 Order Duplicated 208 Not Delivered

101 Order Cancelled 207 Not Despatched (no stock)

102 Order Not on Customer System 202 Delivered Incorrect product

200 Delivery Not on Time


103 Overstocked
201 Order Delivered too Late
104 Back Orders not Accepted
206 Short Delivered Against Inv
111 Capture Error

113 Customer Stock Taking Code Description

114 No order Number 310 No expiry date

306 Incorrect Bar Codes

Code Accounts Receivable Error 305 Stock Underweight


501 Pricing error
304 Packaging Damaged in
500 Order released too late Transit

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Sites/ Depot/Warehouse
Sites have a principal abbreviation by the different areas.eg: Db, Jhb, Ct etc. There are 3 Sites per Depot:
1. Live site
2. Returns site (r) where stock returns are captured before quality checked and moved back into the live site.
3. Transit site (x) for stock in transit
Table 5: Site references

Code Description

xxxdb1 Durban
xxxel1 East London
xxxpe1 Port Elizabeth
xxxsc1 Southern Cape/ George
xxxct1 Cape Town
xxxbl1 Bloemfontein
xxxjb1 Johannesburg
xxx(db)2 Hub / FG (principal) (area) (always No 2)

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Sites/ Depot/Warehouse
Each customer belongs to a group

Code Alt Billto Description

z0000 Independents
z0001 Tradestar
z0002 I.b.c Group
z0003 C.B.W Holdings
Z0004 Boxer Cash & Carry Group

Z0007 Spar Group


Z0008 Pick n Pay Group
Z0009 Shoprite Checkers Group
Z0011 Metro Group
Z0012 Rne Holding
Z0013 Browns/Weirs Stores
Z0017 Makro Group
Z0018 Pick n Pay Hypermarket Group
Z0020 Score Group
Z0023 Jumbo Group
Z0027 Jwayelani Retail
Z0030 Shield Buying & Distribution
Z0032 Independent Cash 'n Carry
Z0034 Unitrade Management Services
Z0035 Buying Exchange Company
Z0036 Clicks Group
Z0037 Baby King
Z0038 Superstrike Inv.56 (Pty) Ltd
Z0039 Rhino Cash & Carry Group
Table 6: Alt Billto’s

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Figure 5: Alt Billto Structure

11. Audit Trail


Every change made to the sales order is detailed in an Audit Trail. Further information can be obtained
regarding each individual change by using the <Details> function.
Anywhere there is a button <Audit> or <Audit Trail> option use the hot key and it will show you a screen as
below.

Figure 6: Audit Trail


FIELD DEFINITION
Date: The date of the change made to the sales Order.
Time: The exact time the change was made to the sales Order.
Userid: The user or the person who captured the change to the Order.
Act: The action that took place to the Order. E.g.: Upd = Update.
After: The order status after the Order was amended.
Before: The order status before the Order was amended.

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12. Order Status

An order has a life cycle. The Order Status is the stage within the life cycle the order is at. Each entry is
captured by a User Id and flagged onto the system.

Status Definition Explanation


0 In Progress A Customer / Store has placed an Order with the Rep and
An Order is automatically suspended if the system goes
2 Suspended down during capturing, if the user exits the Order before
completing the transaction, or if there is a pricing error.
Orders are stopped when the Customer's / Principal's predefined
A Credit Stopped
credit limit has been reached.
The Order has been correctly captured and the stock items are
B Awaiting Dispatch
waiting to be dispatched to the relevant Orders
All the Items on Order are physically picked from within the relevant
B Picked Depot / Warehouse / Site and placed in the cages / dispatching bay
for transportation.
The items that have been picked are allocated to the Order. Once
C Shipped
items have been shipped they drop off the system.
E Invoiced The Order is invoiced and is now ready for transportation
The Order / Stock items are loaded onto t truck and are on route to
F Tripped
the Customer / Store
The Stock Items are returned from the Customer with a Proof of
G POD Returned Delivery Voucher. Reasons could be the goods arrived late or they
are damaged.
The Stock Items are returned from the Customer with a Proof of
G POD Received Delivery Voucher. Transfer is received into the destination site or
warehouse.
A number of orders are grouped together to form a batch and send
I Batch to Head Office
to SGX Head Office
Proof of Delivery has been filed at MGX and can be accessed
L POD MGX
through Alchemy
K POD Filed Proof of Delivery has been filed.
N Deleted The Order has been deleted
Table 7: Order Status

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13. Order Flow

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14. Process Flow of Stock

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15. Principal Stock Receipts

Menu Path: 6.5.13

If applicable, <Choose> the relevant principal.


