Shipments

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

• On creating a shipment and an order pre-receipt, this number is mandatory. You can:
• Enter this information
• Use the automatic numbering. The number is assigned on recording the creation.
  This number is dependent on the setup of the sequence number assigned to the Shipments type document from the Purchasing module (Sequence number structures and Sequence number assignment functions).
• On recording a shipment pre-receipt, this field cannot be entered. It is the shipment number selected from the shipment selection panel.

This is the shipment identification number.

Help common to the Shipments, Shipment pre-receipt and Order pre-receipt functions.

The shipment status cannot be specified. It then automatically takes the value:

• Created upon the shipment creation.
  This status authorizes the modification of the quantities on the order lines.
• Shipped. This status is only available for Shipments and Shipment pre-receipts. It is displayed when you check the Shipped flag on the shipment level to indicate that the shipment has effectively been sent.
• Pre-received as soon as the Pre-receipt of the shipment has been recorded. This status does not allow the modification of the quantities on the order lines.
• Received as soon as part of the receipt has been recorded.
• Closed as soon as all shipment lines have been received or the shipment has been manually closed.

This field indicated the shipment date. It is loaded by default with the date of the day.

This date is for information purposes only.

Help common to the Shipments, Shipment pre-receipt and Order pre-receipt functions.

This check box is only available from the Shipment function. Enable it to indicate that the shipment has been sent. The shipment status automatically changes from Created to Shipped.

This indication for information only, no action is associated with it.

Help common to the Shipments, Shipment pre-receipt and Order pre-receipt functions.

This field is used to specify the site to which the purchase orders or the freight containers that you want to select are linked. Choosing a site allows you to filter in the selection panel only the purchase orders and freight containers recorded for this site. Once the first order or the first container has been selected, the site can no longer be modified.

In a shipment, if you want to save orders or freight containers originating from different sites (but belonging to the same company), leave that field empty and use the Picking criteria to carry out your selection.

Help common to the Shipments, Shipment pre-receipt and Order pre-receipt functions.

Use this field to specify the supplier to which the purchase orders or the freight containers that you want to select are linked. Choosing a supplier allows you to filter in the selection panel only those purchase orders placed with this supplier or the freight containers associated with this supplier.

If you have also entered a site:

• The order selection panel is filtered with only the orders placed on that site with the specified supplier.
• The freight container selection panel is filtered with only the containers associated with this site and defined for the specified supplier.

Once the first order or the first container has been selected, the supplier can no longer be modified.

For a given shipment, if you want to save orders placed with different suppliers, or freight containers defined for different suppliers, leave that field empty and use the Picking criteria to carry out your selection.

Enter the BP code or use the Lookup tool to search from the BP table.

It is the BP in charge of the logistics operations relating to the shipment. For example, a forwarding agent or a shipping agent.

This field cannot be entered. It displays the shipment management mode, which is automatically defined based on your shipment setup:

• Single-container:
  This field displays this value if you enter a container (that must have the "freight" type). The freight container selection list is filtered and only includes those freight containers sharing the same container. Specify the quantity of containers used. This information will determine the maximum capacity you can use.
• Multi-container:
  This field displays this value if you do not enter any container. You can then select in your shipment freight containers having different containers.
• Order lines:
  This field displays this value if you do not enter any container and you select those deliveries impacted by your shipment.
  

If you perform a single-container shipment, specify the "freight" type container used in the shipment. The freight container selection list is filtered and only includes those freight containers sharing the same container.

This information, which is linked to the quantity of containers used, will determine the maximum weight and maximum volume to be shipped.

Leave this field blank if you want to perform a shipment with multiple containers, or a shipment of order lines.

This field can only be entered when a container is specified.

Specify the number of containers used during the shipment. This information will determine the maximum weight and maximum volume to be shipped.

This field can only be entered when you perform a shipment of multiple containers or a shipment of orders. Enter the maximum shipment weight.

With a single container type management, the maximum shipment weight is automatically calculated based on the type and quantity of containers being used. It cannot be modified.

Specify the weight unit used. When a container is entered, the unit used is the one defined for this container and it cannot be modified.

