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Scenario 17: Sam, The Shipper

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Rob Goris

Posts: 309

Joined: Wed Mar 18, 2009 7:26 pm

Post Mon Aug 30, 2010 12:51 pm

Scenario 17: Sam, The Shipper













Sam is going to create two shipments in one go for existing completed orders of which all products are going to be shipped. After

that he will create another individual shipment picking some products from an existing order of which not all products can be shipped

at once.

 

Typical Tasks:

◊  Selecting orders for which the shipments need to be created

◊  Creating a new shipment document

◊  Selecting the sales order (or invoice) of which he wants pick the order lines that need to be shipped

◊  Creating an invoice for some line items of a shipment (not all) : partial invoicing


 


 


 


 


 


 Updated 03/09:


Added the possibility to create a back order document for remaining products of a partially unshipped order.


Added the possibility to complete a shipment directly after creating it, default is disabled for businesses where the products need to be picked first. The draft shipment document can be used for that. When the picking is done, and the shipment really is ready to go, the shipment document will be set to Completed.




Updated 29/09: added light bulb button with related windows/shortcuts (page 4)



Post Edited by rgoris at 29/09/2010 11:58
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<<

Rob Goris

Posts: 309

Joined: Wed Mar 18, 2009 7:26 pm

Post Tue Aug 31, 2010 4:42 pm

RE:Scenario 17: Sam, The Shipper

As per email:



Pablo Sarobe: Delivery terms is not implemented


Richard Morley:



In my opinion the current "Invoice Terms" confuse a number of concepts:


  • Whether a customer accepts partial delivery or partial invoicing (invoicing based on partial delivery) should be configurable in the customer master and also editable at an invoice level.

  • There is currently no interrelationship between "Invoice Terms" and "Inco terms" (there should be as the Inco Terms define when ownership is passed.  The transfer of ownership should really be the trigger for invoicing (not simply when we ship it out of our warehouse).

  • "After Delivery" is incorrectly named; with its current functionality it should be renamed "After Shipment" (or more correctly replaced with the Incoterm "EXW – Ex Works"). 

  • "Shipment" is the date the goods leave our warehouse. This is currently confused with "Delivery".  This is not a minor error as this is a very important distinction in the supply chain.  Using "After Delivery" suggests that the delivery date is referenced (and it currently is not). 

  • "Delivery Date" is the date the goods physically transfer to the  customer and should be based on either the actual delivery date of the estimated date from the Inco Term associated with the invoice.  The fact that the Inco Term is not referenced is confusing.

  • "Customer schedule after deliver" is unclear because of the wrong usage of the word "Delivery"


Personally I think that the following changes should be considered:


  1. Whether a customer accepts partial delivery and invoicing should be more clearly definable in the customer master and also editable at an invoice level.  I would suggest a drop down for "Partial Delivery" containing:

    1. Don't allow partial delivery

    2. Allow partial delivery (invoice on full delivery)

    3. Allow partial delivery and partial invoicing (invoice on partial delivery)



  2. "Invoice Terms" drop down list should only offer:

    1. Invoice based on shipment event (this is the way the system currently works)

    2. Invoice on actual delivery date (requires delivery date to be entered).

    3. Invoice on estimated delivery date from "Inco Terms"

    4. Invoice per "Invoice Schedule"

    5. "Do not invoice".



  3. If the Invoice Term "Invoice on actual delivery date" is to be supported then we must support a process to either manually or automatically enter the Delivery Date (which is the actual date that the goods were delivered). 

    In a manual environment this would involve a user entering the date that the shipment was signed for be referring to a signed delivery note.  In an automatic environment this would involve automatically importing a "signed for" date from a third party shipping program (for example a FedEx business interface).

    The entry of the delivery date then triggers the following events:

    1. If "Allow partial delivery (invoice on full delivery)" is selected then this would result in the creation of an invoice base on the delivery date of the order line that indicates that the order has been fully delivered (the last items delivered).

    2. If "Allow partial delivery and partial invoicing (invoice on partial delivery)" then this would result in:

      1. The creation of an invoice for the delivered portion.

      2. The creation of a backorder for the undelivered portion.





  4. The current "Incoterms" should be offering a standard list of Inco Terms (needs to be renamed) to be associated with the invoice.  For example, the equivalent of the current Invoice Term "After Delivery" (which currently should read "After Shipment") is the Inco Term "EXW – Ex Works".

    OB should have a master table of Inco Terms to which can be marked as "Active" or "Inactive" and to which a user can optionally add default delivery lead times (the number of days between shipment and delivery).  This would normally be defined as "Shipment Date plus X days" (for "EXW – Ex Works" then X can be zero).  This table should be editable at a default master data level and, for those that are active, the delivery lead times for each Inco Term should be customizable at a customer specific level. 

    This requires a process that can be triggered either manually or scheduled to look for orders that have been shipped and that have reached their estimated delivery date.  The process then creates the invoice based on the estimated delivery date.  As above the actions triggered by the delivery event must respect the state of the "Invoice partial delivery"

    NB Please note that in the Inco Terms table the number of days between shipment and delivery can also be "null".  This means that the Inco Term is used for information purposes only (no lead time defined).

  5. "Invoice Schedule" currently only offers "Monthly 1st" and "Weekly".  This should be more flexible and extendible.  It should offer an extendible list of predefined invoice schedules based on the structure:

    Invoice X day of each Y weeks/months/periods following shipment/delivery

    1. where X days is user definable as a number of days (where 0 = current (i.e., today = immediate) and 1 = wait 1 day (i.e., tomorrow), etc)

    2. where Y period is the number of days/weeks/months/periods to wait before invoicing (where 0 = current week, month, period and 1 = wait 1 day, week, month, period, etc)

    3. whether Y period is defined in days, weeks, months or periods

    4. whether the trigger for invoicing is shipment or delivery date

      For example, this might be configured as:

      1. Invoice 0 days following the start of each 0 week following shipment.  This means invoice immediately on shipment

      2. Invoice 1 days following the start of each 1 week following delivery.  This means invoice in the first day of the week following delivery.

      3. Invoice 20 days following the start of each 1 month following delivery.  This means invoice on the 20th of the month following shipment (i.e, everything shipped in January will be invoiced on 20th February.








Pablo, "Invoice Grouping" question...I see the option in the customer master, but where is the menu option that triggers the grouping of invoices? I can't see it......  Basically, how are grouped invoices generated?

Regards

Richard


OK, Pablo has just shown me the "Invoice Schedule" and I am fine with the current functionality in that area (would still prefer to see a bit more flexibility and a "periodic option, but these are relatively minor needs).


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