Delivery Invoices

 

 

Delivery Invoices (DIs) are introduced in SalesWarp version 3.2.  Orders can be routed for shipment through any retail or warehouse location with appropriate stock.  Delivery invoices automatically handle processing orders with multiple shipping addresses, or multi-item orders where stock resides in multiple warehouse/store locations.  Coming Soon:  Using Delivery Invoices to manage orders bought online to be picked up in store (BOPIS).

Product routing is determined as orders are retrieved from storefronts, or entered into SalesWarp.  Based on routing rules, including shortest shipping distance, store priority, or number of ship days, the store or warehouse location is determined, then the order is checked for any exceptions, such as payment or fraud flags.  If exceptions are found, the order is left in an unassigned status until exceptions are cleared.  Then orders are set to Fulfillment Start, and the order can be shipped.

In simplest terms, if one location has stock for all ordered items, a single delivery is created for that location or warehouse.  Otherwise, additional delivery invoices are created for locations with stock, or different shipping addresses.   Once deliveries are set to Fulfillment Start,  they can be reassigned to a specific location if desired.   For a simple order with two in-stock products, both available in one location, only one Delivery Invoice will be created. However, in a more complex scenario with five in-stock products, all in different store locations, five Delivery Invoices would be created. 

In SalesWarp there is an order view area and a delivery view area.  To resolve payment/fraud flags you need to review at the order level.  In the case below, the order is awaiting payment.   By default, web orders are only retrieved when they are paid in full.  The example below would be for an order placed in the wholesale/internal store inside SalesWarp.  Once order entry is completed and the order saved, the order view screen is immediately displayed, and payment info can be entered.  The order has been routed, and the delivery created (there is a delivery count on the delivery tab), but the delivery is not yet assigned to the routed location.  Follow the Step "Take Payment" by clicking submit, then filling in the payment info. 

Note:  For internal "wholesale" orders, you should not try to cancel a delivery prior to taking payment.

 

 

From the Orders / Shipping top nav menu you can access the lists of Orders, Deliveries, and Batches ready to print shipping labels for.  You can filter and make selections for specific order criteria and  perform actions on multiple orders.

Clicking on the Delivery Tab from the individual Order Info/Actions shows the summary Deliveries screen for that order.  If there are multiple deliveries, they can be expanded  (+) and contracted (-) to review in a summary fashion, on which there are basic pick/pack processing abilities.  Clicking on the view button will open that delivery in full screen mode, if more advanced functions, such as printing a label, or reassigning, splitting or combining deliveries need to be performed.

When viewing deliveries for just "this order", click on a plus symbol to expand the delivery information (or click the view button) to perform pick/pack actions on the delivery.  If the status is unassigned, then return to the Order/Info Actions tab, to clear fraud checks (Order will be in "Manual Verification" step), or resolve payment issues, before you can process/ship the delivery.  Double clicking anywhere on they grey bar for that delivery will open it up in full screen mode.

 

The Deliveries listing allows location of  individual deliveries to view, or selection of multiple deliveries to perform actions on. Access this from the Orders/Shipping top nav, and select Deliveries

Exception Actions that are performed from the Deliveries screen are Reassigning a Delivery, Splitting a Delivery, or Combining a Delivery. 

A.Reassign deliveries if the reserved location turns out not to have stock, for example – this assigns ALL items on the delivery to a new delivery/location

B.Split a Delivery if ONE or more items are not available as reserved, but the remainder are able to be filled from the original Delivery location. 

C.Combine Deliveries if you encounter a situation where you are able to fulfil one or more items originally reserved in different Delivery locations from a single Delivery location.

Always follow the Steps to print a pick ticket and continue normal processing.  The actions drop-down is for these exceptions or  repeating an action such as re-printing the pick ticket.

 

The screenshot  below shows the full screen view for a single delivery, DI-707-3, where you can follow the standard pick/pack/ship process under Steps  (described here.)  Or perform exception actions detailed below.  This delivery has five items on it.   One item has a quantity of four, and the other quantity one.  The first scenario will be that while this location has some of the products in stock, another store has all products in stock, ready to be shipped.  The most economical shipping strategy is to ship one package containing all products; therefore, we will Reassign this delivery.

A.  Reassign a Delivery.  If you want to change the Delivery location for all items on a specific delivery you would select Reassign.  From the Actions drop-down choose Reassign and click "Go". 

 

In this case, we see from the Change warehouse popup screen, that the Tshirt has since become unavailable at this location, the quantity in that column for the Chino location is zero.  The Temecula location has both items in stock, and it will be cheaper to ship all items from this location.  If there were multiple locations containing all stock, all available locations would have a radio button, and this would set the new fulfillment location for the delivery.  In this example, only the Temecula location has stock for all items, so it is selected by default.  Click Submit, and the delivery is now assigned to Temecula.  This delivery will now be available/visible to the Temecula staff to pack and ship.

 

 

B.  Split a Delivery.  Another scenario might be that all items on the delivery cannot be shipped from a single location, as originally routed, but the original location has the ONLY stock of the other item.  In this case you would need to split unavailable item(s) from the delivery and then manually reassign to a new location.  From the full screen Delivery page, select Split from the Actions drop-down.   This function will create a NEW delivery for the split item, leaving the remaining item on the original Delivery.  Note that you can also change the shipping method and shipping address here (based on your own internal company rules on such things!) Once you submit the split, return to the order or deliveries listing, and review the newly created delivery and perform the Reassign steps to move the delivery to another shipping location.  After a split, the item is now on its own delivery invoice, but it is still assigned to the original location.  It must be reassigned to a location with stock, as in Scenario A, above.

 

 

 

C.  Combine a Delivery.  If you determine that a Delivery assigned to multiple locations can be shipped from a single location (a delivery or pickup was canceled, or stock was received), you can Combine a Delivery.  In this case, review the Delivery you want to combine with another.  From the Actions menu, choose Combine, and you'll be given available deliveries for this order that you can combine.  Check the appropriate Delivery and click Submit.  This, if effect, cancels the original deliveries, and creates a third.

To be combined, deliveries must all be in the same status and must all be assigned to the same warehouse/store.  You may reassign as needed, to have the deliveries meet the above requirements.  i.e. if a pick ticket has been printed, the order will have advanced to the Pick stage.  As long as the order has not actually been picked, reassigning will set the delivery back to the Print step.

So in our Scenario A, from above, where we split out the T-shirt delivery, we'll say someone in the stock room stumbled upon an entire box of the T-Shirts, and that delivery we just moved, CAN be shipped from the original location.  We can combine that delivery back to the original one.  When combining deliveries, all original deliveries will be canceled, and a new delivery created.

Note: Delivery(ies) must be reassigned to the store from where shipping is desired, first.  Then they can be combined.  They must be in the same status and warehouse/store to be available for combining.

 

Reassign

Then Combine

 

Batching Deliveries

Thus far, Delivery invoices have been handled on a by Delivery basis. To speed up warehousing operations, batch processing multiple deliveries in a single step is available.  You can select and batch orders by available criteria on the Batches listing screen and group and print pick tickets by batch.  There is even a configuration setting available to print the shipping labels at the same time.  When this feature is employed, the labels are printed, and when deliveries are boxed and the label scans, the delivery is considered shipped.

There are myriad ways to batch deliveries.  When Print Batches is selected from the Orders/Shipping top nav, a screen displays all Deliveries that are ready to ship, batches can be built based on multiple criteria.  The first requirement, if you have multiple warehouses/stores is that you must select the warehouse or store location in the filter.  If this were even allowed, the batches would contain pick tickets/labels that are not for the current location!  The login credentials used when batching must allow actions for batching in the current location.

After selecting the location a few further selection examples:  Batch expedited ship method deliveries together, to get those packed first.   Get backorders out the door for an item which has been out of stock.  Batch by SKU, ship date, tags, etc.

Once filters are applied, you can use the select all checkbox to select all the filtered results or check individual deliveries you want to include in the batch.  Once  you have selected the Deliveries for the current batch, click Run Batch.  The batch will be sent to the queue to process and once complete the pick tickets and/or labels will be ready to print. 

Note:  We recommend keeping batches to a count of 100 deliveries or less.  In this example there would be 12 in total to batch.  However, one thing to note...  Store staff permissions and corporate/internal warehouse permissions are different.  Store staff can only take action on deliveries in their own store.....  Warehouse personnel who pick/pack/ship orders cannot reassign orders to other locations.  That should be done by Customer Service or by someone with the Order Manager role.

For Delivery batching we recommend keeping batches at 100 deliveries or less.

 

When Run Batch is clicked, a default batch name is defined, which you can embellish with further details to identify the criteria you used for the batch, or other useful naming convention you may have.  We recommend keeping the default date/time info intact, as it will help us more quickly locate the batch, and help troubleshoot any issues which may arise.  When save is clicked, the batched is pushed to the queue for processing. 

 

Click on Batches to monitor the batch processing status, it will go from Queued to Ready to Print.  The queue will process, and it could take a bit of time depending upon how often the print batch process is set to run, as well as how many deliveries are in the batch.

 

 

If you have any questions or require further assistance, please feel free to contact us at support@saleswarp.zendesk.com