Create a Packing List - Ship to Customer

System Location: Data Entry > Orders > Shipments

This topic provides examples that show how to create a packing list to ship finished goods to the customer directly upon completion or from inventory for parts completed in advance. Once created, the packing list can be used to generate shipping related documentation.

Within JobBOSS2, there is a difference between a Packing List and a Shipment:

  • Packing Lists refer to records created and stored within JobBOSS2 that are used to track delivery related information internally.
    • Details are maintained within JobBOSS2 and can be viewed / edited once created (depending on whether it has been processed or not)
  • The Shipments Utility takes information located on Packing Lists and uses it to update account specific information for external carriers.
    • Does not create an additional record within JobBOSS2
    • Updates information / creates a record on external carrier's system
    • The ability to create Shipments requires having an account with the desired carrier
    • Details from Shipment are used to update shipping charges on related Packing List

  1. Go to the blue Data Entry tab, open the Orders dropdown menu, and select Shipments.
  2. Click New (located at the top of the page.)

ClosedShip From Order

In this scenario, finished goods are shipped directly to the customer upon completion and are never placed into inventory. This method is typically used in conjunction with "standard" customer orders.

Details Section
  1. Verify / provide the Packing List Number.
  2. Select the Order Number to pull information from.
    1. Click Search.
    2. Select the desired order from the (Order) Line Item Selection screen.
    3. Click OK.
    4. Select the jobs from the order that should be placed on the packing list.
      • All items are selected by default, but the selection can be changed.
    5. Click OK.
      • Details from the selected order are used to populate the majority of the fields in the Details Section.
  3. Verify / provide information for the following fields:
    • Order Number
    • Customer Code / Customer Name
    • Notes To Customer: Prints on packing list
    • Ship Date
    • Shipping Charges
    • Container Options
      • Selecting 'All Together' causes system to display a single container in the Container Grid (Bill of Lading Section)
      • Selecting 'Pack Separately' causes system t o display a container for each part listed in the Line Items Grid
Line Items Section
  1. Verify / provide information for the following fields for each line item present:
    • Part Number
      • If a part was selected by accident, it can be deleted
    • Qty To Ship
      • Defaults to the open customer release quantity on the selected job (Release type = CUST)
        • If Qty Open is greater than Qty To Ship, it indicates there are multiple releases present
      • Can be edited in Line Item Details

      ClosedEditing Quantity To Ship

      1. Select the line item / job that needs to be edited.
      2. Click Details dropdown menu.
      3. Select Line Item.
        • Clicking 'Details' also opens the Line Item Detail screen.

      ClosedShip Fewer Units

      1. Click on the Qty To Customer field of the top item with Release Type = CUST.
        • If extra parts were made on a customer order, there may be both STOCK and CUST (Customer) releases
        • If there are multiple open customer releases, the one on top represents the release the system assumes is being shipped.
      2.  Enter the number of units that will be shipped to the customer on the selected packing list.
        • Decreasing the Qty To Customer causes the system to consider the remaining units as back ordered.
        • Back ordered units will automatically be included on the next packing list created for the selected job.
      3. Click OK to return to the main packing list screen.

      ClosedShip More Units Than Expected to Make (Increases Total Qty To Make)

      1. Click on the Qty To Customer field of the top item with Release Type = CUST.
        • If extra parts were made on a customer order, there may be both STOCK and CUST (Customer) releases

        For more information see Create a Packing List - Ship To Stock.

        • If there are multiple open customer releases, the one on top represents the release the system assumes is being shipped.
        • This is the field that would be edited unless the customer has requested additional units to be shipped against a future release (See below)
      2.  Enter the number of units that will be shipped to the customer on the selected packing list.
        • Increasing the total Qty To Make causes the system to automatically increase the Qty Ordered (at the order level itself)
          • Increased quantity represents additional units that were successfully completed that were not included in original order total.
          • Quantity Ordered must be increased in order to correctly allocate Unit Costs.
      3. Click OK to return to the main packing list screen.

      ClosedShip Against a Future Release (Does NOT Increase Total Qty To Make)

      1. Click on Qty To Customer field of the second item in the grid with Release Type = CUST.
        • If extra parts were made on a customer order, there may be both STOCK and CUST (Customer) releases
      2. Enter the number of units to ship in advance of their listed Due Date.
        • System assumes any remaining quantity on the future release will be shipped on the next packing list created for the selected job.
      3. Click OK to return to the main packing list screen.

ClosedShip From Stock

In this scenario, finished goods are shipped to the customer from inventory using items that were made in advance. This method is typically used in conjunction with blanket orders to allow for greater flexibility in meeting customer demand.

