IEM - Transport and Deliveries

Walkthrough: Transport Orders inbound

There are multiple ways of using the Transport and Deliveries functionalities. One of the scenarios described is the registration of inbound shipping prior to receiving. This scenario is based on the fact that an ASN (= Advanced Shipping Notice) is received and is used as the basis for further handling in the system.

About this walkthrough

  • This walkthrough will take you through the following actions:
    • Creating purchase orders to receive
    • Creating Warehouse documents
    • Creating Containers
    • Creating Transport Orders
    • Registering costs on the Transport Order
    • Posting the various documents

Roles

  • This walkthrough includes tasks for the following roles:
    • Purchasing Agent (Alicia)
    • Warehouse Manager (Ellen)
    • Warehouse Employee (John)
    • Dispatcher (Daniel)
    • Accounts Payable Coordinator (April)

Story

Alicia is a sales order processor. She enters the purchase orders into the system based on registered demand in the system. Alicia also sends the purchase orders to the vendors. Due to the fact that shipments come from overseas, the vendors send ASN s to Alicia. She sends these ASN s to Daniel. Daniel is the dispatcher. In this role he is responsible for translating purchase orders into the appropriate warehouse documents. For the purchases entered by Alicia, Daniel will create the warehouse receipts and the put-aways based on the ASN s. He will also create the containers and Transport Orders in Dynamics NAV. John is a warehouse employee. Based on the warehouse-documents created by Daniel, he checks all incoming items against the warehouse documents. He enters the appropriate amounts in the put-aways and moves the items to their correct place in the warehouse. Ellen is the warehouse manager. She is responsible for posting of all warehouse related documents such as receiving, put-away, Transport Orders etc. Ellen will also enter expected costs on the Transport Orders for incoming items. April is the Accounts Payable Coordinator. She receives the invoices from the Vendors, enters them into the system and checks if receipts are posted for invoices received. If receipts are posted and quantity and price are equal for receipt and invoice, she posts the invoice immediately. If not, she will send the invoice to the budget holder for further action and approval.

Creating Purchase Orders

Alicia, the purchasing agent, is creating a purchase order based on current inventory and demand. She contacts the vendor and he confirms the shipment through an Advanced Shipping Notice.

To Create a Purchase Order

  1. In the Search box, enter Purchase Orders, and then choose the related link.

  2. On the Home tab, choose New.

  3. On the new purchase order, press Enter and an order number is automatically assigned to the order.

  4. In the Buy-from Vendor No. field, select 01254796.

  5. On the Shipping fast tab, in the location code field, select Green.

  6. Fill in two purchase lines with the following information.

  7. When you press Enter in the Buy-from Vendor No. field, most fields on the purchase order are filled automatically. |Type| No.|Quantity |----|----|--------| |Item<|1964-S|1| |Item|70000|3|

  8. Release the purchase order.

Creating the Warehouse Documents and Containers

John, the warehouse employee checks for warehouse receipt documents that need follow-up. He finds the Warehouse receipt and links the container information from the ASN to the receipt.

  1. In the Search box, enter Warehouse Receipt, and then choose the related link.
  2. Select the correct line and choose Edit.
  3. On the lines fasttab, select the first line.
  4. On the lines fasttab, select Line and then Container. This opens the Container Details page.
  5. On the container details page, on the home tab, choose Create Container No.
  6. On the line created, enter a **quantity **of 1
  7. On the Navigate Tab, choose Card.
  8. On the General fasttab, change the containertype to CHEP_Pallet and choose OK.
  9. On the warehouse receipt, select the second line.
  10. On the lines fasttab, select Line and then Container.
  11. On the container details page, on the home tab, choose Create Container No.
  12. On the line created, enter a quantity of 1
  13. On the Navigate Tab, choose Card.
  14. On the General fasttab, change the containertype to Box70 and choose OK.
  15. On the container details page, create a second line, choose Create Container No. and enter a **quantity **of 1.

Creating the Transport Orders

John has created his containers and has registered the content of these containers. He now has to link the containers to the transport orders.

  1. In the Search box, enter Container Worksheet, and then choose the related link.
  2. From the worksheet, choose the first container-line of the transport type Inbound. On the home tab choose Link Existing Container.
  3. Repeat this step for the other 2 lines.
  4. Note that 1 Transport Order is created with a number corresponding to the Outbound Transport Order.

Registering Costs on the Transport Order

Together with the confirmation from the Vendor, Ted has also gotten a cost-estimate for the transport costs. He will now enter these costs in Dynamics NAV to make sure that the appropriate finance-charges can be posted when the purchase invoice arrives.

  1. In the Search box, enter Transport Order, and then choose the related link.

  2. From the list, select the Transport Orders created in the previous section and on the home tab, choose Edit.

  3. On the Transport Order Page, on the home tab, choose Transport Costs.

  4. In the Transport Costs page, enter the following lines: |Type|Cost Component|Cost Component|Cost Component|Cost Component Template |----|-------------:|-------------:|-------------:|-----------------------:| |Code|HANDLING|ROAD|WAIT|CHARGES |Description|Container Handling|Road Transport|Waiting Time|Transport Add. Charges |Amount|100|250||0

  5. On the home tab, choose Refresh Transport Costs and note that note that the amount for the Transport Add. charges is calculated at 52,50

Posting the Various Documents

After delivering the items, the vendor will transmit to us all relevant facts for the executed delivery. The information can now be entered into Dynamics NAV.

  • In the Search box, enter Transport Order, and then choose the related link.
  • Select the correct inbound transport order and choose Edit.
  • On the Actions tab of the Transport Order, choose Post.

If no error-messages appear, the warehouse receipt will be posted. After this the usual process of creating put-away can take place.

Posting the Purchase-Invoice for Transport Costs

April, the accounts payable coordinator, has received an invoice from Vendor 01254796 for the amount of 477,50. This invoice is related to incoming shipment. The received invoice needs to be validated against the posted transport costs from the delivery trip.

  1. In the Search box, enter Purchase Invoices, and then choose the related link.
  2. On the home tab choose New.
  3. Create the purchase invoice header for Vendor 01254796 and fill the necessary information.
  4. On the lines fasttab, choose Functions and then Get Transport Costs.
  5. Select the appropriate lines from the list and choose OK. Note: that the line-information of the costs is transferred unto the purchase invoice lines. Check the amounts for the lines with the invoice received.
  6. If all costs registered and invoices are ok, on the Home tab, choose Release and then choose post.
  7. In the Search box, enter Delivery Trip History, and then choose the related link.
  8. Select the Delivery Trip just posted and from the home tab, choose Transport Costs.
  9. Confirm that the Posted Invoice No. is identical to the purchase invoice posted above.

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