FAQ

Customers:

Where can I find a full listing of customers with addresses, phone numbers, all details for all customers? That information is found on the Customers page. Within each Customer you can assign their contacts and locations (billing, shipping, and physical).
On the individual customer page, what does “Cancel” mean? It abandons any unsaved data entry. This is perfectly safe to press if you do not want to save any new data entry.

Purchase Orders:

Is there any difference between closing a PO via paid, closed or canceled? It's all about the reporting and what kind of data you need to get out of it:
- Received- The materials for a PO have been received but the purchase order is not ready to be closed yet.
- Closed- The materials for a PO have been received and the purchase order is closed... but not paid yet.
- Paid- The PO has been received, closed, and is now paid.
- Canceled- means just that. We recommend using this status if the PO was truly cancelled.

Other than that, it's just a matter of what kind of status information is important to your tenant. If all you care about is if the materials for a PO were received, you can stop with that status.

NOTE: Status will automatically be set when using WIP and/or PO Receiving. If you have a need to track/report Closed and Paid statuses independently, then those statuses should be used appropriately. They are set manually; nothing automatically sets them to Closed or Paid.

Inventory:

How do I "drop" inventory or make adjustments when product ships? Go to the Inventory page and select the On Hand tab. Then, press the action menu and select from any of the options. In the case you need to 'drop' inventory', select 'Drop', choose a Qty to drop and the Reason you are making the adjustments to the inventory item. Any change made here will show on the Transactions tab.
I can't get any inventory to pull up. When I do a search, I get a message "No results found. Please try using a different search criteria." Try unchecking "Only Show Items With Quantity", because it may be a case where all inventory items are currently out of stock.
I have them removed and the order closed. If we aren't doing anything with the allocated items, do I need to remove the rest of them or is it hurting anything? Yes, you can safely remove them if you are not using them. The allocations represent inventory that is intended to be used. By removing them, you are not removing existing inventory. You're just letting the system know that you no longer need to set aside those quantities for future use. Most of these orders have already been done and the inventory is still showing unfulfilled, so if I don't remove it then it just sits here correct? Will it show fulfilled at some point? That is correct. If you manually remove the allocations, someone may need to manually update the inventory quantities (Count or Discard transactions)
How can I change the location on an inventory item? Go to the inventory item's On Hand page and apply a relocate transaction to the inventory that needs to be moved.
How can you have one sku with two different “Last transactions”. They both can’t be last. If we had it stored in 10 different locations, we would still only have one sku with one last transaction and one total quantity “on hand.” This is a misconception of the data in the report. The last transaction listed applies specifically to the location being reported. If you have a SKU with inventory in two different locations, you'll have two detail lines each with their own last transaction type. That information is useful to some of our tenants. An example usage would be LIFO or FIFO order fulfillment (last in, first out or first in, first out). The last transaction type for a given location could assist in knowing if that location received the most recent inventory.
How many total cartons of each sku do we have on hand, i.e. can we complete this new order with the total amount that we have, or do we need more material than what we have in total? Of the total number of cartons that we have on hand, never mind where it’s located (until we need to put it to use) how many cartons are already allocated to existing orders therefore should not be considered, i.e. are we going to need more when a new order comes in. The inventory on hand page displays quantity on hand (regardless of location) along with allocated quantities (as long as fulfillment orders are being used).
How does an inventory item become "fulfilled"? An inventory item's allocations can be viewed on the inventory item's allocation tab. It lists the inventory item's individual allocations and how much of those have been fulfilled. The fulfilled number is a result of pick tickets being entered that "fulfills" the allocation previously added. If you add a product to a fulfillment order with a quantity of 10 and then add a pick ticket for that order for that product that has a quantity of 5, the end result will be an allocation record for 10 with a quantity fulfilled of 5.

Orders:

This job accidentally shipped without all the pricing and a P.O so we need to remove the delivery tickets so that we can correct this. I usually add a note in the P.O that I'm waiting on the P.O so it reminds me to get the it, so could that be tricking the system in thinking that my note is the actual P.O for the order? If you have not already invoiced the shipment, you should be able to remove the shipments (each shipment will have an action menu with 'Remove' as a menu item), update the pricing, and then re-ship. This is where you can use the option for 'Require PO', that can be found on the customer's page. Set it to true for any customer that requires a PO.
I need help on a fulfillment order in which I entered the wrong inventory item, but we just noticed it wasn't the right one. The order is already completed and shipped, but I would like to fix it so the inventory can get adjusted. If I cancel the pick ticket, add the right item and then add a new pick ticket, would it be a good idea? There are 2 choices depending on if it has been invoiced yet or not:
- If you have not invoiced the shipment yet, you can cancel it. Then, cancel the pick ticket --> remove the product from the fulfillment order --> add the correct product and add it to a pick ticket ticket... and ship it again. Then you will be able to invoice properly. This should result in inventory being put back into the system and the correct inventory being pulled.
- If invoiced, the best approach would be to manually update the inventory directly via Receive and Pull transactions. Use a Receive transaction to put the incorrectly shipped products back into inventory and then use a Pull transaction to reduce the inventory for the products that should have (and did get) shipped.
When we create a delivery ticket it closes the job. How do we close when invoicing? The job closes automatically when the total amount shipped is greater than or equal to the quantity specified for the job.
When is the stock committed to a job? It depends on which part of the job you are referring to. If components, those are committed upon the first shipment regardless of how many products are shipped (partly due to the concept of Per Job quantities vs Per Product quantities). How to apply stock to a job once finished? For instance we print cover to a job, is stock applied then? Again, all component inventory is committed upon the first job shipment.
When scanning the job # sometimes N appears before O? For job numbers, the prefix should be $JN. For job components, the prefix should be $JC followed by what seems like a random string of characters. For certain jobs, you have to scan the component... not the job, tracking the job by components instead of the job itself.
How do you duplicate an order? Go to the Order Search page and search for the order you want. Click the action menu and select 'Copy Order'.

