Transcript
Good to Gold done by Partner Success Team. My name is Anit Junaid, I'm from Partner Success Team in APAC region. Today we are going to showcase the best practices around procurement material in PSA. I'm just going to wait for a minute to see if more people can join the room. Good afternoon everyone, welcome and thank you for joining the room. My name is Anit Junaid, I'm from Partner Success Team in APAC region. Today is the seventh session of the series that is around procurement, but we do have last six sessions, one session each week around service module, sales module, invoicing agreements and company structures. If you are looking to look into those sessions as well, if you have not previously joined those sessions, you can always assess the recordings on the YouTube for those sessions. I'm just going to wait for a little bit more, maybe 30 seconds, half a minute more to see and then I'm going to start. All right, I'm just going to kick off from here, I'm sure you are able to see my screen, so I just have one single slide for you, I will save for agenda for you to share with you to start and then the rest I will cover on our training environment. I'm going to start with the introductions, might be many of you are not aware who I am. I am Anit Junaid, one of the Partner Success Manager in APAC region. I'm with ConnectWise for last three years, I started in BMS support role and last year, in mid of last year, I moved to Partner Success Team and now helping partners optimizing the tools that they have with ConnectWise and again, mostly around BMS tools that I'm expert in. Going through our agenda for today, again, all around procurement in PSA, so first thing we're going to look into that stuff, I will say the basic of PSA and the main point of PSA and procurement is product catalog and how it can be set up, what are different fields that can help you to link those revenues that you can generate from that product to your accounting package, hybrid product class, type category, subcategory, so we look into slightly more detail into it. Next thing is procurement overall settings, so where the procurement defaults can be set in PSA, we will look into that and how it can impact the flow of product and certain settings on purchase orders in PSA. The next thing is procurement life cycle, we're going to cover, so I'm just going to showcase you how the whole flow is going to look like starting from opportunity by adding product on the opportunity and how it's going to end to the last screen that is a shipping screen till to the end, so throughout the life of the product in PSA. And along with that, we're going to discuss some of the concerns that I really want to discuss around the accounting package, we will go along with that and then we're going to have a Q&A session to go through your queries and concerns and I will try my best to answer those questions. All right, okay, that was a bit tough, sorry for that, I just shared my screen, now we're in the demo environment or training environment of mine and I'm straight into the product catalog, so where we can see the product catalog, it's all in the procurement module in PSA. First thing is product catalog, sales order, purchasing approval, purchasing and so on, so I will say in PSA, the procurement module, the way it's been ordered, it is actually will, you think of it as a flow of product in PSA through these screens as well, so it is the order is the flow of the product, how it's going to flow from these different screens through the life of the product on any record, so this is pretty much about the flow, but I will further discuss and show you once I will showcase you the live example on it, just quickly go into the product catalog, so this is the product catalog, what's the product catalog does, this is the area where you are going to create a product and organize your products in PSA, anything that you are selling to your clients and partners supposed to be or exist in PSA in form of a product, in ConnectWise, there are multiple classes of different classes of products that you can use, those classes can be agreement, bundle, inventory, non-inventory and service, so these are the five classes, product classes available in PSA, I'm just going to navigate into one by one of these to slightly describe how they will differ from each other and how it will differ if you select one of these products and convert them to a record in PSA like ticket or project or agreement, starting I'm just going to pick one of the non-inventory products, so this is a non-inventory product, a light book, non-inventory product in PSA is supposed to be a product, it is you are going to order on demand, you do not keep its inventory and any quantity of product on hand in your warehouse, so this is on demand products, once you add this on your PO directly or might be you are adding in a ticket, it will generate a demand for you in procurement module and you have to create the PO with your vendor and now you can ship this product to your client, you can see once I navigate to this product, the product class option is there, so this is where you can set the product class, for this particular product non-inventory, this product class option is not greyed out, it is still giving me an option that I can change the class, so this is the only class, non-inventory is the only class in PSA that can be changed after, other than this non-inventory class, any other class cannot get changed, if you create a product with inventory class or might be an agreement class, it will get straight greyed out and might be in the scenario, you might realize it, okay, I have might set this incorrectly for some reason or somehow, the only way to fix this is to make the product inactive or delete or create the new one, so this is about the product class, so currently this is non-inventory, there are few more fields which are very important in a product setup of any of the class that is category and subcategory that drives your GLs, so anything that is, I will say, for the products that you, for this particular product, you want to track the revenues that get generated from this product category or might be this product subcategory, you can always pick these categories and subcategories in your GL mapping, so that you can track these product revenues directly from these categories and subcategories