Reference - Shipping / Waybill/BOL Maintenance - Waybill/BOL Maintenance [SHP010]
The Waybill/BOL Maintenance screen is used to build 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.
With a Fixed Load, it is understood that the pick slip on the shipment will definitely be shipped, and all Shipping TrackIDs associated with the Sales Order linked to the Waybill must be loaded before the shipment can be dispatched. The Shipment’s detail can be prepared and printed before the truck arrives.
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Let us generate a new Fixed Load waybill:
From the Main Menu, you can browse to Shipping / Waybill/BOL Maintenance
Click on the New icon in the header.
Note: A Waybill also has various statuses, and when it is created, it will have a CREATED status
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.
If a customer use 3rd party shipping software that generates Waybill/BOL numbers independently, the option exists to manually enter those numbers into WMS and use them as the DATASCOPE WMS Waybill number. You would usually get this waybill number from the preprinted waybill stationery that your Shipper has provided. This is for information purposes only and can also be pulled onto the printed TrackID and BOL documents if required.
The user will be forced to capture a number in the Shipper Waybill/BOL field when the Manual Waybill/BOL Allowed tick box on the New Shipper screen has been checked. For more information, refer to Create new Shippers
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 information, refer to Type of Waybills
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.
Note: The Route drop-down list comes directly from the Delivery Routes, configured within SYSPRO. This is located under Sales Orders / Load Planning / Setup / Delivery Routes screen within SYSPRO.
Note: The Vehicle drop-down list is the Trucks configured. For more information, refer to Setting up Trucks .
To populate the Customer, select the browse button next to the Customer field. This is a list of all your SYSPRO Customers.
Note: The Customer does not need to be chosen, if the shipment is going to more than one customer, it can be left blank. The Shipper will have the Customer detail documented on his own Waybill.
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.
Note: The Ship To address is edible and can be updated. Select the Clear Address button to clear the fields to add a new Ship To address. This will not override the Ship To address configured in SYSPRO but will only update it for that specific Waybill.
If you accidentally selected the Clear Address button and want the original Ship To address loaded. Just stand on the Customer field and TAB off it again – the Ship To fields will populate again with the address in 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.
Note: 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. A pop-up will appear if you select the filter icon, indicating that a Shipper Waybill/BOL number hasn’t been added.
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
Note: Because this is a fixed load shipment, all pick slips and Shipping TrackIDs linked to this Waybill/BOL must be truck loaded before this waybill can be completed and dispatched. The status of the Shipping TrackID must show as LOADED on the Shipping TrackID tab.
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
Note: Notice the red indicator in the top right-hand corner (above the data grid). These Pick Slips have only been added to the Waybill, but no stock codes (cartons) have been linked to the Shipping TrackIDs.
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. For more information, refer to Checking out stock to be loaded on a Waybill or Shipping Palletization
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