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Create and manage Shipments

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Page Contents:

Points to note

Shipment page

Create Shipment from a Sales Order

Create Part Shipments

Create Shipments in Bulk

Picklists and Ship Notes

Shipment Tutorial Video

Helpful Links:

Shipments from Multiple Warehouses

Shipments for Sales Orders are how Unleashed manages the dispatchment of your stock on hand to your customers, whilst the Invoice for an order will manage the monetary impact the sale has to your business. A Sales Order in Unleashed will only show to be Complete when both the Shipment is Dispatched and the Invoice is Complete.

The below page demonstrates how shipments are processed with different statuses and how they progress through the sales process.

Points to note

  • The Order Management setting must be enabled in your Company Configuration settings to use Sales Shipments. 
  • Shipments are a feature of the Sales Order module. A Sales Order must be created for a Sales Shipment to be created.
  • When a Shipment is dispatched, the stock on hand for the product is removed from your inventory. 
  • Enable the Limit Ship Quantity to Availability setting in your Company Settings to populate the Shipment's "Ship" quantity, based on the product's warehouse available quantity.
  • Enable Ship from Multiple Warehouses in your Company Settings to fulfil shipments from various warehouses, under the same Sales Order.

Shipment page

The Shipment page allows you to populate and specify details relating specifically to the individual Shipments of Sales Order, to help more accurately process and track them through the Sales process.

Shipments can be created in Unleashed via the following pages:

  • Selecting the Create Shipment option from the Order drop-down box on a Sales Order
  • From the View Sales Orders page, hover over an order's Action Cog and select Ship.
  • From the View Sales Orders page, tick selected Sales Orders and hover over the Action Cog header to select Create Shipments for multiple orders. 
  • From the Orders tab of a Customer record, hover over an order's Action Cog and select Ship.

And can be reviewed and managed from:

  • The Shipment tab within a Sales Order
  • View Shipments, from the main menu's Sales section, under Orders.
  • Shipment Enquiry, from the main menu's Reports section, under Sales.

When a Shipment has been created, it'll display multiple options for processing and various fields for additional details.

Header buttons

At the top of a Shipment, the following buttons are available to use:

  • Barcode scanning:  Use barcodes to scan the quantity being shipped per product.
  • Create Invoice:  Create an Invoice based on the products and quantities included on the shipment.
  • View Order:  Shortcut to view the Sales Order (or click on the Sales Order No.)
  • Create Shipments: Create additional shipment from the Sales Order for any Order Lines not included on a Shipment.
  • Set Order Status as: The checkbox enables you to set the Sales Order's status as either Placed or Backordered when the Shipment's saved or Dispatched. If the Ship quantity is less than the total order quantity, the Set Order Status defaults to 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

Provide additional details and tracking information for a Shipment in the header fields:

  • Shipping Company: Use the dropdown menu to select the appropriate Shipping Company handling the Shipment's delivery. For more details, see Shipping Companies.
  • Tracking Number: A free-text field where you can enter a tracking number, provided from the Shipping Company, for the delivery of the shipment.
  • Shipping Warehouse: The warehouse where the stock will be dispatched from. By default, it will populate the Sales Order's warehouse, but if Ship from Multiple Warehouses is enabled, use the dropdown menu to select an alternative warehouse.
  • Dispatch Date: This field contains the date your shipment is due to dispatch. It will populate as a blank field, to be manually allocated but if it's left blank it will auto-fil with the date the Shipment is Dispatched.
  • Sales Order No.: An un-editable field, providing the origin Sales Order's reference number. Select the field's title to navigate back to the Sales Order.
  • Number of Packages: A free-text field to specify the number of packages the Shipment is being delivered in. This is useful for printing shipping labels (numbers only).
  • Shipment Weight: A free-text field to advise the total weight of the shipment. This is useful if you want to provide an overall weight of the shipment, including any packaging that isn't included in the Total Weight that's calculated, based on the product's unit weight.
  • Picklist Template:  Choose the Doc Designer template to print your Picklist. 
    Ship Note Template: Choose the Doc Designer template to print your Ship Note. By default, the Customer's per-defined template will be used.

