Container Processing Guide

Created by Migration Bot, Modified on Fri, 23 Oct at 2:29 PM by Migration Bot

Originally written by John Hardwick, last updated Apr 16, 2024, on the Swan Retail knowledge base (FRS).

This document is based in SwanFRS release 1205

Overview

This document details the setup and operating protocols for container processing.

The container is effectively one or more purchase orders (order lines) collated together for tracking purposes. Containers can be domestic or imported with additional timing controls for imported goods enabling more realistic dates to be provided for customers at point of order, which is of importance when selling from an existing container.

Care should be taken when quoting delivery times for goods where the lead time cannot be established until sufficient demand has been amassed before the container can be processed. In these circumstances it is suggested that a sales message or caveat be created advising the salesperson / customer that the lead times specified are subject to the next container being processed.

System Configuration

Application Parameters

Menu Location: System Admin > Admin > Set Up Application Parameters

See Set Up Application Parameters

There are three application controls pertaining to container processing.

CONTAINER_CUSTOMS_DAYS	Specify the number of default number of days it takes for an imported container to clear customs. (Range 0 to 99 days)
CONTAINER_TRANSFER_DAYS	Specify the default number of days it takes to move goods between locations. (Range 0 to 99 days) This field is used as a with import containers if there are no transfer timings set for the dock to warehouse.
USE_CONTAINERS	This parameter must be ticked to turn on container processing.

User Privileges

Two user privileges control access to container processing.

CONTAINER_SEARC	Users with this privilege can search but not maintain containers
CONTAINER_SETUP	Users with this privilege can maintain but not search containers
OVERRIDE_CONTAINER_PO_DATE	Ticking allows the user to disregard the ‘required before’ warning message produced when an attempt to add a purchase order to a container is attempted where the requirement date of the purchase order is before the expected ‘to stock’ date of the container.

Locations

Menu Location: System Admin > Sales > Set Up Locations

See Set Up Locations

If importing containers from foreign shores will require the creation of a ‘docks’ location.

Setting the docking location parameter generates the following warning screen, advising that the docks location cannot sell, order, or distribute goods.

The dock's location is a pseudo location not truly owned by the retailer and is used as a holding location until the goods have cleared customs.

Business Areas

Menu Location: System Admin > Set Up Business Areas

See Set Up Business Areas

Dock locations need adding to the business area / operator visibility to be able to see / use them. A dock location can exist in more than one business area.

Product Definition

Menu Location: Products > Set Up Product Pricing

To control the utilisation of the container SwanFRS has a packaged cubic and a number of seats.

When setting the packaged cubic it is recommended that you use a standard unit of measure across all items within the supplier.

packaged cubics and number of seats can also be defined with the product creator spreadsheet and imported into SwanFRS.

Transfer Timings

Menu Location: Products > Set Up Transfer Timings

See Set Up Transfer Timings

To ensure SwanFRS provides an accurate estimate of arrival for imported goods the setup transfer timings routine is available (administration > warehouse menu) which uses the ADMIN_HEADER user privilege.

This routine allows the operator to define the transfer times between various locations within the estate. Where not set the system will use the default timing set in the CONTAINER_TRANSFER_DAYS application parameter.

The sending location is defined via the drop down in the routine header. The system will only show locations visible to the operator.

Via the new button the operator will then be able to specify the number of days it takes to transfer goods from the sending location to the destination location.

The destination location is chosen from a drop down list again only showing locations visible to the operator.

The number of days is an integer in the range 0 to 99.

If a location destination has been specified which is not available to the operator the system will not show the record in the table.

Container States

Icon	Description
INITIAL	The container has been created but not yet shipped.
SHIPPED	The container has been shipped.
DOCKED	The container has docked.
PART RECEIVED	The container has been part received.
FULLY RECEIVED	The container has been fully received.
WORK IN PROGRESS	These icons represent goods on purchase orders which are linked to a container.
ON HAND AT DOCKS	These icons indicate the goods have arrived at the docks. They are classed as on-hand but not yet available for delivery. Once the container has cleared customs and the items have been booked in at the destination location the goods will become deliverable to customer.