to your accounting package, so this is the way, what is the product type, product type is considered as a field, this is obviously user-defined fields, these are available in setup tables, you can create product types as much as you like, currently in my system, I do have four product types set, inventory, non-inventory, other charge and service, so this product type is a type, once I create a new product, it's a mandatory field, I have to pick the product type, this is how this product is going to sync to the accounting package and it represents the native sales tax associated with the tax tables, further on, if I look for the next fields, I can see price attribute is grayed out for non-inventory, there is no serialized options available for that, I can still select dropship and special order for inventory, non-inventory as well, but there is few options are grayed out and this price attribute, it is truly associated with service class products, for other products, other class products, price attributes will be automatically selected to TNM, times and materials and it will be grayed out, there will be no option to change that in PSA, so this is all about non-inventory products, non-inventory products, again, nothing you can hold in the inventory and there is no warehouse is associated with these, so if I navigate to the inventory, it should be blank for me, because there is no warehouse associated with this inventory, because this is a non-inventory class product. Let's go to one of the inventory class products, let's say, if I pick one from here, might be this HP 17 laptops, so I'm holding this as an inventory in my ConnectWise product type is inventory, you can see the product class inventory is grayed out, because it cannot be, it cannot be changed, because once you change it, so that is why non-inventory is considered as a default product class in PSA, whenever you go and create a new product, it automatically picks non-inventory, because you can change it after, anyways, let's go back to this inventory class product, so now this class is inventory, I can see, I do have this serialized option available for me, I do have cost by serial option is also available for me, so these serialized options is another way to further granulize or further track your inventory that you are keeping in-house for these inventory class products, so you can serialize the items of the items of the inventory class products and further you can also associate the cost with those serial serial numbers as well, for example, in the scenario, you might buy or purchasing these HP 17 laptops for your general public might be at a cost of say $1500 per unit, but you do also serve to education departments and as well, for them you do, did purchase the same HP 17 laptop at much lesser cost, might be let's say $1200 or might be $1000, so now you, this is giving you an option, apply cost by serial, you can track the cost as per the serial number and you can make sure you can pick and ship the correct product or product serial number associated with the correct cost and it will reflect in your balance sheet in your accounting package as well. All right, so with a drop ship and special order, I just want to clarify these two things over here with a drop ship, drop ship is just like I don't want to use my inventory on hand, but I have, I just want to ship the product directly from the vendor to client, to the client address, so this is where you can use the drop ship and a special order is again, sort of a similar scenario, where you do not want to use your inventory on hand, you really want, you might be looking to buy the latest version of some workstation directly from the vendor for this particular client and once you receive it, then you pick and ship and then you pick that, receive that product, pick that product and then ship to that your client directly by creating PO, you are not using your in-house or warehouse inventory. If I go into the inventory tab of this particular product, I can see it does give me options on hand quantity, committed, on order and on back order, so I can see I do have on hand quantity for this product is one, currently it is committed somewhere, four different might be records in PSA, on order I have not generated any order, I know one can be covered from on hand, but how many orders needs to be generated, that is on back order showing as three for me. If this product is serialized and I will hit the view, it will provide me the details of this on hand quantity serial numbers, but as this product is currently not serialized, so that side is not showing me any serial number records for this particular one. References tab is a very good tab to give an idea of where this product is associated and where this record is being added and how the demand is being added. In this particular, if I will quickly see, I can see for it is linked there about one, two, three, four, five, six, seven nine items I can see currently, first one is being cancelled and the rest of one, yeah five, is the demand of the product that is what it is showing me. So, this is what it's gonna be reflecting over here as well and audit trail is a very good area where it gives you the idea of how the product is, what's our current transaction status is, which how many items being picked or any items being shipped or reverse ship, anything like that. If any serial number is being attached, it will give you the idea of the serial number as well. Over there also what is the costing method is used to calculate that, calculate the cost on that line item of that product and if the invoice is associated with that as well, if that product is already invoiced. So, these are the few areas that gives you a very good to track back the things, how things are behaving and where if you are looking for a track a little bit back, okay, where this product is being associated with, to which record this product is being associated to. So, you can look into these references and audit trail tabs to get into further details. I'm quickly going to go into my next, sorry for the, it is slightly misaligned for me. Let's see if I fix this. Okay, now it's there now. Okay, let's go back quickly into any agreement class products for with, for agreement class product. Agreement class products represents the products that you sell on recurring basis to your clients. So, it can, they can be most of the time that you don't need to order them. These are just the services and the, that you are providing to your clients on monthly or annual basis. So, there is recurrence for that is available on product setup table that you can set for these agreement class products and it allows you to select the billing cycle for that particular product. So, once you add this product on any record, might be an opportunity or sales order or a ticket directly in the scenarios. So, it will ask you to put the start date and end date. So, from where it will pick, pick the start date and end date of the product. And let's see if I'm adding this product on opportunity and then converting it to sales order and then converting into the agreement class product. So, this is from where the start and end date, it is, it will get picked for this particular product that will show as an addition on the addition step of the agreement. So, additions started and cancel date will get picked up from what you are going to add on the start date and end date on the recurrence port of this product on the opportunity. Once you add it on the opportunity, it is currently grayed out because it's supposed to be default. And once you add it, it will give you an option to add start and end date. So, agreement class products strictly can only convert to agreement class agreements. They cannot convert to tickets. They cannot convert to projects. Let's quickly look into the bundle class product. This bundle class product is, just consider it as a container for all the, for multiple products that exist in your product catalog, but you want to group them and bundle them together to offer your clients. So, there can be an option, might be this HP laptop does require a few hours of labor services as well. So, you can bundle them together if you feel like you do sell this a lot. So, you can create bundles of those components of, or I will say, group the product catalog, group the products that already exist in your product catalog in form of bundle. And you can just, it will just be more quicker for you. Despite of adding three products on the opportunity, you just have to add a bundle straight away. Three products will get in and get included in that bundle for you. So, this is the way and the point of the bundle products. How procurement will handle it? As you can see in this particular component, I do have one inventory product, inventory class product, that is the lowest one HP laptop, but I do have two service class products. So, procurement in PSA is clever enough to recognize if the product is inventory or non-inventory. If it is added to any bundle product, it will still make those, make them flow to the procurement. If you need to order them, you can go from there. Or if it's not, you don't need to order them, it will not flow. Might be you already have on-hand quantity available for this laptop. So, it will not flow for you on the purchasing, but you still need to pick and ship this product and pick the quantity from your warehouse or on-hand and then ship it to your client. So, procurement in PSA is clever enough to know if those inventory and non-inventory products are being added to the bundle, they still move to the procurement, flow to the procurement for you. There is, once the product is selected as a bundle class, there is an option that you can select or get active for you, that is phase bundle. Phase bundle is truly associated with project phases, considering, because in this particular product, that is bundle class product, and I do have this phase bundle already checked. So, it means once I will convert this product to, like add this product on opportunity, convert into sales order, that's a recommended step always, as I will say, post-sales stage or handover process. So, convert into a sales order and from sales order, if I'm converting this product, that is phase bundle product to a project, it will add a phase at the end of the work plan or append it at the end of the work plan of the existing project or it will create a, you can add it always to a new project as well. So, it will add a phase in the work plan of the project with the billing method, what is being set as a price attribute on the service class products of this, of the components of this bundle class product. So, currently, I do have two service class products, sorry, currently, I do have a service class product. Both are fixed fee. I can see FF because these are both, this is how I'm representing their price attributes, but they're both fixed fee. So, the new phase bundle, a phase that will create on the project will be a fixed fee phase that will be marked as billed separately. In the scenarios, you want to create a phase that supposed to be on actual billing, actual rates, billing method, you can, you have to select the service or add the service class product with price attributes of T&M in the components and then it will, this is how it will automatically create phase for you with actual billing method on the phase on the project. So, this is how it is. Again, it is not possible to add service class products, multiple service class products with different price attributes in the, in the bundle. It will give you an error when you will try to convert it into a project or even if you try to convert into a ticket because it will not decide either if you're trying to convert into a ticket, either it should supposed to pick the billing method for the ticket is fixed fee or all times and materials like an actual rates. So, it will give you an error. It cannot differentiate which one supposed to pick. So, this is how you can, so it is recommended like of course, once you're doing, setting up a bundle class product, make sure in the components, the service class products that you're adding should have the same price attributes, either fixed fee or either actual rates. Let's go quickly into the service class product. I'm just going to navigate to this one. So, this current service class product, when a, when a product is a service class, you can see that time attribute is now active for me. There are four multiple options for the time attributes I can pick from. First one is fixed fee, means I'm just going to charge my client maybe $500 for this particular labor. It's, it's going to depend, it's not going to depend upon how many hours my, my