Waybills are used if your business wants to track every outbound stock movement as being linked to a waybill document that is carried by your own vehicles, other companies or picked up.

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.

A waybill printout is:

A list of all the Invoices being taken - each invoice is effectively a list by customer of the products being taken
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

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.

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.

Then group temperature onto Pallets for transport (by Warehouse)

- Example - chocolate is generally a temperature controlled product
  - during winter - chocolate may travel with ambient product
  - during summer - chocolate may travel with chilled product

Code is used in lists of orders and picks and on shipping labels.

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:

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

Waybill Delivery Method	Description	Details required
Our Vehicle	When our delivery trucks are going to be used	Date, ETA, Zone, Vehicle, Driver
Employee	If the Sales Rep (or other employee) will deliver the order	Date, ETA, Person (will default Sales Rep to Person field on waybill)
Courier Pickup	For orders being sent by courier or other trucking company	Date, ETA, Courier, Con Note #
Customer Pickup	When a customer plans to pickup the order with their vehicle	Date, ETA
Buying Group > They pickup		Date, ETA, DC Method (they pickup), Buying Group
Buying Group > We Deliver		Date, ETA, DC Method (we deliver), Buying Group, Vehicle, Driver
Buying Group > Courier		Date, ETA, DC Method (courier), Buying Group, Courier, Con Note #

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

creates a waybill (Visible in the waybill finder) with Sales Rep as Employee
Opens the Pick confirm screen (See below)
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"

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

When a Waybill is created for a delivery zone - it looks for orders for that zone and adds them to the waybill

Future orders that are entered are not automatically added to the waybill so the warehouse manager can maintain control of the orders that are in the 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

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

Any Waybills for the warehouse that is expected to leave in the next 2 days is listed

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

Waybill maps are drawn using the Google API - https://developers.google.com/maps/documentation/geocoding/usage-limits which is currently limited to 2,500 requests per day for free accounts

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

To view the map Click on

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

Some addresses are not found by the map. In this case you can enter a manual sequence number from the general list of sales orders

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.

Only order lines in "Authorised" status will be added to the pick

Each pick can be reviewed and can add / remove orders from a pick before picking.

After picking the entire pick can be "Rolled back".

After picking an individual sales order can be "Rolled Back" - which returns the stock for that invoice and deletes the created invoice.

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

Bulk Orders of more than a pallet quantity may be picked differently - ie bypass the pickface if suitable expiry dates exist (Set warehouse to "Mainly Bulk Orders") so whole pallets are picked where possible

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

Changing bays to pick from

If the selected bay/stock is on another line (Pick) then it a message indicating that 2 Pick lines will be merged into 1 – adding the quantities will be shown.

Choose from other bays with the same SKU (but different expiry dates)

Confirmation message provided

Orders in the pick

Right click on a sales order to

Open it
Roll it back (remove it from the pick)

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

Be aware that this lists all orders in the pick for the article. If there are multiple pick items, because the article was picked from multiple bays or had different use by dates, then all order lines for all pick items for the article will be listed. If the article has more than 1 line on the order then these will be listed separately. If the article is short picked then the list does not attempt to predict which orders will get the stock.

Print Labels before picking or after picking

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

If packing the stock into Packing Cartons - then each order will be packed individually and labels printed for the resulting Cartons, Skids, Pallets etc. see Cartonising process

Only update the system with discrepancies to the expected pick

Finish picking

When you press the "Finished Picking" button

The stock is allocated to the invoices

Customer Rating and stock allocation

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

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

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

Find the waybill it the Shipments in/out Dashboard

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

To finish off and create the payments - all orders must be marked delivered..... so if an order is not marked delivered then it must be

Moved to another waybill in the future
Rolled Back

Rollback Reasons

'Cancelled by Rep', 'Ordered in error', 'Did not order' or 'Customer changed mind' then the order status is set to Cancelled and the waybill and pick ids are left. It is assumed that an order rolled back for any of these reasons is not likely to be delivered.
For other reasons, 'Shop Closed', 'Cant Pay', 'Driver out of time' or 'Other' the order is set to Plan status and the waybill and pick ids are cleared, so that the order can be added to another waybill and delivered.

Rollbacks

Overview

When orders are packed and sent on the truck for delivery - but the customer does not take delivery and the truck returns with the order onboard - the order needs to be rolled back

Users require the secure feature "can rollback sales orders"

Rollback from the delivery confirmation screen

Choose reason and if the order is to be rolled back or moved to another waybill

Find the order

Rollback the order

You will be asked to confirm the rollback

The Rollback Actions

The Invoice will NOT be deleted - a Credit note will be created

The stock will be moved back to the default return bays

Journals will be created for the rolled back stock - see on back of Sales Order

The Audit Trail of the Order will be updated

The Order will be in Plan Status

Put away the stock

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

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

Rollback - back to plan

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

Rollback Dashboard

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

Order Audit Trail of Rollbacks

Return Authorisations Receipts

When Return To of Stock is chosen on the RA Inspection form a Stock Location text filter box and drop down list are displayed.
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.
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.

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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