ManEx KB

1. Packing List Management

1.1. Prerequisites for Packing List Mgmt

Prerequisites for Entering a New Packing List:

After activation, "Packing Slip" access for each user must be setup in the ManEx System Security module. Users with “Supervisor Rights” will automatically have access.

*A Sales Order*	The packing normally refers to a Sales Order, which includes the part numbers and description of the material being shipped. Also, the Sales Order must have been approved for shipment by placing a check in the Order Acknowledgment box. There is also provision for a stand-alone packing list (manual invoice).
*Packing List Numbering*	The Number System Setup must be defined for either automatic or manual packing list numbers.
*Serial Numbers*	If the order involves serial numbers, such numbers must have been set up in Work Order Serial Number Control.

1.2. Introduction for Packing List Mgmt

The Packing List Module is used to record the details of shipments to customers.

The Packing List is created when the user has completed assembly, or pulled parts for an order and the order is scheduled to ship. There is also provision for a stand-alone (manual invoice) packing list.

Note: In order to initiate the packing list, the Sales Order MUST have the Order Acknowledgment box checked, indicating that it is OK to ship the product to the customer. For further Detail See Article #1150.

1.3. Fields & Definitions for Packing List Mgmt

1.3.1. Packing List Tab

Packing List tab field definitions

Customer	The name of the Customer
Ship To	The address where the shipment was delivered
Attention	The Customer’s contact
Ship Via	How the shipment was transported
Freight	Whether or not freight will be charged to the Customer
FOB	The point at which title passes
Terms	The payment terms the user has for the Customer
Frt Amt	The amount of freight the user charged the customer
Waybill	The number of the waybill as assigned by the carrier
P/L Number	The number of the Packing List
Packing List Date	The date of the packing list
Sales Order	The number of the Sales Order
Purchase Order	This is the Customer’s Purchase Order number
Customer Acct #	This is the Customers Acct #
Sales Order Acknowledgement	If this box is checked, the Sales Order has been acknowledged.(If this box is NOT checked, go back into the Sales order module and acknowledge the order)
Credit	The customer’s credit status with the user
Entered by	The initials of the user who entered the Packing List

1.3.2. Detail Tab

Detail tab field definitions

Customer	The name of the Customer.
P/L Number	The number assigned to the packing list.
Ln	The Sales Order Line item number.
Part Number	The number the user has assigned to the product.
Rev	The revision number applicable to the Part Number.
Class	The classification to which the Part Number belongs.
Type	The type within the classification
Qty	The number of units shipped with this Packing List. See Article #1240 for more detail on why the system will not allow user to enter in a fraction of a number, and an alternative.
Back Order	The number of units still not shipped.
Description	The description of the product.
UOM	The unit of measure for the product.
Shipped Rev	If the Packing List is revised, the revision number will appear in this field.
Serial Number Entry	This is the list of Serial Numbers shipped on this Packing List .For a discussion on how to enter serial numbers, see section below on Serial Number Entry.

Buttons

	If there is a Sales Order associated with the shipment, depressing this button will display the Sales Order line items for the user to select for this shipment.
	Depressing this button will allow the user to add a manual item to the Packing List.
	Highlighting a line item and depressing this button will delete the line.
	This button is depressed to enter Sets of Serial numbers to ship
	For the line item highlighted, this field is for any applicable notes.

1.3.3. Ship Instruction Tab

Shipping Instructions Tab Detail

This tab is used for special instructions regarding the shipment. This information defaults in from the Customer Info module.

1.3.4. History Tab

History tab field definitions

Sales Order Shipping History	This section displays the Ship Date, Ship Via, Way Bill number, Line Number, Class, Part No. Rev., Description and Ship Quantity for this packing list.It also displays the Ship History of the Part by displaying the Packing List number and the Ship Quantity.
Packing List Adjustment Log	This section displays any packing list adjustments for this packing list and details the Date, Class, Description, Part Number, Rev., and Shipped Qty.

1.3.5. Notes Tab

Notes tab field definitions

Sales Order Note	This section will display any note pertaining to the Sales Order.
Packing List Footnote	This section is for any packing list footnotes which will appear when the Packing List is printed.

