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.
Note
The words “carrier” and “package,” found in Dispatch Carrier Setup and elsewhere in the system, are interchangeable in this context. Both describe common types of unit loads and packaging materials.
On dispatch lines, a carrier specifies a single package that might be identified by an ID. The terms “carrier” and “package” are also synonyms here.
Note
As a carrier has, by definition, a quantity of 1, the functionality shouldn’t be used for posting the consumption of ancillary packaging materials (10 meters of stretch film or 4 pieces of edge protectors, for example).
Note
You need a separate license before you can work with dispatch orders.
Setup#
You need to set up the functionality before you can use it.
Important note on carrier posting methods
KUMAVISION base 21.2.52743.0 introduced users to a new way of posting carriers. You can (and must) switch to this new system by turning on the New Carrier Posting Method toggle in Dispatch Setup. You also need to copy all source location data that you stored on location, customer, and vendor cards to the Carrier Posting FastTab on the page.
Dispatch Setup#
- Choose the Search icon, enter Dispatch Setup and then choose the related link.
- Fill in the fields as described in the following tables.
General#
| Field | Description |
|---|---|
| Dispatch Order Nos. | Specify the number series that will be used for dispatch orders. |
| Packing Suggestion Nos. | Specify the series that will be used for packing suggestions. |
| Posting Type | Specify if the Post function should be used to ship orders or ship and invoice them at the same time. |
| Print Shipment | Turn on this toggle if you want to use the Post and Print function to print the shipment documents created for a dispatch order. |
| Print Invoice | Turn on this toggle if you want to use the Post and Print function to print the invoice documents created for a dispatch order. |
| Print Posted Dispatch Order | Turn on this toggle if you want to use the Post and Print function to print a posted dispatch order. |
| Company ID | Specify the ID that GS1 has assigned to your company. |
| Carrier ID Nos. | Specify the number series that will be used for a carrier as part of a carrier ID. A carrier ID combines a company ID and a number from another series. |
| Set Carrier IDs at Order Release | Turn on this toggle if you want a carrier or package ID assigned automatically when a dispatch order is released. |
| Set Check Digit for Carrier IDs | Turn on this toggle if you want to create NVE-compliant carrier IDs. Activating the option will affect both the calculation and input of IDs. As mentioned previously, a carrier ID combines a company ID and a number from another series. With the toggle turned on, the system will check if the specified string is NVE-compliant. NVE-compliant means the ID must be numerical in nature and consist of 17 characters in total (the check digit not included). You will see an error message if one of these conditions is not met during the creation of an ID. |
| New Carrier Posting Method | Turn on this toggle to activate carrier postings. This way, you can post disposable and returnable carriers at different locations. |
| Dispatch Field Check | Specifies if the mandatory field check is run on dispatch headers and lines. |
Carrier Posting#
| Field | Description |
|---|---|
| Carrier Item Jnl. Template Name | Choose the name of the item journal template that you want to post shipments with non-returnable packaging to. |
| Carrier Item Jnl. Batch Name | Choose the name of the item journal batch that you want to post shipments with non-returnable packaging to. |
| Carrier Transfer Jnl. Template Name | Choose the name of the item journal template that you want to post transfers with returnable packaging to. |
| Carrier Transfer Jnl. Batch Name | Choose the name of the item journal batch that you want to post transfers with returnable packaging to. |
Note
Only journals that aren't already linked to a number series can be entered in these fields.
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:
- Choose the Search icon, enter Packing Suggestion Groups and then choose the related link.
- Fill in the fields as described in the following table.
| Field | Description |
|---|---|
| Code | Specify a unique identifier for the group. |
| Description | Enter a description for the group. |
Carriers#
To set up a carrier:
- Choose the Search icon, enter Carriers, and then choose the related link.
- Fill in the fields as described in the following tables.
