Dispatch#

Overview#

With the Dispatch functionality, you can create orders that contain item lines, manually created document lines—such as for the simple dispatch of sample parts—and information about the packaging used for delivery.

Orders of this type might contain posted shipments alongside warehouse and inventory documents, such as Whse. Shipment and Inventory Pick. On each order, you can assign different unit loads (carriers) to one another to create a deep-nested packaging structure. You can then assign a carrier ID on each level so that when you send (that is, post) the order, the consumption of packaging material and the related warehouse or inventory documents will be posted at the same time.

You can also set up packing suggestions to store instructions on how to pack items and make use of available packaging materials. A suggestion specifies the packing methods for one type of item or packaging material. For grouping different items or materials on a higher level, for example, a pallet, you need to combine both types of suggestions.

Setup#

You need to set up the functionality before you can use it.

Dispatch Setup#

1. Choose the Search icon, enter Dispatch Setup and then choose the related link.
2. Fill in the fields as described in the following tables.

General#

Carrier Posting#

Packing suggestion groups#

You can assign groups of packing suggestions to certain customers, vendors, and locations by using the Packing Suggestion Links function on the ribbon of the relevant card. To set up a group:

1. Choose the Search icon, enter Packing Suggestion Groups and then choose the related link.
2. Fill in the fields as described in the following table.

Carriers#

To set up a carrier:

1. Choose the Search icon, enter Carriers, and then choose the related link.
2. Fill in the fields as described in the following tables.

General#

Dimensions#

Locations#

The location card has been extended to include a FastTab covering dispatch-related functions. To set up the new features:

1. Choose the Search icon, enter Locations, and then choose the related link.
2. Open a location card.
3. Fill in the fields on the Dispatch FastTab as described in the following table.

Dispatch#

Customers#

The customer and vendor cards have also been extended to include dispatch-related functions. To set up the features for a customer:

1. Choose the Search icon, enter Customers, and then choose the related link.
2. Open a customer card.
3. Fill in the fields on the Dispatch FastTab as described in the following table.

Dispatch#

Ship-to Addresses (action)#

Vendor#

The customer and vendor cards have also been extended to include dispatch-related functions. To set up the features for a vendor:

1. Choose the Search icon, enter Vendors, and then choose the related link.
2. Open a vendor card.
3. Fill in the fields on the Dispatch FastTab as described in the following table.

Dispatch#

Packing suggestions#

Packing suggestions contain all the information relevant to creating dispatch orders. To include a suggestion on an order, you can use the Process Packing Suggestions function found on the ribbon.

The numbers of suggestions are already filled in on the lines of an order when you run one of the actions to get data from warehouse, inventory, or posted documents.

Create a packing suggestion#

To set up a suggestion:

1. Choose the Search icon, enter Packing Suggestions, and then choose the related link.
2. Fill in the fields as described in the following tables.

General#

Lines#

To create or delete suggestion lines, choose Insert Line or Delete Line on the ribbon at the top of the Packing Suggestion page.

Assign a suggestion#

To link an item to a packing suggestion:

1. Choose the Search icon, enter Packing Suggestion Links, and then choose the related link.
2. Choose New.
3. Fill in the fields as described in the following table.

Workflow#

Every dispatch needs a dispatch order, a delivery that consists of one or more packages (=carriers). You can specify packages as early as creating the sales, purchase return, and transfer orders that you want to dispatch.

When you post their shipment, dispatch orders are created and posted by the system while the amount of packaging that you have on hand is reduced (for more information, see Packages on Outbound Documents.

By creating orders manually, you can link different packages together to set up a multilevel structure for a shipment (for more information, see Dispatch Orders for Warehouse and Inventory Documents and Dispatch Orders for Posted Documents). You can also assign packages to individual document lines only.

Packages on outbound documents#

You can enter packages on the following types of outbound documents:

• Sales orders
• Purchase return orders

You can easily record on them the type and quantity of carriers used, that is, if you selected Packages in the Dispatch Type field when you set up the location linked to the relevant document header. Linking document lines to carriers—or one carrier (a box) to another (a pallet)—isn’t possible here.

When you post the shipment of an outbound document, the system will create and post a dispatch order listing all the information available on the document and for the assigned carrier. Provided a source location has been specified for the carrier, the number of carriers that you have on hand will also be reduced during this process.

