Getting Started with Confirmation Scanning

Confirmation Scanning for inbound and/or outbound shipments is a Connected plug-in which can be enabled for a single monthly fee across multiple Connected company data files. 

Introduction to Bar Code Scanning Confirmations

Enhance shipment accuracy and boost efficiency with barcode scanning confirmations for sales orders (outbound shipments) and purchase orders (inbound shipments). The Connected Confirmation Scanning plug-in is designed to quickly ensure the accuracy of customer shipments and to accurately record inbound inventory received from vendors.

There are a number of use cases for scanning confirmations, including the following examples:

• Ensuring picking/packing accuracy with outbound shipments
• Reducing potential costly returns of products because of incorrect items shipped.
• Record inbound vendor shipments by confirming what is being received via bar code scanning.

The following section outlines the setup required prior to using the scanning confirmation plug-in. This is followed by specific examples for both sales order and purchase order scanning confirmations.

CONTENTS

• Introduction to Bar Code Scanning Confirmations
  • Connected System and Other Requirements for Confirmation Scanning
  • Sales Order Confirmation Set Up
  • Purchase Order Confirmation Set Up
  • Inventory UPC Codes for Scanning
  • Assigning Manager Confirmation Override Pass Code
• How to Confirm a Purchase Order using a Barcode Scanner
• How to Confirm a Sales Order using a Barcode Scanner

Connected System and Other Requirements for Confirmation Scanning

1) Connected 11.2 or greater.

2) Confirmation Scanning Plug-In Subscription Enabled.

3) Lot/Serial Control plug-in should be disabled.  To scan outbound lot/serial numbers, refer to: Bar Code Scanning of Lot/Serial Numbers for Outbound Orders.

4) Scanning Hardware (Scanners).

5) Consideration for adding UPC Codes to Inventory Items, prior to scanning.

Sales Order Confirmation Set Up

NOTE: To use the Confirmation Scanning plug-in, a subscription activation and Connected version 11.2 or greater is required.

To setup the scanning confirmation for Sales Orders:

1) Select File -> Company Setup -> A/R Defaults

2) Select the Sales Order tab.

3) Select the "Confirmation Window" radio button for the "Confirm By:" selection, as shown in the following screen.

4) Click Save to complete the changes and exit the A/R Defaults window.

Purchase Order Confirmation Set Up

NOTE: To use the Confirmation Scanning plug-in, a subscription activation and Connected version 11.2 or greater is required.

1) Select File -> Company Setup -> A/P Defaults.

2) Select the Purchase Order tab.

3) Select the "Use Receive Purchase Order Window" checkbox, as shown in the following screen.

4) Click Save to complete the changes and exit the A/P Defaults window.

Inventory UPC Codes for Scanning

As part of the preparation for scanning, each item that will be scanned needs a UPC code entered. UPC codes are for the scanning value of the inventory and can be anything that is included in the bar code, including duplicating the Connected item number.  UPC Codes can be added on the fly, as needed.  However, scanning will be much quicker and fluid if this is done in advance.

When starting to use UPC Codes and scanning, the following should be considered:

• Each item will have two slots for UPC Codes: "UPC 1" and "UPC 2"
• Service type (non-inventory) Items will not appear in the Sales Order Scanning Confirmation window.  However Service type items will appear in the Purchase Order Receiving window so UPC codes may need to be assigned for this reason.
• If more that one item has the same value in either UPC 1 or UPC 2 fields, Connected will use the Item code order first, until the Ship Now quantity has been fully confirmed for this item then move to the next item code that also has the same UPC value.  Although this is operational in nature, it is advisable to scrub for duplicates if updating a large batch of items with UPC codes.

Item UPC Codes can be assigned in three ways:

1) Manually by editing the Inventory item and adding the UPC value(s).

2) During the scanning process, with permission, UPC codes can be added on the fly.

3) Via an import update of Inventory Items. This method would be used to update a large batch of items via import.

The location of the UPC fields is shown in the following screen:

Assigning Manager Confirmation Override Pass Code

Assigning a Manager Override password is used for the following scenarios:

1) Sales Order Line Confirmation Override: To update the entire line for shipping without scanning confirmation. This can be useful when there is a large quantity of the same item and scanning several hundred does not make sense.

2) Sales Order complete Order Confirmation Override: To confirm the entire orders shipping quantity without scanning confirmation.

3) Purchase Order Complete Reversal of a unposted Confirmed Receiving.  Essentially this will undo or remove an unposted receiving so that it can be redone again.

4) To update and/or add UPC Codes to items when the User Privilege to Modify Inventory for the specific user disabled.

At least one user must have a valid Pass Code password in the "Manager Confirmation" area in their User Privileges to ensure the override feature is enabled.

Reference: User Accounts and Access Privileges

To assign the Manager Confirmation Pass Code:

1)  Select File -> User Privileges.

2) Select the user that will have access to the Manager Confirmation Override from the list on the left and click Modify to edit the user.

3) Under the General Tab, assign a Pass Code to the user, as shown in the following screen

4) Save when completed.  

Repeat this process as necessary for as many users that require the Manager Confirmation Pass Code.

How to Confirm a Purchase Order using a Barcode Scanner

Using a barcode scanner to confirm purchase orders streamlines the verification process by quickly scanning barcodes on received items, ensuring accuracy and efficiency. This method reduces manual errors and enhances inventory management by instantly updating systems upon confirmation of receipt.

Barcode Scanning - Confirming a Purchase Order

How to Confirm a Sales Order using a Barcode Scanner

Using a barcode scanner to confirm a sales order shipment enhances efficiency by swiftly scanning barcodes on dispatched items, ensuring accuracy and promptness. This method minimizes manual errors and improves supply chain management by immediately updating systems upon shipment confirmation.

Barcode Scanning - Confirming a Sales Order