Site selection - Normally, you would only receive
stock into your Hub site therefore your Hub site is
defaulted.

Figure 7: 6.5.13 Principal Stock Receipts

<Choose> the site.

Figure 8: 6.5.13 Site Selection

Use the appropriate keystroke to


<Insert> <Update> <Delete>

Figure 9: 6.5.13 Input browse


Herewith and example of <Insert>

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Enter the item code if you know it. If you


do not know your item codes then you can
press F2 for Help. Once you have found
the item you want, press enter.

Figure 10: 6.5.13 Item selection

You will now be prompted to enter the


Qty of stock in cases. Once you have
entered your Qty press enter.

Figure 11: 6.5.13 Qty Selection

Figure 12: Qty to be entered

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If you have made a mistake with the quantity that you have entered, then position your cursor on the relevant
line and press <Update>. You can then adjust the qty and then press <Enter>.
If you have made a mistake with the product code you entered, then position your cursor on the relevant line
and press <Delete>. You will be asked the following question:

Figure 13: 6.5.13 Delete Item confirmation

You will then enter “Y” for yes and you will then get the following message:

Enter on <ok>.

Figure 14: 6.5.13 successfully deleted confirmation

You will now have to <Insert>


again in order to capture a new
line. Add as many lines as you
wish and when you have
completed the transaction choose
<Confirm>.

Figure 15: 6.5.13 – Item entry

You will get the following


message. If all the entered
information is correct then will
enter “Y” for yes and enter.

Figure 16: 6.5.13 - Confirmation of Receipt

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You will then be prompted to select a printer for your report. You can either print it to your printer, the screen
or to your e-mail.

Figure 17: 6.5.13 - Output confirmation


Once you have printed your report it will look like the following:

Figure 18: 6.5.13 - Report


Once you have finished viewing the report, the following message will be displayed;

16. How to Capture Orders


Menu Path: 8.1.N
Orders are created when the Store / Customer has placed a Sales Order with their allocated sales rep. The
Rep in turn gives the sales Order to the Agent to be captured onto the system. ie: The Order Status will be 0.

You will notice that the field for “Order-No”


is blank. This is correct and it will default
to create a unique Order Number for every
new Sales Order.
The “Credit-Order” field is defaulted to No.
This is correct as we are placing an order
and not processing a credit.
Your cursor will appear on the “Customer
Number” field. If you know the customer’s
account number you will type it into this
field and press enter.

Figure 19: 8.1 Order Capture

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You can either move up and down by


using your arrow keys on your key
board <fiLter>. If you press <fiLter>
your cursor will move up to “Territories”
at the top of your screen as per the
below example.

Figure 20: 8.1 Customer lookup filter

You will need to move your cursor to the field marked “Customer-Names” by using the arrow keys on your
keyboard.

Always leave a * before the customer’s


name and always put * after the
customer’s name. This will include
everything in between these fields. It is
helpful to abbreviate the customer’s
name when searching due to names
being spelled differently or with
hyphenations.

Figure 21: 8.1 Customer name

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Once you have entered the name of the


store you are searching for you will press
F1 to continue.

Figure 22: 8.1 Customer Filter selection


You can now use your arrow keys to move up and down until you have selected the store you want to capture
your order for. Once you have selected the store you will press enter.
This will populate the customer’s number into the Customer Number field on your order capture screen.

23: 8.1 Customer number entry


Press enter. You will get the following screen informing you of the last order placed in the system for this
customer. This will allow you to view the previous order to ensure that there is only one order in the system
per customer and that you are not duplicating orders.

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You will notice you have a message at


the bottom of the screen asking you if
you want to continue with this order. If
you wish to continue you will press Y
for yes.

