Fill Internal Orders

If your institution uses pick lists to fill internal orders, you must locate the correct order and print the pick list before you fill the order.

Note: Not all institutions require a printed pick list. Only print the pick list if your institution follows a conventional, shopping list setup that requires you to gather all items before filling the order.

After an internal order has been made and the pick list has been printed (if necessary), you can fill the order and update the Inventory module.

Note: The requested from location is usually, but not all always, a main warehouse location.

The process to fill internal orders will vary depending on the institution’s setup:

  • If you use pick lists, you must complete the following sequence after you have collected all the available items using your printed pick list.
  • If you do not use pick lists, you must complete the following sequence as you gather available items for the internal order.

As part of the filling process, you must physically retrieve the internal order contents and make them ready to deliver them to the location that ordered them.

To fill an internal order:

  1. Open the Inventory module and click the Pending Internal Orders tab.
  2. Enter the appropriate search criteria and click Search.
  3. Select the item(s) from the lower pane.

    4. Tip: To select multiple items, press Ctrl.

    Note: The item(s) you select is only relevant if you will fill the order without using a pick list.

  4. If necessary for your institution, print the pick list.
    1. Click Pick List... and when prompted, click Yes.

      2. The pick list prints and the order’s status changes to Picked.

  5. Click Fill... to display the Order Filling Selection window.

    • If you gathered all products using a printed pick list and will enter them all at once, select the Items from a Pick List radio button and double-click the correct Pick List.
    • If you do not require a pick list and are gathering and entering products individually, select the Items selected in the Pending Internal Orders tab radio button and click OK.

      • Note: This opens the order products(s) you selected before you clicked Fill....

      The Order Filling window displays with the item(s) listed.

      Tip: Each item listed in the order may display a BIN to indicate where the item is stored. You can click the BIN column header to sort the products by BIN and (if applicable) match how pick lists are organized.

  6. Complete the following fields:
    • From the Filled By drop-down list, select the location which filled the order.
    • From the Transfer To drop-down list, select the location that receives the order.
  7. Complete any of the following:
    • Auto fill the order:
      1. Click Auto Fill to fill all items.

        2. Next to each item, the Filled column displays the value entered in the Quantity column.

        Note: Only use this method if all ordered products are present.

    • Manually fill the order:
      1. Select a product from the lower list.
      2. In the Quantity field, enter the required number of items you gathered, and press Enter.

        3. Across from the list item, the To Fill column changes to 0 and the Filled column reflects the quantity filled.

        Note: If only a partial order can be filled, enter the amount you have available.

        Example: If the location ordered 50 boxes of gloves, but are only 25 are available, enter 25.

        The item text changes to red to indicate it is on back-order.

      3. Repeat Steps a-b as necessary until all items are accounted for.
  8. Close the Order Filling window.

    9. In the Closed Orders tab, the order’s status changes to Filled.

    Note: If the order was partially filled, it remains under the Pending Internal Orders tab and the status reads Back-ordered.

    In the Product Levels tab, the Quantity number reduces for that item, showing the new remaining number for the main warehouse.

    The receiver can now deliver the item(s).