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ADM - Managing Products and Picklists
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Table of Contents

Introduction

This article details the pick list screens and related screens. It also explains how to manage pick lists using both LightSpeed and ADM inventory management.

 

Route Screen

You can create/edit a route, then assign it to a location. Within a specific route, you can assign a driver (the names that will appear are users with a Driver or Operator role in Users & Roles). To get to the Route screen in ADM:

  • Click the Admin tab, then select Routes from the drop-down menu. The Routes page will display.
    Image1.png

 

Pick List Action options

When the Pick List Action is set to “Hide From Pick List”, the product will not appear in the pick list regardless of Min/Max or static order settings. You can filter from the Pick List screen if you need to quickly find any or all products set to this Pick List Action. However, these products will not appear in the pick list by default.

The Hide From Pick List option can be set in several locations in ADM.

 

Products Tab

  1. Click on the Products tab in ADM.

  2. Select Global Products from the drop-down menu. The Global Products screen will display.

  3. Click on any product in the grid. The Product Summary screen, Info section will display for the product you selected.

  4. Click in the Pick List Action field on the left side. A drop-down menu will display.

Image3.png

5. Select Hide from Pick List.

OR

Scroll further down to the Locations section.

6. Click in the Pick List Action column of the grid. The cell where you clicked is highlighted with a border.

Image4.png

7. Click in the cell. Click the arrow and a drop-down menu will display with four options.

8. Select Hide from Pick List from the drop-down menu.

 

Locations Tab

  1. Click on the Locations tab in ADM. The Locations List screen will display.

  2. Click on a location. The Location Summary screen for that location will display.

  3. Scroll down near the bottom and click the Products tab.

  4. In the Picklist Action column of the grid (far right), click on any cell. The cell where you clicked will be highlighted with a border.
    Image5.png
  5. Click in the cell. A drop-down menu will display with four options.

  6. Click Hide from Pick List.

 

Static Order

The Static Order column is on the the Location Summary screen of the Location tab. Use this option to set a standing order for a product at a certain quantity. When this is set for a product, the Min/Max values will be set to zero and not used in the pick list. Instead the Static Order quantity will always be ordered and included in the pick list. The Static Order quantity will represent the Need quantity.

 

To see the Static Order column:

1.  Click on the grey striped Hidden Columns marker to the left of the In Inv column. A drop-down menu will display.

Image6.png

2.  Click Static Order. The new column will display to the left of the In Inv column.

 

Product Summary screen

The Product Summary screen offers several features to assist you with managing your inventory.

  1. Click the Product tab.

  2. Select Global Products from the drop-down menu.
    Image7.png
  3. Click on a product in the grid. The Product Summary screen will display for that product.

 

Display “Need By" 

When you have the Pick List Action field (left side) set to 1+ Cases Needed, you can control how to display the cases needed as either Case(s) Needed or Item(s) Needed.

1.  Scroll down to the Pick List Action field and click in it. A drop-down menu will display with four options.

2.  Select 1+ Cases Needed. The Display ‘Need’ By field will display just below it.

Image8.png

The Display ‘Need’ By field will be set to “Case(s) Needed” by default. The Rounding field will display below it. In this field you can control how to round the cases need. You will be able to set rounding to always round up, always round down, or always round to the nearest case.

Note: If the Pick List Action field is set to anything but “1+ Cases Needed”, the Display ‘Need’ By will not display.

 

How Each Rounding Option Works

Rounding up: This option will always have you pull enough cases to reach your maximum level even if that means going over the maximum by a large amount. As soon as you drop below your maximum amount, it will start showing to pick cases.

Rounding down: This option will never exceed your maximum level. This may cause you to bring less product than your set maximum amount unless the numbers match perfectly, then you would bring the exact maximum amount.

Example: If you have 99 of one item in inventory with your case count set at 10 and your maximum is set to 100, it will not tell you to pick a whole case just for that 1 item. Instead it will just keep you short at 99 and show to pick 0 cases. If you were to set it to round up in this example, it would show to pick another whole case as it is always trying to get to that maximum level.

Nearest: This will display the ideal amount of cases you need to pick to get as close to your maximum as possible. Note: This can cause it to go over your maximum or even under your maximum.

Example: If you have a maximum of 100, have 92 in inventory and have 10 in a case, it will state to pick a whole case which would bring you to 102. The reason it does this is because 102 is closer to 100 than 92.

 

Locations Grid (Pick List Action)

The Pick List Action column is in the Locations grid at the bottom of the page in the Locations section. You can change the data in the columns where the text is blue.

Image9.png

 

Route Scheduling Screen

The Route Scheduling screen allows you to set one or more service days, and Pick List Preferences per service day, across one or multiple locations, all from one screen. This provides the tool you need to set the cadence of how to handle pick list planning vs picking schedules.

