Background: Sales Shipment Confirmation
Use the Sales Shipment Confirmation (OC) program to create and confirm a shipment, change the quantity picked, and delete a shipment. See Road Map for work flow.
This topics has these subtopics:
Comparison with Secured Confirmation (SOC)
Sales Shipment Confirmation is similar to the Secured Confirmation (SOC) program. Use Secured Confirmation if you do not want to display financial details of an order. In addition, Secured Confirmation does not allow the operator to:
Modify fields on the shipment header.
Change the ship-to address.
Delete a shipment.
Enter a payment on the Totals screen.
Change taxes and whether taxes apply to freight and miscellaneous charges.
Reverse a confirmed shipment.
Place a shipment on hold.
Apply a deposit to a shipment.
Change the Selling price, Discount %, and surcharge fields for an item on a confirmed shipment if you selected the Allow maintenance of confirmed shipment? option for your branch in the System Options Maintenance (XM) program (Order Processing Options).
Sales Shipment Confirmation allows the operator to perform all of these tasks.
Create a Shipment
If a shipment has not yet been created, you must create one. You can create a shipment with Sales Shipment Confirmation for the line items that have been obligated. See Overview: Obligation and Shipment Creation.
There are other methods you can use to obligate items and create shipments:
The order entry operator can obligate the items ordered, either automatically or manually, and then click Create ship in the Sales Order Maintenance (OE) program.
You can run the Sales Order Auto Processing (OAP) to obligate items and create shipments.
You can run the Order Shipment Selection (OSS) program to select the orders or lines you want to obligate and create shipments for them.
System creates a shipment when you receive items ordered from a vendor or another branch for a specific sales order, if you selected the Create shipment when supply received? option for your branch in the System Options Maintenance (XM) program (Order Processing Options).
You cannot create a shipment for an order that is on either credit hold or on hold for non-credit reasons. You cannot create a shipment for sales order lines that have a future date in the Expected ship field.
Multiple Shipments
In most cases you will create one shipment per order. However, if items are not available in sufficient quantity, you may create multiple shipments. A customer may place a blanket order or request that specific line items ship on future dates.
The system assigns 001 to the first shipment you create. When you or the system creates the next shipment, its number is 002.
Partial Shipment
When you enter NEW in the Shipment number field or leave that field blank and no shipment exists, the program prompts Include all material not currently on a shipment and obligated through [date]. You can click Partial to select the specific lines you want to ship.
The program does not create a shipment for sales order lines that have a future date in the Expected ship field unless you select Ignore ship date for partial selections? You may want to select this field when you are prepared to ship items earlier than expected and your customer will be happy to receive them ahead of schedule.
Ship partial? must be selected on the sales order header for partial shipments to be created or confirmed for the sales order. If the field is not selected and you attempt to confirm the shipment, the program displays the message Shipment cannot be confirmed; partial shipments are not allowed for order [number].
Confirm Shipment
You must confirm each shipment. Confirmation means that the items have shipped. Confirmation causes inventory to be updated, which reduces the quantity on hand. In addition, the program computes order totals and taxes. Then the shipment's status changes to confirmed.
Approval
When attempting to confirm a shipment that is pending approval, the Sales Shipment Confirmation (OC) program displays the message Shipment must be approved first; it will be confirmed on approval. Returning to the program after approval, the shipment will be confirmed.
Change Item information
The item's product class, product subclass, and inventory account code are updated if the changes occur between the creation and confirmation of a shipment.
Change Shipment Information
You can change any field before you confirm shipment.
After confirmation, but before a shipment is invoiced, you can change:
Shipment header fields
Freight, miscellaneous charges, the Ship via, and Tracking no fields, and whether taxes apply to freight and miscellaneous charges
Shipments created move all miscellaneous charge amounts not already on a shipment to the new shipment.Deposit and payment amounts
Notes for the shipment header, shipment totals, and lines
Ship-to address information
You cannot change surcharges or place the shipment on hold. However, you can click Reverse and then perform these tasks.
After invoicing, you can change:
Line notes
The Ship via, and Tracking no fields
The Rev ship date and Revised reason fields
Change Quantities Shipped
If you need to change the quantity after you confirm a shipment, you must first reverse confirmation. You can reverse a confirmed sales shipment before it has been invoiced. You cannot reverse a confirmed shipment if the sales order has been closed in Sales Order Maintenance (OE).
Suppose that you change the quantity picked from 24 to 21. Three items are returned to inventory. They are committed but no longer obligated. They are an unshipped quantity. The three items remain committed until you ship them or until the customer cancels the unshipped quantity.
Program Options
If you typically confirm shipment and rarely change shipment information or quantities shipped, you may want to select the Show totals screen at entry? Program option. When you select this option, the Shipment totals screens displays rather than the fields on the shipment header. This allows you to enter freight and miscellaneous charges, change the ship via code, enter the tracking number, and click Confirm.
Click Prog opts, select Show totals screen at entry?, and select S/O confirmation (OC)? Alternatively, your system administrator can run the User Options Maintenance (UOPT) program to set or change options for all users of these programs, for all users at a branch, or for specific users.
Apply a Deposit
Your company may require some or all customers to make a deposit on their sales order before you ship it. When your accounts receivable department records the deposit in the Cash Receipts Entry (RCE) program and runs that program's register, you can apply the deposit to the shipment. Click Deposits and then Add. Select the deposit and confirm the amount applied. This ties the deposit to this shipment for easier tracking and reporting.
If you need to delete of a shipment that has an attached deposit, you must first delete the deposit. Then you can delete the shipment.
Place a Shipment On Hold
You cannot create a shipment for an order that is on hold. The system may have placed the order on hold it exceeds the customer's credit or order limit. The order entry operator may have placed it on hold with the Sales Order Maintenance (OE) program either for credit or non-credit reasons.
After you create a shipment, you cannot place it on credit hold. You can, however, place the shipment on hold for non-credit reasons; for example, the customer may request a delay or you are waiting for another ordered item to become available. You can also use Sales Shipment Confirmation to release a shipment from this type of hold.
Delete a Shipment
If you make many changes to quantities on a shipment, when you click Confirm the program may display the message There are some shipment lines with quantities that do not agree with the specified detail. Usually it is best to start over by deleting the shipment. This reverses obligation for all items.
You need to run Sales Order Maintenance (OE), Sales Order Auto Processing (OAP), or Order Shipment Selection (OSS) to obligate the items again. If you obligate with the Sales Order Maintenance program, you need to create a new shipment. When you delete a shipment, for example 001, the system assigns the next number to the new shipment, in this example 002.
You cannot delete a shipment if a deposit is attached to it. You must first delete the attached deposit.
Audit Trail
To activate an audit trail, select one of the files listed below in the Audit Trail Maintenance (XAT) program. The system records all transactions. Screens on which audit trail information is available display an Audit button. You can also run the Audit Trails (ATR) program and select that file to print a report of these transactions.
O1A: Sales Order Header
O1S: Shipment Header
O1SB: Shipment Addresses
O1SD: Sales Order Deposit Dtl
O1SF: Shipment Freight Detail
O1SL: Shipment Lines
O1SM: Shipment CP Components
Currency
Sales dollar updates to history are always in the base currency, enabling enable accurate accumulation of data regardless of invoiced currency. The exchange rate for the currency conversion is based on the shipping date.