Creating Shipping Documents

Shipping documents are required for the legal transport of the requested goods from/to suppliers or warehouses in both domestics and international shipping types. Shipping documents should meet actual shipment agreements with the suppliers/carriers and cover all the involved parties in the shipping process. Shipping should be immediately done after the PO status is Approved and Sent. The export-import team is responsible to carefully prepare all the required shipping documents.

Note

This shipping procedure can be used to ship instruments/goods/parts to customers, any FORMULATRIX warehouse, or to our global sales representatives.


To create a shipping document:

  1. Open the Shipments table.

  2. Click the Plus button at the top-left of the screen to create a new shipment.

  3. In the Create New Shipments window, type or select the appropriate information for the following fields:

    • From — Select the account that closed the order.

    • To — Select the customer account.

    • Address — Required field. Type the recipient address.

    • Shipping Date — Required field. Select the date that the requested products will be shipped.

    • Courier — Select the courier agent.

    • Tracking Number — Type the shipping tracking number.

    •  ETA — Select the date that the requested products will arrive.

    • Status — Set to In Transit. The status will be updated to Delivered once the cargo arrives at the destination. The status of the shipment will be monitored daily and updated manually by the export-import team.

    • Tracking Hyperlink — Copy the tracking hyperlink.

    • Contents or Shipping Cost Billable? — Ignore this field if there is Priority Shipping and Travel (PST) on the customer side. Select it if the parts being shipped are not included as a Priority Shipping and Travel (PST) shipment for the customer.

    • Estimated Shipping Quote — Required field. Type an estimate for the total cost of shipping.

    • Currency — Required field. Select the currency that will be used in the shipping process.

    • Shipping Terms—Required field.Define your shipping terms accordingly. In this case use Exwork (EXW).

      • Use Delivery Duty Unpaid (DDU) if the sender is responsible for the shipping and the consignee is responsible for the duty and import tax.

      • Use Delivery Duty Paid (DDP) if the shipper is responsible for all charges including shipping, duty and tax.

      • Use Exwork (EXW) if all the charge will be handled by the receiver.

      • Use Cost Insurance Freight (CIF) if the sender is responsible for the shipping and the consignee is responsible for the duty and import tax, but the cargo needs to be insured by the sender.

    • Billing Terms — Required field. Define your billing terms accordingly. In this case use Exwork (EXW).

    • Reason Code—Required field. Select the value that corresponds to the purpose of your shipment. For shipping a new product to a customer, select Install.

    • Approve By— Select the approver name (if any).

    • Approval Date — Select the date that the shipping documents will be approved.

    • Delivered By — Type the name of the recipient only if the goods/parts have been delivered.

    • Delivered — Select the date when the goods or parts are delivered.

    • SSPCP # — Type the Custom Excise and Taxation Slip number for import processing.

    • PIB # — Type the Import Goods Notification number for import processing.

    • PEB # — Type the Export Declaration number for export processing.

    • FOB — Type the valuation of the goods being shipped as listed on the attached invoice.

    • VAT in — Type the amount of Value Added Tax (VAT) after the shipping team receives the shipping invoice for the VAT charge.

    • Invoice Number — Type the invoice number for the shipping documents.

    • Tax Exempt — Type the Consignee Tax exempt number, if any.

    • Export Control — See Shipment Export Controls.

    • From other — Type the shipper name if it is not listed as an account in TIGA.

    • To other — Type the recipient name if it is not listed as an account in TIGA.

    • Brief Description — Required field. Type a short description of the shipping documents.

    • Contents — Type the details and quantity of the parts/instruments being shipped.

    • Dimension (cm) — Type the details of the package dimensions for shipment.

    • Weight (kg) — Type the details of the package weight for shipment.

    • Comment — Leave a comment if needed.

    • Sales Orders — Select the PO number that is related to the sales order (export/shipment to customer/demo site).

    • Sales Quote — Type the sales quote from the PO that is released by the customer.

    • Finalization Date — Select the appropriate date once the shipping invoice has been received from the courier or forwarder.

    • Final Shipping Cost — Type the final shipping cost once the final shipping invoice has been received from the courier or forwarder.

    • Invoice Price — N/A

    • Reason — N/A

    • DTO — N/A

    • SSPCP Date — Type the Custom Excise and Taxation Slip date.

    • PIB Date — Type the Import Goods Notification date.

    • PEB Date — Type the Export Declaration date.

    • PPH 22 — Type the final amount of Income Tax Article 22 after receiving the import invoice.

    • Shipment Category — Required field. Select To Account for the Shipment Category list if you want to ship a product to a specific customer. Select From Supplier if you will receive shipments from a vendor.

    • From Supplier — Ignore this field if you want to ship a product to a customer. Select the supplier name if you will receive shipments from the specific vendor.

    • To Supplier — Ignore this field.

    • From Warehouse — Select the warehouse from which the requested products will be shipped (shipping to customers only).

    • To Warehouse — Select the warehouse destination where the requested goods will arrive from the To Warehouse list (receiving shipments from a vendor only).

  4. Click Create at the lower-right corner of the Create New Shipments window.


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