How to Ship Inventory
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.
1) Click +New Shipping
2) Start by completing the reference fields across the top of the Shipping Worksheet.
The Dept and Trade Type fields are optional and are 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.
The Order Date field is an optional field that can be used to record the date on which the Customer requested the load.
Use the Shipping Date field to indicate the date on which the material leaves the warehouse.
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.
The Posting Date populates automatically with today's date.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 Shipping 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. For more information about how to use the statuses and how they relate to the Inbox, please click here.
3) 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 you have set up 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..
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.
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., Pickup No., Equipment No., and/or the BOL No. related to the shipment.
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
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 can be entered now if known, otherwise, it 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.
Packing List
The Packing List section will become available for editing once a product or products have been added to the Sold As section. Click the Select Inventory button provided to view and select from a list of your available inventory
In Pick Inventory, select the Sold As
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 to the Packing List on the front of your Shipping Worksheet and the Quantity of the related item in the Sold As section will be updated. You will note that the colored dots to the left of the Sold As item matches the corresponding item(s) in the Packing List below.
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.
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.
