Supply Chain
This user manual is designed to support the Procurement Department of TDAfrica in navigating and maximizing the use of Microsoft Dynamics 365 for Finance and Operations (D365 F&O), with a focus on customized automation and Power BI-enabled reporting. Developed by Turon Technologies Limited, the manual outlines essential system setups, operational workflows, and periodic tasks tailored specifically to streamline procurement activities and enhance data visibility.
Through these customizations, TDAfrica benefits from improved efficiency, reduced manual intervention, and real-time insights into procurement processes. The integration of Power BI dashboards further empowers users with interactive analytics for better decision-making and accountability. This manual serves as a practical guide for end-users, providing step-by-step instructions to ensure smooth adoption and consistent use of the system in daily operations.
- Set-up
1.1 Step-by-Step Process: Setting Up Procurement and Sourcing Parameters
Step 1: Navigate to the Procurement and Sourcing Module
From the Dynamics 365 Finance and Operations main dashboard, click on the Procurement and sourcing module on the left navigation pane.
Step 2: Access the Parameter Setup
Under the Setup section, click on Procurement and sourcing parameters.
Step 3: Configure General Settings
In the General tab:
Update order lines: Enable or configure based on preference.
Default values: Set default values for:
Purchase type: Purchase order
Return action default: (leave as per business rule)
Purchase pool: (as required)
Step 4: Email and File Path Settings
Still under the General tab:
Mailing Purchase Order Admin Email ID: Payslip
Purchase Order Mailing File Path: C:\\
Step 5: Configure Alert Groups
Set the following alert groups:
Order Status Tracking Alert Group: TDOSRAlert
International Logistics Alert Group: IntlAlert
Finance Order Status Alert Group: AcctAlerts
Warehouse Order Status Alert Group: WHAlertGrp
Last Mile Alert Group: MileAlert
Step 6: Notification and Business Unit
Set additional parameters:
Allow Order Notifications: Yes
Business Unit Name: PURPOSE
Step 7: Shipping and Payment Configuration
Configure shipping company details:
Invoicing Journal Name: Vend_Inv
Invoicing Account: 220002
Shipping Payment Journal Name: Vend_Dis
Shipping Payment Bank Account: Access-Mai
Step 8: Enable or Disable Functional Options
Adjust additional functional toggles as follows:
Enable Mandatory Fields: false
Prompt when specifying vendor and invoice account: No
Prompt quantity field value when posting documents: Yes
Automatically recalculate FactBoxes on purchase order update: No
Calculate purchase order delivery date based on lead time and working days: No
Disallow renumbering of lines: No
Enable change to Bill-to address on Purchase orders: No
Exclude cancelled lines from totals calculation: No
Always default line delivery address from the header: No
Give purchase orders created via purchase requisitions Draft approval status: No
Step 9: Vendor and Change Management Settings
Under the Vendor and Change management sections:
Purchase order prices/amount: Yes
Activate change management for purchase orders: Yes
Allow override of settings per vendor: No
Step 10: Intercompany Order Settings
Finalize with intercompany options:
Find purchase agreements: No
Retain concurrent update warning: No
Skip purchase line alerts upon purchase updates: No
Allow inactive intercompany relationships: No
Auto-create direct delivery intercompany orders from purchase order: No
Step 11: Save the Parameters
Once all configurations are completed, click Save to apply the settings.
Example: Parameters set up for purchase orders
1.2 Step-by-Step Process: Setting Up Costing Markup by Business Unit
This setup defines markup percentages and clearing rates for different business units, which directly impact cost calculations in procurement workflows. It is essential for accurate pricing, reporting, and financial forecasting.
Step 1: Navigate to the Procurement and Sourcing Module
From the Dynamics 365 Finance and Operations main dashboard, click on the Procurement and Sourcing module.
Step 2: Access Periodic Tasks
In the module’s side panel, go to:
Procurement and sourcing > Periodic tasks > Set up > Costing Markup By Business Unit.
Step 3: View or Edit Existing Entries
The system opens the Standard View of the Costing Markup By Business Unit table.
Review the existing entries for each business unit.
To edit, select a record and click the Edit button on the toolbar.
Step 4: Create a New Business Unit Entry
To add a new entry:
Click New.
Fill in the required fields:
Business Unit: (e.g., DELL)
Business Unit Description: (e.g., Dell Computers)
% Markup: (e.g., 6.00)
Clearing Rate Per KG: (e.g., 1,500.00)
Click Save when done.
Step 5: Delete Unwanted Entries (Optional)
To remove a business unit configuration:
Select the record.
Click the Delete button.
Confirm deletion if prompted.
Example Configuration Table
1.3 Step-by-Step Process: Setting Up Order Vehicle Type
The Order Vehicle Type setup allows the Procurement team to define different transportation methods used for logistics operations. Each vehicle type is assigned a code, description, brand, and capacity to support accurate selection and reporting during order delivery and shipment planning.
