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Create and maintain Shipments

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This process demonstrates how shipments are processed with different statuses and how they traverse through the shipment process.

 

Key points about shipments

  • Shipments are a feature of the Sales Order.
  • Products are removed from stock on hand when a shipment is dispatched.
  • Order Management allows you to ship, invoice and backorder.

Create a Shipment from an order

  1. From the Sales Order page, go to the right hand corner, and select Order | Create Shipment

    Screen Shot 2023-08-29 at 3.07.17 PM.png

  2. The Shipment page displays.  Complete the Shipment Header fields.

  3. If you have serialized or batch tracked products, and the numbers were not specified on the Sales Order, select them on the Shipment.
  4. You cannot select more serial or batch numbers than the ordered number. The selected serial and batch numbers must match the ship quantity.
  5. If you choose the Barcode Scanning option, the value in the Ship column will change to zero, regardless of whether the Auto Set Receipt Quantity option in Settings is enabled.
  6. When ready, click Dispatch.
  7. An Order cannot be completed if there are non-dispatched Serialized/Batch Tracked Products. The Complete button is disabled until you have completed this requirement.
  8. Go back to your Sales Order and click Complete. 
  9. A PDF of the Sales Order is generated and downloaded.
Once a shipment is created against the order, the order cannot be deleted.  Instead, delete the line items on the order containing the items on backorder and then you can delete it
You can select the serial or batch numbers on your sales order before you dispatch the goods if this is your process.  However, you can also select them on the Sales Shipment page if this better suits your business process. On the Shipment page, you can search and select from a list of serial numbers pre-selected on the Sales Order, or expand the list to include any available serial numbers. 
 

About Shipment page

Shipments are created or accessed by:

  • Selecting the Create Shipment option from the Order drop-down box on the Sales Order
  • The Shipment tab on a Sales Order
  • Sales | Orders | View Shipments
  • Reports | Sales | Shipment Enquiry

 

Header buttons

Barcode scanning:  Use barcodes to add products to your shipment
Create Invoice:  Shortcut to create an Invoice
View Order:  Shortcut to view the Sales Order (or click on the Sales Order No. label)
Set Order Status as:  A check-box that enables you to set the order status as either Placed or Backordered
Save: Save the shipment in various stages of the process (Park, Placed, Picking, Picked and Packed)
Place: Place the shipment for the warehouse to process
Dispatch: When a shipment is picked and then packed, this function assigns the status to Dispatched

Header fields

Shipping Company: Select the shipping company to be used for this shipment
Dispatch Date: This field contains the date your shipment was dispatched
Number of Packages:  Useful for shipping labels (numbers only)
Picklist Template:  Choose the template to print your picking list or leave it as the Unleashed Default
Tracking Number: This field provides details of the tracking number for your specific shipment (free text)
Sales Order No: This field contains the Sales Order number for your specific shipment (click on the label to view the Sales Order)
Shipment Weight:  Useful for shipping labels (free text)
Ship Note Template: Choose the template to print yo ur Ship Note or leave it as the Unleashed Default

The following fields display if the International Commerce Codes feature is on:

  • Incoterm
  • Nature Of Transaction
  • Shipper's EORI
  • Receiver's EORI
  • Commercial Invoice Template
  • Commercial Value (product lines grid)

Footer function descriptions


View (Hide) Email Log:  Records recipients of emails generated from the shipment
Print: Creates and downloads PDF versions of Picklists, Ship Notes or Commercial Invoices
Email: Provides an email pop-up box to send email attachments and messages for Picklists or Ship Notes
Delete: Enables you to delete parked shipments

Creating Picklists and Ship Notes

When Order Management is enabled, you can:

  • Print a Ship Note from the Shipment page by selecting Print | Ship Notes
  • Print a Picklist from the Shipment page by selecting Print | Picklist
  • You can create and customize your own templates via Settings | Doc Designer 
  • Select "Print Serials" and/or "Print Batches" at the template level in Doc Designer if you want your serial and batch numbers printed
If you have Per Warehouse Tracking selected, you can have multiple bin locations per product for the specified warehouse. These Bin Location(s) are also displayed on your ship note and/or pick lists.
 

Edit a Shipment

You can edit a non dispatched shipment at line level.

  1. From the View Orders or the View Shipments page, go down to the required order number.
  2. Select Action | Edit
  3. The Sales Order/Sales Shipment page displays.  From this page you can adjust the order and shipment details accordingly.

Shipping from multiple warehouses

Should your fulfilment process require it, you can enable the "Ship from Multiple Warehouses" feature. 

Create Shipments in Bulk

The View Sales Order page now provides you with the option to create Shipments in bulk. Simply select the relevant Sales Orders, then select the Create Shipments within the Bulk Action options.

This will create a new Parked Shipment for each selected Sales Order comprised of all remaining Products & Quantities that are yet to be added to a Shipment.

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Warning: This feature will ignore the Ship From Multiple Warehouse feature mentioned above. Proceed with Caution if you have the Ship From Multiple Warehouses feature enabled.

Shipment video tutorial

 

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