Shipping a sales order

When you ship a sales order, you create a record of all items from the sales order that are being shipped, along with the ship to and ship from addresses. You can ship Sales Orders by starting from either of two different screens in SmartTurn:

Ordering>Sales Orders
Fulfillment>Ship Sales Orders

The resulting shipment is exactly the same. Both procedures are described below.

To ship a sales order (from the Orders section):

Select Ordering>Sales Orders. A list of sales orders appears.
Highlight the sales order you want to ship, then select View up above. The View sales order screen appears.
Confirm that the Current Pick Policy is set to the pick policy that is correct for this order.
- If you need to change the pick policy, check the box next to the Override Current Policy field. Then select another policy from the drop-down.
Select the Ship button at the bottom of the page. The Ship Against SO-nnnn screen appears. The shipment is created with inventory already soft allocated. In other words, the shipment as created is guaranteed to be shippable.
Continue with steps 5-15, below.

To ship a sales order (from the Fulfillment section):

Select Fulfillment>Ship Sales Orders. A list of sales orders appears.
Highlight the sales order you want to ship, then select View up above. The View sales order screen appears.
Confirm that the Current Pick Policy is set to the pick policy that is correct for this order.
- If you need to change the pick policy, check the box nex to the Override Current Policy field. Then select another policy from the drop-down.
Select the Ship button at the bottom of the page. The Ship Against SO-nnnn screen appears. The shipment is created with inventory already soft allocated. In other words, the shipment as created is guaranteed to be shippable.
In the top of the page, for Shipment date, the system automatically selects the current date. If you want the date of record for the shipment to be a different date, you can change it by clicking the calendar icon to the right.
In the Due date field, indicate the date the order needs to arrive at the customer's shipping address. The default is the Due date from the sales order, or today if this is an express shipment.
In the Scheduled Shipment date field, enter the date the shipment is planned to be shipped out. Under Assigned To, enter the user who will complete this shipment.
Load Reference is an optional field where you may enter another number you use for tracking.
Notice that the shipment inherits the value for Priority from the sales order, but that you can change it here, if necessary.
Notice that the shipment inherits the values in the Customer, Owner, Broker, and Carrier fields from the sales order, but that you can change these here, if necessary. (For instance, if one of the business affiliates has become inactive between the time it was added to the SO and the time of the shipment, you will need to change it to an active business affiliate, re-activate the inactive business affiliate, or remove it before you can ship or save the shipment.) See more information about how Business affiliate data follows inventory through transactions.
Note: Changing the business affiliate information may change the current pick policy, based on any Preferred pick policies you have defined. See Managing preferred pick policies.

Note: Changing the Owner may invalidate the shipment and cause an error when you try to save or ship. If you enter an Owner on the shipment, then all of the other business affiliates on the document must have a Business Affiliate Owner that is either not set or is set to the Owner on the shipment, and all of the shipment items must have an Owner that is either not set or is set to the Owner on the shipment.
Under the Ship To tab, enter or confirm the customer name and address.
Tip: You can look up the customer details by clicking the lookup icon to the right. Completing customer details this way saves time. You can edit details once they fill the fields. More info...
- Although the Customer has to be a valid Business Affiliate in the system, you can override the name of the customer by checking Override ship to customer and keying in the new name. For example, if the Customer business affiliate is Target, you might check the Override ship to customer and enter "Target - Store 824". This allows you to view reports based on the top-level business affiliate (Target), while addressing each shipment more precisely.
Under the Ship From tab, enter or confirm the address of the warehouse the goods are being shipped from.
Enter comments in the Comments tab, if appropriate.
Note: Comments are optional, depending on your company's business process. The field is intended to support out-of-the-ordinary situations, and is not searchable. However, it is available when you are editing the billing information for the shipment.
If you have defined custom fields, enter the information under the Custom tab as needed. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
Down below in the Shipment Items table, make any needed changes to the items:
- Confirm the quantity and price: Confirm the Qty Shipped, including unit of measure, and Unit price for each line.
  Important: Saved shipments do not incorporate any changes that might have taken place on the item masters for inventory they contain. For example: If, after you have saved a shipment, someone changes the sales price on the item master for an item on that shipment, the saved shipment will not update to reflect the changed price.
- Edit the measurements of a shipment item:
  - Under Cube, Dim Wt, and Pallets, you can enter the volume, dimensional weight, and pallets being shipped, respectively. By default, these values are taken from the inventory item being shipped. (If the item is not Based on Measurement Unit, by default these values are taken from the sales order.)
  - The read-only values Pick Unit, Picked Cube, Picked Dim Wt, and Picked Pallets are based on the inventory item being shipped.
  - Most of the time, these two sets of measurements are identical. However, having two sets of measurements allows you to capture differences between the inventory item and the warehouse operation. For example, your Picked Cube may be 2 cubic feet, which is the volume of the actual physical good when it is picked. If you add packaging when you ship the item, it might have a Cube of 3 cubic feet. You can enter the larger cube to help calculate shipping charges.
- If you defined custom fields, check the receipt item on the left and select Edit... above to enter the fields. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
- Add a shipment item
  To add a shipment item:
  1. Under Shipment Items, select Add.... An Item Search screen appears.
  2. Confirm that the Current Pick Policy is set to the pick policy that is correct for this shipment.
    - If you need to change the pick policy, check the box next to the Override Current Policy field. Then select another policy from the drop-down.
      This Pick Policy drop-down list contains inventory managers that are marked "Use as pick policy." See Using inventory managers as pick policies.
      
