Sales Bulk Actions

DEAR allows executing actions in bulk for selected sales tasks in the View All Sales screen, which is accessed from the Sales menu. These actions are available for both simple and advanced sales.


Prerequisite


Table of Contents

The bulk action toolbar appears when you check one or more boxes next to individual sales. Each bulk action is explained in more detail below.



Fill & Authorise

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This set of actions allows you to quickly auto-fill and authorise several steps in the sales process.

If any action cannot be performed on a sale in the list (if the prerequisites for that action have not been met), either the action will be skipped, or an error will be reported for the sale and the action will be skipped. Each sale is processed independently from the other sales. Sales are processed sequentially from top to bottom.


Authorise Quote

Prerequisites

  • Sale quote status is Draft.
  • Quote has at least one line.
  • Quote is not skipped.
  • User has permission to authorise quotes.

Applicable to simple and advanced sales, this action will change the quote status of the selected sales tasks to AUTHORISED (it is as if you were hitting the Authorise Quote button for every task individually).


Authorise Order

Prerequisites

  • Not a service-only sale (or will be skipped).
  • Sale order is not authorised.
  • Sale order has at least one line, or sale has authorised quote with at least one line.
  • User has permission to authorise orders.

Applicable to simple and advanced sales, this action will authorise the sale order. It will perform the same set of checks/validations as manual sale order authorisation with the only difference of automatically backordering sale if there is not enough stock on hand to fulfil all the orders. Split orders will not be created. If you require split orders for certain sales, you will need to manually process them. If there is no content in the sale order, but the quote is authorised, the quote content will be copied to the sale order. This process will trigger auto-assembly as usual.


Authorise Pick

Prerequisites

  • Not a service-only sale (or will be skipped).
  • Sale order is authorised.
  • Pick is not authorised.
  • Sale order has no products with a special costing method.
  • Pick already has at least one line, or authorised sale order has at least one line.
  • User has permission to authorise pick.

For simple sales:

  • This action will authorise the pick stage of the sale. It will perform the same set of checks/validations as manual sale pick authorisation. If there are no lines in the sale pick, then auto-pick will be executed to fill in the Pick with relevant data.

For advanced sales:

  • Order fulfilment should be in the unauthorised stage or un-voided for picking. If there are any fulfilments of such, the system should authorise all orders that are in draft status for Pick.
  • If the Authorisation is successful, and if the sale is still not fully picked (there are remaining items to be picked), another fulfilment is automatically created within the system with the remaining ordered unpicked products.
  • The lines in the Order pick tab for the remaining quantity are automatically pre-filled, and the fulfilment will be completed and authorised.


Authorise Pack

Prerequisites

  • Not a service-only sale (or will be skipped).
  • Sale Pick is authorised.
  • Pack is not authorised.
  • User has permission to authorise pack.

For simple sales:

  • This action will authorise the pack stage of the sale. It will perform the same set of checks/validations as manual sale pack authorisation. If there are no lines in the sale pack, then auto-pack will be executed to fill in the Pack with relevant data. If multiple boxes are needed, this will have to be manually processed.

For advanced sales:

  • The Pick should be in the authorised stage or un-voided for packing. If there are any fulfilments of such, the system should authorise all order fulfilments that are in draft status for Pack.
  • If there are any existing lines in the Pack tab of the sale (which the Pack has already authorised), those lines should be omitted, and the lines from the Pick tab should be copied to the Pack tab, and the Pack operation is authorised for the unauthorised lines.


Authorise Ship

Prerequisites

  • Not a service-only sale (or will be skipped).
  • Sale Pack is authorised.
  • Ship is not authorised.
  • User has permission to authorise ship.

For simple sales:

  • This action will authorise the ship stage of the sale. It will perform the same set of checks/validations as manual sale ship authorisation. If there are no lines in the sale ship, then a Default shipment line will be created with the invoice date or current date (if the invoice date is not set) used as date shipped.

For advanced sales:

  • The Pack should be in the authorised stage or un-voided for shipping. If there are any fulfilments of such, the system should authorise all order fulfilments that are in draft status for Ship.
  • If there are any existing lines in the Ship tab of the sale (which the Ship has already authorised), those lines are omitted, and the lines from the Pack tab are copied to the Ship tab, and the Ship operation is authorised for the unauthorised lines.


Authorise Invoice

Prerequisites

  • Service-only sale and quote are either skipped or authorised.
  • Not a service-only sale, and order is authorised.
  • Invoice is not authorised.
  • User has permission to authorise invoices.

For simple sales:

  • This action will authorise the sale invoice. It will perform the same set of checks/validations as manual sale invoice authorisation. If there are no lines in the sale invoice for a service-only sale, the lines will be copied from the quote.

For advanced sales:

  • The system checks if there are any draft Invoices under the Invoice tab of the sale. If there are any, then these invoices are authorised.
  • If there are no drafts or any other invoices under the Invoices tab of the sale, new invoices are created for the quantity of the order which has not been invoiced yet. These are also authorised completely.


Full sale completion

Prerequisites

  • Sale is not voided.
  • User has permission to authorise every stage of the sale process.

For simple sales:

  • This action will carry out all of the authorisation stages described above (starting from Authorise Quote and ending with Authorise Invoice) to complete the sale. If at any stage there is a problem/validation encountered preventing the process from continuing, it will be interrupted for a particular sale task, keeping successfully processed stages authorised.

For advanced sales:

  • All the previous actions elaborated in Fill & Authorise are performed at once. For example, if there is a draft quote, then the quote is authorised; if there is a draft order, then the order should be authorised. Consequently, pick, pack and ship operations are authorised along with the invoice. If the order is authorised, but fulfilment is not done, the system automatically performs the fulfilment first and then moves on to the invoices.
  • The actions performed here are similar to performing the actions step by step; however, the Actions will be performed based on the current status of the tasks and sub-tasks. For example, if the order is already packed, the Pick operation is bypassed, and the Ship operation is performed instead.


Undo

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Allows undoing of all selected purchases/sales. Applies to simple and advanced sales.


Void

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Allows voiding all selected purchases/sales. Applies to simple and advanced sales.


Print

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Allows printing the chosen document for all selected sales. A single PDF file containing all the data is printed, with each sales task printed on a separate page. Applies to simple and advanced sales.


Email

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Applies to Simple and Advanced sales. Allows emailing the chosen document to suppliers/customers for all selected sales. Individual documents are generated for every purchase/sale and saved to attachments. Emailing is done for every selected sale separately. For this function to work, you will need to select a document to be used as a template email body in your Documents & Email templates as well as a subject for the template you would like to email. Email subjects now can be customised to include some fields from the related task for merging, including contact name, SO/PO/invoice numbers and dates. Additional info can be found on the tooltip for the Email Subject field in the Documents & Email templates form.


Export

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You can export information about selected sales to CSV files.

In the case of advanced sales, multiple rows will be displayed in the exported document. These rows will display multiple invoices, credit notes, and shipping locations, among others.


Export accounts receivable

For simple sales, a single line per sale, including basic information about the sale, will be exported to CSV.


Export 3PL Shipment List

Sale shipment details will be exported to a CSV list for selected sales. Ship By Date is not taken into account when doing a 3PL export. A sale will not be included in the CSV file if the Shipment stage is not authorised. In addition, for the selected sales to be exported, Required by date must be set and should be in the future.


Export to CSV format

Sale shipment details for selected sales will be exported to a CSV list. This format contains more details about the sale than the accounts receivable.

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