Most of the Delivery Orders are generated automatically after confirmation of an IR-line with an External Consumption Unit as “Location Requestor” or after conversion of Picking Ticket to Simple Out.
However, UniField offers the opportunity to create Delivery Orders from scratch in specific cases. Note that this is not the standard process. Refer to your OC processes to know if and when creation of OUT from scratch should be done.
Go to:Warehouse / Warehouse Management / Deliveries / Delivery Orders
Click on the “New” button.
Enter a “Partner“.
Enter an “Expected Shipped Date“
Check the “Reason type” is correct, the default is “6 Deliver Partner” but at line level will be sending good to an External partner“Reason type” should be “6 Deliver Partner”.
Select Order Category. The default value is empty, and the user can select one of the following options: Logistic, Medical, Service, Transport, or Other.
You can enter the OUT’s name, or any details related in the “Details” field.
Creating a Delivery Order from scratch
7. Create product lines by clicking on the “New” button, on top of the “Stock Moves” table. Alternatively, you may also use the buttons “Add multiple lines” to add several lines to the OUT in one step or “Import lines” to import an Excel file.
Creating a Delivery Order from scratch
8. On the “Stock Moves” window, enter a product, a quantity and a destination location. Note that the default source location is “Stock“.
If a product does not correspond to the selected category, the user will receive a non-blocking warning message.
9. Click on the “Save & Close” button to save the line and return to the main OUT screen or on the “Save & New button” to save the line and add a new one.
Inserting a line on a Delivery Order
10. Once back on the main OUT screen, you have several options.
Main OUT screen
You may edit the lines via the pencil icons and change source and destination location if needed.
You may also convert the OUT into a PICK if you click on the “Convert to Picking Ticket” button. This is the opposite functionality to the one described in the previous section.
The Delivery Order is created in the state “Draft” as well as all its lines. It is not possible to check the availability of the products if the OUT is in this state.
11. Click on the “Confirm” button.
Confirmed Delivery Order
The state of the Delivery Order switches to “Confirmed“. Note that the state of the lines is “Not Available“. It is now possible to check the availability of the products.
12. Click on the “Check Availability” button located at the bottom of the screen.
Available Delivery Order
If at least one product line from the OUT is “Available“, the state of the OUT switches to “Available” and you will then be able to process this OUT (see next section).
Remember that creating Delivery Orders from scratch should only be done in exceptional circumstances.
B. HOW TO CONVERT A PICKING TICKET INTO A DELIVERY ORDER (Simple Out Delivery / OUT)
In the below example, an FO has been sourced from stock. As a consequence, a PICK has been created. This section explains how to convert this PICK into an OUT.
Go to:Warehouse / Warehouse Management / Deliveries / Picking
Locate and open the Picking Ticket you wish to convert (it should be a main PICK).
Check the content of the Picking Ticket, including source location and availability of the products.
Click on the “Convert to Simple Out” button at the bottom of the page.
Picking Ticket
Note that in the above example, the Picking Ticket is “Available” and all its lines are “Available“.
Note that in the above example, the destination location of the products is “Packing“.
Delivery Order
The Picking Ticket has been converted into a Delivery Order. Note that the source location did not change while the destination location changed from “Packing” to “MSF Customer” (in the above example, because the customer is another UniField instance). The Delivery Order has the state “Available“. Product lines keep the state “Available“.
The “Reason type” will not be changed in this OUT.
If the PICK/OUT has been created from an “Regular” type FO, the “Reason type” will be “Deliver Partner”.“Donation before Expiry” if it has been created from “Donation before Expiry” FO.“Standard Donation” if it has been created from “Standard Donation” FO. “Loan” if it has been created from “Loan” FO.
The example used above is quite simple as the objective was to illustrate the conversion principle. But you may have more complex situations with FOs partially validated, FOs partially sourced, FOs sourced partly from stock and partly on order, POs partially validated or partially confirmed, IN partially received, picking process already initiated, PICK partially picked, cancellation or cancel and resource used during the process,… These different situations will have various consequences on the conversion from PICK to OUT.
B.1. HOW TO CONVERT A DELIVERY ORDER (Simple Out Delivery / OUT) INTO A PICKING TICKET
In the below example, an IR has been sourced from stock. As a consequence, a OUT has been created. This section explains how to convert this OUT into an PICK.
Go to:Warehouse / Warehouse Management / Deliveries / Delivery Orders
Locate and open the Delivery Order (OUT) you wish to convert
Click on the “Convert to Picking Ticket” button at the bottom of the page.
If the OUT is created from scratch “Convert to Picking ticket” option is blocked by the system with a warning message
A (sub) Shipment has to be validated once it has been dispatched. The state of the (sub) Shipment will then switch to “Dispatched“. This means there will be no more option to return the parcels back to the (main) Shipment or to stock (as explained in the 2 previous sections).
Validating a shipment will also consume the products, transferring them from the “Distribution” location to the “MSF Customer” location if the customer is another instance or to the “Other Customer” location if the customer is an external partner. Note that these 2 destination locations are “Partners” locations.
