Creating Stand Alone Fulfilments

Background

Typically, a fulfilment is associated to a job order, and denotes where the output produced from that job order should be despatched to.

However, it is possible to create a "Stand-Alone fulfilment" - that is, one not related to a job order. 

The rationale for doing this might be that you need to despatch stock items (that were not produced through a job order)

Note: In terms of functionality, when you create a stand alone fulfilment, you are in actuality creating a blank job order record (i.e. no process line details) and attaching a fulfilment to the blank job order.
It is worth therefore familiarising yourself with the following two topics :-

• Creating Fulfilment Record(s) on a Job Order
• Writing Up a Fulfilment

As before proceeding, as the processing steps for both stand-alone and job related fulfilments are near identical.

About this Task

This topic outlines how to create a stand alone fulfilment.

Prerequisites

Ensure that you have opened the Fulfilment Layout

Procedure

1. Click the new record icon in the upper right of the layout.
   
   
2. A new blank job order record is created.
   
   
3. Click the open record icon to the left to open up the detail form layout.
   
4. Navigate to the Fulfilments tab
   
   
5. Layout Composition
   Take a moment to familiarise yourself with the layout contents.
   
   At the top left pane (1) shows any Fulfilment records on the job order. As this is a brand new standalone fulfilment record, there will be no entries in this yet.
   The Related Jobs pane (2) and (3) show any jobs associated to this delivery, and the products created by each of the associated jobs.
   (Note: you will not be using them as the fulfilment is not job related)
   
   The fulfilment contents pane (4) lists the actual contents of the fulfilment - i.e. which products, and in what quantities, are included on the fulfilment.
   The delivery pane (5) details where the fulfilment will be despatched.
   
   Note:   
   The delivery pane (5) and fulfilment contents pane (4) are unique per fulfilment record. That is, they are linked to whichever fulfilment in the top left pane (1)is being viewed.
   .
   Selecting a fulfilment record to populate
6. Click the View button besides the required fulfilment record in the upper left pane (1) to ensure it is in focus and selected.
   Note how the delivery pane (5) becomes active.
   
   
   Next, select the content of what will be included
   
7. To add a stock line item to a fulfilment, click the new record icon above the fulfilment contents pane (4)
   
   
   This will cause the item picker form to open, from where you can select the required items from the Item picker.
   (See here for guidance on how to search for and select items from the item picker)
   
   Once added, ensure that you populate the To Be Given field with the quantity of the item that you want to include in the fulfilment.
   
   Tip: If you added a product by mistake you can use the icon at the end of the row to remove the product from the fulfilment contents pane.
   
   
8. Once you have completed adding the products for inclusion in the fulfilment,you must allocate them now.
   
9. You must then allocate the stock items that you have added in the above steps.
   This is now a required step to align with the functionality in the vendor site where when a delivery order is placed, the stock is automatically allocated)
   By allocating products to a fulfilment, they are effectively "reserved" for usage in the fulfilment, and not available for other fulfilments.
   In stock balance terms, once a stock item is allocated on a fulfilment, the available balance for the item is debited by the allocated quantity.
   
   There are two methods by which you can allocate the products to the fulfilment.
   
10. Method One: You can click the Allocate button beside a single product row, which will allocate the To Be Given quantity for that row.
    To do so:-
    
1. Click the Allocate button besides the single row
   
   
2. This will automatically allocate an amount equal to the To Be Given Quantity
   
   
3. Note following updates that occur:-
   
1. Allocated Quantity is credited with an amount equal to the To Be Given quantity.
2. Available Quantity is  debited by an amount equal to the To Be Given quantity

3. The Allocated status will update to Green (Completed), as Qty Allocated = Qty To Be Given
   
   
   Note: Allocating items may result in a negative Available balance. This is normal as for fulfilments you can order, and thus must allocate, against stock items that are not yet manufactured. Specifically, you can order a maximum of what's physically available plus what is expected.
   Once the expected items are manufactured and data entered, then the available balance will credit with the quantity actually manufactured, and come back into proof. (Assuming that the quantity successfully manufactured is equal to the number expected)
   

