Merchanter Knowledge Base

How to add multiple Packs/Items to a Purchase Order/Forward Contract

Published March 6th, 2025 by Ryan Osborne

Adding Multiple Packs to a Product on a Purchase Order or Forward Contract When placing a purchase order with your supplier, you may receive a packing list detailing the individual packs or unique items allocated to you. To ensure your records are accurate, you can update your purchase order to include these specific packs rather than just a quantit

Advanced Order Picking Overview

Published January 24th, 2024 by Ryan Osborne

Order Picking Overview The activation of Advanced Order Picking introduces several newly allocated order statuses in Merchanter, providing enhanced control over the sales order lifecycle to better align with your business processes. With the activation of this feature, additional sub-statuses such as Required (Future pick), To pick (Today), Picking

How To Set The Payment Due Date To Be Manually Amendable

Published January 17th, 2025 by Ryan Osborne

Editable payment due dates Feature to be released This feature has been developed and tested, but is set for a future release build, due Feb 2025 If you give special terms to some customers for specific orders it might be required that you can have the option to manually set the payment date for an order rather than working to the standard agreed

Advanced Order Picking KPIs

Published February 26th, 2025 by Ryan Osborne

KPIs for use With Advanced Order Picking Once you have enabled advanced order picking, you can leverage several new Key Performance Indicators (KPIs) to monitor and optimise your order picking operations in real-time. Adding these KPIs to your dashboard will provide valuable insights into the efficiency and accuracy of your picking processes, helpi

Assign a Picker and Ready for Picking a Batch of Allocated Orders

Published January 25th, 2024 by Ryan Osborne

Assign a Picker to a Batch of Orders This first stage can be performed as a batch: every morning you may want to set your pickers and generate the works orders for the day! Rather than entering each order individually, the pickers can be set as a batch process. From the menu click “Sales” and pick “Live Orders” from the drop-down menu. You will be

How to Setup a Milling Process to Add Cost by Time

Published February 4th, 2025 by Ryan Osborne

Setting up a Mill Processes Based on Total Processing Time In this guide, we will walk you through setting up a new milling process to calculate the cost of a mill job based on its total processing time. This includes both the setup time and the actual processing time. By accurately accounting for these factors, you can ensure your cost calculations

How to Setup Quick Customer Search and Creation

Published October 15th, 2024 by Ryan Osborne

Quick Search and Cash Customer Creation overview. In Merchanter, efficiency is key, especially for your sales team when every second counts during the process of raising orders and adding new customer records. To streamline this, you can activate the Pre-Order Customer Search and Quick Cash Customer Creation features, allowing your team to swiftly l

Assign a Picker to a Single Order and Ready for Picking

Published January 24th, 2024 by Ryan Osborne

How to Assign a Picker First, we need to begin the order-picking process to set pickers against the required live allocated orders on the system. This can be done at several different stages of your order lifecycle and from several different screens: the system is very flexible. You can select the picker when allocating an order from the Confirm Ord

Advanced Dispatch Status KPIs

Published March 4th, 2025 by Ryan Osborne

Advanced Dispatch Status KPIs There is a comprehensive suite of Key Performance Indicators (KPIs) to go with the advanced dispatching statuses, using these KPIs up can significantly enhance operational efficiency and visibility. By setting up these KPIs on your dashboard, you can monitor and streamline dispatch operations in real time, ensuring opti

How to Upload a Batch of Files and Link to System Records with a CSV

Published February 14th, 2025 by Ryan Osborne

How to Bulk Upload Documents and Link Them to System Records If you’re managing a large volume of documents, images, or files, manually uploading and linking them to system records can be a time-consuming and repetitive task. Whether you’re handling purchase orders, sales invoices, product images, or other critical files, efficiency is key to stayi

Bulk Import Documents and CSV Linking Configuration

Published February 12th, 2025 by Ryan Osborne

How to set up and configure the Document Importer for CSV Record Linking Managing a large volume of documents, images, or files can often involve repetitive and time-consuming manual tasks, such as uploading and linking them to system records. Whether you’re dealing with purchase orders, sales invoices, product images, or other essential files, mai

Confirming Delivery of a Sales Order

Published March 4th, 2025 by Ryan Osborne

Confirming Delivery of an Order Once the goods have arrived with your customer, the final step is to confirm delivery. This can be done by selecting the Delivered status using any of the methods outlined previously.Once marked as delivered, the order will automatically move from the Live Picked Orders list and can now be found in the Dispatched Orde

How to Assign a Driver to a Sales Order

Published February 27th, 2025 by Ryan Osborne

Assigning a Driver to a Sales Order Assigning a driver to a sales order is a straightforward process that can be completed in several ways. Below, we’ll explore the three main methods to assign a driver, ensuring flexibility and efficiency in your workflow. By using these methods, you can efficiently assign drivers to sales orders, whether you’re wo

How to Progress Through Advanced Dispatch Statuses

Published February 27th, 2025 by Ryan Osborne

How to Progress Through Advanced Dispatch Statuses Managing and updating dispatched order statuses is a crucial part of ensuring smooth operations and accurate tracking in your workflow. This guide will walk you through the process of progressing through advanced order statuses, whether you’re working with individual orders or handling multiple orde

How To Set Default Manual Price Agreement Method

Published January 15th, 2025 by Ryan Osborne

If you frequently create the same types of manual price agreements, you can streamline the process by setting a default pricing method. This small adjustment can save time and simplify the creation of new agreements. To do this you will need to log into your Merchanter system with the Prime user account. Go to Settings > Ledger Info > Pricing.

