Introduction
Shipping goods to your clients is pivotal for any business. Tracking those shipments and comparing them against the client orders is an important job as this is often the first step towards getting paid. Here, we'll walk you through how to manually create a shipment as well as how to create shipments from other transactions such as packing lists, orders, invoices and material picks.
The ship module is based on Paragon's standard transaction screen.
Open the ship module
Create a shipment manually
This is the list view of the shipment module. To add a new shipment, click the add new button.
Add shipment information
Note that the shipment will not have a transaction number until it is saved. Once a transaction number is assigned, it will replace #####.
Select bill from and ship from addresses
If the bill-from address did not populate when you entered the company name or the address is incorrect, make sure bill from is selected and choose the appropriate address by clicking the drop-down arrow button and selecting it.
Select bill to and ship to addresses
To add or change a bill-to or ship-to address, you can follow the same steps as above for bill-from and ship-from.
Enter information in the business terms
Every transaction in Paragon has a header section, called business terms, that includes up to six pre-configured attributes (this is determined in screen setup). Fill the business terms by clicking on the appropriate field and typing in the correct information or selecting it from the drop-down menu that appears when you click on the field.
Add products to your shipments
To add a product or line item to your shipment, click the add product button in the upper left-hand side of the line item area.
Line attributes and attachments
Shipment notes and attachments
Don't forget to save after adding your notes and attachments!
Issue the shipment
Click the default action button to issue the shipment.
Action Button
- Copy the shipment
- Email the shipment
- Print the shipment
- Put the shipment on hold
- Complete the shipment
- Void the shipment
- Create an event from a shipment
Creating a shipment from an invoice
To create and save a shipment from the invoice(s) you selected, click the accept button in the bottom right-hand corner.
Once you click the accept button, the shipment will be created. Note that once the shipment is created, it will automatically be assigned a shipment number and be assigned a temp status. Once you are satisfied with the shipment, click the default action button to issue it.
Creating a shipment from a packing list
Select how you would like to create the shipment. In this case, make sure the pack lists tab is selected. It is selected when pack lists is highlighted in orange. Select the packing lists you want to use to create the shipment by checking the corresponding box on the left and clicking accept. To deselect a packing list, uncheck its box.
Confirm or cancel shipment from a packing list
To create and save a shipment from the packing list(s) you selected, click the accept button in the bottom right-hand corner.
Once you click the accept button, the shipment will be created. Note that once the shipment is created, it will automatically be assigned a shipment number and be assigned a temp status. When you are satisfied with the shipment, click the default action button to issue it.
Creating a shipment from an order
Select how you would like to create the shipment. In this case, make sure the orders tab is selected. It is selected when orders is highlighted in orange.
Select the orders you want to use to create the shipment by checking the corresponding box on the left. To deselect an order, uncheck its box.
Confirm or cancel a shipment from an order
To create and save a shipment from the order(s) you selected, click the accept button in the bottom right hand corner.
Once you click the accept button, the shipment will be created. Note that once the shipment is created, it will automatically be assigned a shipment number and be assigned a temp status. If you are satisfied with the shipment that you created, click the default action button to issue it.
Creating a shipment from material picks
Create a work order
The expectation is that a vendor will be making the goods for you to ship the material, so do not use my company as the company on the work order - use the vendor or contractor that you are sending the material to.
If the button is not made available to click, it means the product does not have a custom bill of material attached. If you need help creating them, you can read our article on creating a Bill of Materials (BOM)
Create a material pick from the work order
Create a shipment from the material pick
To create and save a shipment from the material pick(s) you selected, click the accept button in the bottom right hand corner.
Once you click the accept button, the shipment will be created. Note that once the shipment is created, it will automatically be assigned a shipment number and be assigned a temp status.
Create a receipt from the work order
I've created my shipment, what else can I do?
Once a shipment has been created you can proceed in a number of ways using the green action button in the bottom right hand corner:
- Copy the shipment
- Email the shipment
- Print the shipment
- Put the shipment on hold
- Complete the shipment
- Void the shipment
- Box the shipment
- Create and event from a shipment
What's next?
Here are two more articles related to shipments that you might find helpful: