Cross Referencing

Overview

Cross referencing is the process by which a delivery is matched to an electronic purchase order record, and the consignment physically and electronically located so that it can be processed later. As part of the cross referencing process labels are produced and attached to the paperwork and physical outers.

Process

1. Select consignment and find its packing note(s)
   
2. Find the matching electronic purchase order record
   

   Important.
   
   If there is no matching electronic PO record  you can- create one

   However, this should only be done after you have exhausted all searches to find a match (use date, supplier, category etc)
   The key message is to avoid creating a duplicate PO as that can overstate client holdings

3. The PO record will be returned
   
   Note: the screen shot above shows a PO record in the ipad layout - the desktop and mobile layouts differ in looks slighgtly.

4. Electronically Add/ Record Delivery Information:-

• Signed For: - should be set by default with logged in user

• Outers

• Date - should be set by default with date delivery record added

5. Ensure the Courier company is correctly recorded on the electronic purchase order record in the Delivery Company field
   
   By default this field populates to TOT. It is important to update it to the actual delivering courier company when the delivery was dropped off without TOT signing it off.
   

6. Generate Cross Reference Number and Labels
   
   
   Print these to your assigned cross reference label printer

7. Apply labels to paperwork and outers. Cross reference labels are formed of two parts and need to be physically separated.

1. The larger Label should be fixed to one of the boxes contained within the related consignment in a place where it can be clearly seen
   
   
2. The smaller label gets stuck to the packing note in the top left hand corner
   
   
3. You should now take a picture of the paperwork with ipad and upload it against the delivery record as Pre-Check paperwork
   

8. Electronically locate the PO by using the Place function, scanning the PO barcode on the cross reference label and then scanning the location barcode of where the outers have been physically stored,.
   
9. File the now labelled Paperwork as follows:-
1.  If matching PO was found in the Yellows (today) tray
2. If a PO had to be created  - file in Pinks in the bottom tray  
   
   
10. Once the delivery has been cross referenced, a confirmation of delivery received email is sent to the client (if the goods are client owned blank stock) or to the respective TOT department (if the goods were internally ordered.)
    

    Note.
    When you file the paperwork, make sure you file sequentially based on the Cross Reference Number so that the person who will process the physical delivery later will be able to quickly find the paperwork.