Sales Order Process

SOP Flow Within the Warehouse - Order Status

The Sales Order Process goes through a number of stages. 

Each stage is represented by a different status, and must be followed in order:

• 0 - Entered (Order header entered only – no detail lines). This does not affect stock on the system.
• 1 - Committed.  The product will be flagged as having a committed quantity, this may affect availability for future orders.
• 4 - Allocated.  This is where the system will specify a particular pallet in the warehouse determined on the order type (see Order Entry).
• 5 - Pick List.  The next status after allocation.  Shows that the order has had a pick list printed.
• 6 - Pick Confirmed.  After pick list, the pick confirmation process ‘moves’ the stock virtually from its allocated location to a predefined marshalling location. The user can change the location at this point.
• F/G - Awaiting Customer POD Confirmation/ Depot POD Confirmation. (set against Partners/ Customers.) The stock moves from the marshalling location to a POD location if setup in Default locations.
• 9 - Complete. At this point, the stock has been ‘removed’ from the system (if you have setup to downdate at despatch rather than pick confirmation) .

Other Statuses which are not as commonly used are:

• I – Awaiting Invoice
• 3 – Back Order
• H – Held
• S – Suspended
• C – Cancelled
• E – Enquiry

Rapid Order Entry (SOS1110_RO)

As an alternative to the standard order entry screen there is also an option of using the Rapid Order Entry Screen, which allows for an order to be created with the minimum of data entry.

All orders will automatically be created with a Line Type of '1' by default.

Fields Information -

• Customer Code
  
• Reference

• Start Date, End Date and Booking Date will all default to the current system date but can be over written.
  

Once the header section has been completed then the user must enter in the stock details, Stock Code, Cases and Units as required.

Once complete the order will then be moved through the system via the normal processes.

NB It is only possible to create orders in this screen, to amend or view existing orders then the standard Order Entry Screen must be used (SOS1110)

Additional Functionality within Rapid Order Entry

Placing orders automatically on Hold dependent on customer authorisation

By setting the Dispute Code to '9' Disputed then all orders created for this customer will automatically be placed on hold. To release orders for allocation the user will need to use the Change Order Status Screen(SOS1270)

There is also the option to create an internal job that will automatically delete any orders at status Held after a pre-determined number of days. See EDI Setup and Processing

NB The Hold function will only work when using the Rapid Order Entry screen this functionality has not been built in to the standard order entry screen.

Multi-Level Order Packing (WHS1945)

As an optional process it is also possible to capture packing details for an order, which includes reference or tracking numbers, production of specific carrier labels, interfacing to external systems including carrier's and the production of all required packing notes at different packing levels.

Dependent on the values set in the order packing parameters screen certain fields will be defaulted with ????

Field Name	Description	Options
Pack Lane	Specifies which pack lane the order will be packed into. Note, this field is system generated and no entry is allowed.	Pack lane population is specified by the setup in packing parameters maintenance –
Pack Ref	Depends on the number of levels of packing, the pack ref will be populated with the reference number of the outside carton. This will be system generated. Entry will only be allowed if querying a previously entered pack.	The generation of the pack ref is specified by the setup in packing parameters maintenance
Pack List No	A unique system generated pack list number. Entry will only be allowed if querying a previously entered pack.	Based on the last number type ‘PACK’ in warehouse document numbering maintenance
Order No	The order number to be packed	Note, the order number will only be enabled if packing is set to ‘single order packing’ in packing parameters maintenance
Status	The status of the pack. This will be updated when the user clicks ‘Confirm Pack’	O – Open C – Closed
Printed	Has the pack list been printed?	Y or N – display only
Interfaced	Used for client specific functionality to determine whether a pack has been scanned through the transport system and the relevant edi file uploaded	Y or N – display only
Pack Levels	The number of different sub levels of packing i.e. carton within a box within a crate etc	1 – 9 – number of packing level determined by the default pack levels flag in packing parameters maintenance
Packing Type	How the goods will be packed. Note, if despatching by shipment pallet, this has to be set to ‘By Pallet’	By Order Line By Stock Code By Pallet By Rotation - determined by the default pack levels flag in packing parameters maintenance
Pack Details	Specifies whether you require detail level packing information	Y or N - determined by the default pack levels flag in packing parameters maintenance
Pack No	The number of detail records for the pack. This will be system generated by the number of pack references generated.	0001 – 9999
Pack Reference	The pack ref will be populated with the reference number of the outside carton. This will be system generated. Entry will only be allowed if querying a previously entered pack.	The pack ref will either be populated with the SSCC number if used or a sequential number based on the pack list no.
Type	The package type the goods will be packed into Based on pallet types.	Must have been created in pallet types maintenance – LOV available
Net	The net weight of the pallet and products for this pack ref	System generated
Gross	The gross weight of the pallet and products for this pack ref	System generated
Volume	The volume of the pallet and the products associated with the pack ref.	System generated Based on the LxWxH of the products and the pallet type selected
Packed Cases	The quantity of cases to be packed based on the order detail records associated with the pack ref. System generated – will change if the packed quantities are amended.	Display only
Packed Units	The quantity of cases to be packed based on the order detail records associated with the pack ref. System generated – will change if the packed quantities are amended.	Display only
Haz	Field that displays whether the product(s) to be packed are hazardous or not	Y or N – based on the hazardous flag on stock maintenance – display only
Full Pallet Pick	Field that displays whether the quantity to be packed equals a full pallet	Y or blank – based on a calculation on quantity of cases to a pallet in stock maintenance

