Using Shipping Papers

The Shipping Papers option is used to batch print copies of sales orders, bills of lading, warehouse releases, pick lists, pick tickets, cartons, item info tags, order and/or manifest labels by department and selected routes based on the setting in Shipping Options and Department.

The reports, forms, and labels available for use in Shipping Papers are found in Shipping Options. The SP column is used to assign which of the following options will be used in Shipping Papers:

Cartonize – Assign specific shipping cartons to the items on the sales order based on the item carton required default carton. See Cartonizing for more information. The system default shipping carton is also assigned here.

Order Form – Batch print the unshipped copies of the sales order for the routes and ship dates selected. The sales orders will print if the sales order Printed Warning setting in Shipping Options is set to N (N=no) for sales orders (SO) and the sales order information was printed to include on the pick list.

Bill of Lading (BOL) – Batch print the bill of lading for the routes and ship dates selected if the carrier assigned to the sales order has the BOL (Y/N) setting set to Y (Y=yes).

Pick Ticket label – Batch print pick ticket labels for the selected departments, routes, and ship dates if the List/Tickets/Labels setting for the department is set to Ticket. The system will use the default pick ticket label template, copies, and pounds per label unless there is an Item or Customer override.

Item Info label – Batch print Item Info labels for the selected routes and ship dates. The system will use the default Item Info label template, copies, and pounds per label unless there is an Item override to this setting.

Order label – Batch print order labels for the selected routes and ship dates. The system will use the default order label template, copies, and pounds per label unless there is a Customer override.

Manifest label – Batch print manifest labels for the selected routes and ship dates. The system will use the default manifest label template and copies per order unless there is a Customer override.

Carton label – Batch print carton labels for the selected routes and ship dates. The system will use the default carton label template and copies per order unless there is a Customer override.

Pick List by Order – A pick list by order report can be generated for all sales orders for the selected route and ship dates and can be sorted by customer or carrier. The Item Info template assigned to the item will determine which item info attributes and text field names will print on the report.

Shipping Options also control the use of the pick list by order and the combination of the pick list, pick tickets, and carton labels that can be generated from Shipping Papers. If the Pick List Change Control setting in Shipping Options is set to Y (Y=yes) only new and changed orders will appear on the pick list and pick list/ticket/carton label combinations. If the Pick List Change Control setting is set to N (N=no) the user must select the UNPRINTED/CHANGED option from route selection window in order to print only new and changed orders. The Pick List Change Control setting must be set to Y (Y=yes) to use Update Pick List, the Date Range, or Today Only settings which control whether the shipping papers are available for a single date or a range of ship dates.

A department is assigned to each item. The department controls which Pick List format and which fields are included and excluded, the pick list sort order and types of labels that are available for the department. The Item Pack catch weight level setting control how many lines are printed on the pick list Fixed weight and order line setting will print one line to record or confirm the total weight/ number of units shipped, the Pack UOM setting will print one line for each unit ordered, The break setting will print one line for each pack break unit ordered.

Each label can be configured with its own printer override. The forms default printer can be set in User Printing.

Select the pick list sort order in Department at the Pick List Sort field. See Adding a Department and Item Pack for more information. Pick List sort orders and fields to include or exclude on the pick list :

• 1 = Route-Item will list the sales orders for the items assigned to the department for each route selected by item, followed by the customer order detail, if the item is set to Y (Y=yes) to itemize.
• 2 = Route-Customer will list the sales orders for the items assigned to the department for each route selected by customer order number and then the items on the order
• 3 = Route-Reverse Stop will sort the sales orders by the stop number assigned in reverse order customer followed by the item detail.
• 4 = Route-Physical Location, will sort the pick list by the route selected, the physical location assigned to the item, and the items that have the same physical location.
• 5 = Item-Route will sort the pick list by the item and then route assigned to the order, the customer ID, and sales order number if the Print Changes Only or Consolidate Routes option is selected when the pick list are generated. if not the report will sort just like the Route -Item pick List
• 6 = Customer- Order will sort the pick list by customer , then sales order followed by the item detail if the Print Changes Only or Consolidate Routes option is selected when the pick list are generated. if not the report will sort just like the Route -Customer pick List.

Definitions: The following is a definition of the shipping papers reports, forms and labels

• Pick List – A pick list is a report, printed by department, used to group sales orders that are on the same route to expedite the picking, pulling, processing, and packing of the items ordered. The pick list can be sorted by a combination of Route-Item-Customer based on the setting in the department which is assigned to the item. If the pick list is sorted by item the sales order detail for each item can be printed in detail (itemized) or in summary based on the Itemize setting for the item. The pick list will print itemized if the item has a COOL identifier or the sales order has line text and the COOL setting for the department is set to E, A, or B and the Line text option is set to Y. Subtotals by item pack and COOL identity details are controlled by the department. See Department for more information on setting the sort order and pick list fields to include/exclude. If the Pick List Change Control setting is set to Y (Y=yes) in Shipping Options, the pick list will be assigned a sequential number. The actual weight shipped, lots assigned, and COOL identity can be updated using Update Pick List. Unshipped sales orders will be included on the pick list based on the Printed Warning setting in Shipping Options. If the sales order is printed and excluded from the pick list or the Printed Warning setting is set to Y (Y=yes) for sales orders, the order detail will not be included on pick lists.

• Pick List by Order – The pick list by order report is a breakdown of all unshipped sales orders on the selected route sorted by either the customer ID or carrier. This report is useful in determining whether all sales orders have been filled and are ready to be loaded onto a truck. Which fields are included are controlled in Shipping Options and Item Info templates based on the "PL" settings.
• Pick Ticket – The pick ticket is a label that prints for each item on the sales order based on the setting for the item and the department assigned to the item. The system will use the system pick ticket template, copies, and pounds per copy as defined in Shipping Options unless there is an Item or Customer override. Different items can use different templates, copies, or pounds per copy settings. If pick ticket labels are of different sizes, the user will be prompted to confirm which label printer and label form to use for each label size when the labels are printed if the labels do not have a default printer assigned. See Shipping Options - Labels and User Printers for more information designing pick ticket labels and assigning default printers.
• Item Info labels – The item info label is used to print the item info lot attributes for the items orders on labels according to the item info type assigned to the item. The system will use the default template, copies, and pounds per copy set in Shipping Options unless there is an Item override. The system will use the information for the lot specified if the item is lotted or individually lot-costed and the item info standard for unlotted items or the lot is not specified on lotted and individually lot costed items. See Shipping Options Labels, Item Info and User Printers for more information about designing item info labels and setting default printers.

• Carton label – If the Cartonizing setting is set to Y (Y=yes) in Shipping Options and the order has been cartonized, carton labels which include either information from the order header or order line information (based on the carton contents) will print on the label. Carton labels are used to identify the carton shipped; carton content labels are used to identify what is in the carton. Printing carton labels from Shipping Papers is not allowed if a department is set to Share Cartons setting in Department is set to Y (Y=yes). See Shipping Options - Labels and User Printing for more information about designing carton labels and default printers.
• Order labels – Order labels are used in place of carton labels to identify the ship-to information and other information about the sales order. See Shipping Options - Labels and User Printing for more information about designing order labels and default printers.
• Manifest label – The manifest label is used to create a label which summarizes the sales order information based on the sales order header information, the carton, or carton contents. See Shipping Options - Labels and User Printing for more information about designing manifest labels and default printers.
• Bills of lading (BOL) – A bill of lading is used as proof of delivery for the sales order. Bills of lading are printed based on the BOL setting for the carrier assigned to the sales order. There are seven pre-printed formats and a plain paper format available. The Next Page setting and Forms setting in Shipping Options control which BOL format and layout will be used and which optional print fields can be included on the form.
• Orders – The unshipped sales can be printed from Shipping Papers. The Next Page setting and Forms setting in Shipping Options control which sales order format and layout will be used and which optional print fields can be included on the form.
• Lot Release – The lot release is used to print the release form to send to warehouses, carriers, etc. for lotted items on the sales orders that have been assigned a location and lot. The release form contains information about the customer, warehouse, carrier, item, and lots selected that is needed by the warehouse to release the order from the account to your customer. The Next Page setting and Forms setting in Shipping Options control which release format and layout will be used and which optional print fields can be included on the form.

Using Shipping Papers

1. When you first enter the Shipping Papers option a Select An Option window will display the different types of paperwork that are available for printing. The types of paperwork forms and labels that appears in this list is defined by the flags set in the SP column of Shipping Options and the pick list/ticket combination settings. The types of paperwork, labels and forms available are;

• Pick List
• Pick List/label combinations
• Pick List - Incomplete
• Pick List - Reprints
• Pick List By Order
• Pick Tickets
• Item Info Labels
• Carton Labels
• Order Labels
• Manifests
• Bills Of Lading
• Orders
• Lot Releases

Select one or more of the specific paperwork options and press Enter. An asterisk(*) will appear next to the option indicating it has been selected. Continue selecting options in this manner until all the appropriate paperwork has been selected. Selecting an option that was already selected will "unselect" it and the asterisk will disappear. If ALL is selected, an asterisk will appear next to the pick list by order, shipping labels, and forms that have been defined in Shipping Options. Select EXIT and press Enter to confirm your selection.

