The menu line of the dispatch appears only if for any warehouse is marked that dispatches are managed through a picking list (see Warehouse - picking list). After at least one warehouse has been selected for the dispatch through the picking list, restart the program, so the new menu option will be in effect.

The Picking List (PL) is meant for controlled issue of goods from a warehouse. It is a list, on the basis of which goods from the warehouse are issued to customers.

1. How to make the picking list ready for use?

1.1 Define Warehouses

Define the warehouse from which only the issue through picking list is allowed.

If in the warehouses register the issue through picking list box is checked, issuing goods from through the adding order function will not be allowed. The order can be issued only through the picking list (see example Warehouse - picking list).

1.2. Set User Authorizations

Also for the picking list (such as for other procedures in the Datalab PANTHEON™ program equipment), there is a mechanism of authorizations, with which we define, which user has the right to insight and to changing of data. This way we can set the authorizations over the picking list.

 Besides general authorizations over the entire picking list you can further define authorizations in this section - authorizations over the picking list:

• Add - you set the user of mass adding or individual adding of orders to the PL. The user must at least have the Write authorization in order to be able to add orders to the picking list.
• Update - you set the user who can change entries on the picking list.
• Reverse - you set the user who can change the status of the PL. The program updates statuses non-dispatched. dispatched or partially dispatched automatically, this authorization is used only to add the status S - reversed. The user must at least have the Write authorization in order to be able to use this status.

If the user is not authorized for a certain operation, the program will not allow the user to use the function and will report an error (see You are not authorized for this operation (xxx)!), in round brackets is the lowest authorization required for the operation to be completed successfully.

1.3. Choose the Status of Orders

Choose the status of orders that are being added to the picking list.

In Parameters | Orders you can choose orders to be put on the picking list automatically and (optionally) the status the order should receive after being added to the picking list.

By default, the orders with 2 - Confirmed status are automatically added to the picking list.

1.4. Create Sales Order 

Creating sales orders through ordinary procedure (see chapter Sales orders).

 

2. Transfer Sales Order to Picking List

There are two available ways of doing so:

• Adding orders to picking list individually;
• Mass add.

The transferred positions can then be edited (changing amounts and even deleting lines if you do not intend to issue them). If orders that are already transferred to the picking list are edited afterwards, the program opens the picking list table in the order line (see PL and editing amounts on the order).

 

3. Adding Orders to Picking List Individually

To the picking list can only be added sales orders: with the defined warehouse that requires shipping through the picking list; or orders without a defined warehouse.

3.1 Directly from Sales Order - "Add to PL" Button in the Lines Tab

In the taskbar of the Lines tab in the sales order click the Add to PL  button. If the order was already added to the picking list the program reports a warning (see Order was already added to the picking list! Do you want to add it again?).

If you click the Cancel button, the program only displays the picking list. Displayed are only lines of the order currently in the process.

If you click the OK button, the program updates data and displays the picking list. Displayed are only lines of the current order. Though this procedure you will cancel all possible manually added changes to the picking list as well (see Distributing lines).

If to the picking list an order is added, in which for the delivery a warehouse is selected without the checked Issue via picking list box in the register, the program reports an error (see Warehouse - issue through picking list unchecked!).

 

If a line of the order was already (partially at least) dispatched, you are not allowed to add the same line to the picking list or the program reports an error (see Lines on the picking list are already delivered! Adding is not allowed!).

3.2 Adding Automatically in Program Parameters Settings

If set in program parameters, an individual order will be automatically added to the picking list, when an appropriate status is selected.

In program parameters is by default set that an individual order, when Confirmed status is selected, is to be added to the picking list automatically.

When entering a new order it receives the lowest status defined in the Orders document type (Created).

After confirming such sales order the order receives the Confirmed status. Afterwards, if being predefined in program parameters settings (see Parameters | Orders), the function adding to picking list activates automatically as if using the Add to PL button. The procedure using Add to PL button is described under 3.1.