General#
| Field | Description |
|---|---|
| Code | Specify a code for the carrier. You cannot assign a number from a series in this field. |
| Description | Enter a description for the carrier. |
| Added Packaging |
Turn on this toggle if the carrier represents additional packaging. |
| Inventory | If the carrier is linked to an item, this field shows how many of these types of carriers you have on hand. |
| Item No. | Fill in this field if the carrier should be linked to an item. |
| Carrier Posting Type | If the carrier is posted to a warehouse and the Item No. field has been filled in, you can use this field to specify whether the carrier can be returned to the sender. For disposable packaging, negative adjustment is posted during dispatch. For multi-use units, a transfer is posted to the address set up to receive the carrier (address of a customer or vendor, or another type of location). |
| ID Required | Turn on this toggle if you want the system to check for a carrier or package ID when the dispatch order assigned to the carrier is released. |
| Carrier ID Nos. | Here you can specify another number series for the carrier so that a number from this series (instead of the series selected in Dispatch Setup) will be used to create a carrier ID. As mentioned previously, a carrier ID combines a company ID and a number from another series. With the Set Check Digit for Carrier IDs toggle turned on in Dispatch Setup, the system will also check if the specified string is NVE-compliant. |
Note
There is no inventory management feature that links lot or serial numbers to carriers.
Dimensions#
| Field | Description |
|---|---|
| Length | Specify the length of the carrier in the unit commonly used in your company. |
| Width | Specify the width of the carrier in the unit commonly used in your company. |
| Height | Specify the height of the carrier in the unit commonly used in your company. |
| Weight | Specify the weight of the carrier in the unit commonly used in your company. |
Locations#
The location card has been extended to include a FastTab covering dispatch-related functions. To set up the new features:
- Choose the Search icon, enter Locations, and then choose the related link.
- Open a location card.
- Fill in the fields on the Dispatch FastTab as described in the following table.
Dispatch#
| Field | Description |
|---|---|
| Dispatch Type | Specify if you want to use the Dispatch functionality at this location. (blank) The functionality will not be used for the location. However, you can still create a dispatch order that uses documents linked to this location. Packages Packages will be used at this location. This option provides a way for you to enter packages for sales, purchase return, and transfer orders without having to create a dispatch order. Nevertheless, you can still create an order that uses documents linked to this location. Dispatch Orders Dispatch orders will be used at this location. |
| Packing Suggestion Group | Specify a group for packing suggestions. By assigning a group, you don’t need to create a link to a packing suggestion each time an internal dispatch order is received at one of your company’s locations. |
| Outbound Packaging Location Code | Specify the location that you want to use for packaging that will be shipped. You can then post negative adjustments of disposable and multi-use carriers to this location. |
| Outbound Packaging Bin Code | Specify the bin that you want to use for packaging that will be shipped. You can then post negative adjustments of disposable and multi-use carriers to this bin. |
| Inbound Packaging Location Code | Specify the location that you want to use for packaging that will be received. You can then post internal transfers of multi-use carriers to this location. |
| Inbound Packaging Bin Code | Specify the bin that you want to use for packaging that will be received. You can then post internal transfers of multi-use carriers to this bin. |
Customers#
The customer and vendor cards have also been extended to include dispatch-related functions. To set up the features for a customer:
- Choose the Search icon, enter Customers, and then choose the related link.
- Open a customer card.
- Fill in the fields on the Dispatch FastTab as described in the following table.
Dispatch#
| Field | Description |
|---|---|
| Packing Suggestion Group | Specify a group for packing suggestions. By specifying a group, you do not need to create a link to a packing suggestion each time a dispatch order is sent to a customer. |
| Inbound Packaging Location Code | Specify the location that you want to use for packaging that will be received. Multi-use carriers from the customer’s dispatch orders are then posted to this location. For maximum transparency, only one customer should be set up per location. |
| Inbound Packaging Bin Code | Specify the bin that you want to use for packaging that will be received. Multi-use carriers from the customer’s dispatch orders are then posted to this bin. |
Ship-to Addresses (action)#
| Field | Description |
|---|---|
| Inbound Packaging Location Code | Specify the location that you want to use for packaging that will be received. Multi-use carriers from dispatch orders shipped to the specified address are then posted to this location. For maximum transparency, only one address should be set up per location. |
| Inbound Packaging Bin Code | Specify the bin that you want to use for packaging that will be received. Multi-use carriers from dispatch orders shipped to the specified address are then posted to this bin. |
Vendor#
The customer and vendor cards have also been extended to include dispatch-related functions. To set up the features for a vendor:
- Choose the Search icon, enter Vendors, and then choose the related link.
