For the shipment of goods in xentral different logistics processes (also called picking processes) are available. The logistics process is described under Master data > Projects > Open specific project > Settings > Logistics / Shipping, for each project.
The following is determined by the logistics process:
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Whether a stock posting takes place
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Whether the delivery bill is used for stock removal
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Whether the retrieval and staging of items for packing (picking) is carried out separately in an upstream work step
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whether, when and where the printout of invoices, delivery bills and parcel labels within the logistics process takes place
The selection of the appropriate logistics process depends on the following factors:
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Spatial extent of the warehouse
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Number of different items in the warehouse
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Number of shipments per day
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Average number of items per shipment
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Type, size and weight of items (e.g.: Are there pallet items?, Are there items with many individual parts?)
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Number of employees who handle the logistics process
The logistics processes described in the following section are available for orders, that have successfully passed the auto-shipping process (Sales > Sales order > Delivery handover > Calculate Auto-shipping > Execute Auto-shipping).
Note
Generally, only items from inventory are marked as stock items (just-in-time bills of material that contain stock items do not need to be marked as stock items).
Suitable for companies without warehousing, few shipments and few items per shipment.
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Order is completed
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Delivery bill and invoice are generated (direct printout possible)
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Inventory will not be updated
Suitable for companies with warehousing, few shipments and few items per shipment.
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Order is completed
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Delivery bill and invoice are generated (direct printout possible)
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The stock levels are updated accordingly
Suitable for companies with warehousing, few shipments and many items per shipment.
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Order is completed
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Delivery bill and invoice are generated, and if set up accordingly, are automatically printed
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The stock levels are updated accordingly
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The items must be scanned individually when packing
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The tracking number of the package tag must be scanned
Suitable for enterprises with warehousing, many shipments and few items per shipment.
2-step process - separating retrieval from packing/shipping:
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Provision of items for all shipments (without shipment allocation)
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Packing and stamping of the individual shipments
Stage 1 (collective processing):
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Order is completed
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The items to be provided for all shipments are stored in Fulfillment > Products for deliveries
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The stock levels are successively updated during the retrieval process
Stage 2 (send-by-send processing):
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The items in a shipment must be scanned individually during packing
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With the appropriate setting delivery bill and invoice are printed automatically
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The parcel stamp is printed automatically
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The tracking number of the parcel label must be scanned
Suitable for companies with warehousing, many shipments and many items per shipment. Processing takes place by shipment.
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Order is completed
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Delivery bill and invoice are generated, invoices can be printed on request on another printer
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Delivery bill with imprinted storage locations is printed automatically
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The stock levels are updated accordingly
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The delivery bill is scanned, after which the parcel label is automatically printed
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The tracking number of the parcel label must be scanned
Suitable for companies with warehousing, many shipments and many items per shipment. Shipment-by-shipment processing, items must be scanned individually when packed
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Order is completed
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Delivery bill and invoice are generated, invoices can be printed on another printer
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Delivery bill with imprinted storage locations is printed automatically
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The stock levels are updated accordingly
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The delivery bill is scanned, after which the parcel label is automatically printed
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The items must be scanned individually when packing
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The tracking number of the parcel label must be scanned
The following picking processes are available for selection:
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Without stock posting
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Simple warehouse posting + scanning in the shipping center
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Delivery bill + automatic stock write-off
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Delivery bill + automatic warehouse write-off + scanning in the shipping center
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Logistics center (2-step picking)
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Hide storage location on delivery note: The storage location of the item will not be displayed on the delivery note
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Deactivate auto-shipping as standard: The setting "Enabled for auto shipping" is disabled by default for orders in this project
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Group picking runs according to delivery notes: Enabling this option changes the behavior in Fulfillment > Products for deliveries during a picking run with multiple delivery notes. In the respective picking run, the table is divided among the different delivery notes
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Picking run with multi-order picking: By activating this option, products with batches, best before dates or serial numbers can be recorded
Note
Unfortunately, picking across projects is not possible and due to possible different settings, a separate picking run is created for each project.
