Overview

The Waybill feature allows you to track packages and shipping information directly on Sales Orders and Warehouse Shipments. Waybills maintain a hierarchical relationship between the order, individual shipments, and packages, providing complete traceability throughout the shipping process.

Key Features:

Create and manage waybills directly from Sales Orders or Warehouse Shipments
Track individual packages with package types and weights
Maintain package hierarchy across multiple partial shipments
Close and reopen packages as needed
View complete shipment history

Feature Activation

Required Setup

Step 1: Enable the Waybill Lines Feature

Open the Search menu (Alt + Q)
Search for and open "App Manager"
Click the "Detailed App Setup" action
Find the record "Show Waybill Lines"
Check the field "Enabled" on that line
Close the page

Result: The Waybill Lines subform will now be visible on Sales Orders and Warehouse Shipments.

Daily Use - Waybill Handling

Step 1: Create a New Sales Order

Create a new Sales Order for a Customer
Add Item lines to the Sales Order
Observe: The "Waybill Lines" section is visible but not editable (grayed out)

Why not editable? No waybill has been created yet. You must explicitly create a waybill before you can add package information.

Step 2: Create a New Waybill

From Sales Order:

Open your Sales Order
Navigate to the "Waybill Lines" subpage/section
Click the action "Create New Waybill"

From Warehouse Shipment:

Open your Warehouse Shipment
Click the "Create New Waybill" action in the WayBill action group

What Happens:

System creates a new "hidden" Waybill Header record in the background
The Waybill No. is automatically added to the Sales Header or Warehouse Shipment Header in the "Waybill" field (in the Shipping and Billing section)
The Waybill Lines section becomes editable

Important: If a Waybill already exists for the order, the system will ask: "A Waybill with number [X] already exists. Would you like to create a new Waybill?"

Click Yes to replace the existing waybill with a new one
Click No to keep the existing waybill

Step 3: Add Waybill Lines (Packages)

Each Waybill Line represents one physical package to be shipped.

To Add a Package:

In the "Waybill Lines" subpage, create a new line
Package Type (REQUIRED):
- Click the lookup in the "Package Type" field
- If the package type doesn't exist, you can create a new one directly:
  - Enter a new code (e.g., "PALLET")
  - Fill in the Package Type master data (description, dimensions, weight limits)
Gross Weight: Enter the total weight including packaging
Net Weight: Enter the content weight excluding packaging
Package No.: Automatically filled when you save the line

Result: One Waybill Line = One Package

Example:

Package Type: PALLET
Gross Weight: 250 kg
Net Weight: 230 kg
Package No.: P-00001 (auto-generated)

Adding Multiple Packages:

Repeat the process to add more Waybill Lines
Use the "Add Multiple Packages" action to quickly add several packages of the same type

Step 4: Post a Partial Shipment (First Shipment)

Scenario: You want to ship only part of the order quantity.

On the Sales Order lines, enter a "Quantity to Ship" that is less than the full quantity
- Example: Line Quantity = 100, Qty to Ship = 30 (leaving 70 remaining)
Post the Shipment (Actions → Posting → Post → Ship)

What Happens:

A Sales Shipment document is created
The Waybill remains linked to the Sales Order
Waybill Lines remain open (not closed)
The order remains open with remaining quantity

Important: The Waybill stays active for future shipments against this order.

Step 5: Post Another Partial Shipment (Second Shipment)

Enter another "Quantity to Ship", still not the full remaining quantity
- Example: Qty to Ship = 40 (leaving 30 remaining)
Post the Shipment again

What Happens:

A second Sales Shipment document is created
The same Waybill remains linked
The order is still open

Step 6: View Package Hierarchy

The Packaging Unit hierarchy shows the relationship between the original order and all shipments.

To View the Hierarchy:

From the Sales Order, go to the Waybill Lines subpage
Click the action "Packaging Unit" (on a specific waybill line)
On the Packaging Unit page, click the action "Show Package hierarchy From Top"

What You'll See:

├─ Sales Order: SO-001
   ├─ Sales Shipment: SHIP-001 (1st partial shipment)
   └─ Sales Shipment: SHIP-002 (2nd partial shipment)

Hierarchy Structure:

Top Level: Original Sales Order
Child Records: Posted Sales Shipments linked to that waybill

Why is this useful?

Track which shipments belong to which packages
Trace back from a package to the original order
Audit trail for partial shipments

Step 7: Close All Packages

Before sending a Waybill to the shipping carrier, you typically want to "close" all packages to indicate they're ready to ship.

To Close Packages:

From the Waybill Lines subpage on the Sales Order
Click the action "Close all Packages"

What Happens:

All Waybill Lines status changes from "Package Open" to "Package Closed"
The Waybill Header status changes to "Packing Finished"

Individual Package Close:

You can also close individual packages using the "Close Package" action on a specific line

Reopening Packages:

Use the "Reopen Package" action if you need to make changes after closing
Warning: If the Waybill has already been sent to the shipping agent (status = "Shipping Agent Ordered" or later), you'll get a confirmation prompt: "Package has been sent to the Shipping Agent. Are you sure you want to reopen it?"

