Shipments

Shipments

Overview

The Shipment document is used to record the shipment of an order to a customer. In the sales flow, this document comes after the sales order and before the sales invoice. If used, posting the shipment document affects inventory by reducing the Quantity on Hand in the amount indicated on the Shipment.

Enabling Shipments

To use Shipments, it must be enabled.

  1. Navigate to Admin Panel → Sales Settings.
  2. Check the checkbox labeled Use Shipment.

Enabling Shipment from Sales Setting

Creating a Shipment

  1. Ensure that the checkbox labeled Use Shipments is checked on the Sales Order.
  2. From the Sales Order, choose Generate → Shipment.
  3. Customer, Date, Terms are auto filled from the Sales Order details. The Shipment # is also auto populated once you save the Shipment document or you can also enter manually.
  4. Enter a PO / Ref # and Sales Person, if applicable.
  5. If this is a dropshipped order, check the Dropship checkbox and enter the Dropship PO/Ref #.
  6. Go to the Addresses and Shipping tab, verify the Ship To, Bill To, and the Ship From addresses.
  7. Enter the Confirm To contact, Shipping Method, Tracking # and FOB. (optional)
  8. If this is a dropshipped order, enter the Dropship Customer, a Ship To (Dropship) and a Bill To address.
  9. On the Project and Class tab, enter a Project and a Class. (optional)
  10. Go to the Currency tab and set a currency and rate.
  11. Go to the Discounts tab and set discounts, if applicable.
  12. Enter External and Internal Memo on the Memo tab. (optional)
  13. Click the Sales Tax tab and enter the Sales Tax, if applicable.
  14. Change the quantities shipped on the line items if they differ from those on the sales order.

Enabling the use of Shipment in a Sales Order


Generating a Shipment


Creating a Shipment

Emailing a Shipment

The packing slip for the shipment may be emailed by clicking the email button. An emailing window will appear with a place to enter the to and cc addresses along with a space to add a note to the body of the email. The packing slip will be attached as a PDF to the email.




Emailing Packing Slip


Printing a Shipping Label

Use CustomBooks™ integration with ShipStation to automatically generate and pay for shipping from your favorite carrier. View this article on Shipstation Integration for more information and this article on how to print Shipping Label.


Shipment Status Definitions

Shipment statuses are as follows.

  • Draft – shipment has been created but is not yet finished.
  • Not Yet Invoiced – shipment has not yet been invoiced.
  • Partially Invoiced – some items on the shipment have been invoiced.
  • Closed– all items on the shipment have been invoiced.

Shipment Statuses

Under and Over-Shipping

There may be times when you ship more or less than the quantity on the original Sales Order. The system will allow for over and under-shipping on both the shipment and the sales invoice, so there is no need to change the original quantity on the Sales Order in this event.

Under-shipping is when the total quantity shipped on the shipment or the sales invoice is less than originally ordered on the Sales Order and there is no plan to ship the balance. In this case, close the Sales Order by clicking the Status and choosing Close.

If the quantity of an item is lower on a shipment than it is on a Sales Order, the status of the Sales Order will change to Partially Shipped.  When such time arrives as the remainder of the order is to be fulfilled, a new Shipment document may be generated from the Sales Order.  Once all of the items have been fulfilled completely, the Sales Order status will change to Closed.

Over-shipping is when the total quantity shipped exceeds the original quantity ordered on the Sales Order and there is no plan for your customer to return the excess. In this case, indicate the quantity received on the Shipment or the Sales Invoice and the Sales Order will close automatically.
Info
Under and Over-Shipping must be enabled by clicking the checkbox labeled Backordering at Admin Panel or Inventory module → Inventory Settings.



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