Shipping Orders

Shipping orders manage outbound shipments to customers, handling everything from order creation through final delivery. Inventory Pro supports multiple workflows for different shipping scenarios with complete audit trails and inventory integration.

All shipping orders update inventory in real-time, generate complete audit trails, and integrate with customer management, pricing, and accounting systems.

Access: Orders → Shipping → Shipping Orders

Understanding Shipping Orders

Shipping orders use a multi-stage workflow where you create the order header, add line items, allocate inventory, pick/pack items, and finalize shipping. This phased approach ensures inventory accuracy and order verification before commitment.

Screen Components:

• Header Tab: Customer selection, warehouse, delivery date, order type, reference numbers, shipping address
• Line Items Tab: Item selection, quantities, pricing, locations, serial numbers, special instructions
• Packages Tab: Package configuration, dimensions, weight, shipping labels, bills of lading
• Status Indicators: Order lifecycle tracking from creation through delivery

Key Operations:

• Save: Stores order without inventory allocation. Allows review and modifications before commitment
• Approve: Submits order for management authorization when approval workflows are enabled
• Issue: Allocates inventory and removes from available stock. Creates permanent audit trail
• Pack: Combines issue and pack workflow with package assembly and labeling (Admin Option 153)
• Complete: Finalizes order and marks as shipped
• Cancel: Cancels order before completion and releases any allocated inventory

Shipping Order Methods

Standard Shipping Orders

Standard shipping orders provide full-featured order creation with comprehensive line item management, inventory allocation, and workflow control for regular customer shipments.

Required: Customer, warehouse, and at least one line item

When to Use Standard Shipping Orders:

• Complex orders requiring detailed configuration
• Orders with job assignments or custom pricing
• Multi-warehouse shipments
• Orders requiring approval workflows
• Situations needing lot allocation or serial number selection
• Orders with kit assembly or bill of materials

When NOT to Use Standard Shipping Orders:

• Simple repeat orders with known item lists (use Quick Orders instead)
• Price quotations without commitment (use Quotes)
• Supplier-direct shipments (use Drop Shipments)

Workflow:

1. Navigate to Orders → Shipping → Create Shipping Order or Shipping Orders → “Create New Order”
2. Configure order header:
   • Customer: Select ship-to customer from dropdown
   • Bill To: Auto-fills from ship-to customer or select different billing customer
   • Warehouse: Choose shipping warehouse
   • Delivery Date: Set requested delivery date
   • Order Type: Select Standard, Quote, or Drop Shipment
   • Reference Numbers: Add customer PO or internal references
   • Ship Via: Select transportation method (defaults from customer record)
   • Terms: Payment terms (defaults from customer record)
   • Address: Verify or override shipping address
3. Click “Save” to create order header
4. Navigate to Line Items tab
5. Add line items:
   • Click three dots icon to search and select items
   • Enter Ordered quantity
   • Unit Price automatically calculates based on customer pricing (editable)
   • Location defaults from item master or specify bin
   • Add Serial Numbers for serialized items
   • Include Notes for special instructions
6. Click “Save” to store line items
7. If approval workflows enabled, click “Approve” on Header tab (or wait for authorized approver)
8. Return to Line Items tab and click “Issue” button
9. On Direct Issue screen:
   • Click “Load All” to auto-select inventory by location/serial
   • Or manually select units by clicking three dots icon in location/serial fields
   • For multi-location items, split lines and specify quantity per location
10. Click “Save” to review, then “Issue” to allocate inventory
11. Items removed from stock, packing slip link displays
12. Click “Complete” to finalize order (or use Pack workflow if enabled)

Features:

• Real-Time Inventory: Live stock validation and automatic allocation
• Customer Pricing: Automatic price level application with quantity breaks
• Multi-Location Support: Pick from multiple warehouse locations with line splitting
• Serial Number Tracking: Full serial number selection and validation
• Backorder Automation: Auto-create backorders for unfulfilled quantities (Admin Option 280)
• Assembly Loading: Auto-add component items from bill of materials (Admin Option 182)
• Job Integration: Load PO line items linked to jobs (Admin Option 219)
• Bulk Loading: Add all warehouse inventory at once (Admin Option 187)
• Status Tracking: Complete lifecycle management from creation to delivery
• Document Generation: Pick lists, packing slips, invoices, bills of lading

Line Item Fields

Understanding field behavior in shipping order line items:

Quick Orders

Quick orders provide a streamlined shopping cart interface for rapid multi-item order creation with minimal data entry, ideal for repeat customers and standard product shipments.