Therefore, it is important to validate the Shipment only when you are sure that the goods were all sent.
Go to: Warehouse / Warehouse Management / Deliveries / Shipment
Locate the Shipment you wish to validate (its state should be “Ready to ship“).
Click on the green icon (which when you hover over it says “Validate”) on the right side of the screen on the appropriate line. Another option is to click on the “Validate” button from within the Shipment (nb: this process has been detailed above at the end of section B).
Validating a Shipment
Validated Shipment
Shipment is validated (it switches to the state “Dispatched“) and the corresponding Picking Tickets are closed if relevant.
You can also validate the shipment while it is open:
Go to:Warehouse / Warehouse Management / Deliveries / Shipment
Open the Shipment on which you want to validate, (its state should be “Ready to ship“).
Click on the “ Validate” button, pop-up screen will be displayed, asking to confirm the “Actual Ship Date”, you can change the date or leave it as it is and validate the shipment.
Pop-up ScreenShipment after validation
It is important to note that if a synchronization is done after validation of a Shipment, the related Incoming Shipment(s) at the requesting instance (often project) will switch from the state “Available” to the state “AvailableShipped” and all the information will be carried on (products, quantities, expiry dates, batch numbers, packing information, volume, weight, form P , to P……).
Incoming Shipments in state “Available Shipped”
Incoming Shipments sent from other instances should not be processed if they are in the state “Available” but only if they are in the state “Available Shipped”(i.e. when the supplier instance has validated the shipment).
If, on the requesting instance, you try to process an Incoming Shipment sent from another instance which is still in the state “Available“, you will get the below message.
Message if IN sent from other instance is processed in the state “Available“
The message can be bypassed and the Incoming Shipment processed anyway (i.e. you may force the reception). However this is absolutely not advised. If you do so you will create not run messages on the requesting instance as the synchronization will not be able to update the IN anymore (as it will be “Closed“) when the Shipment will be validated (meaning actually be shipped) by the supplier instance.
If, on the requesting instance, if user try to change the flow manually (e.g. cancelled), without waiting for the synch to update the IN, and then the Coordo has sent the line, another type of Not Run synch message will be created. It is called a “Partially Not Run” meaning the message itself was run for the document (so the IN has been updated with all lines where possible), but the flagging of Synch message as “Partially Not Run” indicates there were problematic lines in the document which could not be updated.
This type of Not Run is automatically displayed in the Message Received Monitor in the same way as standard Not run messages, but its line is displayed in Orange rather than Red, and there is a specific filter button for this type in the header.
This type of Synch message has a button “Set as Totally Run” to allow user to set to fully Run in order to remove from this filter on the dashboard:
D. HOW TO RETURN PARCELS TO STOCK FROM A “Draft” shipment
Products can also be put back in stock from a “Draft” (main) Shipment. This may be needed if parcels have been left behind and no shipment for customer X is planned in the near future. Instead of keeping the products in parcels on a “Draft” (main) Shipment (with approaching expiry dates) it might be wise to put them back in stock and to ship them to another project or use them locally, while other items will be picked when a shipment will be organized for customer X.
Note that parcels can be returned from a “Ready to ship” (sub) Shipment to a “Draft” (main) Shipment (as described in previous section) and then directly returned from the “Draft” (main) Shipment to the stock. However, this should be done in 2 steps.
Go to:Warehouse / Warehouse Management / Deliveries / Shipment
Open the “Draft” (main) Shipment from which you would like to return parcels. The state of the Shipment should be “Draft” and it will necessarily be a main SHIP.
Click on the “Return Packs to stock…” button at the bottom of the screen.
Returning parcels to stock from a Shipment
3. Using the pencil icons, select the parcels you wish to return to stock. If Parcel ID is defined for parcels, the user need to select Parcels ID to return
4. Click on the “Return Packs” button.
Returning parcels to stock from a Shipment
Corresponding main PICK after return
Shipment from which parcels were returned
The system updates an open the corresponding main PICK. Returned items have been moved from “Shipment” back to the stock. Returned items are “Available” on the initial Picking Ticket(s), ready to be picked when a shipment will be organized.
On the main SHIP, the returned parcels are still visible, but their destination location has changed (see below) and is now the stock (Cross docking in this case). The State of the returned parcel are now “Returned“, indicating that the parcels have been returned to stock.
C. HOW TO RETURN PARCELS FROM A “Ready to ship” shipment
It is still possible to remove parcels from a “Ready to ship” (sub) Shipment. This may happen if, for example, after preparing the (sub) Shipment, you realize that all parcels could not fit in the truck and some of them were left behind. You may then return these parcels from the “Ready to ship” (sub) Shipment to the “Draft” (main) Shipment. They will be shipped with the next (sub) Shipment.
Go to:Warehouse / Warehouse Management / Deliveries / Shipment
Open the “Ready to ship” (sub) Shipment from which you would like to return parcels. The state of the Shipment should be “Ready to ship” and it will necessarily be a sub SHIP.
