User Guide

You will find a possibility to print this manual at the end of the web page.

Backoffice

The backoffice is your central office to control your fulfillment with fulfillmenttools. This is where you manage your stores and dispatch centers with your stock and the employees.

Registration

To login to the backoffice, please use the link provided by fulfillmenttools. Please enter your e-mail address and the corresponding password on the login screen and confirm the process by clicking on the “Login” button.

Structure

The back office is divided into four general areas.

  1. Menu
  2. Header
  3. Main window
  4. Footer

You mainly use the area of the menu and the main window. Select the desired item in the menu and the content is immediately displayed in the main window.

Change of location

Many masks in the backoffice display data related to the selected location. For this reason, depending on your user role, you can change the selected location at this point.
Simply click on this area and then select the desired location in the dialog that opens. Of course, you can also refine the list with the parent search to find the desired location faster.

Logout

If you want to change the user or simply log out of the session, press this button. You will be logged out immediately and return to the login screen.

Cockpit

The cockpit is the first area that you see after logging on to the fulfillmenttools back office. From here you can access all other areas and get a first overview of the performance of your fulfillment.

Orders

In the orders section you can see all existing orders, filtered according to the set location, in an overview.

Order list

The list of orders is sorted according to the order status of which there are three possible ones:

Open

Indicated with red color the status is open. These orders have been received but not yet processed.

In Picking

This status is displayed in yellow. This means that a colleague is currently compiling this order and is therefore locked against further processing. This is to avoid double processing of the same order.

Ready

Once an order has been processed, it is displayed in green. Picking is no longer necessary for orders that are completed.
In addition, you will be given further data such as name and address of the purchaser and an overview of the items ordered. Click on an order to get more details.

Sorting

As in all other lists, you can sort them by clicking on the corresponding title in the header.

Detailed view

In the detail view you will also see the individual articles in the order with your data and picture.

Assortment

In the assortment section you will find all articles which are in the currently selected location. The Backoffice does not offer the possibility to create or delete new articles in the assortment. Since the data displayed here is mainly managed in other systems, the fulfillment tool Backoffice only accepts data from these software products. A separate administration of this data in the back office is currently not planned.

Assortment list

In the list displayed here, you can see all articles in the assortment of the currently selected location. Data is displayed, such as an article picture, a name with a supplementary description, the price and the current stock.
The stock is once again divided into two areas. On the one hand you can see the entire stock as well as the currently reserved articles. Reservations are created when orders are received but not yet processed. In this case the ordered articles are already reserved.

If you do not have a stock system connected and want to use it, you also have the option of using the stocks only with the two statuses “available” and “not available”.

Change stock manually

Click on the desired article in the assortment to enlarge it. The displayed data remain the same, but you now have the possibility to change the stock manually.
Simply click on the + or – symbol next to the current stock. Of course, you can also edit the entered number directly and enter the desired stock. Save your changes by clicking on the “Save” button.

If you do not want to use an inventory system, you can alternatively change the availability of the article here.

Locations

List of locations

In the location list you can see all the locations you have created in your system. The list provides you with quick information on the most important data such as the status and the name of the location including the address and the responsible contact person. It also shows whether shipping is possible from this location and whether a pickup is offered.

Sorting

As in all other lists, you can sort them by clicking on the corresponding title in the header.

Location detail view

Click on the desired location to call up the detailed view. Here you can see all the stored data on the location and you can also change them immediately here. Simply click on the desired information and enter the desired data.

Type and Status

Let us take a closer look at the last area. All the information above is self-explanatory, but in this section you can make some settings that directly influence the Distributed Order Management System.

Types of location

The location type determines what type of location it is. There are currently two options, Store or Warehouse. A store is a normal retail outlet with customer traffic, whereas a warehouse describes all delivery centers that only handle shipping.

Business Type

Again, you have two choices, Ship from Store and Pickup. You don’t have to choose between the two options, you can choose both if you wish.
Ship from Store identifies this location as the shipping location. This means that orders destined for shipping are also directed to this location.
Pickup is for locations where customers can pick up their orders directly. If an order is placed online and pickup is selected in a store, this store must also be marked with Pickup here.

Status

Three statuses are available. The most important one is “Online” and only locations marked as Online are considered by the Distributed Order Management System. If you do not want a store to be included in the processing of purchase orders, select Locked. If the location should no longer appear in the lists for selecting locations, go one step further and set the location to Offline.

Saving changes

Please note that you always save changes to a record by clicking the “Save” button. If you leave the page or reload it without this click, the changes will be lost.

