Create Shipments

In this help document, you will know how to create Shipments in Zoho ERP using different methods.

From Sales Orders Module

The next step after creating packages for a sales order is shipments. Here’s how you can create shipments from a sales order:

Go to Sales in the left side bar and click Sales Orders in the top module bar.
Select the sales order that you want to ship.
Click Create Shipment or click Create and select Shipment from the dropdown.

Note: You need to first create a package and then create a shipment for the sales order.

Select Ship Manually or Ship via Carrier.

Ship Manually

Fill in the required details on the New Shipment page:

Package#: Select the packages that are yet to be shipped from the dropdown.
Shipment Order#: Enter a unique number for your shipment.

Insight: You can choose to auto-generate shipment numbers or manually enter them for every transaction. To configure this Shipment Order# Preferences, click the gear icon next to it.

Ship Date: Select the date to record when you have created this shipment.
Carrier: Select or type in the carrier you use to ship the goods. You can enter tracking ID and URL to track the status of your shipments.
Shipping Charges (if any): Enter charges incurred for your shipments.
Notes: Enter notes for shipments.
Check Shipment already delivered if you’ve already delivered your shipment.
Check Send Status Notification to notify customers about the shipment.
Click Save.

Ship via Carrier

Prerequisite: You should have integrated with any of the shipping carriers available under Integrations & Marketplace in Settings.

Fill in the required details on the New Shipment page:

Validate Address:

Carrier: Select a carrier of your choice from the dropdown.
Dispatch Address: Enter the address from where you will ship the goods to your customer. Click Change Address to edit the dispatch address.

Pro tip: You can set up a default dispatch address in Shipment Preferences under General tab.

Destination Address: This will be auto-populated with your customer’s shipping address. Click Update Address to edit the destination address.

Create Shipment:

Ship Date: Select the date to record when you have created this shipment.
Package: The associated package will be auto-populated in this field.
The Shipment Order# can be either set to be generated automatically, or entered manually.
Parcel Type: Select the required parcel type from the dropdown.
Package Dimensions: Enter your package dimensions values like weight, length, width and height.
Service Tracking Preferences: Provide the required details to track your goods shipped by the carrier you selected.
Click Calculate Rates to get current shipment rates for your package to be shipped. The rates from shipping services will be displayed.
Click Create Shipments.

Generate Label:

Click Download Label to download the shipping label as PDF.
Click Print Label to print the generated shipping label.
Click Add Notes to add or edit notes regarding your shipments.

From Packages Module

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Packages from the dropdown.
Select the package for which you wish to create shipments.
Click Ship on the top of the package’s details page.
Select Ship Manually or Ship via Carrier from the dropdown.
Fill in the following fields in the New Shipment page.

From Shipments Module

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Click + New to create a shipment or click + New dropdown and select Create Carrier Shipment

Note: You will be taken to the carrier shipment page by default. To change to manual shipment click Switch to manual shipment at the top of the creation page.

Click + New dropdown and select Create Manual Shipment to create a manual shipment directly.

Import Shipments

If you already have a list of all your shipments, you can import them into Zoho ERP in the CSV, TSV or XLS format. Here’s how:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the List View.
Click the More icon.
Click Import Shipments from the dropdown.

To know the format of the import file, i.e. the columns and data to be included in the import file, you can download the sample import file which you can look at the steps below.

Click Choose File under Drag and drop file to import. You can download the sample CSV file for your reference by clicking sample file.

Insight: The file size cannot be more than 25 MB.

Choose the Character Encoding and File Delimiter for your file.

Insight: Character Encoding is used to pair numbers with characters. By default, the Unicode Transformation Format (UTF-8) encoding is used which supports a wide range of characters that go beyond 8 bits.

Field Delimiter is used to separate two values in a row. While importing packages, the default file delimiter is comma (,).

Check Auto-Generate Shipment Numbers to import packages with auto generated package slip numbers.
Click Next.
Ensure that all the fields are mapped correctly in the Map Fields page.
Mark the box Save these selections for use during future imports if you want to use the similar import format next time.
Click Next.
In the Preview page, preview the summary of the records that can be imported.
Click Import if you’re ready, or else, click Previous if you need to make any changes.
Click Cancel if you don’t want to import the shipments.

Edit Shipments

Here’s how you can edit a shipment to make changes after creating one:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment you want to edit.
Click Edit at the top of the shipment details page.
Make the required changes in the Edit Shipment page.
Click Save.

Note: You cannot edit a carrier shipment.

View Shipments

Here’s how you can view shipments in the pack and ship module:

Go to Inventory on the left sidebar.
Click Pack and Ship in the top module bar and select Shipments from the dropdown.
Select the shipment for which you want to view the details.
Click View Tracking Status to track your manual shipments.

Note: To view the associated sales orders, click Associated sales orders and to view the associated packages, click Packages in the shipment details page.