AWRA Help Center

Fulfilment lives on the sales order itself, in the Fulfilment card on Sales → Quotes → Sales orders → the order. It only appears for orders with stock lines; a service or one-off charge is never picked or shipped, and an order made only of those reads Nothing to ship.

An order carries two separate facts. Its status (draft, confirmed, part invoiced, invoiced, cancelled) is the commercial one. Its fulfilment state — Not picked, Picking, Picked, Packed, Partly shipped, Shipped, Partly delivered, Delivered — is the warehouse's. An order can be invoiced and not yet shipped, or shipped and not yet invoiced, and the order page shows both.

Where The Stock Actually Leaves

Shipping does not take stock off the books. The stock's one exit is the checkout of the invoice raised from the order: confirming the order reserves the stock, checking out the invoice moves that reservation onto the checkout, and approving the checkout takes the goods off the shelf and posts revenue and cost of sales. If shipping also issued stock, every order shipped and then invoiced would leave the shelf twice.

So a shipment is logistics: what was picked, packed, handed to which carrier under which tracking number, and who received it. The Fulfilment table has a Checked out column beside Shipped, and when goods ship before their invoice is checked out the card says so — they stay on the books until it is.

Picking And Packing

1. Confirm the order. A draft or cancelled order cannot be picked or shipped.
2. Print the Pick list from the order's print menu: each stock line with its code, quantity ordered, quantity already picked and what is left to pick, with the warehouse and shelf to pick from.
3. In the Fulfilment card, enter a quantity per line under Pick now and press Record picked, or press Pick everything. You cannot pick more than was ordered, and an item counted in whole units must be picked in whole units.
4. Press Mark … picked as packed to pack everything picked so far. Packing is optional: shipping packs whatever it takes.

Shipping

1. Fill in the shipment form under the table: Carrier, Tracking no., Shipped on (today or earlier) and Notes — all optional.
2. Press Ship … picked. Everything picked and not yet shipped goes on one shipment, numbered from your shipment sequence (SHP-…), with status Shipped.
3. To ship part of an order, pick only that part first. Each later pick can go out on its own shipment, and the order reads Partly shipped until every line has gone.

Each shipment is listed on the order with its date, carrier, tracking number and the number of units it carried.

Delivering

Under a shipped shipment, enter Delivered on, Received by (the person who signed) and Proof of delivery (a delivery note number, say), then press Mark delivered. The delivery date cannot be before the shipment left. Its lines count as delivered and the order moves to Partly delivered or Delivered.

Cancelling A Shipment

A shipment that has not been delivered can be called back — the carrier did not collect, or the wrong boxes went. Type a Reason for cancelling (required) and press Cancel shipment.

• Its goods go back to packed and can ship again on a new shipment.
• No stock moves, because the shipment never took any off the books.
• The shipment stays on the order as Cancelled, with when, by whom and why. A delivered shipment cannot be cancelled.

Cancelling the order is refused once any part of it has shipped: goods with a carrier or the customer cannot be un-shipped by a cancel. Invoice what shipped, then release the rest of the stock. (An order that has been invoiced cannot be cancelled either — cancel or credit its invoices.)

Finance Posting Preview

Inside Invoice this order on a confirmed or part-invoiced order, a Finance posting preview shows the journal that invoicing everything outstanding will make: the receivable, revenue split by each item's income account, and tax; and, for stock lines, the cost of goods against inventory. The same card appears on an invoice until its revenue has posted.

• It is built by the same code that posts the journal, so it cannot show one thing and post another.
• It says when the posting happens: for an invoice with stock lines, when the stock leaves on approval of the checkout; for services only, when the invoice is approved.
• The cost of goods is an estimate at today's cost. What posts is the unit cost stamped when the stock actually leaves. Goods you hold for someone else (customer or consignment stock) carry no cost line.
• Amounts are in the order's currency. A foreign-currency document with no exchange rate recorded yet is flagged, because nothing reaches the ledger until one is.

In The Mobile App

The sales order screen in the app shows the same fulfilment counts and lets you pick everything, pack, ship what is picked, mark a shipment delivered with who received it, cancel a shipment with a reason, open the pick list and see the posting preview. Picking a different quantity per line is done on the web.

Permissions

• View sales orders — see the Fulfilment card and its shipments, and print the pick list.
• Manage sales fulfilment — pick, pack, ship, mark delivered and cancel a shipment. Separate from managing sales orders, so a warehouse team can fulfil without being able to edit or cancel orders.
• Create invoices — invoice the order, and see its posting preview.

Every pick, pack, shipment, delivery and cancellation is written to the audit log against the order.

Common Mistakes

• Expecting stock to drop when you ship. It drops when the order's invoice is checked out. Ship and invoice in either order; the Checked out column tells you which has happened.
• Shipping before picking. Only picked goods can ship. Press Pick everything first, or pick the part that is going today.
• Cancelling the order to undo a shipment. Cancel the shipment instead, with a reason; the order cannot be cancelled once anything has shipped.
• Reading the preview's cost as final. It is today's cost. The posted figure is the cost at the moment the stock leaves.

Related

• Quotes & Sales Orders — confirming, reserving stock and invoicing an order.
• Invoices — approving the invoice and checking its stock out.
• Receiving & Fulfillment — the purchasing side: goods arriving from suppliers.
• Quotes, sales orders and proformas — the feature overview.