# Shipping orders

## Shipping orders

A shipping order records the items selected for shipment and their shipping progress.
It belongs to the project-management flow that connects ordering, stock, and delivery work.

| If you need to… | Go to |
| --- | --- |
| Create a shipping order from a sales job | [Create a shipping order](#create-a-shipping-order) |
| Find an order already in the system | [Find a shipping order](#find-a-shipping-order) |
| Understand the wider project-management flow | [Project management workspace](doc:project-management-workspace) |
| Find the sales job you need to select | [Find sales job work](doc:find-sales-job-work) |
| Continue with warehouse fulfillment | [Warehouse fulfillment flow](doc:warehouse-fulfillment-flow) |
| Prepare the related delivery document | [Delivery notes](doc:delivery-notes) |

The order begins in the **Draft** status and progresses through the shipment stages shown by the
shipping-order filters, ending at shipment completion.

```mermaid
stateDiagram-v2
    [*] --> Draft
    Draft --> "Goods awaiting issue"
    "Goods awaiting issue" --> "Goods issued"
    "Goods issued" --> "Goods inspected"
    "Goods inspected" --> "Ready for shipping"
    "Ready for shipping" --> "Released for shipment"
    "Released for shipment" --> "Shipment complete"
```

## Before you start

A shipping order starts from a sales job whose items are ready to be selected for shipment.
The sales job supplies the order number and related client information that appear on the
shipping-order form.

**Prerequisites**

- Know which sales job supplies the shipment items.
- Have access to create a new shipping order or edit the saved order you need to open.
- For a saved order, work from the order's current status and without unsaved changes when
  leaving the form.

The new form fills **Shipping ordered by** from the signed-in user and **Shipping ordered on**
from the current date. Both fields are read-only. The date cannot be later than today.

## Find a shipping order

The shipping-order list is where you filter orders by their current shipment status and select
an existing row. The list currently displays **Sheet no.**, **Order date**, **P.M Responsible**,
**Client order no.**, and **Job no.**

![Shipping Orders list with its status filters and shipment columns](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/c2d3bfd66b327f88cec048a775d12d15.png)

### Open the shipping-order list

**Prerequisites**

  - Know whether you are looking for all orders, requested shipments, ready shipments, released
    shipments, or completed shipments.

**Steps**

1. Open the **Shipping Orders** list at `/projects-management/shipping-order/view`.
2. Select the filter that matches the work you need to locate.

   | If you need to… | Select |
   | --- | --- |
   | Review every shipping order | **All** |
   | Review draft orders | **Requested shipments** |
   | Review orders ready to ship | **Ready for shipping** |
   | Review released shipments | **Released shipments** |
    | Review completed shipments | **Delivered** |

3. Select the shipping-order row you need.

**Result:** The selected shipping order opens for review.

The list also provides a **Filter by:** control above the status choices. Select the status
choice that matches the shipment work you need to review.

### Open a new shipping order

**Prerequisites**

- Have a sales job to use for the new order.

**Steps**

1. In the project-management list, open the new-record menu.
2. Select **Shipping Order**.

**Result:** The new **Shipping Order** form opens at `/projects-management/shipping-order/new`.

## Understand the shipping-order screen

The new form identifies the sales job first, then shows the order details and shipment items.
After the order is saved, it also provides the **Last Modifications** history tab.

![New Shipping Order form with the required sales-job and order-date fields](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/56813093efc4e79642ca292a6b7e116a.png)

### Order information

| Field | What it contains | Required or available state |
| --- | --- | --- |
| **Sales Job Number** | The sales job selected for shipment | Required on a new order |
| **Shipping ordered by** | The signed-in user responsible for the shipping order | Required and read-only |
| **Shipping ordered on** | The order date | Required and read-only |
| **Sales order number** | The order number on a saved order | Read-only |
| **Client** | Information from the selected sales job | Read-only |
| **Items** | The selected shipment items and their quantities | At least one item is required before saving |

### Shipment progress

The saved order carries the shipment progress fields below. The progress controls become
available according to the order's sales-job and shipment state.

| Field | When it is used | What the form does |
| --- | --- | --- |
| **Ready for shipment** | When the order has a sales job | Provides the readiness checkbox |
| **Confirmed on** | After readiness is selected | Remains disabled until readiness is selected |
| **Confirmed by** | With the readiness details | Remains disabled |
| **Released for shipment** | When the order has a sales job | Provides the release checkbox |
| **Released on** | After release is selected | Uses **Confirmed on** as its minimum date and today as its maximum |
| **Released by** | With the release details | Remains disabled |
| **Delivered** | On the delivery stage | Remains disabled |
| **Delivery Date** | With delivery details | Remains disabled and cannot be later than today |
| **Delivered by** | With delivery details | Remains disabled |

The form does not show **Inventory**, **Moved to shipping on**, **Moved to shipping by**,
**Client Order No.**, or **Contractual Delivery Date**. The saved-order tab is **Last Modifications**;
the **Comments** tab is not part of this screen.

