The View Sale Order page provides you with full control over your Sale Order after the creation stage.
The details tab allows you to progress through the statuses of the Sale Order. It also allows you to Edit, Reject (in the case where you have customer's submitting Purchase Order) and Delete the Sale Order.
The information provided in the details box provides an overview of keys details surrounding that particular Sale Order such as it's reference, Delivery address and instructinos and if it's being invoiced to a customer or not. The "Specifics" box provides more detailed information including which Warehouse the stock is entering. It also provides an option to Upload a Customer Invoice against the order.
Additionally, you can roll back the Purchase Order from this page using the Reset Status button (once approved).
The Products tab allows you to select the stock leaving your warehouse on the Sale Order you are viewing.
Once stock is selected to be sent out on this tab it will be displayed here as a line which displays the following.
What is Unassigned stock?
Unassigned Stock in CartonCloud is Sale Order Products that have not yet been associated with a Purchase Order Product (existing stock in the warehouse). Unassigned stock is created when a Sale Order is created that is requesting stock that is either not in the warehouse or has selection criteria that cannot be fulfilled by the existing stock (such as expiry date).
Creating Unassigned Stock
Unassigned stock can either be added to a Sale Order through the CartonCloud web app during Sale Order creation (if you are an Administration user), or, it can be created when a Sale order is created via API/Parser and stock with the specified criteria is not available for the order.
Through the Web App (Administrator)
Only Administrator role users can add unassigned stock to Sale Orders using the web app.
- To add unassigned stock, navigate to the Products tab of a Sale Order
- Then, rather than searching for the available stock in the warehouse, select
- The stock will be highlighted in red on the Sale Order Products tab to indicate it is not yet assigned. The availability of stock for that Sale Order Product will also be noted.
Via API or Parser
When a Sale Order enters CartonCloud via an API connection or Parser and insufficient matching stock is available to fulfil the order, system behaviour is dependent on the configuration of that Customer's settings. If the customer's setting for insufficient stock on Sale Orders is set to "Reject Entire Sale Order" then the Sale Order will be rejected and the products with insufficient matching stock will be created as unassigned stock.
This unassigned stock can then be managed as required using the instructions provided in the section Managing Unassigned Stock.
This behaviour is dependent on the below customer setting being set to "Reject Entire Sale Order". For further details see the Customer Settings article (Warehouse Management tab > Sale Order subtab)
Managing Unassigned Stock
Unassigned stock can either be removed from an order entirely, or allocated by selecting which available stock in the system you would like to fulfil the order with.
To manage unassigned stock as an Administrator, the Sale Order must first be put into 'Draft' status.
Check the selection criteria (view criteria)
In some scenarios, it may not be immediately clear why stock has been created as unallocated, especially when you know there is stock for that product available.
To find out more information, check the selection criteria requested within the order by selecting e.on the Sale Order Product Lin
The stock's selection criteria will then be listed as displayed in the example below.
These selection criteria were specified in either the file being parsed (if using a parser) or from a third party app/system (if it came through the API).
Depending on operational/customer requirements, there is three ways to deal with unassigned stock:
Wait for appropriate stock to arrive
When you know there is stock arriving into the warehouse in the near future that will fulfil the Sale Order you can do the following:
- Leave the Sale Order in 'Draft' status with unassigned stock
- Wait for the stock to arrive on a Purchase Order
- Verify and Allocate the stock on that Purchase Order once it arrives
- Go back to the 'Draft' Sale order, assign the stock now that is available by selecting and move it to a status of 'Awaiting Pick and Pack' (if appropriate)
Choose from other stock
If the stock on the Sale order was created as 'Unassigned' because of selection criteria such as a specific expiry date, then it is possible you may want to choose alternative stock to fulfil the order instead.
To do this,
- Select on the Sale Order Product line with unassigned stock
- Select the quantity of available stock to take from each warehouse location
Stock will now display as allocated on the Sale order Product tab.
Remove the unassigned stock from the order
If you want to remove the unassigned stock from the order,
- If you are an Administrator user, ensure the order is in Draft status
The Sale Order product will now be removed.
Stock Optimisation Stock Selection Lock
When selecting the stock to add to the Sale Order, you have the option to lock the stock selection and prevent CartonCloud from changing what stock is associated with the Sale Order when conducting the stock optimisation process.
