Fulfillment – Sales Order

This page belongs to TIPP PRO. It is the Fulfillment pop-up for one sales order: you choose which open order lines to deliver now, how many, from which warehouse location and which serial or batch number, and the delivery is booked in Exact Globe when you click Fulfil now. Lines with a negative quantity (credit or return lines) on the same order are taken back into stock in the same click. Warehouse staff and order administrators use it when goods leave the warehouse for a customer. The page title shows the order number, for example “Fulfillment – Sales Order 12345”.

Before you start

• A TIPP PRO licence is required. Without it the Fulfillment pop-up still opens and shows data, but every field and button is disabled except Cancel, and a red message appears. Install the PRO licence on the License page (Modules, TIPP, Setup, General, License).
• The pop-up is opened from the Sales Order page in TIPP by clicking its Fulfillment button. It needs an order and a division passed in by that page and is not meant to be opened on its own.
• The order must be authorized and not completed. The customer (debtor) must not be blocked in Exact Globe, and the order’s warehouse must not be blocked. If one of these is not true, Fulfil now is disabled and a red message says which.
• TIPP must be able to connect to the Exact Globe back office for the division (Backoffice Connection page, Modules, TIPP, Setup, Connections, Backoffice Connection), and the TIPP Transactions service must be running. The delivery itself is carried out by that service.
• Stock must exist. Lines can only be delivered from warehouse stock that is booked in Exact Globe. For some items (those whose stock account is the same as their cost of goods sold account) the page does not block or cap the line on stock; Exact Globe checks it.
• If the order has main items (items that Exact Globe delivers as their components), the TIPP Transactions service must support that. If it does not, Fulfil now is disabled and a message asks you to update the TIPP Transactions installation.

How to fulfil a sales order

1. Open the sales order in TIPP and click Fulfillment. The Fulfillment – Sales Order pop-up opens. The Fulfillment Details section shows the Order, Debtor and Warehouse. If the order has main items, the Main items step opens first (see How to fulfil main items below).
2. Check Fulfillment date under Options. It starts as today’s date. Change it if the goods left on another day. The date cannot be empty.
3. If your administration uses warehouse locations, you can pick a Default location under Options. Every line that has stock at that location and no location yet gets that location filled in. Lines without stock there are left as they are.
4. In the Fulfillable lines list, every open line starts with its checkbox ticked and Deliver now at 0. Type the quantity you want to ship in the Deliver now field of each line you want to deliver. Lines left at 0 are not delivered.
5. For each line, choose the Location (when locations are used) and, for serial or batch items, the Serial/Batch number. The number in brackets after each choice is the quantity still available there. It goes down when other lines in the same window already use that stock.
6. If you ship less than the open quantity (for example 3 of 5), an extra light blue line for the rest appears below it. It starts ticked but empty, with the open quantity shown as grey placeholder text. Pick a location, serial number or batch on it to deliver the rest from there; the quantity is filled in, up to the stock of that choice. Leave it empty and the rest stays open on the order (back order).
7. If the chosen location or batch cannot cover the quantity you typed, the field is lowered to what is available and a new light blue line with the remainder is added below, so you can pick another location or batch for it.
8. To skip a line, untick its checkbox. The line fades and its fields are disabled.
9. Click Fulfil now. If at least one line is delivered, the Print delivery note dialog opens (see How to choose the delivery note below). If the order only has lines that are taken back, a Yes/No question appears instead.
10. In the dialog, click Start. A “One moment please…” overlay appears while the delivery is booked, with a small progress text in the middle of the screen. When it succeeds, a green message such as “Delivered.” is shown and the pop-up closes by itself after a moment. If something is wrong a red message appears at the top and nothing more is booked than the message says.
11. Click Cancel at any time to close the pop-up without delivering.

How to choose the delivery note

1. Click Fulfil now after filling in the lines. The Print delivery note dialog opens. A summary line shows, for example, “Order 12345: 2 line(s) to deliver, 1 line(s) to take back (no delivery note).”
2. Under Output choose Skip, Printer or E-mail. Skip means no delivery note and disables the other fields.
3. Printer: the Printer field shows the delivery-note printer of the TIPP Transactions service account. You cannot choose another printer here.
4. E-mail: choose the recipient type next to it. Debtor uses the e-mail address of the order’s debtor and shows it read-only. Other lets you type any address in E-mail. Fill in Subject (it starts as “Delivery note – order” followed by the order number) and, if you like, Long description.
5. Choose the Layout and the Number of copies (a whole number from 1 to 99).
6. Under To be printed, tick or untick Free text lines (ticked at first), Compress (unticked), Back order lines (ticked), Lines with quantity 0 (unticked), Fully completed lines (ticked) and Unmatched payments (unticked). You can add Free text line 1, Free text line 2 and Free text line 3.
7. Click Start to post the lines and the output in one request, or Back (or press Escape) to return to the grid with all your input kept. Problems with the dialog fields are shown inside the dialog.

