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New - Enter a New Order

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Orders are used to send Stock to Customers, Transfer Stock within the current Warehouse, Transfer Stock to a Warehouse in a different location this will create the outgoing Stock Movements before re-landing (receipting) the Goods again on a Pre-Advice when you need to correct any Stock issues that occurred during their original landing.

• It can also create Customs Duty Payments if required.

To Create a New Sales Order, Navigate to the Goods Out menu within the Main Vision Warehousing menu bar, then click on the New button. You will then be presented with the Sales Order screen.

• To View and Edit existing Sales Orders, search within the Orders section of the Navigation Panel.

The only way to remove existing Stock from your system is via the Goods Outwards Process on a Sales or Transfer Order, ensuring Stock is only moved according to HMRC regulations.

• This is regardless of whether the stock will be sent out of the Warehouse, transferred between Customers in the same Warehouse, re-landed to correct Product and Stock attributes, or even destroyed.

Further Details

Further, more detailed information is available which can be accessed through Creating an Order to remove stock from the warehouse which contains the following pages:

Held - Orders held awaiting further input.

This screen will show all the Orders that are on Hold.

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• Each of these tabs corresponds to a different held reason

• Double click on a row to open the Order on the screen where you can rectify any issues to take them off hold.

• Orders show in bold until they have been opened on this screen.

• Email functionality to send an email to the customer/transporter about an order being on hold.

  • Once the email has been sent you will get the icon in the email column for each customer/transporter where it will show who generated the email and when it was sent.

Held Order Reason Description

We use colours to distinguish different reasons for items being held, and those reasons are grouped into specific tabs within the main held order page.

However some fields will show the background colour code to indicate a hold reason.

A full list of the held reasons can be found in the expand section below

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Credit Limit - The Order has failed a Credit Limit Check.

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Customer Frozen - Customer is Frozen in your Company's accounts package.

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 DefermentOnHold - The Deferment account used with the Order has been Held

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StockClearance - Order is clearing more than 50% of the sending Customer account's Stock.

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ReceivingUBInfoMissing - Awaiting Underbond Consignee information.
 

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ReceivingUBTransInfoMissing - Awaiting Underbond Transport information.

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 BrakingCases - Breaking Cases to obtain Bottles requires authorisation.

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DeliveryDatesFrpmVDNotAvailable - The Order has been placed on hold because Delivery dates in VD are not yet available.

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HVProduct - Failed the High-Value Product check.

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ManufacturedQtyTolerance - Ordered vs Manufactured quantity tolerance warning.

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 PickDateInsufficientTime - The Order cannot be Picked in time for the booked/collection date provided.
 
 

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 ReserveAuthorisation - Awaiting Reserve Account release authorisation.

• Where Reserve Account release authorisation is required a button will show at the bottom of the screen.

  • When clicking on the button at the bottom of the order screen it will show a new screen for the user to authorise the release.  

  • You will need to tick the authorise checkbox and hit confirm. 
      

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 DestinationNotFCApproved - Destination Warehouse is not approved for Stock, not in Free Circulation.
 
 

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InsufficientStock - Insufficient stock for line(s) on this order.

Click the Avail button next to the issue line on your Order for more details. 
 

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 ProductAttibutes - Source and Destination Product Attributes do not match.

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 ReceivingCustomerFreeCirculation - Customer is not set up to store non-Free Circulation Stock.
 
 

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ReceivingCustomerInfo - Awaiting Receipt details for the Receiving Customer.
 
 

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 ReceivingCustomerProductTypes - Receiving Customer is not permitted to use this Product Type.
 
 

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UserHeld - User clicked the Save and Hold button on the Order.

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 Held by VCIS - Order has been placed On Hold by a User on VCIS.

HV Release - releasing orders for picking which are high value

If an order has been placed for a Product that is in a “High Value” product group it will need authorisation before it is available for Picking.

HV Awaiting Authorising

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This tab is used to view and Authorise any orders that are on Hold for HV Product

• You must have the correct permission to Authorise HV Release

When clicking on the Authorise button a pop message will list any reasons why the High-Value Order(s) cannot be processed.

• Any Orders that are successfully processed will be removed from the results on this screen.

Authorised HV Orders

This tab is used to show High-Value Orders that have already been successfully Authorised

In the list of the Orders that are on hold for HV, you will see a '+' symbol. Click this to see the Product Lines that are on the currently highlighted Order.

HV Group Maintenance

This tab on the form allows you to maintain which items are in a product group, and you can search for specific products based on a number of criteria and then set them into a HV group or remove them from the group.

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This page contains information you may want or need to know before processing an order to withdraw or transfer stock on the WMS

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Other Sections within Orders Group

Child pages (Children Display)

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Different Order Types

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Duty Paid Movements

The stock which leaves the warehouse where duty is payable or where duty has already been paid using the Pay Duty Codes, are all considered as Duty Paid Movements.

Stock is selected based on clearing duty paid stocks first prior to clearing underbond stocks afterwards.

