Set up fulfillment

Fulfillment provides the ability to manage sales orders through the processes of pick, pack, ship, and invoice. You can use all these processes or just the ones that meet your needs.

Learn about fulfillment before setting it up.

1. Configure Inventory Control

You enable fulfillment and select the fulfillment processes that you want your sales orders go through on the Configure Inventory Control page.

1. Go to Inventory Control > Setup > Configuration.

   Users can only manage the fulfillment processes at the top level.
2. Select Enable fulfillment.
3. Select the fulfillment processes that you want to manage your sales orders through:
   • Pick
   • Pack
   • Ship
   • Invoice
4. Optional. Select whether non-tracked items can go negative in fulfillment. For more information, see the Allow fulfillment to create negative inventory for non-tracked items field description.
5. Select Save.

After you save, Sage Intacct automatically creates these Order Entry transaction definitions for the system-generated fulfillment transaction workflow:

• SYS-Fulfillment Order
• SYS-Fulfillment Shipper
• SYS-Fulfillment Invoice

These transaction definitions appear on the Fulfillment menu, and are designed to be used in the following order:

1. Add SYS-Fulfillment Order transactions.
2. Convert SYS-Fulfillment Order transactions to SYS-Fulfillment Shipper transactions within fulfillment.
3. Convert SYS-Fulfillment Shipper transactions to SYS-Fulfillment Invoice transactions within fulfillment.

You can also create your own custom fulfillment transaction definitions and workflows. Learn how to create new Order Entry transaction definitions.

The following table describes the fulfillment fields on the Configure Inventory Control page.

Field	Description
Enable fulfillment	Indicates whether to enable fulfillment. For users with the appropriate permissions, the Fulfillment page can be accessed from Order Entry or Inventory Control.
Pick	Select this checkbox to manage fulfillment sales orders through the picking process. Adds a Pick tab to the Fulfillment page, which displays only the sales orders that are in Ready to pick or Picked status. You can use the tab to: Further filter the displayed sales orders. Assign pickers to the orders. Print pick lists. Enter picked quantities. Move sales orders from one status to another just like on the other tabs.
Pack	Select this checkbox to manage fulfillment sales orders through the packing process. Adds a Pack tab to the Fulfillment page, which displays only the sales orders that are in Ready to pack or Packed status. You can use the tab to: Further filter the displayed sales orders. Assign packers to the orders. Print pack lists. Enter packed quantities. Move sales orders from one status to another just like on the other tabs.
Ship	Select this checkbox to manage fulfillment sales orders through the shipping process. Adds a Ship tab to the Fulfillment page, which displays only the sales orders that are in Ready to ship or Shipped status. You can use the tab to: Further filter the displayed sales orders. Print pack lists. Move sales orders from one status to another just like on the other tabs. Convert sales orders into shippers.
Invoice	Select this checkbox to manage sales orders through the invoicing process. Adds an Invoice tab to the Fulfillment page, which by default displays only the sales orders or shippers that are in Ready to invoice status. You can use the tab to: Further filter the displayed sales orders or shippers Move sales orders or shippers from one status to another just like on the other tabs. Convert sales orders or shippers into invoices.
Fulfillment transaction workflow	This is a read-only table that helps you understand how transactions flow through fulfillment. If you create your own fulfillment-enabled transaction definitions, it provides a concise picture of the transaction workflow. When you convert multiple transactions at the same time, the table also shows which transaction type those transactions are converted to. The system-generated workflow is: SYS-Fulfillment Order --(bulk)--> SYS-Fulfillment Shipper --(bulk)--> SYS-Fulfillment Invoice The (bulk) indicates that when multiple transactions are converted at the same time that they are converted to the next transaction type in the workflow.
Allow fulfillment to create negative inventory for non-tracked items	Select to allow the on hand quantity for non-tracked inventory items to go negative in fulfillment. When non-tracked items can go negative in fulfillment, the quantity for an item in an order can be set to reserved even if there is not enough uncommitted quantity to reserve it. This can cause the final quantity that's on hand to be negative when the order or shipment is converted to an invoice. The checkbox appears when: Fulfillment is enabled. (The Enable fulfillment checkbox is selected.) Negative inventory is allowed. (The Do not allow negative inventory globally checkbox is not selected.)

2. Edit the TDs for the system-generated fulfillment transaction workflow

If you plan to use the system-generated transaction workflow, some of the system-generated transaction definitions need to be edited to specify sequence numbers and enter posting information. In addition, you can edit the transactions definitions to set your preferred attributes, such as price lists, edit and delete policies, and so on.

1. Go to Order Entry > Setup > More > Transaction definitions.

   In a multi-entity company, access the transactions definitions at the top level.
2. Select Edit next to SYS-Fulfillment Order. Edit the desired fields, and then select Save.
3. Select Edit next to SYS-Fulfillment Shipper. Set up a Numbering sequence, edit the desired fields, and then select Save.
   Converting multiple sales orders into shippers at the same time (bulk convert) only works if the shippers have sequence numbers.
4. Select Edit next to SYS-Fulfillment Invoice.
   1. Set up a Numbering sequence.
      Converting multiple shippers into sales invoices at the same time (bulk convert) only works if the sales orders have sequence numbers.
   2. Edit the desired fields.
   3. On the Posting Configuration tab, enter the COGS account mappings. For example, you might debit a cost of goods account and credit an inventory account.
   4. On the Posting Configuration tab, enter the GL account mappings for posting to AR. For example, you might debit an accounts receivable account and credit a sales account.
   5. Select Save.
5. Make sure that the appropriate inventory journals are selected for SYS-Fulfillment Shipper and SYS-Fulfillment Invoice.

