Creating Shipping Documentation

This chapter discusses how to:

• Create bills of lading and shipping manifests.

• Create advanced shipping notices.

• Create internal location expected receipts.

• Create interunit expected receipts.

• Print shipping reports.

• Create shipping excise invoices for India.

Creating Bills of Lading and Shipping Manifests

A bill of lading lists all items in a shipment destined for a particular ship to location. A shipping manifest lists all items in a given shipment, regardless of ship to address. You can combine bills of lading into shipping manifests.

When you create a new bill of lading or shipping manifest, you can enter a number or accept the default of NEXT. If you accept NEXT, PeopleSoft Inventory generates a number based upon the default setup in the Automatic Numbering page. If you select NEXT and no default sequence has been defined, the system displays an error.

See Also

Defining Inventory User Preferences

Setting Up Automatic Numbering

Pages Used to Create Bills of Lading and Shipping Manifests

Creating Bills of Lading

Access the Bill of Lading page.

To create a bill of lading:

1. Click the Search button to access the Bill of Lading Order Selection page, where you select orders to include on the bill of lading.

   Demand lines meeting the search criteria appear in the scroll area in the lower portion of the page.

2. Select a bill of lading type.

   Different kinds of orders are eligible for each bill of lading type:

   Domestic	Domestic sales orders and material stock requests that are not export orders.
   Foreign	Export sales orders and export intercompany transfers.   Note. Export intercompany transfers are only available to include on the bill of lading if they have been marked for export on the order header.
   Foreign and Domestic	All sales orders and material stock requests.

   Note. PeopleSoft Inventory supports the creation of foreign bills of lading only for intercompany transfers. If the installation includes PeopleSoft Order Management, you can also create bills of lading for other foreign shipments.

3. Select the check boxes for the demand lines that you want to include.

   To include all displayed lines, click the Select All button; to remove all lines, click the Deselect All button.

4. Click the Validate button to add the selected lines to the bill of lading and to remove other orders from the scroll area.

   This action also displays various other fields, depending upon whether you are building a domestic or foreign bill of lading.

5. Click the Print link to print the Bill of Lading and Shipping Manifest reports from this page.

   Note. You can only print the Shipping Manifest report from this page if the bill of lading has a shipping manifest number.

See Also

Printing Shipping Reports

Selecting Orders for Bills of Lading

Access the Bill of Lading Order Selection page.

For domestic bills of lading, you must enter either a ship to or a location and carrier ID. For foreign or foreign and domestic bills of lading, you must enter an order number.

Whether or not you enter a specific carrier ID, the system also returns orders with no defined carrier ID. If you add one of these orders to the bill of lading, PeopleSoft Inventory updates the carrier information for the order.

Entering Additional Bill of Lading Information

Access the Domestic Details page or the Export Details page.

To enter additional bill of lading information:

1. Enter or calculate shipping information, using either the Domestic Details page or the Export Details page.

   Calculator

   Click to enable PeopleSoft Inventory to calculate the Shipping Weight and Shipping Volume. These values are calculated using either the commodity code (for domestic shipments) or the harmonized code (for foreign shipments) assigned to the item, along with the shipping unit of measure (UOM), the shipping weight UOM, and the shipping volume UOM. You define this information on the Define Item - General: Dimensions page.

2. Enter consignee and transport information for export sales orders and export intercompany transfers on the Export Info page.

   All of the information on this page is optional, and much of it comes from customer information defaults, business unit defaults, and either the sales order or the intercompany transfer.

3. Enter any notes for the shipment on the Bill of Lading Notes page.

See Also

Defining Item Dimensions

Creating Shipping Manifests

Access the Build Shipping Manifest page.

To create a shipping manifest:

1. Enter a business unit, shipping manifest number, carrier ID, or BOL Print Date (bill of lading print date), then click the Search button to find bills of lading that match these parameters.

2. Select the check box next to a Bill of Lading number to add it to the shipping manifest.

   To add all returned bills of lading, click Select All; to clear all check boxes, click Deselect All.

