Internal Packing Order Applet

Purpose and Overview

The Internal Packing Order Applet is the supplier-facing workspace in BigLedger (including akaun.com) for documenting goods leaving your warehouse toward the buyer. Each packing order captures the dispatching branch, location, the items being shipped, and how the movement links to upstream documents like Sales Orders and Jobsheets.

Think of it as your dispatch paperwork, digitised: you record what is going out, pull items automatically from existing orders, and lock the document with FINAL so the buyer’s receiving team can match against what you shipped.

Key Features Overview

Who Benefits from This Applet?

Supplier Operations & Warehouse Staff:

• Centralised view of all outbound packing orders
• Fast line creation via Search Item or Knock-Off (KO)
• Real-time tracking of shipment statuses
• Print-ready delivery documentation for drivers

Logistics Coordinators:

• Clear visibility into which branch and location stock is dispatched from
• Ability to reconcile outbound movements with upstream orders

Administrators:

• Full control over field requirements, KO availability, permission sets, and printable layouts

What Problems Does This Solve?

Without a central record, outbound shipments are tracked in spreadsheets or email chains, making it difficult to match what left the warehouse to what the buyer expects. This applet solves that by providing:

• One unified listing for all packing orders with search, filtering, and bulk actions
• Structured details capturing the exact branch, location, and movement classification
• Automated knock-off flows to pull items directly from Sales Orders, Jobsheets, Quotations, or Delivery Orders—eliminating manual re-entry
• Financial summaries on each order: Total Transaction Amount, SST/VAT/GST, and Rounding
• Status locking via FINAL to ensure downstream reliability

Key Concepts

Document Flow

Open Listing → Create (+) → Fill Main Details → Save → Add Lines (Manual or Knock-Off) → Matchings (optional) → FINAL (when ready)

After a document is marked FINAL, it is locked and cannot be edited unless your company has a controlled reversal or void process.

Technical Terms Explained

Quick Start Guide

For Supplier Operations: Create Your First Packing Order

Goal: Create a packing order, add items, and finalise it for dispatch.

1. Navigate: Open the sidebar and go to the Internal Packing Order applet. You will land on the Listing view.
2. Create: Click the + button (tooltip: “Create”).
3. Fill Main Details:
   • Select your Branch and Location (both required).
   • Enter the Conversion Code and Conversion Name (both required).
   • Optionally add a Description.
4. Save: Click SAVE. The system generates your document record and switches to the Edit screen.
5. Add Lines: Open the Lines tab, then click the + button to add a line.
   • Use Search Item to manually pick items from the catalogue.
   • Or use a Knock-Off (KO) tab (e.g., KO For Sales Order) to automatically pull items from an existing document.
6. Review Totals: Check the Total Txn Amount and SST/VAT/GST Amount displayed above the line grid.
7. Print: Click the Print icon to generate a PDF for your logistics driver.
8. Finalise: Click FINAL to lock the document. The status changes and the order is ready for buyer-side receiving.

For Supplier Operations: Edit an Existing Packing Order

Goal: Open a saved order, update its details or lines, and save your changes.

1. Find the order: On the Listing view, use the search bar or scroll to locate your packing order. Click on the row to open it.
2. Edit Main Details: On the Main Details tab, update any field (Branch, Location, Conversion Code, Conversion Name, or Description).
3. Edit Lines: Switch to the Lines tab.
   • To add a new line: Click the + button, select items via Search Item or a KO tab, and confirm.
   • To edit an existing line: Click on a row in the line grid to open and modify it.
   • To delete a line: Click the delete action on the line row and confirm the deletion.
4. Save: Click SAVE to apply your changes.
5. Undo changes: If you made a mistake, click RESET to discard all unsaved changes and reload the last saved state.

For Supplier Operations: Using Knock-Off (KO) to Import Lines

Goal: Automatically pull line items from an upstream document instead of typing them manually.

1. Open your packing order (create a new one or edit an existing one).
2. Go to the Lines tab and click the + button to add a line.
3. On the Select Item screen, choose the appropriate KO tab:

4. Browse or search the listed source documents and select the one you want to knock off from.
5. The system pulls the line items into your packing order automatically.
6. Adjust quantities if needed (e.g., only shipping a partial quantity).
7. Click Back to return to the Lines tab — your imported lines now appear in the grid.

For Supplier Operations: Bulk Finalise from the Listing

Goal: Finalise multiple packing orders at once without opening each one individually.

1. On the Listing view, use the checkboxes to select multiple rows.
2. Click the FINAL button in the listing toolbar.
3. All selected orders that meet the finalisation criteria will be locked.

For Administrators: First-Time Setup

Goal: Ensure your team can create, save, and finalise packing orders.

