A shipment is a group of parts or POs that ship together. When your customer has enabled Create Shipment, you create and manage shipments from the Shipments screen instead of the legacy Create ASN dialog on the Part view screen.
NOTE: Shipment functionality may not be available in all systems.
Before You Begin:
– You must have a Quality Release Authorization number where the purchase order line requires one. QRAs are created by a designated quality representative at your company or at your customer.
– Shipments can be blocked at purchase order line level. Where a line is blocked, a shipment cannot be created for it even if the shippable date for its releases has been reached. Blocked lines are denoted in the purchase order tray.
View Shipment
To view a shipment:
1. Select Shipments from the SupplyLine menu.
2. Use the Status filter to choose which shipments are listed. By default the list shows shipments that are Shipped or Waiting for Carrier Shipment.
A shipment can be in one of the following statuses:
- Draft: The shipment has been saved but not yet created. It can still be edited.
- Created: The shipment has been created but has not shipped yet.
- Shipping: SupplyLine is handing the shipment off to the carrier.
- Waiting for Carrier Shipment: SupplyLine is waiting for the carrier shipment to be created.
- Shipped: The shipment has shipped.
- Received: Your customer has received the shipment.
- Partially Received: Your customer has received part of the shipment.
- Canceled: The shipment has been canceled.
Create Shipment
To create a shipment:
1. From the Shipments screen, click Create Shipment to open the PO Line Release Search screen.
2. Search for the releases you want to ship.
NOTE: You can filter by PO Number, Item Code and Ship To, as well as set a Result Limit.
3. Select the lines to include in the shipment and continue to the Create Shipment page.
4. Complete the following on the Create Shipment page:
- Header: Packing Slip Number, Carrier Shipment (Allow SupplyLine to create or I have already created), Carrier Company, Tracking Number, Linear UOM, Weight UOM, and
Wood Content. Lead ASN Number and PTA Code are also shown when your customer has enabled them. - Lines: One row per PO line. Expand a line to fill in its sub-panels:
- Release Schedule: How the quantity you are shipping applies to the line’s releases
- Hazardous Materials: The hazardous material details for the line, when it contains hazardous materials (your customer may hide this panel)
- Serial Numbers: The serial numbers being shipped (your customer may hide this panel)
- Packages: The packages the line’s quantity is packed in
- Handling Unit Dimensions & Weights: The dimensions, weight and Package Type (Bag, Box, Crate,Drum, Pallet, Shipping Container or Tube) of each handling unit.
- Ship From Address: The address the shipment ships from. Click View / Edit to see it. You can change it only if your customer allows suppliers to edit the Ship From Address.
5. For a supplier managed shipment, Carrier Company is required.
6. Tracking Number is also required if your customer has enabled Register Carrier Shipments.
NOTE: When your customer uses shipping groups, each line takes the shipping group of its releases. All lines on a shipment must share the same shipping group; lines with no shipping group can ship with any group.
7. Click Save Draft to save the shipment as a Draft and finish it later. Click Create Shipment to create the shipment.
8. Click Add Lines to add more PO line releases to the shipment.
NOTE: Every line on a shipment must match the shipment’s Supplier, Incoterms, ShipTo, Ship From, Shipping Group and Carrier Managed By, so these filters are locked in the popup.
Create Shipment Video
Quality Release Authorization
Where the selected purchase order line requires a QRA, you must select one. The list shows only QRAs that have not previously been used on a shipment. A line that requires a QRA but has no approved QRA shows Cannot Select Line and cannot be added to the shipment.
IMPORTANT: The quantity being shipped must match the quantity authorized to ship on the QRA. If you need a QRA, contact the designated PRV person for your company.
Serial Numbers
Where the item is serial-controlled and the QRA already holds serial numbers, they are populated automatically in the Serial number table. Where the item is serial-controlled and the QRA does not hold serial numbers, or no QRA is required, you must enter them yourself.
Shipping Groups
Depending on your system, shipping groups may be displayed for you to choose from. Shipping group codes are three-character alphanumeric strings, for example AB1 or Z8T. A shipping group is defined by attributes on a release that govern how releases are grouped and shipped together, and your customer decides which attributes define them.
NOTE: Your buyer may ask you to prioritize releases with specific shipping group codes. Otherwise SupplyLine defaults to the shipping group with the earliest release.
Item Unit Weight
The Item unit weight is required, because it is used to generate commercial invoices and create carrier shipments.
Packages
You must assign the parts being shipped to one or more packages, on the right side of the Create ASN window.
- The total quantity assigned across packages must match the quantity you are shipping.
- Each package requires dimensions — length, width, height and weight.
Hazardous Materials
Where the shipment contains hazardous materials, check the Contains hazardous materials checkbox and complete the following:
| Field | Description |
|---|---|
| UN Number | The United Nations number for the hazardous material |
| Proper Shipping Name | The proper shipping name for the hazardous material |
| Proper Shipping Country | The country code for the hazardous material |
| Temperature | The unit of measure and temperature for the hazardous material |
| Min Temperature | The minimum temperature for the hazardous material |
| Max Temperature | The maximum temperature for the hazardous material |
Ship From Address
The Ship From Address section displays your address, taken from your supplier details in SupplyLine. These fields are disabled unless your SupplyLine instance is configured to allow suppliers to edit the Ship From Address when creating a shipment.
NOTE: If the address is incorrect and the fields are disabled, contact your SupplyLine administrator. Where editing is permitted, the address is validated against existing records on save, and you are prompted either to use an existing address or to create a new record.
Carrier Shipment
The carrier shipment section allows you to select how a carrier shipment is created. Up to three options are available, depending on how your customer’s SupplyLine instance is configured.
| Option | What Happens? |
|---|---|
| Allow SupplyLine to create | Creates a shipment and a carrier shipment for it. Carrier shipment labels are generated where your customer’s instance is configured to do so. You are responsible for scheduling the pickup time with the carrier. |
| I have already created | Creates a shipment and requires you to enter the carrier shipment information. This is the default where the instance is not configured to create carrier shipments. |
| Do not create yet; ASN will go on unit load | Creates a shipment that can later be assigned to a unit load and shipped. |
NOTE: Where Allow SupplyLine to create is selected and carrier shipment creation is handled asynchronously, the shipment shows a status of Waiting for Carrier Shipment on save. SupplyLine checks for the carrier shipment every 30 minutes until it is created. Once it is, an email is sent to all users associated with the supplier on the shipment.
Why can’t I ship this?
If you are unable to create a shipment, or the quantity you expect is not available, one of the following usually applies.
| What you see | Why | What to do |
|---|---|---|
| The Add button is unavailable, or the line is denoted in the purchase order tray | The purchase order line is blocked for shipments | Contact your buyer. The block is applied by your customer |
| No QRA is available to select | The purchase order line requires a QRA and none has been created, or all existing QRAs have already been used on a shipment | Contact the designated PRV person for your company to have a QRA created |
| An icon displays when you enter a quantity | The purchase order line does not allow partial shipments, and the quantity entered does not fulfil a release | Enter a quantity that fulfils the release, or contact your buyer |
| An information icon appears next to the shippable quantity | The purchase order line has releases that tolerate an overage | The shipment quantity values in the table become editable. Hover over the icon to see the total allowed overage per release |
| The quantity is not yet shippable | The shippable date for the release has not been reached | Check the schedule on the Part view screen for the release date |
| The shipment quantity is rejected against the QRA | The quantity being shipped does not match the quantity authorized to ship on the QRA | Adjust the shipment quantity, or have a QRA created for the correct quantity |