Button	Description
Start Pack	Starts the packing process for the required order
Close List	Sets the pack status to ‘C’ and enables the printing of the pack list and pack labels. If required, updates client specific tables with carrier information
Print	Allows the user to reprint the pack list and pack labels if required
Reopen Pack	Sets the status of the pack back to ‘O’ and allows the user to ‘re-close’ the pack
Close Pack	Closes the specific pack selected
Label	Allows the user to print detail level labels if required
Detail	Takes the user to the detail level screen

Field Name	Description	Options
Pack No	The pack number the details are associated with	Display only	Box No.	Relates to line number in the header screen Display only	Pack Ref	The pack reference (pack detail reference) of the pack header	Display only	Box Ref	The pack reference (pack detail reference) of the box	Display only	Status	The pack status – this will change from ‘Open’ to ‘Closed’ when the close button is pressed	Display only	Box Type	The description of the packing material. Will default to the description of the pallet type entered in the pack header screen	Display only	Order Num	The order number to be packed Dependant on the ‘pack by’ flag will determine whether the order number will be displayed or entered	Pallet Id	The pallet id to be packed Dependant on the ‘pack by’ flag will determine whether the order number will be displayed or entered	Order Line No The line no of the product within the order detail record Display only	Stockist Code/Sub Code The owner code and sub code of the product within the order detail record Display only	Stock Code The stock code of the order to be packed Display only	Rotation No The rotation number (batch) of the product to be packed Display only	Order Owner / sub code The owner code and sub code of the product within the order detail record Display only	Packed Cases Quantity of cases to be packed Cannot exceed the total number of picked cases for the pallet	Packed Units Quantity of units to be packed Cannot exceed the total number of picked units for the pallet	Hazardous Field that displays whether the product(s) to be packed are hazardous or not Y or N – based on the hazardous flag on stock maintenance – display only Buttons	Re-Open	Pack	Reopens the pack once closed to enable the user to make changes to the pack details	Close	Closes the pack ready for the main pack to be closed	Serials	Takes the user to an additional screen in order to add/amend serial numbers for the product	Labels	Allows the user to print packing detail labels Order Packing Maintenance (WHS1944) The Order Packing Maintenance screen allows for the parameters for the packing screen to be defined, including user prompts and formatting of of any documentation that will be produced from the system. Field Name Description Options Generic Value Stockist Code The Owner code for the packing operation LOV available to select a valid owner code Will default to the working Owner Code Single Order Packing Whether to allow multiple orders to be packed together Yes or No Defined by client (Normally Yes) Status Flag Orders status to allow packing Pick List Pick Confirmed Pick Confirmed with Order Priority Defined by client Order Validation Whether to allow the order to be sent to the customer short packed Prompt on Closure Force Full Order Pack Allow Short Order Pack Defined by client Lane Capture To capture who or where the order was packed for auditing Location User Id Not Required Defined by client Reference How to generate reference numbers for the pack Generate Manual Not Required Defined by client Default Pack Level Number of levels that you can pack down to i.e. a pack within a pack would have a level of 2 1-9 Defined by client Default Pack Type How to select and identify the product for packing By Order By Order Line By Pallet By Rotation By Stock Code Defined by client Default Pack Details Whether capture packing details Yes or No Defined by client (default is Yes) Weight Capture To indicate whether weight is to be automatically calulated and displayed for the pack. Net weight is the sum of the stock packed, and the gross weight is the sum of the stock packed plus the weight of the package type. Yes or No Defined by client Packing List Required Indicate whether a pick list is to be produced and if so how Auto Print List Multiple Copies Do Not Print List Auto Print Multiple Copies Print List Defined by client Interface Required Functionality not migrated Yes or No Defined by client Detail Label Required To produce Detailed Labels and at what level Print at all Levels Do Not Print Labels Print Labels Defined by client Package Label Required To produce Package Lables and at what level Print at all Levels Do Not Print Labels Print Labels Defined by client Auto Package Label Production Whether the user is to be prompted to manually generate Package Labels or for the system to automatically produce the labels Yes or No Defined by client Streamlined Entry Designed to move the user through both the header and the detail packing screens with the