Step 1: Navigate to the Procurement and Sourcing Module
From the Dynamics 365 Finance and Operations homepage, select Procurement and sourcing.
Step 2: Go to the Setup Area for Vehicle Types
In the navigation pane, go to:
Procurement and sourcing > Periodic tasks > Set up > Order Vehicle Type
Step 3: Review Existing Vehicle Types
The system will display a Standard view of all existing vehicle types, including:
Vehicle Type Code
Description
Vehicle Brand
Capacity (Tons)
Capacity Description
Step 4: Create a New Vehicle Type
To add a new vehicle type:
Click the New button on the action bar.
Enter the following details:
Vehicle Type Code (e.g., mini-truck)
Description (e.g., Mini Delivery Truck)
Vehicle Brand (e.g., Toyota)
Capacity (Tons) (e.g., 3.00)
Capacity Description (e.g., Medium-sized Truck)
Click Save.
Step 5: Edit or Delete an Entry (Optional)
To modify an existing entry:
Select the row, click Edit, and update the details as needed.
To delete:
Select the row and click Delete.
Confirm the deletion when prompted.
Example Configuration Table
1.4 Step-by-Step Process: Setting Up Order Destination List
The Order Destination List setup allows users to define and manage delivery locations for procurement orders. This setup supports accurate logistics scheduling by associating each destination with specific lead times (in hours and days).
Step 1: Access the Procurement and Sourcing Module
From the Dynamics 365 Finance and Operations homepage, navigate to:
Procurement and sourcing > Periodic tasks > Set up > Order Destination List
Step 2: View Existing Destination Records
The system will display a list of predefined delivery destinations in a Standard view with the following columns:
Destination Code
Description
Lead Time (Hours)
Lead Time (Days)
Step 3: Add a New Destination
To create a new order destination:
Click the New button on the action pane.
Enter the following information:
Destination Code (e.g., Apapa)
Description (e.g., Apapa Port Terminal)
Lead Time (Hours) (e.g., 4)
Lead Time (Days) (e.g., 1)
Click Save to store the new destination record.
Step 4: Modify or Delete a Destination (Optional)
To edit a destination:
Select the destination line and click Edit.
Make the necessary updates and Save.
To delete a destination:
Select the line and click Delete.
Confirm the deletion when prompted.
Example Configuration Table
1.5 Purchase Order Status Report – Menu Navigation Guide
Within the Procurement Order Status Report interface, end users have access to several important menu tabs that provide reporting tools, logistics updates, and cost apportionment capabilities. This section explains the functions of each sub-menu to guide procurement users on when and how to use them effectively.
Step-by-Step Process: Creating a New Purchase Order
Step 1: Navigate to Purchase Orders
Purchase Order (PO) can be raised in two ways: POs raised directly based on the company’s needs, or raised from the pool of a sales order to propel the creation of POs based on customer demands, and then submitted to the workflow. When it is approved by the relevant officer, it then becomes confirmed. Immediately the PO is raised, the transaction line will be created on the International logistics platform, and procurement OSR platform will be created via an email informing them that a new
Go to Procurement and sourcing > Purchase orders > All purchase orders.
Step 2: Create New Purchase Order
Click on New to open the Purchase order creation form.
Step 3: Enter Vendor Information
Vendor: Select the vendor from the list (e.g., VEN-003652 – TURON TECHNOLOGIES).
Click OK to proceed with the purchase order header and lines form.
Step 4: Fill in Purchase Order Header Details
In the Lines section, fill in:
Delivery:
Requested receipt date: Enter the expected delivery date (e.g., 5/20/2025).
Earliest confirmed receipt date: If available, enter the confirmed delivery date.
Discounts: Confirm Total discount % (usually defaults to 0.00 unless agreed otherwise).
Replenishment, Location, Service category, etc. (optional based on business process).
Step 5: Add Purchase Order Lines
You can add items using:
Add line: Add one item line at a time.
Add lines: Add multiple lines at once.
Add products: Search from the released products list.
For each line, input the following:
Item number (e.g., 21EYS78Q00).
Product name: Auto-populated once item number is selected (e.g., Notebook ThinkPad X13 Gen 4).
Quantity (e.g., 8.00).
Unit: Select the unit of measure (e.g., Pcs.).
Unit price (e.g., 150.00).
System calculates the Net amount (e.g., 1,200.00).
Repeat this process for each item:
Example 2: ThinkPad T14 Gen 4 Core i7, 5 pcs @ 250.00
Example 3: ThinkPad T14 Gen 4 Core i5, 12 pcs @ 182.00
Step 6: Review and Validate
Confirm that all line items have been added correctly.
Review line statuses (e.g., Received, Not submitted, Prevent partial delivery: No).
Step 7: Save and Submit
Click Save to commit the purchase order.
Submit for approval or workflow if required (status: submitted → Approved).
Status of each line and header will update accordingly.
Example Purchase Order Lines
After the PO has been approved, confirm the PO by clicking Purchase -> Generate -> Confirmation and OK on the dialog box
Section 1: Procurement Activities
1.1 Procurement Order Status Monitoring (OSR platform)
To ensure seamless tracking and visibility across procurement operations, TD Africa utilizes the Procurement Order Status Report (OSR) as a central monitoring tool. This report provides real-time insights into the lifecycle of each purchase order, from creation to final delivery.
How to Access the Report
To view the status of purchase orders:
Navigate to: Procurement and Sourcing → Periodic Tasks → Procurement Automation → General → Procurement Order Status Platform
This report consolidates and displays critical data elements associated with each PO.
Use the Purchase Order Reference (e.g., TDL061_362983) to track the PO on the OSR platform
Check and confirm the Additional Details, Financial Dimension, Order Status line, etc.
Apportionment Menu
The Apportionment Menu is used to allocate indirect costs, such as freight, duties, or insurance to items in a purchase order based on different apportionment methods:
- Volume (CBM) Apportionment
Allocates landed costs based on the cubic meter (CBM) volume of each item for air cargo.
Best for: Bulky goods where space consumption affects shipping cost.
- Gross Weight (kg) Apportionment
Allocates costs proportionally based on the gross weight of each item for shipping item.
Best for: Heavy equipment or items priced by weight.
- Amount Apportionment
Distributes costs based on the monetary value of each item.
Best for: General goods where value-based costing is more accurate.
The procurement department will then supply the OEM invoice by selecting the OEM invoice number details tab -> Add, then supply the following:
- Invoice Creation Date
- Shipping reference Number (e.g., Turon-02)
- OEM invoice number (e.g., Turon-220)
- OEM Invoice Date (e.g., 12/07/2025)
- Vendor’s Purchase Order Number (PSG-330)
Click Save
Note: Any update that is been done by procurement on the OSR platform also reflects on the International Logistics platform, vis-à-vis International Logistics.
Navigating the International Logistics Platform
- View International Logistics
This option allows the procurement team to view all logistics activities related to a specific PO, such as ETA, shipment references, container tracking, and port clearance updates.
Use Case: When checking if items have been shipped or cleared at the port.
- Update from International Logistics
This action enables procurement users to refresh or synchronize procurement data with the latest updates from the International Logistics module.
Use Case: To ensure the procurement report reflects the most recent shipping, clearance, or delivery data.
Use the Purchase Order Reference (e.g., TDL061_362983) to track the PO on the OSR platform or international logistic platform
1.2 Additional Activities and Sub-Menus – Procurement Order Status Report
Below the Procurement Order Status Report interface lies a powerful suite of additional tabs and sub-menus, enabling Procurement, Finance, International Logistics, and Order Fulfillment teams to coordinate efforts. These tools capture financial dimensions, shipment details, costing models, and serial number traceability.
Each tab serves a unique purpose and contributes to accurate costing, visibility, and end-to-end procurement efficiency.
- Procurement Reports
This tab provides quick access to summarized procurement reporting:
- Procurement OSR Summary
OSR (Order Status Report) summary displays a dashboard-style report showing the status of all procurement orders—pending, confirmed, received, and invoiced—by vendor, item, or category. - Consolidation File Reports
These reports are used to analyze purchase order consolidation activities:
- Consolidation Summary
Shows grouped purchase orders that were consolidated into a single shipment or freight booking, typically used for international bulk purchases.
Helps with: Container management, shipment scheduling, and freight optimization.
- Order Packing List Reports
This report category is used to view packaging and loading details of ordered goods:
- Order Packing List Summary
Displays a summary of how items are packed per PO—quantities per box/carton, dimensions, weight, etc.
Useful for: Warehousing, customs documentation, and logistics handling.
- Costing Model Reports
This tab provides financial analysis and costing breakdowns related to procurement and sales:
- Finance Costing Sheet Summary
Shows how total landed cost per item is calculated—including purchase price, freight, duty, clearing, and local delivery. - Costing Analysis Report for Sales
Provides visibility on how procurement costs impact the sales pricing and profit margin.
Useful for: Finance teams and sales planners when setting or adjusting prices
- Financial Consolidation
Used during bulk procurement or shipment grouping.
Key Actions:
Add / Edit / Remove / Excel Import Consolidation
Create Shipment Index Record
Create Packing List
Important Fields:
Shipping Mode / Business Unit
Weight & Volume Distribution
Unit CBM / Unit Weight
Enables cost-sharing logic and shipment efficiency.
- Order Packing List
Used to capture physical packaging details.
Field | Description |
Total Gross Weight (KG) | System-calculated |
Total Volume (CBM) | System-calculated |
Serial Number Management | Assign / Transfer serials per item |
Expecting Qty | Quantity expected in shipment |
- Ocean / Sea Shipment Index
Dedicated for sea shipments, captures shipping and clearance charges.