3. Click the Bill of Lading Print button to print the selected bills of lading or the shipping manifest from this page.

See Also

Printing Shipping Reports

Creating Advanced Shipping Notices

The Advanced Shipping Notice (ASN) message is an asynchronous outbound batch publish EIP to notify your customers that a sales order has been shipped. This message is passed to an external system or to the PeopleSoft CRM Field Service and CRM Order Capture applications. The Advanced Shipping Notice EIP meets X.12 EDI requirements of the 856−Shipping Notice/Manifest transaction set, and is also used with warehouse management systems. An ASN message is generated when a sales order entered from PeopleSoft Order Management has been depleted in PeopleSoft Inventory. You can specify whether to generate the ASN for all sales order shipments in the business unit, sales orders belonging to a specific shipping ID, sales orders for a specific sold to customer, or sales orders for a specific ship to customer.

The system does not create an ASN under these circumstances:

• The shipment has not been through the Deplete On Hand Qty (Depletion) process.

• The order is a drop ship or is for non-inventory items.

• The transaction has a demand source other than PeopleSoft Order Management.

• PeopleSoft Order Management is not installed.

See Also

Packing Orders for Shipment

Pages Used to Set Up and Create Advanced Shipping Notices

Setting Up the ASN EIP

To use the Advanced Shipping Notice EIP:

• Setup in PeopleTools:

  • Activate the ADVANCED_SHIPPING_NOTICE message. If using message chunking then set up the OnRouteSend PeopleCode Event on the message as follows:

    Declare Function GetNodes PeopleCode
    FUNCLIB_INEIP.PUBLISH_ROUTE_PC FieldFormula;
    GetNodes (" ");

  • Setup an outbound asynchronous transaction defining the ADVANCED_SHIPPING_NOTICE message on each node that will receive the transaction. This step is only required if an XML message is being generated. This step can be skipped if the batch publish rule is set up to post to a flat file.

  • Verify the ADVANCED_SHIPPING_NOTICE message channel is in Run mode.

• Setup in Enterprise Components:

  • Activate the ADVANCED_SHIPPING_NOTICE batch publish rule. Specify the appropriate output for the message (XML-based message or flat file). If you want to use message chunking select a Chunking Rule ID on the batch publish rule.

  • Setup the chunking rule mapping definitions if message chunking is to be used.

• Setup at the Application Level:

  • Select the Use Advanced Shipping Notice check box for the business unit on the Inventory Definition-Business Unit Options page

  • Associate customers receiving the Advanced Shipping Notice EIP messages with an ASN document code and a preferred communication value of XML Only or XML and Print. If PeopleSoft Order Management is installed, then define these values on the Contact Additional Info page in the Maintain Contact component.

• Setup if Using Chunking: Chunking is only needed if you have requirements to break up the messages and send them to different destinations based on attributes in the message such as business unit or customer ID. The most common use of chunking with the ASN message is to send a single customer’s messages to a specific node set up for that trading partner. If you are using a middleware product to actually determine trading partner destinations then a single message with all trading partner transactions can usually be sent directly to the middleware product. You would not need to activate message chunking in this situation. For an example of how to use Chunking look at the batch publish rules for the ADVANCED_SHIPPING_NOTICE message. These batch publish rules were provided as examples to show the power of message chunking.

  The ADVANCED_SHIPPING_NOTICE batch publish rule is the standard rule used without chunking. If you want to chunk by:

  • Business Unit: Attach the BUSINESS_UNIT chunk rule to the batch publish rule. You would also have to populate the Business Unit to node values in the chunk table and set up the OnRouteSend Routing Rule on the message when you activate it in the Application Designer.

  • Ship To Customer: Activate the ASN_SETID_SHIPTO batch publish rule. In this case you also need to populate the customer chunk rule table and set up the OnRouteSend Routing Rule.

  • Sold To Customer: Activate the ASN_SETID_SOLDTO chunk rule, populate the customer chunk rule table and set up the OnRouteSend Routing Rule.

The above setup instructions assume that the message environment has been set up in PeopleSoft Integration Broker.

See Also

PeopleSoft Integration Broker PeopleBook

PeopleSoft Enterprise Integration PeopleBook

Publishing Advanced Shipping Notices

Access the Advanced Shipping Notices Selection Criteria page.