minimum of data entry Yes or No Defined by client Allow Consolidated Pallets Functionality not migrated Yes or No Defined by client Generate Carrier Labels Whether a carrier label is to be produced Yes or No Defined by client Stop Short Packing Whether an order can be short packed Yes or No Defined by client Volume Capture To indicate whether volume is to be automatically calulated and displayed for the pack. The calculation is for the product only and does not include the package type. Yes or No Defined by client Packing List Format Format of the Packing List Formats Include - FWL (default) SIG (client specific) Defined by client if required Interface Format Functionality not migrated Formats Include - FWL (default) Defined by client if required Detail Label Format Format of the Detailed Label Formats Include - FWL (default) Defined by client if required Package Label Format Format of the Package Label Formats Include - FWL (default) Defined by client if required Default Qty Whether to pack by the pack type or by a case at a time. Remaining to Pack Single Case Defined by client Detail Packing Format Format of the Detailed Packing List Formats Include - FWL (default) SIG (client specific) Defined by client if required Auto Close If set to Yes, the system will automatically close the pack once the final product has been packed. Dependent on printing requirements and setup, labels and notes will also be automatically produced. Yes or No Defined by client Carrier Required If set to yes the user will be prompted to add a Carrier Code and Carrier Reference, another screen will be displayed displaying a list of carrier codes and services to be selected from, if required carrier labels can also be produced. (Client specific) Yes or No Defined by client (default is No) Default Package Type A value must be entered if packing with RF LOV on Pallet Types Defined by client if required Change Order Status (SOS1270) The Change Order Status screen allows the user to Hold or release an order dependent on its status. Field Information Select by: - Drop down list that allows the user to select an Order Status (current values include Held, Committed or Pick Confirmed) Order Num: - Allows you to enter the number directly or to call a LOV that will display orders at the relevant status dependent on the 'Select by' value Once the order number has been selected the name and address details will be displayed in the header section, the detail section will display the Product Types for the order and the user can then select a new order status. Upon saving the changes the system will validate the new status and update the record. NB:The system will validate the Order Status change to ensure that it is a valid change, i.e. it will not be possible to set an order from Committed to Pick Confirmed. Shipment Pallet Split Order (SOS5100) Using the Split Order's screen it will be possible for orders to be split to allow for multiple despatches. Upon entry into the form the user will be able to query an order number at status 1 and a list of the order lines and product codes and order quantities will be displayed. The user will then be able to choose order lines to be split onto a new sales order using radio buttons. Once the user has chosen all the order lines they wish to be transferred, they will be expected to click a “Confirmation” button to create the new order. Upon confirmation, the order lines chosen will be removed from the current order and a new system order number will be created. The user will be informed of the new system order number. The new order will contain the same header details as the original. The address and order level text details will be duplicated. The total ordered qty, weight and volume will be recalculated for both orders. The order entry date, time and order taker user id will be transferred from the original order number. If the original order is assigned to a route/load, then the new order will also be assigned. Any relevant EDI jobs will process the order as standard. It will not be possible to split an order that has gone beyond status ‘1’, i.e. has been allocated. Once the new order has been created, it will not be possible to transfer the order lines back to the original order. Glossary Term or Acronym Meaning WMS Warehouse Management System. The OBS WMS is Calidus 3pl SOP Sales Order Process. EDI Electronic Data Interchange. The electronic transfer of documents or business data from one computer system to another computer system, i.e. from one trading partner to another trading partner without human intervention. LOV List of Values Document History Version Date Status Reason Initials Version 1 08/03/2011 In Progress User Guide LBW Copyright OBS Logistics © 2008 The information contained herein is the property of OBS Logistics and is supplied without liability for errors or omissions. No part may be reproduced or used except as authorised by contract or other written permission. The copyright and foregoing restriction on reproduction and use extend to all media in which the information may be embodied