5.4 Create Outbound Delivery: Difference between revisions

Latest revision as of 15:41, 30 October 2024

Create Outbound Delivery
Performer:	Logistics/Warehouse
Role:	Logistics Assistant/Storekeeper
Transaction :	WingsII – VL01N & VL02N

Create Outbound Delivery

To create the Outbound delivery follow the path below:

Logistics > Sales and Distribution > Sales > Order > Subsequent functions > Outbound Delivery

Enter the Sales Order from which the Outbound Delivery has to be generated, enter "LP00" for "International loading point" as Shipping Point. Depending on whether the goods are shipped all together or in partial shipments, select the lines of interest by by entering the line number in the fields 'From item' & 'To item'. This can be useful in case of partial shipments. If no line selection is entered, the system picks up automatically all the material lines in the SO. Click on enter :

The system derives all the material lines in the SO or the line items selected from it by copying these into the Outbound Delivery. Information on ship-to-party and means of transport are also derived into the SO automatically but can be changed on a later stage, if required.

NOTE In case of a single SO with despatches of cargoes to multiple countries, do not change the ship-to-party information at SO level, but edit each single Outbound Delivery that is generated from same SO. The effect of change the country in the SO is that all Outbound Deliveries get aligned to SO's even if post editing is applied.

In case of partial shipments from same SO (e.g. multiple dispatches of wide cargo or due to partial availability of items) editing of different cargoes can be performed at the stage the Outbound Deliveries are created. Go to "Create Outbound Delivery" thru transaction VL01N to create first delivery from SO.

In case the same material has to be send out in more shipments, when creating the Outbound Delivery decrease the quantity of items to match with composition of first cargo to be shipped:

Remove the line items in case some materials are not be be included in the first shipment; select the line items that have not to be included in the first shipment and click on the Delete Item icon :

The system automatically decreases or removes the required quantities for the current Outbound Delivery returning their balances into the SO for the forthcoming Outbound Delivery.

To build the following Outbound Delivery, go to "Create Outbound Delivery" thru transaction VL01N to create the second delivery from same SO and eventually repeat the above steps for the third delivery if any.

NOTE: In case the Partner asks for extra materials once the fist lot has left the warehouse, thereof the Good Issue has been posted against the Outbound Delivery, go to "Change Outbound Delivery" thru transaction VL02N, click on Outbound Delivery on the top menu, select Deliver Sales Order and pick the new material codes added on the SO on a later stage.

Go back , save the Outbound Delivery:

To complete the Outbound Delivery all the mandatory fields have to be entered; go to "Change Outbound Delivery" thru transaction VL02N, and enter the Outbound Delivery number:

To edit all mandatory fields select:

Edit > Incompletion log

A message such as the following will appear:

Update Sales Order Status to enable Delivery
Performer:	Logistics
Role:	Logistics Assistant
Transaction :	WingsII – LX03

Select Batches to be associated to the Delivery

The Bin Status Report is used to identify and select the batches to be issued out from WMS. To access this report follow the patch below:

Logistics > Logistics Execution > Internal Whse Processes > Bins and Stock > Display

In the Initial Screen enter the fields ‘Warehouse Number’ and ‘Layout’ with proper information:

From the drop down menu choose the warehouse to be used for the Outbound Delivery:

For the Layout choose ‘PO GR TO’:

Click on .

In the overview screen highlight the Material column and then click on the ‘Set Filter’ button :

Enter the Material Code from the Sales Order to be checked and press ‘Enter’:

Filter also for the WBS element relevant for the stock owner to be utilised. Take note of the batch number(s) that best suit the quantity required (FIFO methodology has to be applied; please refer to your senior storekeeper and/or your Logistics Assistant/Officer regarding the bins to be selected):

Complete Outbound Delivery
Performer:	Logistics
Role:	Logistics Assistant
Transaction :	WingsII – VL02N

Complete Outbound Delivery

Open the Outbound Delivery document created before in order to update it with the batch information retrieved above:

Rerun the Incompleteness check:

Edit > Incompletion log

Select all line items and click on :

Enter the selected batch(es), the storage locations ‘0002’ and the quantity of each batch selected until the open quantity is fulfilled:

Click on to check if further information needs to be entered in the line item. The system should eventually return the following message:

Check and fill the Storage Location for all Line Items:

Click on ‘Next Incomplete Data’ field to edit the other line items that must be completed. Then click again on the ‘Next Incomplete Data’ field to return to the Delivery main page and click on to save it, taking note of the delivery number:

In case it is required to adapt the information on cargo dimension and weight, the changes have to be applied at line items level. In case of materials managed with batches, click on the Batch Split Exist icon :

Select the line that requires changes in the weight and/or volume by clicking Goto > Item > Picking (in general it is the second line listed with batch number):

Amend the required information recorded in the Picking tab:

Save or edit the following material:

Apply same steps in case more batches are associated to the same line item. Same steps can be applied to material that is not managed with batches by editing directly the information in the Picking tabby double clicking on the line items :

NOTE the system does not allow the picking from the receiving area (Storage Type 902); in case the system does not process al materials in the TO, check if this is the reason why the remaining material – not picked - are not processed; go to transaction LB10 'Display Transfer Requirement: list for Storage Type' to complete the putaway process at receipt time.