Step 8: Post Final Shipment (Waybill Completion)

Scenario: Ship the remaining quantity and complete the order.

Enter the final "Quantity to Ship" (the remaining 30 in our example)
Post the Shipment

What Happens:

Final Sales Shipment document is created
Waybill Lines disappear from the Waybill subpage on the Sales Order
Waybill No. is removed from the "Waybill" field on the Sales Header
The Sales Order is now ready for a new Waybill if additional shipments are needed

Why does the Waybill disappear?

The system automatically "closes" the waybill when all related packages are finalized
This prevents confusion between old and new shipments
The waybill record still exists in the system and can be viewed separately

Step 9: View Completed Waybills

Even though the Waybill has been removed from the Sales Order, it still exists in the system with complete history.

To Find Completed Waybills:

Open the Search menu
Search for "Waybill" or "SCB Waybill Header"
Open the Waybill Header List page
Find your completed waybill by waybill number

From the Waybill, you can:

View all related Waybill Lines (packages)
See the complete Packaging Unit hierarchy showing:
- Original Sales Order (top level)
- All Posted Sales Shipments (child records)
Review weights, package types, and shipping information

Example Hierarchy View:

Waybill: WB-0001
├─ Sales Order: SO-12345
   ├─ Posted Shipment: PSHP-001 (30 units)
   ├─ Posted Shipment: PSHP-002 (40 units)
   └─ Posted Shipment: PSHP-003 (30 units - final)

Step 10: Repeat for New Shipments

If you need to ship additional items from the same Sales Order:

The Sales Order is still open (if there's remaining quantity)
The Waybill field is now empty
Repeat the entire procedure:
- Click "Create New Waybill"
- Add new Waybill Lines for the new packages
- Post shipments
- Close packages
- Complete the waybill

Result: Each waybill represents a separate "batch" of shipments, all traceable back to the original order.

Waybill Actions Reference

Available Actions on Waybill Lines Subpage

Action	Description	When to Use
Create New Waybill	Creates a new waybill header and enables package entry	At the start of shipping process before adding packages
Close Package	Closes a single waybill line (package)	When one specific package is ready for shipment
Close all Packages	Closes all packages on the waybill	Before sending waybill to shipping agent
Reopen Package	Reopens a closed package for editing	When you need to modify a closed package
Packaging Unit	Opens the Packaging Unit card for the selected line	To view or edit package-specific details
Add Multiple Packages	Quickly add multiple packages of the same type	When shipping many identical packages
Send Waybill	Sends waybill to the shipping agent/broker	After packages are closed and ready to ship
Waybill Card	Opens the full Waybill Header page	To view/edit waybill header information

Available Actions on Packaging Unit Page

Action	Description	Output
Show Package hierarchy From Top	Displays complete hierarchy from order down to all shipments	Tree view showing order → shipments relationship
Maintain Hierarchy	Edit hierarchical relationships between packages	Advanced feature for complex package structures

Package Status Workflow

Waybill Line Statuses

Status	Description	Next Action
Package Open	Package is being prepared, not yet ready	Continue adding/editing package info
Package Closed	Package is closed and ready for shipment	Send to shipping agent or reopen if changes needed

Waybill Header Statuses

Status	Description	Transition
(Empty/Created)	Waybill created, packages being added	→ Packing Started
Packing Started	At least one package exists and is open	→ Packing Finished
Packing Finished	All packages are closed	→ Shipping Agent Ordered
Shipping Agent Ordered	Waybill sent to shipping agent	→ Picked up by Shipping Agent
Picked up by Shipping Agent	Carrier has collected packages	→ Delivered to Recipient
Delivered to Recipient	Final delivery completed	→ Closed
Closed	Waybill fully processed and archived	(Final state)

Automation Settings

Shipping Manager Setup

Location: Search for "Shipping Manager Setup"

Automated Waybill Handling:

Field	Options	Description
Close all package event	• Keep package status • Close all packages when posting shipment	Controls whether packages are automatically closed when posting the warehouse shipment or sales order
Send Waybill on Post Document	Yes/No	Automatically sends the waybill to the shipping agent when posting the shipment

Recommended Settings for Manual Control:

Close all package event: Keep package status
Send Waybill on Post Document: No

(You manually close packages and send waybills)

Recommended Settings for Automatic Processing:

Close all package event: Close all packages when posting shipment
Send Waybill on Post Document: Yes

(System automatically closes packages and sends waybills when you post)

Working with Warehouse Shipments

The Waybill feature works identically on Warehouse Shipments as it does on Sales Orders.

