EasyPost Process a Shipment - Sales Order Fulfillment
This feature is new as of AV 2017.0.1.5, May 2017.
EasyPost is a service that provides live access, via an internet based API, to your shipping carrier accounts. This allows AcctVantage to provide integrated shipment processing without relying on export/import or file transfer between AcctVantage and other software. It also means that you can ship with any carrier right from a single interface.
As of May 2017, EasyPost charges $0.03/label for shipping, tracking and address verification. There are no monthly, setup or other fees associated with the service. No part of the $0.03/label fee goes to Beckware/AcctVantage.
This article describes creating a shipment for an associated Sales Order/Invoice. For a shipment not associated with Sales, please refer to Shipping without a Sales Order
What is a "Shipment"?
A "Shipment" record in AcctVantage is best thought of as a single box being sent to your customer. As such, a single Invoice may have multiple Shipments associated with it. Each Shipment will have a unique label and tracking number.
Accessing the Shipment Screen
When shipping a Sales Order, there are two ways to access the Shipment screen:
- Sales Module > Sales Orders & Quotes
- Warehouse Management > Pick Pack
When accessing the Pick Pack process, you can select either the New Shipment process or the Order Picking process window to open as the default. See Administration > System Configuration, Pick Pack preferences.
Processing a Shipment
1. Client & Invoice Information
The information on the Client row let's the user verify which Order/Invoice is being processed. Typically this would be compared to a printed Pick Ticket to verify prior to shipping.
2. Ship To
The Ship To address information is pulled from the Bill To/Ship To tab of the Sales Order. If you've chosen Address Verification in System Setup, the Ship To address will be normalized via EasyPost and the USPS address verification service.
The Carrier pull down list allows you to select which carrier - UPS, FedEx, USPS, etc. - you would like to return rates for. If "All Carriers" is selected, as in the above example, then you will get rates from each carrier you have established.
4. Package Details
Set your default package in Admiinstration > System Setup, Shipping tab. All new Shipments will then default to the package you use most often!
The Predefined Packages pull down menu allows you to select the specific box that you are using for shipment. Refer to the EasyPost Setup article for details on populating this list.
If you are using a box that is not in the list, select Manual Entry, then key the box dimensions into the Length, Width and Height fields.
Before getting rates, you must indicate a package weight. Package weight can be keyed in by the user, or can be read by a connected scale. Notice the small icon (orange arrow call out) above the weight field. That icon is used to select your connected scale. For more information on connecting a scale, please refer to the EasyPost Connected Scales article.
Select your scale source from the pull down menu. This will either be a Serial Port or the PrintNode API. Computer ID is only required when using the PrintNode API. Scale selection will be remembered and the last scale selected becomes the default for the shipping station.
If your scale is connected via the PrintNode API, you will need to enter the computer/shipping station PrintNode ID number. This is "sticky", meaning that AcctVantage will remember the computer's ID and default to your USB scale until you change the selection.
6. Ship Via & Tracking Number
The Ship Via is pulled from the Sales Order entry screen. If a matching Carrier and Service are found in the rates list, then AcctVantage will default to that rate (highlighted in yellow in the picture above). However, the user is not restricted to only using that rate - any Carrier/Service may be selected as desired when processing the shipment.
The Tracking Number is filled in by AcctVantage after the Shipment has been processed.
The various charges represent what you will add to your invoice to the customer.
The Freight Charge does NOT represent your cost for the shipment! In the EasyPost Setup, you will determine what rate you want to bill your customer, or if you want AcctVantage to use these shipping rates at all.
Insurance, Handling and Accessorial charges are add on fees that can be assessed manually or via scripting. EasyPost - Insurance
8. Label Printer
The printer selection pull down is "sticky", meaning that the system will remember your last selection and treat that as the default. Generally speaking, unless you have selected Print Preview or Print Settings as your default, labels will be generated without the user having to click through any dialogs.
9. Shipment Label
This is another "sticky" selection. Whatever you have chosen last is your new default selection. The 4x6 entry is the only 'hard coded" format available. All other formats are Custom Forms that can be edited by your system Administrator. New formats can be added at any time via the Admnistration > Custom Forms process.
The image below is an 8.5x11" sheet incorporating a 4x6" label with integrated packing slip and is available from AV Support. A library of downloadable shipping label formats is available here: EasyPost Label Templates
10. Get Rates
Once you've entered package dimensions and weight, you can select the Get Rates button to generate a list of service options. If your default Ship Via matches an available service, that service will be selected by default.
Clicking on a service will change the selection to that service.
You can use the Carrier pull down menu to select a different carrier, or All Carriers, and click the Get Rates button as often as you like prior to generating your label.
The Days (in transit) and ETA Date column values are provided by the carrier, not all carriers will provide that information.
You don't need to use your mouse! If you have a scale connected, are using the default package and default service, all you need to do is tap the Enter key after the screen opens! Verify the rate and tap Enter again to Ship Package and print your label!
11a. Ship Package
The Ship Package will activate after you've clicked on Get Rates (10) and then selected from among the choices for services. In this manner, the user can review the rates and available services before processing the shipment.
Once you've verified the address and selected a service/rate selecting Ship Package initiates the purchase of your shipping label and generates the tracking number. At that point, the details of the Shipment become "locked" and you've purchased the freight service.
Go to Administration > System Setup, use the pull down menu to select Sales Document. Then, find the Ship: Default Get Rate Button to determine with button is active by default, Ship Package or Get Rates & Ship Package
11b Get Rates & Ship Package
If the Get Rates & Ship Package option is selected the User can process a shipment in a single mouse click. This option will immediately process a shipment and print the label for the default Ship Via (6), skipping the user waiting for rates to be returned, selected and processed.
After the label has been processed, the Ship Package button becomes a Track Package button. Clicking on that button allows the user to track the package at any time.
Reprint Label will reprint, but not repurchase, the label. With this option you can print a different format label than originally selected.
Void Shipment button will process a cancellation of the service. Voiding shipments is subject to each carrier's terms.
Return Label <coming soon!>