CONTENTS
Introduction
The Customer Despatches feature is used to manage Customer Orders that are taken from anywhere in the system. This could include Orders taken on the Till, a Website, via the ‘Sales Order Processing’ Till, etc. Orders that are marked as either a Collection or Delivery can be processed within this screen.
This feature is available to all Retailers and not dependent on a Licence.
User Permissions
The User Permissions that control access to and within Customer Despatches can be found within Admin > User Management > Edit Permissions > Backoffice:
▪ Locate to the section labelled Customer – Despatch.
Default Settings
There are numerous Default Settings that relate to the Customer Despatches feature.
These can be found within Admin > Default Settings > Mail Order.
Below explains a few of the popular options:
| Delay Period | If you ever take payment by cheque, enter how many days it takes for cheques to clear into your bank account into this cell. The system will then prevent you from despatching any Customer Orders paid for by cheque until that many days have passed since payment was made (i.e. until the cheque has had enough time to clear). |
| Send automatic email when shipping | When you mark a Customer’s Order as despatched, the system can send the Customer an automatic email informing them that their order is on its way. If you want it to do this, put a tick in this box. For an email to send successfully, you’ll need to have an email address saved in Admin > Locations against the location the Customer’s Order is despatched from. That Location’s email address will be the ‘From’ address for these emails. As well as this, the Cybertill system must also hold an email address for that Customer. Without this, the email cannot be sent. |
| Delay Period | If you ever take payment by cheque, enter how many days it takes for cheques to clear into your bank account into this cell. The system will then prevent you from despatching any Customer Orders paid for by cheque until that many days have passed since payment was made (i.e. until the cheque has had enough time to clear). |
| Send automatic email when shipping |
When you mark a Customer’s Order as despatched, the system can send the Customer an automatic email informing them that their order is on its way. If you want it to do this, put a tick in this box. For an email to send successfully, you’ll need to have an email address saved in Admin > Locations against the location the Customer’s Order is despatched from. That Location’s email address will be the ‘From’ address for these emails. As well as this, the Cybertill system must also hold an email address for that Customer. Without this, the email cannot be sent. generated content. This is a good place to put your terms and conditions and/or your returns policy. |
| List Quantity | This setting is obsolete in the latest version of Cybertill and can be safely ignored. |
| Delivery Return Address | Enter the returns address for Customer deliveries here (i.e. where Customer’s should post items to if they want to return them to you). This will appear on the Despatch Note. |
| Show Price | When you mark a Customer’s Order as ‘despatched’, a Despatch Note (aka delivery invoice) will be displayed, which you can print and include in the parcel. Here, you can choose whether you’d like those Despatch Notes to show the prices of the ordered items or not. |
| Terms & Conditions | This setting is obsoleate in the latest version of Cybertill and can be ignored. |
| Despatch Address |
This setting affects the layout of Despatch Notes.
|
| Despatch Despite Unpaid | Tick this box if you are likely to ever post Customers their items before they have fully paid for them. If not, leave this unticked. |
|
Despatch Only When No PO/IBT |
If this field is ticked, the system will prevent you from marking a Customer Orders as ‘despatched’ if either of the following are true: the Customer’s item is allocated to an IBT (i.e. your distribution centre is waiting to receive the item from another branch). the Customer’s item is allocated to a Purchase Order (i.e. you’re waiting for your supplier to send it to you). This disregards the actual stock level at the location (can have 1 in stock but still not be able to despatch it). |
| Location Company on despatch note |
If set to ‘Hidden’, then at the top of despatch notes, you will only see your Cybertill Retailer Name (i.e. the exact name displayed at the top left of the screen by your Home icon): If set to ‘Trading as’, then at the top of Despatch Notes you will see both
|
| Show company registration number on despatch note |
Tick this field if;
Admin > Location Management, and
|
| Show logo on despatch note |
Tick this field if;
|
| Show VAT number on despatch note |
Tick here if you wish to show your company VAT number on Despatch Notes. (If you have a branch-specific VAT number in Admin > Location Management for your despatch location, that will take priority over the one in Admin > Default Settings > General section.) |
| Despatch note footer message | Whatever text you enter here will appear at the bottom of Despatch Notes, beneath the standard content (i.e. the details of what items were purchased). This is a good place to put your terms and conditions and/or your returns policy. |
Accessing Customer Despatches
To access Customer Despatches,
- select the Sales menu from the Cybertill Back Office.