 

4. Mass Add of Orders to Picking List

To the picking list, more orders than one can be added simultaneously. In the Mass Add tab select criteria, orders for the picking list shall be chosen by:

 

• Item - ID of the item from the sales order line.
• Warehouse - warehouse in the sales order. Only warehouses with the selected Issue through the picking list checkbox will be added to the picking list.
• Consignee of goods from the order.
• Cost Ctr. - Cost center
• Order - number of the sales order. You can choose from the lookup list.
• User -  printed on the order. You can choose from the lookup list.
• From date (order) - adding can be limited by the starting date, date the order was created.
• To - adding can be limited by the ending date, date the order was finished.
• From date (delivery deadline) - adding can be limited by the start delivery deadline from sales order lines.
• To - adding can be limited by the end delivery deadline from sales order lines.
• Status  - adding can also be limited by the status of the order. Available are statuses defined in the document types | orders. At least one status must be selected.

  

  Orders with the Finished status will not be added to the picking list.

• Document types - it is required to select sales orders document types, data are used from and transferred to the picking list.

When you click the Create button all orders corresponding to chosen criteria are added to the picking list.

 

I you do not enter mandatory criteria (movements and status), the program will report an error (see Criteria must be defined!).

 

Results of mass adding are available in the Overview tab!

 

5. Editing the Picking List

5.1 Overview of Data on the Picking List

Picking list are lines of goods to be issued. By default it displays as a list of undelivered goods, sorted by customers, delivery deadlines and items.

 

Data on the picking list are sorted by No. (line number) of the picking list. The number is generated automatically when the order is added to the picking list. Order is the internal number of the sales order, which is the basis for issuing goods. A double click on the order number opens the sales order! Line presents the consecutive number of the line the order from the previous field has as a sales order document. Del. Deadl. is a date field the goods are supposed to be issued (by default: delivery deadline from the sales order). If the customer and Consignee are two different persons, the name of the consignee displays. A double click on this field opens the Subjects register. Further, the Warehouse from sales order displays, when being entered in sales orders - if this being the case, goods can be dispatched from this warehouse only. If the field is blank - this PL line can be dispatched from any warehouse. If you double click the Warehouse field, the warehouse register opens! If you double click the Item field, the Items register opens!

Quantity - The whole quantity on the picking list displays for this line of the PL. You can change the quantity if:

• the quantity is not greater than the ordered quantity or the program reports an error (see The quantity on the picking list can be less than or equal to the quantity on the order! Maximum quantity is X!).
• the quantity is not less than the already dispatched quantity and value in the Dispatched field. If you want to enter a lower value than the quantity that still needs to be dispatched, the program reports an error (see The quantity on the picking list must be  grater than or equal to the dispatched quantity!).

The value in the Dispatched field shows the whole already dispatched quantity, in the Ordered qty field the ordered quantity for an item is displayed. Ordered quantity can be at most greater than the whole quantity on the PL. In the Clerk field the ID of the clerk who added the line to the picking list displays.

The Status field shows the status of the PL line. For each PL line you can choose among four available statuses:

• Issued - meaning:
  • PL line completely issued  or
  • line was split because the quantity for the delivery was lower and for the difference a new PL line was created.
• Partially dispatched - PL line was partially dispatched (i.e. PL = 110 pcs, packing slip = 100 pcs), a new PL line was not yet created.
• Non-dispatched - for this PL line no picking list was yet created.
• Reversed - this line was reversed and will not be dispatched.

Packing slip means the number of the packing slip or the invoice the dispatched quantity was issued by. The packing slip or the invoice can easily be opened by double-clicking the packing slip number! Line presents the consecutive number of the line the packing slip or the invoice from the previous field has as a packing slip or invoice document. If the packing slip was not yet dispatched, the field has the -1 value. U/M field is for the unit of measurement, next are the item Name and the Cost Ctr. which is the number of the cost center (from the sales order line).

If you click on the Split button the current picking list line will split in two lines (see further Split lines).

	By default at the picking list are shown only lines with the Non-dispatch and Partially-dispatched status and you can see only lines yet to be dispatched. Lines can be filtered in other ways as well (see Filter settings).
	Data in columns can be sorted ascending or descending by clicking the column header (see Sorting data).

