Ship SO / Receive Return

Purpose:

This form will allow you to ship a Sales Order creating the Invoice according to the shipped Quantities and Weights. In addition to that the user will be able to Enter Packing and Error log Information to the Sales Order. Finally, the user will also be able to add payments to the Sales Order, before or after shipping the Items. The Ship Summary report can also be printed from this form. Any changes done here to the Sales Order will only be effective for the Created Invoice and not to the original Sales Order document.

Usage:

1- Search for a Sales Order. In order to ship the Sales Order and create an Invoice, the user has to bring the Sales Order to the “Ship Sales Order” Screen. First of all, if you know the Sales Order number, you can enter that number in the “Order Document” text box and press enter. This is usually the case when the user has the filled Picking Ticket in front of him. In addition to that you can press the Search button to find the intended Sales Order by Salesperson, Order Document or Customer criteria.

2- General Info. Change Ship Via, Salesperson, Sales tax, Payment Terms, Order Date and Ship Date. All of these fields come from the Sales Order. However, the user can change this information before creating the Invoice. Any changes to these fields will be reflected In the created invoice and not in the original Sales Order

3- Ship All. Click this button to ship the entire Sales Order. After you press this button the “Ship” Column will reflect the difference between the “Qty” and the “Shp” columns. Any catch weight items will get a weight distribution according to the Item’s Average weight. You can always change that by stepping on the desired line and clicking on the “Weight” button.

4- Search Items within the Grid. After you have brought the Sales Order for shipping, you can search items within the Grid by entering the Item id or Product UPC in the “Search Item ID” field and pressing enter. Once the item is found, the grid pointer is based in that line and you can change the data in the “Ship”, “Price”, “Discount”, “Tax”, and “To be Ordered” columns.

5- Batch. If you have Batch Controlled Item in this Sales Order, you can click the “Batch” Button. This will prompt you to select from the list of batches for this Item and that along with the batch expiration date will show in the grid.

6- Weight. The “Weight” Button is not going to work unless you are trying to ship some catch weight Items directly from here. If that is the case, pressing the “Weight Button.” will open the Weight distribution Screen. In that screen you can enter the total weight and Save or you can add individual weights one by one.

7- WHS. All Items come with the Warehouse and Bin Information based on the “Location” of the sales. If the user wants to change the warehouse where the items are taken from, he/she needs to click the “WHS” button to open a list of available warehouses and Bins and select the desired one.

1- Change GL Account. Click this button to change the Cost of Good Sold Account for this transaction. This will only affect the Invoice to be created.

2- Lookup Pricing History. The History button shows you a lookup of all the items this customer purchased from you in a selected time period. The user can further that selection by filtering what items to bring based in the Date Range. Then the user can compare cost and price information from the history.

3- Error Log. This button will open a form with four text boxes. They will ask you to enter the occurrences of the 4 most common picking/shipping errors. The information entered in here will update the sales order and it will show in the Picker Productivity Report.

4- Packing. Clicking this button will prompt the user to enter the case count of this order based in the different configurations the customer has set up. For example: “Repack:5 Cs: 5 Cooler:5 Tobacco:3 Total:18”

5- Payments. If you want to enter a deposit payment to a Sales Order, click the “Payments Button”. After you have entered the desired payments, the amount paid and Balance Due Fields will change to reflect that. (See SO Payment)

6- Invoice. hit the “Invoice” Button. This action will create and invoice and it will ask you to post it.You can choose to post or not to post the Invoice. In addition to that, the system will prompt you to print the Invoice or Packing List after that. When the invoice is created and the report printed the Ship Sales Order form is refreshed to show the “Ship” quantities as “Shipped”. You cannot over ship a line item in a sales order.

7- Ship Summary. This Button will open a lookup of all the invoices that have been generated for this customer today. You can always change the selection to include a greater time frame or bring Returns instead. Then you can opt to reprint the Invoice/Packing List from that form. In addition to that, you can print the “Ship Summary” Report. This report will show a summary of the documents present in the Ship Summary Grid.