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
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New - Enter a New Order
Orders are used to send Stock to Customers, Transfer Stock within the current Warehouse, and 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, click the ‘Orders’ option in the ‘Processing’ section of the Navigation Panel. This will direct you to the Filter options. Type the known details in the given fields and click the ‘Search’ button.
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Stock Movement Type- Manufacturing is only designed for EDI entry due to the validation requirement, however, modification of the orders can be performed via the application interface. |
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:
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Held - Orders held awaiting further input.
This screen will show all the Orders that are on Hold.
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.
Order UID will be in bold until they have been opened on this screen.
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If the On Hold Reason is regarding Customs Duty and you do not think the Order should be trying to pay Customs Duty, please check whether the Pay Customs Duty field on the Order Options tab on the Order is set. |
At the bottom of the screen, you will be provided with a dropdown Email functionality option to send an email to the customer/transporter/Deferment Owner(s) about an order being on hold.
Once the email has been sent, you will see the icon in the email column for each customer/ transporter/ Deferment Owner(s) where you hover the cursor on the icon it will show who generated the email, to whom, 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 the reason for a hold.
A complete 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.
Customer Frozen
Customer is frozen in your company's accounts package.
DefermentOnHold
The deferment account used with the order has been held.
StockClearance
Order is clearing more than 50% of the sending customer account's stock.
ReceivingUBInfoMissing
Awaiting underbond consignee information.
ReceivingUBTransInfoMissing
Awaiting underbond transport information.
BrakingCases
Breaking Cases to obtain Bottles requires authorisation.
DeliveryDatesFrpmVDNotAvailable
The Order has been placed on hold because delivery dates in VD are not yet available.
HVProduct
Failed the High-Value product check.
ManufacturedQtyTolerance
Ordered vs Manufactured quantity tolerance warning.
PickDateInsufficientTime
The Order cannot be Picked in time for the booked/ collection date provided.
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.
DestinationNotFCApproved
Destination Warehouse is not approved for Stock, not in Free Circulation.
InsufficientStock
Insufficient stock for line(s) on this order.
Click the Avail button next to the issue line on your order for more details.
ProductAttibutes
Source and destination product attributes do not match.
ReceivingCustomerFreeCirculation
Customer is not set up to store non-free circulation Stock.
ReceivingCustomerInfo
Awaiting receipt details for the receiving Customer.
ReceivingCustomerProductTypes
Receiving customer is not permitted to use this product type.
UserHeld
User clicked the Save and Hold button on the order.
Held by VCIS
Order has been placed On Hold by a User on VCIS.
HV Release - releasing orders for picking which are high value
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This is an optional additional module, if activated the items may end up in this area if the product groups is set to be a product group of 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
This tab is used to view and Authorise any orders that are on Hold for HV Product.
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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.
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Any Orders that are successfully processed will be removed from the results on this screen. |
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You cannot make changes to the fields on the form only search and authorise. |
Authorised HV Orders
This tab is used to show High-Value Orders that have already been successfully Authorised
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You Must enter the Customer, Site Code, Order Date, Authorised By and Authorised On Order Date, Authorised By and Authorised on will default to the username of the person currently logged in and Name and Dates will default to today's date. |
In the list of 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 an HV group or remove them from the group.
Valid Stock Duty Status by Stock Movement Type
Different Order Types
Duty Paid Movements
Internal Movements
Duty Suspended Movements
Other Duty Free Movements
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
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.
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.
Commodity Categories
In this tab select those that the receiving warehouse is allowed to receive.
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.
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.
Then go to the UB Transport tab and add the Transporter Code you are using in the Transporter Code field.
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 |
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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 |