Managing Shipments Manually in Luminous
Summary
Luminous now provides a Manual Shipment Management feature that allows you to create, view, edit, and delete shipments manually for any fulfillment order. This new functionality gives you full control over shipment records that are manually created — independent of the automatic OMS (Order Management System) shipments. With this feature, you can:
- Create shipments linked to sales orders or fulfillment orders
- Edit shipment details like ship date, carrier, tracking number, SSCC, cost, and status
- Manage shipment line items with quantity validations against available inventory
- View shipment details including shipping info, weight, dimensions, and source
- Delete manual shipments with confirmation and integrity checks
> Note: Editing and deletion of OMS-generated shipments remain disabled to preserve automated integrity.
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How to Use Manual Shipment Management
Accessing Manual Shipments
Manual shipment functionality is integrated into various parts of Luminous, notably:
- The Fulfillment Orders Grid and related shipment tables
- The Shipments grid/table within Sales Orders
- Shipment form modals accessible via action menus
Creating a New Manual Shipment
1. Navigate to a Sales Order or Fulfillment Order where you want to create a shipment.
2. Use the action menu and select "Create Shipment", which opens the manual shipment modal.
3. In the shipment modal:
- Fulfillment Order ID (optional) and Warehouse Group are pre-filled and non-editable based on your selection.
- Enter editable details:
- Ship Date (required)
- Carrier Code
- Tracking Number
- SSCC (Serial Shipping Container Code for EDI GS1)
- Cost
- Status (select between PENDING or SHIPPED)
- Under Weight & Dimensions, specify:
- Weight value and unit (e.g., pounds, ounces)
- Package dimensions (Length x Width x Height) and unit (e.g., inches, centimeters)
- Under Line Items, select which items to include in this shipment using checkboxes.
- The item SKU and name are shown as read-only.
- Available quantity is displayed (non-editable).
- Enter the Quantity to ship — the system validates that quantity does not exceed availability.
- Partial shipment quantities are shown in "X / Y" format (quantity shipped vs remaining).
4. Ensure at least one item is included for shipment.
5. Click Save to create the shipment manually.
Editing an Existing Manual Shipment
1. In the shipments table, click on the "Update Shipment" action for a manual shipment.
- Note: OMS shipments are read-only and cannot be edited.
2. The modal will open with all existing shipment details populated.
- Editable fields include all shipping information, line item quantities (within allowed limits), weight, and dimensions.
- If status is set to SHIPPED, item quantity fields become disabled.
3. Make necessary changes and click Save to update.
Viewing Shipment Details
- Use the "View Shipment" option from the shipment's action menu.
- A detailed modal displays:
- Shipment identifiers (Fulfillment Order ID, Shipment ID)
- Warehouse Group
- Carrier, tracking number, SSCC
- Ship Date, cost, and status
- Weight and package dimensions with units
- Line items with SKU, item name, and quantities shipped
- Shipment source indicator (Manual or OMS)
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Deleting a Manual Shipment
1. Select "Delete Shipment" from the shipment action menu.
2. Confirm deletion in the dialog prompt.
3. Restrictions before deletion:
- Only manual shipments can be deleted.
- Shipments with status SHIPPED cannot be deleted.
4. On confirmed deletion, shipment records are removed.
- Note: Currently, stock is not reverted nor fulfillment order status automatically updated; these may be handled in future releases.
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Feature Behavior & Edge Cases
- Shipment Source:
- Manual shipments: Created or updated through this interface; show a visual indicator.
- OMS shipments: Imported and managed automatically; they are read-only within this UI.
- Editable Fields:
- Fulfillment Order ID and Warehouse Group are non-editable and reflect the source order.
- Shipping fields (Carrier, Tracking Number, SSCC, Cost, Ship Date, Status) are editable only for manual shipments.
- Line items’ SKU and Name are fixed; only the Quantity to ship is editable for manual shipments, validated against availability.
- Quantity Validation:
- Shipment item quantities cannot exceed available stock or remaining quantities.
- The UI shows validation warnings if you try to ship more than available.
- Statuses:
- Only PENDING and SHIPPED statuses are available.
- Status governs whether line items’ quantities can be edited. SHIPPED disables quantity editing.
- Deletion Rules:
- Cannot delete shipments generated by OMS or shipments marked as SHIPPED.
- Inventory Impact:
- This manual CRUD currently does not revert stock or update fulfillment statuses upon deletion or updating shipments. Its purpose is to keep shipment data and OMS integrity consistent.
- UI/UX:
- The UI provides clear source indications and different action availability per shipment type.
- Errors and validations are surfaced with tooltips and toast/snackbar messages.
- Shipment ID Uniqueness:
- Luminous automatically generates and checks unique shipment IDs starting with LUM-[OrderID] pattern and appends number suffix if necessary.
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Use Case Examples
Example 1: Creating a Shipment for a Sales Order
- You have a customer order that you want to fulfill partially or manually.
- Navigate to the Sales Order and open the Create Shipment modal.
- Select the items being shipped, input carrier and tracking details, set shipment cost, and mark status as PENDING.
- Save shipment for tracking and record-keeping in Luminous.
Example 2: Editing a Pending Manual Shipment
- After creating a manual shipment, you realize the ship date or tracking number needs updating.
- Find the shipment in the Shipments grid and choose Update Shipment.
- Change the details and save the shipment.
- If the shipment was marked as SHIPPED, quantity edits will be disabled but other editable fields remain modifiable.
Example 3: Deleting a Pending Manual Shipment
- A manual shipment was created but the shipment was canceled.
- From the shipment's action menu, select Delete Shipment.
- Confirm deletion; the shipment record is deleted and no longer appears in the shipments list.
- Note: Inventory levels or fulfillment statuses remain unchanged.
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Helpful Tips for End Users
- When creating shipments manually, always ensure you do not exceed the available quantity for each item.
- Manual shipment statuses allow you to track pending shipments separately from those already shipped.
- The SSCC field is especially important if you use EDI or GS1 label integrations.
- OMS shipments cannot be edited or deleted to preserve data consistency with integrated systems.
- Use the View Shipment feature to verify shipment details without risking accidental edits.
- The shipment form modal provides dynamic validation and helpful tooltips—pay attention to these for smooth operation.
- If you manage multiple warehouse groups, the shipment is tied to the group of the originating order or fulfillment order and this cannot be changed in the manual shipment.
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Summary
This manual CRUD interface for shipments enhances Luminous by providing you full control over shipment records related to your fulfillment and sales orders. It improves your ability to track shipments independently of OMS events, correct shipment details when needed, and remove manual shipments while protecting OMS shipment data integrity. Use this feature to keep your shipping operations and inventory records precise and up to date.
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For more detailed instructions or troubleshooting, refer to the related knowledge base articles:
- Managing Fulfillment Orders and Shipments in Luminous
- Understanding OMS Shipments vs Manual Shipments
- Inventory Quantity Management and Shipment Impact in Luminous
If you have questions or need assistance, please contact Luminous Support.