The delivery is always booked as final and the delivery note of that delivery is printed or e-mailed. Your last choice of output, recipient type, copies and the To be printed options is remembered in your browser for next time.

How to deliver a serial number item

1. Find the line marked S in the Type column.
2. Type the number of units in Deliver now. Each serial line ships exactly 1 unit, so for more than one unit the page creates extra light blue lines, one per unit.
3. On each line choose the Serial/Batch number. The list shows the number, the quantity available in brackets and its expiry date. A number past its expiry is marked “EXPIRED”. If you pick a serial number on a line that has no quantity yet, that one unit is delivered.
4. If a location is needed and only one location still holds the chosen number, that location is selected for you. If several do, the Location list is limited to those.
5. Click Fulfil now.

How to deliver a batch item

1. Find the line marked B in the Type column.
2. Choose the Serial/Batch (the batch number) and type the quantity in Deliver now. The list shows each batch with the quantity available and its expiry date, or “EXPIRED” when the expiry date has passed.
3. If the batch does not hold enough, the remainder moves to a new light blue line where you can pick another batch.
4. Click Fulfil now.

How to fulfil main items

1. Click Fulfillment on an order that has open main items. The Fulfillment – Main items step opens in place of the grid. It explains that Exact Globe delivers a main item as its components and lists each main item with #, Item, Description, Ordered, Delivered, Open and Deliver now.
2. In Deliver now enter how many of each main item to deliver. It starts at the open quantity. The number follows the sign of the line, may not exceed the open quantity, and must be a whole number when the item is not divisible. Set to zero clears all numbers.
3. Click Next. The grid is shown with every main item as a header row marked M, with its component rows below it (marked with an arrow in the # column). Each component quantity is filled in from the main item number and the bill of materials. A main item set to 0 leaves its components unticked.
4. Pick location, serial or batch numbers for the components like for any other line. Extra light blue lines work the same way.
5. To change a main item number later, click the Main items button in the button bar, or click the number in Deliver now on the main item row.
6. Click Fulfil now. If you click it while the Main items step is still open, the numbers are applied and the grid is shown first, and nothing is posted yet.

Every main item with a quantity needs at least one component with a quantity, and every component with a quantity needs a main item with a quantity. Component quantities follow the bill of materials: the recipe quantity divided by the batch quantity. Fixed variants S, U and P give one fixed quantity per order line, variants F, W and Z are not delivered, a component that is itself a main item is replaced by its own components (up to 5 levels deep), and an item that appears twice in the bill of materials is shown once with the quantities added.

How to take back negative lines

1. Lines with a negative open quantity are listed in the same grid and marked R in the Type column. They bring goods back into stock.
2. Type the quantity in Deliver now. Typing 2 on a line of -3 means -2. It cannot exceed what is still open.
3. Choose the Location the goods come back into. The list shows the locations of the warehouse.
4. For serial items each row holds one unit: type the serial number in the Serial/Batch box (placeholder “serial number”). Requesting -3 makes three rows of -1. For batch items type the batch number (placeholder “batch number”). Typing a number on a row without a quantity fills in the quantity: -1 for a serial item, the open quantity for a batch item.
5. Click Fulfil now. If the order has no lines to deliver, no delivery note dialog appears. A Yes/No question asks “Take back the goods of N line(s) of order 12345? No return note is printed here (see the ? next to the page title).” Click Yes to book it.
6. When you deliver and take back lines in one click, the delivery is booked first and the take-back second. A negative line that is only taken back gets no delivery note.

How to use Try again after an unclear answer

1. Read the message at the top of the pop-up. It says what really happened and ends with a reference such as “(ref: …)” when the service gave one.
2. If the message says nothing was saved, or that the result is unclear, a Try again button appears next to it. Click it.
3. Try again sends the same lines and output with the same click key, so a delivery or take-back that already went through is not booked a second time; you get its first answer instead.
4. If the message says “Unknown” or “Still being processed”, first check the order in Exact Globe (Globe+) if you can, then use Try again in a moment.

Screen guide

Header

• The ? next to the page title shows what is not possible here and only in Exact Globe: Choose a printer, E-mail Cc / Bcc, Covering letter, e-mail template, and Return note for lines taken back. All are marked “Not available”.
• If a warning sign appears after the page title, hover over it to read the issue. The page still works.