At the very top of the page within the Customer Despatches section,
- select Customer Despatches.
The Customer Despatch List will display, listing any Collection or Delivery Customer Orders added to the system.
Filters
The amount of Customer Orders you have will determine the size of your Customer Despatch List. At the very top of the page you will find the Max Per Page dropdown.
▪ Select this dropdown to choose how many of your Customer Orders you would like to display on the page at one time.
Most retailers will find that they still need to use the RetailStore/ CharityStore Filter option to filter through their orders, showing only the ones that are relevent.
At the top of the Customer Despatch page, you will find Filter available.
- Select this link to open the Filter Dialog
- Transaction - enter in a Transaction number to search for a specific transaction
- Contact – enter in the name of a contact given when the order was made.
- Carriage service – filter by carriage services setup within your Cybertill system.
- Status – choose to view orders that have a status of ‘Pending’, ‘Complete’, or both.
- Last Name – enter the surname of the Customer.
- Gift Delivery Note – filter by orders with or without a Gift Delivery Note, or both.
- Is collection – filter by either collections, deliveries, or both.
- Item – enter an Item Ref to search for orders that contain that specific item.
- Created at – enter a ‘from’ and ‘to’ date to search for orders that were created between that date range.
- Updated at – enter a ‘from’ and ‘to’ date to search for orders that were updated between that date range.
- Despatched – enter a ‘from’ and ‘to’ date to search for orders that were despatched between that date range.
- Requested – enter a ‘from’ and ‘to’ date for search for orders that have a requested date within that range.
- Customer type – filter on ‘Retail’, ‘Staff’, ‘Trade’ & ‘Proforma’ Customer Types.
- Transaction source – filter on how the order was taken. ‘Till’, ‘Web’, ‘SOP’, ‘eBay’ &
‘Amazon’. Multiple options can be selected at once.
- Pick printed – search for orders that have been marked as ‘Picked’ or had the Picking
Note printed.
- Website – filter through orders that were taken on a specific website.
▪ Select the relevant options to filter through your orders.
Customer Despatch Layout
The layout of your Customer Despatches page will remain somewhat consistent for each Customer Order.
Each order will start with a blue ‘header’ line, containing a Show/ Hide button. Choosing to show these details will list each item added to that Customer Order. Choosing to hide them, will remove them from the display listing only the basic information for that order.
When the item information is hidden, you will see only the following Customer Order information displayed:
- Type – The Type of Customer Order.
Example: Web or Mail Order (taken via the Till).
- Order ID – The Customer Order Number.
- Customer – Name of the Customer who placed the order.
When you click on the Customer name, you will be asked if you wish to edit the customer details.
- select OK to continue to edit.
- Make amendments where necessary and click Save. There is also a Customer Info tab below the Customer name.
When selected, the Customer Properties pop up appears displaying basic Customer Information. From here, you can also view the Customer History.
- Status – The status of the Customer Order. This will display as either ‘Pending’ or ‘Complete’.
- Order Date – Displays the date and time that the order was placed.
- Delivery – Displays the Customers Name for the delivery. This is entered when placing the collection/ delivery and can differ from the name under the ‘Customer’ section.
- Actions – The actions that are displayed in the menu are dependent on the Customer Order type. Below are a few of the most popular ones:
- Change Delivery – Select this option to change the delivery details. When selected, the ‘Change Delivery’ page will display and changes to the Contact Name, Customer Note, and Delivery Address can be made.