1.4. How To ..... for Packing List Mgmt

1.4.1. Find an Existing Packing List

Enter Inventory Mgt/Packing List Management/Packing List Management

The following screen will appear. When the screen first opens, the user is limited to only four of the seven action buttons shown: Find an existing Packing List, Add a new Packing List record, Print a packing list or report, and Exit.

Pressing the Find Button displays the following sequences:

If the user elects to find a packing list by the Packing List Number, a screen appears listing Packing lists in numerical order, along with the Customer Name, Sales Order Number, and Ship Date. The user selects the packing list by either entering it into the red box, or scrolling down the list and clicking on the selected order. The Packing List screen is populated with the appropriate data.
If the user elects to find a packing list by the Customer, a screen appears listing Customers. The user selects the customer by either entering it into the red box, or scrolling down the list and clicking on the selected Customer.
Then a list of all of the selected Customer orders are shown in numerical order, along with the Customer Name, Sales Order Number, and Ship Date. The user selects the packing list by either entering it into the red box, or scrolling down the list and clicking on the selected order. The Packing List screen is populated with the appropriate data.
If the user elects to find a packing list by the Sales Order Number, a screen appears listing open orders in numerical order, by Sales Order, Customer Name, and Customer PO Number. The user selects the Sales Order by either entering it into the red box, or scrolling down the list and clicking on the selected order. The Packing List screen is populated with the appropriate data.
If the user elects to find a packing list by **Posted or Unposted,** a screen appears listing Packing Lists in numerical order, along with the Customer Name, Sales Order Number, and Ship Date. The user selects the packing list by either entering it into the red box, or scrolling down the list and clicking on the selected order. The Packing List screen is populated with the appropriate data.
If the user elects to find a Packing List by *Product Number,* a screen appears listing Part Number, Rev, Class, Type and Description. Type the Part Number into the red box or highlight your selection and double click.
Then a list of all the Packing List Numbers, for that product will appear, along with the Customer, Sales Order and Ship Date. Type the Packing List number into the red box or highlight your selection and double click. The Packing List screen is populated with the appropriate data.

1.4.2. Add a New Packing List

Enter Inventory Mgt/Packing List Management/Packing List Management

Pressing the Add Button displays the following sequences:

If the user elects to add by *Sales Order,* a screen appears listing Open Sales Orders in numerical order, along with the Customer Name, Customer PO, and if applicable the RMA number. The user selects the Sales Order number by either entering it into the red box, or scrolling down the list and clicking on the selected order.
If the user elects to add by *Sales Order/Customer,* a screen appears listing Customers. The user selects the customer by either entering it into the red box, or scrolling down the list and clicking on the selected Customer. Decide between Active or Inactive customer by checking the appropriate box. Type in the Customer name or highlight the customer and double click to select.
Then a list of all of the selected Customer Sales orders are shown in numerical order, along with the Customer Name, Customer PO, and RMA number (If applicable). The user selects the Sales Order by either entering it into the red box, or scrolling down the list and clicking on the selected order.
If the user elects to add by *Stand Alone,* a screen appears listing Customers. The user selects the customer by either entering it into the red box, or scrolling down the list and clicking on the selected Customer. Decide between Active or Inactive customer by checking the appropriate box. Type in the Customer name or highlight the customer and double click to select. See procedures below to *Add a Stand Alone Packing List* (Manual Invoice).

Once the Sales Order selection has been made, the Packing List screen is popluated with the appropriate data based on the default shipping destination established for the customer selected:

If Manual is selected for Packing List numbers in Number System Setup user will need to enter P/L No.

If the customer has multiple ship-to addresses established, then pressing on the down-arrow button to the right of the field will display alternate shipping destinations. Selecting an alternate shipping destination will cause the default values shown on the screen to change and match those of the selected destination.

Move cursor to the Frt Amt (Freight Amount) field. The user may then enter the amount of the freight charges for the shipment. (These may also be entered during the invoicing, if the freight amounts are not yet known).