Fulfillment Details (read only)

• Order: the sales order number being fulfilled.
• Debtor: the customer number on the order.
• Warehouse: the warehouse set on the order header.

Options

• Default location: a list of the locations that hold stock for items on this order. Picking one fills in the Location on every line that has stock there and no location chosen yet. It only appears when your Exact Globe administration uses warehouse locations (the Exact Globe setting “Use warehouse locations”).
• Fulfillment date: the delivery date booked in Exact Globe. Default is today. It must be a valid date in your Synergy date format.

Fulfillable lines columns

• Checkbox: ticked means the line is included. Lines with no stock at all start unticked and their quantity is disabled.
• #: the order line number. Light blue lines created by a split show “+” instead of a number. Component rows show an arrow.
• Item: the item code.
• Description: the item description.
• Type: S means serial number item, B means batch item, M means main item, R means negative line (goods come back into stock), empty means a normal item. Hovering over S and B shows “S = Serial, B = Batch”.
• Warehouse: the warehouse of the line.
• Location: the warehouse location to take the goods from (or bring them into, on an R line). Hidden when your administration does not use locations. It shows “– select –” until you choose, “No stock at any location” when nothing is in stock, and “(no locations – warehouse default)” when the warehouse has no locations; in that case no location is needed.
• Ordered: the quantity ordered on the line.
• Delivered: the quantity already delivered.
• Deliver now: the quantity to ship in this delivery. Starts at 0. It is never allowed to exceed the open quantity (Ordered minus Delivered) or the stock available at the chosen location or batch. On a main item row it shows the number of main items and is a link that reopens the Main items step.
• Serial/Batch: the serial or batch number to deliver. Only enabled for serial and batch items. On R lines you type the number instead of picking it.

Which lines are listed

• Lines that still have an open quantity, positive or negative, and are not already closed.
• Lines for items of the shipping, payment or charge kind (such as freight) are left out.
• Lines without an item or without a warehouse are left out.

Print delivery note dialog

• Output: Skip, Printer or E-mail. Printer shows the printer of the service account, read-only. E-mail has the recipient choice Debtor or Other, then E-mail, Subject (required) and Long description.
• Delivery note: Layout, Number of copies, To be printed (Free text lines, Compress, Back order lines, Lines with quantity 0, Fully completed lines, Unmatched payments), Free text line 1 to 3.
• Back returns to the grid, Start posts everything.

Buttons

• Fulfil now: books the delivery (and the take-back of negative lines). It is disabled when the order was not found, is completed, is not authorized, the debtor is blocked, the warehouse is blocked, or the order has main items and the TIPP Transactions service cannot book them.
• Main items: only shown when the order has open main items. Reopens the Main items step.
• Cancel: closes the pop-up without booking anything. It stays available even without a PRO licence.
• Set to zero and Next: in the Main items step. Back and Start: in the Print delivery note dialog.

What you see while a save runs

• A “One moment please…” overlay appears, and a small box in the middle of the screen shows live progress, updated every second: “Waiting: you are number N in line for …” or “Waiting in line for …”, “Connecting to Globe+…”, “Saving in Globe+…”, “Saving in Synergy…”, “Saving through Exact’s Entity Service…”, and “Checking that Globe+ stored it…”. When the click makes two calls (the delivery and then the take-back) the text starts with “Step 2: ” for the second one.
• While the save runs, buttons and links on the page do not respond and a second click on the same action is ignored, so nothing can be started twice.
• After a booking (complete or partial) nothing can be posted again from this window. Only Cancel stays usable, and closing it reloads the order.

Messages and what to do

Messages when the page opens

• “Missing Division or Order parameter.” The pop-up was opened without an order. Close it and open Fulfillment again from the Sales Order page.
• “Sales order [number] not found.” The order does not exist in this division or it was removed. Reopen it from the sales order list.
• “Order is completed” followed by a technical note and “Fulfillment is not allowed.” The order is already completed. Nothing more can be delivered on it.
• “Order is not authorized. Authorize the order before fulfilling.” Go back to the Sales Order page and authorize the order first.
• “Debtor is blocked. Unblock the customer in Exact Globe (customer card > Status) or fulfil a different order.” Unblock the customer in Exact Globe.
• “Warehouse [code] is blocked. Unblock it in Exact Globe (Inventory > Warehouses) or change the order’s warehouse.” Unblock the warehouse in Exact Globe or change the warehouse on the order.
• “Failed: No TIPP PRO licence available; please reach out to TICE-IT. …” The licence is not TIPP PRO. Install the PRO licence on the License page (Modules, TIPP, Setup, General, License).
• “Could not connect to the Exact Globe back-office for this division. …” Check the SQL settings on the Backoffice Connection page and the licence on the License page.
• “This order has main items that Exact Globe delivers as their components (Items: Explode). The installed TIPP Transactions service cannot book those: update the TIPP Transactions installation, or fulfil this order in Exact Globe.” Ask your TIPP administrator to update the TIPP Transactions service, or fulfil the order in Exact Globe.