   1. Go to Order Entry > Setup > Configuration.

   2. On the Document Configuration tab, make sure the appropriate inventory journals for SYS-Fulfillment Shipper and SYS-Fulfillment Invoice are selected.
   3. Select Save.

3. Optional. Create custom fulfillment transaction workflows

If the system-generated transaction workflow for fulfillment does not meet your needs, you can create your own transaction workflows by modifying existing transaction definitions or creating new ones. Only sales orders, shippers, and invoices can be enabled for fulfillment.

When a transaction definition is enabled for fulfillment, certain settings are automatically defined and cannot be changed.

1. Determine the sequence of transactions for the workflow. It can be an existing workflow that you want to go through fulfillment. The workflow must include at least two transaction types.
   Examples

   Sales order --> Sales invoice

   Sales order --> Shipper (with invoicing handled outside of fulfillment by the accounting team)

   Sales order --> Shipper --> Sales invoice

   Sales order --> Approved sales order --> Shipper --> Sales invoice

2. Go to Order Entry > Setup > More > Transaction definitions.

   In a multi-entity company, create the transactions definitions at the top level.
3. For an existing workflow, edit the transaction definition for the first transaction in the workflow. For a new workflow, add a new transaction definition for the first transaction in the workflow.
   If you enable fulfillment for a transaction definition that has existing transactions, the existing transactions will not appear in fulfillment until they are edited and re-posted.
4. Depending on the type of transaction definition, set the following fields to these values:
   Sales order

   • Template type is Order.
   • Workflow category is Order.
   • Inventory total adds to ONHOLD quantity.
   Shipper

   • Template type is Order or List.
   • Workflow category is Order.
   • Inventory total subtracts from ONHAND quantity if it is not decreased in the invoice.
   • Numbering sequence is set up. Converting multiple sales orders to shippers at the same time works only if the shipper transaction definition has a sequence number.
   Invoice

   • Template type is Invoice.
   • Workflow category is Invoice.
   • Inventory total subtracts from ONHAND value. Or, it subtracts from ONHAND quantity and value if the shipper does not decrease the ONHAND quantity or there is no shipper.
     Also, go to the Posting configuration tab and enter the COGS account mapping and AR account transaction posting information.
   • Numbering sequence is set up. Converting multiple sales orders or shippers to sales invoices at the same time works only if the invoice transaction definition has a sequence number.
5. Select the Enable for fulfillment checkbox.

   Several settings, like Transaction posting, Partial conversion handling, and Enable renewals, are automatically set and cannot be changed.

6. In the Workflow section, complete the following transaction conversion information as needed:
   1. Select which transactions the transaction can be created from.
   2. Review the transactions the transaction can be converted to. This is a read-only field that is determined by the Can be created from table in the other transaction definitions.
   3. Use the Default for bulk conversion checkbox to select which transaction Sage Intacct converts the transaction to when bulk convert is used in fulfillment. With bulk convert, you can convert multiple transactions at the same time.
   You might have to edit or create another transaction definition first and then return to this transaction definition to complete the conversion information.
7. Complete entering any other transaction definition information. Then select Save.
8. Repeat steps 4 to 7 for each transaction definition needed for the fulfillment transaction workflow.
9. To ensure that the transaction definitions give you the fulfillment transaction workflow that you want, go to the Configure Inventory Control page and check the transaction workflow in the Fulfillment section.
10. Make sure that the appropriate inventory journals are selected for your fulfillment-enabled transactions definitions.

    1. Go to Order Entry > Setup > Configuration.

    2. On the Document Configuration tab, select the inventory journals as needed.

    3. Select Save.

4. Enable non-inventory items for fulfillment

You might have inventory-based items that are set up as non-inventory items because you do not want to physically track the on hand quantities for these items. Instead, you purchase and expense them. For example, screws, staples, nuts, washers, or tacks are all items that are low cost that a company might expense their purchase of and then sell.

You can enable these types of non-inventory items so that they can be managed in fulfillment.

1. Go to Order Entry or Inventory Control > All > Items.

2. Find the Non-Inventory or Non-Inventory (Sales) item that you want to include in fulfillment.

   Enter Non-Inventory in the Item type column header to filter the items.
3. Select Edit next to the desired item.
4. In the Non-inventory item enablement section, select Fulfillment. The warehouse section appears.
5. Optional. Set up one or more warehouses for the item. Skip entering any standard costs for the warehouse.
6. Repeat steps 3 to 5 for each Non-Inventory or Non-Inventory (Sales) item you want to include in fulfillment.

When the item is entered in a fulfillment-enabled transaction, entering a warehouse is required. The item will be considered 100 percent fulfillable.

5. Grant users permission to use fulfillment

Business and warehouse users with the appropriate permissions can use fulfillment.

• In the Inventory Control application subscription, scroll down to Inventory Fulfillment and select Edit.

Learn how to grant users permissions.