The user may also enter the Waybill number. This is the tracking number used by the freight carrier to identify and track (and bill) the shipment. The Ship Via, Freight and FOB fields are populated with the default information from the customer ship-to files, but the user may select alternate actions by pressing on the down-arrow on the right side of the field. (The choices shown at this point must have been established in the System Setup/Sales)

After completing the Packing List information screen, the user clicks on the Detail Tab

In this screen, the user defines the material to be shipped.

The user may choose from one of the directive buttons to proceed:

If the user has selected the Add Sales Order Item(s) option, and user receives the following message, it may be due to the status of the line item on the SO. If the line item Status on the Sales order is "Admin Hold" or "Mfgr Hold" you will receive the following message when creating the PL.

If the user has selected the Add Sales Order Item(s) option, (data can automatically be completed in this screen) the following screen will appear:

Highlight the appropriate Sales Order line item. Depress the OK button and the sales order line item(s) will populate the detail screen.

The user will note that each item defined on the sales order is added to the packing list, and the Quantity is at zero. If the sales order has many lines and only a few are NOT being shipped, then the user can add them all, and delete the lines that do not apply. The user then completes the quantity column with the amount of product shipped for this packing list.

The following message will appear if the part requires a certificate and the "Done" box has NOT be checked. The packing list will NOT be allowed to be saved until checking off the certificate required "Done" box.

The following message will appear if the user is attempting to ship product out of FGI that was not originally transfered into FGI from a Work order that was associated to that Sales order. This is just a warning that you will be releaving stock that was transfered into FGI from a Work order that was associated to a different Sales order, and is asking the user if they are sure that is what they want to do? It does not hurt anything to answer yes, the only thing that might happen later down the road is the product that you had transfered into FGI from a different sales order has already been shipped against this Sales order or packing list.

Depress the Yes button.

If the user attempts to ship a product with no or not enough available inventory, ManEx advises the user and prompts to cancel the transaction.

TIP Users may modify the appearance of the columns on the spread sheet by click and holding on the column header description, and slide the description to the right or left, then releasing the mouse button. The width of the columns may also be modified by click and holding on the right edge of the column header and sliding the border right or left.

As the user completes a quantity shipped, ManEx produces an inventory allocation table displaying the available and reserved inventory on hand for the product being shipped if there is more than one location. If the Sales Order allocated product for this order, the quantity will be shown in the Reserved Qty column.

Enter Ship Qty.

If the product and the work order were identified as requiring serial numbers and there are no products available in inventory with the appropriate serial numbers, the following message will display:

Depress the OK button. The transaction will be cancelled.

If the product and the work order were identified as requiring serial numbers and there is product available in inventory the following screen will display:

Use the > or >> button to move the Serial Number into the Ship Prepared Serial Number column. Depress the OK button. The serial numbers will display in the Serial Number Entry window. The serial numbers will print on the packing list.

If user receives the following message when trying to ship out parts:

The user may return to the SO, depress the Edit button and double click on the Order Qty field. The available MFGRs will be listed and the users can make the needed changes.

Return to the Packing List module and the record can then be processed.

If the user selects Add manual item, the user will be prompted for the sales type:

Depress the down arrow for Sales Type and the following list will appear:

Highlight and click on the Sales Type of Interest and the following screen will appear:

The Revenue GL number and the Cost GL number will update. Note: When creating Stand Alone Invoices users should not select the same GL account number that is entered in the Actsetup for the Account Receivables. IF you do, then the resulting transaction will debit and credit both the sane GL account number. Depress the OK button.

The user will be prompted for Quantity, Back Order amount, Description and Units of Measure.

The user may enter notes of any length for a line item by highlighting the appropriate line item and then selecting the Item Note.

If the user wishes to establish shipping instructions, then pressing on the screen tab Ship Inst will bring up the following screen.

Tabbing on the History tab will bring up the following:

This will give you the Shipping Historyof the Part highlighted in the Detail screen.

In addition to special notes to the shipping department, tabbing to the Notes screen, there are two additional areas for notes: the Sales Order Notes, and the Packing List Footnotes. The Sales Order Notes will be maintained in the ManEx system for review by other users, and the Packing List Footnotes will be added to the packing list when printed.

