Fulfillment View

Owned by Former user (Deleted)
Last updated: Dec 04, 2023 by Andres Toledo
5 min read

In this article, you will learn about the fulfillment view and how to track the current status of the Prebook order and know if they were fulfilled.

User roles: Fulfillment, Admin, Sales Manager, Sales, Allocations, and Procurement Manager.

Available Filters

The system allows applying several filters in order to find your orders easily. Filters applied will be taken into account in the next actions: Export Details, Print Fulfillment Report, Print Fulfillment Worksheet, and Breakdowns Report.

Use the Fulfilled filter to find Prebooks that need billing. You can filter for Partially Billed, Not Billed, or Completely Billed orders, or display all orders by selecting "All”.

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Fulfillment Report

Generate a PDF report by clicking on Reports and then Fulfillment Report. It will show a list of products grouped by description, type, and unit, with the quantity billed and pending. There are two report types, Basic and Detailed, with different sorting options. Notes are displayed separately.

Download here an example of the Basic Report.

The Detailed Report includes extra columns like salesperson, date and time, vendor, and customer names. You can also add more details like vendor code, truck date, ship-to code, and Prebook tags.

Download an example here.

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Breakdown Report

To get a printable Prebook Fulfillment Breakdown in .XLSX format: go to Prebook Fulfillment Summary, filter orders, click Reports, select Breakdown Report, enter email, and click on Send.

Download an example here.

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Order Details

To check the status of your order, simply click on the magnifying glass icon located in the "Actions" column. This will open up the Order Details window, where you can view confirmed pre-sold boxes or units, as well as PO details by hovering over the PO #. If your PO is linked to an AWB, the system will provide you with information on its shipping and arrival dates, along with the last 4 digits. In the case of POs without an AWB, the system will display the shipping and truck dates instead of the arrival date.

Hover over Billed Units to see invoice number, truck day, and units billed for prebooked items already invoiced.

 

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Print Fulfillment Worksheet

Users can print a worksheet to see pending products for orders. The worksheet includes special instructions and contact info. Print one or many at once.

  • One at a time: once you are in the Fulfillment view, click on the printer icon in the Actions column.

  • Massive Mode: Use filters to find Prebooks, click Reports > Fulfillment Worksheets, and enter your email to receive a .zip file with PDF worksheets.

Download a worksheet sample here.

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Fulfillment Forecast Report

You can create a PDF file with the forecast of Prebook items with a truck date within a seven-day range. This report will display information such as salesperson, location code (for multilocation companies), truck date, product name, unit type, and total units.

To send a fulfillment forecast report via email, do the following instructions:

  1. Go to Prebooks & SO's menu.

  2. Click on the Fulfillment view link on the upper side.

  3. Use the available filters such as Location and Salesperson. In this step, it is very important to make sure you select a date range that does not exceed 7 days.

  4. Click on the Reports button and select Fulfillment Forecast. 

  5. Enter the email address where the report should be sent and click on Send to finish. Download here an example of this report.

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Print Distribution Labels

You can print distribution labels for Prebooks in the same way it is done from the Bulk Purchasing Mode . This document contains information as Customer, Customer Shipping City (or Ship To city if applicable), Salesperson, Product, Truck Date, Mark Code, and tags.

  1. Go to Prebooks & SO's menu.

  2. Click on the Fulfillment view link at the upper right-hand side.

  3. Use the available filters to find the Prebooks for which you want to print the Distribution Labels.

  4. Click on the Reports' gray button and then click on Print Distribution Label.

  5. In case you have several remote printers set up, the system will ask you to select one.

Download an example of the Distribution Labels here.

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Color Indicators

The boxes or units that have already been invoiced are represented by green cells, while yellow cells signify those that have been partially billed. On the other hand, red cells indicate boxes or units that are yet to be fulfilled.

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Consolidated Prebook Report

You can create an Excel file with the items presold within a certain date range. This reports groups the information per customer, product, and Truck Date. Follow the next instructions to generate this report:

Instructions:

  1. Go to Prebooks & SO's menu.

  2. Click on the Fulfillment view link on the upper side.

  3. Use the Truck Date from and Truck Date To filters to find the prebooks for which you want to generate the report.

  4. Click on the Reports button and select Prebook Consolidated Report.

  5. Enter the email address where the report should be sent and click on Send to finish. Download here an example of this report.

When the Prebook Status setting is enabled, you will be asked to select the statuses of the prebooks that should be included in the report. The statuses selected will appear in the header of the report generated.

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Complete Orders

In case the order hasn't been completed, you can go to the Allocations  section to fulfill the prebook order with available products from the on-hand inventory.

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