Outbound Shipping & Dispatch

The Shipping module manages packing, carrier tracking assignment, outbound consignment dispatch, and automated Cost of Goods Sold (COGS) accounting integration.

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Outbound Dispatch Lifecycle & Accounting

flowchart TD
    A[Order Lines Picked to SHIPPING Staging Bin] --> B[Shipping Workbench /inventory/shipping]
    B --> C[Enter Carrier & Tracking Number]
    C --> D[Click Dispatch Shipment]
    D --> E[1. Create Shipment Record in 'dispatched' State]
    D --> F[2. Decrement Stock from Warehouse SHIPPING Staging Bin]
    D --> G[3. Post Automated COGS General Ledger Journal]
    D --> H[4. Update Sales Order to 'Shipped']

1. Shipment States & Progression

• Draft: Packing list is created and lines are verified at the packing bench.
• Dispatched: The carrier collects the parcel. Stock is permanently cleared from the location’s SHIPPING staging bin, and the order advances to Shipped.
• Partially Received / Received: Used for transfer shipments arriving at destination facilities.
• Cancelled: Voided shipment before dispatch.

2. General Ledger COGS Posting

Dispatching an outbound customer shipment immediately triggers an automated double-entry GL journal:

Debit:  Cost of Goods Sold (COGS)  (Total dispatched units * moving WAC unit cost)
Credit: Inventory Asset Account     (Total dispatched units * moving WAC unit cost)

3. Scan-to-Dispatch High-Velocity Station

For distribution centers with dedicated packing conveyors, the Scan-to-Dispatch Station (/inventory/shipping/scan-to-dispatch) provides barcode-driven packing and instant dispatch:

• Operator scans the order or line barcode.
• System verifies that items have been picked into staging.
• Operator inputs tracking number and dispatches with a single scan, printing the Packing Slip PDF and Delivery Docket automatically.

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Step-by-Step Workflows

1. Dispatching a Shipment via Shipping Workbench

1. Go to Inventory → Shipping (/inventory/shipping).
2. Locate the order with picked lines in the dispatch queue.
3. Click Create Shipment.
4. Select the Carrier and enter the Tracking Number and Special Delivery Instructions.
5. Confirm the dispatch quantities for each picked line.
6. Click Dispatch Shipment.
7. Print the generated Delivery Docket / Packing Slip and apply to the carton.

2. High-Speed Fulfillment via Scan-to-Dispatch

1. Go to Inventory → Shipping → Scan to Dispatch (/inventory/shipping/scan-to-dispatch).
2. Scan the barcode on the pick sheet (PICK:...).
3. Enter or scan the carrier consignment barcode into the Tracking Number field.
4. Press Enter or click Dispatch.

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Field Reference

Field	Description
Shipment Number	System consignment reference (SHP-...).
Sales Order	Linked customer order number (ORD-...).
Carrier	Assigned freight or courier company.
Tracking Number	Carrier consignment or package tracking code.
Shipment Date	Exact date and timestamp of outbound carrier handoff.
Shipment Status	Stage (Draft, Dispatched, Partially Received, Received, Cancelled).

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Notes & Tracking Reference Guide

The system clearly distinguishes between internal notes (private operational memos) and external instructions (printed on customer or carrier documents):

Field Name	Origin / Scope	Classification	Target Audience	Where to Enter / Edit	Printed on Documents / PDFs
Delivery Instructions (shippingNotes)	Sales Order / Transfer Order	External	Carrier drivers, dispatchers	Sales Order → Delivery card; Shipping workbench	Printed on Shipping Labels (DELIVERY INSTRUCTIONS: box). Included in Shipping Docket data payload.
Shipment Notes (notes)	Outbound Shipment	Internal	Warehouse team, logistics history	Create Shipment dialog, Pick & Ship panel, Shipment details	Kept off customer documents; saved in shipment audit record and inventory dispatch memo (DSP-DIR-...).
Order Notes (notes)	Sales Order	Internal	Sales team, customer service, operations	Sales Order → Notes card; Counter Sales checkout	Not printed on any customer PDFs (Quotes, Confirmations, Invoices, Dockets) to prevent private sales remarks leaking.
Tracking Number (trackingNumber)	Outbound Shipment	External	Customer, carrier, warehouse	Create Shipment dialog, Pick & Ship panel, Shipping Workbench	Printed on Shipping Dockets and encoded as barcode/QR code on Shipping Labels.
Line Item Comments (productDescription)	Order Line (lineType = 'Comment')	External	Customer, pickers, receiving dock	Sales Order lines table	Printed directly in line item tables on Quotes, Confirmations, Invoices, and Shipping Dockets.
Document Cover / Intro Text (customPdfText / quoteIntroText)	Dynamic PDF generation	External	Customer	Email / Print document modal dialog	Printed in header banner on Quotes, Order Confirmations, Invoices, and Shipping Dockets.