All Shipments	Select to generate this transaction for all sales order shipments that have been through the Deplete On Hand Qty (Depletion) process, but have not previously generated an ASN.
Sold To Customer	Select to generate this transaction for a sales order with a specific sold to customer.
Ship To Customer	Select to generate this transaction for a sales order with a specific ship to customer.
Specific Shipping ID	Select to generate this transaction for sales orders with a specific shipping ID.
Source Bus Unit	Select a valid source business unit. A source business unit is the PeopleSoft Order Management business unit that created the sales order. This field is required if you elect in the Selection Options group box to generate this transaction for a specific sold to or ship to customer. This field is not available for entry if you elect in the Selection Options group box to generate this transaction for all shipments, or for a specific shipping ID.
Sold To Customer	Select a valid sold to customer. This field is only available for entry and is required if you elect in the Selection Options group box to generate this transaction for a specific sold to customer.
Ship To Customer	Select a valid ship to customer. This field is only available for entry and is required if you elect in the Selection Options group box to generate this transaction for a specific ship to customer.
Shipping ID	Select a valid shipping ID. This field is only available for entry and is required if you elect in the Selection Options group box to generate this transaction for a specific shipping ID.
Re-Generate Message	Select this option to regenerate a message for sales orders that have already been sent out.

Note. When you navigate to the process monitor and wait till the process completes successfully, you can click the Details link and then the View Log/Trace link. This shows the output file as a link. The system generates the flat file to reflect the ASN information for the corresponding shipping ID.

Creating Internal Location Expected Receipts

The Internal Location Expected Receipt message is a asynchronous outbound EIP that sends a receipt transaction when an internal material stock request is depleted. Internal material stock requests are created to fulfill demand from a storage location within the Inventory business unit. Typically, you use the Internal Location Expected Receipts EIP when integrating with third-party point-of-use (POU) supplier systems or surgical resource management systems that manage supplies stored in internal par locations. The third-party system can use the data contained in the transaction message to manage receiving and restocking activities at the destination location. The Internal Location Expected Receipts EIP meets X.12 EDI requirements of the 944 − Warehouse Stock Transfer Receipt Advice transaction set and is also used with surgical resource software and point of use applications.

Page Used to Set Up and Process Internal Location Expected Receipts

Setting Up the Internal Location Expected Receipts EIP

To use the Internal Location Expected Receipt EIP:

• Setup in PeopleTools:

  • Activate the INTERNAL_LOC_EXPECTED_RECEIPT message. If using message chunking then set up the OnRouteSend PeopleCode Event on the message.

  • Setup an outbound asynchronous transaction defining the INTERNAL_LOC_EXPECTED_RECEIPT message on each node that will receive the transaction.

  • Verify the INTERNAL_LOC_EXPECTED_RECEIPT message channel is in Run mode.

• Setup in Enterprise Components:

  • Activate the INTERNAL_LOC_EXPECTED_RECEIPT batch publish rule. Specify the appropriate output for the message (XML-based message or flat file). If you want to use message chunking select a Chunking Rule ID on the batch publish rule.

  • Setup the chunking rule mapping definitions if message chunking is to be used.

• Setup at the Application Level: Select the Use Internal Expected Receipt check box on the Inventory Definition - Business Unit Options page.

• Setup if Using Chunking: Chunking is only needed if you have requirements to break up the messages and send them to different destinations based on attributes in the message such as business unit or location. If you want to chunk by:

  • Business Unit: Activate the INTERNAL_LOC_EXPECTED_RECEIPT batch publish rule and enter the BUSINESS_UNIT chunk rule. You would also have to populate the Business Unit to node values in the chunk table and set up the OnRouteSend Routing Rule on the message when you activate it in the Application Designer.

  • Business Unit and Location: Activate the INTERNAL_LOC_EXPECTED_RECEIPT batch publish rule and enter the BUS_UNIT_LOCATION chunking rule. In this case you also need to populate the BUS_UNIT_LOCATION chunk rule table and set up the OnRouteSend Routing Rule.

The above setup instructions assume that the message environment has been set up in PeopleSoft Integration Broker.

See Also

PeopleSoft Integration Broker PeopleBook

PeopleSoft Enterprise Integration PeopleBook

Publishing the Internal Location Expected Receipts Message

Access the Internal Location Expected Receipts Selection Criteria page.

