In part one I have shown the design and function behind Product and Inventory management. In this article I'll talk about orders.

    Sales order and purchase order are like two sides of the same coin. Each sales order(SO) can include a mixed bag of products from different vendors. Once a SO has been created, application will parse it into multiple purchase order (PO) and route them to their vendor. Reversely, company can place a PO with a vendor, and purchased products can be used to fulfill multiple sales orders later.

    Order life cycle

    To understand the design of orders, one has to first grasp the life cycle of an order. I'd like to divide its functions into roughly two areas: about physical good and about money.

    The area of physical goods takes care of the acquisition of products on order. This includes shipping, receiving, reconciliation, inventory, product return and substitution. Like what we did in inventory, we maintain a theoretical list which comes from the sales order itself (think of it as a wish list) and an actual list which tracks all the above activities. The ratio between the two is full-fill rate. All products are cleared when full-fill rate hits 100%. At this point, seller has fulfilled what the buyer is expecting, either by original products or replacement or any other forms of settlement in between.

    Order life cycle

    The second area of interest is about money. Depending on the business model and industry, some will require a form of payment, either by a percentage or in full, before any shipment, while others can live with zero down up front. The hinge that links activities handling physical goods and the money is the invoice. Invoice is a detailed record (bill) that both the seller and the buyer will eventually agree in order to proceed with a financial reconciliation. Ideally buyer pays against an invoice, though I have seen other forms of arrangement in different industries. Therefore, on the money side there are also a theoretical represented by invoices and an actual which are actual payments. The ratio between these two forms payment ratio. To simplify things here we will regard financial reconciliation is complete when payment ratio hits 100%.

    Create an order

    Sales order can be taken in one of two ways. The quick way is designed for internal staff to create an sales order by directly typing in line items using a simple syntax:

    Each line starts with SKU number, followed by comma delimited size-qty pairs.

    For example, 234, S-1, M-2 is to order product SKU# 234, one small and two medium. Alternatively one can also create a sales order through traditional shopping cart method.

    One can use a quick way or shopping cart to create a sales order

    Order summary and details

    A nice feature here is that for an aggregated information such as total quantity and sum, the application offers a dropdown that user can easily view a broken-down detail by each vendor.

    Order details are grouped by vendor also. Each vendor tab has details of products on order. At the bottom of tab, the application computes a total qty and total value for that vendor.

    Order detail tabs are a set of shopping basket, one per vendor

    Product receiving and fulfillment

    Product receiving is represented by fulfillment in the application. I call an item fulfilled when buyer side has received and accepted that item. In turn, fulfill rate is the count of items that met this condition over the total products on order. It is important to note that only accepted one is counted as fulfilled. Received counts are inaccurate because item can be received but then returned due to damage.

    fulfill rate = count of fulfilled item / total number of items

    Create an order fulfillment

    Fulfilling a product is almost like filling in an inventory count sheet. Potentially this can be automated using barcode scanner or other form of scanning technology But unlike a count sheet that is specific for a vendor, fulfillment form lists all vendors and products on order. This accounts for the fact that shipments can come in at random order. Therefore, showing them on a single page saves the receiving staff from jumping through multiple screens in order to record shipments. QTY BALANCE column shows the remaining quantity that the application is expecting. This is the theoretical value for a line time, and the addition of all received fulfillment will be the actual.

    Fulfillment summary

    Fulfillment summary is a great way to keep track of receiving status. One interesting distinction here is the fulfill rate of quantity versus that of value. This accounts for the fact that products have different values. Therefore, a 90% fulfill rate of quantity may not be a good news if in value the fulfill rate is much lower. Monitoring this gap can be an early warning sign that the supplier is lagging behind.

    Finalizing a fulfillment is to lock in the receiving status. User can either do this on each fulfillment (eg. in a long running order where fulfillment come in over a stretched period of time), or close them all with a single click. Simple.

    Return a product

    Product return is a common scenario. Rule we applied here is that quantity available for return is determined by received fulfillments. This also means that a return is always associated with an order. This contrasts to the approach where return is checked against inventory regardless how that product got into the inventory at the first place.

    Return a product

    Also, each line item needs a reason. The list is configurable. An important decision to make is who will absorb the damage, seller or buyer. For example, if the agreement is that buyer bears damages if it was caused by third-party shipper, then no credit will be issued, which in the application shows as unchanged account payable. Otherwise, if seller is to pay for this, a credit will be deducted from the current account payable so buyer owes less now due to the return.

    Make a payment

    Make a payment

    The application has not yet integrated with a payment system. As of now it provides a function to register a payment against an order. Also, user can finalize a payment by reviewing it. This in effect locks down the payment so it is not editable anymore.

    Review a payment

    Drop shipping

    Drop shipping is a supply chain management method in which the retailer does not keep goods in stock but instead transfers customer orders and shipment details to either the manufacturer, another retailer, or a wholesaler, who then ships the goods directly to the customer.

    A sales order can include products from different vendors. When we shop at Amazon, products do not necessarily come from an Amazon warehouse. Instead, the order is routed to the actual seller who will fulfill the order as if he works for Amazon.

    The application parses automatically a sales order into multiple purchase orders, one per vendor. These orders will then be tracked individually for fulfillment, payment and so forth.

    Keep purchase orders in sync with sales order in drop shipping

    Purchase order

    I have always viewed purchase as the mirror image of sales. It really depends on whose view you are referring to because in any transaction there are always two parties, one will sell and the other will buy. So from buyer's stand point of view, an order is a PO, and the same order is a SO for the seller. In turn, a SO will reduce inventory while PO increases inventory. However, SO and PO bring in some important factors in practice besides driving the supply chain in opposite directions.

    First, tax. In most cases seller is responsible for paying tax. In application this becomes a requirement that SO has functions to compute and track tax. Because each business model, industry, state and country can be quite different in this matter, this is an area I have experienced a lot of customization and code refactoring.

    Second, what is the relationship of a SO and a PO in your business? Drop shipping, for example, can be modeled as a back-to-back 1-N model where one SO is parsed to create multiple(N) POs. This provides full traceability from sales to purchase. Retail, on the other hand, may purchase in bulk with PO way before a SO takes place. Therefore, seller may not be interested in knowing the product just sold came from which PO. But on top of this, there are retail business to whom such traceability is required, for example, food retailer. Therefore, attempting to answer this question with a single answer will not work!

    What is missing is a business context, something that provides additional information for the application to make such decision. In my client's case, she sells supplier's stock under her name with a markup. Goods are then shipped to her distribution warehouse before re-shipped to end client. Therefore, when the application runs in this business context it will enforce a back-to-back SO-PO reference. She also runs a wholesale business in which purchase and sales have no such strong bound. Thus the application will leave the SO-PO reference optional.

    Purchase order summary

    An interesting thing of fashion industry is that product often has long lead time. For most vendors a calendar year is divided into two seasons — Spring/Summer season and Fall/Winter season. Buyer will place PO in October or even earlier for the Spring/Summer season of next year. So it is not uncommon to see a 6-month lead time, which introduces large amount of uncertainties to the buyer's operation. To accommodate this, it is wise to keep informed by vendor on which line item will be available when. In application we have add a dropdown list, "Available In", so this information is captured:

    • unknown: default state, vendor has not released information of its availability
    • never: this product has been dropped out or sold out
    • local: can be fulfilled right now by vendor's local outlet
    • Jan - Dec: calendar month. Its year is implied.
    Purchase order line item availability

    In this article, I have covered sales order and purchase order. They are the core of the company's operation. In part three, we will get to the exciting part of the application where all these data points will be utilized to drive a better operation.

    — by Feng Xia

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