Sales Order > Sales Order > Ship Sales Order

The Ship Sales Order function allows you to record the shipment of the line items in your sales order. When you record the shipment, the following records will be affected:

If the Generate Invoice during Shipment feature is activated, it will increase the customer’s balance, accumulated-to-date and year-to-date sales in the customer record; however, if the pay code assigned to the sales order is a Cash pay type, the automatic generation of an invoice upon shipment, will not increase the customer’s outstanding balance.

•It will decrease the customer’s open order balance.

•It will decrease the booked quantity and on-hand quantities on the inventory record of the line items.

You may activate the following features in the SO Module Setup function to apply them to the shipment transaction:

•The Allow to Overship option will set the system to allow the shipment of the sales order even though the shipped quantity exceeds the open order quantity.

•The Allow to Exceed Credit Limit option will set the system to allow the shipment of the sales order even though the customer has exceeded his credit limit.

•The Recalculate Freight Charge option will set the system to recalculate the freight charge for the shipped quantities. This will only apply if you choose to calculate the freight charges by weight. If the freight charge is taxable, this feature also configures the system to recalculate the freight tax applicable to the recalculated freight charge.

•The Cancel Open Qty During Ship SO options will set the system not to cancel any open order quantities, to cancel open order quantities as default, or to give you an option what open order quantities to cancel when saving the ship sales order transaction.

To ship sales order, perform the following steps:

1.Access the Ship SO function from the Shipment group under the Transactions menu of the Sales Order module.

2.Enter in the SO # field the number of the sales order that you will ship. Alternatively, you may click the List box button to select the sales order. Once you enter the sales order number, information pertaining to the sales order will be displayed in the pertinent fields across the pages in this function screen.

Note: If you want to ship a sales order with drop ship line items, you must make sure that at least one of the drop ship line items has been assigned to a purchase order and that the assigned purchase order has been received for at least one of the drop ship line items.

3.In the Warehouse field, enter the warehouse code of the warehouse from where the line items in the sales order, that will be shipped, would come from. Alternatively, click the Lookup button to select a different warehouse.

Note: You can only include in this shipment line items coming from the warehouse that you have entered in the Warehouse field because the system will only allow one warehouse per shipment. If you have more than one warehouse in your sales order, you need to ship the sales order for every warehouse that you have in it.

4.In the Ship Date field, review the default ship date that is displayed in the field. The default ship date is the system date. You may accept the default or enter another date for this shipment.

5.In the Information page, review the billing and shipping addresses for the sales order. If you want to change some information on these addresses, access the Payment/Bill/Ship page in the Create Sales Order function when you amend the sales order. You may also enter or change the default remarks for the sales order or the invoice in the SO Remark # or Invoice Remark # fields, respectively. For more information, refer to the Information Page section.

6.In the Line Items page, provide the quantity for this sales order shipment. You may also specify in this page whether to cancel all open order quantities. For more information, refer to the Line Items Page section.

7.View or update the customer activities in the Activity page. Refer to the Activity Page section for more information.

8.In the Customer Notes page, enter narrative information about the customer and this shipment. For more information, refer to the Customer Notes Page section.

9.When you are ready to ship the sales order, click the Save button in the function toolbar to proceed. In the Ship Sales Order save confirmation window that is displayed, perform these steps:

•If the User Input (Numeric) option is selected in the SO Module Setup function, follow these steps:

9.1. Enter the sales order number in the Invoice # field.

9.2. Click the Save button to save the transaction; otherwise, click the Cancel Save button.

Note: If the Automatic option is activated for SO Numbering in the SO Module Setup function, AccountMate will automatically provide an invoice number in the Sales Order # field, and both the Save and Cancel Save buttons are disabled.

10.After you have saved the transaction, select the report that you want to directly access from this window:

•SO Packing Slip

•AR Packing Slip

•Invoice

11.Perform any of the following options:

oPreview

Click the Preview button if you want to view the report selected in Step #10.

oPrint

Click the Print button if you want to print the report selected in Step #10.

oE-mail

Click this button if you want to send the report selected in Step #10 as an attachment to an email. You may choose from the drop-down list the file format of the email attachment. Once a file format is selected, a new email window will display with the document already attached. You may accept or amend the recipients, the default subject line as well as the default body of the email.

oExport

Click the Export button if you want to export the report selected in Step #10. Click the List box button to select the file format in which you want to export the report.

oNew

Click the New button to create another sales order/sales quote transaction.

oClose

Click this button to close the save window and close the transaction function screen. Alternatively, you may click the [X] button at the upper right corner of the save confirmation window.

Q. When I click the Ship All button in the grid toolbar to ship an item, why do I get the error message "To ship any serialized items, kit items, kit items using kit #, or lot-controlled items, double-click the Ship Qty or the Special...field"? The inventory item is neither a kit nor lot-controlled item.

A. This message appears if the item's costing method is either Average but serialized or Specific ID. Click the Ship Qty or Special field to display the Special nested tab where you can indicate the particular unit(s) that you want to ship.

Q. We seldom ship an entire sales order in one shipment; however, we need an invoice for each shipment. How can we implement this in AccountMate?

A. The system provides the ability for users to generate an invoice each time a shipment is made regardless of whether the shipment is partial or complete. To do this, mark the Generate Invoice during Shipment option in the Customer Maintenance function.

Ship Sales Order

Ship Sales Order

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