This field can only be entered when you perform a shipment of multiple containers or a shipment of orders. Enter the maximum shipment volume.

With a single container type shipment, the maximum shipment volume is automatically calculated based on the type and quantity of containers being used. It cannot be modified.

Specify the volume unit used. When a container is entered, the unit used is the one defined for this container and it cannot be modified.

 This is the total weight of the containers or orders selected for shipment.

 This is the total volume of the containers or orders selected for shipment.

The available weight corresponds to the difference between the maximum weight and total weight of the shipment.

The available volume corresponds to the difference between the maximum volume and total volume of the shipment.

You can enter the transport number. The essential information related to the transport will be automatically displayed, such as the departure and arrival date and places, the transport mode and the carrier. Leave this field empty if you want to be able to enter or modify this information freely.

This non modifiable field displays the transport description.

If you enter a transport number, the Carrier code is automatically displayed and cannot be modified.

If you need to modify or enter this information freely, delete the transport number.

If you enter a transport number, the transport mode is automatically displayed and cannot be modified.

If you need to modify or enter this information freely, delete the transport number.

If you have entered a transport number, the departure Place linked to the transport is automatically displayed and cannot be modified.

If you need to modify or enter this information freely, delete the transport number. If you enter the arrival place, you must also enter the departure place (and conversely).

If you have entered a transport number, the country of origins linked to the transport is automatically displayed and cannot be modified.

If you need to modify or enter this information freely, delete the transport number.

If you enter a transport number, the arrival Place linked to the transport is automatically displayed and cannot be modified.
If you need to modify or enter this information freely, delete the transport number. If you enter the arrival place, you must also enter the departure place (and conversely).

If you have enter a transport number, the destination country linked to the transport is automatically displayed and cannot be modified.
If you need to modify or enter this information freely, delete the transport number.

If you enter a transport number, the departure date linked to the transport is automatically displayed and cannot be modified.
If you need to modify or enter this information freely, delete the transport number.

If you have entered a transport number, the planned arrival date linked to the transport is automatically displayed and cannot be modified.
If you need to modify this information, delete the transport number and save.

If you have not entered a transport number, the planned arrival date is automatically calculated based on the departure date as follows:

Arrival date + Transport lead time between the departure place and arrival place + release lead time at arrival place + potential days difference entered manually in the function.

The transport lead time considered between the departure place and arrival place is the one defined for the specified transportation mode and carrier. 
If this setup does not exist for the given carrier, the transport lead time defined for the transportation mode is considered. If no setup has been defined for this transportation mode, then the transport lead time defined between the departure place and arrival place is considered. Otherwise, the calculation is performed with no transport lead time.
The calculated date remains available for modification.

For example:
Let us consider the following transport lead times defined between Paris (departure place) and Geneva (arrival place):
Line 1: Carrier: DHL - Transport mode: AIR --> 1 day
Line 2: Carrier: DHL - Transport mode: ROAD --> 2 days
Line 3: Carrier: ---    - Transport mode: ROAD --> 2 days
Line 4: Carrier: ---    - Transport mode: not defined --> 4 days

The considered transport lead times are:

• Shipment by DHL by road: line 2
• Shipment by DHL by rail: line 4
• Shipment by DHL by road: line 3
• Shipment by DHL by air: line 4

In order to calculate the planned receipt date of order lines when the arrival date has not been specified, the planned arrival date is used.

• If you enter a transport number, the arrival date linked to the transport is automatically displayed and cannot be modified.
  If you need to modify or enter this information freely, delete the transport number.
• If you have not entered a transport number, you need to enter the following information beforehand so the date can be calculated automatically: Departure place, Arrival place and Departure date.

This arrival date is used to calculate the planned receipt date of order lines. By default, the planned arrival date is used.

If you have entered a transport number, the time lag date linked to the transport is automatically displayed and cannot be modified. If you need to modify this information, delete the transport number and save.

If you have not entered a transport number, you can freely enter a time lag in number of days (integers). This difference is considered when calculating the expected arrival date. This can be a delay causing the initially planned arrival date to be behind schedule.
When recording the shipment, the entered value increments the Total days difference. The time difference to be applied is reseted: you can enter a new time difference if needed.

