How To: Shipping a Partial Order (02-08-03)

Overview

This tutorial describes how to ship part of an order and backorder the rest of it using Quick Ship.

Video

Step-by-Step

Scenario: A customer with an open order (Direct Delivery or Special Order) comes in to pick up one of several items on an order and only wants to pay for the items that they are taking at the moment.

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1. In the Enter Employee Number box, enter the Employee shipping the order.

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2. Enter the customer’s order number in the Order field. Then press Enter.
• If you don’t know the customer’s order number you can perform a search by clicking the search button next to the field or by selecting “?” from the drop-down menu.

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3. If money is still owed on the order, a box appears warning you that you need to collect the money before you can ship the order. Click Yes to proceed.

4. The Order information appears. Verify that all information is correct.
• To view additional information about an item, click the Detail button on the appropriate detail line.
•  To Exit the order and cancel all changes, click Unconfirm.

There are two options for shipping a partial order in Quick Ship:

Option 1: Shipping By Line

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5. In the Shipped field of the detail line(s) that are being shipped/picked up, enter the quantity that is being shipped to the customer.

In this example, Line 001 (with a quantity of 2) is being shipped and the remaining lines are being backordered.

• If more than one of a particular item was ordered and the item is flagged as a Serial Number item, each item will appear on a separate detail line. This allows entry of a separate serial number for each item. This can also occur for Locator items if some of the items have different locations.
• The number entered in the Shipped field cannot be greater than the number of items that were ordered.

6. Click Ship.

   Proceed to Step 8 of this tutorial.

Option 2: Shipping By Item

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5. In the ‘Ship by Item’ field, scan or enter the item number of the item you wish to ship. If applicable, enter a serial number.
   NOTE: If there are multiple quantities of an item being shipped, you will need to enter or scan the item multiple times.

6. The quantity being shipped displays in the ‘Shipped’ field. Repeat Step 5 until all items that are being shipped are scanned.

7. Click the Ship button.

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8. The Detail Lines box appears and asks if you want to “Ship or Backorder remaining Lines?” Click B/O for Backorder.
• To return to the previous screen, click Back.

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9. The Totals box appears. Notice the Balance Due for the Open Order and the Balance Due for the Shipped lines. The customer can choose to pay the entire Balance of the order at this time, but the only amount that the customer is required to pay right now is the Shipped Balance Due.

10. If applicable, enter any carrier information and/or freight charges in the appropriate fields.

11. If the Balance Due is not zero, click the Payment button. The Tender Entry box opens to allow entry of the payment information.
• If the Shipped or Open Order Balance Due is zero, click Done.
• If you click the Done button and the balance due is not zero, a box appears warning you that money is still owed on the order. If you click Yes to continue, the order amount will be charged to the customer’s credit account. Please refer to your company’s procedures on handling this situation.

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12. In the Tender Entry box, select the Payment Type from the drop-down menu.

13. Accept or modify the amount being paid. The field is automatically populated with the Shipped Balance Due amount.

14. Enter the rest of the payment information.

15. Click Accept and the payment will appear in the register. For more information on the Tender Entry Box, see the “Entering Payment Information” section of this document.

16. When you finish entering all payment information, click Done.

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17. The Total box reappears. You can see that the Balance Due fields have been updated to reflect the payment that was just made.

18. Specify whether or not you want to print an invoice. The Print Invoice box is checked by default.

19. Since there are backordered items on this transaction, you must specify a delivery date for those items.
• If you have the Centralized Delivery application licensed, click the Schedule button. The Centralized Delivery Scheduler appears, allowing the scheduling of the backordered items. Refer to your company’s delivery procedures to complete this task.
• If you do not have Centralized Delivery licensed, enter the delivery date in the Next Delivery Date field or select it from the calendar.

20. Click the Done button to complete the shipment of the transaction.
    NOTE: If the “Automatic Update of Shipped Orders” preference (02-09-90-01) is set to Y, the order is updated at this point. If this preference is set to N, the order will remain at a status 5 and will not update until you run the Order Update selection.

21. The next time this order is accessed in Quick Ship, the backordered lines will appear on the order, but the line that was shipped will not. You will also notice that the Gen of the order is now 1. You can view the original order in Order Maintenance and you will see that ‘History’ appears in the Status column of the shipped line.