Special Project Packages and Deliveries

Special Project — Fulfillment (Packages & Deliveries)

The Fulfillment tab on a Special Project is the single place to:

1. List every Package (item / part) the programme needs delivered.
2. Record Deliveries as they arrive at each step of the project's life cycle.
3. Watch the Delivery Funnel by Lifecycle Stage summary update in real time.

It replaces the older "Site Materials + Receipts" model: the same data is still there, but the summary is now a per-stage funnel instead of a single on-site/short bar.

To open the tab: Special Project form → Fulfillment.

1. Prerequisites

• Customer on the Special Project (required for site address lookup and customer-scoped warehouse items).
• At least one material identifier per package row: Warehouse Item, Commodity, or Description.
• One or more Lifecycle Stages with For Special Project ticked. The default seed creates: Pre-Show → Logistics → On-Site → Post-Show → Closed.
• For seeding from a quote: a linked Sales Quote with Project Products lines.
• Optional masters: Commodity, Warehouse Item (customer item catalogue), customer Address records for Site.

2. What you see on the tab

Section	Purpose
Summary — Delivery Funnel by Lifecycle Stage	One row per package, one column per Lifecycle Stage (in stage order). Each cell shows the qty delivered in that stage with a small fill bar (width = qty / required). Updates when you save or change the grids.
Packages	One row per item / part to deliver. Tick Include on Create to mark a row as an always-along package (auto-rides every booking, off the delivery funnel).
Deliveries	The receipt ledger. Each row records a quantity delivered at a specific Lifecycle Stage, optionally linked to the booking/order that produced it.

Delivered and Remaining on package rows are calculated — do not type them. The system sets:

• Delivered = sum of Posted delivery rows matched to that package.
• Remaining = required − delivered (never below zero).
• Always-along rows (Include on Create ticked) stay at Delivered = 0 and Remaining = 0 by design — they are off the delivery ledger.

If delivered exceeds required on a tracked package, you get an orange warning on save; fix packages or deliveries if that is not intentional.

2.1 Reading the funnel

The funnel is monotonically non-increasing across stages: a package can never appear in a later stage without first appearing in an earlier one (the workflow enforces this — a delivery is tagged with exactly one stage when posted).

Example, for a package with Required = 10:

Package	Required	Pre-Show	Logistics	On-Site	Post-Show	Closed
Crate A	10	0	10	8	0	0
Banner Stand	20	0	20	15	0	0

Read as: 10 Crate A units cleared the Logistics stage, 8 of those have reached On-Site, 2 are still in Logistics or otherwise outstanding.

3. Packages grid

Add one row per item / part you are tracking, plus optional rows for always-along packages (tool kits, dunnage) that ride every booking.

Field	What to enter
Site	Customer address for this requirement (optional but useful when the same programme has multiple venues).
Commodity	Active commodity from the master list.
Warehouse Item	Customer warehouse item (filtered by Customer on the programme).
Description	Free-text line when you are not using commodity or warehouse item.
Include on Create	Untick (default) for a tracked package. Tick to mark this row as an always-along package.
Qty Required	Programme need for tracked packages. For always-along rows just put 1 (any value > 0 — the field is required by validation but not used for delivery balances).
UOM	Unit of measure.
HS Code / Reference No / No of Packs	Optional shipping metadata — auto-populated on the booking when this row is shipped.
Length / Width / Height / Dimension UOM	Per-pack dimensions (optional).
Weight / Weight UOM	Per-pack weight (optional).
Volume / Volume UOM	Per-pack volume (optional).
Contains Dangerous Goods	DG flag (optional).
Delivered / Remaining	Read-only balances (see above). Always-along rows display 0 / 0.

Rules

• Each row must have Warehouse Item, Commodity, or Description.
• Qty Required must be greater than zero on every row (always-along rows simply put 1).
• You can mix warehouse items, commodities, and always-along packages on one programme.

Always-along rows

Tick Include on Create when the row is a package that travels on every booking but is not tracked as on-site stock — e.g. a pre-shipment tool kit, a DG kit, dunnage. The row is then:

• Hidden from the Shipment Lines dialog.
• Auto-appended to every new Transport Order, Air Booking, Sea Booking, and Inbound Order created from Create → Booking / Order, with all its dimensions, weight, HS code, DG flag, and no_of_packs carried over.
• Excluded from delivery posting on Transport Order submit, so it never inflates the funnel.
• Marked with an AA badge in the summary's Required column; its stage cells show —.

Seed from Sales Quote

When you create or update a Special Project from a Sales Quote (programme link / copy action), Project Products on the quote are copied into Packages:

• ERPNext Item on the quote is matched to a Warehouse Item for the programme customer where possible.
• Quantity on the product line becomes Qty Required.
• Existing package rows with the same warehouse item are not duplicated.

Review and adjust sites and quantities after seeding.

4. Deliveries grid

Each Delivery row credits a quantity to a package in a specific lifecycle stage.

Field	What to enter
Package Row	Row number from Packages (1 = first row). Helps tie the delivery to one package line.
Commodity / Warehouse Item / Description	Copied or entered to match the package; used if package row is blank.
Qty Received	Quantity for this delivery (must be greater than zero to count).
UOM	Unit of measure.
Receipt Date	Date of delivery (defaults to today).
Lifecycle Stage	Which stage of the project this delivery happened in. Auto-filled from the originating Lifecycle Job (or the Special Project's current stage for manual rows).
Status	Posted counts toward the funnel; Draft does not; Cancelled is excluded.
Source Job Type / Source Job No	Optional link to Transport Order, Air Booking, Sea Booking, Inbound Order, Project Order, Project Job, etc.
Container No	Optional container reference for this movement.

