Collection Notes are used to record and track the return request of items to store.
A collection note can be created as a free standing request or linked to an existing requisition.
FREE STANDING COLLECTION NOTES
To create a new free standing collection note you need to:
1. Create a header with information about the collection, who it is for and where it should be delivered to
2. Create a line for each item that is to be returned to store
3. Issue the collection note
4. Print the collection note
1. Create a collection note header for a staff member or location/department
You do this from the Requisition > Collections screen, using the New button.
To create a Collection Note header for a Staff member select Staff Code or if the Collection is for a location/department select Location Code.
For Staff collections you can search on staff code/service number, surname and/or epaulette number. For Location collections you can search on location code and/or location description.
Once you have selected a Staff member or Location certain information on the form will be filled in for you and should not need to be modified.
The Required By Date will default to 30 days in the future. To change click on the calendar.
If Default Reason Codes are in use a reason code will be displayed. The same default reason code will be applied to all of the lines that will be added to the Collection Note. The code on the line can be changed.
Click OK to add the Collection Note header.
2. Create a line for each item
You do this from the grid below the collection note header.
There are 2 types of line:
i) Stock Item
Select a stock item and a Size.
Enter the quantity to be returned and add or update the Reason Code if required.
Add any extra information in the Notes box then click OK to add the collection note line.
ii) Text line
Add a description of the item and quantity.
Add or update the Reason Code if required.
Add any extra information in the Notes box then click OK to add the collection note line.
To add another line click New.
To make amendments to a line ie change the size, quantity, item code etc click the Edit button. This will allow you to edit the line.
To delete a line click on the Delete button.
3. Issue the collection note
Once you have added all of the lines go to the collection note header and click the Issue button.
The collection note is now ready for printing.
4. Print the collection note
From the collection note header click the Print button.
COLLECTION NOTES LINKED TO AN EXISTING REQUISITION
Collection notes that are linked to an existing requisition can be added:
- from the Requisitions screen at the same time the requisition is entered or
- added later in the Requisitions > Collections screen
Requisitions screen
To create a collection note via the Requisitions screen you need to:
1. Add the requisition header and lines
2. Add the collection note
3. Issue the collection note
4. Print the collection note
1. Add a requisition
Instructions can be found on how to add a requisition by clicking the following link https://datatecnix.freshdesk.com/solution/articles/11000031104-adding-a-requisition
2. Add the collection note
From the Requisitions screen, ensure the requisition that you want to use is selected then click Add Collection Note from the header grid.
The Required By Date will default to 30 days in the future. To change click on the calendar.
If Default Reason Codes are in use a code will be displayed. The same default reason code will be applied to all of the lines that will be added to the Collection Note. The reason code can be changed.
Click OK to add the collection note. Details of the collection note will appear under the tab labelled Collection Note.
Please note - a collection note line will be created for every line that appears on the original requisition, so be mindful of what stage the adding of the requisition is at before you click Add Collection Note.
It is not possible to add any further lines to the collection note as the collection note has been linked to the requisition.
To make amendments to a line click the Edit button. This will allow you to edit the line.
To delete a line click on the Delete button.
3. Issue the collection note
From the Collection Note tab click the Issue button. Alternatively you can Issue the collection note from the Requisitions > Collections screen.
The collection note is now ready for printing.
4. Print the collection note
From the Collection Note tab click the Print button. Alternatively you can Print the collection note from the Requisitions > Collections screen.
Requisitions > Collections screen
To create a collection note that is linked to an existing requisition via the Requisitions > Collections screen you need to:
1. Create a header
2. Select the lines to be returned to store
3. Issue the collection note
4. Print the collection note
1. Create the collection note header
You do this from the Requisition > Collections screen, using the New button.
Select a Requisition Number by searching for a staff code/service number, surname, epaulette number, location code, location description or requisition number.
Once you have selected a requisition the majority of the information on the form will be filled in for you and should not need to be modified.
The Required By Date will default to 30 days in the future. To change click on the calendar.
If Default Reason Codes are in use a reason code will be displayed. The same default reason code will be applied to all of the lines that will be added to the Collection Note. The code can be changed.
Click OK to add the Collection Note header.
2. Select the lines to be returned
Click New then click Pick Line From Requisition.
Select which line from the original requisition you want to return or request to be returned.
If required, change the Quantity, Reason Code and add any extra information in the Notes box.
The Required By Date will default to 30 days in the future. To change click on the calendar.
Click OK to add the line.
To add another line click New.
Please note - you can add extra stock or text lines that were not on the original requisition.
To make amendments to a line click the Edit button. This will allow you to edit the line.
To delete a line click on the Delete button.
3. Issue the collection note
Once you have added all of the lines go to the collection note header and click the Issue button.
The collection note is now ready for printing.
4. Print the collection note
From the collection note header click the Print button.
When items on a collection note are returned to store they need to be actioned:
https://datatecnix.freshdesk.com/solution/articles/11000031800-actioning-a-collection-note