Product: Intuit QuickBooks

Article Link: http://help.truecommerce.com/en/articles/6884342-quickbooks-warehouse-shipping-advice-945

A Warehouse Shipping Advice (945) is a transaction provided by your Warehouse or 3rd Party Logistics (3PL) that contains all the information of how they packed the items sent to them via the Warehouse Shipping Order (940).

In essence - the Warehouse Shipping Advice can act as a temporary Advance Ship Notice (856) that can then be exported out to Quickbooks from the Transaction Manager inbox to update the Sales Order (850) and to create an Invoice (810) within QuickBooks automatically.

In order for your Warehouse Shipping Advice to properly update your Sales Order - it'll need a few key pieces of information in order to search for, and match against within QuickBooks.

The first thing the system will nee to do, is match your Sales Order Number against the one on the incoming Warehouse Shipping Advice. This is often called the Depositor Order # within the Warehouse Shipping Advice.

Since your Warehouse Shipping Advice is coming from your Warehouse/3PL and not the originating Trading Partner - the system will also need a reference on the incoming Warehouse Shipping Advice to know who the original QuickBooks customer was.

This is often referred to within a Customer, Client #, or Job field within the Warehouse Shipping Advice and must be returned by your Warehouse/3PL.

Once the Sales Order # and Customer/Job has been properly identified - the system will need to know which Items are to be updated, and with which quantity. A reference to your QuickBooks Item # will need to be provided as a way to properly sync the items and their quantities.

Note: If you need to translate the Item # being provided by your Warehouse or 3PL - this can be done. But it'll need to be translated within the Trading Partner configuration of your Warehouse/3PL, not your original partner since the Warehouse Shipping Advice is being returned by your Warehouse/3PL and not the original partner.

There are two types of Warehouse Shipping Advice (945) - a Detailed and a Summary.

A Detailed shipping advice includes complete pack information, such as how many Pallets, and Cartons/Packs your items were packed into, and in what order they were done. While a Summary shipping advice simply provides how many items were shipped, and at which quantity leaving out all packing information out of the shipping advice.

Since QuickBooks does not have support for generating Advance Shipping Notices (856) there is no ability to pass a Detailed shipping advice out to QuickBooks without converting it into a Summary.

The best solution is to ask your Warehouse/3PL to send you a Summary Warehouse Shipping Advice rather than a detailed. However if your Warehouse/3PL is unable to do this. TrueCommerce may utilize what is known as a network Worker Model to capture the item data and place it inside an Item Summaries tab within your Transaction of the Warehouse Shipping Advice upon receipt.

This Item Summaries is what is used to export the data out to QuickBooks - so be sure to check this tab rather than the regular Items tab if you're receiving a Detailed shipping advice.

If your Sales Order contains Non-Inventory items such as an Allowance or a Charge, your Warehouse Shipping Advice will need to provide this back to QuickBooks in order for your Sales Order to be fully closed automatically

If your Warehouse/3PL is unable to process non-inventory items and return them back to your on the Warehouse Shipping Advice then you have two alternatives

Integration Logic

TrueCommerce can perform what is known as a Line Add which creates an Item Line that does not exist on your incoming Transaction to produce these non-inventory items to be sent to QuickBooks to fulfill them.

However, TrueCommerce is unable to gather information from QuickBooks to do this - so it is a static setup and you'll need to provide a logical way for the system determine when to send this, and when not to. Since Warehouses/3PLs are typically used for multiple customers we will need a trigger located on the Warehouse Shipping Advice to push out the Line Add.

Manually

If you or your Warehouse/3PL is unable to provide TrueCommerce with a way of identifying when to generate this non-inventory item through the integration layer. You will need to close/invoice your non-inventory items manually.

rev 1/11/2023