 

5.2 Split Lines

If the whole quantity is not available by the set deadline, you can split the ordered quantity to more lines with different deadlines, just select the line and click the Split button.

How to split lines manually, if goods are not to be delivered within time:

You have confirmed to the customer 60 pieces with the deadline, for example December 24, 2007. The order was confirmed and added to the picking list:

Further on you found out that you can supply to this date only 36 pieces, further 24 pieces can be supplied only by the December 28, 2007. Position yourself in this line and click the Split button, which opens a form for splitting quantity and entering delivery deadlines:

In the Ordered field is the quantity from the Ordered qty. field of the picking list. To the Quantity field transferred the information from Quantity field of the picking list. In the Original line field is the quantity to be delivered from the Quantity field of the picking list. For this particular example you change the quantity in the Original Line field to "36". In the Deliver until field is the delivery deadline for the first, original line. By the default this date is transferred from the Del. deadl. field of the picking list.

After you change the value in the Original line field the program automatically offers the difference between the dispatched quantity (Original line) and the adjusted quantity (New line) in the New line field. For this particular example the difference is "24". The procedure works also in another way. You can first enter the New line value and the program will calculate the Original line value.

In each way the total value of New line and Original line value is equal to the Quantity value of the picking list!

The Deliver until date for the new line is by default equal to the deliver until date of the original line. For this particular example you change the Deliver until date of the new line to 28.12.2007".

The Split button will split the picking list line according to entered data.

In this way two picking list lines can be generated. This procedure has no effect on the original sales order!

If goods are not dispatched the status of the line can be changed to Reversed.

	If goods are partially dispatched, the followed operation having equal effect is performed automatically (see PL and adjusting quantity on the issue).
	If no delivery took place, a manual splitting of the picking list line can be canceled by repeating the procedure of adding individual lines to the picking list (see Adding lines to picking list individually).

 

5.3 Picking List Report

If you click on the Report button in the taskbar, a menu occurs. The program offers the Picking List report.

In this panel are reported currently selected picking list lines. Before reporting, the line list can be additionally filtered. Filter criteria are defined further on (see PL data filtering or  Filter settings).

 

5.4 Filter Settings

6. Creating a Packing Slip or an Invoice for the Customer

Issuing goods through a picking list is similar procedure to the one of issuing goods through a sales order. However, these two procedures are mutually exclusive, if using the picking list you cannot use it in combination with the sales order (see Add order), because the picking list takes over the function of the order in the goods  delivery phase (see the process Links to dispatches and back-order tracking).

If for the warehouse a picking list is used or not, is set by the Issue through Picking List checkbox in the Subjects register | Warehouse panel.

Goods on the picking list can be issued in two ways:

1. by using the add order through the picking list function (see Adding orders through picking list),
2. directly from the picking list, from the Create document panel (see Issuing goods through picking list).

It is, however, possible to add invoice lines without the link to the order or the picking list.

6.1 Add Orders through Picking List

This function enables the transfer of the picking list lines to an issuing invoice. In this way, you enable a link between the order and the dispatch (Links tab | Dispatches button in the sales order) and through this also the control of deliveries according to the order.

 

First of all, open a new header of a document and enter the customer and the issuing warehouse.

 

 

By clicking the Add button in the lines taskbar the overview of the picking list opens, filtered in a following way:

• all dispatched or partially-dispatched lines of the picking list,
• for a certain customer,
• only for lines with a selected current warehouse or with a blank section for the warehouse.

The panel for selecting orders is a but different when using the picking list. Only a few options are available: Re-Read Prices, Re-Read Tax Rates, Re-Read Name, U/M and Origin and Re-Read Weight, Volume and Packages (for additional information of listed functions see Add | Checkboxes).

 

NOTE: If moving to the invoice, are by default selected only above mentioned lines having delivery deadline less or equal to the date of issuing goods from the issuing invoice header.

 

If the Sel. box is checked, the line is selected for the dispatch. By default are for the dispatch selected only picking list lines with the delivery deadline less or equal to the current date (see Scheduling issue). You can additionally select individual lines and in this way put them on the list for adding, i.e. lines with not yet expired delivery deadline by double-clicking this field. You can also uncheck the individual line and in this way exclude the line from the list for adding (i.e. because of insufficient stock) by double-clicking this field.

