Part 7 - Stock Order Processing

Owned by Kasia Czwarkiel (Unlicensed)
Last updated: Aug 15, 2016

The Fulfilment Cycle

The lifecycle of a stock order is as follows:

CustomerBuyer/ManagerWarehouse ManagerNotes
Place order   
Authorize orderAuthorize order Either a customer user or a privileged Buyer/Manager may authorize a stock order and only if one or more items require authorisation.
  Pick/Pack 
  Dispatch 
 Invoice  

 

The Stock Orders Listing

All stock orders are accessible via the Stock Orders Listing:

1.  Go to Inventory -† Orders


The listing shows the following information:

ColumnDescription
ReferenceThe stock order reference.
DateWhen the order was placed.
ByThe user (customer) who placed the order.
ValueThe value of the order.
Status
  • Pending = the order has not begun fulfilment.
  • Packing = the order is being packed.
  • Awaiting Authorisation = Items within the order require authorisation.
  • Dispatched = the order has been completely dispatched.

Searching for a stock order

You can use the searching capabilities to narrow the list of stock orders to a particular range of orders or to locate a single order.

1.  Go to Inventory † Orders
2.  Click the black triangle () to open the search filter.
3.  Enter your search requirements.

 

Note: The search field will try to find orders with matching reference numbers.

The other controls in this search panel allow you to filter those results to narrow the search.

4.  Click Go.

Viewing the stock order

To view the stock order’s details:

1.  Go to Inventory † Orders
2.  Locate the stock order you wish to view.
3.  Click the reference of the stock order.

THE STOCK ORDER DETAILS PAGE

This page shows all the information regarding the order:

Page SectionPurpose
Top sectionDisplays the overall status of the order, when it was placed and who by.
"Awaiting Authorization"Displays the items awaiting authorization and their current state.
"Dispatched"Displays the items that have been dispatched.
"Pending"Displays the items that have not yet been dispatched.
"Back Order"Displays the items that cannot be dispatched until more stock becomes available.

Items held by suppliers

Deliveries that show a supplier name in the heading of the section are where the specified supplier holds that item (or items).  You will probably not be required to process these but can instead rely on the supplier to fulfil and process the order.

However, you may still be required to ‘Authorize’ the order (before the supplier can fulfil it).

Authorizing a stock order

Normally authorizing of individual stock orders is done by selected users (e.g. regional managers or Head Office staff) but there may be cases where you need to authorize a particular stock order placed either by the user directly or by another Buyer/Manager on behalf of the user.

1.  View the stock order you wish to authorize.
2.  Go to the Awaiting Authorization section.
3.  Click the checkboxes of the items you wish to accept or reject.

 

Note: You can also change quantity ordered if you wish to authorize the order but for a lesser (or greater) quantity.

4.  Click the Save button.

Picking/Packing the order

1.  View the stock order you wish to process.
2.  Click the Show pick list link of the delivery. This will open the picking list PDF.
3.  Print the picking list PDF.
4.  Close the picking list PDF.
5.  Click the Packing in progress option on the right of the delivery you are processing.
6.  Click OK.

 

Note: This may send an email notification to the user.

Dispatching the order

1.  View the stock order you wish to process.
2.  Click the Show delivery note link of the delivery. This will open the delivery note PDF.
3.  Print the Delivery Note PDF.
4.  Close the Delivery Note PDF.
5.  Click the Dispatched option to the right of the delivery you are processing.
6.  Click OK.
7.  If you know the carrier details then complete the form, selecting the carrier from the drop-down menu and entering the carrier’sreference number and the carrier’s cost (plus any markup or sale as appropriate).

 

Note: If you don’t know the shipping information at this time then select Other... as the carrier option and leave the fields empty.

You can add this information later.

8.  Click Save.

Only when all of the deliveries in the order have been ‘dispatched’ will the order itself show as ‘Dispatched’ on its status.

Setting the dispatch details / delivery charge at a later date

If you were unable to set the dispatch details or the delivery charge at the time you marked the delivery as ‘dispatched’ then you can return to the order and set those details:

1.  View the stock order you wish to set the details for.
2.  Click the Set delivery charge link to the right of the delivery section you require.
3.  Enter the carrier and price details.
4.  Click Save.

Viewing the carrier’s tracking status

Once a delivery has been dispatched it may be possible to view the progress of the delivery via the carrier’s online parcel tracking service.

1.  View the stock order you wish to view tracking status for.
2.  Go to the Dispatched section.
3.  Click the carrier reference next to the carrier name on the right of the delivery you wish to track.
     The carrier’s tracking website should open in a new window.

 

Note: If you cannot see a link next to the carrier’s name then this is probably because no direct link to that carrier’s tracking service is currently possible.

Batch processing stock orders

The Batch Processing facilities allow you to complete the above steps for multiple orders in one go.

Picking/Packing

1.  Go to Inventory † Batch Processing
2.  Click Process Pick-lists.
3.  Deselect any deliveries you do not wish to process.

 

Note: You may deselect individual deliveries within an order or you may deselect the entire order.

 

4.       Click Show all pick-lists. This will open the pick lists PDF in a new window.
5.       Print the pick lists PDF.
6.       Close the pick lists PDF window.
7.       Click process all pick lists.

Despatching

1.  Go to Inventory † Batch Processing
2.  Click Process Deliveries.
3.  On each delivery you wish to dispatch:

  • Select the carrier.
  • Enter the carrier ref.
  • Enter the cost and markup or sale (if appropriate).

4.  Click show all deliveries. This will open the delivery notes PDF in a new window.
5.  Print the delivery notes PDF.
6.  Close the delivery notes PDF.
7.  Click process deliveries.