To do so, tick the Prevent Change box next to the product or to select all, select Prevent Charges: Select All.
The charges tab outlines and breaks down all charges associated with the Sale Order you are viewing.
The page is broken into four boxes as described below:
Sale Order Charges
This box provides an overview of the charges relating to the Sale Order.
By selecting Mark Charges Finalized you are able to stop Users from changing prices related to the Sale Order, essentially locking the other 3 boxes on this page from any data entry (however you can later mark the charges unfinalized if you need to make further changes).
Assigned to Invoice will display what Invoice the Sale Order is set to be or is already being charged to the customer on and provides a link to it for your convenience.
Rate Cards (Income) displays the name of the Rate Card the Customer is using which in turn generates the rates being used within the Sale Order. It also provides a link to the Rate Card for your convenience, allowing you easy access to update charges if required.
Rate Cards (Expense) displays the name of the Rate Card set against the Supplier (if you are using another companies warehouse and have them set up as a Supplier). This, in turn, generates the rates being used to determine your cost for the Sale Order. It also provides a link to the Rate Card for your convenience, allowing you easy access to update costs if required.
Charge Errors indicates if the system has detected any problems with charges relating to the Sale Order. This will most commonly be triggered when a Sale Order is not charging anything.
Income provides you with the total amount being charged to the customer for this Sale Order (inwards movement).
Expense provides you with the total amount the Sale Order is costing you in the scenario where you have Warehouse Suppliers set up.
Adhoc Charge Data
Adhoc Charge Data will allow you to add on charges which are not able to be calculated through the system (for example the system has no way of knowing whether you wrapped a pallet or not unless you tell it).
You can manually enter your Adhoc Charges from this screen including adjusting the Unit price if it is different from what you have set up within the Rate Card.
Ensure to select Save once entering any changes.
Item Charge Data
Item Charge Data is the Handling Charges associated with sending out the stock. These charges can be set up from the Customer's Rate Card within the Handling Charges Tab. CartonCloud will attempt to automatically calculate these charges based on the quantities you are bringing in and the prices you have set within the Rate Card.
However, they can also be manually adjusted by the user on this page by changing the number within the quantity textbox, then selecting Save.
The charges box provides a detailed breakdown of the charges related to the Sale Order you're viewing. For these to appear you must select Automatically Calculate Income Charges and the system will calculate all the charges currently applying to the Sale Order. This will also be triggered automatically by the system when the Salee Order is allocated to an Invoice.
+Add Income Charge allows you to add a manual charge on to the Purchase Order. This is useful for adding charges which are not commonly occurring and therefore don't warrant being set up as Adhoc charges.
The consignments tab will allow you to generate a transport consignment directly from the Sale Order bringing in all possible information to the newly created consignment. Further details on how to do this are covered in the article "Generating a Consignment from a Sale Order"
Once a Consignment has been generated this tab will then populate with the details of the consignment which can be selected allowing you to easily check up on the delivery status of the freight which went out on the Sale Order.
The errors tab provides a log of any errors that may occur when attempting to create the Sale Order.
There are different errors that can occur that prevent the Sale Order data from importing successfully. Some errors require manual intervention whilst others are more straightforward and can be re-processed once all conditions are met.
For example, if there is insufficient stock available the order will move to a rejected status (see Rejected Sale Orders) and can be re-processed once the stock becomes available (see Reprocessing rejected Sale Orders in Bulk). On the other hand, some errors will require changes to be made before they can be re-processed. This prevents the re-processing of incorrect Sale Order data. One example is included below:
Error message: 'Product not found' - this means the system couldn't find a match for some or all of the requested products within CartonCloud. Could be because there was an error or because the products have not yet been created.
Steps to resolve the error:
- Check there are no data errors for the Product Code (SKU) on the Sale Order import file.
- If there are no errors, create a new product to match the missing product (see Add a Product).
- Check the parsing log
- Mark the error as resolved within the Sale Order errors tab.
- The Sale Order can now be re-processed once stock
The history tab provides a list of all historical changes which are tracked by the system within the Sale Order. This is useful to check things like who changed the status of a Sale Order and at what time.
The comments tab allows you to record comments against a Sale Order increasing communication within your operation.