Outbound Shipment
The Outbound Shipment groups the sales order lines of one foreign customer that leave on one shipment. It records the customs declaration, the vessel and container, the bill of lading and the loading points, and the assessable value of each line for customs. The goods then leave stock against the shipment on Item Issue To Sales Order.
What it is for
An export order is not delivered by the order alone: customs, a vessel and a bill of lading come in between. The shipment holds those, and the quantities of each order line that travel on it. The order lines' balance for export is counted against shipments: a line cannot be shipped beyond its ordered quantity.
The one rule people get wrong: fill the shipping details before Create. Shipment, Shipment Date, Shipment Mode, Currency, Exchange Date and Rate, Customer, Declaration Number and Date, Vessel, Voyage, Forward Agent, Bill of Lading Number and Date, and the loading and unloading points are all locked once the shipment is created.
Every field in plain words
General
| Field | What it means | What to put |
|---|---|---|
| Shipment | The shipment number | Required, unique |
| Shipment Date | When it ships | Required |
| Shipment Mode | Sea, air, road | Required. From the delivery modes |
| Notes | Free text | |
| Customer / Name | The foreign customer | Required. Only customers marked foreign are offered |
| Currency / Exchange Date / Exchange Rate | The shipment currency and rate | Required. The rate fills from the exchange rates |
Create checks that the customer has released sales orders, in that currency, dated on or before the Shipment Date, still to ship. If none, it says "There is no Shipment available".
Basic Data
| Field | What it means |
|---|---|
| Declaration Number / Declaration Date | The customs goods declaration |
| Vessel / Voyage | The carrying vessel and voyage |
| Container Number / Container Size / FI Number | Container and financial instrument references |
| Forward Agent | The freight forwarder |
| Bill of Lading Number / Bill of Lading Date | The bill of lading |
| Loading Point / Unloading Point | Port of loading and of discharge |
| Delivery Term / Delivery Mode | Incoterm and mode |
Inventory Transaction: the lines
| Column | What it means | What to put |
|---|---|---|
| Sales Order | The order the line comes from | Fills in from the item picked |
| Item No / Item Variant / Name | What ships | Pick from the customer's open order lines |
| Line Identifier / Unit | The order line and its unit | Fill in |
| Quantity | How much of the line ships | More than zero, and no more than the line has left to ship |
| Net Price / Net Amount | The order's net price, and price × quantity | Fill in |
| Assessable Price / Assessable Amount | The value declared to customs | Starts at the net price in the company currency. Must be more than zero, except on free lines |
| Line Text | Free text |
A line that has already been fully issued cannot be edited, and cannot be copied to a new line.
Shipment Activities
One line per step of the shipment: Shipment Activity (from Shipment Activity), Plan Start Date, Plan End Date, Plan Days, Actual Start Date, Actual End Date, Actual Days, Line Text.
Cost elements
Freight, insurance and other shipment costs, on the header or per line: Cost Element, Allocation Base, Allocation Value, Value Drive From and its percentage, Currency, Tax Zone and Tax Group, with tax lines. A header cost element that adds to the value of the goods must be spread onto the lines before Save. Lines can take the cost elements of the sales order they came from.
Totals
Net Weight, Volume, Transaction Net Amount, LCY Net Amount and Assessable Amount.
How to configure it
- Mark the customer as a foreign customer on the customer released in the company (Release Customer In Legal Entity).
- Set up the cost elements in Receivables (Cost Element), and the shipment steps on Shipment Activity.
Scenarios
- A textile exporter shipping three orders in one container. Create one shipment for the buyer, pick the lines of the three orders, adjust the assessable price to the declared value, add freight as a cost element, Save. The warehouse then issues the goods against the shipment.
- A partial shipment. Ship part of a line now; the rest stays open for the next shipment.
What it is connected to
- Sales Order - the lines come from it.
- Item Issue To Sales Order in Inventory - issues the goods against the shipment.
- Reports: Outbound Shipment and Custom Packing List, see Lists and reports.
- Order to cash.
If something looks wrong
- "There is no Shipment available" - no released, unshipped order of this customer in this currency, dated on or before the Shipment Date.
- "Item Information Lines cannot be Empty" - add lines.
- "Item Information - Line ID: ... - Quantity cannot be Zero or Negative." - give a quantity.
- "Item Information - Line ID: ... - Assessable Price cannot be Zero or Negative." - give the declared price.
- "Basic Data - Item ... Required Quantity: ... cannot exceed Balance Quantity: ... in Sales order: ..." - more than the order line has left.
- "Basic Data - Item ... is not defined in Sales Order: ..." - the order line is no longer open.
- "Please apply header cost elements to line" - spread the header cost elements onto the lines first.
- "Line ID: ... - Cost Element Cannot be empty", "... Allocation Base Cannot be empty", "... Allocation Value Cannot be zero or negative", "... Value Drive From Percentage Cannot be zero or negative", "... Currency Cannot be empty" - complete the cost element line.
- "Outbound Shipment: ... cannot be deleted. Following Item Receive Transactions has been raised against it: ..." - reverse the issues first.
- "Outgoing Shipment '...' cannot be deleted because it is already associated with your dimensions." - entries in the ledger carry this shipment as a dimension.
- I cannot change the vessel or the declaration - those fields lock on Create. Delete and recreate the shipment if nothing has been issued against it.