The Delivery & Shipping page (Procurement required)

SECURITY  Inventory feature access to deliver/ship items. Refer to Deliver/Ship Items.

NAVIGATION   > Inventory > Procurement & Delivery > Delivery & Shipping

BEFORE YOU BEGIN  This page is only available if Procurement is enabled. Refer to Activations.

NOTE   Users who do not have the Procurement feature enabled can deliver or ship items from the Edit Charge page. Refer to Delivering or shipping a stocked item on a charge.

When Procurement is enabled, the streamlined Delivery & Shipping page is available in Inventory. This page has two tabs, Ready to Deliver/Ship and Delivered/Shipped.

  • The Ready to Deliver/Ship tab displays all charges where the status is Ready to Deliver/Ship. This includes items that do not go through procurement. Their status is set to Ready to Deliver/Ship when the charge is created.

  • The Delivered/Shipped tab will display all charges whose status is Delivered/Shipped. From this tab, you can track items that have been distributed, search for and select items, and cancel delivery or shipment of selected items.

On both tabs, you can create a pick list or packing list, and export the contents of the table.

IMPORTANT  Items that do not go through procurement because they are not associated with a product (such as Shipping Charges) can still be set to Delivered/Shipped.

How to...

On the Deliver/Ship tab, you can search for, select, and deliver/ship items. You can also create a printable pick list and packing list, and export the contents of the table. From the Deliver/Ship tab of the Delivery/Shipping page do the following:

  1. To open the page, use the path(s) in the Security and navigation section above. Make sure the Ready to Deliver/Ship tab is selected.
  2. Search for and select one or more items to deliver/ship. Use the column filters to selectively filter the contents of the table.

You can select any mix of items you want. Items do not need to be related by organization, purchase or sale order, product or any other criteria.

The Deliver/Ship table includes an Owner column. It displays the name of the person who created the charge, or for ticket or project charges the ticket primary resource or project lead.

  1. Create a Pick List or Packing List, if needed. Refer to Print a pick list or packing list.
  2. Click Deliver/Ship.

When you click Deliver/Ship the following actions occur:

  • The selected items move from the Deliver/Ship tab to the Delivered/Shipped tab.

  • The Deliver/Ship date for each selected item is set to the current date.

  • The status of the item is updated to Delivered/Shipped Full.

  • A dialog prompts you to either set the sales order as Fulfilled or NOT Fulfilled.

  • You have another opportunity to create a pick list or packing list for each organization that will receive items.

  • The items are transferred to the organization associated with the contract, project, or ticket, and a record is created on the Inventory > Transfers & Updates page.

  • The charge owners (the ticket primary resource for ticket charges, the project lead for project charges, the sales order or opportunity owner for sales orders and opportunities) receive notification.

Refer to Canceling delivery and shipment.

You can create a printable pick list or packing list from either tab on the Delivery/Shipping page. The list will include all items selected in the table.

The pick list describes the items to be "picked" from the various inventory locations for delivery to the customer. The list displays the customer name and the ticket, sales order, or opportunity associated with the items being picked.

In addition, for each item, the list provides the following information: Product name and description, Reference Number, Inventory Location, Bin, and Quantity needed. The Picked column provides a space for the user to enter the quantity picked or simply mark the line as picked.

The packing list provides a form that you can include with the items you are delivering to the customer. It indicates the organization name and ticket, sales order, or opportunity associated with the shipment, the organization to which the items were sold and the destination to which the items will be shipped.

For each item shipped, the list displays the product name and the quantity shipped. For serialized products, the list includes the serial number of each item being shipped.

  1. Select items in the Ready to Deliver/Ship or Delivered/Shipped tabs.
  2. Click Create Pick List or Create Packing List.

If items from multiple organizations have been selected in the table, a separate pick list is created for each organization.

  1. Use the navigation tools at the top of the form to page through multiple lists as needed.
  2. Click Print to print the list that currently appears in the display.

To export all the items in the list in CSV format, click the Export icon. For multi-page lists, all pages are included.

Column Description
Available

This field refers to stocked items, purchase order items, and product quote items that you keep in inventory. It specifies the number of units of this item currently available in the specified inventory location. Available = (On Hand - Reserved/Picked).

  • If a quote is lost, the reservation is released and the stocked item reverts to a status of Available.