Click on the “Return Packs from Shipment…” button at the bottom of the screen.
Returning parcels from a “Ready to ship” Shipment
3. Using the pencil icons, select the parcels that you wish to return. Alternatively, you may select all parcels using the “Copy all” button if needed.
Returning parcels from a “Ready to ship” Shipment
4. Click on the “Return Packs from Shipment” button.
Returning parcels from a “Ready to ship” Shipment
If Parcel ID is defined for parcels, the user needs to select Parcels ID to return
Sub SHIP after return
The system updates and opens the (main) Shipment.
The selected parcels have been sent back to the main SHIP. They are available in the “Shipment” location, ready to be shipped with the next (sub) Shipment.
On the sub SHIP, it is still possible to see the returned lines by adjusting the filter to “Show All” or show “Returned Only”. Their destination location is “Shipment” (see below) and the State is “Returned“, indicating that the parcels have been returned.
Returned line on sub SHIP
Please note that in case the user tries to return integer products partially with decimal quantities per boxes, the system will display the following blocking message:
The user tries to return 1 to 3 packs out of an initial range of 1 to 4 with decimals
The user will have to return either all packs or none.
The pre-packing lists are prepared in the state “Available” after validation of (sub) Picking Tickets. They have to be processed manually to transfer the picked goods to a Packing List. Processing them will transfer the products from the “Packing” location to the “Dispatch” location.
One Pre-Packing List is created per sub Picking Ticket (1:1 relationship). This is illustrated with the reference of the PPL. The PPL with the reference PPL/000XY-AB is linked to the Picking Ticket with the reference PICK/000XY-AB
Note that Pre-Packing lists can be split or merged during the Shipment process.
Go to: Warehouse / Warehouse Management / Deliveries / Packing
Locate the Pre-Packing List you wish to process. Filters can be used to facilitate the research.
“Search: Pre-Packing Lists” screen
2. Edit the Pre-Packing List you wish to process using the pencil icon.
3. If needed add a “Parcel Comment” for this PPL. This “Parcel Comment” will be transferred through to the Shipment and its related documents (Freight Manifest, Packing list,…)
Entering a Parcel Comment on a PPL
4. By default all items are put in a single box. All boxes/parcels are in the same line (“From P.=1” “To P.=1” where “From P.” represents the number of the first box in which you will find the product and “To P.” the number of the last box) and identical with the same size and weight.
You have 2 options to Edit the line:
a) Using the Pencil icon : enables to update the packing product line by product line
b) Using the “Pack lines” button , after having selected the requested product lines (using the check boxes): enables to update the packing for several product lines at a time
Updating line by line – using pencil icon
Updating several product lines at a time – using “Pack lines”
Note that if you change the number of parcels, the system automatically computes the quantity per parcel (see “QTY P.P” column: 12 and 16 in screenshot below) and splits the quantity equally across the number of parcels on that line range .
“QTY P.P.” updated automatically – quantity split by 5 (nb of parcels)
This split might impact integer products that might result on decimal quantities per parcel (nb: this is coherent with the current use of kit product). Therefore, decimal quantities per parcel are allowed for integer (PCE) products and PPL can be processed further but a non-blocking message will be displayed for user.
“QTY” of 20 has been split in 3 boxes (form 2 to 4) resulting in non integer QtyP.P. = 6.67
This resulting message will be displayed when trying to Pack – non blocking
This message is a warning for later stage in case user try to “Return” partial range of boxes with decimal quantities from a PPL or from a Ship. In case of return, a blocking message will be displayed.
5. If one line needs to be split in several parcels, you may use the split icon to split the line as much as needed.
Split product line
Initial quantity of 80 has been split to 60 and 20
Quantity 20 has been packed on a 2d Box 2 and the other products remain in Box 1
6. The “Check integrity” button may help you to see if you did a mistake (overlapping boxes…)
7. Click on the “Pack…” button located at the bottom of the screen to initiate the packing process.
Updated Pre-packing List with items in 6 boxes “From P” =1 to “To “P=6
8. You reach the “Packing details: Volumes and Weights” where sizes and weight of the different parcels must be specified. Use the pencil icon to edit each line and specify length/width/height/weight for each parcel. Save each line after update using the floppy icon.
Packing details: Volumes and Weights”
If pack types have been defined in configuration, you may use them to facilitate the process. Note that if your user has the requested rights, you may also define them at this stage. Behind a pack type, you find sizes (length/width/height). None of this field is mandatory but it is recommended to fill them whenever possible.
Note that if in the previous step, items have been distributed evenly in several boxes (e.g. from P1 to P5 in the example above) all these boxes will have the same sizes and weight.
Please also note that the “Save as draft” button will enable you to save this information in case you need to complete it later before processing.
9. Once all lines have been updated, click on the “Process” button. This will open the next document from the flow – Draft Shipment
Shipment
Updated PPL
The PPL is now updated and turns to the state “Closed“. Splits done at step 1 of the PPL process, parcel distribution, total volume and total weight appear on the PPL but parcels detailed information (sizes and weights) indicated at step 2 are not visible here.
