B2B Order Processing (New)

B2B Order Processing (New)

Software Plan : Growth & Enterprise
Account Type : Seller Account
Inventory Type : Serialized & Non-Serialized

Feature description

Easyecom announces a significant upgrade to its B2B order processing platform, prioritizing enhanced efficiency, streamlined workflows, and greater automation for businesses. 

Use Case

When a company orders goods from another company in bulk, a bulk order gets created which is known as a B2B order. This article will show the complete workflow of how an order gets created and fulfilled. 

Required Settings

Settings accessible from UI

1. Auto Assign Inventory For B2B Orders at order import - Enable or Disable
With this setting, the B2B orders will be auto approved, user won't have to approve the orders manually

2. Activate bulk SKU scanning at B2B Order processing - Enable or Disable
This setting will allow the user to add the quantities in bulk instead of scanning one by one

Settings to be done from backend

For Handover

A default setting will be enabled "shipTogether":"2"
This setting will allow the user to scan the consignment and then boxes one by one in the handover.

If user needs to scan box at handover then they can get this setting enabled
"box_scan_at_handover":1
This setting will allow the user to scan the boxes on the handover page without scanning the consignment.

For Packing slip

"generate_packing_slip_after_invoice":1  
When enabled, packing slip can be downloaded only after invoice generation.  
Box Number and Box Count will be printed on the packing slip after invoice generation.

"generate_packing_slip_after_invoice":0  
Packing slip is downloaded immediately after closing the box.  
Box Number is printed at the time of packing (before invoice).

For Paper Picklist

"b2bPicklist":0
This setting will allow the user to print the picklist from the web

"b2bPicklist":1
This setting will disable the option to print the picklist from the web as HHT will be used in this case

Workflow (Process Optimised Flow)

Step 1-  Create Order

Go to (+) icon and click on “Create Bulk Order” or you may go to Order (main menu) > B2B Orders > View Orders > Create

  

OR


Step 2-  Choose the Order Type as “B2B”


Step 3- Add Customer Details

Mention the customer created from the Customer Master


Step 4-  Fill in the required column to create an order

Appointment Number- A unique identifier for the delivery slot scheduled with the customer.
Appointment Date- The exact date by which the goods must be delivered.

Many B2B customers operate on strict delivery schedules. If the goods are delivered:

  • Earlier than the appointment – they might refuse or return the shipment.

  • Later than the appointment – they might not accept the order or penalize the seller.

These fields help ensure that goods are delivered on a scheduled date and time agreed upon with the B2B customer.

Calculate Price from Pricing Master- If you wish to calculate the price using pricing master, you may check the box, if not, you may uncheck the box.


Note-
  1. New pricing master will not work for international customers and "Calculate price from pricing master " option will not be shown for international customers
  2. When New B2B is enabled, combo product cannot be added while order creation

Step 5-  Once the order is approved, to view the order details,

Go to Orders (main menu) > B2B Orders > View Orders

SKU Swapping

Users can replace an existing SKU with another SKU from the Order Details page before picklist creation.

Availability
  • Allowed in order statuses:
    • Approval Pending (Auto Assign Inventory OFF only)
    • Assignment Pending (Auto Assign Inventory OFF only)
    • Assigned
    • Pending
  • Not allowed once picklist is created or picking starts
Rules
  • Swap is allowed at SKU level only
  • Quantity cannot be changed
  • Same invoice ID is retained
  • Swapped SKU's hisotry is availanle under order's Notes
Pricing Validation
  • If pricing is calculated from Pricing Master:
    • New SKU must have pricing defined
    • Swap is blocked if pricing is missing

  • If pricing is not calculated from Pricing Master:
    • New SKU uses the price provided during order creation
Picklist Impact
  • Picklist contains only the updated SKU
  • Old swapped SKU does not appear

Step 6-  Go to Actions and click on Create Picklist



Step 7- Select Picklist Criteria

If you wish to divide the picklist into multiple picklists, keep the box unchecked and choose the zone to divide the picklist as per the zone and click on Submit



If you do not wish to divide the picklist, check the box and click on Submit



Incase of UoM inventory, user will not be able to select the size of the picklist
Once the details are submitted, the order will automatically get added to the batch.

