When a New Sale Order is Imported

SettingOptions
If Sale Order is Imported and (any) product(s) are out of stock (or not enough stock)
  • Reject Entire Sale Order  - For example, if any Product has insufficient stock to fulfil the order the entire Sale Order will be rejected.
  • Remove Out Of Stock Products from the Sale Order - For example, if there are 2 items in stock but the order is for 5 then the product will be removed from the order and therefore 0 items will be taken from stock.
  • Assign whatever stock is available - For example, if there are 2 items in stock but the order is for 5 then the 2 items will be added to the order.
If Sale Order is Imported and (any) product(s) can only be filled with expired stock
  • Never use expired stock
  • Allow expired stock to be used
If Sale Order is Imported and (any) product(s) do not exist (cannot find matching Product Code)
  • Reject Entire Sale Order
  • Remove Non-Existant Products from the Sale Order
If Sale Order is imported and (any) product (s) do not contain a Product Code (Product Code is blank) 
  • Reject Entire Sale Order 
  • Remove Products with Blank Product Codes from the Sale Order 
If Sale Order is Imported and (any) product(s) have an invalid Unit Of Measure (Ie: product measured in 'CTN' but Sale Order specifies 'UNIT')
  • Reject Entire Sale Order
  • Remove Invalid Product(s) from the Sale Order
If Sale Order is Imported and (any) product(s) have a Conversion Inconsistency when performing conversion (Ie: Multiple Product Packagings exist, but they convert between given unit of measure and base unit of measure differently.)
  • Reject Entire Sale Order
  • Remove Inconsistent Product(s) from the Sale Order
If finished Bill of Material products (BOMs) are out of stock, take from individual components
  • Yes - A finished BOM product will be created by picking the individual products that make up that product
  • No - If the finished BOM product is out of stock the entire Sale order will be rejected.

See the Bill of Materials article for further details.

Minimum Purchase Order Product Status:

When Sale Orders are added via Uploading a file, or from an email, you can select which stock they're allowed to pick from.

For example, you may want to prevent the Sale Orders from picking stock which has not yet been received, if so make the minimum status 'Received'.

  • Draft
  • Not yet Received
  • Verified
  • Allocated
  • Rejected

Consignment

SettingOptions
Automatically Generate a Consignment from a Sale Order
  • No 
  • Yes, when a new Sale order is packed only
  • Yes, on Sale Order Import or Pack Completion
Populate Consignment Items Data from a Sale Order
  • No
  • Yes - Use Product Unit of Measure: will use the Product Unit of Measure from the Sale Order and create one Consignment Item per location. For example, if 4 units = 1 carton and you have 4 units from one location and 2 cartons from another location, rather than combining them to create 3 cartons, they will be listed individually, one consignment item per location. 
  • Yes - Aggregate into Optimal Unit of Measure: will use the Product Unit of Measure from the Sale Order and consolidate products from different locations with the same unit of measure into a single Consignment Item. For example, if 4 units=1 cartons and you have 4 units from one location and 2 cartons from another location, only one Consignment Item will be created and it will appear as 3 cartons. Note: this will only apply on a per-product basis. For example, if you have 2 units for one product and 2 units for another you will not then have 1 carton. 
Initial Status of Consignment Generated for an Unpacked Sale Order
  • Awaiting Sale Order Packing
  • In Warehouse
Default Sender Address for Consignments Generated from a Sale Order
  • Address entry box

Deplete Purchase Order Product

SettingOptionsFurther Details
Attempt to deplete Purchase Order Product when Sale Order is updated to
  • Dispatched
  • Packed
This affects charging. You can choose whether to set up deplete date for the warehouse stock as soon as an order is packed (and therefore, stop charging storage from that point onward), or, you can date it once the Sale Order is marked Dispatched. As an example, if you packed an order on Friday, but it didn't leave the warehouse until Monday, you may want to charge storage for the week in which it left - in this case, you would set this option to 'Dispatched', and only mark the Sale Order dispatched when the stock physically leaves the warehouse.

Status Updates

SettingOptionsFurther Details
Automatically update the Sale Order to Dispatched
  • Never
  • When the Sale Order is Packed and a Consignment is Created (and all Customer Invoices have been printed)
  • When the Consignment Leaves the Warehouse

If you selected to Decrement Onhand stock with the Sale Order is Dispatched, then you may want it to Automatically Dispatch (rather than it being a manual process). This will help to ensure that you stop charging the customer storage.

For more information on this setting see the dedicated article: Automatically updating Sale Orders to Dispatched

Cut Off Times / Order Urgency

SettingOptionsFurther Details
Allow customers to directly mark orders as urgent?
  • Enabled
  • Disabled (Default)

By default, when customers request an order to be urgent in CartonCloud a request is sent through which must be manually approved by your organisation's staff because the order is marked as urgent. 