Figure 24: 8.1 Previous order view

You will now be taken to the Rec-Date field. This


will default to the day you are capturing the order
whitch is correct. This is the receive date of the
order.
Press enter. Your cursor will now be on the Req-
Date. This is the pre-defined NDD date that has
been entered into the system. This denotes the next
delivery date for this store. For Pick n Pay orders
this date must be on or before the required date on
the order form.
Press enter and you will now be on the Pricing –
Date. This date will default to the date that you are
capturing your order on.
Press enter. This will take you to the Customer
Order. You will enter the customer’s order number
in this field.

Figure 25: 8.1 Header information

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The Warehouse and Carrier will default to which


the customer is linked.
Enter and you will be on Update Comments: Yes
/ No (Should you want to add Comments to the
Order). These comments are not displayed on the
Tax Invoice.
Enter and you will be on Display Deals: Yes / No.
If you say Yes this will allow you to see the
available stocks when capturing your order.
Once you have said Yes or No you will press
enter.
If there are no other orders in the system for this
customer you will be taken to the line Add-to-
order item entry screen as per figure 11 below.
If there is another undelivered order in the system
you will get a warning at the bottom of your
screen as per the below.

Figure 26: 8.1 - Undelivered orders

In order to view this order you will press your space bar. Your screen will look like this:

You will now have the option of


either looking at the <audit-
Trail> to <View> or to look at the
<Line-items> for this order. This
option allows you to ensure that
there is only one order per store
in the system at any time and
that the order is not a duplicate
order. If you are satisfied and
wish to continue you will press
F4.

Figure 27: 8.1 Other undelivered orders

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The first column being LN


represents the line number on
the order. This will be in
numerical order starting from
001.
You will enter and your cursor
will move to the Itemno column.
This is where you will enter your
product code. If you are unsure
of the product code you can
press F2 for help
Figure 28: 8.1 Item entries

Use your arrow keys to move up and down until


you have found the item number you are searching
for and then press enter.
This will populate the item code onto your order.
You will then press enter. This will show you the
list price and the deal price for the order. If you are
satisfied that the price for the item is correct you
can press enter. This will take you to the qty
column. You will enter the quantity ordered and
enter. This will take you to the next line being
LN002.
Figure 29: 8.1 Item look up

Once you have entered all your line items you will press F4 to complete.

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The Agent will default to which the customer is


linked. The rep will default to either the agent or
the Rep, whichever has been linked to the
customer. Press enter and you will now be taken
to “Order Capture Complete”.

Figure 30: 8.1 Complete order capture


If all the information entered is correct press “Yes”and the order will go onto the next status being
B-A/Desp. This means that the orders is complete and the depot can now pick/ship/invoice and trip for
delivery.

If you are unsure of some of the information entered, eg: a price or an order number you will press No at
“Order Capture Complete” and enter. This will take you to the “Suspend Reason Code” where you will press
F2 and choose a reason code. This will place the order on status 2 “Suspend” which will allow you to confirm
the information. Once the outstanding information is confirmed you can come back into your order by
pressing either A for add to order or U for update header and making the necessary changes.

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16.1 Amending line items


There may be times when you need to amend a Line item to an existing order. Eg: You may have entered the
incorrect quantity of cases for a particular item or you may have entered the incorrect product code.

In order to make the necessary changes you will


go into menu option 8.1, find your order by
pressing “F” for <Find> type in the order number
and enter.
The order that you chose will be highlighted.
To amend the line items you will press “A” for
<Add-to-ord>.

Figure 31: 8.1 Order capture - Amending Lines

Your cursor will default to the next line on the order. As per the above screen it has defaulted to line 002. In
this instance there is only one line item on the order therefore you can only make changes to the 1st line. In
order to do this you will need to enter in the line item number e.g: 001 and enter.

The system will default the original product code entered for
the specific line entered. If the product code is incorrect this
is where you can make the change.
If you know the product code that you want to change this line
to you can type it in here. If you are unsure of your item codes
you can press F2 and you will be given a list of all the item
codes for this principal.

Figure 32: 8.1 Order capture - item number

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You will use your arrow keys on your key board to select the
relevant item and then enter.
The new item number will now be populated into the Itemno
field as per the blow screen.

