Sales Fulfillment & Shipping

Open the order in the correct company. The Fulfill Shipment action is available when the order is ready for processing. Have the picked goods, their labels, and the carrier details beside you. Check the warehouse displayed on the order before taking anything off a shelf. If your team uses bins, follow the locations shown in the order's allocations.

1. 1
   Open Sales Orders, find the customer's order, and check its order number and warehouse. Select Fulfill Shipment.
2. 2
   In Line Items to Fulfill, compare Ordered, Fulfilled, and Outstanding for each product. Outstanding is what remains on the order; it is not an instruction to ship all of it today.
3. 3
   Expand a line's allocations when shown. Match the displayed lot or serial details and any expiry date against the labels on the units you actually picked. Put aside any item whose identity does not match.
4. 4
   In Fulfill Now, enter the units going into this shipment for each line. Use zero for a line you are leaving for a later shipment. For a partial shipment, enter only the packed quantity, even if more units are outstanding.
5. 5
   Count the packed goods again. Check that every Fulfill Now quantity matches the box and that no unit belongs to another customer's order.
6. 6
   In Shipping & Tracking Information, enter the Shipping Carrier and Tracking Number if you have them. Add the Tracking URL when the carrier provides one. Use Fulfillment Notes for delivery instructions or a useful packing exception; do not use them to hide a quantity difference.
7. 7
   Select Fulfill N Unit(s), where the button shows the total you entered. Wait for the action to finish, then reopen the order and check its fulfilled and outstanding quantities and shipment record.

Warning: Confirm only after the physical pick is complete. Fulfillment reduces stock and records its cost. A note or tracking correction cannot undo an incorrect stock movement.

If a lot, serial number, or bin differs from the order, stop before selecting Fulfill N Unit(s). Check whether the correct units are in another bin or whether the reservation needs to be changed. A quarantined, recalled, expired, or already shipped unit is not a substitute. If there is too little eligible stock, ship only the quantity you can verify and leave the rest outstanding. Ask the person who manages reservations to resolve the remaining quantity before the next shipment.

If a shipment was confirmed with the wrong goods or quantity, keep the shipment record and supporting packing evidence. Arrange the appropriate return or correction with the order and finance teams before the period is closed; do not create an unrelated stock adjustment simply to make the shelf count look right.

When fulfillment records the stock issue, KariVast debits the configured Cost of Goods Sold account and credits the configured Inventory Asset account for the cost of the units shipped. The cost follows the product's configured costing method and the inventory cost assigned to those units; it is not the selling price on the order. For example, if three shipped units carry assigned costs of 12, 13, and 14, the shipment recognizes 39 of cost in the inventory valuation currency. A partial shipment recognizes only the cost of units shipped in that shipment.

Fulfillment may create a draft invoice when it is the final shipment. The draft contains only the eligible remainder: quantities already included in another draft or posted invoice are excluded. A partial shipment can be billed from the order's invoice action before the final shipment. Finance should review the existing or newly created draft and post it separately. Posting the invoice records the receivable and sales revenue, with tax where applicable; it does not record the inventory cost a second time. Customer payment and payment allocation are separate actions. If the shipment or its cost looks wrong, trace the shipment and its journal entry before posting the related invoice or closing the accounting period.