By enabling this setting that request process is skipped, and the order will automatically be marked as urgent. 

Enable Cut Off Times
  • Enabled
  • Disabled
When customers submit orders after the first cut off time, a message is displayed advising them that it is after the cut-off and their order may not be packed that day. However, they can mark the order urgent (normally for an additional fee) which will ensure that it is packed that day. Note: customers can upgrade their order to urgent themselves online.
When customers submit an order after the final cut off time, they're advised that the order is too late and will be packed on the next business day.
You can set up urgent order fees within the Rate Cards.

Customer Invoice or Document Upload

SettingOptionsFurther Details
Allow Invoices / Documents to be Uploaded to Sale Orders for printing and sending with goods.
  • Enabled
  • Disabled

If enabled Packers are able to upload invoices/documents to Sale orders for printing and sending with goods. Regardless of if this is enabled or not, admins will always be able to do this.

If no Invoice / Document is uploaded, it prevents the Sale Order from going to the Dispatched status, and associated consignments will not be available for allocation to drivers.
You can prevent this situation from occurring by using Auto Dispatch Sale Orders below.

Upload Documents / Invoice by Default?
  • Enabled
  • Disabled

If enabled, a button will appear when creating a Sale Order allowing you to attach an invoice to it quickly.

Select the image below enlarge.

Auto Dispatch Sale orders

SettingOptionsFurther Details
Enable Auto Dispatch
  • Enabled
  • Disabled
Applies daily to all orders which are 'Awaiting Invoice / Document Upload' and are Packed.
This allows you to automatically dispatch the Sale Order, even without an Invoice from the customer.

Automatically delete rejected orders

SettingOptionsFurther Details
Enable automatic deletion of rejected Sale Orders periodically?
  • Yes
  • No
If this feature is enabled the system will periodically check for rejected Sale Orders without any consignments associated with them. If the rejected Sale Order is older than the minimum age in days you enter below the rejected Sale Order will be deleted.
Minimum age (in days) of rejected Sale Order for deletionAny positive whole numberAs above

Random Weight Products

SettingOptionsFurther Details
KG Pick ToleranceA positive whole number indicating the percentage of the tolerance

When picking random weight products 

See Pick Tolerance for more information. 

Stock Adjustments

SettingOptionsFurther Details
Create new sale order for every adjustment?
  • Enabled
  • Disabled
At least one adjustment Sale Order will always be generated. However, if this option is enabled an adjustment Sale Order will be created for every change.

Customer Users Configuration 

SettingOptionsFurther Details
Disable Revert to Draft function from customer at Awaiting Pick and Pack status?
  • Enabled
  • Disabled

By default, this setting is enabled

If enabled, this will prevent customers from changing the status of a Sale Order to 'Draft' when it is in 'Awaiting Pick and Pack' status. This prevents your customers from making last-minute changes to the order when you have already made arrangements for the order (for example, booked it in for delivery). 

By default this setting will be enabled, meaning Customers will not be able to revert the status of a Sale Order from 'Awaiting Pick and Pack' to 'Draft' status.  

New Purchase Order Imported

SettingOptionsFurther Details
If Purchase Order is Imported and (any) product(s) do not exist (cannot find matching Product Code)
  • Reject Entire Purchase Order
  • Remove Non-Existant Products from the Purchase Order
None
If Purchase Order is Imported and (any) product(s) have an invalid Unit Of Measure (Ie: product measured in 'CTN' but Purchase Order specifies 'UNIT')
  • Reject Entire Purchase Order
  • Remove Invalid Product(s) from the Purchase Order
  • Replace Units with Default type for Product
None

Purchase Order Verified

SettingOptionsFurther Details
In the Purchase Order Verification Email, show differences at the following level:
  • Basic
  • Detailed
Basic means only Product Quantity differences are shown, Detailed means expiry date, batch number etc differences are shown

Split Receiving

SettingOptionsFurther Details
Allow split receiving?
  • Enabled
  • Disabled

When receiving a purchase order, sometimes the quantity received does not match the order quantity due to some products being on backorder, or the order is split over multiple shipments.

Split receiving will move the unconfirmed products onto a new purchase order, enabling your packers to process what has arrived. This feature is available for both packers and administrators via the mobile app and via the webapp verification screens.

Once enabled follow the article - Splitting a Purchase Order

Stock Adjustments

SettingOptionsFurther Details
Create a new purchase order for every adjustment?
  • Enabled
  • Disabled
At least one adjustment Purchase Order will always be generated. However, if this option is enabled an adjustment Purchase Order will be created for every change.