11. Method Two: You can use the Allocate All header button, which will automatically allocate the needed quantity for all items on the fulfilment.
    (In essence, this is identical to method one, but applies the same process to all the items)
    To do this-

1. Click the Allocate All header button..
   
   

2. This will automatically allocate for any item that has a zero allocated amount an amount equal to the To Be Given Quantity
   
   

3. Note following processes that occur:-
   

1. strokeone identifies those items on the fulfilment that have a zero quantity allocated -"zero items"
2. For each zero item
3. Allocated Quantity is credited with an amount equal to its To Be Given quantity.
4. Available Quantity is  debited by an amount equal to its To Be Given quantity

5. The Allocated status is updated to Green (Completed), as Qty Allocated = Qty To Be Given

Notes:

1. Should any item in the contents pane have a non zero allocated amount "Non zero items",  when the Allocate All button is clicked, these will be ignored during the process, but strokeone will issue a warning prompt:-
   
   

2. Allocating items may result in a negative Available balance. This is normal as for fulfilments you can order, and thus must allocate, against stock items that are not yet manufactured. Specifically, you can order a maximum of what's physically available plus what is expected.
   Once the expected items are manufactured and data entered, then the available balance will credit with the quantity actually manufactured, and come back into proof. (Assuming that the quantity successfully manufactured is equal to the number expected)
   

Next you need to populate the delivery details for the fulfilment.

Populating Delivery Address Details

See Understanding Delivery Address Details for overview of how we handle Recipients and Address Details

12. There are several main methods of populating the delivery address. Typically the fulfilment will be delivered to a venue or client's address that is regularly used, and thus held in static data. Alternatively, the delivery address might be a one off and unlikely to be used again.
    
    • If the fulfilment is being delivered to a one off address proceed to step 13)
    • If the fulfilment is being delivered to the client's address go to  step 14)
    • if the fulfilment is being delivered to a Venue go to step 15)
      
      

13. Manually populate the following fields :-
    1. • Recipient
       • Delivery Address
       • Town
       • County
       • Post Code
       • Country
         
         and then proceed to step 16)
         

14. Click the Use Job Contact button if the fulfilment is being delivered to the address of the client recorded on the job order.
    
    This will cause Recipient to be populated with the contact name, and the delivery address to be populated with the address for the company.
    
    
    proceed to step 16)
    
    If you wish to use a differing recipient with these address details, click the Set recipient button.
    (see steps 15e below for explanation)
    

15. If the fulfilment is being delivered to a venue, click the Set Venue button to select a venue from static data.

    18. 1. This causes the Venue Picker dialog to display, allowing you to select (or if necessary create) a Venue
           
           
        2. Once you have selected a venue you need to populate a Recipient.
        3. You can  manually enter a recipient name for the venue.
        4. Alternatively, if the recipient will be regularly used (or exists already) click Set Recipient button
        5. This causes the Venue Recipient Picker dialog to open, allowing you to select a recipient, or indeed create a new one.
           
           Tip: You can use the Set Recipient button to insert a recipient even if you manually populated the address field, or used the Use Company button.
           
           Note that Venue Recipients are stored against a company value, so you can only select a venue recipient with a matching company value to the company defined on the job order.
           See Understanding Fulfilment Delivery Address Details for more details.
           

16. Once the venue has been populated the Delivery Pane should look something similar to this:-
    click for example
    Note:
    a)The First line of the delivery address has populated the description field in the fulfilment records pane (1)
    b)Should you require it, you can over type any of the address fields
    

    

     

17. Populate the remaining fields in the address pane as follows:-
    

18. The fully populated fulfilment should look something like the below screen shot.
    Click for example.
    
    Note: if there are multiple delivery records for this stand alone, i.e. you are populating a one to many  then you simply add another fulfilment record in the fulfilment record pane (1) and repeat steps 6) to 17)
    but this time click the view button besides the fulfilment record you just added in the top left pane.
    

     

    

     

Related Topics

Understanding Fulfilments

Item Picker

Venue Picker Dialog

Processing a Fulfilment