# 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

| Situation | Recommended workflow |
|-----------|----------------------|
| A simple local delivery that can be received directly into its final warehouse | Create a Purchase Receipt from the Purchase Order |
| A consignment that must be received into an in-transit warehouse before final delivery | Use a Purchase Shipment |
| Freight, duty, insurance, or other charges must be allocated to the received stock | Use a Purchase Shipment and create a Landed Cost Voucher |
| Several suppliers or Purchase Orders share one container or consignment | Use one Purchase Shipment and pull all compatible Purchase Orders into it |

## 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

| Step | Action | Result |
|------|--------|--------|
| 1    | Create the Purchase Shipment | Shipment and logistics details are recorded |
| 2    | Pull items from Purchase Orders | Pending quantities are added to the shipment plan |
| 3    | Confirm loaded quantities and destinations | The physical consignment is matched to the plan |
| 4    | Submit the Purchase Shipment | The shipment changes from Draft to Planned |
| 5    | Create and submit Purchase Receipts | Stock is received into the in-transit warehouse |
| 6    | Record charges and create Purchase Invoices if required | Shipment-level costs are recorded |
| 7    | Create and submit a Landed Cost Voucher | Valuation charges are allocated to received stock |
| 8    | Create and submit Arrival Transfers | Stock moves to its final warehouses |

## 1. Create the Purchase Shipment

Open the Purchase Shipment list and select **Add Purchase Shipment**.

Complete these required fields:

| Field | What to enter |
|-------|---------------|
| **Company** | The company receiving the stock |
| **In-Transit Warehouse** | The warehouse where the Purchase Receipts will place the stock |

Add the available consignment details:

| Field | What to enter |
|-------|---------------|
| **Shipment/Container ID** | The container or consignment reference |
| **BL/AWB Number** | The bill of lading or air waybill reference |
| **Mode** | Ocean, Air, Courier, or Road |
| **Project** | The project used for reporting, if applicable |
| **Carrier** | The shipping line, airline, or carrier |
| **Forwarder** | The freight forwarder, recorded as a Supplier |
| **Vessel/Voyage** | The vessel and voyage reference |
| **Incoterm** | The agreed delivery terms |
| **POL (Port of Loading)** | The origin port |
| **POD (Port of Discharge)** | The destination port |
| **ETD** and **ETA** | The estimated departure and arrival dates |
| **ATD** and **ATA** | The actual departure and arrival dates, when known |
| **Tracking URL** | A link to the carrier's tracking page |

 ![Purchase Shipment logistics details](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8wYmUyODg4Yi1iYThjLTQxZDEtODY4NC1iYjAzNWZjMTQ1MTEvaW1hZ2UucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjA5MDAsImV4cCI6MTc5MjcwNzMwMH0.6UjWYeoXrmYExSjGvfPE3SSPibwNCF9ZFfJT2MUtces)

## 2. Pull items from Purchase Orders

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

 ![Pull Items from Purchase Orders button](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9hMzhhMGU0OC1jOTBlLTQ1NWItYjhmZC1mZWVmOGQzMmU0NjYvaW1hZ2UucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjA5MDAsImV4cCI6MTc5MjcwNzMwMH0.G0ktz45DrikXy2T2SvYtLLDv8sN9n4cI14GZwXrdszs)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9mYzYyYWVmNy00MTY2LTQwYTEtOTQ1Zi03OGZmMmIzODJkOWYvaW1hZ2UucG5nIiwidHlwZSI6ImF0dGFjaG1lbnQiLCJpYXQiOjE3OTI2MjA5MDAsImV4cCI6MTc5MjcwNzMwMH0.giV7e735k5oFNfxI8s9b42WsmnCzjyJq35o93Cd1klo)

Review these quantities on every item:

| Field | Meaning |
|-------|---------|
| **Ordered Qty** | The quantity ordered on the Purchase Order |
| **Previously Planned Qty** | The quantity already planned on other active Purchase Shipments |
| **Pending to Plan** | The quantity still available to plan |
| **Planned Qty** | The quantity intended for this shipment |
| **Loaded Qty** | The quantity confirmed as physically loaded |

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9jM2EzOWQ0MC0wZjJlLTRlYTktODViMC1hMGEzOWZjZDQyMjIvU2NyZWVuc2hvdCAyMDI2LTAzLTA0IGF0IDA0LjU5LjQ3LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.EWwvR48JNOqsht8nhxALqIx3HCgqXDR7CIeeUv3EUaA)