Note. You can launch the internal location expected receipts outbound transaction only for PeopleSoft Inventory business units that have enabled the Use Internal Expected Receipt option on the Inventory Definition - Business Unit Options page.

Note. Select the Re-Generate Message check box to create a second internal location expected receipt message for a selected shipment. This option is for instances where the destination node did not receive the original message.

See Also

Managing Par Inventory

Activating Optional Business Unit Features

Creating Interunit Expected Receipts

The InterUnit Expected Receipt message is an asynchronous batch publish EIP that notifies a third-party system that an Inventory business unit has shipped an interunit transfer order. The Interunit Expected Receipt EIP meets X.12 EDI requirements of the 943 − Warehouse Stock Transfer Shipment Advice transaction set and is also used with warehouse management systems. Interunit transfer orders are created in PeopleSoft to move stock between Inventory business units. Typically, you use the Interunit Expected Receipt EIP in integrated implementations in which a third-party system is controlling an Inventory business unit. A message is generated when an interunit transfer order with a destination business unit that is under external warehouse control is depleted. The third-party system can use the information from the interunit expected receipt message to validate the receipt of goods when the shipment arrives at the destination warehouse.

Interunit transfer orders are created in PeopleSoft to move stock between business units. Typically, you use the Interunit Expected Receipt EIP in integrated implementations in which a third-party system is controlling an Inventory business unit. An interunit expected receipt message is generated when an interunit transfer order with a destination business unit that is under external warehouse control is depleted. The third-party system can use the information from the interunit expected receipt message to validate the receipt of goods when the shipment arrives at the destination warehouse.

Page Used to Set Up and Process Interunit Expected Receipts

Setting Up the Interunit Expected Receipts EIP

To use the InterUnit Expected Receipt EIP:

• Setup in PeopleTools:

  • Activate the INTERUNIT_EXPECTED_RECEIPT message. If using message chunking then set up the OnRouteSend PeopleCode Event on the message.

  • Setup an outbound asynchronous transaction defining the INTERUNIT_EXPECTED_RECEIPT message on each node that will receive the transaction. This step is only required if an XML message is being generated. This step can be skipped if the batch publish rule is set up to post to a flat file

  • Verify the INTERUNIT_EXPECTED_RECEIPT message channel is in Run mode.

• Setup in Enterprise Components:

  • Activate the INTERUNIT_EXPECTED_RECEIPT batch publish rule. Specify the appropriate output for the message (XML-based message or flat file). If you want to use message chunking select a Chunking Rule ID on the batch publish rule.

  • Setup the chunking rule mapping definitions if message chunking is to be used.

• Setup at the Application Level: Select the Use External Warehouse Control check box on the Inventory Definition-Business Unit Options page.

• Setup if Using Chunking: Chunking is only needed if you have requirements to break up the messages and send them to different destinations based on attributes in the message such as business unit or location. If you want to chunk by business unit, then activate the INTERUNIT_EXPECTED_RECEIPT batch publish rule and enter the BUSINESS_UNIT chunk rule. You would also have to populate the Business Unit to node values in the chunk table and set up the OnRouteSend Routing Rule on the message when you activate it in the Application Designer.

  The BUSINESS_UNIT chunking rule may be overridden with a custom chunking rule if the business units used for the INTERUNIT_EXPECTED RECEIPT EIP have different node designations then that set for other messages. You must also assign the IN_DEST_BU_EOV alternate chunk table to the Batch Publish Rule. This entry is needed because the BUSINESS_UNIT chunk table is keyed by a field named BUSINESS_UNIT and when you chunk by the destination business unit, the Batch Publish Utility needs to match the business unit values entered in the BUSINESS_UNIT chunk rule with the values in the DESTIN_BU field on the Interunit Expected Receipt Header segment (IN_IU_ER_HD_EVW.DESTIN_BU). The Alternate Chunk Table entry on the Batch Publish Rule is used by the Batch Publish Utility to identify this type of situation. The IN_DEST_BU_EOV record is prepackaged for this purpose.

The above setup instructions assume that the message environment has been set up in PeopleSoft Integration Broker.

