SwanFRS Release notes for version 1211

Created by Migration Bot, Modified on Fri, 23 Oct at 2:28 PM by Migration Bot

Originally written by Will Miller, last updated Mar 20, 2025, on the Swan Retail knowledge base (FRS).

Release Date: 14th Feb 2025

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FRS-SwanFRS Release notes for version 1211-170225-123134.pdf

New Features and Enhancements

FRS-1533 - Pinned comment on Service / Ability to cancel returned item from SO

Pinned Comments

When viewing the service action history the ‘base’ event (created from comments entered when the service was raised) always displays as the last event in the list,however this (and possibly other) events may be significant to the service and therefore need to be highlighted.

With the addition of the ‘Event pin’ it is possible for move an event to the top of the history.

Clicking the pin image (wire frame only), ‘pins’ the event thus moving it to the top of the history list (and changes the icon to a solid / coloured in image).

hovering over the icon with a mouse displays the operator who pinned the event and date and time the event was pinned. Clicking a second time ‘unpins' the event.

If more than one pinned event exists for the service the pinned events are shown in descending pinned date sequence (Oldest first).

Cancelled Returns

In earlier versions of SwanFRS, sales order lines where created via service event / action cannot be deleted.

This can lead to the wrong financial value / incorrectly allocated stock on the sale.

SwanFRS now allows the deletion of sales order lines created as a result of service actions (subject to the usually restrictions - for example not on a delivery schedule / delivered).

Support #: FRSSUP-8758

This change allows the service team to highlight ‘important’ events and milestones on the service this enabling them to provide a better service to clients.

Allowing service created sales order line items to be deleted enables more accurate control of stock and finances on the sales order thus reduces the potential to upset clients.

FRS-1712 / 1116 - Wi-Fi Warehousing (Phase 2)

Two new features have been added to the Wi-Fi scanning menu.

Putaway allows the operator to perform stock movements within the stock’s ‘location’, effectively allowing the goods to move from bay 1 to bay 2.
Stock Enquiry may be used to ‘identify’ products from a barcode scan. Scanning a valid barcode displays the product details, image and status to screen.

Both features have operator access restrictions.

Full details of operation are available via the accompanying guide.

See Wi-Fi Warehousing

Adding these features to the Wi-Fi scanners menu enhances the ‘wireless’ stock management feature thus providing greater efficiency and accuracy within a stock holding location.

FRS-1703 / 1723 - Customers

Duplicate Checking

SwanFRS will now, where configured, check the customer name (title, initials and surname) or customer email (or both) for duplicates when creating a new customer record.

New Application Parameters CUSTOMER_CHECK_DUPES and CUSTOMER_CHECK_EMAIL_DUPES have been created to control this feature and will require turning on for use.

When adding a customer to an order, the new button will be immediately available on the first page of the “Customer Search page”, thus stopping the requirement to search for a match first.

If the new customer process is part of a sales order creation, SwanFRS will offer the opportunity to create the new customer (thus creating a duplicate on name and / or email).

New Customers

When keying in new customer details, if a duplicate customer is found in either the customer name and / or email fields, the customer ID, surname, post code, telephone and email will be presented to the user to check if it is a duplicate.

New Customer Page

The customer detail page has been redesigned to collate like data elements and reduce the screen scrolling of the previous design.

When adding a customer or delivery address, the button to ‘set the new address’ and the checkbox to set the ‘default address’ have both been made clearer.

Following on from 1210 release which offered the ability to restrict the viewing of customers, the changes in 1211 will help to reduce the number of duplicate customers created whilst removing the need to search for a customer before being able to create new ones.

The revised customer details page is easier to ‘read’, highlight data inconsistencies and improve the process of assigning linked addresses to the customer record.

Product Creator Spreadsheet

As part of the continuing development of SwanFRS we are announcing a new version of the product creator spreadsheet which is based on Microsoft Office 365 Excel.

The new spreadsheet uses Excels ‘Form’ feature to reduce the number of tables visible to the operator. This feature makes it easier to control data used within the spreadsheet.

The redesign, in tests, has increased performance of imports and exports whilst providing a number of key new features to help data configuration and visibility.

The tabular features for the SKU and option-choice remains an option within the new design.

The 1207 spreadsheet remains viable and may continue to be used however we there will be no new features added to this version of the product creator.

See Product Creator - v1211

The User Interface (UI) has been revised to provide a less technical product creation experience to the operator, with many new features offering quicker / alternative ways to create, maintain and export data

FRS-781- Timed Delivery Slots

It is now possible to configure SwanFRS to work with timed delivery slots. The slot is given a fixed time using the default interval between slots. When the sales order is assigned a slot, subject to permission, it is possible to lock the slot time which is particularly useful if you’ve given a guaranteed arrival window (time). Locked time slots cannot be resequenced.

It is also possible to set specific slots as unavailable for delivery which are automatically locked at time of specification.

This feature does not influence Despatch Track.

