Shipments (SO302000)
Search line in list window
If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.
There are two types of search fields:
White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:
- space: the result contains the words in any order,
- %: the result contains the words in the specific order, and the % functions as a wildcard as well.
Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.
What to do from this window
- Process a back order for a sales order
- Create multiple shipments for one sales order
- Add lines that are not in a sales order
- Cancel shipments
The window toolbar
- Actions
Provides the following actions, which you can perform depending on the status of the shipment:
- Confirm shipment
- Changes the shipment’s status to Confirmed, marks the boxes included in the shipment as Confirmed on the Packages tab, and initiates recalculation of packages if there were changes since the shipment was previously saved.
- Prepare invoice
- Generates an customer ledger invoice for the shipment and changes the shipment status to Completed.
- Prepare drop-ship invoice
- Generates an invoice for the shipment, which fulfills a drop-ship order. (This option is available only if the Drop shipments functionality is enabled in your system.)
- Update inventory
- Generates an inventory issue for the shipment. The issue will be released automatically if the Automatically release inventory documents check box is selected in the Sales order preferences (SO101000) window.
- Correct shipment
- Reopens the confirmed shipment if it was not invoiced.
- Cancel return
- Cancels the return.
- Email shipment
- Generates an email with shipment confirmation in accordance with the SHIPMENT mailing settings of this customer.
- Print pick list
- Brings up the Pick list (SO644000) report for the shipment, so you can print it. Once a pick list has been generated and printed for the shipment, the shipment will not appear in the Process shipments (SO503000) window for the Print pick list action unless the Show printed check box is selected in the top part of that window.
- Reports
Provides access to the following reports:
- Print shipment confirmation
- Navigates to the Shipment confirmation (SO642000/SO64200S) report for the shipment, so you can print it.
- Print pro forma invoice
- Navigates to the Pro forma invoice (SO64300S) report, so you can print it.
The top part
Here, you can specify general information about the shipment document.
- Shipment no.
- The unique reference number of the document, which is automatically generated by the system in accordance with the numbering sequence assigned to shipments in the Sales order preferences (SO101000) window.
- Type
The type of the shipment document, which can be one of the following options:
- Shipment
- A document for normal shipments used to fulfill sales orders.
- Transfer
- A document for transfers between warehouses.
- Status
The status of the document, which can be one of the following options:
- On hold
- This status means that the shipment cannot be processed until the Hold check box is cleared. The Hold shipments on entry option is located in the Sales order preferences (SO101000) window.
- Open
- This status indicates that the shipment is being prepared, and you can print a pick list for a specific shipment (or for multiple shipments). The shipment is still open while items are being picked and packed. After the shipment is packed and before the shipment is confirmed, you can print a shipment confirmation document by using the Shipment confirmation (SO642000/SO64200S) report, if needed.
- Confirmed
- This status indicates that the shipment has been confirmed as shipped.
- Completed
- This status reflects that a sales invoice was generated for the shipment.
- Hold
- This check box indicates (if selected) that the documents cannot be processed further until the check box is cleared.
- Operation
- The operation to be performed in the Inventory workspace for this shipment: Issue or Receipt.
- Shipment date
- The date when the document has been created.
- Customer
- (This field does not appear for transfers.) The customer to whom the goods specified in the document should be shipped.
- Location
- (This field is only displayed if the Business account locations functionality is enabled in the Enable/disable functionalities (CS100000) window.) The customer location to receive the shipment.
- Warehouse ID
- (This field is only displayed if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window.) The warehouse from which the goods should be shipped.
- To warehouse
- (This field is only displayed if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window and available only for transfers.) The warehouse to which the goods should be shipped in case of a transfer.
- Work group
- The work group to approve the shipment.
- Owner
- The user assigned to approve the document.
- Shipped quantity
- The quantity of goods shipped.
- Shipped weight
- The weight of the goods shipped.
- Shipped volume
- The total volume of the items in the shipment.
- Packages
- The number of boxes included in this shipment.
- Package weight
- The total weight of the shipment that includes the weight of boxes (for boxes determined automatically).
- Package volume
- The sum of the values in the Volume column in the Packages tab.