If Pick List Change Control is set to Y (Y=yes) in Shipping Options, the following two options will also appear in the Select An Option window:

• Pick List - Incomplete – Select Pick List - Incomplete to view a list of pick lists that have been issued that do not have the pick tickets or carton labels printed. A Select A Pick List window will appear with the following information:

   

  • Exit select Exit to exit from the menu option
  • The pick list reference number
  • The date and time the pick list was printed
  • Department - The department name and id for the pick list
  • Routes - The route name and ID for the pick list
  • LST – Pick list. A “P” indicates the pick list was printed, an “I” Indicates the pick list was not printed , a “ “ (blank) indicates the pick list is not required for this department
  • TCK – Pick ticket. A “P” indicates the pick ticket was printed, an “I” Indicates the pick ticket was not printed , a “ “ (blank) indicates the pick ticket is not required for this department
  • CRT – Carton label. A “P” indicates the carton label was printed, an “I” Indicates the carton label was not printed , a “ “ (blank) indicates the carton label is not required for this department.

Scroll to the pick list with incomplete pick ticket or carton labels and press Enter. A Select An Option to Print window appears and displays the following options if they have not been printed:

• Pick Ticket – Select to print pick tickets for the incomplete pick list selected.
• Pick cartons – Select to print the carton labels for the incomplete pick list selected.

The options will be tagged to print – if you do not want to print one of the options, scroll to that option and press Enter to un-tag the selection. Select Exit to continue. Command options will appear allowing you to print the labels selected or choose from a set of other print options.

• Pick List - Reprint – Select Pick List - Reprint to reprint a pick lists, pick tickets, or carton labels for a previously printed pick list . A Select A Pick List window will appear with the following information
• Exit select Exit to exit from the menu option
• The pick list reference number
• The date and time the pick list was printed
• Department - The department name and id for the pick list
• Routes - The route name and ID for the pick list- All routes indicate the pick list was generated using the Consolidate Routes option
• Status- Changes to indicate that the Pick List was generated using the Print Changes Only option, or all orders.
• LST – Pick list. A “P” indicates the pick list was printed, an “I” Indicates the pick list was not printed , a “ “ (blank) indicates the pick list is not required for this department
• TCK – Pick ticket. A “P” indicates the pick ticket was printed, an “I” Indicates the pick ticket was not printed , a “ “ (blank) indicates the pick ticket is not required for this department
• CRT – Carton label. A “P” indicates the carton label was printed, an “I” Indicates the carton label was not printed , a “ “ (blank) indicates the carton label is not required for this department.

Scroll to the pick list to reprint and press Enter. A Select An Option to Print window appears and displays the following options if they have not been printed.

• Pick List – Select to re-print the pick list
• Pick Ticket – Select to re-print the pick tickets for the pick list selected
• Pick cartons – Select to re- print the carton labels for the pick list selected

Scroll to the option to re-print and press Enter. More than one option can be re-printed at the same time. Select Exit to continue. Command options will appear allowing you to print the labels selected or choose from a set of other print options.

If Lot Release was selected, a Select An Option window will appear displaying a list of locations by location ID and description. Select the location for the lot releases by scrolling to the location(s) and pressing Enter. An asterisk (*) will appear, confirming your selection. Select EXIT to continue.

2. A Select An Option window will appear and will display all departments defined in the system. Select one, several, or ALL DEPTS by scrolling to the department(s) or ALL DEPTS and pressing Enter. An asterisk (*) will appear, confirming your selection(s). Press EXIT to continue.

Note: A Select An Option window listing all departments defined in the system will only display if a pick list or pick list/label combination has been selected.

Note: Selecting ALL will select all reports and labels and will exclude pick lists.

3. If dispatchers have been assigned, a Select An Option window will appear displaying all dispatchers by ID and description. Select one, several, or ALL DISPATCHERS by scrolling to the appropriate selection(s) and pressing Enter. An asterisk (*) will appear, confirming your selection(s). Press EXIT to continue.

4. The Routes selection box appears. Select which route(s) to include when printing the shipping papers or one of the following options:

CHANGE THE SHIP DATE – Select CHANGE SHIP DATE to change the shipping date or shipping date range based on the Date Range or Today Only setting in Shipping Options.

Press F10 to continue and enter the new date or date range.

Note: If you wish to change the shipping date, you must do this prior to making any other selections from this window.

SELECT BY BATCH – Choose SELECT BY BATCH to reprint a batch of sales orders previously printed.

1. Press F10 to continue. A Customer Orders selection box will appear and display the following information:

• Batch – The batch number assigned when the shipping papers were printed
• Customer – The customer ID
• Order – The sales order number
• Ship – The ship date of the sales order
• Route – The route assigned to the sales order.

 

2. Scroll to the sales order(s) to be reprinted and press Enter. An asterisk(*) will appear confirming your selection.

3. Command options will appear, allowing you to print or choose from a set of other print options. See Printing Shipping Papers for more information.

