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Lines Available To Be Shipped

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On this tab the following fields can be viewed:

 

hmtoggle_plus1Auto Ship Quantity

If the lines option 'Only For Specific Part Number' or 'Only For Specific Customer Part' is selected, the selection of the desired part number is mandatory since this option is selected whenever the user requires limiting the sales order lines for a specific part/customer part number.

 

Selection of 1 of the above modes enables the Auto Ship Qty option.  This in turn enables the user to specify the quantity to be shipped.  The function will then automatically select the line(s) to be shipped by starting with the oldest line (in terms of ship date) and filling the line(s) until the desired ship quantity has been matched. This is done when the user clicks the Selected Lines for Shipping tab to proceed with the transaction.

 

The user needs to click 1 row in the list to indicate the order against which the shipping is to be performed, since the Customer may have multiple outstanding orders requiring the same part number.

hmtoggle_plus1Available Lines for Shipping

The list box displays customer order lines for shipping once the Show Lines button has been clicked. It displays customer order lines that are available for shipping in accordance with the line's "Order/Line Options" that were selected and the customer name, customer order, pallet ID, part or customer part if specified. The lines are also limited by the date specified for Ship Dates Until.

 

Should certain lines not appear in the list as expected, it might be required to select a later date for Ship Dates Until or the lines may not have been released as of yet.

 

Decimal Quantities can be shipped depending on the setting "Decimal Quantities Allowed " on the Part Master function.

 

The following information is displayed for all lines in the list:

 

Order Number

The customer order number. Take note that you can only select different order numbers if the orders are for the same Division, with the same contractual currency and if the customer's External Organisation settings allows multiple orders per document.

 

Line Number

The customer order line number.

 

Completion Date

The specified planned ship date of the customer order line.

 

Qty Outstanding

The current back order quantity on the order line that has yet to be shipped, which indictates the maximum qty that can be shipped.

 

Part Number

The order line part to be shipped. It will be spaces for lines that do not contain a part number, such as non-stock and customer special, sales order lines.

 

Line Type

The order line type being either product sales, spares sales, repairs, non-stock or customer specials.

 

Unit Price

The order line sales unit price as expressed in the base unit of measure and in the base currency.

 

Line Description

The description of the order line.

 

Contract Line

The line number as stated in the customer's contract, which may differ from the order line number.

 

Serialised

A yes/no indicator that displays whether the order line part, is a serialised part.

 

Qty Ordered

The total quantity ordered by the customer for the specific order line as expressed in the part's base unit of measure.

 

Contractual Qty Ordered

The total quantity ordered by the customer for the specific order line as expressed in the contractual unit of measure, which may differ from the qty ordered if the order was contracted in different unit of measure than the part's stocked unit of measure.

 

The lines for which the full or partial quantity is to be shipped, must be manually selected by the user if the option "All Lines, User Select" has been chosen. Only selected lines will be carried over to the Lines Selected To Be Shipped tab.

 

If the option "All Lines, Auto Select" is selected, all lines will be carried over to the Lines Selected To Be Returned. The user can however deselect certain lines on that tab and modify the quantity to be shipped. This mode is most popular when the full balance of a selected Order is to be shipped.

 

Take note that it is permitted to add lines to the Lines Selected To Be Shipped tab and then return to the Lines Available To Be Shipped tab to select additional Order lines to be shipped.

 

Since the shipping transaction will result in the creation of a new Debtor invoice or will add lines to an existing invoice, it only permits lines of another order to be added to the Lines Selected To Be Shipped tab if the Customer's settings on External Organisation allows multiple orders per document.

 

 

BUSINESS RULES WHEN ADDING AN AVAILABLE LINE TO THE "SELECTED LINES FOR SHIPPING" GRID:

 

1.A valid receipt number must be entered if the External Organisation (Customer) is a cash sale organisation.

 

2.When the equipment base must be updated and a serialised part is selected, only one line may be shipped at a time. The reason for this is that the serial number as linked in Serial Number Linking must be selected for the shipping transaction on the Equipment Base tab.

 

3.Lines for only one order may be shipped at a time unless the customer's settings allow multiple orders per document.

