Use this form to enter shipment header information.
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. 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 that you can select on the Select Orders form 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, 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 can't edit this rate.
Currency rate - Import Duty
The default value is the purchase rate. 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 can't 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, you can select the purchase order if a shipment
is created as long as there is still an outstanding quantity expected.
Once receipt transactions have been generated:
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.
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:
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:
For Inventory lines, the receipt transaction is deleted, which has these consequences:
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:
Click the Split location button again on the selected or inserted line to receipt to further locations.
The Split location button is also enabled for line items on the PO Receipt Entry and AP Invoice Entry forms when using the Select Order form.
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.