Charges Captured | |
Duty Charge | 0.00 |
Shipping Charge | 0.00 |
Clearing, Freight, Terminal | 0.00 |
SON, PAAR, Agency Fee | 0.00 |
Actual Spent / Budgeted Cost | Reporting & Accounting Currency |
Also includes:
Exchange Rate
FOB Value
Variance Analysis
- Air Cargo Shipment Index File
Same structure as sea shipment but tailored for air freight documentation and costing.
Key Fields | Description |
Create Costing Sheet | Auto-generates cost summary |
FOB / Duty / Terminal Charges | Captures all logistics cost types |
Approval / Posting Status | For audit trail and financial closure |
- Finance Costing Sheet
This is the final cost model where procurement and finance review all landed costs and derive markup recommendations.
Field | Description |
Item ID / Group / Name | Product info |
Quantity / Unit Price / Unit Weight | Purchase basics |
% on Total Price / CBM | Allocation ratio |
Total Landed Cost / Unit Landed Cost | Final cost after all charges |
Markup ($) | System-generated markup |
Recommended Selling Price | Calculated per pricing strategy |
Purpose: Helps align procurement with sales pricing strategy and ensures profitability on every imported unit.
Summary: Integrated Use across Departments
These sub-menus ensure the following functional alignments:
Department | Functionality |
Procurement | OEM tracking, item status, apportionment |
Logistics | Shipment tracking, consolidation, packing |
Finance | Costing model, variance, currency tracking |
Sales / Pricing | Selling price recommendation |
Section 2: International Logistics Activities
2.1 Navigating to the International Logistics Platform
To access and manage international procurement shipment records and logistics data:
Go to:
Procurement & Sourcing → Periodic Tasks → Procurement Automation → General → International Logistics Platform
This platform is a specialized tool within the procurement lifecycle, designed to capture detailed information about international shipments. It helps procurement and logistics teams monitor and document freight activities, shipping modes, and associated costs.
2.2 Functional Overview – International Logistics Platform
Once inside the International Logistics Platform, users are presented with a detailed list of shipment records tied to corresponding purchase orders. The interface offers standard data management buttons and reporting views:
Top Menu Options:
Option | Function |
Edit / New / Delete | Modify existing logistics records, create new entries, or remove invalid data. |
Procurement Order Status View | Switches back to the PO tracking report in procurement. |
General Action | Sync or pull logistics data updates into procurement records. |
Invoicing Activities | Record and reconcile OEM or international freight invoices. |
Payment Activities | Register payments for duties, clearing charges, and shipping fees. |
Options | Personalization, filters, and report export tools. |
2.3 Data Columns – Standard View
The Standard View displays logistics records with key metadata related to international shipments:
Field | Description |
Order Date | Date the international shipment entry was created (e.g., 16/06/2025). |
Bill of Lading | Official shipping document number issued by the carrier. |
Shipping Reference Number | Unique internal reference for tracking logistics transactions (e.g., ZNX-001756). |
Purchase Order Reference | The related procurement PO number (e.g., ZNX-PO-005012). |
Order Account | The vendor account tied to the order. |
Vendor Name | Registered name of the supplier (e.g., RADON SYSTEM VENVURE). |
Vendor’s Purchase Order Number | The PO number issued by the vendor (if different). |
Transaction Currency | Currency used for invoicing and costing (e.g., NGN). |
Vendor Email | Email contact used for shipping documentation. |
Purchase Status | Status of the PO (e.g., Open order, Confirmed, Invoiced). |
Vendor Group | Category of the vendor, such as LOCAL or INTERNATIONAL. |
Shipping Mode | Mode of freight (e.g., Air Cargo, Sea Freight, Courier). |
Business Unit | The internal division or department expecting the delivery. |
2.4 Use Cases of the International Logistics Platform
Track Overseas Shipments: Follow goods from supplier’s port to local warehouse.
Reconcile Logistics Charges: Match Bill of Lading and cost sheets with invoices.
Capture Trade Terms: Record shipping agreements (FOB, CIF, DDP, etc.).
Drive Financial Apportionment: Distribute duty, freight, and clearing costs to product lines.
Feed Power BI Logistics Dashboards: All recorded shipment data is used to build logistics KPIs and dashboards, such as:
Average transit time
Cost per shipment
Port clearance delays
Shipment volume trends
2.5 Additional Shipping Details
The Additional Shipping Details panel under the International Logistics Platform provides critical shipment tracking, invoicing, and payment data tied to each international procurement record. This information is essential for logistics and finance alignment, customs clearance, and cost analysis.
This section is grouped into four functional blocks:
- Shipping Details
This captures logistics metadata and freight-specific attributes for the shipment.