Step 8-  Go to Order Batches B2B to view the batch.

You may also sort your batches according to the below mentioned filters. Click on More Filters and choose the filters according to your requirement.





Assign the Picker and the Packer and Print the picklist.



You may also bulk download the picklists.


Step 9-  Click on the Batch ID or Go to Packing and Sorting and scan the Picklist ID


OR 


Step 10-  Once the picklist ID is scanned, you will get the option to Create Box


Step 11-  The box will be created and you will receive the Box ID with the barcode.



Step 12-  Scan the Box ID, then scan the SKU/EAN/SERIAL/UOM.

You may scan the items one by one.





In case of adding quantities in Bulk, kindly enable the setting named  “Activate bulk SKU scanning at B2B Order processing” enabled by going to Account Settings > Other settings. (this will only work for Non-Serialized Account)

For Serialized account, the above mentioned setting will not be enable and an error will be displayed. Hence, you need to scan the items in the box one by one.


You may add the quantities of SKU/EAN/UOM in bulk for Non-Serialized Account



Once all the quantities are scanned, all the items will be packed. Click on OK



Step 13-  Close the box.

Closing the box is important so that the invoice can be generated.



Enter the box ID again and click on Proceed



Mention the dimensions and close the box (this is optional).


Box Number
On closing a box, the system automatically generates a Box Number for that box.
The Box Number starts from 1
for the order and increments sequentially based on the order in which boxes are closed.
Box Number is generated only once, is mapped to the system-generated Box ID, and does not change.
Box Number is printed on the packing slip based on the configuration of "generate_packing_slip_after_invoice".

The generated Box Number is displayed in the View Boxes modal against the corresponding Box ID.



Packing Material

If you wish to set the Packing Material for your B2B order. Go to Account Settings > Other Settings




Enable "Activate B2B Packing Material".


If you enable it, you will get the option to choose the packing material before closing the box.


Note- To add packaging material, please ensure that it has been created as a product first.
Add the packaging material for the order.



Step 14- Packing Slip

As soon as the box is closed, packing slip will be auto downloaded. You may also click on View All Boxes and generate the packing slip manually. 




Packing Slip Behaviour Based on Configuration

If "generate_packing_slip_after_invoice" = 0:
• Packing slip is auto-downloaded immediately after box closure.
• Box Number is printed below the Order Number at the time of packing.

If "generate_packing_slip_after_invoice" = 1:
• Packing slip can be downloaded only after invoice generation.
• Box Number and Box Count are printed after invoice generation.
• Box Number will not print on the packing slip before invoicing.


You may also generate the barcode of the box


For partially processed orders:
If some boxes are invoiced and some are not, Box Number printing follows invoice status.
System prints only closed and invoiced boxes when configuration is set to 1.

Step 15- Go to Start Invoicing


Start scanning the Box ID/IDs



If Skip Box Scanning During Invoicing is enabled, then after scanning the first box, click on View All Boxes. This will display all closed boxes associated with the order. Clicking Add To Consignment will add all closed boxes to the consignment at once.
Or else, you can scan each box individually.



Once, all the boxes in the order are scanned or added in the consignment, click Generate Invoice


Check the Export Section to download the invoice


OR

Step 16- Create Consignment

Go to Manage Consignment and click on Create Consignment


Select the order type as "Business Order" and Customer’s Name and click on Create


A Consignment ID will be created. Click on OK



Step 17-  Once the consignment is created, click on Action to start the invoicing



Step 18-  Scan the Box ID

Bulk invoicing allows the users to scan multiple boxes and print the invoice in bulk


If Skip Box Scanning During Invoicing is enabled, then after scanning the first box, click on View All Boxes. This will display all closed boxes associated with the order. Clicking Add To Consignment will add all closed boxes to the consignment at once.
Or else, you can scan each box individually.