You can also specify packages on transfer orders if the location entered in the Transfer-from Code field on the order supports this option. A dispatch order is then created and posted as you post the outbound transfer.

The transfer order fields can be filled in as described in the following table.

Manual dispatch#

To create a dispatch order manually:

1. Choose the Search icon, enter Dispatch Order List, and then choose the related link.
2. On the ribbon, choose New.
3. Fill in the fields as described in the following table.

General#

Shipping Agent/Forwarder#

Packaging Locations#

Ribbon Actions#

Dispatch#

Posts an order according to the posting type specified in Dispatch Setup. This process includes:

• Posting warehouse and source documents assigned to the order.
• Posting the packaging material consumed.
• For single-lot dispatch, creating a separate posted dispatch order for each carrier or package. The source document will be displayed in the Single-Package Dispatch Parent Order No. field on every order.
• Archiving the posted document(s).

Post and Print#

Posts a dispatch order and prints the documents that you selected via toggle in Dispatch Setup.

Goods Value#

Description to follow.

Release#

Changes the status of a dispatch order from Open to Released. The following checks are performed automatically when an order is released:

• Have the Shipment Method Code, Shipping Agent Code, Ship-to Name, Ship-to Country/Region Code and Ship-to Post Code been filled in?
• Has at least one carrier been specified on the order?
• Have all item lines and manual lines been assigned to the specified carriers or have none been assigned to them?
• For single-package shipments:
  Are carriers found only on level 1 of the packing structure and have the document lines been assigned to the specified carriers?

If the answer to all these questions is Yes, the order will be released.

Reopen#

Resets the status of an order from Released to Open.

Scan Document ID (Scanner)#

Description to follow.

Actions – Functions#

The following functions can be called via the menu item "Functions":

Manual Line
Used to enter dispatch lines manually. For more information, see Manual Lines on Dispatch Orders.

Process Packing Suggestions
See Process a Packing Suggestion.

Refresh Packing Structure
Updates the packing structure.

Assign Carrier ID
Assigns an ID to each carrier entered on a dispatch order as early as the order being in the Open status.

Actions – Warehouse & Inventory#

See Dispatch Orders for Warehouse and Inventory Documents.

Actions – Posted Documents#

See Dispatch Orders for Warehouse and Inventory Documents.

Related#

Choose Dispatch Order > Comments if you want to enter comments for a dispatch order.

Choose Dispatch Order > Edit Dispatch Notes to change the shipping notes sent with V-LOG transmissions.

Dispatch lines#

The Lines FastTab contains the item or manual dispatch lines (see Manual Lines on Dispatch Orders) you want dispatched and the carriers that will be used for delivery.

Carriers can be assigned to one another to create a multilevel structure on an order. One or more carriers can also be assigned to item lines or manual lines.

The fields shown on the FastTab are described in the following table.

Manage#

Choose Delete Line to remove one or more lines from a dispatch order.

Functions#

Split Line#

Splits a line of type Item into two lines.

For the function to work, the quantity on the source line must be greater than 1 and the Qty. to Handle less than the total. The difference between the original quantity and the Qty. to Handle is then entered on the new line.

Add More Packaging#

Adds one or more carriers or packaging materials to a dispatch order.

You can specify the total quantity you want to add when you select the carrier or material. A dispatch line with a quantity of 1 is then entered on the order for each individual carrier or material.

Highlight Lines#

Highlights in red one or more manually selected dispatch lines so that they can be assigned to another dispatch line.

Remove Highlighting#

Deletes the highlighting from lines.

Add to Package#

Assigns the highlighted lines to another dispatch line.

• Lines of document line type Item or (blank) can only be assigned to a dispatch line of type Carrier.
• Lines of document line type Carrier can only be assigned to a dispatch line of type Carrier.

Assigning one line to another creates a multilevel structure, with the relations between lines indicated in the Packing Structure field. If you assign a dispatch line that contains a substructure, the entire structure will be added as well.

Remove from Package#

Removes the highlighted lines from a carrier or package.

A line that contains a carrier or package with a substructure is moved to Level 1 in the packing structure, with the substructure left intact.