The following fields will also display if the International Commerce Codes feature is enabled:

  • Incoterm: Defines the respective, obligations, costs and risks involved. Select the appropriate option from the drop-down menu provided. All options are defined from the HMRC guidelines
  • Nature Of Transaction: Indicates the type of transaction being delivered. Select the appropriate option from the drop-down menu provided. All options are defined from the HMRC guidelines
  • Shipper's EORI: Populates the EORI number provided in your Company Details. This can be over-written per Shipment.
  • Receiver's EORI: Populates the EORI number for the Customer receiving the Shipment. This can be over-written per Shipment.
  • Commercial Invoice Template: Choose the Doc Designer template to print your Commercial Invoice. 

Shipment Lines' headers

The products that are included and referenced in the Shipment will populate in the grid layout, as Shipment Lines. 

  • Line: The line number for the shipment line.
  • Product Code: The product code for unit being shipped.
  • Product Description: the shipping product's description.
  • Bin Location: The product's location within the Shipping Warehouse, if Per Warehouse Controls are enabled.
  • Current Order Qty: Displays the total order quantity for the product, from the Sales Order.
  • To Ship: The total outstanding quantity to be shipped for the product.
  • On Hand: The total quantity on hand for the product, regardless of availability. 
  • On Ship: The total on hand quantity that is allocated to open Shipments.
  • Commercial Value: The unit value of the product for the Commercial Invoice. This auto-populates from the Unit Price on the Sales Order but can be over-written per Shipment. 
  • Ship: The quantity due to be dispatched on the Shipment and can be edited to suit the Shipment's requirements.
  • Serial: If the product is Serial tracked, allocate the dispatching serials. 
  • Batch: If the product is Batch tracked, allocate the dispatching batches. 

If the Shipment currently only includes a portion of the Sales Order's order quantities, use the Add Lines button to include the outstanding quantities on the Shipment. Use the checkbox to select the outstanding Order Lines and then select Add Lines. 

If the product being added to the Shipment already exists in the Shipment, the Ship quantity for the existing Shipment Line will update to included the added quantity. 

Footer fields

Underneath the Shipment's product lines, you can add any further context or detail for the Shipment in the Comments field. 

 

The Shipment will also display totals for the products included:

  • Line Count: The total number of Shipment lines on the Shipment.
  • Item Count: The total number of units included on the Shipment, counted as the sum total of the Ship column. 
  • Total Volume: If the products on the Shipment have their respective dimensions (height, width and depth) specified in the Unit of Measure section of their product records, Unleashed will calculate the total volume of the Shipment. 
  • Total Weight: If the products on the Shipment have their respective weights specified in the Unit of Measure section of their product records, Unleashed will calculate the total weight of the Shipment. 

Footer buttons

At the bottom of a Shipment, there are some further action buttons availabe.

  • Advanced Shipping Module: If integrated with the Advanced Shipping module, use this button to generate the courier's shipping labels for the Shipment. For more details, see Advanced Shipping Module
  • View (Hide) Email Log:  Displays am Email Log, including the recipients, of emails generated from the Shipment.
  • Print: 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 open Shipments if they are no longer required.

Create Shipment from a Sales Order

When a Sales Order (or a portion of the Sales Order) is ready to be picked and dispatched, create a shipment for the Sales Order directly. 

  1. From the Sales Order's page, go to the right hand corner and select Create Shipment, from the Order dropdown menu. 


  2. A Shipment will then be created, populating all products that require shipping from the Order's lines as Shipment Lines. 

    If Limit Ship Quantity to Availability is enabled, the Ship field on the Shipment will auto-fil for the ordered quantity with the what is available for the product in the Shipping Warehouse.

  3. Use the Barcode Scanning option, to pick and fill the Ship quantity per Shipment Line.

    When Barcode Scanning is selected, the Ship field will update to 0 and will then update with the scanned count quantity. Use either Scran Single Barcode or Multi Scan to populate the Ship quantities. For more details, see Barcoding.


  4. If you have serialized or batch tracked products, allocated serials and batches will automatically allocate to the Shipment. If the Sales Order has no serial or batch allocated, allocate them directly in the Shipment and they will back-fill into the Sales Order.
    You cannot select more serial or batch numbers than the ordered number. The selected serial and batch numbers must match the Ship quantity.

