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Sales Deliveries

This screen applies to Sales Orders whose Order Style is ‘Delivery’. and Job Orders. Sales Orders with Style ‘Standard’ are assumed to be ‘Counter Sale’ Orders and, as such, no delivery is involved.

 

Sales Deliveries allow you to make a single or multiple Order delivery to a selected Customer.  Sales Deliveries include a ‘Picking’ function

 

The process for delivering an Order is:

 

Note: Until a Delivery is ‘Posted’ the Despatch will not be recorded against the Sales Order.

 

 

List Tab

 

Display fields

 

Order No: Display only field showing the Sales Order Number against which this delivery is being made.

 

Delivery No: This is the Delivery Number as generated by Ostendo and provides a unique reference to the Delivery.

 

Delivery Date: The date when this Delivery Reference was created. 

 

Status: The status of this Delivery.  There are four statuses (Planned, In Picking, Shipped, and Invoiced), which are maintained by the program.

 

Print Status: The status of the Delivery Document.  There are two statuses (Not Printed, Delivery Printed), which are maintained by the program.

 

PlannedPickMinutes : When the Delivery is created, all item specific planned Times for that Delivery are accumulated into this field.

 

ActualPickMinutes : This field accumulates the elapsed time between the Start Time of the Datasheet and the last item picked for that delivery. This is automatically re-calculated if there were multiple Datasheets involved in the picking of the Delivery. This field provides feedback to enabling an Ostendo site to determine the average time spent picking deliveries. By analysing this information a site could determine what the default Duration setting should be within the Assignment Rules for “Default Sales Duration. This is used when assigning Deliveries for Picking.

 

Display fields

 

The displayed fields are taken from the Delivery information entered into the ‘Detail’ tab.   The selection of which fields to display is at the user’s discretion.  To select the fields to display simply ‘right mouse’ in the main panel and select ‘Customise List Fields’.  

On the displayed panel you can:

 

Data Display Options

 

Field Position - On the List screen you can move the field position by dragging the column heading left or right to the position where you want it to appear.

 

Filtering and Sorting - If you ‘check’ the checkbox then the displayed data is available for filtering and sorting:

 

Include Invoiced Status - By default the display will only show Deliveries that have not been Invoiced.   If you wish to see all deliveries including those that have been Invoiced then ‘check’ this checkbox.

 

Searching - If you enter some text into the ‘Search’ field and click on the ‘binoculars’ Icon then all records will be interrogated and those records that contain the entered text will be displayed.  To revert back to displaying all records click on the ‘Eraser’ Icon

 

Buttons

 

Close: This will close the Delivery screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a panel that will facilitate creation of a new Delivery No.  This Create Deliveries panel now caters for both Sales Orders and Job Orders.

 

       Sales Order:        Select this if this delivery is for Sales Orders        

       Job Order:        Select this if this delivery is for a single Job Order

       

       This panel has two options; each will require entry of parameter information as follows:

Create Delivery for Single Order: enter the following information

Order Number: Select the Order Number from the drop-down list of Sales Orders that have ‘Order Type’ of ‘Delivery’ (or Job Orders)

Task Name: If Delivery is for a Job Order, you must select a job task name. (The Task style must be "Multiple Job Lines can be linked to this Task")

From Required Date: Include sales lines whose required date is after this date.  Select a date from the drop-down calendar.  If nothing is entered then all lines are assumed

To Required Date: Include sales lines whose required date is before this date.  Prefilled with system date but you can amend it from the drop-down calendar

Create Deliveries for a range of Orders: enter the following information

From Order Number: Select the ‘From’ Order Number from the drop-down list.

To Order Number: Select the ‘To’ Order Number from the drop-down list.

From Required Date: Include lines whose required date is after this date.  Select a date from the drop-down calendar.  If nothing is entered then all lines are assumed

To Required Date: Include lines whose required date is before this date.  Prefilled with system date but you can amend it from the drop-down calendar

Customer: From the drop-down list select a Customer against which this Delivery is being made.

Button - Create: Upon clicking the ‘Create’ Button the program will generate a ‘Delivery Number’ for each included Sales Order

 

Save: Not applicable to the List panel

 

Cancel: Not applicable to the List panel

 

Delete: This only becomes ‘active’ when linked to a Delivery with status ‘Planned’.  In this instance it enables you to delete the selected Delivery Reference.

 

Related: This will bring up a list of functions that are related to Sales Deliveries.  You may open and maintain information in those screens whilst still remaining in the Delivery screen.

Refresh Delivery Option: (Only to be used for Sales Order Deliveries) The purpose of this Refresh Option is to allow the user to enter or amend Sales Order Lines relating to this Delivery and then subsequently Refresh this delivery with that new information. eg: Adjust Qty or add a further Sales Order Line to be included within this delivery. NB: The Delivery will only update where the lines fall within the Required Date for that Delivery.

 

Reports: This will bring up a list of Reports that are related to Sales Deliveries.  You can immediately run the report whilst still remaining in the Delivery screen.

 

 

Detail Tab

 

This tab enables you to maintain Delivery information held against a system-generated Delivery Number. 

 

Entry and Display fields

 

Delivery No:  This is a unique number automatically allocated by the program.  It cannot be amended.  Delivery Number sequence can be set up in File>System Configuration>System Settings

 

Required Date: Display only field showing the Required Date held against the Sales Order from which this delivery is being made

 

Delivery Date: Prefilled with the above Required Date.  You can amend this from the  drop-down calendar to define the actual Delivery Date

 

Status: This is the status of the Delivery and is maintained by the program.  The displayed variants are:

Planned - The Delivery Batch has been created and is awaiting Picking/Shipping

In-Picking - The Delivery Batch is now in Picking

Shipped - The Delivery Batch has been shipped and awaiting Invoicing

Invoiced - The Delivery Batch has been Invoiced.

 

Order No: Display only field showing the Sales order Number covered by this Delivery Number.

 

Invoice No: If the Delivery Status is ‘Delivered’ then this field will display the generated Invoice Number.

 

Tracking Code: From the drop-down list select the Tracking Code.  Tracking Codes are user maintained (Sales>Settings>Sales Tracking) and enable you to track your Deliveries and filter views or reports by this Code.

 

Planned (Calc) Weight: Program calculated weight from the unit weight held against each Item * line quantity.  Note: The Unit of Weight is defined in File>System Configuration>System Settings

 

Planned (Calc) Volume: Program calculated volume from the unit volume held against each Item * line quantity.  Note: The Unit of Volume is defined in File>System Configuration>System Settings

 

Picked Weight: Display only field showing the Weight (based on the Planned Weight) of Lines that have been picked against this Delivery

 

Picked Volume: Display only field showing the Volume (based on the Planned Volume) of Lines that have been picked against this Delivery

 

Actual Weight: Enter the Actual weight of this shipment

 

Actual Volume: Enter the Actual volume of this shipment

 

Number of Shipping Pieces: Prefilled with the number of lines in the Shipment.

 

Customer: Display only field showing the Customer to whom this delivery is being made.

 

Additional Delivery Address Details: Click on this button to view and maintain the delivery address.  This is prefilled with the Delivery Address held against the Sales Order but can be amended by clicking the drop-down button against the first field.  You can amend any of the following information.

 

Freight Information:

Shipping Method: This is prefilled with the Shipping Method held against the Customer related to this delivery.  If you wish to amend it then select another Shipping Method from the drop-down list.  Shipping Methods are maintained via Sales>Settings>Customer Shipping Methods

 

Shipping Reference: Enter the Reference Identifier of the shipment.

 

Charge Freight: If you are going to charge the freight to the Customer then ‘check’ this checkbox.  This charge will then appear on the Sales Invoice

 

Freight Amount: Enter the freight charge that this delivery has incurred.  This is prefilled with the default amount held against the Shipping Method but can be amended here.

 

Freight is Taxed: If the Freight is to be Taxed then this should be ‘checked’.  This is prefilled with the setting held against this Shipping Method but can be amended here.

 

Tax Code: Prefilled with the default Tax Code.  You can amend this by selecting a Tax Code from the drop-down list

 

Service Zone: This will be the Service Zone of the Customer.

 

Dropped Off : Tick this box if the order is to be dropped-off.

 

Urgent Order : tick this box if this is an urgent order. When and urgent Order is sent to Freeway, it will be displayed at the top of the list for the Start Day it is assigned to. It will also be marked with a Red indicator.

 

Amount Includes Tax: If the Freight Amount includes Tax then this should be ‘checked’.  This is prefilled with the setting held against this Shipping Method but can be amended here.

 

Update Delivery Status: This can alternate between ‘Shipped’ and ‘In-Picking’.  The status of ‘Shipped’ means that this delivery is available to be invoiced via the Invoice Batch routine.  Up to that you can revert the status back to ‘In-Picking’.  This status hides it from the Invoice Batch routine.

 

When the Delivery Status is changed to ‘Shipped’ Ostendo will check the Sales Rule ‘Delivery Shipping Action’ which, if set to ‘Create Next Delivery’ will bring up a panel for entry of an ‘Up To Required Date’.   If there are any Sales Order Lines prior to, or equal, that date with outstanding deliveries then Ostendo will create a new Delivery when the ‘OK’ button is selected

 

Sales Invoice: If you click on this button then the Batch Invoicing screen will be presented in which the ‘From Delivery No’ and ‘To Delivery No’ fields will be prefilled with this Delivery No.

 

Change to Closed: If the delivery is for a Job Order, this button is displayed. Click this button if you wish to close this Job Delivery after delivery status is updated to "Shipped".

 

Delivery Activity Tracking Panel. 

 

This panel provides a semi-automatic view of the progress of a Delivery through the Despatch process.  Some filed are automatically updated as described.  However all fields can be manually adjusted as required.

 

PickList Document:  Shows the status of the Pick List that covers this Delivery.  The fields are:

Status:  If the ‘Picklist’ button is selected and the Picklist printed then this will change to status ‘Printed’.  You can amend this as required

Employee:  If you wish to record who printed the Picklist then select the Employee from the drop-down list

Date:  If the ‘Picklist’ button is selected and the Picklist printed then this will be filled with the system date.  You can amend this as required

Time:  If the ‘Picklist’ button is selected and the Picklist printed then this will be filled with the system time.  You can amend this as required

 

Picking Process:  Shows the status of the Picking process for this Delivery.  The fields are:

Status:  From the drop-down list select the current status of the Picking Process.  The options are ‘Planned’, ‘InProgress’, or ‘Complete’

Employee:  If you wish to record who is carrying out this step then select the Employee from the drop-down list

Date:  If you wish to record the Date of the current status then select the date from the drop-down calendar

Time:  If you wish to record the Time of the current status then enter the time as required.

 

Packing Process:  Shows the status of the Packing process for this Delivery.  The fields are:

Status:  From the drop-down list select the current status of the Packing Process.  The options are ‘Planned’, ‘InProgress’, or ‘Complete’

Employee:  If you wish to record who is carrying out this step then select the Employee from the drop-down list

Date:  If you wish to record the Date of the current status then select the date from the drop-down calendar

Time:  If you wish to record the Time of the current status then enter the time as required.

 

Shipping Labels:  Shows the status of the Labels Print for this Delivery.  The fields are:

Status:  If the ‘Labels’ button is selected and the Labels printed then this will change to status ‘Printed’.  You can amend this as required

Employee:  If you wish to record who printed the Labels then select the Employee from the drop-down list

Date:  If the ‘Labels’ button is selected and the Labels printed then this will be filled with the system date.  You can amend this as required

Time:  If the ‘Labels’ button is selected and the Labels printed then this will be filled with the system time.  You can amend this as required

 

Delivery Document:  Shows the status of the Delivery Document covering this Delivery.  The fields are:

Status:  If the ‘Delivery’ button is selected and the Document printed then this will change to status ‘Printed’.  You can amend this as required

Employee:  If you wish to record who printed the Document then select the Employee from the drop-down list

Date:  If the ‘Delivery’ button is selected and the Document printed then this will be filled with the system date.  You can amend this as required

Time:  If the ‘Delivery’ button is selected and the Document printed then this will be filled with the system time.  You can amend this as required

 

Shipping: Shows the Shipping status that covers this Delivery.  The fields are:

Status:  If the ‘Update Delivery Status to Shipped’ in the upper part of this screen is selected then this status will change to the default status defined in Sales Rules.  You can amend this by clicking on the drop-down list and selecting from ‘Planned’, ‘Ready to Invoice’, or ‘delivered’

Employee:  If you wish to record who amended the status then select the Employee from the drop-down list

Date:  If the ‘Update Delivery Status to Shipped’ in the upper part of this screen is selected then this will be filled with the system date.  You can amend this as required

Time:  If the ‘Update Delivery Status to Shipped’ in the upper part of this screen is selected then this will be filled with the system time.  You can amend this as required

 

Notes:

Delivery Notes : Extended Notes for your own information can be attached to this Shipment.   Whenever you click on this field an icon will appear in the top-right.   By clicking        on this Icon you can bring up the Frequently Used Text table.   Select the text to be copied and either press the OK Button in that screen or double-click the selected record.

 

Drop Off Notes : These will be updated by the Freeway Mobility app where the template uses the type"DELIVERYDROPOFF" which allows the delivery person to enter notes relating to a delivery.

 

Buttons

 

Close: This will close the Issue screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will bring up a blank ‘Detail’ screen for entry of a new Delivery Reference.

 

Save: This will save the current data without exiting the screen

 

Cancel: Any changes made to the current Issue Delivery Reference Header record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: Not applicable to the Detail panel

 

Related: This will bring up a list of functions that are related to the Delivery.  You may open and maintain information in those screens whilst still remaining in the Delivery screen.

 

Reports: This will bring up a list of Reports that are related to the Delivery.  You can immediately run the report whilst still remaining in the Delivery screen.

 

Picklist: This will allow you to print the Pick List for the current Delivery

 

Labels: This will allow you to print the number of shipping labels defined above

 

Delivery: This will allow you to print the Delivery Note for the current Delivery

 

 

Lines Tab

 

This tab enables you to add and maintain Picking against the Delivery lines.  The Delivery Reference Number and status will be displayed at the top of the panel.  If you select a line in this upper panel then you can carry out stock movements related to that line in the lower panel

 

Auto Pick: If you click on this button then the ‘Picked Quantity’ against all Lines will be filled with the ‘Req Qty’ and those quantities will immediately be picked.  If the Line Type is an Item Code and the Item has sub-level variations (Batch, Serial No, Colour, etc) then the ‘Picked Quantity’ will not be prefilled and you are required to action these lines manually.

 

Override default Warehouse/Location: If this is ‘checked’ then the default Warehouse and Location held against each Item contained in this Delivery will be ignored and the Warehouse/Location entered into the next two fields used

 

Default Warehouse: If the ‘Override default Warehouse/Location’ field is ‘checked’ then select the Warehouse from the drop-down list that will be used for this Delivery

 

Default Location: If the ‘Override default Warehouse/Location’ field is ‘checked’ then select the Location from the drop-down list that will be used for this Delivery

 

Pick Date: Prefilled with the system date to denote the date when the Delivery Lines are picked.  This can be amended using the drop-down calendar.

 

Upper panel

 

This is display only and shows all the lines that have been included in this Delivery Reference and shows, for each line:

 

Line Number: Line number on the Delivery Reference document

Required Date: Required Date taken from the Order Line

Line Type: Line Type (Item, Descriptor, Kitset, or Catalogue)

Line Code: Identity of the Line Type

Unit: Unit of Measure for the Line

Required Qty: Sales Order Quantity required

Total Picked Qty: Total quantity picked to date

Description: Description of the Item, Descriptor, Kitset, or Catalogue

Status: Display-only field showing the status of the delivery line.

 

If the Sales Rule “Delivery Quantity Based On” is set to ‘Free Stock’ then an additional field will be displayed showing the current Free Stock.  When using Auto Pick this is the quantity that will be picked.

 

(Button) Import Serial Numbers:  If the current selected Item (above) is Serial Number Controlled then this button will appear.  You can click on this and point to a txt file of the Serial Numbers being issued.  Note: The quantity of Serial Numbers in the Text file must equal the Line Quantity.

 

 

Lower panel

 

For the Line selected in the Upper Panel this area enables you to ‘Issue’ the individual Lines.  For Items a Warehouse and Location is required along with any variations (if the Item has Variants).  For Descriptors, Kitsets, and Catalogue Items only a quantity is required

 

Entry and Display fields

 

Picked Date: In the first instance this is prefilled with the system Date.  You can change this date by entering the date or clicking on the drop-down menu and selecting the date.

 

Picked Qty: Enter the quantity of this line that has been picked or issued to this Delivery 

 

Unit: Prefilled with the base Unit for the Item, Descriptor, Kitset, or Catalogue.  If the Item has more than a single Unit of Measure then an alternate Unit can be selected from the drop-down list.

 

Warehouse: For an Item Code this is prefilled with the default ‘Issue’ Warehouse.  You may amend this by selecting another Warehouse from the drop-down list

 

Location: For an Item Code this is prefilled with the default ‘Issue’ Location.  You may amend this by selecting another Location from the drop-down list

 

Variants: If the Line Item Number has variants (Serial Number, Expiry Date, Batch No, Rev No, Size, Colour, Grade) then they should be entered into the respective fields. 

 

Pick Notes: Display-only field showing notes entered during picking.

 

To Container ID: If picking to a container (e.g. pallet), then enter the Container ID here.

 

Buttons

 

Close: This will close the Sales Delivery screen.  If you have any unsaved data then you will be asked if you wish to save it before the screen is closed.

 

Add: This will send the cursor to a new line for creation of a new Issue record.

 

Save: This will save the current line’s data without exiting the screen

 

Cancel: Any changes made to the current line record or the last time the ‘Save’ Button was pressed will be lost.

 

Delete: This will delete the selected Issue Line

 

Related: This will bring up a list of functions that are related to Sales Deliveries.  You may open and maintain information in those screens whilst still remaining in the Sales Delivery screen.

 

Reports: This will bring up a list of Reports that are related to Sales Deliveries.  You can immediately run the report whilst still remaining in the Sales Delivery screen.