Shipment
Shipment is an inventory transaction that records the delivery of goods to a customer after a sales transaction. Every Shipment reduces the available stock quantity at the selected inventory location.
A Shipment can only be submitted when sufficient stock is available for the selected items. Once submitted, it updates both the Inventory and General Ledger.
Tip
Whenever possible, create Shipments directly from Sales Invoices. This automatically links both documents and provides complete transaction traceability.
Navigation
Creating a Shipment
There are two methods available to create a Shipment.
| Method | Description |
|---|---|
| From Sales Invoice | Creates a Shipment linked to the Sales Invoice and automatically copies all item details. |
| From List View | Creates an independent Shipment without linking it to a Sales Invoice. |
Create from Sales Invoice
After submitting a Sales Invoice, click Create → Shipment.
The Shipment is automatically linked to the Sales Invoice, allowing you to easily track all shipments created for that invoice.
Back Reference
Creating a Shipment from a Sales Invoice maintains a reference between both documents for easier tracking and reporting.
Create from List View
You can also create a Shipment manually by navigating to:
Click the + button to open a new Shipment form and enter all shipment details manually.
Note
Shipments created manually are standalone documents and are not linked to any Sales Invoice.
Shipment Form
If the Shipment is created from a Sales Invoice, customer and item details are filled automatically. Otherwise, you must enter the required information manually.
After reviewing the details:
- Save the Shipment.
- Click Submit to finalize the inventory transaction.
Shipment Status
| Status | Description |
|---|---|
| Submitted | The Shipment has been successfully submitted. |
| Return | The Shipment document represents a return transaction. |
| Return Issued | A Shipment Return has been created against the Shipment. |
| Cancelled | The Shipment has been cancelled. |
Shipment Return
If a customer returns delivered items due to quality issues, incorrect delivery, or any other reason, you can create a Shipment Return.
Enable Stock Returns
Before creating Shipment Returns, enable the Enable Stock Returns option from:
Create a Shipment Return
- Open the submitted Shipment.
- Select Create → Return.
- The customer and item details are copied automatically.
- Enter the quantity being returned.
- Save and Submit the Shipment Return.
Information
Returned item quantities and payment values appear as negative values to indicate reversal of the original shipment.
General Ledger Impact
Submitting a Shipment Return automatically creates General Ledger entries that reverse the accounting impact of the original Shipment transaction.
View Ledger Entries
After submitting a Shipment, both Inventory and Accounting records are generated automatically.
From the View menu, you can open:
- Stock Ledger to review inventory movements.
- General Ledger to review accounting entries.
Best Practices
- Create Shipments directly from Sales Invoices whenever possible.
- Verify stock availability before submitting a Shipment.
- Use Shipment Returns instead of cancelling completed deliveries whenever items are returned.
- Review Stock Ledger and General Ledger entries after submission to verify inventory and accounting updates.
