AugTool Documentation
Order Fulfilment (OF)
Augtool offers a process of managing all sales and purchasing processes through one document called, Order Fulfillment. The Order Fulfillment handles all sales and purchasing processes related to stock and does not currently include supplier and customer payments.
Order Fulfilment Overview
To be able to use OF and view the Itemised Report ypu would first need to switch on the relevant permissions. Once the permissions are switched on the OF can be found under the Logistics menu and the OF Report can be found Reporting > Logistics > Itemised Order Fulfilments.
Before starting the Order Fulfilment Process, the Order Fulfilment (OF) document must first be created. On creation, it allows you to put in a reference, print description and internal notes.
The things that are normally shown on the Sales Order such as Stockmoves and Line Item popups will no longer be shown on the Sales Order once it's added to the OF but will be shown on the Order Fulfilment instead. The documents that's created from the OF or added to the OF will show the OF as a Linked document. All documents that's created from the OF are created in Draft. You will then be able to edit and post the documents.
a) Sales:
A Sales Order is created as normal on the system. The Order Fulfilment process starts when the Sales Order is added to the OF. Once the Sales Order is added to the Order Fulfilment, the OF is then populated with the items of the Sales Order.
Order Fulfilment flow - Once a sales order is added to Order Fulfilment it becomes an Order Fulfilment Flow. This means that the sales process such as the sales invoice and delivery note can no longer be done from the sales order but will be created via the Order Fulfilment.
b) Purchases:
Purchase Orders are created from the OF. Unlike the sales process, the Purchase invoice or GRV will not be created from the Order Fulfilment and will be done via the Purchase Order.
c) Production:
Production Orders are created from the OF. The stockmoves for Inputs is transfered to the production order when it's created and the stockmoves for Outputs is transfered to the OF once it's produced. This is the same way it is normally dealt with via the Sales Order but will be handled by the OF.
Order Fulfillment Process
a) Sales Order:
The Sales Order can be linked to the Order Fulfilment by clicking on the blue 'Add Order' box. You can search by name or code or just search without this info entered and it will show all sales orders that are not linked to an Order Fulfilment. Then select the Sales Orders you want and add it to the OF by clicking 'Add Selected' or 'Add All'.
Once selected it will display the Sales Order that were linked in the 'Linked Sales Order' section. The Summary Section of the OF will be populated with the line items from all the sales orders selected.
b) Order Fulfillment Type:
In order for the system to know what to do with the sales order you need to select a type for each item in the sales order. This is done by editing the Order Fulfilment and clicking on the 'Type' drop down box. This gives you 3 options i.e Supplier Order, Produce Locally and Deliver Existing. The dropship appears on this selection but has not yet been developed.
Supplier Order - This must be selected if you would like to purchase the items and place an order with the supplier. The supplier name must also be entered in the column that says 'Supplier'.
Default Supplier and Default Type - You have the option to input a Supplier Name for an item so that whenever that item is added to an OF it will automatically pull through the Supplier Name. You can also set the Type for an Item so that whenever you add that item to an OF it will default to that type. Both the Default Supplier and Default Type can be set in the Items menu > Rules tab > Fulfilment Rules.
Produce Locally - You can produce the Output product instead of purchasing it. The system gives you further options for the Input products, as per below i.e:
Use local - this is selected when you want to use the inputs that are in stock.
No production -
Supplier order - this allows you to purchase the inputs.
Deliver Existing - this allows you to deliver the items that you already have in stock.
Once the above types are selected and posted the system will update the Summary section of the Order Fulfillment with it.
c) Production Order and Production Run:
The Production Order is created directly from the OF. If you selected type 'Produce locally' for an output item, that output will show up in the selection list when creating the Production Order. You will then be able to edit and post the production order and add a new Run as you normally would do, from the production order.
Converting a normal item into a recipe - If you added a sales order that had an output product as a normal item, you have the option of converting the normal item to a recipe. This can be done by clicking on the 2 arrows on the right side of the item. Once you click on this it will convert the item and show the normal item as an output and add the inputs. A converted recipe will show 'Type' as None. You will therefore need to edit the OF and select a type. You will also be able to convert a recipe item back to a normal item.
d) Sales Invoice and Delivery Note:
The Sales Invoice as well as the Delivery Note are both created directly from the OF. That means that you cannot do a delivery note from the sales invoice and sales order and you cannot do a sales invoice from the delivery note and sales order.
When creating a sales invoice or delivery note you have the option to select one or more customers and also select if you want the items to be consolidated per customer. Once you click submit, the system will generate draft invoices or delivery notes for all the customers selected. Once the drafts are generated you can click on them to edit and post. Once posted the sales invoice number and delivery note number will be generated and the OF will be updated with it.
e) Purchase Order, Purchase Invoice and GRV:
Before creating a purchase order please ensure the OF type 'Supplier Order' is selected and the Supplier Name is also filled in to be able to create the Purchase Order. Once this is selected you will be able to create the Supplier Order from the OF in the same way that you create the Sales Invoice and Delivery Note i.e select one or more suppliers, select yes or no for the Consolidate option and submit.
Here again the drafts will be created which you can edit and post. However unlike the Sales side, for Purchases you will be able to continue the flow from the Purchase Order. So you will be able to do the purchase invoice from the purchase order and the GRV from the purchase invoice.
The Purchase Invoice and GRV are not created from the OF.