    By default, the batch or serial numbers will populate based on the batch or serial allocated on the Sales Order. Use the All Available Batches/Serials link in the batch or serial allocation window to allocate a batch or serial from your warehouse's availability, to override the Sales Order's allocation.
  5. When all shipment lines are up to date with their Ship quantities, select Dispatch.

  6. Once dispatched, the Stock on Hand for each product on the Shipment will be reduced by the Ship quantity in the Shipping Warehouse. 

Create Part Shipments

There are two ways to create part Shipments in Unleashed.

  1. Create a Shipment (as shown above) from the Order drop-down menu, then edit the Ship quantities as appropriate.
  2. Select the Order Lines you'd like to dispatch, then select Ship in the Order Line's Action Cog header.

To create a Shipment for only a select number of Order Lines, follow the below steps:

  1. In a Sales Order, use the checkboxes within the Order Lines tab to select the products needing to be included on the new Shipment. Hover over the Action Cog in the grid's header and select Ship
  2. The page will update to show the Shipment that has been created, only for the products selected. By default, the Set Order Status as option will be ticked and the drop down will populate as Backordered.

  3. Use the Ship field, per Shipment line, to adjust the quantity being shipped, as necessary.


  4. Update the Shipment's detail fields, as required and once the shipment's up to date select Dispatch. The Ship quantity will be deducted from the Shipping Warehouse's inventory and the Sales Order will update to Backorder status and will show the quantity Shipped, per Order Line.

Create Shipments in Bulk

The View Sales Order page provides you with the option to create Shipments in bulk. Simply select the relevant Sales Orders using the checkboxes on the left of the View Sales Order page, then select Create Shipments within the Action Cog options.

This will create a new Parked Shipment for each selected Sales Order comprised of all remaining products & quantities that have yet to be shipped per Sales Order.

You can further review the Shipments that have been created via the View Shipments page. 

NOTE: 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.

Manage Shipments 

Once a shipment is in Dispatched status, it cannot be deleted and as such the Sales Order cannot be deleted either. Similarly, the Order Lines on the order cannot be edited to be less than the Shipped quantity for the Sales Order. However, if a Shipment has been created but is still open (Parked, Placed) it can be edited or deleted and then Order Lines can then be edited or the Sales Order deleted too.

Shipments in Sales Orders

Once a Shipment has been created for a Sales Order, it will be highlighted in the order's Shipment tab with a notification identifying how many open Shipments exist against the Sales Order. 

  • Shipment Number: Displays the reference number for the shipment, generated from the Sales Order's reference number. 
  • Shipping Warehouse: Displays the warehouse the stock will be shipped from. 
  • Dispatch Date: Displays the expected dispatch date for the Shipment.
  • Tracking Number: Displays the shipment's Tracking Number
  • Shipping Company: Displays the shipment's allocated Shipping Company
  • Comments: Populates any comments added to the Shipment's Comments field
  • Status: Displays the current status of the Shipment.
  • Action: Hover over the Action Cog to select one of the following actions for the shipment.
    • Edit: Opens the shipment to make amendments.
    • Print Picklist
    • Print Shipment
    • Print Commercial Invoice: Available if International Commerce Codes is enabled in Company settings.
    • Email Picklist: Emails the Primary contacts of the customer with the Shipment's Picklist
    • Email Ship Note: Emails the Shipping contacts of the customer with the Shipment's Ship Note
    • Create Invoice: Creates a Parked Invoice based on the products and quantities included on the Shipment. 
    • Dispatch: Dispatches the shipment to update the product's stock on hand quantities. 
Once the Shipment is Dispatched, the Sales Order's Order Lines will update to show the dispatched quantity in the Shipped column. If the order has already been invoiced and the Shipment is dispatching all outstanding quantities on order, the Sales Order will automatically update to Complete as soon as the Shipment is Dispatched. 

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, one per Warehouse. These Bin Locations are also available to be displayed on your ship note and/or pick lists.
For more details, see Doc Designer.

Shipment Tutorial Video

 

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