Accounting:

I am trying to move 30 + orders to batch billing and an error pops up saying customer does not have primary billing contact. For each of the unique customers in the pending invoice list, you need to configure or assign a billing contact. This only has to be done once per customer that needs to be invoice-able. Blue Kollar requires invoice-able customers to have a billing contact. This should be done when initially setting up a new customer.
I am on the invoice search page. There needs to be a field for order number that can link you back to the order. This exists within Invoice Search. Job numbers and shipment numbers are based on order numbers (they just have different prefixes). Ticket numbers within Invoice Search are shipment numbers. So, to find invoices for a given order number... just enter the number part of the order number into the ticket number input parameter. The invoice search results will each have an action menu that includes a link back to the order.
If I have 3 jobs for BK. They have delivered as of 8/22/2022 I have just invoiced them. When I went to push them through batch billing in BK they are not in there. Like they are not able to be invoiced. If more than 250 results were found, the Batch Billing page will only display the first 250 with a warning message to update the search criteria for more specific results. Users can enter into the Ticket # input under Unbilled Ticket Search or any other and press the Search button. You'll find the missing tickets (shipments).

Reports:

Where would I go to get a report listing each SKU uniquely, i.e. only one time, with its total on hand? The closest would be the PDF version of the Inventory Snapshot report. It provides a summation per inventory item (SKU) along with where the inventory can be found (locations). Allocations are not shown on this report. The Excel version of this report provides the same data, but it is not summarized. It's the raw data per inventory location. This data can be pivoted within Excel, if needed, to summarize the quantity on hand per SKU. We provide the raw data (Excel) for this purpose.
I am trying to download a specific inventories to excel with the cost. Do I have to go into each SKU to get a cost for the reporting I need? There are two reports called 'Inventory Skus' or 'Inventory Skus by Location' that will show you what you need. You can choose the type and any other parameter, and it will show you the cost and totals at the top.

Admin:

We have tried to add a new user and it comes back with an error saying it won't allow a duplicate but the user we are trying to add hasn't been added before. Most likely at one point this user you are trying to add had an active account, but it was made inactive.To fix this have someone go to the User admin page, select 'Show Removed', and then search for the user you are trying to add. Hit the action menu and choose 'Restore'. That should reactivate that user. Make sure to check which permissions he has and give him a new password if needed.
I noticed in the documents where you can drag a file over, however, you cannot open that file to review unless you browse and search for it. After you drag the file over and get everything set up to upload the document you'll complete that by clicking the save button on the top right.
Is there a way to rename a collection? Go to Admin and under Inventory there is Collections.
How does each department update the status of their Cost Center Event? How do I print for each department so they can scan the process into "tracking"? Order Tracking is used for those purposes. You'll need to run the Cost Center Events report to get the list.
I need to be able to look up orders, track orders - Systems tell me I don't have access. Contact your admin to get the appropriate system access.
Why am I getting the error 'This carrier already exists for another customer...'? We use our company name for several of our local customers, but when I tried to update a customer with our company name, I received this error and I am not sure how to make it go away and select save? Also what is the sort order for on this? If you have multiple customers that you use your tenants trucks/name for the carrier, you may want to enter that carrier at the tenant level on the admin screen. Entering a carrier here will allow you to use it, if necessary, for a customer without having to add it to every customer individually. However, you will receive an error message if your tenants trucks/name is entered for a customer(s) already. If it is a carrier you use for a specific customer, add that carrier within that customer.
Under product types, how many different could we list? The product list is not editable. We have the ability to add more products, but it is considered a customization to do so. We added sub-product types as a means of diversifying existing products for reporting purposes.
Scanning into a cost center to begin a job & scanning out when finished? You can accomplish this by adding another cost center event and making sure its 'Has Stop Event' option is selected. Also, you can collect 'Labor' and 'Production' by also selecting those options.