Update Delivery with Shipment Information

Update Delivery with Shipment Information
Performer:	Logistics
Role:	Logistics Assistant
Transaction :	WingsII – VL02N

If the consignee details have not been inserted in the Ship-to-Party fields of the Sales Order, open the Outbound Delivery document created in order to update it with the Shipment Information:

To edit the Shipment Information, use the following path:

Goto > Header > Partners

Double-click on the Partner Number in ‘Ship-To-Party’ line:

Enter all relevant consignee information:

Click on to accept the changes
Click on to save the Outbound Delivery document

Complete the Outbound Delivery by entering eventually change the code to be associated to the means of transport that will be adopted for the shipment. Go to Change Outbound delivery (transaction VL02N) anc click on the OD header icon:

Click on the 'Shipment' Tab:

Click on the scroll down menu available on the 'Ship.type' field:

Select the code of the means of transport adopted to the shipment:

NOTE: The list of codes to be adopted for UNHRD Outbound Deliveries should be limited to those in the table below where explanations of their adoption is provided:

Shipping type codes available in WINGS	Shipping type Descriptions available in WINGS	Explanation
M1	Air	Air commercial -small cargo- shipments
M2	Charter	Air charter - full chartered aircraft- shipments
M3	Liner	Sea shipments
M5	Truck	Land shipments
M8	Multimodal	Multimodal shipments

Enter also further information on the shipment, when and if available, such as name of Freight Forwarder performing the transport service -Carrier-, notes or remarks and about data grouped below by means of transport; the system carries over those information on the FINAL PACKING LIST output, part in the top-right side and part on the bottom-right side (e.g. notes and remarks)

1) CMR and Seal in case of road transport

2) B/L, Container n. and Seal in case of sea transport

3) AWB, Registration and Flight number in case of airlift

Also it is possible to enter notes for internal use only. To enter this information go to the Outbound Delivery Header by clicking on the button circled in blue below:

Go to the TEXT tab:

Edit the required fields, considering the combination of information grouped above by means of transport as the system excludes fields that are not compatible with ea other (e.g. don't fill in the Container n. if AWB is entered):

Notes and remarks are carried over on the FINAL PACKING LIST after the consignee details:

NOTE All above information can be amended until the GOOD ISSUE is posted.

Click on to save the Outbound Delivery document

Creation of outbound delivery for Direct Delivery and in-transit processes

When the sale to a partner regards all or some items that are meant to be delivered to final destination directly from suppliers’ location, the Direct Delivery procedure has to be applied (click [1] for further information on Direct Delivery process). In case all or some items are going to briefly transit in HRD warehouses, the in-transit procedure has to be applied (click here for further information on how to manage in-transit items).

It should be considered that even if it is no strictly required to issue Shipping documents such as UNHRD ‘Proforma Invoice/Packing List’ (e.g. in case of DAP as Incoterms), it is needed to generate the Outbound delivery in order to include such shipments in the operational reporting as any other consignment departing from UNHRD warehouses.

When creating a SO thru transaction VA01 – Sales Order Creation (ZHNO or ZHWO) or changing a SO thru transaction VA02 –Sales Order Change, add the material lines after the Service lines in order to generate the forthcoming Outbound Delivery. Follow the instructions on Order in case of Direct Delivery to complete this action.

NOTE If the materials that have to be shipped via Direct Delivery or in-transit don't exist in the system, select the most similar material code from WINGS Material Master Database between those that are part of the same item category and the closest in terms of weight and dimension. In case it is required, modify this information in the Outbound Delivery considering that the Activity Report exported from the system does not derive the amended information. If possible, request the WM Experts at Support Office (SAN) to temporarily change the material information to better align the Final Packing List and the Activity Report to the cargo configuration.

Once the SO is adapted to list material codes to be managed with Direct Delivery, go to VL01N Outbound Delivery Creation with ref. of the SO without forcing any other delivery type (e.g. ZS) because the item category ZDLS is automatically transferred from the SO to the Outbound Delivery.