When the user has completed all of the information needed for the packing list, the information must be saved.

Note: The Packing List MUST be printed for the shipping information to advance to Invoice Administration.

If the user has set the system setup to Manual Invoice numbering, then ManEx will prompt for the invoice number to be used for the packing list.

If automatic numbering is used in the setup, then ManEx will supply the invoice number, and close the screen.

Hold for Credit Limit

If the user has elected Enforce Credit Limit at Shipment feature in Accounts Receivable Defaults in Accounting Setup, the following message will appear if a non-supervisor attempts to ship:

The program gets the total Accounts Receivable (AR Aging) + Not Posted Invoice (invoice not printed out of the Admin/Invoice module) + Open SO Amounts. Compares it to the Credit Limit setup in the Customer Information module.

This is based on having the "Include Open Orders for Credit Approvals for Shipping" option checked, (within the Print PL/Invoice setup module) (if you do not want to include open Sales Orders you would want to uncheck this option) and the "Enforce Credit Limit at Shipment" option checked, (within the Sales-A/R setup module)(uncheck this option if you do not want to Enforce the Credit Limit at Shipment).

Make sure that these options are marked properly to get the results you are expecting.

Depress the OK button, and enter a supervisor password or a password for a user with rights within the Security module, that has the ability to approve the credit limit exceed message. The following warning will appear:

To continue, select "Yes" to abandon select "No".

Add a Stand Alone Packing List

Add by Stand Alone procedure is the ONLY way that a manual invoice can be created.

If the user elects to add by Stand Alone, a screen appears listing Customers. The user selects the customer by either entering it into the red box, or scrolling down the list and clicking on the selected Customer.

Decide between Active or Inactive customer by checking the appropriate box. Type in the Customer name or highlight the customer and double click to select.

Once the customer is selected, you will be prompted for your password.

The following screen will appear:

Go to the Detail Tab, and select Add manual item, the user will be prompted for the Credit G/L Number:

Depress the down arrow, select to Find By either Account Type or Account Numbers.

If you select by Account Type, the GL Type box will be enabled. Depress the down arrow next to the GL Type box and a list of accounts will appear. Select the desired GL Type.

Once the GL Type is selected the Account number box will be enabled. Depress the down arrow next to the Account Numbers box, and only the G/L accounts within that range will appear. Select the desired GL account number.

If you select by Account Numbers, the Account Numbers box will be enabled. Depress the down arrow next to the Account Numbers box, and the list of ALL of the G/L Account numbers will appear. Select the desired G/L account number.

The user will be prompted for Quantity, Back Order amount, Description and Units of Measure.

Finish the process as detailed above.

Note: The user may edit a Packing List up until the time that the Invoice is printed.After that, no edits are allowed.

1.4.3. Edit an Existing Packing List

Find a Packing List (Posted or Not-Posted). Depress the Edit Action button.

Note: Once a packing list is created user cannot remove it completely. You can remove all line items except for one. One item must remain on the packing list to save it. If there is only one line item on the packing list user can reverse the shipped qty on the line item to 0, so it won't affect inventory counts and shipped qty against the Sales Order schedule(s). Any packing list is editable until the invoice is posted. Once the invoice has been posted the packing list is not longer editable.

All fields available for editing will be enabled for modification.

Packing List tab	The Ship to address, Attention, Ship Via, Freight, FOB, Terms, Freight Amount, Way Bill number and the Packing List date may be edited.
Detail tab	The user may add another sales order item, add a manual item, edit the qty on an existing item.
Ship Instructions	The user may add/edit instructions
Notes tab	The user may add/edit notes.

At the conclusion of the modification process, the user may either press the Save button to save the changes or press the Cancel button to cancel changes.

The user may re-print the Packing List.

1.4.4. E-mail Packing List(s)

To e-mail Packing List report(s), depress the Reports button.

Note: You MUST have the e-mail setup within the Trigger.exe setup and working before the Packing List e-mail will work.

