The Shipping Worksheet captures the movement of inventory from your warehouse, being sold to a Customer. The shipping module is specially designed to accommodate both international and domestic transactions.
To begin a new shipment, use the Quick Create button 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 isused 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.
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 Logistic status in conjunction with the Inbox, click here.
The Posting Date populates automatically with today's date when the Receiving Worksheet is Posted (discussed later). This is a 'financial' date that represents when the expenses on the allocation impact inventory values.
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.
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.
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., Equipment No., and/or the BOL No. related to the shipment. NOTE: if the warehouse is set to (Container) then the Equipment No, and Seal No will be hidden since there may be several and that will be part of the packing list
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.
The Sold As section contains the products that the Customer is buying. If you have attached a Sales Order to the Shipping Worksheet, it will automatically populate with the products from the Sales Order. If no Sales Order has been linked or if you need to add additional products, click the Add Item button provided in the Sold As section.
Use the drop-down provided to select the Product/Grade being sold. The Alternate Name field can be used to mask the name of the Product for your Customer.
Here you can also select a Packaging type for this item, enter the number of units, and record the Price and Price Unit of Measure for your Customer. The Quantity will be populated automatically with the weight of the item(s) selected on the Packing List (below). When you're done entering all of the product information, click Save.
Note: The product selection window initially opens in what is called 'Contract Grade' mode, as opposed to 'Product/Grade' mode, when the product has been pulled from a linked Sales Order.
You may continue adding items as necessary to the Sold As section of the Worksheet.
Once you have added the Sold As items, you can start creating the Packing List. When you hover over the Sold As item, this highlighted icon will appear:
For Serial Inventory, select "Inventory by Item." This will bring you to the Pick Inventory screen:
On the Pick Inventory screen, select the Sold As product from the Apply to Sales Item drop-down and use the appropriate filters to search for the item(s) you are pulling out of inventory. Then click Go to view a list of your available inventory.
Note: The only items that will be available from the Apply to Sales Item drop-down menu are the items that were entered on the Shipping Worksheet in the Sold As section.
From the list of results, select the inventory item(s) being pulled for this shipment by checking the checkbox to the left of the Item No and click the Apply button.
The selected inventory items will be added underneath the Sold As item that they were applied to while you are in the edit screen. To collapse this view, click on the black circle icon to only see a roll up by that Sold As item. At the top of each Sold As item, there will be a totaling line of the weights, packaging, and extension. The Sell is the amount you are selling these inventory items for. The COG line or 'Cost of Goods Sold', or a reflection of what you paid for that material to give you a gross profit for the load.
If you are not depleting an inventory item entirely and only want to ship a partial amount of the item selected, hover over on the product listed under the Sold As section & select Inventory by Weight to perform a Partial Inventory Sale.
On the Input Inventory Sale window you can edit the inventory item's Quantity and Units. Click Apply to save your changes.
Once you save this worksheet, you can go to the Packing List tab to see the items you have selected.
From the Packing List tab, you can customize the Packing List view, export it, or drill down to the individual containers or serial items in the list.
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.
Remit to Address
The Remit To Address can be changed on the worksheet level.
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 email@example.com.