Sales Order Dispatch and Bonding

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This window is used for both the Process -- Dispatch -- Bond Items function (See Bonding Process below) and the Process -- Dispatch -- Dispatch Items function.

The Dispatch process is called after items have been physically picked from the stockroom. The marked-up Picking List can be used as reference for the confirmation of dispatch. The SO is selected in the Sales Order Selection window. This window then contains a list of all outstanding items for the order regardless of due date.

Tip TIP: You can control whether the Net Available Credit value is displayed on the window using the option optNoShowCredit. You may wish to do this for security reasons as showing the value will enable dispatch staff to calculate the sales price of goods.

Processing of dispatches to customers is done by entering the quantity against each line item that has been shipped. Having prepared the list of dispatches, processing of all the transactions are carried in one operation.

When entering a dispatch, you can enter a non-standard Stock History Comment. In the case of Non-stock type parts and non-part items, this option does not apply.

If the customer is marked as Stop if over limit you will not be able to dispatch items that cause the Net Credit Available to go negative.

Part items may have special icons in the list to warn you of special circumstances that will call for pre-processing additional data.

When satisfied that the list accurately reflects the dispatch, click on the Confirm Dispatch as Listed button. A check is then carried out for appropriate serial number and/or multi-location assignments and customer credit authority before any dispatches are processed. If, the Stop if over limit flag is set for the customer and, as a consequence of the dispatch, the customers credit limit is to be exceeded, the processing will be prevented and you will be warned. To effect a dispatch under these conditions, either the credit limit must be increased or sufficient invoice payments must be made. If the Stop all dispatches flag is set, no dispatches can be made until the flag is reset in the customer maintenance window.

Note NOTE: If an order is subject to a Cash-Before-Delivery Invoice, there must be sufficient unallocated credit on hand to the customer's account before a dispatch is permitted, regardless of Stop flags.

Kit shortages: When you do not fully dispatch a Sales Order Item that is a SO Exploded Kit (i.e. where the part is of type P) any quantities of components not dispatched are recorded in the Shortages file. When parts are received into stock this list is checked, and the user notified. The logging of shortages is automatic. The Sales Order is not completed until all shortages have been issues to it.

When you operate the Confirm Dispatch as Listed button, depending on options and the status of dispatched parts, you may be presented with the Serial Number Assignment, Location and Batch Assignment and Trade Statistics Order Details windows. See these topics for details.

When a dispatch is confirmed some or all of the following data processing will take place:

Field

Description

Sales Order number

Sales Order Header. Sales order number (user's not customer's). {SOHFILE.SOHSONO char 6}

Customer reference

Sales Order Header. Customer order reference. {SOHFILE.SOHCREF char national 20}

Additional reference

Sales Order Header. Additional user order entry reference. {SOHFILE.SOHAREF char 6}

Customer code

Sales Order Header. Customer code. {SOHFILE.SOHCUSC char 6}

Customer name

Customers. Customer company name. {CUSFILE.CUSCNAM char national 40}

Credit available

Shows the customer credit available after all the dispatches have been completed.

Dispatch list

A list of all outstanding Sales Order items from the selected order listed above. The following columns are relevant:

SO line number

Sales Order Line Items. Line number. {SOLFILE.SOLLINE number 0dpShortnum}

Part number

Sales Order Line Items. Part number. {SOLFILE.SOLPTNO char 18}

Sales UoM

Sales Order Line Items. Sales UoM for the item. {SOLFILE.SOLSAUM char 6}

Current physical quantity

In item sales units of measure.

Due quantity

Sales Order Line Items. Balance quantity due in Sales UoM. {SOLFILE.SOLBAL number 3dp}

Shipped quantity

The quantity actually being shipped in this dispatch.

Stock history comment

The inventory comment that will be used when recording the part movement.

Due date

Sales Order Line Items. Dispatch date for the quantity. {SOLFILE.SOLDATE date date1980}

Item description

Sales Order Line Items. Item description. {SOLFILE.SOLDESC char 32000}

Total shipped weight

Shows the net shipping weight calculated from the part mass values. It takes no account of non-part items.

