Usage is designed to allow your customer to track inventory as it's used and create replenishment orders in Eclipse.
There are two usage modes available to create orders in Eclipse:
- Orders - will reorder any products used
- Stock Levels - will reorder any product at or below the min based on the customers' on-hand inventory on the device
Usage mode also provides the ability for your customers to track and report product used by job.
To start a new order, select the Usage menu option on the home page. The Customers screen will display all ship-to customers defined for the contact. For more information on inviting customers, click here.
To create an order for a specific ship-to customer, select that customer on the Customers screen. The Usage screen will display any orders that are currently in process for that customer including the order date/time, the number of items on the order, and the customer PO# (or job name).
Note: When an order has been completed and there is no connectivity or an order has been completed in Order Consolidation mode, the completed order(s) will display in the Usage screen noted with a checkmark.
There are five options at the bottom of the screen:
1. Order Submit - Pressing this icon will submit any orders that have been completed to Eclipse
2. Edit - Pressing Edit will allow you to select orders to be deleted
3. Part Numbers - Pressing the list icon will display a list of customer part numbers. For more information, click here.
4. Settings - Press the gear icon to access the settings page for this customer. For more information on customer settings, click here.
5. Sync - Pressing the sync icon will sync the customer and customer part numbers
You may select an existing order to modify it or select New Usage to begin creating a new order.
To create a new order in Eclipse, you can use either Orders mode or Stock Levels mode. At the customer level, you can specify the default mode for that customer. For more information on Customer Settings, click here.
Note: You can change the default mode by tapping on the Modes button at the bottom left-side of the screen.
In both Orders mode and Stock Levels mode, you will enter the quantity used. In Orders mode, the order quantity will be what you've used. In Stock Levels mode, as you use product, the on-hand quantity on the device will be reduced. When that on-hand quantity is at or below the min, StockRoom will replenish to the max.
To add products to an order, you may:
- Scan a product barcode
- Search for a product
- Select from a list of products
Scan a Product Barcode
To scan a barcode, you can use an integrated scanner or tap on the barcode icon to enable the camera.
StockRoom supports the following barcodes:
- Internal Eclipse product ID prefixed with a period (i.e. .12345)
- Customer part number
- UPC or secondary UPC
When you have a scanner connected, simply scan the barcode using the scanner. If you don't have a scanner connected, tap on the barcode icon next to the search box to engage the devices camera to scan the barcode.
Search for a Product
You can manually enter the Eclipse product ID prefixed with a period, the customer part number, or UPC code into the search box to add a specific product to the order.
You can also search for a product by product description or product keywords. If there are any products in the Customer Part Number list that meet the search criteria, those products will display under the CPN# option below. If there are no products in the list that meet the search criteria and you have access to the product file on the device, any of those products that meet the search criteria will display under the Product# option.
Select from a List of Products
You can access the product list by tapping in the search bar and then selecting List from the top of the keyboard. Pressing the List button will display the Part Numbers screen.
If you have access to the product file, you can tap on the Product# to see a list of all products in the product file. Otherwise, the CPN# list will display all products that a customer part number.
At any point the product detail can be viewed by pressing the blue info "i" button located to the right of the product description. For more information on the Product Detail page, click here.
When a product is selected, the following information will display:
- Product description
- Customer part number
- Location
- Quantity with default selling unit of measure
- Min/Max
- On Order quantity (if exists)
- Pack quantity
- Price (if device is connected and you have the required authorization)
- Availability (if device is connected and you have the required authorization)
- Last Counted
- Last Ordered
Enter the quantity used and press the Add button.
Note: If you add a product already on order, the quantity will be incremented.
Product Not Found
If you have access to the product file, you can use the Product Not Found button to add a product to the order that you can't find.
Fill in the required information about the product so the correct product can be found when the order is created in the Eclipse system. The product will be added to the order as a StockRoom Product Not Found (defined in Eclipse) with an attached line item comment containing the information entered.