Create a new location

You can add a new location at any time. Simply click on the “Add Location” button in the upper right corner of the window.

A new location opens immediately with all data as described in the location detail view.

Save

Here too, please save the newly created location by clicking on the “Save” button.

User

To log on to the back office or the APP, you need a user in the system. The User area is used to control these users for the fulfillmenttools system.

List of users

Here all users in the system are displayed with their basic data. This includes the first name and surname, his user name including the role and his location.

Sorting/h4>
As in all other lists, you can sort them by clicking on the corresponding title in the header.

User detail view

Just click on the desired user to get a detailed view.

You can also change the displayed data in this window. Simply click on the desired value and change it.

Let us go into some important values in detail.

Username

The username is used to log in to either the back office or the APP. Therefore, please choose unique names for each user that are easy to remember.

Role

The role describes the possibilities of this user in the fulfillmenttools system.
An administrator had full rights in the system, he can log in anywhere and make changes to the settings.
A supervisor has similar rights only limited to its location.
The filler, on the other hand, can log on to the back office, but only sees data relevant to him. This includes his cockpit and the corresponding orders for his location. The Fulfiller is a user for the APP who should process the incoming orders.

Location

The location is an important setting for the roles of supervisor and filler. Administrators automatically have access to all locations, whereas the other two roles only have access to data of the location stored here.

Saving changes

Please note that you always save changes to a record by clicking the “Save” button. If you leave the page or reload it without this click, the changes will be lost.

Delete user

To delete a user please go to the detail view of a user.

There you will find the button “Delete user” in the lower left corner. Click on it and confirm the process in the window that opens.
Please note that this process cannot be undone. Therefore be very careful when deleting data.

Creating a new user

Administrators and supervisors can add a new user at any time. Administrators for each site and Supervisor only for yours. Simply click on the “Add User” button in the upper right corner of the window.

A new user opens immediately with all data as described in the user detail view.

Save

Again, please save the newly created user by clicking the “Save” button.

Settings

Under the settings you will find all the options to adjust the fulfillmenttools system to your needs.

Setting options

Currently, you will find four settings in this area, which you can open with a simple click.

Add a mobile device

Connect a mobile device to use the fulfillmenttools app at this point.

Link DHL

If you also want to offer shipping, click on this area and enter your DHL access data.

Customize

Make yourself comfortable in your system. Your own logo and paint give the fulfillmenttools APP the right touch.

Short-quantity picking

Here you can configure the behavior if an ordered good could not be picked completely.

Reserved stocks

Enter here how many articles in your stock per store should be reserved for walk-in customers. This proportion is not taken into account for online orders.

Manual stock correction

Whether manual corrections can be made to the stock in the back office is set here.

Add a mobile device

The execution of the orders in the locations is managed with Android devices and the fulfillment tools APP. In order for the APP to run on these devices and work with your system, it must be linked here.

Set up App

If you are looking for information on how to set up the APP on an Android mobile device, please look here nach.

Connect the app

Once the APP has been set up, you will be asked to connect it to your system the first time you log in. To do so, scan the QR Code displayed here with your mobile device and the connection will be established automatically.

Link DHL

To send parcels from your locations you need a shipping service provider. The fulfillmenttools APP offers a direct connection to them, so you can order shipping labels directly from the APP. For this to work, you must set up your shipping service provider here.

Currently, fulfillmenttools supports DHL in this area.

Setting options

On the left side please use the button to activate or deactivate the DHL interface.
In the middle area you can store the access data provided to you by DHL.
Still no DHL account? No problem! On the right side you will find a direct link to DHL to get more information. Or simply use
this one.

Save

Here, too, please save the adjustment you have made by clicking on the “Save” button.

Please note that DHL requires a password renewal after a certain period of time. Currently, this means that you have to change your password every 90 days. Remember to store this changed password here in the settings as well.
One last note: The initial setup and password change can take up to 24 hours. Since changes must be made to adjacent systems, this adjustment is not effective immediately.

Customize

Make the fulfillmenttools system your software and customize the look and feel to match your brand. The logo and color set here will be used in both the back office and the App.

Setting options

Upload your own logo by clicking on the “select” button. You can upload any file format for graphics from your device.
To set the color, enter the corresponding hexadecimal value of the color in the second value.

Save

Here, too, please save the adjustment you have made by clicking on the “Save” button.