- Control quantity
- The control value, which you manually enter as a value equal to the shipped quantity if the Validate shipment total on confirmation check box has been selected in the Sales order preferences (SO101000) window.
- Print order line note
- This check box indicates (if selected) that the order line note will be printed on the document.
The Document details tab
This tab displays the details of one or more sales orders that will be fulfilled by this shipment. If lot or serial numbers were specified for the items on the sales orders, item quantities are split by their lot or serial numbers.
- Allocations
(This button is only displayed if any of the Sales order to purchase order link, or Lot and serial tracking, or Multiple warehouse locations functionality is enabled in the Enable/disable functionalities (CS100000) window.)
Opens the Allocations dialog box, so that you can specify the locations, or lot or serial numbers for the units of the of the item. For items for which lot or serial numbers are tracked with the When received assignment method specified in the Lot/serial classes (IN207000) window, you can select units with specific lot or serial numbers. For items with the When used assignment method, you can generate or specify manually the lot or serial numbers for the units to be shipped.
- Add order
- Opens the Add sales order dialog box so that you can add to the shipment the selected items from other sales orders of the same customer.
- Inventory summary
- Navigates to the Inventory summary (IN401000) window, so you can view detailed information about stock items available at warehouses.
- Order type
- The type of the order to which the shipment line belongs.
- Order no.
- The reference number of the order to which the shipment line belongs.
- Item ID
- The ID of the item being shipped.
- Free item
- (This column does not appear for transfers.) The free item earned by the customer, if applicable.
- Warehouse
(This column is only displayed if the Multiple warehouses functionality is enabled in the Enable/disable functionalities (CS100000) window.)
The warehouse from which the item is shipped. You can not set a warehouse different than the Warehouse ID in the top part.
- Location
- (This column is only displayed if the Multiple warehouse locations functionality is enabled in the Enable/disable functionalities (CS100000) window.) The location in the warehouse from which the item is shipped.
- UoM
- The unit of measure used for the item in shipment.
- Shipped qty.
- The quantity of the item shipped.
- Ordered qty.
- The quantity of the item ordered.
- Open qty.
- The number of items still to be shipped.
- Lot/serial no.
- (This column is only displayed if the Lot and serial tracking functionality is enabled in the Enable/disable functionalities (CS100000) window.) The lot or serial number of particular items of the item.
- Expiration date
- The expiration date of the item, if it is traced for this item ID.
- Reason code
- The reason code used for shipments.
- Shipment no.
Read only.
The reference number of this shipment in which the line item is listed.
- Line no.
Read only.
The line number of the shipment.
- Order line no.
Read only.
The order’s line number that matches this shipment line.
- Original qty.
Read only.
The item’s quantity in the original order.
- CN code
- Commodity codes according to the Combined nomenclature (CN) annually revised and published as a Commission regulation in the EU, Requirement for Intrastat reporting (looked up from the Stock items - General information tab - Intrastat section).
- Country of origin
- The country the shipments is sent from.
- Description
- A short description for the shipment.
- Net weight
- The net weight of the shipment.
- External link
- A read-only column displaying the external link for the line, collected from the corresponding sales order.
- Shipping rule
- The shipping rule for the line item. For details, see: About shipping rules.
- Supplementary measure unit
- Standardised codes (EU) for measure units for Intrastat reporting. Required for certain types of items.
- Unassigned qty.
- The quantity of the stock item that has no lot or serial numbers assigned.
- Undership Threshold (%)
- The minimal percentage of goods shipped (with respect to the ordered quantity) to consider the order shipped completely. This setting is not applicable to items with specified serial or lot numbers that should be shipped exactly as specified.
The Allocations dialog box
This dialog box is available if at least one of these functionalities are enabled: Multiple warehouse locations, or Lot serial tracking.) By using this dialog box, you can view how the specified on the line quantity of the item can be distributed between locations available in the warehouse selected in the Warehouse ID field in the top part of the window, and you can select the locations, lot or serial numbers (from those available in the selected warehouse) for the item’s quantity.
Also, you can generate and assign lot/serial numbers to the specified quantities of the stock item if relevant. Whether lot or serial numbers should be generated when the item is received or used depends on the Assignment method option selected for the lot/serial class of the item in the Lot/serial classes (IN207000) window.