SELECT BY CUSTOMER – Choose SELECT BY CUSTOMER to print selected reports, forms, or labels for a specific customer.

1. Press F10 to continue.

2. At the Customer field, enter the customer ID.

If you are uncertain of the customer code, see Navigating Net Yield - Selecting a Customer Code.

3. A Select An Order window will appear with the following information:

• EXIT – Select EXIT to exit.
• The date of the sales order
• The status of the sales order
• O – Open, but not priced or shipped
• P – Priced, but not shipped
• S – Shipped, but not priced
• R – Ready. Priced and shipped but not invoiced
• I – Invoiced but not posted to accounts receivable. This code only displays if the Invoices Post to Receivables setting in Receivables Options has been set to B (B=batch).

 

4. Scroll to the sales order(s) and press Enter. An asterisk (*) will appear confirming your selection(s). Select EXIT to continue.

5. A Customers Orders selection box will appear and display the following fields:

• Customer – The customer ID
• Order – The sales order number
• Ship – The ship date for the sales order
• Route – The route assigned to the order.

 

Based on the pick list, forms, and labels settings in Shipping Options, the following columns will appear with a "P" to indicate the pick list, form, or label was printed. A blank indicates it was not printed.

 

• List – The pick list
• Tick – The pick ticket label
• Shell – The item info label
• Cart – Carton label
• O Lbl – Order label
• Manif – Manifest label
• BOL – Bill of lading
• Order – The unshipped sales order
• Rels – The warehouse or lot release

 

6. Scroll to the order(s) to print the shipping papers for and press F10.

7. Command options will appear:

• Add – Select Add to add another customer or order
• Print – Select Print to print the shipping papers
• Exit – Select Exit to exit without printing.

 

Select Print.

 

8. Command options will appear, allowing you to print or choose from a set of other print options for each report, form, or label selected. See Printing Shipping Papers for more information.

 

Note: Opting to print paperwork by selecting the customer will allow you to print the customer's paperwork, regardless of the sales order status.

SELECT BY ORDER – Select to print the selected reports, forms, or labels for a specific sales order number.

1. Press F10 to continue.

2. Enter the sales order number or numbers.

3. Press Enter in the blank order number fields to continue. A Customer Orders selection box will appear displaying the following fields:

• Customer – The customer ID
• Order – The sales order number
• Ship – The ship date for the sales order
• Route – The route assigned to the order
• Based on the pick list, forms, and labels settings in Shipping Options, the following columns will appear with a "P" to indicate the pick list, form, or label was printed. A blank indicates it was not printed.
  • List – Pick list
  • Tick – Pick ticket label
  • Shell – Item info label
  • Cart – Carton label
  • O Lbl – Order label
  • Manif – Manifest label
  • BOL – Bill of lading
  • Order – The unshipped sales order
  • Rels – The warehouse or lot release.

 

4. Scroll to the order or orders to print the shipping papers and press F10. Command options will appear:

• Add – Select Add to add another customer or sales order.
• Print – Select Print to print the shipping papers.
• Exit – Select Exit to exit without printing.

 

5. Command options will appear, allowing you to print or choose from a set of other print options. See Printing Shipping Papers for more information.

Print Changes Only – Select Print Changes Only to print the reports, forms, and labels selected for new and changed orders only.

Scroll to UNPRINTED/CHANGED and press Enter. An asterisk (*) will appear confirming your selection. Press F10 to continue.

If not selected, the information for all sales orders will be printed for the department(s), locations, and routes selected except for Pick, which will only include new and changed orders if the Pick List Change Control flag in Shipping Options is set to Y (Y=yes).

If multiple routes are selected for the pick list, the routes selected will be consolidate onto one pick list for each department

CONSOLIDATE ROUTES – Select CONSOLIDATE ROUTES to have all the selected routes consolidated into one report instead of broken down on separate pages for each route.

Do not consolidate routes when printing pick lists if using Update Pick List. The Update Pick List does not work with consolidated routes.

1. Scroll to CONSOLIDATE ROUTES and press Enter. An asterisk (*) will appear confirming your selection. Press F10 to continue.

2. The ship date will display and the following message will appear: "Consolidate all routes together? No/Yes."

• Select no to generate separate pages for each route selected.
• Select yes to consolidate selected routes.

A listing of the routes assigned to the dispatcher.

1. Select one or more routes to include on the selected shipping papers by scrolling to the route(s) and pressing Enter. An asterisk (*) will appear confirming your selection. Press F9 to select all routes.

2. Press F10 to continue.

3. All selected paperwork will print. Messages in the format, "***** PRINTING ORDERS *****" will display in the upper right quadrant of the screen as printing progresses. Command options will appear, allowing you to print the various shipping paper reports, forms, and labels or choose from a set of other print options. See Printing Shipping Papers for more information.

Use the Available Actions links below for more information.

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