Orders Shipped Externally Or Collected

Use this process when the client ships the order themselves, or when the customer collects the order from the warehouse.

Goal: deduct stock, clear reservations, and make sure the customer is not charged shipping in Monthly Operations when ParcelPilot did not book the carrier shipment.

When to use this

• External shipping: the client created the label or shipment outside ParcelPilot
• Warehouse pickup: the customer collects the order from the warehouse

Important notes

• Do not rely on changing status to Despatched to reduce stock.
• This process uses the system's inventory deduction logic to reduce on-hand stock and clear reservation.
• For serialised items, allocate or pick the required serials first if deduction fails.
• Shipments created by this process are marked as external, so they are excluded from shipping charges in Monthly Operations billing.

Recommended process

1. Go to Orders.
2. Find the order or orders you need to complete.
3. Select one or more orders using the checkboxes.
4. Open Bulk actions and choose:
   • Mark as shipped (external), or
   • Mark as collected (external)
5. Set the options:
   • Create a Shipment record: recommended on
   • Tracking number: available for shipped external when exactly one order is selected
   • Collection reference: available for collected external when exactly one order is selected
   • Set order status to Despatched: recommended on
6. Confirm the action.

What happens next

• inventory is deducted
• reservation is cleared
• an external shipment record can be created for reporting without billing shipping

Single-order alternative

If you are processing just one order, open the order and use Deduct Inventory.

Troubleshooting

• Already deducted: stock was already reduced, so nothing else is needed
• Insufficient on-hand: investigate before retrying
• Serial allocation errors: allocate or pick the missing serials, then run the action again