The more you work with your EZ Process Pro system, the more you’ll find that 3 specific functions drive all other functionality in the system: Sales, Ordering, and Shipping. This series is designed to walk you through the basics of these steps so that you can see how they interact with one another and how a Sale moves through the process.
Video Transcript
Now we’re on the final core function of EZ Process Pro: Shipping. This is where you'll manage all Deliveries, Pickups, and Backorders. Deliveries are controlled through something called Memos. Memos are calls to action that define steps being taken to an item or on a customer's behalf. In this case, Delivery memos track the action of bringing items to the customer.
There are two phases to a memo: Printing the memo and confirming the memo. Printing means that the memo has been generated - you have decided that an action must be taken. The software can then begin the process of tracking the item until the second phase: confirmation. This tells the system that the action is complete.
Memos are generated per sale or per customer. In our case, we are going to be delivering the item on our sale to the customer, so we are going to generate a Delivery memo. To do so, we’ll go to Print Memo > Delivery Memo > and choose the manual process and all sales.
There are two criteria for a sale to show up here. Firstly, the system will never show a sale that has not been completely paid off or funds accounted for. This protects you from losing possession of items you have not received money for. Secondly, the sale needs to have been set for Delivery, not pickup, and this must be the first delivery memo generated for the sale. If any prior memos were generated, then the sale will move to the backorder memos.
Notice that having all items reserved is not a criteria necessary for sales to show here. Even if 0 items are reserved, sales will show on this list. Technically, that means that we could generate Delivery memos before going through the Ordering process. You likely won’t do this as it would just create a pointless memo that requires more work from your team without moving the sale forward.
In our example sale, we left it at the default for Delivery and this is the first memo we are generating, so we will find it on the list here. We’ll go ahead and click the sale number to start the process. We see the item is reserved, so we’ll hit next, then on the next page we’ll fill out the Manager Approval password and Delivery driver name. Then, we’ll hit Submit.
In the real world, we could print this out to get signatures or give instructions to the delivery drivers. In this instance, we’ll go ahead and move onto the confirmation step of the process.
We’ll go to Confirm memo and pick “Delivery memo” then manual again. In the dropdown list, we’ll see all open Delivery memos that haven’t been confirmed. We’ll find the one we need for our sale and click “Continue”. Then, we’ll choose the memo number, click continue, and we’ll find ourselves on the Confirmation page.
We’ll choose what location we want to pull this item from and use the drop down menu to choose the quantity of the item that we are grabbing from this location. We’ll then fill out the Driver Name, Delivery date, and then “Confirm this memo”.
At this point, the sale is now marked as delivered in the system. The item has been taken out of inventory and any processes set to run after delivery confirmation, such as commission, will now be triggered to start. You are ready to begin the process again!
Remember, there are a few key points to keep in mind when working with deliveries.
- There are two phases to memos in EZ Process Pro: Printing, and Confirming.
- Only sales that are paid off or have all funds accounted for will show up for delivery, pickup, or backorder memos.
- Items do not leave your inventory until the memo has been confirmed.
- The delivery core function starts when items are reserved for a sale in inventory, and ends when memos are confirmed.
This video covers the basics of making a delivery in EZ Process Pro. As you grow more comfortable with the software, you’ll find further methods to customize your operations more.