The Z Office Express (ZOE) app now supports the ability to scan the received quantity for invoices and orders.
Getting Started
In order to this use this new function, you will need to disable a Z Office setting to ensure that your received quantities don't automatically fill. If you don't disable this setting, the function will not work optimally.
To ensure that you are able to use the receive order in ZOE:
- Go to Z Office > Settings > Store Settings
- Click on the Stock - Other tab
- Under the Orders header, untick:
Automatically Fill Received Quantities for Electronic Orders
Automatically Fill Received Quantities for Non-Electronic Orders
- Press Save
Methods to Scan in the Received Qty for Invoices
There are several methods to scan in your received quantity in ZOE:
- Multiple PharmX Invoices
- Individual PharmX Invoice
- Individual Manual Invoice
We'll be going through these methods later in this article.
Manage Invoices
To access your invoices to start scanning your received quantity in ZOE:
- Open up ZOE. Type your username (the same one in Z Office) for the app to bring up the list of users and login with your Z Office password.
- The Z Office Express dashboard should appear:
- Press on Orders then the Receive Invoice option:
- The Manage Invoices screen should appear:
A. Filter
The filter helps you narrow down and display particular invoices (e.g. from particular suppliers, only PharmX invoices etc).
By default, it will filter for orders created from 1 month ago and that haven't been received yet.
B. Search
Search or scan the item to start receiving from the Manage Invoices screen. We'll go through this process below Scanning Stock.
C. Manage Invoice Headers
Order Name (Supplier): This will display the order name and the supplier in the (brackets)
Lines: The total number of lines in the order
Ref No. (Ref Date): This is the reference number for the order which can either be the Invoice No (if available) or the Z Office Order No. The created date will appear in (brackets).
Invoice Type: The invoice type, which can either be PharmX (electronic orders), Manual (non-electronic orders) or Stock Transfer.
D. Clear Rec Qty (C) for All Orders Button
This button will clear the Rec Qty (C) for all orders so that you can start scanning your stock.
You should not need to use this button as you should have disabled the Z Office setting in the Getting Started guide.E. Camera Button
If your device doesn't have a scanning function, you can use this button to use your device's camera to scan your stock.
Scanning Stock
ZOE supports the option to scan multiple invoices at a time. This is useful if your stock has come in from a particular supplier, and it's spread across multiple invoices/orders (e.g. OTC and Dispensary orders etc.).
When receiving multiple invoices, you will only be able to scan the Rec Qty for PharmX/electronic orders only i.e. manual or non-electronic orders will not be included even if you have these filtered to appear in the Manage Invoices screen.
If a stock card is in multiple invoices, ZOE will automatically increase the Rec Qty from the oldest invoice first.
If a stock card is in multiple invoices, ZOE will automatically increase the Rec Qty from the oldest invoice first.
To start scannning multiple PharmX invoice(s):
- Go to ZOE > Orders > Receive Orders
- In the Manage Invoices screen, you can set a filter criteria to display which invoices you wish to scan the received quantities for (e.g. for a particular supplier etc):
It may be useful to filter for PharmX invoices only as well, as you will only be able to increase the Rec Qty for PharmX invoices for multiple invoices. - Press the Clear Rec Qty(c) for all orders button. This is to ensure we clear any Rec Qty filled for any of the invoices so we can start scanning in the stock.
- A prompt should appear to confirm if you would like to clear the Rec Qty(c) for all the displayed invoices. Press Yes to continue:
- A confirmation prompt should appear that the Rec Qty(c) has been cleared. Press OK to continue:
- Scan or search the item to add to start receiving the stock.
If you don't have a barcode scanner with the device, you can use the
function for the camera to scan the stock. - A prompt should appear depending on the stock card:
Stock Match
If the item you scanned or searched exists in the invoice(s), the Stock match window will appear:
From here, you can either change the quantity of the Rec Qty (C) (e.g. if you have grouped all your stock and don't want to scan each individual stock line) OR scan to continue to receiving items either through your device's scanner or using the
button.
The Rec Qty will be automatically saved once you scan your next item, you don't need to press save unless you reach your last item to scan.
