Sales Orders/Shipping
From PERPWiki
Back To: Sales Orders - User Documentation
Contents |
SHIPPING A SALES ORDER
Shipping a sales order involves multiple departments and so its functions involve two different pERP applications, Sales Orders and Accounts Receivable. It may take a while to learn which is where, but it's easy to get from one to the other in pERP.
After an order has been entered, it may have a shipment icon beside it in the SO list. If there isn't, it could mean either that
- You are not allowed to schedule shipments
- No stock is available for that order! Check the Backorders report
If the icon is present, click the icon to arrange an outgoing shipment (yes, the icon is the same as the one for incoming shipments in the Inventory application - we use it for both directions)
Figure 8-28 Two orders have already been moved to the shipment list-they are now Pending Shipment. Three remain to be processed.
Figure 8-29 The Accounts Receivable Shipments list shows the orders that have been scheduled for shipment and are awaiting approval. The screenshots were taken at different times and may overlap somewhat.
Creating an Order Shipment
Once you click on the Ship icon beside a sales order line, you get a screen similar to that shown below. Don't get excited by the title - at this stage, you are not shipping anything. You are merely scheduling a shipment and organizing the load.
You can hold on to the scheduled shipment while you check for stock availability (automatically reported in pERP!), check with the dealer, arrange for a truck or whatever.
Figure 8-30 A New Shipment Screen.
Required fields are pale yellow; optional fields are white.
- Our Reference - This is generated by the system but you can override it [Why?] It is the same as the Shipment Number in the A/R Shipments list.
- Client - This is now set and cannot be edited
- Shipper - Set this using the drop down list.
- Shipment Reference - an open text field. Here, the number of a pre-printed BOL is used as the reference.
- Vessel/Truck - you can give specific information here.
- Ship From Address - This has defaulted to the only address in the system for the company. If there were more address cards, you could choose between them. Presumably, there would be an address for Shipping (and another for Receiving, one for Accounts Payable, etc.)
- Ship Date - You can schedule an expected shipping date and time here
- Client Branch - This is now set and cannot be changed.
- Ship To Address - this is a default from the client branch record. If there were more than one possible ship-to address, you could choose from the drop-down menu.
- Actual Ship Date - you cannot enter this information here; this is a Pending Shipment. Once the pending shipment is approved and released, this information will come from another form [WHERE?]
Although you cannot change anything in the area at the bottom, you can group and filter the items to be shipped.
- The Categories filter will show only those items pending shippment that are in the specified category.
- The Grouping is by None, Order Number, Stock Category, and Stock Code. Group by Order is the method used by the Order Action in AccPac and will look the most familiar.
By default, the items are sorted by order number. [TRUE??]
After you have finished setting up the shipment and have completed the information on this screen, click Next. This will save the work you have done so far, create a new pending Shipment in the A/R Shipments list, and put a new Add button on the task bar.
When you click Cancel (rather than Next) at this screen, no changes are saved.
Adding to a Scheduled Shipment
The Add button will let you add sales orders into the shipment (combining items to fill a truck or container). When the user goes to add lines to the shipment, goods on order for a client are grouped into in stock, and not in stock. If the user adds not in stock lines to the order, that means the user is aware that the goods are not in stock, and has confirmed outside the system that the goods will be where they need to be in time for the shipment. This is commonly done with goods that are still in production when the shipment is created, but are expected to be completed before the shipment leaves.
When you are done, click Save again, then Cancel to move back to the Shipments list.
When you click Cancel (rather than Save) at the second screen, none of your changes from the Add dialog will be saved. However, the shipment will not automatically cancelled. You can still come back later and add or remove items from the scheduled shipment.
Cancelling a Scheduled Shipment
If you want to cancel the shipment entirely, you must go to A/R > Shipments and manually cancel the shipment. Cancelling a shipment should have no affect on any Sales Orders associated with the shipment.
Shared Loads and Split Shipments
Split ship - here, a product from one order is split onto two loads:
Figure 8-31
HOW DOES PERP HANDLE A SHARED LOAD? This is where two or more dealers have items on the same truck. Also called a drop shipment.
Approving a Sheduled Shipment
Although Sales Orders may not need approval, shipments do. Fig. xxx shows one shipment awaiting approval/denial.
Once a scheduled shipment has been approved for release, two new icons will appear opposite Our Reference in the bar under the title.
Figure 8-32
The one on the left is a packing screen. Presumably the warehouse would use this for packing parts into boxes. Each "container" (bundle, bag, box, whatever) becomes one "piece" on the Bill of Lading.
Figure 8-33 An order packed into bundles and boxes. The rails have been saran wrapped together into one bundle.