- Open a vendor card.
- Fill in the fields on the Dispatch FastTab as described in the following table.
Dispatch#
| Field | Description |
|---|---|
| Packing Suggestion Group | Specify a group for packing suggestions. By specifying a group, you do not need to create a link to a packing suggestion each time a dispatch order is sent to a vendor. |
| Inbound Packaging Location Code | Specify the location that you want to use for packaging that will be received. Multi-use carriers from the vendor’s dispatch orders are then posted to this location. For maximum transparency, only one vendor should be set up per location. |
| Inbound Packaging Bin Code | Specify the bin that you want to use for packaging that will be received. Multi-use carriers from the vendor’s dispatch orders are then posted to this bin. |
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:
- Choose the Search icon, enter Packing Suggestions, and then choose the related link.
- Fill in the fields as described in the following tables.
General#
| Field | Description |
|---|---|
| Packing Suggestion No. | Exit the field to have a number assigned automatically from the series set up for this purpose. |
| Type | Specify if the suggestion will be used for an item or a carrier. |
| No. | Enter the number of an item or a carrier, depending on what option you chose in the Type field. |
| Description | After filling in the No. field, you can see the description of the item or carrier here. You can also change the description if necessary. |
| Status | Specifies the status of the suggestion. New Automatically set when you create a new packing suggestion. In this status, you can both change an assigned checklist and the suggestion itself. Certified You can no longer edit the suggestion. Suggestions need to be in this status before you can use them on dispatch orders. To change a certified suggestion, you need to reset the status to Under Development. Under Development You can edit the suggestion. Expired Specifies that the suggestion has expired and is no longer in use. It can also no longer be changed. |
Lines#
To create or delete suggestion lines, choose Insert Line or Delete Line on the ribbon at the top of the Packing Suggestion page.
| Field | Description |
|---|---|
| Sequence No. | A sequence number is assigned automatically when you use the Insert line function to add a line to the suggestion. The content of this field cannot be changed manually. |
| Object Type | Specifies if the suggestion covers instructions for an item or a carrier. On the first packing line, the value in this field is copied from the suggestion header. On all subsequent lines, it is copied from the Packing Type field found on the preceding line. The content of this field cannot be changed manually. |
| Object No. | Specifies the item or carrier packed at the specified level. Depending on the option specified in the Object Type field, this field is filled in with the item or carrier that was assigned to the suggestion. On all subsequent lines, the number is copied from the Packing No. field found on the preceding line. The content of this field cannot be changed manually. |
| Packing Type | Select whether you want the item or carrier shown in the Object No. field packed inside a specific carrier or if it should be linked to a suggestion instead. |
| Packing No. | Depending on the option specified in the Packing Type field, this field shows the suggestion number used for packing the item or carrier entered in the Object No. field. |
| Packing Description | Shows the description of the suggestion entered in the Packing No. field. However, you can change the description if necessary. |
| Qty. per Level | Specifies how many pieces of the item or carrier entered in the Object No. field can be packed on one level. You can only fill in this field if the Object Type and Packing Type are both set to Carrier. |
| No. of Levels | Specifies how many levels can be stacked inside the carrier that was entered in the Packing No. field. You can only fill in this field if the Object Type and Packing Type are both set to Carrier. |
| Total Quantity | Shows the result of multiplying the Quantity per Unit and No. of Levels fields. If, on a line of packaging type Carrier, the value in this field is 0, you can enter another value manually. You cannot fill in the field on lines of type Packing Suggestion. |
| Single Lot | Turn on this toggle to ensure that only one type of carrier or item has been entered on the line when you create a dispatch order. The toggle can only be turned on if the line is the first line on the suggestion or the toggle is also activated on the preceding line. On lines of type Item, the toggle can only be turned on if the item is set up for lot tracking. |
| Use Packaging as Filler | Specify if you want to use packaging material to fill up container deliveries. (blank) No packaging will be added on the last level. Fill Level On the last level, the container is filled with as many carriers as needed to match the number shown in the Qty. per Level field. Fill Corners On the last level, carriers will be added to fill out the corners of the container. You can only choose something in this field if the Qty. per Level and No. of Levels fields contain a value other than 0. The Object Type and Packing Type fields must also be set to Carrier. |
| Added Packaging | Indicates if the Added Packaging function on the Lines FastTab was used to add more packaging to the line. |
Assign a suggestion#
To link an item to a packing suggestion:
- Choose the Search icon, enter Packing Suggestion Links, and then choose the related link.
