Manage orders through shipping

When fulfillment is enabled for shipping, you can use the Fulfillment page to move your sales orders through these common steps:

  1. Mark sales orders as ready to be shipped
  2. Print pack lists if they have not already been printed from the Pack tab
  3. Convert sales orders to shippers

Use the steps that are applicable for your business processes and in the order that makes sense to you. The person who performs these steps also depends on the size and roles in your organization.

Subscription Inventory Control, Order Entry
User type Business, Warehouse
Permissions
  • Inventory fulfillment: Edit
  • Order Entry transactions: Add (to convert orders to shippers)
Prerequisites Inventory Control is configured for fulfillment with Ship selected.
Tip

If you experience browser lag time, consider changing your personal preferences to display 50 rows per page or less:

  1. Select your login name at the top of any page and select My preferences.
  2. Scroll down to Personalize page defaults.
  3. For Transaction tables, select a value of 50 or less for rows per page.

In a multi-entity company, you can only access the fulfillment pages from the top level.
Restrictions The user must not be excluded from user/group access rights for the transaction definition.

1. Mark sales orders as ready to ship

If the orders that are ready to be shipped have not already been marked as ready to ship in a previous fulfillment step, mark them as ready to ship.

  1. Go to Order Entry or Inventory Control > All > Fulfillment.

  2. Select the All orders tab.
  3. Filter the orders on the tab, if needed to find the transactions that are ready to be shipped.
  4. Select the orders that are ready to be shipped and move them into a ready-to-ship state:
    • Individual sales order. At the end of the row, select Actions > Ready to ship.
    • Multiple sales orders. Select the checkbox at the beginning of the row for each order. Then select the ellipsis button (...) at the top of the grid and select Ready to ship.

The status of the transactions is changed to Ready to ship. The transactions appear on the All orders and Ship tabs.

If the status of an order was previously Open, the reserved quantity for each item in the order is increased by the order quantity. Reserving quantity sets it aside for use in fulfillment. Quantity is reserved whenever you change the status from Open to any other status. After you enter a picked, packed, or shipped quantity, the reserved quantity changes to allocated quantity.

2. Print pack lists

If you have not already printed pack lists to be included in the shipment, you can print them from the Ship tab.

  1. Go to Order Entry or Inventory Control > All > Fulfillment.

  2. Select the Ship tab.
  3. Select the checkbox at the beginning of row for each sales order that you want to print a pack list. Then select Print pack list at the top of the grid.

    The Print Pack List dialog opens.

  4. Select what you want included on the pack list:
    • Order ID
    • Ship by date
    • Serial, lot, bin
  5. Select how you want the orders grouped:
    • Order
    • Assigned to
    • Customer
    • Shipped to
  6. Select Add or edit to select how you want the lines within an order sorted. Drag and drop the sort items to change the sorting order.
  7. Select Print.

Give the pack lists to the warehouse workers who are to put the pack lists in the boxes for the orders.

3. Convert orders to shippers

You can convert sales orders one at a time or multiple orders at the same time. The transaction that a sales order is converted to depends on how fulfillment is configured.

If the fulfillment transaction workflow for the sales orders you are converting do not include a shipper transaction, the orders might be converted to an invoice instead.

Best practice: Convert sales orders that are in fulfillment on the Ship tab and not from the Order Entry transactions list page. If you convert the sales order from the Order Entry transactions list page, all the quantity ordered will be shipped and not just the quantity that was packed or picked.

  1. Go to Order Entry or Inventory Control > All > Fulfillment.

  2. Select the Ship tab.
  3. Filter the order transactions, if needed.
  4. Next to the order that you want to convert to a shipper, select Convert.

    The shipper transaction for the converted order opens. The quantity for each line item in the shipper is determined based on the following hierarchy:

    1. The value of the packed quantity. If the packed quantity is less the ordered quantity, the quantity that's left to be packed remains in a separate sales order grouping.
    2. If there is no packed quantity, the value of the picked quantity. If the picked quantity is less the ordered quantity, the quantity that's left to be picked remains in a separate sales order grouping.
    3. If there is no packed or picked quantity, the value of the ordered quantity.
  5. Review the information in the transaction.
  6. Select Post.

The status of the shipper transaction that's created is set to Ready to invoice. The shipper transaction moves off the Ship tab. It appears on the All orders and Invoice tabs.

To convert multiple sales orders at the same time:

  1. Go to Order Entry or Inventory Control > All > Fulfillment.

  2. Select the Ship tab.
  3. Filter the order transactions, if needed.
  4. Select the checkbox next to each sales order you want to convert.

  5. Select Bulk convert.

    A confirmation dialog opens with the number of sales order groupings that will be converted.

  6. Select OK in the dialog if you are ready to convert the sales orders.

    Sage Intacct converts the sales orders to the next transaction type that was defined in the fulfillment transaction workflows. The Bulk Convert Results page opens.

  7. Review the results of the bulk conversion.

    The following table describes the fields on the Bulk convert results page.

    Bulk convert results page field descriptions
    FieldDescription
    Document ID The document ID for the converted-from transaction.
    Converted

    Whether the transaction was converted:

    • Yes - The transaction was converted and posted
    • No - The transaction could not be converted.
    • Draft - The transaction was converted but could only be saved as a draft.
    Description

    If the transaction was successfully converted, the document ID of the transaction it was converted to.

    If the transaction could not be converted, an explanation of how to correct the transaction so that it can be converted.

    If the transaction was converted and saved as a draft, the document ID of the transaction it was converted to with information about how to correct the transaction so that it can be posted manually.

  8. Close the Bulk Convert Results page when you are done.

The status of the shipper transactions that were successfully created are set to Ready to invoice. The shipper transactions move off the Ship tab. They appear on the All orders and Invoice tabs.

The quantity for each line item in the shippers is determined based on the following hierarchy:

  1. The value of the packed quantity. If the packed quantity is less the ordered quantity, the quantity that's left to be packed remains in a separate sales order grouping.
  2. If there is no packed quantity, the value of the picked quantity. If the picked quantity is less the ordered quantity, the quantity that's left to be picked remains in a separate sales order grouping.
  3. If there is no packed or picked quantity, the value of the ordered quantity.

When you post a shipper transaction that decreases the ONHAND quantity, such as SYS-Fulfillment Shipper, the allocated quantity for the items is decreased and the ONHAND and ONHOLD quantities are also decreased by the same amount because the items are no longer in inventory.

When the full quantity of an item is not available to be shipped, you may ship only a portion of the requested items. The remaining quantity remains in a separate sales order grouping, ready to be filled. You can view the grouping on the All orders tab.