Ship Orders

Opens the Sales - Ship form for the selected order, which is used to perform multiple functions including ship orders, add freight, specify catch weights, create packages, etc.

Un-ships the selected Sales Order using the original ship date of the Sales Order (opposed to the date in the "Transaction Date" field).

Allows for the order to be un-invoiced/un-ship in one step.

• Only visible on the form when the security setting "Sales orders -- One step un-invoice and un-ship sales orders" is set to true.
• When clicked the selected order will be un-invoiced using the invoice date(to_invdate) as the un-invoice date, and the un-shipped using the shipped(to_shipped) date as the un-shipped date. If the order was not invoiced, the order will be un-shipped. If the order was also not shipped, the user will be prompted with this information.
• No posting dates and any individual checks that would prevent un-invoicing and un-shipping will be honored.

Opens the Orders to Ship form, which displays a list of orders based on the filters used on the Sales - Ship pre-filter.

• The Show Orders button on Orders to Ship form can be toggled to display not shipped or shipped orders. Non shipped is the default.

Search field used to select a specific order to ship or un-ship.

Filters the list of orders to ship based on the Bill-to Company specified on the Sales Order General tab.

Filters the list of orders to ship based on the Ship-to Company specified on the Sales Order General tab.

Filters the list of orders to ship based on the Ship Via specified on the Sales Order Mic 1 tab.

Filters the list of orders to ship based on the Facility specified on the Sales Order General tab.

Filters the list of orders to ship based on the Facilities that belong to the Facility Group selected.

Pick list used in conjunction with the start and end dates to determine which date, as specified on the Sales Order Dates tab, should be used to filter the list of orders. Options are:

• Expires
• Ordered
• Sales Date 1-5

Used in conjunction with the "Date Based On" selection to specify the the dates used to filter for orders.

Used to set the date shipped for the selected order, which defaults to the current date.

Either opens the Ship Sales Orders form or un-ships the selected order based on the caption of the button.

• Displays as "Continue" when "Show Orders" is set to "Not Shipped" or as "Un-ship" when "Show Orders" is set to "Shipped".

Opens the selected order in view mode.

Allows the user to toggle the orders listed between shipped and not shipped.

Opens the Issue/Reserve Inventory form for the selected order, which is used to reserve inventory to the selected order.

Opens the De-issue/Un-reserve form for the selected order, which is used to un-reserve inventory from the selected order.

Opens the Combine Orders form, which is used to combine the lines of Sales Orders with the same header information and generate a new Sales Order to be reserved, shipped, invoiced, etc.

Ships the quantities listed in the "Ship" column and creates a backorder for the quantities listed in the "Backorder" column.

Opens the Edit Quantity form which allows the user to substitute a Part and modify the ship and backorder quantities.

Allows the user to select which lines to backorder. For the lines selected, the quantity in the "Ship" column is moved to the "Backorder" column.

Sets the quantities in the "Backorder" column to zero.

Sets the "Ship" quantity to the quantity reserved to the Sales Order (which may be less than the quantity ordered) and backorders the remaining quantity.

• The General 2 tab on the item master record contains a "Default Shipping Qty" field. If that field is set to "As Reserved," and inventory has been reserved to the order, the system will default the ship quantity to the reserved amount automatically and backorder the remaining quantity.

Sets the quantities in the "Ship" column to zero.

Not currently available to this form.

Not currently available to this form.

Opens the Add Freight form, which allows the user to enter the actual freight cost and the amount to bill the customer.

• Adding freight adds a new line to the Sales Order using the "Freight Out Part" specified in System > Options > Sales 1 tab.

Opens the Edit Catch Weights form and allows the user to add a catch weight for the selected line.

Displays the Bill-to and Ship-to Company names, addresses, phone numbers, and contact names, which can be printed if desired.

Opens the Copies to Print form, which allows the user to select a Sales Order Document or Document Group to print from the Report pick list.

Opens the Scan Parts form, which allows the user to specify Parts and quantities to ship manually or using barcodes and a supported scanner.

• Used in situations where orders contain multiple items which will be separated into more than one package.
• Requires the System > Options > Sales 2 tab "Default Shipping Qty" field to be set to "Zero" and an expression defined in the "Package Expression" field.
• The "or_packages" field is a memo field that contains the package number and quantity that was shipped in the package and is available on the Sales > Order Reporting "Order Detail" report and may be added to the majority of Sales Order Print Outs.
• The shipping functionality is designed so that the ship quantities do not get updated until the amount reserved has been eclipsed when using "Scan Parts".