Workflow:

1. Navigate to Orders → Shipping → Quick Order
2. Select Warehouse from dropdown
3. Choose Ship To customer (applies pricing and tax automatically)
4. Select view mode:
   • View Cart and All Available Items: General browsing
   • View Cart and Previously Ordered Items: Focus on customer history
   • View Cart - Category: Browse by product categories
   • View Cart - Description: Description-based search
   • View Cart - Simple: Minimal interface for known item IDs
5. Add items to cart:
   • Use Search field or browse item list
   • Enter Units for each item (check Available field for stock levels)
   • Navigate pages as needed (remember to save before switching pages)
6. Click “Save” to store cart items
7. Click “Review” to examine complete order with pricing
8. Click “Place Order” to create shipping order
9. Click blue shipping order number to access created order
10. Complete order using standard shipping order workflow (approve, issue, complete)

Features:

• Shopping Cart Model: Add multiple items before order creation
• Multiple View Modes: Flexible browsing options for different workflows
• Automatic Pricing: Customer price level with quantity breaks
• Real-Time Availability: Stock level visibility during selection
• Order History Integration: Quick access to previously ordered items
• Rapid Conversion: Creates standard shipping order for full workflow

See Quick Orders for complete documentation on view modes, search capabilities, and mobile quick order workflows.

Quotes

Quotes provide customer price quotations without inventory commitment or shipping, convertible to standard orders when approved.

Workflow:

1. Create shipping order as normal
2. Set Order Type to “Quote” in header
3. Add line items with current pricing
4. Save and send to customer for review
5. When approved, change Order Type to “Standard”
6. Process as normal shipping order (approve, issue, complete)

Features:

• No Inventory Impact: Quotes don’t allocate or reserve inventory
• Current Pricing: Uses active customer price levels and quantity breaks
• Easy Conversion: Change order type to convert quote to standard order
• Quote Tracking: Separate status filter for managing open quotes

Use Cases:

• Customer price quotations
• Budget planning and cost estimates
• RFQ (Request for Quote) responses
• Pricing validation before commitment

Drop Shipments

Drop shipments coordinate direct supplier-to-customer shipments without warehouse inventory movement, ideal for special orders or vendor-direct fulfillment.

Workflow:

1. Create shipping order as normal
2. Set Order Type to “Drop Shipment” in header
3. Add line items with customer pricing
4. Coordinate with supplier for direct shipment to customer
5. Update order status as shipment progresses
6. Complete order when customer receives items

Features:

• No Warehouse Inventory: Items never enter your warehouse
• Supplier Coordination: Links supplier and customer transactions
• Documentation Generation: Supplier instructions and customer notifications
• Order Tracking: Monitor shipment through final delivery

Use Cases:

• Special order items not stocked in warehouse
• Large or bulky items shipped direct from manufacturer
• Just-in-time fulfillment without inventory carrying costs
• Vendor-managed inventory programs

Mobile Order Issuing

Complete order fulfillment directly from mobile devices for warehouse floor efficiency.

Workflow:

1. Navigate to Orders → View Shipping Orders on mobile
2. Select the shipping order from the list
3. Review items on the order
4. Select items to issue using checkboxes
5. Click “Complete” button
6. Click “Issue” button in top right
7. System removes items from inventory and completes shipping order

Features:

• Partial Issuing: Select specific items to issue, leave others for later
• Barcode Scanning: Scan items during picking for accuracy verification
• Real-Time Updates: Inventory immediately updated upon issue
• Order Completion: Automatic shipping order status updates

See Inventory Pro Mobile for mobile application features and workflows.

Advanced Workflow Features

Packing Operations

When packing is enabled (Admin Option 153), shipping orders use a combined issue and pack workflow for integrated warehouse operations.

