Purchase Shipment

Use a Purchase Shipment to plan and process stock arriving in one physical consignment from one or more suppliers. It connects the Purchase Orders, receipts into an in-transit warehouse, freight and duty charges, inventory valuation, and transfers to the final warehouses.

A Purchase Shipment is most useful for an ocean container, air consignment, or other inbound delivery that needs shipment-level tracking or landed cost allocation.

Choose the right workflow

Before you start

Make sure you have:

• Submitted Purchase Orders with quantities still to receive

• A non-group In-Transit Warehouse for the company, with Warehouse Type set to Transit

• A non-transit final destination warehouse for each item, belonging to the same company

• The correct Currency and Exchange Rate on every Purchase Order

• Any required UOM conversion factors when an order UOM differs from the Stock UOM

• Suppliers for freight, duty, insurance, or other charges, where Purchase Invoices will be generated

• Appropriate accounts for charges that will be included in stock valuation

• Permission through the System Manager, Purchase Manager, Stock Manager, or Purchase User role

If any items use serial numbers or batches, prepare those details before submitting the receiving and transfer documents.

Workflow overview

1. Create the Purchase Shipment

Open the Purchase Shipment list and select Add Purchase Shipment.

Complete these required fields:

Add the available consignment details:

Purchase Shipment logistics details

2. Pull items from Purchase Orders

In the Items section, select Pull Items from Purchase Orders.

Pull Items from Purchase Orders button

In the dialog:

1. Filter by Supplier or Required By if needed.

2. Select the submitted Purchase Orders included in the consignment.

3. Select Pull.

The dialog only shows submitted Purchase Orders for the same Company that still have stock to receive. The Required By filter defaults to the shipment ETA, or today's date if no ETA is set.

Purchase Order selection dialog

Review these quantities on every item:

When items are pulled, Planned Qty and Loaded Qty default to the remaining quantity. Reduce them if only part of the outstanding order is included.

The Planned Qty cannot exceed Pending to Plan, and Loaded Qty cannot exceed Planned Qty.

3. Confirm loaded quantities and destinations

Update Loaded Qty to match the supplier or forwarder packing information.

Set Final Destination Warehouse on every item. If most items share one destination, set Default Final Destination Warehouse to fill blank destination fields in bulk.

Before submission, confirm:

• Every row belongs to the intended physical consignment

• Loaded Qty matches the latest packing information

• Final Destination Warehouse is correct

• Rate, Weight / Unit, Total Weight, and Volume (CBM) are reasonable

• The source Purchase Orders have the correct Currency and Exchange Rate

The system checks the current Purchase Order balance again when Purchase Receipts are generated. If stock was received through another document after the shipment was planned, reduce the shipment quantity before continuing.

4. Submit the Purchase Shipment

Select Submit when the plan is ready. A submitted shipment changes from Draft to Planned.

The Status field does not automatically follow each logistics milestone and cannot be manually edited after submission. Use ETD, ETA, ATD, ATA, and Generated Documents to monitor operational progress.

You can update Loaded Qty after submission until an active Purchase Receipt has been generated. You can update Final Destination Warehouse until an active Arrival Transfer has been generated.

5. Create and submit Purchase Receipts

On the submitted shipment, select Create > Purchase Receipts.

Create Purchase Receipts action

NexWave creates draft Purchase Receipts using the shipment's In-Transit Warehouse. Items are grouped by:

• Supplier

• Currency

• Exchange Rate

One supplier can therefore have more than one Purchase Receipt when its Purchase Orders use different currencies or exchange rates. Company-currency receipts use an Exchange Rate of 1. A foreign-currency Purchase Order must have a positive Exchange Rate before its receipt can be created.

Open every generated Purchase Receipt and review:

• Supplier, Currency, and Exchange Rate

• Date and Accepted Warehouse

• Each item's Purchase Order, Qty, UOM, Rate, and Rate (Company Currency)

• Any required supplier delivery reference

• Serial numbers, batches, or other stock controls

• The total received quantity across all generated receipts against the shipment Loaded Qty

Submit every Purchase Receipt that must be included in this shipment's landed cost allocation. Submission places the stock in the in-transit warehouse and updates the Purchase Order's received quantity.

6. Record shipment charges

Use the Charges table for freight, duty, insurance, and other shipment-level costs.

Shipment charges

The Amount is treated as company currency when Purchase Invoices and Landed Cost Voucher rows are generated. Do not enter an unconverted foreign-currency supplier amount.