In the Document field is the sales order number and in the Line field the sales order line number from the picking list. In the Item field is the item ID from the picking list. In the Name field is the items name.

In the Quantity field is the quantity not yet dispatched or the quantity yet to be delivered. The quantity to be transferred on the issuing document can in this place be changed and dispatched, however, the quantity must be less than the quantity to be dispatch. Issued quantity can be change later on, as well, by adding the whole non-dispatched quantity to the packing slip, of course the same quantity must be debited to the packing slip line( see PL and adjusting quantity on the issue).

In the Stock field is the current actual stock on hand of an item in the warehouse that was selected in the issue document header. Current actual stock on hand does not include any possible deliveries from this panel. If for the same delivery item more lines are show, is the current actual stock on hand the same in all lines (see example above). U/M is the unit of measurement of  the order line. Del. deadl.is the delivery deadline of the picking list line.

 

By clicking the Add button all selected picking list lines will be added to the issue document you are creating at that moment. All customer data will be transferred to the issue document header and in the issue document lines will be created.

 

Lines offered in this way can be filtered by an individual item ID (see example in the chapter Lines to transfer).

On warehouses with the selected issuing through the picking list function adding orders means adding lines from the picking list created from sales orders. The possibility is also manually adding of invoices without any links to the order or the picking list.

By issuing goods from a warehouse for which issuing through the picking list is not selected, the panel and its functionality are different! For additional information see chapter Adding sales order - issuing.

Picking list lines, concerning the same order line, are not joined while being added to the invoice, these lines are added separately. This is necessary to maintain comparability and overview of the picking list and the packing slip.

Each PL line of in this way created invoice can be changed if required (quantity, price...), however, the issued quantity is at the most lower than the quantity on the picking list. By issuing the quantity greater than the quantity of the picking list, the program will report an error (see The quantity to be dispatched is less or equal to the quantity on the picking list! Maximum quantity is (x)!)

 

If issued quantity is less than the quantity on the PL, when saving the document, the program will create a new PL line with the quantity gap and the date of issue as the original PL line had (see PL and adjusting quantity on the issue).

6.2 Issuing Goods through Picking List

Goods can be issued directly from the picking list -> create document panel.

First select the Warehouse, creating a document can be limited by an individual warehouse from the picking list. It is requested to select a Consignee from the picking list, the person, goods will be delivered to. If the consignee is not selected, the program reports an error (see Consignee must be defined!). It is requested to select the Document type of issue, where the issued invoice or packing slip shall be created. If the consignee is not selected, the program reports an error (see Set document type!).

If clicking the Create button the procedure of creating an invoice for the selected consignee and in the selected document type is activated. Automatically a new header of the issue document will be created with the current date. The program will position you to the picking list lines of the selected consignee as is you would you the order adding function in the new document:

 

The procedure continues as described in the chapter adding orders through the picking list.

 

6.3 PL and Adjusting Quantity on the Issue

In the picking list the greatest possible quantity to be dispatch is set. Only quantity that is less or the same to the quantity on the picking list can be issued.

The quantity on the picking list can be splitted if the entire quantity cannot be delivered in the expected period. For this procedure use the (Split) function (see Splitting lines) and the program will split the selected line will be split in two lines with different delivery deadlines.

You will receive a similar result if you will partially dispatch goods from the picking list. The following example will show you the procedure of splitting lines manually.

You have confirmed the customer 60 pieces with a deadline, December 24, 2007. Confirmed order was added to the picking list:

Further on you found out that you can supply to this date only 36 pieces, further 24 pieces can be supplied only on the December 28, 2007.

Step 1: By using the Add function you can create packing slip/invoice line for 100  pieces.

Step 2: Further on, after finishing packing slip entry the program automatically splits the record on the picking slip in two lines: one being already dispatched, the other has the Non-dispatched status:

If goods will not be delivered you can change the line status to v Reversed.

