LESSON INFO

Audience

  • Shipping team members who need to create a Shipping Order manually in the web app.
  • Operations supervisors who need to validate that a manual Shipping Order is complete and safe to ship.

Prerequisites

  • You can log in to Themis-Trace.
  • You have Create Shipping Order permissions.
  • You have access to (and can select) the required active reference records:
    • Facility
    • Carrier
    • Sold-To
    • Ship-To
  • The inventory you plan to ship is eligible to be added to a Shipping Order (see Verification for the exact eligibility rules).

Skills you’ll build

  • You can create a Shipping Order from scratch in the web app.
  • You can add only eligible inventory items, and avoid common “cannot add item” failures.
  • You can complete the required Shipping Info fields using active reference records.
  • You can verify the order passes key validations (customs requirements, container weight capacity, uniqueness constraints).

LESSON OUTLINE

Concept

  • A Shipping Order is the workflow for shipping one or more inventory items from a facility.
  • Grid actions:
    • New opens the New Shipping Order form.
    • Delete deletes selected orders after confirmation.

Create a Shipping Order

  1. Open the grid
  • Navigate to Shipping > Shipping Orders.
  • Select New.
  1. Add items
  • Use the query builder to find inventory items.
  • Select one or more items.
  • Add them to the shipment.

What “eligible” means (system pre-filtering):

  • Item is not referenced by any Shipping Order Line.
  • Item’s inventory status allows for shipping.
  • If the item’s Origin requires customs, the item must have a non-empty Receiving Customs Number.

What happens on first item:

  • If the order has no Customer, Facility, Product Type, or Ship-To yet, those fields are assigned from the first selected inventory item.

What happens on additional items:

  • Each additional item must match the order’s Customer, Facility, Product Type, and Ship-To.
  1. Complete Shipping Info
  • Fill the required fields (marked with a blue left border in the UI):
    • Facility
    • Carrier
    • Sold To
    • Ship To
  • Confirm you have at least one line item. (Save remains disabled until there is at least one line item.)
  1. Review & Save using Save & Close.

Safe edits

Note: It is recommended to make changes before the order is shipped.

  • Adding or removing items:
    • In the Edit Shipping Order form, shipment-line Add Items and Delete are only enabled when the order is not Complete/Shipped.
  • Changing Ship-To:
    • Ship-To must not be inactive.
  • Changing Shipping Customs Number:
    • If Ship-To requires customs, Shipping Customs Number must have a value.
  • Deleting a Shipping Order:
    • Deleting from the grid prompts for confirmation.
    • Server-side deletion fails if any other entities reference the order.

Risk control: avoid editing values solely to “make it save.” Instead, verify that the reference records are active and that the selected inventory items match the order context.

Verification

Use these checks before handing off the order for execution.

  1. Confirm the order can be saved without losing entered data
  • Attempt Save & Close.
  • If validation fails, confirm the form stays open and your entered values remain.
  1. Confirm required fields are set to active records
  • Facility is filled and active.
  • Carrier is filled and active.
  • Sold-To is filled and active.
  • Ship-To is filled and active.
  1. Confirm item eligibility rules (why items appear or fail to add)
  • Item is received.
  • Item is not shipped.
  • Item is not already on another Shipping Order.
  • Item’s inventory status allows shipping.
  1. Confirm key validations that commonly fail
  • Customs requirement: if the selected Ship-To has Customs Required checked, Shipping Customs Number is present.

COMMON ISSUES

  • Symptoms

    • You cannot find the inventory item in the Add Items list.

    • You try to add an item and the system fails adding it.

    Likely cause

    • The item is not eligible (not received, already shipped, already referenced by a Shipping Order Line, status cannot ship, or customs prerequisites are not met).

    Checks

    • Confirm the item is not already referenced by a Shipping Order Line.

    • Confirm the item is received and not shipped.

    • Confirm the item’s status supports shipping (CanShip = True).

    Fix

    • Choose an eligible item.

    • If the item should be eligible but is not, escalate to the team that manages item status and customs data.

  • Symptoms

    • First item adds successfully.

    • One or more additional items fail to add.

    Likely cause

    • A selected item does not match the order’s context fields.

    Checks

    • Compare the item’s Customer, Facility, Product Type, and Ship-To to the Shipping Order fields.

    Fix

    • Add only items that match the Shipping Order’s Customer, Facility, Product Type, and Ship-To.

  • Symptoms

    • You click Save & Close and get a validation error.

    Likely cause

    • One of the required fields is missing, or the selected reference record is inactive.

    Checks

    • Confirm Facility, Carrier, Sold-To, and Ship-To are filled.

    • Confirm each of those selections is an active record.

    Fix

    • Select an active Facility, Carrier, Sold-To, and Ship-To.