For information on what Purchase Order Products fields are, check out the page explaining them in our setup guide.

The Purchase Order Products tab allows you to define up to ten custom fields which will help you track your Products as they come into the Warehouse.

Before adding stock for a new Customer, be sure to add any Custom fields they require prior to adding the stock. 

To create a POP custom field, complete the fields in the Web app using the descriptions below. Then click Save at the bottom of the screen. 

Purchase Order Product Expiry Date

Retain When Performing Sale Order Stock Optimisation?

When you allow the system to optimise a Sale Order, it selects new stock based on the expiry date (see above) and your stock selection method (FIFO, etc). If you select this option, then optimising Sale Order stock will also restrict the search to stock that has a matching value for this field.

For example, if you have a Sale Order Product which is assigned to stock with Expiry Date: "2020-10-27", then performing stock optimisation will only find stock with Expiry Date "2020-10-27".

Expiry Date required?Allows you to force the expiry date to be entered or not.

Purchase Order Product Custom Fields

In this section, you can define up to ten fields to track any additional information about your incoming stock. These are typically used for information such as batch numbers and barcodes.

Field NameEnter the name of your field. This is displayed in both the web and mobile apps (ie: Batch Number)
Retain when performing Sale Order Stock optimisation?

When you allow the system to optimise a Sale Order, it selects new stock based on the expiry date (see above) and your stock selection method (FIFO, etc). If you select this option, then optimising Sale Order stock will also restrict the search to stock that has a matching value for this field.

For example, if you have a Sale Order Product which is assigned to stock with Batch Number 5, then performing stock optimisation will only find stock with Batch Number 5.

Is Unique (only within this Customer)?Force this field to have a unique value across all stock within this Customer. Stock for other Customers can have the same value.
Verify when picking?

When enabled the user will be required at the time of picking to verify the custom field's value by scanning a barcode containing that value or entering it manually using the mobile keyboard. 

This allows you to Scan-Confirm batch, Serial or Lot Numbers when picking.

Capture when picking?

Allow this field to act as a barcode. Any scanning actions will search both the generated Purchase Order Product barcode and any fields that have this setting enabled. It also enables scanner data entry from the Sale Order pick screen.

Once you have ticked the Capture when picking? option another option will appear;

Split to lowest unit of measure? - allow this field if you wish to verify the product by the lowest unit of measure. Meaning you will need to scan and verify each unit of measure associated with the Sale Order. This option should only be enabled when using custom fields that are unique, such as a serial number. You would not use this for a batch number as a whole pallet could be the same batch number. 

Verify or capture SSCC when picking?

Only available to an SSCC POP custom field using the SSCC Barcode GS1 Barcode identifier

This field currently only appears when the GS1 Barcode Field identifier is set to (00) - SSCC Barcode. When applied the picker will be required to scan the SSCC barcode during picking and it will either be:

  1. If the SSCC POP custom field is empty - The scanned barcode will be checked as being a valid, unique SSCC barcode (unique to CartonCloud) and then stored against the custom field.
  2. If the SSCC POP custom field is populated - The scanned barcode will be checked against the value stored to verify the correct product has been selected.
Is Required?

There are three levels of enforcing values:

  • Yes - The field is required both on incoming stock at Purchase Order verification time and on outgoing stock at Sale Order pick time.
  • Yes on Outgoing - The field is required to have a value on outgoing stock at Sale Order pick time.
  • Optional - The field is optional. An empty value may be entered.
GS1 Barcode Field IdentiferRequired when using SSCC to specify the GS1 field identifier for the POP custom field. This will allow it to then be printed on the labels. See Enabling and using SSCC/GS1 labels for more information.
Input Type and Input Options

Custom fields can be one of two types: text input (alphanumeric) and dropdown (defined values). This defines how the values are treated when you are creating or modifying your Purchase Order Product.

Fields that are set to text input are freeform: anything you can type or copy into the text box is accepted.

Dropdown inputs are restricted to a small set of allowed inputs that you define in the options box. For example, if you have a custom field that is used for pallet size, you can restrict the field to only accept your defined sizes.

The allowed values for a dropdown are defined as a JSON list. This is just a list of text, bookended with square braces: [ and ]. For example, to continue our pallet size example, you might define your sizes like this:

["", "Single", "Double", "Triple"]

The empty value allows you to choose no value on your Purchase Order Product. This allows you to have a field that is not required. If you omitted the blank value, you would still be forced to select one of the defined values.

Regex DefinitionCan be set up using the Regex Definitions page. If a regular expression is set up then it will be used to extract the matched data when capturing the POP custom field on the CartonCloud mobile application.