Workflow:

1. From Line Items tab, click “Start Issue” button
2. Confirm issue initiation
3. Select units by location/serial or click “Load All” for auto-selection
4. Click “Save” to review
5. Click “Issue” button
6. Order status changes to “Packed” (not completed)
7. Packing slip link displays
8. Navigate to Orders → Shipping Orders
9. Select “Packed” in Status dropdown
10. Click “Ship” to finalize and complete order
11. Or click “Return” to unpack and return items to inventory

Features:

• Staged Workflow: Separate packing from final shipment
• Pack Review: Verify packed items before shipping
• Return Capability: Unpack orders if shipping delayed or canceled
• Backorder Creation: Auto-create backorders for unfulfilled quantities

Picking Strategies

Inventory Pro supports multiple inventory selection methods during the issue process to optimize warehouse operations and meet business requirements for inventory rotation.

FIFO Picking (First In, First Out)

FIFO selection ships the oldest inventory first based on receive date, minimizing stock aging and obsolescence risk.

How It Works:

1. Click “Load All” button on issue screen
2. System calls LoadIssueItems stored procedure
3. Items selected by oldest receive date (DateIn field)
4. Secondary sort by location priority and commit status
5. Quantities split across multiple locations if needed

When to Use:

• Standard inventory rotation requirements
• Date-sensitive items (food products, pharmaceuticals, chemicals)
• Minimizing obsolescence and spoilage risk
• Compliance with accounting FIFO cost flow assumptions

Configuration:

• FIFO is the default picking method when using Load All
• No specific admin option required-built into core allocation logic
• Committed stock prioritized over uncommitted stock

FEFO Picking (First Expired, First Out)

FEFO selection prioritizes items with the nearest expiration dates, regardless of when they were received.

How It Works:

1. System checks expiration date (ExpDate) field during allocation
2. Items with earliest expiration selected first
3. Falls back to FIFO (receive date) when expiration dates are equal
4. Requires expiration dates populated in inventory records

When to Use:

• Perishable goods with expiration dates
• Medical supplies and pharmaceuticals
• Chemical products with shelf life limits
• Any product with mandatory expiration tracking

Best Practices:

• Capture expiration dates during receiving
• Run regular expiration audit reports
• Configure expiration alerts for approaching dates
• Review expired inventory report monthly

Manual Selection

Override automatic picking when special circumstances require specific lot or location selection.

Workflow:

1. From issue screen, manually enter location and serial number
2. Or click location dropdown to select specific bin
3. System validates selected inventory exists and is available
4. Proceed with save and issue

When to Use:

• Customer requests specific lot numbers
• Quality hold releases requiring specific batches
• Segregated inventory for specific customers
• Testing or sample pulls from designated stock
• Warranty or recall traceability requirements

Restrictions:

• Cannot select inventory on hold
• Cannot select inventory committed to other orders (without release)
• Serial numbers must match item’s serialization configuration

Load All Button Behavior

The Load All button automates inventory allocation using configured picking rules.

Allocation Logic:

1. Committed Stock First: Items committed via Commit Stock prioritized
2. Date-Based Selection: FIFO by receive date (or FEFO if expiration tracking enabled)
3. Location Priority: Higher priority locations selected first within date grouping
4. Quantity Splitting: Automatically splits across locations when single location insufficient
5. Shortage Handling: Flags items with insufficient stock, triggers backorder logic

User Notifications:

• Items with partial availability display warning with requested vs. available quantities
• Items with zero availability display “No units available” message
• Job mismatch warnings when inventory loaded doesn’t match job assignment (Admin Option 219)

Configuration:

• Admin Option 21: Allow Auto Load (Load All) button visibility
• Admin Option 219: Job association validation for loaded inventory
• Admin Option 280: Backorder automation for shortages

Zone Picking

Organize warehouse picking by zones for parallel picking operations and reduced travel time.

How It Works:

• Warehouse locations assigned to zones via location master data
• Multi-pick lists can be generated by zone
• Multiple pickers work zones simultaneously
• Items consolidated at packing station after zone picks complete

Benefits:

• Reduced picker congestion in high-traffic areas
• Parallel picking increases throughput
• Specialized zones for temperature, security, or equipment needs
• Optimized travel patterns within each zone

Implementation:

• Define zones in warehouse location configuration
• Assign locations to appropriate zones
• Generate zone-specific pick lists using Multi Pick Lists feature
• Coordinate zone picking with packing station workflow

See Warehouse Locations for zone configuration details.

Backorder Handling

When order quantities exceed available inventory, the backorder system manages partial fulfillment and remaining quantity tracking.