Figure 33: 8.1 Order capture - Item selection

You can press enter and this will take you to the Qty.
If the qty has been entered incorrectly you can make
the necessary change here and enter

Figure 34: Order capture – New item entry


.

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Figure 35: Order capture - Qty change

Your screen will look like this:

You will enter to “Order Capture


Complete” and say Yes.
Your order is now ready to be
picked by the warehouse.

Figure 36: Order capture - Complete order

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17. How to Find and View an Order?


If you are looking for a specific Order Number but you are unsure of what the Order Number is, Instead of
searching through all the Orders you can filter the search by information you have. For example, if you know
the Customer Name and where the Customer is situated (Territory Codes) the filter finds all orders for that
customer in that particular territory.

16.1 Navigate to Orders Screen


Log into AS1 and select the corresponding Principal Number
Menu Path 6.13.4
1. Press 6 (Site Management)
2. Press 13 (Inquiries)4
3. Press 4 (Order Inquiry)
4. Using the navigation keys and press Enter to select a Principal or press F <Find> to type in the code
or Press C <Choose> to select the highlighted order.
5. Press T < audit Trail> to view the order audit trail and who have entered the order
6. Press L < Lines> to view the line items

Press 6 Site Management

Press 13 Inquires

Figure 37: Navigate to Orders

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Press 4. Order Inquiry

Figure 38: Navigate to Order Inquiry

Using the navigation keys and press


Enter to select a Principal or press F
<Find> to type in the code or Press C
<Choose> to select the highlighted
order.

Figure 39: Manual Navigation to Select an Order

16.2 Manual Navigation


7. Use the arrow keys to navigate to the order
8. Press V <View> to view the details of the order

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Press T < audit Trail> to view the order audit trail and who
have entered the order
Press L < Lines> to view the line items Use the arrow keys to
navigate to the order
Use the arrow keys to navigate to the order
Press V <View> to view the details of the order

Figure 40: View and Order Inquiry

16.3 Sort Options on Order Number, Status, Interface Number, Customer


Order Number and Invoice Number
9. Press S <Sort>
10. Press 1, 2, 3 and 4 to select over which criteria you wish to search
11. Type in the information you have to navigate to the order
12. Press Enter to select the order
13. Press V <View> to view the details of the order
Note: If you have a preferred way of searching for orders leave your select as either 1 through 4 and press F
<Find> to your order.

Press 1, 2, 3 and 4 to select over which criteria you wish to search

Figure 41: Sort Fields for Order Search

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16.4 The Store Name or Customer Number:


Menu: 8.10
1. Press 8 (Order Management)
2. Press 10 (Principal / Customer Maintenance)
3. Use the arrow keys to select a Principal or press F <Find> to type in the code
4. Press Enter or C <Choose>
5. Press X <X-Filter>
6. Type Territory code E.g.: *RK* = Kwa-Zulu Natal
7. Press Enter
8. Enter Customer Number
9. Press Enter 4 times
10. Enter Customer Name
11. Press F1 to search
12. A dialogue box will appear asking “Do you want to save these filter as your defaults”
13. Use the arrow keys to choose either <Yes>, <No> or <Cancel>
14. Use the arrow keys to find the order that looks more representative
15. Press V <View> or L <Line Items>
16. Press F4 until you are at the main menu

Press 8 Order
Management

Press 10 (Principal /
Customer Maintenance)

Figure 42: Navigation to Order Management

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Use the arrow keys to


select a Principal or
press F <Find> to type
in the code
Press Enter or C
<Choose>

Figure 43: Select a Principal

Press X <X-Filter>
Type Territory code E.g.: *RK* = Kwa-Zulu
Natal
Press Enter

Figure 44: Filter an Order

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Enter Customer Number


Press Enter 4 times
Enter Customer Name
Press F1

Figure 45: Searching for an Order over set Parameters

A dialogue box will appear asking “Do you


want to save these filter as your defaults”
Use the arrow keys to choose either
<Yes>, <No> or <Cancel>

Figure 46: Accepting Search Parameters for an Order

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Use the arrow keys to find the order that


looks more representative
Press V <View> or L <Line Items>
Press F4 until you are at the main menu

Figure 47: Select and View an Order

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18. How to correctly process a stock transfer out


Menu Path: 6.1.B

When stock is sent from the manufacturing site (Hub) to the various depots this is done in the form of a stock transfer
out.