 

4.        Lines can be multi selected in the list box by either clicking the SHIFT or CTRL keys and selecting the lines to be shipped.  Selecting the lines are performed by clicking the Lines Selected To Be Shipped tab. The user can click between the first an second tab to add more lines into the grid until the proposed shipment has been selected before the apply button is clicked. All lines selected in the grid will appear on the delivery note and invoice.

hmtoggle_plus1Cash Sale

This check box serves the purpose to specify whether the resulting sale and related invoice can be settled later as per the order line settlement terms or whether it must be settled immediately (cash sale).

If the Customer has a setting "Cash sales only" on it's External Organisation record, the cash sale mode will be forced.

However, if a user has a special profile "Cash Sale Only Override", the user will be apply to UN-check the box and allow the sale to proceed as a normal "on account" sale to be settled later.

The override may relate to the fact that the customer has an unapplied credit note to be applied for settlement of the invoice.

 

If the Cash Sale is checked, the bank transaction receipt number must be selected and the available amount must be sufficient to settle the value of the selected lines for shipping.

 

The option can also be checked for Customers that normally buy "on account", should a specific transaction be processed as a cash sale (either due to the Customer's request or due to a lack of available credit).

hmtoggle_plus1Cash Sale Receipt

This field is only enabled when a cash sale customer is selected. A cash sale customer is an External Organisation where the Cash Sales Only option is enforced, thus disallowing sales to the Customer on account.

 

Prior to shipping to a cash sales customer, a bank transaction with an adequate unapplied cash amount needs to be selected. This is done via the selection of the receipt number that was created at the time of the Bank Transaction function.

 

The list displays the receipt number, bank code, available amount, remarks and transaction date. The available amount is calculated as the bank transaction amount less any debtor settlements that were applied for the specific bank transaction.

hmtoggle_plus1Contract Number

It is a read only field that displays the contract number for the selected customer order.

hmtoggle_plus1Customer

It is populated with organisation names and codes from the External Organisation table where the organisation has a valid debtors account code. The debtor is not required to have an active trading status for shipping to be performed.

 

It is not mandatory for the customer to be selected prior to selecting an order, but, if selected, it will limit the order numbers to the orders of the selected Customer only and will limit "Parts/Customer Parts To Be Shipped" to parts on orders of the specified customer.

 

Once an order number has been selected, the customer name (if not yet specified), will be defaulted from the order and the field will be disabled for typing or selection. To select another customer, space out the selected customer order number in which case the field will be enabled.

 

RELATED TOPIC: External Organisation

hmtoggle_plus1Display Stock

The "Display Stock" option provides a view of the available stock of parts to be shipped. The stock is displayed in the list box for available lines to be shipped in the column 'Qty In Hand'. The stock is shown for sales order lines representing Product or Spares sales without exploded requirements.

 

The 'Display Stock' option has been developed to provide visibility of current stock in user-defined locations to aid users applying the 'back-flushing' routine. If back-flushing is not applied the option is of no significance and should be ignored as a response-time penalty can be expected on large orders.

 

The stock will include all new stock that have neither been allocated nor quarantined and where the stock does not belong to an external organisation. The locations from which stock is selected to be summed and displayed, is dependant on the user's selection of the stock Division and Store.

 

DIVISION

The division can only be selected if the Display Stock option has been checked. The drop down list displays the division code and description and will display all divisions that already have linked stores.

 

The selection of a division is optional and should only be done if the user wishes to limit the display of stock to stock located in a specific Division or Store.

 

STORE

The store can only be selected in the Display Stock option has been checked and a valid division has been selected. The drop down list displays the store code and description

and will display all stores linked to the selected division.

 

The selection of a store is optional and should only be done if the user wishes to the limit the display of stock to stock located in a specific store.

hmtoggle_plus1Division Code

It is populated with the division code and the division description from the Division table. The selected division is the sales division of the customer order(s) to be shipped and governs, in combination with the selected customer, which customer orders will be displayed for selection.

 

The number of characters to be entered before the list is shown is governed by the value of "populate length" (mandatory).

hmtoggle_plus1Division

If a piece of equipment is not at a client site but in the care of a specific division, the Division can be selected to indicate responsibility for the equipment.

hmtoggle_plus1Only For Specific Part Number

This option is selected whenever the user requires limiting the sales order lines for a specific part number. It also requires selection of the desired part number in the Part Number field. When the Show Lines button is clicked, all released lines for the selected Customer and/or sales order with a ship date equal to or less than the selected Ship Dates Until date and an order line part number equal to the selected Part, will be displayed in the list for selection.