Opens the Packages form, which is used with the FedEx integration to manage the Packages that will be shipped for the materials specified and print labels.

• Parts must be added to the order via the "Scan Parts" button prior to using this feature.
• This form can be used to change the weights of the packages that were scanned previously as well as delete packages from the order.
• If a user clicks the "Print" button on this form, a prompt will appear asking if the user wants to re-generate the shipping label.
  • If "Yes" is clicked, the package label will be regenerated with the latest information.
  • If "No" is clicked, the selected label will print again.

Opens the Add Freight Shipment form, which is used to add freight shipment lines specifying freight class, number of pieces, dimensions, and a description.

Opens signature dialog with drawing canvas to capture electronic signatures. This field is not required. When saved, an image of the signature is attached to the sales order with a description of 'Signature', regardless of whether the order gets shipped.

• Often used to capture signatures for customer pickups.

View and Modify Sales Order header user fields. When the form is saved, the User Field values will change regardless of whether the Sales Order is shipped or not.

Generates FedEx or UPS shipping labels for the packages specified.

Search field used to select the shipping method for the Sales Order.

Search field used to select the Shipping Account for the selected order. This field will be filtered based on the Shipped Via selected/indicated in the field above.

• Only enabled when the security setting "Sales orders -- edit shipping account when shipping" is set to yes.
• When the Shipped Via is changed, the shipping account name/number field will be updated. If the customer has a default shipping account for the service provider/service type(tr_svcprovider, tr_svctype) on the Ship Via record, this account will be displayed. If there is no default for the provider and type on the ship via this field will be left blank and other accounts, if present, may be selected.

Memo field used to enter tracking numbers.

• This is the only field in Deacom specifically for entering tracking data and the Lines From Order form is the only place the field is available.

The date the Sales Order was shipped, which defaults to the current date.

Indicates the Facility for which the Sales Order was generated.

Memo field used to record additional details or special instructions.

• The contents of this field are available to print on Part Forms and Labels.

Memo field used to record additional in-transit details or instructions.

• The contents of this field are available to print on Part Forms and Labels.

Pick list used to determine how the Lots will be displayed. Defaults based on the "Default Shipping View" selection in System > Options > Sales 2 tab. Options are:

• Standard - Displays all Lots in individual lines.
• Summarized - Displays Lots summarized by Lot Number and Location, similar to the Inventory "Lots Summary" report.

Displays the Bill-to and Ship-to as indicated on the Sales Order.

Displays the Sales Order number of the order being shipped.

Displays the Freight Type as specified on the Sales Order Misc 1 tab.

Displays the Document Group specified on the Sales Order Misc 1 tab.

Option to have Document Groups, if specified on the sales order, print after shipment when clicking "Ship Order. In order to have documents in the Document Group

physically print, the following two conditions must exist:

1. A Document Group must be present in the "Document Group" field on the Misc. 1 tab of the sales order being shipped. (A default Document Group for orders may optionally be specified on the Ship-To record, but users may select another Document Group manually during sales order creation if desired.)

2. The "Print Document Group To" option on the Ship-to Company General tab must be set to "Printer".

Notes:

• The "Print Sales Docs After Shipping" flag in System > Options > Sales 1 tab (if using version 16.00 or prior) or in Sales > Options > Shipping tab (if using version 16.01 or later), if set, will result in this field being checked by default.

• This featured was designed to work if the "Print Document Group To" options was set to "Printer", not "Email".

Opens the Apply Inventory form, which allows the user to select the Lots to be shipped. When clicked, the 'Available' and 'Used' quantities on the Apply Inventory grid will be converted from the stock unit to the Unit selected on the Edit Quantity form as well as the 'To Apply', 'Applied', and 'Remaining' fields on the left side of the Apply Inventory form.

Displays the Part Number being shipped on the order.

Displays the Part Description.

Allows authorized users to substitute a Part for the selected line.

• The pricing of the original Part is applied to the substituted Part, even if quantities are adjusted.
• If the pricing for the substitute Part needs to be applied to the line, then the Part should be added directly to the order rather than substituted.

