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Shipment

Use this form to enter shipment header information.

Options Reference

Each option and field on the form is described below. Mandatory options and fields are highlighted in red.

Reference

Enter a unique reference for the shipment, up to 17 characters.

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.

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.

Note: Shipments must always contain purchase orders that have the same currency. The purchase orders available for selection on the Select Orders form is 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 Preferences 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 in the shipment is 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 option Allow edit of exchange rate on shipment on the PO User Preferences form 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 in the shipment is recalculated. This updates 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 selected, 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.

When you save the shipment, the serial/lot details are not mandatory. When the Purchase Order Receipt or Accounts Payable Invoice is generated Greentree Desktop 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 , if 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.

Note: Once purchase order lines have been assigned to a shipment, they must be received using this function - they are not available to receive using the PO Receipt Entry form. This form displays, 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.

If the Qty Expected value for a line is zero when the Create Receipt function is activated, Greentree Desktop will not generate a receipt for that line. You can recall the shipment , and those lines will still be available to receive within the shipment. The Hide Received Lines option can be used in this situation so that only lines that have not previously had a receipt transaction generated for them is visible for your attention.

Once a purchase order line is partially received within a shipment, the remaining value cannot be received in the same shipment. However, the purchase order is available for selection if a new shipment is created, as long as there is still an outstanding quantity expected.

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,.
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

Note: The suffix increments by one for each new receipt of the shipment, if not all lines were received in the first instance.

The receipt transaction narration field contains the message Generated from shipment X, if 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.

Note: 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 pre-populates 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. When you save 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 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 displays, and the receipt are not deleted.

Create Invoice

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

Note: You can do this 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 is created - one for the receipt, and one for the invoice.

Split Location

This button is enabled if Allow change of location on receipt on the PO Module Control form 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 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 for line items on the PO Receipt Entry and AP Invoice Entry forms when using the Select Order form.

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 for review or edit before processing the receipt transaction(s). Click the Save icon to save shipment details. Once a shipment line is received, you can't edit it in the original shipment. Any orders that still have a remaining outstanding quantity is available in the future when new shipments are created.