Page Comparison

Overview

Ad Magic handles inventory management for their clients, offering order fulfillment services for a fee. Currently, they calculate these fees by collecting data from various sources like orders and warehouse processes. However, this method is time-consuming and prone to errors. The goal is to make this process more efficient and reliable.

Setups

Based on Miguel’s file Blackbox Invoicing Flow for GF v2 091323.xlsx

Add Setup

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Fields to Company Setup

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New Table: Carton/Package Count

Add New Fields to Whse Shipment

Data Capture

• Warehouse Receipt

  • Fields will be available for users Use the ‘Carton/Pallet Count’ button on the Warehouse Receipt page to open the data entry form to capture pallets, cartons, and SKU information in the Warehouse Receipt header.

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• Warehouse Shipment

  • Fields will be available for users to capture hours spent on fulfilling the Transfers, Tradeshows, and Removal orders in the Warehouse Shipment header.

  New Table -

  • .

  • For B2B shipments, the system retrieves the total pallet count from the Warehouse Shipment. The "Total Pallet" field will be used unless "Pallets Override" is populated.

• Sales Order

  • The "Crowdfunding Additional Upload" checkbox was added to indicate whether a crowdfunding additional upload service charge needs to be applied to this order.

  • The "Transfer/Tradeshow/Removal" checkbox field was added to indicate whether the transfer/tradeshow/removal additional service charge should be applied to this order.

Service Charge Calculation

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Service Charge Calculation Line

Month-End Process Flow

• Navigate to the Service Charge Calculation tab

• Click the Calculate Service Charge button

• Month End defaults to the previous month’s last date.

• The system will process the below transactions in the month:

• The system will loop through the lines

  • For Receiving (Warehouse Receipt)

    • If the Warehouse Receipt has the field “Floor Loaded Container” checked then the “Floor Loaded Container Receiving“ service fee setup will be used for fee calculation.

    • If the Warehouse Receipt only contains one SKU and the package type is Pallet then the “Pallet Receiving - Single SKU” service fee setup will be used for fee calculation.

    • If the Warehouse Receipt receipt only contains multiple SKUs and the package type is Pallet, then the “Pallet Receiving - Multiple SKU” service fee setup will be applied for fee calculation.

    • If the Warehouse Receipt receipt only contains one SKU and the package type is Carton then the “Carton Receiving - Single SKU” service fee setup will be applied for fee calculation.

    • If the Warehouse Receipt receipt only contains multiple SKUs and the package type is Carton, then the “Carton Receiving - Multiple SKU” service fee setup will be applied for fee calculation.

  • For Fulfillment (Warehouse Shipment)

    • If Sales Order’s Sales Type = ‘B2C’

      • AND if Special Order Type = ‘B2C Crowdfunding’, then the “B2C Crowdfunding Additional Order Fulfillment” service fee setup will be applied for fee calculation.

      • AND if the Sales Order Source is ‘Blank’,

        • Then the “B2C Manual Order Fulfillment” and “B2C Manual Order Fulfillment - Line Item“ service fee setups will be applied for fee calculation.

        • The processing fee of the order = Rate setup in “B2C Manual Order Fulfillment” + Total Lines * “B2C Manual Order Fulfillment - Line Item”

      • AND if the Sales Order Souce is not ‘Blank’

        • Then the “B2C Automated Order Fulfillment” and “B2C Automated Order Fulfillment - Line Item“ service fee setups will be applied for fee calculation.

        • The processing fee of the order = Rate setup in “B2C Automated Order Fulfillment” + Total Lines * “B2C Automated Order Fulfillment - Line Item”

    • If Sales Order’s Sales Type = ‘B2B’

      • AND if Special Order Type = ‘Transfers’, then the “Transfers Order Fulfillment” service fee setup will be applied for fee calculation.

      • If Special Order Type = ‘Tradeshows’, then the “Tradeshows Order Fulfillment” service fee setup will be applied for fee calculation.

      • If Special Order Type = ‘Removals’, then the “Removals Order Fulfillment” service fee setup will be applied for fee calculation.

