Picking an Order

Outbound has two documents, and the difference matters.

• An outbound order is what the customer asked for. It does not move stock.
• A shipment is one load that leaves. One order can hold several shipments, one for each truck.

Stock moves to the dispatch bin when you reserve a shipment. It leaves the warehouse when you confirm the dispatch.

1. Create the order→Create Shipment
2. Open a shipment→Reserve
3. Stock in the dispatch bin→Confirm Dispatch
4. Goods gone

Before you start

• Your role needs Outbound Orders at manage level.
• The stock must be in storage bins. Reserve cannot draw from a receiving, dispatch, or transit bin.
• Know which dispatch bin the load is staged in.

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Step 1: Create the outbound order

1. Open Outbound Orders in the sidebar and click Add Order
2. Select the Warehouse the stock leaves from
3. Enter the Order Number, or leave it when your tenant generates numbers from a pattern
4. Under Warehouse Items, add one line for each item:
   • select the warehouse item
   • enter the quantity
   • click Add Warehouse Item
5. Add notes if you need them
6. Click Create order

The order opens in DRAFT. You can edit or delete it while it stays in DRAFT.

Step 2: Open a shipment

1. On the order, click Create Shipment
2. Select the Dispatch bin where this load is staged
3. Click Create Shipment

The order moves to OPEN. The shipment starts in RESERVING. The app gives it its own number, built from the order number and a sequence, so the dialog never asks for one.

A shipment cannot be cancelled or deleted from the screens. Open one only when the load is real.

Step 3: Reserve the stock for this shipment

Open the shipment and click Reserve. The page lists each line with the quantity that still remains on the order.

For each line, enter what this shipment takes.

Tracking type	What the line asks for
BULK	The quantity, and one source bin. The page shows the stock in that bin.
LOT	The same. The lot travels with the bin row you choose.
SERIAL	A checklist of the units in stock. Tick the ones that leave. There is no typing and no scanner here.
RFID	A scan of each unit. Click Scan tags, read the units, then click Stop.

Caution

The source rows are labelled with the bin name only. When one bin holds two lots of the item, the two rows read the same. Open the warehouse item in another tab and read its stock table, which does name the lot, before you choose.

A tag the app cannot place lands in Unresolved scans: the code is unknown, it belongs to another item, or the unit is not in stock. Clear that panel before you submit. The page will not let the reserve through while a scan sits there.

Click Reserve.

The app moves that stock from its source bin into the dispatch bin, points each serial or RFID unit at the dispatch bin, writes an outbound_reserve row, and moves the shipment to AWAITING_DISPATCH.

Note

One line draws from one source bin per shipment. To pick 50 units from two bins, reserve 30 in this shipment and 20 in the next one, or move the stock together first.

Step 4: Pick the goods

The app has already moved the stock in its records. Now make the warehouse match: take the units from the source bins you named, and bring them to the dispatch bin.

Step 5: Confirm the dispatch

1. Open the shipment and click Confirm Dispatch
2. Check the lines, then click Confirm Dispatch

A confirm covers every reserved line of the shipment. The app rejects a partial confirm.

The app removes the stock from the dispatch bin, clears the bin on each serial or RFID unit, and writes an outbound_dispatch row. The shipment moves to COMPLETED.

The order moves to DISPATCHED once every line has shipped in full, and to PARTIALLY_DISPATCHED while any line is short.

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When the rest never ships

The customer takes what you had, and the rest is cancelled.

1. Open the order. Its status is PARTIALLY_DISPATCHED.
2. Finish every shipment first. See the warning below.
3. Click Close Short, add a note, and confirm.

Danger

Only a shipment still in RESERVING blocks Close Short. A shipment in AWAITING_DISPATCH does not, and closing the order short strands it: its Confirm Dispatch button disappears and the app refuses the dispatch afterwards. The reserved stock stays in the dispatch bin with no way out through this order.

Confirm every reserved shipment before you close an order short.

The order moves to CLOSED_SHORT and keeps what already shipped. The status is final.

One-step dispatch

Direct Dispatch creates the order, reserves, and dispatches in one action.

• The app allocates the stock for you, so it supports BULK and LOT items only.
• You choose one Dispatch Bin for the whole order.
• Use it when the goods leave immediately and nobody stages them.

Tips

Check the stock first. Open the warehouse item and read its stock by bin. The available figure equals on hand, so it does not fall when another order reserves. What tells you the truth is where the stock sits. See Inventory Model.

Ship the oldest lot first. For a lot-tracked line, choose the bin that holds the lot you want to send.

Split a big order. Several shipments against one order is the normal case, not an exception. Each one records what actually left that day.