Type = How-tos, ; Topic = Multienterprise Information Network Tower (MINT),;Persona = TraceLink Administrator, User,; Orchestration = Clinical Supply,; Function = Supply Chain, IT,

Shipping orders

Warehouse shipping orders can be used to request that products in a given purchase order be shipped to a buyer's location from a supplier's remote or third-party warehouses and confirm that the supplier's remote warehouses or third-party warehouses has shipped the requested product via a warehouse shipping advice.

For more information about Warehouse shipping orders, see Warehouse shipping order transactions.

Create and submit shipping orders

Perform this task to create and submit shipping orders. Additionally, clients can begin work on a shipping orders and save it for completion at a later time.

  1. Select a [MPL Network] from the Network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header and select the Go button.
  3.  Select Logistics - Client from the left menu.
    Partners must have the correct roles assigned if using the Owner's instance of Multienterprise Information Network Tower.
  4. Select Shipping Orders.
  5. Select the New button.
  6. Enter the shipping order number in the Shipping Order Number field.

  7. Select the Save button.

    The screen refreshes with the saved shipping order in the draft state and with the required sections populated.

  8. Select the Edit button.

  9. In the Transaction Information section, select Submitted from the Process Status drop drown.
  10. In the Shipping Order Information section fill in the following fields:
    1. Shipping Order Number field – A unique identifier of the shipping order. This field auto populates the value entered in New Shipping Order screen.
    2. Delivery Priority drop-down – The level of urgency assigned for a delivery.
    3. Shipping Order Date field – The date the shipping order was initiated.
    4. Carrier Name drop-down – The name of the transportation company.
    5. Purchase Order Number field – The unique identifier of the purchase order number.
    6. Delivery Type field – The delivery type as defined in sender's ERP system.
    7. Requested Ship Date/Time field – The date and time the goods are requested to shipped.
    8. FOB Transfer Location field – Code indicating the type of location where the risk of loss for the shipment is transferred.
    9. Requested Delivery Date/Time field – The date and time the goods are requested to be delivered.
    10. Payment Method field – The method that was used to make the payment.
    11. Export switch – Indicates whether the order is exported.
    12. Drop Shipment switch – Indicates whether the shipment is dropped.
    13. Action drop-down – A brief description stating the purpose of the transaction.
  11. In the Shipping Order Instructions section, fill in the following fields:
    1. Delivery Term Code field – The code or abbreviation for the terms of sale between the buyer and the supplier regarding the delivery of product..
    2. Shipping Receiving Point field – The location where the shipped order is received.
    3. Delivery Term Description field – A description that outlines the terms of the sale regarding the delivery of product that are implied by the Delivery Term Code.
    4. Shipping Conditions field – The terms and requirements agreed upon for the shipping of goods.
    5. Shipping Route field – The shipment routing code.
    6. Transportation Group field – The categorization used to group together goods or products that share similar transportation requirements.
    7. Delivery Route field – The delivery routing code.
    8. Transportation Method drop-down – The transportation method used
    9. Routing Description field – A brief description of the transportation route and methods used to move goods.
    10. SCAC field – A carrier identifier code for the routing stage.
  12.  In the Client and Provider section, fill in the following fields under Client group:
    1. Company type-ahead field – The name of the company sending the shipping order. This company is owner of goods. This field pulls from the Owner's company and location master data.

      The remaining Client fields are auto populated with the values from the company or location's master data entry. If the name of the company is not present in the Owners master data, the company name must be entered manually.

    2. Address 1 field – The address of the particular location.
    3. Address 2 field – Any additional address information.
    4. Country drop-down – The two-letter country code with country name for this location.
    5. State field – The state or region for this location.
    6. City field – The city for this location.
    7. Postal Code field – The postal code for this location's main address.
    8. Contact Telephone Number field – The company or location's phone number.
    9. Contact Fax Number field – The company or location's fax number
    10. Party ID Type drop-down – The identifier type used for this company or location. See Identifier and Item Code Types for more information.
    11. Party ID Value field – The value associated with the identifier type.
  13. In the Client and Provider section, fill in the following fields under Provider group:
    1. Company type-ahead field – The name of the company receiving the shipping order. This company is supplier of goods. This field pulls from the Owner's company and location master data.

      The remaining Provider fields are auto populated with the values from the company or location's master data entry. If the name of the supplier is not present in the Owners master data, the supplier name must be entered manually.