technician is going to spend on. So, it's just a fixed fee. TNM is going to be on the actual rates, how many hours your technician is going to spend on a ticket and the work role and the work role they are using and the work type, the rates will get picked from it. So, rate going to multiply with the quantity of the hours worked on that ticket. This is how it will calculate the bill your client on the ticket that is being set to TNM as billing method. For the not to exceed, not to exceed is just we are not going to bill anything more than to our client that is then to an amount that is set as a not to, not to exceed amount on a ticket. Let's say for $1,000 and we just quoted our client for the $1,000. So, we're not going to bill our clients more than $1,000, but it can be less than $1,000. So, it's going to follow the same actual rates. Your technician might have worked 100 hours, sorry, might have worked at a rate of 100 per hour, might be for four hours. So, you can, you're going to bill it for 400 for them. But in the scenarios, the technician works like 12 hours at the same rate of $100 per hour. So, it's going to be, if I go with the actual, it will be $1,200. But as we have decided not to exceed from $1,000, so it's going to bill $1,000 to your client. And what's going to be with override rate? If I select override rate, so whatever price if I'm using over here, this price is currently I just put $150 for unit price. So, this price will be considered as an override rate for that ticket. So, all the technicians who are working on that ticket will, again, the ticket is going to bill through the time and material scenario, like actual rates, but actual hours, but the rate is going to get picked from this particular product that is override rate, and it is set to $150, not from the work role and work type or from the technicians or anywhere else in the hierarchy of the PSA. So, this is all about service class products. So, this is what I thought good to discuss regarding the product catalog perspective, important set of settings and fields that needs to be, that I feel like partners needs to be aware of, and how they can behave differently once you add these specific class products to the records in PSA. I just want to mention one more thing over here, actually just came into my head. With the service class products, if you add these products on opportunity and then convert it to a ticket, these service class products flow to the finance tab of the records, either tickets or projects like that. Inventory, non-inventory flow to the product tab of those records, like either it's tickets or projects, it will appear for you on the products tab. For the service class, on conversion, it will move to the finance tab. If many partners come across where they want to add service class products on the product tab, it is not possible through the conversion method. From the conversion method, it's going to always fill up the finance information. This is how the service class products are supposed to be. These are for the actual rates for the labor component. If in the scenarios you are looking to add or move that product to a service class product to the product tab of the tickets, it is recommended to use a different class, either non-inventory or you can add service class product directly on the product tab of the ticket, but it will not be possible through the conversion process. So I have seen partners going through the work arounds using labor sometimes as a non-inventory if they want to show it or reflect it on the product tab or sometimes if they are following the conversion process or other work around is directly add the service class product on the product tab of the record. From here, I just want to go to the next thing on the agenda that is from where the defaults of the procurement get picked in PSA. So they do get picked in from if I go to the system and my company where I went in now and under the my system, my company. So under the honors tab, if I scroll bit down, I can see the settings for purchasing and inventory setup options. So there are a few things I want to consider and highlight over here. So this is these are the settings that will decide how your procurement and few defaults will show up on purchase orders as well. First thing is this is where you can set up the costing method on on your products. So costing method can be average costing, first in first out, last in last in first out. So you do have three costing method available in PSA. You need to make sure that what costing method you are selecting over here should be matching with your accounting package. So it should be the same costing method between those your accounting package as well as in the PSA. QuickBooks does give an option of only average costing, but with Xero if you are using Xero as your accounting package, you can also use FIFO and LIFO as well. So these are the options around costing package costing method that we have available in PSA. Next thing is disable system updates to product catalog costing that I want to talk about. It is currently disabled for me. This is the checkbox I was talking about. So what does it do? So what as it is currently disabled for me, so it means what is let's I'm just going to give you a scenario. Let's suppose there is a demand or I just put a demand of a product on might be a sales order or might be a ticket let's say. So there's a demand of a product and as I don't have that product on hand on hand count. So it just created demand flow to the purchasing screen and my team member was did create the PO and once they check they found out that actual cost that is being showing on my product catalog. Now the vendor has changed the cost. It might increase on vendors and or might be decreased. So they are going to update that cost directly on the product on the PO. So once they update that does I want do I want I will say do I want to update that particular cost that my team member has updated somewhere in PSA on a PO or might be on a code in the scenario like that. Do I want that cost to automatically update on my product catalog or not? So this is what this setting does. It is recommended to keep this disabled because it's going to be it can mess up because every time if your team member is making change of the cost either on a PO and or either on the codes from the CPQ and it's going