Notes
Note- One consignment batch can have a maximum of 5000 boxes
Enabling the MIC setting allows users to combine different orders from the same customer. This creates a single, consolidated invoice for all the items..  Please get the settings enabled from the Easyecom Support Team.
If  the MIC setting is disabled, users must fulfill each customer's orders one by one. This results in separate invoices being generated for each order. In the invoice. order number will be shown in place of the consignment number.

If user wish to remove the box that has scanned, go to Remove Box and scan the box again to remove it from the consignment. Once the box is scanned, a pop up will appear,  check the box and click on Proceed, the box will be removed.



Step 19-  Generate Invoice

To generate the invoice once the box is scanned. Click on Generate You may find the invoice in the export tab. After generating the invoice, E-invoice will also be generated





Invoice with MIC enabled
  

Invoice with MIC disabled

The status of the consignment will be changed to Invoiced. To view the consignment,  go to Actions and click on View Consignment



Step 20- Generate Packing Slip

You may also generate the packing slip after invoicing which will also have the consignment number.  Go to Action and click on Generate Pack slip post invoice (to enable the setting, please connect with EasyEcom support)







InfoYou may download the invoice or the consignment doc. Go to Actions and click on Downloads



Step 21-  To create Manifest for the B2B order,

Go to Orders (main menu) > B2B Orders > Manage Handover.
Click on Create Handover and a handover batch will be created.



Step 22- Scan Consignments

Go to Actions and click on Scan Consignment or Scan Boxes. If shiptogether1 setting is enabled, you will get the option scan consignment. If shiptogether2 setting is enabled, you will get the option to scan consignment and then the boxes.

With Shiptogether1 enabled


Multiple consignment can also be scanned



Note- One handover batch can have a maximum of 100 consignments.
With shiptogether2 enabled




With shiptogether2 & box at handover enabled


Step 23- Add Shipping Info

Once the package is added to the handover, add the shipping information





Note
  1. If the order invoice value is more than Rs 50,000, shipping information will be mandatory to give. If it is less than Rs 50,000, you may directly generate the manifest

Click on Generate Manifest



Manifest will be downloaded in the export tab
Manifest with shiptogether1 enabled


Manifest with shiptogether2 enabled

Auto Batch Closing

Scenario 1: When all orders within a batch are shipped and the manifest is created, the system will automatically close the batch.



Scenario 2: When all orders within a batch are cancelled, the system will automatically close the batch.



Scenario 3: When an order has both shipped and cancelled items, and the manifest is generated, the system will automatically close the batch.



In the above image, out of 20 suborder items, 5 suborder items are in "Manifested" stage and 15 suborder items are in cancelled. Hence, the system closed the batch automatically.

Scenario 4: When the order is partially shipped and partially packed, the system will not close the batch automatically but user will get the option to close the batch manually



In the above image, out of 20 suborder items, 5 suborder items are in "Manifested" stage and 15 suborder items are in "Pack Started" stage. In this case, the system will not close the batch, but user can close the batch manually.

To view all the shipped orders, go to Orders (main menu) > B2B Orders > View Orders > Shipped Orders. Set the date filter and click on Submit

FAQs

1.How many line items / SKUs are allowed in a B2B order?
Currently, there is no limit of line items/ SKUs in B2B Orders.

2.Is shipping information required for all orders?
No, shipping information is only mandatory for orders above Rs 50,000. If your order value is less than Rs 50,000, you can proceed without providing shipping information and the manifest will be generated automatically.

3. Does the new pricing master apply to international customers?
No, the new pricing master is currently not applicable to international customers. Additionally, the "calculate price from pricing master" option will not be available for international orders.

4. Can I add combo products when creating an order in the new B2B system?
Currently, adding combo products directly while creating an order is not supported in the new B2B system.

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