The Allocations dialog box includes the following elements.
- Unassigned qty
- The quantity of the stock item that has no lot or serial numbers assigned.
- Quantity to generate
- The quantity of the stock item for which lot or serial numbers should be generated.
- Start lot/serial number
- The lot or serial number to be used as a start number. (This element is only displayed if the Lot and serial tracking functionality is enabled in the Enable/disable functionalities (CS100000) window.)
- Generate
- A button that you click to initiate the generation of lot or serial numbers. (This button is only displayed if the Lot and serial tracking functionality is enabled in the Enable/disable functionalities (CS100000) window.)
- Item ID
- ID of the item to be allocated.
- Location
- (This column is only displayed if the Multiple warehouse locations functionality is enabled in the Enable/disable functionalities (CS100000) window.) The location in the warehouse that is selected in the Warehouse ID field in the top part.
- Lot/serial no.
- (This column is only displayed if the Lot and serial tracking functionality is enabled in your system.) The serial number of the unit of stock item or the lot number of the specified quantity of stock item; you can select from the serial or lot numbers available for the selected warehouse.
- Quantity
- The quantity of the stock item with the same subitem code and the same lot/serial number. It is 1 for an item with a serial number.
- UoM
- The unit of measure (UoM) for the specified quantity of the stock item.
- Expiration date
- The expiration date of the specified quantity of the stock item. This column is only displayed if the Lot and serial tracking functionality is enabled.
- Description
- The description of the item.
- OK (button)
- Saves the records generated.
The Add sales order dialog box
You use this dialog box to add items from a selected sales order of the same customer to the shipment if sales orders of this type are not required to be shipped separately. The Ship separately check box can be found in the Order types (SO201000) window.
- Operation
- The operation to be performed with the inventory: Issue or Return.
- Order type
- The type of order to be added to the shipment.
- Order no.
- The reference number of the order.
- Item ID
- The item ID of the item being shipped.
- UoM
- The unit of measure used for the item in shipment.
- Location
- (This column is only displayed if the Multiple warehouse locations functionality is enabled in the Enable/disable functionalities (CS100000) window.) The location in the warehouse from which the item is delivered.
- Lot/serial no.
- The lot or serial number of the particular item.
- Sched. ship. date
- The scheduled shipment date of the order.
- Quantity
- The quantity of the item ordered on the line of the sales order.
- Line description
- The description provided for the line of the sales order.
- Add
- Adds the selected items.
- Add and close
- Adds the selected items and closes the dialog box.
- Cancel
- Closes the dialog box.
The Orders tab
This tab of has a table with the orders this shipment fulfils.
- Order type
- The type of the order.
- Order no.
- The reference number of the sales or transfer order.
- Shipped qty.
- The quantity of goods shipped in accordance with the order.
- Shipped weight
- The weight of the goods shipped in accordance with the order.
- Shipped volume
- The volume of the goods shipped in accordance with the sales or transfer order.
- Invoice type
- The type of invoice for the goods shipped for the sales order.
- Invoice no.
- The reference number of the invoice for the goods shipped.
- Inventory doc. type
- The type of the inventory document that lists the items for this shipment.
- Inventory ref. no.
- The reference number of the inventory document that lists the items for this shipment.
- Order type
- The type of order according to which the goods are shipped.
- Order no.
- The reference number of the sales order.
- Discount code
- The discount applied to the sales order.
- Sequence ID
- The discount sequence applied to the sales order.
- Type
- The type of discount that was applied to the order.
- Discountable qty.
- The line or document quantity of the sales order that earned the discount.
- Free item
- A free item (by its item ID) earned by the customer due to the discount.
- Free item qty.
- The quantity of free items earned by the customer due to the discount.
The Delivery settings tab
This tab contains delivery information, including the customer ship-to address (or address of the destination warehouse for transfers), carrier, and FOB point.
The Delivery address contact section
- Override contact
- A check box that you select to not use+ the default contact information and to type new contact information.
- Business name
- The legal business name of the customer to appear on the documents.
- Attention
- The attention line as it is used in your company’s business letters. This line will be used to direct the letter to the proper person or department.
