Big Orders

Definition of Big order

  • If your customers has a constant demand for some particular products, you can plan the delivery schedule for your customer in advance by using Big orders

Big order fulfillment process

  • First, the Corporation Administrator will gather customer demand and create Big orders accordingly
  • After the Big orders have been created, they will be forwarded to the account of the Order Inspector. The Big orders need to be inspected and approved by the Order Inspector
  • When the Order Inspector has approved the Big orders, the Big orders will be forwarded to the Transporter Administrator. The Transporter Administrator will deliberately decide how to split the Big orders into smaller Sales orders and assigns the split Sales order to the available delivery fleet

Create Big Orders

  • You are the Corporation Administrator. You can create a Big order by following the steps below
  • Navigate to Orders > Big Orders tab
  • Hover your mouse over the icon , then click on the icon Create Big Order
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  • The screen Create Big Order will show up. Here you will need to input the information of the Big order
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Big order information fields

  • Below are the information fields of a Big order

Information field

Description & Input

Order Code

1. Description:
The management code of the big order being created
2. Input rules:
Click on this link

Filter by Start-End Date

1. Description:
The date range during which the big order can be split into smaller Sales orders and performed
2. Input rules:
Click on this link

Type Way

1. Description:
The order type of the order being created
2. Input rules:
Click on this link

Customer Code

1. Description:
The customer who places the big order being created
2. Input rules:
Click on this link

Warehouse Code

1. Description:
The Depot from where the products will be loaded
2. Input rules:
Click on this link

Product

1. Description:
The products to be loaded in the order being created
2. Input rules:
Click on this link

Transporter Code

1. Description:
The Transporter who will perform the big order being created
2. Input rules:
Click on this link

Information fields input rules

1. Order Code

  • The Order Code is automatically created in the following format: BO-yymmdd-xxxx, in which BO stands for Big Order; yy is the last two digits of the current year; mm is the current month; dd is the current date; xxxx is the numerical order of the attempt you click on the icon Create Big Order on the current day
  • For example: BO-200217-0002 means that you have clicked on the the icon Create Big Order the second time. The current date is February 17th 2020
  • You can also change the order code to a different one
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2. Filter by Start - End date

  • Click on this field. Select the appropriate date range from the drop down calendars
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3. Type Way

  • Always click on the following radio box: First Way
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4. Customer Code

  • Click on this field. Input the Customer Name/Customer Code of the appropriate customer into the search bar. The system will filter out the wanted customer on the drop down menu. Click on that customer to select it

5. Warehouse Code

  • Click on this field. Input the Organization Name/Organization Code of the appropriate Depot into the search bar. The system will filter out the wanted Depot on the drop down menu. Click on that Depot to select it

6. Product

6.1. Select product

  • Click on this field, input the Product Name/Product Code of the appropriate product into the search bar. Select that product from the drop down menu, then click on the Add button to add that product into the order
  • You can add multiple products to the order by repeating these steps
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6.2. Specify quantity of product cases/single items

  • Next, you have to input the quantity of cases and/or single items of the products into two fields Number Of Cases and Number Of Items
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  • Note: If there is zero single item of a specific product in the order being created, you must input the value 0 into the field Number Of Items. Similarly, If there is zero case of a specific product in the order being created, you must input the value 0 into the field Number Of Cases
  • If you accidentally added the wrong product, click on the Remove icon of that product to remove it from the order
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7. Transporter Code

  • The appropriate Transporter will be automatically selected if that Transporter has transport services between the selected Customer and the selected Depot

Inspect and Approve Big Order

  • You are the Order Inspector. After the Corporation Administrator has created Big orders, you will have to inspect then approve those orders
  • Login to your account
  • Navigate to Orders > Big Orders tab
  • You can click on the icon Edit to view more information of the order
  • To approve a Big order, click on the double check mark icon of that order
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  • You can also approve multiple Big orders at once by clicking on the corresponding check box icon of each order. When that icon turns to , that means the orders have been selected. Now click on the button Approve on the top toolbar to approve those orders
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  • After you have approved a Big order, that order will be forwarded to the account of the Transporter Administrator

Perform Big order

  • You are the Transporter Administrator. After the Order Inspector has approved a Big order, you will receive that Big order in your account
  • You will need to split that Big order into smaller Sales orders, assign the split Sales order to the vehicles based on the actual availability of your delivery fleet, then perform route optimization for those orders

Split Big order into smaller Sales order

  • To split a Big order, follow the steps below
  • Navigate to Orders > Big Orders tab
  • Click on the icon of the Big order you want to split
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  • The form Split Big Order will appear. Here you will split the Big order into smaller split Sales orders
  • Click on the field Order Date. On the drop down calendar, select the date on which you want to perform the split Sales order being created
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  • Then, on two fields Cases Splitted and Items Splitted, input the quantity of product cases/single items you want to be loaded in the split Sales order being created
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  • After you have input the above information, click on the button Split. The recently created split Sales order will appear on the List Order Splitted area
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  • At the same time, the value in two fields Remain Cases and Remain Items will update each time you create a split Sales order, to reflect the remaining quantity of cases/single items of the Big order
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  • If you want to remove a split Sales order, click on the corresponding remove icon of that order under the List Order Splitted area
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  • After a split Sales order has been successfully created, it will automatically appear at the Orders > Sales Orders tab, on the selected Order Date
  • To save the current state of the Big order, click on the button Save
  • (Optional) If you find that the Big order can not be completed in the date range assigned, you can deliberately change the date range of that Big order, by clicking on the icon Edit , then change the Start - End Date attribute of that order

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Big order can be split multiple times

You don't have to split the whole Big order at one time. As long as the current date doesn't doesn't exceed the attribute End date of the Big order, you will still be able to see and split that Big order

Assign split Sales order to vehicle and Perform route optimization

  • After you have split the Big order into smaller split Sales orders, you can continue to assign the split Sales order to vehicles and perform route optimization for those orders like with every other normal Sales order
  • To assign a Sales order to a vehicle, follow this instruction
  • To perform route optimization, follow this instruction

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