Short-quantity picking

During order picking, it can always happen that ordered goods are not available or not available in sufficient quantities. Despite constant comparison of the stocks, this can happen for various reasons. The picker will notice this during picking and inform the system by not picking the goods or picking too few goods in the APP.
This setting here allows you to set how the system reacts and adjusts the current stock. If the function is active, the article is set to the stock 0 in such a case. This avoids re-routing an order to the specific location and corrects the stock.
You can also deactivate the function, in which case the stock of the item is only reduced by the number of picked goods as usual. A correction of the stock does not take place at this point.

Save

Here, too, please save the adjustment you have made by clicking on the “Save” button.

Reserved stocks

Click on this option to open it.

How reserved stocks work

When you reserve stock in the system, the Distributed Order Management System will not be able to calculate which location should make a delivery. For locations with walk-in customers, this helps to ensure that articles are available in the store at all times.
A small example at this point. Let us assume you have 10 pieces of an item in this location and the reserved stock is set to 20%. This means that 2 of the 10 items are reserved and the DOMS now only works with 8 of them when distributing online orders. The system will round off if there are odd numbers in the percentage calculation.

Setting options

Click on the button on the left side to enable or disable this feature.
With the slider in the middle you can set the desired percentage of reserved stocks.
On the right side you will find a button to quickly restore the default value. The default value is 20%.

Save

Again, please save the changes you have made by clicking on the “Save” button.

Setting per location

Please note that this setting can and must be made per location. You should therefore pay attention to the store selected in the top right-hand corner of the header bar when making this setting.

Manual stock correction

Here you can activate or deactivate via the simple switch whether a manual stock adjustment via the back office is possible.

Save

Here, too, please save the adjustment you have made by clicking on the “Save” button.

APP

Besides the backoffice, the fulfillmenttools APP is the second part of the fulfillmenttools suite. With this suite, your employees in the stores and dispatch centres have an overview of the order status at any time. They take care of picking, creating shipping labels with the handover to the shipping service provider or the handover to the customer at Click & Collect.

Download

First you have to download the App to your Android device. You can find the APP fulfillment tools in the Google Play Store. There are two possible ways to install them quickly on your device.

Search in the Google Play Store

Just open the Google Play Store on your Android device and search there for “fulfillmenttools”. The APP is provided by OC fulfillment GmbH and can now be installed directly from the Google Play Store to your device. Just click on the Install button.

Display in the backoffice

The second way to find and install the APP is in the back office. Open it and navigate to the Settings menu. There you will find the item “Add mobile device”, open it. You will see a blue button on the left side with the label “APP Download”. A click on this button opens a window in which you can now scan a QR Code with your Android device. This will take you directly to the APP in the Google Play Store where you can easily install it.

Establishment

When you start the App for the first time after installation, it must now be connected to your fulfillmenttools system before it can be used.
The first display after this start informs you that the App must be activated. Simply confirm this by clicking on the “Activate APP” button.
To activate the App you have to scan a QR Code in the backoffice, for this the App needs the permission to take pictures and videos. At this point you will be asked to do so, please confirm this request on your device.
Last but not least you have to scan the QR Code from the backoffice. Do this with the responsible administrator in your location. He can provide the QR on a computer monitor and all you have to do is scan it with the App in the last step.

Registration

After setting up the App, you can now simply open it. The first window you see is the login window. Enter the user name and password you have been given and confirm by clicking on “Log in”.

Selection of location

When you log in for the first time, you will automatically be asked for your location. Simply click on “Select location” and select your location in the window that opens.
If your location is not available here, please contact your administrator so that he can also create it in the back office of the fulfillmenttools.

Menu

You can reach the menu from any window of the fulfillmenttools APP. Just click on the three dots on the upper right-hand side of the screen. The menu that opens contains three options:

Select location

With this option you can change your location at any time, provided you have the necessary rights. This also allows you to get an overview of the orders in other locations or to change the location with a device.

Abmelden

Diese Option meldet Sie aus der fulfillmenttools APP ab. Nutzen Sie dieses vor allem wenn Sie Ihr Gerät länger nicht nutzen wollen, um unberechtigten Zugriff zu vermeiden.

Über die App

Hier werden Ihnen die aktuellen Daten zu der fulfillmenttools APP angezeigt. Diese Daten sind in der Regel nur Interessant für Administratoren oder im Falle eines Gespräches mit einem Service Mitarbeiter, um zu überprüfen welche Version eingesetzt wird.

Orders

The first step in delivering customer orders is order processing. This entire process is represented in this tab.

