Ship Sage 300 Sales Orders

You can select one or multiple active Sales Orders to ship against in StarShip. When shipping against Sales Orders, StarShip takes the place of the Shipment Entry module in Sage 300. StarShip can process the Sales Order and create and write shipment detail to a Sage 300 Shipment in one step.

For each item, you can then define the shipped quantity, add more shipment detail, pack the items into packages, and pallets (for Freight). Once you Ship/Process the Sales Order, StarShip can update Sage 300 by creating the Shipment, and writing freight and shipment detail back to the Shipment in Sage 300. You can also choose not to have StarShip create the Shipment, in which case the shipment detail is written back directly to the Sales Order.

Notes

• The “Status” in Sage 300 must be active! Once an Invoice is created for a Sales Order, Shipment, etc. in Sage 300, it will no longer be available to ship in StarShip.
• With Sales Orders and Shipments, you have two options: You can ship against a Sales Order and have StarShip create the Shipment document in Sage 300, or you can create a Shipment in Sage 300 and ship against it in StarShip.

Creating Shipments When Processing Sales Orders

By default, when shipping against Sales Orders, StarShip will create the Sage 300 Shipment when you Ship/Process the Sales Order in StarShip. This is the most common setup scenario. StarShip will create and write back to the Sage 300 Shipment when you process a Sales Order in StarShip, unless you disable Shipment creation for Sales Orders. The “Do not create shipment when shipping Sales Orders document” setting in Sage 300 Settings is disabled by default. If you do not want StarShip to create a Shipment when you process Sales Orders, and you want to create the Shipment manually in Sage 300, you can check this option. There will be differences in how write-back occurs when you have this setting checked. See the Sales Order Write-Back article for more information.

Process a shipment

This section contains general information for manually shipping against Sage 300 Sales Orders.

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).

1. In StarShip, click the Rate/Ship menu item. Note: If you have more than one Sage 300 company, make sure the correct company is selected in the Company field.
2. Select the Sales Orders heading.
   
3. Type in the Sales Order Number or search for a Sales Order using the available filters. You can also select a batch of Sales Orders to ship.
   
   More Info about Documents

   The documents that display in the Shipment Editor can be affected by two Sage 300 options: Disable Search of Source Documents and Refresh List of Source Documents After Shipping.

   
   Filters
   If using filters, click Add Filter and then enter your specific criteria. Certain filters also allow you to select from a list of existing values.
   
   More Information

   For more information about filters, see Source Documents Search.

4. Select the Sales Order and 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.

   
   For Freight shipments, StarShip populates the bill of lading using line item and packing information. Bill of Lading settings in Freight Preferences allow you some flexibility regarding how StarShip converts item packaging information into the bill of lading body. Typically, similar items with the same class are grouped under one general description. The commodity description may be edited on the BOL tab.
   You can also manually enter the BOL.
7. Enter or select any Shipment Details, such as Shipment Options, and any other shipment information that wasn’t populated.
   
8. Rate the shipment with the currently selected carrier by clicking Rate Current from the Rate menu or by pressing Ctrl + Alt + R. To rate shop, select Rate Shop or press Ctrl + Alt + S. Select a carrier from the Rate Quotes section.
9. Click Ship/Process or save the shipment.
   • Save: To save a shipment without processing it, select Shipment > Save or 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 Sage 300. 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 hit F3. The shipment is tendered to the carrier. If you set up the bill of lading and/or labels to print automatically, they are now generated. StarShip also performs write-back of Freight and Notes to Sage 300. Once a shipment is processed, the Shipment Status changes from Open to Processed on the Shipment tab. The status can now be modified.

Shipment Creation/Write-Back

After you Ship/Process a shipment, StarShip creates or updates the Sage 300 Shipment for each Sales Order in the shipment. If you have StarShip set up to not create the Sage 300 shipment when you ship against Sales Orders, the freight, notes, and tracking will write directly back to the Sales Order.