Cleaning Up Old Shippers

Document Version	v.1
Document Last Updated	9/1/2020
Software Version Documented	v.9.6.163

Overview

This document will cover what steps need to be taken when cleaning up old shippers within your application. These cleanup exercises should be done several times throughout the to make sure you have the most up to date information within your application, as well as to avoid any issues with old data.

Viewing Open Shippers (Picking)

Since open shippers could be in several different stages, it is important to view all stages to make sure you are up to date with the most current information. These stages include:

Picking
Packing
Staging
Loading
Delivering
To get started go to Inventory > Shipping > Picking
The next step is very important as you will need to extend the date range to view all potential open shippers. If you are doing this exercise for the first time it would be best to put your go-live date within the range. NOTE: If you have more than one warehouse you will need to do this exercise for each location or make sure you have ‘All’ selected in the Warehouses field.
When you find an old shipper you can either right-click on the shipper, or double click to view it.
Once you have the shipper open you will need to do some investigating. Was this order shipped, is it an old backorder, or an order in error that should be canceled or adjusted?

Canceling The Order

If you are uncertain about whether or not this order was shipped it is best to cancel the order. The reason being is if you mark this order as delivered the system will 1) Adjust the Inventory, 2) An invoice will be created. If you don’t care about these actions then proceed pick, ship, and mark the order delivered, and invoice.

To cancel the order select ‘Open Order’

Select the History tab and select ‘Cancel Order’
The order will be canceled and the shipper will be removed from the list.

Adjust The Order

In the scenario that the order was partially shipped, and you are uncertain if the rest has shipped again it is best to just adjust and cancel the rest of the order.

To adjust the order select ‘Open Order’
Look for the lines that need to be adjusted and right-click to select Cancel or Adjust Item.
Make your adjustment to the quantity ordered, or cancel the entire line.
Any extra releases, 01, 02, etc will be canceled and the shipper will be removed from the open list.

Viewing Open Shippers (Packing Staging, Loading, Delivering)

Shippers that are past the picking stage could be assumed that that have been shipped/delivered. The problem is these orders have also not been invoiced so cleaning up these will be a two-step process.

Post the order to delivered, and mark the order ‘Invoiced’
Write the Invoice off as the order is old and we don’t have to invoice the customer.

Ship, Deliver and Invoice

Go through each tab in the shipping module. NOTE: Make sure your date range is extended out so you are capturing outdated shippers. If you are doing this for the first time you should extend the date to your go-live date.
Double click on a shipper or right-click to view the shipper.
Make sure the Shipper is “Ship All Items”
Mark the shipper as Delivered
Before you mark the order ‘Invoiced’ you need to make sure you need to choose a backdate i.e. if you are cleaning up everything for 2018 so you can close the period mark the invoiced date of 12/31/2018.
Next, make sure you unchecked the printing queues and prompts
Next, mark the order as ‘Invoice’.
Continue this process until all old shippers are marked as delivered and invoiced.

Writing off the Invoice

Once the shippers have been invoiced you will need to write the invoice off as an Underpayment.

Go to Accounting > Accounts Receivable
Select Receive Mondy
Enter the Customers Name
Select the Payment Method as Under Payment Write Off
Then select the recently old Invoices
Backdate the Date to the same as the invoice date and select ‘Post’
Next, select ‘Write off the remaining balance’ and the ledger account ‘Writeoff Expense,’ and ‘Accept’.