Processing Orders through DSD

The information on this page pertains to the processing orders in the DSD application for versions 16.07 and above. See the Processing Orders through DSD (pre version 16.07) page for details on processing orders in the DSD application previous to version 16.07.

Sales Orders can be shipped via the Direct Store Delivery (DSD) application. Available orders to be shipped in the app can be accessed via the "Orders" button on the app. Shipping Sales Orders in DSD allows for orders to be modified before shipping and manually signed for during the shipping process. Orders can also be invoiced and paid upon shipping in DSD.

Configuration

Refer to the Using the DSD Application page for Configuration information.

Process

Collecting fees and deposits

Fees and deposits can be managed via Promotional Codes. For information on using Promotional Codes, refer to the Creating Deal Pricing, Discounts, and Promotions page. Examples of Deposits would be a negative "Factor" and a "Promo Type" of "Dollars Off Item" for each type of Deposit (Keg charge, for example). When shipping an order in DSD and picking a Deposit back up, a new line can be added for the part with a negative quantity which will credit the customer. When dropping off a Deposit, the negative factor will be an additional charge, while picking up the Deposit will be a credit on the invoice.

Configuring payment options

Payment Types, or options, when shipping an order in DSD are synchronized from the main application. The security setting of “Accounting -- receive payment” must be set to Yes for a specific user who will be receiving cash payment on an active route. For the payment to be applied to the order, a copy of the invoice must be printed from DSD. Configuring the invoice information is included in the Generating an Invoice report section.

DEACOM offers the ability to split payments within the DSD application. Once the "Split Payment" box is chosen, and the "Save" button is clicked on the "Enter Payment" form, the "Enter Split Payment" form will be displayed. To enter split payments in the DSD application:

  1. Identify the first payment type that will be used in the list and enter the appropriate amount in the "Amount" field.
  2. Repeat the process above for any other payment types that will be used.
    1. Note: The amounts entered in the amount fields must equal the total amount due.
  3. Once all the appropriate changes have been made click the "Save" button to complete the process.

DEACOM also allows drivers to accept payment from customers that cover multiple orders. This option is different than the process discussed above which is used for one time payments which generally occur when drivers make a delivery, invoice the order and accept payment simultaneously. The process for using the "Payments" option is detailed below.

Applying payments for multiple invoices process

Payments may be applied to invoices via the "Payments" option within the "Actions" drop down located in the Orders tab. When users click the payments option, they will be presented with the "Outstanding Orders" form which contains a list of open invoices sorted by ship-to company. The steps for paying multiple invoices are included below.

  1. Select the "Payments" option via the "Actions" drop down on the orders tab to display the outstanding orders/payment form.
  2. Select the orders that are to be marked as paid.
    1. Note: Touching/selecting the order on screen will highlight the orders.
  3. Next, select the "Pay Orders" button on the bottom of the screen.
  4. Ensure all fields and information are correct.
  5. Select "Check" for payment type and, if desired, enter an appropriate value in the "Reference" field. The "Reference" field is optional since all payment types in the DSD application are assumed to be cash.
  6. Click "Continue".
  7. Select "Yes" to the prompt indicating that you will be paying/invoicing multiple orders.
  8. The "Print Invoice" form will be displayed. This form is the same as the one detailed above in the "Invoicing & Applying Payments" section above.
  9. Notice that the multiple orders that were selected will be displayed on the form.
  10. Select the first order and print it to the printer.
  11. A notice will be displayed indicating the invoice had been printed.
  12. Close the message and notice the order is no longer in the list. The remaining orders will however be displayed.

Managing orders

Once users enter the Order tab, a list of Sales Orders will be displayed. The list of orders displayed may represent non shipped, shipped, or paid orders depending on the selection made via the top left hand side of the form.

Note that user defined grids may be created via System > Maintenance > Grid Layouts in the main application. This allows users to influence how orders are displayed in the DSD application. In the case of DSD, this system grid is entitled "routeorders". Additional information on creating user-defined grids is available via Configuring Grid Layouts and Automated Reports.

To create a new Sales Order in DSD, select Actions > New Order from the Orders screen. From there, Customers will only display if “Usable in DSD” is flagged on their General tab in Customers. Only parts that are set to “Saleable/Returnable in DSD” can be added to those orders.

Existing orders can be modified by selecting the order from the list or new orders can be created via the Actions button and then selecting the '+' option at the top right hand side of the form. The user is directed to the 'Sales Order Entry' form once an order has been selected for modification or the new order option is selected.