Examples of Purchase Order Product Custom Fields

Batch Number / Lot NumberRetain - Yes
Is Unique - No
Verify when picking? - Yes
Capture when picking? - No
Is Required -  Up to user
Input Type: Alphanumeric
Pallet SizeRetain - No
Is Unique - No
Verify when picking?- No
Capture when picking? - No
Is Required - Up to user
Input Type - Dropdown
Input Options (JSON): ["", "Single", "Double", "Triple"]
Serial Number (which you want to scan on outgoing only)Retain - No
Is Unique - Yes
Verify when picking? - No
Capture when picking? - Yes
Is Required - Yes on Outgoing
Input type - Alphanumeric

Example Fields displayed in a Purchase Order

In this example, we have created three custom fields: Batch Number, Pallet Size, and Serial Number. These fields can now be populated when adding product to a Purchase Order.

These settings surround Wave Picking functionality within CartonCloud on a per Customer basis.

To navigate to these settings select Contacts in the main menu, followed by Customers in the drop-down menu. 

Then select the Customer you wish to make changes to. Once on the View Customer page, select Edit.

Finally, select the Warehouse Management tab followed by the Wave Pick sub-tab.

SettingOptionsFurther Details
Allow Wave Pick Sale Orders and Sale Order Products to be forcefully completed
  • Enabled
  • Disabled

This setting will allow Sale Orders, Sale Order Products and the Wave Pick they are part of to be completed without individually checking off the products.

See Creating a Wave Pick for a single Customer for further details.

Disable Quantity Confirmation On Pick Sheet
  • Enabled
  • Disabled
This setting will allow Products in the Product Pick Screen of a Wave Pick to just be completed without entering a quantity.
Default Wave Pick Type
  • Use Organisation Settings Default
  • Standard
  • Split Pick and Pack Process 
This setting will determine the default Wave Pick Type when adding a new Wave Pick.

Customer Product Settings

This setting determines if the Customer can add their own Products or not. Changing this setting will override the setting configured at the Organisation Settings level. 

Setting OptionExplanation
Use Organisation SettingThe setting configured at the Organisation Settings will be applied. This is the default setting option.
YesThe Customer will have the ability to add their own Products. 
NoThe Customer will not be able to add their own Products. 

Product Custom Fields

Product Custom Fields are optional fields to capture information on Product records. This differs from Custom Purchase Order Product Fields in that the custom field is applied directly against the Product record and cannot be altered by individual stock records.

Product Custom Fields help store additional information such as:

  • Supplier Codes
  • Dangerous Goods Information / DG Class
  • Special Handling Instructions
  • Other identifiers or information that's needed to be stored

Product Custom fields are specified on a per-customer basis, allowing each Customer to have their own set of Product Custom Fields.

Packing lists, consignment notes and other document templates can display Product Custom Fields. In addition, Stock Reports and exports can show Product Custom Fields. 

How to add a Product Custom Field:

  • Type the name of the Custom Field into the Custom Field box. 
Each Customer can have up to 10 Product Custom Fields.

  • Scroll to the bottom and click Save
  • The Product Custom Field will now appear when creating a new Product or editing an existing Product. 


There is an option to remove all stock for a customer, be aware this will remove all their stock through an adjustment Sale Order.  This adjustment Sale Order can then be removed if a mistake is made.

To find this setting first go select Contacts in the main menu, followed by Customers in the drop-down menu. go to Customers

Find the Customer that you wish to remove stock for and select them, then, on the view Customer page select Edit.

Once on the Edit Customer page, select the Warehouse Management tab, followed by the Storage sub-tab.

Use the red remove button as shown below.

If your customer has stock in multiple warehouses within your CartonCloud tenancy, the stock will only be removed from the warehouse that you are currently working in:


Modification Reasons provide a way to record a code, description and comments against changes made to Purchase Order Product statuses or quantities. These codes can be used when integrating with other systems such as SAP. Contact our Support team for further information regarding using Modification Codes with integrations.

Creating a Reason Code

To create a new reason code. Select Add Reason Code.

Provide a name and description for the Code, then select Save and the Reason Code will be created.

Using a Modification Reason Code on a Purchase Order Product

When changing Status

To change the status of a Purchase Order Product see the article - How to change the status of a Purchase Order Product (Stock)

Once on the page to change the status if a modification reason has been created the menu option will appear allowing you to record the reason code and a comment against the change.

Once a reason is selected another field will appear allowing you to add comments.

Once the information you require is entered include the change of status, select Change Product Status to save the changes.

When changing Quantity

Similar to changing the status, if a modification reason has been created the menu option will appear allowing you to record a reason code and a comment against the change.

Once a modification reason is selected, the comments field will appear.

Once the information you require is entered including the quantity you wish to update, select Edit Qty to save the changes.