UniField jumps to the “Shipment” screen in order to allow you to process the next step, the shipment of the packed items to the customer.
If a “Draft” Shipment for the involved customer is available, the PPL is added on it (as it is the case in the above example). Otherwise, a new Shipment is created by the system.
Note that if you need to put a same product/batch in boxes with different sizes and/or weight, the split option should be used at step 1 when processing the PPL ( as detailed previously).
It is also possible to merge different products/batches in a same box (even if they are on lines in the PPL) by encoding them in the same box (“From P.” “To P.”). However, it can be tricky and you need to be very careful not to make the number of the boxes to overlap. Hence, the parcels numbers should be in sequential order from top product line to bottom product line. As already said, the “CheckIntegrity” button can help you with this.
Picking Tickets can be exported to PDF and printed. As picking is actually done using sub PICKS, most of the time sub PICKS are printed to instruct the storekeeper what he/she should pick, but main PICKS are not often printed.
The storekeeper will need a printed document with all products and quantities (including any product specifics such as batch numbers and/or expiry dates to pick) that s/he has to pick, marking whether or not s/he can pick them as requested or if changes need to be made (more/less quantities and according to the full packaging units, stock shortages,…).
Go to:Warehouse / Warehouse Management / Deliveries / Picking
Tick the checkbox located in front of the Picking Ticket that you wish to print
In the action menu, select the option “Picking Ticket”
Exporting a Picking Ticket to PDF
3. A PDF version of the Picking Ticket is open. You may save, print or send it as needed.
Picking Ticket exported in PDF
Note that the option “PickingTicket” is also available from the action menu within the Picking Ticket (if you open it).
If an FO (or FO-line) is sourced from stock, the system creates a (main) Picking Ticket as by default the system considers that the full shipment process (and not the simple out) will be used to deliver the goods to the customer. This (main) Picking Ticket has the state “Draft“. If all products are available in stock, the (main) Picking Ticket is “Available” and all its lines are in the state “Available“.
If the PICK (or OUT) has been created from a “Regular” type FO, the “Reason type” will be “Deliver Partner”. A PICK (or OUT) will have the Reason type “Donation before Expiry” if it has been created from “Donation before Expiry” FO. A PICK (or OUT) will have Reason type “Standard Donation” if it has been created from “Standard Donation” FO, and a PICK (or OUT) will have the Reason Type “Loan” if it has been created from “Loan” FO.
If the picking has been created from a IR, (See below how to convert OUT to PICK), the “Reason type” will be “Deliver Unit”
Go to:Warehouse / Warehouse Management / Deliveries / Picking
Locate the relevant (main) Picking Ticket for the picking you are about to process. You may use the filters to help you. The “Origin” filter can be useful as it helps finding a Picking Ticket from the FO reference. The state of the (main) Picking Ticket should be “Draft“.
Click on the line corresponding to the (main) Picking Ticket you want to process.
Selecting the main PICK created by the system
Main PICK created by the system
3. In the above example, note that the system selected a BN/ED to pick. This was done according to a FEFO logic. Note that the source location was set to “MED” according to the sourcing done (detail of the Destination location can be seen by opening the line – this destination is always Packing). Finally, note that the line has the state “Available“.
4. When lines are “Available” “QTY”= “QTY TO PROCESS” and BN/ED are automatically filled otherwise (i.e: not available) the QTY TO PROCESS = 0 and BN/ED are blank.
Edition of BN/ED can only be done on Not Available lines using the pencil icon or the Notepad icon (note that this latest icon is only displayed for Not Available lines).
The Search Batch Number popup screen will by default display the Real /Available (depending on filter) batches with quantity > 0 for the selected location only.
However, edition of “QTY TO PROCESS” is possible for both states using the pencil icon .
5. The “split” icon enables to split the lines if necessary (for instance if user wants to select specific batch number per quantity)
6. “Sourcelocation” can be changed by another Internal location by clicking on the “Change sources” button (at the bottom of the screen – after selecting/checking the requested lines). “Source location” can only be edited for Not available lines. Also, changing source location will not recheck the availability of a line.
Please note that Destination location is never editable.
7. Click on the “Check Availability” button to check that you have sufficient quantities in your stock. The “State” column of each product line should be updated to display if the products are “Available” or “Not Available“. Proceed if all products are listed as “Available“. A sub Picking Ticket will be created with all available products. Remember “Available” means actual quantity in stock (real stock), excluding any in pipeline (virtual stock) or stock already earmarked for a different delivery.
Please note: when checking availability, the system will automatically select the BN/ED using a FEFO logic (First Expired First Out) and will also split the lines accordingly depending on quantity available for each batch. If expired batches are available in the source location, and there are no other unexpired batches available, the system will display the line as “Not Available” (the user will have to select manually the expired product if necessary). This process also works for INT and OUT documents.