Backorder Configuration

Admin Option 280 controls automatic backorder creation behavior:

Access: System → Admin Options → Option 280

Backorder Workflow

Scenario: Order quantity 50 units, only 30 available in warehouse.

Always Mode:

1. User clicks Issue on shipping order
2. System detects 20-unit shortage
3. Automatically creates new backorder for 20 units
4. Issues 30 units from original order
5. Original order marked as completed with partial shipment notation
6. New backorder appears in Shipping Orders list with “Backorder” status

Prompt Mode:

1. User clicks Issue on shipping order
2. System displays dialog: “Insufficient stock. Create backorder for 20 units?”
3. User selects Yes or No
4. If Yes: Same as Always mode
5. If No: Issue blocked until user adjusts quantity or adds stock

Never Mode:

1. User clicks Issue on shipping order
2. System displays error: “Cannot issue-insufficient quantity”
3. Issue blocked until full 50 units available
4. User must either wait for stock or manually adjust order quantity

Backorder Management

Viewing Backorders:

• Navigate to Orders → Shipping → Shipping Orders
• Filter by Status: Backorder to see all open backorders
• Backorder Report (Report 112) provides detailed backorder analysis

Fulfilling Backorders:

1. Receive new inventory through standard receiving process
2. Open backorder from Shipping Orders list
3. Verify stock now available using Load All or manual selection
4. Complete standard issue and ship workflow
5. Backorder converts to completed order

Backorder Prioritization:

• Consider oldest backorders first (FIFO by backorder date)
• Review customer priority and relationship importance
• Check promised delivery dates and customer expectations
• Coordinate with purchasing for expected receipt dates

Customer Communication:

• Notify customers when backorder created (email notification if configured)
• Provide expected fulfillment date when known
• Update customers when backorder shipped
• Document communications in Contact History

Related Admin Options for Backorders

Assembly Loading

When Admin Option 182 is enabled, automatically add bill of materials components for assembly items.

Workflow:

1. Add assembly item to line items
2. Click “Load from BOM” button
3. System adds all component items with quantities
4. Validates component availability before processing
5. Review and adjust as needed
6. Issue as normal

Use Cases:

• Kit assembly and shipping
• Custom product configuration
• Manufacturing work orders
• Product bundling

Job Integration

When Admin Option 219 is enabled, load all PO line items linked to a specific job for coordinated project fulfillment.

Workflow:

1. Click “Load from Job” button in line items
2. Select job from dropdown
3. System adds all PO line items linked to job
4. Review and adjust quantities
5. Maintains job cost tracking through shipping

Use Cases:

• Project-based fulfillment
• Job cost tracking
• Construction project deliveries
• Multi-phase project coordination

Bulk Warehouse Loading

When Admin Option 187 is enabled, add all available inventory from warehouse at once for warehouse clearing or bulk operations.

Workflow:

1. Click “Load Warehouse” button in line items
2. System adds all items with available inventory
3. Review and adjust quantities before processing
4. Issue as normal

Use Cases:

• Warehouse closing or relocation
• Bulk shipments to distribution centers
• Inventory liquidation
• Emergency stock transfers

Customer and Carrier Management

Customer Management

Maintain customer master data for accurate shipping and billing.

Access: Orders → Shipping → Customers / Contacts

Key Customer Fields:

Bill To / Ship To Relationships:

• Use Location Of field to link ship-to addresses to bill-to customers
• Example: Construction company headquarters (bill-to) and work site (ship-to)
• When selecting work site as ship-to, system auto-fills headquarters as bill-to
• One bill-to customer can have unlimited ship-to locations
• Bill-to customers can still receive direct shipments

Adding/Editing Customers:

1. Navigate to Orders → Shipping → Customers / Contacts
2. Click “Add Customer” or pencil icon next to existing customer
3. Enter applicable fields
4. Click “Save”

Note: No audit log for customer record edits-maintain external change tracking if required for compliance.

Carrier Management

Manage shipping carriers and transportation methods for freight coordination.

