Shipping Non Perpetual Inventory

The  Shipping worksheet captures the movement of inventory from your warehouse that's being sold to a customer. The shipping module is specially designed to accommodate both international and domestic transactions.

Creating a New Shipment

To begin a new shipment, use the + icon on the Shipping module in the Inventory tab or navigate to Inventory > Shipping and click the + New Shipping button provided in the top right corner. This will generate a new Shipping worksheet.

Start by completing the reference fields across the top of the Shipping Worksheet.

The Wks No will automatically populate with a system generated, sequential number once you save the worksheet, unless a worksheet name is entered here. 

NOTE: if a custom number is entered, cieTrade will still validate it for any other duplicated worksheet numbers in the system and not allow it to save.  

The  Dept field is optional and is used to track financial information for distinct divisions of a company and/or distinct financial centers related to the expenses created by the allocation process. If you only have one department within your company, the Dept field will default automatically. Trade Type is a way to further segment your reporting by business types. For example, Export vs Domestic.

The  Order Date field is an optional field that can be used to record the date on which the customer requested the load. If you created this worksheet from a sales order, then this date would default from the order level. 

Use the  Shipping Date field to indicate the date on which the material leaves the warehouse. The Ship Time field is to set the cut off time that the material needs to be loaded by. 

Use the Logistics drop-down menu to set the shipping status of this load. In the beginning, this load will likely be in Setup status. Once you have been notified that the load is going to ship or arranged transportation, you can update this status to Dispatched and finally, when you receive confirmation that the load has left your warehouse you can update the status to Shipped. The Arrived and Received shipping status' may also be useful, depending on the size of your operation. For more about how to use the Logistics statuses in conjunction with the Inbox, click here.

The  Status drop-down is used to indicate whether the Receiving Worksheet is in Work, Completed, Approved, Invoiced, Not Approved, or Cancelled status. This field can be used to indicate the status of the load at various stages of your workflow. Since you are first setting up the load, set this status to Work for now.

The  Posting Date populates automatically with today's date when the receiving worksheet is moved to a Posted Status. This is a 'financial' date that represents when the expenses on the allocation impact inventory values.

The Claim Status is an optional drop down is used to indicate conditions for this load: Lightload, Partly Damaged, Rejected, Returned. 

Continue by entering details about the Shipment.

In the  Sold To section, select the Customer that you are selling the material to and select the Ship To Location where the material is being delivered. If there is a defaulted Sales Tax, it will default here, although it can be removed or changed on the fly. If you have setup a Sales Order already and would like to link its pricing, type the SO number in the appropriate field or use the Lookup to search for the correct Sales Order. Linking to a Sales Order will pull in the products from the selected Order and populate the Sold As section, discussed further below.

Payment Terms can be selected from the drop-down menu if they do not populate automatically based on the Customer and/or Sales Order selected.

If desired, Shipping Terms can be selected. The Sales Rep may pull in automatically from the selected Customer or Sales Order, if applicable, or may be set manually if desired.

The Freight-Reference dropdown can be used to denote the freight carrier. 

Use the Warehouse drop-down menu to select the location where the material is being received. To use this in tandem with the Warehouse module for plants and processing facilities, select the WH-Status.  If this is a Container for Export workflows, set the Warehouse to (Container), which will change the Shipping References. 

The  Shipping References section is used to enter additional details about the load, such as your Customer's provided Release No. or Mill-Rcv No., the Booking No. and look up, Pickup No., Truck #, Equipment No., and/or the BOL No. related to the shipment. 

The Scale Weight can be used to enter the Gross and Tare weight of the truck or equipment that's picking up the material.

Products

The Product portion of the Shipping worksheet is broken down into two sections:

• A Sold As section contains the products that the Customer is buying; and
• The Packing List is where the specific inventory lots will be will be recorded.

Sold As

Packing bulk-non perpetual inventory does not require packing inventory by item or inventory by weight. Simply enter the product, quantity, price, and packaging being sold using the + Add Item button on the Sold As line and click Save. 

A Grade Allocation will be required at the end of the month in order to apply a percentage of the net weight of your load to a specific grade that was sold. The Grade Allocation tool can be located under the Inventory Module. More information on this process can be found by visiting our help file here.

Note: The cost of goods will be assigned at the end of the month, once the grade has been properly allocated.

Expenses

The  Expense section is used for adding additional expenses, such as the cost of freight. Once the expense is saved, the cost will factor into the profitability calculation on the Profit Snapshot found on the Shipping Worksheet.

To add expenses to this shipment, click the Add Expense button provided in the Expenses section. 

Use the drop-down provided to select the  Vendor that will be invoicing for the expense. If the selected Vendor is a Freight Carrier, the checkbox will be populated.

Enter the anticipated Price and Price Unit of Measure (e.g., FLAT, per LBS) for this expense. If a per weight unit of measure is selected, the Price entered will be calculated off of the total quantity of your Inventory Items.

Once a Vendor is selected, the Vendor's default Expense Account will populate. If necessary, select the appropriate expense account based on the expense being entered.

The Description field can be used to record a short explanation for the expense, such as 'Freight' or 'Handling Charge', which may appear on some documentation.

Expenses can be added in multiple currencies.

Instructions and Notes

The Invoice Notes field can be used to enter notes to be included on the Invoice document. 

The  Remit To Address can be changed on the worksheet level using the drop down. 

The Shipping Notes field allows for further information about the shipment to be entered. These notes can be included on the BOL by clicking the Print on BOL checkbox. 

The Blind Bill of Lading dropdown allows for users to select if they would like the BOL to be double blind, hide the customer, hide the supplier, or mask the supplier name.

Invoicing

Once the Shipping Worksheet is finalized and you are ready to invoice the Customer, change the Shipping Worksheet's Status to INVOICED. 

If your cieTrade.net database is integrated with an accounting system, moving the Worksheet into  INVOICED Status will also automatically push the Customer's Invoice to your accounting system.

For additional information regarding the setup of your accounting integration within cieTrade.net, please click here.

If you have additional questions, please contact the Support Team via email to support@cietrade.net.