How to Create Shipment

Use this workflow to post a shipment against an open Sales Order.

When to use this workflow

Use this workflow when inventory items are ready to ship to a customer from an Open or Partially Shipped Sales Order.

Do not use this workflow for non-inventory fulfillment. Use the Sales Open Orders workflow for that case.

Before you start

Confirm:

• The physical shipment is ready.
• The Sales Order is correct.
• Prepay orders have been paid when required by company process.
• Lot numbers are known for lot-tracked parts.
• The shipping method, tracking number, weight, and package count are known.
• Export details are known if commercial invoice or certificate of origin documents are needed.

Steps

1. Go to Dashboard > Shipping & Receiving > Create Shipment.
2. Search for the Sales Order.
3. Expand the order to review open inventory lines.
4. Select Create Shipment.
5. Review the order header and Ship To information.
6. Select Shipping Method.
7. Enter Tracking # if it is already known.
8. Enter Carrier Account when the selected shipping method requires it.
9. Enter Ship Cost, Charge to Customer, Weight (lbs), and Package Count.
10. Enter AES ITN and Export License if needed.
11. Review the Line Items table.
12. Enter the quantity to ship for each line.
13. For lot-tracked items, confirm the lot rows and quantities.
14. Select export document options if needed.
15. Generate a FedEx label if needed.
16. Select Create Shipment.

Lot allocation

For lot-tracked parts, PAX shows lot rows when the ship quantity is greater than zero. The lot quantity total must match the quantity being shipped for that order line.

PAX attempts to suggest inventory allocation from available lots. Users can change the selected lots, adjust quantities, remove lot rows, or select + Add Lot.

For non-lot-tracked inventory, PAX ships against an available inventory detail record without showing lot rows.

FedEx labels and export documents

Generate FedEx Label requires a positive weight. When a FedEx label is generated, PAX can bring the tracking number, shipping cost, label data, and package dimensions back into the shipment form.

If the selected shipping method is a FedEx method and no label has been generated, PAX prompts before posting the shipment. Users can generate the label first or continue without a label.

Export document options are:

What happens behind the scenes

When the shipment is created, PAX validates the Sales Order, selected inventory records, shipped quantities, and lot allocation.

PAX prevents shipment lines from exceeding the open Sales Order line quantity. It also verifies that the selected inventory detail record has enough quantity for the shipment line.

PAX then creates the shipment header and shipment lines. Shipment-line automation updates shipped quantities and downstream inventory/accounting records.

PAX creates or refreshes the invoice for the shipment, inserts invoice lines linked to the shipment lines, applies available prepayments, updates invoice payment status, and updates the Sales Order header status.

After the shipment is saved, PAX opens the packing list PDF. If export documents were selected, PAX opens those PDFs as well.

Related docs

• Create Shipment Overview
• View Shipments Overview
• Shipment Detail Overview
• How to View Shipment
• Invoicing Overview