10.3.2. Entering Shipments

Although shipments should normally be generated and completed automatically, either through processes provided by SocrateCloud or by processing sales orders, there might be situations when delivering specific quantities is required. The Shipment (Customer) window allows you to enter product quantities regardless shipping rules and order priority. Also, using the Shipment (Customer) window you may manually enter shipments and then link them to sales orders.

The Shipment (Customer) window, located in the Quote-to-Invoice -> Shipments menu is used mainly to view, edit and sometimes enter customer shipments. The following fields are available:

• Order - sales order on which the shipment is based;

  • Date Ordered - document date for the order;

  • Customs Bill of Exports - the associated customs bill of exports. Details in Customs Bills;

  • Document Type - determines the available document statuses, the documents generated, the posting accounts used, etc. Details in Document Types. Examples of shipments:

  • "Mirror Shipment" - shipment used for transactions between organization. Will generate a counter document. Details in Counter Documents;

  • "MM Shipment - Indirect" - document type used when the shipment is automatically generated based on POS or Warehouse orders;

  • "MM Shipment - No Invoice" - this document type is used when the shipment does not require any invoice;

• Movement Date - the shipment document date;

• Account Date - date used to register the resulting accounting transaction;

• Customer, Location, User/Contact - customer to which the shipment is delivered;

  • Delivery Terms - international delivery terms (INCOTERMS) agreed upon for this shipment;

Warehouse section:

• Warehouse - warehouse from where the shipment is delivered;

• Priority, Shipping Rule - determined the purchase order, used for processing multiple shipments;

• Pick Date (system maintained) - shipment confirmation date (when using "Pick/QA" confirmations);

• Representative - sales representative;

Shipment section

• Shipping method - determines how the product will be delivered: "Shipper", "Pickup", "Delivery". Selecting "Shipper" will enable the following fields:

  • Freight Carrier - freight carrier responsible with delivery;

  • Ship Date - freight carrier pick up date;

  • Create package - button used to generate a package based on the shipment. Packages may be generated based on shipments or shipment confirmations. Packages can be managed using the Packages window, located in the Quote-to-Invoice -> Shipments menu and are used to store information related to package delivery which is obtained through shipper web service integration;

  • No Packages (user maintained) - number of packages generated based on this shipment;

  • Tracking No - tracking number for the shipper, used for shipper web service integration;

• Freight Cost Rule - method used to determine transportation costs. The only rule available is "Freight included". Freight costs can be added as separate lines on the sales order;

• Mean of Conveyance - mean of conveyance resource allocated to the shipment. Details in Resources;

• Mean Of Conveyance, Mean of Conveyance Representative - additional shipment information;

Reference section - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

Customer reception section:

• Customer reception reference (user maintained) - comment regarding customer reception;

• Customer reception date (user maintained) - date when the delivered products were received by the customer;

Status section:

• Order Line - linked order line;

• Product, Attribute Set Instance - the shipped product;

• Locator - the locator from where the product is delivered. When generating shipments automatically the locator is determined using the following rules (for a FIFO warehouse, without the Block Negative Stock checkbox):

  1. The locator with the highest priority that has the highest available quantity for the respective product;

  2. If no locator can be found using rule 1 (there was never any stock in any locator of the selected warehouse for the respective product) then the locator with the highest priority that is linked to the product (either directly in the Locator field in the Product window, or in the Locator tab of the Product window) will be taken;

  3. If no locator can be found using rule 2, the locator with the Default checkbox will be used;

• Create Asset - if checked, when processing the shipment an asset will be generated. Details in Customer Assets;

• • Status - starting with v16.09 shipment lines can have statuses (not the same as document statuses) and based on this, can be viewed and managed using the K-Board Shipments dashboard. Details in K-Board Dashboards;

Quantities section:

• Quantity - shipped quantity, in the selected unit of measure;

  • UoM - if a conversion was defined for the base unit of measure, and alternate unit of measure can be selected;

• Movement Quantity - shipped product quantity, in the base unit of measure;

• Picked Quantity, Confirmed Quantity, Target Quantity, Scrapped Quantity - displays differences between shipment and confirmed quantities. Details in Confirmations.

• Project, Phase, Asset, Employee, etc. - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

Secondary windows:

• Match Ship tab - displays the shipment-invoice association;

• Confirmations tab - displays the confirmations for this shipment line;

• Attributes tab - after processing the shipment, will display the product instances used for the inventory transactions;

• Inventory Transactions tab - after processing the shipment will display the inventory transactions that were generated.