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Quantum VS Help: Sales Desk |
Once the Sales Order has been Completed, the following needs to take place for the Forward Order line to progress through Picking, Despatch and Invoicing:
stock must be allocated to the line; and
a Picking Note must be generated for the line.
The stage at which this happens will depend on:
the current date;
the line's Required and Allocation dates, entered when adding the Forward Order line; and
stock availability.
Note that:
The value in the Allocate Prior To Required Days field (Price Book General: Selling tab) may be used to specify a default Allocation Date which is a certain number of days ahead of the Required Date. The Forward Order Stock Allocation process is used to allocate (i.e. release) stock - if available - to 'Forward' Sales Order lines based on their Allocation Date.
The value in the Process Days Prior To Required Date field (Price Book General: Selling tab) may be used to suppress a Sales Order line from Picking/Despatch for a certain number of days ahead of its Required Date. If so, the Forward Order Document Release process is used to release these lines to Picking/Despatch, enabling them to proceed through the Sales Order Processing cycle.
This will happen on Sales Order Completion - see below - if the Forward Order line's Required and Allocation dates are the same as the current date, the 'Process Days Prior To Required' parameter is zero, and stock is available.
More typically for a Forward Order line, however, the Allocation and/or Required date will be in the future. Therefore one or both of the following Processes will need to be run at a later date:
Forward Order Stock Allocation - to allocate stock to Forward Order lines; and/or
Forward Order Document Release - to generate a Picking/Despatch Note.
To summarise: the User will need to do one, two or all three of the following to allocate stock and release Forward Order lines to Picking/Despatch:
(2) Run the Forward Order Stock Allocation process.
(3) Run the Forward Order Document Release process.
Note: See the additional examples for further clarification.
Once stock has been allocated and a Picking Note generated, the Picking Note will display in the Sales Order's Tracking tab and the order/line will progress through the Picking, Despatch and Invoicing cycle as normal. For further details see Order Progress After Stock Allocation And Picking Note Generation.
Will stock be allocated to the Forward Order line when the Sales Order is Completed?
If - on the date of Sales Order Completion - the Forward Order line's Allocation Date:
equals the 'current date' (i.e. is 'today') - and Allocate Prior To Required Days is set to 0 - the stock is allocated/force released to the Forward Order line when the Sales Order is Completed (if stock is available - see note below).
does not equal the 'current date' (i.e. is in the future): you will need to run the Forward Order Stock Allocation Process on a later date to allocate stock to the Forward Order line.
Stock allocation will only take place if there is sufficient free stock available to fulfil the order, or if stock checking is not performed (i.e. option A - no stock checks are performed - is selected in the Stock Level Flag field of the Selling tab of the Price Book Flags control record).
Otherwise, the goods must be back ordered, back-to-back ordered or force allocated (see Insufficient Stock And Back Orders); or you may raise an IBT to request stock from another Branch (see Inter Branch Transfers). If the stock is all back ordered a Picking Note will not be created automatically.
Will a Picking Note be generated for the Forward Order line when the Sales Order is Completed?
This depends on:
the Forward Order line's Required Date; and
the Process Days Prior To Required Date value.
Providing stock is available - see Stock Allocation And Stock Availability above - a Picking Note is generated for the Forward Order line on Sales Order Completion if:
the Process Days Prior To Required Date value is 0, or
the Process Days Prior To Required Date value is not 0, but the current date is within range of the line's Required Date.
See Using The 'Process Days Prior To Required Date' Value To Suppress Picking/Despatch Note Print below.
If stock has been allocated and a Picking Note generated - which will display in the Sales Order's Tracking tab - the order/line may progress through the Picking, Despatch and Invoicing cycle: see Order Progress After Stock Allocation And Picking Note Generation.
Otherwise, the User will need to run one or both of the following Processes:
If stock was not allocated on Sales Order Completion, the User must run the Forward Order Stock Allocation process. This releases stock to any Forward Order line for which the Allocation Date has been reached - provided stock is available (see Stock Allocation And Stock Availability above).
Note: You may also use the Forward Order Stock Allocation process to produce a report of Forward Order lines for which stock can be released and/or list 'stock exceptions'; i.e. Forward Order lines which cannot be satisfied by current stock levels.
Will stock be allocated to the Forward Order line when the Forward Order Stock Allocation Process is run?
If - on the date of running the Forward Order Stock Allocation Process - the Forward Order line's Allocation Date:
equals the 'current date' (i.e. is 'today'): stock is allocated to the line by running the Process.
does not equal the 'current date' (i.e. is in the future) but is within the Allocate Prior To Required Days value: stock is allocated to the line by running the Process.
does not equal the 'current date' (i.e. is in the future) and is not within the Allocate Prior To Required Days value: you will need to run the Forward Order Stock Allocation Process on a later date to allocate stock to the Forward Order line.