See Delivery Time Slots

Retailers wishing to give a ‘guaranteed’ time slot to clients at the point of scheduling the delivery can now do so with the system blocking resequencing if the slot is locked. This can help the retailer provide a shorter, more accurate, delivery timescale and manage ‘down time’ of vehicles more accurately.

Changes and Fixes

FRS-1807 - Product Web Categories Web Sync

When making changes to web categories, the routine will mark the SKU as amended which in turn will instruct the web API to send a update to a linked website.

i.e. Changes to the web categories will now force an update for the SKU when linked to a web site using the SwanFRS web category.

Support #: FRSSUP-9539

FRS-1805 - Product Web Categories

Changes made in SwanFRS release 1210, lost the ‘sticky checkbox feature’, this has now been re-introduced.

When selecting multiple SKUs (via the checkbox in the first column of the search results list), to make a change to multiple records, once the change has been applied the selected SKUs retain their check box settings to allow further configuration without having to re-select the desired SKUs.

Support #: FRSSUP-9573

FRS-1774 - Delivery Schedule

An issue drilling into the delivery run from the sales order schedule delivery page has been fixed.

Support #: FRSSUP-9567

FRS-1757 - Product Pricing

This routine has been modified to improve notification of changes to the web.

Prior to clicking the Update Web Products option on the side panel, ensure all the SKUs you wish ‘update’ have a tick set against them. When selected the routine will send an update request for each selected SKU to the ‘update product API’.

This feature applies to systems linked to web sites using the standard set of API calls.

Support #: FRSSUP-9509

FRS-1740 - Service System

It is now possible to define how SwanFRS controls the closure of service calls from a Fault reason analysis code perspective.

A new application parameter has been created, SERVICE_FORCE_ANALYSIS_CODES now offers the following controls.

Never Force - The service call can be closed whether or not service analysis codes have been set against SKU lines linked to the service.
All Service Lines - All service lines whether there as a result of being on the sales order or from service activities raised to progress the service complaint. This control requires at least one analysis code to be set against every ‘service product/service’ line.
Service Subject Lines - This option requires only service subject lines which are ‘originally on the sales order’ to have analysis codes. The subject line (or lines) are effectively the reason why the service call has been created and are the items requiring some form of action to satisfy a customer’s complaint. (subject items are shown with a grey background). Products and services added in the process of resolving the complaint (service event action items), do not require fault analysis codes to be specified to close the service call. (event added lines have a white background). Analysis codes may be entered against event items but this is not mandatory with this option.

See Set Up Application Parameters

Where the system establishes there are missing ‘fault’ analysis codes the CLOSE SERVICE button is not active when viewing the service details.

There are no changes to the look and feel of the service suite.

Support #: FRSSUP-9398

FRS-1739 - Container Status

When viewing sales order detail for a stock item which is on-hand and linked to a container, the stock status badge used when viewing the stock had a blue background (as displayed the FULLY RECEIVED legend). This caused confusion in that the item is not ‘delivered to customer’. The background has now been changed to green indicating the stock status of on-hand.

The tooltip of the container stock/inventory status badges has been updated to include the stock/inventory number.

Support #: FRSSUP-9453

FRS-1642 - Tablet - Payment option tab not showing

When using the tablet to create and maintain sales orders, it is possible to for the ‘action’ buttons to show at the bottom of the display or for them to ‘float’ on the right hand side of the screen. (floating means they hover over the screen detail renamining in place if the page requires a vertical scroll).

Modifications have been made to the display to ensure floating buttons remain visible when viewing the payments ‘tab’ on the sales order page.

FRS-1637 - Accept Order button isn't in a column

The tablet version of the order creation / amendment has been modified to ensure the Accept button is presented in line with other buttons.

FRS-1450 - Set Up Region Postcode Links

Fixed an issue with the New button on the side menu not working.

FRS-1157 - Stock History Write Offs and RTS

SwanFRS now records the operator, date and time a Stock Write off or a Returns to Supplier (vendor) is processed.

This information is now visible when clicking the STOCK HISTORY button (or side panel option) when viewing the stock detail.

Support #: FRSSUP-6941

FRS-1072 - Telephone Number Inputs

Where configured SwanFRS will now check the format of telephone numbers entered.

Application Parameters

A new CUST_FORCE_PHONE_NUMBER_CHECK parameter has been added, when checked SwanFRS will check the format of the phone number being entered.

Customer Details

When the CUST_FORCE_PHONE_NUMBER_CHECK is ticked, the home and work telephone numbers will now be checked against a preset formatting. (See below) when entered.

Numbers not adhering to one of the approved formats will generate an on-screen warning.

Sales Order

When the CUST_FORCE_PHONE_NUMBER_CHECK is checked, the contact telephone number will be checked against set formats (below) when entered

Numbers not adhering to one of the approved formats will generate an on-screen warning similar to the example shown above.

Set Up Suppliers/Vendors

When the CUST_FORCE_PHONE_NUMBER_CHECK is checked, the telephone number will be checked and a warning similar to that shown above produced.

Telephone Formats

This applies to UK SwanFRS systems only. Where using Fetchify to verify phone numbers, this function will be ignored.

