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Using Vision33 Shipping

First published on: 04/01/2024/6:39 pm

There are several features that can be used within Vision33 Shipping add-on for SAP Business One:

Validate addresses on a document or Business Partner.
Fetch real-time rate estimates prior to processing the document with third-party shipping software.
Import tracking and freight information into a document from supported third-party shipping software.
Assign shipping account overrides to Business Partners

Note: Before using any of the features, ensure the following:

Vision33 Shipping add-on is running.
Before using the add-on, Enable User-Defined Fields in SAP Business One (Navigate to View-> User-Defined fields)

Add details for shipping add-on in the Business partner

Open the Business Partner Master Data in SAP Business One. Navigate to the V33 Shipping Tab, A new account can be added from this screen. Additionally, insurance on shipments can be set from this screen and default shippers can be selected.

Validate Addresses

Business Partner Validation

To validate an address for a Business Partner, in SAP Business One, open the Business Partner Master Data screen (Business Partners > Business Partner Master Data).

Open the Addresses tab and select the address that needs to be validated.

Press the “Validate” button below the list of addresses, see marker 1 in the screenshot below

This will open the address validation screen shown in the section below.

Validation Screen

If there are matching addresses available from the shipping vendor, they will be displayed in the section at the bottom of the screen. Check the desired address and press the “Use Selected” button to confirm the validation.

If no addresses appear in the list, check the “Response” section to confirm there are no errors. Then verify the address details and use the “Re-Validate” button to re-initiate address validation with updated details.

Fields in bold signify that these fields are being used by the selected carrier to validate the address. The specific fields that are bold depends on the carrier. Providing as much detail as possible in these fields will improve the accuracy of the matching results.

Address Validation for a Document

To validate an address for a document (such as a sales order or delivery document, depending on your document flow), open the Logistics tab. If the address has already been validated, or if the customer’s Business Partner address is validated, this will be displayed in the Validated checkbox.

To initiate a validation, press the “Validate” button, which will open the validation screen shown in the previous section. From there, the validation process is the same as for a Business Partner’s address.

Import shipment details to a document from a third-party vendor

The following process describes how the Vision33 Shipping add-on retrieves tracking and freight information for shipping packages that have been processed by a supported third-party shipping solution.

Import Shipment button (formerly V33 Ship button)

Create a sales order and proceed through the document flow as per the configured implementation (complete either Sales Order or Delivery document, as required).
When the document is ready to be shipped, use the external application (UPS, FedEx) to create the shipment.
Depending on the document flow, either process the shipment with the Sales Order or Delivery, or “Copy To” from the previous document into the target document (for example: In the “Sales order to Delivery” flow, from the existing Sales Order, copy to a Delivery and then import the processed shipment)
On the target document (copied from the source B1 document, depending on your flow), Open the “V33 Shipping” tab and press “Import Shipment” to initiate the import from the third-party software.
1. All unshipped and non-voided records from the Ship PLD table (written to by the shipping application) matching the Sales Order are scanned.
2. Shipping charges (Freight, Additional Charges, COD, S&H) are summed and entered as the configured Additional Expense amount on the delivery.
3. If multiple records are encountered, tracking numbers are mapped within the “Shipping Details” screen, for each tracking number.
Add the target document (for ex. the delivery document)
After the document is added, the returned records are flagged as shipped and will no longer be used in later freight calculations.

Shipping Details button

Press the Shipping Details button on a created document (sales order, delivery or invoice) to open the General Tacking Information window. This window gets tracking information directly from the third-party shipping APIs (this operation can take a moment).

Field	Description
#	Package number.
Carrier	Carrier (either UPS or FedEx)
Tracking #	Tracking number of the package. This is a link column, If the user clicks on the number it will launch their default browser taking them to the appropriate web page for FedEx or UPS to display the tracking details. If the user click on the header column then it will launch their default browser taking them to the appropriate web page for FedEx or UPS to display all the tracking numbers details. (see screenshots).
Freight	Freight charges associated with shipment.
Add	Additional expenses.
COD	Cash on Delivery
S&H	Shipping & Handling.
Ship Status	This is the latest shipment status from FedEx or UPS (if the information is not available, it should be Not Available).
As Of	This is the date associated with the latest shipment status from FedEx or UPS (if the information is not available, it should be blank).
Expect	This is the expected delivery date (if the information is not available, it should be blank).

Batch Invoice Generation

The Generate Invoices with Shipping Charges window allows the user to filter sales order and delivery documents using various filter criteria or custom user queries. Sales order and delivery documents will populate the documents table based on the filter selections or queries.

Document Loading by Filter

Sales order and delivery documents are loaded into the Generate Invoices with Shipping Charges window by filter criteria.

