IEM - Transport and Deliveries

Walkthrough, Transport Orders - Pull

There are multiple ways of using the Transport and Deliveries functionalities. One of the scenarios described is the pull-mechanism.

About this walkthrough

This walkthrough will take you through the following actions:

  • Creating sales orders to ship
  • Creating Delivery Trips
  • Using the Delivery Trip to create and handle various warehouse documents
  • Registering costs on the Delivery Trip
  • Posting the various documents

Roles

This walkthrough includes tasks for the following roles:

  • Order Processor (Susan)
  • Dispatcher (Daniel)
  • Transportation Coordinator (Ted)
  • Warehouse Manager (Ellen)
  • Warehouse Employee (John)
  • Account Payable coordinator (April)

Story

Susan is a sales order processor. When a customer calls to place an order, she enters the order into the system while the customer is on the telephone. This way, she can verify prices and payment terms with the customer immediately, and she can make adjustments to the order while she negotiates with the customer. John is a warehouse employee. He receives the necessary warehouse-documents in Dynamics BC and makes sure all items are picked correctly. John also registers the content per container he used. Daniel is a dispatcher. It is his job to check if the Delivery Trips are correct and its contents ready for shipment when they are needed.
Ted is the transportation coordinator. It is his job make sure the delivery trips are created and the correct costs are allocated to the delivery trips.
Ellen is the warehouse manager. She is responsible for posting of all warehouse related documents such as shipping, picking, receiving etc.

Creating Sales orders

Susan, the order processor, is creating a sales order while talking to the customer. The items need to be shipped to the usual address using DHL Overnight and need to arrive tomorrow.

To create a sales order for standard delivery by DHL

  1. In the Searchbox, enter Sales Orders, and then choose the related link.

  2. On the Home tab, choose New.

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

  4. In the Sell-to Customer No. field, select 20000.

  5. Accept the overdue balance warning that is displayed. When you press Enter in the Sell-to Customer No. field, most fields on the sales order are filled automatically.

  6. On the Shipping fast tab, in the location code field, select Green. In the Shipping Agent Code, select DHLand in the Shipping Agent Service Code, select Standard.

  7. Fill in two sales lines with the following information.
    |Type |No. |Quantity |-----|----|------:| |Item|1964-S|1| |Item|70000|3|

  8. Release the sales order.
    Note: that on both sales-lines the field Delivery Trip is automatically filled. A new Delivery Trip is automatically created based on the setup and the shipping information on the sales order.

  9. Create two more released sales orders, one for customer 20000 using items 1964-W (2 pieces) and 1928-W (3 pieces) and one for customer 10000 using items 1936-S (1) and1896-S (2).
    Make sure both sales orders are for location Green and one hasDHL/Standard for* *Shipping Agent Service (Code)**. Make sure ONE of the sales orders created does NOT contain a Shipping Agent Service (Code).

Pulling Loose Documents Into a Delivery Trip

Of course not all sales orders can be automatically linked to a Delivery Trip. Sometimes manual intervention or change is necessary. Susan has contacted Daniel on a certain sales order that needs to be shipped out tomorrow. Susan forwards the Sales Order information to Daniel and he pulls the loose sales order into his Delivery Trip.

  1. In the Search box, enter Delivery trip list, and then choose the related link.
  2. From the Delivery trip list, select the correc tDelivery Trip and choose Edit.
  3. In the Delivery Trip factbox, choose "Unlinked Source Documents" and select the created sales order without the shipping agent service (code). Go to the line and select the column Delivery Trip.
  4. In the pop-up page, enter the appropriate Delivery Trip number for this sales order and choose ok.

Creating the Warehouse Shipment

Now that the Delivery Trips have been created, it is possible for Daniel to start the picking process. He creates the warehouse shipment and forwards the information to John.

  1. In the Searchbox, enter Delivery trip list, and then choose the related link.
  2. From the Delivery trip list, select the correct Delivery Trip and chooseEdit.
  3. Enter more information if needed on the home fasttab. This information will not be used in this walkthrough.
  4. From the actions tab, choose Create Warehouse Shipment. Note that in the factbox the counter for Warehouse shipments changes from 0 to 1.

John, the warehouse employee checks for warehouse shipment documents that need picking. He finds the warehouse shipment created by Daniel and starts his work.