New picking list line will be created for the gap in goods and with the date of issue as on the original picking list. This date can, however, be changed furtheron.

 

6.4 PL and Adjusting Quantity on the Order

If you change the quantity on the order, for which entries to the picking list were already created, the program immediately after you enter changes opens the packing list and shows the changed line. Picking list lines in this window can be changed or adjusted (quantity, date, adding or deleting PL lines).

	The sum of the picking list lines can be less or equal to the entire non-dispatched quantity of this order line, regardless, if the order being dispatched through picking list or without picking list, from some other warehouse.
	It can happen that an order is being dispatched through two warehouses and one of them is not linked to  the picking list.
	If you try to reduce the quantity for the dispatch below the quantity not yet dispatched the program reports an error (see The quantity on the picking list must be greater than or equal to the dispatched quantity!).

Value in the Quantity field cannot be greater than the ordered quantity. However, if this being the case, the program reports an error (see The quantity on the picking list can be less than or equal to the quantity on the order! Maximum quantity is X!).

 

Example:

The customer orders 100 pieces through the picking list warehouse with the delivery deadline May 15, 2007. From the warehouse retail that is not tracked through picking list are issued 80 pieces of this item. The issue through the warehouse with the selected issue through picking list can be issued only 20 pieces.

1. Enter the order and transfer it to the picking list

2.  A warehouse issue through picking list unchecked

Select the document and enter the customer and desired Warehouse Retail. By using the adding sales order  function, issue the customer 80 pieces of this item from the warehouse retail (where issuing of goods is not controlled through the picking list). This function is available through clicking the Add button you can access in the taskbar of the selected issuing document. The program opens Add Documents/Lines to Packing Slip window, where you change in the Lines to Add tab the value in the Quantity field to 80 pieces. When clicking the Add  button the selected quantity will be transferred to the issuing document. The program reports if the procedure being completed (transferred/not-transferred/partially transferred - it depends on the available stock of the selected warehouse).

Message: Adding complete (transferred)!

 

This way issued order counts as partially-dispatched. However, since it was not dispatched from the picking list, the issue does not reflect automatically on the picking list.

3. A warehouse issue through picking list checked

When by using the adding order through the picking list function you are issuing the rest of the quantity to the customer, this function offers, regardless to the quantity on the picking list, only the remaining non-dispatched quantity of the order.

4. Automatic splitting of picking list lines

As in case of the partially-dispatch (see PL and adjusting quantity on the issue) the program also in this case splits automatically the original line to:

• dispatched line (7 pieces, issued from the picking list)
• non-dispatched line (3 pieces, dispatched by using the adding sales order function, excluding the picking list and from another warehouse)

Line is non-dispatched only form the view of the picking list, since it was dispatched excluding the picking list. Sales order is fully dispatched that is way the program will not offer this line for the transfer to the issuing document, when adding orders through picking list.

Picking list lines dispatched or partially-dispatched excluding the use of the picking list although required are reported by the Quantity control on the picking list (see Filter settings).

	You are not allowed to delete an order line that was already (partially or wholly) dispatched through the picking list or you cannot ensure the consistency of data. When trying to dele such line or the whole order the program reports an error (see Order lines already issued via picking list! Cannot delete!).
	Deleting order lines which are transferred to the picking list, however, not yet dispatched through the picking list, is possible and the program will delete order lines as well as picking list lines. In such case the program displays warning (see A picking list has already been created for the order line (s)! Do you want to delete it anyway?).

6.5 Scheduling Issue

Picking list can also be used for the scheduling issue. For example, on the dispatch list are two entered lines with different delivery deadlines. When you are issuing goods for the customer on the May 7, 2007,

 the program will, when adding to the packing list, for issuing select as default only the first line (8 pieces for the delivery deadline including as of and including May 7, 2007):

As of December 10, 2007, the second line will be selected as default for issuing as well.

6.6 Hard Allocations

For using Hard allocations functions you must previously select a suitable parameter in the Program parameters | Goods | general: Hard allocations of orders (for additional information see chapter Hard allocations).