This field cannot be entered. It is incremented automatically each time you enter a number of days in the field Shift to apply.

Purchase order number.

This is the purchase order line.

Number of the selected container.

This is the freight container identification code defined for the international trade, according to the ISO 4 standards: 4 alphanumeric characters followed by 7 numeric characters.

This flag cannot be entered. Its value is taken from the setup carried out at the container level.

Ordered product reference.

This is the description translated into the supplier's language.

This is the description from the product record.

This field displays the unit in which the order is done and cannot be modified.

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

This field contains the dispatched quantity.

• In the Shipment screen used for order lines, you can only modify the quantity when the order line is not included in a container. If the order line is included in a container, the modification must be carried out at the container level.
  When partially shipping orders including products with landed costs in a cost structure, the amount of costs for the related shipped lines is recalculated based on the quantity, but also on the criteria affecting the calculation (in particular the weight and volume).
  
• In the container shipment screen and in the Pre-receipt screens, the quantity cannot be modified.

This non modifiable field shows the line shipment status:

• No:
  The shipment status is Created. No quantity has been shipped yet.
• Partially:
  The shipped quantity is lower than the ordered quantity.
• Totally:
  The shipped quantity is greater than or equal to the ordered quantity.

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

This field contains the expected arrival date of the shipment. This date is calculated automatically as follows:
Arrival date or expected arrival date + transport lead time from the transport arrival place to the receiving site of the order line + release time on the receipt site (place).

Since no transport mode or carrier is specified on the shipment line of the order line for carrying the goods from the arrival place to the receipt site, the considered lead time is the one set up without carrier and with a Not defined transport mode. If this setup is not available, the calculation of the planned receipt date is performed with no transport lead time.

If the information required for the calculation is not provided, the date is initialized based on the planned receipt date of the order.

This date can be modified as long as the shipment status is Created. Any modification to this date at the level of the Shipment function is automatically applied at the level of the Pre-receipt screen, and vice-versa.

The date is also updated in the ORDERS table used in the MRP calculation. However, it is not updated in the order. 

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

This field contains the pre-received quantity. This quantity can only be entered at the level of the pre-receipt screen as long as the status of the shipment is 'Created'.
When all the shipment lines have an entered quantity, the shipment status goes from 'Created' to 'Pre-receipt'.

In Shipment pre-receipt:

• Click the Pre-receipt action from the Actions panel to automatically initialize, on each line, the pre-receipt quantity based on the shipped quantity. The Pre-receipt flag is then automatically enabled. This action is only available when no pre-receipt quantity has been entered.
• You can enter a pre-received quantity equal to 0 and still specify that the line has been pre-received. You use this specific setup to manage situations where the goods are never received (e.g.: theft or loss). The shipment line cannot be selected on Receipt but a shipment can be created again for the order line.

This field indicates if the line has been subject to a pre-receipt. It cannot be modified.

 InShipment pre-receipts, you can indicate that the line has been pre-received while entering a pre-received quantity of 0. You use this specific setup to manage situations where the goods are never received (e.g.: theft or loss). The shipment line cannot be selected on Receipt but a shipment can be created again for the order line.

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

• In the Shipment screen used for order lines, you can only modify the weight when the order line is not included in a container. If the order line is included in a container, the modification must be carried out at the container level.
  When partially shipping orders including products with landed costs in a cost structure, the amount of costs for the related shipped lines is recalculated based on the quantity, but also on the criteria affecting the calculation (in particular the weight and volume).
  
• In the Container shipment screen and in the Pre-receipt screens, the weight cannot be modified.

This field displays the weight unit specified on the reference document.

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

• In the Shipment screen used for order lines, you can only modify the volume when the order line is not included in a container. If the order line is included in a container, the modification must be carried out at the container level.
  When partially shipping orders including products with landed costs in a cost structure, the amount of costs for the related shipped lines is recalculated based on the quantity, but also on the criteria affecting the calculation (in particular the weight and volume).
  
• In the container shipment screen and in the Pre-receipt screens, the volume cannot be modified.
  

This field displays the volume unit specified on the reference document.