The sorting of the picking slip can be controlled by using a drop-down menu with the following options:
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Delivery note items: Here, the items are taken 1 to 1 from the delivery note
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Storage rows: Here the sorting from the shelf locations is evaluated and the picking bill is represented route-optimized. Exception: For JIT bills of materials, these components are always displayed in the "block". Before or after this, the other positions are then listed
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Warehouse rows BOM-independent: Here all items to be picked are listed way-optimized. It is secondary whether these belong to a JIT bill of materials or not
The printer settings define the printers for the printout of the delivery note with storage bin (optional depending on the logistics process) and the printout when scanning at the packing table (scanning of the last item per order or directly when "jumping" into the package label interface). The following printer settings can be customized:
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Printer level (picking): Regulates the printout on a selected printer for the "delivery bill with storage location" (only takes effect, if the previously selected logistics process provides for a printout "print immediately"):
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Delivery bill with storage location + automatic stock write-off + immediately print
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Delivery bill with storage location + automatic warehouse write-off + immediately print + scan in shipping center
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Printer level (shipping): The printer stage "shipping" regulates the printing of documents directly at the shipping station/packing table (eg. 1x invoice, 1x delivery bill). The settings for this can be found under "Level (dispatch) to dispatch station". For this printer level, please select the appropriate printer here
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Delivery note position: labels: Check this box, then in the return and the delivery note in the action menu a new entry with the name Items as labels will be added. If you select this option in the pull-down menu, the items of the delivery note or the return will be printed as labels on the printer previously selected in the drop-down menu Delivery note position: label printer. Set this check mark too, if you want to print one article label per customer order (one label per delivery bill position). The labels will be printed directly from the label printer as a continuous label. Between the orders, there is a mark/XXX-print or blank label
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Delivery note position: label printer: Select here to select the label printer for the item label
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Delivery note position: label art: Select here to select a label type
Here you can select whether an invoice and/or a Commission note are generated and printed. This happens e.g. with the auto dispatch before the order is transferred to the dispatch.
In addition, you can use the setting "Generate invoice in the shipping process" to specify whether the change to the package marker dialog, an invoice should be generated next. This is particularly suitable for workflows in which auto-shipment and actual Shipping take place with a time delay.
Note
There are several options here to set the number of vouchers.
Other settings:
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Additional printout for export orders: For invoices, which are set to the tax status Export in the document, additional vouchers can be printed
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Picking slip: Printout of the picking slip (picking run). This list is generated when you run the auto shipping and can also be called under Fulfillment > Products for deliveries
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Print delivery bill: With the shipping type self-pickup a double print is triggered at the first printing of the delivery note
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PDF attachment: Checking this will create a PDF attachment
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Print order: Checking will print the order
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Print shipping label→ This option works only if the process starter 'autoversand_manual' / 'autoversand_plus' is used (puts the orders in auto shipping first in a queue to avoid timeouts). In addition, a physical printer must be used, i.e. not a PDF/download printer, and a picking process with a shipping center must be used. The shipping center collects all shipments that are not automatically recognized by DHL at the address. The option Print parcel label is currently only supported with DHL
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Shipping confirmation/tracking: Here you can select whether a tracking email (see Business letter templates > "Shipping") will be sent to the customer (address from master data). Important: Also per dispatch type, the dispatch of the tracking mail can be activated or deactivated. The setting in the shipping type overrides the one from the project. Activate the tracking mail in the desired shipping types, so that the tracking mails can be sent to customers (setting shipping mail in the shipping type)
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Invoice: Here the number of documents to be printed out and a check mark is set. Here it can be selected whether an invoice dispatch by mail takes place
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Additional printout for export orders: If the document is set to taxation Export, one has the option to automatically print additional invoices (eg. for customs)
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Auto. Proforma invoice for export: If the document is set to taxation Export, one has the option automatically to create or also to print a Proforma invoice
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Delivery note: Here, the number of to be printed documents and a check mark is set. Additionally you can select whether a delivery bill dispatch by mail is made. With the dispatch type Self-collector a double print is triggered with the first print of the delivery note
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PDF attachment: Set documents to be printed > check mark. Here you can select whether a document is dispatched by mail
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Automatically print shipping label: In combination with the shipping process Scan in shipping center here the package mark as well as their tracking number is automatically confirmed after scanning in Fulfillment > Shipping center. In this way, the employee no longer has to confirm the entry of the parcel tag
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Double bill for self-collectors and cash: If an order has the payment method cash as well as the dispatch type self-collector, with this setting in the shipping center a double invoice is created and printed. The prerequisite for this is that the Self-pickup shipping type has been created under Administration → Settings → Shipping types and that it is set with the type self-collector
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Capture printing after tracking number: In conjunction with the checkbox "Create invoice only in the shipping process" from stage picking the tracking numbers are mapped on the invoice as soon as the parcel tag is scanned
Under Settings > Basic settings in a specific project in the Accounting area you have the option to send an automatic payment and cancellation mail to the customer.
