Product: QuickBooks Online

Article Link: http://help.truecommerce.com/en/articles/9424955-quickbooks-online-exporting-a-warehouse-shipping-advice

A Warehouse Shipping Advice (945) is a transaction sent from your Warehouse or Third-Party Logistics (3PL) company in response to you sending them a Warehouse Shipping Order (940) informing you of the Shipping Information regarding any goods they shipped on your behalf.

When exported from Transaction Manager this EDI Transaction will update your Estimate and create an Invoice within QuickBooks Online so that you may generate an Invoice (810) to be sent back to the original Trading Partner.

Once a Warehouse Shipping Advice is received from your Warehouse Partner it will show up within the Inbox inside of Transactions section of Transaction Manager.

You can select the transaction within this section and use the Export button to initiate the exporting of the selected transactions which will update the Sales Order Entry and create the Invoice/Shipping information automatically.

Navigate: Transactions → Inbox

Select: Transactions to Export

Select: Export

Any successfully exported Warehouse Shipping Advice will create an Invoice within QuickBooks Online. You can find the Invoice # created from that Warehouse Shipping Advice under the Integration Activity

Navigate: System Activity → Integration Activity

View: Document #

Whenever a Warehouse Shipping Advice (945) is exported from your Inbox within Transaction Manager it will need to first match against an existing open Estimate within QuickBooks Online in order to pull the order information, update the Estimate, and generate the Invoice.

The received Warehouse Shipping Advice will need to provide the original Estimate # from QuickBooks Online - this is often held within the Depositor Order # field of your Warehouse shipping Advice.

The original Customer Name within QuickBooks Online associated with the original Trading Partner who sent your Purchase Order (850) should also be present - this is often stored in a field on your Warehouse Shipping Advice (945) marked as Customer Name

Each item on the Warehouse Shipping Advice will also need to be properly matched against in order to properly update the Estimate's Shipped/Invoiced quantities.

Each Item on the Warehouse Shipping Advice will need to have the QuickBooks Online item code represented on it, or translated from it in order to match against your Estimate.

Since Transaction Manager supports multiple-lines within QuickBooks that contain the same Item Code you will need to ensure that the Line # (if provided) matches the Line # within your Estimate as this is used to ensure the proper quantity is updated for the proper item across same items.

rev 6/5/2024