Special Functions

• Inventory Functions
• Temperature Logging
• Email to Supplier document
• Email to Huge ERP setup
• Change Item code on PO and GRV
• Shared Email Box
• Email utility setup
• Expense Capture
• Capture an expense
• Expense preparation
• Expense setup in Payables Hub

Inventory Functions

Temperature Logging

The system caters for logging temperature of products in the following areas:

• Sales Order picking
• Invoice
• Dispatch stock
• O/S Orders and Receiving
• GRV (Supplier Invoice)
• Warehouse Transfer

Temperature columns may be hidden on some of the grids.  Check to see if temperature column is available.

These columns have editable functions meaning that temperature can be entered directly on grid.

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Sales Order Picking

The temperature column is hidden by default

Update multiple lines with the same temperature

Click on Functions, then temperature update

This function will override and update all lines in document with the temperature

 

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Invoice

The temperature column is hidden by default

The temperature is captured per invoice line

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Dispatch Stock

The temperature column is hidden by default

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Outstanding orders and Receiving

The temperature column is hidden by default

A - Temperature can be added in grid

B - Temperature can be added on receiving

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GRV - Supplier Invoice

The temperature column is hidden by default

GRV Line update with temperature

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Warehouse transfer

The temperature column is hidden by default

Warehouse transfer has Sending temperature and receiving temperature

Temperature update on sending

Receiving stock and receiving temperature

Email to Supplier document

Email to Huge ERP setup

When the email is sent to the default email address.  It will create a Purchase Order or GRV based on the setup.

The application will try to identify the supplier, but if it cannot, it will use the default supplier

Same goes for the line items, if the app cannot find the supplier item code, it will use the default Custom item.

The Payables Hub email utility will handle the following:

1. Multiple attachments, will create multiple documents
2. Only processes PDF documents
3. Ignores statements

Unknown Supplier

Create an unknown Supplier

Unknown Item setup

Setup a custom type item called Unknown.

Make the sell price zero and set to amount

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Setting default Supplier and Custom item

a. Setup a default custom type item

b. Setup a default supplier

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User Setup in Huge ERP

Setup a User for reading of emails - SupplierEmail

This creates a log against the user that we know has had an automatic document created from the Payable Email Hub

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Creation of the supplier invoice as GRV

1. The AI will summarize the invoice and put in as the Description
2. The AI will create each line with the description, quantity and value

Supplier item code

For successful item allocation, ensure that one updates the item code against the supplier related to the stock item you want AI to assign.

Change Item code on PO and GRV

This special function allows one to change an item code only without the selection changing all the details on the item to the new item code.

Mainly used for the email to PO and GRV function where the line item has been set to the default item. 

This option is only available on the Purchase Order and GRV function.

The description, quantity and price are correct, but the item code is incorrect. 

To only change the item code there are two ways to change:

1. Click on the icon on the grid
2. Click on the replace item code button

 

Click on the icon on the grid

 

Item edited with replace button

 

Rules:

• Cannot have a blank item code
• If document is completed or processed, one cannot change

Shared Email Box

Shared email box is setup on Outlook and linked to customeremails@erpsolutions.co.nz

Outlook shared mailbox

Customer email addresses are setup as shared email boxes.

Add in shared mailbox

Mail box setup, then link to a user

Link the shared mail box to the customeremail user

Email utility setup

The online AI email utility allows emails of supplier invoices to be created as Purchase Orders or GRVs in the Huge ERP system.

Setting up Company utility

Overview menu

 

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Inbox

Allows one to check any issues with failed emails

 

 

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Client Routing

This is where we setup new client routing to ERP namespaces

 

Setup the new client and link to the server and namespace

 

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Unknown Senders

Setup rules for unknow emails

 

Expense Capture

Capture an expense

Log into the expense app

 

 

Click on New Claim

Take a Photo or select from Library

 

After photo or selection, image will display for expense

Click on Analysis Receipt

 

AI checks receipt and populates the expense

Select the Expense category and click on Submit claim

 

 

Expense claims pick up from the Huge ERP system

 

Expense preparation

In order to setup the Expense app to work, there are some setups in the system to be setup.

Create Unknown custom item and Unknown expense category.

This is used where the user does not know where to allocate expense, the system will default to this expense.

 

Set the default unknown category and subcategory

 

Create all your expenses

Expense setup in Payables Hub

Initial setup of Expense setup in Payables Hub

Client Routing	Setup the company for expense module
Expense Employees	Setup the various employees that will be allowed to use expense app
Expense Claims	Management of claims, successful and not successful

 

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Client Routing setup for Expense Module

Active Expense Module for Company

Enable Expense module

 

 

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Setup Expense employee

An employee can be linked to multiple companies.

For each company, the employee code needs to be set in order for the system to link the user in the company

 

 

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Expense Claims

Allow admin to handle any errors to expense claims