Order line excluding tax amount. This field is not editable.

This field displays the company management currency.

code of the issuing site of the order line.

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

This non modifiable field indicates whether the line is closed or not in view of its receipt and pre-receipt.

The line is automatically closed when the receipt is closed.

You can also manually close a shipment/pre-receipt line or the whole shipment/pre-receipt in one of the following situations:

• the goods have been partially received or not received,
• the goods are not compliant and have been rejected.

Click Close from the Actions icon in order to manually close a shipment/pre-receipt line.

Click Ship. closed from the Actions icon in order to completely close the shipment/pre-receipt.

This non modifiable field displays the receipt site of the line.

Help common to functions: Shipments and Shipment pre-receipt. This field is also displayed, but not determining, in the Order pre-receipt function.

The landed cost coefficient is initialized to the one of the order and can be modified, except in the Shipment pre-receipt function.
The management of this field depends on the method used to determine the landed costs. When it can be entered, the landed cost coefficient must be greater than or equal to 1.

It is used to impact the order price of the shipment by including costs that have been previously estimated.
Upon receipt of the supplier invoice, the landed costs impacted on the stock can be adjusted with the actual costs identified in the supplier invoice if the valuation method of the product authorizes adjustments and if parameter PIHCPR - Invoice price adjustment also authorizes it.

Reminder on landed costs:

The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
The evaluation of these costs can be performed according to one of the two following methods:

• global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account,
• method in which a set of costs detailed in a cost structure is taken into account.

Only one method can be used, the choice of this method is performed at the level of the product management.

Help common to functions: Shipments and Shipment pre-receipt. This field is also displayed, but not determining, in the Order pre-receipt function.

The fixed cost per unit is initialized to the one of the order and can be modified, except in the Shipment pre-receipt function.
The management of this field depends on the method used to determine the landed costs and on the entry transaction used. When it can be entered, this value, which must be a positive value, is expressed in the company currency.

Reminder on landed costs:

The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
The evaluation of these costs can be performed according to one of the two following methods:

• global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account,
• method in which a set of costs detailed in a cost structure is taken into account.

Only one method can be used, the choice of this method is performed at the level of the product management.

Help common to functions: Shipments and Shipment pre-receipt. This field is also displayed, but not determining, in the Order pre-receipt function.

A cost structure details all the costs that are considered as fixed costs and can be identified at the time of the purchase. These costs are expressed in the company currency and document currency.
This information can never be modified: this is the cost structure entered at order level.

Click Cost structure detail from the Actions icon to access the detail window of the costs included in the cost structure. It is still possible to adjust the calculated amounts.

Reminder on landed costs:

The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.
The evaluation of these costs can be performed according to one of the two following methods:

• global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account,
• method in which a set of costs detailed in a cost structure is taken into account.

Only one method can be used, the choice of this method is performed at the level of the product management.

This field, which cannot be modified, is a reminder on the incoterm displayed in the order header.

The Incoterm codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishement of the sales contract by a unique word similarly understood throughout the world.

The Incoterm code, controlled in Incoterm table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists.

This field, which cannot be modified, is a reminder on the rate type displayed in the order header.

This field displays the shipped quantity expressed in the stock unit.

This non-modifiable field contains the pre-received quantity expressed in stock units.

This field gives the receipt quantity in STK unit and cannot be modified.

Product storage unit.

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

This flag cannot be entered. It indicates the choice made when the manual closing of a shipment or shipment pre-receipt line has be requested. This flag can be determining in one of the following situations:

• the goods have been partially received or not received,
• the goods are not compliant and have been rejected.

When this flag is enabled, the shipped quantity is included: you can perform a shipment for this order line.

When this flag is disabled, you will need to record a new order. 

This non modifiable field shows the line receipt status:

• No:
  No quantity has been received.
• Partially:
  The received quantity is less than the ordered quantity.
• Totally:
  The received quantity is greater than or equal to the ordered quantity.

Help common to functions: Shipments, Shipment pre-receipt and Order pre-receipt.

This field cannot be entered. This field indicates the selected closing reason when manually closing the shipment line or shipment pre-receipt line.