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Data Entry Scanner Workflow

At S11

Start of Day Prep

At the start of the day, a designated worker should print out the receipts expected to arrive at that day. 1. Open Odoo's Inventory app. 2. Locate and click the To Process button on Delivery Receipts. 3. Select the checkboxes for receipts that are expected to arrive today. 4. Click Print > Picking Operations. 5. Set the documents aside.

Receiving

When a shipment is being received from a vendor a designated worker must: 1. Physically take the vendor bill that is arriving with the shipment and 2. Match it to the corresponding Receipt's Picking Operations document that was previously printed from Odoo at the start of day. 3. The Picking Operations document should act like a cover page for the vendor bill. 4. The documents should be set aside in a way that will prevent them from falling over or getting mixed, such as in a letter size paper box.

TODO: How will we handle receipts that do not have a PO, and no existing receipt to match?

Scanning

Each document (receipt and its corresponding vendor bill) should be scanned separately from other receipts and vendor bills. 1. Load the document into the top loader, with the Receipt Picking Operations pages in front of the vendor bill pages. 2. In the scanner's address book, select the scanner-ap@communitynaturalfoods.com mailbox. 3. After the scan is complete, the scanner will e-mail the document and Odoo will create a vendor bill from the PDF.

Data Entry

Data Entry's workflow has minor changes in this setup. Instead of exclusively working in the Purchase app, the user will start from the Accounting app. Vendor Bills scanned at S11 will already exist in the accounting app, but won't be linked to a PO automatically. 1. Open the Accounting app > Vendors > Bills. 2. Using the Filters menu, select Awaiting Review. (Vendor Bills sent by e-mail will start in this status) 3. A view of vendor bills that are still in progress will appear. Vendor bills that were scanned will appear with an @ symbol and the scanner's e-mail address - with no other details selected. 4. Click into the vendor bill. The scanned PDF will appear on the right pane. - image.png - For user comfort, the user may wish to save, open, or print the PDF. This can be done by clicking the Download or Open icons on the PDF viewer.

  1. From the scanned document, the first pages will be the Odoo shipping receipt with the PO number and vendor.
  2. Identify the Vendor and select the Vendor in the Vendor field.
  3. Identify the PO number and enter it in the Auto-complete field.
  4. Odoo will populate the vendor bill with the Purchase Order lines.