Type	Stock Movement	Uses System Delivery
P	Pay the Duty - movements to GB where duty is paid	No
N	Pay the Duty - movements to Northern Ireland	No

Internal Movements

These are for movements of stock which are going to stay within the warehouse(s) operating within the same Vision warehouse system.

The orders need to transfer

• from Customer A

• to Customer B.

BOTH CUSTOMERS NEED TO EXIST PRIOR TO ORDER ENTRY

This type of order will display additional tabs on the order menu. For more information review the Order Special Tabs page.

Note
If you are an excise warehouse and choose to use Type U movement then be aware EMCS will not show the ARC and you will have to manually receipt and enter the entire order into the WMS for the receipt of goods. *** USE TYPE T ***

Type	Stock Movement	Addressing
T	Internal Transfers where the stock status is not changed. Note If the sending and receiving customer VAT numbers are the same, the stock rental start period will be from the NEXT rental period start date, we will not double charge the current period, if you need to do this then simply change the sending customer VAT number slightly and the charge will work as per standard transfers.	Another customer
M	Manufacturing orders where you are bottling stocks from bulk tanks to bottles.	Another customer
Q	Pay Duty + Transfer orders allow the landing of stocks into a new account but with duty being paid. where applicable to the choosen stocks for the movement.	Another customer

Duty Suspended Movements

Also known as underbond, where duty is not being paid.

These deliveries should be using the System Delivery Address and should not be manually typed as they require a considerable amount of additional information as well as the additional controls that the system delivery address provides for the types of goods those addresses are allowed to receive

GB and Northern Ireland

Type	Stock Movement	Uses System Delivery
U	GB warehouse (Another warehouse not operated by yourselves on the same Vision system)	Yes
K	Northern Ireland warehouse	Yes

The System Delivery address should be the warehouse keeper information with their respective approval numbers, this is also who is responsible for the clearance of the ARC.

Exports (Outside the UK)

Type	Stock Movement	Uses System Delivery
E	Exports to Europe	Yes
X	Exports outside of Europe	Yes

The System Delivery address should be the port of exit/shipper address, with any respective approval numbers and this would be who is responsible for the clearance of the ARC.

Other Duty Free Movements

This covers seldom used and special movement types

		Uses System Delivery
V	NATO or Visiting Forces	Optional
D	Diplomatic	Optional
O	Other Duty Free Use	No

Special Order Movement Types

These are generally internal types of movements

Type	Uses
ReWarehouse	When you need to reland stock in the warehouse because it is being reworked or was landed incorrectly.

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Underbond Order Prerequisites

Before entering an Underbond Order, you must either know or check whether the Transporter and Underbond Delivery Point are on the system.

 

Go to the Navigation panel on the right side of the screen.

Check ‘Transport’ is there under the Maintenance group and ‘Delivery Address’ under System Data.

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If you cannot find the ones you are looking for, add them using the Create option on the main menu tab.

• System Delivery Address

• Transport Maintenance

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System Delivery Address

You can add a delivery address to the system using the below form. To learn more about it, please visit → System Delivery Address

In the header section, you need to fill in the ‘Del Pt Account Ref’ which is mandatory. If it’s in use tick the ‘In Use?' checkbox.

You need to fill 3 tabs - Address, HMRC, and Commodity Categories.

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Address tab

In the Address tab, the ‘Delivery Name’ and ‘Country’ fields are mandatory to be filled. Complete the form by filling in address details, contact details, etc.

HMRC tab

Fill in the supervising office address and all necessary fields are shown in the image below. After that, click the button ‘Europa Lookup’ to carry out GB excise checks in Vision Bond EMCS using the ‘Validate Trader’ functionality or through the HMRC portal.

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Commodity Categories

In this tab select those that the receiving warehouse is allowed to receive.

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Transport Maintenance

You need to make sure the OUTBOUND box is ticked and the yellow highlighted fields are completed.

Only complete the Blue boxes if this haulier has told you that you are ALWAYS allowed to use their movement guarantee OR if you are arranging the Transport and using your movement guarantee then you can complete with your own.

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It is important here that the Haulier Name/ Address1/ Address2/ Town and Country are filled(as they are mandatory fields).

When you then go to the Sales Order, fill in the yellow highlighted fields with the code from the system delivery address.

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Then go to the UB Transport tab and add the Transporter Code you are using in the Transporter Code field.

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Valid Stock Duty Status by Stock Movement Type

The following table is a guide to which Stock Duty Types each Order Type will accept:

Stock Movement Type	Under Bond	Duty Paid	Notes
UK Warehouse Underbond	Y	N
UK Duty Paid	Y	Y	Subject to Pay Customs Duty ticked on Order Option tab
Transfer Within Warehouse	Y	Y
Re-Warehouse	Y	Y
Other Duty Free Use	Y	N	Subject to Pay Customs Duty ticked on Order Option tab
Manufacturing	Y	Y
EC Warehouse Underbond	Y	Y

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