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Product Update 394: New E-Shipping Manifest Integration for performing shipments

Introduction

There are various shipping agents that have the experience and expertise to manage shipping services efficiently with the help of the latest technologies. StarShip is the software of one of the shipping agents that provide such services. StarShip is a software that can manage shipments from shipping room, to customer service, and accounting as well as provide integration for sharing information across businesses using various software. For more information, see http://www.vtechnologies.com/.

To make full use of such services and technologies, another shipping option called E-Shipping Manifest Integration is introduced in Exact Globe, whereby you can integrate Exact Globe with a shipping agent. In this implementation, E-Shipping Manifest Integration supports StarShip V10.0 only. This integration feature is available if you have the SE1343 – E-Shipping Manifest Integration and SE1200 – E-Order Flicenses and relevant settings enabled. E-Shipping Manifest Integration provides an alternative to E-Shipment for shipping items requested through sales orders. For example, you can choose to ship standard and batch items using a carrier or shipping method that is supported by E-Shipping Manifest Integration or ship other items using a carrier that is supported by E-Shipment. The choice depends on your scenarios, the practicality of usage, and convenience.

You can execute StarShip through a separate StarShip client software installed on a local computer. StarShip provides  services to customers using Exact Globe but wish to perform shipments through the carriers that are supported by StarShip. From StarShip, you can retrieve the sales orders that are created in Exact Globe. Since StarShip is also integrated with the softwares of various major carriers, you can choose the carrier that provides the best real-time rates and facilities for shipping services.The carrier will then prepare the necessary documentation, pack, and ship the corresponding items and update both the shipping agents’ software and Exact Globe with the status, relevant documentation, and tracking number.

From Exact Globe, you can proceed with your next sales order process flow to invoice your customers for the shipped items, including the shipping charges, if required. For auditing purposes, you may also obtain the report on the shipments. The decision making process of the logistics department to choose the carrier with the best service and rate will be expedited. Besides that, the ability to track the actual progress of a shipment, such as the date when the carrier picks up the items to be shipped, keeps your customers up to date.

Menu path

  • System à General à Change license
  • System à General à Settings à Order settings
  • System à Logistics à Shipping methods
  • Finance à Accounts receivable à Maintain
  • Order à Entries à Sales orders
  • CRM à Entries à Quotations
  • CRM à Processes à Selections à Actions
  • Order à Entries à Print / Process
  • System à General à Settings à Documents settings
  • Order à Reports à Shipping manifest

What has been changed

The feature to integrate Exact Globe with StarShip and the following changes are available if you have the SE1343 – E-Shipping Manifest Integration and SE1200 – E-Order licenses and the relevant settings enabled.

Note: The E-Shipping Manifest Integration features are supported only for United States of America and Canada.

License and settings

  1. A new license module  SE1343 – E-Shipping Manifest Integration is implemented. You may activate both the SE1343 – E Shipping Manifest Integration and SE1340 – E Shipment licenses concurrently but you can only choose to ship using either E-Shipment or E-Shipping Manifest Integration per sales order. You can check the availability of the licenses at System à General à Change license, as shown in the following:


  2. Once the licenses are available, the Shipping manifest currency code setting is added in the Shipment section of Order settings, as shown in the following. At this setting, you can select the same currency that is used in StarShip.

     
    For more information, see Order settings.
  3. The Order à Reports à Shipping manifest menu path for obtaining the overview of shipment using StarShip information will be available if you the Shipping manifest menu right. Correspondingly, the Shipping manifest menu right is added to the Order menu rights.
    For more information, see Generating reports for shipments via E-Shipping Manifest Integration.
  4. The To ship sales orders via shipping manifest function right is added to the Sales function rights, whereby users with this function right can perform shipping through StarShip.
    For more information, see Overview of user rights.

Setting up master data

It is necessary to create a shipping method for each carrier that is used in Starship. When creating a shipping method, note that the value in the Shipping via field must be the same as the SCAC code in Starship.

  1. The following changes are available in the shipping method maintenance screen at System à Logistics à Shipping methods, as shown in the following:


    • The Use shipping manifest check box is added in the Shipping methods tab. Selecting this attribute will define that the sales orders that are linked to this shipping method will be shipped using StarShip. The following will take place once you select the check box:
      • Cost price is set to zero and hidden.
      • Shipment will be hidden.
      • Packages and Print on order are selected but disabled.
      However, the Use shipping manifest check box can be edited only if the shipping method is not linked to any order. You can only select the check box if the currency code is defined at Shipping manifest currency code in the Order settings.
    • Shipping via is enhanced to support up to five alphanumeric characters when using the E-Shipping Manifest Integration or E-Shipment.
    For more information, see Creating and maintaining shipping methods.
  2. The Apply shipping charges check box is added in the Sales order – Invoice section in the Financial tab of the debtor maintenance screen at Finance à Accounts receivable à Maintain. The change is shown in the following:

    • Selecting this attribute determines that the shipping charges will be invoiced to the customer. This check box can be edited only if you have selected a shipping method with the Use shipping manifest attribute at Shipping via in the same section.
    • The Apply shipping charges attribute will also be imported or exported when importing or exporting the XML files of the corresponding debtors.
    For more information, see Creating and maintaining accounts receivable
  3. The Apply shipping charges check box is also added in the Sales order data and Quotation data sections in the Sales orders and Quotations screens, which are accessible by clicking the Conditions button in the sales order and quotation entries at Order à Entries à Sales orders and CRM à Entries à Quotations, respectively. The change is shown in the following sample:

    • Select this check box to indicate that the shipping charges will be invoiced to the customer. This check box can be edited only if the sales order is linked to a shipping method with the Use shipping manifest attribute and when the order is not shipped yet.
    • The check box cannot be edited once the order is partially or fully shipped to ensure that the shipment will be charged accordingly.
    • When you copy a sales order or quotation to another sales order or quotation respectively, as well as when you process a quotation to a sales order, the Apply shipping charges attribute will copied to the new sales order or quotation.
    For more information, see Sales order conditions and Sales quotation conditions.
  4. The Apply shipping charges field is added in the Financial section of the function for updating accounts at CRM à Processes à Selections à Actions, as shown in the following:
    • Select Yes or No to apply or remove the Apply shipping charges attribute to or from the selected accounts, respectively. Select Update: No if you do not wish to change the existing attribute of the selected accounts.
    • This can be edited only when you select a shipping method with the Use shipping manifest attribute at Shipping via in the same section. If no shipping method is selected at Shipping via or the selected shipping method does not have the Use shipping manifest attribute, by default, Update: No is selected and the field cannot be edited.
    For more information, see Updating accounts in batches.
  5. The Shipped column is added to the sales order entry screen at Order à Entries à Sales orders when you link the sales order to a shipping method with the Use shipping manifest attribute. Correspondingly, the Shipped check box is added in the Line section of the Define columns screen for customizing the columns in the sales order entry. By default, the Shipped check box is cleared and the Shipped column is not displayed. The change is shown in the following:
    • By default, each sales order line will be shipped using the shipping method defined in the sales order header. However, you can use a different shipping method for every sales order line. 
    • As long as the sales orders have not been shipped, you can interchange between E-Shipment and E-Shipping Manifest Integration when using the E-Shipping Manifest Integration or E-Shipment.
    • A green check mark will be displayed if the corresponding order line is fully or partially fulfilled and shipped. A red cross will be displayed if the corresponding order line is fulfilled but not shipped. Clicking the check mark will display the details of the shipping information of the corresponding order line by tracking number.
    For more information, see Creating and maintaining sales orders and Defining sales order columns

Performing shipments

  1. Before you can connect to the StarShip server, you need to install the Starship V10.0 client software on your computer. Once installed, you can execute StarShip as shown in the following:

  2. From StarShip, users with the To ship sales orders via shipping manifest function right can retrieve the sales orders from Exact Globe. You can select from the list of sales orders with fulfilled shippable items or from the list of customers linked to the required orders. You can retrieve only the orders linked to the warehouses that you have access to. The items that can be shipped are physical items where the stock ledger is a balance sheet type, extra fulfilled items that are added back to sales orders, and BOM items. StarShip is able to extract the following information from Exact Globe: senders, recipients, customers, items, and order information.
  3. Once the orders are retrieved, you can select the required sales order lines and the preferred carriers based on the listed rates. The rates in StarShip are available in US dollars. You can ship only quantities in round figures.
  4. Once confirmed, the selected carriers will prepare the necessary documentation, pack, and ship the corresponding items. StarShip will provide you with the tracking numbers for tracking the progress of the shipments. StarShip supports up to 34 characters in each tracking number but Exact Globe supports up to 20 characters only.
  5. Once a shipment is completed, the following will take place:
    • StarShip will feedback Exact Globe with the following information: shipment details, package information, and package content information. However, only the shipment details are stored in Exact Globe as the rest of the information can be retrieved from the reports for shipments via E-Shipping Manifest Integration. For more information on the report, see the Reports on shipments section.
    • A shipment entry is created for the corresponding supplier in zero amount in Exact Globe.
  6. You can proceed with your next sales order process flow to invoice your customers for the shipped items, including the shipping charges if required within Exact Globe. For more information on invoicing the customers, see the Invoicing shipments section.

Invoicing shipments

  1. The shipping charges for orders shipped using StarShip will only be known after the shipment is completed. Depending on the sales order requirements, the shipping charges will be invoiced to the customer, if required. For more information, see Items 2 and 4 in the Setting up master data section.
    • If there is a sales order line to be invoiced, the charges will be added as an extra charge item (phantom item) for each shipping method in the corresponding sales order, whereby the payment terms will be recalculated and the MRP generated.
      • If the extra charges from another shipment is already available but yet to be invoiced, the extra charges from a shipment using the same shipping method will be added together, whereby the payment terms will be recalculated and the MRP generated.
      • If there is no sales order line to be invoiced, a new sales invoice will be created for the shipping charges.
      The charges are in US dollars but Exact Globe will convert the charges to the currency defined at Shipping manifest currency code at Order settings. The exchange rate is determined by the exchange rate function at System à General à Countries à Exchange rates based on the sales order date and rounded up to the nearest dollar.
      • You can cancel the shipment performed using StarShip. The cancellation details will be updated in Exact Globe and the shipping charges billed to the customer can be reversed and added to the sales order. The addition of the shipping charges, originally charged to the customer, will not trigger the debtor credit line check and will not reset the sales order authorization status.  
      • Shipping manifest is added in the Selection section of the overview of sales orders to be printed or processed at Order à Entries à Print / Process. You can select Partial or Completed to filter orders linked to shipping methods with the Use shipping manifest attribute, that have been partially or completely shipped, respectively. If you select All, you can filter orders that have been both partially and completely shipped. By default, Completed is displayed. The information is mandatory. The change is depicted below:


        For more information, see Overview of sales orders to be printed and processed
      • A few changes are available in the Invoice data section of the Print: Sales orders screen that is displayed at various locations and when performing various actions, as shown in the following:



        The changes are:
        • The behavior of the Generate invoice check box is enhanced when fulfilling sales orders. The check box will always be cleared for sales orders that are shipped using StarShip. However, you can still select the check box if you need to generate an invoice.
        • The Shipped option is added at Lines when you click the Print process flow in a sales order entry and when you print at Order à Entries à Print / Process. Selecting this option will include only fully shipped order lines. This option is available only if the corresponding sales order is also linked to a shipping method with the Use shipping manifest attribute.

        For more information, see Generating invoices for sales orders and service orders.
      • A few changes are available in the invoice layout in the Logistics section of Document settings:
        • The Tracking number database field is added to the Item block database field block. If the invoice line is shipped with more than one shipping method or the Compress setting in the Advanced tab of the Print invoices screen is enabled when generating the invoice, only the first tracking number will be printed in the invoice layout.
        • The Shipment database block for printing shipment tracking numbers is added to the layout.  The block contains these database fields: Item code, Item description, Tracking number, Quantity shipped, BOL number, PRO number, and Ready date.
        For more information, see Documents settings and Creating and maintaining layouts.

      Reports on shipments

      1. At Order à Reports à Shipping manifest, you can generate reports for shipments via E-Shipping Manifest Integration based on the information related to warehouses, sales orders, and shipments, as shown in the following.

         
      2. The information that will be displayed is limited to the warehouses which you have rights to. Besides that, you can group the overview by sales orders or shipments.

         
      3. You can export the overview to a Microsoft Excel spreadsheet or zoom into the shipping details of the selected sales order or sales orders lines of the selected shipment.

      For more information, see Generating reports for shipments via E-Shipping Manifest Integration.

      Related documents

           
       Main Category: Support Product Know How  Document Type: Release notes detail
       Category: Release Notes  Security  level: All - 0
       Sub category: Details  Document ID: 19.117.761
       Assortment:  Date: 10-05-2017
       Release: 394  Attachment:
       Disclaimer