To get to the Route Scheduling screen:

1.  Click the Products tab.

2.  Click Pick Lists from the drop-down menu. The Pick List Manager screen will display.

Image10.png

3.  Click the Scheduling button at the top right of the screen. The Route Scheduling screen will display.

Image11.png

 

Service Schedule grid

The Route Scheduling screen has two tabs, the Locations tab and the Filter By tab. The Locations tab is displayed by default.

1.  Select one or more location(s) from the list in the Locations tab.

2.  Click APPLY at the bottom of the tab. The Service Schedule grid will populate.

The grid contains the following columns:

  • Location
  • Route
  • Driver
  • Service Day(s) (M-SU)
  • Plan vs Pick Preferences

Image12.png

Note:  You can update the Route and Driver fields from this grid.

The Filter By tab is grayed out until you select one or more locations in the Locations tab and click APPLY. This tab offers three filters with drop-down menus to filter the data in the Service Schedule grid. The filters are:

      • Service Date
      • Driver
      • Route

 

Set Plan vs Pick Preference popup window

1.  Assume that you have locations filtered to the Service Schedule on the Route Scheduling screen.

2.  Click on the cell in the Plan vs Pick Preferences column that corresponds to the location where you want to set the preferences. The Set Plan vs Pick Preference popup window will display.

Image13.png

The Set Plan vs Pick Preference popup window contains two columns:

  • Service Day(s) – which shows the days of the week (pre-selected if set from the Service Schedule grid).
  • Plan vs Pick/Service Day Preference(s) – contains fields with drop-down menus that show these five options:    
    • Set Plan vs Pick Preference
    • Plan Today Pick Today
    • Plan Today Pick Tomorrow
    • Plan Today Pick In Two Days
    • Plan Today Pick In Three Days

You can select or deselect any of the check boxes if you need to edit a service day selection and setting.

3.  Click Save to save your preferences.

OR

Click Cancel to dismiss the popup window and return to the Route Scheduling screen.

 

Pick List Manager screen

The Pick List Manager screen allows you to manage your pick lists.

  1. Click the Products tab in ADM.

  2. Select Pick Lists from the drop-down menu. The Pick List Manager screen displays.

The screen has two tabs on the left, Locations and Filter By. Locations is selected by default and Filter By is grayed out. You must select one or more locations in the Locations tab for the Filter By tab to become active.

3.  Click on one or more locations in the Locations tab.

Image14.png

4.  Click APPLY at the bottom of the tab. The Filtered Locations grid will display with information about the location(s) you selected. You can filter the grid by the following columns:

  • Location
  • Route
  • Driver
  • Status
  • Last Refresh of Pick List
  • Last Pick List Pushed/Sent (Note: This column only displays if Lightspeed is enabled.)
  • Last Inventoried
  • Planning day(s) (based on Plan vs Pick scheduling)
  • Servicing day(s) (based on Plan vs Pick scheduling)
  • Pending Pick Lists

Image15.png

 

Cancel Pick List Order(s) button

If any of the locations that you selected have a Pick List order that has been sent to LightSpeed, but not returned, the red Cancel Pick List Order(s) button will display next to the Refresh button. This button is visible to any user who has access to the Pick List.

Image16.png

  • Click on Cancel Pick List Order(s) button if you want to cancel the Pick List order(s) associated with a location(s). The following popup window will display.

Image17.png

  • Click on the location(s) where you want to cancel the pick list order.
  • Click Yes to cancel the pick list order for the selected location(s).

5.  Click on the Filter By tab next to the Locations tab. The Filter By tab displays with six fields containing the following drop-down menus:

  • Planning
  • Servicing
  • Driver
  • Route
  • Last Pick List Created Date
  • Last Inventoried

Image18.png

You can quickly send pick lists to Lightspeed or push them to inventory from the Pick List Manager screen when one or more locations have been selected.


6.  Select one or more locations in the grid. Seven new buttons will display on the right side of the screen.

Image19.png

Image20.png

OR

Image21.png

Export button – export your selections to an Excel spreadsheet.

Refresh button – refresh the screen.

Important: When you “refresh” the Pick List Manager or Pick List screen, the system will update the pick lists and clear any revisions (add, remove, edits) previously made to the pick lists.

Send To LightSpeed button – quickly send pick lists to LightSpeed.

OR

Push to Inventory button – push pick lists to inventory.

Note: If your Org has LightSpeed, you will see the Send to LightSpeed button instead of the Push to Inventory button in both the Pick List Manager and the Pick List screens.

Plan Pick List(s) button – further refine your pick lists before sending them to LightSpeed or pushing them to inventory.

 

Sending Your Pick List(s) to Lightspeed

  1. Click the Product tab in the ADM Menu bar, then select Pick Lists from the drop-down menu.

  2. Select the desired Location(s) in the Locations tab on the left.
    Image22A.png
  3. Click the Apply button at the bottom of the Locations tab. The Select Location(s) grid will populate.