The fields and options available within the Sales Order Entry form are detailed in the table below. In the DSD application, users may save a sales order without adding any lines. This option is useful when scanning to add lines to the order. Once the order is saved, users can click the ship button to go to the Lines to Ship form and scan in any lines as necessary. Additional information on scanning lines is available in the "Shipping Orders" section further down on this page. Users still cannot ship an order that has no lines.

Notes:

  1. The DSD application will indicate if a sales order has been created in offline mode. Specifically, when an internet connection has been reestablished and a user clicks the end route option, the system will check to see if any order has been created while the application was offline and then add the words "Order created offline from DSD" in the order history field on the sales order header.
  2. When synced to a DSD route, users will not be able to modify the facility on the sales order header and the "Facility" field on the Sales Order Entry form will be disabled. The facility on all orders should be set to the same as the facility of the DSD location that was selected upon syncing the route.
  3. Beginning in version 17.02.010, sales order date calcs are processed and synced to sales orders in DSD. If the DSD is not online, the system will track if there are any sales dates and/or sales date calcs so that these may be synced when the device is back online.
  4. Sales order calculations are enabled in DSD beginning in version 17.02.010. The calcs will fire, and store against the orders the same as in main application. Calculations will also add parts to orders when saved the same as in the main application. This occurs when the device is online. If the device is not online, the system will track what calculations need to be fired, and fire/sync them when the device is back online.

Creating orders via order templates

The "Templates" combobox on the Order page can be used to select sales order templates whose Ship Via Method matches the Ship Via Method on the activated DSD Route.

Prior to using this option, the following must be configured:

  • The "Sync Templates To DSD" box on the DSD tab in Sales > Options must be checked.
  • Ship-To Companies must be selected on the Authorized Ship-To Companies tab of the Ship Via Method and sales order templates must be created for these Ship-To Companies with the appropriate parts and prices.
  • The top left filter on the Orders tab must be set to "Not Shipped" in order for templates to be available for display.

Note: Sales Order Templates are listed/sorted in the combobox based on the sequence (ta_seq) defined on the Authorized Ship-To Companies tab of the Ship Via Method matching the DSD route's Ship Via Method record, then by the priority on the Misc 1 tab, and finally the order number.

  1. In the DSD Application, click the "Orders" tab.
  2. In the "Templates" box select the appropriate template.
  3. The system will open the "Apply Templates" form.
  4. Once the template is applied a new sales order based on this template will be created. All lines from the template will be copied and the quantity field will default to "0" which the user can override. Note that if the order quantity is left as 0 the system will not copy this line when applying the template. Each order line contains an On Hand quantity field which displays the on hand inventory available for this Part based and is limited to the inventory in the location the DSD device is synced to. This is useful when the location is the truck used on the DSD route and the driver only wants to see the inventory available for them to sell.
  5. If desired users can click the "Original Quantities" button on the top left hand of the form which will update all quantities to match the quantities on the order template being copied.
  6. Update and verify all quantities and order line information as required.
  7. Click the "Apply" button.
  8. The system will create a new sales order for all lines on the template form with a quantity > 0 and display the Sales Order Entry form with the new sales order number populated and the order will already be saved and can be shipped immediately.

Notes:

The newly created sales order will not be synced until the user/system attempts to ship the order.

Beginning in version 16.07.057, when the user clicks "Apply" after selecting a template to use on a DSD route, the template will be removed from the templates screen until the user ends the route. This helps ensure users will not select the same order template for that route more than once.

Deleting sales order lines

Users may left swipe on an order line, on the Edit Sales Order Line form, to display the "Delete" button, allowing the user to delete line items on the order.

Adding new sales order lines prior to shipment via scanning

The DSD application allows users to scan a new sales order line directly within the shipping screen. This allows users to add lines and items more economically then exiting the shipping screen and modifying the order. To add a new sales order line, follow the steps below.