Field | Description |
ETA to Port | Estimated date of arrival of goods at destination port. |
Name | Consignee or delivery recipient (e.g., Zinox Technologies Limited). |
OEM Invoice Number / Date | Original invoice details from the supplier or OEM. |
FOB Value (USD) | Total Free-On-Board cost of goods from supplier. Default = 0.00 until updated. |
Shipment Gross Weight (KG) | Combined shipment weight. Used for cost apportionment and customs. |
Shipment Volume (CBM) | Shipment size in cubic meters. Useful for container optimization. |
Delivery Type / MOT | Mode of Transport—e.g., Sea, Air, Courier. |
40FT / 20FT Dimension | Space usage in standard container formats. |
Product Type | Type or classification of goods. |
Comment/Remarks | Any notes by procurement or logistics. |
Logistics’ Comment/Remark | Additional input from the logistics team for internal tracking. |
- Shipment Dates
This section helps coordinate the logistics timeline, port clearance, and delivery expectations.
Field | Description |
Planned Delivery Date | Expected delivery at final destination (e.g., 16/06/2025). |
Planned Ship Date | Date goods are expected to leave supplier’s location. |
Confirmed Delivery Date | Final validated delivery date after receipt. |
Allocation Date | When shipment was assigned to a logistics plan or freight batch. |
PAAR Payment Date | Date PAAR (Pre-Arrival Assessment Report) was settled—used in Nigeria customs. |
Duty Payment Date | Date customs duty was paid. |
Actual Delivery Date | The true final delivery date when goods were received locally. |
- Shipping Company Invoicing
Tracks invoice activity related to freight service providers.
Field | Description |
Shipping Company Account | Vendor account of the shipping provider. |
Shipping Company Name | Registered logistics provider. |
Shipping Company Invoice Date / ID | Date and document reference for the invoice received. |
D365 Invoice Date / ID | Recorded date and document ID within Dynamics 365. |
Invoice Amount | Total invoice cost. Default = 0.00 until populated. |
Mark for Payment | Indicates whether invoice is approved for payment. |
Invoiced? | Shows if invoice has been posted in D365. |
Invoice Journal Num | Reference to the accounting journal capturing the invoice transaction. |
- Shipping Company Payment
This panel is used to manage and track the payment lifecycle of shipping companies:
Field | Description |
Shipping Company Account / Name | Repeated for payment tracking. |
D365 Invoice Date | Official invoice creation date in system. |
Payment Journal Num | Number identifying the journal where the payment was recorded. |
D365 Payment Date | Actual date the payment was posted in Dynamics 365. |
Invoiced? | Indicates if invoice has been processed for payment or still pending. |
Section 3: Last Mile & Order Delivery Activities
3.1 Navigating to the Last Mile Platform
Go to: Procurement & Sourcing → Periodic Tasks → Procurement Automation → General → Last Mile Platform
3.2 Functional Menu Options
At the top of the Last Mile Platform, the following options allow users to manage delivery assignments, transporter relationships, and payment processing efficiently:
Option | Function |
Edit / New / Delete | Modify, create, or remove last mile delivery records. |
Assign Transporter | Assign a delivery vehicle or logistics partner to a specific sales order. |
Payment Marking Menu | Used for batch-level control of transporter payment readiness: |
- Bulk Mark Transporter Payment: Flags multiple deliveries as ready for payment.
- Bulk Unmark Payment: Reverts previously marked deliveries.
Payments Proposal | Manages payment suggestions for transporter services:
- Create Payment Proposal: Automatically compiles payment-ready deliveries into a proposal.
- View Related Payment Proposal: Opens existing or previously generated payment proposals.
Sales Order Delivery Summary: Displays a summary of delivery status, transporter activity, and fulfillment rates across all sales orders.
Sales Order Delivery By ItemId: Generates a report showing delivery status broken down by individual item SKU or product group.
Options: Allows users to personalize the grid, filter data by status, export reports, or save views.
3.3 Key Data Columns – Standard View
Once inside the Standard View of the Last Mile Platform, the following fields are displayed:
Field | Description |
Sales Order | Reference to the sales order being fulfilled (e.g., ZNX-SO-022351). |
Transfer Journal ID | Internal transfer reference if goods are moved between locations. |
Customer Account | Customer’s system ID (e.g., CUS-007483). |
Customer Name | End-user receiving the delivery (e.g., KOLAWOLE OYEGUNSEN). |
Transaction Date | Date the delivery was initiated (e.g., 24/06/2025). |
Total Deliverable Quantity | Number of units assigned for delivery. |
Total Weight (Kg) | Combined weight of items to be delivered. |
Actual Delivery DateTime | The real-time stamp when delivery was completed. |
Transporter ID | ID of the assigned logistics provider or transport team. |
Vehicle Type | Type of delivery vehicle used (e.g., Van, Bike, Truck). |
Transfer Journal Type | Movement category (e.g., Movement, Sales Delivery). |
Delivery Status | Shows whether the delivery is Unprocessed, In Transit, Delivered, Failed. |
Mark For Payment | Indicates if this delivery is ready to be paid. |
Transporter Paid? | Final payment status to the transporter—Yes or No. |
3.4 Use Cases of the Last Mile Platform
Assigning Transporters to Deliveries
The logistics team can assign an internal or outsourced transporter to each delivery based on delivery type, customer location, and weight.
Tracking Actual Delivery Timestamp
This supports on-time delivery measurement and SLA compliance analysis.