Access: Orders → Management → Carriers

Carrier vs Ship Via:

• Carrier: Company name (e.g., Schneider Trucking)
• Ship Via: Transportation method (e.g., Truck, Air, Ground)
• Example: Order ships via “Truck” by “Schneider Trucking” carrier

Key Carrier Fields:

• Contact information (name, phone, email, address)
• User ID: If carrier has account in your system
• URL: Carrier tracking webpage
• URL Username/Password: Your company credentials for carrier site
• Discontinue: Checkbox to prevent carrier selection
• Authorized for Returns: Checkbox to allow carrier for return shipments

Adding/Editing Carriers:

1. Navigate to Orders → Management → Carriers
2. Click “Add a Carrier” or pencil icon next to existing carrier
3. Fill in contact information and configuration
4. Click “Save”

Order Modification and Management

Modifying Shipping Orders

Edit existing orders before they are issued and inventory is allocated.

Workflow:

1. Navigate to Orders → Shipping → Shipping Orders
2. Search for order by number or customer
3. Click order number to open
4. Navigate to Line Items tab
5. Make changes:
   • Delete Line: Check box left of item ID, click “Delete”, then “Save”
   • Delete All Lines: Click “Delete All” button
   • Change Quantity: Type new value in Ordered column or use arrows, click “Save”
   • Add Line: Click three dots icon on empty line, select item, enter details, click “Save”
   • Change Item: Click three dots icon on existing line, select new item, click “Save”
6. Final save to commit changes

Restrictions:

• Cannot modify orders after issue (inventory allocated)
• Cannot modify completed or canceled orders
• Approved orders may require re-approval after changes (depending on workflow configuration)

Canceling Shipping Orders

Cancel orders before completion to release any allocated inventory and prevent shipping.

Workflow:

1. Navigate to Orders → Shipping → Shipping Orders
2. Search for order by number
3. Click order number to open
4. Click “Cancel” button on header
5. Order canceled and moved to Canceled Shipping Orders list
6. Any allocated inventory released back to available stock

Note: Canceled orders remain in system for historical tracking and reporting but cannot be reactivated. Create new order if needed.

Documentation and Printing

Pick Lists

Pick lists show items to pull for an order with warehouse locations for efficient picking.

Workflow:

1. Navigate to Orders → Shipping → Shipping Orders
2. Search for order
3. Click icon in Pick List column or Lines column
4. If clicked Lines, click third printer icon on Line Items tab
5. Printable pop-up window displays

Use Cases:

• Warehouse picking instructions
• Location-based pick route optimization
• Pick verification and accuracy
• Training new warehouse staff

Packing Slips

Packing slips provide customer-facing documentation of shipped items for inclusion with packages.

Workflow:

1. Navigate to Orders → Shipping → Shipping Orders
2. Search for order
3. Click icon in Packing Slip column or Lines column
4. If clicked Lines, click second printer icon on Line Items tab
5. Printable pop-up window displays

Note: Packing slip link automatically appears after order is issued. Above steps for printing additional copies.

Use Cases:

• Package contents documentation
• Customer receiving verification
• Return reference documentation
• Shipment tracking

Multi Pick Lists

Generate consolidated picking lists across multiple orders for batch processing and warehouse route optimization.

Access: Orders → Shipping → Multi Pick Lists

Features:

• Efficiency: Optimize warehouse picking routes across multiple orders
• Batch Processing: Handle multiple orders simultaneously
• Location Optimization: Sort by warehouse locations for sequential picking
• Resource Planning: Coordinate picking staff and equipment
• Time Savings: Reduce travel time in warehouse

Workflow:

1. Navigate to Orders → Shipping → Multi Pick Lists
2. Select orders to include in consolidated pick list
3. Choose sort order (by location, item, order)
4. Generate and print multi-pick list
5. Warehouse staff picks all items on single route
6. Distribute items to individual orders for packing

Shipping Manifests

Create carrier manifests for shipment coordination, pickup scheduling, and tracking integration.

Access: Orders → Shipping → Manifests

Features:

• Carrier Integration: Electronic manifests for major carriers
• Pickup Scheduling: Coordinate carrier pickup times
• Tracking Integration: Link tracking numbers to orders
• Delivery Confirmation: Monitor delivery status

Workflow:

1. Navigate to Orders → Shipping → Shipping Manifests
2. Click “Create New Shipping Manifest” or select existing manifest
3. Enter header information:
   • Customer: Required for manifest creation
   • Carrier: Required - transportation company
   • Supplier: Required if supplier coordination needed
   • Warehouse: Required - source warehouse
   • Other optional fields (date, reference, notes)
4. Navigate to Manifest Orders tab
5. Check checkboxes next to orders to include in manifest
6. Click “Save”

Use Cases:

• Freight carrier coordination
• Multi-order shipment consolidation
• Pickup scheduling and coordination
• Carrier performance tracking

Contact History

Track all customer communications and activities for relationship management and service quality.