Container processing

Internal orders

When operating with containers the routine will show a ‘packaged cubic’ column and ‘number of seats’ per line and supplier to aid with the building of a purchase list.

Summary View

Detailed View

Packaged Cubic

The column shows the total cubic for that order line (i.e., SKUs packaged cubic * order quantity) and in brackets the total cubic on the internal order for that supplier.

For example, 12(403) indicates 12 cubic for the SKU and a total of 403 Cubic’s for the supplier on this internal order. (Note – the internal order can contain lines for more than one supplier therefore the total bracket cubic will change for each line on the IO linked to the supplier as a new item is added to the order)

Seats

This column shows the total seats for that order line (i.e., SKUs seats * order quantity) and in brackets the total seats on the internal order for that supplier.

For example, 4(43) indicates 4 seats for the SKU and a total of 43 seats for the supplier on this specific internal order. (Note – the internal order can contain lines for more than one supplier therefore the total bracket seats will change for each line on the IO linked to the supplier as a new item is added to the order)

Container collation

There are two routines relating to container processing both reside within the purchasing menu.

New container allows the generation of containers and requires CONTAINER_SETUP privilege to access.

Find containers allows the operator to search for containers and requires the CONTAINER_SEARCH privilege to access.

New Containers

Subject to permissions new containers can be created directly from the purchasing menu via the New Container option or via the NEW button within Find Containers.

Field	Contents
Supplier	The routine presents a drop-down list containing active suppliers visible to the operator. This is a mandatory field and cannot be changed once one or more purchase orders have been linked to the container.
Container Ref	Free format text box allowing the operator to change / specify a container reference. This field must be unique within supplier.
Order Date	Defaulting to the system date, this field should represent the date the container was created. The operator may choose a date from the calendar or type in a date. There are no restrictions as to the chosen date. This date is not amendable once the container is flagged as shipped. (The system will record the actual creation date of the container for tracing purposes)
Shipping Date	This is the date the container is shipped from the supplier. This date can be amended up to the point the first element is GRN’d into stock but must be later than the order date. This date is not amendable once the container is flagged as shipped. The ship date must be later than the order date.
Docking Date	The date the goods are due for receipt in the docks and is only active for import containers. This date can be amended up to the point the first element is GRN’d into stock but must be later than the order date. Not amended if the container is flagged as ‘docked’, ‘part receipted’, ‘fully receipted’ or ‘invoiced’. For import containers if the receipt date plus and transfer days set between the dock's location and the master receipt location plus the customers clearance days exceeds the distribution date a warning message will be generated.
Distribution Date	The date the goods are due for distribution to the stores / warehouses This date can be amended up to the point the first stock item is receipted either into GRN, for non-import containers, or transferred into a non-dock location for imported containers. The distribution date must be after the receipt date. Not amended if the container is flagged as ‘part receipted’, ‘fully receipted’ or ‘invoiced’.
Container Size	This is an optional field containing the dimensions of the container.
Cubic Capacity	This is the cubic capacity of the container This is a decimal value (2dp)
Seat Capacity	This is the seat capacity of the container Integer value (no decimal precision)
Distribution Location	Select the location where the container goods can be inspected and where necessary distributed to other sites within the estate. The list of locations contains only those locations visible to the operator. If the container has a location not visible to the operator the operator will not be allowed to change the location. Existing restrictions relating to the visibility of locations will apply. This cannot be a ‘dock’ location.
Import	Tick to indicate the container is to be imported
Docking Location	If the container is being imported the system allows definition of a location deemed to be the ‘docking’ location. The list of locations contains only those ‘dock’ locations visible to the operator. If the container has a location not visible to the operator the operator will not be allowed to change the location The list of locations is restricted to those with the ‘docks’ tick box set. Existing restrictions relating to the visibility of locations will apply. If the import tick box is set this is a mandatory field.
Customs Clearance Days	The system uses this date to calculate the transfer note receipt date for imported containers. (Valid values in the range 0 to 99). For new containers the value defaulted will be the default customs clearance days set in the application parameters system for the receiving locations company.
Supplier Contact	Optionally specify the contact details of the person managing the container from the supplier’s perspective.

