Sales Orders and Shipment
You can send out any products (lot items) that are ready to go by creating an Order, then tracking and completing the
shipment.
Before You Begin
You'll need to have these things set up before you can create an order and ship it:
- SKUs for the products to be sent off
- CRM Account for the recipient
- Lot Items (the products)
- Created from Lots, which are created from Received Inventory or Batches
This article describes the workflow of completing an order.
The workflow steps are:
- Create the order
- Add items
- Approve
- Fill order
- Create shipment
- Track Shipment
- Receive Payment
Creating an Order
1. Go to CRM > Orders, then click Add New Order. A modal appears prompting you for the account (partner or customer)
that the outgoing inventory is for.
2. Select the account and click SUBMIT. The modal expands for you to input the details.
- Note*: The CRM Account's "type" dictates what this order's "type" will be. You will only be able to add SKUs
whose "sales class" matches the order's type. For example, if the selected Account is "retailer", the order type
will be "wholesale". Only SKUs whose sales class is "wholesale" will be available to be added to this order.*
- The Shipping Address list is populated with the addresses added to the CRM Account.
- If the proper address isn't in the list, edit the CRM Account to add it.
- The Order Placed By field is the individual from the recipient organization who placed the order.
3. Click CREATE. The order is added to the list.
The initial status of an order is Awaiting Approval.
Adding Items to an Order
Go to CRM > Orders,then click the ID of the order in the list to open its properties page. You can add items to the
order if its status is Awaiting Approval.
From there, click ADD NEW ITEM.
A modal appears where you can select the lot item.
- The list is populated with lot items associated with SKUs whose type matches the order type (which is the same as
the CRM Account's type)
- To filter the list, select a variety and unit from the dropdown menus at the top of the modal.
- If there are no lot items listed when there actually are applicable lot items, refresh the page and try again.
The item appears in the list under the Order Items tab at the bottom of the page.
Approving an Order
Go to CRM > Orders,then click the ID of the order in the list.
When all items have been added to the order (see above), click APPROVE ORDER.
Note*: Once you do this, you cannot add or remove items anymore.*
A modal appears. Select the approval date and approve the order.
Filling an Order
Go to CRM > Orders,then click the ID of the order in the list.
When an order is approved (see above), the Fill Order button is displayed next to each product in the order under the
Order Items tab.
1. Click Fill Order. A modal appears.
2. Select the lot item(s) you will pull inventory from. Use the + and - buttons to specify how much inventory to pull.
- The list is populated with lot items whose associated SKU matches the SKU of the product order you're filling.
- The total quantity you can select to fill the order is determined by the SKU's Target Quantity property.
3. Click NEXT, then select whether to create a new shipment or add to an existing shipment.
- You'll usually want to create a new shipment if this is the first product in the order that you're filling.
- If this is not the first product in the order that you're fulfilling, select the shipment associated with the
first product if you're shipping them together.
4. Click SUBMIT.
If you want to check out the shipment associated with the filled product, either:
- click the Shipment ID under the product's SKU Name in the list.
OR
- Click the Shipments tab and then click the Shipment ID.
OR
- Go to CRM > Shipments and click the ID of the Shipment.
Packaging and Shipping an Order
Go to CRM > Orders,then click the ID of the order in the list.
Once all products in the order have been filled (see above section), you can package the shipment(s).
You can package an order in one of these ways:
Mark individual shipments as packaged:
Click on a shipment ID under an item in the order to view it. Click MARK AS PACKAGED to indicate that the individual
shipment is packaged.
Mark all unpackaged shipments as packaged:
Click MARK ORDER AS PACKAGED to indicate where the packaged order items are located. If there is more than one
unpackaged shipment associated with this order, it marks them all as packaged and assigns them all to the same room.
(Any shipments already marked as packaged individually (see above) will not be changed.)
Click PRINT LABEL to generate a label to attach to the package.
When printing labels, you specify the label template (which determines what the label looks like and what information
appears on it) and the printer.
Click DOWNLOAD INVOICE to get a PDF of the invoice. It contains the recipient's information along with a full breakdown
of the order.
When all shipments are packaged and the order ships, click MARK ORDER AS SHIPPED. This changes the status of the
shipment(s) associated with this order to "shipped".
Receiving Payment
Go to CRM > Orders,then click the ID of the order in the list.
Click RECEIVE PAYMENT to indicate when payment was received.
Updating the Shipment's Tracking
Package tracking is made available by aftership.com
Go to CRM > Orders,then click the ID of the order in the list. From there, you can select the shipment and update it:
1. Under the Order Items tab, click the Shipment ID you want to update under the applicable SKU Name. This opens the
shipment's properties page.
2. Click UPDATE TRACKING NUMBER.
3. Enter the tracking number associated with the shipment. You can get this number
You can then click the Tracking Number to see its status on aftership.com
Marking an Order as Delivered
Go to CRM > Orders,then click the ID of the order in the list.
When an order is shipped (see above) and has arrived at its destination, click MARK ORDER AS DELIVERED. The order and
shipping process is now complete.