The reports screen will appear:

Select the output XL File, TXT File, or PDF by clicking on the radial.

Check the Email box located int he left hand corner of the Reports Tab.

Highlight the report you want to Email.

Depress the option tab.

Complete the Option tab with the information required: Note: User has the option to check the Email box on the Options screen also.

Depress OK. The following screen will appear. Select or Enter File Name.

Depress Save, the following Check Email Addresses screen will appear. Within this screen you can enter an e-mail address or add any special notes needed:

Depress OK and documents will be sent to e-mail addresses assigned.

The following is what the receiver will receive:

1.5. Reports - Packing List Mgmt

To obtain the Packing List reports, select the Print button from the ManEx action buttons at the top of the screen.

The following screen will appear:

Select the appropriate radio for the output format you desire: Screen, Printer, XL File, TXT File, or PDF.

Highlight the desired report and then depress the Option tab if applicable.

PACKING LIST REPORT

Some of the radial options/info is defaulted from the Print Packing List/Invoice Setup

Click on the radial to choose to use either Preprinted Form, or Laser Form.

Type in number of copies to be printed.

Click on the radial to choose using internal part numbers or customer part numbers.

Click on the radial to choose to show list of Un-printed Packing List, Single Packing List, or Reprint Last Batch.

If you want the report to show records with a zero Invoice Amount, check the box.

Click on the radial to choose sort by, either Packing List, Sales Order, Customer, or Ship Via.

If you want an additional Bar Code page printed along with the packing list that will contain Bar Code information for specific fields you would check the "Include Bar Code Addendum" box.

To select one Packing List, highlight the Packing List, depress the > button. If you want all Packing Lists, depress the >> button.

Depress the OK button.

(RMA) will appear next to the SO No. If printed from an RMA.

If printing a Packing List report with SN's the leading zero's will be removed from report.

Mfgr and MPN will be listed on the Packing Slip report for Buy parts only.

'C of C Required' will be displayed on the Packing List Report, only if the "Certificate Required" box is checked in Packing List.

The following is printed

SHIPPING REPORT

Highlighting the Shipping report brings up a further selection:

Highlight the desired selection, either by Sales Order, Customer, Packing List.

Depress the Options tab will bring up the following screen:

You’ll be prompted for the date range. To clear the default selection, check the Clear Selection box. Enter the Sales Order Number.

Once selection is made, depress the OK button.

The following is printed:

SHIPPING HISTORY REPORT

Depress the OK button and the following will print:

SERIAL NUMBER SHIP HISTORY

Highlighting the Serial Number Ship History report brings up a further selection:

Highlight the desired selection, either by Packing List Number, Sales Order, or Part Number.

Depress the Options tab will bring up the following screen:

You’ll be prompted for the date range. To clear the default selection, check the Clear Selection box.

To select one Part Number, highlight the part number and depress the > button. If you want all Part Numbers, depress the >> button.

Once selection is made, depress the OK button.

The leading zero's for SN's will be removed from report.

The following will print:

SHIPPING LABEL

Highlighting the Shipping Label brings up a further selection:

Highlight the desired print selection.

Depress the Options tab will bring up the following screen:

User will be prompt the enter a Packing List Number, Number of Labels to be printed, and Item Number on Packing List.

Once selection is made, depress the OK button.

Note: ManEx uses the standard labels used in the UPS printers.

The following is printed:

SHIPPING LABEL (AIAG)

Highlighting the Shipping Lable (AIAG) brings up a further selection:

Highlight the desired printer selection.

Depress the Options tab will bring up the following screen:

User will be prompt the enter a Packing List Number, Number of Labels to be printed, and Item Number on Packing List.

Once selection is made, depress the OK button.

The following is printed:

ProForma Invoice

User will be prompt the enter a Packing List Number.

Once selection is made, depress the OK button.

The report form will look just like ProForma Invoice form that resides within the Sales Order module, except the one within the Packing List module will display the Actual Ship Qty that was entered for that highlighed packing list. Printing this report does NOT update any accounting information. It will also NOT flag the packing list record as printed/posted.

The following will print: