Overview
The PO Shipments area now gives you a full grid view of all shipments with customizable columns and saved views, plus a detailed shipment view that rolls up cost, weight, and CBM totals at both the line-item and shipment level. Use this when you need to verify shipment costs against a PO, confirm carton/weight totals for freight planning, or see every linked PO, transfer, work order, and receipt tied to a single shipment.
How It Works (Step-by-Step)
Viewing the PO Shipments Grid
- From the left-hand navigation, go to Inventory > Purchase Orders.
- Click the Shipments option in the left panel of the Purchase Orders page to open the PO Shipments grid.
- Click the Column icon to choose which columns appear, including Amount, Shipment Status, Open/Closed, Warehouse, Tracking #, and Shipped By.
- Click Save View to save your current column and filter setup for later use — the same way you would on the Sales Order grid.
- Use the Filter icon to narrow results by carrier, supplier, expected delivery date, Ref ID, or Active/Closed status.
- Click any PO # or Ref ID link to jump to the linked record.
Viewing Shipment Details
- Click into a shipment from the grid to open the Shipment Details view.
- Review the general shipment fields at the top: Carrier, Tracking Number, Supplier, Expected Delivery Date, Ref ID, and Active/Closed status.
- Scroll to the Linked Records section to see all Purchase Orders, Work Orders, Transfers, and Receipts associated with this shipment — including cases where multiple records of the same type are linked.
- Review the line item detail grid, which shows for each line:
- PO Unit Cost (pulled from the linked PO)
- Total PO Line Cost (unit cost × quantity shipped)
- Carton/package count, carton weight (with unit of measure), and carton dimensions (L/W/H, with unit of measure)
- Line Total Weight (carton count × carton weight)
- CBM, calculated from carton dimensions × carton count (editable if you need to override the calculated value)
- Review the Totals section at the bottom of the detail view for shipment-wide rollups: Line Count (SKU count), total Qty Shipped, Total PO Cost (FOB, not landed), total Carton Count, total Weight, and total CBM.
Key Features / Options
| Feature | What It Does |
|---|---|
| Active/Closed | A separate field from shipment status, used to indicate whether the shipment record is still active or has been closed out — independent of how many status steps the shipment has moved through. |
| Ref ID | A flexible reference field — use a PO number or any other identifier you prefer to track the shipment. |
| Linked Records section | Shows every PO, Work Order, Transfer, and Receipt tied to the shipment, including multiples of the same record type. |
| CBM (editable) | Calculated automatically from carton dimensions and carton count, but can be manually overridden if your actual CBM differs. |
| Saved Views | Save your preferred column layout and filters on the Shipments grid, similar to Saved Views on the Sales Order grid. |
| Totals (Shipment-level) | Rolls up Line Count, Qty Shipped, Total PO Cost (FOB), Carton Count, Weight, and CBM across the entire shipment. |
Tips and Best Practices
- Carton dimensions and CBM should be entered in the unit of measure your team standardizes on — Luminous does not auto-convert between units.
- If you override the calculated CBM, double-check it before finalizing the shipment, since totals at the bottom of the detail view will reflect your edited value, not the system-calculated one.
- Use Ref ID consistently across your team if you track shipments by something other than PO number (e.g., a freight forwarder's reference), so filtering and searching stay reliable.
- Total PO Cost reflects FOB pricing, not landed cost — landed cost is still only recognized once a receiving report is completed.
FAQs and Troubleshooting
Q: What's the difference between Active/Closed and shipment Status?
A: Status tracks where the shipment is in its workflow (e.g., booked, in transit, delivered) and can have several steps. Active/Closed is a simpler flag indicating whether the shipment record itself is still open for edits and reconciliation.
Q: Why is my CBM total different from what I expected?
A: CBM is calculated from carton dimensions × carton count by default, but it's editable per line. Check whether a line's CBM was manually overridden.
Q: I linked a shipment to multiple POs — why don't I see all of them in one place?
A: All linked POs, along with any Work Orders, Transfers, and Receipts, should appear together in the Linked Records section of the Shipment Details view.
Q: Total PO Cost looks different from my landed cost report.
A: That's expected — Total PO Cost on the shipment reflects FOB pricing only. Landed cost (freight, duties, etc.) is calculated separately during receiving.
Additional Help
If you have questions about a specific shipment or these totals don't match what you expect, contact your Luminous support contact or use the in-app support widget.