Waybill/BOL Maintenance [SHP010]

Owned by DATASCOPE WMS
Last updated: Aug 20, 2024
6 min read

The Waybill/BOL Maintenance screen builds up a Waybill before dispatching.

A Waybill is essentially a shipment. Therefore, Waybills can be created at any point in time after your pick slips have been printed. Waybill creation, therefore, doesn’t need to wait until the end of the picking and checkout process. However, finalizing the Waybill depends on the stock being picked.

Before an order is picked (or in a PICKING status), it can be linked to a shipment waybill number and then be tracked until it is in the correct status to finalize the Waybill/BOL. The waybill can be set as either a fixed load or a flexible load.

  • Click on the New icon in the header.

  • You can also type in or use the browse button next to the Waybill/BOL Number field to maintain an existing Waybill/BOL Number

  • DATASCOPE WMS is configured to automatically generate a Waybill or BOL (Bill of Lading) number, but if you selected the Manual Waybill/BOL Allowed checkbox when creating the Shipper, the WMS will enforce that a Shipper Waybill/BOL number must be entered. Otherwise, the auto-generated number will be used. 

  • Capture the required detail under the Waybill/BOL Header tab. Start by capturing or updating the fields on the left-hand side, i.e., Ship Date and Time, Delivery Date and Time.

  • The type will always default to Fixed Load, but you can change that to Flexible Load if needed.

For more detail on how to handle a Flexible load, refer to Creating a Waybill (Flexible Load)

  • The free text Comments box can be used to add additional comments on the Waybill header

  • Once completed, you can select the appropriate Shipper from the drop-down menu in the middle column of the Waybill/BOL Header TAB. This is a list of available Shippers configured. For more information on viewing or editing available Shippers, refer to View and Edit existing Shippers

Note: If required, the Shipper contact details can also be edited from this screen. This will, however, not update the Shipper List, but only the detail for the current Waybill/BOL.

  • The Destination fields must also be updated by selecting an appropriate Route and Vehicle from the drop-down.

  • To populate the Customer, select the browse button next to the Customer field. This is a list of all your SYSPRO Customers.

  • Tab off the Customer field to populate the Ship To address

  • The Ship To address will load automatically according to the Customer configuration within SYSPRO.

  • Select Save

  • This will save the blank Waybill. You can continue to add stock to the Waybill or close it and continue adding stock later.

Add stock to the Waybill

  • Next, add Sales Orders or Pick slips to the Waybill/BOL.

  • Click on the filter icon (Pick Slip Selection) in the header and use the filters to select what items to add to the current Waybill/BOL.

  • Once the Pick Slip Filter screen is open, you can start making your selections

  • For example, start by selecting all pick slips for the customer you are shipping to. Select Customer, Filter = List, List = Customer Name as selected on the Waybill/BOL Maintenance Screen/Customer field.

  • Select the Filter button once you’re done making your selection.

  • The data grid on the right-hand side will populate with all active pick slips for the selected customer.

  • Select which pick slips must be added to the current Waybill/BOL.

  • Select OK to add the selected pick slips to the current Waybill/BOL

  • A Sales Order screen will appear, indicating that the Sales Orders are successfully added to the Waybill.

  • Select OK

  • The Waybill/BOL Number is automatically created at the top of the screen

  • To see the detail of the Pick slips that have been added to the Waybill, click on the Pick Slips, Picking TrackIDs, or Shipping TrackIDs Tabs

  • You can now monitor the progress of a pick slip as they move through the checkout process. Refer to the Picking Slip Status column under the Pick Slip Tab. The Pick slips must be in the PICKED status before they can be packed/linked to the Shipping TrackID

  • To unlink or remove a pick slip or Shipping TrackID from the Waybill/BOL, select the Link to Waybill/BOL checkbox on either the Pick Slip or Shipping TrackID Tab. The Pick slip will be delinked from the Waybill and is no more required to be truck loaded for that Waybill/BOL.

  • If items under the Picking TrackIDs Tab are highlighted in red, then those items are not yet associated with a Shipping TrackID. You cannot complete the Waybill/BOL and ship the order until every item is linked to a Shipping TrackID.

  • To add the red items to a Shipping TrackID, you must either check out the stock through the MSN Grocery Pack module or rearrange stock from one Shipping TrackID to another, by using the Shipping Palletization module on HTML5.

Adding Dimensions and Mass

The next step is to start adding Dims and Mass using the HTML5 Shipping Dims and Mass screen.

Truck Loading

Truck loading can also continue once the Dims and Mass has been captured.

SPECIAL FEATURES

  • Two Types of loads can be address through this screen: Fixed Load (the default), and Flexible Load.

    • The fundamental difference betweenCreating a Waybill (Fixed Load)Fixed and Flexible loads is that Fixed loads are pre-loaded by a Dispatch Controller with shipping TrackIDs that are to be truck loaded and dispatched, whereas Flexible loads can be built up by the Truck Loading staff with no pre-planning required.

  • A Shipping TrackID can be unlinked from the Waybill. To unlink or remove a pick slip or Shipping TrackID from the Waybill/BOL, select the Link to Waybill/BOL checkbox on either the Pick Slip or Shipping TrackID Tab. The Pick slip will be delinked from the Waybill and is no more required to be truck loaded for that Waybill/BOL.

TECHNICAL

  • If a Shipping TrackID must be changed or updated when it is in the status PACKED or ASSOCIATED, the User Permission MAY_PALLETIZE_PACKED_SHIPPING_PALLETS must be updated.  On the Ribbon bar, go to Settings / Permissions / Group Permission. Select the required group and locate the MAY_PALLETIZE_PACKED_SHIPPING_PALLETS permission. Check the check box to switch this on. You will then be allowed to update the dimensions and mass.

  • By default, this Dispatch Note button is disabled. To enable this, some User Permissions to allow the creation of a Dispatch Note from both the scanner (at the end of the Shipping Truck Load process) or from the PC (on the Waybill/BOL Maintenance screen), must be updated.  

    On the Ribbon bar go to Settings / Permissions / Group Permission. Select the required group and locate the MAY_DISPATCH_SHIPPING_WAYBILL permission. Check the check box to switch this on. 

SYSPRO REQUIREMENTS & Business objects used

  • None

REFERENCE

SHP010