Shipping Data Entry

Shipping Data Entry - Fields

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Shipper ID

Type the shipper ID. Click the Clear User button to clear the contents of the Shipper ID and Ship Date fields. If a password is set up in Shipper ID Maintenance, you are prompted to type the password. If the Default Shipper ID on the Next Shipping Number check box is selected in Shipping Setup Options, the shipper ID typed will be the default value if you then click the Accept, Cancel, or Delete button.

Note Only shipper IDs defined in Shipper ID Maintenance can be entered or scanned.

Ship Date

Enter a ship date, or click the Calendar button to select a date from the calendar. This field displays the system date.

Shipping No.

This field displays the shipping number and can only be viewed. The shipping number becomes the invoice number in Invoice Data Entry. This field is available only if an order is entered in the Order No. field.

Customer No.

This field displays the customer for the order and can only be viewed.

Click the Memo button to view, create, or maintain memos. The Memo button is available only if the appropriate memo type has been set up in Memo Manager Maintenance for this task. If a memo already exists for this task, the Memo button appears yellow. If a memo does not exist, the Memo button appears blue. For more information, see Memo Maintenance.

Order No.

Enter the order number for the sales order you want to ship. Click the Lookup button to list all standard and backordered sales orders from Sales Order Entry. Click the Shipping List button to list all entries created in Shipping Data Entry.

Ship Status

This field displays the status of the shipment. When an order is entered or scanned for the first time, the status is set to New. When you complete the Lines tab and click Accept for the shipment, the status changes to Lines Complete. When you complete both the Lines and Shipping tabs and click Accept for the shipment, the status changes to Shipped.

Note No entries need to be made on the Shipping tab for the status to change. The status changes after the tab is accessed.

Batch No.

If batch processing is enabled, this field displays the current batch number and can only be viewed. This field is available only if the Enable check box is selected for batch processing in the module's Options window. For more information, see Batch Entry.

Click the Batch Number button to select a batch number from the list or to create a new batch number. Click the Transfer Document button to transfer the current document to a different batch.

Auto Increment

Select this check box to automatically increment the shipped quantity by 1. If this check box is selected, scanning the item, selecting the item from the Lookup window, or entering the item code will increment the quantity by 1. Clear this check box if you do not want to automatically increment the shipped quantity by 1. This field defaults to the selection in the Automatically Increment Quantity check box in Shipping Setup Options, but it can be changed.

The setting made in this check box can be toggled on and off by scanning the bar-coded keyword (from the Auto Increment Qty Toggle field in Shipping Setup Options) on the Shipping Setup Options Listing, if no active line item appears in Shipping Data Entry.

If there is a value in the Shipped field, scanning the bar-coded keyword from the Shipping Options Listing functions the same as pressing ENTER. In this case, scanning the bar-coded keyword does not automatically increment the quantity being shipped by 1.

SO Created By

This field displays the user logon ID of the user who entered the sales order and can only be viewed.

1. Lines

Item Code

Enter an item code for the item being shipped. Items cannot be entered on the fly.

Click the Lookup button to list items for the current order.

Right-click and select Item Maintenance to view item information.

Click the Alternate Item button to select an alternate item in the Alternate Item Selection window. This button is available only if the Allow Alternate Items check box is selected in Shipping Setup Options.

Note The system does not check whether the Inactive Item check box in Item Maintenance is selected for items entered in this field. Inactive items will appear in the Item List window when you click the Lookup button. To help distinguish which items are inactive, you can create a custom lookup view and add the InactiveItem field. For more information, see Create a Lookup View. The system will check whether the Inactive Item check box is selected if you enter an item in the Alternate Item Selection window; inactive items cannot be selected as alternate items.

Note If you enter an inventory item code in the Alternate Item Selection window, and the Enable Purchase Control of Items check box is selected in Sales Order Options, the system checks to see if the item code is allowed based on entries in Purchase Control Maintenance. If you enter an item code that is not allowed, a warning message appears. If the appropriate security is set up in Role Maintenance, you can click Yes to enter the item code. If the appropriate security is not set up, you can click Yes to override security with a logon ID and password. In both cases, if you click No, the item code is removed from the field.

