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Norlite Mike

Paper copies of Packing Slips - Too much paper!

Posted By

We might be a little outdated with how we process orders but we print a copy of the Sales Invoice and a copy of the Packing Slip. We do most of our own deliveries so we ask the receivers to sign a copy of the Packing Slip. Our driver dumps all the days Packing Slips on my desk and the order desk guys also print Packing Slips for every order, even orders that are picked up at the counter by clients.

So we have this huge stack of papers to file. I think I have to live with the Sales Invoices but what about the Packing Slips. The order desk guys claim the Packing Slips are good for two things:

  1. They contain the Sage order number that sometimes the client would refer to when re-ordering. I can't find a way to search for this order number in Sage. Once it's converted to a Sales Invoice it's gone.
  2. The customers signature is on the Packing Slip as a proof of delivery.

Any ideas on how to reduce the amount of paper we keep?

  • 0
    It has been suggested to the Sage a number of times that there should be at least one report that displays the order number with the invoice number, or that it would be handy if they would include the Order Number field in searches.

    Searches will find the Address, the Ship-to Address, and the Comment line. If all you need is to be able to find prior orders by that number, then putting the order number in one of those places may be all you need to do.

    Sage provides a free ODBC interface, and there are third-party software packages available such as XLGL, MSQuery, Excel, Access, Crystal Reports (or perhaps Sage Intelligence?) that will allow you to build reports showing the order number.

    For your reference, the PO / SO number field is in the invoice lockup table field titlu.sPONUM. The invoice inventory main table is titrec, and the invoice number is usually titrec.sSource1. If you set up the SQL relationships between the two tables you will have a list of all invoices with their PO numbers.

    If you print all Packing Slips to a PDF print driver, you could generate searchable PDFs. If these were stored in a central set of folders that you could access, they would be very search-able, and that might solve your problem.

    To be able to find the invoices by customer PO number without using Sage 50, you could to file them (on paper or electronically) by order number. To have a record of the customer signature you could scan them all and keep them on a server (or some sort of a secure 'cloud' service). If the security of the data is good enough, you could shred them.

    Before getting rid of any paper, you should read the CRA guidelines for document retention. If the invoice is generated from Sage 50, then your Sage 50 books may be considered the 'books of original entry' and are what you must keep. For the rest, once your customer has paid, once your company no longer needs that paper, there's probably no reason to keep it.
  • 0
    We have developed a completely paperless document management system that supports the automatic retrieval too.

    Feel free to drop me a line at [email protected] for more details.

*Community Hub is the new name for Sage City