OutBound Inventory

Version: As of version 16.03

Purpose

The shipping function marks the order as shipped within DEACOM and, depending on the order settings, decrements inventory. This confirms the parts, quantities, and lots that are being sent to the customer, and generates all shipping documents. It also makes the order ready to be invoiced. Sales Orders can be shipped through the Sales Calendars, the DEACOM desktop application, or the WMS scanners. Prior to shipping, users may reserve or stage material. For information on this process, refer to Picking Inventory.

Security and Configuration

Security/Permissions

  • User Security in Main Application - To ship using the main application, users will need to have security access to "Sales orders -- ship" and can also get access to "Sales orders -- ship at-risk inventory".
  • User Security in WMS Scanners - In order to ship using the WMS scanners, users will need to have security access to "WMS -- ship sales order".

See your system administrator for additional security access.

Configuration:

  • One or more Sales Orders need to exist and have quantity available to ship. To obtain a list, refer to Sales > Available to Ship.
  • Optional: When using the WMS system for material handling, voice output and voice confirmation can be configured beginning in version 17.02.008.
  • Optional - The " Reserve Any Allowed Lot" field in Sales > Options. (available beginning in version 17.04.008.0000) If this field is checked, users will be able to select any allowed lots (on the Apply Inventory form) that are in inventory; regardless of inventory status, QC status, shelf life criteria, and user security. This only applies when using the sales order reserve process. This field should be considered when configuring quality control options for customers. In cases where strict QC is required, it may be best to make this field is not checked.

Related Processes

Procedures

Using the Available to Ship function

The Available to Ship function is used to provide a list of open, non-shipped Sales Orders and an indication of whether or not sufficient On Hand Inventory is available based on the Order Due to Ship Date. The section below describes the steps necessary to view and/or ship Sales Orders using the Available to Ship transaction in DEACOM.

  1. Navigate to Sales > Available to Ship.
  2. Fill in the desired fields on the Available to Ship pre-filter. Users have the option to select a specific Sales Order, Bill-to company, or Facility.
  3. Click the "View" button to display the Available to Ship list.
  4. The system will indicate if sufficient inventory is available by displaying either "Yes" or "No" in the "Available" Column.
  5. Users may click the "View Detail" or "Order MRP" button to display additional information for the selected Sales Orders.
  6. If users wish to ship an order they may select the order and click the "Ship" button to be taken to the Shipping form. Only one order may be shipped at a time.
  7. In situations where users intend only to check availability, the "Exit" button can be used to close the list without taking any further action.

Shipping a Sales Order

Users will follow two slightly different processes to ship an order, depending on if material was already reserved to the order or if lots are to be selected during the shipping process.

Using reserved/final staged material

  1. Navigate to Sales > Ship.
  2. Select the Order number then click "Continue".
  3. Click "As Reserved".
    1. Note: When shipping sales orders, both in the WMS application or main application, the ship quantity for the selected part will default to the reserved quantity if the item master "Default Shipping Qty" field is set to "As Reserved" and inventory has been reserved to the order.
  4. Verify shipping header information then click "Ship Order".

Using lots manually selected during shipping process

  1. Navigate to Sales > Ship.
  2. Select the Order number then click "Continue".
  3. "Modify" the Sales Order line.
  4. Set the quantity being issued then click the "Select Lots" button to display the Apply Inventory form.
  5. Modify the lot that is going to be reserved and set the Quantity to the issue amount.
  6. Save and close the Select Quantity form.
  7. Apply the selected lots then close the Apply Inventory form.
  8. Continue for all items to be shipped.
  9. Verify shipping header information then click "Ship Order".

Notes:

  • Users can utilize the Sales - Ship pre-filter to bring multiple orders into a grid that are available to be shipped. For example, to select all Sales Orders for a given Customer created the previous week, select the appropriate Bill-to Company, select Ordered in the "Date Based On" field, enter the Start and End dates, and click "Show Orders". These orders can now be individually shipped by highlighting the record and clicking “Continue.”
  • Users can additionally ship sales orders from inside the Sales Calendar. The Daily Sales Calendar window has a “Ship Order” button that will bring you to the same Sales - Ship form.
  • When selecting a lot in a status of “staging” during the shipping process, via Modify > Select Lots in the Sales > Ship transaction, the system will ship the lot provided the lot is not in the middle of the Final Staging process.

Partially shipping Sales Orders

In DEACOM, Sales Orders can be shipped in full, partially with a Backorder, or partially without a Backorder. If an item or Sales Order line has a Backorder at the time the order is shipped, DEACOM creates a new Backorder Sales Order. The new Backorder Sales Order number is the same as the original Sales Order number except for the last set of numbers which are assigned incrementally. For example, Sales Order 2013-19486-00 has a line item that is Backordered. When the other items on the Sales Order are shipped, DEACOM creates a Backorder Sales Order numbered 2013-19486-01 for the Backordered item. Note that the Bill-to and Ship-to Customer records contain a "Short Ship" field which determines how partial shipping and Backorders will be handled for each Customer. Additional information is available in the General tab section via Sales > Customers. In addition, individual Items may also be set for inclusion or exclusion from backordering via the "Allow Backorders When Shipping" flag on the Properties tab of the Item Master record.

  • Note: A maximum of 99 Backorders are allowed for individual Sales Orders. If a user attempts to create more than 99 Backorders they will receive a message: "Failed to generate Backorder for order. This is Backorder 99, no further Backorders will be created for this order."

