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.
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
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.
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. This option will only be available if the "Maintain Shipping Cost from Sales Order to Pack & Ship" app config is disabled.
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.
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
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.
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
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.
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