+44XXXX XXXXXX	0XXXX XXX XXX	0XX XXX XXXX
+44XXXXXXXXXX	(0XXXX) XXXXXX	0XX XXXXXXX
+44 XXXX XXX XXX	0XXX XXX XXXX
0XXXX XXXXXX	0XXX XXXXXXX

(All formats above can have an extension number in the format #XXX at the end, e.g. 07777 777777 #777)

Support #: FRSSUP-6621

FRS-1066 - Confirm Delivery Attempted

Fixed an issue with the item line delivery status badge when viewing a delivery run where a stock item was marked as “not delivered” and then at a later date confirmed as delivered via the quick collect feature. The badge was showing ‘Delivery Firm’ which indicated the run had not completed, it will not show ‘Delivery Attempted’ when viewing the detail of the run.

Support #: FRSSUP-6608

FRS-966 - Set Up Product Pricing

Fixed an error occurring when HTML entities exist in Long Description and item Attributes.

FRS-1743 - Sales Order

Sales Order detail in the back office updated to show a warning if the customer has a delivery address that differs to the master address on file, and to also show the bay name in the status column for items of stock/inventory on hand.

Support #: FRSSUP-9387

FRS-1770 - Confirmation pop-up window for Void button

Once a SwanPay transaction has completed, for a short period of time it is possible to void the payment via SwanFRS. To stop inadvertent use of this feature the operator must now confirm the intention to void before the void instruction is issued.

See SwanPay - Integrated Payments

FRS-1746 - Void payment wording

The process of voiding a SwanPay payment has been modified. There is now a dedicated ‘void’ button on the successful payment message which when clicked confirmed the void action is required.

See SwanPay - Integrated Payments

FRS-1718 - Set Up Application Parameters

This routine has been modified to offer a Category filter, which is used to group settings by genre thus making it easier to locate the record required.

See Set Up Application Parameters

FRS-1674 - SwanPay - Manual keyed entry

SwanPay integrated payments now accommodates ‘manual keyed’ card entry which can be used for customer not present transactions.

See SwanPay - Integrated Payments

FRS-1543 - Quick Sales / Mandatory Relationships

When processing a Quick Sale and selling a stock item (or service) which has an upsell relationship, the system will only offer the upsell if there is suitable stock (or service) in the selling location.

Mandatory upsells for items without saleable local stock will be ignored.

Upsells for products must be taken from saleable local stock - it is not possible to ‘special order’ or take stock from other locations when processing a quick sale.

FRS-1507 - Log out visibility

Added a new Log Out option to the top menu bar to increase the visibility and encourage logging out correctly.

Reports

FRS-1828 - Write On / Write Off Audit

Status filters have been added to the write-on and write-off audits allowing the operator to choose whether to include open, completed (or cancelled for write-on’s) or show all notes irrespective of status.

See Write On Audit

See Write Off Audit

Support #: FRSSUP-9712

FRS-1827 - Banner Sales Invoice Print

The banner version of the sales invoice print now shows the unit price of the item confirmed as delivered and presents a VAT breakdown as part of the order totals.

See Sales Invoice Print

Support #: FRSSUP-9665

FRS-1760 - Average Delivery Times Report

A new report, designed to show the average completion time for sales orders, with the ability to group by location, supplier, class, product group and sales departments.

The design of the report locks the contents of the order to ‘as at’ the time of first completion meaning any remedial action doesn’t affect the original sales value or the time taken to complete the order.

See Delivery Timings

To add this report to your menu / ensure this report is available to the correct ‘audience’ use the Set Up Report links routine

Support #: FRSSUP-9485

FRS-1750 - Dead Stock Report

The report now offers the option to filter and group by Product Category.

See Dead Stock

Support #: FRSSUP-9501

FRS-1327 - Stock Check Analysis

The Stock Check Analysis report now includes the ‘secondary barcode' field when showing ‘Accessory' classed SKUs.

Standard label prints (ticket generation) use the secondary barcode instead of the stock ID or SKU as the barcode, when printing Accessory classed products. This removes the need to reprint the label in that the stock ID changes whenever the batch quantity changes or stock is moved.

For some retailers it is not viable to use the SKU as the stock tracking barcode due to the length of the code, in SwanFRS version 1209 we introduced a ‘short barcode’ (sometimes referred to as the secondary barcode) for accessory classed goods. This resulted in the inability to use the stock check analysis accurately. The solution was to add the ‘short barcode’ to the printout to aid cross checking.

See Stock Check Analysis

Support #: FRSSUP-8043

FRS-1738 - Reprinting POs post GRN

The Purchase order print (with the full width logo) will now show the quantity previously received - this means that if the PO is reprinted post GRN the viewer can clearly see what is in stock versus what was originally ordered.

Support #: FRSSUP-9416

FRS-1737 - Proforma Invoice Report

A new report has been generated designed to be plugged into the Sales Order Detail side panel, allowing a pro forma invoice to be generated for sales prior to delivery.

See Sales Pro-forma Invoice Print

Support #: FRSSUP-9401

Files from the Confluence page