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Managing shipments and shipping notes

Learn how to manage warehouse shipments in Paragon, from manual entry to issuing packing slips and updating inventory.

Table of contents

The ship module is used to record the physical movement of goods out of your warehouse. Processing a shipment ensures your inventory levels are updated and prepares the logistics for invoicing.

Choosing a shipment method

When you create a new record in the ship module, you have several options:

  • Orders: The most common method. Shipments are created based on an existing sales order.

  • Handmatig (Manual): Used for inventory corrections or shipping goods without a pre-existing order.

  • Pack lists / Material pick: Specialized options used if you utilize the specific Pick or Material pick modules.

  • Invoices: Ships based on an existing sales invoice.

Note: If you use the "Ready for" workflow within your sales orders, shipments are often generated or completed automatically. In that case, you do not need to create them manually via the Orders option.

Creating a manual shipment

To create a shipment from scratch:

  1. Navigate to the ship module and click the create button (+).

  2. Select Handmatig (Manual).

  3. Transfer quantities (Overnemen aantallen): If you are linking to an order, check this to automatically fill in the line items.

  4. Show completed orders: It is recommended to leave this unchecked to keep your view focused on open shipments.

Reviewing header and products

  • Customer & Date: Select your customer and verify the transaction date. System processing always occurs on the actual date of the action.

  • Ship to address: Ensure the delivery location is correct. Use the blue triangle icon next to ship to to select a different warehouse or add a new address.

  • Product selection: Click the blue plus icon (+) to add items. You can search by name or code and add multiple products at once.

  • Columns: Use the columns tab to customize your view; these settings are saved specifically for the ship module.

Finalizing and printing

  1. Notes: Add any relevant shipping notes at the bottom of the screen.

  2. Save: Click the floppy disk icon to save your draft (TEMP status).

  3. Issue: Click issue to confirm the shipment. This moves the record to ISSUED status.

  4. Print: Click the arrow next to the action button and select print to generate a packing slip or delivery note.

  5. Complete: Clicking complete triggers the financial journal entry (COGS vs. Inventory) and updates stock levels.

Important: Only use complete for manual shipments where no sales invoice will follow. Standard shipments are automatically completed when the sales invoice is finalized.