10.3.3. Confirmations

In SocrateCloud, when using confirmations, you may register the differences between what can be delivered/received and what should be delivered/received and update shipment or material receipt accordingly. The remaining quantities can be delivered or received using separate documents.

Note: Confirmations can be used only with standard shipments and receipts and not with indirect shipments (generated automatically based on POS of Warehouse orders).

Document Type

The first step in using confirmations is defining a document type that uses confirmations. The Document Type window, located in the Accounting -> Accounting Setup menu, is used to define how documents are processed and the resulting document types:

• Pick/QA Confirmation - when processing a shipment, pickup confirmations are generated in order to verify the picked products and their quantities;

• Ship/Receipt Confirmation - when processing a shipment/receipt, confirmations are generated to verify the delivered products and their quantities;

• Split when Difference - if differences exist between confirmed quantities and shipment/receipt quantities, after processing the confirmation, a new shipment/receipt will be generated for the differences and the quantities on the initial receipt/shipment will be updated, using the confirmed quantities;

  • Difference document - type of document used for the shipment/receipt generated for confirmation differences;

Confirmations

Confirmations are generated either by processing a document, automatically, or by using the Generate Confirmations process from the document window. Processing a document that has or requires confirmations will change the document status to "In Progress" and completing the document will not be possible until the confirmations are completed. To view the associated confirmations, on the document window press the Zoom Across

button located on the toolbar and select Ship/Receipt Confirm from the list. The confirmations window will be opened.

The Line tab in the Ship/Receipt Confirm window is used to confirmed quantities for products on shipment or receipt lines. The following fields are available:

• Target Quantity - initial product quantity on the shipment/receipt;

• Confirmed Quantity - enter the confirmed quantity;

• Difference (system maintained) - the difference between the shipment/receipt quantity and the confirmed quantity, calculated using the formula: "Difference = Target Quantity - Confirmed - Scrapped";

  • For document types with Split when Difference checked, if any difference exist, after processing the orders a new shipment/receipt will be generated based on quantity differences, and the quantities on the initial shipment/receipt will be updated with the confirmed values;

• Scrapped Quantity - enter the lost quantity (e.g. loss due to quality or storage issues). Lost quantities will not be received or shipped;

  • For receipts, after processing the confirmations a Physical Inventory document will be generated based on lost quantities;

After completing all the confirmation lines, go back to the Ship/Receipt Confirm window and press the Complete button, to process the confirmation, after which you can go back to the shipment or receipt to complete the document. After completing a shipment or receipt the associated order and warehouse stock will be updated.