Also note that the “Check Availability” button will check the Availability of selected on screen BN/ED (in case you changed the FEFO default selected BN/ED).
8. The default filter on the main PICK will only display “Unprocessed lines” (i.e.: Displays lines in status Not Available or Available with qty greater than 0).
9. The “Copy all” button will copy the available “QTY” for all Available lines into “QTY TO PROCESS” (based on BN/ED displayed).
The “Clear all” button will set all “QTY TO PROCESS” to 0.
Finally, the “Reset” button will reset the Picking List as it was originally. All splits are re-merged, BN allocation is rechecked (i.e cancels availability + checks availability + copy all is done)
10. Click on the “Create Picking” button (with the blue cross) at the bottom of the screen.
11. A sub PICK has been created by the system and is ready to be processed/validated. UniField opens the sub PICK created. Note that main PICKs have references which look like PICK/00003 while sub PICKs have references which look like PICK/00003-01.At this stage, you may wish to print the Picking Ticket via the “Picking Ticket” option available in the action menu. This printed document may be given to the storekeeper who will use it to pick the items in the warehouse and note on the printed document that has been actually picked (quantity, BN, ED,…).
Sub PICK has been created
Sub PICK in PDF
In the above example, we can see that DINJAMIK5A- is in stock (stock level = 150 pces in the MED location) and that the system advises us to pick 100 from the batch BN10 expiring on the 21/Dec/2020 for which we have a stock level of 100 pces in the MED location and 10 from BNW for which we have a Stock of 50 expiring in 31/Oct/2022. As a consequence, after picking the quantity of 110 pces from these batches we should remain with a total quantity of 40 pce of BNW (no more stock for BN10).
12. If the suggested quantities and batches have been picked, you may simply click on “Validate picking“. If different quantities/batches have been picked, click on the pencil located at the left of the lines and update the “QTY TO PICK” or “Batch number“/ “Expiry date” fields accordingly (by making the line Not Available first). This may happen if the storekeeper could not pick the full quantity or if another batch has been chosen. Save the updated lines.
You will notice that this sub-PICK screen is the same as the PICK screen; the 3 main visible differences are the “QTY TO PICK” field (replacing the “QTY TO PROCESS”) ; the default filter is “Show all lines” (instead of “Show unprocessed lines”) and the absence of “Convert to simple Out” button which is only available for Main PICK.
Other than these differences all the above-mentioned functions/button (pencil, copy all, reset all…) used in the main PICK can equally be used for the sub-PICK. Meaning that it is still possible to edit the BN/ED/SRC Location. Please note that as for the PICK you will have to make the product lines Not Available in order to edit the lines.
13. Click on the “Validate Picking” button (with the green arrow) to actually register the picked quantities/batches.
Sub PICK has been saved and Pre-Packing List created – Full Flow
The corresponding Pre-Packing List is created (if the sub PICK which was just validated has reference PICK/000XY-AB, the Pre-Packing List created will have the reference PPL/000XY-AB).
The system brings you to the “Pre-Packing List” screen which is the next step of the process (i.e. after picking the goods from the shelves, you should pack them in a box before to ship them to the customer).
However, if you chose the “Quick flow” by clicking the “Escalator” button at the bottom of the PICK/ sub-PICK screen the next created document after Validating the sub-PICK will be the Shipment list (with a “Packing details” pop up screen in between).
Main PICK – Full Flow
Main PICK –Quick flow
Sub-PICK –Quick flow
Packing details Pop up after clicking on “Validate Picking” – Quick flow
PPL added to an Existing SHIP ( after clicking on “Process”) – Quick flow
In both cases, “Full flow” or “Quick flow”, the sub PICK is “Closed”.
The main PICK stays “Draft” to allow return of goods if needed. Note that the main PICK is now “Processed”.
Main PICK and sub PICK after full picking of the goods
In some cases, for example if there is a physical stock present but the system stock level shows 0, you may choose to force availability. To force the availability of a product, click on the green arrow next to the state of the line or the button at bottom of the PICK. This action will turn the state to “Available”.
This is only a short-term solution which should be used with caution and only according to OC procedures. In the long run, if the physical quantity of a product does not match the quantity displayed in the system, a physical inventory should be performed as soon as possible to correct this.
Forcing the availability on a Picking Ticket
Note that for products which are not BN managed, forcing the availability will allow you to register the picking ticket (but stock level in the system may become negative).
For BN managed products, forcing the availability will not allow you to register the picking as you will be blocked at a further step, when you will have to select the batch.
Forcing the availability on a BN managed product
To summarize the picking process, we may say that main PICKs are actually not processed. Actual picking is always registered on the sub PICKs.
P. HOW TO RECEIVE A KIT AND CREATE A KIT COMPOSITION LIST
The reception of a kit doesn’t differ from the reception of a simple product. However, after reception of a kit, UniField offers the possibility to create a Kit Composition List from the closed Incoming Shipment by clicking on this icon . This opens a blank Kit Composition List which should be filled with the kit components.
