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)
  • External orders (Purchase Orders)
  • Returns


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
  • Cancelled (Only at delivery level)
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.
  • The first delivery can be created for the order in the Admin UI or through API while creating the order.
  • Further deliveries can be added to the order through API only.
Each delivery has an ID and a status is also associated with the delivery:
  • Open
  • In receiving
  • Received
  • Cancelled (Not applicable to the first delivery)


Except for the first delivery, it is possible to cancel a new delivery in Open status. It is not possible to reuse a canceled delivery.


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


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 (*) in the form.


FieldAction
Order IDEnter the order ID. Free-form text field.
Order typeSelect the order type:
  • Internal
  • External
  • Returns
Delivery IDFor external orders, specify the delivery ID. By default, the delivery ID is prefilled and it takes the order ID as the value.

After saving the order, the Delivery ID field disappears and all the related data are displayed under the Deliveries tab.

Note: Only applicable when the Order type is External.
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 but you don't know how many items will be included / what is the quantity range to be expected in a delivery.
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.
  • For external orders, the Delivery ID field disappears and all the related data are displayed under the Deliveries tab.


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.
BatchSpecify a batch for the product code (if applicable). If you don't know the batch, you can leave the field empty. In this case, the application accepts any batch that is scanned for the product.

You can select an existing batch or you can specify one inline. 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.
  • If the entered batch is not existing, you can create the batch by clicking on the Create batch button displayed in the search drop-down.


You can clear the field by clicking on the X button on the right side of the drop-down.

Scanned items belong to the same batch checkboxIf you cannot specify the batch but you want to allow only one batch for a line item, select this checkbox.

When this function is active while receiving a line item, the packs scanned in the warehouse must have the same batch. The first scanned pack dictates the batch and the expiry date and all the other packs must have the same batch data.

Only applicable when a batch is not specified for the line item. Once a batch is specified for the line item, the checkbox is not effective and not visible.
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 an existing product and an existing batch:



EXAMPLE 2


The following example illustrates the case when creating a new product while adding the line item. The batch is unknown but all items must belong to the same batch:





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.


Each line item added to the order is linked to the latest delivery also.


Next Steps


An operator can execute the inbound external order in the warehouse.


Back to the list of procedures


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


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 "Order220602" 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 are 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: 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/220602/1 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/220602/2 is opened.
  • Receiving the MOV/DEL/220602/2 delivery is in progress (In receiving status).



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


Example:



Back to the list of procedures


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.


You can also cancel a new delivery for the order.


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 the master data (settings) of an order that is in In receiving or in Paused receiving status. However, you can add a line item to the order and you can edit or delete the line items that are in Open status.
  • You cannot edit a received order.
  • 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.
  • You cannot cancel the first delivery.
  • You can cancel a new delivery in Open status only, meaning that the warehouse activities have not been started yet for that delivery. The order status is New delivery.


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.
BatchSpecify a batch for the product code (if applicable). If you don't know the batch, you can leave the field empty. In this case, the application accepts any batch that is scanned for the product.

You can select an existing batch or you can specify one inline. 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.
  • If the entered batch is not existing, you can create the batch by clicking on the Create batch button displayed in the search drop-down.


You can clear the field by clicking on the X button on the right side of the drop-down.

Scanned items belong to the same batch checkboxIf you cannot specify the batch but you want to allow only one batch for a line item, select this checkbox.

When this function is active while receiving a line item, the packs scanned in the warehouse must have the same batch. The first scanned pack dictates the batch and the expiry date and all the other packs must have the same batch data.

Only applicable when a batch is not specified for the line item. Once a batch is specified for the line item, the checkbox is not effective and not visible.
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 an existing product and an existing batch:


EXAMPLE 2


The following example illustrates the case when creating a new product while adding the line item. The batch is also specified inline:






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.
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 and/or specify a batch inline as described for the Add action.
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.

For external orders, the line item is also removed from the delivery.

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


5. If the new delivery of the order is not needed and receiving the delivery has not been started yet (Open status for the delivery, New delivery status for the order), cancel the new delivery as follows:


#Action
5.1

Select the Deliveries tab.

5.2Find the latest (new) delivery in Open status.
5.3Click Cancel delivery.

Example:

5.4Confirm the action in the pop-up window by clicking Yes.
  • In the basic scenario, the delivery is canceled. End of procedure.
  • In a special scenario, the application does not allow canceling the delivery and displays the following message: "Canceling the delivery is not possible because the under receipt limit is not reached for the following line item(s):  <line item 1>, <line item 2>, ... <line item N>. Either allow an unlimited receipt for the order or remove the listed line item(s) from the delivery. Then retry cancellation.". This scenario occurs when under receipt and over receipt limits are set for the order and a new line item has been added to the new delivery of the order before the cancelation. Go to the next step.
5.5If canceling the delivery is blocked due to a newly added line item while the order has receipt limits:
  • Alternative 1: Allow an unlimited receipt for the order. Select the Allow unlimited receipt and over receipt checkbox for the order and save the order.
  • Alternative 2: Remove the new line item from the order. 
Then retry canceling the delivery.


After the delivery is canceled:

  • The order status changes from New delivery to Received.
  • The status of the line items at the order level changes from In receiving to Completed.
  • The status of the new delivery changes from Open to Cancelled.
  • The status of the line items of the new delivery changes from Open to Cancelled.


The order is not listed in the mobile application. You cannot reuse a canceled delivery.



Back to the list of procedures


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.



Back to the list of procedures