Fulfilling Sales Orders

Fulfillment is where you tell Fast2Task how each sales order line will be supplied. Every line tracks its own fulfillments, a line can be split across several sources, and everything stays linked so you can trace goods from order to delivery.

This article covers the sales-order side; the five sources themselves are explained in Fulfillment Sources Explained.

Fulfilling a line

Each line in the Fulfill section shows the quantity ordered, its unit cost and margin, and its current fulfillment state. Click Fulfill on a line and choose a source from Fulfill From:

From Stock

Pick the stock location to supply from. The quantity is committed against that location.

From a Purchase Order

For goods you need to buy in:

• Create New Purchase Order: choose the supplier; Fast2Task shows the supplier’s product cost so you can confirm pricing, and creates a draft purchase order with this line on it.
• Add to Existing Purchase Order: pick an open purchase order for the supplier and the line is added to it, so you can batch multiple sales orders into one purchase.

The purchase order and the sales order stay linked, so when the goods are receipted, you can see exactly which order they were bought for.

When the supplier sells the product in packs (for example cartons of 24), and the quantity needed is a whole number of packs, the purchase order line is raised in the supplier’s pack: 48 each becomes 2 cartons, at the supplier’s carton price. Otherwise the line stays in the sales order’s unit, with the supplier’s cost converted to that unit, so you’re never silently made to buy a full pack. Receipted packs count towards the fulfillment in the base unit, so 2 cartons received covers the 48 each.

If you link a supplier to the product from this dialog, its standard cost is seeded from the product’s cost, never from the sales order’s sell price.

Tip

Leaving purchase orders in draft for a while lets you consolidate multiple POs for the same supplier. For example, send all purchase orders at the end of the day so that day’s sales orders are batched into fewer, larger orders per supplier.

From a Work Order

For goods you manufacture, Fast2Task creates a work order to produce the quantity. Track production from the work order; the fulfillment links the two documents.

Kit

Kit products fulfill by drawing their component products from stock.

Non-stock

Services and other lines with no physical goods, fulfilled without touching inventory.

Auto-fill

Click Auto Fill to fulfill the whole order at once. The Auto-fill Fulfillment dialog lists every unfulfilled line with a proposed quantity and source. Adjust any line’s Fulfill From choice, then Confirm.

Partial fulfillment

Enter a smaller quantity to fulfill part of a line now and the rest later. For example, ship what’s in stock today and put the balance on a purchase order. Each fulfillment is tracked separately through dispatch and invoicing.

Splitting and merging fulfillments

Each fulfillment under a line is numbered (Fulfillment #1, #2 and so on), and has its own menu:

• Split fulfillment: carve part of the quantity off into a new fulfillment with the same source, for example to ship 10 of 20 now and the rest next week. Enter the quantity to split off; the dialog shows how the two parts will add up. The new fulfillment keeps its original place in the queue for purchase order or work order supply.
• Merge with #2: combine two fulfillments back into one. Fulfillments can only be merged when they come from the same source (stock location, purchase order line or work order), are in the same unit, carry the same notes and are linked to the same invoice line, so the merged row never claims something only part of it has. Hovering over a merge option highlights the fulfillment it would merge with. Merge all matching combines every matching fulfillment on the line at once.

Fulfillments that are already on a shipment can’t be split or merged.

Correcting fulfillment links

Every fulfillment points at where its goods come from and where they went: a stock location, a purchase order line, a work order, a shipment and an invoice line. If those links get out of step, for example after lines were edited or goods were invoiced on the wrong order, choose Correct Fulfillment Links from the sales order’s three-dots menu.

The page lists every line on the order with its fulfillments, and flags anything that doesn’t add up: totals that don’t match the line, a link to a line for a different product, or a purchase order line claimed by more fulfillments than it holds. Tick Only show lines needing attention to focus on the problems. From there you can:

• change a fulfillment’s quantity, source or stock location
• move a fulfillment to a different line with Move to line
• point it at the right purchase order, shipment or invoice line, or Unlink it. The link picker suggests documents already linked to this order first, and Include other clients widens the search.
• Add fulfillment to a line, or delete one
• move fulfillments that point at a line no longer on the order, listed under Unknown sales order line

Nothing is saved until you choose Save changes, and every edited row can be put back with Revert, or all of them with Discard changes.

Fulfillment states

Each line shows where its fulfillments are up to:

• Not fulfilled: no source chosen yet
• Fulfilled: source chosen, goods not yet dispatched
• Shipped: on a dispatched shipment
• Invoiced: invoiced to the customer

Removing a fulfillment

Delete a fulfillment from its menu while it’s still only a plan. If the fulfillment has been shipped or invoiced, Fast2Task warns you; remove it from the shipment or credit the invoice first if you genuinely need to unwind it.

Stock pick lists

For warehouse picking, a sales order can generate a stock pick list, a checklist of items and locations for the person picking the goods. Pick lists live alongside the order and stay linked to it.

Next step

Once lines are fulfilled, move on to Dispatch, Shipments and Invoicing.