Warehouse Shipment Process:

Create Warehouse Shipment from Sales Order
Click "Create New Waybill" action (in the WayBill group)
Add Waybill Lines (packages)
Post the Warehouse Shipment (partial or full)
Automatic behavior (if enabled in setup):
- Packages are closed
- Waybill is sent to shipping agent

Key Difference from Sales Orders:

Warehouse Shipments can consolidate multiple sales orders
One waybill can represent packages from multiple orders
Package hierarchy shows warehouse shipment instead of individual sales orders

Package Types Setup

Creating Package Type Master Data

Location: Search for "Packaging Type"

Fields:

Field	Description	Required
Code	Unique identifier (e.g., PALLET, PARCEL, BOX)	Yes
Description	Descriptive name	Yes
Length	Package length	Optional
Width	Package width	Optional
Height	Package height	Optional
Volume	Calculated automatically from L×W×H	Auto
Max. Weight	Maximum weight capacity	Optional
Tare Weight	Weight of empty package	Optional
Type	Package, Half-Pallet, or Pallet	Optional
Dimension Unit of Measure	Default: CM	Optional
Volume Unit of Measure	Default: M3	Optional
Weight Unit of Measure	Default: KG	Optional

Example Package Types:

Code: PALLET
Description: Standard EUR Pallet
Length: 120 cm
Width: 80 cm
Height: 144 cm
Volume: 1.3824 m³
Max. Weight: 500 kg
Type: Pallet

Code: PARCEL
Description: Small Parcel Box
Length: 40 cm
Width: 30 cm
Height: 30 cm
Volume: 0.036 m³
Max. Weight: 20 kg
Type: Package

Advanced Features

Packaging Unit Hierarchy

Purpose: Track relationships between packages and shipments across multiple levels.

How it Works:

Each waybill line creates a Packaging Unit record
Packaging Units can have parent-child relationships
The hierarchy traces back to the original Sales Order

Hierarchy Levels:

Level 1: Sales Order (top of hierarchy)
Level 2: Waybill Header
Level 3: Waybill Lines (individual packages)
Level 4: Posted Shipments (child documents)

Accessing Hierarchy:

Click "Packaging Unit" action on a waybill line
Click "Show Package hierarchy From Top"
View the complete tree structure

SSCC Number

Purpose: Standard Shipping Container Code - international standard for package identification.

Location: Packaging Unit Card → "SSCC Number" field

Usage:

Automatically generated or manually entered
Used for barcode scanning
Required for some shipping carriers

Troubleshooting

Common Issues and Solutions

Issue	Cause	Solution
Waybill Lines section is not editable	No waybill has been created	Click "Create New Waybill" action
"Create New Waybill" button is missing	Feature not activated	Enable "Show Waybill Lines" in App Manager → Detailed App Setup
Cannot close package	Weight Unit of Measure not set on Waybill Header	Set Default Weight Unit in Shipping Manager Setup
Waybill disappeared from Sales Order	All shipments posted and waybill auto-closed	Normal behavior - find waybill in Waybill Header List
Cannot reopen closed package	Waybill already sent to shipping agent	Confirm the warning message - system will allow reopening but warns you
Package No. not auto-filling	No Series not configured	Set "Packaging Unit Nos." in Shipping Manager Setup

Diagnostic Checklist

If Waybills are not working:

Best Practices

Operational Best Practices

Create Package Types in Advance
- Set up common package types (PALLET, PARCEL, BOX) before daily use
- Include accurate dimensions and weights for automatic calculations
Close Packages Strategically
- Close packages only when you're certain no changes are needed
- Use "Close all Packages" before sending to shipping agent
Leverage Partial Shipments
- Ship what's ready, leave the rest open
- The waybill tracks everything across multiple shipments
Review Hierarchy Regularly
- Use "Show Package hierarchy" to audit complex orders
- Verify all shipments are linked correctly
Automate When Possible
- Enable automatic package closing in Shipping Manager Setup
- Enable automatic waybill sending for streamlined processing

Data Quality Best Practices

Always Enter Weights
- Gross Weight and Net Weight are critical for shipping calculations
- Accurate weights prevent carrier disputes
Use Consistent Package Types
- Don't create duplicate package types with different codes
- Standardize on company-wide package type codes
Document Package Standards
- Create internal documentation for which package type to use when
- Train staff on package type selection

Integration Points

Waybills Integrate With:

Sales Orders: Primary source document for direct shipments
Warehouse Shipments: Warehouse-managed shipping process
Inventory Picks: Warehouse picking documents
Posted Shipments: Historical shipment records
Shipping Agents: External carrier integration
Shipping Fee Calculation: Automatic fee calculation based on packages

Quick Reference

Workflow Summary

1. Create Sales Order
   ↓
2. Click "Create New Waybill"
   ↓
3. Add Waybill Lines (Packages)
   ↓
4. Post Shipment (Partial or Full)
   ↓
5. Repeat Steps 4 for multiple shipments
   ↓
6. Click "Close all Packages"
   ↓
7. Post Final Shipment
   ↓
8. Waybill auto-completes and is removed from order
   ↓
9. View Waybill history in Waybill Header List

Key Fields Reference

Waybill Header:

Waybill No.
Customer No.
Status
Weight Unit of Measure
Volume Unit of Measure

Waybill Line:

Package No. (auto)
Package Type (required)
Gross Weight
Net Weight
Status

Packaging Unit:

Package No.
Package Type
SSCC Number
Entry No.
Parent Entry No.