Use a purchase order's Fulfillment tab to track shipments, arrival dates, and item issues.
A purchase order must be marked Acknowledged before you can add shipments.
Step 1: Add a Shipment
Use separate shipments when items ship at different times or have different tracking information. Each order line goes on one shipment as a whole, so one line's quantity isn't split between shipments.
Create Your First Shipment
Open the purchase order and select Fulfillment.
Under Not yet shipped, select the items shipping together and choose Add to shipment, or choose Add all to shipment.
In the Create Shipment form, enter the carrier, tracking number or URL, shipped date, estimated arrival, and shipping cost you have.
Select Create Shipment.
For the first shipment, the Create Shipment form opens directly.
Add More Items to a Shipment
Select the next items under Not yet shipped and choose Add to shipment.
Choose an existing shipment and select Add to shipment, or select Create new shipment, then Continue, and enter the new shipment's details.
Choose an existing shipment or Create new shipment for the next group of items.
đĄ An existing shipment is selected by default. Items added to it share its carrier, tracking, and dates, so create a new shipment if those details differ.
Step 2: Keep Shipment Details Current
Update tracking and estimated arrival as you hear from your supplier. If a delivery is running late, mark the shipment Delayed.
Shipping costs you enter on a shipment update the purchase order's shipping amount. Freight appears separately from item costs in Budget Actuals.
Step 3: Record Receiving
In Fulfillment, open the shipment status menu and select Received.
Check Received on. It defaults to today, so change it if the delivery arrived earlier.
Flag any Damaged or Missing items and add a note describing the issue.
Select Mark as received.
Review the received date and item issues before confirming.
A received shipment can still have an item issue to resolve.
To track a replacement for a damaged or missing item, see Track Replacement Items on an Order.
Good to Know
Freight payments: adding a shipping cost updates the order total but doesn't record a payment. When you pay the freight, use Record Payment in the Financials tab, unless it's already part of a payment you recorded.
On-hold orders: if a purchase order is on hold until a release date, its shipments can't ship before that date.
Troubleshooting
Problem | What to check |
I can't add a shipment | Make sure the order is marked Acknowledged, and check whether it has a hold-until date. |
An item isn't available for another shipment | Each order line can only be on one shipment. Check whether it's already assigned. |
The order's shipping amount changed | Shipping costs entered on shipments update the order. Review the costs on each shipment. |