If the material is batch managed, enter a batch number at line level:

Search for a batch number by clicking on the drop-down menu. Enter the Valuation Type that applies to the type of material (e.g. WFP NFI, NOWFP NFI, etc.):

Click on any batch number valid for the material processed as this kind of delivery does not take effect on batches in the warehouse; click on to select the batch:

NOTE: select the most recent batch in case of perishable items so that it won't expires in less than 365 days from its selection:

Enter Storage Location '0002' in the Picking tab:

In case the material required to be shipped from supplier's location does not exist in make sure to change the item description (this should be done already at the SO level) and, more important, change the weights and volume in the Outbound Delivery in order to adapt it to the real cargo composition. In that case, the weights and volumes can be changed in the Picking tab at line level of the Outbound Delivery:

No storage location and picking process is required because the item category is ZDLS and it does not affect the warehouse activities.

NOTE: the Condition Type of the items shipped thru Direct Delivery process entered at SO level is derived by the Final Packing List to reflect the value in USD and local currency of items dispatched together:

Creation of outbound delivery for On-demand procurement processes

In case of On-Demand procurement process only material codes of the 'BO' range van be adopted (e.g. BO48233001) and since they are created with the minimum requirements and specifications the Logistics staff has to edit the specific information such us Gross and Net Weight, and Volume. Material created for On-demand process are not managed with batches and not treated as perishable items. Therefore in case of on-demand procurement the creation of the Outbound Delivery follows the standard process, except for the picking which is not required since Storage Location '0004' for 'ON-DEMAND PROC' and it does not affect the warehouse activities. To complete the Outbound delivery it is only required to enter 0004 as Storage Location and enter the picking quantity in the picking view:

Creation of outbound delivery for Advanced Prepositioned Stock (APS) in Uganda

In case the creation of Outbound Delivery involves the management of Supplier prepositioned Stock in Tororo as ASP, UNHRD Logistics team is requested by Customer Service representative to enter the material lines in the Sales Order and issue the Outbound Delivery from it. Upon confirmation that the items are ready to be despatched, HRD logistics staff perform the cargo picking from the OD and wait for the confirmation from Uganda Country Office to post the Good Issue from it.

Delete Outbound Delivery

In case it is required, the Outbound Delivery can be emptied totally or partially and also deleted. To remove one line from the Outbound Delivery, go to transaction VL02N, select the line required to be deleted and click on the Delete Items(s)icon :

Repeat the action on all the items that requires to be removed and if all the Outbound is empty and it is required to delete it, click on the Delete icon before to save the OD.

The System will prompt for the confirmation of this action:

Click on Yes and save the Outbound Delivery. The System will confirm the action taken by promptly the message below on the bottom of the screen:

NOTE: In some conditions it is required to empty the Outbound Delivery and keep the number generated by the system for future use - e.g. in case of nested issues within the Outbound Delivery -. In that cases follow above instructions and re-start the standard creation of the Outbound Delivery from the Sales Order making sure to paste the first Outbound Delivery number in the Outbound Deliv. field rather than allowing the system to generate a new number:

By saving the OD the system adopts the first OD n. generated against the SO.

Warehouse Management actions following creation of Outbound Delivery

Once all the information regarding the cargo have been entered in the Outbound Delivery, the Non-Commercial Invoice/Final Packing List (NCIFPL) can be exported from the system, by either MS Excel format or Adobe PDF:

Once exported, the NCIFPL has to be signed in the part related to the Certification of Commodities Loaded, by the Logistics officer for UNHRD and by the representative of the Carrier to certify the hand over of the cargo from UNHRD to Transporter. Scanned copy of the signed NCIFPL must be attached to the Outbound Delivery created in the system as confirmation of such hand over:

NOTE Signature from driver of truck, captain of aircraft or any other representative of the carrier, has to be collected either the transport service is contracted through UNHRD or if it is self-contracted by Partnert (i.e., EXWorks shipments)

Preliminary actions before posting of Good Issue

Fill in the Actual Goods Issue date in the Overview screen:

This information can be entered when an estimated date of delivery is provided. When cargo leaves HRD premises, edit the Actual Goods Issue date if already entered and if different from the actual date of departure; post the Goods Issue.

NOTE The GI can be posted by the Financial Closure by adopting a date that falls in previous period.

Go to Chapter 5.7 Record the Goods Issue vs. the Delivery for Good Issue posting and eventual reversals.

When items are received at final destination, post the Proof of Delivery as per Chapter 6.5 Maintain Proof of Delivery

NOTE: The Outbound Delivery generated from a Direct Delivery process is visible on the various WINGS reports, such as the Logistics Reconciliation Report as any other delivery, with the only difference that the GI value is not reported, because there is no warehouse movement behind the good issue:

The outbound delivery type is derived from the SO type (e.g. ZNLF for External Outbound Delivery and ZWLF for Internal Outbound Delivery):

To define which Outbound Deliveries have been generated with Direct Delivery method, other WINGS monitoring reports such us the Activity Report POD Monitor show the Item category adopted in the SO and data can be filtered from there:

Following steps required to complete the Outbound Delivery are listed below: