Processing Group (Sales)
This group covers the process after you have created a sales order or RMA, each icon in this group has further detailed information below.
However, some items in this menu require their own pages as there is too much information needed for a detailed explanation and they are linked below.
Further Watching - Videos
We have some YouTube videos which may help explain how some of the items in this area operate
SOP Allocation
SOP Delivery Orders
Despatch Orders
The Despatch Orders screen has to be used when confirmation of a despatch occurring has to take place.
In the case of a Stock Transfer or Transfer to reserve, when you confirm the quantity that has been despatched we automatically generate a pre-advice for that movement, if the receiving warehouse requires rotation numbers you have to enter those, otherwise it will auto receipt the stock for you into the new location.
When you enter this screen, if you press the SEARCH button on the top right it will show all the orders awaiting confirmation of their despatch.
This is made up of items from manual despatch warehouses, and those from EDI warehouses.
In the event of a warehouse file being received, it would try to automatically confirm the entire order, when it can only perform this function on some of the lines you will see it within this screen and you then need to manually update the lines the system is unable to auto-confirm despatched.
Please remember that the defaults on the ORDER details for the rotation number will always specify what it thinks is the oldest rotation, please ensure this is the rotation that is used prior to confirming the despatch of the orders.
Only at this time will the right bottom section of the screen have any information within it, and this will show what the warehouse says it has despatched, we find most of the issues here are that the warehouse has despatched a rotation that you have not registered or your VC system things there is not enough stock.
Delivery cost
If the delivery has already been partly despatched or you are not despatching the total amount, please only enter the amount for the lines you are despatching.
It is important on this screen to select the correct rotation being despatched (for rotation warehouses) in order to keep stock levels correct.
Explanation of the Form
Buttons
Button Text | Function |
|---|---|
Cancel Order | Allows you to unallocated and cancel the order. |
Unallocate Order | Unallocated the order (but please be careful with this as once unallocated the order and set the status to ‘Outstanding’.) |
Despatch Order | Delivers all lines on the order you are currently working on. |
Despatch Selected | Delivers the line or lines you have selected from the single order. |
Cancel Lines | Allows you to unallocated and cancel the lines. |
Unallocate Line | Unallocated the lines (but please be careful with this as once unallocated the lines reverts to outstanding again). |
Cancel Carrier Consignment | Allows you to cancel the carrier consignment for the order. |
Left-hand column
Displays all orders which are allocated and waiting to be confirmed despatch, this moves the order to the invoicing phase.
Anything waiting on EDI confirmation will show the EDI box ticked, if you choose to manually despatch these items then be careful to ensure the rotation number is as expected as failure to use the correct rotation will result in stock issues.
If you are using the warehouse EDI functionality then this list will be automatically clearing itself with every submission, where this is not possible you will see the warehouse information along with the expected information. In this case the EDI and Issue boxes will both be ticked.
Order lines that have been delivered and part of a larger order will be shown but clearly marked and unable to edit.
Receiving from Warehouse (EDI)
This section will be normally be greyed out and only can be used for the Warehouse that is connected to EDI.
The only time you will see information in this section is when we have a confirmation but were unable to process the confirmation.
You may have received a notification informing you that the system was unable to automatically confirm.
If you receive EDI notification of a despatch and the warehouse have split the order into two rotations, and in the case where the second rotation DOES NOT EXIST or lacks sufficient stock then this process will when splitting the line into 2 for the multiple rotations, fail at the allocation of the new rotation in the order form as it will not be able to re-allocate the line and move it back to the main despatch confirmation form.
It is vital that you stay on top of stock reconciliations to avoid this potential issue.
This is as designed and is a safety measure to stock allocations of non existant stocks.
Track Orders
Whilst you can obtain tracking information on the specific order page at the moment this will be a global view of the orders currently out for delivery, their location, and ETA (where known).
This screen allows you to track orders which are active with the warehouse/carrier, allowing you to obtain the warehouse tracking information (where available) and the carrier tracking information (where available).
This will not by default show the information for orders which have been moved to the Invoiced status, it will only be for active orders.
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