With Y3PL system, each of your 3PL customer receives a WMS system inside of their accounts.
In Y3PL system relations, inventories and orders belong to one of your 3PL client. The relationship between your 3PL company, your 3PL clients and these resources is:
Each of your 3PL client has their own set of inventories, orders and relations.
Inventories are shipped to customers (via Customer Order), or returned to vendors (via Vendor Return). This is called outbound
Inventories are received from vendors (via Vendor Order), or returned from customers (via Customer Return). This is called inbound.
How do I select a client?
If you are a company user, you need to select the client that you want to use before access these resources. On top right corner of your screen, there's a blue circle for selecting 3PL clients (next to your profile button). If you click on that, a menu will show up and you should select the correct client first before proceeding to the following.
I cannot create an inventory item, a relation or an order?
When your account is just set up, the system has no idea which client you want to be working on first. So it does not allow you create any of these resource. You need to select the client for the first time. The system will remember the last client you worked on moving forward.
In Y3PL system, a customer or vendor is called a relation.
In order to ship an order on behalf of a 3PL client, there must be at least one customer.
In order to receive an order on behalf of a 3PL client, there must be at least one vendor.
To create a relation, go to Relations -> Customers / Vendors ->Add New Customer / Vendor
You can also upload them via Excel. Uploading via Excel only allow one billing address and one shipping address for each relation.
|Company Name||The company name of this relation. This field is required|
|Phone Number||Phone number|
|Default Courier||The default courier of this relation. This field is required. Your system must have at least one courier set up (by company user)|
|Tax Rate||Tax rates are set up by company users in Settings -> Configurations. Note this is only needed if you want to generate invoices|
|Payment Term||Payment terms are set up by company users in Settings -> Configurations. Note this is only needed if you want to generate invoices|
|Shipping Payment||Prepaid, collect or third party. If you pick collect or third party, you will need to enter the collect account information for ShipStation integration.|
|Instruction||This can be either a default instruction for warehouse picking or a message to be printed on packing slip. Use the below checkbox to change the type of this instruction|
|Status||If this relation is active|
After a relation is created, you can enter address(es) under this relation. There are 3 main types of addresses - Shipping, Billing or Both. The type will separate the addresses when you placing an orders.
An inventory item is identified by SKU (Stock Keep Unit). There's a few key things to note before creating an inventory item:
- SKU must be unique for each client.
- Y3PL does not have product variants. Therefore, you need to create separate SKUs for different variances of a particular product (size, colour). While most of E-commerce shopping carts have variants as a feature, different variants are eventually identified by different SKU.
- Native Y3PL E-Commerce integrations will create a product retrieved from the shopping cart if the SKU does not exist. So it's very important that the SKUs in your Y3PL system match exactly to those in the shopping carts.
- Inventories, quantities, movements and locations are links by the concept of license plates. Although use of license plates is not mandatory, it is highly recommended to use license plates to manage inventories.
To create an inventory item, to go Inventory -> Add New. You can also upload inventories via Excel.
|SKU||Required, must be unique within the same client|
|UPC||UPC code of the product|
|Name||Name of the product|
|Cost, Selling, MSRP||Monetary value of the product. In most cases, these fields are set to 0|
|Active||If this is an active inventory|
|Require Lot||If checked, when shipping and receiving, you will be asked to enter lot number(s) / expiration date(s).|
|Require Serial||If checked, when shipping and receiving, you will be asked to enter serial number(s)|
|International||These 4 fields are used with our ShipStation integration.|
|Other Information||Any additional information you want to supply (mostly used with customized reports)|
You can assign one or multiple categories to an inventory item. Note this is currently for customized reports only.
Unit of measure is the most import configuration to an inventory item. With UOM set up correctly, you can then use our daily cubic meter billing module. Also your inbound or outbound shipments will be automatically calculated.
For each inventory, there should be one and only one "Base UOM". A base UOM is the unit measure agreed between you and your client in terms of receiving and shipping. For example, you have a product named "ABC", and your client requests to ship 1.
If you are shipping a carton, then the base UOM should be a carton.
If you are shipping a unit, then the base UOM should be a unit.
You can configure as many unit of measures as you want based on the "Base UOM". For example, a carton could have 12 units (Unit is the base UOM). Then a pallet could have 600 units (Unit is the base UOM).
You can also upload UOM configurations via Excel at the inventory view screen.
Inventory Special Pricing
Special pricing includes vendor pricing and customer pricing. You can define a different selling price of a product to a particular customer. When creating a new order manually, this price will be used instead of the inventory selling price in general.
In addition, you can also add vendor item number or customer item number (SKU). These item numbers will be appended to packing slip if any.
Y3PL system has four major order types
- Customer Order - have one of more outbound shipment(s)
- Vendor Order - have one of more inbound shipment(s)
- Customer Return - have one of more inbound shipment(s)
- Vendor Return - have one of more outbound shipment(s)
To create an order, go to Orders -> Order Type -> Add New
|Relation||Required. The customer or vendor the order is shipped to or received from. Once selected, the system will load address(es) under this relation for you to select. You can also click on "Manage Addresses" to create a new one.|
|Shipping Payment||This will be used in our ShipStation integration. Please fill in collect account information if not shipped Prepaid.|
|Warehouse Note||This will be printed on the internal picking ticket|
|Packing Slip Note||This will be printed on the packing slip or invoices|
An order must have at least one line item. You can click on "Add New Line" and find the correct product by searching.
Once an order is placed, click on "Save Order", you will have more options after.
Once an order is saved, you will see above options
- Open: this is the order status. An order could have 4 different status - Open, Processed, Finished and Cancelled.
- View: switch the screen to show the order detail
- Clone: create a new copy of the same order
- Edit: modify the order (Only if an order is open)
- Shipment - Add: create a split shipment
If you click on "Shipment - Add", a new screen will show up, and you can create a shipment in full (if all products are in stock) or a partial shipment (if some products are out of stock).
In the shipment screen, you can also specify a new courier (if needed), ship and cancel date.
Once confirmed, click on "Create Shipment".
After a shipment is created, the warehouse will be able to see this in the "Receiving" or "Shipping" section of the system. They will proceed to shipping or receiving. After your order is shipped or received, you can retrieve a summary report from the print tab.
You can upload attachments and documents to a shipment by clicking on this button when you are in the shipment view (by clicking on a shipment in the shipments section).
You can also write any comments you have by clicking on this button