AugTool Documentation
Weigh Tickets
An info tooltip is visible on the list view of the wbt's, if document notes have been added. This is useful on the list view. It allows you to open the notes of each document without going into each one.
Wbt's can cater for four types of directions as seen in the list above.
Sales - Stock out and Purchase - Stock in are obvious. These two are for selling stock that will be delivered with a delivery note and purchasing stock that will be received with a grv.
The other two cases need a discussion with the augative team to explain in more detail how this can fit with your process.
You have to select a weigh bridge (device) that has been previously setup in your system and a warehouse for where the stock will go to or where it is coming from. The warehouse should default to the warehouse on the sales order or invoice or purchase order or invoice but you can change it here.
If you have not setup organisations in your system to be transportation type organisations (see organisations) then you can simply add a vehicle registration into the text box and a transport item will not be required.
If you have setup organisations to be transporters and have linked vehicles to the transporter then when you select a vehicle (autocomplete when typing) the system will pull the transport item through from the sales order that you have previously added.
When using transportation type items, we advice that you enable their linking functions on the item and make the inherit units "yes". This will ensure that the units on in the transportation section will automatically populate with the total weight of the line items you have weighed.
If your weigh bridge has been setup to automatically get weights, you can use the weight icon in the start and end weight columns to get the weight directly from the indicators. If not, you will have to manually enter the weights in. We recommend setting them up to automatically get weights because then the figures cannot be manipulated. Should you not choose to do this or cannot due to the type of weigh bridge you have then you will have to enter the figures manually into the text boxes (these types of manual wbt's can be identified in reports and on the wbt with lines that are in italics (see after you have posted a wbt).
Currently, you can only link one Sales order to a wbt. You do that in the header of the wbt. After a wbt has been linked to a sales order, you can and should select the line item on the sales order that corresponds to the line item on the wbt (the line you are busy weighing). In this case the states of the line items on each document can communicate with each other and update themselves and the relevant reports. You can see in the above example that I have linked AMSUL to the Order line SO499 - Ammonium Sulphate (10.000) - that is expecting 10 tons. In this case when the wbt is posted, it will tell the sales order line item that it has been weighed.
After weighing in a load, you may discover that the quality or type of product is not what the driver said it was. You can then, in draft mode and on the view of the wbt add a quality control slip to the wbt that either alters the quality with an adjustment or alters the type entirely. To adjust the quality of a wbt you need to add adjustment type items to the system. In some cases for instance, some companies want to downgrade the item because moisture has been detected and in essence the weight was more than the actual product. They would then create a Moisture Adjustment type item that is linked to an expense account and add that here.
If you identify that the product is not what the drive said it was after you have weighed it in and the wbt is still in draft, you can also alter the type of the product. The quality control information will be displayed on the wbt after you post it and print it to send to your customer or supplier.
You can then add the name of the person who checked the load and the save the quality control ticket and then proceed to post the wbt to confirm the wbt. From here you can either create a purchase or sales invoice or a delivery or goods receipt depending on the business flow you choose.
After posting a wbt you will see what is shown above. This wbt was linked to a sales order and also has a quality control ticket associated to it.
Some companies weigh trucks on behalf of other companies and will never invoice the actual load of the wbt. They will then create the wbt and simply close the wbt so that invoices or delivery notes and goods receipts cannot be created on it.
You may also find that a wbt was created in error or a user created a wbt with the wrong direction or wrong information. If you give a super user the rights to do so, a wbt can be rolled back to draft and edited and then posted again before it creates any other document. This is only possible if no other documents are already linked to the wbt or created from the wbt.
Invoicing, delivering and receiving multiple wbt on one invoice, delivery note and goods receipt is possible from the invoice, delivery note and goods receipt documents but this is covered in the purchasing and sales processes.
WBT created through API with different product than on Vehicle Schedule
Augtool has been developed to accommodate the below instance where the user has captured the incorrect product code, for example:
The user creates a Sales Order for Product A. The Vehicle Schedule was also created with Product A and sent to the service provider for the Weighbridge. The Weighbridge service provider accidently uses Product B instead of Product A and creates the WBT in Augtool with an incorrect product code. To prevent this error Augtool has a check inbuilt into it to make that sure that the Item used to create the WBT exists in the Vehicle Schedule.