Clicking the CREATE button causes the system to check the dates entered and if acceptable the container is created, resulting in a screen like that shown below –

At this stage it is possible to add purchase orders / order lines to the container.

When viewed the system will show the container ID followed by the container reference

Associating Purchase Orders to The Container

Clicking the ADD button changes the screen display to the ‘find purchase order’ screen with a list of purchase orders for the container’s supplier.

To add an entire purchase order to the container simply tick the appropriate line(s) and click theADD TO CONTAINER button.

It is not possible to select PO’s already attached to Containers or where one or more line has been booked into stock.

The system performs a series of checks prior to adding the purchase order to the container which may result in a warning message displaying. In some instances, the warning is a physical block resulting in the entire action being rejected, in other instances the operator can proceed past the message and complete the action.

If the operator possesses the OVERRIDE_CONTAINER_PO_DATE it is possible to override the ‘required before' date message and continue with the allocation of the purchase order (order line) to the container. This action will cause any linked sales orders to have show a ‘late delivery’ date to customer status / warning.

Successful additions will appear linked to the container.

Adding the PO to a container changes the status of the PO to Work In Progress which stops any further amendment to the PO.

Associating Purchase Order Lines to The Container

In some instances, it is only possible to add part of a purchase order to the container. This process replicates the add purchase order process with an additional step.

Follow the process of adding a purchase order but click into the detail of the purchase order.

Click the line(s) to be added to the container and click the ADD TO CONTAINER button.

It is not possible to split a purchase order line (adding it to more than one container). If a purchase order line contains a quantity of 10 units and only 5 can be added to the container the order line should be split into 2 lines of 5 thus allowing the allocation across to containers. This is done by using the split button when viewing the stock detail.

The system indicates if a purchase order is linked to more than one container with the word ‘Multiple’ in the Container column.

Allocation Checking

When a new purchase order or order line is attached to the container as part of the update process the system will check the required date on the purchase order against the containers distribution date and will produce a warning should the required date precede this date.

For non-import containers the system will add the number of days to transfer the item between the containers master receipt location and the PO receipt location to the receipt date and if this exceeds the purchase orders required date a warning will be produced.

For import containers the system will add the customs clearance days to the transfer timings from the docks location to the master receipt date to ensure there is sufficient time to get the goods to the customer.

If the cumulative cubic of the items on and to be added to the container exceed the maximum container cubic a warning message will be produced.

If the cumulative seats of the items on and to be added to the container exceed the maximum container seats a warning message will be produced.

Search Container

Users possessing the CONTAINER_SEARCH privilege will have access to the find containers routine available from the purchasing menu, which generates a screen like that shown below –

The operator is invited to enter the search criteria and then click the FIND button.

The table shows all the containers matching the search criteria.

To view the container in more detail, click the container ID.

The cubic shows the Cubic’s currently on the container with the number in brackets representing the maximum cubic capacity of the container.

The seats column indicates the number of seats on the container with the bracketed number the maximum seats available within the container.

Clicking the MARK SHIPPED button indicates that the container is ‘in-transit’. Once shipped the container status and button change as shown below –

Acknowledging the Container

Once the container has been marked as shipped it is possible to acknowledge the container thus updating any linked sales orders with the latest planned delivery date.

To acknowledge select the container from the search list and click the EDIT button. This will provide access to the container acknowledgement screen.

