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 fulfillment summary (stage throughput and package table) 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.

For a step-by-step walkthrough (Services → Booking/Order → execution submit → verify Fulfillment), see Special Project — Delivery Workflow.

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
Fulfillment summary (HTML above Packages)	Stage throughput, filters, and a package table (Required, Delivered, Remaining, Current Stage, Status). Use Packages → Refresh Delivery Funnel to recalculate after bulk edits.
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 Job / Air Shipment / Sea Shipment 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 Services row (or the Special Project's current Lifecycle Stage).
Status	Posted counts toward the funnel; Draft does not; Cancelled is excluded.
Source Job Type / Source Job No	Link to the execution document that posted the delivery (e.g. Transport Job, Air Shipment, Sea Shipment, Project Job).
Container No	Optional container reference for this movement.

The Deliveries grid is read-only on the form — rows are posted by the system when execution documents submit. For transport legs, deliveries post on Transport Job submit; for air/sea, on Air Shipment / Sea Shipment submit; for programme tasks, on Project Job submit (Materials Received).

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. On Services, add rows for Transport, Air, Sea, Inbound, or programme tasks as needed (set Lifecycle Stage and Service Type on each row).
4. Save — check the fulfillment summary on the Fulfillment tab for any stalled stages.

See Special Project — Delivery Workflow for the full step-by-step.

5.2 Ship part of a package on one transport leg

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

1. On Services, ensure a row exists at the Logistics stage with Service Type = Transport.
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. The system creates a Transport Order with Packages for the picked quantities (dimensions/weight/HS code prefilled from the matching package row) plus one Packages row per always-along package.
5. Submit the Transport Order, then Create → Transport Job and Submit the Transport Job — posted Deliveries are added on the Special Project (+200 for that package, tagged with the Logistics Lifecycle Stage from the Services row). Always-along packages are skipped.
6. Re-open the programme: Delivered for Package A now shows 400 (200 prior + 200 this truck).

Repeat for further legs; later stages (On-Site, Post-Show, Closed) update as you create bookings from Services rows 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 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 Job (SPJ-) and confirm Special Project is set. Project Order (SPOR-) is planning only — it does not post deliveries.
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 job.
4. The system appends one Posted delivery to the parent Special Project per row, tagged with the Lifecycle Stage of the originating Services row (or the Special Project's current Lifecycle Stage). On-site balances and the fulfillment summary refresh automatically.
5. Cancel the 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 the fulfillment summary; auto-fills any missing Lifecycle Stage on delivery rows from the originating Services row or the project's current Lifecycle 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 / Project Order)	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. Project is set on the new document.
Transport Job 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 Services row. Always-along packages are skipped. Transport Order submit does not post deliveries.
Transport Job cancel	Deliveries sourced from that job are set to Cancelled and the summary updates.
Air Shipment / Sea Shipment submit	If Project points to the programme, each package line on the shipment posts one Posted delivery (once per package row; duplicates are skipped). Lifecycle stage is resolved from the shipment, then the linked Air Booking / Sea Booking. Booking submit does not post deliveries.
Air Shipment / Sea Shipment cancel	Deliveries sourced from that shipment are set to Cancelled and the summary updates.
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 Services row's stage. Project Order submit does not post deliveries.
Project Job cancel	Deliveries sourced from that job are set to Cancelled and the summary updates.

Note: Auto-post on submit applies only to execution documents: Transport Job, Air Shipment, Sea Shipment, and Project Job. Air Booking, Sea Booking, Transport Order, and Project Order are planning — they do not change Delivered on the programme. Inbound Order receipt posting is not wired yet — use supported legs or coordinate with ops 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 / stage totals look wrong — A delivery may be tagged with the wrong Lifecycle Stage. Review Deliveries (source job link) or use Packages → Refresh Delivery Funnel.
• "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 Project — Delivery Workflow
• Special Projects Module
• Sales Quote
• Transport Order
• Sea Booking / Air Booking
• Inbound Order
• Commodity