About Shipments

You use the Shipments screen in the I/C Transactions folder for shipping items out of inventory, and for returning items to inventory (sales returns).

You can display or drill down to posted shipment and sales return transactions from General Ledger, unless you delete or clear them. However, you cannot edit the posted transactions.

Note: You cannot modify posted shipments or sales returns.

Shipment Entry Information

For each shipment transaction, you enter the following "header" information:

  • Shipment Number. Each shipment transaction is assigned a unique number to distinguish it from other shipments for audit control purposes.

    Press the Tab key to accept a program-generated number.

  • Entry Type. Select Shipment or Return.
  • Description and Reference. Use these fields to add any additional descriptive information you want about the shipment or return for example, a purchase order number or an invoice number. (Optional)
  • Ship Date. Enter the transaction date.
  • Posting Date.
  • Year/Period. The posting date determines the year and period to which the transaction is posted in your general ledger. You cannot change the Year/Period field directly.
  • Customer Number. If you use Accounts Receivable, enter code to identify the customer. (Optional)
  • Contact. Enter the person or position you use to contact the customer.
  • Price List. Specify the code for the price list to use as the default for the shipment details.
  • Optional fields. If optional fields are set up to use in shipment transactions, you can click the Zoom button beside the field to add shipment optional fields, or edit any automatically inserted optional fields.
  • Currency and Exchange Rate. These fields appear in multicurrency ledgers. Enter the currency in which you will enter prices, and the rate of exchange between the price list currency and the functional currency.

Shipment Detail Information

For each shipment detail, you enter the following information:

  • Item Number. Use this field to identify the item being shipped or returned.
  • Item Description. Inventory Control displays the description from the item record.
  • Category. Inventory Control displays the category from the item record as the default entry in this field, but you can specify a different category.
  • Location. Specify the inventory location from which you are shipping or to which you are returning the units.
  • Quantity. Specify the number of units to ship or return.
  • Unit of Measure. (the unit of measure for the quantity being shipped or returned.)
  • Price List. Specify the code for the price list to use for the detail.

  • Unit Price and Extended Price. Inventory Control calculates the extended price by multiplying the unit price by the quantity being shipped or returned. You can change the amounts.

  • Unit Cost and Extended Cost. 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 method.) Inventory Control automatically displays the item's most recent cost, but you can change it.

  • Comment. Add any comments you want to appear on the Shipments Posting Journal for the detail line. (Optional)
  • Optional Fields. If optional fields are set up for use in shipment details, you can enter information in the detail optional fields by selecting the detail line, and then clicking the Optional Fields column heading in the Detail table.

There are no restrictions on the number of detail lines you can enter on shipments and sales returns.

For information on the calculation of item costs , see Costing Methods Reference List.

Integration with Other Programs

  • If you use Sage 300 Project and Job Costing, you assign material to jobs (remove items from inventory) by processing material usage transactions in Project and Job Costing. You return material by processing material return transactions in Project and Job Costing. You cannot assign goods to jobs using the Inventory Control program.

    When these job-related transactions appear in Inventory Control, the details include the particular contracts, projects, job categories, and WIP accounts to which the material was allocated, or from which it was returned. (Inventory Control displays Contract, Project, Category and WIP account fields in the detail lines only for shipments created in the Project and Job Costing module.)

  • If you use Sage 300 Order Entry, you can process shipments and sales returns in either Inventory Control or Order Entry.
  • If you ordered goods through Sage 300 Purchase Orders, you should receive the shipment in Purchase Orders.