to reflect in it's going to update the cost on their product catalog. It is recommending that partners should have their product catalog as their source of truth. Whatever amount typically if you are selling your particular workstation or laptop might be $1,000. It should be $10,000. You can update your catalog annually basis or semi-annual basis at cost or cost and prices on your catalog but it should be your own catalog should not be update as per the team member updates PO. Next thing I want to talk about is disable auto picking from inventory when receiving and adding to invoices. So what does this field do? This field decides if you if our demand is generated from a record like a ticket. So once that product gets received on the PO should that product will automatically get picked on that record or you don't want to get it picked automatically. It varies from partner to partner. Let's say if I have because currently this is enabled for me I have not disabled. So I'm going to add a might be I have added a product on a ticket. It generated a demand. I created a PO for that product. I received the product. As soon as I received the product it did add plus one on my accounting package because I got inventory. It got added into my inventory and with my warehouse but as this was disabled it got automatically picked out from my warehouse in PSA and it is showing me the same and how on hand count as it was before. So nothing got added to the inventory receive automatically took out but what happened on the accounting package as I got received on the accounting package is saying I do have added one one plus one on inventory but as per my PSA I have not added because it straightaway picked out. So depending upon how long you're going to take to build that invoice and ship that product or mark that product shipped to the client it will cause that variance between your PSA inventory and your accounting inventory records. So this is how it's going to work. So it is it depends and varies from partner to partner but even the scenarios if you have the long cycles where where invoicing can take longer and shipping marking product as shipped can take longer it is recommended to keep this disabled and do not auto pick products for the demand from which they got created from. Next is auto close fully received purchase orders and the other is auto close fully received purchase order line items some sort of a similar not similar like thing. So if you are if you don't have any audit set internally and you want if all the line items get purchased get received on a purchase order you want you don't want anyone to audit first to see okay if everything is fine on this purchase order and someone manually closed that PO you can always set it set to auto close. So as soon as all the line items on that PO are received it will automatically close the PO and it will be available for you to sync in the accounting interface to your accounting package and a sort of the same thing regarding the purchase order line items you if mostly I have seen partners check this so as soon as all line items all the quantity has been received on the purchase order line items it will automatically close that line item on that purchase order. And auto approve products for purchasing so if there is any approval process in place that you want us if there is any demand gets created in PSA and you want someone to approve that demand first before your team to generate purchase orders for that demand you can always check this you can always keep this unchecked sorry and it will it will send to the purchasing approvals for you first and once who has the ability or the resource in PSA who has the security rules set to assess the purchasing approval they approve it then it will show for the next team member in the purchasing screen to create PO for them and go forward from there. Do not allow on-hand count to go negative it is recommended to keep it checked so that any on-hand count will not go negative for you in the scenarios where your team member cannot assess or look into the on-hand count of the procurement module or the product catalog so they are just going to create a PO they will get receive an error because if this is checked that you are you cannot create sorry they are going to pick sorry they're going to pick the product for that for that ticket might be so they it will give them an error you cannot pick that product because you are going your down to the limit and there is no on how an on-hand count available if it is not checked it will let them create pick that product before creating PO for that and it will it will make your on-hand count negative but it is recommended to not let your on-hand count to go negative and more to your team to go to go from the right path create PO and then pick and ship. Next are few text defaults that we have over here this text product is if you are having this checked it means any new products that you're going to create in PSA will have sales text automatically checked on them these text do two text fields text purchase order text purchase order fried these are the defaults if I have these two checked it means the any PO that will get generate in PSA will have text purchase order and text purchase order fried automatically checked over there and from where it's going to pick the text code it's going to pick the text code from the ship to address and ship to company on the PO you send a text code on the purchase order if you are checking this it means you do not want to pick the text code from the shipping address company you want to pick the text code from the vendors company so you can always check this and it will not get picked out a text code will not get picked from the shipping address in the scenarios you want to send notifications to the resource on the PO if anything gets changed with the shipping or any information shipping information get changed on the PO you can always set this notification over here and they will receive the notification if someone else changes the shipping information on the PO so these are the few settings and very helpful settings on procurement perspective on under my company screen in PSA that will decide how few defaults will flow for you on your purchase orders and your purchasing screens from here I want to showcase you a live example of creating an opportunity adding a