For more information, see:

Item Quantity Inquiry

Item Memo

Note If you are scanning items, the cursor must be in this field, and the field must be blank. Scanning and manual entry of items can be performed at the same time.

Note If Price Code is selected in the Base New Price Level Record On field in Sales Order Options, changing to an alternate item (if the Allow Alternate Items check box is selected in Shipping Setup Options) can impact the pricing for the item if a matching product line/price code record exists. If a matching product line/price code record exists, the system will use the original sales order date to check if this falls within the effective and end date range for that record.

Quick Row

This field displays the number of the selected row in the primary grid. Additional fields for the selected row appear in the secondary grid. Enter a row number to view or edit information for a different row, or click the Find Row button to search for a row in the Search Grid window.

Pkg

The current package number is an arbitrary number that the shipper assigns to each box and is used to identify the items contained in each box when multiple boxes are being shipped. This field defaults to 0001, but it can be changed. After the line is accepted, the Pkg field updates the Package field for the item. If you enter a shipped quantity, the item and quantity defaults to the package displayed in this field.

Click the Next Package No. button to increment the package number by 1. If the package number is 9999, the number 0001 appears in this field when you click the Next Package No. button. If you scan the Next Package No. keyword on the Shipping Options Listing, the Current Package field increments by 1. To assign items to a different package, you can either type the package number or click the Next Package No. button.

Click the Item Packaging button to display the contents of the current package.

Note Clearing this field does not delete the package.

Grid Button Bar

The buttons located above the primary grid allow you to distribute lot and/or serialized items, back order the item selected, ship the remaining lines on the order, and increment the package number for the items.

For more information, see:

Lot/Serial Number Distribution

Item Packaging Maintenance

Alternate Item Selection

Item Text Maintenance

Line Number

This field displays the line number in the grid and can only be viewed. The line number appears red for lines that are new or modified. After the Accept button is clicked, the line number changes from red to black.

Item Code

This field displays the item being shipped and can only be viewed.

Ordered

This field displays the ordered quantity for the item code and can only be viewed.

Shipped

Type the actual quantity shipped. Negative values are not allowed. If the Auto Increment check box is selected, the quantity shipped is incremented by 1 every time an item is scanned or entered.

If a balanced distribution to one lot exists, decreasing the shipped quantity will automatically adjust the distributed quantity to that lot if the new shipped quantity is less than the distributed quantity.

Note If this shipment includes multiple orders, and the Show Detail for All Orders check box is selected, the lines for all orders are displayed. But you can enter the shipped quantity only for the order currently selected in the Order No. field.

Click the Ship Remaining Lines button to resolve all the remaining lines for the entire order when the quantity in the Backordered and Shipped fields is zero. All items are placed in the package displayed in the Pkg field.

Back Ordered

Type the quantity to backorder. This field is available only if the Allow Changes to Backordered Quantity on Lines check box is selected in Shipper ID Maintenance, and the appropriate security is set up.

Click the Backorder the Quantity button to backorder the full quantity ordered.

Note If this shipment includes multiple orders, and the Show Detail for All Orders check box is selected, the lines for all orders are displayed. But you can enter the back ordered quantity only for the order currently selected in the Order No. field.

Comment

Type a comment for this line. This field is available only if the Allow Comments on Item Lines check box is selected in Shipping Setup Options.

Note Press CTRL+ENTER to add a new line of text in the Comment field.

Description

Enter the description of this item. This field is not available for comment items.

Click the Extended Item Description button to view and maintain extended item descriptions in Item Text Maintenance.

If there is no extended description entered for an item, the Extended Item Description button appears blue.

If an extended description is entered for the line item, the Extended Item Description button appears yellow.