Field	Description
Load Document by	The user can choose to load documents based on filter criteria or custom query.
Customer Group	Filtering can be based on all customer groups or a specific group.
Source Document Type	The user can choose to load sales order or delivery documents.
And/Or	These radio buttons allow the user to apply choice logic to the filter. And: Documents will be filtered by all BP Properties selected. Or: Documents will be filtered by each individual BP Property selected.
Filter on BP Property	A maximum of three business partner properties can be selected as filter criteria. The selected properties will be associated with the choice logic selected.
Only Docs with V33 Ship Charges	Enabling this checkbox will include documents having an associated shipping record from the shipping software.
Shipping Type	Filtering can be based on one or more shipping types.
Carrier	Filtering can be based on all carriers or a specific carrier.
By Date	Enabling this checkbox will filter based on a date range for a selected date value in the source document.
Date Type	Filtering can be based on one of three date types: Posting Date Delivery Date Document Date
From and To Date	Filters on an inclusive selected date range, based on four possible date range combinations: To and From dates are both specified: Documents will be filtered inclusively on both dates. From date is blank and To date is specified: Documents will be filtered on all dates up to the To date. From date is specified and To date is blank: Documents will be filtered on all dates from the From date forward. From date is blank and To date is blank: Documents will not be filtered on any date range criteria.
Warehouse	Filtering can be based on all warehouses or a specific warehouse.

Document Loading by Query

Sales order and delivery documents are loaded into the Generate Invoices with Shipping Charges window by user-customized queries.

Field	Description
Category	Allows the user to select from a series of query categories.
Query	Allows the user to select from a series of predefined queries for the selected query category.
From and To Date	Filters query results on an inclusive selected date range, based on four possible date range combinations: To and From dates are both specified: Documents will be filtered inclusively on both dates. From date is blank and To date is specified: Documents will be filtered on all dates up to the To date. From date is specified and To date is blank: Documents will be filtered on all dates from the From date forward. From date is blank and To date is blank: Documents will not be filtered on any date range criteria.

Field

Description

Category

Allows the user to select from a series of query categories.

Query

Allows the user to select from a series of predefined queries for the selected query category.

From and To Date

Filters query results on an inclusive selected date range, based on four possible date range combinations:

To and From dates are both specified: Documents will be filtered inclusively on both dates.
From date is blank and To date is specified: Documents will be filtered on all dates up to the To date.
From date is specified and To date is blank: Documents will be filtered on all dates from the From date forward.
From date is blank and To date is blank: Documents will not be filtered on any date range criteria.

Filter and Query Settings

The Generate Invoices with Shipping Charges window allows the user to save filters and queries. These settings can be reloaded for execution or deleted when required.

Filters and queries can be saved by clicking on the Save Settings button and naming the filter and query to be saved.

Filters and queries that have been saved can be loaded for execution by selecting the required filter or query in the dropdown box and clicking on the Load Settings button.

Saved Filters and queries can be deleted by selecting the required filter or query in the dropdown box, clicking on the Delete Settings button, and completing the deletion in the message box.

Grid Population

Sales order and delivery documents are loaded into the Documents grid based on either the selected filter criteria or query. The results of filters and queries can be loaded by pressing the Load Documents button.

Sales orders and deliveries populate the documents table based on the filter or query specified. The documents in the table are grouped by business partner. The individual documents may be collapsed or expanded by business partner to accommodate easier searches within the table. Clicking on the header of business partner column will collapse or expand all contents in the table.

Details for each sales order or delivery in the documents table be viewed by clicking on the golden arrow next to each document.

Column	Description
Business Partner	Business Partner Name
Checked	Select this checkbox for every document you want to generate invoices for
Doc Entry	Doc Entry number
Doc Num	Document number
Posting Date	The posting date of the document
Ship-To	The name of the shipping address used on the document
Doc Total	The Total amount on the document
Overwrite Charges	Select this checkbox to overwrite any existing freight charges with the pending charge amount on generation of the invoice
Expense On Doc	The amount of freight charges already existing on the document
Assign Cost?	Select this checkbox to add the pending charges on generation of the invoice
Pending Charges	The amount of charges that have not been added to the document. By clicking in this field, you can override this amount. If you generate an invoice with the “Assign Cost?” checked the pending charges will be applied to the invoice.

Document Consolidation

There are three options for consolidation of sales orders or deliveries before invoices are generated:

Consolidation	Description
None	No document consolidation is performed.
By Business Partner	Documents will be consolidated by Business Partner to produce a single invoice per Business Partner for the selected source documents.
By Business Partner & Ship To	Flag to generate invoices based upon business partner consolidation rules, plus consolidation on a document having Pending Ship Charges.

Invoice Generation

Invoices are generated based on the documents checked in the table and the consolidation option. Individual documents can be checked for generation or the user can click on Checked header to select all documents in the table for generation.

Clicking on the Generate Invoices button will display a processing window where the user can see real time generation of invoices. Each section in the progress bar represents the creation of an invoice. The results of the invoice generation are displayed to the user in the Process window as shown.

The results display the number of invoices created, the number of invoices failed, and a summary for each failed invoice.

Draft Invoice Generation

You can also generate draft invoices. The same consolidation options for regular invoices apply to draft invoices.

To generate a draft invoice, select the Create as A/R Invoice Draft checkbox before clicking the Generate Invoices button. The Create as A/R Invoice Draft checkbox is located below the document grid.

After clicking the Generate Invoices button the processing window will display the progress of your draft invoice generation.

The summary window will display the results of your draft invoice generation.

Last modified: 04/01/2024/7:16 pm

On this page

Validate Addresses
Import shipment details to a document from a third-party vendor
Import Shipment button (formerly V33 Ship button)
Shipping Details button
Batch Invoice Generation