Go to:Warehouse / Warehouse Management / Incoming Shipments
Open the Incoming Shipment you wish to receive (it should a product whose sub type is Kit/Module in its PMD sheet).
Click on the “Process” button.
If appropriate split the lines, change quantities and enter or create any relevant batch number or expiry date for your kit(s).
Click on the “Process” button at the bottom of the screen to validate the reception of the Incoming Shipment.
Kit reception
Note that if a kit needs traceability (i.e. it contains perishable items) then it should be indicated in its PMD sheet that this kit must be followed by BN/ED (see Products chapter). And this will obviously have consequences during reception as BN/ED will be mandatory in this case.
5. Open the Incoming Shipment which is now in state “Closed“. On the received lines involving kits, you see the icon . Click on this icon to add a Kit Composition List.
Create a Kit Composition List from a closed IN
6. The screen “Kit Composition List” opens on a new tab of your web browser to allow you to create the Kit Composition List.
“Kit Composition List” Screen
7. If a Theoretical Kit Composition List already exists for this kit in the system, search for it by clicking on the magnifying glass on the right of the “Version” field and select the appropriate version.
Selecting the Theoretical Kit Composition List (version)
8. Back on the “Kit Composition List” screen, enter the kit production reference from the supplier in the “Reference” field and click on the “Load items from Version” button. Confirm the load of this version with a click on “OK“.
Loading a Theoretical Kit Composition List
Confirm the Loading of the Theoretical Kit Composition List
Note that if a product (kit) is defined as BN&ED mandatory in its PMD sheet, a BN&ED will be required upon reception and will be used to populate the field “Reference” and “Expiry Date” in the above screen when the Kit Composition List will be created from the closed IN.
If any component in a kit needs to be managed by Batch Number/Expiry Date, these fields will be mandatory in the KCL for the kit.
9 .The Theoretical Kit Composition List has been loaded. You may now complete it with information such has batch number, expiry date,… or update it according to what you have actually receive. Once the list matches with what you received, click on the “Mark as Completed” button.
Theoretical Kit Composition List loaded
Kit Composition List in state “Completed“
The Kit Composition List must be in “Completed” Status in order to de-Kit or Substitute items.
Note that when creating the Kit Composition List, other methods than using a Theoretical Kit Composition can be used.
You may add products by file import via a click on the “add attachment” button.
You may add products manually via a click on the “New” button.
Alternative ways to enter items in a Kit Composition List
In short, a Kit Composition List displays what is in the kit while a Theoretical Kit Composition List displays what should be in the kit.
It is also possible to create a Kit Composition List from scratch. Please check LU-SU2105 Kits/Modules in the Products chapter.
During the reception process, the kit product information should be entered in the same way as for non-kit (single item) products (see previous sections for this). However, it may be useful to have a view of the components of a kit, and if appropriate (and deemed necessary according to OC procedures) a record of the expiry dates, batch numbers,… of each product/component contained in the kit. In order to do this, the kit should be received in the appropriate way, and then the Kit Composition List can be created as the final step.
It is advisable when receiving a kit to create an import file for the Kit Composition List especially when the kit has a lot of components. This will facilitate the Kit Composition List creation.
It is also advisable to create as many Kit Composition Lists as the quantity of kits received so that each kit has a unique reference/batch number. For instance, create 10 Kit Composition Lists if 10 First Aid Kits are received.
All Kit Composition Lists will require a “Reference“, which is usually the kit production reference number (batch number of the kit). If the kit is a BN mandatory product, a batch number must already be entered upon reception and will be used as reference when creating the Kit Composition List. If this was not already created at the reception stage (because the kit product is not batch managed), you will need to enter this at the Kit Composition List stage.
If a kit contains products with expiry dates, you may want to ensure that the overall kit reflects the expiry date of the product which will first expire. To do this:
Go to:Products / Kit Management / Composition List / Kit Composition List
Open the Kit Composition List you wish to modify (in edit mode).
Click on the “Modify Expiry Date” button.
In the “Modify Expiry Date” window, click on the “Compute Date from Kit Components” button. The “New Date” field is auto-populated.
Click on “OK” to actually update the ED of the kit and return to the Kit Composition List screen.
Click on the “Save” button to register the Kit Composition List with the updated ED.
Updating the Expiry Date of a Kit Composition List
Computing the ED date for the kit from the ED of its components
Confirming the ED for the kit
Saving the updated kit
Note that on the “Modify Expiry Date” window, a date can also be entered manually if needed.
G. How to import Vertical Integration files on Incoming Shipments
Most of the times, POs sent to ESCs are large POs which may include several hundreds of lines. As a consequence, INs created by the confirmation of these POs will also be large. In the Procurement chapter, you will find how Purchase Orders can be updated using VI files. The objective of this section is to explain how VI files generated by ESCs can be imported on Incoming Shipments to facilitate their processing. Note that OCs are using VI in different ways according to the ESC they work with. Please refer to the specific OC/ESC documentation to understand how VI files should be used in your section.