    2. Address 1 field – The address of the particular location.
    3. Address 2 field – Any additional address information.
    4. Country drop-down – The two-letter country code with country name for this location.
    5. State field – The state or region for this location.
    6. City field – The city for this location.
    7. Postal Code field – The postal code for this location's main address.
    8. Contact Telephone Number field – The company or location's phone number.
    9. Contact Fax Number field – The company or location's fax number
    10. Party ID Type drop-down – The identifier type used for this company or location. See Identifier and Item Code Types for more information.
    11. Party ID Value field – The value associated with the identifier type.
  14. In the Ship to Location and Bill To Location section, in the Ship To Location group fill in the following fields:
    1. Location type-ahead field – The name of the company location where actual goods will be shipped by supplier. This field pulls from the Owner's company and location master data.
      The remaining Ship to Location fields in the section are auto populated with the values from the company or location's master data entry. If the company name is not present in the Owners master data, the company's name must be entered manually.
    2. Address 1 field – The address of the particular location.
    3. Address 2 field – Any additional address information.
    4. Country drop-down – The two-letter country code with country name for this location.
    5. State field – The state or region for this location.
    6. City field – The city for this location.
    7. Postal Code field – The postal code for this location's main address.
    8. Contact Telephone Number field – The company or location's phone number.
    9. Contact Fax Number field – The company or location's fax number
    10. Party ID Type drop-down – The identifier type used for this company or location. See Identifier and Item Code Types for more information.
    11. Party ID Value field – The value associated with the identifier type.
  15. In the Ship From Location and Bill To Location section, in the Bill To Location group fill in the following fields:
    1. Location type-ahead field – The billing address of the owner or buyer, based on the payment terms. This field pulls from the Owner's company and location master data.
      The remaining Bill to Location fields in the section are auto populated with the values from the company or location's master data entry. If the billing address is not present in the Owners master data, the billing address must be entered manually.
    2. Address 1 field – The address of the particular location.
    3. Address 2 field – Any additional address information.
    4. Country drop-down – The two-letter country code with country name for this location.
    5. State field – The state or region for this location.
    6. City field – The city for this location.
    7. Postal Code field – The postal code for this location's main address.
    8. Contact Telephone Number field – The company or location's phone number.
    9. Contact Fax Number field – The company or location's fax number
    10. Party ID Type drop-down – The identifier type used for this company or location. See Identifier and Item Code Types for more information.
    11. Party ID Value field – The value associated with the identifier type.
  16. In the Line Items section:
    1. Select the Addicon. At least one line item is required to submit a shipping order.

    2. In the New Line Items panel, fill in the following fields underLine Item Information:

      1. Line field – The number to identify the line item by (e.g. 50).
      2. Item field – The name of the product. If the user enters an item code instead, the field automatically displays the corresponding item name.
        The Item Code Type, Item Code Value and Description fields are auto populated with the values from the Owner's product master data entry for the product. If the product name is not present in the Owner's product master data then the product name must be entered manually.
      3. Item Code Type field – The product code type (e.g. IN-Product Code).
      4. Item Code Value field – The product code.
      5. Description field – A brief description of the product. If the description is not present in the Owners product master data then the description must be entered manually.
      6. Lot Number field – The lot number of the line number.
      7. Expiration Date field – The expiry date of the line item.
      8. Quantity Ordered field – The number of units ordered.
      9. Unit of Measure drop-down – The unit in which the line item is measured.
      10. Line Notes field – Additional information about the line item being added.

    3. Select Apply.

      The new line item is added to the shipping order.

  17. In the Notes section, select the Addicon to enter any additional comments or instructions.
  18. To submit the shipping order:
    To save the shipping order in a Draft state and finish it later, ensure the Move To button is not selected and then select the Save button in the draft state.

    1. Select the Move To button at the top of the screen.

      The submit status indicator circle is filled in with green to indicate the desired action upon selecting save.

    2. Select the Save button.

      The shipping order is submitted.

Tips

  • Select the Addicon, to add a new line item, where available.

  • Select the Deleteicon, to remove an individual line item, where available.

  • New shipping orders can also be created by selecting the New button on the Shipping Orders Details screen for an existing shipping order.

 Complete and submit a saved shipping order in the draft state.

  1. Select a [MPL Network] from the Network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header and select the Go button.
  3.  Select Logistics - Client from the left menu.
    Partners must have the correct roles assigned if using the Owner's instance of Multienterprise Information Network Tower.
  4. Select Shipping Orders.
  5. Select Filter button to find shipping order in Draft state.
  6. Select Shipping Order Number from the filter results.

  7. Select the Edit button.

  8. In the Transaction Information section, select Submitted from the Process Status drop drown.
  9. Confirm the shipping order details and select the Edit icon associated with that line item to modify the fields if required. See Create and submit a new shipping orders for detailed field description of shipping orders.

  10. Select the Move To button at the top of the screen.

    The submit status indicator circle is filled in with green to indicate the desired action upon selecting save.

  11. Select the Save button.

    The shipping order is submitted.

