Use a purchase order's Fulfillment tab to track shipments, arrival dates and item issues.
Good to know:
1. A purchase order must be marked as Acknowledged before you can add shipments.
2. A shipment contains whole order lines. You can put different lines on different shipments, but this flow does not split one line's quantity between shipments.
Step 1: Add A Shipment
An order can have multiple shipments in its Fulfillment tab. Use separate shipments when different items ship at different times or have different tracking information. Each item line is assigned as a whole; this does not split one line's quantity.
Your first shipment
Open the purchase order and select Fulfillment.
Under Not yet shipped, select the items traveling together and choose Add to shipment. The button may include the number selected, such as Add 2 to shipment. To include every unshipped item, choose Add all to shipment.
For the first shipment, the Create Shipment form opens directly.
Enter the carrier, tracking number or URL, shipped date, estimated arrival and shipping cost you have available. Check the number of items being added, then select Create Shipment.
For the first shipment, the Create Shipment form opens directly.
Add more items after a shipment exists
Select the next items under Not yet shipped and choose Add to shipment. Gather now asks where to add them:
Add to an existing shipment: select the shipment, then choose Add to shipment.
Create a separate shipment: select Create new shipment, then Continue. Enter the new shipment's details and select Create Shipment.
Choose an existing shipment or Create new shipment for the next group of items.
Check the selected shipment before confirming. An existing shipment is selected by default. Items added to it share its carrier, tracking information, shipped date and estimated arrival. Create a new shipment if those details differ.
Repeat this process for each group of unshipped items. Each shipment appears separately in the same order's Fulfillment tab.
If a purchase order is on hold until a release date, the shipment cannot ship before that date. An item line cannot belong to two shipments at once.
Step 2: Keep Shipment Details Current
Review the shipment's tracking information and expected arrival date as updates arrive. Use Delayed when a shipped delivery is delayed.
Entering shipment's shipping costs will update the purchase order's shipping amount. Review the order total after adding or changing those costs. Freight appears separately from item designer costs in Budget Actuals.
Shipment freight does not automatically record a payment. Adding a shipping cost updates the order cost, but does not add an entry to Payment History or increase Paid to Date in Financials. When you pay that freight, use Record Payment in the Financials tab to record the payment separately. If it is already included in a payment you recorded, do not enter it again.
A received shipment can still have an item issue to resolve.
Step 3: Record Receiving
In Fulfillment, open the shipment status menu and select Received.
Review Received on. It defaults to today; change it if you are recording an earlier delivery.
Check each listed item. Flag Damaged or Missing where needed and add a note describing the issue.
Select Mark as received.
Receiving a shipment and recording an issue are separate pieces of information. Keep damaged or missing items identified so the team knows what needs follow-up.
Review the received date and item issues before confirming.
Troubleshooting
Problem | What to check |
You cannot add a shipment | Confirm the order is Acknowledged and check any hold-until date. |
An item is unavailable for another shipment | Check whether its whole line is already assigned. |
The purchase-order freight changed | Review the shipping costs entered on its shipments. |
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