1. Open Settings → Feature Visibility and ensure the applet appears for the correct roles.
2. Review Field Settings to confirm which Main Details fields are mandatory.
3. Configure Printable Format Settings if printed packing orders are required.
4. Set Permissions so only intended users can create, edit, or finalise.
5. Run a full test: create a packing order, add a line, save, and finalise.

For Supplier Operations

The Listing View

The Internal Packing Order Listing is your control centre for all packing orders.

Create and Edit

Create Screen — Title: Create Supplier Outbound Delivery Note

• Actions available: Back, RESET, SAVE
• SAVE is disabled until all required Main Details fields are completed

Edit Screen — Title: Edit Supplier Outbound Delivery Note

• Actions available: Back, RESET, SAVE, FINAL
• FINAL only appears when the document state and your permissions allow it

Both screens have three tabs:

Lines and Knock-Off (KO)

The Lines tab is where you define exactly what is leaving the warehouse.

Adding a Line:

1. Click the + button on the Lines tab.
2. You will see the Select Item screen with the following tabs:

Line Grid Summary: After adding lines, the grid displays running totals:

• Total Txn Amount — Sum of all line item values in the document currency
• Total SST/VAT/GST Amount — Sum of all tax amounts
• Rounding — Displayed when rounding adjustments apply

Common Scenarios

Scenario 1: Dispatching from a Sales Order (Using Knock-Off)

A Sales Order #1002 comes in for 50 Laptops.

1. Create a new packing order and fill in the Main Details.
2. Click SAVE, then open the Lines tab.
3. Click + and select the KO For Sales Order tab.
4. Find and select Sales Order #1002.
5. The system pulls in 50 Laptops automatically. Adjust the quantity if only 40 are going on this truck.
6. Click FINAL to lock the order for dispatch.

Scenario 2: Manual Packing Order

1. Create a new packing order and fill in the Main Details.
2. Click SAVE, then open the Lines tab.
3. Click + and use the Search Item tab.
4. Browse or search the catalogue, select items, and enter quantities.
5. Click FINAL to dispatch.

Scenario 3: Partial Delivery

Sales Order #2050 requires 100 units. Only 60 are ready.

1. Knock off from Sales Order #2050 — the system imports 100 units.
2. Adjust the quantity to 60 on the line.
3. Finalise this packing order.
4. When the remaining 40 units are ready, create a second packing order and knock off the remaining items.

Understanding Your Sidebar Modules

Depending on your company’s configuration, the sidebar may display specialised modules beyond the main listing. These modules represent different stages of the packing and dispatch workflow:

Core Packing Operations

Specialized Manufacturing (Coil)

Production & Inventory

System & Testing

For Administrators

Settings Overview

The applet shares the standard BigLedger settings structure. Key areas include:

Related Applets

FAQ

Process Questions

Q: Can I deliver a partial quantity from a Sales Order? A: Yes. When using the Knock-Off flow, adjust the imported item quantity to match only what you are loading onto the truck. You can create additional packing orders for the remaining items later.

Q: What if I accidentally finalised the wrong quantity? A: Once marked as FINAL, the document is locked. Depending on your company policy, you may need to void it or create a manual return/adjustment.

Q: How do I print the packing order for my driver? A: Once your Main Details and Lines are saved, click the Print icon on the Edit screen to generate a PDF.

Q: Which upstream documents can I knock off from? A: Depending on your configuration, you can knock off from Sales Orders, Jobsheets, Sales Quotations, and Delivery Orders. Only the tabs enabled by your admin will appear.

System Questions

Q: Why is SAVE disabled? A: The Main Details form must be valid. Ensure Branch, Location, Conversion Code, and Conversion Name are all filled in.

Q: FINAL is not showing — why? A: FINAL visibility depends on the document state and your permissions. You may need to SAVE first. If the document is already final, the button will not appear.

Q: What is the Matchings tab for? A: It links this packing order to other documents in the system. If the tab is empty, your workflow may not require matching for this document type.

Q: I don’t see a KO tab (e.g., KO For Sales Order) — what’s wrong? A: KO tabs are conditional and controlled by your administrator. If a tab is missing, that particular knock-off flow has not been enabled for your company.

Glossary

• Branch — Your organisational site or division. The packing order records which branch the outbound movement is from.
• Conversion Code / Name — The system’s classification for this outbound stock movement type within inventory rules.
• Feature Visibility — Company settings that control which menus and actions appear for each role.
• Final (FINAL) — Marks the document as complete and locks it from further editing.
• Jobsheet — An internal tracking document detailing materials and labour for a production job. Used here as a source for knock-off.
• Knock-Off (KO) — Automatically importing line items from an existing document instead of manual entry.
• Location — A specific warehouse or dispatch point under the selected branch.
• Matchings — Links this packing order to other related documents when your workflow requires it.
• Internal Packing Order — Supplier-originated evidence of goods dispatched toward the buyer.
• Posting Status — Whether the document is still editable or has been finalised.