See Also

PeopleSoft Integration Broker PeopleBook

PeopleSoft Enterprise Integration PeopleBook

Publishing the Interunit Expected Receipts Message

Access the Interunit Expected Receipts Selection Criteria page.

Transactions	Select New to generate an expected receipt for new interunit transfer orders that have been depleted but not sent out in a previous message. Select Closed/canceled to generate an expected receipt for interunit transfer orders that have been previously sent in a message and have subsequently been closed or canceled.
Shipments	Select All to generate an expected receipt for all shipments for a business unit. Select Specific and enter a Shipping ID to generate an expected receipt for a specific shipping ID.
Shipping ID	Select a valid shipping ID. This field is available for entry only if you elect to generate an expected receipt for a specific shipment ID.
Destination Unit	Select All to generate an expected receipt for all destination business units. Select Specific to generate an expected receipt for a specific destination business unit.
Unit	Select a valid destination business unit. This field is available for entry only if you elect to generate an expected receipt for a specific destination business unit.
Re-Generate Message	Select this option to regenerate a message for orders that have already been sent out.

Note. Select the Re-Generate Message check box to create a second interunit expected receipt message for selected shipments. This option is for instances where the destination node did not receive the original message.

Printing Shipping Reports

Depending upon your business requirements, you may need to print shipping documents, bills of lading, shipping manifests, packing slips, and other reports for PeopleSoft Inventory shipments.

Common Element Used in This Section

See Also

PeopleSoft Enterprise Integration PeopleBook

Defining Basic Fulfillment Defaults

Staging Interunit Transfers Using an Electronic Data Collection System

Pages Used to Print Shipping Reports

(IND) Creating Shipping Excise Invoices for India

This section discusses how to:

• Enter a shipping excise invoice for India.

• Print a shipping excise invoice for India.

Understanding Shipping Excise Invoices for India

For shipments from a business unit located in India, the shipping excise invoice performs tax determination and tax calculation based on information from the IN_DEMAND table where all inventory shipments are recorded. Create a shipping excise invoice for India whenever Indian excise duty applies to a shipment from a PeopleSoft Inventory business unit for these transactions:

• Sales orders from PeopleSoft Order Management.

• Interunit transfers (material stock requests) moving stock between two different tax locations within PeopleSoft Inventory.

• Return to Vendor transactions.

Before you can create a shipping excise invoice, you must define these parameters:

• Add one or more excise document number series to create a unique serial number for each shipping excise invoice when saved.

• If Depletion Check is selected on the Tax Location - Excise Group page for the PeopleSoft Inventory business unit, then the Deplete On Hand Qty (Depletion) process must be completed for the Shipping ID line before you can create the shipping excise invoice. If Depletion Check is not selected, then the shipping excise invoice can be created before you run the Deplete On Hand Qty (Depletion) process.

Note. If only sales tax is applicable, you cannot create a shipping excise invoice. Even without an excise invoice, the system still calculates sales tax in PeopleSoft Order Management and Billing. A shipping excise invoice is only necessary if excise duty is applicable to the shipment.

To create a shipping excise invoice:

1. Access the Shipping Excise Invoice page, enter the PeopleSoft Inventory business unit and the excise document number series for the new shipping excise invoice.

   If you are changing an existing shipping excise invoice, enter the PeopleSoft Inventory business unit and select by excise invoice number. To update a shipping excise invoice, it must have a status of New. Shipping excise invoices that are in Ready or Post status can be viewed but not updated.

2. On the Shipping Excise Invoice page, click the Add New Lines link to access the Select Shipping Lines page.

   Use the Select Shipping Lines page to find and select the shipped items to be added to the excise invoice. You can search by ship to customer, customer address, source unit, location code, bill to customer, order number, and shipping ID. After entering the search criteria, click the Search button to display available shipping lines. Select the lines to be added to the excise invoice and press the Return key to include the shipping lines on the Shipping Excise Invoice page. All lines added to one shipping excise invoice must have the same Tax Transaction Type. One shipping excise invoice could contain shipping lines from more than one shipping ID. Also, the lines from one shipping ID could be split between different shipping excise invoices. If the sales order includes a product kit, then the order must be shipped by using only one shipping ID; otherwise, PeopleSoft Billing cannot properly invoice the order. A product kit order cannot be shipped with multiple shipping IDs.