Access: Orders → Management → Contact History

Features:

• Communication Log: Document all customer interactions
• Activity Tracking: Record calls, emails, meetings, issues
• Service History: Build comprehensive customer relationship timeline
• Issue Resolution: Track problem resolution and follow-up

Adding Contact Records:

1. Navigate to Orders → Management → Contact History
2. Click plus icon next to customer
3. Enter information in Notes field
4. Click “Add” button

Use Cases:

• Customer service documentation
• Issue escalation and resolution
• Sales activity tracking
• Relationship management

Bulk Import

For high-volume operations or data migration, use the bulk import feature to load shipping orders from external files.

Access: Utilities → General → Import and Export → Shipping Order Import

Supported File Formats: CSV, XLS, XLSX

Supported Data:

• Order numbers and customer information
• Warehouse and shipping addresses
• Line items with quantities and pricing
• Delivery dates and special instructions
• Reference numbers and notes

Workflow:

1. Prepare data file with column headers matching import template
2. Navigate to Utilities → Import and Export → Shipping Order Import
3. Upload file (CSV, XLS, or XLSX)
4. System validates and loads data
5. Review imported orders for accuracy
6. Process orders using standard workflows

Benefits:

• Process multiple orders simultaneously
• Integrate with external order management systems
• Reduce manual data entry errors
• Maintain order history during system migrations

Prerequisites:

• Customer records must exist in system before import
• Use Customer Import feature to bulk load customer master data if needed
• Item IDs must match existing inventory items
• Warehouse codes must be valid

See Import & Export for template download and detailed import procedures.

Validation and Business Rules

The system enforces several rules during shipping order creation and processing:

Customer Validation:

• Customer must exist and be active
• Ship-to address required (from customer record or override)
• Credit limit warnings if customer exceeds limit (doesn’t prevent order creation)

Inventory Validation:

• Items must be active and enabled for selected warehouse
• Sufficient inventory available for issue (or backorder created)
• Items not on hold or allocated to other high-priority orders
• Serial numbers validated for uniqueness and item assignment

Order Processing:

• Minimum one line item required
• Valid customer and warehouse required
• Cannot issue more than ordered quantity without override
• Cannot complete order without issuing all lines (or creating backorders)
• Approval required before issue if workflows enabled

Pricing Rules:

• Uses customer price level for unit pricing
• Manual price overrides allowed if authorized
• Quantity break discounts applied automatically
• Zero prices generate warnings but can proceed if approved

Admin Options

Key configuration options affecting shipping order operations:

Best Practices

Order Management: Verify customer information and shipping addresses during order creation to prevent delivery failures and returns. Ensure adequate stock levels before accepting large orders or setting delivery commitments. Establish clear delivery priority guidelines and communicate realistic timeframes to customers. Maintain complete order records and document all customer communications in contact history. Review pending orders regularly and follow up on delays or issues proactively.

Warehouse Operations: Maintain accurate bin location assignments in item master data to enable efficient picking. Optimize picking routes using multi-pick lists for batch order processing. Establish consistent packaging procedures and quality standards across all warehouse staff. Implement verification steps before shipping, including barcode scanning or visual confirmation of items and quantities. Use serial number tracking for high-value or warranty items. Process returns efficiently with proper reason codes and restocking procedures.

Customer Service: Provide regular shipping status updates to customers throughout order lifecycle, from order acceptance through delivery confirmation. Monitor shipments through final delivery using carrier tracking integration. Address delivery problems and customer complaints promptly with documented resolution steps. Handle returns efficiently with clear processes for authorization, inspection, and credit processing. Use contact history to track all customer interactions and build comprehensive service timelines. Set realistic delivery expectations based on current inventory and warehouse capacity.