Specifies the Location Type of the Part being allocated to the Sales Order.

Specifies the Location of the Part being allocated to the Sales Order.

Specifies the User Lot of the Part being allocated to the Sales Order.

Only viewable when the value in the Ship field is < 0 for a return. Displays the company-defined lot descriptors, the names of which are defined via the "Attribute Name 1-3" fields in System > Options > Inventory tab. These fields will be disabled on this form, and unable to be changed.

Specifies the Container identifier/number of the Part being allocated to the Sales Order.

• In the case of sale order returns, the Container being returned should be selected in this field.

Item's stock unit of measure search box. When shipping an order, the units will convert back to the stock unit. When this field is changed, if there is a quantity in the Ship field, it will be converted from what was previously set to what is selected in Shipping Unit. This field is disabled when the part number selected is a catch weight item.

Specifies the expiration date for the selected Lot.

• Only available for editing when shipping a negative quantity Sales Order (return) and the "Require Expiration Date" flag is checked on the Part's Item Master Properties tab.

Indicates the quantity specified on the Sales Order for the selected line.

Indicates the quantity that will be shipped for the selected line, which defaults to the "Ordered" quantity but may be changed.

• The ability to ship more than what was ordered, or over ship, is controlled by the "Sales order -- Over-Ship" security setting.
• The ability to ship less than what was ordered, or short ship, is determined by the selection made in the "Short Ship" field of the Ship-to's General tab.
• The General 2 tab on the item master record contains a "Default Shipping Qty" field. If that field is set to "As Reserved," and inventory has been reserved to the order, the system will default the ship quantity to the reserved amount automatically and backorder the remaining quantity.
• When the Shipping Unit field is changed, if there is a quantity in the Ship field, it will be converted from what was previously set to what is selected in the Shipping Unit field.

Indicates the quantity that will be added to a Backorder linked to the current Sales Order.

• The ability to backorder quantities is determined by the selection made in the "Short Ship" field of the Ship-to's General tab and by the "Allow Backorders When Shipping" flag on the Item's Property tab.
• The Retain Reserved Inventory flag on the ship-to record, determines if reserved inventory will be automatically allocated to backorders created for this ship-to customer. If unchecked, the remaining inventory will be returned to on-hand inventory.
• Beginning in version 17.02.018.000, when using the Net1 Credit Card Processor and shipping backorders, the system will attempt to use the VaultID from the original authorization to identify the credit card used for the authorization. If the VaultID is found, it will be used to reauthorize the card for the backorder. If the VaultID is not found the user will be required to enter the card information again to perform the authorization.

Allows the user to manage package lines for the selected order.

• "Add" and "Modify" allow the user to select the Part to use, appropriate quantity, value, Packing Instructions, and Dangerous Good info.
• "Delete" removes the selected Package line.

Generates FedEx or UPS shipping labels for the packages specified.

Upon saving, generates using the "Package Expression" defined in System > Options > Sales 2 tab.

Defines the pre-defined packages (chart below). primarily for UPS, that will be used for the package on the sales order.

• Defaults to "My Package" which represents the customer supplied package type from the API.
• When a package other than 'My Package' is selected the system will disable the Height, Width, Length, and Dimension Units fields. These are defined based on the package selected.
• When a package type is selected, the system will send that information it to UPS for rate and label generation.
• Added in version 17.00.065.
• Available Package Types:

Note: For 'UPS Mail Innovation' Ship Vias, the utilized UPS Account must have Mail Innovations enabled in order for this to succeed.

Defines the weight of the package.

• The Deacom UPS API will take the package weight units and change them from KG to LBS and IN to CM and vice versa, depending on whether the package is shipping within the US or not.
• Useful in situations where clients will send packages to locations/addresses where they are measured in KGs.

Pick list used to define the FedEx unit used to calculate the total weight of the package, which comes from the "IATA UOM" on the Item Master Calcs tab for all Air types of transport (Overnight, Priority, etc.).

• For ground shipments within the US, this field defaults to L always, with an option to use KG.
• If the shipment is international ground, this field is KG always.

Memo field used to store the FedEx-provided confirmation number.

• This field will be automatically populated by Deacom when the "Generate Shipping Labels" button is clicked.

Stores US Customs declaration information for the shipment, provided by the shipper.

Defines the Package dimensions.

