Shipping and Invoicing

  • Maximizes Shipping Performance
  • Minimizes Picking Process
  • Eliminates Invoicing Errors
  • Provides Customer with Advance Shipping Notification (ASN)

This module consists of the following functions: Sales Order Processing, Shipping and Invoicing, and Customer Service. Shipping and Invoicing concerns the tasks of generating shipping documents, Bill of Lading, shipping labels, etc., followed by shipment feedback, release to invoicing, and invoice reversal, re-bill, and maintenance. The invoicing process is completely integrated with the DMACS Accounts Receivable, Sales Commission, Customer Rebate, General Ledger, and Sales Analysis modules.

Shipment Feedback

In some operating environments, shipping documents are generated a specific number of days in advance of shipment. In these environments, the inventory quantity that has been allocated to the line item is listed as the shipment quantity and the remaining order balance is listed as the back order quantity if the customer accepts back orders. This method of shipper printing allows for the elimination of shipment feedback when the actual quantities shipped match the preprinted shipment quantities on the shipper document.

DMACS provides a variety of inventory picking templates. Pick lists can be generated by order and line item, or by order and location. A consolidated pick list can also be generated, and zone picking is available for customers that require separate invoices by shipment and product group.

In its simplest form, shipment processing simply involves the printing of shipment documents and the releasing of each shipment to invoicing. However, if the quantity shipped for any line item does not match the line item?s allocated quantity, or if a lot controlled or serialized item is shipped, then shipment feedback is required prior to invoice release.

Once shipment feedback has been completed, the shipping clerk can print a computer generated packing slip that indicates the exact quantities shipped and the lot/serial numbers shipped.

The shipment feedback process also drives the generation of Bill of Lading documents. The Bill of Lading document displays summarized shipping information for each National Motor Freight Carrier (NMFC) number and freight class combination included in the shipments assigned to the Bill of Lading number.

The information printed for each NMFC number and freight class combination includes the total number of packages and skids, and the total weight of the packages and skids within each combination.

DMACS supports on-demand printing of various shipping documents required by the shipping department, including shippers, Bill of Lading, carton labels, product labels, and invoices.


Shipments are released for invoicing in either an on-line or batch mode. The on-line release process includes backflushing the inventory for those items that did not require shipment feedback. The backflush process also relieves the corresponding customer requirement. The backflush process is omitted from the on-line system when the shipment is backflushed in batch mode. The invoice date, shipping charges, freight charges, etc. can be supplied during the release process.

Invoice release is performed by browsing through the shipments and selecting those that are ready to be invoiced. In most environments, shipments are released for invoicing in an on-line mode.

Batch invoice release is normally used in environments that ship an unusually large number of line items per shipment. Since on-line inventory backflushing in these situations can be detrimental to system performance, off-loading these requirements to batch mode (i.e., day end) is generally more effective.

The customer’s Accounts Receivable balance is updated to reflect the shipment at the time the invoice is generated. An invoice register and a summary of the General Ledger journal entries that were created are printed for review. A snapshot of the shipment is then recorded in the sales order history table to facilitate sales analysis.

The invoice generation process is also responsible for creating commission payable records when sales commissions are due. The generation process also creates customer rebate payable records when customer rebates are implemented.

Invoice reversal and re-bill is available when invoice adjustments are required. The reversal and re-bill process allows you to maintain information on the invoice header and line items. Comments can also be amended to each re-billed invoice.