Waybill Handling Feature Guide

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

1. Open the Search menu (Alt + Q)

2. Search for and open "App Manager"

3. Click the "Detailed App Setup" action

4. Find the record "Show Waybill Lines"

5. Check the field "Enabled" on that line

6. 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

1. Create a new Sales Order for a Customer

2. Add Item lines to the Sales Order

3. 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:

1. Open your Sales Order

2. Navigate to the "Waybill Lines" subpage/section

3. Click the action "Create New Waybill"

From Warehouse Shipment:

1. Open your Warehouse Shipment

2. 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:

1. In the "Waybill Lines" subpage, create a new line

2. 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)

3. Gross Weight: Enter the total weight including packaging

4. Net Weight: Enter the content weight excluding packaging

5. 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.

1. 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)

2. 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)

1. Enter another "Quantity to Ship", still not the full remaining quantity

   • Example: Qty to Ship = 40 (leaving 30 remaining)

2. 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:

1. From the Sales Order, go to the Waybill Lines subpage

2. Click the action "Packaging Unit" (on a specific waybill line)

3. 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:

1. From the Waybill Lines subpage on the Sales Order

2. 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.

1. Enter the final "Quantity to Ship" (the remaining 30 in our example)

2. 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:

1. Open the Search menu

2. Search for "Waybill" or "SCB Waybill Header"

3. Open the Waybill Header List page

4. 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:

1. The Sales Order is still open (if there's remaining quantity)

2. The Waybill field is now empty

3. 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

Available Actions on Packaging Unit Page

Package Status Workflow

Waybill Line Statuses

Waybill Header Statuses

Automation Settings

Shipping Manager Setup

Location: Search for "Shipping Manager Setup"

Automated Waybill Handling:

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:

1. Create Warehouse Shipment from Sales Order

2. Click "Create New Waybill" action (in the WayBill group)

3. Add Waybill Lines (packages)

4. Post the Warehouse Shipment (partial or full)

5. 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:

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:

1. Click "Packaging Unit" action on a waybill line

2. Click "Show Package hierarchy From Top"

3. 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

Diagnostic Checklist

If Waybills are not working:

• Is "Show Waybill Lines" enabled in Detailed App Setup?

• Have you clicked "Create New Waybill"?

• Is a Package Type selected on the waybill line?

• Is Shipping Manager Setup configured with default units of measure?

Best Practices

Operational Best Practices

1. Create Package Types in Advance

   • Set up common package types (PALLET, PARCEL, BOX) before daily use

   • Include accurate dimensions and weights for automatic calculations

2. Close Packages Strategically

   • Close packages only when you're certain no changes are needed

   • Use "Close all Packages" before sending to shipping agent

3. Leverage Partial Shipments

   • Ship what's ready, leave the rest open

   • The waybill tracks everything across multiple shipments

4. Review Hierarchy Regularly

   • Use "Show Package hierarchy" to audit complex orders

   • Verify all shipments are linked correctly

5. Automate When Possible

   • Enable automatic package closing in Shipping Manager Setup

   • Enable automatic waybill sending for streamlined processing

Data Quality Best Practices

1. Always Enter Weights

   • Gross Weight and Net Weight are critical for shipping calculations

   • Accurate weights prevent carrier disputes

2. Use Consistent Package Types

   • Don't create duplicate package types with different codes

   • Standardize on company-wide package type codes

3. 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.