Manage landed-cost shipments and documents

Open the shipment workspace

Go to Inbound Shipments. This page is for reviewing supplier invoices and landed costs before posting them in the company currency.

1. Open the Landed Cost shipment workspace.
2. Select a shipment from the list, or choose + New Shipment to start one.+ New Shipment
3. If you need the other landed-cost view, open single-batch landed costs from the link on the page.

Create a shipment

Create a draft shipment first. A shipment starts in draft status and can be edited until it is posted, cancelled, or partially cancelled.

1. Choose + New Shipment.+ New Shipment
2. Enter the Shipment ref and Ledger company.
3. Optionally enter Container #, MAWB / MBL, Vessel, ETD, ETA, and Receiving warehouse.
4. Choose Create.Create

Add invoices, lines, and charges

After the shipment exists, add one or more invoices. Use goods invoices for line items, and add charges to any invoice type when you need freight, duty, customs, or 3PL costs.

1. Open the shipment.
2. Choose + Add Invoice.+ Add Invoice
3. Choose the invoice kind, enter the bill number, supplier, supplier currency, exchange rate, AP account if needed, billed total, bill date, and optional invoice file reference.
4. For a goods invoice, choose + Add Line to add item rows.+ Add Line
5. For any invoice, choose + Add Charge to add inventoriable or period expense charges.+ Add Charge
6. Choose Save for each added line or charge.Save

Review header details and invoice defaults

The shipment header is shown at the top of the detail view. You can review the displayed shipment ref, status, ledger company, container, MAWB / MBL, ETA, and receiving warehouse there.

There is no separate header edit/save panel on this page. If you need to correct shipment header data, use the shipment’s editable state before posting, or use Amend (Deep Clone) for a posted shipment that needs a new draft.

For invoice AP selection, the AP account field on the invoice form can be filled directly. If you leave it blank, the system uses the current supplier default AP mapping for that supplier and ledger company, when one exists. If the wrong default AP is being chosen, use your support process to correct the supplier default mapping in the business workspace; this page does not provide a separate mapping editor.

Use the preview before posting

Preview Allocation shows the calculated landed-cost split without posting anything. Use it to verify the company currency, item allocations, warnings, and expected GL impact.

1. Open the shipment with the invoices and charges you want to review.
2. Choose Preview Allocation.Preview Allocation
3. Check the totals, per-item allocations, warnings, and GL Preview.
4. If you see a warning about display rounding, review the affected line amounts and rates before posting.

Understand what the preview means

How the landed-cost preview is calculated

Preview Allocation calculates a snapshot from the shipment’s current goods lines and inventoriable charges. It does not post anything, and it uses the current active ERPNext company currency for display.

• Goods lines from every invoice in the shipment are included in the allocation input.
• Inventoriable charges from every invoice are included in the allocation input.
• Period expense charges are not included in inventory totals.
• For each goods line, the preview uses the entered quantity, supplier rate, line amount, Omaggio flag, fair value rate, weight, and volume.
• The preview also reads the shipment’s invoices so it can show bill totals and a GL preview in the company currency.
• A reconciliation view compares the stock value from the posted receipt against the expected total from goods line amounts plus inventoriable charges.

For each inventoriable charge, an item’s share is the charge amount multiplied by that item’s nonnegative allocation weight, divided by all included weights. Amount uses entered line amount; Qty uses quantity; Weight uses kilograms; Volume uses cubic metres. If the selected weights total zero, the calculation falls back to quantity, then equal shares. Manual allocation uses the entered per-item amounts. Period expenses are excluded. Per-item landed total equals entered book line amount plus allocated inventoriable charges plus its Path A adjustment; valuation rate equals that landed total divided by positive quantity. The displayed supplier rate is not a substitute for the entered line amount.

Post the shipment

Posting sends the shipment to ERPNext and records the result. Use this only after the preview is current and the shipment is ready.

