How to Practice

Now that you have completed the training for EPASS, you need to practice what you’ve learned. This practice is primary focused on the front-end daily procedures, it briefly includes daily accounts receivable steps but does not get further into accounts receivable nor into accounts payable or the general ledger.

Each department should have their own time to practice and nobody else should be in Play during this time.

Sales will create their invoices one day and Service will create their invoices on another day.

The best way to do this is to take a day’s worth of deliveries, or the deliveries for one truck for one day and go through the following cycle. For service, take one technician’s calls for one day as your sample workorders.

SALES

• Create the invoices in EPASS
• Create the customers, if needed
• Add invoicing detail
• Select the appropriate job status
• Schedule the invoices for dispatch

PURCHASING

• Run the written models report for the day (OE-04 Written Models Report)
• Order all the pieces on the report
• Walk through the process of exporting the PO and uploading the PO to your vendors website (if applicable)

WAREHOUSING

• Print all the labels for the PO on the label printer or simply to plain paper if your label printer is not setup yet
• Match the labels to the models in the warehouse
• Receive all pieces on the PO with the scanner
• Run the receiving report (PO-13 Receiving Report) and match it to the Bill of Lading
• Understand barcode schemas
• View wireless inventory activity

DISPATCHING

• Mapping
• Organize the truck for the day
• Take priorities into consideration when scheduling
• Special requests
• Print the route sheet and pick product if you pull by invoice or run the OE-09A Picking report if you pull inventory by warehouse section
• Scan product out to the truck and load the truck
• Batch print invoices after scanning to show serials being sent
• End of day, driver needs to drop off paper work for all deliveries

OFFICE WORK AFTER DELIVERY

• Office to finish invoices for deliveries that went out the day before
• Daily Balancing
• Invoice Posting
• AR posting and bank deposit

ACCOUNTS PAYABLE

• PO costing
• Create Supplier Invoice in AP

SERVICE

You will take one technician’s calls for a day and complete the following cycle:

• Create the Invoices
• Create the Customers, if needed
• research/pre-screen invoices
• Add Invoicing Detail
• Select the Correct Job Status
• Dispatch Invoices

PURCHASING

• Run the Recommended PO for the day (PO-12 Recommended Purchase Order)
• Order all the pieces on the report

WAREHOUSING/DISPATCHING

• Prior to receiving items, remember to ‘Clear Unprinted Labels’ so practice labels that have been queued up will be removed
• Receive PO using the barcode scanner or receive manually on computer
• Print labels
• Print Route Sheet and invoices (if Mobile Technician is being used, you don't need to print)
• When the technician ‘returns’ from the day review the routing screen for service calls that were added ad hoc in the middle of the day; do not rely on the previously printed route sheet
• Edit invoices as required
• Finish invoices
• Invoice Posting
• AR posting and bank deposit

SERVICE PREP

• The full Service Prep routine should be reviewed as it includes scanning items to the service trucks before the technicians go out along with the reports listed next for when technicians return
• Run the IN-23 Location Overstock Report
• Run the IN-29 Old Stock Returns Report