Messages before anything is sent

• “Enter a valid fulfillment date.” The Fulfillment date is empty or not a valid date. Enter a correct date.
• “Line [number] ([item]): pick a location.” Choose a Location on that line, or set Deliver now back to 0.
• “Line [number] ([item]): pick the location the goods come back into.” Choose the location on that R line.
• “Line [number] ([item]): no located stock is available for this item in warehouse [code] – either none has been received yet, or other lines above already claim it all. Receive stock first, reduce the other lines, or set Deliver now back to 0.” Receive stock in Exact Globe, lower other lines using the same stock, or set this line to 0.
• “Line [number] ([item]): pick a serial number.” and “Line [number] ([item]): pick a batch.” Choose it on that line. On R lines the messages ask you to enter the serial number of the unit that comes back, or the batch number of the goods that come back.
• “Line [number] ([item]): serial/batch number [number] is entered but Deliver now is 0. Enter the quantity, or clear the serial/batch number.”
• For components the line label reads “Line [number], component [item]”.
• “Line [number] ([item]): enter a quantity on at least one of its components, or set the main item to 0 in the Main items step.” and “Line [number] ([item]): its components have a quantity, but the number of main items is 0. Enter it in the Main items step.”
• In the Main items step: “Line [number] ([item]): enter a number.”, “Line [number] ([item]): at most [quantity] is still open.” and “Line [number] ([item]): enter a whole number (the item is not divisible).”
• “No lines with a quantity to deliver.” Every line has Deliver now at 0 or is unticked. Enter a quantity on at least one ticked line.
• “Lines that are taken back get no delivery note (see the ? next to the page title). Set Output to Skip, or deliver a line as well.” You chose Printer or E-mail while only taking lines back.
• In the Print delivery note dialog: “Choose a layout for the delivery note.”, “Number of copies must be a whole number from 1 to 99.”, “E-mail output needs an e-mail address.” and “E-mail output needs a subject.”
• “The Synergy confirmation dialog could not be opened, so nothing was posted. Reload the page and try again.”
• “Line [number] ([item]) is no longer open (it was processed by another user or process). Close this window and open Fulfillment again to see the current open lines.” Someone else delivered it. Reopen Fulfillment.
• “Line [number] ([item]): [quantity] in total, but only [quantity] is still open on this line. Close this window and open Fulfillment again to see the current open lines.” The open quantity changed. Reopen Fulfillment.
• “Sales order [number] was not found – it may have been deleted or completed in another session. Close this window and open the order again.”

Answers after a save

• Success: “Delivered.”, “Delivered; the delivery note was sent to the printer.”, “Delivered; the delivery note was e-mailed.” and, when negative lines were taken back, “The negative lines were taken back into stock.” The message ends with “(ref: …)”. The pop-up then closes.
• “Failed: [reason] (ref: …)”. The delivery was refused by Exact Globe or the service. Read the reason, fix it, and give the ref code to support if the reason is unclear. Nothing was booked for the refused step.
• “Busy: another change is being saved in Globe+ right now, so this one was not sent. Nothing was saved. Try again in a moment.” The same message can say “Synergy is handling other changes” or “Exact’s Entity Service is handling other changes”. Use Try again.
• “Not saved: …” followed by the cause and “the service has no record of this request, so it never reached Globe+. Try again.” Use Try again.
• “Partly saved: …” Only part of the work was saved. Do not repeat it blindly; check the order in Exact Globe.
• “Still being processed: …” The service has not finished the request yet. Wait a moment and use Try again to get the result; it is not done twice.
• “Could not confirm whether this was saved: …” Check the order in Exact Globe (Globe+) before you go on. Try again is offered and does not book twice.
• “The answer from the server was lost (…). It may have been saved. Try again: what already went through is not done twice.” Use Try again.
• “The delivery was booked and the delivery note was printed (or e-mailed), but the negative lines were not taken back: [reason] Close this window and open Fulfillment again to take them back; do not deliver again.” The delivery is done. The window locks. Reopen Fulfillment and take back only the negative lines.
• “Could not reach the TIPP Transactions service at [address]. Check that the ‘TIPP Transactions’ Windows service is running on the web server, and that the Service Base URL on the TIPP Engine Settings page [Modules, TIPP, Setup, Connections, Engine Settings] is correct …” Nothing was posted. Ask your administrator to start the service or correct the Service Base URL and use the Check Running Service button there, then use Try again.
• “The TIPP Transactions service did not accept the request from Synergy (not authorised), so nothing was posted. …” Ask your TIPP administrator or TICE-IT (tipp@tice-it.com) to repair the TIPP Transactions installation.
• “The TIPP Transactions service could not be reached to check that it can book the main items (explode) of this order, so nothing was posted. Check the Service Base URL and use the Check Running Service button on the TIPP Engine Settings page, then try again.”
• A message that says the API key could not be read or decrypted. Nothing was posted. Ask your administrator to re-run the TIPP Transactions installer or check the TIPP Engine Settings page.
• A message that mentions @CORE_SDK. The TIPP add-ons are not initialised in that Exact Globe company. In Exact Globe open System, General, Settings, Add-ons, click Initialise under Actions, click Start, then retry.
• “The back-office returned an HTML page instead of JSON …” Your session probably expired. Refresh the page, sign in again if asked, and retry.

