White Glove Manual

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

Introduction

The White Glove Application revolves around bookings

  • Inbound (Transfer Order, Goods Transfer, Advanced Shipment Notification)

  • Outbound (Sales Order)

 

Loading of Bookings

Bookings are loaded, cancelled and updated by means of a public API which is available to load bookings. There is also a CSV upload facility for bookings.

Currently there is no editable function available, save for the choice of a dispatch date and final mile facility for sales orders. Basic editing may be introduced in later releases.

Load into CargoWise

When bookings are created in Smart Hub a record is automatically created by way of an API call from SmartHub to CargoWise. They can be looked up by

  • Booking Reference number: see screenshot; “House Bill” “starts with” “ROOM[bookingref]”

  • CargoWise internal reference number

Functionality of SEKO User

Viewing Bookings

The SEKO user is able to see all bookings as follows:

  • active bookings with ability to send ASNs and sales orders to the warehouse, as well as rescind from the warehouse and cancel bookings as necessary.

  • inactive (closed) bookings which retain the state of the booking prior to closure. Inactive bookings cannot be re-opened.

Sending ASNs and Sales Orders to Warehouse

For ASNs and Sales Orders there will be a button for “Send ASN to warehouse” and “Send Sales Order to Warehouse” respectively.

ASNs

In the case of the ASN the only check is that all ASN lines have relevant product master entries.

Sales Orders

In order to send a Sales Order a final mile facility must be entered as well as a ship date.

For Sales Orders the relevant product master entries must exist as well as stock available in the warehouse at the point of sending the instruction. If these conditions are not met the sales order instruction will fail. It is not possible to predict what stock will be in the warehouse at a given time so the most accurate way is to see if the warehouse has stock at the current time. Note also that as soon as a sales order is successfully issued it will allocate stock to the order and hence that stock will no longer be available.

Future release improvements

  1. Final Mile Facility search will be based on the country of the end customer address. This will show a list of final mile facilities within the country at the top of the drop-down list.

  2. If the sales order is allocated to an ASN the sales order confirmation will show whether the ASN has been received prior to the instruction of the sales order. If the ASN has not been received the sales order instruction should not be sent. This is not connected to the state of the goods, eg. damaged, quarantined etc.

Rescinding ASNs and Sales Orders

Although there are plenty of confirmation messages on sending instructions to the warehouse it is possible that an instruction may need to be rescinded or a booking cancelled with an active warehouse instruction. This can be done in the case of both ASNs and Sales Orders. The system will send a warehouse cancellation and the one of the two following conditions will apply:

  • If the warehouse cancellation is successful it will do one of the following:

    • for “rescind” set the booking status back to “New” as though the instruction hadn’t been sent

    • for “booking cancel” set the booking status back to “Cancelled”

  • If the warehouse is unable to cleanly cancel the instruction (for example the goods have been packed or dispatched for a sales order) it will inform the user of an error, which actually means that the warehouse cancellation will have to be done manually. In this case a prompt will be shown against the booking to show that it is awaiting confirmation of the return to complete the cancellation process. The booking status cannot be set back to the “New” or “Cancelled” status until this is done.

Notes on Warehouse Instruction Cancellation

If a rescind or booking cancellation is issued immediately after a warehouse instruction it may fail because the warehouse instruction is still being processed, In this case the warehouse instruction will continue as the cancellation failed. A new warehouse cancellation cannot be sent and the warehouse will need to be informed manually. This is being addressed in the next release so that cancellations can be sent multiple times.

Confirmation of ASN Receipt/Sales Order Dispatch

There is functionality built into SmartHub to record notification of ASNs being received and Sales Orders being dispatched. This will update the status of the booking to the respective statuses and will show quantities received. It will not show states of the goods, only quantities received. In order to discover states of the goods a report must be run on the WMS.