- Choose New.
- Fill in the fields as described in the following table.
Note
When you work with item variants, item and packing suggestion numbers can always be found at the lowest level of suggestions used for dispatch orders so that you can group the variants. To have a variant packed individually, you must create a separate suggestion and separate links for it.
| Field | Description |
|---|---|
| Item No. | Specify the number of the item for which a suggestion will be set up on the line. |
| Variant Code | Here you can specify an item variant if available. |
| Item Description | Shows the description of the item entered in the Item No. field. You cannot change this field manually. |
| Link Type | Specify the type of recipient that the suggestion should be used for. (blank) Represents the default assignment if no other option can be used for the item when entered on a dispatch order. Customer Links the item to a customer. Vendor Links the item to a vendor. Location Links the item to a location. This is the default option for assigning internal orders. Suggestion Group Links the item to a packing suggestion group. The group can then be assigned to a customer, vendor, or location. |
| Link No. | Specify a number for the link based on the Link Type field. |
| Link Description | Shows the description of the link entered in the Link No. field. |
| Packing Suggestion No. | Specify the number of the suggestion that should be used for the item and the link on a dispatch order. |
| Packing Suggestion Description | Shows the description of the suggestion that you entered in the Packing Suggestion No. field. You cannot change this field manually. |
| Packing Suggestion Status | Shows the status of the suggestion entered in the Packing Suggestion No. field. Note Only certified suggestions can be used for dispatch orders. |
| Starting Date Ending Date |
Specify the period for which you want the link to be valid. Note Filling in these fields is optional. |
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.
Note
The location that items are shipped from or consumed at isn’t important to creating a dispatch order.
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.
Note
If you selected the Packages option in the Dispatch Type field on a location card and then use the location on a document header, you must enter at least one package on this document.
Note
If a carrier is used in inventory management, that is, the carrier is assigned to an item tracked through a serial or lot number, carrier stock will not be reduced. You can also post a document assigned to the carrier without encountering an error.
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.
Note
When you post the dispatch order, the carrier inventory at the destination (Transfer-to Code) is reduced, regardless of what is specified for the carrier on source location lines.
The transfer order fields can be filled in as described in the following table.
| Field | Description |
|---|---|
| Carrier Code | Specify the code of the carrier. |
| Carrier Description | The description is copied from the carrier card and cannot be changed. |
| Carrier Quantity | Specify the number of carriers used. |
| Carrier Gross Weight (Scales) | Specify the gross weight of the filled carrier. |
Note
When you assign a carrier to a sales order or a purchase return order, the system will check if a suitable customer or vendor record can be found on the lines of the source location specified for this carrier. If none is found, an error message will appear.
Manual dispatch#
To create a dispatch order manually:
- Choose the Search icon, enter Dispatch Order List, and then choose the related link.
- On the ribbon, choose New.
- Fill in the fields as described in the following table.