The general objective of vertical integration on INs is to decrease the amount of work needed in encoding and limit possibilities of errors when freights are received from ESCs. This is done by allowing importing files on “Available” INs. Files which should be imported on INs are actually the electronic packing lists (freights) provided by the ESCs. These files will include, on top of the shipped products and quantities, information on BN and ED of the shipped products if relevant.
Further development of this feature now enables the user to import as well packing information from the ESC supplier e- Packing list. At the same time as product reception, PICK and PACK process can be automatically processed as well. Note that this functionality has mainly been developed to ease the reception process at Coordination before sending the ESC goods to the projects.
Note that vertical integrations have been developed to enable exchange of information with ESCs but could also be used to exchange information with other suppliers as long as the developed solution can be used as such.
Go to:Warehouse > Warehouse Management > Incoming Shipments
Select an Incoming Shipment you wish to update and/or process. The partner of this IN should be an ESC and the IN should be in state “Available“.
Note that on the main IN screen, the “Export file” button together with the “Type of file” drop-down list allows you to generate a file with the current content of the IN in the format used for VI (Excel or XML).
Export file button and Type of file drop-down list on an Incoming Shipment
Export file format
2. Make sure you have the e-packing list corresponding to this IN which has been provided by your ESC.
3. Click on the “Process” button located at the bottom of the main IN screen.
4. On the “Products to Process” screen, you will have 2 options for import:
click on “Import IN” if you want to only receive the goods.
click on “Import IN, process IN & pick and pack” ( this button will only be displayed for IN sourced from FO) if you want to process the e-packing list till Draft Shipment (IN; PICK and PACK document will be Closed straight after import)
Please note that for both options, the import file is the same, the only thing that will differ is the amount of information you provide in the file. The Packing information will have to be filled in your import file if you chose to “Import IN, process IN…” whereas it could be left empty if you chose the other option.
The system opens the Incoming shipment simulation screen.
Importing an e-packing list on an Incoming Shipment
Incoming shipment simulation screen before import (same for both options)
5. In the “Type of file” field, select the type of file used by your ESC. Two formats are possible: Excel file (which is actually an XML format readable under Excel) or XML file (which is a pure XML format).
6. Click on the “add attachment” button.
7. Click “Browse“.
8. Select on the computer the VI file you wish to import on the IN. Remember that if you clicked on “Import IN, process IN & pick and pack” you will have to fill the information regarding the packing. These information are: “ Qty of parcels”, “from parcel”, “to parcel”, “weight” “Parcel ID“. These information will have to respect the same rules as the one from the PPL screen (LU-SU-4103 Packing). Note that several PPL per IN can be created by copying the orange and grey header columns for packing list (see below). Also the “Packing list” field can be filled with the information from the ESC.
Import file filled to process IN, Pick and Pack – fill the packing information
Product import file only – no need to fill in Packing information
9. Click “Open“.
10. Click on the “Simulate” button.
Incoming shipment simulation screen after import (Incoming shipment tab)
Incoming shipment simulation screen after import of “Import IN, process IN &pick and pack” (Details tab)
Incoming shipment simulation screen after import (Information tab)
The simulation screen shows the progress of the import in the “Percent completed” bar. Note that importing a file can last quite a long time if the e-packing list contains many lines.
The “State” field shows the state of the import.
On the “Incoming shipment” tab, you see on the left the current content of the IN header and on the right how the IN header will be updated if you confirm the importation with a click on “Import“. Updated/ imported header information such as “Freight”, “Transport mode”, “Notes” and “Messages ESC header” will be displayed here.
The “Details” tab show how lines will be updated if you confirm the import. (please check the above screen shot)The column CHG of the “Details tab” includes explanation on what is going to happen if you confirm the import.
“Ign.” means that the line is not included in the import file. As a consequence, this line is not processed and will ends-up in back order.
“Split” means that a line has been exploded in several parts, usually because different BN or ED are sent for a same product (but it could also be for other reasons such as different prices for a same product, a same product present on several packing lists from ESC,…)
Note that no new line can be added on the e-packing list. All items received through VI should have been confirmed on the PO. The “Ext.reference” field present in the XML file does not allow to add an extra line but only to receive a line which was added on the PO before its confirmation.
The “Information” tab shows additional information such as the number of updated lines and will give more information on the Packing import options (see screenshot above)
An “Error” tab could appear after simulation if the system detects problems in the e-packing list.
*** System will check the availability for all types of VI IN import, for example, In case of Incoming shipment for a destination location “Crossdocking”, and the user “Forced” one of the products as “Available” in an unrelated “OUT” from the same location “Crossdocking”, the import could not be processed. system will check at IN import (if IN>P/P/S) that products do not have a negative available stock in CD location, and if so, the import will be blocked and product code / qty displayed in warning message.
11.Divided to section a) and b):
a) If you agree with the changes proposed by the simulation screen, click on the “Import” button if you used “Import IN” option or on “Import, pick & pack” if you chose the “Import IN, process IN & pick and pack” option.
b) If you don’t want to validate the simulation yet or if you cannot because it is a blocking error (for instance you cannot use the “Import, pick & pack” in case the related PICK document has been converted to an OUT – you will get a clear message) , you can either go back to the IN main screen with no change and click on “Return to IN” button OR you might need more time to analyze the import file and changes and then you have the option to export the results of the simulation via Excel by clicking on “Print report”.
IN VI Simulation – Print report
Please note that all the differences between the IN main screen and the import file are highlighted in red (see above).
Note where import file contains a value in “Freight” field, this will be imported in to the “Ship Reference” on the screen of Incoming shipment.
12. Divided to section a) and b):
a) Following “Import IN, process IN & pick and pack” a Draft Ship will be created while Pick, sub-PICK and PPL document will be automatically created and Closed. Please note that there will be as many sub-Pick and PPL as they were Packing list on the import file ( on the screen below you can see the information form the imported file.
Note that you are directly directed to that screen only in case all lines have been processed, otherwise you will be redirected to the Back Order IN and you will have to check the creation of the SHIP document under Warehouse > Warehouse management> Deliveries> Shipment.
Draft Ship created after “Import IN, process IN & pick and pack”
NB:please note that in case there is a related synchronised IN at project it will be updated to “Available shipped” and all packing information will be displayed on the IN along with Qty and BN/ED (these data can be filtered if necessary). However, packing information will not be editable on this IN.
Available Shipped IN at project after synchronization
Available shipped IN process screen created at project – All packing info have been updated
b) Following “Import IN”, the system brings you back to the “Products to Process” screen where the data have been imported from the VI file. Note that you still have the possibility to do manual modifications on this screen.
“Products to Process” screen after import
13. If you agree with the changes done, click on “Process” to actually register the reception. You may also click on “Save as draft” to save the IN with the updates but without processing it. You may also click on “Cancel” if you want to discard the updates.
14. Observe what is done by the system (the received line has been registered on a new “Closed” IN while the 99 lines in back-order stay on the original “Available” IN).
Incoming Shipment after partial reception done through VI file
New Incoming Shipment created, processed and closed to receive the partial reception
Internal Move created, processed and closed to send the goods to the requesting location
Note that usually, if a freight is sent by an ESC, this freight will include the content of several POs. As each PO will correspond to one Incoming Shipment, several INs will be concerned by each freight. This is the reason why, for each freight, you will find several e-packing lists (several XML files). Each e-packing list will have to be imported on the corresponding IN, following the steps described above. In the “Notes” tab, the imported file name is registered. This will help user track the imported files per IN.
In case of partial shipments, this tab “Notes” will be blank for the back order INs without direct VI import.
Note that in addition to the Excel format import file, the system offers the option to use another bit more technical format, XML (this format can suit better your ESC system – see with your OC).
Example of file which can be imported on an IN (Pure XML format)
Please note that depending on your OC ESC’s development, automatic import of INs can be done via VI with UF. You need to refer to your OCs referent in order to get more information on this.
However, note that this automatic import introduces a new status: “Available updated”. This status means that after import the IN is not processed automatically and still need to be processed manually but information such as BN, ED, Qty, Cost, Packing list, Supplier packing list, Parcels “From P” “TO P”, Volume and Weight have been updated (only BN, ED and Qty can still be edited after import). Please note that new confirmed lines cannot be added to INs with this status.
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(which when you hover over it says “Validate”) on the right side of the screen on the appropriate line. Another option is to click on the “Validate” button from within the Shipment (nb: this process has been detailed above at the end of section B).
: enables to update the packing product line by product line
to split the line as much as needed.
located at the bottom of the screen to initiate the packing process.
option should be used at step 1 when processing the PPL ( as detailed previously).
or the Notepad icon 
(note that this latest icon is only displayed for Not Available lines).
.
enables to split the lines if necessary (for instance if user wants to select specific batch number per quantity)
(at the bottom of the screen – after selecting/checking the requested lines). “Source location” can only be edited for Not available lines. Also, changing source location will not recheck the availability of a line.
to check that you have sufficient quantities in your stock. The “State” column of each product line should be updated to display if the products are “Available” or “Not Available“. Proceed if all products are listed as “Available“. A sub Picking Ticket will be created with all available products. Remember “Available” means actual quantity in stock (real stock), excluding any in pipeline (virtual stock) or stock already earmarked for a different delivery.
will copy the available “QTY” for all Available lines into “QTY TO PROCESS” (based on BN/ED displayed).
will set all “QTY TO PROCESS” to 0.
will reset the Picking List as it was originally. All splits are re-merged, BN allocation is rechecked (i.e cancels availability + checks availability + copy all is done)
at the bottom of the PICK/ sub-PICK screen the next created document after Validating the sub-PICK will be the Shipment list (with a “Packing details” pop up screen in between).
at bottom of the PICK. This action will turn the state to “Available”.
. This opens a blank Kit Composition List which should be filled with the kit components.
. Click on this icon to add a Kit Composition List.
