Ship a QuickBooks Invoice, Sales Receipt, or Sales Order

StarShip allows you to import and ship against QuickBooks Invoices, Sales Receipts and Sales Orders.

This section contains information for manually shipping against these QuickBooks documents. More general information for processing a shipment can be found here.

You can also use StarShip’s Packing Assistant, which simplifies shipping by providing a graphical, step-by-step means of importing, classifying, and packing items originating from source documents. If enabled, it will appear automatically when you ship against a Sales Order. The Packing Assistant is enabled in Setup > Preferences > Freight > Packing Assistant (for Freight) or Setup > Preferences > Parcel > Packing Assistant (for Parcel).

Process a Shipment

1. In StarShip, click the Rate/Ship menu item.
2. Select the heading of the type of document you want to ship: Invoices, Sales Receipts, or Sales Orders.
   
3. Select a source document. You can select a document by scanning the number or by typing it directly into the QuickBooks Enterprise Document field. For example, for Sales Orders, you can search on S.O. Number, and for Invoices you can search using the Invoice Number. Note that QuickBooks is case-sensitive. If you create a Sales Order “SO7085” and then enter “so7085” in the Sales Order field, the document will not be found.
   More Info about Documents

   The documents that display in the Shipment Editor can be affected by two QuickBooks options: Disable Search of Source Documents and Refresh List of Source Documents After Shipping.

   
   Filters
   You can also use the available filters to narrow down and sort your search results. Click Add Filter and then enter your specific criteria. The filters vary based on the source document you selected. Certain filters also allow you to select from a list of existing values. For general information about filters, see Source Documents Search.
   
   Remove Shipped Documents

   You can prevent already shipped Invoices, Sales Orders, and Sales Receipts from displaying when browsing documents on the Rate/Ship page by following these instructions.

4. After selecting a source document(s), click the Create Shipment button.
   
5. Select or confirm the shipping method – Carrier and Service – in the Transportation section. (You can also Rate Shop to select a carrier and service.)
6. Pack line items (if not packed) and enter the weight of the first box or use an electronic scale to read the weight in the Packaging section. Click Next to navigate to the next package and repeat the weighing process.
   
   More information

   More information about Packing Line Items.

7. Enter or select any Shipment Details, such as Shipment Options, and any other shipment information that wasn’t populated.
   
8. You can rate the shipment with the currently selected carrier by clicking Rate from the menu or by pressing Ctrl + Alt + R. To rate shop, select Rate Shop from the menu or press Ctrl + Alt + S. Select a carrier from the Rate Shop tab.
9. Click Ship/Process or save the shipment.
   • Save: To save a shipment without processing it, select Shipment > Save or press Ctrl + S. This action saves the shipment as a draft, but does not process the shipment, request pickup from the carrier, automatically print shipping documentation, or write back any information to QuickBooks Enterprise. The shipment is essentially saved as a draft so you may open it and make changes.
   • Ship/Process: To process a shipment, select Shipment > Ship/Process or select the Ship/Process button from the toolbar. The shipment is tendered to the carrier. If you set up labels or other documents to print automatically, or the bill of lading for freight shipments, they are now generated.

Shipment Status

Once a shipment is processed, the Shipment Status changes from Open to Processed on the Shipment tab. If needed, the status can be changed back to Open; doing so will reverse write-back to QuickBooks Enterprise, void tracking numbers (for Parcel), and pickup is cancelled for the carrier (if supported).

Updates and Write-Back to QuickBooks Enterprise

After you Ship/Process a shipment, StarShip updates the QuickBooks Enterprise document with freight and notes, as you configured in Settings.