- Email Customer – If an email address has been added to the Customer’s account, this option is available to select. This will take you to an ‘Email Customer’ page where you can compose an email by entering text into the ‘Subject’ and ‘Body’ fields.
- Picking Note – Selecting the ‘Picking Note’ link will allow users to print a Picking Note containing all items on the order. See the Picking Note section of the User Manual for more information of what the Picking Note contains.
Once the Picking Note link has been selected, the system automatically assumes that it has been printed. The item lines on the order will then appear pink, to indicate this action.
- Despatch Order – At least one item is to be selected before clicking this option. You must have also already entered a ‘Consignment Ref’ into the appropriate field.
When this option is selected, a Despatch Note will print. See the Despatch Note section of the User Manual for more information of what this Note contains.
If all the items on the order were despatched, the ‘Status’ of the order will automatically change to ‘Complete’ and therefore no longer appear within the Customer Despatch List without using the available Filter Options.
All of the despatched lines will now have highlighted green in colour.
- Transfer Order – When selecting Transfer Order, you are prompted to choose a location that you wish to transfer the Customer Order to:
When selected, you should receive a yellow success message and the Customer Order will disappear from your Customer Despatch List at your current location.
This Customer Order will now appear within the Customer Despatch List of the location that you transferred the order to.
When you choose to show the item information using the Show/Hide items button, you will see only the following Customer Order information displayed:
- Item Ref – The Reference for that Item.
- Item Name – The Name and Style of the item, followed by the Requested Date (if there is one) and how the Customer paid for the order. There may also be additional information displayed if the order is linked to a Purchase Order/ IBT, or needs allocating etc.
The Item Name column also contains an Information logo.
When selected, an Item Properties pop up appears giving on screen information on General, Prices, Stock, Hotshot, Web, Audit and Stock Audit information.
- Qty – The quantity of the item you are ordering.
- Stock – States the stock level for that item at your current location.
- Resv – States the quantity of that item that you have reserved at your current location.
- POP – Displays the POP stock quantity at that current location.
- IBT – Displays the quantity you currently have on IBT (Inter-Branch Transfer) for that location.
- Actions - The actions that are displayed in the menu are dependent on the Customer Order type. Below explains these in more detail:
- Edit Item Note – Only displayed when there is a Note against the item.
Example: when this item was purchased, an automatic 10% discount was applied. When ‘Edit Item Note’ is selected, this note becomes editable.
- Edit Note – The text entered into the ‘Note’ field appears on both the Picking Note and the Despatch Note (see relevant sections for more information).
To amend what this Note displays, who the User is that the Note is for, or the Bin Location, select this ‘Edit Note’ option.
- Edit Requested Date – When the item was ordered, the Customer may have given a Requested Date (the date that the Customer requests the item by). Selecting ‘Edit Requested Date’ allows the Customer to amend/ add this date and time.
- Issue Gift Card - ***Associated to the Gift Card Licence Feature***. When selected you will be prompted to enter in a Gift Card Serial Number* in order to issue it against the order.
- Pick Line – Allows you to mark that item as picked. When selected, the item is highlighted yellow and is labelled ‘PICKED’. An additional ‘Unpick’ button will also appear allowing you to reverse this action.
- Despatch Line – Selecting this button allows you to mark this specific item as despatched. Before you can mark an item as despatched, you need to enter in a ‘Consignment Ref’ into the appropriate field.
A Despatch Note will open on your machine, and the system will automatically mark this as ‘despatched’. See the Despatch Note section of the User Manual for more information.
If the order has more than one item on, then the despatched item(s) will be highlighted in green. This will not update the rest of the items on the order, and they will continue to remain in the same state.
If the order contained just one item, it will have now been hidden from the Customer Despatch List but can be shown again using the Filter Options and changing the ‘Status’ to ‘Complete’.