Button

Action

Select Sales Order

To select a Sales Order from which you wish to make dispatches. It will open the Sales Order Selection window.

View SO Details

To view the SO Header details that may contain comments relevant to the dispatch. It will open the Sales Order or Quotation Details window.

Header buttons

These can be used to control the sort order of the list.

Show Stock Locations

After placing the cursor in a list line, click to show stock locations with extended information. It will open the Stock Location Listing window.

This button is only available if you have checked the Maintain multi-stock locations extended information in the File -- System Manager System Preferences window.

View Works Texts

After placing the cursor in a list line, click to view details of the Works Text for a selected part. It will open the Part Works Texts window.

Dispatch All Items

Click to set all Dispatch quantities to the full order balance. (This button is only seen during Dispatch)

Note NOTE:A general option optSODispatchAllNet is available to control the Dispatch All function. If set to 1, the option will cause the dispatch to be loaded with up to the physical quantity available for the order, otherwise the total ordered quantity is set which can cause inadvertent negative stock.

Bond All Items

Click to fully bond all items listed. (This button is only seen during Bonding)

Unbond All Items

Click to unbond all items listed with bonding. (This button is only seen during Bonding)

Packing Details

Click to edit the packing details and weights for this dispatch. This opens the Dispatch or Packing Details window. If you are going to edit the line item weights, you must have first entered the dispatch quantities. (This button is only seen during Dispatch)

Print Dispatch Note

To print a Dispatch Note when the order is processed. (This checkbox is only seen during Dispatch)

Print Invoice

To print a Invoice when the order is processed. (This checkbox is only seen during Dispatch)

Confirm Dispatch as Listed

Post dispatches when satisfied that all the quantities shown on the list are correct. Dispatch documents and Invoices will be created automatically. (This button is only seen during Dispatch)

If there are any inventory consequences to the process, these will be reported on the Stock Processing Message Log window that will open.

Confirm Bonding as Listed

Post any bonding changes when satisfied that all the quantities shown on the list are correct. (This button is only seen during Bonding)

Bonding Process

The Bonding process is used when you seek to record that a quantity of a Sales Order item has been removed from physical stock and put aside, pending dispatch to the customer. Bonding is a way of physically isolating stock for a customer without having to record a dispatch and thus raise an invoice. Bonding can be usefully used in conjunction with the Dispatch Order Complete SO header option to control complex customer consignments. The marked-up Picking List can be used as reference for the confirmation of bonding.

The Sales Item Bonding processing window contains a list of all outstanding items for the order regardless of due date and showing any quantity already bonded.

Processing of bonding is done by entering the new bonded quantity (including any previously bonded) against each line item that has been bonded. Having prepared the list of bonded quantities, processing of all the transactions are carried in one operation.

When entering a bonding change, you can enter a non-standard Stock History Comment. This may be useful in later stock reconciliation.

Note NOTE: Multi-location, Tracked and Serial number on dispatch items are not of concern when bonding. It is only at the time of dispatch that you record details for parts that have these properties.

When there are Sales Order Exploded Kit assembly items (marked with an icon), you can only bond the entire kit as a set. I.E. you can not individually bond a component of a Sales Order Exploded Kit (marked with another icon). Shortages in previously dispatched Sales Order Exploded Kits (also marked) can not be bonded at all.

Non-part Sales Order items (those items without part numbers) can be bonded, although, of course, no stock transactions are recorded.

Remember that in this window you are recording the change in bonding status of line items, so it is permissible to reduce the bonded quantity of an item and so release it back into physical stock.

You can review all bonded items using the valuation report generated from the Parts Stock Valuation Reports window.

See also: -

Compiled in Program Version 3.10. Help data last modified 7 NOV 2006 13:13. Class wSoDispatch last modified 13 JAN 2011 08:30:57.

Document path Reference Contents > Sales Dispatch > Sales Order Dispatch and Bonding