A Guide to the Weekly Checks to keep your data up to date

A guide to your weekly checks.

• Overview
• Stock Transfers
• Purchase Order Outstanding Credits
• Purchase Orders Outstanding
• Sales Orders Outstanding / Have all Invoices been created?
• Invoices not sent
• On Appro Sales Orders

Overview

The following steps are the suggested weekly checks that you can complete to keep your data up to date. You can download the document at the foot of this article to use for your checklist.

Stock Transfers

Check any outstanding Stock Transfers that are in transit at the end of the week.

• Start at Stock > Transfers.
• In the To branch field, select Your branch.
• Click Advanced search and in the Transfer Status field, select In Transit.
• Click Search.

These results should be minimal.  Follow up on any stock transfers that have not been recorded as received.

Purchase Order Outstanding Credits

Check any outstanding credits from Purchase Orders where goods have been returned or were not received.

• Start at Payables > Reports > Create purchase order pending credits report.
• Select the Start date: (Recommend 1/1/2000 to include all outstanding items).
• Select the End date: (Recommend 60 days ago; note that you can enter -60).
• In the Invoice branch field, select Your branch.
• View report.

These results should be minimal. Follow up on stock credits and check why the supplier has not issued a credit.

Purchase Orders Outstanding

Check for any Purchase Orders that have not yet been received.

• Start at Payables > Reports > Purchase order outstanding report.
• In the Branch field, select Your branch.
• View report.

Follow up on any outstanding Purchase Orders and why they have not been received.

Sales Orders Outstanding / Have all Invoices been created?

Check for any orders that are On Hold or do not have Packing Slips and should now be completed and invoiced.

• Start at Sales > Approve Sales Orders.
• Packing slip status: Select Some Pending Invoice, No Packing slips, Held Packing Slips. This will show Sales orders that need packing slips or have not been fully invoiced.  
• Show on hold: Check this field. This will show any Sales Orders that are on hold. Then you can sort the column Invoice time to show these items at the top of the list.

Follow up on why these orders are still on hold or have not yet had packing slips created.

Invoices not sent

Check any invoices that have not been sent out to your customers.

• Start at CRM > Communications.
• In the Keywords field, enter Invoice.
• In the Sent toggle option, select NO.
• Click Search.

Follow up why invoices are not being sent, e.g. an invalid email address.

On Appro Sales Orders

Check for any Sales Orders that are On Appro.

• Start at Sales > Sales Orders.
• Click Advanced search and in the Branch field, select Your branch.
• Then in the Sales order status field, select On Appro.
• Click Search.

Follow up on sales orders with your customer/s.

By following the checklist, you can complete all the necessary steps to follow up on outstanding transactions and keep your data up to date.

You can download the guide document here.

Return to Top of Page