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Order to Shipment


Contents

Introduction

This workflow manages the life-cycle of a sales process, from the moment a Business Partner requests a quotation or orders goods, to the moment the warehouse staff ships the merchandise.

Abstract Business Process 

The abstract Order to Shipment is defined by the following business process diagram:

OrdToShipBusPro.png

These are the main sub-processes:

Roles Involved

The following roles are involved within this process:

Sales - the main role in this chapter

Material Management - needed to manage the shipments

Configuration

Some configuration needs to be done before performing this process. Please refer to the Configuration Manual.

Step-by-Step

Identify Business Partner

The Sales role should be used.

Finding a Business Partner

Go to Master Data Management || Business Partner window and use the column filters in the grid to find the business partner you are looking for:

OrderToShipmentBusinesspartner.png


Double click a business partner to open it in form view and see more details

Analyze Risk for the Business Partner

Please refer to the Collection chapter of the user manual to learn how to see the credit used and credit available for a specific business partner.

One of the ideas to analyze the risk of the Business Partner is to analyze its payments. For that purpose, more information has been added to the Business Partner Printable Card . It can be accesed in Master Data Management || Business Partner window by clicking on print button. This is an example of what can be seen:

OrderToShipmentCustomercard.png

The change shows information about payments in and payments out. This is placed in Open Items section. The user can see in the tables the invoice number, the due date, the payment method, the expected amount to pay, the paid amount and the outstanding amount of the Payment Plan of the Invoice. Above the columns Expected, Paid and Outstanding there is a sum of all of the rows of each column. Another change has been done so that the user can navigate to the payment plans of the invoices shown there by clicking on the links (the little green arrow in front of the row).

Prepare Quotation

To enter a quotation, use the Sales Management || Transactions || Sales Order window and create a new record inside [Header]:

OrderToShipmentQuote.png

 

Fields to note:

Save the record and switch to [Lines]:

OrderToShipmentQuotelines.png

Create a new line selecting the desired product. These are the fields to note

Create as many lines as required and then complete the quotation by clicking the orange Book button in the toolbar.

 

After completing the quotation, the Document Status changes from Draft to Under way. We can now print the quotation and send it to the customer by fax, mail, email, etc. 

Because this is a sales order of type Quotation, the document can still be changed after it has been completed and put into Under-way status.

Manage Quotations

To view pending quotations go to Sales Management || Transactions || Sales Order window. Using the column filters, you can find the list of quotations you need to manage by typing "quote" in the Transaction Document column filter field.

OrderToShipmentQuotesgrid.png


Converting a quotation into a sales order or voiding it will be explained in the following sections.

Send Quotation 

The Sales role should be used.

A quotation can be sent to the customer in several formats: by e-mail, fax, mail, etc.

Sending Quotations by Email

To send a quotation by email, open the quotation inside the Sales Management || Transactions || Sales Order window and then click on the mail icon in the toolbar:

Type in the receiver's e-mail, and the e-mail subject and content. Attach another file (apart from the quotation pdf attached by default) if needed and send it:

OrderToShipmentEmail.png

Note: the emailing functionality needs to be configured properly, if it is malfunctioning please contact your administrator/consultant.

Sending Quotations by Fax

This process must be done outside Openbravo ERP as it does not support fax integration. Print out the quotation using the printer icon in the toolbar and then use a normal fax to send it.

Create Sales Order

The Sales role should be used.A sales order can be generated in two different ways:

  1. By converting an existing quotation into a sales order
  2. By creating it independently from scratch

1. Converting an Accepted Quotation into a Sales Order

When a quotation is accepted by the customer, the quotation needs to be converted into a sales order. Navigate to the Sales Management || Transactions || Sales Order window and select the correct Quotation document. Using the Transaction Document dropdown field, change it to the Standard Order type and save. Upon save, the description field will be updated with the quotation document number, to enable tracking of sales orders that were the result of a quotation:

OrderToShipmentQuotetoorder.png

Complete the document and note that the Document Status will change to Completed.

2. Generating an Independent Sales Order

To create sales order from scratch go to Sales Management || Transactions || Sales Order window and create a new record. See Quotation section of this document for description of the relevant fields in the document header with the difference of selecting Standard Order as the Transaction Document.

The header of the sales order would then look similarly to:

OrderToShipmentOrder.png

There are 3 ways of entering lines into the sales order:

1. Manual

Please refer to the Quotation section of this document to see how to enter manual lines in a sales order. Enter product attributes (color, size..) for lines that need it.

2. Copying Lines from a Previous Order

Click the Copy from Order button in [Header]:

OrderToShipmentCopy01.png

In this new window, open the search and select any sales order document (note that the quotations are also displayed) and click OK:

OrderToShipmentCopy02.png

See that the lines that were in the selected order are now inserted in the [Lines] tab of the sales order. Change any information (quantity, amount, unit price), or enter product attributes (color, size..) for lines that need it.

3. Copying Lines from the History of Previous Orders

Using the Copy Lines button in the [Header] the following window appears showing products that have been ordered by the customer in the past:

OrderToShipmentCopy03.png

Select the lines to be copied into the sales order, change the Price and Quantity if needed and then click OK. Change any information (quantity, amount, unit price), or enter product attributes (color, size..) for lines that require them.

Book Sales Order

Finally, complete the sales order by clicking the Book button. See that the Document Status changes from Draft to Completed.

When a sales order is completed, the products and their quantities automatically get booked (reserved) within the inventory.The process of physically booking the goods must be done outside Openbravo ERP.

Manage Pending Orders

The Material Management role should be used.

To see the orders pending to be shipped, use the Sales Management || Transactions || Create Shipments from Orders form and the filters available to narrow down the shown results:

OrderToShipmentShipmentfromorders.png

Columns to note:

Prepare and Quality Assure Shipment

This process should be physically done outside Openbravo ERP. The Goods Shipment document and its Description fields can be used to enter any notes regarding the preparation of the shipment.

Shipment

The Material Management role should be used. There are 3 ways of Creating Shipments:

1. Creating Shipments by executing the Generate Shipments process

The fastest way to create shipments in bulk is to use the Generate Shipments process.

When you select the process, you can just select the organization for which you will create the shipments and click 'OK'.

OrderToShipmentGenerateshipments.png

This way all Sales Orders that are elegible to be shipped out will be picked up by the process and the shipments will be created.

2. Creating Shipments from Pending Orders

To see the orders pending to be shipped use the Sales Management || Transactions || Create Shipments from Orders form and the filters to narrow down the search for the desired orders. See the Manage Pending Orders section of this document.

Using the form above, select the order(s) you want to ship and click the Process button to generate the underlying Goods Shipment document(s). The message shown will display the shipment number(s) it just created. Navigate to the Sales Management || Transactions || Goods Shipment window to ensure the shipment document(s) have been created.

3. Creating Shipments Manually

Navigate to the Sales Management || Transaction || Goods Shipment window and create a new record inside [Header]:

OrderToShipmentGoodsshipment.png

Select a customer inside the Business Partner field and then click the Create Lines From button to show a new dialog where products from pending orders or existing invoices can be selected:

OrderToShipmentGoodsshipment02.png

See the Order combo and select a pending order to be shipped to this customer. See how selecting an order in the combo will update the selectable lines shown in the form.

Select the lines that are going to be shipped and click OK. See that the lines have been inserted into the [Lines] tab. There, you can change any information like quantities, attributes (color, size..) for lines that require modifications.

Complete the Goods Shipment

Once finished, press the Complete button in the [Header]. See the Warehouse Management || Analysis Tools || Stock Report to see that the material is no longer in the warehouse.

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