EasyPost - Process a Shipment (Sales Order Fulfillment)

This feature requires additional licensing. Please contact AcctVantage Sales for a quote.

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

Shipments vs. Parcels

A Parcel is best thought of as a single package.

A Shipment is a collection of one or more Parcels.

As such, a single Invoice may have multiple Shipments associated with it. Each Shipment may include multiple Parcels and each Parcel will have a unique label and tracking number.

Multi-parcel shipments are only supported for domestic shipments. International shipments support one parcel per shipment.

Accessing the Shipment Screen

When shipping a Sales Order, there are a few ways to access the Shipment screen:

  1. Sales Module > Sales Orders & Quotes
    • On the Items tab click the New Shipment button.
    • On the Shipping tab, click the ➕ symbol.
  2. Warehouse Management > Pick Pack

Sales Order (items tab)

Sales Order (shipping tab)

Warehouse Management > Pick Pack screen

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 allows the user to verify which Order/Invoice is being processed. Typically this would be verified against a printed Pick Ticket 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.

When entering addresses for International shipments, if you don't know the state or province to use, enter the 2-digit country code in place of the state. When Easypost verifies the address, the proper code should be returned.

If EasyPost can not verify the address, you will receive an alert stating so. However, the system will let you generate a shipping label to a non-verifiable Ship To address. It's probably a best practice to confirm the address is correct before purchasing the label!

3. Carrier

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. Parcel Details

Predefined Packages

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.

Set your default package in Administration > System Setup on the Shipping tab.  All new Shipments will then default to the package you use most often!

Add Parcel

After entering the dimensions for the first Parcel, you can click the Add Parcel tab in order to add more than one package to the current Shipment.

Click the All tab to see a list of all Parcels contained in the Shipment. Use the trash can icon to remove Parcels from the Shipment.

5. Weight

Before getting rates, you must indicate a package weight for each Parcel.  Package weight can be keyed in by the user, or can be read by a connected scale. Notice the small scale icon 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 Printnode ID for the computer where the scale is attached.  

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 when you click Get Rates, then AcctVantage will highlight that rate by default. However, the user is not restricted to only using that rate - any Carrier/Service may be selected prior to clicking Ship Package.
  • If a matching Carrier and Service are found in the rates list when you click Get Rates & Ship Package, then AcctVantage will automatically purchase the label for that option.

The Tracking Number is filled in by AcctVantage after the Shipment has been processed.

7. Charges

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.  The label that was selected most recently is your the default selection. In AV 2020, these labels are Custom Forms that can be edited by your system Administrator.  New formats can be added at any time via the Administration > Custom Forms process.

In older versions of AcctVantage, some of the labels in this list are hard-coded.

The image below is an 8.5 x 11" 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 highlighted by default.

Clicking on a different 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 option will activate after you've clicked on Get Rates 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, 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!>