Shipment

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Use this form to enter shipment header information.

Reference

Enter a unique reference for the shipment, up to 17 characters long. You can use the reference to recall the shipment to review or edit its details. The reference is also a parameter when printing the Shipment Costing Report and Shipment Variance Report.

Description

Enter a description for the shipment, up to 50 characters long. This is for reference only.

Date

The default value is today's date, but you can change it if required.

Currency

Select the currency for the import

Shipments must always contain purchase orders that have the same currency. The purchase orders available for selection in the Select Orders form will only be those that have the same currency as the one selected here.

Import Duty Applies

If you are using duty function,you can select this option. It defaults to true for new shipments, which indicates that duty charges applies to the shipment. If the shipment is not subject to duty charges, the option can be deselected, and the Import Duty Charges form is disabled.

Currency rate - Purchase

The default value is the rate of the selected currency. If the PO User Preference option Allow edit of exchange rate on shipment is selected, you can edit this rate, otherwise it is read-only.

If the rate is changed after purchase lines have been added to the shipment, which may occur if the length of time between ordering and receiving the items requires an update to the exchange, the local currency value for all lines within the shipment will be recalculated. This occurs unless the line has a fixed exchange rate applied. When line values are recalculated, the shipment landed cost values are also updated.

Once a shipment is received, you cannot edit this rate.

Currency rate - Import Duty

The default value is the purchase rate, but you can edit it if the PO User Preference Allow edit of exchange rate on shipment option is selected. If the rate is changed after purchase lines have been added to the shipment (if, for example, the exchange rate updates), the local currency duty value for all lines within the shipment will be recalculated. This will update the shipment landed cost values.

Once a shipment is received, you cannot edit this rate.

Status

The status of the shipment updates using the transactions that have been applied to it. You can also select a user-defined hold status if you do not want the shipment to be processed into a receipt.

Entered by

The default value is the user name of the user logged in when the shipment is created.

Shipment notes

Enter unlimited notes of the shipment. These are for reference only. Press F9 to add or view narration. Press CTRL-Enter to start a new line.

Serial/Lot Items

When the Purchase Orders Module Control option Shipment's serial lot required on receiving is set to true, the serial/lot entry form will not pop up as the order line is selected.

You can use the Serial Numbers button to add the detail. The total serial/lot numbers must equal the received quantity.

On saving of the shipment the serial/lot details are not mandatory. When the Purchase Order Receipt or Accounts Payable Invoice is generated the system checks that all serial/lot type items have correctly generated details.

Delivery Detail

Enter delivery details of the shipment into this section of the form. These details are for reference only.

Hide Received Lines

Select this option to exclude order lines with a status of Received or Partially Received. This is useful if you do not receive all lines in a shipment at the same time, and want to recall the shipment at a later time, where only lines that have not previously been received are visible.

Create Receipt

Click this button to generate a purchase order receipt transaction for selected shipment lines.

Once purchase order lines have been assigned to a shipment, they must be received using this function - they will not be available to receive using the PO Receipt Entry form. This form will display, pre-populated with details relating to the receipt. You can change the branch or document date before clicking Save to create the receipt transactions.

Greentree generates receipt transactions for each line selected in the shipment, and the quantity received is the equal to the Qty Expected of the line. Shipment expected line quantities default in the first instance either to zero, or the outstanding quantity for the line, depending on whether the PO User Preference option Default Shipment Expected Quantity to Zero is selected or not. Before generating receipt transactions, you should review/update the Qty Expected value so that it reflects the quantity that is being received.

Once receipt transactions have been generated:

• A message displays, indicating the batch number for the transaction.
• The status of the shipment line updates to Received or Partially Received, as applicable.
• You can view the receipt transaction using the PO Receipt Entry function, but you can't edit it.
• The receipt transaction reference is the shipment reference, with a suffix of _1 added to it

The suffix will increment by one for each new receipt of the shipment, where not all lines were received in the first instance.

The receipt transaction narration field will contain the message Generated from shipment X, where X is the shipment reference.

Item costs (last and average) updates, incorporating the effect of overheads and/or additional charges (including duty) that were applied to shipment lines.

If both an overhead and an additional charge is applied to a line, the overhead percentage is calculated first, before any additional charges are apportioned and added to item costs.

Print Shipment

Click this button to open the Shipment Costing Report, which will pre-populate with the selected shipment number as a parameter.

Reverse Receipts

This button is enabled when:

• The shipment has at least one receipt (created using this form);
• No receipts for this shipment have been invoiced or partially invoiced you can't delete a receipt that has invoiced lines); and
• No receipts have any lines from a PO order that is linked to an SO order you can't delete a shipment receipt if any of the lines relate to a PO order that is linked to an SO order).

You can reverse a receipt that was generated with the Shipment Entry form. When the button is enabled, the Reverse Shipment Receipts form displays allowing selection of individual receipts down to the line level. On saving the form, the selected receipts/receipt lines only are reversed.

These rules apply when receipts are reversed:

• Only the selected receipt lines created from the shipment are reversed.
• Receipts lines are deleted in their entirety, including associated serial/lot numbers, dimension tracking details, and GL journals.
• Upon deletion:
• The selected receipt document lines are deleted
• All the associated general ledger journals for the selected receipt document lines are deleted

For Inventory lines, the IN receipt transaction is deleted, which has these consequences:

• All serial/lot line items are deleted
• All dimension tracking information is deleted
• Average Cost is adjusted
• Qty on hand is decreased
• Qty available is decreased
• Qty on order is unchanged
• Qty on Shipment is increased

If the Allow negative on-hand option is not selected for an item belonging to a reversed receipt, and the deletion of the receipt line will result in the Qty On Hand becoming negative for the item, an error message will display, and the receipt will not be deleted.

Create Invoice

Click this button to generate an AP invoice transaction for selected shipment lines, without first processing a receipt for the shipment.

This can also be done using the AP Invoice Entry form. The AP Invoice Header Information form displays, pre-populated with details relating to the invoice header. You can change the branch or document date before clicking Save to create the invoice transaction.

When an invoice is generated using this process, a receipt transaction is also generated for selected shipment lines - see the Create Receipt process outlined above. Two GL journal batches will be created - one for the receipt, and one for the invoice.

Split Location

This button is enabled if Allow change of location on receipt in PO Module Control is selected.

If the line is to be fully receipted to a new location, change the location on the line.

If the line is to be receipted to different locations, reduce the quantity on the selected line and click the Split location button to insert a new line directly beneath the selected line that can then be modified for location and quantity.

Use the Split location button again on the selected or inserted line to receipt to further locations.

The Split location button is also available on the line item forms in PO Receipt Entry and AP Invoice Entry when using Select Order.

Shipment Totals

• Tot Ord (LC) - This value reflects the accumulated (net) value of all order lines in the shipment.
• O'heads (LC) - This value reflects the accumulated value of overheads calculated for the shipment.
• Charges (LC) - This value reflects the accumulated value of additional charges calculated for the shipment.
• Shipment (LC) - This value reflects the total landed cost for the shipment: Total Order + Overheads + Charges.

Save Shipment

If the option to Create Receipt is not selected, the shipment can be saved, and recalled at a later time for review or edit before processing the receipt transaction(s). Click the Save icon to save shipment details. Once a shipment line is received, it will no longer be available for editing within the original shipment, although any orders that still have a remaining outstanding quantity is available in the future when new shipments are created.

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See Also

• Select Orders
• Line Items
• Additional Charges
• Import Duty Charges
• IN Analysis Code Maintenance - Overhead %
• Additional Charges
• IN Maintenance
• PO Header
• Status Definition Maintenance

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