Troubleshooting

“Cannot allocate sufficient inventory for order”

• Problem: Insufficient stock to fulfill order quantities
• Solution: Check available inventory levels, review holds or commitments to other orders. Consider partial shipment with backorder creation
• Prevention: Real-time inventory monitoring, safety stock levels, demand forecasting

“Customer pricing incorrect on order”

• Problem: Wrong unit prices displayed for customer
• Solution: Verify customer price level assignment (0-5) and item pricing tiers in item master. Check for active price agreements or special customer pricing
• Prevention: Regular pricing configuration review, customer master data validation

“Shipping address validation failed”

• Problem: Invalid or incomplete address prevents order processing
• Solution: Validate address format and completeness. Use address override feature or update customer master record with correct address
• Prevention: Maintain current customer address information, implement address validation during customer setup

“Order stuck in approval process”

• Problem: Order awaiting approval but approver unavailable
• Solution: Check approver availability and workflow configuration. Establish backup approval procedures for absences
• Prevention: Configure multiple approvers, set approval escalation rules, document approval policies

“Incorrect items picked for shipment”

• Problem: Wrong items or quantities picked from warehouse
• Solution: Review pick list accuracy, verify item locations in warehouse master. Implement barcode scanning for pick verification
• Prevention: Regular warehouse location audits, pick verification procedures, training on pick list usage

“Cannot complete order - backorder error”

• Problem: Order won’t complete due to unfulfilled quantities
• Solution: Enable backorder creation (Admin Option 280) or manually create backorder for remaining items. Verify all issued quantities match ordered quantities or are properly documented
• Prevention: Configure backorder automation, communicate partial shipment policies to customers

“Package weight calculation incorrect”

• Problem: Shipping costs wrong due to weight errors
• Solution: Verify item weights in item master data and package specifications. Recalculate package weights including packaging materials
• Prevention: Regular item weight data updates, weighing verification during receiving

Key Reports

Access shipping order reports via Reports → [Search] or from shipping module screens.

Shipping Order History (Report 101): Complete transaction log showing all shipping orders with filtering by customer, date range, warehouse, and order status. Displays order number, date, customer, bill-to, items shipped, quantities, values, order source (standard, quick order, quote), and current status. Primary report for tracking all outbound shipments and analyzing shipping patterns.

Customer Order History (Report 103): Customer-specific order analysis showing all orders including quotes and drop shipments. Filter by date range and customer for targeted analysis. Useful for identifying repeat order patterns, frequently ordered items, and customer buying behavior. Use for account reviews and customer service inquiries.

Item Sales Analysis (Report 107): Identifies items frequently shipped for inventory optimization and demand forecasting. Shows sales velocity, order frequency, customer distribution, and revenue contribution. Use to optimize warehouse layout by placing high-velocity items in accessible locations. Filter by date range, warehouse, and item category.

Pick List (Report 110): Warehouse picking document showing items, quantities, warehouse locations, and pick sequence. Can be printed for individual orders or consolidated across multiple orders (multi-pick). Supports barcode printing and location-based sorting. Primary document for warehouse picking operations.

Packing Slip (Report 111): Customer-facing document with order details, items, quantities, shipping information, and pricing. Auto-generated from shipped orders for inclusion with packages. Supports customer logo and custom formatting. Legal shipping document for customer receiving verification.

Backorder Report (Report 112): Shows all open backorders with original order dates, customers, items, outstanding quantities, and expected fulfillment dates. Use to prioritize purchasing and production. Filter by customer, item, or age for targeted analysis.

Shipping Manifest (Report 114): Carrier manifest consolidating multiple shipments for freight coordination. Shows all orders on manifest with customers, items, total weight, package count, and carrier information. Required for freight carrier pickup scheduling.

All reports support filtering by date range, warehouse, customer, item, order status, and user. Export to Excel for further analysis, pivot tables, or integration with external systems.

Related Topics

• Quick Orders - Streamlined shopping cart interface for rapid order creation
• Mobile Orders - Mobile picking, packing, and shipping with barcode scanning
• Mobile Deliveries - Delivery tracking and proof of delivery
• Returns - Shipping order returns and customer credits
• Shipping Reports - Pick lists, packing slips, and order status
• Customer Management - Customer master data and pricing configuration
• Customer Reports - Customer lists and sales analysis
• Issue Stock - Inventory issuing procedures
• Warehouse Locations - Location management and optimization
• Import & Export - Bulk data loading procedures