What you cannot do here

• You cannot deliver more than the open quantity of a line, or more than the stock available at the chosen location or batch.
• You cannot change the order, its lines, prices or the warehouse. Do that on the Sales Order page or in Exact Globe.
• You cannot unblock a customer or warehouse here. Do that in Exact Globe.
• You cannot receive stock here. Receive stock in Exact Globe.
• You cannot choose a printer, add Cc or Bcc recipients, add a covering letter or e-mail template, or print a return note for lines taken back. Do that in Exact Globe.
• You cannot undo a delivery from this page.
• Without a TIPP PRO licence you can only view the page.

Related pages

• Sales Order: the page you open Fulfillment from. Authorize, complete and edit the order there.
• Sales Order Return: used when delivered goods come back.
• License (Modules, TIPP, Setup, General, License): to install the TIPP PRO licence.
• Backoffice Connection (Modules, TIPP, Setup, Connections, Backoffice Connection): the connection to Exact Globe.
• TIPP Engine Settings (Modules, TIPP, Setup, Connections, Engine Settings): the Service Base URL and the Check Running Service button for the TIPP Transactions service.

Common questions

What is the Fulfillment page for? It books a delivery of goods for a sales order. Choose lines, quantities, locations and serial or batch numbers, then click Fulfil now. Negative lines on the same order are taken back into stock in the same click.

Why is the Fulfil now button greyed out? The order is completed, not authorized, not found, the customer is blocked, the order’s warehouse is blocked, or the order has main items and the TIPP Transactions service cannot book them. The red message at the top tells you which. Fix it and reopen the pop-up.

Why does Deliver now show 0 on every line? It always starts at 0 so nothing ships by accident. Type the quantity you are delivering on each line you want to ship.

Why was my quantity reduced or a new line added? Either the chosen location or batch does not hold enough, so the line is lowered to the available quantity and the remainder moves to a new light blue line, or you delivered less than the open quantity and a line for the rest appeared. For serial items each line is always 1 unit.

What do the numbers in brackets mean? They are the quantity still available at that location or batch. They go down as other lines in this window claim the same stock.

Why is a line missing from the list? Only lines with an open quantity are listed. Fully delivered lines, closed lines, lines without an item or warehouse, and shipping, payment or charge lines are not shown.

Why does a line say “No stock at any location”? There is no stock booked for that item in the warehouse. The line starts unticked and its quantity is disabled. Receive stock in Exact Globe first.

How do I deliver a sales order with main items? Click Fulfillment. The Main items step opens. Enter how many of each main item to deliver, click Next, then pick location and numbers for the components and click Fulfil now.

Can I e-mail the delivery note? Yes. In the Print delivery note dialog choose E-mail, pick Debtor or Other, and fill in the address and the Subject. Cc, Bcc, a covering letter and an e-mail template are not available here.

What does Try again do and is it safe? It repeats the same click with the same data and the same click key. A step that already went through is not booked twice. The button only appears when repeating is safe: busy, not saved, still being processed, or unclear answers.

What is the reference at the end of an error message? It is the request ID (ref) of the call to the TIPP Transactions service. Give it to support so they can find the call in the service’s request log.

The message says “Unknown” or “Still being processed”. What now? TIPP could not confirm the result. Check the order in Exact Globe (Globe+) first. If you use Try again, what already went through is not done twice.