## Create a shipping order

A new shipping order connects one sales job to the items that are going to be shipped. Select
the correct sales job before selecting items because the sales job supplies the client, order
number, job type, and available shipment items.

![New Shipping Order form before a sales job is selected](https://atloriaassets.blob.core.windows.net/assets/a438221c-c1af-407c-b9e6-a56c986db846/56813093efc4e79642ca292a6b7e116a.png)

**Prerequisites**

- Have a sales job with shipment items available for selection.
- Be on the new **Shipping Order** form.

**Steps**

1. In **Sales Job Number**, select the sales job for the shipment.
2. Confirm that the form shows the related client and sales-order information.
3. Select **Product** to open the **Items for shipment** selection dialog.
4. In the dialog, select the items to include in the shipment.
5. Set any optional distribution values that the dialog shows.

   | If the dialog shows… | Do this |
   | --- | --- |
   | **Dispatch priority** | Choose the priority for item selection. |
   | **Target Qty** | Enter the target quantity and review **Selected Qty**. |

6. Select **OK** in the dialog.
7. Confirm that the selected items appear in **Items** with their quantities.
8. Choose the save action that matches what you need to do next.

   | If you want to… | Select |
   | --- | --- |
   | Continue editing | **Save** |
   | Save and leave | **Save and Close** |

   The form validates the order and its item list. If the order is valid, it is saved with
   **Draft** status and remains available for further work.

**Result:** The order is saved with at least one shipment item. **Save and Close** displays
`Your request was completed successfully` and closes the form. **Save** keeps the saved order
available for further work.

## Handle conditional shipping-order details

Some shipment details become useful only after the sales job or the order reaches the relevant
stage. Use the fields that appear for the current order state rather than entering shipment
progress before the order is ready for it.

### Work with item-selection options

**Prerequisites**

- Be creating a new order with a selected sales job.
- Have the **Items for shipment** dialog open.

**Steps**

1. Select **Select all** when every available item belongs in the shipment.
2. Select **Unselect all** when you need to clear the current selection.
3. Review the item rows and select only the items that belong in this shipment.

**Result:** The dialog contains the item selection you intend to place in **Items**.

### Split an item when the option is available

**Prerequisites**

- The order is an instant job.
- **Dispatch priority** is set to manual selection.

**Steps**

1. In the item-selection dialog, select **Split** for the item you need to divide.

**Result:** The split-item flow opens for that item.

### Review shipment progress

**Prerequisites**

- The order has a sales job.

**Steps**

1. Select **Ready for shipment** when the order is ready for that stage.
2. Review **Confirmed on**.
3. Review **Confirmed by**.
4. Select **Released for shipment** when the goods are released for shipment.
5. Review **Released on**.
6. Review **Released by**.
7. Review **Delivered**.
8. Review **Delivery Date**.
9. Review **Delivered by** when delivery information is available.

**Result:** The order displays the shipment-progress information available for its current stage.

## Out of scope on this screen

The **Finish and release to stock** action and **Inspection template** action are not active
controls on the shipping-order screen. The generic save-error message is handled outside the
shipping-order-specific corrections on this page.

## When something goes wrong

Use the message text to locate the correction that the form requires.

| What you see | What it means | What to do |
| --- | --- | --- |
| `Please enter sales item(s)` | The order has no shipment items | Select **Product**, choose at least one item, and return to **Items**. |
| `An error occurred while processing your request` | The save request returned an error | Review the form and retry **Save** or **Save and Close**. |
| `Some products are not available in stock` | An item in the selection is unavailable | Remove the unavailable item from the selection and choose an available item. |
| **Save** or **Save and Close** does not commit a new order | The form has no changes or the required information is incomplete | Select a sales job, add at least one item, and review the required fields. |

## After you create or find the order

After saving, a new order is a draft shipping order. It appears under **Requested shipments**
in the shipping-order list. The saved record also provides **Last Modifications**, which opens
the order's log history.

Next steps

- Follow the [Warehouse fulfillment flow](doc:warehouse-fulfillment-flow) for the broader
  shipment handoff.
- Open [Delivery notes](doc:delivery-notes) when the related delivery document is needed.
- Return to the [Project management workspace](doc:project-management-workspace) to move
  between project-management work areas.

**Result:** You can locate the saved order under **Requested shipments**, reopen it from the
list, and review its **Last Modifications** history.