Create a Shipment

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

This example shows how to create a shipment for the purpose of calculating specific shipping charges and the creation of shipping related documentation for an external carrier. Shipments must be created from an existing packing list.

There are a couple steps to take in order to have your JobBOSS2 product ready to create and print UPS labels. Many companies use a Zebra Printer to print their UPS labels. If you are one of those companies, the flowchart below provides the intended order for the setup of this process. Click on the labels to learn more about the importance of each section and access a link to the respective pages in the Help file.

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. In the Navigation Sidebar, click the Data Entry button.Data Entry Button
  2. Open the Orders dropdown menu.
  3. Select Shipments.
  4. Select the Packing List the Shipment is being created for (in the Packing List Navigator Grid.)
    • Use the available search options if the packing list is not listed by default.
    • The packing list must be processed.
  5. Click the Shipments dropdown menu.
  6. Select 'Create Shipment.'

Provide Values

Provide information for the fields listed below at a minimum to take advantage of JobBOSS2's reporting and analysis tools in addition to benefiting from its ability to pass information along from one part of the software to another.

An asterisk [*] indicates a required field.

ClosedPopulate Shipment Details

General Section
  1. Verify / provide information for the following fields:
    • Packing List Number / Customer / Customer Name: Identifies the packing list the shipment is being created for
      • Values cannot be edited
    • *Shipping Code: Identifies which carrier will deliver the finished goods
      • Must be associated with an active account for one of the following:
        • UPS (United Parcel Service)
        • FedEx
        • USPS (United States Postal Service)
      • UPS and FedEx codes will pull account information from the Shipping Accounts Section of the Customer Code when Recipient is selected in the Payor Information Section of the Shipment.
    • *Service Type: Select from dropdown list
      • Options will vary based on the carrier
Contacts Section
  1. Verify / provide contact information for both the Sender and Recipient.
    • Phone Numbers are required.
    • The Company name for the Sender Contact can be edited for drop shipping purposes.
Addresses Section
  1. Verify / provide address information for both the Sender and Recipient.
    • System will display error message if either address is incomplete or invalid
    • All fields must be populated (other than 'Line 2' as appropriate)
    • Select 'Residential' (under Recipient Address) if the items are being sent to a home address as opposed to a business.
Payor Information Section
  1. Verify / provide information regarding the party that will be responsible for paying for the shipment.
    • Payor: Determines how Payor Name and Payor Account are populated (REQUIRED)
      • Sender - Uses details associated with the selected Shipping Code ("Your" account information)
        • Values are auto populated
      • Recipient - Uses account information entered in the Shipping Accounts Section of the Customer Code when UPS or FedEx is selected as the Shipping Code in the General Section of the Shipment.
        • USPS information must be entered manually.
      • 3rd Party - Fields must be manually populated
    • Address information may need to be entered / edited
Packages Section
  1. Verify / provide Length and Weight Unit of Measure fields.
  2. Verify / provide container information.
    1. Select a container in the Container Grid.
    2. Click 'Details.'
    3. Verify / edit values for required fields (General Section):
      • Packaging Type
      • Length
      • Width
      • Height
      • Weight
    4. Verify / edit Description (General Section)
      1. Items listed under 'c' and 'd' can also be entered directly in the Container Grid without opening Details.
    5. Select whether the container is insured (General Section.)
    6. Select any Special Services as appropriate (if any are available.)
      • Options will vary based on the Shipping Code selected
      • List is in addition to Special Services options available on "main" Shipment form (see Special Services Section below)
      • COD must be selected outside of Details
    7. Click 'OK.'
Special Services Section
  1. Select any special services applicable for the shipment being created.
    • Options will vary based on the Shipping Code selected.
    • List is in addition to 'Special Services' available in Details of Container Grid.
      • Some options may need to be selected here in order to be available in Container Details (e.g. COD)
    Information on COD Charges

    COD charges are handled differently for each carrier. Select an option to see details.

    ClosedCOD for UPS

    1. Select 'COD' in Special Services Section.
    2. Select the desired container in the Container Grid (Packages Section.)
    3. Click Details.
    4. Verify COD Amount (Special Services Section of Details.)
      • Populates from Declared Value on packing list but can be edited.
    5. Select COD Type from dropdown menu.
    6. Click 'OK.'
    7. Repeat for other containers as needed.

    Once the shipment is processed, select the Shipping Label option under the 'Get Label' dropdown menu.

    • Do not select 'COD Label' - This option is for FedEx records only.
    • The COD amount prints on the bottom of the Shipping Label.
    • The Shipping Charge cannot be added to the COD.

    ClosedCOD for FedEx

    1. Select 'COD' in Special Services Section.
    2. Select the desired container in the Container Grid (Packages Section.)
    3. Click Details.
    4. Verify COD Amount (Special Services Section of Details.)
      • Populates from Declared Value on packing list but can be edited.
    5. Select COD Type from dropdown menu.
    6. Click 'OK.'
    7. Repeat for other containers as needed.

    Once the shipment is processed, select the COD Label option under the 'Get Label' dropdown menu.

    • Two labels are printed with the COD Amount listed on the bottom of each.

    ClosedCOD for USPS

    USPS requires the sender to obtain the COD at the Post Office or through their Rural Carrier, depending on the mail class chosen.

    For additional information, see these links for the US Postal Service:

    https://www.usps.com/ship/insurance-extra-services.htm (Information on COD (Collect on Delivery) located under 'Ensure Secure Deliveries" header)

    http://about.usps.com/forms/ps3816.pdf (Sample COD form - Reference ONLY)

Once all details have been provided, the Shipment is ready to be processed.

If a Shipment is not processed, all values entered / edited will be lost and must be entered again. Once a Shipment is processed, it cannot be edited since there is no record created in JobBOSS2. (The act of processing updates information maintained at the selected Shipping Code / Vendor.)

ClosedProcess Shipment and Print Labels

  1. Enter / verify details on Shipment.
    • Ensure all required fields are populated. Of particular note:
      • Ensure Sender and Recipient Addresses are populated and valid
        • Must include 'Country'
      • Verify fields outlined in red have values entered
        • Can vary based on Shipping Code selected
      • Container dimensions and weight must be provided (Packages Section)
        • Populates from packing list if provided
      • Selected Shipping Code must have valid account credentials provided
    • See "Populate Shipment Details" above for additional information, including details on COD charges.
    • Details are no longer available for editing once the shipment has been processed.
  2. Click 'Process.'
  3. Select a container in the Container Grid (Packages Section.)
  4. Click 'Get Label' dropdown menu.
  5. Select the appropriate label.
    • 'COD Label' is applicable for FedEx shipments only.
  6. System downloads labels to PC.
    • UPS labels download as .GIF
    • USPS and FedEx download as .PDF

The user can obtain labels on the packing list as well by editing the packing list and using the 'Get Label' dropdown menu located in the Bill of Lading Section.

If a Shipment is not processed, all values entered / edited will be lost and must be entered again. Once a Shipment is processed, it cannot be edited since there is no record created in JobBOSS2. (The act of processing updates information maintained at the selected Shipping Code / Vendor.)

ClosedCancel a Shipment

If shipment related information needs to be removed from a packing list, the 'Cancel Shipment' option can be used to do so.

  1. In the Packing List Navigator, select the packing list to remove the shipment details from.
  2. Click the Shipments dropdown menu.
  3. Click 'Cancel Shipment'.
    • System provides a prompt advising that all shipping information will be removed from the selected Packing List, but that it will not cancel the shipment with the shipment provider.
  4. Click 'Yes'.

The Packing List can now be used to create a new shipment if desired.

In order for a shipment to be completely canceled, it must also be canceled directly with the shipping provider using whatever method they approve / provide.