Sales Order Allocation
Below we explain, how the auto allocation process works, broken down in different sections. In order to correctly calculate a ship at (SLA date/time), for sales orders during auto allocation, please take the following into account:
SLA and auto allocation
For future orders the SLA Date is called ship at and order posting date/time is called allocated at.
Cutoff time and Pickup time
Ship at is only calculated and updated after a sales order has been allocated, the allocated date is used as the basis. If the order is allocated after the [Admin] >[Settings > [Shipping] > [Cutoff time], (defaults to 13:00), the next business day is used as a basis. The time is set to [Admin] > [Settings] > [carrier] > [Pickup time], (defaults to 17:00).
SLA days
When an order has a ship earliest on / ship latest on, then we will not auto allocate it unless ship earliest on / ship latest on minus the [Admin] > [Setting] > [Shipping] > [Sla days] (business days) is earlier or equal to todays date.
Ship earliest on
If ship earliest on is not specified, then we will default ship earliest on to todays date.
Holidays
[Holidays], configured through [Admin] > [Carriers & Services], do not count as SLA days.
Working days
[Working days], configured through [Admin] > [Settings] > [Internationalization],(default Monday to Friday) do not count as SLA days.
Location
If there is any location that is selectable for the order and can be used within the SLA (regardless of inventory) auto allocation will be done, if there is no inventory items will be backordered. If there are no locations selectable for the order that can be used within the SLA auto allocation will not be done and the order will remain in pending.
Manual allocation
Orders could also be allocated manually, but this means that it will ignore the rules configured and sets a ship at date using todays date.
Partial allocation
When partial allocation is disabled and there is not enough inventory to allocate the entire order it will remain in pending.
Unallocate
On unallocate the ship at will be removed, only if all order line items are pending or backordered. In all other cases we will leave it as is. On subsequent allocations it will be overwritten.
Sales Order Form
There are several ways to create orders, via api, edi, import or manually via the user interface. Below we will discuss the manual sales order form and explain each field how to use it, where predefined data comes from, how certain fields are affected based on configuration and where this configuration is located.
There are two ways to find the Order create option:
- Navigate to [Orders] > [Create] and click [New sales order]
- Double click on [Orders] to get the Orders overview and hover on the elipses top-right and click on [New sales order]
Basic
Business Model
A mandatory search and select dropdown and set by default to the Model Business to consumer. Business to business, business to government, Buy online, pickup in shop will be avalable from the drop down as well. Note: Editing the search input and tab out without selecting a matching option (if there is any) it will reset the search input to reflect the selected option.
Channel
A list of pre-defined Channels taken from the [Admin] > [Carriers & Services] > [Channels] overview.
Ship Earliest On
An optional date to determine the earliest day to ship the order that is calculated based on:
- [Holidays] configurable through [Admin] > [Carriers & Services]
- [Working days] configurable through [Admin] > [Settings] > [internationalization]
- [Sla days] configurable through [Admin] > [Settings] > [shipping]
Note: if not specified then we will default ship earliest on to Today
Ship Latest On
An optional date field to determine the latest day to ship the order that is calculated based on:
- [Holidays] configurable through [Admin] > [Carriers & Services]
- [Working days] configurable through [Admin] > [Settings] > [internationalization]
- [Sla days] configurable through [Admin] > [Settings] > [shipping]
Delivery Terms
A system pre-defined list that could be configured as a default by Order Type, Location, Destination through [Admin] > [Settings] > [shipping] > [Default delivery terms].
Customer Reference Number
An optional, but unique text field used as a reference. This field could only use duplicate values, if existig order(s) have been cancelled.
Purchase Order Number
A text field used as a reference.
Shipping Method
A system pre-defined list that could be configured as a default by Order type, Location through [Admin] > [Settings] > [shipping] > [Default shipping method].
Customer
A list of pre-defined customers, taken from the customers overview. It is an optional field, but if no customer is selected a delivery address will need to be filled in manually using the [Delivery] tab.
Notes
In this tab there are three rezisable input text fields used as optional fields.
Notes
Comments such as instructions, questions, remarks for personnel processing the order.
Packing Instructions
Special packing instructions to be executed by the packer.
Gift Message
A message from the client to the end customer.
Customs
AES Code
The Automated Export System (AES) is the system used by U.S. exporters to electronically declare their international exports, known as Electronic Export Information. For more information AES.
