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Items and services are sourced and deliveries planned using the sales order.
Services include services done on site by the company or others (electrical installation, inspection, etc) and Fabrications (fabricating parts to drawings - a fabrication is never stocked).
Once an order line is both sourced and has a delivery plan - it moves from "configuring" status to "Plan" status
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When the order is first created by accepting a Package
A package may consist of multiple configured quotes and stock items or services added separately
To View All Attachments
Attachments may be added here.
Attachments may be linked to order lines or the overall order header.
Attachments added during the configuration quote or package stage will be visible once an order.
Create Delivery Events
In order for the system to plan the required stock items - the a planned delivery date is required for each item. It is common for muliple deliveries to be required to a site that may depend on the progress of site works.
Multi select to link multiple lines to a single delivery event (or do each line separately)
Delivery Event Details
A delivery event is to fulfill one or more lines on the order - delivering stock items or carrying out services. As an example - an installer may pickup all ducting required to install a fireplace from the warehouse - and schedule two hours to fulfill the installation service also linked to the delivery. Duration is duration on site.
Agents have Calendars - this event will be placed into their calendar.
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Delivery Events are linked to Sales Order Lines
Can see all the stock articles that will be delivered to site with this visit - also any services that will be carried out.
View the calendar of any delivery person
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The time set aside is based on the duration of the event and is the time they are expected to be on site.
Sales Order lines are updated to plan once a delivery has been attached
Delivery details may be attached to any item or service on the order. The line is moved to "Plan status" when attached to a delivery event. The date of pickup is used for planning the stock requirements including items from existing stock, purchasing from a supplier or movements from a franchisor.
Fabrications
Fabrications are a service provided either internally or externally. Although a physical item is created by the fabrication - it is not considered a physical item in the system as it is never stocked - it is a service being provided.
Fabrication orders are a type of purchase order purchasing a single service (the fabrication of a complex part). Fabrication orders will typically have diagrams and other documents attached.
Franchisors may insist some (or all) fabrications are ordered on suppliers by the Franchisor (not the Franchisee) - this ensures consistancy, provides leverage with a supplier and that standards are being met.
Fabrications normally cannot be returned to a supplier - nor sold to another customer - hence they normally require payment before a supplier gets the order.
Fabrication Orders ordered by the franchisor on behalf of a franchisee will have their mirrored intercompany debtor/creditor invoices linked to the Fabrication Order and line linked to the Project Order line.
- The intercompany invoices will be created when the Fabrication order is despatched.
- The descriptions will show the Fabrication Order and the Project Order codes.
- When a Fabrication Order is despatched its order line will be marked as Delivered.
Fabrications sent by a Franchisee to a supplier directly do not require Confimation
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When mirroring a journal for trade by loan entities the system retain the journal line links, even if the linked order is in a different ledger. When displaying list of journals linked to an order in a franchisee only list those journals in the franchisee's ledger. When displaying journals linked to a project order include journals that have a link from journal line to order line (fabrication order debtor/creditor invoices). If opening a purchase order from a journal link or a journal line link and the purchase order is in a different ledger then show it in the minimal 'Drop ship PO Details' form (no pricing visible) |
Fabrication Order Status changes
- Planning
- A franchisee may select to create a Fabrication request on the Franchisor - this will create a Fabrication Order in the Franchisor Set of books - in status "Planning". The Franchisor will review
- Fabrications in Planning Status will appear in the "Actions Required" Dashboard
- Define
- If the Franchisor determines there is not enough information for the fabrication to be made - select "Requires more information" so the status of the fabrication request will be "Define"
- Fabrications in define status will be listed in the Sales Reps "Actions Required" Dashboard - once complete the rep will move it back to "Planning" status by choosing "All information complete"
- Plan
- Fabrications that have enough information are moved to plan. Normally plan is used when the fabrication does not have to be ordered yet.
