Using Dispatching

Use this option to change the optional stop number assigned to the sales order. A default stop can be assigned to a customer. If the stop is changed in Dispatching, the user will be prompted to adjust the default stop for the customer. Stop numbers are not required but can be used to help load the truck in the proper delivery order. The route detail screen is sorted by stop, customer code, and sales order number.

1. Select Change from the command options.

2. Assign the new stop number for the sales order in the Stop column.

3. To update the customer default stop to the new stop number enter Y (Y = Yes), enter N (N = No) to keep the current customer default stop in the Adj column.

4. Adjust the stop number for each sales order as necessary. Select Next Page/Prior Page to move forward or back between pages, if there are more than one page of sales orders.

5. Select Update to save the stop changes.

HINT: Since the order of stops on a route are often changed, initialize stops on a route with plenty of space between stop numbers. Set the customer default stop in the Stop field in Customer or in the Stop on Route fieldCustomer Quick Maintenance.

Use this function to change the sales order from the assigned route to another route. The Route is assigned to a sales order based on the default route that is assigned to a Customer, a carrier override, or entered on the sales order when adding the sales order or in Order Control.

1. Select Route from the command options.

2. At the Rte field, enter the new route ID, press F3 for a list of assigned routes, or press Enter to accept the current route for the sales order in the Rte column. Enter the route ID for each sales order as necessary. Select Next Page/Prior Page to move between pages, if there is more than one page of sales orders.

3 Select Update to save the route changes or select Exit to return to the previous Dispatching screen.

The following message will display: “Adjust routes in customer file? No/Yes.”

• Select Yes to change the default route for the customer to the new route entered.
• Select No to keep the current default customer route.

To view the unshipped items on orders for this route, select the Unship command option. Unshipped items are items that still have a ship later or ship unspecified status. An unshipped items window will appear showing the following information for unshipped orders for this route, sorted by item code.

• Customer – The ship-to customer name
• Order – The sales order number
• Item – The unshipped item name
• Pick Ref – The pick list reference number or “@@@@” if a pick list has not been generated for the sale order line. (The pick list reference number will be blank for non-stocked items or items in a department that does not use pick list.)
• Ordered – The pounds ordered quantity
• Un – The ordered unit of measure in pounds

 

Press F10 to exit the window.

If Update is not selected, changes will not be saved.

See Printing Dispatching for more information.

The Invoice command option allows all ready and approved to invoice sales for the selected route to be invoiced.

1. Select the Invoice command option to invoice all ready and approved to invoice sales orders.

Note: Orders will not invoice unless their status is ready.

2. The following message appears: "Collapse Ready Orders for Same Customer? No/Yes" if the Collapsed Orders for Invoice setting in Receivables Options is set to Y (Y=Yes).

• Select Yes to combine all orders for the same customer that have the same route, carrier, and customer purchase order number, and invoice the orders as one combined order.
• Select No to invoice each sales order individually.

 

The following message will appears: “Continue invoicing without collapsing? No/Yes."

• Select Yes to continue.
• Select No to start the invoicing process over again.

 

3. The system will perform a price check against all ready orders on the selected route. For more information on ready order price checking, see Invoicing or Set Zero Priced Orders.

If an order fails the price check, because the price is set to zero or is less than the minimum selling price set in pricing setup, the system will display a Price Check Item window with a list of sales orders that failed the price check. To fix the price go to Set Zero Prices Orders or Shipping to enter the correct selling price. Otherwise, the system will respond with "Nothing Failed Price Check - Press Space Bar." Press the space bar to continue. The Price Check Item window display the following information:

• Order – The sales order number.
• Cust – The customer ID.
• Item – The item name that failed the price check.
• Quantity – The quantity ordered or shipped.
• UN – The invoicing unit of measure.
• Price – The current selling price. Zero priced orders will display as 0.00. Items that failed he minimum price check will display the selling price for the sales order.

 

Press F10 to exit the Price Check Item window

4. The following message will appear: “Invoice anyway? No/Yes."

• Select No to cancel the invoicing process
• Select Yes to invoice the sales order using the selling price entered.

 

5. A Invoice date window will appear with " Invoice Date: 00/00/00". The date displayed is the current system date. Press Enter to use the current system date as the invoice date or enter a new invoice date. Press Enter to continue.

If the Summary Inv flag in Customer Quick Maintenance is set to Y (Y=Yes) for the customer and the Bulk Ship setting is set to Y (Y=Yes) for the route, additional command lines will appear with the following options:

• No Detail – Select No Detail to generate a summary invoice for all ready orders on the route without the details for each order.
• Detail to Form Printer – Select Detail to Form Printer to generate the summary invoice for all ready orders on the route and print copy of each ready sales order as a sale order form.
• Detail to White Paper – Select Detail to White Paper to generate the summary invoice for all ready orders on the route and print copy of each ready sales order as a report.

 

If either detail method is selected, the following message will display: "Print Text? No/Yes."

• Select No to print just the sales order line.
• Select Yes to include an order line text.

 

6. Command options will appear, allowing you to print or choose from a set of other print options.

7. If the Auto Keep setting in Receivables Options is set to N (N=No), command options will appear:

• Select Keep Invoices to save the invoice(s) and complete the sales order process
• Select Abandon Invoices to destroy the invoice(s) and leave the sales order in a ready status where it can be changed, voided, or re-invoiced in Shipping. If Abandon Invoice was selected, the following message will appear: “Destroy Invoice !!! Are you Sure? No/ Yes."
  • Select Yes to destroy the invoice
  • Select No to save the invoice.