Once a reservation has been prepared for shipping or pickup in the Pack&Ship application, the next step is the fulfillment of that reservation. During fulfillment, several final checks are performed before a package can be handed over to a customer. Fulfillment can take place for both pickup and delivery. The menu option for reservation fulfillment is visible in RetailVista Mobile as shown below.
In the fulfillment app that appears, a reservation number can be entered, or a track & trace barcode can be scanned. This explanation assumes the use of the Pack&Ship application. After processing a reservation in that application, one or more track & trace labels with barcodes are printed, depending on the number of packages required. These labels contain various information about the customer and the order, including the associated reservation number.
In the fulfillment app, the reservation number can be entered or the track & trace barcode scanned. The reservation will then be retrieved, and in some sales order scenarios linked to the reservation, it may be specified that an product check is required during fulfillment. This product check is generally not necessary and is not recommended unless reservations have already been checked and packed in sealed packages during the Pack&Ship process. If the product fulfillment check is activated, the following section applies; otherwise, it can be skipped.
Product check
In the sales order scenario linked to the reservation, it can be specified whether an product check during fulfillment is required.
If an product check is required, the screen below appears, showing the products that must be in the reservation. Each product must then be scanned individually. For example, a line with 3 Mythos Dekchair chairs will require scanning each chair separately. This ensures that the correct chairs are handed over. At the bottom of the screen, the number of products remaining to be checked is displayed.
Using the barcode icon in the bottom taskbar, the phone’s camera is activated. If a PDA with an integrated barcode scanner is used, no prior action is needed; the barcode can simply be scanned. If an product is not scannable, the barcode can also be entered manually via the magnifying glass icon.
A screen appears where the barcode can be entered using the on-screen keyboard.
After scanning or manually entering the correct barcode, the product overview screen reappears, showing 1/3 for the product whose barcode was scanned. In the bottom taskbar, the remaining number of products to check is reduced from 3 to 2, and the total number of checked products is displayed as “1.”
Once all products on a line have been scanned, the line is displayed as crossed out. When all products in the reservation are scanned, the “Complete” button can be pressed to proceed to the next step of the fulfillment process.
After a full check is completed, the reservation records that product fulfillment has been verified.
Fulfillment
Once it is confirmed that all products are correct (or this step was skipped due to sales order settings), the fulfillment screen appears. A few standard checks are performed on the reservation, and if there are no issues, the screen shown below appears. In this example, reservation 1926 still required a cash-on-delivery (COD) payment of 297 euros.
COD payment
For reservation 1926, the “Delivery” tab in RetailVista ERP shows that an amount of 297 euros still needs to be paid by the customer. The person handing over the shipment, whether a delivery person or staff member at pickup, is responsible for receiving the payment.
The COD payment can be made in various ways, such as cash, payment via an unlinked terminal (mobile PIN), or through a PSP integration. A PSP integration means an online payment, similar to a webshop purchase. RetailVista currently supports Buckaroo, Stripe, and Pay.NL as online payment providers. The sales order scenario can specify which payment methods are allowed for COD. In this example, “Both” is selected, meaning both cash/EFT and online payment are allowed.
Therefore, two payment buttons were visible on the reservation fulfillment screen: “Start Online Payment” and “Cash Payment.”
Online payment
Selecting online payment initiates a connection with the configured PSP.
Cash/EFT
Selecting “Cash Payment” allows the employee handing over the reservation to receive the money from the customer, either as actual cash or via an EFT (PIN) transaction.
Signing
Once any COD payment is completed, or if no payment is required, the fulfillment app shows a green text box indicating that fulfillment is allowed. The employee is then asked to enter the customer’s name and obtain a signature.
By entering a name and signature, the “Fulfillment Complete” button can be pressed, and the reservation can be handed over to the customer. The reservation itself will then show that it has been delivered, including the time and recipient.
COD deposit
The final step applies only to cash COD payments. In the example, the received COD amount of 297 euros has not yet been deposited by the employee who collected it. It does not matter whether the payment was cash or EFT; in both cases, this involves “cash” in RetailVista, which must be recorded via RetailVista POS. The COD amount must now be deposited in the POS. For an EFT payment, the method selected should correspond to the type of terminal used (e.g., “Mobile EFT”).
In RetailVista POS, choose “Payments” and then “Deposit COD Payment.”
In the following screen, enter the reservation number for which the COD payment is being deposited. RetailVista will retrieve the reservation and automatically take the amount recorded as due.
The COD deposit is then added as a line product to the transaction.
The transaction can now be completed by going to the payment screen and selecting the appropriate method that matches how the COD amount was received. For cash, select the cash payment method; for EFT, select the terminal as the payment method. This ensures that the daily report reflects the 297 euros as non-sales revenue, and a specification of non-sales products is printed. The cash drawer will contain the COD amount of 297 euros. The actual sales revenue comes from the Pack&Ship reservation sale, not the COD collection.