Field	Contents
Ack Ref	Specify the acknowledgement reference provided by the supplier.
Expected Ack Date	Specify the date the goods are expected to arrive into stock.
Confirmed	Tick to indicate the date specified has been confirmed and is happening.

It is not possible to confirm an acknowledgement if either the reference or date are empty.

It is necessary to click the SAVE button to record any changes.

Once changes SwanFRS will automatically update the acknowledgement reference, expected date and confirmation status for all purchase orders (lines within the PO where appropriate) with the latest data.

SwanFRS will also update the sales order status for all order lines linked to the purchase order, advising of the new expected date.

If any sales orders, as a result of the acknowledgment, are expected to be later than the date promised and the operator of the acknowledgement isn’t the ‘owner’ of the sales order, and the alter has been configured, will send a message advising the ‘owner’ or the order of the delay with a view to contacting the customer.

It is possible to acknowledged as many times as necessary.

Container Composition

Clicking the container ID drills down into the detail of the container.

If the container has not been marked as shipped it is possible to change the composition.

Clicking the trash can icon to remove the purchase order from the container. Deleting the PO from the container does not cancel the PO, it only disassociates it from the container.

The ADD button allows the operator to link more purchase orders / order lines to the container.

Clicking the DETAILED VIEW button redisplays this time showing the items within each purchase orders linked to the container.

Click the icon to remove the purchase order line from the container. Deleting the PO line from the container does not cancel the PO, it only disassociates it from the container.

Clinking the EDIT button enables editing of the container header.

It is possible to print the container via the print option on the side panel. This creates an audit like that shown below –

Create Purchase Orders

The create purchase orders routine uses the packaged cubic when showing the cubic volume as well as showing the seats on demand.

Find Purchase Orders

When operating with container processing the find purchase order routine offers the ability to filter by container

The list of matching purchase orders shows the container ID where linked.

If the purchase order is only partially linked to a container the container ID will be suffixed with an asterisk (*)

The system is showing the locked purchase order icon for POs linked to containers. When linked to the container it is not possible to change the composition of the purchase order.

The container column will show one of the following three options

Blank – the PO is not linked to a container.
Container ID – the PO is linked to a container.
Multiple – this legend appears when the PO is linked to multiple containers

If the operator hovers the mouse over the container ID field the system will show a message (information window) will show the container progress status. If the container has ‘multiple’ the message window will show each container number and status

Print PO

When printing a purchase order if the order line is associated with a container the system will show the container ID in the items description. (Highlighted below with the red box)

If the purchase order line is linked to multiple containers the system will show all the containers, it’s linked to in the narrative

E.g. Part of container 9999 or part of containers 9997,9998.

Container Shipping

The container remains amendable until flagged as shipped. Marking the container as shipped is achieved via the MARK AS SHIPPED button.

Once marked as shipped the composition of the container is fixed and cannot be amended. It is still possible to change the container’s header data but not the purchase orders / order lines linked to it.

Note the status changes from INITIAL to SHIPPED. The PO status also changes to WORK IN PROGRESS .

It is possible to revert the container back to not shipped via the same routine should the need arise to change the composition of the container.

Containers must be marked as shipped to be able to be goods receipted

There are two forms of receipting for containers differentiated by whether the container is an import or not.

Domestic Containers

Receiving goods for a domestic container is as per receiving goods for a purchase order in that the operator needs to identify the items being received and optionally allocating them to sales orders (detailed mode)

The routine offers the ability to filter by purchase order, container, SKU, description, model number or manufacturers ID with a keyed search filter where applicable.

The goods receipt routine allows the operator to optionally enter a container ID. If entered clicking the corresponding FIND button populates the supplier

The process of completing the goods receipt header is as per standard purchase order receipting.

If a dock location is chosen as the receiving location and a domestic container (or purchase order) is selected the system blocks the receipt.

Import Containers

Import containers are processed via the Find Containers option rather than the goods receipt process.

To inform SwanFRS that a container has been ‘received’ at the docks initially use the find containers routine and select the container to be processed.

