Manifests

Create and manage delivery manifests to group and track shipments.

Bevica allows you to group documents together on a Manifest so you can manage the logistics processes for a group of documents, rather than each document individually.

Sales Orders, Sales Return Orders, Purchase Orders, Purchase Return Orders, and Transfer Order documents can all be added to manifests.

Prerequisites

Ability to create and manage the above documents.

Manifest Setup

• In Bevica Setup:

  • Assign a No. Series to the 'Manifest Nos.' field.
  • Allow Credit Held Sales Order. Decide if you want to allow credit held orders to be added to a manifest.
  • Set whether you want to Clear Manifest No. on Posting (see section below).
• Manifest Addresses. You can create any number of manifest delivery or collection points.

Using Manifests

1. In the button, search for Manifests and select the appropriate link.
2. Select an existing Manifest or ‘New’ on the ribbon to create a new manifest.

Manifest Header

The following fields are available:

Field Name	Usage	Notes
No.	The unique identifier for the manifest
Description	Add a description to give context to users
Type	This field can be left blank or tag a manifest for Sales, Purchases, or Transfers.	For information and list filtering. Any document can be added to any type of manifest.
Document Date	Manifest Date
Logistics Date	A date relevant to the logistics. Perhaps a delivery or dispatch date, or a receipt date.
Logistics Reference	Any reference relevant to the logistics, such as a container or vessel number or document reference
Logistics Status	User-defined drop-down list of statuses to help manage the manifest's progress	Create your own options such as Planning, Collected, In Transit, Awaiting Clearance
Primary Vendor No.	The main Vendor responsible for the logistics	For information and list filtering, this could be the shipping company, or customs agent
Status	Open or Released	You cannot add or remove documents when a manifest is Released.
No. of Lines	Count of item lines on the manifest documents
Total Eq. Cases	Sum of the quantities on manifest documents	Volume is a field on the item card that is copied to the document line from where it is calculated here.
Total Gross Weight	Sum of the quantities on manifest documents	Gross Weight is a field on the item card that is copied to the document line from where it is calculated here. Personalize the page to add this field
Total Net Weight	Sum of the quantities on manifest documents	Net Weight is a field on the item card that is copied to the document line from where it is calculated here. Personalize the page to add this field

Users should make use of the Notes factbox to add specific and more detailed information about a manifest as it progresses through the logistics stages.

You can use the FILTERS section to set criteria for adding documents to the manifest when using the Functions option on the ribbon 'Get Sales Documents' and 'Get Purchase Documents'.

• Location Code
• Shipping Agent Code
• Shipping Agent Service Code
• Shipment Method Code

Address Details

You can optionally select from a list of pre-defined Manifest Addresses that can be used on the manifest header. This could be the port of delivery for a Purchase manifest, or a trans-shipment address for a Sales manifest.

Select from the Address Code to select from a pre-defined list. Alternatively, you can free type an address.

The Final Delivery Type is used for information whether the orders on the manifest’s final destination is the ‘Order Address’ or the ‘Manifest Address’. This defaults to Order Address and populates this on the Manifest Lines. Individual Manifest Lines can have their own Final Delivery Type set if this doesn’t apply to all the documents.

Manifest Lines

To add documents to a Manifest you can use the ribbon Functions to Get Sales Documents or Get Purchase Documents. This uses the filters set on the header to bring up a list of applicable orders and return orders that you can select to add to the manifest (credit held sales orders will appear depending on the Bevica Setup Allow Credit Held Sales Order field).

Alternatively, you can add documents manually by setting the appropriate Type on the line and then clicking on the Document No. field. You can clear the default filters (e.g., Released) if you need to add Open documents, for example.

Credit held sales orders can only be added to a line following the Bevica Setup Allow Credit Held Sales Order field. You can only add ‘Transfer’ orders manually.

When a document is added to a Manifest line it populates the From and To address fields from the document header. It also calculates:

• Total Eq. Cases
• No. of Item Lines
• Gross Weight

The Final Delivery Type can be added by personalizing the page.

Where applicable, it is possible to add a Comment to each line on a manifest.

Manifest Functions

The manifest can be used to perform actions against all the documents on the manifest.

To Post Sales Orders / Post Purchase Orders the manifest must be Released. These functions bring up the standard Batch Posting options filtering to the manifest. For example, on Post Sales you can choose to 'Ship' only, 'Invoice' only, or both.

When Posting documents, either from the manifest or from the individual document, the Posted Document No. on the manifest lines will be populated with the Shipment or Receipt document number. The source document (the Sales or Purchase Order) will also have the Manifest No. deleted. This allows you to part post documents. For example, if a sales order was only part delivered on a manifest and a re-delivery using the same sales order for the balance is being attempted the next day.

You can print all the individual Sales Order Confirmation or Purchase Order documents under the Print section of the ribbon.

COMING SOON – you can also print a Manifest Summary report which shows details from the manifest header and lines. This can be used as a simple route plan or load plan, or to provide details to your logistics agents.

Manifests on Documents

The Manifest No. is not directly editable from a source document, like a Sales Order.

Clearing Manifest No on Posting

This field is set to 'No' as standard, and the field is hidden on the page by default so you need to 'Personalize' the page to add it. Where this is set to 'Yes' when a Sales Order is Posted as a Shipment the 'Manifest No.' field on the Sales Order will be cleared. This feature is used primarily where you may need to do multiple shipments against orders during the normal course of business.

If a sales order has the Manifest No on the order (because it is set to not clear on posting) and you need to add it to a new manifest you have two options depending on your requirements:

1. To keep the order on the original manifest as well as adding it to a new manifest you can use the 'Clear Manifest No.' function on the Sales Order (Ribbon > Actions > Functions > Clear Manifest No). This will remove the manifest number from the sales order.
2. To remove the order from the original manifest and clear the order's manifest number you must first delete the Manifest Line with this order on the current Manifest, which will clear the field in the Sales Order. You can then add it to the new manifest.