3. On the Shipping Excise Invoice page, review and enter data, then save.

   If a valid tax rate code is found, the tax amounts are calculated when you return to the Shipping Excise Invoice page. If a tax rate code is not found, you must select one manually and click the Calculate Tax button. Taxes are also calculated when you save the page. If the setup allows the shipping excise invoice number to be overwritten, then the user can enter a user-defined value for the invoice number. Alternately, the system can assign a unique excise invoice number based on the excise transaction type and the excise document number series that you entered and saved on the shipping excise invoice.

4. If you add additional lines to the shipping excise invoice after saving, click the Calculate Tax button to recalculate the excise duty for the new lines that you added.

5. Once you have saved the shipping excise invoice, you can print a copy to accompany the shipment.

   In order to print the shipping excise invoice, you need to set the status of the invoice to Ready. You can only print invoices that have a status of Ready or Post.. The invoice is printed when you click the Print button on the Shipping Excise Invoice page or on the Excise Invoice Report process page. Once printing is complete, the Print flag is set to Y, and any additional prints are identified as duplicates.

6. When the Register Update process completes the Excise Quantity Register Update subprocess, then the Qty Upd Flg check box is selected on the Shipping Excise Invoice page.

When you save the Shipping Excise Invoice page or click the Calculate Tax button, the tax determination and tax calculation processes apply the needed excise duty and sales tax to the shipping excise invoice. Use the excise duty to update the tax registers and create accounting entries in PeopleSoft Inventory. The sales tax on a shipping excise invoice passes to the sales order and then to PeopleSoft Billing, which creates the accounting entries.

Note. To cancel a shipping excise invoice that you have created, the status of the excise invoice must be New and the invoice cannot contain any shipping lines. If you cannot cancel the shipping excise invoice, then you must make an excise adjustment to reverse it.

Sample Sale

When issuing samples from the PeopleSoft Inventory unit located in India, often the material stock request (or sales order) does not contain a sales price. However, excise duty is still payable on samples shipped. To properly calculate excise duty, use the item’s assessable value as the base amount. Select the Use Assessable Value check box on the Tax Rate Code page to enable the system to find a base amount on the Item Defn Tax Applicability page or the Product Tax Applicability page.

Product KIT Sale

Excise duty is payable on the product kit and not on the individual components. Based on the tax structure, the excise duty is calculated on the kit’s sales price or the assessable value maintained on the Product Tax Applicability page. Before a product kit can be added to a shipping excise invoice, the system verifies that all kit components have been shipped in the proper quantities. The excise invoice displays all kit components and their related quantities. A product kit order cannot be shipped with multiple shipping ID’s.

Pages Used to Create Shipping Excise Invoices for India

See Also

(IND) Processing Customs, Excise Duties, and Sales Tax for India

Processing Taxes for India

Entering a Shipping Excise Invoice for India

Access the Shipping Excise Invoice page.

Excise Invoice Header

The Rate Type, Currency Rt Divider, and Currency Rt Multiplier are from the sales order header linked to the shipping lines added to this excise invoice. If the excise invoice contains only interunit transfer shipments, nothing appears.

Total Taxes

Tax information is summarized across all of the lines of this shipping excise invoice and the system displays the totals for excise tax, sales tax, and total tax (combined excise and sales tax).

Vehicle Information

Enter the required information about the shipment vehicle including vehicle number, lorry receipt number, and lorry receipt date.

Excise Invoice Lines

Displays the shipping lines added to this shipping excise invoice using the Select Shipping Lines page. The fields are populated from the shipping ID, sales order, or interunit transfer.

Tax Detail Lines

The bottom portion of this page displays the tax calculations for the excise invoice line. When you save the page or click the Calculate Tax button, the results of tax determination and tax calculations appear in this section.

Printing a Shipping Excise Invoice for India

Access the Excise Invoice Report page.

A printed copy of the excise invoice is required to accompany all shipments from Indian locations when excise duty is applicable. You can run this report by using the Print button on the Shipping Excise Invoice page or running this report process page. Once the excise invoice is printed, any reprints are identified as duplicates.

Enter the parameters to print one or more shipping excise invoices that have a status of Ready or Posted.