General#
| Field | Description |
|---|---|
| No. | Exit the field to have a number assigned automatically from the series set up for this purpose. |
| Dispatch Location Code | Enter the location from where the requested goods should be dispatched. You can also use this field to specify the location to which packaging must be posted. |
| Shipment Method Code | Specify the method for dispatch. You must fill in this field. When you copy another document to the order, the value in this field will be overwritten with the method stored on that document. |
| Shipping Agent Code | Specify the shipping agent responsible for the dispatch. You must fill in this field. When you copy another document to the order, the value in this field will be overwritten with the agent code stored on that document. |
| Shipping Agent Service Code | Specify the shipping agent service rendered for the order. |
| Shipping Agent Text | For more information, see Shipping Agent Text. |
| Dispatch Notes | For more information, see Dispatch Notes. |
| Dispatch Provider | For more information, see Shipping Agents. |
| V-LOG Company | For more information, see V-LOG Setup. |
| Forwarder/Waybill No. | Specify the number that was assigned to the dispatch order by the forwarder or can be found on the bill of lading. |
| Assigned User ID | Specify the ID of the user responsible for the document. |
| Single-Package Dispatch | Select this field if you want to create a posted order for each carrier or package when you send (post) this dispatch order. Note When you enter a carrier on a sales or purchase return order, the system will check if a suitable customer or vendor record can be found on the lines of the source location specified for the carrier. If none is found, an error message will appear. |
| Status | Shows the status of the order. |
| Goods Value | Shows the total value of the goods that you want to dispatch. |
| Destination Type | The field is filled in automatically when the first document is retrieved. |
| Destination No. | The field is filled in automatically when the first document is retrieved. |
| Sell-to Contact No. | The field is filled in automatically when the first document is retrieved. |
| Ship-to Code | The field is filled in automatically when the first document is retrieved. |
| Ship-to Name | The field is filled in automatically when the first document is retrieved but can be changed on the order. |
| Ship-to Country/Region Code | This field is filled in automatically when the first document is retrieved but can be changed on the order. This field must be filled in. |
| Ship-to Post Code | The field is filled in automatically when the first document is retrieved but can be changed on the order. |
| Ship-to Contact | The field is filled in automatically when the first document is retrieved but can be changed on the order. |
| Fixed Shipping Date | Here you can enter the fixed shipment date that you want transmitted via the V-LOG interface. |
| Fixed Shipping Time | Here you can enter the fixed shipping time that you want transmitted via the V-LOG interface. |
| Document ID Scan | Used to insert lines by scanning a document ID. |
Shipping Agent/Forwarder#
| Field | Description |
|---|---|
| Pickup Date | Specify the date on which the order needs to be picked up. |
| Pickup Time | Specify the date at which the order needs to be picked up. |
| Received On | Specify the date on which the order needs to be delivered. |
| Received At | Specify the time at which the order needs to be delivered. |
Packaging Locations#
| Field | Description |
|---|---|
| Outbound Packaging Location Code | Specify the location that you want to use for packaging that will be shipped. You can then post negative adjustments of disposable and multi-use carriers to this location. |
| Outbound Packaging Bin Code | Specify the bin that you want to use for packaging that will be shipped. You can then post negative adjustments of disposable and multi-use carriers to this bin. |
| Inbound Packaging Location Code | Specify the location that you want to use for packaging that will be received. You can then post internal transfers of multi-use carriers to this location. |
| Inbound Packaging Bin Code | Specify the bin that you want to use for packaging that will be received. You can then post internal transfers of multi-use carriers to this bin. |
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).
Note
The dispatch order must be released before you can run this function.
Post and Print#
Posts a dispatch order and prints the documents that you selected via toggle in Dispatch Setup.
Note
The dispatch order must be released before you can run this function.
Goods Value#
Updates the value of goods on the header and lines of a dispatch order.
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)#
Used to create dispatch lines automatically by scanning a document ID.
Can be run for all documents that can also be retrieved by using the Get Warehouse Shpt. or Get Inventory Pick action.
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.
Note
This function also runs automatically when you add packaging materials or assign document lines to packages.
Assign Carrier ID
Assigns an ID to each carrier entered on a dispatch order as early as the order being in the Open status.
Note
For the function to work, you must have specified a number series for carrier IDs and turned on the ID Required toggle for the carrier.
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.
