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© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
LilyPad Users Manual Version 1.2 11282011
Contents Logging in to the System ............................................................................................................................... 3
Home Screen ................................................................................................................................................. 4
Creating a Sales Order................................................................................................................................... 6
Entering Items into the Sales Order .............................................................................................................. 8
Saving and Submitting Sales Orders ............................................................................................................. 9
Adding Customers in LilyPad ....................................................................................................................... 12
Customer Look Up....................................................................................................................................... 14
Checking Inventory Availability with LilyPad .............................................................................................. 16
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Logging in to the System
Your system administrator should have provided you with a User Name and Password for the LilyPad Application. Remember, these are not necessarily your Fishbowl log in credentials.
Once you enter your User Name and Password, you are brought to the HOME SCREEN.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Home Screen
The HOME SCREEN shows you the SAVED and SUBMITTED Sales Orders you have created (note that you only see orders placed for Accounts which are assigned to you in Fishbowl). SAVED Sales Orders are those which have not been sent to the system for fulfillment. SUBMITTED Sales Orders are those which have been sent to the system to be filled.
Note that the Requested Ship Date is listed. This is the date you have requested the order be shipped, not the date that the order has been shipped (if the order has shipped).
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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You can sort the information on the Home Page by CUSTOMER or REQUESTED SHIP DATE. Just enter the ship dates you are interested in, or select the Customer you want to filter by.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Creating a Sales Order
In order to create a new Sales Order, select CREATE SALES ORDER from the top navigation bar.
The next screen will ask you which customer you wish to place an order for. Please note that the system will display all of the customers assigned to you in the Fishbowl Inventory System.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Once you have selected the CUSTOMER, the Bill To and Ship to Addresses will appear. Note that if there are multiple bill-to or ship-to addresses in Fishbowl, then you will have a drop down list to select from.
From here, we will enter the Requested Ship Date by either entering the date or selecting from a calendar drop down. The Requested Ship Date will always default to today’s date.
Any Order Notes can be entered in the NOTE Field. These notes will print on the Sales Order, Pick Ticket, Packing List and the QuickBooks Invoice (if your system is configured to pass Notes to QuickBooks).
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Entering Items into the Sales Order
You can enter items either by typing in the Part Number (depending on your input device type) or selecting them from a drop down list. Once you have selected the item, you will see the Quantity Available. This is the Quantity Available to Sell from Fishbowl.
Once you enter the Quantity, the price will automatically fill based on the Pricing Rules set up in Fishbowl.
For each Sales Line Item, you can select the type:
Sale: A standard Sale Item.
D/S: Drop Ship: An item to be drop shipped directly from your vendor to your customer.
C/R: Credit Return: A line item to be credited to the customer’s account for inventory to be brought back into Fishbowl.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Saving and Submitting Sales Orders
Once you have defined what items are to be placed on the Sales Order, you have two choices: SAVE or SUBMIT.
SAVE will save the Order as is but not release it to the system to be fulfilled.
SUBMIT will send the order to the Fishbowl Inventory System to be fulfilled.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Once you hit SAVE, the order appears on the HOME page under SAVED SALES ORDERS.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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If you hit SUBMIT, the order is placed in the Queue to be sent to the Fishbowl system when the next upload occurs.
Note that SAVED Sales Orders can be deleted or edited; submitted Sales Orders can only be edited by your Fishbowl Inventory Administrator.
The Sales Order will remain in QUEUED Status until the scheduled Export of Orders from LilyPad to Fishbowl occurs. Orders in QUEUED Status are visible in LilyPad but not Fishbowl. Orders in SENT Status can be seen in Fishbowl.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Adding Customers in LilyPad
Note: The ability to add Customers in LilyPad is an optional feature. Your install of the application may or may not have this function available.
Should you need to add a new Customer in LilyPad, start by selecting CUSTOMER from the Top Menu. Now select ADD CUSTOMER
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Fill in the Fields. All fields with an Asterisk (*) are required. Note that all the customer groups currently available are listed. Please select as many Customer Groups as the new Customer will belong to.
Hit SUBMIT when you are completed. The customer will be created immediately in Fishbowl. You can take an order for this customer as soon as you have submitted the information.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Customer Look Up
Note: The ability to access Customer Lookup in LilyPad is an optional feature. Your install of the application may or may not have this function available.
From the Top Menu, select CUSTOMER LOOK UP and the Customer Lookup Page appears.
Now, either type in or select a customer from the drop down list
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Once you have selected a Customer, the information is displayed:
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Checking Inventory Availability with LilyPad
From the HOME Page, select INVENTORY
From the Inventory Screen, select the Part Number you which to check by typing in the Part Number (depending on your input device type) or selecting it from a list.
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Once you have selected the item, hit LOOK UP.
The Inventory Status screen appears. The Fishbowl Inventory Status definitions are as follows:
On Hand: The total amount of your inventory in stock.
Allocated: The amount of inventory allocated (or assigned) to other orders. For example, inventory on issued Sales Orders, Purchase Orders, and Transfer Orders. Allocated also takes into account inventory on Work Orders.
Not Available: The quantity in locations that are marked 'Not Available'
Drop Ship: The quantity being drop shipped directly to customers
Available: The quantity available. This is calculated by Available = On Hand - Allocated - Not Available + Drop Ship
On Order: The quantity on order for a Purchase Order, Sales Order, Work Order, or Transfer Order
Work in Process: Items committed to started Work Orders
Committed: Items picked and ready to be shipped, or items started on a Work Order. *Note* Inventory that is committed will always be allocated. However, inventory that is allocated is not always committed.
Back Ordered: The quantity needed to fulfill a demand
© 2011 LilyPad for Fishbowl • p 631-870-1640 • [email protected]
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Note: the inventory numbers do not reflect any orders which are in Queued status, as they have not been accepted into the Fishbowl system until they go into the Sent status.