product and how it will flow through the all screens in the same order that I told you that's been under the procurement how it's going to flow through the whole these procurement screens so let's start with that I'm just quickly going to go to the sales my opportunities I'm just going to create a new opportunity you might be say it might be this an opportunity for this particular client nation code I'm just saving this okay let's do this and let's add a product I'm just going to add one of the bundle class products that is HP printer bundle over here let's save it what are the components I do have on this bundle is I do have two inventory class products project and toner toner for this particular printer I do have one installation fixed fee service product as well that needs needs to be as a part of this bundle and needs an installation for this particular printer let's go and win this opportunity once I go and win this opportunity it will ask me where I want to convert this opportunity it is recommended to convert the opportunities always to the sales order first as a sales handover staging step all my products are moved to the sales order from here now I can convert this to a ticket or to a project if I need to but over here I can see these all products are here there are two inventory products and one is service products so sales store order is that record that allows that generates demand in the procurement as well if I go into my product catalog now and look into one of these products which one is JetPro if I look into the inventory it is telling me that I do have on hand quantity two but I have committed it somewhere one it committed it once somewhere else if I go to the references tab it is telling me where I have committed it to it is on the sales order number 12 sorry for the misalignment I'm just trying to fix it on the way so it is on order number 12 and same thing for cartridge if I navigate to this one and into the inventory I can look into this I have nothing on hand so I have one committed so what's going to be the difference so for the printer I do have one on hand it will not generate demand for me because all I need is to pick and ship from my inventory because I already have inventory available but for this toner I don't have anything on hand and it should be generating demand for me so where it's going to generate that demand so let's go from here and go to the next tab that is purchasing approvals because I do have approval set so if I'm going here I can see it is giving me the jet and cartridge both from the sales order 12 are there and they are going to be ordered or there have been added so I'm just going to go and approve products proof next they will flow to the next screen that is purchasing screen if I search again I can see if I would search only for the inventory class products I can see only toner cartridge moved to the purchasing because it was no there was no on-hand quantity available for this one for the printer there was so that's why it didn't flow for here so it is only asking me that I do have to create PO for the toner because there is nothing available or in how on-hand quantity for this particular one so let's create a PO for this the PO got created that's good I'm just gonna pick test code it seems like there was nothing been set on the shipping company of this one so let's pick this so if I go to the products now from here I can receive product directly from here with one and I can hit the receive it will receive the product that's the first way of receiving the product and there is a way you can add a packing slip associated with this product in the scenarios where you have multiple quantities might be 10 or 20 and there are multiple packing slips because might be you're not receiving order in the one go from your from your vendor there are multiple multiple packing slips associated with that in that scenario it is recommended you always pick up use the packing slip for those partial orders over here otherwise if you not put anything it will automatically add the PO number as a packing slip and it will merge all your partial records which were supposed to be partially received in your accounting package and that the worst thing to do so always use the packing slip in your partial orders or if you don't have the packing slip you can always use the date and your and your team member initials as a packing slip so receiving is it can be done from here and there is an other way to receive the product is directly from the receiving screen so I can see my cartridge is also there available for receive if I click into this I do have an actions available I can use update ship date if in the scenarios where partners have are syncing their POs as per ship date it is compulsory or it is they are supposed to add the ship date first before they receive the PO because once they receive it because as per our setting it's gonna auto close the line item and it's gonna auto close the purchase order for us and we will not be able to update the ship date after so first step is to update the ship date and then receive it if you are syncing your POs as per ship date otherwise it will pick up the receive date if you have set it as per receive date or if you have set it as per PO date I'm going to receive it directly from here all right it seems like I do have serial number selected for this one so let's pick a serial number and partners to use can use digital scanners to scan the serial numbers as well so I received our product so now let's go to the next screen that is pick and ship so what will happen I can see for Jet Pro it is showing for me over here for order 12 on the pick but the one cartridge one the toner it didn't show up for me in the pick because I do have set up in my main screen page where it go I thought I still had still open sorry for that because as per my initial setting I have selected auto pick once I receive it so I created PO I receive PO so that's why it got automatically picked and it will not be showing up for me over here in the pick screen but the cartridge will or toner will be available for me to ship on the ship screen you can see it is available for the ship screen for order 12 over here so on pick I'm only I only have to pick the Jet Pro so you can pick it from here from the actions pick products or you can directly ship it from here as well or