Purpose
This procedure is used to generate Picking Dockets for outstanding Customer & Stock Transfer Back Orders that are waiting to be picked by using Purchasing Shipment Receipt details as a means for the system to target the items being processed. Typically, this procedure would be used after receipting a large shipment or shipments. This function will only look to generate picking dockets for back orders for the products being receipted on the shipments listed.
Apart from allowing you to target particular Back Orders for picking and delivery, using this method can have other logistical benefits. For instance, if a Shipment of product arrives as a container full of a particular set of products that customers have been waiting for, picking based on the list of items arriving means you could potentially pick the stock from the container or from the receiving dock and pack and despatch the items without the need to put them into shelf stock or picking locations first. You would then only need to put away any remaining stock once the picking has been completed – saving time and resources.
This function will create new Sale Order items from the back orders items that meet the criteria, allocate available stock to the order items, select the picking bin(s) needed to fill the order requirements, produce a Picking Docket and update the order status to ‘On Pick’ for each back order selected.
Data Input
Step 1 – Select Run
Order Run Processing
Default ‘picking runs’ can be established to allow orders to be processed based on previously entered parameters. This allows users to create saved filters for a variety of picking approaches which can then be reused as the need arises. Having each approach to picking stored for later use provides convenience and cuts down on data entry and mistakes.
Options
New Run Selections
Choose this if you want to create a new run with new parameters
Default Run Selections
When you save run parameters, you have the option to set one run as a default. This run should have the parameters that you use most often. Choose this if you want to use the parameters specified in your default run.
Load Previously Saved Run Selections
If you want to use parameters from a previously saved run, choose this option. A list of available runs is shown and you may select the run that you want to use.
Save this run’s selection
Choose this if you would like to save the parameters you are going to use on the current run for re-use later. With this option selected, you are required to give the run a ‘code’ and a descriptive name. You have an option to set the run as the default run.
Add orders to a previously generated run
When you do a picking run it is allocated a ‘run number’. You may find that after you have created a picking run that some more orders have come in that need to be included. Using this option you can select the previously generated run number, and add more orders under the same run number.
The benefit of consolidating orders for picking under a ‘run number’ is that you can use the run number as a filter in other processes, like Reset Picking Dockets for example, and easily pick up all orders in a run. You may also produce a consolidated pick list for easier, more efficient picking.
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Step 2 – Issuing Location
Issuing Location
Enter the location stock is to be allocated from. Only back orders with a corresponding location code on them are selected for this processing run. You must enter an Issuing Location.
Back Orders over this Amount
This is an optional selection criteria. If you enter a value here, only back orders with a total back order value exceeding the entered threshold are selected. This allows you to give priority to higher value back orders when allocating stock. It can also be used as a way of preventing the selection of small value back orders from picking. Leave this amount as zero to disregard this as a selection criteria.
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Step 3 – Shipments
Enter the shipments to use to select the back orders to be picked. You must enter at least one shipment in order to proceed. The shipment can either be a Current or Completed shipment so you must select which type of shipment it is before entering the shipment reference.
Shipment Number
Enter an existing shipment number. The following conditions must be met before the shipment is accepted:
- The shipment location must match the entered ‘Issuing Location’ for the picking docket run
- The shipment cannot be a ‘Return’ shipment i.e. must be an incoming shipment
- The shipment status cannot be ‘Cancelled’
- The shipment must be have been ‘Received’ i.e. cannot be a ‘New’ or ‘In-Transit’ shipment
- The shipment must not already have been used to fill Back Orders previously
- Duplicate shipment numbers are not allowed to be entered in the list
When a valid shipment number is selected, the supplier, shipment identification and vessel are shown for verification. Upon entering a valid shipment number use Add so that it appears on the list to be used.
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Step 4 – Selected Items
Based on the products received on the shipments you have nominated, the system will select from the outstanding back orders. It will then apply the other user entered and mandatory system criteria. The back order items selected for Pick Docket Processing are then presented in a list for further refinement. All the selected back orders are ‘ticked’ for inclusion in the picking docket run as a default. Simply un-tick any back orders that you would like to be omitted from picking docket processing before submitting the list.
Note: The ‘Quantity Required’ column shows the total of Back Orders for the product. The ‘Quantity Available’ column shows the total quantity available at the selected issuing location and the ‘Quantity Short’ column shows you any shortfall for that item.
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Finish & Options
At the Finish step you are shown how many items are about to be processed for picking. Click submit to create picking dockets for the selected back orders. The back orders selected are sorted by required date. For the products selected, the back orders are filled in this required date order. The back order is deleted and a sales order created. Any orders created are credit checked before being allowed to be processed for picking.
Available stock is allocated to each back order item until it runs out, at which point the remaining quantities are left on back order. In Inventory, the ‘Back Order’ quantity is reduced by the quantity being delivered and the ‘On Pick’ quantity is increased.
Orders are updated with a ‘run number’ and their order status is set to ‘On Pick’. The quantity delivered and quantity back-ordered are set for each line item on each order. Note that the delivery and back-order quantities are calculated from data currently present in the inventory system and may be changed later if necessary via the Adjust Picking Dockets or Adjust Picking Docket Quantities functions.
If items are not added to the orders being picked in the run, it may be due to the System Options setting for “Separate Order Per Customer Order Number”. Note that there is also an override setting for the “Separate Order Per Customer Order Number” per Customer which is also checked as part of this function.
Options
Once the processing is completed, the function will display how many picking dockets are ready for printing and you are presented with several options as below:
Print Picking Dockets – use this option to print the picking dockets
Print Delivery Labels – if you print delivery labels at the same time as picking dockets, use this option to print those labels
Generate More Picking Dockets For Same Location – use this option if you want to generate another batch of picking dockets without having to enter the location again
Generate Picking Dockets For A Different Location – use this option if you want to generate another batch of picking dockets for a different issuing location
Back Orders with Credit Problems – use this option to print a report of back orders items that have stock available but where the customer has credit status issues
Orders Not Released – use this option to print a report of back orders that were on the selection list for processing but did not have a picking docket created. The main reason for back orders to be on this report would be if there was insufficient stock to fill all the items selected
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