Understanding Purchase Order Shipments

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Updating shipment and payment status

Check out this video tutorial on shipment and payment statuses on POs.

Sellercloud’s intuitive interface lets you easily manage every aspect of your PO, including shipping and payments. You can update the shipping status of a PO using the Shipping Status link. Or, you can:

  1. Click Select Action > Update Shipping > Go. This opens the Tracking Shipment page.
  2. Enter the Shipping Status, Courier Service, the Tracking Number, and the Shipping Date > Save.sellercloud update shipping

You can also mark POs as paid:

  1. Open a PO > Go to Payment Status > Make Payment.
  2. Select a Payment Type and Payment Method.
    1. If you are paying with a credit card, select a credit card number. Credit card numbers can be entered in the Credit Card Library.
  3. Save.

If you have enabled Vendor Invoices, the action Make Payment will direct you to the Vendor Payments page.


Tracking inventory arrival

You can track when a product was received on a PO. On the Inventory Arrival page, you can view information about when PO shipments were received, listed by product. Products that have been received for the first time are marked in the First Time Arrival column with a check. To access:

  • Click Inventory > Inventory Arrival

Managing shipping containers

Container Management is useful for merchants who receive multiple POs in single or multiple containers. With this feature, the items can be received directly from the container, negating the need to separate the items by PO. When receiving the container, the related PO will be updated accordingly.

The vendor will typically send the merchant a container file that provides detailed info of the containers and their contents. Use that information when creating the containers in Sellercloud.

Creating containers

You must check Enable Shipping Containers for PO in Client Settings

  1. Go to Inventory > Purchasing > Shipping Containers.sellercloud purchasing shipping containers
  2. Click Create new container.
  3. Enter a container name. This typically should match the container ID that has been supplied to you by the vendor.
  4. Complete the fields as needed > Save Container.sellercloud create new container

Adding items to a container

Items can be added to a container individually or in bulk through a file upload. To do this, the items must be added to a PO.

  1. Go to the Container detail page > Add Items.
  2. Enter a PO# > Search. All items in the PO will be returned. If you enter the ProductID and the related PO#, the search will return that product only.
  3. Fill in the quantity per product. This information should be on the container file sent to you from the vendor. Repeat the process for all applicable POs and products.
  4. Click Add Selected Items > Save Container.

Adding items through a file upload

  1. Open a Container > Download Sample.
  2. Populate the columns as follows:
    • PO ID
    • POItemID— the line item id  for the product on the PO. This unique is required because a SKU may be added more than once to any PO.
    • ProductID— SKU
    • Qty Shipped— the qty of the item shipped in this container.
    • Qty Received— Leave blank until items are received. See below.
  3. Save the file > Return to Sellercloud.
  4. Click Choose File > Select your file > Upload File. sellercloud add items in bulk

Receiving containers

Sellercloud offers the ability to receive individual containers or multiple through a file upload.

Receiving individual containers

  1. Open a Container > Select items > Select Action.
    • Receive Full Container— Will receive whole container
    • Receive Container Items— Will receive selected items
    • Receive Container Items (Custom Quantity)— Lets you control quantity received per item
  2. Save Container. If nothing is added for a line item, the entire shipped quantity of that line item will be received in Step 4.
  3. Go to the Shipping Containers page > Select a Container > Select Action > Receive Containers > Go.
  4. Select a WarehouseID and enter a Bin Name.
    1. The selection Default will receive the inventory to the receiving warehouse set on the PO. Selecting a warehouse will override what has been set on the PO.
  5. Click Receive Container. The inventory will be received to the defined warehouse and the PO will be updated with the received item(s). The statuses will update as either Partially Received or Fully Received.sellercloud receive container

Receiving containers in bulk

  1. Open a Container > Download Sample.
  2. Populate the Qty Received field > Save the file.
  3. Return to Sellercloud > Choose File > Upload File.
  4. The container will be received and the PO will be updated with the received item(s). Its status will update accordingly as Partially Received or Fully Received.