For a foreign-currency charge invoice, create the supplier Purchase Invoice separately using the invoice currency. Record the converted company-currency valuation amount on the shipment, and do not generate a duplicate Purchase Invoice from that charge.

For charges added to valuation, use the account selected by your finance team. This is commonly an account with the Account Type Expenses Included In Valuation.

Create charge Purchase Invoices

If the charge invoices are in company currency, select Create > Purchase Invoices.

NexWave groups charges by Supplier. If Supplier is blank on a charge, the shipment Forwarder is used. Each generated invoice is a draft in company currency, with its due date set to the creation date and no taxes added automatically.

Review Supplier, Currency, Posting Date, Due Date, Supplier Invoice No, Supplier Invoice Date, accounts, tax treatment, and total before submission.

Finalise the Charges table before generating Purchase Invoices or a Landed Cost Voucher. Later changes to shipment charges do not update documents that have already been generated.

7. Create the Landed Cost Voucher

After submitting all Purchase Receipts that belong in the allocation, select Create > Landed Cost Voucher.

The generated draft includes:

• Submitted Purchase Receipts linked to the shipment at the time of creation

• Charges with Add to Valuation selected

• Distribute Charges Based On set to Qty by default

Landed Cost Voucher created from the shipment

Before submission:

1. Confirm that every intended Purchase Receipt is listed.

2. Confirm the charge descriptions, accounts, and amounts.

3. Review Distribute Charges Based On and change it to Amount or Distribute Manually if Qty is not appropriate.

4. Confirm that the total taxes and charges match the company-currency valuation costs.

If an intended Purchase Receipt is still in Draft, it will be omitted. Correct the Landed Cost Voucher before submission, or remove the draft and recreate it after all intended receipts have been submitted.

Submit the Landed Cost Voucher to apply the valuation costs to the received stock.

8. Create Arrival Transfers

When the goods are ready to leave the in-transit warehouse, select Create > Arrival Transfers.

NexWave creates draft Material Transfer Stock Entries, grouped by Final Destination Warehouse. Each transfer uses:

• The shipment In-Transit Warehouse as the source

• The item's Final Destination Warehouse as the target

• The item's Loaded Qty as the transfer quantity

Arrival Transfer created from the shipment

Open every generated Stock Entry and confirm the warehouses and quantities. Complete any required batch or serial number details, then submit the transfers.

There must be enough available stock in the in-transit warehouse. The availability check uses the warehouse's overall item balance, so it does not prove that the balance came from this shipment. Before submission, confirm that the intended Purchase Receipts supplied the stock. If the transfer reports insufficient stock, check the receipts, UOM conversions, and other stock movements.

Monitor generated documents

The Generated Documents section lists Purchase Receipts, Purchase Invoices, Landed Cost Vouchers, and Stock Entries created from the shipment.

Generated Documents table

The Connections panel also provides links to the related records. Purchase Orders linked through shipment items show the Purchase Shipment in their own Connections panel.

Purchase Shipment Connections panel

Use these links to confirm that all intended documents have been reviewed and submitted.

Final review

Before treating the shipment as complete, confirm:

• Every loaded item has a submitted Purchase Receipt

• All intended Purchase Receipts were included in the submitted Landed Cost Voucher

• Every valuation charge uses the correct company-currency amount and account

• Supplier charge invoices have been reviewed for dates, tax, currency, and totals

• All Arrival Transfers are submitted to the correct final warehouses

• The in-transit warehouse has no unexplained balance for the shipment

Correct or cancel generated documents

NexWave prevents another document of the same type from being generated while an active Draft or Submitted document exists.

• If a generated document is in Draft, delete it before recreating that document type.

• If a generated document is Submitted, cancel it before recreating that document type. The cancelled record remains visible for audit history.

• Correct downstream documents first. For a full reversal, cancel submitted Arrival Transfers, the Landed Cost Voucher, Purchase Receipts, and then any charge Purchase Invoices whose liabilities must also be reversed.

Cancelling the Purchase Shipment does not automatically cancel its Purchase Receipts, Purchase Invoices, Landed Cost Vouchers, or Stock Entries. Submitted linked documents can prevent shipment cancellation, and draft linked documents can remain afterwards. Review and reverse the related documents in dependency order, then cancel and amend the Purchase Shipment if a corrected version is required.

Troubleshooting

Related documentation

• Create and Send a Purchase Order

• Record Actual Costs on Stock Receipts

• Create a Customs GST Passthrough Purchase Invoice

• Run a Payment Run

• Purchase Return and Debit Note