Worksheets

Worksheets

Worksheets Overview

Worksheets are an easy way to manage the return to vendor process in a single go. FTx Cloud POS lets you create worksheets from POS and Control Center.
If the customer returns the products, the store may keep them in inventory and sell them again for the same or discounted price. In this case, the system creates no worksheets during the return process. 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. You can convert the worksheet to an adjustment, invoice, or order.

This article includes information about: 
  1. How to view, add, and edit worksheets in POS.
  2. Convert the created worksheet to an order, invoice, or adjustment.
  3. How to print worksheets.
  4. How to delete worksheets. 
Info
This article offers helpful information on managing worksheet-related operations in POS. Nonetheless, your access to view and manage these operations will be limited to the permissions granted by your company. 

1. Reaching "Worksheets"

  1. Step 1: Log into POS
  2. Step 2: Choose Action
  3. Step 3: Choose Inventory
  4. Step 4: Choose Worksheets

2. Understanding "Worksheets" Layout

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

Figure 2.1
  1. Table and Column Titles: The table shows worksheet records. Each column title indicates the type of information in the column.
  2. 1: Status: This drop-down lets you filter worksheet lists based on the status. 
  3. 1.2: Date Range: This section lets you choose the date range for the worksheet records. Select the required dates in the Start and End fields and click the "Filter" button to see the worksheet records for the selected date range. 
  4. 2: Action Buttons: 
  1. View Notes: Use this button to view any notes added to the selected worksheet. Click on the worksheet record to select it and click the "View Notes" button. The Notes History screen will appear, as Figure 2.2 shows.

Figure 2.2
  1. New: This button lets you add a new worksheet. 
  2. View: Use this button to view and edit the selected worksheet record. Click on the worksheet record to select it. 
  3. Delete: Use this button to delete the selected worksheet record.  Click on the worksheet record to select it.  
  4. Close: Use this button to close the Worksheet | Summary screen. 

3. Adding a Worksheet

The system prompts you to create a worksheet when processing a return on POS. You can also create a worksheet from "Actions."  

3.1 Adding a Worksheet During the Return Process

  1. When you click the "Item Return" button, scan the item or receipt, and proceed to the return process, the Return Notes screen will appear. Enter the appropriate notes and click "Ok." 
                                                                                                                                                                                                                                                                                          Figure 3.1.1
  1. The Add Return To Worksheet screen will appear. You can choose from three options: Return To Inventory, Return To Vendor, and Return To Warehouse. 

Figure 3.1.2

3.1.1 Return To Inventory 

Info
Please note when you choose this option, the system will not create a worksheet. 
  1. The system chooses the "Return To Inventory" option by default. You can make the appropriate selections based on the item's conditions. 

Figure 3.1.1.1
  1. This item is new and can be added back to Inventory: Choose this option if you see the item in perfect condition. You can send it back to inventory and click "Ok." 
  2. This Item is damaged: Choose this option if you see the item is not in perfect condition. Choose the applicable options in the Item Condition drop-down, write notes, and click "Ok." 
    1. Item Condition: Choose the suitable option from this drop-down. 
    2. Condition Notes: Enter the appropriate notes. 
  3. Choose appropriate options and click "Ok." 
  4. If the corporate employee has set specific discounts for the damaged product based on damage levels, the system will apply the discount when reselling the same products. 

3.1.2 Return To Vendor & Return To Warehouse

When you choose this option, the system will create a worksheet. 
  1. Choose the Return To Vendor or Return to Warehouse option if applicable.

Figure 3.1.2.1
  1. Vendor: Choose the vendor from the drop-down.
  2. Worksheet: Choose the required worksheet type from Vendor Return, Vendor Return Damaged, or Warehouse Return. 
  3. Part#: This field will be prefilled. 
  4. Partial: Mark this checkbox if you are returning the partial item.
  5. Notes: Select the applicable notes from this drop-down. 

