Use the following procedure to enter items for a shipment in Shipping Data Entry.
Before You Begin
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The Shipping Data Entry task is available only if the Enable Shipping check box is selected in the Sales Order Options window.
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Shipper IDs must be set up in Shipper ID Maintenance before shipments can be entered in Shipping Data Entry. For more information, see Set Up a Shipper ID.
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Shipping quantities can be entered in Shipping Data Entry only if Both or Enter Shipping Quantities is selected in the Shipping Function field for the shipper ID in Shipper ID Maintenance. For more information, see Shipper ID Maintenance.
Use one, all, or a combination of the following methods to enter items in Shipping Data Entry:
To enter items in Shipping Data Entry
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On the Shipping menu, click Shipping Data Entry.
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Enter the shipper ID. A password dialog box may appear depending on whether or not a password was set up in Shipper ID Maintenance. For more information, see Shipping Data Entry - Fields and Shipper ID Maintenance.
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Enter the order number in the Order No. field. The information from the sales order appears on the Lines and Shipping tabs, except for the number of COD labels and number of packages.
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At the Item Code field, enter the item/kit item code.
Note Only items already existing on the order can be entered.
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At the Shipped field, enter the quantity to ship for each item. When you enter the shipped quantity, the back ordered quantity is automatically adjusted. If the shipped and back ordered quantities are zero, you can click the Ship Remaining button to ship the entire ordered quantity for the lines.
Note If the Auto Increment check box is cleared, the shipped quantity must be entered manually.
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Each item is automatically placed in the current package. To increment the package number, click the Next Package No. button in the Pkg field. You can also type a number in the Pkg field.
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Click Accept.
Note If the shipped quantity plus the back ordered quantity does not equal the ordered quantity, you are prompted to resolve all lines. You cannot proceed with the shipment until all lines are resolved.
The items are entered. If all lines are resolved, the Shipping tab appears and you can enter address and freight information for the shipment. For more information, see Enter Shipping Freight/Weight.
Example - Automatically Back Ordering Items
If the line item has an ordered quantity of 5, a shipped quantity of 3 and a back ordered quantity of 2, and if you change the shipped quantity to 4, the back ordered quantity automatically changes to 1.
Example - Shipping the Remaining Quantity
Line items 1 and 2 have the following ordered, shipped, and back ordered quantities:
If you click the Ship Remaining button, only line 1 is updated:
Example - Changing Package Numbers
An order has two items: Item A and Item B. If you select Item A in the grid and enter the quantity shipped in the Shipped field, Item A is automatically placed in package 0001. You can click the Next Package No. in the Pkg field to increment to package 0002.
Example - Changing Package Numbers
You have entered a shipped quantity of 5 for an item in package 0001. You then decided to change the shipped quantity from 5 to 6 and place the additional item in another package. To do so, you would enter another package number in the Pkg field and then change the shipped quantity in the Shipped field to 6. "MULT" then appears in the Package field for the item, indicating that the item has been placed in multiple packages.
To scan items in Shipping Data Entry
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Select Sales Order Setup menu > Shipping Setup Options.
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Click the Print Bar Codes button to print the bar-coded values for the automatic increment quantity toggle and the next package numbers onto the Shipping Setup Options Listing. For more information, see Shipping Setup Options - Fields.
Note To speed data entry, you can select the Automatically Increment Quantity check box in the Shipping Setup Options window to automatically add 1 to the quantity in the Shipped field in Shipping Data Entry for each item as it is scanned. The setting in this check box defaults to the setting in the Auto Increment field in the Shipping Data Entry window.
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Select Sales Order Shipping menu > Shipping Data Entry.
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Enter the shipper ID. A password dialog box may appear depending on whether or not a password was set up in Shipper ID Maintenance. For more information, see Shipping Data Entry - Fields and Shipper ID Maintenance.
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At the Order No. field, scan the sales order number from the picking sheet. The information from the sales order appears on the Lines and Shipping tabs, except for the number of COD labels and number of packages. For information on the system checks and processing that occur after the sales order is scanned, see Shipping System Checks.
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With your cursor in the Item Code field (this field must be blank), scan each item in the order to record the quantity shipped information in the Shipped field. When you enter the shipped quantity, the back ordered quantity is automatically adjusted.
Note If the Auto Increment check box is cleared, the shipped quantity must be entered manually.
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Each item is automatically placed in the current package number. If you want to increment the package number, in the Pkg field, scan the Next Package No. bar code on the Shipping Setup Options Listing.
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Click Accept.
Note If the shipped quantity plus the back ordered quantity does not equal the ordered quantity, you are prompted to resolve all lines. You cannot proceed with the shipment until all lines are resolved.
The items are entered. If all lines are resolved, the Shipping tab appears and you can enter address and freight information for the shipment. For more information, see Enter Shipping Freight/Weight.
Example - Automatically Back Ordering Items
If the line item has an ordered quantity of 5, a shipped quantity of 3 and a back ordered quantity of 2, and if you change the shipped quantity to 4, the back ordered quantity automatically changes to 1.
Example - Changing Package Numbers
An order has two items: Item A and Item B. If you select Item A in the grid and enter the quantity shipped in the Shipped field, Item A is automatically placed in package 0001. You can click the Next Package No. in the Pkg field to increment to package 0002.
Example - Changing Package Numbers
You have entered a shipped quantity of 5 for an item in package 0001. You then decided to change the shipped quantity from 5 to 6 and place the additional item in another package. To do so, you would enter another package number in the Pkg field and then change the shipped quantity in the Shipped field to 6. "MULT" then appears in the Package field for the item, indicating that the item has been placed in multiple packages.