Shipping partially with a Backorder

  1. Select a Sales Order using the Sales - Ship pre-filter.
  2. On the Orders to Ship form, click "Continue".
  3. Select a line item on the Lines From Order form. Click "Modify".
  4. The Edit Quantity form opens. Change the quantity to ship in the "Ship" field. Notice the Backorder quantity changes accordingly.
  5. Click the "Next" button to change the quantity shipped of the next line item or click "Save" and "Exit".
  6. Click "Ship Order". The system then displays the Backorder Sales Order number.

Notes:

  • The status of Work Flow Sequences and the order history from the original Sales Order are not copied from the original order to the Backorder. The Work Flow type is maintained on the Backorder though.
  • The "Retain Reserved Inventory on Backorders" flag on the ship-to record can be set to have reserved inventory automatically allocated to backorders.
  • If a backorder is modified or cancelled, any linked jobs will not be updated. This means the job quantity will not update once the backorder is saved.

Shipping partially without a Backorder

  1. Select a Sales Order using the Sales - Ship pre-filter.
  2. On the Orders to Ship form, click "Continue".
  3. Select a line item on the Lines From Order form. Click "Modify".
  4. The Edit Quantity form opens. Change the quantity to ship in the "Ship" field. Notice the Backorder quantity changes accordingly.
  5. Adjust the quantity in the "Backorder" field to "0".
  6. Click the "Next" button to change the quantity shipped of the next line item or click "Save" and "Exit".
  7. Click "Ship Order".

Shipping at-risk inventory

Items that are pending QC testing can be released via the "Mark At-Risk" button on the Quality Control Results form. Separate security exists to control access to this button and should be restricted for general users. Once items have been released via the "Mark At-Risk" button they may be issued, finished on production jobs, and shipped. Note that at-risk inventory cannot be used when producing assemblies.

Users may be prohibited from shipping at-risk inventory via the security setting "Sales orders -- Ship at-risk inventory."

  • Note: this security setting does not affect the shipment of inter-company transfers that contain at-risk inventory. At-risk inventory can always be shipped via inter-company transfers.

Shipping quarantine inventory

Once quarantine inventory lots are reserved to a Sales Order, the Sales Order may be shipped as usual. The security setting "Inventory - issue/reserve from quarantine" is used to allow users to reserve quarantine lots. There is no security to prevent the shipment of quarantined lots, only security to prevent who may reserve quarantined lots. This security should be used sparingly; otherwise, the process control involved with moving lots to quarantine becomes less significant. Information on reserving quarantine lots to Sales Orders is available via the Issuing and Reserving Material page. Details on how lots are moved to quarantine and how they are managed internally in DEACOM is available via the Managing Quarantined Inventory page.

Shipping multiple sales orders

In DEACOM, multiple orders can be shipped via the "Ship All" button in the system. The "Ship All" button is available in the Sales > Ship transaction and the Sales calendar. The process is detailed below.

  1. Navigate to Sales > Ship.
  2. Fill in the pre-filter as necessary.
  3. Click the "Show Orders" button to display the Orders to Ship form. Note that any grid filters and advanced filters that have been set will be applied when displaying the list of orders for shipment.
  4. Click the "Ship All" button to display the Ship All form. See the Sales > Ship help page for more details on the "Ship All" button and how default shipping quantities are set.
  5. At this point users have the option of modifying the ship and backorder quantities, via the "Modify" button.
  6. Once ready, click the "Continue" button.
  7. A prompt will be displayed asking the user to confirm the shipping of multiple orders.
  8. Click "Yes."
  9. If the "Print Sales Docs After Shipping" flag, in Sales > Options > Shipping tab is marked, the system will display the Copies to Print form allowing users to set the appropriate print parameters. Once complete, the system will print the necessary reports and ship the sales orders. If the flag is not checked, the system will proceed to ship all orders at once.

Notes:

  • In the case of insufficient inventory, the system will display the order that the insufficient inventory is related to within the prompt.
  • When using the Sales calendar, orders will be displayed on the Daily Sales Calendar form. At this point, steps 4-9 above are used to ship the orders.

Un-shipping a Sales Order

  • Enter a Sales Order number on the Sales - Ship pre-filter and click "Un-ship".
  • The system prompts the user to confirm the action. Click "Yes".
  • Alternatively, follow the directions in the "Shipping Multiple Sales Orders" section above for displaying all Sales Orders.
  • Select a shipped order in the "Orders to Ship" grid and click "Un-ship".
  • The system prompts the user to confirm the action. Click "Yes".

Users cannot change the quantities to be un-shipped. The system will un-ship the exact quantities that were originally shipped, using the same date as the original shipment.

Un-shipping multiple sales orders

  1. Navigate to Sales > Ship.
  2. Fill out the pre-filter as necessary.
  3. Click the "Show Orders" button to display the Orders to Ship form.
  4. Click the "Show Orders" button on this form and change the display to "Shipped."
  5. Click the "Un-ship All" button.
  6. The system will display a prompt asking users to confirm the un-shipping action.
  7. Click "Yes" to un-ship all displayed orders and complete the process.

Users cannot change the quantities to be un-shipped. The system will un-ship the exact quantities that were originally shipped, using the same date as the original shipment

Additional Information