Tracking and shipping information for a despatch

Find this screen

Open: Sales Orders > Processing > Goods Despatched and Received > Amend Tracking Information

How to

Amend tracking and shipping information

To record tracking information when you despatch order items, or amend the tracking information, you must first enable Record tracking on despatch in Invoice and Order Settings - Printing and Tracking. See Invoice and sales order settings and defaults.

To add or amend tracking and shipping information for a despatch:

Open: Sales Orders > Processing > Goods Despatched and Received > Amend Tracking Information

Use the options to view the despatches that you're interested in, and then select Display to show a list of items.
- Select Single order to choose an individual order by its number.
  
  Tip: To see a detailed list of your orders, select Find.
- Select Single despatch note to choose an individual despatch by its number.
- Select Single customer to show all despatches for a customer.
Note: You can only amend tracking information for orders with a Live or On hold status. You can't amend tracking information for orders with a Completed or Cancelled status.
Select the despatch then select Amend.
Enter the information that's relevant for this despatch:
- Courier: The courier who will deliver the items.
  
  To set up couriers, see Couriers for sales orders.
- Consignment no: The consignment number for the despatch.
- Tracking URL: This is a generated link to track the shipment on the courier's website.
  
  Note: A tracking link will only be displayed if you have set up the Tracking URL for the courier, and have entered the consignment number.
- Incoterm: The Incoterm for the despatch.
  
  Incoterms are rules issued by the International Chamber of Commerce (ICC) that can be used for the international sale of goods. If you produce a commercial invoice when you export goods, you will need to enter the Incoterms on the invoice.
  
  To set up Incoterms, see Incoterms for sales orders.
- Reason for export: The reason for export for the despatch.
  
  If you produce a commercial invoice when you export goods, you will need to enter a reason for export on the invoice. For example, the reason for export might be a sale, a gift, or an item for repair.
  
  To set up reasons for export, see Reasons for export for sales orders.
- Weight: The shipment weight in kg. Your courier might require you to enter this as the net weight (excluding packaging) or the gross weight (including packaging).
- Pieces / No of pieces: The number of packages in the shipment.
- Notes: Any additional information about the despatch. These notes are for your internal use, and they are not included on despatch notes.
Select Save to record the tracking information for the despatch.

View tracking and shipping information for an order

You can view tracking information for all the despatches for an order, including orders with a Completed status.

View the sales order.

To do this, either:
- Open Sales Orders > Enquiries > View Sales Order, then select the order to view.
- Open Sales Orders > Sales Order List, then select the order and select View.
Select Despatches to view the details of all despatches for the order.

Note: You can select the consignment number to follow a tracking link. A tracking link will only be displayed if you have set up the Tracking URL for the courier, and have entered the consignment number.

Useful info

About tracking and shipping information

When you despatch an order, you will be prompted to add tracking and shipping information. For example, you can enter the courier, consignment number, Incoterm, reason for export, weight, number of pieces, and any notes for the shipment.

You can skip this step if there is no tracking information to add, or you are not ready to enter it during despatch.
If you want to add or amend tracking and shipping information after you have despatched the order item, use Amend Tracking Information.

About couriers

Set up couriers if you want to include tracking information when you despatch a sales order.

You can specify the courier name and consignment number when you despatch a sales order, and also use this information to create a tracking link to the courier's website.

Note: To record courier details with a despatch, you must first enable Record tracking on despatch in Invoice and Order Settings - Printing and Tracking.

See Couriers for sales orders.

About Incoterms

Incoterms are rules issued by the International Chamber of Commerce (ICC) that can be used for the international sale of goods. They define the responsibilities of sellers and buyers; for example, who's responsible for paying for shipment, insurance and other activities.

If you produce a commercial invoice when you export goods, you will need to enter the Incoterm rule on the invoice.

You can record the Incoterms when you despatch sales orders in Sage 200. Then you can refer back to this information when you produce your commercial invoice.

Note: To record Incoterms with a despatch, you must first enable Record tracking on despatch in Invoice and Order Settings - Printing and Tracking.

Some of the most common Incoterms are already included, but you can add your own.

CFR - Cost and Freight [2010/2020]
CIF - Cost, Insurance and Freight [2010/2020]
CIP - Carriage and Insurance Paid to [2010/2020]
CPT - Carriage Paid to [2010/2020]
DAP - Delivered at Place [2010/2020]
DAT - Delivered at Terminal [2010]
DDP - Delivered Duty Paid [2010/2020]
DPU - Delivered at Place Unloaded [2020]
EXW - Ex Works [2010/2020]
FAS - Free Alongside Ship [2010/2020]
FCA - Free Carrier [2010/2020]
FOB - Free On Board [2010/2020]

The 2010 and 2020 in each option indicates the version of the Incoterm rules that you've agreed. The ICC recommends using Incoterms 2020, but parties can agree to use other versions. See ICC: Incoterms 2020 Introduction (opens in a new tab).

Tip: For help with producing commercial invoices, see article Sage 200 - Commercial invoices (opens in a new tab).

See Incoterms for sales orders.

About reasons for export

If you produce a commercial invoice when you export goods, you will need to enter a reason for export on the invoice. For example, the reason for export might be a sale, a gift, or an item for repair.

You can record this reason for export when you despatch sales orders in Sage 200. Then you can refer back to this information when you produce your commercial invoice.

Note: To record reasons for export with a despatch, you must first enable Record tracking on despatch in Invoice and Order Settings - Printing and Tracking.

Some default reasons for export are already included for Gift, Return, Sale, and Sample, but you can add your own reasons for export.

Tip: For help with producing commercial invoices, see article Sage 200 - Commercial invoices (opens in a new tab).

See Reasons for export for sales orders.