Troubleshooting the Quick Ship folder

Here are a number of common issues:

• When do I get a Shipment Number?
  A Shipment Number is assigned to the Packing Session when you perform one of the following actions:
  • Update the Quick Ship folder.
  • Hold the Shipment.
  • Close the Shipment.
  A Shipment Number is assigned only once, the first time you perform one of the above actions.

• I want to see my Shipment, but I can't enter my Shipment Number
  You access your Shipment via the Packing Number. Although there is a Shipment Number assigned, PS30 recalls the Packing Number. The Shipment Number displays when the Packing Number is entered.

• I need to recall my Closed Shipment but Invoices are generated, does the Freight Charge have to be handled separately?
  Yes, we recommend that you delete the Freight Charge line from the Invoice first and then delete the Invoice.

  If you do not delete the Freight Charge manually from IN41, when you re-pack and ship the Sales Order, the original Freight Charge appears on the new Invoice. If you want to keep the original Freight Charge, we recommend that the Freight Charge on the Quick Ship folder be 0.00 when you re-pack the Sales Order; if you enter a value in this field, an additional freight line is added to the Invoice.

• I want to enter my Freight charge, but the Freight field is disabled
  A Supplementary Code must be entered in the Freight Charge field in Company Control Initialization (CC00/Packing Station) in order to activate the Freight field in the Quick Ship folder.

• I can't change the Shipping Address Information
  The Shipping Address Information can be updated in Quick Ship only if the 'Override Ship To Address' is selected in CC00/Packing Station.

• One or all of the Print Options (Bill of Lading, Ship To Label, UCC-128) are unavailable or 'greyed' out
  The Packing Number/Shipment Number must be Updated before the Print buttons activate. Once the Shipment Number is Updated, the Print Options are associated with the Operator ID logged into Enterprise. If a Print button remains unavailable, the Operator ID has not been granted access to print this form/label in Maintain Operator Controls (PS11). Please see your System Administrator to modify PS11.

• I want to recall a Sales Order on a Closed Packing Number with an OPEN Shipment Number assigned to it
  A Shipment Number is assigned to a Packing Session when a Packing Number is Updated, put on Hold or Closed in the Quick Ship folder. When a Shipment is Updated or put on Hold, it is still considered "open" and not ready for shipping. Recalling a Packing Number with an Open Shipment number requires that the Shipment Number be deleted before the Packing Number can be recalled. For details on recalling a Sales Order, click here.

• I want to recall a Sales Order on a Closed Packing Number with a Closed Shipment Number assigned to it
  A Shipment Number is assigned to a Packing Session when a Packing Number is Updated, put on Hold or Closed in the Quick Ship folder. When the Shipment is Closed, Invoices are automatically generated if this feature is selected in CC00/Packing Station and the Shipment is ready for shipping. Recalling a Packing Number with a Closed Shipment Number requires that the Invoices generated for the for the Sales Order(s) be deleted (if applicable) and that the Shipment Number be opened and deleted before the Packing Number can be recalled. For details on recalling a Sales Order, click here. Note: Deleting a Shipment Number removes all details from the Shipment, including tracking numbers, weight, volume, and so on.

• Why don't my Invoices automatically print?
  Invoices are automatically generated for each Sales Order in the Packing Session when the following conditions are met:
  • 'Generate Invoice' is selected in CC00/Packing Station.
  • 'Auto Invoice Generate' is set to YES in CC96.
  The Invoices automatically print when 'Invoice Auto' is selected in CC03 and 'Invoice Action' is set to S (Send Invoice with Goods) in SU13.

• How are the Estimated Weight and Volume fields calculated for the Shipment?
  When the Item Entry Method used to scan/enter the Product on the Carton Details folder is set to Product, Customer Product Code or Sales Order Line Number, the Weight and Volume are taken from the 'Default SKU' record set up in IM13/Pack Info for this Product. If a Default SKU is not assigned, the Weight and Volume are set to 0 (zero).

  All other Item Entry Methods use the Weight and Volume assigned on the Detail line in PO13/Pack Information or IM13/Pack Information for the GTIN code scanned.

  • Note: the Weight and Volume entered in IM13 and PO13 are for the entire SKU Quantity, not just one SKU unit.

  Here is an example of how the Weight and Volume are calculated: The SKU Quantity for a Product is 6 and the Weight is 10 lbs and the Volume is 30 CuFt. An Order is entered into PS30 for the Product with a Quantity of 2.

  • The Weight for the line is 10 lbs / 6 (SKU Quantity) = 1.66 lbs. This is the Weight of 1 item; 1.66 x 2 (Order Quantity) = 3.32 lbs.
  • The Volume for the line is 30 CuFt / 6 (SKU Quantity) = 5 CuFt. This is the Volume of 1 item; 5 x 2 (Order Quantity) = 10 CuFt.

• I have Auto-Print set for my UCC-128 Labels, yet only the labels for my EDI Shipments print.
  The 'EDI Only' flag in PS11 must be selected for the UCC-128 Labels. If you want to print the UCC-128 Labels for all Shipments, then this flag must be de-selected in PS11. This flag is only available when you have the EDI module installed and when you have Auto-Print selected for UCC-128 Labels in PS11.

• If I have an Order that is being paid by EFT, and items are added to the Order in Packing Station, what happens to the balance when the Invoice is generated?
  There are two possible scenarios:
  1. Only Payment 1 is used:
     • If the customer on the order is eligible to pay by EFT and On Account, any overage is automatically applied to 'On Account'.
     • If the customer on the order is only eligible to pay by EFT but does not have a default payment method defined in SU13, the original EFT information is copied to payment 2 of the order and the automated gateway authorizes the EFT transaction when the invoice is generated. If the customer has a default payment method, the EFT information is not copied to payment 2 and must be manually entered before the invoice cycle can be completed.
     
     Note: There may be a timing issue involved between the time the Invoice is generated and the time it takes for the Automated Gateway to Authorize the Invoice.

     If the Invoice is generated before the Automated Gateway performs its Authorization, the following message displays: "Unable to print Invoice ######. Payment has not yet been Authorized. OK". You need to print the Invoice through IN42.

  2. Both Payment 1 and Payment 2 have been exhausted:
     • Regardless of the Customer's eligibility for EFT, On Account or only EFT transactions, the overage is automatically put on the Customer's Account.