- This status indicates the fabrication is ready - but not yet ordered on the supplier
- Sent
- Status of Sent is set when the fabrication is sent to the fabricator. When emailing to the fabricator - choose the attachments to attach to the email.
- If fabrication is emailed to the fabricator then the fabrication will be updated to sent status
- If a Fabrication Order with a Deliver To option of Site is marked as Sent then the system will pick and despatch it.
- Confirmed
- Status of confirmed indicates the fabricator has confirmed they can do the work and will do it within the expected ETA dates
- Received
- Fabrication orders will show in the Shipments in-out Dashboard for the warehouse they are expected to arrive in - right click to mark received.
Fabrication Order Example
This fabrication has a supplier, a required by date (but not an ETA promise from the supplier), an agreed price (exGST), the liason in your company, the supplier job number, attached diagrams.
It is to be delivered to the warehouse (of the set of books it has been created in), the store (the warehouse of the franchisee that the order is in) or site.
- Only a Franchisor can set the delivery to to be one of the Franchisee warehouses (Store)
Can view Fabrication Attachments in detail
View attachments anytime - can also attach to email (and view from attachment list on email before sending)
Email Fabrication Request - and associated drawings / photos / diagrams
When selecting the email template - also select any attachments to attach. Once the email template has merged and is presented for you to modify as you like - you can also right click and delete any attachment you decide not to send.
Sales Order Fabrication Line highlights
Sales order will show highlights if any action is required on a fabrication - here is an example where the fabrication order has not yet been authorised
- On Pick Order Lines form, if Hide Picked is ticked only FOs in Plan, Authorised or Fabrication will be listed.
- On Pick Order Lines form, if Hide Picked is not ticked all non Cancelled Fabrication Orders will be listed.
Fabrication Order requires a delivery event to get to site
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Any lines on the event that have not been invoiced will be highlighted when picking |
Like any other line on the order - the fabrication needs to link to a delivery (or be marked as customer pickup) to get to site.
Marking a Fabrication Order In as Ready to ship on Warehouse In/Out dashboard
- if it is linked to an event and all of the lines in the event are Picked then the event will be status Picked.
Fabrication - shows on in/out dashboard of warehouse it is expected to arrive in
If 'Hide Despatched, Counted, Closed and Cancelled' is ticked then do not show Fabrication Orders with a status of Ready to ship, Despatched, Closed, Hold or Cancelled.
Right click to open Fabrication, linked Project Order, linked Project Delivery Event, Mark "Ready to Ship" (if the status is Plan, Authorised or Fabrication)
When a Fabrication Order is marked as "Completed" or "Ready to Ship" - all required stock is picked and Interncompany invoices are created
System updates Project Order line status to Picked when Fabrication Order marked as Ready to ship.
Customer Pickups
Rightclick on any line to mark it as a customer pickup (after unlinking it from any linked delivery)
Customer pickups show in the inout dashboard. Items can be picked prior to the customer arriving.
If a Fabrication Order is "ready to ship" and all other items have been picked, then the status of the event will be Picked.
Update the status of the event to "Dispatched" to hide on the dashboard
Authorise the Order
The order cannot be invoiced - until it has been Authorised
The order cannot be Authorised until all lines are in plan status
Invoicing
- All project lines must be configured (ie status of Plan) before any lines can be invoiced
- The order must be status Authorised
- The column "I" on the Sales order indicates which lines have been invoiced already
- The invoice calculation uses the expected customer delivery dates for items
- All items are to be invoiced in advance of shipping to site
- All fabrications are to be invoiced in advance of starting the fabrication (or sending to supplier)
- All services are invoiced in advance of the associated delivery / service event
To create an invoice - indicate the date to invoice to and first view the expected invoice calculation.
Choose the date to invoice to then Preview the invoice amount
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Cannot create an invoice without previewing the calculation |
If a later date is chosen
Create invoice (must preview before can create)
View the created Invoice
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