10.3.1. Operating Shipments

Generating Batch Shipments

The Generate Shipments process, located in the Quote-to-Invoice -> Shipments menu, is used to generate batch shipments from sales orders. Before running the process you can specify the following parameters:

• Warehouse, Business Partner, Mean Of Conveyance - selection filters for the orders included;

• Date promised - only orders with date promised up to (including) this date are included;

• Orders with unconfirmed Shipments - if checked, shipments will be generated for orders that already have partial shipments waiting for confirmation;

• Document Action - select a document action that will determine the document status for the generated shipment:

  • "Complete" - the generated shipments will become uneditable and no further action is required;

  • "Prepare" - the generated shipments will be "In Progress", and can be updated before completion. In this case, the document needs to be manually completed.

• Consolidate to one Document - check if you want the system to create a single shipment document for multiple sales orders for the same customer and shipment address.

Shipments are generated depending the sales orders' delivery rules and priority. Details in Entering Sales Orders

Manually Generating Shipments

The Generate Shipments window, located in the Quote-to-Invoice -> Shipments menu, is used to generate shipments based on sales orders. The following fields are available:

• Business Partner, Warehouse, Importance etc. - search filters for sales orders;

• Search button - used to display in the box below sales orders, according to the selected search filters;

• Date promised - only orders with date promised up to (including) this date are included;

In the box, select the orders for which you would like to generate shipments and enter the following parameters:

• Document Action - select a document action that will determine the document status for the generated shipment:

  • "Complete" - the generated shipments will become uneditable and no further action is required;

  • "Prepare" - the generated shipments will be "In Progress", and can be updated before completion. In this case, the document needs to be manually completed.

• Consolidate to one Document - check if you want the system to create a single shipment document for multiple sales orders for the same customer and shipment address.

Press the Process button to generate shipments based on the selected parameters.

The Generate Shipment per MOC process, located in the Quote-to-Invoice -> Shipments menu, is used to generate shipments from sales orders, taking into consideration the mean of conveyance and the delivered products' order and volume.

Printing Shipments

Shipments can be printed by using the Print button located on the toolbar. The print format used is determined by the document type. The language and date format used is determined by the multi lingual settings and the language selected for the customer. For Shipments containing products with a bill of materials a print format is available which, for such products, will only print the description line, and not the components.

Note: Previewing the shipment before printing is only available if the corresponding checkbox is selected in the User Preference window, located in the Tools menu.

Accounting Consequences

Below are the accounting transactions generated for a shipment based on a Material Delivery document type. The accounts used are defined in the Product window, and are, by default, taken from the Product Category's definition.

The shipment posting rule is:

• • Debit: Inventory Clearing

    • if, in the accounting definitions of the warehouse and product, you find the same account used in the Product COGS 1 or Product COGS 2 fields, then you have to use this account with priority;

  • Credit: Product Asset,

    • if, in the accounting definitions of the warehouse and product, you find the same account used in the Product Asset 1 or Product Asset 2 fields, then you have to use this account with priority;

    • if, in the accounting definition of the Warehouse, you find the Apply Sales Accounts checkbox and, furthermore, the account used in the Product Asset field is the same as the one used in Product Asset 1 or Product Asset 2 found in the Product accounting definition, then the posting is done with the change of the accounting nature of the stock account.

Starting with version 13.06, the Material Delivery-no invoice document type has become available. This can be used in situations where the generated shipment is not/should not be followed by an Invoice!

Morover, at shipment level, on the rows containing the products, you can indicate the charge. In this case, the posting rule for debit is given by the expense account from the definition of the Charge.

The posting rule for shipments that are not followed by Invoices is:

• • Debit: Product COGS

    • if, in the accounting definitions of the warehouse and product, you find the same account used in the Product COGS 1 or Product COGS 2 fields, then you have to use this account with priority;

  • Credit: Product Asset

    • if, in the accounting definitions of the warehouse and product, you find the same account used in the Product Asset 1 or Product Asset 2 fields, then you have to use this account with priority;

  • if, in the accounting definition of the Warehouse, you find the Apply Sales Accounts checkbox and, furthermore, the account used in the Product Asset field is the same as the one used in Product Asset 1 or Product Asset 2 found in the Product accounting definition, then the posting is done with the change of the accounting nature of the stock account.