Vendor Return Shipments and Reversals
A vendor shipment records the departure of inventory items from one of your warehouses as a result of RTV activity. While a vendor shipment is typically a departure of items from inventory, it can also be a return of items that were previously shipped and returned from a vendor or rejected by a vendor. They are numbered as follows:
VSH1000000: Standard vendor shipment, vendor shipments of outbound inventory. Generated when a shipment is recorded on an RTV and/or RMA order.
VSHR1000000: Vendor shipment reversal. Shipments that are reversed or voided use this numbering scheme.
When reversing shipments, you can either reverse a shipment, which allows you to modify the quantities that are shipped, or you can void a shipment which reverses all the items on the shipment.
When you record a vendor shipment, e-automate assigns a Shipped status to the line items that have been shipped. If all items have been shipped, the RTV is assigned a Shipped status. Because the items you shipped have not yet been completed, they are technically still in your RTV warehouse and valued in inventory. The items are flagged as Shipped, but they are still valued in your inventory until they are completed (returned).
You can print a packing list when creating a shipment or reprint a packing list from the Vendor Return Shipments and Deliveries list. When you create a vendor shipment, it can be composed of one or more packages, each with its own tracking number. When the tracking numbers for a vendor shipment are recorded and your shipping methods are properly associated with a shipping company, you can easily get tracking information. When you double-click on a tracking number, e-automate passes the number to the website of the shipping company to display information about the package tracking number. If your shipping company is not represented and they offer web tracking, contact customer care at eacustomercare@ecisolutions.com to submit a request for your shipping company to be added to the e-automate software.
In addition to recording the tracking information associated with a vendor shipment, you can also record the cost of the shipment. The cost is recorded in the database and can be used for reporting purposes.
As you record vendor shipments or vendor shipment reversals e-automate maintains a list of all shipments, regardless of the type, that have been recorded in e-automate. You can use the shipment list to reverse vendor shipments as well as to void vendor shipments.
Creating a Vendor ShipmentCreating a Vendor Shipment
From the Purchasing menu, select RTV Orders to open the RTV Orders window.
From
the list of displayed RTV orders, select an RTV order with a Transferred
In or an Arrived status.
Note: You cannot ship unless
the RTV has the appropriate status.
Click [Ship] to open the New Vendor Return Shipment window.
Complete the following fields as appropriate:
Order number: Number associated with the RTV that you are shipping to the vendor.
Reverse: When checked, allows you to reverse a vendor shipment. See the "Reversing a Vendor Shipment" section of this topic.
Vendor: Vendor associated with the
RTV order selected.
Note: If you select the vendor
value first, the Order number field is filtered by RTVs by the selected
vendor.
Description: Brief description of the vendor shipment.
Ship method: The method of shipment
specified on the RTV order. Change as necessary.
Note: To link to the web and
view tracking information, the Ship
method field must be linked to a shipping company.
Freight cost: Cost associated with
the shipment to the vendor.
Note: This field does not post
to the general ledger. It is used for reporting purposes.
Weight: Total weight of the vendor shipment.
Number: Number of the vendor shipment. Automatically assigned the next sequential number, but you may change this number.
Shipped date: Date the shipment is shipped.
Est. delivery date: The date you estimate the shipment to arrive at the vendor.
Delivery date: Date the shipment arrived at the vendor, typically added later.
Verify the items you are physically shipping with the list of items on the Items to Ship tab and do one or more of the following:
To completely remove an item from the shipment, do the following:
Select the item row from the Items to Ship tab.
Click
[Remove] to remove the row.
Note: Removing a row from the
shipment leaves the row on the RTV order for later shipment.
To modify the quantity shipped, do the following:
Select the item row to modify.
Click [Edit] to open the Edit Vendor Return Shipment Detail window.
In
the Ship now field, enter
the quantity that you are currently shipping.
Note: The Warehouse/Bin/Quantity
region automatically adjusts to quantity changes in the Ship
now field.
Click [OK] to save your quantity changes.
Repeat steps a through d to modify other row quantities.
Click the Miscellaneous tab to bring it forward.
In the Shipment and delivery remarks field, enter any remarks to be printed on packing list.
To record tracking information for a package, do the following:
In the Tracking number field, enter the tracking number.
In the Weight field, enter the package weight.
If you are shipping immediately, you may not know the delivery date. Leave the Delivery Date field blank.
Click [QuickAdd] to add the package tracking information to the Packages region.
Repeat Steps a through d to add any tracking numbers for additional packages that are part of this shipment.
You can click [Remove] as necessary to remove tracking information.
You can click [Status] to pass the tracking number to the internet site for the selected shipping company.
To print the packing list, check the Print packing list checkbox.
To immediately go to the New Order Return window upon completion of the shipment, check the Complete RTV Order checkbox.
Click
[OK] to complete the shipment
and change the status of the RTV.