Multiple Stockcards
If your stock card matches to multiple stock cards in the invoice(s) the Multiple Stockcards prompt will appear:
From here, you can select which stock card you wish to update the Rec Qty for. Alternatively, you can press See More to search for other stock cards in Z Office that will match the criteria entered:
No Matched Stock
If the stock card doesn't exist in the invoice(s) then the No Matched Stock prompt will appear:
You will need to press Close to continue scanning your stock. - Continue scanning through all your stock
- Once you've scanned all your stock, please go to Z Office to check and receive the invoice.
ZOE only allows you to scan items to increase the Rec Qty of invoice(s). You will need to receive the order in Z Office, so you can check for invoice discrepancies etc.
To scan an individual PharmX invoice:
- Go to ZOE > Orders > Receive Orders
- Select which PharmX invoice you'll like to scan stock for
- The invoice should appear:
- If the Rec Qty (C) for the order is not 0 for all lines, press on the Clear Rec Qty (C) button. This is to ensure we clear any Rec Qty filled for the invoice so we can start scanning in the stock.
- A prompt should appear to confirm if you would like to clear the Rec Qty(c). Press Yes to continue:
- Scan or search the item to add to start receiving the stock.
If you don't have a barcode scanner with the device, you can use the function for the camera to scan the stock. - A prompt should appear depending on the stock card:
Stock Match
If the item you scanned or searched exists in the invoice, the Stock match window will appear:
From here, you can either change the quantity of the Rec Qty (C) (e.g. if you have grouped all your stock and don't want to scan each individual stock line) OR scan to continue to receiving items either through your device's scanner or using the button.
The Rec Qty will be automatically saved once you scan your next item, you don't need to press save unless you reach your last item to scan.
You can also compare the Inv Qty against the Rec Qty(C) to check for any discrepancies. If the Rec Qty(C) is greater than the Inv Qty then it will appear as red:
Multiple Stockcards
If your stock card matches to multiple stock cards in the invoice(s) the Multiple Stockcards prompt will appear:
From here, you can select which stock card you wish to update the Rec Qty for.
No Matched Stock
If the stock card doesn't exist in the invoice(s) then the No Matched Stock prompt will appear:
You will need to press Close to continue scanning your stock. - Continue scanning through all your stock
- Once you've scanned all your stock, please go to Z Office to check and receive the invoice.
ZOE only allows you to scan items to increase the Rec Qty of invoice(s). You will need to receive the order in Z Office, so you can check for invoice discrepancies etc.
Manual (or non-electronic invoices) are orders where the suppliers aren't connected to PharmX and have been entered manually. They'll appear under the statuses: Saved or Marked as Sent.
To scan an individual Manual invoice:
- Go to ZOE > Orders > Receive Orders
- Select which manual invoice you'll like to scan stock for
- The invoice should appear:
- Press on the Scan Stock button at the bottom to start scanning your stock.
- A confirmation prompt should appear. Press Yes to continue:
- The order should be updated so that you can start scanning your stock:
- If the Rec Qty (C) for the order is not 0 for all lines, please press on the Clear Rec Qty (C) button. This is to ensure we clear any Rec Qty filled for the invoice so we can start scanning in the stock.
- A prompt should appear to confirm if you would like to clear the Rec Qty(c). Press Yes to continue:
- Scan or search the item to add to start receiving the stock.
If you don't have a barcode scanner with the device, you can use the function for the camera to scan the stock. - A prompt should appear depending on the stock card:
Stock Match
If the item you scanned or searched exists in the invoice, the Stock match window will appear:
From here, you can either change the quantity of the Rec Qty (C) (e.g. if you have grouped all your stock and don't want to scan each individual stock line) OR scan to continue to receiving items either through your device's scanner or using the button.
The Rec Qty will be automatically saved once you scan your next item, you don't need to press save unless you reach your last item to scan.
Multiple Stockcards
If your stock card matches to multiple stock cards in the invoice(s) the Multiple Stockcards prompt will appear:
From here, you can select which stock card you wish to update the Rec Qty for.
No Matched Stock
If the stock card doesn't exist in the invoice(s) then the No Matched Stock prompt will appear:
You will need to press CLOSE to continue scanning your stock. - Continue scanning through all your stock
- Once you've scanned all your stock, please go to Z Office to check and receive the invoice.
ZOE only allows you to scan items to increase the Rec Qty of invoice(s). You will need to receive the order in Z Office, so you can check for invoice discrepancies etc.
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