Add Shipping Fees to Document

This page explains how shipping fees are applied to sales documents in the system, depending on the configuration of the Customer Shipping Fee setup. This process is fully mirrored on the purchase side when setting up Vendor Shipping Fee.

Shipping fee assignment process on sales document

graph TD A[Start:
Create Sales Document] --> Z[User fills in document header
Customer, Shipping Conditions] Z --> B{Is there a
matching Customer
Shipping Fee?} B -->|No| C[No fee applied] B -->|Yes| D{Insertion Mode} D -->|Manual| E[1.User manually adds fee line
via 'Assign Shipping Fee' action] D -->|Automatic| F[2. System inserts fee line
on document release] D -->|Always Ask| G[3. System prompts user
before inserting fee line] E --> H[Fee line added to document] F --> H G -->|User confirms| H G -->|User declines| C H --> I[Document continues with fee applied] C --> I I --> J[End]
Figure 1: Assignment Workflow

Assignment Modes

Manual Assignment

  • Shipping fees are not applied automatically.
  • Users must click Assign Shipping Fee to open the Customer Shipping Fee page.
  • The page is filtered by:
    • Customer No.
    • Ship-to Address
    • Posting Date (within Starting and Ending Date)
    • Currency Code
    • Shipping Agent Code
    • Shipping Agent Service Code
  • Users must select the applicable Shipping Fee to apply.
  • If no matching fee is found, users can create a new one.

Always Ask

  • On document release, the system checks for applicable shipping fees.
  • If found, a confirmation prompt appears.
  • Upon confirmation, the Customer Shipping Fee page opens with relevant filters.
  • If no matching fees exist, no prompt is shown.

Automatic Assignment

  • The system automatically inserts a shipping fee if:
    • All criteria match (Customer No., Ship-to Address, Currency, Date, Shipping Agent & Service Code).
    • Only one applicable fee is found.
  • If multiple applicable fees exist, the system prompts the user to choose.
  • If Free Carriage is reached, a message pops up. This message appears automatically when releasing the document if there’s only one applicable Shipping Fee. If there’s more than one, and Free Carriage is applicable, it will appear when the user selects the corresponding Shipping Fee.
  • If no match is found, no fee is applied and no message is shown.

Business Rules

  • Quantity: Always set to 1, regardless of type (Item, Item Charge, or G/L Account).

  • Only one Customer Shipping Fee Code can be added to a sales document. The assigned Shipping Fee Code can be identified in the shipping fee code colum on the order lines.

  • Free Carriage:

    • If the total sales amount qualifies for Free Carriage, no fee is applied.
    • If some lines qualify and others don’t, only non-eligible lines are charged.

  • Multiple Lines in a Fee Code:

    • All lines are inserted.
    • If multiple lines share the same Type and No. but differ in Calculation Basis, the cheapest is applied.
    • Minimum Quantity is evaluated across all sales lines (e.g., total weight or volume).

  • Reassignment:

    • If a different Shipping Fee Code is selected after one has already been applied, a confirmation prompt appears.

Free Carriage calculation

Imagine a sales document with the following lines:

Line No. Item No. Quantity Unit Price Line Amount
10000 A 10 €10.00 €100.00
20000 B 5 €20.00 €100.00
30000 C 2 €50.00 €100.00
  • Total Sales Amount: €300.00

Now, suppose the Free Carriage Threshold is set at €250.00.

  • Since the total sales amount exceeds the threshold, no shipping fee will be applied.
  • If the total had been below €250.00, the system would have applied the appropriate shipping fee based on the Customer Shipping Fee setup.
  • The same logic applies to other Calculation Bases (Quantity, Volume, etc.).

Note: If only some lines qualify for free carriage (e.g., due to different shipping conditions or destinations), the shipping fee will be calculated only for the non-eligible lines.

Handling Sales Quote Conversion

When a Sales Quote is converted into a Sales Order or Sales Invoice, the system automatically re-evaluates the applicable Customer Shipping Fee based on the most up-to-date document information.

Key Points

  • Shipping Fee Re-evaluation: During the conversion process, the system checks for a valid Customer Shipping Fee using the updated document fields (e.g., Customer No., Ship-to Address, Posting Date, Currency, Shipping Agent, and Service Code).

  • User Confirmation: If a valid Shipping Fee is found, the system prompts the user to confirm whether the shipping fee from the quote should be carried over to the new document.

  • Consistent Business Rules: The same business rules that govern shipping fee application in standard sales documents also apply during the conversion of a sales quote.

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Last updated on Mar 6, 2025