 

This mode also enables the Auto Ship Qty option that enables the user to specify the quantity to be shipped. The function will then automatically select the line(s) to be shipped by starting with the oldest line (in terms of ship date) and filling the line(s) until the desired ship quantity has been matched. This is done when the user clicks the Selected Lines For Shipping tab to proceed with the transaction.

 

Take note that if no order has been selected, the user needs to click 1 row in the list to indicate the order against which the shipping is to be performed, since the Customer may have outstanding orders requiring the same part number.

hmtoggle_plus1Only for Specific Customer Part

This option is selected whenever the user requires limiting the sales order lines for a specific customer (catalogue) part number. It also requires selection of the desired customer part number in the Customer Part field. When the Show Lines

 

button is clicked, all released lines for the selected Customer and/or sales order with a ship date equal to or less than the selected Ship Dates Until date and an order line customer part number (external organisation item number) equal to the selected Customer Part, will be displayed in the list for selection.

 

This mode also enables the Auto Ship Qty option that enables the user to specify the quantity to be shipped. The function will then automatically select the line(s) to be shipped by starting with the oldest line (in terms of ship date) and filling the line(s) until the desired ship quantity has been matched. This is done when the user clicks the Selected Lines For Shipping tab to proceed with the transaction.

 

Take note that if no Order has been selected, the user needs to click 1 row in the list to indicate the order against which the shipping is to be performed, since the Customer may have outstanding orders requiring the same part number.

hmtoggle_plus1Only for Specific Pallet(s)

When this mode is selected, the "Pallet" must be specified.  The list displays unshipped pallets and displays the pallet ID and pallet type from the Pallet Instance table.

 

This mode allows shipping of a pallet with its contents included i.e. all lines housed on the pallet are automatically selected if the requirements have been issued to the order.

 

Selecting a pallet will populate the Available Lines for Shipping list box with all order lines against which the selected pallet id were issued via stores to order requirements.  If the Lines Selected To Be Shipped tab is clicked the order lines will be selected for shipping.  The user can return to the first tab to select additional pallets to be shipped within a single shipping transaction.

 

However, the same rules that govern whether multiple orders are allowed on the same document, will be applied to pallets.

hmtoggle_plus1Order

It displays all customer orders that have one or more lines with a status of "Released" where the sales division of the Order is the same as the specified Division Code.

 

If a customer has been specified prior to selecting the Order number, the orders will be limited to orders of the selected Customer.

 

The list displays the sales order number, customer name, contract number and notes to aid the user in the selection of the correct order number.

hmtoggle_plus1Part Number

The part number can only be entered if the "Only For Specific Part Number" option is selected. The option reflects the user's intent to only view customer order lines for a specific part number, which must be selected in this field before the Show Lines command button can be clicked.

 

The list displays part numbers that exist on open customer order lines for the selected Customer and, if a Customer order has been selected, the list will be limited to part numbers that exist on the selected Order. The selection of a part number opens the option to specify an auto ship quantity, in which case the function will automatically fill the back orders for the part in ascending date sequence until the specified ship quantity has been honored.

 

Multiple order lines can be selected for shipping, but for a single shipping transaction, lines from different order numbers will only be permitted if the Customer's settings on External Organisation allows multiple orders per document.

hmtoggle_plus1Show All Lines, Auto Select

When this option is selected, all available lines to be shipped are automatically selected and carried over to the Lines Selected To Be Shipped tab. The user will still have the option to deselect and adjust the quantities in the grid on the Lines Selected To Be Shipped tab.

hmtoggle_plus1Show All Lines, User Select

When this mode is selected, the lines to be shipped are to be manually selected to be carried over to the Lines Selected To Be Shipped tab.

hmtoggle_plus1Ship Dates Untill

This field, in conjunction with other fields, governs which customer order lines of the selected order will be displayed in the Available Lines list box.

 

It serves the purpose to limit the number of lines to be displayed and will not display lines where the order line completion date (ship date) is a date later than the specified date. It defaults to 1 month in advance.

 

Should certain lines not appear in the list as expected, it might be required to select a later date for "Ship Dates Until" or the lines may already have been fully shipped or the order lines have not yet been set to a status of "Released".