  • Select the word "+Part" located on the top right hand side of the "Lines To Ship" form.
  • Select either the "+ Part" or "- Part" option on the down menu. Notice either the words "+ Part" or "- Part" will now appear in the top right hand side of the form.
  • At this point a valid barcode may be scanned to either add or delete a line from the order. The following is an example of a valid scan line barcode:<<F_BARCODE("GS1128",12,"(10)" + ALLT(fi_userlot) + "(90)" + ALLT(pr_codenum) + "(30)2")>>

Notes:

  • Sales order lines added via scanning will use the default pricing.
  • If a user scans a lot that is not currently on the order and the scan mode is "- Part" a new form shows up over everything and makes the customer enter a return reason.
  • +Part is designed to increment against a line (scan reserve) if it exists and add if it doesn't.
  • -Part will decrement a line until it's empty and then remove it if it was added with Add Part. If -Part is used and there is zero on the order, it will start to allow the quantities to go negative for lots received BACK from the customer.
  • The DSD application stores historical records for sales orders when saving, shipping, and syncing orders. This information is available via the "Record History" button when running Order Summary and Order Detail reports via Sales > Order Reporting.

Shipping Orders

  1. Sales Orders should already exist in the system, and inventory should be moved to truck Locations or reserved to Sales Orders.
  2. A route will already be started on the DSD app.
  3. All orders on a specific route can be accessed via the "Orders" button on the app.
  4. When an order is ready to be shipped, select the specific Sales Order.
  5. Adjustments may be added via the "Lines" button.
  6. Once adjustments are finished, click "Ship Sales Order".
  7. Certain Ship-to Customers or Users will require a customer signature while shipping.
  8. Once an order is shipped, an invoice can be printed on the spot via a Bluetooth printer.

Notes:

  • When creating a new sales order in the DSD mobile application, the ship via method on the selected ship-to will be defaulted to the ship via field on the Misc 1 tab on the sales order. However, when shipping an order through the DSD application, the ship via method on the order will be set to the DSD ship via method as specified in "Route Options".
  • When shipping orders on the DSD application, the line to ship form will show the item descriptions and the total weight of the order based on how many items were reserved, specifically the weight from the item master records of the lots/parts that have been reserved will be used to calculate the total weight.
  • The "contfact" variable may be added to the lines to ship grid in order to see the ship quantity in relation to containers. The "contfact" variable is obtained from container factor/stock factor.
  • The "contquant" and "contqship" variables are also available to the lines to ship grid. "contquant" represents the ordered quantity divided by the contfact. "contqship" represents the shipped quantity divided by the contfact.
  • When the amount shipped on a sales order does not match the original order amount on the DSD, customers have the ability to require drivers to enter a reason code for the shortage/overage. This option is controlled by the security settings "DSD -- ship negative without change reason" and "DSD -- ship unplanned quantity without change reason".
  • The DSD application stores historical records for sales orders when saving, shipping, and syncing orders. This information is available via the "Record History" button when running Order Summary and Order Detail reports via Sales > Order Reporting.

Live shipping orders

The DEACOM DSD application contains logic that tries to live ship orders when the device has a connection in the DSD app. The feature is controlled by the "Live Shipping" slide button on the DSD settings form. This setting is set to on by default. The logic is associated with the ship button. The logic is outlined below:

  • When you click ship, it will go to the server and try to ship the order. If it is successful it will let you continue, if it is unsuccessful it will throw an error and the users will not be allowed to ship it using live shipping.
  • If users are not connected and try to live ship, it will add the order to a queue and will try to send again after 5 minutes.
  • If users wish to manually ship these and not wait 5 minutes then there is the option to do that as well.

This feature was added to help in situations where order modifications, particularly returns for quality control reasons’, need to be processed quickly so the main office can see the issues on the route(s).

Users can see if orders were live shipped via the "In route live shipped orders" list on the "More" screen.

Archiving DSD Receipts

In Sales Options on the DSD tab, there is an option to "Archive DSD Receipts". If checked, invoices printed from the DSD device will be saved to the order header as an attached document titled "DSD Invoice". If a signature is captured during the shipping transaction, it will also be attached to the sales order header. The documents are attached when the route is ended on the DSD device.

Entering returns and reasons

Information on returns via sales orders in DSD is available via the Entering returns and reasons help section.

Creating backorders

The ability to allow backorders and partial shipments is controlled on the customer level, specifically via the "Short Ship" field on the Bill-to and Ship-to records. Additional information is available in the General tab section via Sales > Customers.

In the DSD application, backorders are created, if allowed for the selected customer, anytime an order is shipped for the less then the required quantity. If any quantities will be backordered for a line item, users may use the steps below to complete the back ordering process.

