In the 5.0 version of ERPAG, there was no direct possibility to partially receive and partially pack items in the documents.
With the ‘split document’ option you could handle those types of business situations. This option was meant to be used in rare cases but in practice, the need for it became bigger and bigger. This was very common during the packing process because in some cases, when a customer makes an order, you do not have the sufficient quantity in stock, so you have to produce a part of it, or backorder it from your supplier, before you are able to complete the Sales Order.
The packing process in the 5.1 version is done in two steps. The activation of the process starts by clicking on the ’Pack’ button.
After the activation, in the same document the ‘Packing List’ will be generated and it will suggest the items for packing.
The quantity that you want to pack you will enter in the chart by simply retyping the suggested quantities. For the items that are completely unreceived, you will eater type in zero as a quantity or delete it from the chart.
With the ‘Post Document option’ we are packing the item quantity that we adjusted, and those items will be ready for Shipping.
If we haven’t packed the complete quantity, the ‘Pack’ option will be visible again and we will have the possibility to generate a new Packing List, where the system will offer us the rest of the quantity.
The existing Sales Order changes: for each Packing List that we generate, the system will create a ‘Packing List’ panel within the Sales Order, that we will be able to expand in order to see the packed content.
In case there has been a mistake during the packing process, it’s possible to separately Void any of the Packing Lists or the entire Sales Order.
After the entire quantity is packed, it’s possible to generate an Invoice.
The status of the document will be ‘Partially Packed’ if the items are packed partially and ‘Packed’ if the items are packed completely.
In some cases, it happens that we complete the Sales Order and the customer returns a part of the ordered items (we generated one Packing List more than necessary). Or the shipped items will be Invoiced now, while the rest of the items will be invoiced later on, separately.
To handle that type of business situation, we are using the ‘Split document’ option that is visible in the Sales Order only if the items are partially packed, and in case you shipped them, partially shipped as well (i.e. the status of the document is ‘Partially Packed’).
Activating this option, we will generate another Sales Order (with the same number), and the status will say ‘Entered’.
In the source document will remain only the packed quantity (as well as services, if there are any) and that document will change its status to ‘Packed’ (and Shipped, in case you shipped the items as well) because the quantity that remained is the one that is not returned from the customer.
Now it is possible to issue an Invoice for that document.
The new document that is created contains the remaining quantity, and the status of that document is ‘Entered’.
Depending on the situation, it is possible to delete the document (if there is a need for that, the items from the deleted document will appear again in the Fulfillment option / Back Ordering option) or manipulating it in a different way (changing status, changing the customer, changing the quantities etc.).
Note: Considering the split document, if the reference number is the same, the payment record will be the same as well.
Serial / lot numbers
In the 5.1 version, if you added a Serial and/or Lot Numbers for the products you are selling to your customers, those columns will automatically open when you click on ‘Post document’, and you will be able to add them in case that information exists.
Mobile App (iOS / Apple / Android)
Changes are made on the mobile app as well.
When you activate the option from the menu, you will see a list of all the items that are available for packing. The items are grouped by Sales Orders, and they are sorted according to the date when the Sales Orders were generated. Also, the first on the list are the Sales Orders that have ’Available quantity status, i.e. that are marked with the green color. The Sales Orders marked with the color yellow have a ’Partial Quantity’ status.
The ’Available Quantity’ status means that all the quantities on the Sales Orders are Reserved, so it is possible to pack them entirely. While the ’Partial Quantity’ status means that only a part of the items is reserved and ready for packing.
By scanning the barcode by camera or by using the manual search, you can will the quantity that you want to pack regardless to which Sales Order it belongs to. If the same item belongs to more than one Sales Order, the application will ask you to which Sales Order you want to assign it to. The search only affects the items that are reserved in the Sales Orders (i.e. the ‘Reserved Items’ report)
You can search the data through the ‘Filter’ option that is activated by clicking on the ‘Barcode’ icon in the upper left angle. That’s how you will change the way of searching through the data.
By clicking on the item, it is possible to manually add the quantity. In case that it is necessary to enter the serial and/or lot numbers for the item, then the entering process will adjust to that. The serial number we can scan with the camera, add it manually or choose it by clicking on the ‘Lupe’ icon.