Note: Stock cannot be allocated to a Forward Order line on a date earlier than its Allocation Date. However, the User may - User Permissions permitting - change the line into a Normal line, which - stock levels permitting - will allocate stock to the line and allow it to progress to the Picking/Despatch stage. See Changing Forward Order Lines Into Normal Lines.
Once stock has been allocated to a Forward Order line, its Allocated quantity is updated and the Allocation Date is no longer displayed. You may use the 'Stock View' lines view to check the line's Quantity (ordered) and the quantity Allocated, Picked, Despatched, Invoiced and Back Ordered.
Will a Picking Note be generated for the Forward Order line if stock was allocated by running the Forward Order Stock Allocation Process?
This depends on:
the Forward Order line's Required Date; and
the Process Days Prior To Required Date value.
Providing stock is available - see Stock Allocation And Stock Availability above - a Picking Note is generated for the Forward Order line if stock was allocated by running the Forward Order Stock Allocation Process if:
the Process Days Prior To Required Date value is 0, or
the Process Days Prior To Required Date value is not 0, but the current date is within range of the line's Required Date.
See Using The 'Process Days Prior To Required Date' Value To Suppress Picking/Despatch Note Print below.
If stock has been allocated and a Picking Note generated - which will display in the Sales Order's Tracking tab - the order/line may progress through the Picking, Despatch and Invoicing cycle: see Order Progress After Stock Allocation And Picking Note Generation.
If stock has been allocated but a Picking Note was not generated - for reasons listed above - the User will need to run an additional Process - Forward Order Document Release:
If a Picking Note was not created automatically for the Forward Order line when the Sales Order was Completed or when the Forward Order Stock Allocation Process was run, the User will need to run the Forward Order Document Release Process once the line's Required Date is within range of the Process Days Prior To Required Date value.
For further details see Forward Order Document Release.
This generates a Picking Note for all Forward Order lines with a Required Date within the Process Days Prior To Required Date parameter, meaning stock can be picked in the warehouse ahead of the Required Date. Once the Picking Note has been created, the order/line may progress through the Picking, Despatch and Invoicing cycle: see Order Progress After Stock Allocation And Picking Note Generation.
In warehouse-type environments it may be desirable to enter a value in the Process Days Prior To Required Date field, in the Selling tab of the Price Book General control record. This value represents a number of days ahead of a Sales Order or Forward Order line's Required Date it is possible to generate a Picking Note (and potentially also a Despatch Note, depending on a User's 'Order Flags' settings in their User record).
Its purpose is to suppress the printing of Picking/Despatch Notes for a certain number of days after stock has been allocated, allowing time for the picking (and potentially despatch) of goods ahead of their required delivery date.
For example, if the Process Days Prior To Required Date value is 2, then - once stock has been allocated - the Forward Order Document Release Process can be run to generate Picking/Despatch-related paperwork for any Forward Order line with a Required Date up to two days ahead.
The Process Days Prior To Required Date field may be used in conjunction with the Forward Order Document Release Process to suppress from - then release the line/order to - Picking/Despatch for Sales Orders with 'Normal' lines, and not just Forward Order lines.
Once stock has been allocated and a Picking Note generated, the order/line will progress through the Picking, Despatch and Invoicing cycle.
How far an order/line progresses through Picking and Despatch once a Picking Note has been generated depends on the User's 'Order Flags' settings in their User record (Quantum User Fields tab).
For example, in a Fast Track Ordering environment the User's Collect Now and Delivered Order Flags will be enabled, so that - once a Picking Note has been generated - Picking Notes and Despatch Notes are printed and confirmed automatically for Collected and Delivered Sales Orders, 'fast-tracking' the order through the Sales Order Processing cycle.
Alternatively, some or all of these flags will not be checked, meaning that - after the Picking Note has been generated - the User has to manually print and/or Confirm Picking Notes and/or Despatch Notes for Collected and/or Delivered Sales Orders. For further details see The Picking, Delivery Assembly, Despatch And Invoicing Cycle.
When one or more Forward Order lines on a Sales Order have been released for Picking/Despatch (i.e. stock has been allocated), each Picking Note and Despatch Note which relates to those Forward Order lines are listed in the Sales Order's Tracking tab after Sales Order Completion.
As with standard Sales Orders, you may track the progress of the Sales Order and its various lines by selecting its Tracking tab and clicking the available hyperlinks to open documents which relate to the Sales Order. For further details see Sales Orders: Tracking Progress After Completion.
A Forward Order line can be invoiced once it has been delivered and all Despatch Notes have been Confirmed. See Working With Sales Invoices.
NEXT: Examples: Forward Order Lines, Stock Allocation And Picking/Despatch