Details Section
  1. Verify / provide the Packing List Number.
  2. Select the customer order to pull information from.
    1. Click Search.
    2. Select the desired order from the (Order) Line Item Selection screen.
      • This would be the blanket order representing the entire quantity ordered by the customer
      • Use the search options provided if the order is not displayed
    3. Click OK.
    4. Select the job from the order that should be placed on the packing list.
      • Depending on how the blanket order is set up there may be one or more jobs listed
      • All jobs are selected by default, but the selection can be changed.
    5. Click OK.
      • Details from the selected order are used to populate the majority of the fields in the Details Section.
  3. Verify / provide information for the following fields:
    • Order Number
    • Customer Code / Customer Name
    • Notes To Customer: Prints on packing list
    • Ship Date
    • Shipping Charges
    • Container Options
      • Selecting 'All Together' causes system to display a single container in the Container Grid (Bill of Lading Section)
      • Selecting 'Pack Separately' causes system t o display a container for each part listed in the Line Items Grid
Line Items Section
  1. Verify / edit Qty To Ship.
    • If the quantity listed is not being shipped, this value needs to be reduced to match the customer's current demand.
    • If the Qty To Ship is not reduced the system will consider the blanket order / job to be completely shipped and it will be closed.

    ClosedEdit Quantity To Ship

    1. Select the line item / job that needs to be edited.
    2. Click Details dropdown menu.
    3. Select Line Item.
      • Clicking 'Details' also opens the Line Item Detail screen.
    4. Click on the Qty To Customer field.
    5. Enter the number of units that will be shipped to the customer on the selected packing list.
      • Decreasing the Qty To Customer causes the system to consider the remaining units as back ordered.
        • Back ordered units will automatically be included on the next packing list created for the selected job.
    6. Click OK to return to the main packing list screen.
  2. Click on Qty From Stock.
  3. Enter the same quantity used for Qty To Ship.
  4. Click the Bins dropdown menu.
  5. Select From Stock.
    • The Quantity from Stock Distribution form opens.
    • This allows the user to identify specific inventory locations to pull the items from.
  6. Click on Qty To Transfer.
  7. Enter the quantity being shipped.
    • Parts can come from multiple Bin Locations (if present), but the total quantity transferred must equal the value in the Quantity Required field (located in header portion of form).
  8. Click OK once total quantity has been accounted for.

This process results in the following:

  • The Quantity Open on the blanket order is reduced by the Quantity Shipped.
    • The blanket order remains open so long as this was not the final shipment.
    • The blanket order can be used multiple times in this way for future deliveries until completely shipped.
  • Inventory levels are reduced by the Quantity From Stock.
    • Inventory levels will have been increased previously by the completion of production runs for the part ordered by the customer.
Ship To Addresses Section
  1. Select a Location from the dropdown menu to indicate where the finished goods should be shipped to.
Bill Of Lading Section
  1. Verify / provide details for the following fields regarding shipping charges:
    • Freight Chgs Paid By: Determines who will be responsible for paying for shipping
      • Us (Prepaid) - System uses details associated with selected Company Location
      • Customer (Collect) - System uses default address information for customer selected on the packing list
      • 3rd Party - No assumptions made
    • Shipping Code: Indicates what carrier will be used to ship finished goods
      • See "Create a Shipment" below for additional information.
    • Handling Charge / COD Charge / Shipping Charge / Total COD Amount (Collectively referred to as "shipping charges" for purposes of this topic)
      • Values can be populated in following ways:
        • Entered manually
        • Use of Rate Calculator - ESTIMATED Costs only
        • Use of Shipment Utility

      Use of the Rate Calculator requires the following:

      • An active account with FedEx, UPS or USPS
        • Calculator looks to Shipping Code selected to obtain account information
      • Valid addresses in both the Ship To Addresses and Bill of Lading Sections
        • Make sure the 'Country' field is populated
      • In the Container Grid located at the bottom of the Bill of Lading Section
        • Dimensions (Length, Width, and Height)
        • Weight of Container (Full)

      As indicated, the Rate Calculator provides estimated shipping charges using the addresses, account information, and container details provided based on standard shipping options; it will not take into account any additional fees for special services or expedited delivery methods. Use the Shipment Utility to determine specific charges.

      For more information see Create a Shipment.

  2. Provide container information in grid located at the bottom of the Bill of Lading Section.
    • Enter dimension information for each Container listed.
      • Required for use with Shipments Utility and Rate Calculator
  3. Click Process (located at the top of the form.)
Create a Shipment

Once processed, a packing list can be used to create a Shipment for any of the following carriers (as represented by the Shipping Code selected):

  • UPS
  • FedEx
  • USPS

Creating a Shipment requires an active account with the selected carrier and the proper configuration of the related Shipping Code.

For more information see the following:

System Location: Settings > Base Tables > Shipping Codes

System Location: Data Entry > Orders > Shipments > Shipments (Dropdown Menu)

Generate Documents

Once the packing list is created, the following documentation can be generated as needed:

  • Packing List
  • Certifications
  • Shipping Labels
  • Job Labels
  • Shipping Documents:
    • Certificate of Origin
    • Bill of Lading
    • Commercial Invoice

 

Back to Packing Lists