Ship a QuickBooks Online Document

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

This section contains general information for manually shipping against QuickBooks Online 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 QuickBooks Online document. 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. If you have more than one QuickBooks Online company, make sure the correct company is selected in the Company field.
   
2. Select the document heading for the type of document you want to ship.
   
3. Type in the document number (or Customer Name for Customers), or use the Filters to find the QuickBooks Online document to ship against. Filters vary depending upon the type of document you are shipping. In addition to the Customer Name and Ship To address fields, you can filter by:
   • Due Date, Invoice Date, and Invoice Number (for Invoices)
   • Sales Receipt # and Sales Receipt Date (Sales Receipts)
   • Ship Date (Invoices and Sales Receipts): In order to filter by the Ship Date, there must be a date in the Shipping Date field on the Invoice or Sales Receipt in QuickBooks Online.

   

    

   More Info about Documents

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

4. Click the Create Shipment button or click the truck icon in the document’s row.
   
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 into boxes (you can drag and drop items) and enter the weight of the first box or use an electronic scale to read the weight in the Packaging section. Repeat the weighing process for each package.
   
   
   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 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 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 QuickBooks Online. 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 shipment detail and Notes to QuickBooks Online. Once a shipment is processed, the Shipment Status changes from Open to Processed on the Shipment tab.

Recent Shipments

You can find your recent draft and processed shipments using the Recent Shipments button.

Write-Back

StarShip will write shipment detail and Notes back to the Sales Receipt or Invoice when you Ship/Process a shipment. For more information, see QuickBooks Online Write-Back.