Delivery
If a customer is selected from the basic tab, it will automatically copy these details to the delivery tab. It is allowed to amend the delivery details. All updated details will be submitted and applied for this order. If details e.g. delivery contact details need to be changed permanently, it requires an update on the customer record.
Company Name
An optional text field, that represents the name of the company to deliver to.
First Name
An optional text field, defining the name to deliver to.
Last Name
An optional text field, defining the surname to deliver to.
Address Lines
A multiline text field, defining the delivery address line(s).
Postal Code
A free text field to define the delivery postal code.
City
A mandatory free text field to define the city to delivery to.
State or Province
A free text field to define the delivery state or province.
Country
A search and select dropdown to find & select the deliver to country.
Phone number
An optional validated numeric input field that may be set mandatory through [Admin] > [Settings] > [sales orders] > [Required delivery contact fields].
Fax number
A nummeric field to define the delivery fax number.
An optional validated delivery contact field that may be set mandatory through [Admin] > [Settings] > [sales orders] > [Required delivery contact fields].
VATIN
A value-added tax identification number is an identifier used in many countries, including the countries of the European Union, for value-added tax purposes. For more information VATIN.
EORI Number
An Economic Operators Registration and Identification number (EORI number) is a European Union registration and identification number for businesses which undertake the import or export of goods into or out of the EU. For more information EORI Number.
Chamber of Commerce Number
A chamber of commerce, or board of trade, is a form of business network, for example, a local organization of businesses whose goal is to further the interests of businesses. For more info Chamber of Commerce Number.
Billing
If no billing information has been entered, it will be done automatically when the order is created.
Company Name
An optional text field, that represents the name of the company to bill to.
First Name
An optional text field, defining the name to bill to.
Last Name
An optional text field, defining the surename to bill to.
Address Lines
A multiline text field, defining the billing address line(s).
Postal Code
A free text field to define the billing postal code.
State or Province
A free text field to define the billing state province.
Country
A search and select dropdown to find & select the billing to country.
Phone number
An optional validated numeric input field that may be set mandatory through [Admin] > [Settings] > [sales orders] > [Required delivery contact fields].
Fax number
A nummeric field to define the delivery fax number.
An optional validated contact field that may be set mandatory through [Admin] > [Settings] > [sales orders] > [Required delivery contact fields].
VATIN
A value-added tax identification number is an identifier used in many countries, including the countries of the European Union, for value-added tax purposes. For more information VATIN.
EORI Number
An Economic Operators Registration and Identification number (EORI number) is a European Union registration and identification number for businesses which undertake the import or export of goods into or out of the EU. For more information EORI Number.
Chamber of Commerce Number
A chamber of commerce, or board of trade, is a form of business network, for example, a local organization of businesses whose goal is to further the interests of businesses. For more info Chamber of Commerce Number.
ORDER LINES
Basic
Product
A drop down to search & select products or packing material taken from [Products] or [Admin] > [Warehousing] > [Packing materials] respectively. Search by product number or packing material number, product ean / upc, product name or packing material name, product number alias or product ean / upc alias. Only products and packing material will be displayed in state published while expired or concept will not.
Origin Location
Products could be shipped from multiple locations, this drop down gives the oppertunity to manually select the location else the system will do this automatically.
Quantity
A mandatory numeric input field indicating the number of product(s) per order line.
Price
An optinal and pre-populated field that shows the [Product] > [Pricing] > [Price] value and could be amended, which will amend the price value for this order only but will no affect the product master.
Price Currency
An optional and pre-populated field that shows the [Product] > [Pricing] > [Price Currency] value and could be amended, which will amend the currency value for this order only but will not affect the product master.
Discount
An optional and numeric validated value that matches the currency of the price currency.
Customs
Customs Description
An optional text field to declare a customs description, pre-populated from the [Product] > [Customs] > [Customs Description] and could be amended, which will amend the customs value for this order only but will not affect the product master.
Customs Value
An optional and pre-populated field that shows the [Product] > [Customs] > [Customs Value] and could be amended, which will amend the customs value for this order only but will not affect the product master. This custom value will be printed on the Commercial Invoice only if the value is greater than the value 0, else it will print the price value.
Customs Value Currency
A mandatory pre-populated field that shows the [Product] > [Customs] > [Customs Currency] and could be amended, which will amend the customs value for this order only but will not affect the product master. This custom currency requires to be the same for all order lines on the same order. Different currency per line cannot be printed on the Commercial Invoice.