• Required for FedEx Express freight shipments, optional otherwise.

Pick list used to define the units used to measure the Package dimensions. Options are inches (IN) or centimeters (CM).

• If Height, Width, and Length are used, this will be sent to FedEx/UPS for dimensional charges.
• FedEx allows estimated weights if dimensional units are sent and if negotiated with the customer.
• This field can determine special pricing if dimensional units are provided.

Value returned by FedEx

Value returned by FedEx. This becomes the freight charge on the Sales Order (or a portion of the freight charge if there are multiple Packages on the Sales Order).

Supplied by shipper. Required if shipping a Dangerous Good.

Memo field used to store additional handling instructions required to ship the package. This should not be required if the Dangerous Good and Packing Instructions are properly set up.

If checked, indicates to FedEx/UPS that the Package must be shipped via cargo air only.

• Certain items can be sent in passenger aircraft if the package meets certain requirements. If the package is not packaged to those requirements, it must go on a cargo plane only.

If checked, the words "overpack used" will be printed at the end of the packing instructions on the Shipper's Declaration, or any documents where packaging instructions are used, for FedEx shipments containing Dangerous Goods.

• FedEx uses the words "overpack used" to indicate that there is a covering over the required packing material.

Defines the reference number received after calling the airport and reserving space on the airplane for shipment.

Automatically generated by Deacom to define the package line.

Pick list used to select the item from the selected Sales Order that will be included in this Package. Note that the "Scan Parts For Packages" field in System > Options may be used to change this field into a text box that may be used when scanning parts. In this case, when a value is entered in (either by keyboard input or wedge scanner), the system will let the user know if the part is valid and on the order, and default the form's values as necessary.

Note: Kitted parts also work within packages. The part number dropdown box shows the line number and part number separated by a colon (Example: 1:ABCDE). When the same part is on multiple lines of the sales order the part will appear in the part number field multiple times, once for each line.

Defines the quantity of the Package being entered.

• The quantity specified here should match the quantity that will be shipped.
• The system will check to make sure Sales Orders cannot be shipped if using the "Packages" button and the Package quantity is greater than the shipped quantity.

This field or the "Harmonized Code" is required for international shipments.

Defines the line weight for this package line.

• This field is available for entry regardless of whether there is a dangerous good selected on the part number or not.
• When sending the weight of the package line to FedEx for international air shipments, the FedEx API will convert the weight from the package line unit of measure to the IATA unit of measure. The IATA unit of measure is specified on the Calc tab of the Item Master record.

This field or the "Value" is required for international shipments.

• This data is Item Master specific.
• The field will be open for entry if the order is shipping outside the US.

Search field used to select Packing Instructions for the Package being entered.

• If shipping a Dangerous Good, certain Dangerous Goods cannot use certain Packing Instructions. Deacom does not check for this. FedEx or UPS will return a system prompt if this is incorrectly setup. Users should be instructed to use caution when overriding the default.

Search field used to select which Dangerous Good is being included in the Package.

• Defaults from the Item Master General 1 tab for the "Part Number" selected above.
• Any proper shipping name that is not 100% accurate for the service chosen will generate a system prompt from FedEx or UPS in Deacom when trying to generate a label.

Defines additional text that will be printed on the package label.

• Particularly useful for entering hazard class and/or special box type information.
• The proper shipping name may be typed into this field if needed.
• If a value exists in this field, Deacom will use this instead of the proper shipping name in the Dangerous Good.

Used to manage the freight shipment lines using the Add Freight Shipment Line form or deleting the selected line.

Once the package is filled in and saved, this button sends the data to FedEx or UPS, who will in turn generate the shipping label, additional documentation, and confirmation number.

• Any system prompts seen when trying to generate labels are passed directly through to Deacom from FedEx or UPS and are not Deacom errors. Typically, these are issues with Dangerous Good setup, Packing Instructions setup, or missing data from the package.

Pick list used to define the freight class of the shipment.

Pick list used in conjunction with the "Handling Units" field to select the type of packaging used for the shipment line.

Used in conjunction with the "Packaging Type" to define the number of handling units.

• Example: This field may indicate the number of pallets.

Indicates the number of pieces inside the pallets.

Defines the total weight of combined line items.

Define the dimensions of the package.

Pick list used to determine if the dimensions are measured in centimeters or inches.