Product: QuickBooks Online
Article Link: http://help.truecommerce.com/en/articles/9431390-quickbooks-online-warehouse-process-overview
A Warehouse Order Process is an extension of the Sales Order Process in which rather than fulfilling and shipping your items to your Trading Partner directly, you have a Warehouse/Third-Party Logistics (3PL) company do it on your behalf and provide you with the shipping information in return.
Transaction/Document Summary
EDI Transaction | Description |
Inbound Purchase Order (850) | Originating Order received by Trading Partner - creates an Estimate within QuickBooks Online |
Outbound Warehouse Shipping Order (940) | Carbon Copy of the Purchase Order to be sent to your Warehouse/3PL for fulfillment - created by importing the Estimate from QuickBooks Online |
Inbound Warehouse Shipping Advice (945) | Shipping Information received from your Warehouse/3PL containing Item Quantities shipped, as well as Tracking #s - Updates Estimate and Creates Invoices within QuickBooks Online |
Outbound Invoice (810) | Invoice to be paid for items shipped/fulfilled sent back to your originating Trading Partner - created by importing the Invoices generated by the 945 |
The Warehouse Order Process usually follows the below flow
Purchase Order (850) → Estimate → Warehouse Shipping Order (940) → Warehouse Shipping Advice (945) → Invoice/Invoice (810)
Purchase Order (850)
An inbound Purchase Order (850) is the originating order that will be received by your Trading Partner requesting to purchase goods and services. Each Purchase Order received will show up within Transaction Manager's inbox.
Upon Exporting of these orders they will create Estimates within QuickBooks Online which will represent the pending order. From there the Purchase Order will be moved from the Inbox to the Received folder for record.
Note: In order to generate the Warehouse Shipping Order (940) to be sent to your Trading Partner - Transaction Manager must create Estimates within QuickBooks.
Estimate
An Estimate within QuickBooks Online represents a pending Purchase Order from your Trading Partner and will be used to generate the Warehouse Shipping Order (940) for your Warehouse/Third-Party Logistics (3PL) company
Learn How to Create an Estimate Here
Warehouse Shipping Order (940)
The Warehouse Shipping Order (940) is a copy of your Purchase Order to be sent to your Warehouse/Third-Party Logistics (3PL) company requesting that they fulfill and ship the Trading Partner's Purchase Order on your behalf.
Your Warehouse Shipping Order (940) is generated to be sent to your Warehouse/3PL by importing the Estimate from your original Trading Partner within QuickBooks Online.
Learn how to Import a Warehouse Shipping Order
Warehouse Shipping Advice (945)
The Warehouse Shipping Advice (945) is the transaction that your Warehouse/Third-Party Logistics (3PL) company returns to you after fulfilling your Warehouse Shipping Order.
This transaction contains all the information regarding how your Warehouse/3PL fulfilled your order. Including which items were shipped, the quantity fulfilled, the shipment structure, and any tracking numbers associated with it.
Learn how to Export a Warehouse Shipping Advice
Estimate
Upon exporting of the Warehouse Shipping Advice (945) Transaction Manager will locate the corresponding Estimate within QuickBooks Online and update item information marking the quantities Invoiced/Shipped automatically.
Invoices
In addition - the Warehouse Shipping Advice (945) will generate Invoices within QuickBooks Online for any items located on it.
If the Estimate is not fully Shipped/Invoiced - Transaction Manager will create a partial-fulfilled status. Allowing an additional Warehouse Shipping Advice (945) to fulfill the remaining quantities.
A unique Invoice will be created for each Warehouse Shipping Advice (945) across a single Estimate
Invoice (810)
Each Invoice that is created within QuickBooks Online can then be imported into Transaction Manager in order to generate your Invoice (810) to be sent back to the originating Trading Partner to bill them for items shipped.
Learn how to Import Invoices
Additional Resources
rev 6/6/2024