Barcode Scanning - Confirming a Sales Order

The following article describes how to use the scanning confirmation plug-in for confirming items to be shipped on a customer Sales Order. For general information, system requirements, setup, or configuration information, follow the link below:

Reference: Barcode Scanning Confirmation Setup and System Requirements

TABLE OF CONTENTS

• Using Scanning to Confirm Sales Order Items for Shipping
• Adding and Editing UPC Codes on the Fly
  • Visual Confirmation - No UPC Code
• Using the Manager Override
  • Manager Confirm Order
  • Manager Unconfirm/Release Order

Using Scanning to Confirm Sales Order Items for Shipping

If the scanning confirmation has been enabled for Sales Orders then the generic Connected Sales Order confirmation will be altered. The "confirmed" checkbox will no longer be an option but rather updated when Sales Order shipping items/quantities are confirmed. The purpose of this confirmation is to ensure that the correct items are verified (aka "confirmed") to be the ones that are actually being sent the customer.

To confirm a Sales Order shipping items and quantities:

1) If the Order is not already on screen, locate the Sales Order to be confirmed from either the Sales Order ledger list or by finding the specific order number in the Sales Orders window.

2) If not already updated, ensure that the order already has "Ship Now" quantities specified. Ship Now quantities will be confirmed for the specific Item/Qty combinations.

3) From the Actions menu, select Confirm Order or use the F5 fast key, as shown in the following screen.

4) The following "Confirm Sales Order" window will appear. 

NOTE: If a Service type item is included in the Sales Order shipping quantities, it will not appear in the confirmation window.  An example of a Service item could be a freight, service, or labor charge that is non-inventory.

5) The Ship Now item/quantities are ready to be confirmed by scanning products. As product UPC codes are scanned, the quantity of "Confirmed" will increase by 1 until the full quantity of the item has been scanned. When the "Unconfirmed" quantity is zero the item line will turn from a red background to a green one.

NOTE: A UPC code can be scanned or typed. For example, if a scanner is not functioning, type a UPC code and press ENTER to emulate the scan function.

6) Once the all the Unconfirmed quantities show zero and all lines are shaded green, the "Confirm Order" button can be selected.

7) The "Confirm Sales Order" will close, returning to the order, with the "Confirmed" checkbox selected, as shown in the following screen.  The order can now either be Quick Shipped (creating an invoice and packing slip) or it can be part of a group of orders shipped at the same time.

8) If the "Quick ship after confirming" checkbox is selected, clicking the "Confirm Order" button will automatically open the "Quick Ship Order" window.  This can expedite the process of Packing Slip printing and creation of the Invoice for the shipment.

Adding and Editing UPC Codes on the Fly

It can be common to have incomplete information in the UPC code fields for items. Since this is the primary scan value, there is consideration for either adding or editing UPC codes on the fly.

The following shows an example of adding a UPC Code during the sales order confirmation process:

NOTE: When a UPC code is added/edited, it will display the change in the Inventory Item record info, if change logs have been enabled.  

Reference: Activating and Using Change Logs on Primary Records

1) With the "Confirm Sales Order" window open, click on the Barcode iconto the left of the line number.  This will expand the line to show the UPC 1 and UPC 2 fields with their associated values.

2) Click Modify to add/edit the UPC values. The user privilege to "Modify" an Inventory Item is required to make this change.

3) Click Save to complete the changes.

Once the UPC code has been added or edited, the item can be scanned to complete the confirmation.

NOTE: If the user privilege to Modify an Inventory Item has not been granted, the "Manager Confirm" window will appear, requiring a password, before the UPC code can be edited. Manager Confirm requires a "Manager Confirmation Passcode"  to be specified in the User Privileges window to make it active for a user account. Reference the Barcode Scanning Confirmation Setup and System Requirements article for specific setup information.

Visual Confirmation - No UPC Code

If there is no data in either UPC 1 or UPC 2 for an item, an arrow will indicate there is no UPC number. In this case, UPC codes can be either added or a "Visual Confirmation" can be performed by clicking theicon to confirm the line, as shown in the following screen.

Using the Manager Override

Manager Confirm Order

A manager confirmation is typically used as an override to quickly confirm an order. This confirmation may be done to meet a shipping deadline or to just to skip the scan/confirmation process.

NOTE: Manager Confirm requires a "Manager Confirmation Passcode"  to be specified in the User Privileges window to make it active for a user account. Reference the Barcode Scanning Confirmation Setup and System Requirements article for specific setup information.

The following shows an example of a manager confirmation for an entire order:

1) With the order on screen select the Actions -> Manager Confirm, as shown in the following screen.

2) The following "Manager Confirm" window will appear.  Enter the manager Pass Code and click the "Authenticate" button or press ENTER

3) Once authenticated, the following "Manager Confirm" OK message will appear.

Each time an order is confirmed or unconfirmed, a audit trail of the date, time, and user who performed the action is recorded in the Record Info for that transaction. An example is shown in the following screen.

Manager Unconfirm/Release Order

An order can also be released or unconfirmed after the scan confirmation is completed.

To unconfirm an order:

1) With the order on screen select the Actions -> Manager Confirm.

2) The following "Manager Confirm" message will prompt to unconfirm the order. Click Yes to proceed.

3) The following "Manager Confirm" window will appear.  Enter the manager Pass Code and click the "Authenticate" button or press ENTER

4) Once authenticated, the following "Manager Confirm" OK message will appear indicating the order has successfully been unconfirmed.

Each time an order is confirmed or unconfirmed, a audit trail of the date, time, and user who performed the action is recorded in the Record Info for that transaction. An example is shown in the following screen.