In the Orders section, you can see all current and past orders of your set branch. As soon as a new order is received, it is displayed here and can be taken over directly by the Fulfiller. For an easier view there are three statuses which are displayed to the left of each order:

Open

Indicated with red color the status is open. These orders have been received but not yet processed. Take the top entry of the page to start processing.

In Picking

This status is displayed in yellow. This means that a colleague is currently compiling this order and is therefore locked against further processing. This is to avoid double processing of the same order.

Ready

Once an order has been processed, it is displayed in green. Picking is no longer necessary for orders that are completed.
For each order you will also see the number of ordered and picked items, the order number and an internal ID consisting of the first letters of the customer’s first and last name with a consecutive numbering and the date of the order.
If required, write this ID on the container into which you are picking. This can make it easier for you to assign load carriers later.

To edit a job, simply select an open job with your finger. After a short loading time, you are now in this specific order and can start editing.

Editing the first article

You will immediately see the first article which is included in this order. Further articles, if available, can be found in the lower part of the APP with a picture and the number of articles already collected. Below the picture of the item and the item description you will find a bar which shows exactly how many copies of this one item must now be collected. As soon as you have collected the corresponding items, simply click on the plus symbol in this bar to add one collected item at a time. Repeat this until you have collected the desired number of items. Once this is done you will also see a green tick above the item image to indicate that the item has been fully processed.

Editing more articles

Now switch to the next article at the bottom of the APP. You can easily do this by wiping the articles to the left with your finger. Repeat the process with all articles in the list until you reach the last item “Complete”.

Finish processing

If you select this item, the APP will show you once again an overview of all articles of this order. The status of each article is also immediately visible here. If the article was collected in the desired quantity for the customer, it is marked green, if the article has not yet been processed or if no articles could be picked, it is marked red and partially processed articles are shown in yellow.
If all articles have been collected in the required quantity, you can now finish the process by pressing the “FINISH” button.

Click & Collect completion

SIf the processed order is an order for collection in one of your branches, you will now receive the window shown. You can only end the process here, as the order has now been fully processed until the customer picks it up.

Ship from Store

An order which is intended for dispatch receives a little bit different completion mask. Here you can now choose whether you simply want to end the picking or go straight to the next step and order the shipping label directly.

Mailing stamps

If the customer has marked his order for shipping, you can order a shipping mark from your shipping service provider in this area. This can also be printed here so that you can attach it to the package.

List of shipping marks

The first thing you see is a list of all orders that have been placed for shipment. The orders listed here can have two statuses:

Open

No shipping label has yet been created for this order and it still needs to be processed.

Ready

This order already has a shipping label. This can be viewed and printed again.

Order shipping mark

Click on an open order in the shipping marks area and a new window will open. In this window you can now order the creation of a shipping label from your shipping service provider by clicking on the button “Order shipping label”. Please note that there are costs for the shipping label.
This may take a few seconds and you will receive a notification as soon as the shipping label is available and has been placed in your order. After placing an order, the shipping label will be displayed as soon as it is available.

Viewing and printing shipping labels

If you click on a completed order in the shipping labels area, the shipping label already stored opens directly. You can also access this view if you order a new shipping label and this has been provided by the shipping service provider.
In this view you have the possibility to send the shipping label via your Android device to any desired printer. Click the Share button on this page to share the shipping label using the capabilities of your Android device.
The selected printer must first be connected to the WLAN network and linked to the terminal device.

Handover

The transfer is the last step of the delivery. This is the last step in the process of handing over the ordered goods to the customer. This can be done in two different ways, depending on whether the customer has ordered the goods as shipping or for collection.

Hand over shipping packages

In the “Shipping” view in the “Delivery” section you will find all packages that are ready for shipping. The only thing missing here is the last step, the handover of the package to your selected shipping service provider.
Once this is done, go to this area and select the corresponding open order. In the window that opens, select “sent” and the order is now displayed as “sent”.
This means that the entire order has been processed and is now delivered to the customer.

Transfer Click & Collect packages

For a collection order please go to the tab “Collection” in the area “Delivery”. Here you will see a list of all orders which are ready for collection. If the customer now appears to pick up his order, select the corresponding order.
You will now receive a detailed overview of the order with all ordered articles. So you can ensure the completeness with the customer once again and hand over his order to him. As soon as this is done, click on “Order picked up” and confirm the appearing question with “Picked up”. In this moment the order is now shown as “picked up” in the list.

Interface to Shopify

Fulfillmenttools offers a standard interface to the popular e-commerce system Shopify. In the following section we explain the available functions in more detail.

Soon available!

Establishment

Last updated: 03.12.2020