- Phone 1
- The default phone number of the customer.
The Delivery address section
- The email address of the customer shipping contact.
- Override address
- A check box that you select to not include the default address information and to type new address information.
- Address 1
- The first line of the invoicing address.
- Address 2
- The second line of the invoicing address.
- City
- The customer’s city.
- Country
- The customer’s country.
- County
- The county or province of the customer.
- Postcode
- The postcode. An input mask for the postcode can be set in the Countries/counties/postcodes (CS20400S) window.
The Delivery information section
- Ship via
- The carrier used for shipping the goods.
- FOB point
- The point where title of goods passes to the customer.
- Shipping terms
- The shipping terms used in relations with the customer.
- Shipping zone ID
- The shipping zone of the customer.
- Residential delivery
- This check box indicates (if selected) that the shipping address is a residential one.
- Saturday delivery
- This check box indicates (if selected) that the shipment may be delivered on Saturday.
- Insurance
- This check box indicates (if selected) that insurance is required for the shipment.
- Freight currency
- (This field does not appear for transfers.) The currency to be used for the shipment freight. By default, it is the currency of the sales order, but you can change it if needed.
- Freight cost
- The freight cost of the shipment.
- Freight amt.
- The amount of freight the customer will be charged for the shipment.
The Intrastat section
- Transaction type
- The 1-digit code that describes the nature of the transaction (according to EU regulations for Intrastat reporting).
- Mode of transportation
The method of transportation. You can choose between:
Unknown
Transport by sea
Transport by rail
Transport by road
Transport by aeroplane
5.Consignments by posts
Fixed transport installations
Transport by inland waterway
- Container
- This check box indicates (if selected) that the shipment gets marked as shipped in container for Intrastat reporting purposes.
The Packages tab
On this tab, you can view a table showing the packages (boxes) prepared and shipped for the shipment.
- Refresh packages
- Initiates recalculation of packages for the shipment. This button is only available if the Automatic packaging functionality is enabled in your system.
- Confirmed
- This check box indicates (if selected) that shipping of the package specified on the line has been confirmed.
- Box ID
- The box used for the package.
- Type
- The type of package: Auto or Manual. Only automatically created packages (boxes) can be refreshed and re-packed.
- Description
- The description of the item or description of the box contents; required for return labels.
- Weight
- The gross weight of the package. For packages that have been suggested automatically (those with Auto selected in the Type column), the system added the weights of the boxes automatically. For each box added manually, the gross weight must be specified.
- UoM
- The unit of measure in which the weight of the package is specified.
- Volume
- The volume of the package.
- UoM
- The unit of measure in which the volume of the package is specified.
- Declared value
- The amount of the package specified for insurance, you can edit the value if needed.
- Cost of delivery amount
- The amount to be charged on delivery of the package, you can edit the value if needed.
- Tracking number
- Here you can enter a tracking number for the package.
- Custom ref. no. 1
- An auxiliary reference number to appear on the carrier label for the box.
- Custom ref. no. 2
- An additional auxiliary reference number to appear on the carrier label for the box.
The Webhook notification tab
- View notification feedback
- Opens the Webhook notification feedback window where the message from the third-party integrator is visible.
- Resend notification
- Resends the notification.
- Success
- If the message has been sent successfully, the value in the column is True. If it failed, the value is False.
- Event
Represents the event category indicating if an entity has been created or updated. One of the following statuses will appear:
- Entity created
- Entity updated
- Entity deleted - only available for accounts
- Document status changed
- External action triggered
- Status
Indicates the status of the message:
- Sent
- Resent
- Available
- Consumed
- Source
Indicates the source of the event:
- Visma Net
- If the source is this, the status can be Sent or Resent
- APIs
- If the source is this, the status is Available. It is ready to be sent to third party-integrators.
- External integrator
- If the source is this, the status is Consumed. The customer confirms receiving the message.
- Document status
Indicates that a document has a new status.
For example, when a sales order is changed from status On hold to Open.
- User
- Indicates which user made a change to the entity.
- Date
- Indicates the date when the change was made.
- Message
- Indicates the detailed message identifier that has been sent.