      • NOTE: For the above Special Order type, the customer is been charged hourly. How does this type of order get entered? In the current system, how do you capture hours spent?

      • AND if the Sales Order Source is ‘Blank’

        • Then the “B2B Manual Order Fulfillment” and “B2B Manual Order Fulfillment - Line Item“ service fee setups will be applied for fee calculation.

        • The processing fee of the order = Rate setup in “B2B Manual Order Fulfillment” + Total Lines * “B2B Manual Order Fulfillment - Line Item”

      • AND if the Sales Order Source is not ‘Blank’ AND Sales Order Division is “Breaking Game”

        • Then the “B2B Automated Order Fulfillment” and “B2B Automated Order Fulfillment - Line Item“ service fee setups will be applied for fee calculation.

        • The processing fee of the order = Rate setup in “B2B Manual Order Fulfillment” + Total Lines * “B2B Manual Order Fulfillment - Line Item”

      • NOTE: If shipped using pallets then an additional service fee “B2B Order Fulfillment Pallet Packaging” will also be added to the total order fee.

        • The processing fee of the order = The processing fee of the order + Rate setup in “B2B Order Fulfillment Pallet Packaging” * number of pallets used.

• Create a button when clicking, create Sales Invoices for each customer, and group lines by Service Fee Type.

  • For each Whse. Receipts

    • Criteria:

      • Document Status = Posted, or Partially Invoiced, Fully Invoiced

      • Warehouse__r.Charge Warehouse Service Fee = true

      • Service Charge Calculation Line = null

      • Posting Date <= End of Month Date

    • Calculate per pallet charge

    • Calculate additional charge if pallets have more than 1 SKU

    • Calculations

      • Single SKU Pallets

        • Service Charge = Single SKU Pallets * Single SKU Pallet Service Rate

      • Mixed SKU Pallets

        • Service Charge = Mixed Pallets * Single SKU Pallet Service Rate + ((SKUs in Mixed Pallets - 1) * Mixed Pallets * Multiple SKU Pallet Service Rate)

    • Calculate per carton charge

    • Calculate additional charge for cartons that have more than 1 SKU

    • Calculations

      • Single SKU Cartons

        • Service Charge = Single SKU Cartons * Single SKU Carton Service Rate

      • Mixed SKU Cartons

        • Service Charge = Mixed Cartons * Single SKU Carton Service Rate + ((SKUs in Mixed Cartons - 1) * Mixed Cartons * Multiple SKU Carton Service Rate)

    • Calculate additional Floor Loaded Container service charges if applicable.

      • A flat Floor Loaded Container service charge will be applied.

      • If the container contains Mixed SKU Cartons, then

        • Floor Loaded Container Service Fee + Mixed SKU Cartons service fee

    • The system will create one Service Charge Calculation record per vendor/designer per month.

      • Vendor/Designer is from the Carton/Pallet Count table.

      • The system will create one Service Charge Calculation Line per Warehouse Receipt.

  • For each Whse. Shipments

    • Criteria:

      • Document Status = Posted, or Partially Invoiced, Fully Invoiced

      • Warehouse__r.Charge Warehouse Service Fee = true

      • Service Charge Calculation Line = null

      • Posting Date <= End of Month Date

    • Determine whether the shipment is B2B or B2C based on the Sales Order Sales Type.

    • Determine A picklist field “Method” in the Sales Order indicates whether an order was manually entered or imported by routines.

    • Calculate per order charge

    • Calculate the total line charge

    • For B2B, calculate per pallet charge if applicable

    • Calculation

      • Order Service Rate includes 1 unit line item.

        • Service Fee = Order Service Fee + ((Quantity - 1) * Line Item Service Fee)

    • Calculate B2C crowdfunding additional charge if applicable

      • The “Crowdfunding Additional Upload” checkbox on the Sales Order indicates whether an order is a crowdfunding additional upload or not.

    • Calculate additional Transfer, Tradeshow, and Removal order fulfillment fees if applicable.

