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Order Tracking V2

Order Fulfilment

Guide to Order Tracking and Fulfillment

Introduction

This guide provides a step-by-step approach to navigating and utilizing the Order Fulfillment feature in Fohlio for efficient order tracking.

The Goal of Order Tracking and Fulfillment

The focus on the new update is having better readability of your items across your projects with their areas, with quick filters and group by options, so this new table enhance your view with the related important information per stage

Topics covered in this guide:

  • Understanding the Dashboard

    1. Category, Projects, and Area Selectors

    2. Item Shipment Stages:

    3. Grouping and filtering Items

    4. Items with PO toggle:

  • How to Create and Update Shipments

    1. Creation of a shipment

    2. Updating an existing shipment

    3. Creating a split shipment

  • Customize your view

    1. Column configuration

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Accessing Order Tracking

To get started, from the left main menu, Click on Order Tracking. You’ll be greeted with a view resembling Project Sheets, enhanced with additional features.
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Understanding the Dashboard

1. Category, Projects, and Area Selectors

At the top of the Order Tracking page, you will find the Category, Project, and Area selectors. This allows you to:

  • Category: Select which Categories you want to view in the dashboard

  • Projects: Select a Project or multiple Projects at a time to review the items

  • Area: Select Areas you want to review if you are working under a specific Project. This only works when one project is selected

 

2. Item Shipment Stages:

The 4 Stages under the selectors are a quick way to see the number of items in each stage, if you click on one, it will show you the items in that stage

  • Yet to be Shipped: Items that are still pending shipment - no shipment document has been created.

  • Shipped: Items that have been sent by the supplier but have not yet arrived - a shipment document has been created for them with only the shipment date added.

  • Arriving Soon: Items that are expected to arrive shortly - Estimated Delivery day is added

  • Delivered: Items that have been successfully received - Delivery day added to the shipment

 


3. Grouping and filtering Items

Similar to project sheets, Grouping, and Filtering items are available to be applied to your view.
There is a quick Group by and Filter based on each stage, but you can still apply your own options. Common Group by cases:

  • Purchase Order

  • Supplier

  • Shipping Address


​4. Items with PO toggle:

This toggle allows you to filter items with PO or without a PO
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Toggle On: Only items with PO's created show up


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​Toggle off: Only items without PO's shows off


How to Create and Update Shipments

1. Creating Shipments

Creating shipment is how you put this feature into function. To create a shipment:

  1. From the Yet to be shipped stage, select items.
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  2. Click on Create Shipment.
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  3. The side sheet will open for more Shipment details

  4. Fill in the required fields, including:

    • Supplier

    • Ship to address

    • Tracking #

    • Tracking link -if exists

    • Shipment schedule - this affects the status of the item, which will explained later in this article

    • Notes

    • Documents: you can attach any type of PDF or other doc, like tracking documents or receipts received from the Supplier.

    • QTY received: this can be adjusted for split shipment cases

  5. Finally, you can click on either Shipped or Delivered based on the items' status

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Finally, you can click on either Shipped or Delivered based on the items' status

2. Updating Item Status and shipment stages

Now let's go over how to move items from one status to another:

  • Yet to be shipped:
    This is the starting point, In this stage, items don't have any shipment created for them

  • Shipped:
    Items in this stage have Shipments created for them with the Shipped date added
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  • Arrive soon:
    In this one, items have the Estimated delivery date added and the date is soon
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  • Delivered:
    This one has the Date received added, which means the items are delivered to the site.
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3. Managing Split Shipments

If an item is being shipped to multiple locations, or the QTY of shipment is split to multiple shipments, you can easily manage that by:

  1. Select the item or items and click Create Shipment.

  2. Specify the quantity for the first shipment and mark it as shipped.
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  3. Repeat the process for the remaining quantity to create separate shipments for each location.

  • Customize your view

Each stage has its columns and group/filtering options

You will notice when navigating the dashboard that each stage has its own set of columns and quick group/filter options. This is to help you have better control on your view and to see the relevant information related to your items and their shipments

Column configuration

On the dashboard, you can show or hide columns per your preference. You can also add columns from your Project Sheets to show up in the same view.
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You can configure the Product Card view, so from a glance you can always see the relevant information on item level
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Adjust the width of the column to reveal or conceal item information





We hope this article was helpful, please rate the article, and reach us via Live Help if you still need assistance.