order shipments

 

The Sales Order must be in 'Pre-Post' status in order to create an order shipment. An order shipment line must be in 'Completed' status and posted before it can be invoiced. There is an option to have future shipments for orders that have back-ordered or short supply.

 

The following procedures are outlined in the Order Shipment document:

Create an Order Shipment

The order shipment header contains the base data to outline the shipment. The header is divided into three sections to group the data. Most of the information defaults in and is derived from the associated purchase order.

 

  1. In General>Warehouse, select Order Shipments.
  2. In the Warehouse Order Shipment main index, click to create a new order shipment
  3. Click on the General tab.

 

General
  1. Order No is an auto-assigned unique number that was assigned to the order when it was initially created.  
  2. Cost Center No displays the code for the cost center where the order will be shipped from.
  3. Cost Center Name defaults from Cost Center No and displays the name of the cost center.
  4. From Ship Date, select the date the order will be shipped to the customer. This date will default from the sales order, but can be modified based on the actual ship date of the product. This date will be used for the inventory date of the available product.
  5. The Delivery Date will default from the selected order. The date can be modified if the delivery date is different than that of the original date.
  6. In the Delivery Time field, enter the requested time for the order to be delivered to the customer.
  7. Ship Method will default from the sales order.
  8. If applicable, from Driver No, enter or select the driver who will be delivering the order. The driver must be assigned as a transfer driver and be set up prior in: Admin>Business>General>Definitions>Drivers.
  9. If applicable, from Vehicle No, enter or select the vehicle that will be used to deliver the order. Vehicles must be set up prior in: Admin>Business>General>Definitions>Vehicles.
  10. Ref No is a unique reference number used to identify the order shipment. This can be automatically or manually entered.
  11. Load No is an optional field to enter a reference number.
  12. In the Notes field, enter any additional information related to the order shipment.
Ship To

The Ship-To tab contains the base data for the ship-to customer, and can only be selected based on the relationships defined on the Business Usages tab on the Bill-To Customer.

  1. Ship-To No displays the code that is used to identify the ship-to customer (alphanumeric, max 20 characters).
  2. Ship-To Name will default from Ship-To No and displays the name of the ship-to customer.
  3. Address 1-3 fields will default in from the sales order and display the address details of the ship-to customer. The details cannot be modified.
  4. City displays the city in which the selected ship-to customer is located.
  5. State displays the state in which the selected customer is located.
  6. Contact defaults from the primary contact defined on the Ship-To customer.
  7. Contact # defaults from the Ship-To customer and displays the main contact telephone number, if applicable.
Deliver To

The Deliver-To tab contains the base data for the deliver-to customer. This tab is only populated if the third-tier of delivery locations is used for sales orders.

  1. Deliver-To No displays the code that is used to identify the deliver-to customer (alphanumeric, max 20 characters).
  2. Deliver-To Name will default from Deliver-To No and displays the name of the deliver-to customer.
  3. Address 1-3 fields will default in and display the address details of the deliver-to customer. The details cannot be modified.
  4. City displays the city in which the selected deliver-to customer is located.
  5. State displays the state in which the selected customer is located.
  6. Contact defaults from the primary contact defined on the Deliver-To customer.
  7. Contact # defaults from the Deliver-To customer and displays the main contact telephone number, if applicable.

Order Shipment Details

The Detail lines and fields in the Details tab will default from the selected order number.

  1. Click on the Details tab.

    2.  

  2. Line Index identifies the line number of the order.
  3. Sales SKU No identifies the product that is being shipped.
  4. Sales SKU Name defaults from Sales SKU No and displays a description of the product being shipped.
  5. Cost Center No indicates the cost center where the product is being shipped from.

  6. Cost Center Name defaults from Cost Center No and displays the name of the cost center.

  7. Quantity Ordered displays the number of units ordered that are requested to be shipped.
  8. Quantity Shipped displays the quantity of units that were actually shipped. This field will be populated when the product inventory is selected.
  9. Variance will be automatically calculated and display the difference in unit amounts between Quantity Ordered and Quantity Shipped, if applicable.
  10. The Complete flag is selected if the order shipment is complete and shipping has been completed. If the order was not completely shipped, but the remaining quantity will be shipped on another shipment, select the Back Order flag. For example, if 1000 units were ordered, but only 750 are available to be shipped today, and the remaining 250 will ship tomorrow, then the back order flag should be selected. On the other hand, if only 750 units are available to be shipped and the remaining 250 units will never be shipped, the back order flag should be left un-checked.
  11. Allow Any % Over defaults as a read-only field from the product and lets the user know if additional quantities from the order quantity can be shipped. If this flag is selected, there is no limit on the product amount and the customer can be shipped any quantity over the specified product units.
  12. Max % Over defaults as a read-only field from the product and is used when the product has a tolerance percentage for the order shipment. (Example: The order shipment has 100 units. Max % Over is defined as 5%, which means the receiving transaction will allow up to an including 5 additional units).
Field Products

In order to ship the product, the user must select the product from the available inventory.

 

  1. Click  on the Line Index tab to display the child grid.
  2. Select to display the available inventory for the product being shipped. The inventory will be filtered for the cost center that is shipping the product.
  3. In the Units Entered field, enter the number of units to be shipped. Click 'OK' to add the inventory quantity to the order shipment.

    4.  


  4. The child grid will then display all of the inventory lines that have been selected. Multiple inventory lines can be selected for the same shipment line if required to fulfill the ordered quantity. This usually occurs in field products is using different lot numbers or locations. The process will update the Order Shipped quantity with the amount selected from inventory.

    5.  

     

  5. Lot No is a unique identification number for the field product, and is an optional field.
  6. Quantity displays the amount of field product units that are being shipped.
  7. Product No displays the code for the field product.  
  8. Product Name defaults from Product No and displays a description of the product.

Post an Order Shipment

Once the order shipment has been created and saved, the shipment needs to be posted. The posting process locks the order shipment to prevent edits, and creates the journal transaction to record the receivable and revenue accrual. The UnPost option unlocks the order shipment transaction and reverses the journal transactions.

 

  1. In the Warehouse Order Shipment index, select the required order shipment transaction and right-click to select 'Post'.
  2. To un-post a shipment, select the required order shipment and right-click to select 'UnPost' or select Options>UnPost. This process will set the transaction status to Reversed which allows the transaction to be edited. The unposting process will also reverse the journal transaction created in the post process.

Journal Transaction

The posting process creates the journal transaction. The journal will accrue the sales revenue and accounts receivable based on the values that are defined in the sales order. The posting process will also credit the inventory for the cost of the product and debit the cost of sales based on the cost of the product based on FIFO or Average Cost.

 

DEBIT Accounts Receivable Accrual
CREDIT Sales Revenue
DEBIT Cost of Goods Sold
CREDIT Warehouse Inventory