023233: Set Delivery Note Based on SOrder Items

Page approved.



Set Delivery Note Based on SOrder Items is not enabled by default.

Please email Development for more information.
Note: there will be additional costs involved if this option is enabled.

Overview

KCSL have added functionality so that it is possible to set a delivery note based upon: Stock UDA assigned to a stock item, SKU, and order value.

Configuration

An updated application and changelog will be provided with this functionality. There is a new System Data screen – System Data | Courier / Shipping | Delivery Note Conditions. Any automatic delivery note rules must be setup in this screen.

Setup SKU-Specific Delivery Note Conditions

  • Go to System Data | Courier / Shipping | Delivery Note Conditions and enter Edit Mode.
  • Create a new item
  • In the Note column, write the Delivery Note you want to apply to a specific SKU
  • In the match Type column, press F4 and select SKU from the dropdown. Press OK.
  • A stock lookup will open
  • Find the Stock Item you want to add the delivery note to and double click it. This will close the Stock screen.
  • When you save, you will notice that the SKU column is now populated with this stock item’s SKU. It will not appear until the item is saved.
  • In the Value From and Value To columns, type in the Sales Order monetary values you wish for this note to apply to.
  • If you want it to apply to all Sales Orders with the SKU, set the Value From to 0.00, and the Value To to an appropriately high number, such that no Sales Order will ever be out of range.
  • In the Priority Column, type ‘1’. This is what sets the priority of the Delivery Note over other Delivery Notes. For SKUs to take priority, ensure that they have a lower priority number than other note types in System Data | Courier / Shipping | Delivery Note Conditions.
  • Tick the ‘Active’ column when you want to start using the delivery note.

Setup UDA-Specific Delivery Note Conditions

Any UDAs you want to use as a delivery note condition must be a YES/NO UDA and must first be setup as a Shipping Criteria. To do so, open any stock item and click the green Other Actions button in the top left, and click User Defined Attributes (UDA).

Go into Edit Mode on the UDA screen that appears by clicking the green triangle. Now create or edit any UDA you wish to become a delivery note condition. They must:

  • Be of type Yes/No.
  • Have ‘Shipping Criteria’ ticked.
  • Any stock you wish the UDA to apply to must have the UDA ticked on the right-hand side of this screen, once out of Edit Mode.


When the UDAs have been set up, save, and click OK.

The UDAs can now be setup as a delivery note condition.

  • Go to System Data | Courier / Shipping | Delivery Note Conditions and enter Edit Mode.
  • Create a new item.
  • In the Note column, write the Delivery Note you want to apply to a specific UDA.
  • In the Match Type column, press F4 and choose UDA from the dropdown, and press OK.
  • A UDA lookup will open.
  • Choose the UDA you want to add the delivery note to from the dropdown. Click OK.
  • When you save, you will notice that the UDA column is now populated with your selected UDA. It will not appear until the item is saved.
  • In the Value From and Value To columns, type in the Sales Order monetary values you wish for this note to apply to. If you want it to apply to all Sales Orders with the UDA, set the Value From to 0.00, and the Value To to an appropriately high number, such that no Sales Order will ever be out of range.
  • In the Priority Column, type ‘2’. This is what sets the priority of the Delivery Note compared to other Delivery Notes. For UDAs to take priority over value, but under SKUs, make sure to set their priority number to be higher than any SKU note’s priority number, and lower than any value-based note’s priority number
  • Tick the ‘Active’ column when you want to start using the delivery note.

Setup Value-Based Delivery Note Conditions

  • Go to System Data | Courier / Shipping | Delivery Note Conditions and enter Edit Mode.
  • Create a new item.
  • In the Note column, write the Delivery Note you want to apply to a specific value range.
  • In the Match Type column, press F4 and choose None from the dropdown, and press OK.
  • In the Value From and Value To columns, type in the Sales Order monetary values you wish for this note to apply to. E.g. If you want it to apply to all orders under the value of £500, set Value From to 0.00 and Value To to £500.
  • In the Priority Column, type ‘3’. This is what sets the priority of the Delivery Note compared with other Delivery Notes. Setting this to be a higher number than the priority number for SKU and UDA notes ensures that value-based notes are the lowest priority.
  • Tick the ‘Active’ column when you want to start using the delivery note.


Usage

After applying the above Configuration, typical steps for usage would include:

  1. Create a Sales Order which will match one or more of the Delivery Note Conditions you have setup.
  2. Save the SO.
  3. A System Message will appear, telling you that an automatic delivery message was generated, and asking whether or not to apply it. If multiple delivery message conditions were met, then the one with the highest priority will be chosen.
  4. Tick the tickbox and click OK to replace the default delivery message.
    • If you go into the Sales Order’s Notes tab, you will see the new Delivery Message under Delivery Note/Picking List Note.
  5. Open the Sales Order in the Sales Invoice Manager (Right-click > Goto > Goto Sales Invoice…).
  6. Move the invoice through SIM as usual, until you reach the Packing stage.
  7. Click Pack boxes.
  8. Add the items to one or multiple boxes. Note that there is a ‘Delivery Note/Picking List Note’ box. This is the note from the Sales Order. Also note that each box has an individual entry in the ‘Box notes’.
    • These follow the Delivery Note Conditions, but only take into account the items in that specific box – not the whole Sales Order. If the box does not meet a condition, this will be empty.
    • The box-specific notes only use SKU and UDA delivery note conditions – it does not take into account the value. Only the Sales Order delivery note considers the value.
    • Click the green ‘refresh’ button to refresh the Box Notes when taking in/out items, or the ‘lock’ button to lock the delivery note and stop it from automatically changing.
    • Note that if you are using the autopack/box splitting functionality introduced in 023176: Shipping Rules for Packing & Shipping Label, then to see box notes on automatically created boxes, the ‘refresh’ button must be clicked.
    • Note that you are able to add extra text onto the end of a generated delivery note in the ‘box notes’ section, and continue adding/removing items from that box without it changing (unless adding an item that would trigger a higher-priority delivery note).
  9. Once all the boxes are packed, click OK.
  10. Move the Invoice into the Shipping stage in SIM.
  11. Click Confirm Shipment to open the Shipping dialog.
  12. Notice that the ‘Notes’ section on this screen is populated with the Delivery Note for the entire Sales Order.
  13. Move any boxes to the bottom grid to confirm shipment. Notice that there is a new column in the bottom grid called ‘Box Notes’.
    • This will populate with the Box Notes from the Packing stage, for each individual box.
    • If the Box Notes for a box was empty in the Packing stage, then in this grid it will default back to the note for the whole Sale Order.
  14. Click OK, and finish processing the order through SIM as usual.


See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team