Orders require the items to be allocated in order to fulfill them, this is effectively confirming the order will be despatched and commits the stock to the order.
If you have entered the order manually then you will see the order here, and if you are using the web interface and you have no credit issues then the order will also be here, which allows you the ability to check and correct as you require.
Commitment at this point shows the stocks as “allocated” and once you complete this process, if you are sending files to the warehouse, you will be able to submit those after you press either of the Commit buttons.
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If you Commit an Order and the warehouse is setup for warehouse submissions, this will be added to the warehouse submissions and could be automatically sent to the warehouse. Should you then use the Unallocate option in Deliver Orders you need to also ensure that the submission is marked as DO NOT SEND or that you contact the warehouse and arrange for the order to be cancelled as it WILL resubmit the entire order again if you allocate for a second time. |
Automate Allocations
This is possible and a number of available options are available, this would remove any requirement to enter this screen or make it only necessary for selected orders.
Important Restrictions
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Only one person should be allocating orders for each warehouse group at any one time. More than one person committing could result in duplicate orders being committed and quantitys being doubled. |
Allocation Filtering
The Warehouse Group is able to set to a default in the background, if you wish for this please contact the support team.
You have to select the warehouse group you wish to allocate orders for, alternatively you could select an individual order, an account number, or even a specific product code, by default the system shows all orders needing to be released up to 7 days ahead of the current day.
You can edit the following fields at this point:
Carrier (you can select multiple lines, select the used carrier, and then update).
WH Delivery Service (select from the list).
Picking Group (free entry text up to 6 characters).
It is a requirement when using this form to selec the warehouse group, do so by selecting the Warehouse Group and then the form will refresh with all the orders waiting allocations.
Additional filtering functionality is provided for
Sales Order Number
Customer Account
Order Types [ Sales Orders / Stock Transfers ]
Release Date (will always set current date + 1 week)
Carrier Options
This is only applicable if your Vision Commerce system is setup with the parcel carrier gateway, whereby we can obtain carrier consignment numbers, print carrier labels.
You are also able to obtain parcel carrier numbers from this form if this is licensed.
To do this select the order and press the “Send to Carrier” button.
Details of how these works are detailed within the carrier module pages. After this is done a consignment number is returned.
Carrier Options
This is only applicable if your Vision Commerce system is setup with the parcel carrier gateway, whereby we can obtain carrier consignment numbers, print carrier labels.
Optional Features
Generate Delivery Notes
You can generate the delivery notes for the allocated orders should you need to provide these for your own deliveries, this can also be carried out manually through the SOP Documents menu after allocation is complete.
Generate Invoices
Not currently in use.
Generate Fulfullment Report
This is a report to the customer which is sent using email, and confirms to the customer the items which are being delivered on the order.
It will also show items which are not being delivered on the order, and on this output will also specify whether the items are on back order or whether the items are cancelled and will no longer be coming
Line Options
You can change a number of fields on the order lines or there are links to allow you to perform some functions for an individual order
Field | Explanation | ||
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View Order | |||
View Allocations | Allows you to view the allocations made or allows you to enter new or modify the existing allocations made for each product line on the order. You can see what the system is unable to provide at this time. | ||
API ? | If the order has arrived from an external source such as your website through the API then this field will be checked. | ||
Booked / Release | These are the fixed booked date along with the release date. Booked date is when you want the items to be delivered and the release date is the date you wish the order to appear in the allocation menu for release to the warehouse for fulfillment. | ||
Pick Group | A warehouse feature allowing you to send this to the warehouse allowing the warehouse to group orders together or a provide a visual identifier to highlight a type or order. | ||
WH Delivery Service | If your warehouse offers different delivery services then this would be available in this drop down, e.g. Evening Delivery | ||
Carrier | If you are using the parcel carrier module then this can specify the parcel carrier for the order. | ||
DTimes 1/2 | Delivery Times From and To. There are two sets of times which can be sent to the warehouse, you do not require any to be completed or you can complete set 1 or sets 1 and 2.
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Inv Only | If you select this box the stock will be allocated and automatically deliver confirmed sending it straight to the invoice stage of the process. You should use this if you are processing an invoice for the warehouse for losses in store where the stock has already been despatched and you do not with to send the warehouse a new submission file. | ||
Back Order | Will be ticked to highlight that this order was a back order. | ||
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Commit / Allocation Options
Check Allocation
The process can look at a single order / many orders or all orders, in the first instance you should decide what you wish to allocate and then use the allocation option best suited for your needs
The system will then check all the orders and decide whether it can full the orders, a colour coding scheme is then used to identify those lines
Colour | Meaning |
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GREEN | This order can be completely fulfilled and all lines can be allocated. |
YELLOW | Able to allocate only some of the lines on this order. |
WHITE | Unable to allocate any of the lines on this order. |
Commit Allocations
You then have to choose what you wish to do with the orders and for this we provide 5 different options to allow you to make global decisions and to speed up the process of allocation.
If you press the “Commit Selected” button the intention is to commit all the orders which are highlighted in green and yellow.
If you press the “Commit Green” button this will only commit the orders which are highlighted green.
If you press the “Commit Yellow” button this will only commit the orders which are highlighted yellow.
YellowBack Orders
The system was always designed to leave a back order for any unallocated stocks, which would allow you to make a decision at a later date whether you intend to fulfil the orders completely.
The system now does this however the back order generates a new order marking it as a back order and on the original order the lines are cancelled and a note added about the back order being created.
If you decide you will not raise a back order then the system will simply cancel any unfulfilled quantities from the existing sales order lines
Process
Most customers will use the “COMMIT GREEN” option which takes all orders on the grid which can be fulfilled and commits those to the warehouse.
The decision is then whether the remainder of the orders (which will be YELLOW) will be committed “as one” in which case you would use the “COMMIT YELLOW” option.
Where you wish to be more specify about an order then use the “COMMIT SELECTED” whereby the system will only commit the line(s) you have highlighted.
Commit Yellow
This option will see any orders which are yellow commited where the orders will only send the lines and quantities which can be fulfilled.
Commit sends the orders awaiting Confirmation of Delivery to the warehouse submissions (if this warehouse uses EDI submissions).
If you do not want to allocate everything then when you open this screen select the line and use the Allocate Selected and then when you Commit you will only be allocating and committing the items selected on that one order.
A warning will be shown about the risks with multiple allocators for the same warehouse groupNext Step
If your warehouse has submissions switched on the commit will generate the ifnormation ready for submission to the warehouse and you could see this automatically being sent to the warehouse.
Where this is not the case the order is committed.
All of the above will see the order moved into the CONFIRM DELIVERY option
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The only exception is where you have chosen to select the INV ONLY this will automatically confirm and commit the order including the delivery of the item directly and move the order to the status of awaiting invoice. CARE should be taken when performing this as it will automatically allocate the rotation, so in a rotation warehouse this is NOT advisable go through the confirm delivery where you can update the rotation prior to completion. |
Closing the Form
Closing the form will automatically un-allocate the lines waiting for the next time you run the allocation.