Franchise Order Process
User manual
1
Franchise Order Process – User Guide
Table of Contents Overview: .............................................................................................................................................. 4 Franchisee Transactions: ......................................................................................................................... 5 Franchisee Order: ............................................................................................................................... 5 • List of Booked Orders: ........................................................................................................... 5 • New Order Creation: ............................................................................................................. 6 • Items Ordering: .................................................................................................................... 6 • Submit for Approval: ............................................................................................................. 7 • Cancelling Order: .................................................................................................................. 7 • Excel Upload: ....................................................................................................................... 7 Franchisee User: ................................................................................................................................. 8 • List of Orders: ....................................................................................................................... 8 • Franchisee Order: ................................................................................................................. 8 • View Approvals: .................................................................................................................... 9 Bateel Transactions: ............................................................................................................................. 10 Warehouse User: .............................................................................................................................. 10 • List Orders: ........................................................................................................................ 10 • Franchisee Order: ............................................................................................................... 10 • Approve / Reject the Order: ................................................................................................. 11 • View Approvals: .................................................................................................................. 12 Production User: .............................................................................................................................. 13 • Orders List:......................................................................................................................................... 13 • Franchisee Order: .............................................................................................................................. 13 • Approve / Reject the Order: .............................................................................................................. 14 • View Approvals: ................................................................................................................................. 14 Warehouse Review: .......................................................................................................................... 15 • Order List: .......................................................................................................................................... 15 • Franchise Order: ................................................................................................................................ 15 • Approve / Reject the Order: .............................................................................................................. 16 Production Review: ........................................................................................................................... 17 • Order List: .......................................................................................................................................... 17 • Franchisee Order: .............................................................................................................................. 17 • Approve / Reject the Order: .............................................................................................................. 18 Sales & Transfer Order: ..................................................................................................................................... 19 • Transfer Order: .................................................................................................................................. 19 • Sales Order: ....................................................................................................................................... 20 Finance User: ................................................................................................................................... 21 • Franchisee Order: .............................................................................................................................. 21 SCM User: .......................................................................................................................................................... 22 • Franchisee Order: .............................................................................................................................. 22 • Review the Order:.............................................................................................................................. 22
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Franchise Order Process – User Guide
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Franchise Order Process – User Guide
Overview:
Franchisee is going to be enabled with this new process to place the Orders. This will ease the Order Booking and tracking throughout the cycle of goods receipts. This majorly eradicates the manual intervention and painstaking follow-ups. Franchisee as a user will be given access to BC system. This user is tagged with respective Franchisee Customer Code. Franchisee is treated as Customer in BC system, from whom the Business is performed. The journey begins by booking the Sales request by the means of creating a Franchisee Order. This Order goes through workflows predefined in system. Workflow will be consisting of different concerned Bateel departments’ consent & comments. This process will involve participation of Franchisee as well. Bateel departments such as Warehouse, Production, Finance and Supply-Chain will have responses in workflow stages. In this exercise, various systemic processes are created, and documents get exchanged among the stakeholders. Emails are the media of communications across the flow of events.
The user manual is aimed to provide clarity on actionable by Franchisee and also insight on overall steps involved in the Order Processing at Bateel departments too.
Eventually, the delivery of requested Order Items will take place to Franchisee based on the mutual consents and correspondences of the entire cycle.
Below is the conce ptual illustration of process depicted …
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Franchise Order Process – User Guide
Franchisee Transactions:
The Franchisee Order Process cycle involves various Transactions and Documentation as listed below. This list is determined by the Workflow steps predefined per Franchisee.
Franchisee Order Booking
• •
Review & Response by Franchisee
Franchisee Order:
Franchisee User logs-in into BC System and prepares the Order with intended items. Order will be reviewed and submitted. This triggers email notification to Bateel user(s) as per the workflow definition, typically this will notify the Bateel Warehouse user…
List of Booked Orders:
On the List Page, the status of the Order can be seen in FactBox by clicking (i) for a selected order.