How to Create a Document Batch Type - Bulk Document Importer

Published April 14th, 2025 by Ryan Osborne

How to Create a Document Batch Type Before uploading CSV files to link documents to sales orders, you must set up a document batch type. This guide explains how to create and configure a new document type in the system, including batch naming rules and auto-linking settings. Make sure you have set up the document importer before proceeding Bulk Impo

How to Set Up an Advanced Dispatch Status Document Scenario

Published February 26th, 2025 by Ryan Osborne

Dispatch Status Document Generation Triggers To set up a Dispatch Document scenario to generate Dispatch Note documentation when an allocated order hits an advanced Dispatch status, ensure that you are logged in to UT400 Merchanter with a user account holding a "Prime" role or you will not have the required permissions to complete the next steps. On

How to Add a Stock Source Country to a Product

Published September 5th, 2024 by Ryan Osborne

How to Add a Country of Origin to a Product Record Understanding where your products come from is essential for many businesses, especially when dealing with stock and order analysis or when specific documentation requirements are in place. Whether you need this information for internal tracking, customer inquiries, or legal documentation, adding th

How to set up Product Analysis Categorisation

Published June 13th, 2024 by Ryan Osborne

Product Categorisation – Categories, Groups and Subgroups What is Product Categorisation? Product categorisation refers to the process of organising and classifying products or items within Merchenter based on various attributes or criteria. This categorisation allows for efficient management, analysis, and reporting of products across the organisat

How to set up a Generic Bulk Product for Bulk Purchases

Published September 6th, 2024 by Ryan Osborne

Creating a Bulk Product for use in Bulk Purchasing Operations A generic bulk product is a specialised item within the system that should not be sold directly but is intended solely for bulk purchases. It allows for flexibility in order large quantities of raw materials or products that can later be broken down into different items for sale. For exam

How to Bulk Import Product Supplier Codes

Published July 24th, 2024 by Ryan Osborne

How to upload Product Supplier Codes via Excel This guide will walk you through the steps to import supplier product codes using an Excel spreadsheet against your Merchanter products. These codes could be used on your purchase orders to help avoid confusion when ordering products from your suppliers. Step 1: Access the Product Supplier Codes Menu Go

How to Change the Customer Activity Threshold Periods for KPIs

Published March 5th, 2025 by Ryan Osborne

Changing the Customer Activity Threshold Time Period Setting for Your KPIs In Merchanter, the system is set to recognise when a customer last traded with you. When they last traded with you sets their classification. By default these are: Active - A customer who has traded with you within the last 30 days Inactive - If a customer has not traded fo

How To Set Default Sales Representative on a Sales Order

Published January 15th, 2025 by Ryan Osborne

Sales Order Rep Allocation If you use Sales representatives or agents in your business you can set how the “Rep” is assigned to an order for reporting or analysis purposes when a new order is first entered. If you log into the system with a Prime user. Go to Settings > Ledger Options > Orders Pick your required option from the dropdown menu Sa

Setting up an Employee for Order Picking

Published January 24th, 2024 by Ryan Osborne

Employee Picker Activation To set up an employee with the ability to pick orders, ensure that you are logged in to Merchanter/UT400 with a user account holding a "Prime" role or you will not have the required permissions to complete the next steps. Once logged in, locate the "Settings" button on the menu at the top right. From the system settings sc

Confirming the Picked Order

Published January 25th, 2024 by Ryan Osborne

Confirm Your Pick Once the team has performed the physical pick of the order and the quantities are confirmed, you can go back into the order in Merchenter and click Confirm Picked. Or you can go back to the Live Orders list under the sales menu. Use the filters to get a tight list of picked orders and then click the action button to confirm the ord

Managing Picked orders for Dispatch

Published February 26th, 2025 by Ryan Osborne

Managing Picked Orders for Dispatch The Live Order Views are the most effective tool for locating and managing orders that are ready for dispatch. This dynamic interface provides a comprehensive overview of your orders, complete with powerful filtering options, essential summarised order information, and a quick snapshot of order lines To Access the

How to Create a Picking Document Scenario

Published January 24th, 2024 by Ryan Osborne

Picking Document Generation Triggers To set up a Picking Document scenario to generate works order documentation when an allocated order has a picking status, ensure that you are logged in to UT400 Merchanter with a user account holding a "Prime" role or you will not have the required permissions to complete the next steps. Once logged in, locate th