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.

| Field | What to enter |
|-------|---------------|
| **Description** | A clear name for the charge |
| **Amount** | The charge expressed in the company's currency |
| **Expense Account** | The account for the charge |
| **Supplier** | The supplier that billed the charge |
| **Add to Valuation** | Select this when the cost should increase inventory valuation |

 ![Shipment charges](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC82YzUwNTRmYy1kOWM0LTRmYTItYTMwZC1kMGZkODVjYmY4OTAvU2NyZWVuc2hvdCAyMDI2LTAzLTA0IGF0IDA1LjAyLjU5LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.GNW_w7OajNx2jxMrmP420fqwGpW4dqT8W7WT4evxwWs)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC85MjYzODgxYy0yZTVjLTQwYjEtODU1NC0wOTUwYjY4MjIwOTYvU2NyZWVuc2hvdCAyMDI2LTAzLTA2IGF0IDIxLjI1LjU2LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.v2HtmNzCsTOGuH4VuXWZPtcf3nn1wFUQD-5w6AHn7tE)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9jOTI2NmJjMy0yZWJmLTQxZmMtODljNS02ZDZlMjdmMGQ4YjkvU2NyZWVuc2hvdCAyMDI2LTAzLTA0IGF0IDA1LjE3LjQ5LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.kxhKsC74En432kSsaj87h6vWJGwmQlmIHUaHm6AJxxI)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9hNzEwODM5MS0zNDQ0LTRlZDItYjhhOC1jMmQ5M2ZhYzIwY2UvU2NyZWVuc2hvdCAyMDI2LTAzLTA2IGF0IDIxLjI2LjU3LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9._QLRw0vmQGnVcMkBYXBrm3xioaCL2jOBrRrJEFcy7DA)

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](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC82M2JiZGZhZC1iY2ZiLTQ2MWItYTVlZC1lNmVjNTMzNzlkN2QvU2NyZWVuc2hvdCAyMDI2LTAzLTA2IGF0IDIxLjI3LjI2LnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.vp4B6RG4qRj6AXwyFOWIWbVFQUp0UShp0Ggb9feF_uw)

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

| Problem | What to check |
|---------|---------------|
| A Purchase Order is not available in the pull dialog | Confirm it is submitted, belongs to the same **Company**, meets the **Required By** cut-off, has stock still to receive, and is not already on the shipment |
| No items were pulled | The quantity may already be received or planned on another active Purchase Shipment |
| **Planned Qty** is rejected | It must not exceed **Pending to Plan** |
| **Loaded Qty** is rejected | It must not exceed **Planned Qty** or the current pending Purchase Order quantity |
| Purchase Receipts cannot be created | Confirm the shipment is submitted, every included row has a positive **Loaded Qty**, and foreign Purchase Orders have a positive **Exchange Rate** |
| One supplier produced several Purchase Receipts | The Purchase Orders use different **Currency** or **Exchange Rate** values |
| A receipt has the wrong currency or rate | Correct the source Purchase Order context before recreating the draft receipt |
| A charge Purchase Invoice has an unexpected currency | Generated charge invoices use the company's currency; create foreign-currency invoices separately |
| A Purchase Receipt is missing from the Landed Cost Voucher | Submit the receipt, then correct or recreate the draft Landed Cost Voucher |
| Arrival Transfers report insufficient stock | Submit the related Purchase Receipts and check current stock in the **In-Transit Warehouse** |
| A Create action is unavailable or reports an existing document | Open **Generated Documents**, then delete the active draft or cancel the submitted document before recreating it |
| Shipment changes did not update a generated document | Generated documents are not synchronised after creation; correct or recreate the affected draft |
| **Status** remains Planned | This field does not automatically progress after submission; review logistics dates and generated document statuses |
| Shipment cancellation is blocked | Reverse submitted linked documents in dependency order before cancelling the shipment |

## Related documentation

* [Create and Send a Purchase Order](/doc/df2cc561-00a4-4e9f-aa83-b9d803e57a81)
* [Record Actual Costs on Stock Receipts](/doc/49014426-1d88-4311-ae61-28d61b73a738)
* [Create a Customs GST Passthrough Purchase Invoice](/doc/a8447f4a-1156-4e9f-b596-2b36c3ffa846)
* [Run a Payment Run](/doc/bee2e6f7-dd47-49b2-a31c-84eac2c418d6)
* [Purchase Return and Debit Note](/doc/dd2401e3-06bb-4481-a1bd-347db341885d)