Vendor Order Fulfillment with Invoice Generation

Software Plan: Growth & Enterprise

Account Type: Seller Account & Aggregator 3PL

Inventory Type: : Serialized & Non-Serialized

Feature description

This feature streamlines the order fulfillment process between sellers and vendors.

• Seller Actions:
  • A seller creates an Approved Purchase Order (PO) for a vendor.
  • The PO is automatically transmitted to the vendor's panel as a B2B order.
• Vendor Actions:
  • The vendor receives and processes the B2B order.
  • Upon order completion, the vendor generates an invoice.
    
• Seller Actions (Continued):
  • Once the seller receives the invoice from the vendor, they can proceed with the GRN for the PO.

Use Case

Scenario:

An online retailer, "Fashion Trends," specializes in selling trendy clothing and accessories. To ensure a steady supply of in-demand products, they need to efficiently manage their inventory procurement process.

Problem:

• Manual Order Tracking: Previously, Fashion Trends relied on manual processes to track orders placed with their clothing manufacturers. This involved creating purchase orders (POs), manually sending them to vendors, and then tracking order fulfillment through emails and phone calls.
• Delayed Invoicing: Vendors often took time to generate invoices, leading to delays in inventory receipt and impacting cash flow.
• Inefficient GRN Process:The Goods Receipt Note (GRN) process was manual and prone to errors, requiring manual data entry and reconciliation. 
  

Solution:

By implementing the described feature, Fashion Trends can streamline their procurement process:

1. Automated Order Placement: When Fashion Trends needs to replenish inventory, they create a PO within their internal system. This PO is automatically transmitted to the vendor's panel as a B2B order.
2. Vendor Order Fulfillment:
   The clothing manufacturer receives the B2B order and processes it. Once the order is fulfilled, they generate an invoice within their system.

Required Settings for this feature to work

Settings to be done from the backend

1. "sendMailForVendor":1

This setting allows the vendor to create their credentials for the vendor panel by sending an automated "Reset Password" email. It also lets the vendor see all the master SKUs created in the seller account.

2. "autoB2bInVendor":1

This setting will create a B2B order on the vendor panel and enable the new B2B UI by default.
Once the new B2B gets enabled on the vendor panel, all the below-mentioned settings will also be enabled-

"box_scan_at_handover" => "1",

 "is_b2b_new" => 1,

 "shipTogether" => "2",

 "DirectedBinSuggestion" => 0,

 "packingStationB2b" => "1"

For old sellers, they need to update the already existing vendors. Sellers can reach out to our Easyecom support team to update the old vendors.

Workflow

Step 1: A seller will create an Approved Purchase Order for the vendor. To learn how to create a Purchase Order, go to Creating Purchase Orders

A B2B order will be created on the vendor panel.

A vendor has to maintain the inventory at their end to fulfill the orders. The inventory on the vendor panel can be inward through GRN/Auto GRN.

Step 2: On the Vendor Panel, the vendor will go to Orders > B2B Orders > Unapproved Orders

Step 3: In Unapproved Orders, the vendor will select the customer and click on Submit

Step 4: Confirm the required quantity and click Approve Order

Step 5:  Go to Unassigned Orders, Select the customer and click Submit

Step 6: Click on View Order

Step 7: The vendor will now Confirm the quantity and click Assign Order

Click OK to approve the order

Step 8: Now go to Orders > B2B Orders > View Orders. You will be able to see the order.

Step 9:  Scroll right and click Create Picklist

Step 10: The order will automatically get added to the batch. Go to Order Batches B2B to view the batch. Click on the Action button and print the picklist.

Step 11: You may click on the Picklist ID or Click on the Batch ID to proceed with the packing.

Step 12: If you click on the Batch ID, you must scan the Picklist ID. If you directly click on the picklist ID, the picklist will be auto scanned.

Step 13: Once the picklist ID is scanned, you will get the option to Create Box

Step 14: The box ID will be auto-scanned. Scan the SKU/EAN/SERIAL/UOM. You may scan the items.

Step 15: Add the number of items in the box.

Step 16: Close the box. Closing the box is important so that the invoice can be generated.

You may choose to close the box with dimensions or without dimensions.

Step 17: Mention the dimensions and close the box (optional).

The packing slip will be auto-downloaded/printed as soon as the box is closed.

Step 18: Go to Start Invoicing and scan the Box ID.

Step 19: Once all the boxes in the order are scanned, click Generate Invoice.

Check the Export Section to download the invoice.

Step 20: 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 21: Go to Actions and click on Scan Boxes.

Step 22: Once the package is added to the handover, add the shipping information

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

Step 23: Click on Generate Manifest

Manifest will be downloaded in the export tab.

For detailed information on how to process B2B orders, click here.

In case the seller tries to complete the GRN before the vendor generates the invoice for the order, the seller will get the error shown in the below image.

Once the vendor generates the invoice, the seller can complete the GRN process through their Easyecom system.

Other Related Articles

1. Creating Purchase Orders
   
2. Configure GRN Screen
   
3. Create Goods Receiving Note (GRN)
   
4. Creating Vendors in Easyecom
   

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