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Franchise Order Process – User Guide
New Order Creation:
To create the new Order, user will click on new button on menu and below page opens to enter required data for Order…
Upon clicking new button, the No. (Order) is auto generated, and Franchisee Code & Name will appear automatically.
Requested Date is by default current date, however it can be edited based on the actual date. Item Category will be either Food or Packaging. Packaging can be either Pallets or Loose Boxes.
User will select one of the options for Mode of Transport. Comments can be entered to notify Bateel coordinator(s).
Items Ordering:
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Franchise Order Process – User Guide
Items will be allowed to select, that are mapped on Sales Prices list at Franchisee master. This data is maintained based on the agreed items to be supplied to the Franchisee and with agreed Prices. Unit Price is non-editable and is populated automatically. Quantity is updated by Franchisee user for the required Qty.
Location code is display only field, that is pre-defined on Franchisee Master. This is the location where deliverable inventory is parked – to be shipped.
Submit for Approval:
Upon successful Order Booking and self-revision, Franchisee user will Submit the Order for Approval by Bateel. This process will trigger the email to Warehouse user or the 1 st stage approver as per Approval setup.
Initially the Order Status will be Open and upon submission the status gets changed to the next level.
Cancelling Order:
Franchisee User can Cancel the Order before submission. Upon cancelling the Order will be null and void. No data of the Order will be enabled to be edited. Cancelled Order will freeze and status gets changed.
Excel Upload:
The option to upload multiple lines from Excel sheet, it will speed-up the order preparation for more number of lines. User can use the below format in Excel and prepare the Order lines.
*** Template is shared in email as an attachment along with this Manual document
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Franchise Order Process – User Guide
Franchisee User:
Franchisee users will get an email with the response from the Production department for Reviewing the Order and provide consent.
List of Orders:
Franchisee Order:
Order Header:
Franchisee user will open the order and review the Bateel Approved Document with quantitative details. Upon screen through the contents, user presses Reviewed button, which will trigger email to Bateel Warehouse department . << screen shot correction >>
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Franchise Order Process – User Guide
Order Lines:
View Approvals:
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Franchise Order Process – User Guide
Bateel Transactions: Departments associated with Franchisee coordination in Bateel will perform tasks on the Orders being booked by Franchisees. Departments such as Warehouse, Production, Finance and Supply Chain are key stakeholders in the entire cycle. Franchisees will have access to a system to know the status of the Order. However, for information purpose, thi s section provides insight into Bateel departments’ activities.
• Review & Response by Bateel Warehouse • Review & Response by Bateel Production • Final Review by Warehouse • Final Review by Production • Sales Order & Transfer Order creation (system generated) • Finance Review & Documentation • Supply-Chain Review & Action
Warehouse User: Bateel Warehouse User gets email the Franchisee for the Franchisee Order placed.
List Orders:
Pending Orders list to take appropriate action and update by Warehouse User
Franchisee Order: Order Header: General Tab of the Order is Display only, non-Editable.
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Franchise Order Process – User Guide
Order Lines…
The user will check inventory availability against ordered items – by pressing “ Calculate Inventory ” button. In this process, the system calculates the available inventory in warehouse Location with earliest Expiry Date and Production Date from the associated batch stock. System also displays Inventory at Franchisee Location
Against Franchisee Ordered Qty, Warehouse user will approve or agree to ship all or less quantity. Approved Qty will be entered by user.
Warehouse comments will be entered for every line item as instructions to Production User’s action.
Approve / Reject the Order:
The Warehouse user may Approve or Reject the Franchisee Order. User comments on order for further actionable.
Upon Approving the Order, the email will be triggered to subsequent stage user as per Workflow setup, and Order will not be visible on the List.
In case of Rejection, the email will be notified to Franchisee with proper message and Order status will be updated accordingly, and Order will status updated back to Open .
