Order lifecycle

Definitions

Inbound orders

An Inbound Order represents an expected reception of goods to a given warehouse location. Functionally, it could be from several types:

• a Purchase Order from an external supplier
• a Transfer Order from the brand's central DC
• a Return Order from an e-commerce consumer, a store, a wholesaler, ...
• ..

caution

In some business case, Assembly Orders also generates a Inbound to warehouse. In fact, the kitting process, for example a SET composed of SKUA + SKUB + SKUC, would generate:

• an Outbound order for SKUA, SKUB and SKUC
• an Inbound order for SET

An Inbound Order is composed of:

• a Header, with general information, such as From, To, Status, ...
• several Lines, with SKUs and quantities to be received

Reception

Reception is the fact to confirm that quantities has arrived to a given warehouse, and that quantities are available for Outbound Orders. An Inbound Order can be received against several receptions.

Statuses

Status shows in which step of the lifecycle is the Inbound Order.

Status	Definition
Hold	The order is blocked and can't be processed if not released
Created	The order has been created in Hubble
In WMS	The order has been synchronized with WMS
On docks	The order has been physically received on warehouse docks, but quantities have not been received yet
Partially	The order has been partially received, meaning that some quantities are missing
Received	The order has been received in full
Cancelling...	A cancellation request has been sent to WMS, waiting for cancellation confirm feedback
Cancelled	The order has been successfully cancelled

Creation

An Inbound Order can be created by several ways:

• Input of a single order in web UI form
• Mass upload orders by Excel
• Creation by API
• EDI with ERP
• Use of Hubble connectors (Qimen, ...)

Reception

Reception lifecycle

Reception processing

An order could be received by several ways:

• by an external WMS, through EDI or API
• by using Hubble Warehouse App
• by using Hubble Web UI's receiving feature.

Once a reception is done in Hubble, the following effects occurs:

• If the order is received in full, order status is changed to Received
• If some quantities are missing, the behavior depends on setting "Allow multiple receptions":
  • If enabled : order status is changed to Partially. Hubble can accept more receptions for the same order. If some quantities are really missing and we don't expect anymore receptions for this order, the order needs to be close this order.
  • If disabled (default behavior): order status is changed to Received, even if there are missing quantities.

If the order is Received, Hubble will reject any new reception for this order.

Received quantities are processed by moving quantities from Incoming to Available.

PARTIAL RECEPTION OF A LINE

If Multiple Receptions are allowed, and if a line is partially received, Hubble will split received quantities and unreceived quantities.

For example:

1. Initially:

Quantity Ordered	Quantity received	Reception nb
10	0

2. Receive 8 pieces on reception #1:

Quantity Ordered	Quantity received	Reception nb
8	8	RECEPTION#1
2	0

3. Receive 2 additional pieces on reception #2:

Quantity Ordered	Quantity received	Reception nb
8	8	RECEPTION#1
2	2	RECEPTION#2

ABOUT LOT OR S/N MANAGEMENT

If the items are managed with lot (or S/N) , 2 scenarios are possible:

• Expected lot (or S/N) is provided when the Inbound Order is created, therefore the warehouse operator can just verify that the lot (or S/N) number received is correct (but lot really received might be different from expected lot).
• Expected lot (or S/N) is not provided when the Inbound Order is created, therefore, warehouse operator is blind: operator will capture the real lot (or S/N) at reception.

Please check below Hubble's behavior in both cases:

Verification mode

2 scenarios are possible:

• The lot (or S/N) received is same than expected: the original line is updated
• The lot (or S/N) received is different than expected: a new line is created with real lot (or S/N) , the original line's ordered quantity is decremented (if it falls down to 0, the original line is deleted)

Capture mode

A new line will be created for the lot received, and the original line with no lot will be decremented (if it falls down to 0, the original line is deleted)

Order closure

Order can be closed either:

• automatically by Hubble
  • if the order is received in full
  • if the order has missing quantities and "Allow multiple receptions" is disabled
• by a user action:
  • user close a Partially order in Web UI
  • if an interface exists to close order in Hubble, the user can close the order in ERP

After closure, the order status is changed to Received.

When an Inbound Order is closed, missing quantities are confirmed: these quantities are not expected anymore, Hubble will deduct Incoming stock.

Exceptions

Modification

An inbound order can be modified until status Partially excluded. It means orders with below status cannot be modified: Partially, Received, Cancelling..., Cancelled.

Once the order is modified, Hubble will:

• deduct Incoming stock for removed quantities
• create Incoming stock for added quantities

Cancellation

• If there is a WMS, and this WMS has the capability to confirm that the cancellation is effective, we can set a 2 steps process:
  1. Hubble sends a cancellation request to WMS, and change order status to Cancelling...
  2. When Hubble receive cancellation confirmation from WMS, Hubble change order status to Cancelled
• If no, order will be directly set to status Cancelled

This behavior is controlled by parameter "Force direct cancellation for Inbound orders" in company settings. Default behavior is 2 steps cancellation.

Once the order is successfully Cancelled, all quantities are deducted from Incoming stock