Worksheets

Worksheets

Worksheets Overview

"Worksheets" shows a list of all worksheets created in the POS system and Control Center. Worksheets are used for returns to vendors.

If the customer returns a product, the store may keep it in inventory and sell it again for the same or discounted price. In this case, the system doesn't create any worksheets. However, when a product must be returned to the warehouse or vendor for any reason, the system creates a worksheet to handle the return process. 

"Worksheets" enables you to:
  1. Create three types of worksheets: Warehouse Return, Vendor Return, and Vendor Return Damaged.
  2. Convert the created worksheet to an order, invoice, or adjustment.
Info
This article offers useful information on managing worksheet-related operations in FTx Cloud POS. Nonetheless, your access to view and manage these operations will be limited to the permissions granted by your company. 
  1. Creating, viewing, or converting a worksheet requires appropriate user permissions. For instance, a store employee may have the authority to create a worksheet, but they may not have the permission to convert it into an adjustment, invoice, or order. Similarly, their ability to view worksheets created by other users may vary. 

1. Reaching "Worksheets"

  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Inventory
  4. Step 4: Choose Adjustments
  5. Step 5: Choose Worksheets

2. Understanding the "Worksheets" Layout

  1. Please refer to Figure 2.1 and the descriptions of the buttons and fields below to understand the layout of "Worksheets":  

Figure 2.1
Column Titles: Each column title indicates the type of information in the column. You can filter the list using any title if you want to search for a specific worksheet.
1: Add New: This button lets you add a new worksheet.
2: Filter Range: This button lets you see the worksheet records for the selected date range. Select the required dates in the Start and End fields, and click the "Filter Range" button to see the worksheet records for the selected date range. 
3: When a worksheet is completed: 
3.1: View Worksheet: This button lets you view the processed worksheet.
3.2: Print Worksheet: This button lets you print the worksheet. 
3.3: View Notes: This button lets you view the notes added to the worksheet, if any. The Notes History screen will appear when you click this button, as Figure 2.2 shows. It will show all notes added to the worksheet, as well as information about the user who added them and timestamps. 

Figure 2.2
4: When a worksheet is not completed:
4.1: Edit Worksheet: This button lets you edit the worksheet record. 
4.2: Print Worksheet: This button lets you print the worksheet. 
4.3: View Notes: This button lets you view the notes added to the worksheet, if any. The Notes History screen will appear when you click this button, as Figure 2.2 shows. It will show all notes added to the worksheet, as well as information about the user who added them and timestamps. 
4.4: Delete Worksheet: This button lets you delete the worksheet record. 

3. Adding a Worksheet

Please follow the steps mentioned below to create a new worksheet: 
  1. Click "Add New," which is shown in the top right corner. 
  2. The Create Worksheet screen will appear, as shown in Figure 3.1 below. Select the appropriate details.

Figure 3.1
  1. Worksheet Type: Select the worksheet type from this drop-down from three options: Vendor Return, Vendor Return Damaged, and Warehouse Return.
  2. Location: Select the location of the vendor from the drop-down menu.
  3. Vendor: The list of vendors is listed in the drop-down menu. Choose the vendor name for whom you wish to create the worksheet.
  1. Make the required selections and click "Create Worksheet." The system will create a worksheet, as shown in Figure 3.2. 
  2. Once a worksheet is created, you need to add products to it. "3.1 Adding Product to a Worksheet" explains more about it.

Figure 3.2
Fields and Buttons: 

1.1: Cancel: This button lets you discard the changes made, if any. 
1.2: Add Notes: This button lets you add notes to the worksheet. 
1.3: View Notes: This button lets you view the notes added to the worksheet, if any. The Notes History screen will appear when you click this button, as Figure 2.2 shows. It will show all notes added to the worksheet, as well as information about the user who added them and timestamps. 
1.4: Submit: Use this button to submit the worksheet. 
1.5: Print Items: This button helps you to print the worksheet. 
1.6: Attachment: This button allows you to attach a document (PDF and text files) to the worksheet if necessary. When you click this button, the Worksheet Attachments pop-up screen will appear, as Figure 3.3 shows. Click the "Upload" button to upload the attachment.  

 Figure 3.3
  1. The Upload Worksheet Attachments pop-up screen will appear, as Figure 3.4 shows.

 Figure 3.4
1: Choose Files: Click this button to browse files from your computer.  
2: Selected Files: Selected files from the computer will appear here. Use the respective delete icon to delete the file.  
3: Upload: Click this button to upload the selected file as an attachment to the worksheet. 
  1. The system will upload the files. When you or the other user with permission to view this worksheet clicks on the Attachment button, the files will be visible, as Figure 3.5 shows. Use the Download icon to download the file and the Delete icon to delete the file. 

Figure 3.5
1.7: Convert To Adjustment: This button lets you convert the worksheet to an adjustment. 
1.8: Delete: This button lets you delete the worksheet. 
2: Add: This button lets you add products to the worksheet. 

3.1 Adding a Product to a Worksheet

Please follow the steps mentioned below to add a new worksheet:  
  1. Click "Add," highlighted in Figure 3.2.
  2. The Add/Update Item screen will open, as shown in Figure 3.1.1.

Figure 3.1.1
  1. Please select the product by following the steps below: 
  1. Select Product: Click the "Select" button shown in Figure 3.1.1 to select the product.
    1. The Select One Product screen will appear, as shown in Figure 3.1.2.