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Cancellation mail: If the customer is to be notified of order cancellations, set the check mark here for this project
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Payment mail: Shall the customer be notified when assigning his payment, set the check mark here. In addition, please make the setting in the business account
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Auto reservation in the warehouse (for all already released orders): Reserves the goods for already released orders for this project in ascending order by date. The reservation is made automatically when Calculate auto shipping is used, but can also be made manually per order
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Project warehouse: Take products only from project warehouse. The products for this project are taken only from the "project warehouse" (setting directly in the storage location). This option overrides the project warehouse checkmark over it
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Preferred warehouse: Orders and delivery notes in this project outsource from this warehouse. If there is not sufficient inventory available in the selected warehouse, the warehouse light will turn red. Other projects may also outsource from this warehouse
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Preferred warehouse for productions: Productions in this project outsource from this warehouse. Otherwise, the same conditions apply as for the Preferred warehouse
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Shipping Center 2-Steps: Here there are Step 1: Pack item and Step 2: Print package tag. When all items in the shipping center are scanned, the user is not forwarded to the package mark dialog, but back to the overview in the shipping center
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Shipping center product name from master data: In the shipping center the product name from the master data of xentral is displayed, even if the product name on the documents or in the online store is different
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Display storage location in shipping center: In the shipping center, the storage location is displayed, from which the product is taken
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Dispatch center No automatic forwarding to franking: After the successful scan of all items in the shipping center, there is no automated forwarding to the parcel marker dialog. The user must instead click on a button to get there
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Record batches in shipping center: When scanning items in the shipping center, the batches must also be scanned
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Record best before date in the shipping center: During the product scan in the shipping center, the BBDs must also be scanned
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Record serial numbers in the shipping center: During the product scan in the shipping center, the serial numbers must also be scanned
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Make all batches / best-before dates searchable: If checked, all batches & BBDs of the product are displayed in the shipping center during the product scan. Otherwise, only the batch/BBD is displayed there that was outsourced for the shipping process
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Automatically adopt best before date / batch if clear: If Batch/BBD of an item is unique when scanned at the shipping center because there is only one batch/MHD of the article in the selected storage location, then it will be inserted directly and the next scan will be loaded
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Always automatically preselect the best before date / batch: The preselection is done according to the FIFO method
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Allow EAN scanning (If article number is scanned also scan EAN field (in shipping)): Product number or EAN are scannable. Note: Duplications in product numbers or EAN numbers are not allowed. Otherwise, the first found will be used
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Restrict EAN, manufacturer or product number to project (If product number is scanned allow other. Within this project). → EAN will only be allowed within the project. Products in other projects are not scannable for example
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Allow scanning of store foreign numbers: Instead of the product number, the foreign number of the product from the store may also be scanned, if the product is scanned in the shipping center
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Postage check: Order turns green only, if postage is present as an item. The postage check turns the traffic light in the order to orange by default, if:
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No postage item is present in the order (setting in product: Checkmark Item is postage)
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Or: if the check mark "Switch off postage check" in the order is not set
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The postage check can be turned off completely for the project. This function ensures that when orders are created manually, the entry of postage is not forgotten.