Note: If all items were shipped,
e-automate assigns the status, Shipped.
If all items were not shipped, e-automate assigns either Transferred
In + or Arrived +.
Reversing a Vendor ShipmentReversing a Vendor Shipment
From the Purchasing menu, select Vendor Return Shipments to open the Vendor Return Shipments and Deliveries window.
From the list of displayed shipments, select the shipment to reverse.
Click [Reverse] to open the New Vendor Return Shipment Reversal window.
Complete the following fields as appropriate:
Description: Brief description of the vendor shipment reversal.
Ship method: Original shipment method.
Apply to: The shipment selected. If you selected the incorrect shipment, use the lookup to select the appropriate shipment.
Freight cost: Cost associated with
the shipment reversal, if any.
Note: This field does not post
to the general ledger; it is used for reporting purposes.
Weight: Total weight of the vendor shipment reversal.
Number: Number of the vendor shipment. Automatically assigned the next sequential number, but you may change this number.
Shipped date: Date the shipment is reversed.
Est. delivery date: The date you estimate the reverse shipment to arrive.
Delivery date: Date the shipment arrived, typically added later.
Verify the items you are reversing with the list of items on the Items to reverse tab and do one or more of the following:
To completely remove an item from the shipment reversal, do the following:
Select the item row from the Items to reverse tab.
Click
[Remove] to remove the row.
Note: Removing a row from the
shipment reversal leaves the items with a Shipped status.
To modify the quantity reversed, do the following:
Select the item row in which you want to modify quantity.
Click [Edit] to open the Edit Vendor Return Shipment Detail window.
In
the Ship now field, enter
the quantity that you are currently reversing. You must enter a negative
quantity in this field when reversing.
Note: The Warehouse/Bin/Quantity
region automatically adjusts to quantity changes in the Ship
now field.
Click [OK] to save your reverse quantity changes.
Repeat steps a through d to modify the reverse quantity for other rows.
Click
[OK] to complete the shipment
reversal and change the status of the RTV.
Note: If all items were reversed,
e-automate assigns the status, Transferred
In or Arrived. If
all items were not reversed, e-automate assigns either Transferred
In + or Arrived +.
Reversing a Vendor Shipment-AlternativeReversing a Vendor Shipment-Alternative
From the Purchasing menu, select RTV Orders to open the RTV Orders window.
From
the list of displayed RTV orders, select an RTV order with a Shipped or a Transferred
In + or Arrived +
status.
Note: You cannot reverse shipments
unless a portion of the RTV has been shipped.
Click [Ship] to open the New Vendor Return Shipment window.
Check the Reverse checkbox to display the Apply to field.
Complete the following fields as appropriate:
Description: Brief description of the vendor shipment.
Ship method: The method of shipment specified on the RTV order. Change as necessary.
Apply to: Use the lookup to select a shipment associated with the selected RTV. Once selected, e-automate displays the shipment information on the Items to reverse tab.
Freight cost: Cost associated with
the shipment reversal.
Note: This field does not post
to the general ledger; it is used for reporting purposes.
Weight: Total weight of the vendor shipment.
Number: Number of the vendor shipment reversal. Automatically assigned the next sequential number, but you may change this number.
Shipped date: Date the shipment is reversed.
Est. delivery date: The date you estimate the reverse shipment to arrive.
Delivery date: Date the reverse shipment arrived, typically added later.
Verify the items you are reversing with the list of items on the Items to reverse tab and do one or more of the following:
To completely remove an item from the shipment reversal, do the following:
Select the item row from the Items to reverse tab.
Click
[Remove] to remove the row.
Note: Removing a row from the
shipment reversal leaves the items with a Shipped
status.
To modify the quantity reversed, do the following:
Select the item row in which you want to modify quantity.
Click [Edit] to open the Edit Vendor Return Shipment Detail window.
In
the Ship now field, enter
the quantity you are currently reversing. You must enter a negative
quantity in this field when reversing.
Note: The Warehouse/Bin/Quantity
region automatically adjusts to quantity changes in the Ship
now field.
Click [OK] to save your reverse quantity changes.
Repeat Steps a through d to modify the reverse quantity for other rows.
Click
[OK] to complete the shipment
reversal and change the status of the RTV.
Note: If all items were reversed,
e-automate assigns the status, Transferred
In or Arrived. If
all items were not reversed, e-automate assigns either Transferred
In + or Arrived +.
Voiding a Vendor ShipmentVoiding a Vendor Shipment
From the Purchasing menu, select Vendor Return Shipments to open the Vendor Return Shipments and Deliveries window.
From the list of displayed shipments, select the shipment you want to void.
Click
[Void] to completely reverse
all items shipped on the selected shipment.
Note: If you only want to partially
reverse, see the "Reversing a Vendor Shipment" section of
this topic.
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