Handling Transporter Payments
Logistics and finance teams can jointly use this platform to:
Mark deliveries for payment
Generate bulk payment proposals
Reconcile delivery against transporter invoice
Generating Delivery Performance Reports
Use the two reporting options to track:
Fulfillment rates by order
Delivery volume and frequency by item
3.5 Detailed Fields – Last Mile Delivery Record
Each delivery record in the Last Mile Platform contains essential information grouped into logical sections that help logistics, finance, and operations teams coordinate successful delivery and post-fulfillment tracking.
- Customer Information
Captures contact and address details for the delivery recipient.
Field | Description |
Customer Phone Number | Primary contact number of the customer. |
Customer Email | Email address used for delivery notifications or support. |
Alternate Customer Phone Number | Backup contact in case of unreachable customer. |
Destination Address / Customer Address | Final delivery address. May appear duplicated depending on system config. |
- Pickup Details
Shows the source location and initiation of the delivery.
Field | Description |
Waybill Number | System-generated or manually assigned delivery reference. |
Pickup Date | The scheduled or actual pickup date from warehouse. |
Pickup Location | The originating warehouse or office. |
Total Deliverable Quantity | Number of units to be delivered. (e.g., 1.00) |
Total Weight (Kg) | Combined weight of goods picked. |
Transporter ID / Type | The assigned logistics partner and category (e.g., Internal, 3PL). |
Vehicle Type | Type of vehicle assigned for the movement (e.g., Truck, Bike). |
- Delivery Details
Tracks dispatch movement, estimated time, and final delivery performance.
Field | Description |
Dispatch DateTime | Date and time the item left the pickup location. |
Destination / Region | Final delivery area or zone (e.g., Gbagada). |
Expected Delivery DateTime | System or manually calculated based on SLA. |
Delivery Period (Hours / Days) | Estimated delivery timeline. |
Delivery Status | Current status (Unprocessed, In Transit, Delivered, Failed). |
Lead Time | Time difference (in hours/days) between dispatch and delivery. |
- Item Line Details
Each delivery may reference one or more items from the sales order.
Field | Description |
Sales Order Number | e.g., ZNX-SO-022351 |
Item ID / Name | e.g., ZNX-ITEM-004454 – Zinox Elite Laptop |
Ordered Quantity | Number of units to deliver. |
Unit Price | Selling price per unit (e.g., ₦1,093,397.00). |
Line Amount | Total amount for that line item. |
Order Type | e.g., B2B |
Delivery Location | Specific final location, e.g., Gbagada. |
Line Weight / Volume | Optional — for load planning, may appear as 0.00 if not configured. |
- Inventory Transfer Lines
Tracks item movements between internal locations (warehouse-to-warehouse or warehouse-to-customer).
Field | Description |
Transfer Journal ID | Reference to the inventory transfer movement. |
Transaction Date | Date of inventory movement. |
Item ID / Name | Product identifier and description. |
Ordered Quantity / Unit | Number and measurement type. |
Unit Weight / Total Line Weight (Kg) | Item-specific weight data. |
Cost Price / Cost Amount | Cost values from inventory or accounting records. |
- Transfer Inventory Dimensions
Breaks down From and To locations for inventory tracking:
Section | Fields |
From Location | Site, Warehouse, and Bin/Location source. |
To Location | Destination Site, Warehouse, and Bin/Location. |
Note: These fields help ensure accurate warehouse transfers, often aligned with stock posting in the Inventory Management Module.
- Transportation Details
This section captures logistical metadata about the assigned transporter and vehicle:
Field | Description |
Transporter ID / Name | Vendor or internal logistics provider. |
Vehicle Type / Plate Number | Category and registration number of vehicle used. |
Contact Person Name / Phone | Logistics agent/driver assigned to the trip. |
Vehicle Brand | Optional – useful for tracking delivery vehicles. |
Driver’s Name / Phone Number | Key for coordination and proof of delivery. |
Transporter Type | e.g., Internal Fleet or 3rd Party. |
Unit Charge (Kg) | Rate applied per kilogram. |
Total Line Charge | Calculated delivery cost per trip. |
Mark for Payment | Used by operations to flag completed jobs for payment. |
Transporter Paid? | Indicates payment has been posted or is pending. |
Section 4: Order Delivery Payment Proposal
4.1 Navigating to the Payment Proposal Workspace
Go to: Procurement & Sourcing → Periodic Tasks → Procurement Automation → General → Order Delivery Payment Proposal
4.2 Functional Menu Options
The Order Delivery Payment Proposal workspace includes a range of action buttons and menus that help users create, manage, and track payment transactions for completed deliveries:
Option | Functionality |
Edit / New / Delete | Create a new payment proposal, modify existing proposals, or delete invalid records. |
View Proposal Breakdown | Drill into the delivery details captured in the payment proposal — broken down by transporter, delivery location, item, and weight. |
Invoicing Activities
Used to manage transporter invoices tied to delivery payment proposals.