  • Select the appropriate item/line on the "Lines To Ship" form. At this point, the "Reserve" form will be displayed.
  • Select the "Backorder" field and indicate the quantity that will be backordered.
  • Click the words "Lines To Ship" in the top left hand corner to return to the "Lines To Ship" form.
  • If additional line items will be backordered, repeat steps 1-3. If no additional lines or items will be backordered, proceed to step 5.
  • Click the "Ship" button to ship the available quantities. The system will automatically create the backorder at this point.

Users can see the backorder number by clicking on the "Route Results" option from the main menu after the route has been ended. When the route is restarted, the backorder will be displayed via the "Orders" button at the top of the "Sales Order Entry" form.

Note: Backorders are created and used in situations where quantities less than what was ordered are available, so users wish to perform a partial shipment of the available quantities and leave the remaining amount to ship later. If there are no quantities at all, users would not ship an order with a 0 quantity, but instead would leave the order as in and allow it to be re-saved/synced in the main DEACOM application at the end of the route. In this way, the order requirements will be available when setting up the quantities for the next delivery.

Un-shipping Orders

  1. In the DSD application, navigate to the Orders view and change the View to "Shipped".
  2. Swipe to the right to start at the most left-hand side. Swipe to see the check mark/"Un-ship" button appear.
    1. Note: Users can un-ship multiple Sales Orders at once.
  3. All the orders that are marked will be un-shipped once the orders are synced. If the order has already been synced, the next sync will un-ship/un-invoice on the server side. If the order has not been synced, it can be reversed on just the DSD side.

Generating an Invoice report

The DSD Layouts form allows users to have multiple Invoice and End of Route layouts for the Deacom DSD application. Once users navigate to the Print Outs > Maintenance > DSD Layouts transaction, they will be presented with the DSD Layouts form. This form will show all active DSD layouts by default. Users have the option to change the display of this form to show inactive DSD layouts or all DSD layouts, both active and inactive. Note that bill-to customer records may also have a DSD Invoice defined via the “DSD Invoice Print” field on the General tab of the Bill-to customer record. If a report is not specified in this field, the system default DSD invoice will be used. Once the layouts have been created and synced to the DSD application, users will be able to see the active layouts when tapping the layout button on either the print receipt or print end of route report screens within the DSD application.

  • Note: Active DSD layouts will be synced to the DSD application once the "Start Route" button is clicked.

A DSD Receipt is printed when invoicing. The information contained on the DSD Receipt depends on how the receipt layout is setup. The creation and maintenance of DSD Layouts is handled via Print Outs > Maintenance > DSD Layouts. DSD Layouts form allows users to have multiple Invoice and End of Route layouts for the Deacom DSD application. Once users navigate to the Print Outs > Maintenance > DSD Layouts transaction, they will be presented with the DSD Layouts form. This form will show all active DSD layouts by default. Users have the option to change the display of this form to show inactive DSD layouts or all DSD layouts, both active and inactive.

Order receipts may be printed via the "Print Receipt" button on the Lines To Ship screen in the DSD application. When clicked, this button takes the user to the invoice printing view where they can select an invoice to print. This option allows users to print the receipt before actually shipping the order. This receipt can be used as a guide for delivery personnel when walking around the truck collecting the various items that were ordered. In addition, this gives the customer the ability to see the receipt before hand and allow them to know what they will be signing for.

When the "Print" button is clicked, the system will check if a connection to a printer exists. If the iOS device does not have a connection present a prompt will be displayed stating: "No connection made to the Bluetooth printer." The "Close" button will take the user back to the "Shipping Complete" form.

Using specific functions available to DSD receipts

The following functions are available to the DSD Receipt:

  • Trim - trim any string to the desired length.
  • Replace - to replace all occurrences of a string with another string.

Example - In the header section of the DSD Receipt add:

var lcOrder = F_TRIM(ordnum,0,10)

var lcReplaceOrder = F_REPLACE(ordnum,-, )

Then in the header right after INVOICE, type {lcOrder} {lcReplaceOrder} to have the functions take effect.

DSD Receipt Example

An example of a DSD Receipt is included below. The information below would be stored in the "Layout" field on the Edit DSD Layout form.

