Updated: January 24, 2022 8:21am

Shipping Packages

In the logistics world, a Serial Shipping Container Code (SSCC) is an 18-character numeric string that identifies a carton, pallet or crate on a shipping container. Prism uses the term Shipping Package and Package Number to identify these cartons, pallets or crates. A common use of shipping packages is to batch receive merchandise. A worker can scan the barcodes of individual cartons, pallets, or crates as they are received, and then do a "batch update" that updates all the associated vouchers. Shipping Package numbers in Prism can be a maximum of 20 characters.

Shipping Packages - Basic Steps

  1. Add one or more package numbers to an ASN. This associates the numbers with the ASN.
  2. When the merchandise arrives, navigate to the Batch Receiving area. Search for the ASN and select it. Scan shipping package numbers for the ASN. As each shipping package number is scanned (or entered), it is marked. The system keeps track of how many packages have been scanned for each ASN.
  3. When the number of marked shipping packages equals the number of expected shipping packages for an ASN, the ASN is marked and can be received.
  4. Click Receive Marked. A voucher is generated and updated for each marked ASN.

Configuring Permissions and Preferences for Shipping Packages
Shipping Package Permissions
You can control employee access to the following features related to shipping packages:

Permission Description
ASN Vouchers - Flag Packages as Received Allows group members to select the Received flag when working with shipping packages.
Vouchers - Allow Missing Packages This permission allows a user to bypass the preference that requires all packages to be marked as received before a Voucher can be generated. With this permission, the user can generate a voucher from an ASN that has packages not yet received.

Shipping Package Preferences
Preferences & Settings > Purchasing > Vouchers: Require all specified packages to be received
If selected, all listed packages for an ASN will need to be received before the user can click "Receive Marked" and generate a receiving voucher. The security preference "Allow Missing Packages" allows a user to circumvent this preference, if necessary.

Add Package Numbers to ASNs
Each package number is associated with a specific ASN. First, add the package number(s) to individual ASNs as needed. Then, when the merchandise arrives, receive the packages.

  1. On an ASN, click the Options button.     
  2. Select Shipping Packages.    
  3. If any numbers, are already defined, they will be listed. In the text box, scan or type the number and click the plus sign icon.    
  4. When all package numbers have been entered, click Close.     

Sample Shipping Package number entry:
Shipping Package number entry
 

Receiving Shipping Packages
When the merchandise on the ASN arrives, navigate to Store Operations > Receiving > Batch Receiving.
Batch Receiving screen with ASN Search button

Click the ASN Search button. Define search criteria and click the Search button. Select the desired ASN in the Results pane.
Batch Receiving ASN Search

With the ASN selected, click the Scan Packages button. A text field for scanning or searching for packages is available on the top right part of the screen. Place the focus in the Scan Packages text box and scan (or type) the number. If you type the number, click Search or press . If the number is found, it is automatically marked as Received. As each number is scanned, the number is added to the list of Received Packages. When you scan the final package for an ASN, the ASN is automatically marked and added to the lower pane. When you have finished marking ASNs, click the Received Marked button on the bottom pane.
Click Receive Marked. A receiving voucher is generated and updated for each marked ASN.
Batch receiving with Receive Marked button

Received Flag
Each number has a Received flag. When a package number associated with an ASN is scanned, the Received flag is automatically selected. If the user has the Flag Packages as Received permission assigned, then the user can manually select the Received checkbox. Depending on preferences, all packages may have to be marked Received to update the receiving voucher.

 

Return a Shipping Package Number
If you click the Return button, the "Received" flag is cleared for a package number. You can use this feature if an employee mistypes a number or scans the wrong package.  When you return a package number, the number remains associated with the ASN. To remove a number from an ASN, edit the ASN and delete the package number from the ASN.

ASN Date Fields
At the top of the ASN is a set of date fields that enable you to track the shipment's progress.

Field Description
Created Date Date the ASN was created. Default = current date
Post Date Date the ASN was posted to headquarters or POA. Default = current date
Last Edit Date Date the ASN was last changed. The default is the current date. Each time a user edits the ASN, the Last Edit Date is updated.
Arrival Date Default = Open

Delete Package Numbers
Navigate to the Batch Receiving module. Store Operations > Receiving > Batch Receiving.
Click the Options button and select Shipping Packages.
In the Shipping Packages screen, click the Delete button for the number you want to delete.. The package number is removed from the list.

Grid Formats related to Shipping Packages
The following columns can be added to layouts in Grid Formats preferences.
Received Packages Columns

Column Description
Package ID Shipping package number.
ASN # Sequential number assigned to ASN.
Received Count The number of units already received
Expected The expected number of units expected for the number.
Return If you want to return the number to the list of unassigned numbers, click the Return icon.

Marked ASN columns

Column Description
ASN No ASN number. Sequential number assigned to each ASN
Marked If selected, indicates the ASN is ready for batch update. To mark and ASN, click the check mark in the left column and click the Mark button.
Packages Received The number of packages received.
Total Packages The total number of packages.
PO Number The purchase order number referenced on the ASN voucher.
Vendor The vendor from whom the items are being received.
Associate  The employee who created the ASN voucher.
Voucher Total The total amount of the items on the ASN voucher.
Voucher Subtotal The subtotal amount of the items on the ASN voucher.
Modified By Employee who last modified the ASN voucher.
Modified Date Date the ASN voucher was last changed.

Shipping Packages on Return Vouchers
The vouchers generated from Batch Receiving are the same as other vouchers; therefore, if you need to send merchandise back to the vendor, create a new return voucher and list the item(s) being returned.
Editing Received Flag of Shipping Packages on Updated Vouchers
You cannot edit the Received flag for a Shipping Package after the receiving voucher has been updated.