Creating and Editing Shipments
A new shipment can be created by going to the Shipments page under Inventory -> Shipments in the top left navigation panel.
To create a new shipment, click the Create New button in the top right portion of the page.
To view or edit an existing shipment, simply click the shipment number in the shipment list.
When creating a new shipment, it is automatically assigned the next sequential number from the last created shipment number.
Basic Shipment Information
This section contains the identifying information about a shipment, including its current status. The different shipping status listed below are automatically assigned based off shipments current state.
- Preparing to Ship
The Shipment Header
The shipment heading contains the different actions that can be done on it depending on the shipment’s status.
The left side of the header will always show the following information about the shipment, regardless of the shipment’s status.
- Shipment Number
- Shipment Status
For a newly created shipment without any changes, the header will show a new (Shipment) label.
As soon as changes are made to the shipment, the header changes to yellow (indicating there are unsaved changes) and you have the option to either Save the shipment or Save & Ship Marked Items.
Saving the shipment will save all of the information you have entered but for each shipment item, the selected item’s Action option will not be applied.
Saving and shipping marked items for the shipment will save all of the information you have entered and for each shipment item, the selected item’s Action option will be applied.
Once a shipment has been saved, the header updates so that you can add attachments, cancel the shipment or apply the selected Action option for each shipment item. When the Save & Ship Marked Items or Ship Marked Items has been clicked, the shipment is considered shipped and all assets on the shipment will have an In Transit status.
When a shipment is completed (meaning items where shipped and received on location), Uncomplete and Cancel Shipment buttons will be available. Uncompleting a shipment allows changes to be made to the information on it or changing a shipment item’s selected Action. Canceling a shipment removes it from the asset’s history.
Uncompleting or Canceling Shipments
Shipments that have been uncompleted or canceled can have the action reversed and be completed again or un-canceled. You must have the Service Admin role for this feature to work.
Changing the Shipped By, Created By and Received By dates
Sometimes scenarios occur where a shipment cannot get completed when the physical items were actually shipped, therefore causing an asset’s history to be incorrect. To resolve these issues, shipments can have their Received By, Shipped By and Created By dates backdated.
To change a shipments Received By, Shipped By and Created By dates, click Edit next to the one you want to change.
Uncompleting Shipments With Spawns
When a shipment is completed, it can be configured to automatically generate a work order that should happen after a shipment is received. An example of this is normally a motor strapping work order is spawned after the motor is received on a job because it needs to be strapped before it can be put on a BHA and go downhole. Anytime the system is configured to auto-spawn a work order, a confirmation modal will be displayed to give you the option to just complete the action or complete the action and spawn the next work order(s).
If a work order that has a spawned work order is uncompleted, then completed again and the auto-spawn confirmation is approved, a new version of that spawned work order will be created even if one already exist.
Working with Shipment Items
Each shipment is made up of one or more assets, general asset types and/or parts called shipment items and when adding these items to a shipment, you can leverage an existing shipping template that has already been created or you can manually add individual assets and parts as needed.
To use an existing template to create a shipment, select the shipping template from the dropdown and then click Add Template.
When adding items to a shipment, you have three options:
- Add a specific asset by serial number.
- Add an asset type that needs to have specific characteristics/properties.
- Add a specific part by part number.
Adding/Modifying Assets by Serial Number
To add an asset by serial number, select the Serial # radio button and then click in the text box to show the asset picker. After selecting the asset, add Notes if needed and then click the Add button to add the asset to the shipment.
An asset that has been added to a shipment will show the serial number and high-level properties about the asset. The high-level attributes that are displayed for each asset type on a shipment are Drakewell Configurable Items help .
To modify an existing asset on a shipment, click the pencil icon in the top right corner.
To delete an existing asset on a shipment, click the trash icon in the top right corner.
For each asset an Action option needs to be specified.
- If Hold is selected, then this asset will not be part of the current shipment and will be automatically placed on a supplemental ship that is created in the background when the shipment is marked as shipped.
- If Ship is selected, then this asset will be part of the current shipment.
Adding Specific Items to a Shipment
Any specific assets can be added to shipment as long as they meet the following requirements.
- The asset must currently be at the shipments From location.
- The asset must be in a status that allows it to be added to a shipment.
Adding/Modifying Assets by Type
To add an asset by asset type, select the Asset Type # radio button and then click in the text box to select the asset type. After selecting the asset type, add Notes to describe the asset properties and then click the Add button to add the asset type to the shipment.
An asset type that has been added to a shipment will show the asset type and any notes that were entered. Since a shipment item is just an asset type, it cannot be shipped until the actual asset (serial number) that is fulfilling the asset type is entered.
To select a specific asset for an existing asset type on a shipment, click the pencil icon in the top right corner and select the asset from the asset picker.
To delete an existing asset type on a shipment, click the trash icon in the top right corner.
Why You Would Add a General Asset Type to a Shipment
When creating a shipment, sometimes you don’t know the asset’s serial number or don’t care which asset it is but that it just has certain properties/characteristics.
For example if a coordinator needs to ship a 6.5” crossover sub with top/bottom connections of 6 1/2” Reg to a job, rather than enter a specific one on the shipment, they could just add a crossover sub asset type and in the Notes section, specify these properties. Then when the shop manager is full-filling the shipment, they could enter what specific crossover sub they added.
To add a part, select the Part # radio button and then click in the text box to show the part picker. After selecting the part, add a Qty, enter Notes if needed and then click the Add button to add the part to the shipment.
A part that has been added to a shipment will show the part number and the part type. For each part, you will need to specify what portion of the total quantity (Hold Quantity) entered is going out (Ship Quantity) on the current shipment.
To modify an existing part on a shipment, click the pencil icon in the top right corner.
To delete an existing part on a shipment, click the trash icon in the top right corner.
To ship the total Hold Quantity, click the arrow icon button. To ship only a portion of the total quantity, enter the number in the Ship Quantity field.
Files can be attached help to a bid by clicking on the paper-clip button in the top right of the page to add any additional pictures or documents. Any attachments that have been added will not be included when printing out the bid and will have to be manually printed and added.
When creating a new shipment, you will not be able to add an attachment until you have saved the shipment for the first time and the shipment has a shipment number.