Open Orders: Fulfillment

The Open Orders screen allows configuring views to display fulfillment indicators for open orders. These indicators were designed to help users that do not always keep enough stock on hand to see which orders can be fulfilled with the available stock, which ones cannot, and why.

OpenOrders FulfillmentIndicators

To enable fulfillment indicators:

  1. Click the cog icon in the top right-hand corner of the Open Orders screen to open View Settings.
  2. Go to the Fields, Sorting, and Filtering section.
  3. Open the Fulfillment drop-down menu.
  4. Enable one of the two options below or enable both:

ViewSetting Fulfillment

  • Fulfillment State: enable to display fulfillment and PO state indicators on open orders.
  • Stock Allocation: enable to display stock allocation indicators on open orders.
    • Note! Stock allocation indicators are displayed on orders with batched items only.

Fulfillment State

The fulfillment indicators show whether an order can be fulfilled or not. With the PO indicators, you can see if a PO has been raised for the items in the order and if delivering that PO will be enough to fulfill the order.

Fulfillment indicators

  • CanFulfill- shows that there is enough stock to fulfill all items on the order.
  • InsufficientToFulfillAll- shows that there is enough stock to fulfill this order or another order but not all orders with one of the items that it contains. It is up to you to decide which order to fulfill.
  • CannotFulfill- shows that there is not enough stock to fulfill all items on the order.

PO indicators

  • Sufficient PO- shows that there is an inbound PO that has enough stock to fulfill every open order of this item.
  • InsuffisientPO- shows that there is an inbound PO but it does not have enough stock to fulfill every open order of this item. 

See below for more information on how to work with these indicators in the Fulfillment Overview screen.

The Fulfillment Overview screen

Click the fulfillment badge on an order to open the Fulfillment Overview screen. 
OpenOrders FulfillmentBadge

The Fulfillment Overview screen:

  • Displays details about items in the selected open order.
  • Shows pending, open, and partial purchase orders (POs) for items that cannot be fulfilled.
  • Allows to selectively create a PO for the out-of-stock items. 

FulfilmentOverviewScreen v3

The Fulfilment Overview screen details

You can view the following information about open order in the Fulfilment Overview screen:

FulfilmentOverviewScreenDetails

  • Order Id: the Id of the order you are viewing at the top of the screen.
  • Quantity: the quantity of an item that was ordered.
  • Item: the title and the SKU of the ordered item as seen in My Inventory.
  • Stock level: total stock level of the item in the order location
  • In orders: the amount of the SKU currently assigned to unprocessed open orders.
  • Available: the available stock level which is calculated as the total stock subtracted by the stock reserved for open orders.
  • Fulfillment: the indicator that contains information about whether you can fulfill an item. The three types of indicators displayed in this column are:FulfilmentOverviewIndicators
    • Can fulfill: there is sufficient stock to fulfill all orders with this item.
    • Insufficient to fulfill all: there is enough stock to fulfill this order or another order but not all orders for this item. It is up to the user to decide which order should be fulfilled.
    • Cannot fulfill: there is not enough stock to fulfill the item on this order. The additional stock needs to be ordered from the supplier.
  • Due: the quantity of the SKU that is on order to the current location, either as a result of a Purchase Order or a Warehouse Transfer.
  • PO: this column displays the following indicators:FulfilmentOverviewPOIndicators
    • Sufficient PO to fulfill all: there is an inbound PO that has enough stock to fulfill every open order of this item.
    • Insufficient PO fulfill all: there is an inbound PO but it does not have enough stock to fulfill every open order of this item.
Note! The value in the PO column is displayed only if an item cannot be fulfilled (NOT: Can fulfill). When an item can be fulfilled there is no need in seeing POs information.

Click the arrow icon to the left of the item to view:

FulfilmentOverview POInfo

  • PO number: the reference number of the PO. Note that the PO number is a clickable link. Click it to open the Edit Purchase Order screen.
  • Supplier name: the supplier you are purchasing items from. The list of all suppliers can be found on the Suppliers screen.
  • Quantity due: the quantity that is due to be delivered for the item.
  • Due date: when you expect the PO to be delivered.
  • Status: the status of the PO: 
    • Pending: the status is pending when you initially create a PO. 
    • Open: the status is open once the PO has been finalized and is ready to be sent to the supplier.
    • Partial: the status of the PO is partial when some of the requested items have been delivered but there are still outstanding items awaiting delivery. 

Batched Items

The additional column Stock Allocation is displayed in the Fulfillment Overview screen for orders with batched items. This column indicated whether the stock is properly allocated to be able to fulfill an order. 

FulfilmentOverview BatchedItems v2

This column displays the following indicators:

  • Fully Allocated: the stock is fully allocated for this item.
  • Partially Allocated: the stock is partially allocated for this item.
  • Overallocated: there is more stock allocated to this item than required.
  • Not Allocated: this item requires stock allocation.

For more information on how batches are assigned to open orders see here

Creating POs from the Fulfilment Overview screen

The Fulfilment Overview screen allows you to select items that are out-of-stock and quickly raise a PO to order those items from your supplier.

To add out-of-stock items to a PO:

  1. Check the selection box for items you need to order from the supplier. You can check the box at the top which works as select all.
  2. Click the +Add to PO button.
    FulfilmentOverview AddtoPO v3
  3. Go to Selected Items > Assigned Supplier. This will create a PO for the default supplier assigned to items. Otherwise, select the specific supplier.
  4. The Create Purchase Order screen will get opened. Check the details and click Create POs.
  5. Use the Purchase Orders screen to track the PO.

Quick Filters 

The fulfillment indicators can be filtered on in your View Settings. Click the Filters button and tick the required indicator in the Availability drop-down so that your view will only show orders with the fulfillment indicators that you want to see.

FulfillmentFilters

How-to video

For more information on fulfillment indicators see the video below: 

Further reading

 

NB! For the documentation on the earlier version of the Open Orders screen, see here.