1. Practices

Everyone has their own way of creating articles, orders and deliveries. This gives you several options. Below you will find an overview of the different methods and the chapters to follow.

Method 1

You create all the items in advance and you will receive the order and delivery later.

Chapters to follow in order: 2.1 > 3 > 4.1 > 4.4

Method 2

You first create an article, immediately print the barcodes and then create the delivery. You do not create an order for this method.

Chapters to follow in order: 2 > 4.2 > (4.3)

Method 3

You create an order and the items at the same time. Later, you create the delivery and print the barcodes based on the quantities in the delivery.

Chapters to follow in order: 3 > 4.1 > 4.4

Method 4

You create a delivery and the items at the same time. You print the barcodes based on the quantities in the delivery. You do not create an order for this method.

Chapters to follow in order: 4.2 > (4.3) > 4.4

2. Creating articles

Before you create an article, make sure that the following information is present correctly:

• The correct sizebar
• The correct sales department(s) and article group(s)
• The correct season

All these details can be set via BACKOFFICE MANAGER > ADMIN > ARTICLES:

2.1 Create articles manually

 

Navigate to BACKOFFICE MANAGER on the home screen:

 

Navigate to BASIC DATA > OVERVIEW ARTICLES. If you wish, use the filters to check whether the article you wish to create does not yet exist:

 

Press NEW to create a new article:

 

Now fill in the details for this article. The fields in red are mandatory:

Now click SAVE:

 

You will now see that at the top of the matrixID and the reference number are filled in:

 

After this, you can create one or more colors for this article. You can do this via the CREATE COLOUR button:

 

In the pop-up you can then enter the correct color:

 

After this, the newly created color will appear in the overview, together with the sizes from the indicated size bar:

 

After the color(s) have been filled in, you can enter the price for this item. You can do this by navigating to the PRICE tab  and completing the following information:

If you wish, you can have the sales price calculated automatically by filling in the margin instead of the sales price itself. You can also change the VAT group here if necessary.

 

Now click SAVE:

 

2.2 Barcode printing via article sheet

After creating a new article, you can also print the barcodes immediately via the article sheet. After manually creating an article (see chapter 2.1) you will be on the following screen:

 

Here you click on the ARTICLES button:

 

You will now see the following screen:

 

Here you can see that only the first size has been given a valid article number. This is because article numbers are only created in the software when they appear in an order or delivery. To work around this, check all sizes with a "0" as the article number and press CREATE SELECTED SIZES:

You will now see article numbers for all selected sizes:

 

You can now select the items for which you want barcodes. Then click the PRINT LABELS button:

 

You will now see a pop-up asking how many barcodes you wish to print. Enter the desired quantity and then press OK:

 

3. Creating Orders

3.1 Create a supplier

Before we can start creating an order, we need to create the right supplier. You can do this by navigating to BACKOFFICE MANAGER > BASIC DATA > SUPPLIERS:

 

You can then use the search window to check whether the supplier is already present in the software. If the supplier does not come up immediately, try to tick the boxes "Active in Belgium" and / or "Active in the Netherlands". If not, click on the icon at the top to create a new supplier:

 

Only the name of the supplier is a required field. All other fields are free to fill in:

 

After that, click SAVE:

 

3.2 Create an order

Navigate to PURCHASE ADMINISTRATION > INCOMING GOODS:

 

Use the search box to select the right supplier:

 

Then, find or select the right supplier. For this example, we use supplier "Becosoft":

 

Once you've selected the right supplier, click the ORDERS button:

 

You will now see an overview of all orders that have already been created for this supplier. If you have used a new supplier, this overview will be empty:

 

To create a new order, click on the NEW button:

 

You will then be asked in the pop-up to enter a reference for this order:

 

In the next screen, first fill in the order type. Usually you will use "seasonal order" here:

 

You can now search for a product or create a new product. If it is a new product, follow the steps in chapter 2:

 

Use the filter at the top to select the right product:

 

Now select the appropriate item and click SELECT:

 

The software will now return to the summary of your order. Here you can change the quantities of the newly added item per size and per color:

 

If you wish, you can add another item to the order in the same way. When you're done, click the SAVE button:

 

After this, you can close the window and you can see in the overview that the order has been created:

3.3 Create an order from an import file

You can also import articles into an order by using an import file. To do this, click on the IMPORT XLS button in a new order:

 

In the following screen you can now import an Excel file:

 

After you have obtained the importlist template from us, you can choose between two different lists:

 

• Article list: the software automatically assigns articles and associated barcodes.
• EAN reading list: you provide the necessary EAN numbers yourself. The software then links them to the correct article numbers.