Figure 3.1.2.2

3.2 Adding a Worksheet from "Action" 

Please follow the steps mentioned below to create a new worksheet: 
  1. Navigate to the Worksheet | Summary screen. 
  2. Click the "New" button highlighted in Figure 2.1.
  3. The Worksheet | New Worksheet screen will appear, as shown in Figure 3.2.1 below. Select the appropriate details.

Figure 3.2.1
  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 drop-down menu lists vendors. Choose the vendor name for whom you wish to create the worksheet. 
  1. Make the required selections and click "Create." The system will create a worksheet, as shown in Figure 3.2.2. 

Figure 3.2.2

1: Header Fields: 
  1. Type: This field shows the worksheet type. 
  2. Created: This field shows the date and time of the worksheet's creation.  
  3. Verified: This field indicates if the worksheet is verified or unverified. (Worksheet verification is only required when the corporate employee has enabled the warehouse approval workflow.) 
  4. Status: This field shows the worksheet's current status. 
  5. Vendor: This field shows the vendor name. 
  6. Totes: Please specify the tote number in this field and click the "Save" button. 

2: Action Buttons: 
  1. Add Notes: This button lets you add notes to the worksheet. 
  2. 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 2.1 shows. It will show all notes added to the worksheet, information about the user who added them, and timestamps. 
  3. Verify Worksheet: The system will enable this button only for the designated warehouse employee when the worksheet type is Warehouse Return and the corporate employee has enabled the warehouse approval workflow.
  4. Submit: Use this button to submit the worksheet.
  5. Add: Use this button to add products to the worksheet. 3.2.1 Adding Items to a Worksheet explains how to add items to the worksheet.
  6. Edit: Use this button to edit the added items. 
  7. Delete: Use this button to delete the worksheet.
  8. Convert To Order: This button converts the worksheet to the order.
  9. Convert To Invoice: This button converts the worksheet to the invoice.
  10. Print: Use this button to print the worksheet using the associated printer.
  11. Close: Use this button to close the worksheet.
Once a worksheet is created, you must add products. 3.2.1 Adding Items to a Worksheet explains more about it.

3.2.1 Adding Items to a Worksheet

Please follow the steps mentioned below to add a new worksheet:  
  1. Click "Add," shown in Figure 3.2.2.
  2. The Find Item screen will open. Make appropriate selections for the Search By and All Products drop-downs, enter the keywords in the search bar, and click the "Find" button. Based on your input, the item list will appear, as Figure 3.2.1.1 shows. The system will show only items sold by the selected vendor. 

Figure 3.2.1.1
  1. Click on the desired item name to select it and click "Ok."
  2. The Worksheet | Item Details pop-up screen will appear, as Figure 3.2.1.2 shows. 

Figure 3.2.1.2
  1. PLU/UPC: This field shows the product's PLU or UPC.
  2. Description: This field shows the item's name and description. 
  3. Vendor Part: This field shows the item's vendor part number. 
  4. Part # Unit: This field shows the part number of units. 
  5. Part Type: This field lets you choose the part type. 
  6. Return Qty: Please enter the quantity you want to return.
  7. Return Reason: Choose the return reason from this drop-down. 
  8. Notes: This field appears only when the chosen Return Reason is "Other." Add notes to explain the reason for the return. 
Enter the appropriate information in the applicable fields and click "Save."

3.3 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 Workflow is enabled, the worksheet status is "Completed." 
    2. If the Warehouse Approval Workflow 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 3.3 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.
  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.
  1. Once a worksheet is converted to the adjustment, its status will change to Completed. You can no longer edit or delete this record. 

5. Editing a Worksheet

Prior to a worksheet being 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. Navigate to the Worksheet | Details screen. Make the changes as required. The system will save the respective changes automatically. 

5. Printing a Worksheet

Please follow the steps mentioned below to print a summary of the worksheet:
  1. Navigate to the Worksheet | Details screen of the worksheet you want to print.
  2. Click the "Print" button.

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