Shipping Product

Concepts

What is shipping?

• Shipping is the final confirmation step that marks inventory as shipped and closes out the shipment record.
• For appointment-based shipping, the operation typically flows as such:
  1. Schedule the appointment.
  2. Arrive/Marshall the truck.
  3. Load the items onto the conveyance.
  4. Ship/Complete the shipment.
• Shipping updates downstream records such as:
  • Shipping Order header (shipped/complete time)
  • Schedule item actual values (actual end time)
  • Customer-facing state (for example, releases may become “Shipped”)
  • EDI outbound events (shipment confirmations sent)

When can an item be added to a Shipping Order?

• A shippable item is typically:
  • Received into inventory.
  • Not already shipped.
  • Not on hold.
  • Not already allocated to another shipping order line.
• If an item fails eligibility, it may not appear for selection or it may error when you attempt to load/complete.

Timestamps and operational states

• Shipping in Themis-Trace uses timestamps to represent the real-world flow:
  • Scheduled (planned appointment time)
  • Arrived (truck arrived)
  • Marshalled (truck assigned to bay/door and released to work)
  • Loaded (items loaded; scanner-based confirmation)
  • Shipped (final close/complete)
• Once shipped, reversing it is intentionally hard. Treat shipping as a “point of no return” unless a supervisor is intentionally correcting data.

Paperwork and traceability

• Shipping typically requires correct carrier details and shipping paperwork.
• Attachments may be captured on either device, but the goal is the same: keep BOLs and supporting documents tied to the shipment.

The two shipping experiences you will encounter

• Scanner App
  • Load Items is used to build the “loaded items” list for a shipment.
    • It supports adding items one-by-one (scan/type Item ID), a load summary (pieces/weight), and optional attachments.
  • Complete Shipment is used to confirm loaded items and close the appointment/shipment.
    • In the standard flow, Complete Shipment requires confirming each item (scan/type Item ID) before the shipment can be completed.
• Web App
  • Complete Shipment finalizes the shipment and captures the shipped timestamp plus carrier/conveyance details.

Complete a shipment via the Web App

When to use the web app flow

• Use this flow when shipping is being performed from the desktop UI, or when a supervisor is finalizing the shipment.
• Use this flow if shipping was missed and needs to be completed manually.

Procedure

1. From Shipping → Shipping Orders, select an order and use Complete Shipment.
2. Find the Shipping Order you need to close.
   • Use the grid search/query builder if appropriate.
   • Confirm the row status is not already Shipped.
3. Open Complete Shipment.
4. In the Complete Shipment form, populate required carrier details:
   • Carrier Type (typically pre-populated)
   • Carrier (required)
   • Truck Number (as applicable)
   • Trailer / container / seal details (as applicable)
5. Confirm date & times.
   • If Scheduled is provided, Arrived and Marshalled must also be provided (and Arrived must be earlier than Marshalled).
   • Shipped must not be before Marshalled.
   • Shipped must be later than the Received Time for all shipped line items.
6. Select Save & Close.
7. (Optional) Go to the Shipping Order’s Attachments tab ****and upload any relevant documentation once complete.
8. Verify outcomes.
   • Shipment status becomes Shipped.
   • Linked schedule items record actual end time (if not already set).
   • If the customer is EDI-enabled, the system may generate an outbound 856.
     • A record of this event is accessible under the EDI Transmissions tab.

What to check if Save fails

• Carrier must be provided.
• No line items can be on Hold.
• Ship-To address must not be inactive.
• If there are unreceived line items, the system may show a confirmation dialog (and may receive them using the shipped time if confirmed).

Load items with the Scanner App

1. From the Scanner App main menu, open Load Items.
2. In Appointment, enter both mandatory fields:
   • Schedule Item ID (the appointment / schedule item identifier)
   • Order ID
   • Tip: each field can typically be filled by scan or by typing.
3. Go to Add Items.
4. For each item being loaded:
   • Scan/type the Item ID.
   • Select the Add action.
   • Confirm the item appears in the Items Summary.
   • If you accidentally add the wrong item, remove it using the minus (-) action.
5. (Optional) Go to Attachments and upload supporting documents/photos (for example, BOL or photos).
6. Tap Load Items to submit.
   • This action is only available when at least one item is listed.
   • You will be prompted to confirm that all items have been added.
7. Verify outcomes.
   • The load summary updates to match the items you loaded (piece count and total weight).

Complete a shipment via the Scanner App

1. From the Scanner App main menu, open Complete Shipment.
2. In Appointment, enter both mandatory fields:
   • Schedule Item ID
   • Order ID
3. Go to Confirm Items.
4. Confirm each item on the load:
   • Scan/type each Item ID.
   • Use the Confirm Item action.
   • Confirm the item shows Confirmed in the Items Summary.
5. When all items are confirmed, tap Complete Shipment.
   • This action is only available when all items are confirmed.
6. Verify outcomes.
   • The appointment/shipment is completed.
   • Items are shipped and will no longer appear as available to ship.