Figure 3.1.2
    1. You can search for the product using the Search bar, the Select Category Name drop-down, or the Select Manufacturer Name drop-down. 
    2. When the screen displays the product list, click on the product name to select it and click "Apply." The Add/Update Item screen will look like the one shown in the image below:  

Figure 3.1.3
  1. Vendor Part: The system will fetch the selected product's vendor part.
  2. Product UPC: The system will bring the selected product's UPC.
  3. Return Qty: Fill in the quantity for the return request.
  4. Return Type: Specify the return type, i.e., full stock or piece(s).
  5. Return Reason: Mention the reason why you wish to return the product.
  6. Return Reason Details: Mention the details about the return reason. 
  1. Once the product is selected, click "Save & Close" to add the product to the worksheet.
    1. You can also click "Save & Add" to add more products to the worksheet. 
  2. The product will be added to the worksheet, as shown in Figure 3.1.4. Use the Edit and Delete icon buttons to edit the product detail or delete the product from the worksheet.

Figure 3.1.4

3.2 Understanding Buttons, Conversion Processes, and Status  

The worksheet you view or create will display three buttons, "Convert To Adjustment," Convert To Invoice," and "Convert To Order," based on the scenarios below. 

“Convert to Adjustment":

  1. The "Convert to Adjustment" option is available for all return worksheet types for both corporate and store employees. They can use it according to their requirements.
  2. However, if the return worksheet type is "Warehouse Return" and the "Warehouse Approval Workflow" is enabled, this option will not be accessible.
"Convert To Order" and "Convert To Invoice:"
  1. If the "Enable Convert to Invoice" setting is enabled in "Worksheet Settings," the "Convert to Invoice" button will be available for all return worksheet types.  

 Figure 4.1.1
  1. If the "Enable Convert to Order" settings are enabled in "Worksheet Settings," the "Convert to Order" button will be available in the following cases: 
  1. When the worksheet type is set to "Warehouse Return":
    1. The worksheet type is either "Vendor Return" or "Vendor Return Damaged," and the worksheet status is "Completed." 
  2. The worksheet type is "Warehouse Return," and:
    1. If the Warehouse Approval flow is enabled, the worksheet status is "Completed." 
    2. If the Warehouse Approval flow is disabled, the worksheet status is either "In Progress" or "Completed."
Worksheet Status Information:
In Progress: When a worksheet is created, it shows the In Progress status.  
Submitted: When the store employee submits the worksheet to the warehouse or corporate employee, it shows the Submitted status.  
Approved: When the warehouse or corporate employee approves the worksheet, it shows the Approved status.   
Completed:
  1. When a worksheet is converted to an adjustment, it shows the Completed status. 
  2. When a corporate employee completes the worksheet using the "Complete" button, it shows the Completed status. 

4. Converting to an Adjustment, Invoice, or Order

Depending on the worksheet type, you can convert it to an adjustment, invoice, or order. To learn about the worksheet workflows, please refer to "3.1 Understanding Buttons, Conversion Process, and Status."

Please follow the steps below to convert a worksheet to an adjustment: 
  1. Click the "Convert To Adjustment" button to convert the worksheet into an adjustment.

Figure 4.2.1
  1. The worksheet will be converted to the adjustment, and its respective Edit Adjustment screen will open in the new tab. You can continue with the adjustment process.  

Figure 4.2.2
  1. Once a worksheet is converted to the adjustment, its status will change to Completed. You can no longer edit or delete this record. 

Figure 4.2.3

InfoNotesInfoNote: The process of converting a worksheet to an adjustment, order, or invoice is the same. Please read 3.2 Understanding Buttons, Conversion Process, and Status carefully to understand all workflows better.

5. Editing a Worksheet

When a worksheet is not converted to an adjustment, invoice, or order, you can make the following changes to it:
  1. Add products to the worksheet.
  2. Delete products from the worksheet.
  3. Add notes to the worksheet.
Please follow the steps below to edit a worksheet. 
  1. Click the respective Edit icon highlighted in Figure 2.1.
  2. The Edit Worksheet screen will appear, as Figure 5.1 shows. Make the changes as per the requirements. The system will save the respective changes automatically.  

 Figure 5.1

6. Printing a Worksheet

Please follow the steps mentioned below to print a worksheet: 
  1. Click the "Print Worksheet" button highlighted in Figure 2.1 or the Print Items button highlighted in Figure 3.1.
  2. The Print Report screen will appear, as shown in Figure 6.1. Make the appropriate selections per your requirements and click the "Start Print" button.

Figure 6.1
  1. Export Type: Select the export type: PDF, CSV, or Excel. 
  2. Include Header: This toggle button will be enabled by default. Please turn it off to exclude the report's header from the report. 
  3. Repeat Headers On Every Page: Enable this button to print the title on every printout page.    
  4. Print Title on Every Page: This toggle button will be enabled by default. Turn it off if you want to leave the report's header off some pages. 
  1. The report's PDF, CSV, or Excel file will open in a new tab. Click the Download icon to download the file, and then click the Print icon to print it. Below is a sample worksheet report.

Figure 6.2

7. Deleting a Worksheet 

You can delete the transfer from the Worksheets home screen and the Edit Worksheet screen. 
Follow the steps below to delete a worksheet from the Worksheets home screen:   
  1. Click the "Delete" button highlighted in Figure 2.1.
  1. A warning dialog with two related options will appear, as shown in Figure 7.1.

Figure 7.1
    1. Click "Yes, Delete" to continue deleting the worksheet. 
    2. Click “Cancel” to close the pop-up and skip the deletion process.
  1. To delete the transfer record from the Edit Worksheet screen:
  1. Click the Edit icon highlighted in Figure 2.1.
  2. The Edit Worksheet screen will appear, as shown in Figure 5.1.
  3. Click the "Delete" button. The warning dialog will appear, as shown in Figure 7.1. 
  4. Click "Yes, Delete" to continue the process of deleting the worksheet.
  5. Click “Cancel” to close the pop-up and skip the deletion process.

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