Settle allows you to manage and track multiple shipments against a single Purchase Order (PO) or Work Order (WO). This is useful when items from a single order are fulfilled in separate shipments over time. Here's how to effectively use this feature:
Adding multiple shipments to a PO or WO
Create or open a PO/WO:
Begin by creating a new purchase or work order, or open an existing one.Access the shipment allocation screen:
Within the PO/WO, navigate to the shipments section. You'll see any existing shipments listed. Click on "Add Shipment" to create a new one.Customize shipment details:
Dates: Add specific dates for each shipment stage such as Production Start, Cargo Ready, and Arrival.
Freight vendor & method: If known, specify the freight vendor, method of shipment, and the destination (e.g., East Coast DC, Midwest HQ).
Allocate items across shipments:
You can distribute line item quantities across multiple shipments. If you exceed the original order quantity during this process, Settle will flag it with an alert and offer an option to update the PO/WO to reflect the new totals.
Managing over-allocated quantities
If the sum of allocated quantities across all shipments exceeds the PO/WO total:
A warning will appear.
You'll have the option to click a button that updates the PO/WO quantities accordingly.
Manual confirmation is required to ensure intentional adjustments.
Receiving shipments
Marking shipments as received:
Navigate to the relevant shipment in the PO/WO.
Click "Receive" to begin the receiving process.
Receiving options:
Manual receipt: Enter received quantities line by line.
Upload receipt PDF: Upload a document to automatically extract and compare received quantities.
Reconciliation:
Any mismatches between ordered and received quantities will be flagged with orange alerts.
You can then decide whether to adjust the order or investigate further.
Please note that for clarity and control, Settle supports one GRN (Goods Receipt Note) per shipment. This means you can only receive items once per shipment.
Use case: when acting on behalf of clients
If your clients do not have access to Settle, you can manage receipts on their behalf:
Confirm with the client that the shipment was received.
Log the receipt within the PO/WO using the steps above.
Summary
Managing multiple shipments within a single PO/WO in Settle allows for greater flexibility, accuracy, and visibility throughout the procurement and fulfillment process. With clear alerts, editable allocations, and customizable shipment details, teams can stay in control even when fulfillment happens in stages.