Line#

Source Document Line#

Opens the source document for a line of type Item. Source documents can be:

• Sales orders
• Purchase return orders
• Service orders
• Transfer orders
• Posted shipments
• Posted service shipments
• Posted return shipments
• Posted outbound transfers

Whse. Document Line#

Opens the warehouse shipment or inventory pick for a line of type Item.

FactBoxes#

Dispatch order#

Dispatch Lines#

Dispatch orders for warehouse and inventory documents#

You can copy data from warehouse shipments or inventory picks to manually created dispatch orders by choosing Actions > Warehouse & Inventory on the ribbon of an order.

When data is copied from the first document, the Ship-to Address entered on it is transferred to the field with the same name on the dispatch header. Each time you retrieve data from additional documents, you then see a message if the address initially copied to the header is different from the one entered on the document that you want to copy. If you choose OK, the system will create new document lines but leave the data on the header unchanged.

Get Warehouse Shpt. (action)#

Copies warehouse shipment data to a dispatch order.

For this function to work, the following requirements must be met:

• The shipment cannot be part of another dispatch order.
• The Qty. to Ship field on the shipment lines must be filled in.

The information stored on the warehouse shipment lines is then used to fill in new dispatch lines as described in the following table.

Get Inventory Pick (action)#

Copies inventory picking data to a dispatch order.

For this function to work, the following requirements must be met:

• The inventory pick is not part of another dispatch order.

The data stored on the inventory pick lines is then used to fill in new dispatch lines as described in the following table.

Packing structure#

For more details on how to add carriers or packaging materials to a dispatch order and assign them to one another, as well as assign item lines to carriers or packaging materials, see Dispatch Lines.

Dispatch an order#

Before a dispatch order can be sent (that is, posted), it must be released. The following checks are performed automatically when an order is released:

• Have the Shipment Method Code, Shipping Agent Code, Ship-to Name, Ship-to Country/Region Code and Ship-to Post Code been filled in?
• Has at least one carrier been specified on the order?
• For single-package shipments:
  Are carriers found only on level 1 of the packing structure and have the document lines been assigned to the specified carriers?

If the answer to all these questions is Yes, the order will be released. Posting the order will:

• Post the consumption of packaging material.
• For single-package shipments, create a separate posted dispatch order for each carrier or package. The source document will be displayed in the Single-Package Dispatch Parent Order No. field on every order.
• Archive the posted document(s).

Dispatch orders for posted documents#

Get posted documents#

You can copy data from posted documents to manually created dispatch orders by choosing Actions > Posted Documents on the ribbon of an order. You can retrieve information from the following documents:

• Posted sales shipments
• Posted service shipments
• Posted transfer shipments
• Posted return shipments

When data is copied from the first document, the Ship-to Address entered on it is transferred to the field with the same name on the dispatch header. Each time you retrieve data from additional documents, you then see a message if the address initially copied to the header is different from the one entered on the document that you want to copy. If you choose OK, the system will create new document lines but leave the data on the header unchanged.

The information that was entered on the source document lines is then used to fill in new dispatch lines as described in the following table.

Packing structure#

For more details on how to add carriers or packaging materials to a dispatch order and assign them to one another, as well as assign item lines to carriers or packaging materials, see Dispatch Lines.

Dispatch an order#

Before a dispatch order can be sent (that is, posted), it must be released. The following checks are performed automatically when an order is released:

• Have the Shipment Method Code, Shipping Agent Code, Ship-to Name, Ship-to Country/Region Code and Ship-to Post Code been filled in?
• Has at least one carrier been specified on the order?
• For single-package shipments:
  Are carriers found only on level 1 of the packing structure and have the document lines been assigned to the specified carriers?

If the answer to all these questions is Yes, the order will be released. Posting the order will:

• Post the consumption of packaging material.
• For single-package shipments, create a separate posted dispatch order for each carrier or package. The source document will be displayed in the Single-Package Dispatch Parent Order No. field on every order.
• Archive the posted document(s).

Process a packing suggestion#

To create a set of instructions on how to pack items and carriers according to the suggestion numbers that were filled in on dispatch lines, choose Actions > Functions > Process Packing Suggestions. The numbers were copied to the lines when you used one of the functions to get data from a warehouse, an inventory, or a posted document.

When you run the action, the system creates a temporary structure with the help of the specified packing suggestion and the links between suggestions and items that you set up on the Packing Suggestion Links page.

