Configuring Transfer Verification Preferences
Basic steps for transfer verification:
1. Assign transfer verification security permissions to user groups.
2. Define resolution rules in Node Preferences > Transfers > Resolution Rules.
3. At the source store for the transfer, create a transfer slip. By default, an ASN is automatically generated.
4. At the target store for the transfer, use ASN Lookup to find and display the ASN. Select Options > Generate Voucher. Update the voucher.
5. Navigate to Store Operations > Transfers > Transfer Verification. In Transfer Verification, select the slip in the top pane. When you select a slip in the top pane, the corresponding voucher for the slip is automatically displayed in the lower pane.
6. If there are discrepancies, use the Resolve Pair button to resolve the discrepancy. If you click Resolve All, the discrepancies will be resolved according to the Resolution Rules defined in preferences. If there are no discrepancies, use the Update Pair button to update the documents or use the Update All button to update all the documents.
About Resolve vs. Update
Some transfer documents may have an exact match in which the From and To stores are the same and the items and quantities match. These matching documents can be updated using the Update Pair or Update All buttons. Other documents may not have an exact match. There may be some discrepancy in the items and quantities (or other information) on the documents. These documents must be resolved first, using the Resolve Pair or Resolve All buttons. After that, the document pair can be updated.
Transfer Verification Configuration
Configuration for transfer verification involves:
• Assign Transfer Verification Security Permissions
• Define Resolution Rules (and other transfer preferences, if needed)
• Add relevant fields to grid formats
Transfer Verification Security Permissions
The following permissions are specifically related to Transfer Verification. Other permissions (e.g. for accessing Store Operations) may also be required. Refer to the Prism User's Guide for a full list of security permissions.
Transfer Verification - Access Transfer Verification: Allow group members to access Transfer Verification area.
Transfer Verification - Manually Resolve Transfers: Allow group members to manually resolve transfers. If not allowed, transfers are resolved automatically via the method selected in preferences.
Resolution Rules Preferences
In Preferences & Settings > Node Preferences > Transfers > Rules, you can predefine rules for resolving transfer discrepancies. The rules you define in preferences will be applied in Transfer Verification when you click the Update All button. This helps speed up the transfer verification process. Often, small discrepancies can be ignored. You can define thresholds for your rules so that only quantities or amounts above acceptable limits will be flagged for resolution.
When you first go into preferences, you will see a list of any rules already defined. If no rules have been defined yet, the screen will look like the one below.
In the Transfer Resolution Rules dropdown, select whether to use global or store-based rules. Global rules apply to all stores for the subsidiary. Store rules apply to the specified store combination only.
Add Global Resolution Rule
In the Transfer Resolution Rules drop-down, select Global.
Select a From Subsidiary.
Click the Add button.
The Add Transaction Rule screen is displayed. Notice that the From Store and To Store are set to "any."
Select the Resolution Method to use when the rule's Cost, Quantity, and/or Item Count Thresholds are met and then save the changes. The rules use AND logic, so if multiple thresholds are defined, each threshold must be met for the rule to be applied.
- Cost Threshold: Enter a Cost discrepancy (the difference between the total cost as recorded on the out slip and on the voucher).
- Quantity Threshold: Enter a Quantity discrepancy. The quantity calculation compares quantities for each line item rather than just the total slip or voucher quantities.
- Item Count Threshold: Enter a discrepancy in the number of line items between the out slip and voucher.
Click the Add button. The rule you defined is added to the list.
|From Subsidiary||Designates the subsidiary that is the source of the transfer.|
|To Subsidiary||Designates the subsidiary that is the target of the transfer.|
|From||From Store. For a Subsidiary rule, this will always be set to "Any."|
|To||To Store. For a Subsidiary rule, this will always be set to "Any."|
|Cost Threshold||Enter a Cost discrepancy (between the total cost on the out slip and voucher).|
|Quantity Threshold||Enter a Quantity discrepancy. The quantity calculation compares quantities for each line item rather than the total quantities.|
|Item Count Threshold||Enter a discrepancy in the number of line items between the out slip and voucher.|
Add Store Resolution Rule
In the Transfer Resolution Rules dropdown, select Store.
Select a From Subsidiary from the drop-down.
Click the Add button. The Add Resolution Rule screen is displayed. Select a From Store and To Store.
Sample Store Level Resolution Rule:
- If the difference is 10.00 or less, correct the receiving document.
- If the difference is five units or less, correct the sending document.
- If the difference is due to an item that is listed on one document (e.g. out slip) but not on the other (e.g. receiving voucher), correct the sending document.
The rule will be applied when a user in the Transfer Verification area clicks Update All and the discrepancies meet (or exceed) the entered thresholds. When you add a Store Resolution Rule, there can be a different rule for each store combination, so each rule is added as a separate line at the bottom of the screen.
Resolution Rule Guidelines:
- Prism uses "AND" condition behavior. Retail Pro 9 uses "AND/OR" condition behavior. In Prism, each entered threshold must be met to apply the rule. In Retail Pro 9, if multiple thresholds are entered, only one must be met to apply the rule.
- Define discrepancy threshold values for Cost Value (Total Cost), Quantity (Total number of units), and Item Count (number of unique line items) that will determine whether the auto-resolution method will be applied.
- Specify which of the four resolution methods (e.g. Correct Receiving) will be used for each rule or specify that manual resolution is required.
- Only one rule can be defined for a specific From/To location combination. A separate rule can be defined for each direction, i.e., one rule for transfers from 000 to 001, a second rule for transfers from 001 to 000.
- A Store-Based rule takes precedence over a global rule.
- You can specify thresholds for any discrepancy combination of cost, quantity, and/or item count. If you leave a threshold value at zero, that threshold is not considered in the rule.
- Item Count Discrepancies refer to an item that is listed on one document but not the other. For example, if item #321 is listed on the out slip but not on the receiving voucher, this would be an Item Count discrepancy of one (1).
- Threshold values are always applied using the upper limit. For example, if a cost threshold is set at $500 and the Cost Value discrepancy is between $0 and $500, the rule will be applied. If the Cost Value discrepancy is greater than $500, the threshold is exceeded and the rule will not be applied. When the threshold is exceeded, the mismatched pair is left in Transfer Verification for manual resolution.
Grid Formats for Transfer Verification
When defining Transfer Slip and ASN Voucher grid formats, you can add the following columns to help you identify the resolution and verification status of documents.
|Resolve Date||The date that any discrepancies between the slip or voucher and its mate were resolved.|
|Resolve Status||Flat to indicate transfer verification status:
0 or Null = None
1 = Original Doc
2 = Replacement Doc
|Resolve Method||Flag to indicate the method used to resolve discrepancies between the transfer slip and receiving voucher.
1 = Correct Sending
2 = Correct Receiving
3 = Adjust Sending
4 = Adjust Receiving
|Verified||Flag to indicate whether the transfer has been verified yet.
1 = Verified
0 = Not verified
|Verify Date||The date the transfer was verified.|
|Verify Type||The type of verification performed: Manual or Auto.|