Enhanced Order Fulfillment Setup
If you create a new QuickBooks company file, or convert an existing one from a prior year of QuickBooks, this feature is not enabled. The Sales Order Fulfillment Worksheet will work the same way that it always has.
To enable this feature, select your Items & Inventory preferences and click the Advanced Inventory Settings button on the Company Preferences tab.
In the Advanced Inventory Settings window you will find a new tab, Site Operation. To enable the new feature, check the box for the New Sales Order Fulfillment Worksheet.
The next step is to connect a mobile device to your QuickBooks file. You don’t have to use a mobile device, as the new features of the Sales Order Fulfillment Worksheet can be used through the QuickBooks desktop user interface, but to take advantage of all the efficiencies of this new feature you really should work with a mobile device.
Connect your device to the Internet so that it can receive information. It doesn’t have to be the same WiFi network as your QuickBooks system, as the device won’t be connecting directly to the QuickBooks database manager. The device, and your QuickBooks workstation, will be communicating with a web service provided by Intuit. This is good, because that means there is no geographic limit to where each exists.
Click the Add button to add the device. This will generate a passcode.
Run the QuickBooks scanning app on your device and enter that code. This will connect the device to this QuickBooks company file.
You can see the device in your QuickBooks preferences.
Note that you can have multiple scanning devices connected to the same QuickBooks company file. However, you can only use that device with one QuickBooks file at a time.
The scanning devices are going to be used by “warehouse users,” people who only pick orders but never actually need to work with QuickBooks itself. This is a good security arrangement, keeping these users out of your financial system. You will need a warehouse manager who sets up the pick lists and manages the flow of information through QuickBooks. But the order pickers have no need to access QuickBooks directly.
The problem is, how do you set up a “warehouse user” without adding them as a QuickBooks user who can access QuickBooks? Intuit didn’t want to create a whole new record type in the database, and they didn’t want to set up a QuickBooks user record, so they took an approach that I’m not terribly fond of.
To add “warehouse users” to the system you will add them as Vendors with a new Vendor Type of Warehouse User.
I’m not thrilled about adding this kind of clutter to the vendor list, but I guess it is a safe place to stash it if they didn’t want to make a major database change. Note that these Warehouse User vendors can be used in any transaction where you would use a vendor record, such as checks, bills, and inventory receipts.
However, why not an Employee record or Other Name instead of a Vendor? There are some good reasons for not using an employee record – you don’t want this to have an impact on payroll. Warehouse users may not be regular employees, they could be contract employees. Rather than creating a new record type in the database, rather than mucking around in the complications that relate to employees and payroll, Intuit has taken an approach that is minimally invasive. I’m not thrilled, but it is less complicated.
If you have multiple warehouse users that you want to set up quickly, you can use the Add/Edit Multiple List Entries feature to quickly add them to the vendor list. You’ll want to customize the display to add the Vendor Type column (and probably remove a bunch of the unnecessary columns).
This lets you add multiple warehouse employees quickly.
I was a bit confused when I first used this system – I added the warehouse user records, but nothing showed up on the mobile device? Very odd. What I found was that the warehouse user list is not synced with the mobile device until you create your first pick list, as I’ll show later.
Once you have added the vendors to the list and you have created your first picklist, you will see the users on the device. Keep in mind that the picklist has to be created before you see the users on the device. This confused me at first.
Now we are all set up, let’s pick some orders!