Building a shipment from the PO Line Items view
The cross-PO PO Line Items grid (found under Purchase Orders → Line Items) lets you select lines across one or more POs and turn them into a new shipment—or add them to an existing one—without leaving the grid.
Before you start
- This action is available on the cross-PO Line Items page, not on the line-items tab inside a single PO's detail view.
- You must have permission to create PO shipments.
- The feature must be enabled for your account. Contact support if you don't see checkboxes in the grid.
Step 1 — Find the lines you want to ship
Use the grid's filters and search to narrow down to the lines you're ready to move. Useful filters:
- Supplier — to work one vendor at a time
- Warehouse — to scope to a single destination
- Line Status — filter to Awaiting Shipment or Partially Shipped to surface lines with remaining quantity
The Remaining to ship column shows how many units on each line haven't been placed on a shipment yet. Lines at zero (fully shipped) are grayed out and cannot be selected.
Step 2 — Select the lines
Tick the checkbox on each row you want to include. You can page through the grid and keep adding rows—your selection is preserved across pages.
A bar appears above the grid showing:
- How many lines are selected (and how many distinct POs they span)
- The available bulk actions
To start over, click Clear in the bulk bar.
Step 3 — Build a new shipment
Click Build shipment. The shipment form opens pre-populated with:
- Line items — only the lines you selected, with each quantity pre-filled to the current remaining to ship amount (fetched fresh from the server, so any concurrent updates are included).
- Destination — if every selected PO points to the same warehouse, the form's destination field is pre-filled. If the POs disagree, the field is left blank and defaults to each PO's own warehouse at push time.
Lines that were fully shipped by the time the form opened are excluded automatically, and you'll see a warning notice listing any that were dropped.
Review and adjust the quantities as needed, complete any other shipment fields (reference number, shipping date, carrier, etc.), then click Save.
Step 3 (alternative) — Add to an existing shipment
If you want to append the selected lines to a shipment that already exists:
- Click Add to existing shipment in the bulk bar.
- A shipment picker opens—search for and select the target shipment.
- The shipment form opens in edit mode with your selected lines appended.
- If a line is already on that shipment, it is left untouched (you'll see a warning listing any skipped SKUs).
- The shipment's destination is not changed.
- Click Save.
After saving
The grid refreshes and your selection is cleared. The Remaining to ship values update to reflect the quantities just placed on the new or updated shipment.
Frequently asked questions
Can I select lines from different suppliers? Yes. The form accepts lines from any combination of POs. If you're using cost-rule inheritance, each PO's extra costs are brought in and pre-filtered to their originating PO number.
What if I select a line that was fully shipped after I loaded the grid? When you click Build shipment, each PO is re-fetched live. Fully shipped lines at that moment are excluded, and a warning tells you which ones were dropped.
What quantity does the form pre-fill? The current remaining to ship quantity for each line—ordered quantity minus what is already on a shipment. You can adjust it before saving.
Can I over-ship? Yes, the form allows quantities above the remaining-to-ship figure (some workflows intentionally over-ship). A warning banner highlights any over-allocated lines before you save.
Why can't I see the checkboxes? The bulk selection feature must be enabled for your account. Contact your Luminous administrator or support team if the column isn't visible on the cross-PO Line Items page.