| Field | Description |
|---|---|
| Document Line Type | Specifies the type of dispatch line. Options are: • (blank) • Item • Carrier |
| Document Line No. | Specifies the number of an item or the code of a carrier. |
| Packing Structure | This field is filled in by the system. |
| Added Packaging | Specifies a line to which no contents (items) can be added but that completes the packaging used (by providing wrapping foil, pallet bands, or box lids, for example). |
| Empty Packaging | Specifies a packaging line where there are no contents (items) to retrieve. They can be added, however. You can also have this kind of packaging complete a carrier (such as a pallet) to make it safe for transport. |
| Carrier Posting Type | Specifies if the shipment comes with disposable or multi-use packaging. The field is also used to post packages when you post orders. Disposal packaging is then posted (consumed) off a warehouse that you specified, whereas multi-use packaging is transferred to another location. |
| Description | Shows the description of the item from the source document line, the manual dispatch line, or the carrier. |
| Service Item No. | If the order relates to the service area, this field shows number of the service item to be shipped. |
| Serial No. | Shows the serial number that was stored on the warehouse, inventory, or posted document assigned to the line. |
| Lot No. | Shows the lot number that was stored on the warehouse, inventory, or posted document assigned to the line. |
| Quantity | This field is filled in by the system. |
| Qty. to Handle | This field is filled by the system. You can reduce the Qty. to Handle by choosing Functions > Split Line on the ribbon to create multiple lines with carriers. |
| Unit of Measure Code | Specifies the unit used on the source document line or for the carrier. |
| Packing Suggestion Group | Shows the code of a suggestion group if the packing suggestion is based on one. |
| Packing Suggestion No. | Shows the number of a suggestion if the dispatch line was inserted based on a suggestion link. |
| Packing Suggestion Status | Shows the status of the suggestion that was retrieved. |
| Goods Value Comment | Shows, if stored, comments made about the goods value. |
| Length | Specifies the length of the packaging. |
| Width | Specifies the width of the packaging. |
| Height | Specifies the height of the packaging. |
| Carrier ID | You can enter a carrier ID manually or have one calculated by the system. For automatic calculation, you need to have turned on the ID Required field on the card of the carrier and set up a number series for carrier IDs. As mentioned previously, a carrier ID combines a company ID and a number from another series. If the Set Check Digit for Carrier IDs toggle is turned on in Dispatch Setup, the system will check if the specified string is NVE-compliant. For more information, see Dispatch Setup. Note The carrier ID is shown without the check digit here. A check digit is typically required for barcode carrier IDs. However, in the present context, the digit must be calculated later based on the type of barcode that should be printed. |
| Carrier ID Required | Specifies if the carrier requires an ID. |
| Weight per UOM | Specifies the gross weight stored on the source document line or the weight of the entered carrier. You can change the content of this field manually. |
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.
Note
You should always assign carriers from bottom to top. On Level 1—the lowest level---you should, for example, specify the pallet used. On Level 2, you should store the first set of cardboard boxes. On Level 3, an anti-slip mat might be introduced, and Level 4 might then contain another set of boxes.
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#
| Field | Description |
|---|---|
| Dispatch Comment | Indicates if notes have been added to the dispatch order. |
| Customer No./Vendor No. | Shows the content of the Destination Type field from the dispatch header. |
| Gross Weight | Shows the total gross weight on Level 1 dispatch lines. |
| Tare Weight | Shows the total tare weight from all carrier lines, regardless of their level within the structure. |
| Net Weight | Shows the total net weight from all item and manual dispatch lines, regardless of their level within the structure. |
| No. of Packages (Level 1) | Shows the total number of packages on Level 1. |
| No. of Packages (Total) | Shows the total number of packages on all levels. |
| Interface | Indicates if an interface is used for the dispatch order. |
Dispatch Lines#
| Field | Description |
|---|---|
| Tare Weight | Specifies the carrier net weight that was entered on the carrier card. |
| Net Weight | For carrier lines without substructures, this field is empty. For carrier lines with substructures, this field shows the total gross weight from all substructure levels. For item lines, the value in this field is identical to the gross weight of the item times the quantity entered for the item on the lines. Note Dispatch considers net and gross weights to be interchangeable. This is because items have already been packed at this point—for example, paint has already been filled into a can. |
| Gross Weight | For a carrier line without a substructure, this field shows the weight of the carrier. For a carrier line with a substructure, the field shows the total net weight plus the tare weight. For item lines, the value in this field is identical to the gross weight of the item times the quantity entered for the item on the lines. |
| Length | Specifies the length of the carrier. |
| Width | Specifies the width of the carrier. |
| Height | Specifies the height of the carrier. |
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.
Note
In two-stage picking, picks need to be registered before you can copy a warehouse shipment to a dispatch order.
