Shipping a Sales Order

Shipping represents one of the final stages in the sales order process. This involves packing the consignment and delivering it to the customer. It encompasses the process of packing, dispatching, and delivering consignments to customers, often involving collaboration with trusted freight companies. Depending on the chosen shipping method, the outgoing products are handed over to an authorized freight partner responsible for delivering them to the customer's destination.

After the allocation and picking is complete, the wave is closed and the order is ready for shipment. The specific shipping details, including the chosen shipping method, carrier, ship service, and shipping terms, are outlined within the sales order. These details determine the shipping process for the order. For more details on adding shipping details, read Creating Sales Orders. There are 3 ways to ship a sales order:

1. Pack and Ship

After you are done with the picking process, the next order of the business is to pack the orders and then ship them out to the customers.

To ship the order, you will begin by closing the picked wave/picked item lines of the wave. Then, you can proceed to pack and ship the order.

To Pack and Ship, go to Pick Wave > Ship > Order Number

After you select the order number from the Ship dropdown menu, you will be navigated to the 'Pack And Ship' module. In this module, you can see the complete order details and the shipment details.

Pack And Ship Fields

Fields	Description
Sale Store	This is the store from which the sale is being recorded.
Ship From	This is the store from which the order is being shipped from
SO#	This field displays the sales order number.
Shipment#	The unique identifier assigned to the shipment.
Currency	The currency of the sales order.
Ship Method	This field displays the the preferred method of shipment for the sales order.
Ship Carrier	This field shows the carrier or shipping service responsible for delivering the order to the customer.
Customer	The Customer associated with the order.
Order Date	The date on which sales order has been placed.
Ref Number#	The unique reference number or identifier of the order for easy tracking and reference purposes.
Sales Rep	This is the Sales Rep for the sales order.
Payment Terms	The agreed-upon terms of payment for the sales order, defining when and how the customer should make the payment
Shipping Terms	This is the Shipping Term selected for the order. Available options - Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing
FOB	This field displays the freight on board - origin or destination.
Allocated Amount	This refers to the total amount corresponding to the item(s) that has been allocated or reserved for that particular shipment.
Closed Amount	This refers to the total amount corresponding to the item(s) that have been picked successfully are actually being shipped.
Freight	This field displays the cost of shipping and delivering the items specified in the sales order to the customer.
Invoice Amount	This is the total amount that will be invoiced to the customer once the order is shipped.
Deposit Available	This field displays the deposit recorded (if any) for the sales order.
Credit Available	This field shows the credit amount (is any) linked to the sales order.
Balance Due	This is the amount that is yet to be taken from the customer for the order. This is the amount that is left after deducting the available deposits and credits.
Bill To	This field displays the billing address for the sales order.
Ship To	This field displays the shipping address for the sales order.
Customer Contact#	This field displays the contact number of the customer associated with the order.
Invoice Date	This field allows you to manually select the date of the invoice. If left blank, the invoice date will be as per the sales order date.
Customer PO#	This is the customer's Purchase Order (PO) number, enabling easy tracking and referencing of the customer's order.
Item#	The unique identifier for the item.
Order Qty	This field specifies the total ordered quantity of the item.
Item Description	This field displays the description of the item.
Qty Allocated	This field displays the quantity of the item reserved/allocated for the customer on a pick wave.
Qty Picked	This field displays the quantity of the item picked for the customer on a pick wave.
Qty Closed	This field displays the quantity of the item fulfilled and closed on a pick wave.

Preparing the shipment

Within the Pack And Ship module, you can seamlessly prepare your shipment. You can access this option by clicking on the Freight amount.

This involves confirming or updating essential shipping information such as the shipping method, carrier, specified shipping terms, and shipping cost. A significant step in this process is cartonization, where you determine the number of cartons required for the shipment. You have the flexibility to edit carton details, as well as the option to add or remove cartons and redistribute items among them as needed. This allows you control over the shipment and helps to track the shipment effectively.

