(002) 1place Purchasing & Inventory - Quick Start Guide

How to Return Items (After They Have Been Invoiced)

• Option 1 - Find the Invoice and Return the Item (to make a related Credit Memo).
• Ways to find the Invoice:
• Press F7, or
• Press F3 to look up the Customer. On the Customer Details screen, click on the Sales History tab then click on the Invoices/CM's button. Click on the particular Invoice on the table as displayed.
• On the Invoice screen under the Add/Edit Line Item section, enter the quantity you want to return on the Qty Return column of the item(s).
• Note: Qty Rtn cannot be greater than the Qty Ship.
• Click on Commit Line Item button (down, right of the table).
• Click on Create Credit Memo button (bottom, center).
• 'Return Entire Invoice?' popup message will show up. 
• Click Yes ONLY if returning ALL items on that Invoice.
• If you click No (meaning you only plan to return one or few items on that Invoice), a popup screen will appear and ask if you plan to 'Return Selected Items?'. Click Yes.
• You have just created a new Credit Memo. 
• On the Credit Memo screen, Click Save red button (bottom right).
• NOTE: When you return an item using this method, 1place enters the original price paid as the amount to refund on each Credit Memo line item created.  1place also makes sure that users do not over-return items - meaning, it will not allow more items to be returned than what were originally invoiced. 
• Option 2 - Create a Credit Memo for the item (without linking it to an Invoice).
• Ways to create a new Credit Memo:
• Press  Ctrl + F8, or
• On the Main Menu Bar, click on Sales > Credit Memos then click on New button (bottom left of the screen).
• Enter the Bill To and Ship To Customer.
• On the right, select the Return to Warehouse.
• Input other related information such as Customer PO #, Payment Terms, Sales Rep, Order Source etc.
• On the Add/Edit Line Item table, input the Item# by selecting from the drop down arrow. Input the number of items to return on the 'To Return' field. Input number of items Returned.  Click on Commit Line Item button.
• Click on Save.
• Option 3 - Delete the Invoice, Modify the Sales Order, and then Recreate the Invoice.
• NOTE: This option assumes that,
• You have enabled the setting to have your Invoices automatically inherit the Sales Order # from which it was created. To do this, click on the Gear icon (top right of the screen) then select Settings > System > Record Numbering. Check the box that says 'Use Sales Order # When Creating Invoice' under Invoices section.
• You have created the Invoice but have not actually delivered the Invoice to the Customer yet. 
• Open the Invoice screen.
• Press the Delete button (bottom left) to delete the Invoice.  
• A popup message will ask you if you want to 'Delete Related Sales Order?'. Click No.
• The Sales Order screen (of the Sales Order related to the deleted Invoice) will automatically be displayed.
• At this point, you can delete the item or change the Qty Ship and Qty Ord on the Item.  
• Click the Create Invoice button (bottom center) to re-create the Invoice.

How to Enter New Items into your 'Inventory' - Manually

• Open the Add New Product or Service Item screen in different ways:
• Press Ctrl + F10, or
• On the Quick Access Keys (top left), click the + icon and select Item, or
• Click the New  button on the lower left part of the Item List screen, or 
• Click the New Item  button on the lower left part of the Item Details screen, or
• On any of the Quotation, Sales Order, Invoice, Credit Memo or Purchase Order screens under the Add/Edit Line Item table: When typing in an Item Number that is not found in the Drop down list, click + Add New (lowest part of the drop down list) to add a new Item record.
• On the Add New Product or Service Item screen, fill in the  following needed information:
• Item Number, Description, Type, Search Category, Search Sub Category, Year, Make, Model etc.
• Click Save.

How to Enter New Items into your Find Parts 'Parts Catalog' - Manually

• When you add a new part (following the instructions above) the Year, Make, Model, Category, and Subcategory are all used to automatically create a record in your Find Parts Catalog.  (This enables you to find parts using the Find Parts (F1) screen by Year, Make, Model, etc)
• To modify the search criteria (or add additional vehicles that the part fits) see the instructions in the section below.

