I/C Shipments Screen

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About Shipments

Shipping Goods to Customers

Open Inventory Control > I/C Transactions >  Shipments.

Enter the name or position of the customer's contact person.

The contact name from the customer record is displayed automatically, but you can change it.

If you have a multicurrency system, specify the code for the currency in which you will enter shipment or sales return transactions.

You cannot change the currency code after you have entered the first detail line.

A description of the specified currency code displays in the Currency Description field.

Note:
  • This field displays the customer’s currency as the default if you select a customer record from Accounts Receivable.
  • The program does not display item prices unless the specified price list includes prices in the currency specified in the Currency field.

If applicable, use this field to specify a customer number.

A description of the specified customer displays in the Customer Number Description field.

Enter an optional description for the shipment entry, using up to 60 characters.

This description appears with the transaction on the Shipments Posting Journal.

It can also appear on the G/L Transactions report and in the general ledger batch (if Inventory Control uses Description for the G/L Entry Description field or the G/L Detail Reference field and you do not consolidate general ledger transactions).

Select Shipment to enter a new shipment, or select Return to enter a sales return.

If optional fields are set up for use in this type of transaction (applying to the entry as a whole), you can enter information in the optional fields by clicking Image of Menu button. next to the Optional Fields option and selecting Add/Edit to open the I/C Detail Optional Fields screen.

Note: Optional field information can pass to the General Ledger only if the optional fields are also assigned to the general ledger accounts.

Specify the date to which to post the transaction to the general ledger. (Depending on the Default Posting Date setting on the I/C Options screen, either the session date or the document date appears by default.)

The posting date determines the fiscal year and period, which you cannot change directly.

In a multicurrency system, currency revaluation also uses posting dates to select open documents for revaluation purposes and, thus, revaluation adjustments are posted to the general ledger in the correct fiscal year and period.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

If you wish, specify the price list code to use as the default code for detail lines.

If you use multicurrency accounting, you should select a price list that uses the currency you specify. If the price list you select does not contain prices in the currency you specify, you see a warning message as you begin entering each detail line. (Inventory Control will not display default prices on detail lines in this case.)

If you specify price lists in the Sage 300 Accounts Receivable records, the price list for the customer will appear in the Price List field when you select the customer.

If you want item prices on detail lines to automatically come from one price list, you specify the desired price list in this field before you start to enter transaction details. The price list you specify overrides the default price lists from item records. Prices appear when you enter item numbers.

A description of the specified price list displays in the Price List Description field.

Enter an optional reference, using up to 60 characters.

This reference appears with the transaction on the Shipments Posting Journal.

It can also appear on the G/L Transactions report and in the general ledger batch, if the G/L Reference field or the G/L Description field uses Reference in one of its segments, and you do not consolidate general ledger transactions.

Enter the date for the shipment or sales return.

The session date is displayed by default, but you can change it.

You can also enter a separate posting date, which determines the fiscal year and period to which a transaction is posted in the general ledger.

You can change the document date and the posting date, but you cannot directly change the fiscal period.

If you leave "*** NEW ***" in the Shipment Number field, the program automatically assigns the shipment number. The program-generated shipment number is determined by settings on the I/C Options screen.

You can also enter a shipment number-perhaps based on the date and order number. In any case, the shipment number must be unique, and up to 22 characters long to distinguish the new shipment from other, existing shipments.

Shipment numbers can contain letters, numbers, and special characters (for instance, *, & #). Letters automatically appear in uppercase when you type them.

This field displays the status of the specified shipment entry (for instance, "Day End Completed").

Displays the year and period, which is determined by the posting date. You cannot change the year/period except by changing the posting date.

This field displays the category code assigned to the item number you selected. You can specify a different category code if you want to change the category.

Enter comments you want to appear on the Shipments Posting Journal for the detail line, using up to 250 characters.

When shipping items that use the user-specified costing method, enter the unit cost or the extended cost. (You cannot enter costs when shipping items that do not use user-specified costing.)

For all sales returns, this field automatically displays the item's most recent cost, but you can change it.

If you enter the extended cost or change it, the program calculates the unit cost. The program recalculates the extended cost if you enter or change the unit cost.

If you use multicurrency accounting, enter costs in your functional (home) currency.

Inventory Control calculates the extended price by multiplying the unit price by the quantity being shipped or returned, but you can enter another amount, if needed.

If you enter a new extended price, the program recalculates the unit price for the detail line.

If you use multicurrency accounting, enter prices in the currency you selected for the transaction.

Displays the description of the item, as entered on the I/C Items screen.

Use this field to specify the item number.

You can enter a manufacturer's item number that was associated with an item (using the I/C Manufacturers' Items screen). The program substitutes the inventory item number, and places the manufacturer's item number that you entered in the Manufacturer's Item Number column in the table.

Line numbers show the order in which each detail line is added to a transaction. They are assigned in sequence by Inventory Control and you cannot change them.

To insert a detail line ahead of an existing line (except for line 1), select the previous line and click Add Line. You cannot insert lines before line number 1.

To delete a line, select the check box at the beginning of the line and click Delete Line.

Specify the code of the inventory location from which you are shipping (or to which you are returning) the units.

Locations in Inventory Control are either physical locations or logical locations.

You can ship goods only from a physical location.

If you entered a manufacturer's item number in the Item Number column, the program substitutes the inventory item number, and moves the manufacturer's item number to the Manufacturer's Item Number column in the table.

The manufacturer's item number must already be associated with an item (using the I/C Manufacturers' Items screen).

This column displays:

  • No when this transaction detail does not include optional field information.
  • Yes when there is optional field information for a transaction detail

If optional fields are set up for transaction details, you can add or change optional fields by clicking in this column and then clicking Image of Finder button. to open the Optional Fields screen. An optional field can be set up to automatically contain information; if that optional field is associated with transaction details, this column automatically displays Yes.

Note: Optional field information can pass to the General Ledger only if the optional fields are also assigned to the general ledger accounts.

If necessary, specify a price list code for the detail line.

Inventory Control automatically displays the price list code, if any, you selected in the shipment header.

In multicurrency ledgers, if the price list you specify uses the currency you selected for the transaction, Inventory Control automatically displays the unit price for the item.

Enter the number of units being shipped or returned on each detail line, expressed in the unit of measure selected for the detail line.

You can ship more units than are in stock if you selected the Allow Negative Inventory Levels option on the I/C Options screen.

When shipping items that use the user-specified costing method, enter the unit cost or the extended cost. You cannot enter costs when shipping items that do not use user-specified costing.

For all sales returns, the program automatically displays the item's most recent cost, which you can type over if you want to change it.

If you enter the unit cost or change it, the program calculates the extended cost. If you enter the extended cost or change it, the program calculates the unit cost.

If you use multicurrency accounting, enter costs in your functional (home) currency.

Specify the unit of measure for the quantity of items being shipped or returned. You can select only a unit of measure that is assigned to the item on the I/C Items screen.

Inventory Control automatically displays the stocking unit for the items being shipped or returned.

If necessary, change the displayed price.

The program automatically displays prices when you enter the item number, unless the item is not on the price list selected for the detail line.

If you enter or change a unit price, the program calculates the extended price. If you enter or change an extended price, the program calculates the unit price.

If you use multicurrency accounting, enter prices in the currency selected for the shipment (by default the customer’s currency). The program will not display item prices unless the price list you specify lists prices in the currency specified in the Currency field.

Overview

Use the I/C Shipments screen to:

You can process shipments and sales returns in either Inventory Control or Order Entry.