To confirm the arrival at a docking location, select the RECEIVE INTO DOCKING LOCATION button.

This process does not allow the operator to part book in the container – all items on the container are booked into the dock location in one go.

If pressed in error, it is possible to reverse the receipt action via the UNRECEIVE FROM DOCKING LOCATION button shown for docked containers.

Once the container has a receipt logged against it the status icon will change to FULLY RECEIVED (It is not possible to part receive an import container).

If the purchase order on the container is not fully allocated (I.e., one or more line on the PO is linked to this container), the status of the PO will show as WORK IN PROGRESS.

The process of booking in an import container is the first of a two-stage receipt process. SwanFRS acknowledges the stock as being owned by the retailer however at this time the goods are held in customs waiting for clearance therefore not available to be delivered or onward shipped.

By informing system the goods are at the docks a transfer note will automatically generate thus allowing the stock to be moved from the dock location to the specified receiving location. (As set on the containers header)

The required date of the transfer note is the receipt date plus the container’s clearance date plus any location transfer timings built between the dock location and the destination location.

The goods on the transfer note display the ON HAND AT DOCKS stock status, which indicates the goods are on-hand but not yet available for sales and delivery.

At this point viewing a sales order linked to the import container would show the current location of the goods (docks) and a transfer note indicating the goods need to be transferred.

Hovering on the transfer arrow informs the operative of the expected arrive at the container’s distribution centre / receipt location date.

Hovering on the stock icon informs the operator the stock is available but that currently it is held at the docks.

Find Stock

To assist with docks to distribution enquiries the Search Stock from within the warehouse menu offers a container filter, as shown below. This can be used in partnership with the location filter to establish the goods held in the docking location and the status of the transfer note automatically generated in respect of the receipt.

The container ID may be used at any point of the containers progress to find stock, orders etc.

In addition to the container filter the table of data also presents the container ID which subject to privilege can be used to drill down into the container. (Users must possess the SETUP_CONTAINTERS privilege for this hyperlink to be active.

Any stock item held in a ‘docks’ location cannot be ‘returned to supplier’ / written off / processed as a pickup on route / picked as a delivery note / picked for a transfer note - effectively stock held in the ‘dock’ location should be blocked from on-ward processing until the transfer to the maser receipt location has been ‘received’.

Customs Clearance

Menu Location: Warehouse > Find Transfer Note

This step applies to import containers only.

Once the goods have cleared customs the operator should inform SwanFRS of the movement of the goods. This is achieved by processing the transfer note generated by the arrival at docks process and setting the sent date.

Click the Container about to clear customs to view details.

To instruct SwanFRS the goods are leaving the dock specify a send date and click the QUICK SEND button, having specified a Sent Date.

Arrival at The Destination Location

Once the goods have arrived at their destination location, revisit the Find Transfer Note, and open the ‘in-transit’ transfer note.

When opening the container and booking the stock in, it is possible to set the receiving bay by clicking the EDIT button or to specify the bay at item level while processing the receipt.

To receive the stock in the destination location simply set the receiving bay location, tick the appropriate stock line tick box, confirm the received date, and click RECEIVE.

Goods are now booked into stock and can be delivered etc.

Quantity Variations

It is not possible to over receipt an item on the container however it is possible to under receipt however this must be processed via the ‘lost’ in transit feature.

Any items found to be missing from the container once received should be processed via the transfer note lost process.

Identify any item not found when opening the container by ticking the appropriate line item, specify the receipt date and click the LOST button.

The system will not automatically write off lost goods. They need to be manually returned to supplier or written off.

Once goods have arrived at their destination location the system will allow delivery / transfer as per any stock on-hand item.

Lost in transit stock remains at the docks – if genuinely lost this stock should be written off.

It is not possible to over receipt or receive unexpected goods during this process. If additional stock has been received this should either be written on, or a new purchase order raised to the additional items.

Files from the Confluence page