Rejecting the Order is at the sole discretion of the Warehouse User and will provide reason for Rejection.
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Franchise Order Process – User Guide
View Approvals:
Warehouse User can see the Approvals performed on the Order document.
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Franchise Order Process – User Guide
Production User:
Bateel Production department user will get notified via email from Warehouse User on the Franchisee Order…
Orders List:
Franchisee Order:
Production User opens the Order to take relevant action …
Order Lines:
None of Line fields’ data will be edited by Production User since all are non-editable.
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Franchise Order Process – User Guide
Approve / Reject the Order:
The Production user may Approve or Reject the Franchisee Order. User comments on order for further actionable.
Upon Approving the Order, the email will be triggered to subsequent/next stage user as per Workflow setup, and Order will not be visible on the List.
In case of Rejection, the email will be notified to Franchisee with proper message and Order status will be updated accordingly, and Order will status updated back to Open .
Rejecting the Order is at the sole discretion of the Production department User and will provide reason for Rejection.
View Approvals:
Production User can see the Approvals Performed on the Order document.
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Franchise Order Process – User Guide
Warehouse Review:
After Franchisee Review and feedback submission, the Order will be reviewed and finally approved / rejected by Warehouse Reviewer…
Order List:
Franchise Order:
Order Header:
Order Lines:
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Franchise Order Process – User Guide
Approve / Reject the Order:
The Warehouse user may Approve or Reject the Franchisee Order. User comments on order for further actionable.
Upon Approving the Order, the email will be triggered to subsequent/next stage user as per Workflow setup, and Order will not be visible on the List. In case of Rejection, the email will be notified to Franchisee with proper message and Order status will be updated accordingly, and Order will status updated back to Open. Rejecting the Order is at the sole discretion of the Warehouse User and will provide reason for Rejection.
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Franchise Order Process – User Guide
Production Review:
After Warehouse final review and approval, the Production User will review.
Order List:
Franchisee Order:
Order Header:
Order Lines:
Production User may Approve or Reject the Order:
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Franchise Order Process – User Guide
Approve / Reject the Order:
The Production user may Approve or Reject the Franchisee Order. User comments on order for further actionable.
Upon Approving the Order, the email will be triggered to subsequent/next stage user as per Workflow setup, and Order will not be visible on the List. Post this process, the Transfer Order and Sales Order get generated in BC.
In case of Rejection, the email will be notified to Franchisee with proper message and Order status will be updated accordingly, and Order will status updated back to Open .
Rejecting the Order is at the sole discretion of the Production User and will provide reason for Rejection.
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Franchise Order Process – User Guide
Sales & Transfer Order:
Sales Order and Transfer Order documents get created by system automatically.
Transfer Order:
Transfer Order basically gets created to transfer the ordered items from the warehouse to the Franchisee Location. With this effect the Inventory will be transferred from Warehouse to Franchisee location for further process.
Transfer Order Header:
Transfer Order Lines:
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Franchise Order Process – User Guide
Sales Order:
Sales Order is created for the Ordered Items with approved Qty. The Sales Order will have all other information filled in automatically by system.
Sales Order Header:
Sales Order Lines:
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Franchise Order Process – User Guide
Finance User:
Finance department user will get email notification on the Franchisee Order. Finance User will review the Order for monetary information such as Order Amount, Advance Receipt details etc. Upon screen through the Document, user will press Reviewed button.
Franchisee Order:
Order Header:
Order Lines:
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Franchise Order Process – User Guide
SCM User:
Bateel Supply-Chain management user will be notified for further actionable on Franchisee Order.
Franchisee Order:
Order Header:
Order Detail:
Review the Order:
The SCM user will Review the Franchisee Order. User comments on order for further actionable.
Upon Review Submission of the Order, the email will be triggered to subsequent/next stage user as per Workflow setup, and Order will not be visible on the List.
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