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How to create a shipment or waybill

 Inventory Free is no longer available

Keep enjoying the basic functionalities included in Inventory (available in all plans), and the advanced ones offered by Inventory Pro (in the Holded Store). This article will be updated very soon.

Activate the Gem of Inventory Free or Inventory Pro to use the Shipments feature. You can access these Gems either by activating them on the Holded Store or by selecting Inventory from the navbar and then clicking on the gem icon.

Learn here what is a shipment or waybill 

Get there

  1. Go to Inventory on the navbar
  2. Select Shipments
  3. Click on New shipment

You can create a shipment or waybill also by using the button + Create on the toolbar. You'll just need to activate the Sales order option in the Customize section. Learn more about how to customize the button + Create on this article.

Create a shipment or waybill

When creating a shipment or waybill, you will find three information areas containing the fields to be completed.

Basic fields

These are the basic fields to be filled in:

      1. Destination
        Select the customer you want to send the goods to or one of your warehouses.

        Every time you register a purchase order, you can add a new contact without having to go to the Contacts section. Simply write the name of the contact and click on the Add button.

      2. Doc num
        A document number will be assigned automatically based on the numbering lines you created in Settings> Invoicing> Documents

        Learn here how to edit numbering lines

      3. Date
        By default, it will be filled in with today's date.

        Keep in mind that you can edit the date if you need to process past waybills

      4. Due
        Select a due date for the waybill. You can select a day from the calendar or mark the option of 30, 60, or a specific number of days.
Defining fields

In the middle of the creation window, fill in the fields of the table that group together the document lines:

    1. Concept
      Write the concept of your shipment or waybill. It corresponds to the product or service name.

      Click on the magnifying glass or type @ in the concept line to select a product that you have previously registered with Holded. The items entered are identified with a box icon in the case of products, and with a three-layer icon in the case of services.

    1. Description
      A brief explanation about the concept of your shipment or waybill to specify the details of the product or service.

      If you select an already registered product, this field will be filled in automatically

    1. Amount
      The number of units that will be used to calculate the Total (units x Price + Tax).
    1. Price
      The price before taxes of the product or service.

      It will be filled in automatically when selecting an already registered product with the magnifying glass

    1. Taxes
      Select a tax from the database. For example, VAT 21%, Withholding 19%, Export, or Equivalence surcharge 1.4%.

      The taxes already configured for the contact, product, and account, will appear by default in this priority order.

    1. Weight
      The product weight — expressed in kilograms.
    1. Total
      It will be calculated automatically when adding price and units. If you want to modify it, the value of the Price column will be automatically changed.
Additional fields
    1. Visible message
      Add a specific message for this document. It will appear on the corresponding PDF.

      Keep in mind that you can use dynamic words in the message. Learn more here.

    1. Add Custom fields
      Add additional information by using a table (e.g., Order number).

      Access to Templates to make these fields appear by default

    1. Payment details
      Select the payment method you have created. It will appear on the PDF of the order.

      This field is informative only, and it doesn't affect accounting

      1. Categorization
  1. Select a sales account to assign your order to a sales channel and be able to segment your sales by channel. They must always be accounts of sales or income groups (70, 75, 76, or 77).
  2. Add an internal description
  3. Create or find a tag to classify your order

    Learn here how to create a tag

  4. Once you have created and assigned an expense type and tags to your order, you can use them to analyze your data in Analytics > Reports
    1. Projects
      Assign a project to your document, or a project for each item of the document.

Now, your shipment or waybill is configured according to the details you specified. You can also customize the order according to your current needs from the Options button, on the top right of your screen.

Options
  1. Click on the Options button and a side panel will appear

From Options, you can set your preferences and activate different fields to add information to your document.

Preferences
    1. Origin
      The origin warehouse of the product.
    1. Numeration
      The numbering lines that are assigned to the contact, or by default. You can also select one that you created.
      1. Discount
        Write a number in this box and the corresponding percentage of discount will be applied to the total of the shipment or waybill. 
      1. Language
        Select the language for the fields of the document in PDF format. 

        Keep in mind that the fields will appear by default in the language of the company account. Learn here how to change the default language.

        1. Currency
          Select the currency for the document. 

          Keep in mind that the currency of the company account will appear here by default. Learn here how to change the default currency. If you just need to modify the currency for this document, you can do it in this field directly.

      1. Display mode
        Depending on the option you select, different fields will appear in the document lines. 
    1. Items: it's the default option. It activates the Amount column.
    2. Time: it activates the columns Hours and Price/H.
    3. Total: it will make visible the column Price only. The columns for Amount, Hours, and Price/H will not appear. 
    4. No taxes: it will make disappear the taxes' breakdown amount.
      1. Design
        Select one of the PDF template models you have created.

        Learn here how to create templates for your documents in Holded

      1. Price rate
        Assign a rate or leave the main price.

        Learn here how to create rates for your products. Keep in mind that this field is visible when there are rates already created only. Activate the Inventory Pro Gem on the Holded Store to use rates. 

Fields to be activated
    1. Account per item
      Assign a sales account for each order line.
    1. Tags by item
      Assign tags for each order line.
    1. Long description
      Add an extended text field before the lines of the document.
    1. Valued packing list
       Check this box to make visible the  monetary value of the products in the waybill.
    1. Display weight
      Check this box to include the product weight in the document. 
    1. Discount per product
      Add a discount field for each document line.
    1. Show discount
      This option is activated by default. If you deactivate it, the tax breakdown will not be visible in the final summary section of the document.
    1. Electronic invoice fields
      Click to fill in the fields of the electronic invoice that you can download in XML format to upload it to the website of the relevant Agency.

Once you have filled in all the fields, you can choose among Preview, Save as draft, or just Save.

 

 

 

 

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