- Create Invoice Journal – Posts a new invoice journal entry in Dynamics 365 for the selected proposal.
- View Related Invoices – Opens all invoice documents associated with the selected proposal.
Payment Activities
Enables payment processing once invoice approvals are complete.
- Create Payment Journal – Creates and posts the transporter’s payment journal in Dynamics 365.
- View Related Payments – Displays linked payment records that have been processed against the invoice journal.
Reports
Provides visibility into payment proposals and transactions:
- Order Delivery Payment Summary – High-level overview showing total proposed, invoiced, and paid amounts per month or transporter.
- Order Delivery Payment Detailed – Line-level report including delivery orders, items, cost per delivery, and payment status.
4.3 Payment Proposal Grid – Standard View
The standard view displays all existing or newly created payment proposals, showing important metadata for payment tracking and processing.
Field | Description |
Proposal Date | The date the payment proposal was created. |
Proposal Year / Month | The fiscal year and month the deliveries fall under. |
Proposal Description | User-defined label for quick identification (e.g., “June 2025 B2B Last Mile Payments”). |
Month Start Date / End Date | Delivery date range captured in this proposal. |
Total Payment | Total calculated payment due to all included transporters. |
Invoiced? | Indicates whether transporter invoices have been linked to this proposal (Yes/No). |
Invoice Journal Num | Reference to the invoice journal in Dynamics 365. |
Payment Made? | Shows whether payment has been successfully posted (Yes/No). |
Payment Journal Num | Payment journal reference for auditing and reporting. |
Approval Status | Workflow-driven field showing approval state (Draft, Submitted, Approved, Rejected). |
4.4 Business Process Flow
Create Proposal – User defines a proposal window (e.g., June 1–30) and the system compiles all approved, undelivered transporter jobs within that range.
View Proposal Breakdown – Drill into details by item, order, transporter, region.
Mark as Invoiced – Logistics/Accounts team confirms receipt of invoice from transporter.
Post Invoice in D365 – Invoicing activity posts a financial transaction and generates the invoice journal number.
Post Payment – Once approved, payment is made through the payment journal and marked “Yes.”
Report & Audit – Payment activities and status reports can be exported for documentation and audit trail.
Section 5: Periodic Activities
5.1 Navigating to the Transporter Registry
Go to:
Procurement & Sourcing → Periodic Tasks → Procurement Automation → Periodic → Order Transporter
This module serves as the central register for transporters and delivery vehicles, allowing logistics administrators to maintain up-to-date transporter information and ensure delivery resources are properly assigned within the Last Mile Platform.
5.2 Functional Menu Options
Option | Functionality |
Save / New / Delete | Add new transporter records, update existing details, or delete outdated entries. |
Options | Customize the grid view, apply filters, or export transporter data for internal use or reporting. |
5.3 Transporter Register – Header View
This section stores official transporter records and key business details:
Field | Description |
Transporter ID | System-assigned vendor or logistics partner ID (e.g., VEND-000819). |
Transporter Name | Company or business name of the transporter (e.g., Equinox Int’l Resources Limited). |
Contact Person Name / Phone | Primary liaison for coordination and assignment. |
Alternate Phone Number | Backup contact if the main line is unavailable. |
Email Address | Official business email for dispatches and correspondence. |
Transporter Type | Categorizes transporter as Courier Service, Fleet Operator, 3PL, etc. |
5.4 Transporter Vehicle Register – Line View
Each transporter can have multiple registered vehicles. These are managed under the Vehicle Details Line panel and are critical for order assignment in Last Mile delivery workflows.
Field | Description |
Transporter ID / Name | Ties the vehicle to the appropriate transporter. |
Vehicle Plate Number | Official registration/license plate (e.g., KRD914LR). |
Vehicle Type | e.g., Truck, Van, Bike, SUV. |
Capacity (Tons) | The vehicle’s carrying capacity—important for load optimization (e.g., 70.00). |
Vehicle Brand | Manufacturer or model (e.g., AX400, Kia). |
Driver’s Name / Email / Phone Number | Contact information for the person responsible for operating the vehicle. |
Order Assignment Status | Indicates if the vehicle is Available for Assignment or already in use. |
Assignment Date | When the vehicle was last assigned to a delivery. |
Unavailable Since | Marks the downtime start for vehicle maintenance or scheduling. |
5.6 Order Vehicle Register
Navigation Path: Procurement & Sourcing Module → Periodic Tasks → Procurement Automation → Periodic → Order Vehicle Register
The Order Vehicle Register is a standalone platform used to manage the availability and status of registered delivery vehicles. Unlike the vehicle details nested within the transporter record, this module focuses specifically on operational readiness, assignment tracking, and fleet availability for logistics coordination.