Organization The organization associated with the sales order, or the ticket, contract, or project charge. Click the hyperlink to open the Organization page.

Date Purchased

The date when the item was purchased.

This field will be disabled for contract charges created by a block, retainer, or per ticket purchases. By default, it will display the purchase date of the charges.

This date defaults to the current date, but can be edited.

Estimated Arrival Date (available on Receiving page only)

You can specify an estimated arrival date on purchase order items. The Estimated Arrival Date field appears on the Purchase Order Item page Memo form. There is also an Estimated Arrival Date window that will open when you submit a purchase order. From this window you can specify an estimated arrival date for any items on the purchase order that do not have a date specified.

Extended Cost (available on Purchase Approval page only) The unit cost multiplied by the quantity.

Internal Invoice Number

An internal invoice number for the charge used for reference only.

Internal PO Number

An internal purchase order number for a charge. It is for internal reference only and is not carried through to billing.

Manufacturer Product Number The part number assigned to the product by the manufacturer

Notes

 This column shows notes that were added to the contract, project, or ticket charge. These notes can be edited as long as the charge has not been billed.
On Hand

The On Hand field indicates the stocked item count at a specific inventory location. Stocked items are considered On Hand if they are available, picked, or reserved.

P.O. Number (available on Receiving and Delivery & Shipping pages only)

This field appears on entities that are part of the billing workflow, and is applied to labor and charges.

  • If you assign a purchase order (PO) number to a quote (on the Terms tab), and then close the associated opportunity using the Won Opportunity Wizard, any charges created using the Won Opportunity Wizard will inherit the PO number.
  • If you assign a PO number to a contract, the associated billing items inherit the contract's PO number.
  • If you assign a PO number to projects, tickets, or tasks, that PO number will override the associated contract's purchase order number.
  • The PO number appears on invoices. A separate invoice is created for each PO number. If an organization has multiple billing items that are assigned to different PO numbers, Autotask will generate multiple invoices for that organization.

Refer to Working with purchase order (PO) numbers.

Posted (available on Purchase Approvals and Purchasing & Fulfillment pages only)

A check mark indicates that the charge has been approved and posted.
Primary Vendor (available on Purchase Approvals and Purchasing & Fulfillment pages only) The default vendor specified for the product on which the charge is based. Click the hyperlink to open the Organization page.
Product The product on which the charge is based. Click the hyperlink to open the Charge page.
Product SKU (available on Purchase Approvals and Purchasing & Fulfillment pages only) The SKU (stock keeping unit) number assigned to the product
Quantity Needed (available on Purchase Approvals and Purchasing & Fulfillment pages only) The quantity that must be ordered to fulfill the charge
Reserved / Picked The number of items that have already been picked or reserved. Click the hyperlink to open the Reserved/Picked Details window.
Sales Order The name of the sales order associated with the charge. Click the hyperlink to open the Sales Order Detail page.
Ship To (not available on Purchase Approvals) The shipping address specified on the purchase order. If the item is not associated with a purchase order, the shipping address on the sales order is shown.
Ticket / Project / Contract The name of the associated project or contract, or the number of the associated ticket. Click the hyperlink to open the parent entity.

Vendor (available on Receiving page only)

On the Receiving page, the Vendor column reflects the vendor the order was placed with, not the primary vendor. Click the hyperlink to open the Organization page.

Vendor Invoice Number (available on Receiving page only)

The Vendor Invoice Number is associated with purchase order items when they are received into Autotask as stocked items. The same vendor invoice number is assigned to all purchase order items that are received in the same shipment. If a purchase order item is partially received over multiple shipments, it may have multiple associated vendor invoice numbers.

On the purchase order, the Vendor Invoice # field becomes read-only when the first item on the purchase order has been received. It will contain all vendor invoice numbers associated with all purchase order items that are part of the purchase order, separated by commas.

This field is required if the Require Vendor Invoice Number on received purchase order items and when manually adding stocked items to inventory system setting is enabled.

Enter the Vendor Invoice Number associated with the purchase order items you are receiving.

NOTE  A single charge item can appear on more than one Procurement page (Purchase Approval, Purchasing & Fulfillment, Receiving, and Delivery & Shipping) at the same time if there are units which have different statuses. For example, an item may have some units with the status of Ready to Deliver/Ship, and some units with the status of On Order.