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 Overview

Use the following procedure to enter items for a shipment in Shipping Data Entry.

 Before You Begin

• The Shipping Data Entry task is available only if the Enable Shipping check box is selected in Sales Order Options.

• 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.

• 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.

If you're going to scan items:

1. Select Sales Order Setup menu > Shipping Setup Options.

2. Click the Print Bar Codes button to print the bar-coded values for the automatic increment quantity toggle and the next package numbers on 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 to automatically add 1 to the quantity in the Shipped field in Shipping Data Entry for each item as it is scanned. If this check box is selected, the Auto Increment check box in Shipping Data Entry is selected by default.

 

Use one, all, or a combination of the following methods to enter items in Shipping Data Entry:

• To enter items in Shipping Data Entry

• To scan items in Shipping Data Entry

 

To enter items in Shipping Data Entry

1. On the Shipping menu, click Shipping Data Entry.

2. 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.

3. Enter the order number in the Order No. field.

   If the settings in Shipping Setup Options allow multiple orders to be consolidated into one shipment, and another shipment already exists for the customer, a message asks if you want to add this order to the existing shipment.*

   • Click Yes to add the order to the existing shipment.
   • Click No to create a new shipment.

   *In order to consolidate multiple orders into one shipment, certain fields for each order must match.

   View list of fields that must match

   • Terms code
   • Ship-to code
   • Discount rate
   • Sales tax schedule
   • Salesperson (or salespersons) and commission rate(s)
   • Job number
   • Ship-via shipping code and shipping zone
   • Bill-to customer
   • ACH payment ID (The ACH payment IDs must match, or you can combine with an order that has no payment ID.)
   • RMA number
   • CRM person ID, CRM company ID, and CRM opportunity ID

   After you enter the order number, the information from the sales order appears on the Lines and Shipping tabs, except for the number of COD labels and number of packages.

4. To search for a line by item, enter the item code in the Item Code field. If the Auto Increment check box is selected, the shipping quantity for the item is automatically incremented by 1.

   Note Only items that already exist in the order can be entered.

5. In 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.

   The shipped quantity plus the back ordered quantity must equal the ordered quantity. If the quantities don't match, you'll be asked to make corrections when you save the shipment.

6. 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.

7. Click Accept.

   In Shipping Setup Options, if the option to consolidate multiple orders into one shipment is enabled, and the Automatically Print Shipping Documents check box is selected, a message asks if you are finished adding orders to the shipment.

   • Click Yes to print shipping documents.
   • Click No to add another order, and repeat these steps beginning with step 3.

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:

Line	Ordered	Shipped	Back Ordered
1	5	0	0
2	10	6	4

If you click the Ship Remaining button, only line 1 is updated:

Line	Ordered	Shipped	Back Ordered
1	5	5	0
2	10	6	4

 

 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

1. Select Sales Order Shipping menu > Shipping Data Entry.

2. 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.

3. In the Order No. field, scan the sales order number from the picking sheet.

   If the settings in Shipping Setup Options allow multiple orders to be consolidated into one shipment, and another shipment already exists for the customer, a message asks if you want to add this order to the existing shipment.*

   • Click Yes to add the order to the existing shipment.
   • Click No to create a new shipment.

   *In order to consolidate multiple orders into one shipment, certain fields for each order must match.

   View list of fields that must match

   • Terms code
   • Ship-to code
   • Discount rate
   • Sales tax schedule
   • Salesperson (or salespersons) and commission rate(s)
   • Job number
   • Ship-via shipping code and shipping zone
   • Bill-to customer
   • ACH payment ID (The ACH payment IDs must match, or you can combine with an order that has no payment ID.)
   • RMA number
   • CRM person ID, CRM company ID, and CRM opportunity ID

   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.

4. 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.

   The shipped quantity plus the back ordered quantity must equal the ordered quantity. If the quantities don't match, you'll be asked to make corrections when you save the shipment.

5. 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.

6. Click Accept.

   In Shipping Setup Options, if the option to consolidate multiple orders into one shipment is enabled, and the Automatically Print Shipping Documents check box is selected, a message asks if you are finished adding orders to the shipment.

   • Click Yes to print shipping documents.
   • Click No to add another order, and repeat these steps beginning with step 3.

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.