You cannot edit the structure that you see, but you can copy it to the order by choosing OK.

Manual lines on dispatch orders (no warehouse, inventory, or posted documents)#

To add document lines to a dispatch order manually:

1. Choose the Search icon, enter Dispatch Order List, and then choose the related link.
2. Open a dispatch order.
3. On the ribbon, choose Actions > Functions > Manual Line.
4. Fill in the fields as described in the following table.

This creates a dispatch line with the following field values on the lines:

Packing structure#

For more details on how to add carriers or packaging materials to a dispatch order and assign them to one another, as well as assign manually created lines to carriers or packaging materials, see Dispatch Lines.

Dispatch an order#

Before a dispatch order can be sent (that is, posted), it must be released. The following checks are performed automatically when an order is released:

• Have the Shipment Method Code, Shipping Agent Code, Ship-to Name, Ship-to Country/Region Code and Ship-to Post Code been filled in?
• Has at least one carrier been specified on the order?
• For single-package shipments:
  Are carriers found only on level 1 of the packing structure and have the document lines been assigned to the specified carriers?

If the answer to all these questions is Yes, the order will be released. Posting the order will:

• Post the consumption of packaging material.
• For single-package shipments, create a separate posted dispatch order for each carrier or package. The source document will be displayed in the Single-Package Dispatch Parent Order No. field on every order.
• Archive the posted document(s).

V-LOG dispatch#

Besides the packing slip, wholesalers might need other shipping documents, especially a package label for use by the shipping agent. The interface to the program used to ship orders is thus often adapted to meet the requirements of specific projects.

KUMAVISION base (BOOSTER) provides Dispatch users with an interface to V-LOG. With the help of V-LOG, they can automate workflows for shipping orders via UPS, DHL, DPD, and other logistics companies and forwarders.

However, this means that all data needed for V-LOG transfers, for example, the delivery address, the number of packages, and the weight, must be provided in a standardized format.

Additionally, you need to set up the interface in the system as described in the following:

No. Series#

Specify a number series for future orders if necessary.

For more information on how to create a series, see Dispatch Setup.

Carrier Setup#

Set up the carriers required for the interface.

For more information on how to set up a carrier, see Dispatch Setup.

Locations#

Set up one or more locations with dispatch type Dispatch Orders.

Only locations with this setup can be transferred via the interface.

V-LOG Setup#

Turn on the interface itself.

1. Choose the Search icon, V-LOG Setup, and then choose the related link.
2. Fill in the fields as described in the following table.
   
   Note
   Usually, this interface is set up in collaboration with KUMAVISION staff.

Shipping agents#

Specify V-LOG as the default dispatch provider for a shipping agent.

1. Choose the Search icon, enter Shipping Agents, and then choose the related link.
2. Select a shipping agent.
3. Select V-LOG in the Default Dispatch Provider field.

This option is used so that you don’t need to enter the provider manually on every new order. However, you can choose a different provider if necessary.

Transmissions to V-LOG mainly consist of numeric key values. If you want all dispatch orders shipped by an agent transmitted through V-LOG, you need to enter the agent’s numeric value in the V-LOG Code field. This numerical value must be requested by MHP on a case-by-case basis.

V-LOG Notes#

Additionally, you can add notes that the shipping agents require. These notes might include descriptions of the dispatch process and customizable, numeric V-LOG codes that can later be assigned to an order. To add a note:

1. Choose the Search icon, enter Shipping Agents, and then choose the related link.
2. Select a shipping agent.
3. On the ribbon, choose Related > Line > Dispatch Notes.
4. Fill in the fields as described in the following table.

Shipping agent text#

You can use the Shipping Agent Text field on dispatch orders to enter another note that you want to transmit to a shipping agent. You can enter a maximum of 250 characters here.

Dispatch Notes#

You can also drill down on the Dispatch Notes field found on dispatch orders to select a V-LOG dispatch note that you assigned to a certain shipping agent.

Posted dispatch orders#

To print a posted dispatch order:

1. Choose the Search icon, enter Posted Dispatch Orders List, and then choose the related link. Alternatively, open any posted order linked to the dispatch order.
2. Select a dispatch order and choose Reports > Print. Alternatively, open the relevant document and choose Line > Dispatch.

If you open the posted order from a source document, the source document lines found on it are highlighted in blue.