Functional Menu Options
Option | Functionality |
Edit / New / Delete | Update existing vehicle details, register a new delivery vehicle, or delete obsolete records. |
Make Unavailable | Temporarily remove the vehicle from the available pool due to maintenance, reassignment, or compliance issues. |
Make Available for Assignment | Re-activate a previously unavailable vehicle and flag it as ready for delivery jobs. |
Options | Standard personalization and filtering features; allows users to export or customize the register view. |
Vehicle Register Grid – Standard View
Each record in this view represents a unique vehicle assigned to a transporter and available for use in last-mile delivery operations.
Field | Description |
Transporter ID / Name | Links vehicle to a transporter (e.g., VEND-000819 – Equinox Int’l Resources Limited). |
Vehicle Plate Number | Government-issued plate (e.g., KRD914LR). |
Vehicle Type | Classification of vehicle (e.g., Kia, Van, Truck, Bike). |
Capacity (Tons) | Maximum cargo weight the vehicle can carry. |
Vehicle Brand | Model or manufacturer (e.g., AX400). |
Driver’s Name / Email / Phone Number | Assigned operator for the vehicle. |
Order Assignment Status | Current deployment status (e.g., Available for Assignment, Unavailable). |
Assignment Date | Date the vehicle was assigned to a delivery task. |
Unavailable Since | Timestamp showing when a vehicle became inactive or unavailable. |
Use Case Scenarios
Fleet Visibility: Instantly identify all vehicles in the system and their assignment status.
Delivery Readiness: Only vehicles marked as Available for Assignment can be dispatched in the Last Mile Platform.
Maintenance Tracking: Automatically flag vehicles that have been out of operation for too long.
Transport Optimization: Match delivery size and weight to available vehicle capacities.
Section 6: Reports
6.1 Navigating to Procurement Costing Reports
Go to: Procurement & Sourcing Module → Periodic Tasks → Procurement Automation → Reports → Finance Costing Sheet
6.2 Finance Costing Sheet Summary
This report extracts data from the Finance Costing Sheet module, including details from posted purchase orders, ocean/air shipments, apportionments, and cost journals. It is most useful after shipment costing activities have been completed and approved.
6.3 Functional Parameters
Field | Description |
Change / Screen | Launches the report parameter selection window or displays the screen output of the report. |
Recurrence | Allows users to schedule the report to run at specific intervals (e.g., weekly, monthly). |
Alerts | Enables alert setup if any part of the report fails or meets a certain condition. |
Batch Processing | Enables background report generation so users can continue working while the report runs. |
Task Description | The report name (e.g., Finance Costing Sheet Summary). |
Batch Group | Associates the report to a specific batch group if used for categorizing automated tasks. |
Private | If enabled, only the user who initiated the report can view the output. |
Critical Job | If set to Yes, flags the report as important and assigns processing priority. |
Monitoring Category | Optionally used for tagging or categorizing the report for system tracking. |
All reports in this section are accessed via:
Navigation Path:
Procurement & Sourcing Module → Periodic Tasks → Procurement Automation → Reports
6.4 Order Delivery Payment Summary
This report provides a high-level view of all delivery payment proposals, capturing key metrics like delivery counts, total payable amounts, payment statuses, and invoice tracking.
Common Use Cases:
Review of monthly transporter payment totals
Status check of approved vs. pending proposals
Quick financial summary for logistics partners
Functional Parameters:
Field | Purpose |
Change / Screen | Allows real-time or filtered viewing of the summary report. |
Recurrence | Set automated intervals (e.g., weekly transporter report summary). |
Batch Processing | Run large data reports in the background without interrupting user workflow. |
Start Date | Defines when the report starts running (manual or scheduled). |
Monitoring Category | Classify the report for system tracking or escalation if critical. |
6.5 Order Delivery Payment Detailed
This report provides a granular, line-by-line breakdown of delivery payment records—including item details, transporter assignment, unit charges, weight, and cost per delivery.
Common Use Cases:
Support audit and payment reconciliation for transporters
Show actual vs expected delivery cost per sales order
Enable weight-based and item-level performance analysis
Functional Parameters:
Field | Purpose |
Change / Screen | Launches the detail report with filters like transporter, region, item, or delivery period. |
Recurrence | Schedule this detailed report at month-end or project closure. |
Batch Processing | Recommended when processing hundreds of delivery lines. |
Alerts | Configure to flag variances in expected vs paid costs. |
6.6 Procurement OSR Summary
This report generates the Procurement Order Status Report (OSR) summary, aggregating open, received, and pending purchase order data—linked to vendor performance and international logistics.
Common Use Cases:
Track purchase order fulfillment rates
Highlight procurement delays or bottlenecks
Report on international shipment and ETA status
Functional Parameters:
Field | Purpose |
Change / Screen | View summarized procurement order statuses (open, invoiced, received). |
Batch Processing | Generate historical reports for quarter-end procurement reviews. |
Monitoring Category | Track report as part of vendor performance or SLA compliance. |
6.7 Export & Integration
All reports can be:
Exported to Excel or PDF
Used as data sources for Power BI dashboards
Shared across departments via automated email scheduling (if batch + alert enabled)