      Note: If you have an Owner on the shipment, you will only see items that have that Owner (or no Owner).
  3. Only items that match the selected pick policy appear in the list.
    - If an item has quantities assigned to multiple license numbers, the quantities assigned to each license number (and the quantity not assigned to a license number, if any) appear on separate lines. Select the line with the appropriate license number for your shipment.
    - If an item has multiple serial numbers, the quantities with each serial number appear on separate lines. Select the line with the appropriate serial number for your shipment. (If the item master has Serial Control set to Closed Container or Unique, you must ship out the entire quantity with that serial number.)
      Note: You can check the Show Allocated Inventory checkbox to show those inventory items that are recommended by this pick policy but already reserved for another transaction. You cannot add allocated items to your shipment. However, you can use the Inventory by Item report to track down the other operations that need this item. For example, your shipment may be high priority, and other operations should be cancelled or delayed so that you can use this particular item on your shipment.
  4. Select your inventory items and select OK. The Item Search screen closes.
    Important: The inventory items you select are soft allocated to your shipment the next time you Save the shipment.
  5. Once you have completed adding inventory items to the shipment, under the Qty Shipped column, enter the quantity and select the unit of measure.
    Important: If you change the quantity for a shipment line, the soft allocation for that inventory item is updated the next time you Save the shipment.
    - For items that are Outbound ID Controlled or Serial Control: Unique, you can only enter 1,000 per line. To ship more of the item, create a second line.
    - Note: If you change the unit of measure, the Current unit price is updated to reflect the selected unit of measure when you save or ship the shipment. For example, if the unit price of a key ring is $1.00/ea, and you change the unit of measure to cases, you will need to save the shipment in order to see the Current unit price adjusted to reflect the price of a case. Whether you change the unit of measure or not, you can also key in an Override unit price. This is the price for the currently selected Quantity unit of measure. For example, if the $1.00 key rings are packed in cases of 24, the unit price for the case might be lower than $24.00/cs, because of a quantity discount. Your changes take effect when you save the shipment.
    - If needed, edit the measurements of the shipment item:
      Under Cube, Dim Wt, and Pallets, you can enter the volume, dimensional weight, and pallets being shipped, respectively. By default, these values are taken from the inventory item being shipped. (If the item is not Based on Measurement Unit, by default these values are taken from the sales order, if there is one, or the item master.)
      The read-only values Pick Unit, Picked Cube, Picked Dim Wt, and Picked Pallets are based on the inventory item being shipped.
      Most of the time, these two sets of measurements are identical. However, having two sets of measurements allows you to capture differences between the inventory item and the warehouse operation. For example, your Picked Cube may be 2 cubic feet, which is the volume of the actual physical good when it is picked. If you add packaging when you ship the item, it might have a Cube of 3 cubic feet. You can enter the larger cube to help calculate shipping charges.
    - If you defined custom fields, check the shipment item on the left and select Edit... above to enter the fields. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
  6. Proceed with processing the shipment.
- Edit shipment item details
  To edit shipment item details:
  1. Check the check box to the left of the item you want to edit.
  2. Select Edit up above. An edit screen appears, with the General tab selected.
  3. You can modify any of the following: Quantity, price (use Override Price), or Condition. (To edit pick Location, select Change Item, instead of Edit. More info...) You can view additional attributes of the item on the Custom tab and the Outbound IDs tab.
    Note: If the item master has Serial Control set to Closed Container or Unique, you must ship out the entire quantity with that serial number.
  4. Click OK when finished. The edit screen closes and your shipment items reflect your edits.
    Note: If you change the quantity for a shipment line, the soft allocation for that inventory item is updated the next time you Save the shipment.
- Remove a shipment item
  To remove a shipment item:
  1. Select the check box to the left of the inventory item. (All the items you select must be on this page. You can repeat these steps on each page of the shipment if you have several pages of items.)
  2. Select Delete up above. The screen refreshes without the shipment item you deleted. The inventory from the deleted item is now available for other operations in the warehouse, including both shipments and inventory maintenance operations.
- Change pick details
  Picking is the process of selecting shipment items from inventory. When you assemble a shipment, you could choose an item based on location, license number, expire date, or a number of other criteria. You can choose the pick order for an entire shipment, and you can also choose the pick order for individual items.
  
