Ship Acumatica Sales Orders

StarShip allows you to import and ship against Acumatica Sales Orders. Only Open or Back Ordered Sales Orders are available to ship; On Hold orders are not.

This section contains general information for manually shipping against Acumatica Sales Orders. 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).

Sales Order Types

Any Sales Order types that have the “Processing Shipments” setting enabled can be shipped in StarShip and will be available in the sales order type drop-down list. This setting can be found in Distribution > Sales Orders > Configuration > Select – Order Type > Template Settings tab in Acumatica.

You can choose the Sales Order Type to speed up the Sales Order search in Rate/Ship. StarShip will allow you to use the same order number for a Return Receipt and a Sales Order if your system is set up that way. StarShip will also remember the order type you last used the next time you log in to the same Location.

If you type in an Order Number in StarShip and the Sales Order is a type that does not have this setting enabled, you will receive an error message such as “Sales Order QT000035 has not checked ‘Process Shipments’ flag for its order type”.

These are some of the document types that can be enabled for Processing Shipment:

CM – Credit Memo, RC – Return for Credit, RM – RMA Order, RR – Return for Replacement, SO – Sales Order, SA  – Sales Order with Allocation, TR  – Transfer

Process a Shipment

These are basic steps for shipping an Acumatica Sales Order.

1. In StarShip, click the Rate/Ship menu item.
2. Select the Sales Orders heading.
3. Type in the Order Number or search for a Sales Order using the available filters. You can also select a batch of Sales Orders to ship. Note: If you don’t see any Sales Orders in the Documents list, try adding a Filter.

   Select the Sales Order type to speed the search process if you import many sales order types. The documents that display in the Shipment Editor can be affected by two Acumatica 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, like Ship Via, also allow you to select from a list of existing values.If you duplicate filters in your search, you will receive an error message. The “Or” condition created by duplicate filters is not supported by Acumatica. You will need to revise your search filters. For more information about filters, see Source Documents Search.

4. Click the Create Shipment button or click the truck icon in the Sales Order 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 (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.[/ht_message]
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 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 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 Acumatica. 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 writes back the shipment information to Acumatica. If you get a pop-up window asking for translated values, see the Value Translations section below for more information.

Value Translations

If you did not set up Custom Write-Back, you will receive a value translations dialog asking you to provide the correct Acumatica values to write back to the Sales Order. Enter the values in the Source Write-Back Value column and click Save. StarShip will remember these value translations the next time you ship. When no value is entered for a Source Field, that information will not write back to Acumatica and this dialog will appear again the next time you ship. To provide a complete list of Acumatica values for these fields and prevent seeing this dialog again, configure Custom Write-Back settings.

Notes about Shipping Sales Orders

Please note these additional details related to shipping Acumatica Sales Orders.

Ship Via Filter

StarShip now allows you to add a “Ship Via” filter to search for Acumatica Sales Orders using the Ship Via. You can select from a list of the Ship Via methods you have set up in Acumatica.

Non-Stock Items

Non-stock items are only imported into StarShip if “Require Shipment” is checked in Distribution > Inventory > Maintain Non-Stock Items.

Kits

A kit is a finished good or subassembly that is made from multiple components; once assembled, a kit can be added to a Sales Order. In order to ship a kit in StarShip:

• It must ship from the Warehouse connected to the company in StarShip; see Multiple Warehouses Setup if you need to ship from more than one Warehouse.

• When Non-Stock Items are present in the kit, the “Require Shipment” option must be checked (see Non-Stock Items above).

Line Item Ship On Date

Line Items in Acumatica can have a “Ship On” date associated with them so that partial shipments can be scheduled for one order.

If the latest Ship On date for items in an order is greater than the Ready Date in StarShip, you will be prompted to provide the Ready Date for the shipment with the following message:

“One or more items has been set to ship after the current shipment ship date. Any items set to ship after the selected ship date will be removed from the shipment.”

You now have the opportunity to set the Ship On date to match the future date — OR — you can select today’s date and any line items with a future date will be removed from the shipment.