The information stored on the warehouse shipment lines is then used to fill in new dispatch lines as described in the following table.
| Field | Description |
|---|---|
| Document Line Type | This field is filled in with line type Item. |
| Document Line No. | This field is filled in with the number of the item. |
| Packing Structure | This field is not filled in automatically. |
| Description | This field shows the item description from the source document line. |
| Serial No. | This field is filled in if the warehouse shipment line contains an item tracking line with a serial number. |
| Lot No. | This field is filled in if the warehouse shipment line contains an item tracking line with a lot number. |
| Quantity | This field is filled in by the system. |
| Qty. to Handle | This field is filled in by the system. |
| Unit of Measure Code | This field shows the unit of measure used on the source document line. |
| Packing Suggestion Group | This field is filled in if the packing suggestion entered for the order in the Packing Suggestion No. field was calculated with the help of a suggestion group. |
| Packing Suggestion No. | This field shows the number of the packing suggestion specified for the line. |
| Packing Suggestion Status | This field shows the status of the specified packing suggestion. Only certified suggestions can be used for dispatch orders. |
| Carrier ID | For item lines, this field remains blank. |
| Weight per UOM | This field shows the gross weight from the source document line. You can change the value in this field on the dispatch line. |
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.
| Field | Description |
|---|---|
| Document Line Type | This field is filled in with line type Item. |
| Document Line No. | This field is filled in with the number of the item. |
| Packing Structure | This field is not filled in automatically. |
| Description | This field shows the item description from the source document line. |
| Serial No. | This field is filled in if the inventory pick line contains an item tracking line with a serial number. |
| Lot No. | This field is filled in if the inventory pick line contains an item tracking line with a lot number. |
| Quantity | This field is filled in by the system. |
| Qty. to Handle | This field is filled in by the system. |
| Unit of Measure Code | This field shows the unit of measure used on the source document line. |
| Packing Suggestion Group | This field is filled in if the packing suggestion entered for the order in the Packing Suggestion No. field was calculated with the help of a suggestion group. |
| Packing Suggestion No. | This field shows the number of the packing suggestion specified for the line. |
| Packing Suggestion Status | This field shows the status of the specified packing suggestion. Only certified suggestions can be used for dispatch orders. |
| Carrier ID | For item lines, this field remains blank. |
| Weight per UOM | This field shows the gross weight from the source document line. You can change the value in this field on the dispatch line. |
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.
| Field | Description |
|---|---|
| Document Line Type | This field is filled in with line type Item. |
| Document Line No. | This field is filled in with the number of the item. |
| Packing Structure | This field is not filled in automatically. |
| Description | This field shows the item description from the source document line. |
| Serial No. | This field is filled in if the source document line contains an item tracking line with a serial number. |
| Lot No. | This field is filled in if the source document line contains an item tracking line with a lot number. |
| Quantity | This field is filled in by the system. |
| Qty. to Handle | This field is filled in by the system. |
| Unit of Measure Code | This field shows the unit of measure used on the source document line. |
| Unit | This field shows the unit of measure used on the source document line. |
| Packing Suggestion Group | This field is filled in if the packing suggestion entered for the order in the Packing Suggestion No. field was calculated with the help of a suggestion group. |
| Packing Suggestion No. | This field shows the number of the packing suggestion specified for the line. |
| Packing Suggestion Status | This field shows the status of the specified packing suggestion. Only certified suggestions can be used for dispatch orders. |
| Carrier ID | For item lines, this field remains blank. |
| Weight per UOM | This field shows the gross weight from the source document line. You can change the value in this field on the dispatch line. |
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:
- Choose the Search icon, enter Dispatch Order List, and then choose the related link.
- Open a dispatch order.
- On the ribbon, choose Actions > Functions > Manual Line.