Warehouse

Enter a warehouse code, or click the Lookup button to list all warehouse codes. This field is available only if the Inventory Management module is integrated with Sales Order, the Require Multiple Warehouses check box is selected in Inventory Management Options, and the Allow Changes to Warehouse on Lines check box is selected for the shipper in Shipper ID Maintenance.

U/M (Unit of Measure)

Enter a unit of measure, or click the Lookup button to list all unit of measure codes. This field is available only if the Allow Changes to Unit of Measure on Lines check box is selected for the shipper in Shipper ID Maintenance.

Package

This field displays the package number for the item and can only be viewed.

Line Status

This field displays "SHIP" when the line is not resolved. It is blank when the line is resolved. This field can only be viewed.

Item Type

This field displays the item type (for example, inventory) and can only be viewed.

Distrib Required

This check box appears selected when the item is a lot and/or serial item and needs to be distributed before it is shipped. This check box appears cleared when the item has been distributed. This field can only be viewed.

Extended Desc

This check box appears selected when the item is has an extended description. This check box appears cleared when the item does not have an extended description. This field can only be viewed.

Component

This check box appears selected when the item is a clot and/or serial item and needs to be distributed before it is shipped. This check box appears cleared when the item has been distributed. This field can only be viewed.

Bin Location

This field displays the bin location for the item and can only be viewed.

Show Detail for All Orders

Select this check box to show the lines for all of the sales orders that have been applied to this shipping number. Clear this check box to show lines only for the order number that appears in the Order No. field.

If more than one sales order has been applied to this shipping number, "Multiple Orders" appears above this field. This field is available only if multiple orders have been applied.

Sales Order No.

This field displays the sales order number and can only be viewed. This field is available only if multiple sales orders have been applied to this shipment.

Customer PO No.

This field displays the customer's purchase order number and can only be viewed. This field is available only if multiple sales orders are applied to this shipment.

2. Shipping

Terms Code

This field displays the terms code for the sales order and can only be viewed.

Confirm To

Enter the name of the person to contact regarding shipments for the current ship-to address. Click the Lookup button to list all contact codes.

E-mail Address

Type the e-mail address of the person to contact regarding shipments for the order. If an external shipping system is used, shipping e-mail notifications will be sent to the e-mail address entered in this field. This field displays the e-mail address entered in Sales Order Entry, but it can be changed. Enter a ship-to code in the Ship To field to use the e-mail address entered for the corresponding ship-to address.

Click the E-mail button to compose a new e-mail message to the address entered in this field.

Comment

Type a comment relating to this shipment.

Warehouse

This field displays the warehouse for the sales order and can only be viewed.

No. of COD Labels

Type 0 (zero) if you do not want to print COD labels for this shipment, or type the number of labels (from 01 to 99) to print. To accommodate multiple-part shipments, the invoice total amount is divided equally by the number of labels. This field is available only if the Print COD Labels check box is selected in Sales Order Options.

COD Cash Only

Select this check box to print Accept Cash Only on COD labels accompanying the shipment. Clear the check box to print COD labels without the message. This field is available only if the Print COD Labels check box is selected in Sales Order Options, and a number greater than zero is entered in the No. of COD Labels field.

Bill To

This field displays the bill-to customer if one is defined for the selected customer and can only be viewed. The bill-to customer is defined in Bill To Customer Maintenance or Bill To/Sold To Maintenance.

This field is available only if the Enable Bill To Customer Reporting check box is selected in Accounts Receivable Options.

Ship To

Enter the location code for the ship-to address, or click the Lookup button to list all location codes. This field displays the location code from the sales order, but it can be changed if the Allow Changes to Ship To Location check box is selected in Shipper ID Maintenance.

This field can only be viewed if this order is being consolidated with other orders on one invoice. Orders are consolidated based on the selections in the Consolidate Orders on One Invoice field and the Consolidate by Customer PO No. field in Shipping Setup Options.

