Shipping Loads

Shipping staff use a load to group open order lines that are planned to travel together. Before finalizing it, compare the recorded lines with the warehouse and carrier plan. Finalizing the load locks that plan. Dispatch and shipment recording are separate work.

Before you start

• Access: The company needs Load Management, and you need Shipping permission.
• Where: Select the entity and open Logistics > Loads Management. A Firm Admin must create an active prefix under Setup > Company > Loads before you can create a load.
• Prepare: Confirm which orders, destinations, items, and quantities should travel together. Agree with the warehouse or carrier on timing and special handling before the load is locked.

Create and check the load

1. Filter the open order lines by order date, sales channel, customer, order tag, or facility, then select Apply. Check the lines and ship-to details.
2. Select New Load, choose a prefix, review the generated load ID, and select Create.
3. Check the lines to include, choose the load in Choose draft load…, and select Assign to load.
4. In the Loads panel, check the Load ID, Status, and Qty. Select View details to inspect its contents.
5. If a line does not belong, select it and choose Remove from load while the load is still a draft. Assigning a line from another draft load moves it to the selected load. A line on a finalized load cannot move until that load is unlocked.
6. Compare the load's lines with the physical dispatch plan. Select the load in the side panel, choose Finalize load, then confirm with Finalize. Check that its status is Finalized and Versa reports Load <ID> finalized.

After finalization

A finalized load cannot have lines added or removed until a Shipping user selects Unlock load. Only a Firm Admin can edit the details of a finalized load. If the plan changes, unlock it, correct the lines, and finalize it again after review. A draft load can be deleted from Logistics > Loads, releasing its lines.

For a shipment batch, select Create batch on a finalized load, then confirm with Create shipment batch. Versa permits one batch from each load. This action adds each entire sales order represented on the load, not only the selected load lines. It also moves an order out of any other shipment batch that already contains it. Review all affected orders before creating the batch. Warehouse staff must still pick, pack, dispatch, and record the shipment.

If you do not see what you expect

• No loads yet: The side panel says No loads yet. Create prefixes under Setup → Loads, then use New Load. Ask a Firm Admin to create an active prefix.
• No draft load to choose: The toolbar says No draft loads — create one first. Create a draft load before assigning lines.
• Order line is missing: Check the entity and filters, then confirm the order is still open.
• Line cannot move: Unlock its finalized load first. If a purchase order already exists for the load, Versa says Cannot add lines while a purchase order exists for this load. Lines cannot be added or removed until that purchase order is addressed.
• Create batch is unavailable: Finalize the load, confirm that at least one line is assigned, and check whether a batch already exists for it.