How to send the shipping notice from the delivery note

In this version, only the Saphety test account

fiscaldoo only connects to the Saphety test environment (see How to connect EDI and Saphety): an “Accepted” notice was accepted by that environment and did not reach the retailer. Tell the retailer about the shipment through the usual channel.

What is it for?

The shipping notice tells the retailer, by EDI, what is on the way: the products, the quantities and the delivery note that goes with them. fiscaldoo builds it from the issued delivery note. The delivery note does not change.

When to use it?

• The retailer's order was confirmed (How to receive and respond to EDI orders) and the delivery note for the delivery was issued.
• The retailer asks for the notice: Shipping notice (DESADV) ticked on the customer's Electronic invoicing (EDI) tab.

Where to find it?

Billing › Invoice › Transport guides, open the delivery note: Send shipping notice button.

Before you start

• Your profile is Billing. The steps were done from start to finish with this profile. The Certified accountant and the Accountant also have the button.
• The delivery note is already issued and communicated to the AT. Whoever issues it needs access to Inventory, which the Billing profile does not have: see How to issue a delivery note and get the AT code.
• The products on the delivery note have a Barcode, and the customer and the company have the EAN/GLN: How to connect EDI and Saphety.

How to use it

1. Open Billing › Invoice › Transport guides and open the delivery note (in the example, GT D26/5, from delivery DEM/OUT/00005 of order S00004). The Send shipping notice button only appears on an issued delivery note of a customer with EDI and the shipping notice active.
2. Click Send shipping notice. The message “Shipping notice. Accepted: 1, waiting or refused: 0. See the EDI panel for the detail.” appears.
3. The screen refreshes: the button disappears and, next to Actions, the notice status shows: Accepted.

Automatic sending. On the customer's Electronic invoicing (EDI) tab, the option Send the shipping notice automatically makes step 2 unnecessary. In the demo it is off and the notice was sent with the button.

Expected result

• In EDI › Messages there is a line Sent, DESADV (shipping notice), DESADV|GT D26/5, for Retalhista Exemplo (EDI), with State Accepted.
• Delivery note GT D26/5 stays the same: the number, the ATCUD, the AT code and the quantities do not change, and it remains Ready until someone validates the goods leaving.
• The next step in the flow is the invoice: How to send an invoice by EDI.

Important notes

• An accepted notice is never sent again. Once it is Accepted, the button no longer appears.
• Delivery note cancelled after the notice. The retailer has already received the notice; tell them and, if the goods are still going, issue a new delivery note. There is no EDI cancellation message.
• Pallets (SSCC). If the customer asks for the pallet code (Customer asks for the SSCC of the pallets), the code is read from the package name. fiscaldoo does not yet generate the SSCC or the pallet label.
• In the demo, the notice was accepted by the operator simulator, not by the real Saphety. Confirm with Saphety the notice format each retailer accepts.

Common problems

I don't see the “Send shipping notice” button

• Cause: the delivery note has not been issued yet, was cancelled, the customer does not have EDI or the Shipping notice (DESADV) active, or the notice was already accepted.
• What to do: check that the delivery note has a number and ATCUD and look at the customer's Electronic invoicing (EDI) tab.

The notice was not accepted

• Symptom: in the step 2 message, the notice counts under “waiting or refused” and not under “Accepted”. (In the demo the notice was accepted; this case was not seen on screen.)
• What to do: open EDI › Dashboard: the To handle block shows the reason (for example, a product without a valid Barcode or a missing GLN). Fix it and click Send shipping notice again.