Overview

Sales Order Shipment records allow users to record freight cost and other freight details. The recorded total freight amount is added the Sales Order transaction journal entry details.

Prerequisites

Required Prerequisites

Carriers

Optional Prerequisites

Currency Setup

Currency Exchange Rate Setup

Freight Terms

Item Shipping Weight Setup

Item Tare Weight Setup

Logistics Attribute Setup

Truck Setup

Step 1. Opening the Sales Order Shipment Record

Sales Order Shipment records can be opened from the corresponding Sales Order Transaction record. Open the Sales Order Transaction record and select the Shipments tab. The Shipment field displays the Shipment ID and this field is a hyperlink. Clicking the hyperlink opens the corresponding Shipment record in a new tab.

Step 2. Editing the ‘Home’ tab

The Sales Order Shipment record opens with the tabs and a grid section. The Home tab displays the Sales Order transaction details and also allows users to select certain Shipment details:

• Shipment: This field displays the Shipment ID. The field is for informational use only and cannot be edited.
• Transaction: This field displays the ID of the Sales Order transaction the Shipment belongs to. This field is for informational use only and cannot be edited.
• Currency: Displays the currency the Sales Order transaction was created in. The value is pulled from the Sales Order Transaction record.  This field is for informational use only and cannot be edited.
• Freight Terms: This field allows users to select the Freight Terms for the Shipment. The drop-down menu displays all Freight Terms configured in the system. If a user selects the Freight Terms on the Shipment tab of the Sales Order transaction, the selected Freight Terms is displayed, but the field is still editable. This field is not required.
• Order Weight UOM: This field allows users to select the weight unit of measure for the Shipment. Users can select the UOM value from the configured values and clicking Save will convert the ‘Product Wt.’, ‘Tare Wt.’, ‘Shipping Wt.’ and the ‘Total Wt.’ to the selected weight unit of measure. This field is required and a shipment record cannot be saved without the value.
• Show Weight for: This field allows users to select to display the Weight for the ‘Ordered’ or the ‘Allocated’ weight. When the shipment status is ‘New’, the field defaults to ‘Ordered’. When the shipment status is ‘Shipped’ the field defaults to ‘Allocated’.
• Product Wt.: Displays the total Product Weight of the items assigned to the Shipment. This field is for informational use only and is not editable. The Product Weight for different item type is calculated as following:

• Tare Wt.: Displays the total Tare Weight of the items assigned to the Shipment. This field is for informational use only and is not editable. The Tare Weight for different item types is calculated as following:

• Shipping Wt.: Displays the total Shipping Weight of the items assigned to the Shipment. This field is for informational use only and is not editable. The Shipping Weight is calculated as Product Weight + Tare Weight. 
• Addtl. Gross Wt.: This field allows users to enter an Additional Gross Weight, which is then added to the Total Weight.
• Total Wt.: Displays the Total Weight of the items assigned to the Shipment. This is calculating by summing The Shipping Wt. and the Addtl. Gross Wt. This field is for informational use only and is not editable.

Step 3: Entering Leg Details

By default, each Sales Order Shipment record is created with one Leg and some of the leg details default from the Sales Order transaction record. Users can edit the Leg details and also create additional legs in the grid section of the record when the shipment status is New. 

• Leg: Identifies the sequence of the leg. The sequence can be changed by dragging and dropping the lines.
• Carrier: Displays the carrier name. Defaults to the sales order shipment carrier, but is editable until the shipment is shipped.
• Leg Currency: Displays the leg currency. Defaults to the sales order currency, but is editable until the shipment is shipped.
• Freight Rate Type: Select a freight calculation method, which determines how the ‘Total Freight Amount’ is calculated. This field is required to calculate the freight amount.
  • $/UOM – Net Wt.
  • $/UOM – Gross Wt.
  • Fixed Amt – Net Wt.
  • Fixed Amt – Gross Wt.
• Frt. Rate UOM: Determines the unit of measure for the freight rate calculation. The UOM defaults to the ‘Order Weight UOM’ selected in the header section, but the field is editable until the shipment is shipped.
• Freight Weight: This field displays the Freight Weight, which is used to calculate the Total Freight Amount. The field displays the ‘Product Wt.’, if the ‘Freight Rate Type’ is ‘$/UOM – Net Wt.’ or ‘Fixed Amt. – Net Wt.’. The field displays the ‘Total Wt.’, if the ‘Freight Rate Type’ is ‘$/UOM – Gross Wt.’ or ‘Fixed Amt. – Gross Wt.’ The field is updated on save and it is for informational use only and cannot be edited.
• Freight Rate: Enter a Freight Rate for the leg. This is used to calculate the ‘Total Freight Amount’. This is required in order to calculate a freight amount.
• Surcharge %: Allows users to enter a surcharge as a percentage. This is added to the ‘Freight Rate’ (Freight Rate * Surcharge %) for the ‘Total Freight Amount’ calculation. This field is not required.
• Other Charges: Allows users to enter an additional charge amount that is added to the ‘Total Freight Amount’ calculation.
• Total Frt Amt – Trans. Currency: Displays the Total Freight Amount assigned to the leg in the transaction currency. This is calculated as the following:
  • Freight Rate Type is $/UOM: Freight Weight * Freight Rate + Surcharge Amount  + Other Charges
  • Freight Rate Type is Fixed Amount: Freight Rate + Surcharge Amount + Other Charges

The amount is updated on save and it is for informational use only and cannot be edited.

In a multi-currency scenario users can also add additional columns to the grid section to view e.g. total freight amount in the leg currency or the exchange rate. See Sales Order Shipment Help documentation for more information.

Step 4: Editing the ‘Properties’ tab

The properties tab allows users to enter additional information for the shipment. None of the property fields are required.

• Site: Displays the Shipment site. This field is not editable.
• Scheduled By
• Carrier scheduled to arrive at our facility
• Carrier scheduled time to arrive at our facility
• Carrier arrived time at our facility
• Carrier scheduled time to depart our facility
• Truck: Displays a drop-down list to select a truck configured in the Logistics module for the carrier.
• Driver
• Trailer

Step 5: Editing the Attributes tab

Enter user defined attribute. Any attributes marked as required must be entered in order to ship the shipment. 

Step 6: Entering the Export Details

Sales Order Shipments allow users to enter Export Details, but this is not required.

To enter these details, click the ‘Export Details’ toolbar icon. This opens a new Export Details record for the user to enter the following details:

• Booking #
• Forwarder
• Place of Delivery/Date
• Port of Discharge/Date
• Port of Entry/Date
• Port of Leading/Date
• Shipment: This field auto-populates with the Shipment ID – Site and Ship By Date.
• Shipping Line
• Vessel

These fields are not required.

To enter container details, click New from the grid toolbar section and enter the following details:

• # Pallets
• Base Rate
• Comment
• Container
• Container Tare
• Dunnage
• Sales Amount
• Seal
• Total Weight: This field auto-calculates the total weight (Weight + Container Tare + Dunnage) and is not editable.
• Units
• Weight

These fields are not required.

Click Save to save the Export Details record.

Step 7: Saving Shipment as Shipped

The Shipment can be saved as shipped from the Sales Order transaction record. If the transaction has only one shipment, enter the Shipped date in the Shipments tab and then change the transaction status from the Home tab as Shipped. If the transaction has two or more shipments, then the Load Status must be changed from the Shipments tab.

Once the Shipment has been shipped, all fields on the Shipment record are disabled.