  1. In the Search box, enter Warehouse Shipments, and then choose the related link.
  2. Select the correct warehouse shipment and on thehome tab, choose Edit.
  3. On the home tab, choose Use Filters to Get Src.Docs.
  4. Select the appropriate filters. Note that the delivery-trip number is already a part of the standard filters used.
  5. From the list of sales order lines, select the sales lines created in the first step of this walkthrough and choose OK. Note *Depending on the way the processes are designed for your warehouse, it is also possible to create warehouse shipments and/or picks from the sales order and link them to you delivery trip (on the Actions tab of the Delivery Trip page).

Creating the Warehouse Pick

Now that the Warehouse Shipment is created, John can now create the appropriate picks.

  1. In the Searchbox, enter Warehouse Shipments, and then choose the related link.
  2. Select the appropriate Warehouse Shipment and on the hometab choose Edit
  3. From the Warehouse Shipment page, on the hometab, choose Create Pick.
  4. If needed, select a Assigned Used ID and press OK.

Creating the Containers

John has created his warehouse picks and is in the process of picking the items. At the same time he is putting the picked items into or on to containers.

  1. In the Searchbox, enter Picks, and then choose the related link.
  2. From the list, select the last pick and on the home tab choose Edit.
  3. From the Warehouse Pick, on the home tab, choose Container worksheet.
  4. On the Home tab, choose Create container.
  5. The first line in the worksheet will be populated with the default container as set in the Transport Order Mgt. Setup page.
  6. Select the Container Type Code field and change the container type to CHEP_pallet
  7. On the Home tab, choose Add Content to Container.
  8. On the Add to container page, choose Next. Then select the items for the first sales order line (item 1964-S) by checking the field Include. Note: that the lines with items 1896-S and 1936-S disappear, because they belong to another customer.
  9. Check the field include for the second line (item 70000), but in the field Qty. to Container, change the quantity to 2.
  10. Choose Finish to include the select items in the current container.
  11. Repeat this process by creating 2 more containers and adding the content of the pick, making sure that Item 70000 has a qty. to handle of 2.
  12. Register the pick.

Shorts-Management

While picking the items from the warehouse, John found that for a specific item there is not enough on inventory. He calls both Daniel and Susan and together they decide that the quantity to deliver will be reduced:

  1. Select the warehouse shipment for the first sales order created
  2. Go to the line for item 70000, quantity 3 and set the "Shorts" flag.
  3. Select Short for the line and set the action to Change Quantity.
  4. On the lines fast-tab, select Functions / Resolve Shorts.
  5. On the pop-up page, confirm the action as Qty. Change and select next.
  6. Enter a new quantity of 2 and choose Finish.
  7. Observe the changes on the warehouse shipment line and on the sales order line.

Creating the Transport Orders

John has created his containers and has registered the content of these containers. It is now up to Daniel to finish the Delivery Trip content and make it ready for shipping.

  1. In the Search box, enter Delivery Trip List, and then choose the related link.
  2. From the list, select the correct Delivery Trip and on the home tab choose Edit.
  3. From the Delivery Trip Page, note that the containers just created are visible on the Delivery Stop Items fasttab.
  4. On the Actions Tab, choose Create Transport Order. Note that 2 Transport Orders are created, one for customer 20000 with 2 containers and one for customer 10000 with 1 container.

Registering costs on the Delivery Trip

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

  1. In the Search box, enter Delivery Trip List, and then choose the related link.

  2. From the list, select the first of the created Transport Orders and on the home tab, choose Edit.

  3. On the actions 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. charg is calculated at 52,50.

Posting the Various Documents

After delivering the items, DHL will return to the warehouse or will somehow transmit to us all relevant facts for the executed delivery trip. DHL has stated they will charge an additional amount of 75,- for waiting time incurred during the delivery trip. The information can now be entered into Dynamics BC.

  1. From the Delivery trip list, select the correct delivery trip and on the hometab choose Edit.
  2. On thedelivery-trip page, select the correct Delivery Stop Item line and on the actions tab, choose Pick Lines.
  3. If the selection page shows pick lines, these need to be registered in the usual way,
  4. Repeat step 2 and 3 for all Delivery Stop Items.
  5. On the Actions tab of the Delivery Trip, choose Transport Costs. Note: that a line for waiting time is already included, but the amount is 0,-
  6. Change the amount for Waiting Time to 75,-
  7. On the Actions tab, choose Post.
  8. Select ship or ship and invoice.

If no error-messages appear, all warehouse documents will be posted and if applicable all sales-orders will be invoiced.

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 a DHL Standard Delivery Trip. The received invoice needs to be validated against the posted transport costs from the delivery trip.

  1. In the Searchbox, enter Purchase Invoices, and then choose the related link.
  2. On the home tab chooseNew.
  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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