The Hard allocations panel enables the entry and overview of hard allocated amounts. Hard allocation data are in this panel filtered to all order lines that are added to the picking list and are only partially-dispatched (quantity for the picking list is greater than 0) or not yet finished. In the overview are included possible selected filters (see Filter settings), excluding the status of the picking list line. 

 

In this panel you can allocate or cancel/clear an allocations.

 

1. Item details:

By clicking the (Allocate all)  button the whole amount of quantity from the list below will be allocated. Quantities are allocated in the same order as being listed below and the criterion is the delivery deadline in the increasing order (the amount on quantity that must be delivered before others will be allocated first).

If the remaining stock is not sufficient to allocate the entire amount of quantity, allocation will proceed as following:

• first all whole lines in increasing delivery deadline order will be allocated;
• and the remaining amount of order lines that have the quantity less than or equal to the remaining stock, regardless to the delivery deadline.

If clicking the Clear all button, all allocations for the currently selected item and the currently selected warehouse will be canceled.

 

In the Warehouse field is the ID of the warehouse the order will be dispatched of. Next are the Item (Item ID) and the Name (Item name) fields.

In the Stock field is the actual stock on the selected warehouse, in the Allocated field is the quantity of hard allocation for the item in question and a warehouse. In the Remaining stock (for allocations and regular price) is the quantity available to be dispatched/sold/allocated after you have previously taken into account all hard allocations (=actual stock - allocated quantity).

 

In the Ordered, non-allocatedfield is the quantity of sales and work orders which are not transferred among hard allocations. If the amount of the Remaining stock field is greater than the amount in this field, it is possible to allocate for all open order/work orders.

 

 

2. Details of orders/allocations:

In the Details of orders/allocations all orders are shown (for Item and Warehouse from the Item Details panel) that are not yet dispatched. The order line in this panel will be set if the order still has some non-dispatched quantity (quantity for the dispatch is greater than 0) and the order is not yet finished.

By clicking the (Allocate all)  button the whole amount of quantity from the list below will be allocated. Quantities are allocated in the same order as being listed below and the criterion is the delivery deadline in the increasing order (the amount on quantity that must be delivered before others will be allocated first).

If the remaining stock is not sufficient to allocate the entire amount of quantity, allocation will proceed as following:

• first all whole lines in increasing delivery deadline order will be allocated;
• and the remaining amount of order lines that have the quantity less than or equal to the remaining stock, regardless to the delivery deadline.

If clicking the (Clear all) button, all allocations for the currently selected item and the currently selected warehouse will be canceled.

 

Each singular line about allocations can be deleted from the list (see Delete record). The order line or the work order are not being deled only temporarily removed from the list  (i.e. because all other remaining lines can be allocated by clicking the (Allocate all)  button). If you than click another panel and then the Hard allocations panel the temporarily removed lines will be available again.

In the Document field is the sales order number, in the Line fields is the line number of the document from the previous field. In the Customer field is the name of the customer from the order, in the Consignee field is the name of the consignee from the order.

Value in the Delivery deadline field is being transferred from the order line. Records are in the increasing order according to the delivery deadlines and the status (allocated/non-allocated). First come allocated orders in the increasing order according to the delivery deadline, at the end or bottom are lines with the delivery deadline not being set. Furtheron are not allocated orders in the increasing order according to the delivery deadlines  and as the last are lines with the delivery deadline not being set.

Quantity to dispatch (=ordered – dispatched). If the order is finished (status by default: Finished), is the quantity for the dispatch equal to 0. Only orders with the quantity to dispatch greater than 0 will be reported.

Allocated (Alloc.) field:

• is checked, if hard allocation is selected for this order line;
• is unchecked, if hard allocation is not selected for this order line.

The program does not yet  support hard allocations of serial numbers!

changing the Allocated status is allowed, all other data are read-only; changing the quantity is not allowed (it is being updated through the ordered quantity); if splitting the picking list line, hard allocations data will be shown in summary for the whole order line, because order lines are being hard allocated; if the picking list line is being reversed, the hard allocated linked to order line will be deleted (in this case, if the order is not finished, is additionally possible to allocate the order line).

 

 

Related topics:

• Linked to dispatches and back-order tracking

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