  To change pick order for an entire shipment:
  1. View the sales order and locate the Current Pick Policy listed in the header information. This is a preferred pick policy set up by your Warehouse Administrator.
  2. Check the Override Current Policy checkbox and select another policy from the drop-down menu. This Pick Policy drop-down list contains inventory managers that are marked "Use as pick policy." See Using inventory managers as pick policies.
  To change pick order for a specific item:
  1. From an Express shipment or Saved shipment, on the Shipment items list, click the check box to the left of a shipment item.
  2. Select Change Item.. up top. A Change Location screen opens, listing all available inventory items.
    - Confirm that the Current Pick Policy is set to the pick policy that is correct for this shipment.
    - If you need to change the pick policy, check the box next to the Override Current Policy field. Then select another policy from the drop-down.
      This Pick Policy drop-down list contains inventory managers that are marked "Use as pick policy." See Using inventory managers as pick policies.
  3. Below Matching Results, you'll see inventory items for the same item number, split out by license number and location. If no lines appear, the item number does not have any more quantities in a different license number and/or location.
    Note: You can check the Show Allocated Inventory checkbox to show those inventory items that are recommended by this pick policy but already reserved for another transaction. You cannot add allocated items to your shipment; however, you can use the Inventory by Item report to track down the other operations that need this item. For example, your shipment may be high priority, and other operations should be cancelled or delayed so that you can use this particular item on your shipment.
  4. Select the checkbox to the left of the new inventory item.
  5. Click OK. The new inventory item has replaced the old one on your shipment.
    Note: The newly selected inventory item is soft allocated to your shipment the next time you Save the shipment.
- Split a shipment item
  To split a shipment item:
  1. Check the check box to the left of the item you want to split.
  2. Select Split Item... up top. A Split Item screen appears.
    - Confirm that the Current Pick Policy is set to the pick policy that is correct for this shipment.
    - If you need to change the pick policy, check the box next to the Override Current Policy field. Then select another policy from the drop-down.
      This Pick Policy drop-down list contains inventory managers that are marked "Use as pick policy." See Using inventory managers as pick policies.
  3. Below Matching Results are the other inventory items for the same Item #, split out by license number and location. If no lines appear, the item number does not have any more quantities in a different license number and/or location.
    Note: You can check the Show Allocated Inventory checkbox to show those inventory items that are recommended by this pick policy but already reserved for another transaction. You cannot add allocated items to your shipment; however, you can use the Inventory by Item report to track down the other operations that need this item. For example, your shipment may be high priority, and other operations should be cancelled or delayed so that you can use this particular item on your shipment.
  4. Select the check box to the left of the item you want to split between. (You may select only one item.)
  5. Select OK down below. The new line appears, with the quantity '0'.
  6. Adjust the quantities between the two lines to indicate how many of the item you want picked from each license number/location.
    Note: The newly selected inventory item is soft allocated to your shipment the next time you Save the shipment. Additionally, the original inventory item has its soft allocation updated, if you changed the quantity for the line, when you Save the shipment.
    