Note
If almost all orders are created manually and generally mostly no postage is calculated, it is recommended to turn off the postage check. If most orders are imported via an online platform (the postage e.g. automatically calculated via the store and transferred to xentral in the order with transferred to xentral in the order), the postage check only applies to the few orders that are manually are created
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Cash on delivery Check: Order will be green only if 2 x postage items are present in the order. The second postage item maps the COD charge
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Follow-up confirmation: Regular email to customers when goods have not yet been shipped
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Self-collection mail (Automatic mail when order shipped): Self-pickup email can be automatically added to the customer notification when the shipping option self-pickup is sent
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Number of days difference in delivery: Number of days between the date 'desired delivery date' and the date 'delivery warehouse' which in the order should be set by default
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Automatically create pro forma invoice when exporting: For orders with taxation Export a pro forma invoice is automatically created in the system
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Order check installed: A function can be entered here
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Bills of materials expanded automatically: JIT bills of materials (Just in time) expand in the order if the check mark is set, which applies to the first level. In the product master the JIT bill of material must be marked with this property "Dissolve/Explode in order". If sub-BOMs are also exploded, this must be defined in the system settings
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Delete customer approval: If the checkmark is set, after order completion the customer approval in the address master of the customer is deleted
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Only take over stock items: When creating a delivery note only stock items are listed. Discount, postage and all non-stock items are not displayed in the delivery bill with it
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Online shop project (order is posted as soon as an article from this project is used on import to this project:
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If the checkmark is active and in the order is an article that belongs to this project, then the order is assigned to the project. In a list of items, it would be the last item in the list that belongs to such a project. The assignment is currently only with product numbers, not with foreign numbers, EAN or manufacturer number (02/2018)
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The checkmark multi-project store (setting in the store interface) must also be active, otherwise, the hook in the project does not apply
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Production: Display storage locations according to FIFO: In production, the available storage bins are ordered according to the FIFO principle. (First In First Out)
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Production: Each work instruction on a separate page: In the work instruction PDF of a production, each individual work instruction is printed on its own page
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Fast production: Activate automatic release of orders: When completing a production, the associated order is completed
The comment field from the store (customer comment) can be transferred to the orders in free text or to the internal comment.
The comment field can additionally be displayed on the packing table. This customer comment must be confirmed with a click read by the person at the packing table. Subsequently, this message is still displayed above the scan field for the product numbers.
Administration > Settings > System > Basic Settings > System
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Set checkmark at Delivery note free text / internal comment in the Receipts area + save
Question: Can I also start printing PDFs that I have in the job as .pdf attachments from the xentral system?
Answer: Via a logistic process attachments (must be as such in the order at files) will be printed at the packing table. For this in the corresponding project under Settings > Logistics / Shipping in the section Stage (shipping) to shipping station check the box PDF attachment with order.
The PDF file must then also always contain the keyword attachment in the order to be printed.
But then all attachments are always printed in this job.
Question: My invoices or delivery notes are printed, although I do not want that or printed twice. What can be the cause?
Answer: Note the column Number of copies next to the checkmark for the printer. If you do not want a printout of a receipt, you can always set the number to 0. If necessary, you can also check whether you print a document in the picking stage as well as in the shipping stage. If you do not want this to happen, you can switch off one of the options.
Question: Why do orders or delivery bills that have already been completed also end up in the shipping center?
Answer: When auto shipping in a project with automatic parcel tag printing, orders still end up in the shipping center, if, for example, the address could not be found, deviating delivery addresses are wrong, the parcel tag printing did not work, etc.
The shipping center then serves as a safety mechanism so that orders can still be manually reprocessed.