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Useful when grouping together orders into delivery runs - picking multiple orders in a single pick then optionally labelling each box after picking.

Table of Contents

Overview

Waybills are a way of tracking all the stock that is leaving the building and every time stock is taken from the site a waybill printout will be provided.

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Cold Chain

Cold chain is required for foods tracking

• Stock may require to be stored in temperature controlled locations (Ambient, Chilled, Frozen, Controlled)
• Label printing Sequence
  
  1. Print labels by Order and Pallet Type (by SKU) grouped by pallet type within order.
  2. Print labels by Pallet Type and Order (by SKU) grouped by order within pallet type
• Label printing layouts
  
  1. Pallet Type of DRY print on the labels in black on white with a black border.
  2. Other pallet types, e.g. CHILL, print in white on black.
  3. The small 'x of y' that prints above the pallet type shows the sequence and total for the pallet type in the order.
  4. The larger 'x of y' that prints below the pallet type shows the sequence and total in the order.

Define the Pallet groupings used 

• It is important when creating pallets to send out that stock is grouped and travels to maintain cold chain

Pallets to use based on Temperature

If no pallet type is specified for a stocked Storage Requirement then these article will appear under (none) in counts and with a blank pallet type on the shipping label.

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Suffix and Instruction are to be used on delivery dockets

Waybill Showing Pallet Groupings

Counts by pallet type show on Waybill form subheader (total for waybill), order list on General tab and pick list on Picks tab.

Printing for Cold Chain

Can print all labels for all customers split into Pallet Types.

Can print all labels by customer split into Pallet Types

Cold Chain Delivery Dockets

When a customer requires separate delivery dockets for cold chain items (example delivery is to a different dock) then use the cold chain printout from the Invoice

(Click to view details)

Delivery Method

The Waybill has different fields to capture depending on the delivery method:

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• Date: is the date the vehicle will depart with the goods
• ETA is the estimated time the vehicle will arrive at the warehouse to start loading
• Zone is the predetermined normal delivery zones for a particular delivery run
  • Customers belong to a delivery zone - the list is sensitive to the Branch of the Customer
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  • Delivery zones are setup centrally
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• Vehicle is our Asset of type Truck
• Person is an Employee in the system
• Con note number is provided by the courier
• Courier is a Creditor in the system with flag of Courier - they might be a courier company or a trucking company.

Types of Waybills

Create a waybill - manually

Waybills are created by the warehouse manager manually

Enter a date and delivery method and save.

Quickpicks - Where the system creates Waybills - Rep/Employee OR Customer Pickup

Delivery by employee - created from the sales order

These waybills are normally created from the order

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Note sales reps drop in normally at a pre-arranged time during the day - you can update the expected ETA in the In/Out dashboard to make sure it is picked and ready in time

EDI - waybills are created by the EDI process

To View Existing Waybills

Create new waybills

Add orders to a waybill

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View all the Exceptions for today - Orders that are not yet on a waybill and add manually

View Unbatched Orders to add to the Waybill

Unbatched orders are not yet added to a Waybill batch and may be from the past or future

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This screen is intended to enable filling a vehicle with orders.

Add Return Authorisations to the waybill (to be picked up by the driver)

The RA documents will print as part of the manifest and will also print the RA in the invoice list.

Enter the Delivery Sequence using the Map view

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Undelivered orders, quick picks, RA's to be collected

The unbatched orders dashboard makes it easy to find orders that are suddenly about to be actioned because someone has turned up or booked transport.

Picking the Waybill - overview

You can pick multiple times.

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Sales orders can be added / removed to the waybill after picks - a new pick can then be used to pick these orders

Authorise all orders - or do it manually one by one

Authorise orders individually (Open Order - Status Menu) or Authorise all unauthorised orders

Pick all Authorised Orders - or pick one by one

Pick orders individually (right click on the order) or Pick all Authorised orders

Review the pick before picking (optional)

Pick plan

Orders in the pick

Right click on a sales order to

• Open it
• Roll it back

Rolling back an order from the pick (removing it from the pick)

Short Picks

Finding which sales orders required a particular item from a pick

Print Labels before picking or after picking

Once created you can print labels (when labelling as you pick)

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Only update the system with discrepancies to the expected pick

Finish picking

When you press the "Finished Picking" button

1. The stock is allocated to the invoices

Customer Rating and stock allocation

1. If there is not enough stock (short pick) Stock is allocated based on customer rating (lowest number first)

Stock Picked and in Floor Stock Location

Once all picks have been done - the stock will be in a floor location awaiting packing

Rolling back picking - entire Pick

Roll back any individual pick from the pick - to stock or returns bay

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• This will require a reason to be entered
• The COGS journals and Invoices will be deleted
• The Sales Orders will be rolled back to "Authorised" status
• The rollback is recorded on the Audit trail of the sales order

Can then pick again

Roll Back an individual Sales Order after picking

Changing the delivery sequence before departing

You may want to resequence the deliveries) if orders have been added over the day

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or add a delivery in between two others

Labelling as the vehicle is packed

You may label the boxes as you pack the truck in reverse order (if you are doing this) as you pack

Mark Ready to Dispatch

Mark the Waybill as "Ready to Dispatch" when you will not add any more sales orders and all picking is done.

Print the Invoices and Manifest

Then print the manifest and check the invoices / stock with the driver.

Mark as Dispatched

Find the waybill it the Shipments in/out Dashboard

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Once the vehicle has left - Mark the waybill as Dispatched

Proof of Delivery, Returns, Payments and Rollbacks

Once the driver returns - update Proof of Delivery (POD) and Payments Collected

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Rollbacks

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Rollbacks will either (1) cancel the order or (2) put the order back into plan status

Rollback - cancel order

1. A credit note is created and matched to the invoice - no money is owing on the invoice
2. The COGS journals are reversed - the stock is put back into the default pick bay
3. The order is put into CANCELLED status

Rollback - back to plan

1. A credit note is created and matched to the invoice - no money is owing on the invoice
2. The COGS journals are reversed - the stock is put back into the default pick bay
3. The order is put into PLAN status

Rollback Reasons

Rollbacks reasons after delivery attempt that cause the order to rollback and be cancelled

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All other reasons will roll back the order to plan status.

Rollback Dashboard

The Rollback Dashboard makes it easy to find orders that have been rolled back

Order Audit Trail of Rollbacks

Return Authorisations Receipts

1. When Return To of Stock is chosen on the RA Inspection form a Stock Location text filter box and drop down list are displayed.
2. The drop down list shows:
   • The default return bay, ambient or chilled as required.
   • The bays that this article has been in, with the most recent first.
   • Other bays that match the Storage Requirement of the article.
   • Other bays.
   • If text is entered as a filter then bays that match the text filter will be listed first.
3. The Stock Location initially defaults to the second bay on the list, i.e. the one after the default return bay

Create the payments and add them to the drivers batch for that day

Finalising and creating the payments adds the payments to that drivers batch for the day (or creates one if one does not exist already.

Open the Payment Batch and then do the Cash Count

Review the payment journals that were created

Perform the first count, have a second person do a second count.

First count.  If missing or extra cash then create a cash discrepancy journal.  Save first count.  Have another person do second count and enter any petty cash they plan to keep on hand.

When ready to go to the bank

Multiple locked batches can be put together into a single bank deposit.  ie.. If multiple drivers hand you a bag of cash for the day then you would count and check each drivers batch, lock it and the put all the bags together into a pool of money to take to the bank.

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