Tips

  • Select the shipping advice number row and then select the Delete icon on the top of the Search Shipping Orders screen, to delete a shipping advice in draft state.

A deleted transaction cannot be retrieved.

Search and view shipping orders

Perform this task to search for shipping order sent or received by buyers or sellers to view their details. Viewing the details of a shipping order enables buyers or sellers to quickly access order information (e.g. the quantity for each line item in an order) in TraceLink without having to search through the actual B2B message.

  1. Select a [MPL Network] from the Network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header and select the Go button.

  3. Select Logistics - Client or Logistics - Provider from the left menu.

    Partners must have the correct roles assigned if using the Owner's instance of Multienterprise Information Network Tower.
  4. Select Shipping Orders.
  5. Select the Filter button.
  6. In the Filters panel, fill in the following fields to filter the results:

    1. State drop-down – The state of the shipping order: 

      • Draft – The transaction is in the draft state.
      • Submit – The transaction has been created.
      • Processing – The application is getting ready to handle incoming transactions by doing some initial tasks, such as copying the files it receives.
      • Processed – The application changes the standard information into a format that is easy to use and specific to your transaction.
      • Preparing to Send – The application is getting ready to send out a transaction and is doing some initial tasks, like copying the necessary information for the process.
      • Sending –The application sends out business transactions to the buyer or supplier.
      • Sent – The transaction is successfully completed and shared with the receiving party.
    2. Provider type-ahead – Displays only if the menu item is Sent Shipping Orders The name of the company the shipping order was sent to.
      If the name of the company is not present in the Owners master data then the company's name must be entered manually.
    3. Client type-ahead – Displays only if the menu item is Received Batch Creations The name of the company the shipping advice was received from.
      If the name of the company is not present in the Owners master data then the company's name must be entered manually.
    4. Shipping Order Number field – A unique identifier of the shipping order.
    5. Shipping Oder Date/Time field – The date and time of the shipping order.
    6. Requested Delivery Date/Time field – The date and time the delivery is requested.
    7. Last Modified drop-down – The period of time in which the shipping order was last updated:
      • Today – The transaction was modified within the last few hours.
      • Yesterday – The transaction was updated within the past 24 hours.
      • Last Week – The transaction was modified in the last 7 days.
      • Last Month – The transaction was modified in the last 30 days.
      • Last 3 Months – The transaction was modified in the last 90 days.
      • Last 6 Months – The transaction was modified in the last 180 days.
      • Custom Range – Select a specific period of time that the transaction was modified in from the calendar.

  7. Select Apply.

    A list of shipping orders displays based on the filter results.

  8. Select the link for the shipping order from the results table.

    The View Shipping Orders screen displays.

  9. To view all fields for each line item, select the View icon on the Shipping Orders Details screen.

Reprocess and resubmit shipping orders

After the shipping order is submitted, the user might encounter an error and the processed status will be set to Paused With Error. Use the following procedure to resolve any error messages encountered while submitting shipping orders.

  1. Select a [MPL Network] from the Network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header and select the Go button.
  3.  Select Logistics - Client from the left menu.
    Partners must have the correct roles assigned if using the Owner's instance of Multienterprise Information Network Tower.
  4. Select Shipping Orders.
  5. Select Filter button to find shipping order in Processing, Processed, Preparing to Send, or Sending state.
  6. Select Shipping Order Number from the filter results.
  7. View the following fields for error in the Transaction Information section: 
    • Process Status - Displays the status of the submitted transaction.
    • Last Transaction Error - Displays the error message.
  8. Select the Edit button..
  9. In the Transaction Information section, select Submitted from the Process Status drop drown.
  10. Select the Save button.
    The shipping orders request is moved from Processing state to Sending state indicating that the shipping orders is submitted successfully.

Do not select the Move To button, as it will cause the transaction to skip a workflow state, preventing successful delivery.

If a transaction is successfully sent to a partner but an issue occurs on the partner's side (e.g. in their ERP system), the sender can avoid re-entering all the details by rolling back to a previous workflow state and resending the transaction, thus saving time and effort for both parties.

  1. Select a [MPL Network] from the Network drop-down in the header.
  2. Select a Team (e.g. your entire company or a Link to a specific Partner or internal location) in the header and select the Go button.
  3.  Select Logistics - Client from the left menu.
    Partners must have the correct roles assigned if using the Owner's instance of Multienterprise Information Network Tower.
  4. Select Shipping Orders.
  5. Select a Shipping Order Number in Sent state.

  6. Select the Edit button.

    The state of the shipping order is automatically moved to Sending state.

  7. Select the Move To button at the top of the screen.

    The submit status indicator circle is filled in with green to indicate the desired action upon selecting save.

  8. Select the Save button.

    The shipping advice is submitted.

The statues of the shipping order moves to Sent state.

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