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.

A waybill printout is:

1. A list of all the Invoices being taken - each invoice is effectively a list by customer of the products being taken
2. A list of all the products being taken across all orders (makes it easier to check you have all the products you should have)

Most waybills are manually created - however their are exceptions

1. When a sales order is customer pickup - then the system will create a waybill manually on the date the order has as the delivery date.
   1. Note - if a waybill already exists for this customer / date combination then the system will add the new order to the existing waybill.

At a high level the waybill process is consistent across all types of waybills.

Delivery Method

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

Variables used on a waybill

• 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
    • 
  • Delivery zones are setup centrally
    • 
• 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.

Where the system creates Waybills

Delivery by employee - created from the sales order

These waybills are normally created from the order

1. creates a waybill (Visible in the waybill finder)
2. Opens the Pick confirm screen (See below)
3. Prints a paper pick list

On confirming the pick screen the sales order will move to picked and the waybill will become "Ready to Dispatch"

EDI - waybills are created by the EDI process

To View Existing Waybills

Create new waybills

Add orders to a waybill

Perhaps some of tomorrows orders can be delivered today

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

Enter the Delivery Sequence using the Map view

Once you have a list of orders - you can sequence them on the map - note you may want to do this near the end before packing the truck

Late orders can be inserted between two by entering a sequence number and right clicking

Picking the Waybill

You can pick multiple times

Authorise all orders - or do it manually one by one

Pick all Authorised Orders

Create a planned pick

Print Labels before picking or after picking

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

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

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

• 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

Changing the delivery sequence before departing

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

either start again

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

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

Rollbacks

When an order has not been delivered for some reason and will not be moved to a different waybill.

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

• Rep Cancelled
• Order Error
• Did Not Order
• Changed Mind 

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

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.

Enter the amount of petty cash you are going to keep aside from an batch (if any)

Lock the batch.  This indicates that it has been reoconciled

List all Locked Batches - remove any that you are not banking with this deposit.

Th system will create a journals where required.

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