    Note: If you defined custom fields, check the shipment item on the left and select Edit... above to enter the fields. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field, just as when are adding a shipment item.
    To add a shipment item:
    
    Under Shipment Items, select Add.... An Item Search screen appears.
    Confirm that the Current Pick Policy is set to the pick policy that is correct for this shipment.
    If you need to change the pick policy, check the box next to the Override Current Policy field. Then select another policy from the drop-down.
    This Pick Policy drop-down list contains inventory managers that are marked "Use as pick policy." See Using inventory managers as pick policies.
    
    Note: If you have an Owner on the shipment, you will only see items that have that Owner (or no Owner).
    
    Only items that match the selected pick policy appear in the list.
    If an item has quantities assigned to multiple license numbers, the quantities assigned to each license number (and the quantity not assigned to a license number, if any) appear on separate lines. Select the line with the appropriate license number for your shipment.
    If an item has multiple serial numbers, the quantities with each serial number appear on separate lines. Select the line with the appropriate serial number for your shipment. (If the item master has Serial Control set to Closed Container or Unique, you must ship out the entire quantity with that serial number.)
    Note: You can check the Show Allocated Inventory checkbox to show those inventory items that are recommended by this pick policy but already reserved for another transaction. You cannot add allocated items to your shipment. However, you can use the Inventory by Item report to track down the other operations that need this item. For example, your shipment may be high priority, and other operations should be cancelled or delayed so that you can use this particular item on your shipment.
    
    Select your inventory items and select OK. The Item Search screen closes.
    Important: The inventory items you select are soft allocated to your shipment the next time you Save the shipment.
    
    Once you have completed adding inventory items to the shipment, under the Qty Shipped column, enter the quantity and select the unit of measure.
    Important: If you change the quantity for a shipment line, the soft allocation for that inventory item is updated the next time you Save the shipment.
    
    For items that are Outbound ID Controlled or Serial Control: Unique, you can only enter 1,000 per line. To ship more of the item, create a second line.
    Note: If you change the unit of measure, the Current unit price is updated to reflect the selected unit of measure when you save or ship the shipment. For example, if the unit price of a key ring is $1.00/ea, and you change the unit of measure to cases, you will need to save the shipment in order to see the Current unit price adjusted to reflect the price of a case. Whether you change the unit of measure or not, you can also key in an Override unit price. This is the price for the currently selected Quantity unit of measure. For example, if the $1.00 key rings are packed in cases of 24, the unit price for the case might be lower than $24.00/cs, because of a quantity discount. Your changes take effect when you save the shipment.
    If needed, edit the measurements of the shipment item:
    Under Cube, Dim Wt, and Pallets, you can enter the volume, dimensional weight, and pallets being shipped, respectively. By default, these values are taken from the inventory item being shipped. (If the item is not Based on Measurement Unit, by default these values are taken from the sales order, if there is one, or the item master.)
    The read-only values Pick Unit, Picked Cube, Picked Dim Wt, and Picked Pallets are based on the inventory item being shipped.
    Most of the time, these two sets of measurements are identical. However, having two sets of measurements allows you to capture differences between the inventory item and the warehouse operation. For example, your Picked Cube may be 2 cubic feet, which is the volume of the actual physical good when it is picked. If you add packaging when you ship the item, it might have a Cube of 3 cubic feet. You can enter the larger cube to help calculate shipping charges.
    If you defined custom fields, check the shipment item on the left and select Edit... above to enter the fields. Default values are as defined under Administration>Custom Fields, in the Business Process Details section for each custom field.
    Proceed with processing the shipment.
When finished, click Ship to ship the shipment. Alternatively, select Save or Save & Continue Editing to save the shipment and ship it out later.
- Selecting Ship changes the status of the shipment to Closed. The shipment is no longer editable. It appears on the list at Fulfillment>View Shipments. The individual shipment items appear on the list at Fulfillment>Shipment Items List, each with a status of Closed.
- Selecting Save or Save & Continue Editing changes the status of the shipment to Saved. The shipment is still editable, and appears on both lists at Fulfillment>Pending Shipments and Fulfillment>View Shipments. The individual shipment items appear on the list at Fulfillment>Shipment Items List, each with a status of Saved.
  - It is good practice to choose Save & Continue Editing after you add items, before you start making edits to the lines.