Use Deliveries when stock is already on site before any system job exists, or to correct history manually. For transport legs, deliveries are usually created automatically on Transport Order submit (see below). Non-freight execution work uses Project Order / Project Job with a Materials Received grid.

5. Typical workflows

5.1 Plan the programme

1. Open Special Project and set Customer.
2. On Fulfillment → Packages, add lines (or seed from Sales Quote). Tick Include on Create on rows that should auto-ride every booking (tool kits, dunnage).
3. Optionally add Deliveries for stock already delivered outside the system.
4. Add Lifecycle rows for Transport, Air, Sea, or Inbound as needed.
5. Save — check the Delivery Funnel by Lifecycle Stage summary for any stalled stages.

5.2 Ship part of a package on one leg

Example: Package A 900 required, 200 already delivered in earlier Logistics moves; this truck carries 200 more under the Logistics stage.

1. On Lifecycle, ensure a row exists at the Logistics stage (e.g. Transport Order).
2. Click Create → Booking / Order, open the card for that row, click Create.
3. In Shipment lines, enter quantity per package (e.g. Package A = 200; leave others 0 to skip). Always-along rows are not listed here — they ride along automatically.
4. Continue — the system creates the job with Packages for the picked quantities (dimensions/weight/HS code prefilled from the matching package row) plus one Packages row per always-along site material.
5. Set the job's Project to the programme (same name as the Special Project / ERPNext Project).
6. Submit the Transport Order — posted Deliveries are added on the Special Project (+200 for that package, tagged with the Logistics stage because that's the source Lifecycle Job's stage). Always-along packages are skipped.
7. Re-open the programme: the funnel column Logistics for Package A now shows 400 (200 prior + 200 this truck).

Repeat for further legs; later stages (On-Site, Post-Show, Closed) light up as you create bookings from Lifecycle Jobs at those stages.

5.3 Refresh the funnel

After bulk edits or imports, use Packages → Refresh Delivery Funnel on the Special Project form to recalculate the per-stage delivered quantities and re-render the summary.

5.4 Record deliveries from a Project Order / Project Job

Use this when materials are delivered or consumed against non-freight execution work (e.g. site setup, installation, exhibits handling).

1. Open the Project Order (SPOR-) or Project Job (SPJ-) and confirm Special Project is set.
2. Fill the Materials Received grid: pick Warehouse Item, enter Qty Received, optionally set UOM, Container No, and a direct Package Row (1-based index of the row to credit).
3. Submit the order/job.
4. The system appends one Posted delivery to the parent Special Project per row, tagged with the Lifecycle Stage of the originating Lifecycle Job row (or the Special Project's current stage). On-site balances and the funnel refresh automatically.
5. Cancel the order/job to flip the matching deliveries to Cancelled and back out the funnel.

Rows with Qty Received = 0 are skipped, and rows that match an always-along package (Include on Create) are also skipped to avoid double-counting consumables.

6. What happens automatically

Action	Result
Save Special Project	Validates rows; recalculates delivered / remaining and per-stage funnel; auto-fills any missing Lifecycle Stage on Delivery rows from the originating Lifecycle Job or the project's current stage. Always-along rows stay at 0/0.
Sales Quote → Special Project update	Appends new package rows from Project Products (does not clear existing rows).
Create → Booking / Order (Transport / Air / Sea / Inbound)	Shipment lines dialog lists tracked packages with current Remaining; chosen quantities become target Packages with dimensions prefilled. Always-along package rows (Include on Create ticked) are appended to Packages automatically.
Transport Order submit	If Project points to the programme, each package line posts one Posted delivery (once per package row; duplicates are skipped). Stage is taken from the originating Lifecycle Job. Packages sourced from always-along rows are skipped.
Transport Order cancel	Deliveries sourced from that order are set to Cancelled and the funnel updates.
Project Order / Project Job submit	If Special Project is set, each row of Materials Received posts one Posted delivery on the parent programme, tagged with the originating Lifecycle Job's stage.
Project Order / Project Job cancel	Deliveries sourced from that order/job are set to Cancelled and the funnel updates.

Note: Auto-post on submit applies to Transport Order (freight) and Project Order / Project Job (non-freight execution work). Sea/Air shipment submit and inbound receipt posting are not wired yet — use manual Deliveries for those legs until extended.

7. Tips and troubleshooting

• Shipment lines dialog does not appear — No package rows yet; add Packages or seed from the Sales Quote first.
• Site dropdown empty — Set Customer on the Special Project; sites are customer addresses.
• Warehouse Item list empty — Warehouse items are filtered by customer; create or link items for that customer.
• Funnel column "Logistics" is too high — A delivery may be tagged with the wrong stage. Open the Deliveries grid, fix the Lifecycle Stage on the offending row, and save.
• "No Lifecycle Stages configured for Special Projects" appears in the summary — Open Lifecycle Stage master and tick For Special Project on at least one stage (default seed handles this).
• Delivered too high — Check duplicate Posted deliveries or manual deliveries plus auto-posted transport deliveries; cancel incorrect delivery rows or fix Qty Required.
• Duplicate delivery error on save — Two delivery rows share the same hidden source document and package index; remove or cancel the duplicate.
• Always-along row appears in the Shipment Lines dialog — Untick Include on Create; ticked rows are intentionally hidden from the picker. Re-tick once the row should auto-ride bookings again.
• Always-along row keeps showing positive Delivered / Remaining — Make sure Include on Create is ticked so the row is excluded from balance calculation, then save the Special Project to refresh.

8. Related topics

• Special Projects Module
• Sales Quote
• Transport Order
• Sea Booking / Air Booking
• Inbound Order
• Commodity