Shipment

A shipment records the stock that you deliver to a customer. It moves the items out of a location. A shipment contains only items with Track Inventory. For the setup, see Introduction to Inventory. For stock from a supplier, see Purchase Receipt.

Open Shipments

Click Inventory > Shipment in the sidebar. On a phone, tap the menu button in the header, and then tap Inventory > Shipment.

Create a Shipment

Automatically From a Sales Invoice

To ship automatically, select a Shipment Location in Setup > Settings > Defaults, in Auto Stock Transfer. New sales invoices then have Make Shipment On Submit selected in their Settings tab. To submit one invoice without a shipment, clear this option.

When you submit the invoice, Frappe Books makes and submits a shipment for the items with Track Inventory. The shipment has the date of the invoice. A POS sale ships from the inventory location of the POS. The Back Reference field of the invoice shows the shipment.

If an item does not have enough stock at the location, the Insufficient quantity dialog opens. Click Yes to submit the invoice without a shipment. Click No to stop and add the stock first. For more information, see Automatic Shipments.

From a Sales Invoice

1. Open the submitted sales invoice.
2. Click Create > Shipment. On a phone, tap the … button, and then tap Shipment.
3. Check the From Loc. and the Quantity of each row.
4. Click Save.
5. Click Submit and click Yes.

The shipment gets the customer and the items that are not shipped yet. Create > Shipment shows only when the invoice has stock that is not shipped. The rows get the Shipment Location, or the Default Location of the inventory settings when it is empty.

To ship only a part, change the quantities or remove rows before you submit. The Stock Not Shipped field of the invoice shows the quantity that is left. A shipment cannot ship more than that. To ship the rest later, click Create > Shipment in the invoice again.

From the List

1. Click Inventory > Shipment in the sidebar.
2. Click New.
3. Select the Party. The list shows customers and parties with the role Both.
4. In Items, click Add row.
5. Select the Item. Frappe Books fills the Rate and the From Loc.
6. Enter the Quantity.
7. Add a row for each of the other items.
8. Click Save.
9. Click Submit and click Yes.

On a phone, fill in each row in the sheet that opens, and tap Done.

You can also select a sales invoice in Back Reference. Frappe Books then fills the customer and the rows from the invoice.

After you submit, you cannot edit the shipment. See Save and Submit Documents.

Item Rows

The Item list shows items with Track Inventory and the purpose Sales or Both. To see all the fields of a row, click the Edit row button at the end of the row.

• Batch: Each row of an item with Has Batch needs a batch. A shipment from an invoice takes the batch of each invoice row.
• Serial Number: Enter one serial number for each unit, one on each line. If you leave it empty, Frappe Books fills the serial numbers that came into the From Loc. first.
• Barcode: Type or scan a barcode above the rows to add the item.

These fields show only when their feature is on in the inventory settings. See Batches and Serial Number.

Stock Check on Submit

The From Loc. of each row must have enough stock of the item, the batch, and each serial number on the date of the shipment. A shipment with an earlier date also cannot take stock that later entries need. If the stock is not enough, Frappe Books shows the available and the required quantity. Select a different From Loc., or record the incoming stock first with an earlier date. See Stock Quantity.

Ledger Entries

When you submit a shipment, Frappe Books takes the items out of the stock ledger. It debits the Cost Of Goods Sold Acc. and credits the Stock In Hand Acc. with the cost of the stock. The cost comes from the FIFO valuation, not from the rate of the shipment. The accounts come from the inventory settings. The sales invoice records the income.

To see the entries, click View > Accounting entries or View > Stock entries. On a phone, these are in the … menu in the header.

Bill a Shipment

If you shipped the items before the invoice, make the invoice from the shipment:

1. Open the submitted shipment.
2. Click Create > Sales Invoice. On a phone, tap the … button, and then tap Sales Invoice.
3. Check the invoice, and then save and submit it.

The invoice gets the items that are not billed yet, and does not ship the stock again. Create > Sales Invoice does not show for a shipment with a Back Reference, for a return, or for a fully billed shipment.

Shipment Return

A return is a shipment with negative quantities. It moves the items that a customer gives back into the location. Before you can make returns, turn on Enable Invoice Returns in the General settings. You cannot turn off this setting later.

1. Open the submitted shipment.
2. Click Create > Return. On a phone, tap the … button, and then tap Return.
3. Change the quantities to the quantities that the customer returned.
4. Remove the rows of the items that the customer did not return.
5. Click Save.
6. Click Submit and click Yes.

A return cannot take back more than the shipment shipped, or a serial number that is returned already. Its date cannot be before the date of the shipment. The return brings the items back at the cost that the shipment took out, and reverses the accounting entries for them. The return has the status Return, and the original shipment gets the status Return Issued.

When you submit a return sales invoice with Make Shipment On Submit, Frappe Books makes the return shipment for you.

Print a Shipment

1. Click the printer icon in the page header. On a phone, tap Print at the bottom of the form.
2. Click Save as PDF or Print.

You cannot print a shipment that has unsaved changes or that is cancelled. To set the template that opens first, select the Shipment Print Template in the Defaults settings. See Print Templates.

Cancel a Shipment

Only a Books Manager or a System Manager can delete a shipment. To cancel, click the … button in the page header, and then click Cancel. Frappe Books removes the stock entries and reverses the accounting entries.

• A shipment that a sales invoice made on submit: cancel the invoice. Frappe Books then cancels the shipment too.
• A shipment with a submitted invoice or return made from it: cancel the invoice or the return first.
• A sales invoice cannot be cancelled while a shipment that you made from it is submitted. Cancel the shipment first.

To correct a cancelled shipment, click Create > Duplicate. The copy does not keep the Back Reference.