<Yes> to insert a
new transfer

Figure 48: 6.1(B) Transfer out

Already a transfer out. At the bottom of the


screen you will notice the <New transfer> button.
The hot key is “N”. Press “N” for New Transfer.

Figure 49: 6.1(B) Transfer out – Site selection

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The system will default the “From site”.

Your cursor will now be on the “To Site”: This will


be the site to which you are sending the stock. If
you are not sure what the sites are you can press
F2 and all sites will be visible. You will need to
use your arrow keys on your keyboard to move
up and down. Once you have chosen the site to
which you are sending the stock you will press
enter.

Figure 50: 6.1(B) Transfer out - Depot selection

If you do know what your sites are you will type it


in on this line and enter.

Please note that you can only send stock to a


live site. You will never choose to send stock to
a site that has either a r or a x after the site
name. e.g.: stock can be sent to aghct1 but not
to aghct1r or aghct1x. Once you have chosen
your site you will enter.

Figure 51: 6.1(B) Transfer out – Item entry

The remaining information will be completed as follows:

 Carrier: Type in “Oth” for (other), unless you have a specified carrier and enter.
 Required date: Type today’s date and enter.
 Customer Order: This can be left blank unless you would like to enter an order number. Enter to get to the
next line.
 Update Comments?: If you wish to add a comment you will say yes alternatively you would say no and
enter. If you say yes and a comment was added you will press F1 to continue.

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You will now be able to capture the lines you want to transfer.

If you know the product code you can enter it under Item
and enter. If you do not know your product code you
can press F2 for help. This will give you a list of all your
product codes. You can use your arrow keys on your
key board to move up and down. Once you have found
your item you can press enter.

Figure 52: 6.1(B) Transfer out – Agent allocation

You will receive a message at the bottom of your screen


informing you that the agent for this order has been
assigned to: zs (Transfer Sites). This is correct and you
will need to press your space bar to continue. You will
now enter the quantity you wish to transfer and then
press enter.

Figure 53: 6.1(B) Transfer out – Agent confirmation

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If you need to enter another line of stock you can either press “I” for insert or enter. This will take you to the
next line. Continue this until all lines have been captured.

If you have made an error on one of the lines you can use your arrow key ↑ until the line is highlighted and
then “U” for <Update>. You can now make the necessary changes that are needed.

If you wish to remove a line you can use your arrow key until the line is highlighted and then press “D” for
<Delete>. This will remove the entire line.

To continue you can “I” <Insert> and continue capturing your lines.

Once all your lines have been entered you can F1 to continue.

Figure 54: 6.1(B) Transfer out – Capture complete

Your cursor will be on zs. This is correct.


Enter once to Capture Complete: Yes/No
 Yes and enter: - If the transfer is completed and correct
 No and enter: - If you need to change/update or if it is incomplete.

If you need to make any changes to the depot, comments or carrier you can “U” for <Update header>.
If you need to make any changes to the items or quantities you can “A” for <Add to transfer>.

Your transfer has now been created. You will now need to ship, invoice and trip your transfer in order for the
receiving depot to receive it in.

Press enter for <ok> and your transfer will now be on status C and ready to be printed.

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19. How to View Available Stock

In 6.1 E you can view available free stock per line (please disregard available on hand as this doesn't take into
consideration all the current orders)

20. Reporting
The following reports and inquiries will assist you in the day to day monitoring of your principals.

20.1 Daily Sales by Agent (8.14.8.1)


This report gives you your sales figures for the time period selected by Entered Quantity / Value against the
Invoiced Quantity / Value and what is still open for the month.

20.2 Late Nominated Deliveries


This report gives a list of orders that were captured late.

20.3 Customers without Orders


This report shows customers without orders.

20.4 Credits by Reason Code (8.14.6.5)


This report gives you an explanation or the reason code as to why stock was returned.

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