Order Header
- Alan Gilchrist
- Shon Joy (Unlicensed)
- Harry Pilcher
- Sarah Stalley (Unlicensed)
The Order Header tab is used to show the most often used general information about the Order. Many of the fields in this tab are mandatory and some (like the Sales Order Type and Stock Movement Type) should be filled in before adding any Product Lines.
We have attempted to set up the form so that the user can simply tab between all of the fields without the need for the mouse to be used. As such two buttons have been added,
Options - It will take you to the ‘Order Options’ tab(not always needed).
Line - It will take you to the order line tab.
User Authorised Order Types
Each user can be set up to allow them to process different types of orders.
Please see VW User Maintenance for more information.
Order Types
Sales Order Type
Generally, this is set as a sale, however for orders which are being shipped outside of GB, and specifically, those going to Northern Ireland you need to be aware that this field has to be set correctly
Based on the settings here will determine whether the end-user is moving items already owned by them or being sold to them which impacts customs duty and allowances.
The options for this field are in the section below:
List of Sales Order Types
Description | Notes |
|---|---|
Sales | Standard stock leaving the warehouse(Default). |
Gifts | Items which are being paid for by one person and send to another. |
Samples | Items which are being sent Free of Charge. |
Personal | Items which are already owned by the person receiving the goods. |
The items below are not used for NORMAL sales ordering and are for special purposes only | |
Ownership Retained/ Ownership & Rtn Retained | Used when a customer moving stock from a 3rd party warehouse to their own bonded warehouse. This is only used with the customer clear functionality. |
Direct to customers | No stock movement (used solely for invoicing purposes). This has to be setup specifically for your warehouse operations. |
Direct Consignment | No stock movement (used solely for invoicing purposes). This has to be setup specifically for you warehouse operations. |
Consignment Stock | Stock leaving the warehouse for purposes of invoicing when the items have been used up. This has to be setup specifically for you warehouse operations. |
Stock Movement Type
You will only be able to see Stock Movement Types that you have given access to.
More details are available here → Different Order Typesarchived
Delivery Point Details
Field | Use |
|---|---|
Collection from Warehouse? | Tick the checkbox if the goods are being collected at the warehouse by a third party e.g. Courier, Carrier or customer. You select the code from the available list, this is setup in the Admin - Sites section of the application → Sites Each defines what happens to the order, the paperwork, signatures needed, and is also linked to the parcel carrier functionality if you are using it. Generic Setup Codes are : COLL - 3rd Party Collection - Haulier, Registration, Date/time are required OWN - Customer is picking it up themselves XCAR - Parcel Carrier where you do not have a direct connection to the carrier. PCxx - If you are using the parcel carrier module (optional) then you will have some of them enabled e.g. PC109 is DPD (UK) |
Del Pt Account Ref | This is used differently depending on the order type, see Different Order Typesarchived to work out whether a System Delivery Address is being used. If so then the code entered here will be from the system delivery address table. If not then it can come from the saved addresses a customer may have. Generally customers do not save these addresses, they use the postcode lookup or the system address table. |
Lookup Postcode | You can use the postcode lookup functionality which will complete the address information in the lower section of the order. By default we load all UK postcodes into the system, for customers based elsewhere we have the ability to lookup some but for others we can only specify when a postcode is needed for a country. |
Customer Doc Ref | This is your stock holding customers unique reference for the order, e.g. Their order number. If your customer does not provide one then you can simply select the Use UID option and when you save the order it will use the same number as the order UID. |
DP PO Ref | This is your stock holding customers' customer delivery point purchase order reference. Your customer may be asked to quote a reference for the delivery by the purchaser this is where that reference goes. Use this for Transfer orders as this will transfer to the goods inwards receipt to assist the receiving customer identifying their purchase order number. |
Delivery Address
The section header states “(HO) Delivery Address/ (UB) Warehouse or Agent”.
This is based on different order types and some of those types use the System Delivery Address for those the delivery address is the address of the underbond receipt point which is either the warehouse keeper OR the point of exit from the UK which could be the shipper.
Mandatory Fields
Delivery Name
Address Line 1
Town
Country
Postcode (not for all countries but for the UK it is mandatory)
Duty Paid Delivery Addresses
These can be entered either
manually each time. [which can then be saved to the customer delivery address points]
using the postcode lookup feature
entering a customer delivery point address code.
Customer addresses can be searched for in the navigation menu and then edited or alternatively are shown on the customer form Delivery Address
Underbond Delivery Addresses
These need to use the system delivery address table, where you setup the underbond point which is either the UK warehouse or for exports the shipper/forwarder name and address.
More information can be found in System Delivery Address
UK Addressing
Field | What it should contain | Example |
|---|---|---|
Address 1 | Street name and number | 14 Main Road |
Address 2 | Building name, floor | Eldergate House 2nd Floor |
Address 3 | Locality | Chelsea |
Town | Should only be the town name | London |
Explanation of fields
Some fields are self-explanatory so are not mentioned in this list.
Field | Explanation of Notes |
|---|---|
Legal Type | GDPR setting of either Business or Person. |
GDPR Option | If the end delivery is to a person then there is an option to hide the name/address information or restrict access to it. |
AWRS | Alcohol Wholesaler Registration Scheme This is the license / registration number of the trader receiving the goods, if exempt can be left empty however UK customs due diligence will fine warehouses for not ensuring their customers are sending to licensed/approved customers. |
Contact Telephone | If you are using ePOD then any contact number which is a mobile number can be provided with an SMS or Whatsapp message for their delivery; that it is planned; that it has left; the ETA; if there is any delays. |
Delivery Windows | There are two sets, you can use
The times have to be logical, from and to need to be before and after and if you use the second set then the time has to a period AFTER the first period. |
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