Change Quantity / Delete Item
- To change a quantity on an existing item, tap in the quantity box and enter a new quantity
- To delete a product, slide your finger from right to left and then press the Delete button
Adding a Line Item Comment
Press the Note button located on the left side of the product description to add a line item comment. Type in the comment, then press Done on the keyboard and you will see the Note button has changed to blue. To remove the comment, press the note button again and clear the comment.
Scan Product Screen Options
The bottom-right corner of the Scan Product page displays three icons:
- Refine - sort and filter products on order
- Plus - add products to order
- Trash - remove all products with no order quantity from order
Refine
-
Sort Part Numbers
- Location
- Part Number
- Quantity
- Description
-
Filter Part Numbers
- Quantity - Greater than Zero, Equal to Zero, Empty
- Min/Max - Exists (product has min/max set), Not Set (product does not have min/max)
- Location - Displays all existing locations
-
Display Options (all options are enabled by default)
- Show Quantity Detail - Disabling this will remove labels for min/max, open order quantity, pack quantity, and quantity to be ordered when doing a stock levels count
- Show Unit of Measure - Disabling this will remove the unit of measure displayed in the quantity box
- Show Images - Disabling this will remove the image
Pressing Save on the bottom left will save the preferences for all future orders. Pressing Reset on the bottom right will reset the preferences back to the defaults. The gear icon on the Scan Product screen will display in red when there are refine options in use that are different than the defaults.
Plus
If you want to add all products from the customer part number list to the order or a subset, use the Plus icon. The Scan Product screen can then be used as a ledger to enter in quantity.
The Add Products screen allows you to add all products, products filtered by location, by description, or by a combination of both. Use the Add button to add the selected products to the order.
Filter by Description
It is also possible to filter by product description.
Set Location
Set Location will present the user with an alert if they scan an item that is not in that set location.
To set a location, press the Set Location button and select a location in the following way:
- Select the location from the list of available locations that is displayed
- Scan location using the barcode icon
- Enter location manually
Press Save to save the Set Location.
Filter by Location
To filter by location, tap in the location field and select an available location from the scrolling list. In this example, we selected 01-01-01 and found 3 products matching that location search. Press the Add button to add these to the order and the three products matching that location search will be added to the order. At this point a quantity can be added for each product.
Trash
Press the Trash icon to remove all products with an empty quantity from the order. When you press Continue, the items with a blank quantity will be removed.
When you are ready to complete the Order and submit to Eclipse, press the checkmark icon. When adding a new customer to the device, setting Confirm All Part Numbers on Order is enabled. Pressing the checkmark will prompt you if you haven't counted all customer part numbers available for that customer. Press Show to see all part numbers not currently on order, Add to add all missing products to order, or Continue to complete the checkout process.
The Complete Order screen allows you to enter the following:
- Customer PO# (this field may display the default PO# if enabled on the account or provide a list of valid PO#'s that are allowed on the account)
- Release Number
- Required Date (default to today but may be changed)
- Ordered By (this field may be required for employees if the customer has an authorized buyer list and will default to the logged in user for customers)
- Shipping Adress
- Shipping Instructions
When connected, you can press the Submit button to submit the order to Eclipse. When the device is not connected or you have Order Consolidation enabled, you will press the Complete button and the order will be displayed in the Orders screen with a checkmark.
Note: In Customer mode, you can rename the Customer PO# and Release Number labels to make more sense to your customer. This can be done through the Innovo Customer Mobile Authorizations or Innovo Contact Mobile Authorizations user defined screens. For more information, click here.
When an order is submitted to Eclipse, StockRoom will check all customer part numbers that are not on order and verify the on-hand values for those products are all above the min. If there are any products that are at or below the min, you will be prompted if you want to add those products to order.
After the order has been submitted, you will be taken to the Order Confirmation screen. This screen has three tabs located at the top:
- Order
- Products
- Messages
Order
Products
The Ordered tab will display all products ordered and the Usage tab will display a listing of all products used by job.
Note: If Order Consolidation is enabled, you may see more than one job listing in the Usage tab.
