When the products are delivered to the location from a vendor, they can be scanned with handheld scanners, and the product’s information, including UPCs, VINs, quantity and other information is sent to CStoreOffice®.
Depending on the location settings, the information from the handheld scanners can be treated in one of the following ways:
- (Default) Converted directly into a pending invoice (if the corresponding invoice is not yet in the system): If this workflow suits your business processes, you can leave it the way it is.
- Saved as a check-in count: This option is more flexible and provides additional benefits.
For every location, you can switch between these two options. For more information, see Enabling Check-in Count Feature for Location.
Check-in Count is basically a collection of scanned products pertaining to the same invoice and all the related information about them from the scanner. A check-in count can be easily converted to a new editable invoice, or automatically compared to the corresponding invoice that is already in CStoreOffice®. Based on the results of the comparison, you can create a credit memo quickly and provide it to your vendor.
Basic Workflow
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Products are delivered to the location. An invoice from the vendor is provided.
If your vendor and location use EDI for documentation interchange, the invoice is automatically sent to CStoreOffice®.
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Products are scanned using handheld scanners and the results are sent to CStoreOffice®.
Vendor and invoice ID must be set on the scanner.
- The check-in count appears in CStoreOffice® for viewing and further actions. For details, see Viewing Latest Check-in Counts.
- You can do one of the following:
- Create a new invoice based on check-in count: This option saves you time compared to entering invoices manually. The new invoice is automatically filled in with all the information from the check-in count; however, you can edit it if necessary. As soon as you have created the invoice, you cannot revert back to check-in count. For details, see Creating New Invoice Based on Check-in Count.
- Merge check-in count with an existing invoice in CStoreOffice®: To use this option, you must already have the invoice for the check-in in CStoreOffice®—sent via EDI or entered manually. A great benefit provided by this option is the automatically performed audit. Right after the merge, the system compares the quantity of products between the check-in count and invoice and displays the results of the comparison. In case of any difference, you can create a credit memo in one click. For details, see Merging Check-in Count with Existing Invoice and Viewing Audit Results and Creating Credit Memo.
- The check-in count disappears from the list of check-ins and appears in the list of invoices.
Please note that you can merge a check-in count only with pending invoices.
