Recalling a Closed Shipment (PS41)

Packing Station offers a unique feature that allows Invoices to be automatically generated for Sales Orders in the Shipment when the following fields are set:

  • CC00/Packing Station 'Generate Invoice' field is selected.
  • CC96 'Auto Invoice Generate' field is set to Yes.

For those Companies that do not have the auto-generate Invoice feature set up, and Invoices have not been generated for the Shipment in Enter Inv/Direct Bills/Credits (IN41), follow these steps to recall a Closed Shipment:

  1. Enter or select from the query the Shipment Number in the Shipment No. field. The following message displays: "Shipment ###### has been closed. Do you wish to reopen it? Yes/No". Select 'Yes' to reopen the Shipment.

  2. The Carton Details folder automatically opens with the Shipment details displayed.

  3. You may make changes to the recalled Shipment or Delete the Shipment as required.

    • If you are deleting the Shipment, click on Delete Record Delete Record. The following message displays: "Delete Header and all its details? Yes/No". Select 'Yes' to delete the Shipment and all of the detail records.

    • If you are making changes to the Shipment by adding or deleting Cartons or Packs, see the Carton Details folder, Carton or Pack sections for more details.

      • If you add a Packing Number to the Shipment and the Shipment has Freight, the following message displays: "Freight has already been entered and distributed for this shipment. Adding a new carton may affect both the freight amount and its distribution. These may be reviewed in folder 6 (Ship) for the total and folder 5 (Freight) for the distribution." Click OK to close the message and update the Freight as required.

      • If you delete a Packing Number from the Shipment and the Shipment has Freight, the following message displays: "Freight has already been entered and distributed for this shipment. Removing a carton may affect the freight distribution. The freight total will automatically be re-distributed to the order with the highest Shippable Value and lowest Sales Document Number (SDN). If there are no orders on this shipment the freight amount in folder 6 (Ship) will be set to zero." Click OK to close the message and update the Freight as required.

      • Changes made to the Carton or Pack may cause changes to the Pallet's Freight and/or Measurements and Volume. For more details on adding or deleting Cartons from a Pallet, see the Carton Details folder, Pallet section.

    • When all of the information for the Shipment is correct and no issues exist, go to the Ship folder.

      • When the Ship folder opens, the following message displays: "Would you like to have the Declared Value re-calculated based on the carton contents. Yes/No". Selecting "No" will leave the Declared Value amount unchanged. Selecting "Yes" will update the Declared Value based on the changes to the Shipment.

    • Update the Ship folder as required and click Closed. The Shipment is released for shipping.

For those Companies with auto-generate Invoice, follow these steps to recall a Closed Shipment:

  1. Enter or select from the query the Shipment Number in the Shipment No. field. The following message displays: "The Shipment No. ###### is linked to the following orders that have been invoiced. Order xxxxxx Invoice yyyyyyy. OK". (All Sales Orders and Invoice Numbers are listed in the message.) Click OK to close the message.

    • Delete the Invoice(s) from IN41.

      Note: If Freight is added to an Order(s) in the Shipment, the Freight amount appears on the Invoice. It is recommended that you delete the Freight Charge line from the Invoice first and then delete the Invoice. When you recall the Shipment, add the Freight on the Ship folder.

  2. Once the Invoices are deleted, return to PS41 and enter or select from the query the Shipment Number in the Shipment No. field. The following message displays: "Shipment ###### has been closed. Do you wish to reopen it? Yes/No". Select 'Yes' to reopen the Shipment.

  3. The Carton Details folder automatically opens with the Shipment details displayed.

  4. You may make changes to the recalled Shipment or Delete the Shipment as required.

    • If you are deleting the Shipment, click on Delete Record Delete Record. The following message displays: "Delete Header and all its details? Yes/No". Select 'Yes' to delete the Shipment and all of the detail records.

    • If you are making changes to the Shipment by adding or deleting Cartons or Packs, see the Carton Details folder, Carton or Pack sections for more details.

      • If you add a Packing Number to the Shipment and the Shipment has Freight, the following message displays: "Freight has already been entered and distributed for this shipment. Adding a new carton may affect both the freight amount and its distribution. These may be reviewed in folder 6 (Ship) for the total and folder 5 (Freight) for the distribution." Click OK to close the message and update the Freight as required.

      • If you delete a Packing Number from the Shipment and the Shipment has Freight, the following message displays: "Freight has already been entered and distributed for this shipment. Removing a carton may affect the freight distribution. The freight total will automatically be re-distributed to the order with the highest Shippable Value and lowest Sales Document Number (SDN). If there are no orders on this shipment the freight amount in folder 6 (Ship) will be set to zero." Click OK to close the message and update the Freight as required.

      • Changes made to the Carton or Pack may cause changes to the Pallet's Freight and/or Measurements and Volume. For more details on adding or deleting Cartons from a Pallet, see the Carton Details folder , Pallet section.

    • When all of the information for the Shipment is correct and no issues exist, go to the Ship folder.

      • When the Ship folder opens, the following message displays: "Would you like to have the Declared Value re-calculated based on the carton contents. Yes/No". Selecting "No" will leave the Declared Value amount unchanged. Selecting "Yes" will update the Declared Value based on the changes to the Shipment.

    • Update the Ship folder as required and click Closed.

      • If you did not delete the Freight Charge line from the original Invoice, the following message displays: "The order(s) listed below already have Freight Charge(s) totaling $XX.XX. The amount in the Freight field will be added to the order(s) when the Invoice(s) is generated. Do you want to add the Freight? Yes/No". Click 'No'; the original Freight Charge is already associated with the Sales Order and if you add the Freight at this stage, an additional Freight line will be added to the Invoice.

    • The Shipment is released for shipping.