Order Fulfillment

A Sales Order enters the order fulfillment stage once stock is allocated. The next step is to Pick-Pack-Ship the allocated stock to Customers.

The order fulfillment process is described below:

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Once stock is allocated, the next step is to Pick, Pack and Ship the allocated stock to the Customers.The Pick-Pack-Ship process is controlled using Shipments.

Shipments can be created only for fully allocated items in Sales Orders. This gives flexibility with regards to how orders are fulfilled.

Sales Order Allocation Status = Fully Allocated
The stock for all the items in the Sales Order is available and allocated.Single Shipment is created and the order is picked, packed and shipped using a Single Shipment.
Sales Order Allocation Status = Partially Allocated
The stock for some items in the Sales Order is available and allocated.The first Shipment is created for allocated stock and the order is partially shipped.
For the remaining items, either stock is unavailable or there is insufficient stock to fulfill the order at that point in time.The next Shipment is created when sufficient stock is available and allocated to the Sales Order.

Shipments can be created from individual Sales Orders or in bulk from the Sales Order List. For more details on Shipments, refer Using Shipments or Using Shipment List.

The Pick – Ship – Process may vary depending on your business.
Your can customize the process to suit the order processing workflow of your business.

Small businesses – If you do not have a separate warehouse operation, you can implement the pick-pack-ship workflow for order processing using the Sales Order.

The Sales Order can also be used to print the Pick List and create Delivery Note/ Packing Slip.

Medium/Large Businesses – If you have one or more warehouses and have a more complex Pick-Pack-Ship process , for example:

  • You may need Pick, Pack and Ship activities to be explicit to enable tracking of orders that are currently being picked, packed and shipped.
  • Orders may be Picked-Packed-Shipped in multiple stages to enable orders to be partially shipped.
  • You may have orders that require different Pick-Pack-Ship activities in different warehouses.

The basic Pick-Pack-Ship workflow is displayed below.

Overview of Pick Pack Ship process

1. Create Sales Orders: In this step, your sales department captures the orders from various sales channels and creates the Sales Order in the Salesorder app.

2. Allocate stock: The stock may or may not be available. In case, the stock is unavailable, the Sales Order waits until stock becomes available and gets allocated to it.

If stock is fully available and allocated to the Sales Order, it proceeds to the next step.

If stock is partially available then available stock is allocated to Sales Order and it proceeds to the next step.

To read more about stock allocation, refer to Using Stock Allocation.

3. Create Shipments: At this point, the Sales Order enters the fulfillment stage.

The Pick-Pack-Ship process can be executed from the Sales Order app or the warehouse module.

When warehouse function is enabled, Pick-Pack-Ship process is executed inside the warehouse module.

Shipments are created to track the Pick-Pack-Ship process.  As a part of the  Pick-Pack-Ship process, you can-

  • Print Pick Lists for warehouse pickers,
  • Create Delivery Notes/ Packing Slips,
  • Put Shipments on hold, etc.

Partially allocated Sales Orders are managed using multiple Shipments.

Shipments are created as and when stock becomes available and gets allocated to the Sales Order. Every shipments goes through the Pick-Pack-Ship process. This process continues until all the items in a Sales Order are shipped.

4. Create Sales Invoices:  Depending on the order processing workflow of your business, you may invoice the shipments before or after the orders are shipped.

Pick list is a document that is sent to the warehouse pickers to pick items from storage in order to fulfill Sales Orders.

It contains details such as item code, description, quantity, location, etc.

There are two ways of generating a Pick List:

Pick List by Item will contain a list of items that need to be picked from storage. The records in this case will be grouped by Items.

For example:

Qty Item Location Description Unit
5X CPU_CC 00-01-05 Intel Core i7-4500U 1.8GHz Each
8X CC_DisplayScreen 00-01-05 21″ HD LED LCD Each
10X CC_HDD_50 00-01-05 Hard Drive 50 GB Each
5X CC_HDD_200 00-01-05 Hard Drive 200 GB Each

Pick List by Order will contain a list of items that are grouped by Ref# (Sales Order number). The above example when generated as Pick List by Order is as follows-

#SO694
Qty Item Location Description Unit
5X CPU_CC 00-01-05 Intel Core i7-4500U 1.8GHz Each
5X CC_DisplayScreen 00-01-05 21″ HD LED LCD Each
5X CC_HDD_50 00-01-05 Hard Drive 50 GB Each
#SO697
Qty Item Location Description Unit
3X CC_DisplayScreen 00-01-05 21″ HD LED LCD Each
5X CC_HDD_50 00-01-05 Hard Drive 50 GB Each
5X CC_HDD_200 00-01-05 Hard Drive 200 GB Each

You can print Pick Lists in the following ways:

Using Sales Orders
Individual Sales Order

Go to
SALES > Sales Orders > Select Sales Order > Action

Select Print Pick List by Order  or
Select Print Pick List by Item.

Sales Order List

Go to
SALES > Sales Orders > Pick-Pack-Ship

Select Print Pick List by Order  or
Select Print Pick List by Item.

Using Shipments
Individual Shipment

Go to
SALES > Shipments > Ready to Pick > Select a Shipment >  Print 

Select Print Pick List by Order  or
Select Print Pick List by Item.

Shipment List

Go to
SALES > Shipments > Print 

Select Print Pick List by Order  or
Select Print Pick List by Item.

If your organization has specific requirements with regards to how Pick Lists are printed, your Pick List can be customized. 

Please contact support@salesorder.com for customization.

A delivery note describes the details of what a shipment contains including  the quantity of goods delivered.

You can print Delivery Notes / Packing Slips in the following ways –

Using Sales Orders
Individual Sales OrderGo to
SALES > Sales Orders > Select Sales Order > Action > Create a Delivery Note
Using Shipments
Individual Shipment

Go to
SALES > Shipments > Select a Shipment > Print
> Print Delivery Note

Shipment List

Go to
SALES > Shipments > Ready to Ship > Select Shipments >  Print Packing Slips / Delivery Notes

Customize Fields – Salesorder app allows you to customize fields in the Packing Slip/ Delivery Notes.  To perform this, go to:

SETUP > Configuration > Customer Delivery Note > Customise Fields

Or

SALES > Customer Delivery Notes > Select a Delivery Note > Configure > Customise Fields

You may add additional fields, sections or tabs to the Delivery Note document.

For more details on how to implement this , refer to Using Customization.

Customize Layouts – You can print the Packing Slips with your company logo, colors, and desired layout and format, etc. This is implemented using print templates.

For more details on how to implement this , refer to Using Templates.

Reference for Order Fulfillment

Related functions

  • See Order Capture to learn about order capture process that precedes  order fulfillment.
  • See Sales Accounting to know the impact of sales on the sales ledger.

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