The users can manage the inbound orders under the Orders --> Inbound orders tab in the Serialized Logistics application.


You can use the orders to organize the activities in your warehouses. The inbound orders can be one of the following types:

  • Internal orders (Stock Transfer Orders) - Just for demonstration purposes. Not fully supported.
  • External orders (Purchase Orders)
  • Returns - Just for demonstration purposes. Not fully supported.


An order consists of three parts as described in the table below:


Order partDescription
SettingsCollects the master data of the order:
  • Order ID
  • Order type
  • Sender
  • Involved warehouse
  • Different dates and deadline
  • The operator who executes the order in the warehouse
  • Tolerance values for under receipt and over receipt (if any)


Besides the settings, status is also associated with the order.

  • Open
  • In receiving
  • Paused receiving
  • Received
  • New delivery
Line itemsRepresents the products to be received.

Each line item represents one product. For each line item, you specify the product data, the target quantity to be received with the unit of measurement and optionally you can also provide sales parameters.

Status is also associated with the line item:
  • Open
  • In receiving
  • Completed
DeliveriesThe operator can execute the order under a delivery in the warehouse. Actually, when the operator executes an order, they scan for line items and they always complete the line items under a delivery.

An order can have one or more deliveries, but only one delivery is open for the order at one time. If an order is received, it can be reopened by introducing a new delivery. A delivery can be created for the order or added to the order through API only.

Receiving an order in multiple deliveries also means that unlimited under receipt and over receipt must be allowed (default setting).

Each delivery has an ID and a status is also associated with the delivery:
  • Open
  • In receiving
  • Received


Note: Deliveries are applicable to external orders only.


The following diagram illustrates the parts of an external order and the status transitions:



List of Procedures


Creating an Inbound Order


The description below is for demonstration purposes only. You can provide the order master data and the line items but to execute an order in the warehouse, you also need a delivery for the order. However, you cannot create a delivery for the order through the Admin UI. Delivery can only be created when creating the order through API.


Procedure


1. In the Serialized Logistics application, select the Orders --> Inbound orders tab. The application displays the list of inbound orders and the Create new inbound order form.


Note: When viewing the details of an order, you can open the Create new inbound order form by clicking Add new +.


Example:



2. Fill in the form as described in the table below. The required fields are marked with an asterisk (*).


FieldAction
Order IDEnter the order ID. Free-form text field.
Order typeSelect the order type:
  • Internal
  • External
  • Returns
SupplierFor an inbound external order, select the supplier that delivers the products of the order. The application offers the previously registered suppliers for selection. Only applicable to inbound external orders.
ClientFor an inbound return order, select the client that sends back the items. The application offers the previously registered clients for selection. Only applicable to inbound return orders.
Order dateSelect the date of order by using the datepicker.
Expected delivery dateSelect the expected delivery date by using the datepicker.
DeadlineSelect the deadline by using the datepicker.
Receiving warehouseSelect the warehouse where the order must be received.
OperatorSelect the operator that must execute the order.
Allow unlimited over receipt and under receiptIf one of the following applies, keep this checkbox selected:
  • You want to allow an unlimited amount of receipts.
  • You want to receive multiple deliveries for the order.
When this checkbox is selected, the tolerance values will not be displayed (not applicable). The default setting is "Selected".

After clearing the checkbox, an unlimited receipt is not allowed and the application displays the tolerance fields.
Under receipt tolerance %Set the under receipt tolerance.


The operator in the warehouse must keep the target quantity with the tolerance defined here. For example, if you set 10%, the operator cannot receive less than 90% of the target quantity.


Only positive values are accepted and there is no upper limit.

Over receipt tolerance %

Set the over receipt tolerance.


The operator in the warehouse must keep the target quantity with the tolerance defined here. For example, if you set 10%, the operator cannot deliver more than 110% of the target quantity.


Only positive values are accepted and there is no upper limit.


Example:



3. Click Create. The order is created and added to the list. The other tabs become active.


4. To add line items to the order, select the Line items tab.



5. Click Add Line Item and fill in the form as described below. The required fields are marked with an asterisk (*) in the form.