1. Make sure the shipment is still editable and not locked.
2. Choose Preview Allocation again if anything changed.Preview Allocation
3. Confirm that the Path A total is within the allowed tolerance shown on screen.
4. Choose Post to ERPNext.Post to ERPNext
5. If your browser or the system keeps the original request in progress, use the on-screen recovery prompt to continue the same request rather than starting over.

What to expect after posting

When available, the recorded posting receipt shows the shipment status, allocation summary, created ERPNext document names and reconciliation result. If the receipt is unavailable, posting status alone cannot verify the allocation totals or reconciliation.

For receipts that record the current stock valuation basis, reconciliation uses the receipt’s landed stock value in Company currency. If the receipt says its valuation method was not recorded, verify reconciliation before relying on the variance. This saved result does not recheck later changes in the connected ledger.

Cancel a posted shipment

Cancellation cancels the original related ledger documents in sequence; it does not erase the shipment’s history. Review the current workspace, Company and document identities before confirming.

1. Open the posted or partially cancelled shipment.
2. Choose Cancel + Cascade. If the button instead says Review legacy cancellation, choose that to load the exact documents from the current Company connection; the review alone starts no cancellation.CancelCancel + CascadeReview legacy cancellation
3. Check the connection, Company, document names, suppliers, dates, totals and currencies. If any identity or value is unclear, stop and ask support to review it.
4. After the review, choose Confirm reviewed cancellation and confirm the prompt. For a cancellation already in progress, use Resume original cancellation to continue its recorded request.Confirm reviewed cancellationResume original cancellation
5. Review the cancel log and status. Cancelled means the cascade completed; cancelled_partial requires reviewing what remains before continuing.

Amend a shipment

Amend creates a deep clone of the shipment, invoices, lines, and charges in a new draft. Use it when a posted shipment needs a corrected version rather than a simple edit.

1. Open the posted shipment you want to correct.
2. Choose Amend (Deep Clone).Amend (Deep Clone)
3. Review the new draft shipment that opens.
4. Make your corrections in the new draft.
5. Post the amended shipment when it is ready.

When edits are blocked

• Cancelled and partially cancelled shipments are locked in this page and do not offer Amend.
• Draft shipments can be edited and deleted before posting.
• If a shipment is already posted, use Amend (Deep Clone) for a corrected copy instead of editing the posted record directly.
• If the ledger connection changed or is no longer active, preview and posting can fail until the connection is reviewed.

Troubleshooting and recovery

If post or cancel does not finish cleanly, keep the original request reference shown on screen and use the recovery prompt on the shipment page. Do not start a new shipment just to retry an uncertain financial write.

• If Preview Allocation is missing or out of date, refresh the shipment detail view and run Preview Allocation again.
• If posting says the shipment is not editable or cannot be posted, check the shipment status shown on the header.
• If a post result is uncertain, use the on-screen recovery action for the same request instead of creating a new one.
• If a cancellation review is required, review the listed documents first and confirm the exact shipment cancellation shown on screen.
• If the supplier default AP account looks wrong, correct the default mapping through your business support process; this page only lets you choose the invoice AP account directly.

Continue the original posting or cancellation

1. Keep the same shipment open. In Original shipment request, choose Check recorded outcome before another posting attempt.Check recorded outcome
2. If posting remains unconfirmed and the app offers it, choose Resume original posting or Retry original request. These continue the retained original request; do not create a replacement shipment or reset its reference.Resume original postingRetry original request
3. For an unconfirmed cancellation, choose Check cancellation outcome, then Resume original cancellation when available.Check cancellation outcomeResume original cancellation
4. If recovery is disabled, the original connection changed, or the app requires review, keep the request reference and contact support. Do not edit locked shipment inputs or switch connections to force the request through.

Recovery preserves the original posting inputs and already-created document identities. A still-pending valuation task or an unknown response is not a completed reconciliation; use the recorded outcome and valuation log to see what is confirmed.