How to Turn on Advance Order Picking

Published January 24th, 2024 by Ryan Osborne

Activate Order Picking in Your Ledger To set up order picking on your ledger, ensure that you are logged in to Merchanter/UT400 with a user account holding a "Prime" role or you will not have the required permissions to complete the next steps. Once logged in, locate the "Settings" button on the menu at the top right. From the system settings screen

Excel fields to Import New Customer Records

Published August 21st, 2024 by Ryan Osborne

Customer Bulk upload Excel (.xls) fields. Below is a comprehensive list of all the fields included in the Excel customer record import process in Merchanter. To ensure a smooth and error-free data transfer, it is crucial that each field is accurately completed. Taking the time to carefully check and populate these fields will significantly reduce th

How to Turn on The Advanced Dispatching Statuses

Published February 26th, 2025 by Ryan Osborne

Setting up The Advanced Dispatching Statuses To set up an employee with the ability to be assigned to an Order as a driver, ensure that you are logged in to Merchanter/UT400 with a user account holding a Prime role or above and navigate to Settings > Organisation Settings > Financial Ledge r Settings. Edit the correct ledger by selecting it a

My User Account

Published March 11th, 2025 by Ryan Osborne

My Account Options Your browser does not support HTML5 video. My User Account in Merchanter Every user in Merchanter has access to their own account settings, allowing you to personalise your experience and tailor the system to your needs. This guide will walk you through the various options available in your user account, from updating your profile

Setting up an Employee as a Driver

Published February 26th, 2025 by Ryan Osborne

How to Set an Employee as a Driver To set up an employee with the ability to be used as the driver for a dispatch, ensure that you are logged in to Merchanter/UT400 with a user account holding a "Prime" role or you will not have the required permissions to complete the next steps. Once logged in, locate the "Settings" button on the menu at the top r

How to fix old Orders That are not Available for Picking

Published February 5th, 2024 by Ryan Osborne

Picking status of “No pick req.” If an order was placed in the system before activating the advanced order picking feature, it will be assigned a status of "No pick req." and won't be available for the picking process. Resolving this issue is straightforward: Edit the affected order and navigate to the header tab. Scroll down to the Supply section.

How to Raise a Bulk Purchase with Generic Bulk Products for Call-Off

Published September 6th, 2024 by Ryan Osborne

Creating Bulk Purchase Orders Using Bulk Products For Call-Off This guide will walk you through the process of raising a bulk purchase using bulk generic products and then raising a call-off for specific product sales lines from the generic product lines to a single purchase order for call-off. Setup generic product(s) first Make sure you have alrea

Aged Orders Are Not Showing The Advanced Dispatch Statues

Published March 4th, 2025 by Ryan Osborne

How to Fix Old Orders That Are Not Showing The Advanced Dispatch/Transport Statuses If an order was placed on the system before activating the advanced dispatch features, you may notice that the buttons for advanced statuses are missing. In such cases, you’ll only have the option to dispatch the order. Fortunately, fixing this issue is a relatively

How To Set Up Standard Text Line Templates for Sales and Purchases

Published January 17th, 2025 by Ryan Osborne

Creating a Standard Text Line (for release Feb 2025) If you find that you are always writing the same text lines on purchase orders or sales orders, you have the option to create and save default standard text lines, to do this:- log into the system with a Prime user. Go to Settings > Organisation Settings > Standard Texts From here you can Ed

Raising One Sales Order Call-Off from Multiple Bulk Sales Orders

Published September 3rd, 2024 by Ryan Osborne

Pulling Multiple sales lines from bulk orders onto one sales order for call-off This guide will walk you through the process of consolidating product sales lines from several bulk sales orders and putting them onto a single sales order for call-off and delivery to your customer. For this example, we will be using a customer called Alderstone Builder

How to create a customer discount Price Table

Published September 11th, 2024 by Ryan Osborne

Price tables - Customer band discounts In this example we will be setting up a Base Price Discount table to automatically price my sales lines for different customer bands. You can use the same method to create price tables for: Customer band cost uplift Customer band fixed prices Quantity break discounts Quantity break cost uplifts Quantity break

How to use the Searches

Published March 5th, 2025 by Ryan Osborne

Using the Searches to Find System Records. Your browser does not support HTML5 video. Searches are a powerful tool in Merchanter, allowing you to quickly find and filter the data you need to make informed decisions. Whether you’re looking for specific orders, customers, or products, mastering searches can save you time and streamline your workflow.

Understanding the Merchanter Menu and Dashboard

Published March 14th, 2025 by Ryan Osborne

Menu and Dashboard Your browser does not support HTML5 video. The Merchanter menu and dashboard are your central hubs for navigating the system and managing your daily tasks. The options available to you will depend on your seniority level and the features enabled in your system. This guide will walk you through every part of the menu and dashboard,