Section	Fields	Description
Shipment	From Address	This field displays the address from which the order will be shipped.
Shipment	To Address	This field displays the address to which the order will be delivered.
Shipment	Shipping Method	This field displays the method of shipment for the order. Select Delivery (Own Truck) if your own company’s truck is being used for the delivery. And select Delivery (Third Party) if an external company is shipping the goods for you.
Shipment	Shipping Carrier	This field displays the carrier or shipping service responsible for delivering the order to the customer.
Shipment	F.O.B	This is the freight on board - origin or destination.
Shipment	Shipping Expense Account	This field indicates the accounting expense account to which the shipping costs will be allocated.
Shipment	Shipping Terms	These are the Shipping Terms options for the order.
Shipment	Shipping Notes	This field captures any relevant notes or instructions related to the shipment.
Shipment	Ship Date	This is the date on which the order is going to be shipped.
Shipment	Shipment Number	This field displays the unique identifier assigned to the shipment.
Shipment	Available Shipping	This is the amount already paid by the customer to cover the expenses associated with shipping or delivery services for their order.
Shipment	Carrier Cost	This is the cost incurred for the transportation services provided by a carrier or shipping company.
Shipment	Shipping Cost	This is the total cost incurred for shipping the order.
Shipment	Shipping Cost Override	This option allows you to update the shipping cost, if needed.
Shipment	Tax	This field specified the tax code applicable to the shipping charges.
Shipment	Tax Amount	This field specifies the amount of tax applied to the shipping costs.
Shipment	International Shipment?	Enable this option to indicate that the shipment being processed is international. Once this toggle is turned on, users can configure three key aspects of the shipment: Contents: Specify the type of goods being shipped (e.g., electronics, clothing, documents). Non Delivery Return: Decide what happens if the shipment cannot be delivered to the recipient (e.g., return to sender, hold at customs). DDP (Delivery Duty Paid): Enable or disable this option to indicate whether the seller or buyer is responsible for paying taxes, duties, and fees associated with the shipment. Setting Default Values To simplify the process, users can set default values for these settings in the app configurations. This means that for all new international shipments created in the "Pack and Ship" module, the following defaults will be applied: International Shipment Default For Contents: This config allows users to set the standard type of content for all new international shipments. International Shipment Default For Non Delivery Return: This config allows users to establish the default procedure for handling undeliverable shipments. International Shipment Default For Delivery Duty Paid: This config allows users to specify the default value for DDP, determining whether the seller or buyer is responsible for paying taxes, duties, and fees.
Pack & Cartonize	Re-Calculate Weight	Use this option to re-calculate the weight of the cartons added in the shipment.
Pack & Cartonize	Delete Carton	Use this option to delete the selected carton(s).
Pack & Cartonize	Duplicate Carton	Use this option to duplicate the selected carton(s).
Pack & Cartonize	Add Carton	Utilize this option to add more cartons to the shipment.
Pack & Cartonize	#	This field displays the carton number.
Pack & Cartonize	Action	This field enables the users to make modifications or updates to the carton details.
Pack & Cartonize	Carrier	Displays the carrier used for the shipment.
Pack & Cartonize	Carrier Cost	This is the cost incurred when transporting the carton using a carrier or shipping company.
Pack & Cartonize	Carton	The unique identifier for the carton.
Pack & Cartonize	Carton Cost	This is the total cost incurred for shipping the carton.
Pack & Cartonize	Label
Pack & Cartonize	Package
Pack & Cartonize	Return Label Tracking#
Pack & Cartonize	Service	Displays the ship service used for shipping the carton.
Pack & Cartonize	Ship Date	This is date on which the carton is to be shipped.
Pack & Cartonize	Tracking#	This is the unique identifier associated with the carton used for the purpose of tracking its movement and location during shipping and delivery.
Pack & Cartonize	UPC	Displays the Universal Product Code (UPC) for the carton.
Pack & Cartonize	Weight	Displays the total weight of the carton.

Shipping the order

Once the packing details have been confirmed, you can click on the 'Ship' option, located in the top-right corner of the screen, to ship the order and generate the invoice.

2. Express Ship

When you need to speed up the shipping process without going through the packing stage, the Express Ship option comes to the rescue. You'll find this handy feature right in the Pick Wave module. To utilize Express Ship, begin by closing the specific wave or item lines you intend to ship.

To express ship, in the Pick Wave > Ship > Express Ship

Once you've chosen the Express Ship option, the Express Ship Orders screen will display essential details like the order number, customer name, carrier, and shipping service.

Express Ship Orders Fields

Fields	Description
Invoice Date	This field allows you to manually select the date for which the invoice will be created. If left blank, the invoice date will be as per the sales order date.
Ship Date	This field allows you to manually select the date on which the order will be shipped. If left blank, the ship date will be as per selected in the sales order date.
Ship Closed Wave Lines Only	If this flag is checked, only the wave(s) in closed status will be shipped.
Order Number	This field displays the sales order number.
Customer	This field displays the customer for which the sales order has been placed.
Tracking Number	Enter a tracking number for the shipment. It serves as a unique identifier for that specific shipment. You can enter multiple tracking numbers separated by pipe (|) operator.
Freight	This field reflects the shipping amount added on the sales order. You have an option to update this amount.
Carrier	This field displays the shipping carrier selected on the sales order. You have an option to update the carrier.
Ship Service	This field displays the ship service selected on the sales order. You have an option to update the ship service.

Once you've ensured all the required information is accurately provided, just click 'Express Ship' to send out the order and generate the invoice.

3. Quick Ship

Quick Ship is a streamlined feature that directly ships sales orders by automating the entire wave process, which includes wave creation and the order picking process. It's important to note that the Quick Ship feature only works when the sales order is in the 'Released' status.

To quick ship, go to Sales Order > Options > Quick Ship

After clicking the Quick Ship option, the Quick Ship Orders screen will populate which includes details such as the order number, customer name, carrier, and shipping service information.

Quick Ship Orders Fields

Fields	Description
Invoice Date	This field allows you to manually select the date for which the invoice will be created. If left blank, the invoice date will be as per the sales order date.
Ship Date	This field allows you to manually select the date on which the order will be shipped. If left blank, the ship date will be as per selected in the sales order date.
Ship Closed Wave Lines Only	If this flag is checked, only the wave(s) in closed status will be shipped.
Order Number	This field displays the sales order number.
Customer	This field displays the customer for which the sales order has been placed.
Tracking Number	Enter a tracking number for the shipment. It serves as a unique identifier for that specific shipment. You can enter multiple tracking numbers separated by pipe (|) operator.
Freight	This field reflects the shipping amount added on the sales order. You have an option to update this amount.
Carrier	This field displays the shipping carrier selected on the sales order. You have an option to update the carrier.
Ship Service	This field displays the ship service selected on the sales order. You have an option to update the ship service.

Once all the necessary details are in place, click 'Quick Ship' to ship the order and generate the invoice.