How to Modify the Search Criteria for your 'Parts Catalog'

• On the Item Detail screen of the particular Part you want to modify, click on Item Details tab.
• In the section called Categories & Part Numbers you can see the details of the particular item/part (Type, Search Category, Years Range, Make, Model, etc.  NOTE: These details are used by the Find Parts screen to find parts.  
• Changing the Years Range will  auto update the Years Listing field (below it) which is the actual field the Find Parts screen uses to search for the Year of the part.
• To create an additional Catalog entry (to find that particular part on the Find Parts screen using a different Year, Make, Model combination), click on the Catalog tab (on the Item Detail screen of that particular part)  then click on Add New Catalog Entry.
• Enter: Year Range, Make, Model, Category, Sub Category, Item Description and Years Listing.
• Click Save.
• Note: You can enter an unlimited number of  catalog entries per item. 
• Note: For faster entry, you may 'duplicate' a particular row by clicking on the Duplicate Catalog button under Action field. Edit necessary information then click Save.

How to Enter New Items into your Find Parts 'Parts Catalog' Automatically

There are 3 ways to import and update items in your item list AND searchable Catalog:

• Option 1 - Import and update Items (automatically) using the 1place Manage Catalog screen. 
• Go to Item Detail screen > Catalog (tab) > Manage Catalog button (middle left).
• From the Catalog Management screen, click on Add New Items From Catalog Items button (bottom right).
• Click on Display New Items To Add ( red button at the bottom left). This will generate a temporary file or list of items that meet the Manage Catalog and Year/Make/Model filter criteria but are not yet on OneSource.
• Check the items to be added then click on Add All Selected Items to 'Item' List in OneSource (green button, bottom left).
• Upon successful import, you may check the added items already included in your Item List.

• Option 2 - Import and update Supplier Item #'s and Costs using the Import/Export function in 1place. 
• On the Item List screen, click on the Upload (arrow up) button on the top right of the screen. This will display the Import Wizard screen. 
• On the Import Wizard screen:
• Click the drop down on the Import Type and select either Vendor Item Numbers (All Vendors) if trying to import items under 2 or more vendors, or Vendor Item Numbers (1 Vendor). 
• You have the option to update item status and set to 'Active' by checking the box just below the Item Vendor.
• Click Download Excel Template (blue button) and fill in that excel file with the Item records information. Save this file on your PC.
• Go back to the Import Wizard screen, click on the Browse button and select the previously saved file from your PC.
• Click Proceed (bottom right).  A pop-up message will be displayed when import has completed.
• ***If you already have an existing Item data file, you  may choose to upload that file and manually map the database columns with the excel columns by clicking on the drop down arrow (under the Excel Columns). 
• Option 3 - Ask OneSource Software customer support to import your data for you.
• Additional details coming for this soon.

How to Receive Items on a Purchase Order

• On the Purchase Order screen > Add/Edit Line Item table, check the box 'Rcvd'  to tag as received. This will auto-fill the value under Qty Received column.
• You may edit the Qty Received value depending on the actual item/s received.
• Click on Commit Line Item button.
• Click Save.

How to Un-Receive Items on a Purchase Order

• On the Purchase Order screen > Add/Edit Line Item table, uncheck the box 'Rcvd'. 
• Click Commit Line Item button.
• Click Save.
• This should remove the 'Received' green stamp on the bottom right of the screen.

How to Delete a Purchase Order

• On the Purchase Order screen, click Delete button (lower left part of the screen). Type Yes on the prompt and click Ok.
• On the Purchase Order List screen, check the box/es (first column on the left) to select one or more records then click Batch Actions button and select Delete Selected, or
• Click the first box (topmost, on the fields row) to either select all records on a page or all records on the entire list then proceed with deletion.
• Note: To preserve the integrity of the database, you cannot delete any Purchase Order record that  has been used on any of the screens such as Sales Orders, Sales Order PO's, Invoices etc. 