<CREATE_VARS>

<HEADER_VARS>

var lnSummedLispric = F_SUM("lines", "or_quant > 0", "or_lispric")

var lnSummedExten = F_SUM("lines", "or_quant > 0", "or_exten")

var lnNegSummedLisPric = F_SUM("lines", "or_quant < 0", "or_lispric")

var lnNegSummedExten = F_SUM("lines", "or_quant < 0", "or_exten")

var lnSummedExten2 = F_SUM("lines", "or_quant > 0", "or_exten")

var lnNegSummedExten2 = F_SUM("lines", "or_quant < 0", "or_exten")

var lcCurrDateTime = F_DATETIME()

</HEADER_VARS>

<LINE_VARS>

var lnOrderQuant = F_EVALJS("var lnReturn = BigNumber(or_ordquant); var lcRet = lnReturn.toF(0); return lcRet;")

</LINE_VARS>

<RESULT_VARS>

var lnInvoiceTotal = F_SUBTRACT(lnSummedExten, lnNegSummedExten)

</RESULT_VARS>

</CREATE_VARS>

Company Title

Address Line1

Address Line2

Phone

PLEASE PAY FROM THIS INVOICE

PLEASE REFERENCE CUSTOMER AND INVOICE NUMBERS WHEN MAKING PAYMENT

[sh_name](L,25) Phone [sh_phone]

[sh_street](L,25) Account [sh_id]

[sh_city](L,14) [sh_state](L,10) Terms [te_name]

[sh_zip](L,25) Invoice [ordnum]

Sold by [salesman]

Driver [us_fname] [us_lname]

Truck [tr_name]

Delivered {lcCurrDateTime}

____________________________________________________________________

DELIVERED PRODUCTS

ITEM RETAIL QTY PRICE AMOUNT

<FOREACH_LINE>

[pr_descrip](L,24) [pr_retail](L,15) {lnOrderQuant}(L,7) [or_lispric](L,9) [or_exten](L,7)

</FOREACH_LINE>

SUB_TOTALS {lnSummedLispric}(L,7) {lnSummedExten}(L,7)

____________________________________________________________________

RETURN PRODUCTS

ITEM RETAIL QTY PRICE AMOUNT

<FOREACH_NEG_LINE>

[pr_descrip](L,24) [pr_retail](L,15) {lnOrderQuant}(L,7) [or_lispric](L,9) [or_exten](L,7)

</FOREACH_NEG_LINE>

SUB_TOTALS {lnNegSummedLisPric}(L,7) {lnNegSummedExten}(L,7)

Total Sales {lnSummedExten2}

Total Credits {lnNegSummedExten2}

Invoice Total {lnInvoiceTotal}

Note: Users may specify font sizes and bold text via the following options below. In the example the text being modified is the invoice total.

Text Size - <textSize="2">Invoice Total {lnInvoiceTotal}</textSize>

Bold Text - <bold>Invoice Total {lnInvoiceTotal}</bold>

FAQ & Diagnostic Tips

Tips:

  • When creating a new Sales Order in the DSD application, the Ship Via Method on the selected Ship-to will be defaulted to the "Ship Via" field on the Misc 1 tab of the Sales Order.
  • When shipping an order through the DSD application, the Ship Via Method on the order will be set to the DSD Ship Via Method as specified in "Route Options".
  • DEACOM's DSD Application allows the shipping and short shipping of Phantom parts. Phantom parts, when shipped on a sales order, are not relieved from inventory themselves, but have the component parts from the bill of material relieved instead. Additional information on Phantom parts is available in Using Kitted Parts. When returning Phantom parts in the DSD Application, the system will return the items to the correct DSD location specified in the route settings.
  • The "DSD Routes" report is Sales Order Reporting can be used to display route start and end times as well as details on the lots shipped on sales orders for the selected route.
  • Beginning in version 17.02.010, the following order filter options have been modified/added: 1. The 'Not Shipped' filter on the main screen has been changed to 'Not Shipped Due Today'. This will filter on orders not shipped, and due to ship today. 2. A new filter, 'Not Shipped All' has been added. This will show all non-shipped orders regardless of due date.
  • Also beginning in 17.02.010, a new security, "DSD -- Change Due Date" has been added. If set to yes, the Due To Ship date in the DSD application will be enabled and the user will be able to edit the date. The new Due To Ship date will be synced back to the main application when the order is saved, or at the end of the route if the DSD app is not connected during the initial order save.

We are experiencing long delays when attempting to connect the mobile device running the DSD to the printer.

In order to preserve battery life, DSD closes the bluetooth connection when the Printing form is closed. Bluetooth connections are completely network independent and aren't perfect; leaving them connected all day will not work well. To resolve this, after users print out the receipt and lock the iPad, they should turn off the printer (hold down the power button for a few seconds to turn it off and on).