SO Booking States

Owned by James Seabrook
Last updated: Nov 24, 2022
4 min read

Bookings can have a series of states through their active life until they are closed and no further action made upon them.

New

Status = “New” implies that the order is new. This means that processing of the booking has not yet started.

Orders can be received onto the system on condition that:

  1. The data provided for the booking is intact and meets the requirements for it to be loaded

  2. The products requested in the booking are in the WMS Product Master File

Notes

Orders can be updated as often as required until the status is changed away from “New”.

Sales Order Sent

Sales order bookings are sent to the warehouse for picking, packing and dispatching the goods.

Sales orders can be sent as long as a Final Mile Facility has been chosen to send it to. The operator must choose the Final Mile Facility as part of the process of sending a Sales Order booking to the warehouse.

Rescind Sales Order

Rescinding a Sales Order means cancelling it from the SEKO 360 WMS such that it is available to be sent through again. If it is not cancelled the same Sales Order cannot be reused. This is a perfectly reasonable situation as it keeps data integrity secure.

Automatic Rescind

Orders can only be rescinded automatically if the packing has not started

Manual Rescind

If packing has started on the Sales Order there is no way to rescind the Sales Order automatically. SEKO 360 WMS sends an error message stating that the user will need to contact the warehouse to have the order cancelled and returned to stock. Failure of this manual process means that although the White Glove application sees the stock as awaiting being rescinded, it will continue to dispatch in the warehouse.

Consequences of Manual Rescind Failure

Manual Rescind can be for these reasons;

  1. Customer requires order to be cancelled including cancelled from WMS

  2. Customer requires order to be rescinded for another reason and possibly processed later

  3. It was a mistake which seemed right at the time

The danger of manual rescind failure is that the booking is stuck in limbo until somebody confirms that the order has been aborted in the warehouse via manual intervention. if it isn’t aborted in time it will be dispatched and the order will be out of sync with reality.

Mitigation of Manual Rescind Failure

Override the rescind in progress by accepting the dispatch notification if the rescind is in limbo. This will force the White Glove application to accept that the order has been dispatched and therefore any remedial action will need to be taken further down the line. https://bigdigit.atlassian.net/browse/WG-1025

Sales Order Picked

Once goods have been picked the WMS posts an automated “picked” push notification [currently in WMS Development]. The status of the booking changes to “Picked”.

Sales Order Dispatched

Once goods have been dispatched [left the building and being taken to the Final Mile Facility] the WMS posts an automated “dispatched” push notification . The status of the booking changes to “Dispatched” and an attempt is made to send a Pre-Alert to the Final Mile Facility.

Sending of Pre-Alert

The conditions for the Pre-Alert email to be sent to the Final Mile Facility are as follows:

  • Packaging Information has to be entered manually as there is no automated feed from SEKO 360 WMS

  • ETA has to be entered

  • Financial costs have had to be entered and confirmed as correct

If the Pre-Alert has not been sent successfully on receipt of the Dispatch notification owing to the conditions for sending it not being met, a warning message is shown on the bookings to state that certain values need to be entered and the Pre-Alert needs to be sent manually.

The status changes to “Pre-Alert Sent” under the following conditions:

  • The Pre-Alert has been automatically sent successfully on receipt of the Dispatch notification

  • After the Pre-Alert has been sent manually once required data has been entered following the dispatch

Pre-Alert Sent

Once the White Glove system has received the “Dispatched” notification it sends an email to the Final Mile Facility called a “Pre-Alert”. This is to inform the Final Mile Facility that a shipment of incoming stock is on its way.

The Pre-Alert contains:

  • Shipment ETA

  • Shipment Information (serves as Proof of Delivery - POD)

  • Booking Confirmation (servers as Proof of Quality - POQ)

  • Purchase Order (anticipated)

Resending Documents

Work Scheduled

Once the booking confirmation has been entered and confirmed by the White Glove Partner (owner of the Final Mile Facility) the job status is changed to “Work Scheduled”.

Work Complete

If the status is “Work Scheduled” and one of the “Complete” statuses is manually checked, the status is changed to “Work Complete”.

Resending Documents

  • The Pre-Alert can be resent manually

  • The Purchase Order can be resent manually

Resending Documents

  • The Purchase Order can be resent manually with actual costs entered

Notes

Work Complete can be revoked by manually unticking the “Completed” statuses in the Status Panel.