FieldDescription
Line item numberEnter the line item number. The application auto-fills the field and provides "1" for the first line item. When adding a new line item, the application automatically offers a new value. You can change the line item number based on your preference but two line items cannot have the same number.
Product code schemaSelect the product code schema.
  • GTIN
  • PPN
  • CUSTOM
Select productSelect a product code. The application displays a searchable drop-down with a prefiltered list of products. You can search for any product registered in the system by entering the product code or the product name in the search field.

If the entered product code is not existing, you can create it by clicking on the Create product button displayed in the search drop-down.
  • The application displays the Create product form, where you can enter the product code, the product name, the unit of measurement, and the minimum shelf life at delivery in months. It is not possible to change the product code schema.
  • If the fields except for the product code are prefilled and read-only, it means the entered product code is existing in the database but the tenant has not been linked to the product as a distributor yet.
BatchSelect a batch for the product code (if applicable). The application displays a searchable drop-down with a list of batches available for that product code in the system. You can search for a batch of the product by entering the batch number (ID) in the search field.
QuantityEnter the quantity to be received. This is the number of items (units) to be received. A positive number is accepted only.
Unit of measurementEnter the unit of measurement of the quantity. For example, "Units" or "Packs". Free-form text field.
Sales quantityOptionally, enter the sales quantity. A positive number is accepted only.
Sales unit of measurementOptionally, enter the unit of measurement of the sales quantity. Free-form text field.


EXAMPLE 1


The following example illustrates the case when adding a line item with a product that was created earlier:



EXAMPLE 2


The following example illustrates the case when creating a new product while adding the line item:





6. Click Add in the Add line item window. The line item is added to the list.


The following example illustrates the case when the previously defined two line items are added to the order, one after the other:


 

7. Add further line items as needed.


You can add multiple line items that have different or the same product data, there is no restriction. For example:

  • You have two line items with the same product code and batch but with different sales parameters.
  • You have line items with completely different product codes, batches, and other data.


Note: The above description is for demonstration purposes only. To execute an order in the warehouse, you also need a delivery for the order. However, you cannot create a delivery for the order through the Admin UI. Delivery can only be created when creating the order through API.


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Searching for and Viewing an Inbound Order


You can search for an order and track the progress of the execution. You can check the order settings, the line items of the order, the status of the delivery, and the order history.


An order might be received under multiple deliveries, for example, because the received quantity is smaller than the expected quantity in the actual delivery, and a new delivery is needed. It is possible to open a new delivery over API and continue receiving the order. Only one delivery can be opened at one time.


If the order is received under multiple deliveries, you can track the status of each delivery including the expected versus the received quantity per line item.


Note: Receiving an order under multiple deliveries is possible when unlimited under receipt and over receipt is allowed in the order settings.


Procedure


1. In the Serialized Logistics application, select the Orders --> Inbound orders tab. The application displays the list of inbound orders.


2. Enter the order ID in the search field, select the statuses, and/or select the order types.

  • The list of the orders is filtered based on the search criteria.
  • You can reset the filter by clicking Reset filters.


3. Select the order to view its settings (master data). The application displays the Update inbound order panel with the Settings tab.


In the following example, we are filtering on external orders that are in In receiving status and contain "Order220201" as the order ID. Then, we select the order to view its settings:



4. Select the Line items tab to view the line items of the inbound order.


The application displays the details of each line item:

  • Product code
  • Status
  • Target quantity
  • Unit of measurement
  • Actions (Edit and Delete)


If unlimited over receipt and under receipt is allowed, the application explicitly indicates it.


In the following example, an unlimited receipt is allowed. The selected order has two line items:

  • For line item 1, the receiving activity is completed.
  • For line item 2, the receiving activity is in progress.



5. Select the Deliveries tab to view the details of each delivery.

  • You can view the status of the delivery.
  • You can view the line items belonging to the delivery with the actual status.
  • For each delivery, you can verify the expected versus the received quantity per line item.


Note: Deliveries are created over API. An order can have multiple deliveries but only one delivery is active at one time.


In the following example, an order with multiple deliveries is displayed:

  • The order is in In receiving status.
  • MOV/DEL/220201/1 delivery has been received for the order. The received quantity does not match the expected quantity for the line items, so a new delivery, MOV/DEL/220201/2 is opened.
  • Receiving the MOV/DEL/220201/2 delivery is in progress (In receiving status).



6. Select the History tab to view the status changes of the order.


Example:



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Updating an Inbound Order


You can update the order master data (settings) as well as the line items. You can add new line items, edit the existing line items, and delete line items.


The following limitations are in place when updating an inbound order:

  • You can edit only the line items that are in Open status.
  • You can delete only the line items that are in Open status. The line item will also be removed from the delivery for the order.
  • You cannot edit a received order.
  • You can only create the delivery when creating the order through API.
  • You cannot open a new delivery through the Admin UI. You can only create a new delivery through API. A new delivery can be added to the order after the current delivery is received together with the order. Receiving an order in multiple deliveries also means that unlimited under receipt and over receipt must be allowed.
  • You can add a line item to the order in the Admin UI, but the line item will not be linked to the delivery of the order that was created over API. As a result, you cannot receive items for this line item in the mobile application. This action is described for demonstration purposes only.


Procedure


1. In the Serialized Logistics application, select the Orders --> Inbound orders tab. The application displays the list of inbound orders.


2. Find and select the order you want to update. The application displays the Update inbound order panel with the Settings tab.


3. Modify the order settings as needed.


4. Select the Line items tab and manage the line items of the order as needed.


Operation on Line ItemDescription
AddClick Add Line Item, fill in the form as described below, and click Add. The required fields are marked with an asterisk (*) in the form.

FieldDescription
Line item numberEnter the line item number. The application auto-fills the field and provides "1" for the first line item. When adding a new line item, the application automatically offers a new value. You can change the line item number based on your preference but two line items cannot have the same number.
Product code schemaSelect the product code schema.
  • GTIN
  • PPN
  • CUSTOM
Select productSelect a product code. The application displays a searchable drop-down with a prefiltered list of products. You can search for any product registered in the system by entering the product code or the product name in the search field.

If the entered product code is not existing, you can create it by clicking on the Create product button displayed in the search drop-down.
  • The application displays the Create product form, where you can enter the product code, the product name, the unit of measurement, and the minimum shelf life at delivery in months. It is not possible to change the product code schema.
  • If the fields except for the product code are prefilled and read-only, it means the entered product code is existing in the database but the tenant has not been linked to the product as a distributor yet.
BatchSelect a batch for the product code (if applicable). The application displays a searchable drop-down with a list of batches available for that product code in the system. You can search for a batch of the product by entering the batch number (ID) in the search field.
QuantityEnter the quantity to be received. This is the number of items (units) to be received. A positive number is accepted only.
Unit of measurementEnter the unit of measurement of the quantity. For example, "Units" or "Packs". Free-form text field.
Sales quantityOptionally, enter the sales quantity. A positive number is accepted only.
Sales unit of measurementOptionally, enter the unit of measurement of the sales quantity. Free-form text field.

EXAMPLE 1

The following example illustrates the case when adding a line item with a product that was created earlier:


EXAMPLE 2


The following example illustrates the case when creating a new product while adding the line item:





You can add multiple line items that have different or the same product data, there is no restriction. For example:

  • You have two line items with the same product code and batch but with different sales parameters.
  • You have line items with completely different product codes, batches, and other data.


Note: The line item in the Admin UI is not linked to the delivery of the order that was created over API. As a result, you cannot receive items for this line item in the mobile application.

EditClick on the edit icon, modify the allowed parameters in the opened form as described for the Add action, and click Save.

Note: While editing a line item, you can also create a new product inline, as described for the Add action. The new product will inherit the line item settings of the previous product (for example, batch).
DeleteClick on the delete icon. If the receiving activity is in progress or is completed for a line item, you cannot delete the line item.

Note: The application does not request confirmation but it immediately removes the line item from the list.


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Deleting an Inbound Order


You can delete orders in Open status or orders that are in progress but do not have scanned items. Once items have been scanned for the order, you cannot delete the order.


Procedure


1. In the Serialized Logistics application, select the Orders --> Inbound orders tab. The application displays the list of inbound orders.


2. Find the order you want to delete.


Example:



3. Click the delete icon next to the order and confirm the deletion by clicking Yes.



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