• Users run reports and review data

• Click the “Create Sales Invoice” button to generate Sales Invoices

Open Questions

• When generating the invoice, who should be billed?

• How can we distinguish between automated and manually entered entries? Should we utilize the existing Sales Order Source field or implement a new checkbox?

• What is the method for recognizing Crowdfunding, Transfer, Tradeshow, and Removal orders?

• Could you provide information about what constitutes an Allocated Destination? Is it equivalent to the Ship-to address in GF? We require this data to formulate the logic for calculating fulfillment fees for "Transfers, Tradeshow, and Removals."

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Excel Design Doc:

Blackbox Warehouse Service Invoicing Flow Design.xlsx

• For Warehouse Receipts, the system will utilize the pallet, carton, and SKU information gathered from the warehouse receipt header. It will then combine this data with the service rates configured in the company setup to compute the total service charge. In cases where a warehouse receipt pertains to the receipt of a floor-loaded container, a flat rate designated for "Floor Loaded Container Received Service" will be applied.

• When processing Warehouse Shipments, the system will determine whether the shipment is categorized as B2B or B2C based on the Sales Order Sales Type. Additionally, the Sales Order Source field will be examined to ascertain if an order was manually entered or automatically generated by routines. If the Source field is empty, it indicates manual order creation by the user. The system will then fetch the appropriate rates from the setups to calculate the overall service charge.

  • B2B Automated Order only applied to Breaking Game. (Sell-to?)

  • For Transfers, Tradeshows, and Removals orders, the fees will be calculated by multiplying the hours recorded in the warehouse shipment by the "Transfers, Tradeshows, and Removals Service Rate."

• Another button, “Create Sales Invoice”, will be added to the Service Charge Calculation list page

  • An individual invoice will be generated for each of the accounts, and the system will establish a link between the invoice and the corresponding Service Charge Calculation entry.

Receiving

• QS: In GF is there a way to differentiate the received package is a pallet or carton?

• A checkbox on the warehouse receipt header ‘Floor Loaded Container Received’

Fulfillment

• Use Sales Order Sales Type to determine if a shipment is B2B or B2C.

• Use the Sales Order Source field to determine if an order is manually entered or automatically created by routines. If the Source field is blank then the order is manually created by the user.

  • Or Create a new boolean field “Created by System”. All process that automatically creates an order will need to set this field to True, to indicate that the order is automatically created.

• Create a picklist field “Special Order Type” with values: “B2C Crowdfunding”, “Transfers”, “Tradeshows”, and “Removals” to identify the following orders

  • B2C Crowdfunding Additional CSV Upload

  • Transfers, Tradeshows, Removals

• Calculate “B2B Automated Order” only when Division = Breaking Game

• Calculate “B2B Automated Line Item(s)” only when Division = Breaking Game

Table - Service Charge Calculation

Table - Service Charge Calculation Line

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Field Name

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Type

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Service Charge Calculation

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Master-Detail(Service Charge Calculation)

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Line No.

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Description

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Quantity

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Unit Rate

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Amount

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Document Posting Date

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Warehouse Shipment Line

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Warehouse Receipt Line

Flow

• • • • The “Transfer/Tradeshow/Removal” checkbox on the Sales Order indicates whether the order is for transfer/tradeshow/removal or not.

    • The system will create one Service Charge Calculation record per vendor/designer per month.

      • If a shipment contains multiple items, and the items belong to a different vendor/designer, then multiple Service Charge Calculation records will be created.

• Users run reports and review data

• Click the Create Sales Invoice button to generate Sales Invoices

• The system will create one invoice per vendor/designer per month.

  • For all Service Charge Calculation with:

    • Sales Invoice = null

    • End of Month <= End of Month parameter specified on the confirmation page.

  • Default Warehouse and GL Ledger to BlackBox on all Sales Invoices

  • There will be one invoice line per service group (Receiving/Fulfillment), and the invoice line item will default to the 'Service Charge Item' set up in the Company Setup.

Open Questions

Internal Excel Design Doc:

Blackbox Warehouse Service Invoicing Flow Design.xlsx