How to Create Purchase Orders for Special Order Items 

You have 3 options to choose from to create Purchase Orders for special order items (these are out of stock items or for some reasons, currently unavailable). On the Sales Order screen, these are the Line Item(s) with: 

1--The PO field box(es) checked, and 

2--Do NOT yet have PO#(s) in the PO # field.

• NOTE: You can configure the Setting that will automatically check the PO field box each time items 'that are out of stock' are placed on a Sales Order . To do this, go to Settings>Sales>Sales Orders then select 'Yes' from the drop down button under Sales Settings section that says 'After adding an item to a Sales Order, auto select the Sales Order line item PO checkbox when the item is out of stock'.

• OPTION 1 - Make a PO from a Sales Order. (When there are one or more Line Items to be purchased from the same Vendor.) 
• On the Sales Order screen, click the Create PO(s) button.  This will open the Sales Order Purchase Orders (to create) screen. 
• On the Sales Order Purchase Orders (to create) screen, click on the Vendor drop down button and select a Vendor.  (Note: If you have more than one (1) Line Items, make sure they have the same Vendor)
• Input Cost for each Line Item.
• Click on Proceed (Show Prebuild Summary). 
• Click on Create/Add to PO's button.
• The Purchase Order screen will automatically be displayed. 
• Notice  the SO# on the Sales Order # Column (under the Add/Edit Line Item section) for that Line item. When you click on the magnifying glass icon beside it, it will direct you back to the Sales Order screen (where you made the PO for that line item).
• (Conversely) On the Sales Order screen, notice that the PO column has been checked and the PO# field for the Line Item has already been filled. When you click on the magnifying glass icon beside it, it will direct you to that related Purchase Order you just created.

• OPTION 2 - Make a Batch of PO's to buy Special Order Items. (When there are more than one (1) Line Items and they are to be purchased from different Vendors.)
• The process is similar to Option 1 except that you will have more than one Vendor for these batch of Line Items.
• Another way is to directly go to the Sales Order Purchase Orders (to create) screen and click on the Show All circle icon (top left). This will show you ALL special order items that need to be purchased.
•  You can create a batch of Purchase Orders on this screen (instructions as follows).
• Select the items that you want to include in this batch of PO by checking the boxes (left, first column).
• Select the Vendor for each item and input Cost.
• Click on Proceed (Show Prebuild Summary).  
• Click on Create/Add to PO's button. You have just created a batch of POs. You can see them now added in your Purchase Order list [(Main Menu Bar)Purchasing > Purchase Orders].

• OPTION 3 - Add Special Order items to an Existing PO.

• Scenario: Suppose you created PO 101 to Vendor A with a few line items. Then your phone rang and another item is placed on a Sales Order (that has the PO field box checked) and you want to add that item to the existing PO 101 (instead of creating a New PO) because you plan to order from the same Vendor A. The following instructions will allow you to do this.
• On the Sales Order screen (where the PO field box of the Item that you want to add is checked), click Create PO(s). This will open the Sales Order Purchase Orders (to create) screen.
• On the Sales Order Purchase Orders (to create) screen, click on the Vendor drop down button and make sure to select the same Vendor as the Vendor on the Existing PO (where you want to add the item(s). **In this sample scenario, Vendor A.
• Input the Vendor Cost.
• Click on Proceed (Show Prebuild Summary). 
• On the Sales Order PO's - Prebuild Summary popup screen, uncheck the Create PO box then click on the Existing PO drop down icon.  The popup list of PO's with corresponding Vendors will appear. Select the PO# where you want to add the item(s). 
• Note: The popup list of POs is arranged by date from most recent down to oldest POs with corresponding Vendor names making it easy for you to locate the right PO.
• Click Create/Add to PO's button.
• The Purchase Order screen will automatically be displayed and will show (on the Add/Edit Line Item section) that you have just added the new Line Item.