Manage the dispatch notes

Dispatch notes are shipment requests generated by the system when a delivery note has been issued in the Order management module. The dispatch note is than sent to the order fulfiller, who will in turn arrange the shipment.

The communication between the Actindo Core1 Platform and the fulfiller's internal system takes place via a connection driver. The Actindo Core1 Platform sends the fulfiller the information they need based on the information provided in the delivery note. The delivery note and the dispatch note have been previously mapped via the ETL function in the DataHub module. The fulfiller, on the other hand, sends back a confirmation message to update the shipment status accordingly during all stages of the fulfillment process.

The Fulfillment module works together with the Workflows module. Once the Fulfillment module has been configured, a workflow must be created for the corresponding business process, which runs automatically in the Workflows module. The Fulfillment module is designed to monitor the fulfillment process but not to steer it. For this purpose, the Workflows module should be used, see Workflows.

Check a dispatch note

A dispatch note provides numerous order-related details, which may vary depending on the connection settings. The following order-related details, among others, can be checked in the list of dispatch notes.

Prerequisites

• At least one connection has been created, see Create a connection.
• At least one dispatch note has been created.

Procedure

Fulfillment > Dispatch notes > Tab LIST

1. Check the dispatch note status in the Status column. The status displays the current stage in the fulfillment process. The following options are available:

   • New dispatch note
     The dispatch note has been newly created.
   • Transferred to partner
     The dispatch note has been transferred to the fulfiller but no receival has been confirmed. If the fulfiller has not received the dispatch note, it may be necessary to re-export the dispatch note, see Export a dispatch note.
   • Partner confirmed receival
     The fulfiller has confirmed the receival of the dispatch note. The shipment status is subsequently updated by the fulfiller, see Check the shipment status.
   • Dispatch note completed
     The dispatch note has been processed.
   • Error
     The dispatch note has has not been processed as an error occurred, for instance, because the export has failed.

   • Void
     The dispatch note is void. This is the case, for instance, if the order has been canceled.

     In the Logging menu entry, the list of messages generated in the communication process between the Actindo Core1 Platform and the fulfiller's system with further information on the dispatch note status is displayed, see Logging.

2. Check the dispatch note number in the Document number column. The document number equals the delivery note number and can be useful to find further order-related details in the Order management module.

3. Check the order number in the Description column. The order number is a user-defined field. It can be useful to find further order-related details in the Order management module.

4. Check the packaging type identification number in the Packaging type column.

   The packaging types are defined in the PACKAGING TYPES tab of Settings menu entry and provide detailed information on the packaging used for the shipment, the shipping type, and the ship-to country, among others. For detailed information, see Packaging types.

5. Check the shipment status in the Shipment status column. For further information, see Check the shipment status.

6. If desired, click the (Columns) button to add further details to the list of dispatch notes.

   Additional information can be displayed depending on the attributes mapped via the fulfiller's driver when establishing the connection.

Complete a dispatch note

The fulfillers may not notify if an order has been delivered. In this case, the dispatch note status is not automatically updated to completed. To provide a better overview and handling of the dispatch note list, the dispatch note status can be updated manually if necessary. It is also possible to update the status of several dispatch notes at once.

Prerequisites

• The shipment has been delivered.
• The dispatch note status is Partner confirmed receival and the shipment status is (In progress) in the list of dispatch notes.
• The status of all shipments in the dispatch note in the Shipments sub-tab of the Dispatch note "Dispatch note ID" view is Shipped.

Procedure

Fulfillment > Dispatch notes > Tab LIST

1. Click the dispatch note whose status has not been updated.
   The Dispatch note "Dispatch note ID" view is displayed.

2. Click the Shipments sub-tab.
   All shipments included in the dispatch note are displayed.

   

3. Verify that the status of all shipments is Shipped.

4. Click the (Back) button in the upper left corner.
   The Dispatch note "Dispatch note ID" view is closed and the list of dispatch notes is displayed again.

5. Click the checkbox of the dispatch note(s) to be completed.
   The editing toolbar is displayed.

6. Click the [FORCE COMPLETION] button in the editing toolbar.
   The "x DispatchNotes forced to completion, failed for x" notice is displayed.

   The x indicates the number of dispatch notes that have been completed or that have failed. A manual completion will only fail if the status of any shipment in the dispatch note is not Shipped.

   

   The dispatch note status in the Status column changes to Dispatch note completed and the shipment status in the Shipment status column changes to (Double check). The status of all shipments in the dispatch note is updated to Delivered.

Export a dispatch note

You can re-export a dispatch note to the fulfiller if the receival has failed in the partner's system. Nevertheless, this procedure should be carefully used, as some destination systems may not be able to manage a re-export of data. Besides, dependent processes in the Actindo Core1 Platform must be considered.

Prerequisites

• A dispatch note has been created and sent.
• The dispatch note status is Transferred to partner.
• The shipment status is (No shipment).

Procedure

Fulfillment > Dispatch notes > Tab LIST

1. Click the checkbox of the dispatch note to be re-exported.
   The editing toolbar is displayed.

2. Click the [EXPORT] button.
   The Confirm selection confirmation window is displayed.

   

3. Click the [EXPORT] button in the Confirm selection confirmation window.
   The Really? confirmation window is displayed.

   

4. Click the [EXPORT] button in the Really? confirmation window.
   The dispatch note has been re-exported to the fulfiller.