The Receive Shipment program allows you to compare the shipping costs of products on an invoice and compare them to the actual costs of the goods received. This provides you with the ratio of shipping costs versus actual product costs.
To access the Receive Shipment program, you can either select it straight from the Main Menu, or you can access it via Receiving.
To access it from the Main Menu:
Select Modules-Receiving-Receive Shipment. The Find Receive Shipment program appears. From here, either select the existing Receiving Shipment record you need, or create a new one. For information on basic searching techniques in [i] Merchant, please click here.
To create a new Receiving Shipment record, click on the New toolbar icon near the top of the screen. The Receive Shipment Properties screen appears.
Most of the time, you will probably access the Receive Shipment program via Receiving, in the Receive Shipment field. You will be in the process of receiving items from an invoice, and at that time you can create a Receiving Shipment record for those items. Either way you will be brought, eventually, to the Receive Shipment Properties screen . . .
The Receive Shipment ID field fills in automatically. This assigns a number to the Receiving Shipment record you are creating.
The Date Received field fills in with the current day's date. You can change this date if needed.
The Receiving Shipment Reference field is free-form. Simply key in anything that is meaningful to you in this field.
Choose the applicable shipping method in the Shipment Method field.
The middle portion of the screen is the place where you key in the shipping costs.
In the International Cost field, key in the international shipping cost, if applicable. In the optional "Notes on international cost" field, key in any notes that might be meaningful to you regarding the international shipping costs.
In the National Cost field, key in the national shipping cost, if applicable. In the optional "Notes on national cost" field, key in any notes that might be meaningful to you regarding the national shipping costs.
The bottom of the screen is where the program shows you the ratio of the shipping costs versus the actual product costs.
In the Invoiced Product Cost field, key in the cost of the products (not including the shipping) on the invoice. In the optional "Notes on invoiced product cost" field, key in any notes that might be meaningful to you regarding the costs for products on the invoice.
The Total product cost field fills in automatically. This adds the shipping costs to the product costs, providing you with a total cost.
The Receiving Freight Factor field also fills in automatically. This provides you with the ratio of the total product costs (product costs plus shipping) versus the invoiced product costs (product costs not including shipping costs)
The two tabs on the lower right of the screen are toggle keys. When you first enter the Receive Shipment program to create a new Receiving Shipment record, the status will default to "Status: OK to edit," because you are editing the information.
When you are finished, you will want to tell the system that the Receiving Shipment record is now ready to be included in Receiving; in effect, that the editing process is finished. To do this, simply click on the "Set receipt as 'OK to receive'" button. When you do this, the lower button will now say, "Status: OK to receive."
You can continue toggling the status back and forth between "receive" and "edit" as needed.