Chapter 26. Transfer Verification

Prism 1.14.7 User's Guide Chapter 26. Transfer Verification PDF

Prism 2.3 User's Guide Chapter 26. Transfer Verification PDF

Background
Transfers are always verified. By "verified" we mean that the items and quantities on the out slip created at the transfer source match the items and quantities on the receiving voucher created at the transfer target (within the allowed discrepancy). If there are discrepancies, they must be resolved by correcting either the out slip or voucher, or by creating an adjustment memo to account for the missing/extra quantities. The question is whether you want to verify transfers manually or automatically. This is determined by the "Verify Transfers upon Voucher Update" preference in Admin Console > Node Preferences > Transfers > General. If "Verify Transfers Upon Voucher Update" is enabled, then transfer verification happens automatically. If the preference is disabled (default), you must verify transfers manually in the transfer verification area.
Transfer verification helps ensure that:

• Sent merchandise was received at the target store
• Inventory valuations remain correct for auditing purposes

The Prism Transfer Verification area helps you verify that all the items and quantities transferred from a source store arrive at the target store and enables you to make corrections to the document record, if necessary. In the Transfer Verification area, match each slip with its associate voucher(s) and bring the document record into agreement, if discrepancies exist. You can verify an individual slip-voucher pair, or verify all documents using rules predefined in preferences. As part of the verification process, if there are discrepancies between an out slip and its ASN voucher, you can select how to bring the document record into agreement (by correcting/adjusting either the sending or receiving document).
You can define resolution rules in Prism preferences that specify how to resolve discrepancies between the transfer slip and receiving voucher. The rules you define can be set at the global level or store level and come into play when using the "Resolve All" button.  
Before doing transfer verification, make sure you have configured permissions and preferences for transfer verification.

Transfer Verification Configuration
Configuration for transfer verification involves:

• Assign security permissions
• Configure preferences related to transfer verification

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-related Preferences

Example Rules:

• 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.

Access the Transfer Verification Area
The Prism Transfer Verification area helps you verify that all the items and quantities transferred from a source store arrive at the target store and enables you to make corrections to the document record, if necessary.
Transfer verification helps ensure that:

• Sent merchandise was received at the target store
• Inventory valuations remain correct for auditing purposes

In the Transfer Verification area, match each slip with its associate voucher(s) and bring the document record into agreement, if discrepancies exist. You can verify an individual slip-voucher pair, or verify all documents using rules predefined in preferences. As part of the verification process, if there are discrepancies between an out slip and its ASN voucher, you can select how to bring the document record into agreement (by correcting/adjusting either the sending or receiving document).
You can define resolution rules in Prism preferences that specify how to resolve discrepancies between the transfer slip and receiving voucher. The rules you define can be set at the global level or store level and come into play when using the "Resolve All" button.
Select Transfers > Trans Verification from the home screen. The top (Shipping) pane of the screen displays a list of transfer slips. The bottom (Receiving) pane displays unverified vouchers. While working in the Transfer Verification area, you can search for specific slips or vouchers. You can also select a Date Range to display only documents created within that date range.
Transfer Verification screen:

Transfer Verification Process Flow
Step 1 - Create a Transfer Slip at the Source Store
The transfer verification process always starts with a transfer slip being created at the source store. Select the target store for the transfer and list items being transferred. You can add Freight and Fee information by clicking the Slip Details button. When you update the transfer slip, one of two things will happen, depending on the preference setting in Node Preferences > Transfers > General: Upon Transfer Slip update generate. By default, an ASN voucher is automatically generated. This is the default setting. You should use this setting if you want to have control over the transfer verification process. You can instead choose to generate a receiving voucher. (Note: If voucher is selected, then you may also want to select the preference "Verify Transfers Upon Voucher Update" in Node Preferences > Transfers > General.)
 Step 2 - Find and display the ASN
Select Store Operations > ASN Lookup. Enter filter criteria and click Search. Select the desired ASN and click the View button.
 Step 3 - Generate a Voucher from the ASN
With the ASN displayed, click the Options button and select Generate Voucher.
 The voucher is displayed. You can edit the voucher, if necessary. Update the voucher.
Step 4 - Verify Transfers by Resolving Discrepancies and Updating
If there are any discrepancies between the Transfer Slip and the ASN Voucher, the differences must be resolved.
When resolving discrepancies, you can choose how to bring the document history into agreement.

