How to Split Shipments in Luminous

Splitting shipments in Luminous allows you to manage incoming shipments tied to existing purchase orders (POs). This guide walks you through the process step by step, from creating shipments to receiving them.

Step 1. Navigate to the Purchase Orders Page

1. Go to the Inventory section in Luminous.
2. Select Purchase Orders from the menu.
3. Click on the Shipments tab on the left to view all existing shipments.

Step 2. Create a New Shipment

1. Click the Create New Shipment button.
2. Enter a Reference Number:
   • Use a clear identifier, such as the PO number followed by a suffix (e.g., "269-1").
   • Optionally, include an expected arrival date in the reference.
3. Update the shipment details:
   • Set the shipment status (e.g., shipped).
   • Add the shipment date.

Step 3. Link the Purchase Order(s) to the Shipment

1. Use the search bar to find and select the relevant PO number(s).
   • You can add multiple POs to the same shipment.
2. Select the items to include:
   • Choose all items or specific ones, depending on whether the shipment is partial or complete.

Step 4. Add Extra Costs to the Shipment

1. If applicable, include additional costs (e.g., shipping fees, tariffs):
   • Click the option to add costs and input the specific charges.
2. These costs will be automatically allocated across the units in the shipment when it is received.

Step 5. Save the Shipment

1. Click Save to finalize the shipment.
2. After saving:
   • Review the shipment details.
   • Edit or delete the shipment if necessary.

Step 6. Receive the Shipment

1. Navigate to the Receiving section in Luminous.
2. Create a Receiving Report:
   • Filter by the shipment’s reference number (e.g., "269-1").
   • The report will populate with products linked to that shipment, even if they belong to different POs.
3. Review and fill in the required information:
   • Ensure extra costs (e.g., shipping) are correctly reflected in the report.
4. Save the receiving report to complete the process.

Additional Notes

• Splitting shipments is particularly useful for tracking POs shipped in multiple containers.
• Extra costs, such as tariffs or shipping fees, are allocated across the units in the shipment using your costing method (by unit, volume or weight).
• The ability to receive by shipment streamlines tracking and helps maintain accurate inventory data.

Key Takeaways

• Shipments live on the Shipments tab of the Purchase Orders page.
• Use a clear reference number, like the PO number plus the shipment number (269-1), so every shipment is easy to identify.
• One shipment can include multiple POs, or only some items from a PO.
• Add extra costs like freight or tariffs to each shipment to track cost by container.
• On the Receiving page, filter by the shipment reference number to receive everything on that shipment at once, extra costs included.

Example: One PO, Three Containers

You place PO 269 with an overseas supplier, and they ship it in three containers over several weeks. Each container has its own freight bill and duties.

1. Create three shipments: 269-1, 269-2 and 269-3, each with the items in that container.
2. Add each container's freight and tariff costs to its own shipment.
3. When container one arrives, create a receiving report, filter by 269-1, and receive it. Its costs are allocated only to the units in that container.
4. Repeat for the other two containers as they arrive.

Each container's true landed cost is captured, and you can see at a glance which parts of the PO are still on the water.

Common Questions

Can a shipment include more than one PO? Yes. Search for and add multiple POs to the same shipment, then choose which items from each to include.

Where do I see extra costs after receiving? The costs you add to the shipment come through on the receiving report and are allocated across the units received. See How to Add Costs Upon Receiving in Luminous.

What if only part of a shipment arrives? You can receive partially. See How to Perform Partial Receipts in Luminous.

By following these steps, you can efficiently manage incoming shipments, track costs, and ensure accurate inventory updates in Luminous.