- Fill in the fields as described in the following table.
| Field | Description |
|---|---|
| Description | Specify a description for the dispatch line. |
| Quantity | Enter a quantity for the line. |
This creates a dispatch line with the following field values on the lines:
| Field | Description |
|---|---|
| Document Line Type | Remains blank and cannot be changed. |
| Document Line No. | Remains blank and cannot be changed. |
| Packing Structure | Remains blank and cannot be changed. |
| Description | Shows the entered description. |
| Serial No. | Remains blank and cannot be changed. |
| Lot No. | Remains blank and cannot be changed. |
| Quantity | Shows the entered quantity. |
| Qty. to Handle | The field is filled in by the system. |
| Unit of Measure Code | Remains blank and cannot be changed. |
| Carrier ID | Is determined automatically. |
| Weight per UOM | Remains blank and cannot be changed. |
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:
V-LOG response fields#
Some fields transmitted with a KUMAVISION V-LOG request must be copied over to the message returned by MHP, as the codes stored in them will need to be analyzed by the system after the response has been received.
| Field | Used after receiving a response by MHP to… |
|---|---|
| send_referenznr_02 | …determine the PostedDispatchHandHeader of the specified shipment. |
| send_referenznr_06 | …determine the postedDispatchHandlingLine of the specified package. |
| send_referenznr_07 | …determine the postedDispatchHandlingLine of the specified package. |
| send_gewichteinzel | …set the postedDispatchHandlingLine to Gross Weight (Scales). |
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.
- Choose the Search icon, V-LOG Setup, and then choose the related link.
- Fill in the fields as described in the following table.
Note
Usually, this interface is set up in collaboration with KUMAVISION staff.
| Field | Description |
|---|---|
| Active | Turn on this toggle to activate the V-LOG interface. Note The interface should be turned on only after you finished configuring the web service endpoint. |
| Webservice Endpoint | Specify an MHP-compliant URL. |
| V-LOG Company | Enter a company in an MHP-compliant format. |
| Printer | Select the printer that labels should be printed on. |
| Status Request Cooldown (min) | Specify the cooldown period required between successive, manually triggered status requests on a V-LOG line. Another V-LOG update can only be requested by a user after the time entered in this field has passed. |
| Verify V-LOG Postage Mapping | Specify whether the system should check for valid V-LOG postage mappings before dispatch orders are released. |
| Use XML Formatting | Turn on this toggle if you want to use the XML format to transfer the following values: • 'Send_Date' • 'Send_DateTime' • 'inch_value' • 'send_height' • 'send_length' • 'send_width' • 'send_value of goods' The option is turned on automatically when you first set up the interface. For an existing setup, you can turn off this option to test if the program receiving the data can handle the XML values. |
Shipping agents#
Specify V-LOG as the default dispatch provider for a shipping agent.
- Choose the Search icon, enter Shipping Agents, and then choose the related link.
- Select a shipping agent.
- 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:
- Choose the Search icon, enter Shipping Agents, and then choose the related link.
- Select a shipping agent.
- On the ribbon, choose Related > Line > Dispatch Notes.
- Fill in the fields as described in the following table.
| Field | Description |
|---|---|
| Shipping Agent | Shows the shipping agent for whom you want to add a note. |
| V-LOG Dispatch Note | Enter a V-LOG code to categorize the dispatch note. For more information, see the following table. |
| Description | Specify a text that will be used as a description when you assign the note to a dispatch order. |
| Numeric V-LOG Dispatch Note | Specify a numeric V-LOG code manually, if necessary. |
| V-LOG Code | Option Name | MHP Field Name |
|---|---|---|
| DEL | Delivery Remarks | Delivery Advice |
| SUR | Miscellaneous | Miscellaneous Information |
| SIN | Tail Lift Required | Tail Lift Required |
| SE | Secured | Secured |
| INV | Order Group (Separate Billing) | Consignment Group (for Separate Invoice) |
| RE | Invoice Text | Invoice Text |
| COD | COD at Pickup | COD for Collection |
| AVI | Pickup Notice | Advice Information for Collection |
| C01 | Order Text 1 | Order Text 1 |
| C02 | Order Text 2 | Order Text 2 |
| I01 | Invoice Text 1 | Invoice Text 1 |
| I02 | Invoice Text 2 | Invoice Text 2 |
| I03 | Invoice Text 3 | Invoice Text 3 |
| I04 | Invoice Text 4 | Invoice Text 4 |
| EAV | Email Address | Email Address |
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:
- 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.
- 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.