I can skip this and I can quickly go to the non ship as I need to ship both of these I can quickly ship directly from here and mark them as ship so this is the last step of the procurement so now it is being shipped so receiving created the plus icon so now the product is shipped so now I can go and create invoice for that sales order so once I create the invoice it will remove that plus one record that wasn't rated in my accounting package for the procurement it will it will remove that so I'm just here just it is showing me this line item that is for the sales order I'm just going to navigate to this one or I can quickly click this and create this and create the invoice so now it's going to balance the what I have then my inventory on hand count in the SA same as to my what I have in the accounting package I'm just going to see if they have any questions I'm just going to open the Q&A if you have any questions and feel free to post in Q&A area and you can also post your questions in the chat as well we'll be happy to answer your questions I have tried my best to cover everything and specifically willing to show you how whole procurement module looks like a whole flow looks like and what's the step supposed to be taken many partners I have seen they do receive POs but pick and ship just sits there for them pick and ship screens are there a lot of record sitting for them for them so in the scenario you are facing that thing and your team is forgetting keep forgetting picking and shipping products on your screens it's better to go and clean out those screens and mark the products which are already invoice and for long time ago and there is no PO needs to be generated for them just make sure you mark them pick and ship so that you can clear out the pick and ship screens and make sure your own hand count reflect correctly in TSA as well as in your or match with your accounting package as well you okay if you have not used procurement before and that's the question from Joshua and you want you do have still many items for you in the purchasing approval screen so of course you do have to approve that first going to the approval you do have to prove them and once they will flow for you in the purchasing screen I'm just gonna go back so currently for me it's nothing but for you it must be a lot move to the purchasing then after so you all need is to look into the filters select make sure you filter with a let's say non-inventory first I'm just gonna fix this yet not got big sorry for that for that so for the non-inventory you have to look into the few things if the product is non-inventory and if it is invoiced all you don't need to worry of anything because it's non-inventory class products you're not entering a handling on counter for of it so receiving picking and shipping it's not going to affect anything so all you do is for all non-inventory you can just go there select them all and mark them and and just ship the product straight away from the actions drop down for the no for the inventory class products it is you have to look into further but you needs to be done for the inventory class products if there are products which are invoiced already long time ago you can always put the invoice filters over here like a custom like a month ago they're already been invoiced and do you feel like there is no need to generate PO as you're not using purchasing as you're not using procurement might be so you can always pick and ship them straight away but for the products that you which are not invoiced yet and then you have to decide either you need to invoice them or to invoice them either you need to create a demand like a PO for them or not if they're just sitting there no PO needs to be generated no invoice needs to be generated you can just go because I don't have any inventory so I'm just going to give you an example like same way we just have to select those products from the actions and you can hit the cancel products so it's going to cancel that demand and those products will remove for you so there are few steps and different scenarios that needs to be work on how you can remove that demand from your purchasing screen because that is not a true demand or might be a very old demand that is already being worked on and it is just sitting on your purchasing screen so all you need is to ship them directly from the purchasing screen or you can cancel that demand by hitting cancel products this is how it's supposed to be but in the scenario where those are the products that needs to be demand needs to be generated but somehow it didn't generate you were as you were not using procurement before and but you are dealing it you were dealing it through your accounting package but now demands needs to be generated to remove it from PSA you can create PO for them you can mark those product pick and ship but all you need to do is to do not sync those PO's to your accounting package because deals are not true PO's those are fake PO's indirectly just to clear up your screens and you can do it by going to the interface and all your PO's which are closed which are fake PO's will be available for you under unposted procurement and you just select those and remove records it will stop them to not sync you to your accounting package so there are different use cases how you are going to clear your purchasing screen I will recommend you just follow the steps that I discussed today right now with you if you still need assistance always open case it partner success team and you we will be happy to jump on call with you to see and guide you to the steps what can be taken to clear out those things as I can see there are no further questions so I'm just gonna let you know that we do have a next session on miscellaneous topics around on PSA around company types subtype statuses on custom fields configurations sidekick email audits use cases security roles and custom menu entries hourly rates members hourly rates and and all that stuff like which can be very helpful in PSA setup and sometimes partners are not aware of that things can be set that way and where so that's a very good session that's the next session if you're looking to I will encourage you to register for that and so that you will get the value out of that as well thank you so much for joining today and I will wish you have a best rest of the week and see you next time