- Restock – This button is only visible when the item has been despatched. Selecting this will remove the item from the consignment, unpick it, and return it to reserved stock.
Note: you must enter a reason for the reversal.
- Print Despatch Note – Reprints the Despatch Note that was already printed when marking the item as despatched. This option is only available once it has been despatched.
- Edit Consignment – This option is only available once the item has been marked for despatch. Selecting this allows you to change the consignment Ref that was previously entered, the Courier Service Level, the User who marked the item as despatched, and the Despatch Date.
Batch Actions
It is possible to perform specific actions on multiple Collections/ Deliveries at one time.
Before you begin,
- select all the items/ orders that you wish to apply the action to.
Locate to the bottom of the Customer Despatch List and you will find a section labelled Batch Actions.
- Click the dropdown arrow and several options will display.
- Select the relevant action and click go.
The orders/ items will update based on the action that was chosen.
Picking Note
To print a Picking Note for an order,
▪ select the Picking Note button located at the far righthand side.
A separate window should automatically open, displaying a print preview.
From here, users can choose to Save or Print the note as standard.
See below for a breakdown of the layout of this page, and what each section refers to.
Retailers Details
These details are displayed at the top of the page, containing the Retailers Name, Address, Telephone Number, and VAT Number.
Order Details
This section displays both the Order Date (and time), and the Order Ref/ Transaction ID.
Order Details
This section displays both the Customer’s Name and Address on the left-side side, and the Customer’s Delivery Name and Address on the right-hand side.
Underneath is the Courier, followed by the Customer Message (if there is one).
Items to pick
All items contained on the order will be listed within this section.
They will contain the Item Ref and Barcode, Product Description, Serial Number (not required), the Qty Required to pick, for each item, a Picked Qty (which only contains a value once the item is marked as ‘PICKED’), and the bin location (if one has been set against the Product Option).
Despatch Note
It is possible to print a Despatch Note for either a specific item line on an order, multiple items, or all items at once. Before any of these actions can take place, you must enter a Consignment Ref into the relevant field.
▪ Select the items you wish to despatch followed by selecting Despatch Order, or clicking on Despatch Line against the item you are despatching.
A separate window should automatically open, displaying a print preview of your Despatch Note.
From here, users can choose to Save or Print the note as standard.
See below for a breakdown of the layout of this page, and what each section refers to.
Retailers Details
Retailers details are displayed at the top of the page containing the Retailer logo, Retailer Name, Address, Telephone Number, and VAT Number. The exact details that are displayed within this section is dependent on what option you have selected within Admin > Default Settings > Mail Order > Location Company on despatch note. Please refer to the Default Settings section of the User Manual for more information.
Order Details
This section displays both the Order Date (and time), the Order Ref/ Transaction ID, and the Requested Date (if there is one).
Customer and Delivery Details
This section displays both the Customer’s Name and Address, and the Customer’s Delivery Name and Address. The layout in which these details are displayed are dependent on the option chosen in Admin > Default Settings > Mail Order > Despatch Address. Please see the Default Settings section of the User Manual for more information.
Underneath is the date that the Item(s) were shipped, the Courier Service, Consignment Ref, Delivery Note, and Customer Message (if there is one).
Items on the Order
All the items for that order will appear on the Despatch Note, whether they were all Despatched or not.
They will contain the Item Ref, Manufacturer Ref, and Barcode, the Product Description, any notes added to the item, the Qty of that item despatched, Unit Price for that item (if the ‘Show Price’ option was selected in Admin > Default Settings > Mail Order), and the Total cost of that item.
Note: if that item hasn’t been despatched yet, “to follow” will appear in the Notes column against it.
Despatch Note Footer
There is a setting within Admin > Default Settings > Mail Order that determines if a footer appears on your Despatch Notes, and what it says. This field is labelled ‘Despatch note footer message’. Please see the Default Settings section of the User Manual for more information.
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