  4. Select one or more locations to send to Lightspeed.
    Image22B.png
  5. Click Send to Lightspeed. The following prompt will display.
    Image22C.png
  6. Click Yes to confirm sending to Lightspeed.
    Image22D.PNG

 

Resetting Inventory to Zero at Multiple Locations

  1. Click the Product tab in the ADM Menu bar.

  2. Select Pick Lists from the drop-down menu.

  3. Select the location(s) with negative inventory.

  4. Click the APPLY button.

  5. Click Select All from the Filtered Locations drop-down menu.
    Image22E.png

  6. Click the Reset Negatives to Zero button.
    Image22F.png

    Image22G.png

  7. Click the OK button in the warning modal.
    Image22H.png

 

Status Column

The Status column is on the Pick List Manager screen, under the Products tab. It displays a grid with the following five options:

  • Locked
  • Cancelled
  • Pulled
  • Planned
  • Complete

Image22I.png

 

Last Refresh of Pick List Column

The Last Refresh of Pick List column is on the Pick List Manager screen under the Products tab. It will display only if the Status column is set to Locked, Planned or Pulled. The Last Refresh of Pick List column will blank if the Pick List has been cancelled. 

Image22J.png

 

Pick List Screen

The Pick List screen allows you to manage one or more of the pre-filtered locations. To get to the Pick List screen:

  1. Select one or more locations in the Locations tab in the Pick List Manager screen.

  2. Click APPLY. The Filtered Locations grid will display.

  3. Select one or more locations in the Filtered Locations grid.
    Image23a.png
  4. Click the Plan Pick List(s) button on the right-side of the screen.

The Pick List screen will display a grid showing the locations you selected. This screen shows additional columns of data including:

      • Product Name
      • UPC
      • Product ID
      • Category 1
      • Pick List Action

Image23.png

Note:  Any changes made to the pick lists on this screen (e.g., adding, removing, adjusting the Need quantity) will be automatically saved if you must leave this screen temporarily.

When one or more locations have been selected in the Filtered Pick List grid, you can:

      • Push pick lists to inventory by clicking the Push to Inventory button or send pick lists to Lightspeed by clicking the Send to LightSpeed button.
      • Perform a pick list export and refresh by clicking the Export and Refresh buttons.

Important: When you “refresh” the Pick List Manager or Pick List screen, the system will update the pick lists and clear any revisions (add, remove, edits) previously made to the pick lists.

    •  

Add Product(s) to Pick List

1.  Click the Add Product button. The Add Product(s) to Pick List popup window will display.

Image26.png

2.  You can add product(s) to any location by:

  • Selecting the location from the Select Location to add product(s) to: drop-down menu.
  • Searching for the product by name or category.
  • Entering a Need value for those product(s).

Note: When a location has at least ONE product with a Need value, the Location drop-down menu will be locked and cannot be changed to a different location. You must either click Cancel and stop adding products or finish the location you are working on before starting on another location.

3.  Add additional product(s) to a location’s pick list by updating the quantity in the Need column.

4.  Click Close to return to the Pick List screen without adding any new products.

OR

Click Preview to see the new product(s) that you can add to your pick list.           

    Image27.png

5.  Click Add to add the product(s) to your pick list and return to the Pick List screen.

OR

Click Close to return to the Pick List screen without adding any new products.

 

Export Some or All Pick List Product(s)

You can export one or more locations and products by selecting those locations and products or by clicking Select All to export the entire filtered pick list.

 

To export data

1.  Select one or more locations or products from the Filtered Pick List grid in the Pick List screen. Two new buttons will display in the group of buttons on the right side of the screen, they are the Export button and the Push to Inventory or Send to LightSpeed button.

Image28.png

OR

Image29.png

2.  Click the Export button. You will be prompted to save your selected locations or products in an Excel file in Windows File Manager.

3. The Excel file will include data from all the selected locations and products. It will be displayed in the following columns:

  • Location ID
  • Product Number
  • Case Ct
  • Location Name
  • Product Name
  • Min/Max
  • Route
  • Category
  • Static Order
  • Driver Name
  • Subcategory
  • In Inv
  • Scancode
  • Action
  • Need
  • Userkey

 

 

Image30.png

 

Pick List History Screen

This screen provides a historical view of the most recent pick lists that have been sent to Lightspeed or pushed to inventory.  

  1. Click the Products tab in ADM.

  2. Select Pick Lists from the drop-down menu. The Pick List Manager screen displays.

  3. Select one or more locations in the Locations tab.

  4. Click APPLY.

  5. Select one or more locations in the Filtered Locations grid.

  6. Click the History button near the middle of the screen. The Pick List History screen will display showing data from all locations in the Pick List screen.

The grid in the Pick List History screen includes these columns:

  • Date/Time Created
  • Date/Time Pushed
  • Location
  • Pushed By (operator)
  • # Products
  • # Units
  • Total Cost (for each Location)
    Image30a.png

8.  Click in any row to see the details of the pick list you selected. The following screen will display.

Image31.png

You can click the Export Pick List button in the upper, right corner to export the data to an Excel spreadsheet.