For this example, we use the article list and then fill in the data per article:

In addition to the article data, we also distinguish the following columns:

• ImportType: this can be set to "4" for all items.
• SizebarH: this is the size bar number and can be found in the software under ADMIN > ARTICLES > SIZE BARS.
• Reference: based on this number, the software will check whether the article already exists in the system and therefore stock needs to be entered or whether a new article needs to be created.
• Qty size1 > Qty size 10: These numbers correspond to the sizes in the size bar. You can also find them under ADMIN > ARTICLES > SIZE BARS.

 

After all the data has been filled in correctly, you can read the list and select the correct worksheet and template. For article lists, use the default template for article lists, and the EAN default template for EAN reading lists:

 

Press the IMPORT BUTTON:

 

The software will now give you an overview of the articles that can be found in the Excel list:

 

Once you've reviewed the details, select the order type (usually "seasonal order") and click the Process button:

 

After this, you will return to your order. You will now see that the data has been completed:

 

Save the order using the SAVE button:

4. Receiving deliveries

4.1 Receive delivery by reading an order

Navigate to BACKOFFICE MANAGER > PURCHASE ADMINISTRATION > INCOMING GOODS:

 

Use the search box to select the right supplier:

 

Then, find or select the right supplier. For this example, we use supplier "Becosoft":

 

Press the DELIVERIES button:

 

You will now be taken to the delivery overview. Here you select NEW DELIVERY:

 

In the next window, you will have the opportunity to fill in some additional details regarding the delivery. These are not mandatory. You can leave them empty if you wish. When you're done, click OK:

You will now be taken to the overview of your delivery. First, fill in the ORDER TYPE. Usually this is SEASONAL ORDER:

 

Now click on the IMPORT ORDER button:

 

The software will now check which (open) orders there are for this supplier. In the next window, you can select the entire delivery or only the items that have been delivered:

The items have now been imported into the delivery:

 

If you wish, you can manually add additional products to the delivery. When you're done, click the SAVE button:

When closing the delivery, you will see that it becomes visible in the overview:

4.2 Receive delivery without first reading an order

It is also possible to create a delivery without first creating an order. To do this, do not choose "import order" when creating the delivery, but manually add the items via the PRODUCT SEARCH button:

 

After this, fill out the filter to retrieve the desired products and press SEARCH:

 

Now select the desired items and press SELECT:

 

The colors and sizes for the selected items will now be retrieved. You can now change the quantities:

 

Once you have entered the correct quantities, click the SAVE button:

 

When you close the window, the delivery will be visible in the overview:

4.3 Receive delivery based on a reading list

You can also import articles into a delivery by using an import list. To do this, click on the IMPORT XLS button in a new delivery:

 

In the following screen you can now import an Excel file:

 

After you have obtained the read-in list template from us, you can choose between two different lists:

• article list: the software automatically assigns articles and associated barcodes.
• EAN Reading list: you provide the necessary EAN numbers yourself. The software then links them to the correct article numbers.

For this example, we use the article list and then fill in the data per article:

In addition to the article data, we also distinguish the following columns:

• ImportType: this can be set to "4" for all items.
• SizebarH: this is the size bar number and can be found in the software under ADMIN > ARTICLES > SIZE BARS.
• Reference number: based on this number, the software will check whether the article already exists in the system and therefore stock needs to be entered or whether a new article needs to be created.
• Qty size1 > Qty size 10: These numbers correspond to the sizes in the size bar. You can also find them under ADMIN > ARTICLES > SIZE BARS.

 

After all the data has been filled in correctly, you can import the list and select the correct worksheet and template. For article lists, use the default template and the EAN default template for EAN reading lists:

 

Press the READ BUTTON:

 

The software will now give you an overview of the articles that can be found in the Excel list:

 

Once you've reviewed the details, select the order type (usually "seasonal order") and click the Process button:

 

After this, you will return to your delivery. You will now see that the data has been imported:

 

Save the delivery via the SAVE button:

 

4.4 Barcode printing

You can print the barcodes for your delivery directly from the delivery window. To do this, select the lines you want to print and then press PRINT BARCODES:

 

The software will now print the labels for your delivery based on the quantities present.

5. Barcode printing via module "print barcodes"

If you want to print a lot of barcodes at once, you can use the module "print barcode". This allows you to print multiple articles at the same time via different filters.

To do this, navigate to BACK OFFICE MANAGER > PURCHASE ADMINISTRATION > BARCODE PRINTING:

 

Now use the filter to display the desired articles:

 

From the filter you can now select the desired articles and add them to the selection window. You can also indicate how many pieces you want to print per article. When you're done, click the ADD button:

 

When you are done with your selection, select the desired items again and press PRINT BARCODES: