Fulfilling sales orders

Description

Type a description for the delivery process. By default, the description entered in the sales order is displayed.

Address

Click this to change the delivery address of the sales order. For more information, see Maintaining addresses when fulfilling sales orders.

The columns display information on items to be delivered. To process the delivery, you can fill in or edit the following columns.

Columns

The columns display information on items to be delivered. To process the delivery, you can fill in or edit the following columns:

Item

This column displays the items in the selected sales order. This column cannot be edited.

Description

This column displays the description of the item. By default, the description displayed is based on the Description defined for the item at the item maintenance (go to Order ? Items ? Maintain, select the relevant item, and then click Open). This column cannot be edited.

Status

This column displays the status of the item. By default, the status of the item displayed is based on the Status defined for the item at the item maintenance (go to Order ? Items ? Maintain, select the relevant item, and then click Open). This column cannot be edited.

  Instruction

Click  to view the instruction defined for the item.

  Text

Click  to view the extra description of the item. This is based on the Extra description defined for the item at the item maintenance (go to Order ? Items ? Maintain, select the relevant item, and then click Open), under the Basics tab. 

Location

Type or select (press F2) the warehouse location of the item to be delivered. By default, the warehouse location displayed is based on the settings defined for the item at the item maintenance (go to Order ? Items ? Maintain, select the relevant item, and then click Open), under the Inventory tab. This information is mandatory.

Stock

This column displays the quantity of the item in the selected warehouse location. This column cannot be edited.

Note: The Stock column will be disabled for drop ship orders.

Free stock

This column displays the quantity of the item available in the selected warehouse location for fulfillment. This column cannot be edited.

Note: The Free Stock column will be disabled for drop ship orders.

Ordered

This column displays the quantity of the item ordered. This column cannot be edited.

Actuals

Type the actual quantity of the item that will be delivered. By default, the displayed quantity is based on the ordered quantity (if the Check stock check box in the Fulfillment section at System ? General ? Settings in Order settings is selected and the stock level for the item is more than the actual quantity ordered).

Note: “0” is displayed if the Check stock check box in the Fulfillment section at System ? General ? Settings, under Order settings is selected, and the stock level for the item is below the actual quantity ordered. Also, the Actuals column is available for editing only if you have selected the Partial delivery allowed check box in the conditions screen (go to Order ? Entries ? Sales orders, select the relevant sales order, click Open, and then click Conditions) when the sales order is created.

Unit

This column displays the sales unit of the item. By default, the sales unit displayed is based on the Sls. unit of the item defined at the item maintenance (go to Order ? Items ? Maintain, select the relevant item, and then click Open), under the Basics tab. This column cannot be edited. 

Add to sales order

Select the check box in this column to add the extra fulfillment line to the original sales order and invoice, and to print the extra fulfillment line on the delivery note.

Notes:

• You can customize to display this column only when you have the function right to add an extra item to a request/order or add an extra quantity to an item in the request/order, and if you have selected the New line: Add to sales order check box at System ? General ? Settings, under Order settings, in the Fulfillment section. To be able to add extra fulfillment lines, select Time & Material at Invoice method under the Sales order data section in the conditions screen (go to Order ? Entries ? Sales orders, select the relevant sales order, click Open, and then click Conditions).
• You can edit this column only when you been assigned with the To change default values for new line during fulfillment function right.
• This column will be disabled for drop ship orders.

Zero amount

Select the check box in this column to display “0” under the amount column in the invoice for the extra fulfillment line. 

Notes:

• You can customize to display this column only when you have the function right to add an extra item to a request/order or add an extra quantity to an item in the request/order, and if you have selected the New line: Add to sales order check box at System ? General ? Settings, under Order settings, in the Fulfillment section. To be able to add extra fulfillment lines, select Time & Material at Invoice method under the Sales order data section in the conditions screen (go to Order ? Entries ? Sales orders, select the relevant sales order, click Open, and then click Conditions).
• You can edit this column only when you been assigned with the To change default values for new line during fulfillment function right.
• This column will be disabled for drop ship orders.

Serial/batch

This column displays "Serial item" or "Batch item" depending on whether the item is a serial item or a batch item. By default, “Serial item” is displayed if you have selected the Serial check box for the item at the item maintenance (go to Order ? Items ? Maintain, select the relevant item, and then click Open), under the Inventory tab in the Attributes section. “Batch item” is displayed if you have selected the Batch check box. This column cannot be edited. 

Lot number

This column displays the lot number of the item. By default, the lot number displayed is based on the Lot number defined for the item at the item maintenance (go to Order ? Items ? Maintain, select the relevant item, and then click Open), under the Serial/batch tab. This column cannot be edited.

Person 

Type or select the ID or name of the employee who is in charge of the item. By default, the name of the employee entered in the sales order is displayed.

Planned fulfillment

This column displays the fulfillment date of the item. By default, the fulfillment date defined under the Fulfillment column in the Sales orders screen (go to Order ? Entries ? Sales orders, select the relevant sales order, and then click Open) is displayed. This column cannot be edited.

Project

This column displays the project generated for the selected sales order. By default, the Project code defined for the sales order at the conditions screen (go to Order ? Entries ? Sales orders, select the relevant sales order, click Open, and then click Conditions), under the Analytical group section is displayed. This column cannot be edited.

Service configuration

This column displays the serial or batch number of the service item.

Note: This column is available only if you have SE4510 – ESE Service Management in your license.

Parent item

This column displays the item code of the parent item for the service item.

Note: This column is available only if you have SE4510 – ESE Service Management in your license.

Sales order

Click this to view the sales order. For more information, see Creating and maintaining sales orders.

Set to zero/Set to original

Click Set to zero to set the values in the Actuals column for all the sales order lines to zero. Click Set to original to revert the values in Actuals column for all the sales order lines to the previous values.

Fulfillment list

Click this to print all the information that is displayed in this screen.

Note: The Fulfillment list button will be disabled for drop ship orders.

Picking list

Click this to print the picking list, collective picking list, or dispatch list. For more information, see Printing sales order and service order picking lists.

Note: The Picking list button will be disabled for drop ship orders.

Fulfillment

Click this to process the delivery. Once this button is clicked, you are able to print a delivery note, generate and print an invoice for the sales order. For more information, see Printing delivery notes for sales orders and service orders. This button will not be enabled if the BOM version of the item to be fulfilled has expired.

Note: For EDI sales orders, the fulfillment process is as follows:

• All EDI information from original EDI sales order lines will be updated to the split order lines due to partial fulfillment or allocation.
• There are additional sales entries to the original EDI sales order due to the following instances:
• All EDI information from the original EDI sales order lines will be updated to the split order lines due to extra fulfillment.
• When the extra line fulfillment is manually added in the Fulfillment screen, this extra line fulfillment will be updated to the original sales order (depending on the order setting and invoice method of the sales order). The EDI information will not be updated for this extra line fulfillment. If the sales invoice is generated during the fulfillment, the original sales order will automatically display a completed status. As such, the EDI information cannot be edited.
• All EDI information from the original EDI sales order lines will be updated to the spilt order lines when you receive more than planned for allocated orders.
• If the EDI sales order is fulfilled after the cancellation date defined at the order line or if there are multiple EDI sales orders to fulfill, a warning message, “Cancel date of the sales order has reached. Do you want to Continue?” is displayed. Click Yes to proceed to fulfill the EDI sales order or No to skip the fulfillment for the EDI sales order. At the end of the fulfillment process, sales orders that have skipped the fulfillment process will be displayed in the Sales orders – Error report screen.

Note: For SAC discounts/charges, the fulfillment process is as follows:

• There are additional sales entries to the original sales order due to the following instances:
• For extra fulfillment lines that are split from the original sales order, the SAC discounts/charges from the original sales order line will be applied. The grouped phantom lines will be recalculated and updated.
• When the extra line fulfillment is manually added in the Fulfillment screen, depending on the sales order setting and the invoice method, the SAC discounts/charges is manually maintained. If the sales invoice is generated during the fulfillment, the original sales order will automatically display a completed status. As such, the SAC discounts/charges cannot be edited.
• For additional receipts that are added to the sales order when you receive more than the planned allocated purchase orders or production orders, the same SAC discounts/charges from the original sales order lines are applied. The grouped phantom lines will be recalculated and updated.

Note: Users with function right To allow exceeding the customer’s credit line can fulfill sales orders with prepayment invoices which are partially settled. The unsettled prepayment amount will automatically be written off during the order fulfillment so that the final invoice total amount reflects the actual amount which is due by the customer.

Cancel

Click this to exit.