Updating shipment and payment status

Sellercloud’s intuitive interface lets you easily manage every aspect of your PO, including shipping and payments. You can update the shipping status of a PO from the PO’s details page.

  1. Open a PO > Actions > Update Shipping. This opens the Shipping page. Or, access by clicking Toolbox > Shipping.
  2. Select Edit > Go to the Shipping Details panel.
  3. Enter the Shipping Status, Requested Carrier, the Requested Service, and any  Shipping Instructions > Save.sellercloud shipping details

You can also mark POs as paid:

  1. Open a PO > Actions > Make Payment. Or, click Toolbox > Billing & Payments.
  2. Click Edit > Go to the Payments panel > Add New Purchase Invoice.
  3. Select a Payment Type, Amount and Payment Method.
    1. If you are paying with a credit card, select a credit card number. Credit card numbers can be entered in the Credit Card Library.
  4. Add New Purchase Payment. sellercloud apply payment to po

If you have enabled Vendor Invoices, the action Make Payment will direct you to the Vendor Payments page.


Tracking inventory arrival

You can track when a product was received on a PO. On the Inventory Arrival page, you can view information about when PO shipments were received, listed by product. Products that have been received for the first time are marked in the First Time Arrival column with a check.

To access:

  • Click Inventory > Inventory Arrivals

Managing shipping containers

Container Management is useful for merchants who receive multiple POs in single or multiple containers. With this feature, the items can be received directly from the container, negating the need to separate the items by PO. When receiving the container, the related PO will be updated accordingly.

The vendor will typically send the merchant a container file that provides detailed info of the containers and their contents. Use that information when creating the containers in Sellercloud.

Creating containers

You must check Enable Shipping Containers for PO in Client Settings

  1. Go to Purchasing > Shipping > Use the green action icon to create a new container.
  2. Enter a Container Name. This typically should match the container ID that has been supplied to you by the vendor.
  3. Complete the fields as needed > Create.sellercloud create new container

Adding items to a container

Items can be added to a container individually or in bulk through a file upload. To do this, the items must be added to a PO.

  1. Open a Container > Go to the Items panel > Add new item.
  2. Search for items > Enter a Qty For Container for each item> Add & Close.sellercloud add items to container

Adding items through a file upload

  1. Open a Container > Go to Items panel > Download template.sellercloud download template
  2. Populate the columns as follows:
    • PO ID
    • POItemID— the line item id  for the product on the PO. This unique is required because a SKU may be added more than once to any PO.
    • ProductID— SKU
    • Qty Shipped— the qty of the item shipped in this container.
    • Qty Received— Leave blank until items are received. See below.
  3. Save the file > Return to Sellercloud.
  4. Click Upload new items > Select your file > Open.sellercloud upload new items

Receiving containers

Sellercloud offers the ability to receive individual containers or multiple through a file upload.

Receiving individual containers

  1. Open a Container > Actions.
    • Receive Full Container— Will receive whole container
    • Receive Selected Container Items— Will receive selected items
    • Receive Container Items (Custom Quantity)— Lets you control quantity received per item
  2. Or, go to the Shipping Containers page > Select a Container > Action icon > Receive Containers.
  3. Select a WarehouseID and enter a Bin Name.
    1. The selection Default will receive the inventory to the receiving warehouse set on the PO. Selecting a warehouse will override what has been set on the PO.
  4. Click Receive. The inventory will be received to the defined warehouse and the PO will be updated with the received item(s). The statuses will update as either Partially Received or Fully Received.sellercloud receive container

Receiving containers in bulk

  1. Open a Container > Go to Items panel > Download template.sellercloud download template
  2. Populate the columns as follows:
    • PO ID
    • POItemID— The line item ID  for the product on the PO. This unique is required because a SKU may be added more than once to any PO
    • ProductID— The product’s SKU
    • Qty Shipped— The quantity of the item shipping in the container
    • Qty Received— The quantity of the items being received
  3. Save the file > Return to Sellercloud.
  4. Click Upload new items > Select your file > Open.sellercloud upload new items

 

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