Residential Address

Select this check box if the ship-to address is located in a residential delivery zone. Clear this check box if the ship-to address is not located in a residential delivery zone. External shipping systems require this information to calculate shipping rates.

Name

This field displays the customer's name from the sales order and can only be viewed.

Country

This field displays the customer's country from the sales order and can only be viewed.

Address

This field displays the customer's address from the sales order and can only be viewed.

ZIP/Postal Code

This field displays the customer's ZIP or postal code from the sales order and can only be viewed.

City

This field displays the customer's city from the sales order and can only be viewed.

State/Province

This field displays the customer's state or province from the sales order and can only be viewed.

FOB

Type an FOB (freight on board) location. The FOB location is used if the items for this shipment are placed on board a freight carrier at the point of shipment at no charge to the customer.

Entry Sample

DESTINATION

Ship Via

Enter a shipping method, or click the Lookup button to list all shipping codes. If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, you must enter a shipping code defined in Shipping Rate Maintenance.

This field is available only if the Allow Changes to Ship Via check box is selected in Shipper ID Maintenance for the shipper ID.

If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, this field can only be viewed if this order is being consolidated with other orders on one invoice. Orders are consolidated based on the selections in the Consolidate Orders on One Invoice field and the Consolidate by Customer PO No. field in Shipping Setup Options.

Ship Zone

Enter a ship zone for this shipment (for example, UPS delivery area). If the shipping code entered in the Ship Via field for this shipment indicates that the ship zone is a ZIP Code, the ZIP Code from the ship-to address appears. Click the Lookup button to list all ship zones.

If the Use Prior Range of ZIP Codes check box is selected in Shipping Rate Maintenance, the last sequential ZIP Code that most closely matches the ZIP Code entered is used in the freight charge calculation.

If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, click the Lookup button to list all ship zones. The freight is calculated automatically.

If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, this field can only be viewed if this order is being consolidated with other orders on one invoice. Orders are consolidated based on the selections in the Consolidate Orders on One Invoice field and the Consolidate by Customer PO No. field in Shipping Setup Options.

No. of Ship Labels

Type the number of shipping labels to print. The number of shipping labels to print defaults from the sales order, but it can be changed.

Ship Weight

Enter a ship weight for this shipment, or click the Lookup button to list all ship weights. This field is available only if the Allow Entry of Freight/Weight check box is selected in Shipper ID Maintenance for the shipper ID. Fractional weights are not accepted.

If Yes or Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, click the Lookup button to list all ship weights.

If Actual is selected in the Use Shipping Code to Calculate Freight field in Sales Order Options, this field displays the actual total weight of all inventory items on this shipment; however, the weights for each item must be defined in Item Maintenance, and all weights must be expressed in the same unit of measure (for example, lbs or tons). You can change the actual weight that appears.

If Auto Use Next Weight from Table is selected in the Freight Calculation Method field in Shipping Rate Maintenance, the next sequential weight for this ship zone that most closely matches the ship weight entered is used to calculate the freight charge for this shipment.

No. of Pkgs

This field displays the number of packages and is automatically updated based on the number of packages entered in the Summary Package Tracking window. The number of packages prints on the packing list. This field can only be viewed.

Freight Amount

Type a freight amount. If the Allow Entry of Freight/Weight check box is selected in Shipper ID Maintenance, accept the freight amount displayed.

Invoice Total

This field displays the invoice total for the sales order and can only be viewed.

Job No.

This field displays the job number and can only be viewed.

Actual % Complete

Enter the percentage of the job that has been completed. This percentage is used to calculate work-in-process costs as cost of goods sold by multiplying the revised estimated cost by this completion percentage and then subtracting the previously recognized estimated costs.

This field is available if:

The Job Cost module is integrated with Sales Order.

In Job Cost Options, % of Estimate is selected in the Recognize WIP When Billing % Complete Jobs field.

In Job Maintenance, for the selected job, Percentage of Completion is selected in the Acct Method field, and Fixed is selected in the Billing Method field.