Messages
The Messages tab displays warning and/or error messages encountered during the order creation process. The available messages are:
- Pack quantity rounding
- Default PO# not used
- Default Release Number not used
- Ordered By user not authorized for customer
- Product not ordered below the min
- Product not added based on branch restrictions
Order Consolidation is typically used for tracking product by job. When enabled, as orders are completed, they will display in the Usage screen. When the orders are ready to be submitted to Eclipse, you will enter the Customer PO# and/or Release Number and a single order will be created. From the Order History screen, you will be able to see the consolidated order as well as the job usage.
Note: If Auto Email is enabled, you will be prompted on order submission to email a copy of the consolidated order and job usage.
Note: For more information on how to enable Order Consolidation, click here.
When you are ready to submit the orders, press the upload button and you will be prompted for the Customer PO# and/or Release Number.
After you've entered the Customer PO# and/or Release Number, press the Continue button and a prompt will display letting you know you will be submitting one order.
Once the order has been submitted, you will be able to view that order and job usage from the Order History menu option.
The Ordered tab will display all products on the consolidated order. The Usage tab will show a break down of products used by job.
Note: You can use the export icon to email a spreadsheet of these tabs.
In Stock Levels mode, you will enter the quantity used. As you use product, the on-hand quantity on the device will be reduced. When that on-hand quantity is at or below the min, StockRoom will replenish to the max.
Note: The on-hand quantity is stored in the Product Detail page. For more information, see the Managing Device On-Hands section below.
In the example above, you will see we've used quantity 3 for the first product which reduces the on-hand to 43. Since 43 is above the min, the quantity to order is 0.
For the second product, we've used quantity 5 which reduces the on-hand to 22. Since 22 is below the min of 25, the quantity to order is 18 to replenish to the max of 40.
For the third product, we've used quantity 2 which reduces the on-hand to 14. Since 14 is below the min of 25, and there is already quantity 10 on order, the quantity to order is 16 to replenish to the max of 40. (max 40 - on-hand 14 + open order quantity 10 = 16)
Performing a Cycle Count will update the device on-hands and create a StockRoom Cycle Count report in Eclipse.
This report will include all counted products showing the counted quantity as well as the previous on-hand.
The new counted quantity will be updated to the on-hand value on the device and to the Levels field in Eclipse.
If enabled, Returns mode allows you to create a credit sales order in Eclipse. The quantity entered will be the quantity created for the credit.
You can use StockRoom to track inventory used and create replenishment orders when the device on-hand is at or below the min. As you use product, the on-hand quantity on the device will be reduced. When that on-hand quantity is at or below the min, StockRoom will replenish to the max.
When enabling a customer for StockRoom that wants to maintain on-hands, we suggest the following process:
- Customer will perform a Cycle Count which will update the on-hand value for each product on the device
- Customer will record as they use product on the device by creating a New Usage
- Customer will sync those usage orders to Eclipse daily or weekly
- Customer will manually sync the orders on the device as they physically receive product
As product is used, the on-hand quantity from the device will be reduced. Manually synchronizing the orders on the device will add back to the on-hand quantity.
Performing a Cycle Count updates the on-hand stored on the device. This on-hand value can also be updated manually through the Product Detail page. Enter the on-hand quantity and press Save.
As the on-hand values changed, this is recorded in the Usage History screen.
As product is used, the on-hand quantity is reduced. In this example,
- Started with on-hand of 40
- Used 10 for an on-hand of 30 above the min of 25
- Used 20 for an on-hand of 10 below the min of 25
- Order was created for 30 to replenish to max of 40
Note: If product is received across multiple shipments, you will sync the same order from history for every shipment. The total received quantity will always be displayed in the order history.
As product is received, both the Product Detail screen and Usage History page will be reflected with the updated on-hand quantity.
Comments
As of 2.0.3 a new setting in Usage mode allows the customer to consolidate orders when created in Eclipse. The app will display a breakdown of what customer used on each job in History. There is no information in this article about consolidation.
Please sign in to leave a comment.