Prism Resolve Pair menu

Transfer Verification Notes

• The voucher must be generated from the ASN.
• Only a single voucher can be generated from an ASN for transfer verification.
• If you resolve a pair, it automatically verifies the pair, too.
• The resolution rules you define are only applied when you select Resolve Pair or Resolve All.
• If you click Update All and there are discrepancies, no vouchers will be verified. You must resolve the discrepancies first.
• If you click Resolve Pair, you must click a resolution method. The rules defined in preferences are not applied.
• If you click Resolve All, the rules defined in preferences are applied.
• If there are no discrepancies, can click Update Pair, or Update All.
• If there are discrepancies, click Resolve Pair, or Resolve All and select a resolution method.

Filter List of Slips
You can apply a filter in the Transfer Verification area to display only certain slips. For example, you can filter for only slips from a certain store, or only slips created during a certain date range. Click the Filters arrow to display a Filter screen. In the Search By dropdown, select an element for filtering the list: Slip No, From Store, To Store, Package No or Tracking No. In the text box for the selected element, type the value to use as search criteria. For example, if filtering by From Store, you can enter a store number such as "001", "002" or "003".
 When you click the Search button at the bottom of the filter area, a list of slips that include the entered filter criteria is displayed. You can use the page navigation buttons to navigate the list of slips. If necessary, you can change the filter criteria and search again.

Show Mated, Show Selected Mate
At the top of the Transfer Verification screen is a dropdown where you can select to display mates to the transfer slip selected in the top pane. By default, the bottom pane displays the voucher that is the mate of the slip selected in the top pane.

Show Selected Mate:    (Default) Filters Voucher section for vouchers mated to the selected Transfer Slip.
Show Mated:    Filters Voucher section for all mated Vouchers, regardless of Transfer Slip selection. This shows you all the vouchers that have already been mated with a slip.

Resolve and Update Action Buttons
On the bottom of the screen is a set of buttons for resolving/updating slip-voucher pairs.

Button	Description
	Opens "Resolve" menu selection where you can choose a resolution method.
	Resolves all slips/vouchers using the default Resolution Method defined in preferences and marks the documents as Verified. Mismatches that exceed the defined thresholds are left for you to resolve manually.
	Files selected pair of documents as verified. The Pair must have matching items and quantities.
	Files all paired and matched documents (per slip filter) as verified. Only pairs with item matches will be updated. Non-matched pairs will remain unverified. The number of documents updated is displayed.

Resolve Single Document Pair
Select a transfer slip in the top pane.  Select Show Mated or Show Selected Mate from the dropdown.
The bottom pane displays matching vouchers for the slip that is selected in the top pane. Select the desired voucher by clicking the check mark in the left column.  Click the Resolve Pair button and select a Resolution Method. The selected resolution Method is applied and the document pair is verified.
 Resolve All Documents
Click the Resolve All button.  When a user clicks the Resolve All button, if the difference falls within the thresholds defined preferences, the default Resolution Method selected in preferences is executed for all paired documents included in the filter. This updates the document history and helps to ensure that inventory valuations remain correct. If the default Resolution Method is set to "Prompt", a prompt will be displayed to allow the user to choose the desired Resolution Method.

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. If the discrepancies are within the thresholds defined in preferences, the system will automatically resolve/update the documents. If the discrepancies are not within the thresholds defined in preferences, those documents will remain in transfer verification and will have to be resolved manually.
Multi-Store Transfers
On a multi-store transfer, you first create a transfer order that lists the items and the quantity of each item to be transferred to each store. In such a case, when you select Options > Generate Slips from the TO, multiple transfer slips will be generated, one for each store. You can then go into the ASN Lookup area and find the ASNs. There will be one ASN for each slip. The Store field on the ASN displays the target store; that is, the store where the merchandise will be received.
Transfer Verification Use Cases
This section provides additional detail about specific transfer verification use cases.